Main Hall Exhibitors

AMS Annual Meeting exhibit hall panorama

Reserve your space today!

Exhibit Application

Floor Plan

Exhibit Fees:

The early exhibiting rate has been extended through 1 September 2019

 

 

Jan–14 Sept 2019

 

After 14 Sept 2019

AMS Corporate Member Rate 

 

$33.00/sq ft

 

$33.90/sq ft

Non-Corporate Member Rate

 

$39.70/sq ft

 

$40.70/sq ft

First Time Exhibitor Rate

 

$25.00/sq ft

 

$25.00/sq ft

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

Saturday, 11 January         10:00 a.m.–5:00 p.m.
Sunday, 12 January 8:00 a.m.–4:00 p.m.
Monday, 13 January 8:00 a.m.–3:00 p.m.

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

Exhibit Hours

Monday, 13 January 5:00–8:00 p.m. (internal walk-around 5:00–6:00 p.m.; ribbon cutting at 6:00 p.m.)
Tuesday, 14 January 9:00 a.m.–6:00 p.m.
Wednesday, 15 January      9:00 a.m.–6:30 p.m.
Thursday, 16 January 9:00 a.m.–12:00 p.m.

Move Out

Thursday, 16 January         12:00–6:00 p.m.

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

Saturday, 11 January 10:00 a.m.–6:00 p.m.
Sunday, 12 January 8:00 a.m.–6:00 p.m.
Monday, 13 January 8:00 a.m.–7:30 p.m. (installation must be complete by 3:00 p.m.)
Tuesday, 14 January 8:00 a.m.–6:45 p.m.
Wednesday, 15 January      8:00 a.m.–6:30 p.m.
Thursday, 16 January 8:00 a.m.–12:00 p.m.

For more information, please contact Jenn Rosen, AMS Exhibits Manager (tel: 617-226-3972; e-mail: jrosen@ametsoc.org).

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 exhibits@ametsoc.org.

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 exhibits@ametsoc.org.

Lead Retrieval

We will once again offer Lead Retrieval services through the AMS Meeting mobile app (Core-Apps). The app is due to be released in mid-December. Once the app is released through the Apple /Google Play Stores, we will post ordering information here. 

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 (ksavoie@ametsoc.org). 

 

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.

Professional and Respectful Conduct at AMS Meetings

Need to report unprofessional or disrespectful conduct? Email conduct@ametsoc.org or call 617-226-3965.

  • AMS is committed to safe and inclusive meetings for all attendees.
  • Harassment, intimidation, or discrimination of any kind will not be tolerated at any meeting or event associated with the meeting.
  • All communication should be appropriate for a professional audience including people of many different backgrounds. Be inclusive and respectful
  • Those who violate the standards of professional and respectful conduct may be asked to leave the meeting immediately and without refund, may not be considered for service on AMS boards and committees, and may be subject to additional legal action.
  • Harassment, intimidation, or discrimination includes offensive comments and actions related to age, gender and gender identity, sexual orientation, disability, physical appearance, body size, race, religion; sexual images in public spaces; deliberate intimidation, stalking, or following; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; and unwelcome sexual attention.
  • If you are the subject of unacceptable behavior or have witnessed any such behavior, please immediately:
  • If you witness or experience behavior that constitutes an immediate and serious threat, please call 911.
  • Members of the response team: 
    • Keith Seitter, Executive Director
    • Stephanie Armstrong, Associate Executive Director
    • Brian Papa, Associate Executive Director
    • Jen Ives,  Senior Meetings Manager
    • Claudia Gorski, Director of Meetings
    • Wendy Abshire, Education Program Director

Inclusivity at AMS

 AMS is committed to creating an environment for meetings that “embraces diversity through the inclusion of individuals across age, gender, race, sex, nationality, ethnicity, physical ability, marital status, sexual orientation, body shape or size, gender identity and expression, socioeconomic status, and other facets of social diversity” (see: Diversity and Inclusion at AMS).  

Inclusivity at the 100th Annual Meeting

 

The American Meteorological Society (AMS) is committed to, and benefits from the full and equitable participation of a diverse community in its membership, in its activities, and in the audiences that it serves.

Plans for making the 100th Annual Meeting inclusive for all include:

  • Any meeting participant will be able to honor the languages they speak with a sticker for their badge
  • AMS Meetings Staff arranges accessibility accommodations according to the ADA
  • AMS Meetings staff ensures that gender neutral/family restrooms are available to meeting attendees
  •  More information on these services can be found at Your Annual: All Attendees

We invite all attendees to the following events:  

Presidential Town Hall: "Confronting Bullying, Discrimination, and Harassment in the Geosciences"

Wednesday, 15 January 2020, 12:15-1:15pm, BCEC - Room TBD

Women in the Atmospheric Sciences Luncheon

Tuesday, 14 January 2020, 12:00pm –1:30pm, BCEC - 205C

Bystander Training Workshop: "Work climate: Responding to Sexual Harassment"

Wednesday, 15 January 2020, 1:30-4:30pm, BCEC - 205C

Joint Sessions organized by the Diversity, Equity and Inclusion Symposium

The AMS has recently formed a Presidential Task Force on Diversity, Equity and Inclusion (DEI) that is being led by Susan Avery. The goals of the task force are to

1)  Assess the effectiveness of the AMS’s broadening participation efforts and to determine if the current activities provide an integrated and coherent plan moving forward.

2)  Provide a strategic vision for D&I that could be integrated into the planning for the

Centennial meeting that is currently underway.

3)  Suggest changes, including bold ones if needed, that would enhance D&I across the Society.

AMS Diversity and Inclusion Task Force

For more information about Diversity and Inclusion at AMS, please visit:

Diversity and Inclusion at AMS