You Have Questions, We Have the Answers

Business Casual attire is recommended.

Approximately 173.

We are anticipating over 1,200 Practice Administrators in Texas this year.

Yes, actually from all over the world!

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.

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.

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.

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).

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.

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.

Exhibitors Agenda on the Exhibitor Information page

Exhibitor Sessions

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.

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.

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.

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

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

Yes, please contact Show Management at (954) 764-7719 to request more information. See the Exhibitor Kit. 

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.

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.

Table coverings are dark brown. The tablecloth covers the top, sides and front of the table.

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.

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.

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.

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.

See the AADOM Exhibitor Kit.

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.

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.

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.

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.

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.

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

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

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.

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.

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.

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.

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

Yes, please see Conference Sponsorship and our Media Kit.