Règlement pour les Exposants

Exhibition location, dates, and hours

The LASA2026 Congress will take place in Paris, France at the Marriott Rive Gauche Hotel & Conference Center. The Exhibit Hall will be open to Congress attendees on Wednesday, May 27, from 12:00 – 7:00 pm; Thursday, May 28, and Friday, May 2,9, from 9:00 am to 7:00 pm; Saturday, May 30, from 9:00 am to 1:00 pm.

Install and tear down

Subject to change

Exhibitors will set up their exhibits on Wednesday, May 27, from 8:00 am to 12:00 pm. Exhibitors can dismantle their exhibits on Saturday, May 30, from 1:00 pm – 3:00 pm. Booth dismantling must be completed during that time. Early dismantling is not permitted.

Assignment of space

Booth selection can be made at the time of purchase via the online ordering system. Otherwise, a space will be assigned by the LASA staff when a PDF order form is submitted. Exhibit spaces may only be occupied and operated by the original paying exhibitor. Sponsors will be granted prime locations if they are available at the time of purchase.

Booth spaces

Each space includes two tables placed in an “L” shape. Each table is covered in gray tablecloth and is 180 cm (5.10 ft) long by 75 cm (2.5 ft) wide. Two chairs are included. Layouts are determined and preapproved by the hotel, please do not rearrange the tables. Some are a “walk-in” ( _| ) open setup while others are a “walk-up” (|_) setup. Please select what is right for you or let us know. The floor is carpeted and natural lighting is available in the hall.

Tables will be in a foyer space. While security will be provided, we highly recommend that you come prepared with something to cover your tables when the exhibit hall is closed but still open to attendees.

Electricity

We highly recommend that you bring your own adaptors for European electrical outlets.

Shipping to the hotel

LASA is not currently contracted with an exhibit hall decorator or shipping consolidator. Information regarding shipping will be provided, as we are closer to the Congress, to those who purchase booth space.

Eligibility to exhibit and advertise

The contents and material on display must be consistent with the Latin American Studies discipline, and the professional development of scholars, professionals, educators, and students. LASA reserves the right to restrict exhibitions and advertising materials that are inconsistent with the referral mentioned above and that interfere with the best interest of the overall exhibition.

Rental Fees and Payment Schedule

The online payment system allows you to reserve a space and pay up to 30 days later, request an invoice or pay at the time of your order. Spaces nor paid in full after 30 days will be released to the show inventory. The deadline to purchase is March 27, 2026. When using the Reservation Form, an invoice will be sent within two weeks of your order, and a space will be assigned to you once payment is received.

Cancellation

Any cancellation before April 1, 2026, will be refunded less a 20% service fee. Any cancellation after April 1, 2026, will not be refunded. LASA reserves the right to rearrange the floor plan if any problems arise. If an exhibitor fails to occupy space contracted by Wednesday, May 27 by 12:00 pm when the show opens, the space may be reassigned by LASA without obligation of a refund. The exhibitor that arrives after the setup time must occupy a relocated space.

Registration

Registration will take place prior to the Congress by submitting your exhibit staff names, ID# and email addresses. A LASA or MaestroMeetings representative will reach out to the primary contact to collect that information. Instructions will be sent to you for printing your badges ahead of the Congress.

Three (3) complimentary registrations will be provided per booth. Badges are non-transferable and can only be worn by the original paying exhibitor representatives. Only authorized booth representatives will be allowed in the Exhibit Hall during set-up and teardown hours. Note: Congress Participants are required to purchase Congress registration. Exhibitor badges do not qualify for Congress participation.

Laws and regulations

Exhibitors must comply with all fire, health, and safety regulations in the building. Excess exhibition materials must be properly stored under tables as no off-site storage will be available. Do not block aisles with extra materials. No construction is allowed at the sides of the booth that may obstruct the view of the adjacent booths. LASA retains the authority to request the removal of anything placed in the aisles.

Please make sure that any use of space around your booth does not interfere with the visibility of other exhibitors' tables. Avoid any setups that would restrict passage in the attendee walking area.

During exhibition hours, exhibitors are required not to leave their booths unattended. It is prohibited during the exhibition to assign or sublet any space assigned. Exhibitors are responsible for obtaining insurance covering the Exhibitor’s property. Exhibitors understand that neither LASA nor the Marriott Rive Gauche Hotel is responsible for providing insurance to exhibitors.

Sales and taxes

All exhibitors who conduct sales during the Congress are responsible for obtaining a valid license and collecting sales tax (VAT taxes in France are 5.5% on book sales) where applicable. Exhibitors are responsible to have all the business & custom requirements associated with the city of Paris, France.

Point of Sale

Platforms may not all function in Europe. We advise that you research the best sales platform prior to your arrival. Wi-Fi will be available in the exhibit hall area.

Security

LASA will provide security in the exhibit area. However, neither LASA nor the Marriott Rive Gauche is liable for harm or damage to exhibitor property, employees, or agents due to theft, fire, accident, or other causes. The exhibitor hereby releases LASA and Marriott from any such claims of any kind and nature and agrees to indemnify LASA and Marriott against any claims arising from the activities of the exhibitor, its officers, and employees.

Private Functions

Exhibitors may not schedule or host private functions, cocktail parties, special events or other hospitality functions without the consent from the LASA exhibits sales manager. To request an event or catering services, contact exhibits@maestromeetings.org. Social functions must be programmed and scheduled at a time and place that does not interfere with the activities of the exhibition.

Damage to Property

The exhibitor is liable for damages caused by the exhibitor, the exhibitor’s agents, employees, or representatives to building floors, walls, or columns, or to the standard booth equipment, or to other exhibitors’ property. It is prohibited to use any kind of paint, lacquer, adhesive or other coatings to building columns, floor, or walls, or to stand booth equipment.

Labor

All work for the provided exhibit space must be performed by their own personnel and need to have a visible identification of their company status. LASA won’t be responsible for any fees or extra charges for any services contracted by the exhibitor.

Others

All points not covered specifically by these regulations are subject to the decision of LASA. LASA may, in its sole discretion, make reasonable changes, amendments, or additions to the Contract Regulations. LASA will provide exhibitors with written notice of any change or addition to these regulations.