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2018 AFS Annual Meeting: Specifications for Exhibiting and Advertising
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1. 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.


2. SPACE ASSIGNMENT

All applications for exhibit space at the American Folklore Society (referred to as AFS) 2018 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 lcashman@indiana.edu 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 17, from 2:00–7:00 pm. Exhibits will remain intact until exhibit closing at 1:00 pm on Saturday, October 20. Teardown will be from 1:00-3:30 pm that day.


4. EXHIBIT LOCATION AND HOURS

All exhibits will be located in Room 101B/C/G, a lockable space, on the Marquee Level of the Buffalo Niagara Convention Center (BNCC); all other meeting sessions are scheduled on this level of the venue.

Exhibit room hours will be Thursday and Friday, October 18-20, from 9:00 am-12:45 pm and 1:30-6:00 pm; and Saturday, October 20, 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 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. Room Room 101B/C/G opens to the center of the meeting space and the registration area and is surrounded by meeting rooms.

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 lcashman@indiana.edu 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 BNCC charges $45/gallon for coffee, $30/gallon for tea or lemonade, juice or cider, and $3.25/bottled drinks).

If you plan an event, even if it takes place at your exhibit table, please let us know as soon as possible so that we can help promote it to our meeting attendees. Place food/beverage orders directly with Melissa Bean, BNCC Convention and Event Service Manager, mbean@buffaloconvention.com, 716/855-5567.


6. SPACES AND SERVICES PROVIDED

All spaces will be limited to draped 8' tables with two chairs per table. Basic internet will be available throughout the meeting space. Access to electrical outlets is not included, but may be purchased directly from BNCC. Contact Melissa Bean, BNCC Convention and Event Service Manager, mbean@buffaloconvention.com, 716/855-5567.


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

A block of guest rooms is available at a conference rate at the nearby Hyatt Regency Buffalo Hotel.

Hotel and shuttle reservation information will be linked when it becomes available; see the AFS annual meeting page at http://www.afsnet.org/page/2018AM, or contact Lorraine at lcashman@indiana.edu for more information.


9. SHIPPING

Ship your boxes so that they arrive no earlier than Friday, October 12.

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

Buffalo Niagara Convention Center

Hold for: American Folklore Society Exhibit, October 17-20

Booth Name: Your Name

Pearl Street Loading Dock

Buffalo, NY 14202

Exhibitors are responsible for picking up their shipments from the BNCC loading dock area. For outbound packages, exhibitors must pack up, call in, provide shipping labels and put their shipments back in the loading dock area. Contact Lorraine by August 1 if you feel that you will need assistance with moving packages.


10. CITY AND STATE REGULATIONS

All exhibitors must contact the Director of Licenses for the City of Buffalo to insure compliance with city regulations regarding show permits and vendor licenses. Anyone selling items on the show floor must have a selling license and New York state tax number. Please call (716) 851-4078 to investigate what procedures you need to follow or write to Division of Licenses, Room 113, City Hall, Buffalo, New York 14202.


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

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


12. 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!!

  • 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, 2018.

Thank you for your support of folklorists and of the work of the American Folklore Society! We look forward to seeing you in Buffalo this October.

Lorraine Walsh Cashman
AFS Associate Director

phone 812/856-2422
lcashman@indiana.edu


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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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