AAFS GUIDEBOOK MOBILE APP LISTING AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA Exhibit Dates: February 15-17, 2017 Company Name:

AAFS Guidebook Mobile App Listing Provide a brief (200 words or less) description of your organization’s product(s) or service(s) as you want it to appear in the AAFS Guidebook Mobile App. You do not need to state your company name or booth location. Please type or print clearly and return this form with your Exhibitor Application/Contract to: Heather Jefferson, American Academy of Forensic Sciences, 410 North 21st Street, Colorado Springs, CO 80904; Email: [email protected]. The AAFS reserves the right to edit the Guidebook listing to meet the 200-word maximum. In order to be included in the AAFS Annual Scientific Meeting Guidebook Mobile App, this form must be returned by January 27, 2017. Please email Heather Jefferson for confirmation of receipt.

AAFS GUIDELINES FOR DISPLAY RULES AND REGULATIONS AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA Exhibit Dates: February 15-17, 2017

Company Name: Contact Name: Address: City, State, Zip, Country: Phone:

Fax:

Email:

By signing the Exhibitor Application/Contract and the Guidelines for Display Rules and Regulations, you legally obligate your company to abide by all terms, conditions, regulations and guidelines (hereinafter Exhibitor Rules). Anyone representing your company at the AAFS Annual Scientific Meeting must be made aware of the Exhibitor rules. Unfamiliarity with the Exhibitor Rules will not warrant waivers of any of the guidelines/rules. Booths being installed in violation of the Exhibitor Rules will be required to be brought into compliance during installation or immediately following notice of non-compliance. Signature:

 

 

Date:

Return this form to: Heather Jefferson, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected]; Phone: (719) 636-1100 AAFS FEIN: 87-0287045

EXCELLENT PROMOTION OPPORTUNITY AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA Exhibit Dates: February 15-17, 2017 Here is your chance to increase your company’s presence in New Orleans, LA! Financial support opportunities (full or partial) are available. Please refer to the Promotion Opportunity Information for details. Company Name: Contact Name: Address: City, State, Zip, Country: Phone: We wish to sponsor the following activity: ☐ Full Financial Support

☐ Partial Financial Support*

Amount: $

Should the selected activity already be fully sponsored, you will be notified by AAFS and given the opportunity to select a different activity/item. ☐ By committing to the activity noted above, we wish to take advantage of the pre-launch booth selection. *A minimum of $500 per booth is required for pre-launch booth selection. We wish to take advantage of the Booth Traffic Builder: Item:

Qty:

Unit $:

Total Amount:

Payment Information: ☐Check Enclosed

☐Send Invoice

Name of Card Holder: Exp. Date:

☐Visa

☐MasterCard

☐Discover

☐American Express

Card #: Billing Zip Code:

Security Code:

Amount: $

Signature:

 

 

 

Return this form to: Sondra Doolittle, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected] Phone: (719) 636-1100; Fax: (719) 636-1993 AAFS FEIN: 87-0287045

AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA Exhibit Dates: February 15-17, 2017 EXHIBITOR APPLICATION & CONTRACT Exhibiting Organization: Please type or print the following information exactly as it should appear in the Guidebook Mobile App. If it is not listed here, it will not appear in Guidebook. Organization: Address: City/State/Zip/Country: Phone:

Fax:

Website:

Contact Person: Please indicate the individual to whom we should direct all correspondence regarding your exhibit. First Name:

Last Name:

Organization: Address: City/State/Zip/Country: Phone:

Fax:

Email:

Exhibit Fee: Fees are $2,500 or $3,000 per 10’ x 10’ booth space, depending on location. See floor plan for specifications. Special Rate: First-time exhibitors will receive the Pre-Registration Mailing List at no cost. Applications received before December 1, 2016, must be accompanied by a deposit of 50% per 10’ x 10’ booth space. The balance must be paid by December 31, 2016. Applications received thereafter must be accompanied by full payment.  Please make checks payable to: AAFS. Booth Specifications: All booths measure 10’ x 10’ and are equipped with an 8-foot back drop and 3-foot side drape in show colors. The exhibit fee includes security, ventilation, air conditioning, adequate lighting, and a 7” x 44” oneline identification sign. Preferred Locations: Please choose from different areas of the hall. Check floor plan online for availability 1st choice

