Move-In Hours

• Saturday, January 3: 8:00 a.m. - 5:00 p.m.
• Sunday, January 4: 8:00 a.m. - 12:00 p.m.

Move-Out Hours

• Wednesday, January 7: 12:00 p.m. - 5:00 p.m.

Exhibitors must have their setups completed by 12:00 p.m. on Sunday, January 4, or they risk forfeiting their contracted space. The exhibit hall will open to the public on Sunday, January 4, at 12:00 p.m., and will close at 4:00 p.m. to allow for setup for the Grand Opening Reception. Exhibitors can return to their booths by 5:30 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

• Sunday, January 4: 12:00 p.m. - 4:00 p.m. and 6:00 p.m. - 7:30 p.m. (includes Grand Opening Reception)
• Monday, January 5: 9:00 a.m. - 5:00 p.m.
• Tuesday, January 6: 9:00 a.m. - 5:00 p.m.
• Wednesday, January 7: 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 2025.

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 D of the Walter E. Washington Convention Center. 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 (in-line booths only), 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. Exhibits exceeding the height limit of 8 feet will not be allowed. 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 7. 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 Director of Meetings and Conferences. To obtain permission, send your request to meet@ams.org to the attention of the AMS Director of Meetings and Conferences. Having submitted a request form does not constitute temporary authority, and approval will not be given orally. Please allow sufficient time for the approval process to be completed. Allow at least two weeks from time of receipt of request by the AMS.

Photographs and videos of meeting interactions will be taken by professional photographers hired by AMS staff. These photographs and videos may occasionally be used for publicity purposes. By participating in the Joint Mathematics Meetings, all participants acknowledge that a photograph or video that includes them may be published in material produced by the AMS. AMS will not be responsible for any unauthorized photographs, other images, or videos that were not taken by professional photographers hired by the AMS.

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. Moreover, no individual will be allowed to capture images of an exhibitor's display, exhibit, or products without obtaining prior consent from the exhibitor.

A 20% cancellation or modification fee of the total booth payment will be applicable for booths cancelled or modified before October 15, 2025. No refunds will be issued for booths cancelled or altered after this date. Refunds will be processed using the original payment method.

Exhibit Hall D 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 email your catering order, using the Aramark order form, to Ashley Toney at Toney-Ashley@aramark.com. 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.

Disruptions: The AMS is committed to upholding the professional and educational purposes of its meetings and conferences. We affirm the right of registered attendees of AMS meetings and conferences to participate fully in all scheduled program activities and we aim to provide a safe and welcoming environment for everyone present. 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. If the AMS and meeting organizers determine that any event or action is disruptive or prohibited, they may remove those involved in the event or action from the meeting, revoke the registration of individuals involved, or take further appropriate actions, if deemed necessary.

The exhibitor shall not engage in any display, publication, performance, or other activity that conflicts 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 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. 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 Walter E. Washington Convention Center must be strictly followed. All decorations, drapes, curtains, hangings, items such as carpeting, turf used in the vertical position, combustibles, etc., must be flame retardant. A copy of the Certificate of Flame Resistance for the item must be left in the booth. No propane, acetylene or other flammable or explosive materials are allowed. No candles or other flames are allowed in any booth.

Giveaways may not include stick-on decals or 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 as an in-person meeting or for the Exhibitor to participate in the JMM, this contract will not be binding and all fees paid by 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.

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 pleased to offer basic wireless internet access for all attendees during JMM. While we anticipate having a designated Wi-Fi network for attendee use, please note that this may not be a dedicated network, and service levels may vary depending on building infrastructure and overall usage.

This Wi-Fi access is intended for basic online activities such as email, web browsing, and social media. It is not suitable for streaming, critical business presentations, or large data transfers. Exhibitors may connect up to two devices per booth at a time. The use of personal routers, switches, access points, or MiFi devices is strictly prohibited.

Wireless service is not guaranteed by the AMS or the Walter E. Washington Convention Center, and performance may be impacted by interference from unauthorized wireless devices on the show floor. Sharing login credentials with others is strongly discouraged, as it may degrade performance for all users.

Wi-Fi login information and network details will be provided prior to the meeting.

Exhibitors requiring a high-bandwidth or guaranteed connection are encouraged to arrange a wired internet line through the Walter E. Washington Convention Center Exhibitor Services Center.

For questions or to order upgraded internet service, please contact the Exhibitor Services Center at 202-249-3822.

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 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 Walter E. Washington Convention Center. The American Mathematical Society, Levy Exposition Services, and Walter E. Washington 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 Walter E. Washington 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 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 D 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 Walter E. Washington 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.

MathSafe volunteers will be available at the meeting to listen to and guide participants who experience harassing behavior. Violations may also be brought to the attention of the AMS Director of Meetings and Conferences at the registration desk during the meeting. To speak to an ombudsperson directly or for assistance when the desk is closed, call (401) 455-4040.

Visit MathSafe.org to learn more or to sign up for volunteer training.

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 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.

Approved contractors are required to obtain special 'outside' badges from Levy Exposition Services before the commencement of the JMM Exhibits. These badges must be worn at all times while they are present in the exhibit hall.

Over 3,000 parking spaces are located within a three-block radius of the Convention Center including surface lots and garages. Exhibitors and attendees are encouraged to use these public parking facilities. Parking regulations are heavily enforced in the Convention Center's surrounding residential areas. There is no public parking at the Convention Center. Click here for more parking information.

Exhibitor Hand-Carry: 9th St and Mt. Vernon Place is the designated entrance for exhibitors who wish to hand-carry materials to their booth. Exhibitors may use this entrance to transport materials they can carry in one (1) trip to their booths.

