Exhibits Rules and Guidelines

Move-In Hours

• Tuesday, January 7: 8:00 a.m. - 5:00 p.m.
• Wednesday, January 8: 8:00 a.m. - 3:00 p.m.

Move-Out Hours

• Saturday, January 11: 12:00 p.m. - 5:00 p.m.

Exhibitors must have their setups completed by 3:00 p.m. on Wednesday, January 8, or they risk forfeiting their contracted space. The exhibit hall will close at that time to allow for setup for the Grand Opening Reception. Exhibitors can return to their booths by 5:00 p.m. and exhibits will open to all participants at 6:00 p.m. The decorator will supply ample manpower to ensure adherence to the move-in and move-out schedules.

Show Hours

• Wednesday, January 8: 6:00 p.m. – 8:00 p.m. (includes Grand Opening Reception)
• Thursday, January 9: 9:00 a.m. - 5:00 p.m.
• Friday, January 10: 9:00 a.m. - 5:00 p.m.
• Saturday, January 11: 9:00 a.m. - 12:00 p.m.

We strive to take the appropriate steps required to ensure that no individual with a disability is excluded, denied services, segregated, or otherwise treated differently. All requests for special accommodations under the ADA must be made allowing enough time for evaluation and appropriate action by the AMS. Any information obtained about any disability will remain confidential.

If you require special assistance, auxiliary aids, or other reasonable accommodations to fully participate in this meeting, check off the appropriate box on the JMM Registration Form or send email to mmsb@ams.org.

Exhibitors shall at all times comply with the provisions of the ADA, including but not limited to wheelchair access provisions. Details on all provisions shall be sent to exhibitors by mid-September 2024.

Allocation of exhibit space operates on a first-come, first-served principle. In the event that the spaces you've chosen are no longer vacant, assignments will be made as fairly as possible. JMM will oversee space management, adjusting as necessary to regulate hall traffic and reduce congestion.

In order to maximize exhibit space, the AMS retains the authority to relocate booth positions or decline requests for changes to booth assignments as deemed necessary. Exhibitors will receive ample notification in the event of such adjustments.

The exhibits will be located in Exhibit Hall 4A of the Seattle Convention Center (SCC). Each exhibit will be furnished with a 10' x 10' booth that includes an 8' high background drape and a 3' high side divider drape, a 6' skirted table, two chairs, a wastebasket, and a 7" x 44" sign with the exhibitor's company name in all uppercase letters and booth number.

Exhibitors are required to arrange their displays in a manner that does not obstruct the overall view or conceal other exhibits. Display materials may extend upwards above a booth, reaching a maximum height of 8 feet. Any proposals for oversized displays or unconventional installations must be submitted to the Exhibits Manager for approval prior to the meeting. Additionally, to ensure the optimal utilization of exhibit space, the AMS retains the discretion to relocate booth locations or decline requests for changes to booth assignments when deemed necessary.

Exhibitors are required to keep their booth(s) staffed with at least one attendant during exhibit hours. Failure to do so may result in removal of the exhibit from the hall at the exhibitor's expense.

The packing of equipment, books, literature, and other materials, as well as the breakdown of exhibits, will not be allowed before 12:00 p.m. on January 11. Individuals found violating these regulations without sufficient cause or prior permission from the Exhibits Manager will be subject to a penalty of US $100.

The videotaping and broadcasting of any AMS or joint-sponsored events, talks, and sessions is strictly forbidden without the explicit written permission of the AMS. To obtain permission, send your request to meet@ams.org. Please allow at least two weeks from the time of submission for approval.

All participants are permitted to take photographs at the meeting solely for personal use. However, publishing these pictures without the explicit permission of all involved parties is strictly prohibited. Please see the JMM Broadcasting, Photographing, and Videotaping Policy for more informatiion.

A 20% cancellation or modification fee of the total booth payment will be applicable for booths cancelled or modified before October 23, 2024. No refunds will be issued for booths cancelled or altered after this date. Refunds will be processed using the original payment method.

Exhibit Hall 4A does not come with carpeting as standard, but exhibitors have the option to order carpeting through the decorator if desired.

