2020 AMS Annual Meeting

Reserve your space today!

Exhibit Application

Floor Plan

Exhibit Fees:

The early exhibiting rate has been extended through 1 September 2019

Booth Space Fee:

A standard booth is 10' x 10' or 3.048 m x 3.048 m (or multiples thereof) and includes the following:

• 8-ft back drape, 3-ft side drape
• Booth identification sign
• Four booth staff badges (preregistered per 100 sq ft of booth space reserved*)
• Listing with description in the Official Program Guide
• Listing with description on the AMS Website and Annual Meeting Mobile App
• Exhibits-only visitor passes
• 1 full-week conference pass per company
• 24-hour exhibit hall perimeter security
• 1 admission to the Exhibitor Breakfast
• Complimentary participation in the Historical Instruments Display (please see details below). 

Booth staff badges are available on site at the Exhibit Check-In Desk during the move-in period and during Exhibit Hall hours (see hours listed below). Exhibit management is available during move in and during conference hours at the Exhibits Manager Office located behind the 800 aisle, next to the Freeman Service Desk. Please note, children under 16 years of age are not permitted in the exhibit area during move in and move out.

* Exhibitors are encouraged to register their exhibit staff for badges using the online application before checking in on site. There is a $50 charge for each exhibit staff badge registered on site by AMS staff.  Any booth staff registration over the allotted (4 per 100 sq ft of reserved booth space) will be charged $50. 

Show Hours

Please note that show hours list below are considered tentative. The hours will be published as final once the technical programs are finalized for the Annual Meeting.

Move-In

Installation must be complete by 3 p.m., Monday, 13 January.

Exhibit Hours

Move Out

Dismantling is NOT allowed before 12:00 p.m., Thursday, 16 January 2020. All materials must be removed from the exhibit facility by 6:00 p.m. on Thursday, 16 January 2020. Exhibitors dismantling/leaving early will be assessed a $500 penalty fee.

Onsite Exhibit Check-In Desk Hours

For more information, please contact Jenn Rosen, AMS Exhibits Manager (tel: 617-226-3972; e-mail: [email protected]).

Historical Instruments Display

Exhibitors in the main exhibition hall for the 100th Annual Meeting are invited to take part in our celebration by showcasing some of your own history. Organization can participate in 2 ways: Display some historical instruments within your reserved exhibit space at the meeting; Or ship to the meeting and display it in a combined exhibit at the front of the hall (no additional booth fees apply).

Click on the link below and complete the submission form. For more details, please contact [email protected].

Deadline to submit is December 1st, 2019

SUBMIT AN ONLINE FORM

Official Service Contractor:  Freeman

Service Kit 

Quick Facts

Visit Exhibitor's Corner: Exhibitors can submit company profiles/descriptions online for inclusion in the web listing of exhibitors. The profile/description must be 150 words or less and will be edited at the discretion of the AMS staff. Exhibitors can also generate badges for booth staff and booth guests. A link to Exhibitor's Corner is sent to the primary contact and Exhibitor Kit contact for the exhibiting company once the application is processed and accepted. If you did not receive this, please email [email protected].

Lead Retrieval - CoreApps

We will once again offer Lead Retrieval services through the AMS Meeting mobile app (Core-Apps). The app has been released. Ordering instructions are included in the form below. You will need to download the AMS Annual Meeting app (search AMS Annual Meeting in the App Store or Google Play.  

Lead Retrieval Ordering Instructions

Exhibit Regulations

The AMS Exhibit Program conforms to the rules and regulations of the International Association of Exhibitions and Event (IAEE) with one exception, noted below. AMS will designate Official Contractors to provide various services to the exhibitors. Such contractors will provide exhibit services, except supervision. The Exhibitor shall provide only the material and equipment he/she owns to be used in his exhibit space. All other items used in the booth are to be provided by the Official Contractors.

AMS has been following IAEE’s Guidelines for Display Rules and Regulations for many years. This includes regulations on such things as lighting, sound/music, storage of excess materials, and height of booth structure/signage. The IAEE standard for booth and signage height reads as follows for Island Booths: “Use of Space -- The entire cubic content of the space may be used up to the maximum allowable height, which is usually sixteen feet (16’), including signage.”

For the upcoming AMS 100th Annual Meeting we will be extending the regulation height on signage. While the booth structure will remain at 16 ft, the signage height is being raised to 20 ft. This means if you are now allowed to hang your sign 20 ft above the floor (measurement taken from the top of the sign to the floor).

view exhibit regulations

Participation in Career Activities

If your organization would like to participate in career activities at the Annual Meeting during exhibit hours, please enter information on your organization as well as any job openings you have available in our online form by 2 December 2019. AMS will provide you with copies of the information sheet that you can make available to prospective job seekers who visit your booth as well as a sign indicating your participation. In addition, we will add a ‘handshake’ symbol to your exhibit listing to encourage job seekers to stop by. We will be promoting your involvement on social media, and to all attendees, giving your booth additional visibility. For more information or questions, please contact Kelly Savoie ([email protected]). 

Exhibitor Appointed Contractor

If your company plans to use a firm who is not an official service contractor as designated by Exhibit Management (GSC, A/V provider, etc.), you are required to provide a list of the names of all Exhibitor Appointed Contractors via the form below who will be servicing the AMS exhibit program during Move-In and Move-Out for booth staff badges.  It is the responsibility of the exhibitor to see that each representative of an Exhibitor Appointed Contractor abides by the Official Rules and Regulations of this event. Exhibitors MUST send a copy of their Exhibitor Appointed Contractors’ General Liability Insurance Certificate no later than 15 November 2019 with a copy of the completed form or they will not be permitted to service your exhibit.

Meeting Room Request

Meeting Room/Special Function Room requests at the Westin Waterfront (Headquarters Hotel) must be made through an online form that will be available in September 2019.

Visiting the Exhibits  

The AMS attendee badge includes admission to the Exhibit Hall. Non-registered guests of exhibitors should bring their invitations to the Exhibitor Check-In Desk to receive their guest pass. Guests are only allowed on the exhibit floor during show hours and must wear a badge at all times.

Suitcasing

Exhibitors at the AMS 100th Annual Meeting have invested and committed their support to this industry. They have planned for several months or more to bring the Attendees the experience they seek and deserve. Suitcasing refers to those companies or persons who attend the meeting and “work the aisles” from their suitcase (briefcase) and solicit business in the aisles, conference areas, or hotels.

Suitcasing Policy: Only contracted Exhibitors are permitted to promote their products, services, or company at the meeting. All company promotion and product sampling must occur within the contracted booth space. This includes, but is not limited to, handing out flyers, approaching Exhibitor booths to sell products, and leaving and/or distributing product information in public spaces and show floor aisles. Exhibitors found doing so will be sent back to their booth space and materials left will be confiscated and disposed of properly. Attendees will be asked to leave the show and forfeit their badge. Additional penalties may apply. Any “suitcasers” observed by either attendees and/or exhibitors should be reported to the Show Management immediately.