2nd choice

3rd choice

4th choice

5th choice

6th choice

Will you be selling products? Yes☐| No ☐ Do you need information about tax licensing and remittance? Yes☐| No ☐ Signature: The exhibitor and all their staff agrees to abide by all terms, conditions, and regulations set forth on both sides of this contract, as well as the enclosed Exhibitor Guidelines. As an exhibitor, I agree to indemnify and defend the AAFS for any injury, loss, or damage except for that caused by negligence of the AAFS.

 

 

Authorized Signature:

Date:

Name (please print):

Title:

Return this form to: Heather Jefferson, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected]; Phone: (719) 636-1100 AAFS FEIN: 87-0287045

Rules & Regulations for AAFS Exhibitors Exhibitor Registration & Housing — Exhibitor information and reservation forms will be made available online to all exhibitors. Decorator Kits will be made available by Classic Exposition Services, Inc., well in advance. Each exhibiting organization may have up to three complimentary basic meeting registrations for each booth purchased, which will allow entry to all scientific and poster sessions (Special sessions requiring separate registration fees are not included). These badges cannot be used by attendees seeking AAFS member promotion or upgrade, or continuing education credit. To qualify for AAFS member promotion and continuing education credit, exhibitor must register as a meeting attendee. In addition to the three basic registrations, your organization will receive three complimentary Exhibit Hall Only badges for additional sales personnel, local customers, or other guests. As an exhibitor, all representatives will be eligible for the convention rate for guest rooms established by the hotel properties contracted with AAFS. Booth & Signs — Booth spaces are assigned on the basis of first-come, first-served. AAFS reserves the right to make final decisions concerning booth assignment and exhibit layout in the best interest of the overall exhibit and the annual meeting. Booths include a background drape eight feet high, three-foothigh side rails, and a 7” x 44” booth identification sign. Please refer to the Exhibitor Guidelines for details relating to booth size and exhibit display. Exhibitor Services — Exhibitors may download Decorator Kits with complete shipping instructions as well as forms for ordering furniture, labor, carpeting, electricity, and other services. A service desk will be open during installation, the show time, and dismantling. All electrical work and wiring must be approved and installed in accordance with local regulations. Liability — Exhibitor agrees to protect, save, and hold the AAFS, the Hyatt Regency New Orleans, Classic Exposition Services, Inc., and all agents and employees thereof (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor. Further, the exhibitor shall, at all times, protect, indemnify, save, and hold harmless the indemnities against and from any and all losses, costs, damages, liability, or expenses (including attorney fees) arising from, or out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees or business invitees which arise from, or out of, or by reason of said exhibitor’s occupancy and use of the exhibition premises, the hotel, or any part thereof. Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Hyatt Regency New Orleans, its owners, or managers, which results from any act or omission of exhibitor. Exhibitor agrees to defend, indemnify, and hold harmless the Hyatt Regency New Orleans, its owners, managers, officers or directors, agents, employees, subsidiaries, and affiliates from any damages or charges resulting from exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, or out of, or by reason of any accident or bodily injury or other occurrences to any person or persons,

