2017 Exhibitor and Advertiser Application
Company Information
Company Name (*)
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Representative(s): First Name, Last Name
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Email Address (*)
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The exhibitor and advertiser application deadline is September 30, 2017 or while space remains available.
Exhibit and Advertisement Combination Packages
Platinum Premier Package (2 Premium Booths + 2 Full-page ads + Post-conference Mailing List)-20% off!
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Gold Premier Package (1 Premium Booth + 1 Full-page ad)- 10% off!
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Gold Standard Package (1 Standard Booth + 1 Full-page ad)-10% off!
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Display Table Package (1 6ft Display Table + 1 Full-page ad)- 10% off!
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Exhibit Booths
Premium Booth 8x10
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Standard Booth (8' x 10')
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Tabletop Displays are limited to non-profits and Africa based organizations. Please note that only six tabletops are available.
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Please identify below your top three choices for booth placement. Booths will be assigned on a first come, first serve basis. A pdf of the floorplan and current available booths can be found here:
www.africanstudiesassociation.org/images/2017floorplan
First Choice Booth
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Second Choice Booth
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Third Choice Booth
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ASA Booth Combined Book Exhibit
Adult Book Title (Per Title)
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Children's Book Title (Per Title)
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Final Program Advertisements and Add On Options
Full Page BW Advertisement (8.25" x 10.75")
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Half Page BW Advertisement (8.25" x 5.25")
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Inside Front Cover (8.25" x 10.75")
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Inside Back Cover (8.25" x 10.75")
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Outside Back Cover (8.25" x 10.75")
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Post-conference Mailing List (already included with Platinum Premier Booth Package)
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ASA 2017 Terms and Conditions
1. SHOW MANAGEMENT The exhibition is organized and managed by African Studies Association Any matters not covered in these Rules and Regulations are subject to the interpretation of African Studies Association, and all exhibitors must abide by their decisions. Exhibitors must comply with the hotel protocols & procedures. The Show Management shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, for himself and his employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with preceding sentence.

2. ASSIGNMENT OF BOOTH SPACE After 2017 onsite booth selections, booths will be assigned on a first-come, first-served basis. Contracts without authorized signature and required deposit will not be processed. Booths will not be held without completed applications and required deposit.

3. INSTALLATION AND DISMANTLE OF EXHIBITS Show Management reserves the right to fix the time for the installation of a booth prior to the show opening and for its removal after the conclusion of the show. Under no circumstances will the addition to or removal of any portion of an exhibit be permitted during show hours. All booths must remain intact until the close of the show. Installation must occur only during the installation times designated in the official exhibit schedule. All booths must be properly installed, fully operational and show-ready no later than 8:00 pm on Wednesday, November 15, 2017 for the final inspection of the exhibit hall by show management. Dismantle may not begin until after 2:01 pm on Saturday, November 18, 2017 and must be completed by 6:00 pm on November 18, 2017. Early dismantle and/or removal of an exhibit may result in the loss of exhibit privileges for future shows. The hours in “Installation and Dismantle of Exhibits” are tentative and subject to change. If the official exhibit hall schedule changes, all exhibitors will be notified. Exhibitors are expected to make travel arrangements in accordance with this schedule. If erection of any exhibit has not started by 8:00 pm on November 15, 2017 the African Studies Association Exhibits Manager or his or her designee shall order the exhibit to be erected and the exhibitor billed for all charges incurred. Each exhibitor will complete arrangements for removal of his or her material from the floor in accordance with the instructions provided in the Exhibitor Services Kit. No one under the age of 18 will be permitted on the exhibit floor during installation and dismantle.

4. CANCELLATION & REFUNDS Any linear booth exhibitor who cancels all or part of purchased booth space on or prior to Tuesday, August 15, 2017 will receive a full refund less a $200 administrative charge. Any exhibitor who cancels all or part of purchased booth space after Tuesday, August 15, 2017 will not receive a refund and African Studies Association will retain as liquidated damages all monies paid. The African Studies Association reserves the right to enter into a further lease for the space involved after receipt of written cancellation. In the event that fire, strike, or other circumstances beyond the control of the management causes the exhibit hall to be cancelled, full refund of the exhibit rental fees will be made which is the limit and extent of African Studies Association’s liability for such cancellation. All cancellation requests must be submitted in writing to the African Studies Association Exhibits Manager.

5. CONTRACTOR SERVICES An official contractor will provide all services in the exhibit area. Complete information, instructions and schedule of prices regarding shipping, drayage, labor for installation and dismantling, electrical service, furniture, etc., will be included in the Exhibitor Services Kit to be forwarded electronically from the official contractor. An exhibitors’ service center will be maintained during applicable hours to facilitate services requested for additional needs of exhibitors. Under no circumstances will African Studies Association or the Chicago Marriott Downtown Magnificent Mile assume responsibility for loss or damage to goods consigned to the official contractor. Advance shipments of exhibit material must be made to official contractor as specified in the Exhibitor Services Kit. Should any shipments not be made as specified in the manual, it will be removed by the official contractor and stored until the hall is ready to accept materials for the exhibition and all costs involved will be charged to exhibiting company. Exhibitors are responsible for all information provided in the Exhibitor Services Kit.

