|2015 Annual Meeting: Specifics for Exhibiting and Advertising|
1. SPACE ASSIGNMENT
All applications for exhibit space at the American Folklore Society (referred to as AFS) 2015 Annual Meeting must be made on an official order form. Full payment must accompany the order form. You will find your assigned space when you arrive at the exhibit room; contact Lorraine Walsh Cashman at firstname.lastname@example.org 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 p.m. Exhibits will remain intact until exhibit closing at 1:00 p.m. on Saturday, October 17. Teardown will be from 1:00–4:00 p.m. that day.
3. EXHIBIT LOCATION AND HOURS
All exhibits will be located in the Westin Long Beach.
Exhibit room hours will be Thursday and Friday, October 15–16, from 9:00 a.m.–12:45 p.m. and 1:30–6:00 p.m.; and Saturday, November 8, from 9:00 a.m.–1:00 p.m. (General sessions run from 8:00 a.m.–noon, and 2:00–4:00 p.m.) We will lock the exhibit room between 12:45 and 1:30 p.m. on Thursday and Friday so that exhibitors can have lunch.
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 p.m. Thursday through Saturday, and 4:00–6:00 p.m. Thursday, to allow meeting participants time for informal networking and visits to the exhibit room.
If you would like to sponsor a special event at the annual meeting, like a reception, please submit a special event request at https://afsnet.site-ym.com/?AMSpecEventProp by March 31; this preliminary request serves as a place holder, and does not require all details to be finalized. Meeting the March 31 deadline ensures that your event will be listed in the program book. Requests made after March 31 will be accommodated as space allows. All requests must be received no later than July 31. Contact Lorraine Walsh Cashman at email@example.com for assistance.
AFS customarily provides about four gallons of hot beverages and a dozen assorted bottled beverages for the morning and afternoon beverage breaks (water is complimentary). If you would like to sponsor additional beverages, please contact Lorraine. Sponsorship will be noted in the program and at service. (The Westin charges $62/gallon for hot beverages, $49/gallon for lemonade, punch or iced tea, and $5/bottle).
All spaces will be limited to draped tables with two chairs per table.
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.
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.
9. PROGRAM BOOK ADVERTISING
Send your message to meeting attendees by reserving ad space in the AFS annual meeting program! All exhibitors will receive significant discounts (between 30% and 80% off) on the purchase of advertising space, and exhibitors who rent three tables will receive a half page ad FREE!!
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