including the exhibitor, its agents, employees, and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises. The AAFS, by entering into the exhibitor contract, does not in any way imply endorsement of any product or service of any exhibitor. General Conduct of Exhibits — All materials and activities must be confined to the limits of the exhibit booth(s), and may not impede traffic or interfere with other exhibits. No exhibitor shall assign, sublet, or apportion the whole or any part of the space allotted. Any equipment or apparatus producing noise or odors found to be annoying to other exhibitors or guests is prohibited. All construction shall be substantial. No exhibit that violates any municipal or state law, rules or regulations, including safety codes, will be permitted. No combustible materials shall be used. Exhibitors are responsible for keeping their booths clean and orderly. AAFS reserves the right to refuse any applicant for exhibit space as well as to curtail exhibits or parts of exhibits which detract from the character of the meeting. In the event of such restriction or eviction, the AAFS is not liable for any refunds for rentals or other exhibition expenses. Early Move-out — Exhibitor shall not initiate tear-down or abandon exhibit prior to the official Show closing time on the final Show day. Violation of this paragraph will cause Exhibitor to be subject to a $500 fine and possible exclusion from exhibiting at future shows. Exhibitor agrees that premature teardown distracts from the overall merit of the Show, creates a negative image of the company and the Show, and may possibly put attendees at risk due to the dismantle of exhibit materials in a public forum. Show management will monitor the Exhibit Hall in order to enforce this policy. Payment Terms & Cancellations — A deposit of 50% per booth must accompany this application if received by December 1, 2016. The exhibitor will be invoiced for any balance due. All space must be paid in full by December 31, 2016. Applications received thereafter must be accompanied by full payment. Exhibitors wishing to cancel space on or before December 15, 2016, will be liable for 50% of the total exhibit space reserved. Cancellations received on or after December 16, 2016, forfeit the entire booth space rental cost. All cancellations must be submitted in writing. Installation & Dismantling — Registration packets may be picked up beginning Sunday, February 12, at 1:00 p.m. at the AAFS Registration Desk. Installation Hours Tuesday, February 14 Wednesday, February 15 Exhibit Hours Wednesday, February 15 Thursday, February 16 Reception (Exhibits Are Open) Friday, February 17 Dismantling Hours Friday, February 17

8:00 a.m. - 6:00 p.m. 8:00 a.m. - 11:00 a.m. 11:30 a.m. 9:00 a.m. 6:00 p.m. 9:00 a.m. -

4:00 p.m. 2:00 p.m. 8:00 p.m. 1:00 p.m.

1:00 p.m. - 6:00 p.m.

Initial:

EXHIBIT BOOTH SPACE PAYMENT FORM AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA Exhibit Dates: February 15-17, 2017

If you are not paying through our online option, please either EMAIL or MAIL this form with the Application/Contract. Company Name: Contact Name: Address: City, State, Zip, Country: Phone:

Fax:

Email:

Number of Booths:

Booth Number(s):

In addition, we would like to pre-purchase Exhibit Hall Only badges for our customers who will visit our booth ($50 each): ☐Exhibit Hall Only Badge(s) | Qty :

$50 (each) Total: $

Guest Name(s): Payment Information: ☐Check (Enclosed payable to: AAFS in U.S. funds) ☐Purchase Order #

(Copy of PO must be provided)

☐Visa

☐MasterCard

Name of Card Holder: Exp. Date:

☐Check will be sent

Billing Zip Code:

☐Discover

☐American Express

Card #: Security Code:

Amount: $

Signature:

 

 

Return this form to: Heather Jefferson, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected]; Phone: (719) 636-1100 AAFS FEIN: 87-0287045

Going once,

Notice to Exhibitors

Going twice...

Support the Forensic Sciences Foundation with a Donation to the FSF Silent Auction! The Forensic Sciences Foundation (FSF) conducts a Silent Auction at the AAFS Annual Scientific Meeting. The FSF depends on donations from members, meeting attendees, and exhibitors for a successful auction. Please consider donating an item that would encourage lively bidding (author-signed books, apparel or coffee mugs with your agency logo, or other fun, forensic-related items). The proceeds benefit the FSF Endowment fund which supports research and educational grants within the profession. Please submit donations by December 31 to Kimberly Wrasse, AAFS, 410 North 21st Street, Colorado Springs, CO, 80904. Items received after the deadline will be accepted for the following year. Donors will be acknowledged on the auction signup forms and on the Academy News Feed.

