Our WorkAnnual MeetingsSponsors, Exhibitors, and Advertisers

Terms, Conditions, and Specifications for Meeting Sponsors

Reserving space in the American Folklore Society (AFS) 2022 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 hybrid programming. All hybrid 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 [email protected] 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.

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 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 “pay by invoice” option until September 15. AFS staff will prepare an invoice that will be sent as a pdf by email. Payments must be received by October 1.

For those attending in person, you will find your assigned space when you arrive at the exhibit room; contact us if you need more information prior to your arrival.

In-person Exhibits

Contact [email protected] for a promo code to claim your complimentary registration. You must also review and agree to our current annual meeting policies.

By reserving exhibit space in person at the AFS 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. Furthermore, you must agree to comply with the CDC guidelines for public gatherings that are current at the time of the conference to protect yourself and others.

A secure exhibit room is available this year, centrally located close to meeting rooms, where tables may be reserved for informational or promotional displays, or as a place to meet with attendees. 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 the hotel. Email [email protected] for more information on how to purchase extra services from the hotel. 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.

Exhibitors will have access to set up any displays starting at 12:00 pm on Wednesday, October 12. The exhibit room will officially open for attendees on Thursday, October 13 and have the following hours:

  • Thursday, October 13: 8:00 am–6:00 pm
  • Friday, October 14: 8:00 am–6:00 pm
  • Saturday, October 15: 8:00 am–1:00 pm

Materials must be removed by noon on Sunday, October 16. Exhibitors are solely responsible for maintaining any materials to be displayed. The exhibit room will be locked overnight.

Print Ads

A print version of the program will be distributed to attendees onsite. You may reserve ad space in this print material: 

  • Black and White ad:
    • Ad copy should be delivered as a gray-scale PDF (with all fonts included) in the actual image size.
    • Half Page: 8” x 5.125” (horizontal)
    • Full Page: 8” x 10.5” or 8.625 x 11.25 with bleed
    • All ads must be received as print-ready pdfs before August 1.
  • Color ad:
    • Ad copy should be delivered as a full color PDF (with all fonts included) in the actual image size.
    • Back Cover: 7.375 x 9.75 
    • Inside Back Cover: 8” x 10.5” or 8.625 x 11.25 with bleed
    • All ads must be received as print-ready pdfs before August 1.

You may also opt for an insert to be distributed with the program material at registration. A sample of the insert must be submitted and approved by September 1. Ship inserts directly to the conference venue. Contact [email protected] for shipping information.

Sponsors may propose a customized event (90-minutes) during the conference that will be included in the conference program.

Hosted events are subject to approval, and will be accommodated on a first-come, first-served basis, as the schedule allows. Contact [email protected] to discuss options. Requests submitted after July 15 will not be included in the print program book.

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.

Promotion

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.

Conference-wide Ads/Logos

Exhibitors/sponsors may choose to place their banner ad or logo in the online program, the hub for all in-person and hybrid events, with traffic from July through the live event, and continuing at least until the end of the year for on-demand, asynchronous access. Ad and logo position will be assigned on a first-come, first-served basis.

Send us your .png (preferred), jpg or jpeg, 1200 x 200 px. We reserve the right to resize if necessary.

Deadline: We can post soon after you submit an acceptable image. Submit by August 1 to be included in the revised program release.

See our sample Exhibit Showcase page

The Exhibit Showcase will be featured in the main conference menu, is fully searchable, can be viewed by all visitors, not just registered attendees, and is scalable to any device. 

Exhibitor listings are listed alphabetically on the “overview” page, with the logo, exhibitor name, and a short description.

The logo on the “overview” will link to a customizable “details” page constructed of your selections from a menu of pre-styled blocks. AFS staff will build the “details” page following your instructions, using the text, images, video, or other content that you provide. Allow two weeks for this process, which is likely to require more than one iteration to reach your approval. AFS staff will endeavor to build the page to your satisfaction, but reserves the right to limit corrections to three iterations.

You may enhance your display with links to apps of your choice. For instance, you can use a scheduler app like Calendly, to give visitors a way to schedule a meeting with you, or provide your own virtual meeting link for “office hours” whenever you like. You will be solely responsible for the secure use of any apps you add, mindful that the exhibit pages will be public. AFS will amplify your gallery-based events, like office hours, announcements upon request.

The Exhibitor Showcase will be available in time for the release of the revised program in August, remain active through the live conference, and accessible to asynchronous attendees through December 31, 2022.

All orders for space in the virtual Exhibit Showcase must be placed and ad materials submitted by August 15, 2022.