Acceptable hand-carry materials include boxes, suitcases or fiberboard shipping cartons, portable displays on wheels and small luggage racks.

For Loading Dock procedures, please click here

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 sponsors are invited to submit fact sheets/releases about their missions and news to AMS Communications. Releases about products and services are not accepted.

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 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 D of the Walter E. Washington Convention Center. However, exhibitors are solely responsible for their own materials and personal property and should insure their exhibit and personal property against any damage or loss.

The Walter E. Washington Convention Center is a smoke-free environment; this includes vaping, e-cigarettes or other similar devices. Please do not smoke in any area of the facility, including parking garages, exit stairwells, or loading areas. Smoking is allowed outside Walter E. Washington Convention Center, 25 feet from any doorway.

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 Washington DC is 6%.

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. In all its activities, the AMS seeks to foster an atmosphere that encourages the free expression and exchange of ideas. The AMS supports equality of opportunity and treatment for all participants, regardless of gender, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disabilities, veteran status, or immigration status.

Harassment is a form of misconduct that undermines the integrity of the AMS, their activities and missions.

The AMS will make every effort to maintain an environment that is free of harassment, even though it does not control the behavior of third parties. A commitment to a welcoming environment is expected of all participants of JMM activities, including mathematicians, students, guests, staff, contractors and exhibitors, and participants in scientific sessions and social events. To this end, the AMS will include a statement concerning its expectations towards maintaining a welcoming environment in registration materials for the JMM, and has put in place a mechanism for reporting violations. Violations may be reported confidentially and anonymously to 855-282-5703 or at www.mathsociety.ethicspoint.com. The reporting mechanism ensures the respect of privacy while alerting the AMS to the situation. Violations may also be brought to the attention of the AMS Director of Meetings & Conferences by email or in person at the registration desk during the meeting. Additionally, people wearing a ‘MathSafe’ button are trained to help and can also be approached during the meeting.

Exhibitors are expected to design their space(s) and conduct business in a manner that is welcoming to all participants during the meeting.

Payment:

 Payment for advertising due upon submission of contract. Signed contract must be submitted by the Advertiser to the American Mathematical Society (AMS) by at the time of purchase. AMS will not be bound by conditions printed or appearing on order blanks or copy instructions submitted by or on behalf of the Advertiser. This contract supersedes all terms and conditions on AMS rate sheets.

Refunds:

 No refunds issued for digital ads after November 15, 2025; No refunds issued after push notification is sent.

Approval:

All advertising is subject to AMS approval. The AMS reserves the right to reject advertising. Advertisers and their agencies assume liability for all content (including text representation and illustration) of advertisements printed and assume responsibility for any resulting claims against the AMS. The AMS assumes no responsibility if, for any reason, it becomes necessary to omit an advertisement.

eNewsletter Changes/Cancellations

Changes can be made up to 48 hours prior to send date. No refunds will be issued after November 15, 2025.

Ownership of Advertising Copy:

 On delivery of advertising copy to AMS said advertising copy will become wholly and entirely the property of the AMS to be published  in the JMM mobile app and eNewsletter. AMS shall not publish Advertiser's advertising in any other medium. AMS assumes no responsibility for the return or storage of any photographs or artwork of the Advertiser. All advertising copy that represents the creative effort of the AMS and/or the use of creativity, labor, composition or material furnished by it, is and remains the property of the AMS, including all rights of copyright therein. Advertiser understands and agrees that it cannot authorize photographic or other reproduction, in whole or in part, of any such advertising copy for use in any other medium without the AMS's prior written consent.

Positioning of Advertisements:

 AMS shall have full latitude with respect to positioning all advertisements; provided, however, that AMS will use its reasonable efforts to accommodate the Advertiser's positioning requests, if any.

Typographical Errors, Incorrect Insertions or Omissions:

The Advertiser's contract cannot be invalidated, and the AMS will not be liable, for (a) the incorrect publication (including, without limitation, typographical errors) or insertion or any omission of the Advertiser's advertising or (b) any resulting losses.

Indemnification:

 Advertiser agrees to indemnify, defend and hold harmless the AMS from all claims (whether valid or invalid), suits, judgments, proceedings, losses, damages, costs, and expenses, of any nature whatsoever (including reasonable attorneys' fees) for which the AMS or any of its affiliates may become liable by reason of AMS's publication of Advertiser's advertising. All advertisements are accepted and published in the Program upon the representation by the Advertiser that they are authorized to publish the entire contents and subject matter thereof and that such publication (or availability) will not violate the rights of, or be harmful to, any person, corporation or other entity, and will not infringe any copyright, trademark, or patent rights. In consideration of the publication of advertisements, the Advertiser will, jointly and severally, indemnify and save harmless the AMS, and its members, employees, officers, and staff, against all liability, loss, damage, and expense of any nature, including attorney's fees arising out of any claims for libel, invasion of privacy, copyright or trademark infringement and/or any other claim or suit that may arise out of Advertiser's Advertisement.

Force Majeure:

 Each party's obligations under the advertising contract are conditional on strikes, fires, acts of God, or any cause not subject to the control of the party. If the AMS cancels this meeting or changes the meeting to a virtual format, all fees will be refunded 100%.

Governing Law:

 This contract shall be construed under the laws of Rhode Island. Venue for any legal actions regarding this contract shall be in Rhode Island.

Full Contract:

 This writing contains the entire Contract of the Parties. No representations were made or relied upon by either party, other than those expressly set forth in this Contract. No agent, employee or other representative of either party is empowered to alter any of the terms hereof, unless done in writing and signed by a duly authorized officer, employee or other representative of the respective parties.

Full payment is required with this application.