Aramark is the exclusive provider of Food and Beverage services. Any exhibitor who wants to distribute food items must purchase these items from Aramark Food Services. Please contact WSCC Exhibitor Services at 206-694-5018 or email Doc Maynard to make arrangements or purchase food and beverage from the exhibitor menu. Catering orders must be placed before the published advanced ordering deadline in order to receive advanced pricing rates. A six-week lead time is needed to guarantee special order requests. No selling of food or beverage is permitted by exhibitors.

Exhibitors are strongly encouraged to maintain cleanliness within their booths and the surrounding area throughout the meeting. Additionally, the JMM advises exhibitors to take additional measures to sanitize their booth spaces, particularly at the end of each day's exhibits. Cleaning services, including booth sanitization, will be offered for purchase through Levy Exposition Services. Nevertheless, exhibitors are recommended to implement best practices such as providing hand sanitizer and disinfectant wipes for easy access and use.

The AMS is committed to upholding the professional and educational purposes of its meetings and conferences. Any expressions of dissent must not inhibit conference activities, disrupt the full anticipation of registered attendees, nor pose a threat to the personal safety of others. Please see the AMS Code of Conduct for Conferences, Meetings, and Other Events for more information.

The exhibitor shall not engage in any display, publication, performance, or other activity that is in conflict with any federal, state, or local law, regulations, rule, or ordinance, nor shall the exhibitor or its representatives or employees engage in any lewd display, publication, or performance.

Decorations may not be affixed to any surfaces in the building. No holes may be drilled, cored, or punched into the building. All equipment used must be stable without bolting or anchoring to floors or walls. . Decorations may not include helium balloons, crepe paper, cellophane, confetti, cotton, cornstalks, hay bales, leaves, evergreen boughs/trees, glitter, sheaves of grain, streamers, straw, paper, or any flammable items.

All demonstrations and the distribution of literature and promotional materials must strictly occur within an exhibitor's designated booth space as per the contract. All demonstrations and the distribution of literature and promotional materials must strictly occur within an exhibitor's designated booth space as per the contract. The AMS reserves the right to remove any storage boxes or materials that detract from the professional appearance of the hall or disrupt the draping in the area, with any associated costs borne by the exhibitor. It is prohibited to reassign, sublet, or share any portion of the allocated booth space. Solicitations and the dissemination of printed advertising materials must be confined to the contracted booth space unless alternative arrangements have been agreed upon prior to the meeting. Any actions that impede the normal flow of traffic or encroach upon neighboring exhibits will not be tolerated. All interactions with participants should take place exclusively within the exhibitor's contracted booth space.

Exhibitors agree not to organize or host any external activities, including but not limited to receptions, seminars, and hospitality suites, that conflict with the official program of the Joint Mathematics Meetings, whether these activities take place within or outside the exhibit hall. Exhibitors must seek written approval from the Meetings Staff regarding the timing, date, and location of any program or event they intend to hold alongside their exhibit.

Once registration for the JMM opens, all exhibitors who have secured booth space will receive comprehensive details regarding registration and hotel reservations via email. Additionally, an Exhibitor Service Kit containing information and order forms for supplementary services such as shipping and furniture will be dispatched by Levy Exposition Services to exhibitors no later than the second week of October. Should there be any inquiries, exhibitors are encouraged to reach out directly to Levy Exposition Services. Moreover, an Exhibitor Service Desk, managed by Levy Exposition Services, will be situated on the exhibit floor and will remain staffed throughout move-in, show hours, and move-out hours for further assistance.

All fire and safety regulations of the Seattle Convention Center must be strictly followed.

Giveaways may not include stick-on decals or helium balloons.

Exhibitors are not allowed to use any haze, fog, or other similar device in their booth.

In the event of fire, strikes, acts of God, or similar causes beyond the control of either party, making it inadvisable or impossible for the JMM to occur, this contract will not be binding, and all fees paid by the Exhibitor will be promptly refunded.

