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2015 Annual Meeting: Section Exhibition Information

1. SPACE ASSIGNMENT

All applications for exhibit space at the American Folklore Society 2015 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, October 14, from 2:00–7:00 pm. Exhibits will remain intact until exhibit closing at 1:00 pm on Saturday, October 17. Teardown will be from 2:00-4:00 pm that day.


3. EXHIBIT LOCATION AND HOURS

All exhibits will be located in the Long Beach Westin.

Exhibit room hours will be Thursday and Friday, October 15-16, from 9:00 am-12:45 pm and 1:30-6:00 pm; and Saturday, November 8, from 9:00 am-1:00 pm. We will lock the exhibit room between 12:45 and 1:30 pm on Thursday and Friday 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 12:15­–2:00 pm Thursday through Saturday, and 4:00-6:00 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" wide x 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 the 2015 Annual Meeting page. We recommend that you book your hotel rooms as soon as possible, since the conference block tends to sell out.

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 Westin Long Beach, and shall indemnify and hold harmless the AFS, the Westin Long Beach, their agents, subcontractors, servants, and employees from any and all such losses, damages, and claims.

The AFS and the Westin Long Beach 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 Westin Long Beach do not guarantee or protect exhibitors against loss or damage of any kind.


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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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