Updated Terms, Conditions, and Specifications for Meeting Sponsors for the 2025 Annual Meeting.
Reserving space in the American Folklore Society (AFS) 2025 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.
An online program, built by AFS, will serve as the primary platform for all in-person and virtual programming. All virtual sessions will run on Zoom virtual meetings. Exhibit pages will be viewable by any visitor, not just registered attendees.
New Exhibitors, Advertisers, or Sponsors
All first-time exhibitors/advertisers/sponsors are required to send information to annualmeeting@afsnet.org 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 is 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.
Reservations
Space may be reserved in the AFS online store. Placement will be assigned on a first-come, first-served basis by the date of payment. Reservations and payments must be received by September 1, 2025 to be listed in print materials, later reservations may be made based on availability.
Credit card payments are processed immediately. If you prefer to pay by check or defer payment, contact AFS staff at annualmeeting@afsnet.org to be invoiced. Payments must be received by September 1.
Conference Registration
All exhibits or ad reservations include up to two meeting registrations; your registration will allow you to fully access all in-person and virtual program information and registrant directories. Contact annualmeeting@afsnet.org for a promo code to use for your complimentary registration.
To attend the annual meeting in person, you must register for the meeting which will prompt you to review and agree to our current annual meeting policies, including our terms for managing Covid-19 risks.
By reserving exhibit space at the AFS in-person annual meeting, you are acknowledging that an inherent risk of exposure to Covid-19 exists in any public place where people are present. If you choose to attend the meeting in person, you assume all risks related to exposure to Covid-19 and agree not to hold the American Folklore Society, including its directors, officers, employees, contractors, or volunteers, liable for any illness, injury or expense. While attending any event related to the AFS annual meeting, you will be expected to follow all current local and US recommendations for attending a large gathering.
Exhibit Hall Information
The in-person programs of the Society’s 137th Annual Meeting will be held at the Crowne Plaza Atlanta – Midtown in Atlanta, Georgia. The exhibit room is centrally located close to meeting rooms, where tables may be reserved for informational or promotional displays, or as a place to meet with attendees.
For those with an exhibit hall reservation, you will find your assigned space when you arrive at the exhibit room; contact us if you need more information prior to your arrival. For those requiring shipping, please alert us when your package is inbound. All 2025 AFS Annual meeting shipping will be addressed as follows:
Crowne Plaza Atlanta – Midtown
Attention: American Folklore Society
590 W. Peachtree St NW,
Atlanta, GA 30308
All spaces will be limited to draped tables with two chairs per table, unless other arrangements have been approved with AFS. 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 the conference center. 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. If you plan events or activities, even if they take place at your exhibit table or page, let us know as soon as possible so that we can help promote it to our meeting attendees. AFS reserves the right to prohibit, limit or discontinue the distribution of gifts, giveaways or similar promotions.
Exhibitors will be located on the Ballroom Level and Sky Level of Crowne Plaza Atlanta – Midtown. AFS will select placement of exhibitors based on load-in and access needs for each space. Both Exhibit Halls are in the direct traffic flow of our session rooms. With a full meeting program in 2025, foot traffic through exhibit areas will extend into evening hours. Rooms are secured at the end of the conference program each evening.
Exhibit Hall load-in/set up
Saturday: 6-8pm*
Sunday: 7:30-10am*
If you cannot load-in during either of these time frames, please let us know so we can arrange for suitable alternative arrival.
Exhibit Hall load-out/break down
Tuesday: 3-5pm*
If you cannot load-out during this time frame, please let us know so we can arrange for suitable alternative departure.
Exhibit Hall Hours
Sunday, October 19: 10am-6pm
Monday, October 20: 8:30am-7pm
Tuesday, October 21: 8:30am-3pm
* We will be distributing a Load-in/Load-out Schedule survey between 30 and 60 days prior to the meeting’s opening date (October 18) to determine arrival times and departure times. We will offer several designated load-out times from which exhibitors can choose to facilitate load-out and breakdown.
For exhibitors needing hotel reservations, details about the AFS rooming block are found on the Local Information page. For 2025, most conference events will take place at the Crowne Plaza Atlanta – Midtown.
Print Ads
This year, we are offering three unique opportunities to advertise in print: the commemorative AFS notebook, a printed program, and inserts that you bring yourself.
AFS Notebook
Deadline: September 1, 2025
A colorful and perennial notebook for reuse and inspiration during and after the annual meeting. Showcasing local artists, the notebook will inspire participants as a keepsake and resource for years to come.
Black and White Ad Rates by Size
- Half Page (landscape) $500: 4.7″ W x 3.625″ H
- Full Page (portrait) $650: 4.7″ W x 7.25″ H
- Two-page spread $1100: see full page specs
- Additional pages $450/ea
Print Program
Deadline: September 1, 2025
The print program will be available for participants (for a fee) and includes the full program schedule, event abstracts, and other meeting essentials.
Black and White Ad Rates by Size
- Half Page $600: 5.5″ x 8.5 (horizontal)
- Full Page $750: 11″ x 8.5″
- Additional pages $500/ea
Inserts
- $300
Provide your own materials – fliers, brochures, etc. – to be handed out to every attendee at registration along with their program book and name tag.
Sponsored Events
You may opt to sponsor plenary events or sessions that are already scheduled. Event sponsors will be listed alphabetically in the list of sponsors and attached to the event itself.
Contact us at annualmeeting@afsnet.org with any questions.
Liability
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) contains 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.
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. 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 Zoom’s privacy statement.
Read AFS’s general privacy statement and annual meeting policies.
Contact
Jessica Turner, Executive Director
800 East Third Street, Bloomington, IN 47405 USA
812-856-2346 | annualmeeting@afsnet.org