Each exhibitor is required to be covered by general liability insurance.  Such insurers shall have a minimum A.M. Best financial rating of A-VII and be admitted insurer in state in which the exhibition is held.  American Mathematical Society shall be named as an additional insured utilizing ISO form CG 20 11 and/or equivalent. Limits shall be no less than US $1,000,000 each occurrence, US $2,000,000 general aggregate and US $2,000,000 products/completed operations aggregate. The maximum liability limits of insurance purchased by exhibitor shall be evidenced on a certificate of liability and are the minimum limits required.  Exhibitors that are subject to purchasing workers compensation shall evidence employers’ liability and waive rights of subrogation. <\p>

Theft and fire insurance floater policies are highly recommended. Small or easily portable articles of value should be properly secured or removed after exhibit hours. JMM insurance policies do not include fire and theft coverage for individual exhibit booths.

The AMS is excited to announce that exhibitors this year will have access to basic wireless internet during show days via a designated exhibitor Wi-Fi network.

The Wi-Fi network provided is intended solely for the convenience of exhibitors and is suitable for basic web browsing, email, social media, and similar non-bandwidth-intensive activities. However, it is not suitable for streaming or critical business presentations or data transfers. The use of customer routers, switches, access points, or MiFi devices to connect to this network is strictly prohibited.

Please note that wireless service is not guaranteed by the AMS or the building's internet provider and may be affected by unauthorized wireless devices on the show floor. Exhibitors are requested to connect a maximum of 2 devices in their booth at any given time. Sharing login information with other JMM participants is discouraged as it may degrade overall wireless performance.

Details regarding the Wi-Fi network and exhibitor credentials will be provided before the meeting.

For those requiring high-bandwidth connections, wired options are available for purchase through the Seattle Convention Center Exhibitor Services Center.

If any exhibitors have any concerns about the sufficiency of the provided wireless service for their needs, they should contact the Seattle Convention Center Exhibitor Services Center at  206-694-5015 or via the contact form.

The AMS strongly encourages the use of the Employment Center venues for all interviews of prospective employees at AMS meetings. The use of personal hotel guest rooms for interviews violates the AMS Welcoming Environment Policy. Interviews must be conducted in public meeting spaces.

Lighting by use of lanterns and candles is prohibited.

Each exhibitor must make provisions for the safeguarding of their goods, materials, equipment, and display at all times, and wherever the same may be located within, on, or about the premises of the Seattle Convention Center. The American Mathematical Society, Levy Exposition Services, and Seattle Convention Center (collectively “Indemnified Parties”) will not be responsible for property damage or loss by, or for, any cause, and exhibitor hereby waives any right to claim liability against them for the same.

The exhibitor assumes full responsibility for property damage, personal injury, or death to any party by reason of exhibitor’s participation in the JMM Exhibits or in JMM activities, and exhibitor agrees to defend, indemnify, and hold the American Mathematical Society, Levy Exposition Services, and Seattle Convention Center, its officers, staff, and subcontractors, harmless from all liability which might occur from any cause whatsoever arising out of exhibitor’s participation in the JMM Exhibits or in JMM activities, except for causes arising out of or caused by the Indemnified Parties’ negligence or willful misconduct in connection with the JMM Exhibits or JMM Activities. The American Mathematical Society, Levy Exposition Services, and the Seattle Convention Center, its officers, staff, and subcontractors will not be liable for injuries to any person or for damages to property owned or controlled by exhibitor, which claims for damages or injuries may be incident to, arise from, or be in any way connected with exhibitor’s occupation of booth space, and the exhibitor agrees to defend, indemnify and hold the American Mathematical Society, Levy Exposition Services, and the Seattle Convention Center, its officers, staff, and subcontractors harmless against all such claims.

The exhibitor expressly understands and agrees that the foregoing limitation of liability clauses apply not only during the exhibit hours, but also at all other hours of the day for the period extending from the commencement of installations until the final removal of all the exhibitor’s property and personnel from Exhibit Hall 4A and to any latent contingent damage, injuries, or liability arising or discovered at a later date as the results of or arising out of exhibitor’s participation in the JMM Exhibits.

