EXHIBIT BOOTH CONTRACT AND ADVERTISING AGREEMENT

This information is provided for the guidance of all exhibitors participating in the 2026 Exhibit sessions of the Northeastern Association of Forensic Scientists (NEAFS) and Mid-Atlantic Association of Forensic Scientists (MAAFS) Joint Annual Meeting. Each exhibitor hereby agrees to abide by these regulations.

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INSTALLATION OF EXHIBITS 

October 6th, 2026: Setup Time: 5:00pm - 8:00pm 
Note: Set-up will not be permitted outside of this timeframe unless there are extreme circumstances decided upon by the NEAFS Corporate Liaison or MAAFS Vendor Coordinator.

EXHIBITS HOURS

October 7th , 2026: 7:00 am* – 8:00 pm
October 8th , 2026: 7:00 am* – 11:00 am
*Breakfast 7:00am-8:30am Oct 7th, 7:30am-9:00am Oct 8th

REMOVAL OF EXHIBITS

October 9th , 2026: 11:00am – 1:00pm

Note: Dismantling or removal of Exhibits is not permitted between 7:00am and 10:45am on October 9th.

 

BOOTH

Booth location spaces will be assigned on a first come, first served basis upon receipt of payment. The NEAFS and MAAFS reserve 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 2026 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 NEAFS 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 SEPTEMBER 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 Resort.

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SHIPPING AND RECEIVING GUIDELINES

​Information on Shipping and Receiving will be provided as soon as it is available.

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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 and MAAFS 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 and MAAFS are not liable for any refunds or other exhibition expenses.

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LIABILITY

The NEAFS Organization, the MAAFS Organization, their 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 and MAAFS 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 August 1st, 2026, 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 August 1st, 2026, 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 or MAAFS of the cancellation in writing to the NEAFS Corporation Liaison or MAAFS Vendor Coordinator.

 

BOOTH CLEANING

Exhibitors are responsible for keeping their booths clean and orderly. The Resort 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. Information on Hotel Rates and Registration will be provided as soon as it is available.

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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: 978-204-4467