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.


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: [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


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.


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 [email protected] 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:

  • Badge stickers denoting languages spoken as well as preferred gender pronouns are available at the registration desk
  • The Quiet Room (Commonwealth C) in the Westin Waterfront is available to any attendees who need a break from the hustle and bustle of the Annual Meeting
  • Accessible seating is available in each session room and in the poster hall
  • Caretakers are welcome to attend the Annual Meeting on a complimentary basis
  • Family restrooms are available to all meeting attendees throughout the BCEC
  • Nursing mothers are welcome to use the Mamava Pod in the southeast side of level 1 in the BCEC or the AMS Mother’s Room (Marina Ballroom Coatroom) in the Westin Waterfront
  • AMS has provided childcare grants to help offset costs for six parents to attend the Annual Meeting
  • Staff has arranged many accessibility accommodations by request according to the ADA
  • AMS has developed and continually enforces its policy Professional and Respectful Conduct at AMS Meetings

We invite all attendees to the following events:  

Colour of Weather Reception
Sunday, 12 January 2020, 7:30pm –9:30pm, Westin Waterfront – Marina Ballroom I

Coriolis Reception
Monday, 13 January 2020, 8:00pm –10:00pm, Westin Waterfront – Marina Ballroom III

Earth Science Women's Network (ESWN) Reception
Monday, 13 January 2020, 6:30pm –8:30pm, Rosa Mexicano Restaurant

Film: "Can We Talk? Difficult Conversations with Underrepresented People of Color"
Monday, 13 January 2020, 12:15pm –1:45pm, BCEC - 255

Women in the Atmospheric Sciences Luncheon
Tuesday, 14 January 2020, 12:00pm –1:30pm, BCEC - 205C

Presidential Town Hall: "Confronting Bullying, Discrimination, and Harassment in the Geosciences"
Wednesday, 15 January 2020, 12:15-1:15pm, BCEC - Room 210AB

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 including:

Joint Session 24: Women in the Tropics. Part I
Tuesday, January 14, 2020, 1:30 PM - 2:30 PM, BCEC - Room 205B

Joint Session 27: Women in the Tropics. Part II
Tuesday, January 14, 2020, 3:00 PM - 4:00 PM, BCEC - Room 151A

Joint Session 62: Women in the Tropics. Part III
Thursday, January 16, 2020,10:00 AM - 11:00 AM, BCEC - Room 252A

Diversity, Equity, Belongingness, and Inclusion—Where Has the AMS Been and Where Should It Be Going
Thursday, January 16, 2020,10:30 AM - 12:00 PM, BCEC - Room 254A

Sessions organized by BWM including:

Translating Weather into the Spanish Language. Part I
Monday, January 13, 2020, 8:30 AM - 10:00 AM, BCEC - Room 252B

Translating Weather into the Spanish Language. Part II
Monday, January 13, 2020, 2:00 PM - 4:00 PM, BCEC - Room 252B

AMS Board on Women and Minorities Annual Meeting
Tuesday, January 14, 2020, 1:30 PM - 3:30 PM, Westin Waterfront – Executive Boardroom

A complete schedule of events organized by the Diversity, Equity and Inclusion Symposium can be found here.

The AMS has recently formed a Presidential Task Force on Diversity, Equity and Inclusion (DEI) that is being co-chaired by Susan Avery and Melissa Burt. 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