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2014 Annual Meeting: Section Exhibition Information

1. SPACE ASSIGNMENT

All applications for exhibit space at the American Folklore Society 2014 Annual Meeting must be made on an official order form. You will find your assigned space when you arrive at the exhibit room; contact Lorraine Walsh Cashman at cashman.11@osu.edu if you need more information prior to your arrival.


2. EXHIBIT INSTALLATION AND DISMANTLING

Exhibitors will have access to set up their exhibits on Wednesday, November 5, from 2:00–7:00 pm. Exhibits will remain intact until exhibit closing at 2:00 pm on Saturday, November 8. Teardown will be from 2:00-4:00 pm that day.


3. EXHIBIT LOCATION AND HOURS

All exhibits will be located in the Santa Fe Convention Center.

Exhibit room hours will be Thursday and Friday, November 6-7, from 9:00 am-12:00 pm and 1:00-6:00 pm; and Saturday, November 8, from 9:00 am-2:00 pm. We will lock the exhibit room between 12:00 and 1:00 pm on November 6-7 so that exhibitors can have lunch.


4. AMENITIES AND SUPPORTING ACTIVITIES

In order to increase traffic to the exhibit room, we will schedule other activities in the room, such as complimentary morning and afternoon beverage service each day for exhibitors and attendees. All exhibitors will also receive a complimentary listing in the annual meeting program book. Additionally, no sessions will be scheduled 1:15­–3:00 pm Thursday through Saturday, and 5:00-6:00 pm Thursday, to allow meeting participants time for informal networking and visits to the exhibit room.


5. SPACES AND SIGNS

All spaces will be limited to draped tables with two chairs per table. Tables are 30" widex 6' long.


6. MUSIC AND VIDEOS

You may show videos in the exhibit room, but the sound must not interfere with other exhibitors. You may not play music in the exhibit room.


7. HOTEL RESERVATIONS AND SHIPPING

Hotel and shuttle reservation information will be posted on the AFS annual meeting page in early June; see https://afsnet.site-ym.com/?2014AM2. We recommend that you book your hotel rooms as soon as possible, since the conference block tends to sell out.

The Santa Fe Convention Center will not store boxes. Instead, you will have to arrange storage and delivery with Pak Mail Santa Fe. Pack Mail will receive your shipment, hold it as necessary, then deliver your boxes to the exhibit room Wednesday, November 5; likewise, they will pick up your returning shipment on Saturday, November 8. Contact:

Jackie Martin or Nathan Soto
Pack Mail Santa Fe

369 Montezuma Avenue

Santa Fe, NM 87501

505-989-7380

AFS will send you more local and meeting information in late summer.


8. LIABILITY

Exhibitors assume the entire responsibility and liability for losses, damage and claims arriving out of injury or damage to exhibitor's displays, equipment, and other property brought upon the premises of the Santa Fe Convention Center, and shall indemnify and hold harmless the AFS, the Santa Fe Convention Center, their agents, subcontractors, servants, and employees from any and all such losses, damages, and claims.

The AFS and the Santa Fe Convention Center will make a reasonable effort to protect the exhibit area; however, it is the exhibitor’s responsibility to obtain insurance and to secure materials. The AFS and the Santa Fe Convention Center do not guarantee or protect exhibitors against loss or damage of any kind.


9
. SANTA FE, NM TAX COMPLIANCE

These complimentary exhibit tables are only for the purpose of display or to provide free services. For 2014, they may not be used for any monetary transactions.

The receipts of all sales, donations, and/or exchange of services for revenue in Santa Fe are subject to gross receipt tax of 8.1875%. In order to avoid this expense, you should not run any fund-raiser at this year's annual meeting. If you do collect funds of any kind, you will have to provide itemized documentation of your gross revenue to AFS within two weeks of the annual meeting; the 8.1875% tax on the total revenue will be deducted from your section balance.

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American Folklore SocietySister Society: SIEF
Classroom-Office Building, Indiana University, 800 East Third Street, Bloomington IN 47405 USA
812/856-2379; fax: 812/856-2483; www.afsnet.org


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