|2016 AFS/ISFNR Joint Meeting: Section Exhibitions|
1. SPACE ASSIGNMENT
All applications for exhibit space at the American Folklore Society 2016 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 email@example.com 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 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 2:00-4:00 pm that day.
3. 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, 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.
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 the 2016 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 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.
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