All sponsorships, advertisements, and tote bag inserts are subject to approval by AJS. AJS reserves the right to refuse any application for sponsorship, advertising, or inserts which is not consonant with the goals and purposes of the organization.
Exhibitor Agreement of Terms: Application for exhibit space at the 2019 AJS Conference indicates exhibitor’s willingness to abide by exhibit terms and conditions.
AJS ANNUAL CONFERENCE TERMS AND CONDITIONS: The following rules and guidelines are designed to ensure a comfortable, professional, and safe environment for all exhibitors.
Exhibit space fee must be paid in full: No exhibit installation will be permitted by AJS unless the rental cost of exhibit space is paid in full, in advance.
Eligibility to exhibit and advertise: When submitting an exhibits application, all new exhibitors are required to send information to firstname.lastname@example.org about their company/organization and the material they plan to exhibit. AJS reserves the right to refuse any application for exhibit space or advertising which is not consonant with the goals and purposes of AJS.
Exhibitor move-in: Exhibitors may work in their booths on Saturday, December 14, 2019 / 2:00 p.m. – 6:00 p.m. All exhibits, except for finishing touches, must be completely set up by 6:00 p.m. Booth displays must be entirely finished before the exhibit hall opens on Sunday at 11:30 am. All cartons, crates, packing materials, etc. that are necessary for repacking must be removed from sight and/or labeled with empty stickers for storage by general service contractor. All unwanted containers and refuse should be placed in the aisle directly in front of the exhibit for housekeeping removal.
Exhibitor conduct: Exhibitors must confine their activities, such as selling and distributing samples, literature or premiums, to their booths. No display should be arranged so that an exhibitor must stand in the aisle to conduct business. Exhibitors who wish to sponsor any prizes, awards, drawings or contests of any kind are required to submit their request to AJS for approval prior to the Conference. There will be no public address announcements of contests or winners during the Conference.
Exhibitor move-out: The exhibit closes on Tuesday, December 17 at 12:00pm. No dismantling or packing may be started before this time. Any exhibitor who begins to dismantle or who leaves before the official closing time, without authorization of the AJS conference manager, may be ineligible to participate in future AJS Conferences. Exhibitors and their exhibit materials must be clear of the exhibit hall no later than 4:00 pm.
Do not block aisles or sightlines or invade neighbor’s space: No signs or decorative materials may protrude into the aisles or encroach upon neighboring booths. No obstruction may be placed in any aisles, passageways, lobby or exits leading to any fire extinguishing appliances or to exit doors. Nothing may be hung on the exterior walls or drape of the booth. Nothing in the booth may extend above 8 feet in height. To preserve sightlines, any object placed in the front 50% of the booth must not exceed 4 feet in height. In order to allow every exhibitor reasonable sightlines from the aisle, exhibitors using bookcases, bookshelves, or similar furnishings/ equipment in their booth must not allow such furnishings/ equipment to exceed 4 feet in height where such furnishings/equipment project more than 5 feet from the back-wall of the booth.
Good taste and the rights of others: AJS may require any exhibitor to make changes in the exhibit if, in AJS’s opinion, the exhibitor does not conform to prevailing standards of good taste. Changes will also be required if the exhibit interferes with the rights of others.
Noise: The use of devices for reproduction of sound is permitted but must be controlled. Sound may not be projected outside the confines of the booth. AJS reserves the right to determine the acceptable sound level in all instances. Failure to comply will result in the discontinuation of the use of all sound equipment in that exhibitor’s booth.
Helium balloons: The use of helium balloons is not permitted.
Damage to Facility: Nothing may be posted, tacked, nailed or screwed to columns, walls, floors, or other parts of the hotel. Any damage or defacement caused by the infraction of this rule will be repaired at the exhibitor’s expense.
Security: During exhibit hall hours, only individuals wearing their AJS Conference badge will be admitted to the exhibit area. If you see anyone in the exhibit hall without a conference badge, please notify AJS staff immediately. Exhibitors are reminded to protect personal items and valuables at all times, including cash and portable electronic devices. AJS provides general hall security when the exhibits are closed, however, exhibitors should remove cash boxes and valuable items from your display when you are not at your booth, including overnight. It is not possible to chain lock the exhibit hall.
Cancellation: Exhibitors who cancel their booth reservation prior to September 16, 2019 will be refunded up to 50% of the total booth fee. No refunds after September 16, 2019.
By hitting submit, you agree to the pricing and terms above. Full payment is due 30 days post invoice.
2019 Floor Plan: bit.ly/ajs2019-plan