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2020 Annual Meeting: Specifications for Sponsors, Exhibitors or Advertisors

2020 Virtual Annual Meeting of the American Folklore Society

October 13-17, 2020

Reserving space in the American Folklore Society (AFS) 2020 Virtual Annual Meeting constitutes an acceptance of the conditions enumerated here, and an agreement to comply with and be bound by the Society’s exhibitors' regulations.

The conference hub will be powered by Open Water and run on Zoom virtual meetings.


All first-time exhibitors/advertisers/sponsors are required to send information to Lorraine Walsh Cashman at about their company/organization and any material they plan to display.

AFS reserves the right to refuse any reservation or curtail or cancel any exhibit, ad or event 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. AFS meeting materials or space cannot be used for politically or ideologically partisan purposes. Items for display or publication are subject to the approval of the AFS executive director or designee.


Meeting space may be reserved in the AFS online store at Placement will be assigned on a first-come, first-served basis by the date of payment. Reservations and payments must be received by October 1.

Credit card payments may be processed immediately.

If you prefer to pay by check or defer payment, you can place your order online but choose a “bill me” option until September 15. You will place your reservation in the online store; when you reach the payment page, enter “BillMeLater2020” in the promo code box and hit apply, then proceed through confirmation. AFS staff will prepare an invoice that will be sent as a pdf by email. Payments must be received by October 1.


All reservations must be made in the AFS online store at Full payment is required by October 1 to secure the reservation.


Exhibitors/sponsors may choose to place their logos on the conference-wide footer, with a link to their own websites. Ad position will be assigned on a first-come, first-served basis.


Each exhibitor/sponsor logo will be featured in the AFS Annual Meeting Exhibit Gallery (comparable to the example below), which will be featured in the main menu and is a searchable space.



Exhibitor listings are listed alphabetically, with a logo and exhibitor name. Your logo will link to a “Details Page” (see below) which allows exhibitors/sponsors to upload video, display customized text or ad content, and provides the functionality for attendees to schedule a phone call or attend  informal informational chat sessions in free-form zoom rooms. Instructions about how to submit or customize your exhibit details will be provided by AFS to exhibitors as needed.


Sample Exhibitor Detail Page 

The Exhibitor Gallery will be available for the duration of the conference, and the conference hub and it’s content, including your exhibitor detail page and all of it’s functionality, will be available through December 31, 2020.

During breaks in scheduling, the program will encourage attendees to visit the Exhibitor Gallery to interact with our Exhibitors and Sponsors.


Sponsors may propose a customized event (90-minutes) during the conference (see the preliminary program at Contact Lorraine Walsh Cashman at by September 15 to discuss options. Hosted events are subject to approval, and will be accommodated on a first-come, first-served basis, as the schedule allows.

Alternatively, you may opt to sponsor events that are already scheduled. Event sponsors will be listed alphabetically in the list of sponsors and attached to the event itself.

You may also opt to include your logo or website link on the event page.


AFS is not liable for any loss sustained by the participant as a result of the participant’s or any third party’s failure to access the conference website, or as a result of any breakdowns, software errors, incomplete or inaccurate transfer of information. The parties agree that this agreement (and any other agreement referred to herein) contain the complete agreement between the parties and supersedes any prior understandings, agreements, or representations by or between the parties, written or oral, which may have related to the subject matter hereof in any way. The person signing the application on the exhibitor’s behalf shall be deemed to have full authority to do so and shall have no right to claim against AFS that such person or persons did not have such authority. The exhibitor is responsible for creating and providing exhibit content to AFS. If the exhibitor fails to respond in a timely manner for content or otherwise fails to deliver content, AFS shall be under no obligation to change the dates of the event or provide a refund. AFS reserves the right to prohibit, limit or discontinue the distribution of gifts, giveaways or similar promotions.

The exhibitor hereby agrees to indemnify and hold forever harmless AFS, its officers, agents, and employees against all costs, claims, demands, proceedings, liability, losses and expenses (including reasonable legal fees) whatsoever made against or incurred by AFS as a result of, related to or arising in connection with (i) a breach of these terms by exhibitor, and/or (ii) any acts or defaults of exhibitor, exhibitor’s employees or agents in connection with the event and/or (iii) any claim brought against AFS that the content or any services or software supplied by exhibitor infringe, violate, or trespass or constitute the unauthorized use or misappropriation of any intellectual property of any third party. Exhibitors will only promote products and services regularly sold by them. No products and/or services will be directly sold from within the conference platform. No virtual booths may be shared or sublet without prior written permission of AFS. Failure to comply is deemed cause for cancellation of the space.

If AFS should be prevented from holding the exhibition for any reason beyond AFS’s control (such as, but not limited to damage to building, riots, acts of government or acts of God), then AFS has the right to cancel the exhibition or any part thereof, with no further liability to the exhibitor other than a refund of exhibit fees.

Read Open Water’s privacy statement.

Read Zoom’s privacy statement.


Lorraine Walsh Cashman, AFS Associate Director
American Folklore Society
Classroom-Office Building, Indiana University
800 East Third Street
Bloomington, IN 47405

812/856-2422 |

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