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2019 Annual Meeting: Specifications for Exhibiting or Advertising

2019 Annual Meeting of the American Folklore Society
October 16-19, 2019, Baltimore, Maryland (Exhibit Dates: October 17-19)
Hyatt Baltimore Inner Harbor

1. New Exhibitors

Eligibility to exhibit and advertise: Before submitting an exhibits application, all new exhibitors are required to send information to Lorraine Walsh Cashman at 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 (AFS) 2019 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 us if you need more information prior to your arrival.

3. Installation and Dismantling

Exhibitors will have access to set up their exhibits on Wednesday, October 16, from 2:00–7:00 pm. Exhibits will remain intact until exhibit closing at 1:00 pm on Saturday, October 19. Teardown will be from 1:00-3:30 pm that day.

4. Exhibit Location and Hours

All exhibits will be located in the Constellation Ballroom, a secure space, on the second floor of the Hyatt Baltimore Inner Harbor (Hyatt); the Constellation Ballroom is located in the center of the meeting space, next to meeting registration, and adjoining plenary and breakout session rooms.

Exhibit room hours will be Thursday and Friday, October 17-18, from 9:00 am-12:45 pm and 1:30-6:00 pm; and Saturday, October 19, 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. 

If you would like to sponsor a special event at the annual meeting, like a reception, please submit a special event request 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 us for assistance.

AFS customarily provides about three 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 us. Sponsorship will be noted in the program and at service.

6. Spaces and Services Provided

All spaces will be limited to draped tables with two chairs per table. Basic wireless internet will be available throughout the meeting space. Access to premium wifi or wired internet and electrical outlets is not included, but may be purchased directly from Hyatt. Request an order form from Lorraine (see below).

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 Hyatt.

Hotel and shuttle reservation information will be linked when it becomes available; see “Local Information” on the AFS annual meeting page at, or contact us for more information.

9. Shipping

The Hyatt has provided this information about receiving or shipping boxes:

Special arrangements must be made for receiving any equipment, goods, displays or other materials that will be sent, delivered or brought into the Hotel.  (This excludes delivery of any food or beverage items that are also sold or furnished by the Hotel.) Failure to do this may result in deliveries being refused or materials being unavailable when required. The Hotel’s receiving entrance is open from 8am to 5pm, Monday-Friday.

Any materials sent to the Hotel must be marked as follows:

  • Hold for Arrival--Attn: Guest’s Name, AFS Annual Meeting
  • Complete return address
  • Number of boxes (Example: Box 1 of 2, and Box 2 of 2)
  • Address package to Hotel as follows:

    Hyatt Regency Baltimore on the Inner Harbor
    300 Light Street
    Baltimore, MD 21202

The following charges will apply as a receiving charge:

0-5 lbs: $5

6-20 lbs: $10 each

21-50 lbs$25 each

51-100 lbs: $50 each

101+ lbs: $75 each

Pallets: $200 each

The Hotel does not accept any liability for equipment, goods, displays, or other materials that arrive unmarked or fail to arrive to the Hotel. The shipper is responsible for insuring its property for loss or damage. Please notify the Hotel in advance of shipments in excess of 200lbs. The charge for guests shipping from the Hotel without their own account is the standard shipping rate, depending upon shipper, plus handling charges. Handling charges are subject to change without notice. Due to limited storage space, additional storage charges will be applied to packages stored more than three business days.

When packages are ready to be shipped out from the hotel, Guest must make pick up reservation with any UPS or Fed Ex Ground. Fed Ex Express is the only courier who picks up without reservation.

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

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

11. 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 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.

Send all ads as print-ready pdfs to AFS by July 31, 2019.

12. Meeting Contact

Lorraine Walsh Cashman
AFS Associate Director



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American Folklore SocietySister Society: SIEF
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