I wish to contribute the following item(s) to the FSF Silent Auction:

Name to be listed as donor:

MEETING BAG INSERT REQUEST AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA Exhibit Dates: February 15-17, 2017 Does your company promote its products/services through preprinted material? Would you like to make meeting participants aware of a special offer? Take this opportunity to include your promotional insert with the registration materials. Each registered participant receives a meeting bag with a Program, a Calendar of Events, and other general information. Your one-page, 8 1/2” x 11”, double-sided advertisement could be included! If you are unable to exhibit at the AAFS Annual Scientific Meeting and wish to inform attendees of your product, the fee is $1,500. For those exhibiting at the meeting, the fee is $1,250. Simply provide AAFS with a copy of your promotional materials for pre-approval, along with the completed information on the form below, by January 15, 2017. After approval, you will be required to provide 4,000 copies of your insert, as well as payment by credit card or check, by January 20, 2017. Company Name: Contact Name: Address: City, State, Zip, Country: Phone:

Fax:

Email:

Number of Booths:

Booth Number(s):

☐Yes, I am exhibiting at the AAFS Annual Meeting — Insert Fee: $1,250 ☐I am unable to exhibit at the meeting, but would like to include an insert — Insert Fee: $1,500 ☐I have enclosed my sample insert for approval by the January 15, 2016, deadline. ☐American Printing will submit my sample insert for approval. ☐Gold Sponsor Payment Information: ☐Check (Enclosed payable to: AAFS in U.S. funds) ☐Purchase Order # ☐Visa

☐MasterCard

☐Check will be sent

(Copy of PO must be provided) ☐Discover

☐American Express

Name of Card Holder: Billing Zip Code: Signature:

Card #: Security Code:

Exp. Date: Amount: $ Date:

 

 

Return this form to: Heather Jefferson, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected]; Phone: (719) 636-1100 AAFS FEIN: 87-0287045

POLICY FOR EXHIBITOR ACTIVITY

The AAFS welcomes the opportunity to afford exhibitors appropriate forums in which to promote their products that do not conflict with the AAFS program schedule. AAFS policy prohibits exhibitors from scheduling activities which conflict with the AAFS program schedule. All activities are restricted to the headquarter property or properties assigned at the discretion of AAFS. Properties selected will be conveniently located near the headquarter property where the AAFS Annual Meeting will be held. Unless pre-approved by AAFS, exhibitor functions may not conflict or compete with the AAFS program schedule. Slight overlap will be considered on a case-by-case basis. The following is a summary of the AAFS program schedule: AAFS Program Schedule Monday 8:30 a.m. – 5:30 p.m. Tuesday 7:00 a.m. – 5:30 p.m. Wednesday 7:00 a.m. – 5:30 p.m. (no exceptions)

Thursday Friday Saturday

-

7:00 a.m. – 5:00 p.m. 7:00 a.m. – 5:00 p.m. 7:00 a.m. – 12:00 p.m.

The exhibitor will be held responsible for any room usage charge, if applicable, as well as special- need charges (e.g., catering and audio/visual equipment). All promotion or notification of the activity is the responsibility of the exhibitor. AAFS will provide appropriate signage to identify events on-site. The exhibitor may place a larger poster-type notice at the door of the function, but only during the scheduled time of the function. Poster boards found scattered throughout the property, not previously approved by AAFS, will be removed. An exhibitor shall not initiate tear-down or abandon an exhibit prior to the official Show closing time on the final Show day. Violation of this paragraph will cause an Exhibitor to be subject to a $500 fine and possible exclusion from exhibiting at future shows. Exhibitor agrees that premature tear-down distracts from the overall merit of the Show, creates a negative image of the company and the Show, and may possibly put attendees at risk due to the dismantle of exhibit materials in a public forum. Show management will monitor the Exhibit Hall in order to enforce this policy. Should an exhibitor refuse to conform to the above requirements, the following restrictions will be imposed: 1. The exhibitor will not be allowed space in the AAFS exhibit hall to advertise or to network with meeting attendees. 2. The exhibitor will not be allowed to provide promotional material in the AAFS attendee package available to all meeting registrants. 3. The exhibitor will not be allowed “door drops” at the hotels contracted by the AAFS for meeting attendees. 4. The exhibitor will not be allowed to participate (e.g., make a presentation, moderate a scientific session, attend the meeting, exhibit) in an AAFS event. 5. The exhibitor will not have access to the AAFS mailing list to promote products. 6. Repeat offenders will be banned from exhibiting at future AAFS meetings. (AAFS Policy and Procedure Manual, 3.1.7.1.) Company

