You Have Questions, We Have the Answers
Consult our FAQs below.
2023 AADOM Conference Exhibitor Information
What is appropriate attire for the conference?
Business Casual attire is recommended.
How many other exhibitors will there be?
What is the expected attendance?
We are anticipating 1100 Practice Administrators in Orlando 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 August 11, 2023 through your online conference account with your email and reference number from your confirmation letter. Should you need your reference number, contact firstname.lastname@example.org. Should you need technical assistance in registering your booth representatives, contact Registration Services: email@example.com (888) 570-0899.
Exhibitor level includes 2 complimentary passes.
Tribe level includes 3 complimentary passes.
Educational level includes 4 complimentary passes.
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 August 11, 2023 with your email and reference number from your registration confirmation.
Should you need a copy of your registration confirmation, contact firstname.lastname@example.org
Should you need technical assistance contact Registration Services: email@example.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?
Exhibitors Agenda on the Exhibitor Information page
What are the Exhibitor Sessions?
What is included in our booth?
Each eight-foot exhibit space will have one (1) 6′ draped table and two (2) chairs. See the conference sponsorship page for what is included with your registration.
What are the set up and teardown hours?
Set up is 12:00 pm – 7:00 pm on Wednesday, September 6.
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. For exhibitors in the hallways outside of the main ballroom, there is an optional teardown from 1:00 pm – 3:00 pm (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.
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 firstname.lastname@example.org 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 white with black skirting.
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 Loews Sapphire Falls 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 now 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 new benefit.
What is the cancellation policy?
See Terms and Conditions here
Now through April 30, 2023: Full refund minus a 10% Admin Fee
May 1 – June 30, 2023: 50% refund minus a 10% Admin Fee
After July 1, 2023: NO REFUNDS
This includes COVID-related cancellations.
*Cancellations must be received in writing to the AADOM Registration Headquarters at email@example.com.
INTERNET / ELECTRICAL / AV
How do I order electricity, internet 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 our exhibitor kit for full instructions.
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. $350 for the first device, $125 for each additional device.
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 VGA or 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.
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. Bring your giveaway with you or have it delivered to your booth and we will call you up during the prize giveaway portion of the program to hand to the lucky winner, who will be pulled by AADOM staff from qualifying passports. 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.
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.
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 be included in the conference mobile app?
Full Screen ad and Banner ad options are available for your company to maximize exposure at #AADOM23. Conference attendees will have everything they need at their fingertips in our new app! All ad payments and final ad content is due by July 1, 2023. Learn more about conference marketing options here.
For additional information contact Karin Bennett: Karin@dentalmanagers.com