EXHIBIT BOOTH CONTRACT AND ADVERTISING AGREEMENT AGREEMENT

This information is provided for the guidance of all exhibitors participating in the 2023 Exhibit sessions of the Northeastern Association of Forensic Scientists Annual Meeting. Each exhibitor hereby agrees to abide by these regulations.

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INSTALLATION OF EXHIBITS 
November 7th, 2023: 5:00pm – 8:00pm 

Note: Set-up will not be permitted the morning of November 7th unless there are extreme circumstances decided upon by the Corporate Liaison.

EXHIBITS HOURS

November 8th: 8:00 am* – 8:00 pm

November 9th: 8:00 am* – 11:00 am

*Please note that breakfast service will begin at 7:30 am on the mornings of November 8th and 9th.

REMOVAL OF EXHIBITS

November 9th: 11:00am – 12:00pm

 

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 10’ x 10’ floor space, a 6’ by 2½’ skirted table and two chairs. Exhibitors must specify the company description they wish to appear in the 2023 Meeting Program Booklet by filling in the requested information on page one of this form.

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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 when viewed electronically, but will be printed in grayscale in the physical program booklet.

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**ALL ADVERTISEMENTS MUST BE SUBMITTED BY OCTOBER 1ST TO GUARANTEE SPACE IN THE PROGRAM BOOKLET**

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ELECTRICITY

Exhibit space rental does not include electricity to the exhibit booths. Additional fees for electricity will be charged according to the provided form.

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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 the Conference and Event Center. 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.

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• Any boxes or packages being shipped to the Hotel may not be received by the Hotel more than two (2) days prior to Monday, November 6th, 2023.

• All packages must be clearly marked with the name of the conference, date of the conference, and contact name. The Hotel will store packages within this timeframe at no charge.

• All packages received more than two (2) days prior to Monday, November 6th, 2023 will be assessed a handling fee at $40.00 per box. Person receiving the packages will be responsible for the payment.

• All pallets of supplies, equipment, etc received more than two (2) days prior to Monday, November 6th, 2023 will be assessed a handling fee at $50.00 per pallet. Person receiving the pallet will be responsible for payment.

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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.

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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.

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BOOTH SPACE CANCELLATION

Should the exhibitor wish to cancel the exhibit space, the following schedule of refunds will apply: 

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• If the exhibitor cancels the reservation before October 20th, 2023, the exhibitor will be responsible for 50% of the cost of the total exhibit space reserved.

• If the exhibitor cancels the reservation on or after October 20th, 2023, 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 Liaiso

 

BOOTH CLEANING

Exhibitors are responsible for keeping their booths clean and orderly. The Conference and Event Center may charge additional fees to exhibitors for cleanup of items left at booths after meeting.

 

HOTEL REGISTRATION

As an exhibitor, all representatives will be eligible for the Convention Rate for guest rooms. Convention rate: $160.00/night plus state and local taxes. Reservations at the group rate will be accepted until October 6th, 2023 at 4PM. Reservations should be made by calling the group reservations office at (877) 901-6632 and requesting the Northeastern Association of Forensic Scientists room block.

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Please address all communication concerning the NEAFS Exhibits, Sponsorships, and Advertising to:

Keri LaBelle

Massachusetts State Police, 124 Acton Street, Maynard MA 01754

E-mail: exhibits@neafs.org

Mobile: (707)70-NEAFS