|2016 AFS/ISFNR Joint Meeting: Specifics about Exhibiting and Advertising|
1. NEW EXHIBITORS
Eligibility to exhibit and advertise: Before submitting an exhibits application, all new exhibitors are required to send information to firstname.lastname@example.org about their company/organization and the material they plan to exhibit. AFS reserves the right to refuse any application for exhibit space or curtail or cancel any exhibit that in the sole judgment of the executive director are not consistent with the teaching, research, and professional ends of the field and Society. This policy also applies to the nature of displays, advertisements, sales of products (including novelties and souvenirs), and the decorum of exhibitors or their employees. Ads and exhibits cannot be used for politically or ideologically partisan purposes, and are subject to the approval of the AFS executive director or designee.
2. SPACE ASSIGNMENT
All applications for exhibit space at the American Folklore Society (referred to as AFS) 2016 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 email@example.com if you need more information prior to your arrival.
3. EXHIBIT INSTALLATION AND DISMANTLING
Exhibitors will have access to set up their exhibits on Wednesday, October 19, from 2:00–7:00 pm. Exhibits will remain intact until exhibit closing at 1:00 pm on Saturday, October 22. Teardown will be from 1:00-4:00 pm that day.
4. EXHIBIT LOCATION AND HOURS
All exhibits will be located in the Hyatt Regency Miami.
Exhibit room hours will be Thursday and Friday, October 20-21, from 9:00 am-12:45 pm and 1:30-6:00 pm; and Saturday, October 22, from 9:00 am-1:00 pm. (General sessions run from 8:00 am-noon, and 2:00-4:00 pm.) We will lock the exhibit room between 12:45 and 1:30 pm on Thursday and Friday so that exhibitors can have lunch.
5. 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.
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 firstname.lastname@example.org 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 Hyatt charges $80/gallon for hot beverages, $60/gallon for lemonade, juice or cider, and $5/bottled drinks).
All spaces will be limited to draped tables with two chairs per table.
7. 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.
8. HOTEL RESERVATIONS AND SHIPPING
Hotel and shuttle reservation information will be posted on the AFS annual meeting page in early June; see the 2016 AFS/ISFNR Joint Meeting page. We recommend that you book your hotel rooms as soon as possible, since the conference block tends to sell out.
The Hyatt charges for storage and handling: $7.00 per box/ $75.00 per pallet.
To ship to the hotel, label your boxes with this information:
Boxes will be delivered to your table in the exhibit room by 2:00 pm Wednesday, October 19. When the exhibit closes, you may leave your return boxes at your table with completed shipping labels.
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 Hyatt Regency Miami, and shall indemnify and hold harmless the AFS, the Hyatt Regency Miami, their agents, subcontractors, servants, and employees from any and all such losses, damages, and claims.
The AFS and the Hyatt Regency Miami 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 Hyatt Regency Miami do not guarantee or protect exhibitors against loss or damage of any kind.
10. 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 (30-40%) on the purchase of display advertising space, and exhibitors who rent three tables will receive a half-page ad FREE!!
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