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2017 AFS Annual Meeting: Specifications for Exhibiting and Advertising
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AMERICAN FOLKLORE SOCIETY 2017 ANNUAL MEETING
October 18-21, 2017, Minneapolis, MN (Exhibit Dates: October 19-21)


New Exhibitors

Eligibility to exhibit and advertise: Before submitting an exhibits application, all new exhibitors are required to send information to lcashman@indiana.edu 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. Exhibits cannot be used for politically or ideologically partisan purposes, and are subject to the approval of the AFS executive director or designee.

Exhibit Location and Hours

All exhibits will be located in the Grand Portage Ballroom prefunction area, a lockable space, on the fourth floor of the Marriott City Center Hotel; the other Grand Portage ballrooms will be used for plenary and paper sessions, and the meeting registration desk will be directly outside in the fourth-floor atrium. All conference sessions will take place on the fourth or eighth floors.

Exhibit room hours will be Thursday and Friday, October 19-20, from 9:00 am-12:45 pm and 1:30-6:00 pm; and Saturday, October 21, 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.

Exhibit Installation and Dismantling

Exhibitors will have access to set up their exhibits on Wednesday, October 18, from 2:00–7:00 pm. Exhibits will remain intact until exhibit closing at 1:00 pm on Saturday, October 21. Teardown will be from 1:00-4:00 pm that day.

Tables and Spaces

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

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. Internet access is available upon request; please contact Lorraine Cashman at lcashman@indiana.edu if you require internet access.

Amenities and Supporting Activities

In order to increase traffic to the exhibit room, we will schedule the following other activities in the room: 1) complimentary morning and afternoon beverage service each day for exhibitors and attendees and 2) table-top presentations by a number of AFS interest-group sections.In addition, meeting attendees will pass through the exhibit room to reach one of the meeting rooms; this will only be permitted during open exhibit hours.

If you would like to arrange a special event, like a book signing or reception, contact AFS. We will arrange for your space, list your event in our program materials, and provide the contact information you will need to place any food and beverage orders.

Hotel Reservations and Shipping

Hotel and shuttle reservation information will be linked when it becomes available; see the AFS annual meeting page at http://www.afsnet.org/page/2017AM.

The link to book hotel rooms at the conference rate is https://aws.passkey.com/e/49104256.

The hotel charges a $5.00/box handling fee for receiving and return shipping.

The Marriott City Center requires exhibitors to submit a Credit Card Authorization Form and, if appropriate, an Exhibitor Power/AV Request form at least one week before the conference. Contact Lorraine to get these forms.

Ship your boxes so that they arrive no earlier than three business days before the meeting.

Please bring appropriate bills of lading.

Mark your boxes "1 of X,” etc. and address them as follows:

Your name
Hold for: American Folklore Society Exhibit, October 18-21
Minneapolis Marriott City Center
30 South Seventh Street
Minneapolis, MN 55402

The boxes will be delivered to the exhibit hall by 1:00 pm Wednesday.

Boxes may be left in the exhibit hall on Saturday for pick up if they are provided with the completed paperwork required by your shipping carrier.

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 Minneapolis Marriott City Center, and shall indemnify and hold harmless the AFS, the Hotel, their agents, subcontractors, servants, and employees from any and all such losses, damages, and claims.

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

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 receive a complimentary half-page ad.

  • Cover 3, cover 4, and full page ad specs are 7.375” x 9.75”; half page specs are 7.375” x 4.375”.
  • Ad copy should be delivered as a gray-scale PDF (with all fonts included) in the actual image size.
  • Please send all ads as print-ready pdfs to AFS before August 1, 2017.

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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; www.afsnet.org


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