Name (print)

Signature

 

 

Date

Return this form to: Heather Jefferson, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected]; Phone: (719) 636-1100 AAFS FEIN: 87-0287045

PRE-REGISTRATION MAILING LIST ORDER FORM AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA Exhibit Dates: February 15-17, 2017 PRE-REGISTRATION MAILING LIST: $200 All mailings must be approved by the Executive Director of AAFS. A sample of all mailings is required. The mailing list will be provided in Microsoft Excel format. The mailing list may ONLY be used for pre-meeting mailings used to promote your company and its exhibition at the current year annual meeting. The mailing list will be sent to you within ten days after the January 18th pre-registration deadline. The list will contain approximately 2,000 names with complete mailing information. Immediate contact information (phone, fax, and email) is not available. Please email Heather Jefferson for confirmation of receipt. Company Name: Contact Name: Address: City, State, Zip, Country: Phone:

Fax:

Email:

Please Note: The person at this email address will receive the electronic mailing list file. Payment Information: ☐Check (Enclosed payable to: AAFS in U.S. funds) ☐Purchase Order # ☐Visa

(Copy of PO must be provided)

☐MasterCard

Name of Card Holder: Exp. Date: Signature:

 

☐Check will be sent

Billing Zip Code:

☐Discover

☐American Express Card #: Security Code:

Amount: $ Date:

Return this form to: Heather Jefferson, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected]; Phone: (719) 636-1100 AAFS FEIN: 87-0287045

PROGRAM ADVERTISING CONTRACT AMERICAN ACADEMY OF FORENSIC SCIENCES 69th Annual Scientific Meeting Hyatt Regency New Orleans ~ New Orleans, LA February 13-18, 2017 Contact Information Company Name: Contact Name: Address: City, State, Zip, Country: Phone:

Fax:

Email:

Billing Information Company Name: Contact Name: Address: City, State, Zip, Country: Phone:

Fax:

Email:

Please Note: Reservations cancelled after December 23, 2016, are subject to a $400 service charge. Please keep a copy of this form for your records. Discounts: Exhibitors will receive a discount on advertising rates which is reflected in the pricing below. Reproduction Requirements All advertisements must be supplied in electronic format. Film will not be accepted. Mechanical Requirements Full page 8 1/2" x 11" + 1/8" bleed margins (all four sides). Mechanical production charges incurred on behalf of the advertiser or its agency in the preparation of advertising material will be rebilled at cost. Closing Dates for Advertising Only Space Reservations: December 9, 2016 Camera Ready Copy: December 30, 2016

Ad Rates for Four-Color and for Black & White (Please check the type of ad space you would like to purchase.) Back Cover 4-Color B/W Inside Front Cover 4-Color B/W Inside Back Cover 4-Color B/W Inside Text* B/W only

Exhibitor ☐$2,975 ☐$2,700

Non-Exhibitor ☐$3,300 ☐$3,000

☐$2,700 ☐$2,250

☐$3,000 ☐$2,500

☐$2,700 ☐$2,250

☐$3,000 ☐$2,500

☐$1,800

☐$2,000

* This ad is similar to the B/W Inside Cover ads and will be placed after the front matter on the inside of the book.

I understand that the above-mentioned advertising space is available on a first-come, first-serve basis. Advertising space is not guaranteed until this contract is received and the space purchase is confirmed by AAFS staff. Once the advertising space has been confirmed, AAFS will bill the contractor at the specified rate. Signature:

 

 

 

Date:

Return this form to: Andrea Maresh, AAFS, 410 North 21st Street, Colorado Springs, CO 80904; [email protected] Phone: (719) 636-1100; Fax: (719) 636-1993 AAFS FEIN: 87-0287045