The American Mathematical Society, Levy Exposition Services, and the Seattle Convention Center will not be responsible to any degree whatsoever for any ill effects caused by any person or group of persons in attendance prior to, during, and after the close of the JMM Exhibits for any samples taken, or by other means given to them by an exhibitor representative.

The AMS is proud to participate in MathSafe, a program by and for the mathematical community to support a safe and welcoming environment at meetings.

A limited number of meeting rooms will be available to JMM exhibitors for rental. If interested in reserving meeting space, please send an email to mmsb@ams.org.

Exhibitors are permitted to engage outside contractors for the completion of work within their booth space, provided they receive prior approval. The AMS holds no responsibility for any work conducted by such contractors, and exhibitors are solely responsible for any damages arising from the work performed by these contractors. All external installation and dismantling contractors or individuals hired directly by exhibitors to set up and dismantle exhibits must furnish the Senior Meeting Specialist and the Official Contractor (Levy Exposition Services) with a valid Certificate of Insurance at least 45 days before the opening of the JMM Exhibits. This ensures permission for the contractor(s) to operate.

See details about the center's parking garages.

The JMM attracts widespread media attention and invites reporters to use our press room. The JMM Press Room, staffed by AMS Communications, distributes news to media on JMM highlights and key events.

All exhibitors are required to provide accurate information and must refrain from any deceptive or misleading practices. Companies are eligible to exhibit if they meet at least one of the following criteria:

• Their products and services are directly related to and useful in the practice of the mathematical sciences.
• Their products and services are indirectly related to the practice of the mathematical sciences and are utilized by, support, or are otherwise beneficial to mathematicians in their practices.
• Their products and services, not explicitly mentioned in these rules and regulations, are unrelated to mathematical sciences but have received written approval from the AMS Senior Director of Meetings and Conferences.

The AMS reserves the right to remove any exhibit from the hall at any time if it is determined that these criteria are not met.

Overnight security will be provided inside Exhibit Hall 4A of the Seattle Convention Center. However, exhibitors are solely responsible for their own materials and personal property.

The Seattle Convention Center is a smoke-free environment, including vaping and e-cigarettes.

Music of any kind will be prohibited in exhibits. Only announcements made by the Exhibits Manager will be permitted.

The total minimum current sales tax rate in Seattle is 10.35%.

The AMS retains the authority to inspect all products intended for exhibition to ensure compliance with the Rules and Guidelines outlined in this document. Violation of these rules and guidelines may result in the eviction of the exhibitor, without refund.

The AMS strives to ensure that participants in the JMM, including exhibitors, enjoy a welcoming environment.

Due to the ending of the COVID-19 Public Health Emergency Declaration on May 11, 2023, and newly released COVID-19 guidelines in 2024 by the CDC, the following protocols are in place for this conference:

• Participants, including staff and volunteers, are no longer requested to be vaccinated or tested.
• Wearing a mask is optional and will be based on individual comfort levels.
• If anyone has been exposed to COVID-19 within 72 hours of coming to the meeting, they should wear a mask throughout the meeting.

Approval: All advertising is subject to AMS approval.

Cancellation Deadlines: Mobile Banner Ad: December 5  Newsletter Ad: December 31.  No refunds will be given after these dates.

Ownership of Advertising Copy: On delivery of advertising copy to AMS, said advertising copy will become wholly and entirely the property of the AMS.

Sponsorship does not cover any costs related to graphics, shipping, branded clothing, merchandise, décor, supplies, or production. Sponsors are required to provide their own banner, literature, and graphics. Any banner placed by the sponsor must be free-standing and cannot exceed the size limit of 8’ x 4’. Sponsors are responsible for collecting their banner at the conclusion of the meeting and removing any distributed literature at the end of each day.

All signage and banners must feature the JMM logo or "Joint Mathematics Meetings." When possible, the same branding should also be included on sponsored products to ensure consistency and visibility.

As part of the sponsorship package, all fees related to the placement of materials on screens, as well as fees for massage therapist services, are included. Advertisements within lecture rooms may not exceed 30 seconds in duration and must receive approval from the AMS. The opportunity to advertise in lectures is subject to availability and AMS approval.