Exhibit Booth Contract & Advertising Agreement

Northeastern Association of Forensic Scientists 2021 Annual Meeting

Newport Marriott

November 1st-5th, 2021

Payment can be made using PayPal via the form below or by mailed check.

Make checks payable to NEAFS. Please keep a photocopy for your records and send to:

Stephanie Minero, PO Box 7795 Hicksville, NY 11802-7795
E-mail: exhibits@neafs.org

Space cannot be assigned until the payment is received.

 

DUE DATE for all forms is October 15th, 2021

EXHIBIT BOOTH CONTRACT AND ADVERTISING AGREEMENT AGREEMENT


This information is provided for the guidance of all exhibitors participating in the 2021 Exhibit sessions of the Northeastern Association of Forensic Scientists Annual Meeting. Each exhibitor hereby agrees to abide by these regulations.

INSTALLATION OF EXHIBITS 
November 2nd, 2021: 6:00pm – 9:30pm 
Note: Set-up will not be permitted the morning of November 3rd unless there are extreme circumstances decided upon by the Corporate Liaison.

Exhibits Hours:
November 3rd, 2021: 8:00 am* – 8:00 pm
November 4th, 2021: 8:00 am* – 11:00 am 
*Please note that breakfast service will begin at 7:00 am on the mornings of November 3rd and 4th.

REMOVAL OF EXHIBITS 
November 4th, 2021: 11:00 am – 1:00pm
 
BOOTH
Booth location spaces will be assigned on a first come, first served basis upon receipt of payment. The NEAFS reserves the right to make final decisions concerning booth assignment and exhibit layout in the best interests of the overall exhibit. The booth space consists of approximately 8’ x 8’ floor space, a 6’ by 2½’ skirted table and two chairs. Exhibitors must specify the company description they wish to appear in the 2021 Meeting Program Booklet by filling in the requested information on page one of this form.
SHIPPING AND RECEIVING GUIDELINES
Special arrangements must be made for receiving any equipment, goods, displays or other material that will be sent, delivered or brought into Newport Marriott. Failure to do this may result in deliveries being refused or materials being unavailable when required. Additional instructions in regards to the shipping and receiving of goods can be found on the provided shipping document.
CONDUCT WITHIN EXHIBIT SPACE
All demonstrations, interviews or other activities must be contained within the limits of the exhibit booth. No exhibitor shall assign, sublet, or apportion the whole or any part of the space assigned to him. Any equipment or apparatus producing noise or odors found to be disruptive to other exhibitors or guests is prohibited. All construction shall be substantial and must conform to the Host Hotel requirements. Exhibits that violate any municipal or state law, rules or regulations including safety codes will not be permitted. No combustible materials shall be used. The NEAFS reserve the right to refuse any applicant exhibit space, as well as curtail exhibits or parts of exhibits, which detract from the character of the meeting. In the event of such restriction or eviction, the NEAFS is not liable for any refunds or other exhibition expenses.
ELECTRICITY
Exhibit space rental does not include electricity to the exhibit booths. Additional fees for electricity will be charged according to the provided form.
HOTEL REGISTRATION
As an exhibitor, all representatives will be eligible for the Convention Rate for guestrooms. Convention rate: $169.00. Reservations at the group rate will be accepted until October 11th, 2021. Reservations should be made by calling the group reservations office at (401) 849-1000 and requesting the Northeastern Association of Forensic Scientists room block.
LIABILITY
The Northeastern Association of Forensic Scientists (NEAFS), its staff, representatives or agents shall not be responsible for any injury, loss or damage that may occur to the exhibitor, employees of the exhibitor or to the exhibitor’s property from any cause prior to, during or subsequent to the period covered by the Exhibit Contract. The exhibitor agrees to indemnify the above against any such claims. NEAFS will not be responsible for any loss or damage of any kind.
BOOTH SPACE CANCELLATION
Should the exhibitor wish to cancel the exhibit space, the following schedule of refunds will apply: 
  1. If the exhibitor cancels the reservation before October 15th, 2021 the exhibitor will be responsible for 50% of the cost of the total exhibit space reserved. 
  2. If the exhibitor cancels the reservation on or after October 15th, 2021, the exhibitor will be responsible for 100% of the cost of the total exhibit space reserved. 

An exhibitor’s contract will be considered canceled only if the exhibitor has notified NEAFS of the cancellation in writing to the Corporation Liaison.
BOOTH CLEANING
Exhibitors are responsible for keeping their booths clean and orderly. The Marriott may charge additional fees to exhibitor for cleanup of items left at booth after meeting.
ADVERTISING-GENERAL
It is your responsibility to send a .jpg, .gif, .tiff or .pdf format of your ad. The ad should be formatted as you would like them displayed prior to sending them to the Corporate Liaison. The ad may be in color or black & white, but will be printed in grayscale in the program booklet.
ADVERTISING - FOR EXHIBITORS
Exhibitors: Company description and FREE half page (6 ½” wide by 4” high) advertisement in program booklet. 
Full Page: $100.00 additional 
Back Page: $150.00 additional (if available) 
Two Consecutive Full Pages: $200.00
ADVERTISING - FOR NON-EXHIBITORS
One Half Page (6 ½” wide by 4” high): $150.00 
One Full Page (6 ½” wide by 9” high): $200.00 
One Back Page (6 ½” wide by 9” high): $250.00 (if available) 
Two Consecutive Full Pages (6 ½” wide by 9” high): $300.00
**ALL ADVERTISEMENTS MUST BE SUBMITTED BY  October 15th, 2021 TO GUARANTEE SPACE IN THE PROGRAM BOOKLET**
Please address all communication concerning the NEAFS Exhibit and Advertising to:
Sarah Roseman
Nassau County Office of the Medical Examiner, 1194 Prospect Avenue, Westbury, NY 11590
E-mail: exhibits@neafs.org
Mobile: (707)70-NEAFS