6. ARRANGEMENTS OF EXHIBITS Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused By demonstrations or other promotions within its booth. All demonstrators or other promotional activities must be confined to the limits of the exhibit space. The show management reserves the right to inspect the quality of the appearance of each booth prior to show opening. Where necessary, masking drape will be placed to cover unsightly wires, unfinished back walls, etc. At the exhibitor’s expense.

7. BOOTH DESIGN Each exhibitor will be provided with an official Exhibitor Services Kit. The Exhibitor Services Kit contents describes in full the type and arrangement of exhibit space and the standard equipment provided by Show Management for booth construction. All booth space must be arranged and constructed in accordance with the guidelines, provisions, and limitations contained in the Exhibitor Services Kit. Each exhibitor’s space will be provided with (1) identification sign. Linear booths will include 8’ back drape and (2) sidewall drapes. The rear 5’ of linear space may contain items less than or equal to 8’ in height. Any items, props, signage, or combination thereof located in the front 5’ of the booth may not exceed 4’ in height, measured from the exhibit hall floor. Island booths are restricted to 25’ in height. In the sole opinion of Show Management, any exhibit that fails to conform to The Exhibitor Services Kit guidelines or the provisions set forth herein, such exhibit will be prohibited from functioning at any time during the exhibition.

8. Carpet The Hall is carpeted.

9. SUBLEASING OF SPACE Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allocated, and may not display goods or services other than those manufactured or regularly distributed by them.

10. CONDUCT & PURPOSE OF EXHIBITS The purpose of the exhibition is to further the education of meeting attendees through product and service displays and demonstrations. Products or services exhibited must be pertinent to the attendees’ professional interest. African Studies Association reserves the right to restrict sales activities that it deems inappropriate or unprofessional. All exhibits will be to serve the interest of African Studies Association members and will be operated in a way that will not detract from other exhibits, the exhibition, or the meeting as a whole. Show management reserves the right to request the immediate withdrawal of any exhibit that African Studies Association believes to be injurious to the purpose of African Studies Association. Management reserves the right to refuse to admit to and eject from the exhibit building any objectionable or undesirable person or persons. The use of sideshow tactics or other undignified methods considered by African Studies Association to be objectionable are expressly prohibited in the exhibition area and in any meeting room.

11. STORAGE The exhibitor should make arrangements with the contracted decorator for storage of packing boxes and crates during the exhibition. African Studies Association assumes no responsibility for damage or loss of packing boxes or crates.

12. EXHIBIT STAFF REGISTRATION Each 8’x10’ space equivalent will be provided (2) complimentary exhibitor full-conference registrations. Additional exhibitor full-conference registration for exhibit staff can be purchased, as well as hall-only at the designated rate of $125/each. The exhibitor full-conference badge allows entrance to sessions and the exhibit hall during all set-up, dismantle, and regular show hours. The official African Studies Association badge must be worn whenever a representative is in the exhibit hall. Each exhibit must be fully operational and staffed during the open exhibit hours as defined in Rule 1. Booths should be manned by company specialists who are qualified to discuss details of their company’s products or services.

13. SOUND DEVICES AND LIGHTING AND OTHER PRESENTATION DEVICES Public address, sound producing, or amplification devices that project sound must be kept at a conversational level and must not interfere with other exhibits. Any form of attention-getting devices or presentations of any length must be conducted and contained within the limits of an exhibitor’s rented booth space. Such presentations will be terminated when crowds obstruct aisles or infringe upon another exhibitor’s display. African Studies Association reserves the right to restrict the use of glaring lights or objectionable lighting effects. Music, whether vocal or instrumental, is prohibited.

14. HANDOUT MATERIALS, GIVE-AWAYS AND PRIZE DRAWINGS Promotional giveaways and exhibitor prize drawings will be permitted. All materials and prizes must have prior approval by African Studies Association. All hand-out materials are expected to be of professional nature. Distribution of advertising material and souvenirs must be confined to the exhibitor’s booth. Canvassing or distribution of advertising material or souvenirs in the exhibit hall by representatives of non-exhibiting firms is strictly forbidden. The African Studies Association reserves the right to disallow any material that it believes to be inappropriate.

15. SOLICITATION OF EXHIBITORS No persons will be permitted in the exhibit hall for the purpose of soliciting advertising or other exhibit space without the express written permission of the African Studies Association.

16. FIRE, SAFETY, AND HEALTH The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulations covering Fire, safety and health. All exhibit equipment and materials must be located within the booth. Only fireproof materials may be used in displays and the exhibitor must take all necessary fire precautions. No combustible material will be stored in or around exhibit booths.

17. LABOR Rules and regulations for union labor are made by the local unions and may change at any time. Where union labor is required because of building or contractor requirements, it will be necessary for the exhibitor to comply with these regulations. Information regarding specific regulations that are applicable may be obtained from the official contractor. Displays, painters, carpenters, electricians, and other skilled labor can be arranged through the official contractor at established rates. Labor order forms will be included in the Exhibitor Services Kit.

