Making a List and Checking it Twice!
Take a moment to review our Exhibitor Pre-Conference checklist to make sure you're ready for #AADOM26!
EXHIBITOR PRE-CONFERENCE CHECKLIST
Please read over each item and feel free to contact us with any questions that might arise.
For questions related to registration, please contact the AADOM Events Team at meetings@dentalmanagers.com or call (732) 842-9977, ext 2.
For details on event sponsorship and marketing opportunities, please email Karin Wilson at Karin@dentalmanagers.com.
Should you have questions related to Exhibit Hall needs, please contact Show Management Convention Services at (954) 764-7642 or customerservice.ypi@informa.com between 8:30 am and 5:00 pm Eastern.
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Do you have enough #AADOM26 conference exposure? Visit the AADOM sponsorship page to learn more.
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If you have any questions about your booth number, registering Booth Staff, ordering LeadCapture Licenses, or any other items within your online account, or have difficulty accessing your online registration account, please contact the AADOM Events Team at meetings@dentalmanagers.com or (732) 842.9977, ext 2.
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It is very important that you plan accordingly. Pipe and drape will define each booth space, and all exhibitors must remain within their assigned area. We will not allow any materials, displays, or flooring to extend beyond the designated booth footprint – no exceptions.
Please be aware that nothing can visibly block or obstruct doorways, walkways, fire extinguishers, fire alarm pull stations, fire alarm audio/visual devices, fire department hose connections, or any other safety systems.
For those bringing in booth materials by car: When you arrive, ask the parking attendants at the main entrance where to park to unload for the conference. They can direct you to the best spot to unload.
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The Exhibitor Registration desk opens at 10:00 AM on Wednesday. One representative is responsible for checking in at the Exhibitor Registration desk to pick up your exhibitor packet and name badges. Exhibitor setup is from 12:00 PM – 7:00 PM.
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- Included in each 8’ x 10’ or 10’ x 10’ booths will be 1 (one) 6’ skirted table and 2
chairs. - Included in each 10’ x 16’ booths will be 2 (two) 6’ skirted tables and 4 chairs.
- Included in each 10’ x 20’ booths will be 2 (two) 6’ skirted tables and 4 chairs.
- Included in each 8’ x 10’ or 10’ x 10’ booths will be 1 (one) 6’ skirted table and 2
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For all exhibitor questions/assistance, see the AADOM team at the Exhibitor Registration desk. An on-site Exhibitor Liaison will be on hand for you throughout the conference.
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IMPORTANT: There will be a brief meeting with all exhibitors on Wednesday at 5:00 pm for an overview of the conference. Please have at least one booth representative in attendance.
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As a courtesy, breakfast and lunch will be provided for all registered exhibitor booth representatives Thursday, Friday and Saturday. Name badges are required for all meals. Exhibitors may eat right before or right after attendees’ meals (see agenda).
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Review your Exhibitor Show Kit. Please take the time to review your Exhibitor Show Kit and all of the other Exhibitor Information on the AADOM Conference website.
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If you choose not to use our Exhibitor Services contractor and instead ship your items directly to the hotel business center, you will be responsible for handling those materials on your own. Please note that the hotel business center is not able to load, lift, transport, or move items to or from your booth space. We kindly ask that Show Management staff are not requested to assist with these tasks, as they are not able to provide this support. For a smooth and efficient experience for all exhibitors, we recommend utilizing the available services provided by the official contractor.
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We will have complimentary internet across the resort, including the Exhibit Hall. 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.
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There is to be no selling in the attendee table area; do not leave promotional literature on attendee tables.
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We recommend you do not leave booth display items, giveaways, or valuables overnight on tables, visible in booth or even under tables with tablecloths. AADOM is not responsible for any missing items.
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Please be at your booth during all attendee meal and Exhibitor Adventure times (see agenda). An authorized representative, with name badge, must be in your booth at all times during Exhibitor Adventure for networking with attendees. Failure to do so may jeopardize future participation at our conference.
Attendees are provided with an Exhibitor Adventure Passport (list of all exhibitors) that they will bring to you to sign as they network with you. This passport becomes the attendees’ entry in the prize drawing held on Saturday. Attendees must obtain 60% or more of exhibitor stamp/signatures and turn in their passports by 12:45 pm on Saturday to be eligible for the prize drawing. We recommend that you do not sign more than one passport per person as the purpose of the passport is to direct traffic to your booth.
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Breakout sessions are for registered conference attendees only. Exhibitors are not permitted to attend courses. However, all are welcome to attend all Opening & Closing Sessions in the Sapphire Falls Grand Caribbean Ballroom. If you are an Educational level exhibitor presenting an educational course, your company representatives are welcome to attend and assist in your session.
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Do you have questions? Visit our Frequently Asked Questions page – 95% of the answers to your questions can be found there.
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There is a contest for Best Booth, Best Dressed and Best Booth Giveaway. Awards will be presented on Saturday just prior to the raffle prize drawing.
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All Booth Staff will be registered within the Exhibitor Portal. Once the Booth Admin is signed in to the Portal, click “Tasks” and the left hand side and click “Share Registration Link with Onsite Team” and follow the instructions. We strongly recommend selecting “Share Sign-Up Link” and sending the link directly to your Booth Staff so they can complete their own registration – as they will need to share an emergency contact, dietary restrictions, and other personal information
If you are the tradeshow contact and you will be attending the conference, you must also register yourself as Booth Staff. You will need to use a unique email address that is different from the one used to register your company’s booth.
Educational-level exhibitors are responsible for ensuring their Sponsored Speakers register themselves for the event. Within the Exhibitor Portal, you will be able to share the “Sponsored Speaker” registration URL directly with your speaker. Speakers may register as a “Sponsored Speaker,” which includes access to general sessions, evening events, and meals, but does not include access to breakout sessions or CE credits. They will also have the option to upgrade to the “Sponsored Speaker Event Attendee”* registration type, which provides full access to the AADOM Conference experience, including breakout sessions and the opportunity to earn CE credits. Because of these upgrade options, we recommend that speakers complete their own registration. * This option is for speakers who are dental practice administrators or dental practice consultants only.
Lost badge replacement fee: $50.
Should you experience any technical difficulty registering your booth staff, contact the AADOM Events Team at meetings@dentalmanagers.com or 732-842-9977, ext 2.
- Exhibitor level includes 2 complimentary Booth Staff registrations.
- Tribe level includes 3 complimentary Booth Staff registrations.
- Educational level includes 4 complimentary registrations: 3 Booth Staff & 1 Sponsored Speaker registrations.
Additional representative registration is $500 each.