You Have Questions, We Have the Answers
Consult our FAQs below.
ATTENDANCE
What is appropriate attire for the conference?
Business Casual attire is recommended.
How many exhibitors will there be?
Approximately 173.
What is the expected attendance?
We are anticipating over 1,200 Practice Administrators in Texas 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 and for meals, each person will need to wear an exhibitor name badge. Registration for additional booth representatives: $500 each.
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?
Register your booth representatives by July 8, 2025 through your online conference account with your email and reference number from your confirmation letter. Should you need your reference number, contact trish@dentalmanagers.com. Should you need technical assistance in registering your booth representatives, contact Registration Services: info@aadomconference.com (888) 570-0899.
Exhibitor level includes 2 complimentary representative registrations.
Tribe level includes 3 complimentary representative registrations.
Educational level includes 4 complimentary representative registrations. Educational level exhibitors must also register their session speaker(s) as a booth worker(s).
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 8, 2025 with your email and reference number from your registration confirmation.
Should you need a copy of your registration confirmation, contact trish@dentalmanagers.com
Should you need technical assistance contact Registration Services: info@aadomconference.com (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?
BOOTH INFO
What is included in our booth?
Each exhibit space will have one (1) 6′ draped table and two (2) chairs. All booth areas are carpeted. See the conference sponsorship page for what is included with your registration.
Can I bring a backdrop?
Exhibitor displays, backdrops, booths, etc. will not visibly block or obstruct doorways, walkways, fire extinguishers, fire alarm pull stations, fire alarm audio/visual devices, fire department hose connections, or any other life and safety system.
Backdrops must be no wider than the booth width. This means you may have an 8-foot backdrop for your 8-foot-wide booth, or a 10-foot-wide backdrop if you registered for the booth upgrade. NO exceptions. This also applies to any flooring you plan to have in your booth. Backdrops or flooring wider than your booth will be asked to be removed. (This does not apply to custom booth spaces.)
Pipe and drape will be provided behind booths 410 – 418, 419 – 428, 429 – 438, 601 – 609, 610 – 619 and 620 – 628. Booths along the outer perimeter of the ballroom and those in the foyer areas have the option to purchase 10′ pipe and/or pipe & drape. This allows for personalized signage to be displayed by those who do not have free standing backdrops.
What are the set up and teardown hours?
Set up is 12:00 pm – 7:00 pm on Wednesday, September 3.
Teardown is 4:15 pm – 7:00 pm on Saturday. Early teardown is prohibited. It is disruptive to the program and attendees will stop by until the end. There is an optional teardown from 1:00 pm – 3:00 pm as long as you do not require any materials from Show Management. Teardown must be complete with no boxes or items in aisles/walkways by 3:00 pm. Keep in mind that attendees want to talk to you following the raffle drawing. It is in your best interest to stay. All exhibitors must be torn down and out of the exhibit areas by 7:00 pm on Saturday. Please plan lodging and 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/teardown?
No, as long as the individuals are only present during set up and teardown.
Can additional tables or other furniture be ordered for my booth?
Yes, please contact Show Management at (954) 764-7719 to request more information. See the Exhibitor Kit.
Can I select my own booth location?
All exhibitors 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 karin@dentalmanangers.com or (559) 303-3730 Mon-Fri between 8:00 am and 5:00 pm Pacific time.
If I need a larger space can I purchase an additional booth?
Please contact Karin Bennett at Karin@dentalmanagers.com or (559) 303-3730 Mon-Fri between 8:00 am and 5:00 pm Pacific time for information on adding to or upgrading your booth space.
What color are the table linens provided in our booths?
Table coverings are dark brown. The tablecloth covers the top, sides and front of the table.
How do I ship our materials to the conference location?
See the AADOM Exhibitor Kit. Please note that our AADOM team cannot facilitate interactions with the Kalahari Resort regarding shipping issues. Please utilize our Show Management team for your shipping, electrical and Internet/AV needs as they are the liaison for the resort on behalf of AADOM.
What are the insurance requirements?
Each exhibitor is to have a current Certificate of Liability Insurance (COI). Due to exhibitor requests, we are including liability insurance which meets all of our insurance requirements along with your booth space fee. You will no longer need to go through all the hassles of submitting your own compliant insurance. We hope you appreciate this benefit.
What is the cancellation policy?
See Terms and Conditions here
Now through April 30, 2025: Full refund minus a 10% Admin Fee
May 1 – June 30, 2025 50% refund minus a 10% Admin Fee
After July 1, 2025: NO REFUNDS
This includes COVID-related cancellations.
*Cancellations must be received in writing to the AADOM Registration Headquarters at info@aadomconference.com.
INTERNET / ELECTRICAL / AV
Will there be access to WiFi?
We will have complimentary internet across the resort including the conference meeting space. Exhibitors do not have to pay extra for this. Keep in mind that it is an open network; if you are using the WiFi for anything confidential, you may want to use your own cellular hotspot.
How do I order electricity or AV?
See the AADOM Exhibitor Kit.