18. GENERAL LIABILITY, SECURITY & INSURANCE African Studies Association makes no warranty, expressed or implied, that security measures will avert or prevent occurrences that may result in loss or damage. Each exhibitor must make provisions for the safeguarding of his or her goods, materials, equipment and display at all times. African Studies Association will not be liable for loss or damage to the property of exhibitors or their representatives or employees from theft, fire, accident or other causes. African Studies Association will not be liable for injury to exhibitors or their employees or for damage to property in their custody, owned or controlled by them, which claims for damages, injury, etc., may be incident to or arise from, or be in any way connected with their use or occupation of display space, and exhibitors will indemnify and hold African Studies Association harmless against such claim. The exhibitor assumes all liability for any damage to the facility’s floor, walls, lighting fixtures, etc. As a result of exhibitor negligence. The exhibitor will abide by and observe all laws, rules, regulations and ordinances of any government authority and of the contracted facility. The exhibitor will pay and hold African Studies Association and the Chicago Marriott Downtown Magnificent Mile their Board members, officers, employees, staff, and representatives, harmless from any and all damages, loss or liability of any kind whatsoever resulting from injuries to persons or property occurring within the Chicago Marriott Downtown Magnificent Mile or property adjacent thereto occasioned by any act, neglect, or wrongdoing of the exhibitor or any of its officers, agents, representatives, guests or employees, invitees or other persons permitted by the exhibitor upon the premises, and the exhibitor will at its own cost and expense defend and protect African Studies Association and the Chicago Marriott Downtown Magnificent Mile, and their Board members, officers, employees, staff and representatives against any and all such claims or demands. Each exhibitor shall be responsible for securing and maintaining the following insurance coverages at the exhibitor’s expense: (a) Workman’s compensation insurance coverage for exhibitor’s employees which shall be in compliance with the laws of Chicago; (b) Commercial general liability insurance with policy limits of $1,000,000 for combined single limit coverage to include: comprehensive form, premises/operations, contractual, broad form property damage and products/completed operations, providing for terms of coverage to be effective from on or before November 15, 2017 which shall include exhibitor’s move in and move out. Such insurance shall cover any and all damage or injury to any and all persons arising out of such person’s attendance at the exhibitor’s exhibit during the term of the meeting. (c) Other insurance: Each exhibitor acknowledges that it is responsible for obtaining any additional insurance coverage solely at its own expense, in such amounts as it deems appropriate to comply with its obligations hereunder and for its own protection.

19. TRADEMARKS African Studies Association will be held harmless for any trademark, trade name, copyright or patent infringement on any printed materials belonging to or distributed by any exhibitor. Use of Chicago Marriott Downtown Magnificent Mile Hotel logo, design, trademark, trade name, patent, copyrighted work or symbol must be approved in writing by their marketing department. No exhibitor may use African Studies Association’s name or logo(s) without the written consent of African Studies Association.

20. PHOTOGRAPHING & FILMING OF EXHIBITS Each exhibitor has control over the space it has rented and may prevent those considered its competitors from gaining access to, photographing, or videotaping its exhibit. The taking of pictures, other than by the official photographer/ videographer, is expressly prohibited during setup, dismantling and non-exhibit hours. Individual cameras will not be allowed on the exhibit floor. The use of a camera cell phone is prohibited during the above mentioned hours. Only the exhibitor may grant permission to have its exhibit photographed, videotaped, or an audio presentation taped, during exhibit hours. No exhibitor shall deny any reasonable request from Show Management or the official photographer/ videographer to photograph or film the exhibit from outside the perimeter of the booth.

21. VIOLATIONS African Studies Association may at its discretion take away all or part of future exhibiting privileges for violations of the Rules and Regulations. In addition, violation of any of these Rules and Regulations by the exhibitor or his or her employees or agents shall at the option of African Studies Association forfeit the exhibitor’s right to occupy space and such exhibitor shall forfeit to African Studies Association all monies paid or due. Upon evidence of violation, African Studies Association may take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that African Studies Association may incur thereby.

22. SEVERABILITY All agreements and covenants contained herein are severable, and in the event any of them shall be held to be invalid by any competent court, this agreement shall be interpreted as if such valid agreements or covenants were not contained herein.

23. CONTACT For questions or more information, please contact the African Studies Association Exhibits Manager:

African Studies Association Exhibits Department,
PO Box 600
White Marsh, MD 21162

Fax: 888-908-2732 Phone: 301-200-4616 ext. 101 Email: asaexhibits@sponsorshipboost.com
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Member Aid For Africa
African Studies Association is a participating member of Aid for Africa, a unique partnership of nonprofit organizations serving families and communities throughout Africa.
African Studies Association
Rutgers University - Livingston Campus
54 Joyce Kilmer Avenue
Piscataway, NJ 08854-8045
Tel: 848-445-8173
Fax: 732-445-6637