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

Showcase Page Specifications

Please use this checklist as a worksheet to provide the requested information, deleting and sequencing sections to reflect your choices. You can send us the requested information and the related images by email as attachments, or use a google folder shared with [email protected].

We encourage you to think beyond PDFs, which do not appear to advantage on the page and are less accessible to visually impaired users. Whenever possible, use an image (.png preferred) and a link to an external source. If you do want to include a PDF download, we recommend that you provide an image and we will add a “download pdf” button. Otherwise, pdfs simply appear as a text link.

Deadline: Digital material can be added at any time, but you should allow up to two weeks for time to construct your page to your satisfaction. We reserve the right not to accept new content after October 1.

Required Information

For the Showcase overview pages (like this Journals overview)

  • Logo or image (png, jpg, jpeg, at least 750 x 750 px)
  • Organization’s name
  • Short description (75-100 words)

For the Showcase details page (like our sample page)

  • Basic information (required for all pages)
    • Organization’s tagline
    • Description
    • Contact person
    • Email
    • Phone
    • Address
    • Organization’s website
    • Social media addresses (optional)
  • Intro block (required for all pages)
    • Logo (we will use the same image that you submit for the overview)
    • Text (200-300 words)

Menu of Pre-Styled Block Options

You can mix and match the following. Compare to the sample page to see how they appear in use.

The palette of available colors can be seen in this geometric pattern, plus gray and black. We reserve the right to over-rule color choices as necessary for visual accessibility.

Three posts
  • This section must have three elements. For each:
    • Image (png, jpg, jpeg) with photo credit and alt text (750 px x 750 px minimum)
    • Brief text (app. 50 words)
    • External link url
    • The title of the source page will be used for the post heading
  • If you’d like to add an additional button for this section, provide the button text and url (optional)
Image and text
  • Heading text (optional)
  • Text
  • Graphic element (recommended)
    • Image (png, jpg, jpeg) with photo credit and alt text, caption optional. (Optional)
    • Video (optional)
  • Button text and url (optional)
  • Preferred background color, if any
Section with a large image
  • Heading text (optional)
  • Text
  • Image (png, jpg, jpeg, 750 x 1000 px) with photo credit and alt text. Caption optional.
  • Button text and url (optional)
  • Preferred background color, if any
Call to action
  • Heading text (optional)
  • Text
  • Button text and url
  • Preferred background color
Banner Image

If you select a conference-wide banner ad, or even if you don’t, that image looks good on the Showcase page. Send us your .png (preferred), jpg or jpeg, 1200 x 200 px. We reserve the right to resize if necessary.

Paragraph block

The red block near the bottom of the sample page is a simple paragraph block that can contain any text, including:

  • Heading text
  • Text, which can be aligned left, right, or center
  • Button text and url
  • Preferred background color
Small Call to Action

The purple block at the bottom can be used anywhere on the page, but it will only include the geometric pattern if it is the last block on the page, so it is a good option for a footer. Keep the text short, since it can only be centered in the block. Still, the block can accommodate:

  • Heading text
  • Text, which can be aligned left, right, or center
  • Button text and url
  • Preferred background color

Conference Registration

All exhibits or ad reservations include one meeting registration; your registration will allow you to fully access all in person and virtual program information and registrant directories.

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.

Contact [email protected] for a promo code to use for your complimentary registration.

Hotel Reservations

A block of guest rooms is available at a conference rate for in-person exhibitors at the Hyatt Regency Tulsa.

Hotel and shuttle reservation information will be linked on the Local Information page when it becomes available.

Contact us for more information.

Shipping

Any materials sent to the hotel in advance of the annual meeting must be marked as follows: 

  1. Hold for Arrival–Attn: Guest’s Name, AFS Annual Meeting
  2. Complete return address
  3. Number of boxes (Example: Box 1 of 2, and Box 2 of 2)
  4. Address package to hotel as follows:

100 E. 2nd Street
Tulsa, OK 74103

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. Due to limited storage space, storage charges will be applied to packages stored more than three business days. 

After the exhibit room closes on Saturday at 1pm, exhibitors may affix return labels, make arrangements with FedEx or UPS for pick up, and then leave their boxes in the exhibit room to be picked up. Note: the hotel does not make pick-up arrangements.

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) 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 Zoom’s privacy statement.

Read AFS’s general privacy statement and annual meeting policies.

Contact

Roz Rini Larson, Annual Meeting and Programs Director
800 East Third Street, Bloomington, IN 47405 USA
812/856-2333 | [email protected]