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 the Exhibitor Kit for full instructions.
HOTEL INFORMATION ON-SITE
Is the conference in the hotel or in a separate location?
The Conference is being held at the Kalahari Resort in Round Rock, TX. General sessions and meals will take place in the Kilimanjaro Ballroom, with exhibitors and breakout sessions located throughout the Convention Center.
Please note: Our hotel room block at the Kalahari Resort is sold out. Overflow accommodations are available at nearby hotels, The La Quinta Inn & Suites by Wyndham Round Rock, the Element Austin Round Rock, and the Aloft Austin Round Rock located in close proximity to the Kalahari. Please visit our Travel and Lodging page for the most current options for overflow hotels.
Is the Kalahari a cashless resort?
Yes, the Kalahari Resort in Round Rock, TX is a cashless resort. They accept credit and mobile payments (Apple/Google Pay) as well as room charges through your RFID wristband. Should you arrive on property with only cash, they have kiosks to exchange your dollars onto a Mastercard that can be used anywhere Mastercard is accepted. You will still be able to tip in cash if you choose to. For more information click here.
We received this information from the hotel. Please pay close attention to how the wristband process is handled.
“In effort to make things a bit easier for you during your stay, we’re giving you more ways to pay. All guests will now receive blue charging wristbands that will be pre-authorized $200 for all rooms. After presenting the credit card that was used to make your reservation, the front desk will require this $200 authorization (you may use an additional / different card) upon arrival. This allows for convenient room charging throughout the resort, at the waterpark, restaurants, the spa, and all retail areas. There is no need to carry around your credit card. Simply tap the Kalahari Logo on your blue wristband when you’re ready to pay. But remember, you still need Photo ID when purchasing alcoholic beverages. You can use your wristband for charging from the moment you check-in until 11:00 am the day of your departure. Anything unused will be returned in 3-5 business days. When guests charge $150 of their $200 pre-authorized funds, additional funds will be automatically reauthorized. First, the amount for the room charge transaction, then up to $50 per guest for each remaining night of their stay. For more info, please see the front desk.”
Please see the Kalahari FAQs for details: Frequently Asked Questions | Texas | Kalahari Resorts & Conventions
I'm staying at a different hotel will my credit card work at the Kalahari?
Yes, the Kalahari Resort in Round Rock, TX is a cashless resort. They accept credit and mobile payments (Apple/Google Pay). Should you arrive on property with only cash, they have kiosks to exchange your dollars onto a Mastercard that can be used anywhere Mastercard is accepted. You will still be able to tip in cash if you choose to. For more information click here.
Is there valet parking?
Parking is complimentary, unless guests choose to valet:
Overnight Valet Parking: $39.99 + tax
Day Visitor: $24.99 + tax*
Electric Vehicle Charging: $55 + tax
NOTE: Kalahari reserves the right to refuse any vehicles which are oversized, modified, have extended parts attached, have unsecured items, and/or are not suitable to the parking facility.
LEAD RETRIEVAL
Will there be a lead retrieval app available for exhibitors?
Yes, exhibitors may purchase the Lead Retrieval App during registration. See the lead retrieval information tab on the conference site.
Will we have the option to put qualifiers in the Lead Retrieval app?
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 Lead Retrieval app work?
One device per purchased app. Orders prior to August 30: $350 for the first device, $125 for each additional device or $795 for unlimited devices. Orders after August 30 or onsite at the conference: $450 for the first device, $225 for each additional device or $895 for unlimited devices.
SPONSORED BREAKOUT SESSIONS
Equipment for Sponsored Breakout Sessions (Educational Sponsors Only)
What equipment is included in our Industry Update educational 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. Please note that your laptop will need a HDMI connection. If you don’t have one, please have your adapter handy.
Plan to arrive in your room 30 minutes ahead so the AV team can assist with the setup of your equipment and test your presentation.
If you are using a PowerPoint, use the 16:9 format for your presentation.
RAFFLE PRIZES
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.
Attendees will be provided an Exhibitor Passport/list of all exhibitors that they will be bringing to you to sign as they network with you. This passport becomes the attendees’ entry in the prize drawing held on Saturday.
The purpose of the passport is to direct traffic to your booth. We recommend that you do not sign multiple passports for a single person. Those who do not personally come to your booth should not receive sign off. Having a prize on display at your booth increases booth traffic. Should you offer a separate opportunity drawing at your booth, those winners will not be announced from the stage during the main prize drawing and should be posted at your booth.
Exhibitors should line up to the right of the stage by 3:30 pm on Saturday with their item. Prize winners will be drawn from the stage by AADOM staff from those passports who meet exhibitor roundup requirements. Exhibitors will come on stage, introduce themselves and their company, say what their item is and be photographed with the winner.
If your prize is not travel friendly, make a photo poster of the item to display at your booth and ship the actual item directly to the winner.
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.
SPONSORSHIP OPPORTUNITIES
Does AADOM offer other sponsorship opportunities?
Yes, please see Conference Sponsorship and our Media Kit.