You Have Questions, We Have the Answers

Consult our FAQs below.


What is appropriate attire for the conference?

Business Casual attire is recommended.

How many other exhibitors will there be?

Approximately 100.

What is the expected attendance?

We are anticipating 900- 1000 Practice Administrators in San Antonio this year.

Will there be attendees from all over the country?

Yes, actually from all over the world!

Can I use one pass for employees working different booth shifts?

If shifts do not overlap, this is allowed. In order to be in the exhibit hall in the booth, each person will need their own name tag.

Will any meals be provided for exhibitors?

Yes, breakfast and lunch will be provided Thursday, Friday and Saturday. Booth attendees will be requested to eat prior to or immediately after attendees. This will allow exhibit booth staff valuable time to interact with attendees during their break, and still take time for a meal. Further information will be provided closer to the conference in the Exhibitor Agenda.

Can I share my booth with another company?

No. Our policies strictly prohibit booth sharing. Only the representatives of the company that purchased the booth can man the booth. Furthermore, only products and services of the company that purchased the exhibit space can be promoted at the booth.

How do I register our booth representatives?

Through your online conference account with your email and reference number from your confirmation letter. Should you need a copy of confirmation letter, contact Should you need technical assistance contact Registration Services:   (888) 570-0899.

What if I need to register additional booth representatives?

Additional booth representatives are $500 each. You can register additional staff through your online conference account by July 1st with your email and reference number from your confirmation letter.

Should you need a copy of confirmation letter, contact

Should you need technical assistance contact Registration Services: (888) 570-0899.

Can we host a party or reception during the AADOM Conference?

Without exception, all social events for AADOM members and conference attendees outside of what is on AADOM’s official conference agenda must be scheduled, organized and promoted in cooperation with AADOM.

Where can I find the Exhibitors Agenda?
What are the Exhibitor Sessions?


Are there any display limitations regarding our booth?

Please note that all booths located on the inner parameter of the Ballroom, are table top only booths. Companies in these spaces must have retractable components that can be lowered when activity is occurring on the main stage.

What are the set up and tear down hours?

Set up is scheduled from 12:00 pm – 7:00 pm on Wednesday 7/18/18. Tear down is scheduled from 4:00 pm – 7:00 pm on Saturday 7/21/18. Please plan travel arrangements accordingly.

Can I set up after hours?

There will be no security and your freight will be unavailable, therefore it is highly discouraged.

Must I pay for people that only set up/tear down?

No, as long as the individuals are only present during set up and tear down.

Can additional tables or other furniture be ordered for my booth?

Please contact Show Management at (954) 764-7719 to request more information.

Can I select my own booth location?

All exhibitors who have pre-registered will be given first option to select their booth locations. Following those selections, yes, any new booth registrations will be asked to choose their booth location upon registration. A map showing available booths will be displayed at the beginning of the registration process. While we will do our best to accommodate requests, AADOM does reserve the right to select final floor layout. For more information or specific requests, please contact Karin Bennett at or (559) 372-4500 M-F between 8:00 am and 5:00 pm PST.

If I need a larger space can I purchase an additional booth?

Please contact Karin Bennett at or (559) 372-4500 M-F between 8:00 am and 5:00 pm PST for information on adding to or upgrading your booth space.

What color are the table linens provided in our booths?

Top of tables will be white with black skirting.

How do I ship our materials to the conference location?
What are the insurance requirements?

Each exhibitor is to submit a current Certificate of Liability Insurance (COI) to AADOM at the time ofregistration.

  1. Every exhibitor must maintain commercial general liability coverage with an occurrence limit ofat least $1,000,000 and an aggregate limit of at least $2,000,000.
  2. The American Association of Dental Office Management, Inc. and its directors, employees andagents are to be named as an additional insureds for commercial general liability.
  3. The Marriott San Antonio Rivercenter and its directors, employees and agents to be named asan additional insureds for commercial general liability.
  4. The exhibitor’s commercial general liability coverage is to be primary with respect to any coverage maintained by the additional insureds.
  5. Each exhibitor is to submit a current Certificate of Liability Insurance (COI) to AADOM. The COI must contain evidence that the requirements in 1 through 4 above have been met.If you do not have a certificate of liability, you can affordably purchase event insurance specific to AADOM show dates. You may search “event insurance” on the internet to find a list of entities that provide event liability policies.

Conference dates:
July 18-21 (Exhibitor set up and pre conference meeting July 18)
Forward insurance certificate to:
No later than June 15, 2018

Certificate holder:
The American Association of Dental Office Management/AADOM,
125 Half Mile Road,
Suite 200, Red Bank,
NJ 07701
(732) 842-9977

Conference location:
The Marriott San Antonio Rivercenter,
101 Bowie Street, San Antonio, TX 78205

What is the cancellation policy? (Also see Terms & Conditions)


How do I order electricity, internet or AV?
Can I order internet, electric, AV on site?

Yes, however, the cost will be higher onsite. You are encouraged to pre-order all exhibitor booth needs. See our exhibitor kit for full instructions.


Will there be a lead retrieval app available for exhibitors?

Yes, exhibitors may purchase the iLead App during registration. See the Lead Retrieval information tab on the conference site.

Will we have the option to put qualifiers in iLeads?

The exhibitors can choose to opt-in for qualifiers (free of charge) to use with their Lead Retrieval app.

On how many devices will the iLead app work?

One device per purchased app.


Equipment for Sponsored Breakout Sessions (Sapphire Sponsors Only)

What equipment is included in our Industry or TechPalooza Session?

Each room will have a Projector, Screen, AV Cart, Lavaliere Microphone, Podium Microphone, Laptop Sound Connection. Please note, for best quality, we suggest using only PC or Mac for your presentation.


Do all exhibitors provide raffle gifts?

It is not required but highly recommended. It is a booth draw and a way to collect attendee information.

What kind of raffle gifts are usually provided?

Anything from gift cards, to spa certificates, to Keurig coffee makers, iPads, Kindles, designer handbags…The gifts should be for the individual, not the practice.

What is the average value of the raffle gifts provided?

It is up to the exhibitor but the average range is between $100 and $500.


Does AADOM offer other sponsorship opportunities?

Yes, please see Conference Sponsorship and our Media Kit

How can our company purchase an ad in the conference directory?

You can purchase a directory ad through your online conference account. All ad payments and ads are due by: April 1st.

For additional information contact Karin Bennett: (559) 372-4500 or