The exhibit hall is a significant component of the AADSM 21st Annual Meeting, on Thursday, June 7 through Saturday, June 9, at the Sheraton Boston Hotel, in Boston, Mass. Attendees will have the opportunity to connect with leading companies and organizations within the field. The AADSM encourages you to take advantage of the advanced application deadline. Companies that submit their applications by January 11, 2012 will pay a reduced booth rental fee.
By participating as an exhibitor at the AADSM 21st Annual Meeting, the following opportunities will be available:
Register to exhibit at the AADSM 21st Annual Meeting by completing the Application for Exhibit Space, coming soon, and submitting them to Kathy Lovato, Meeting Planner via mail or fax to:
Confirmation of receipt of the exhibitor application will be provided within approximately five business days. Notification of whether or not your application is accepted will be emailed by February 29, 2012.
Submit your application by January 11, 2012, to save significantly on your booth rental.
8' x 10' Exhibit Booth On or Before January 11, 2012 - $1,350 After January 11, 2012 - $1,500
Services with exhibit booth rental include:
Payment for your first choice booth location must be received in full at the time of application. Payment may be made by: Visa, MasterCard, American Express, or by a check drawn on a US bank in US funds, made payable to AADSM.
Booth assignments are based upon contributions your company has made to the AADSM. Priority will be given to those companies who are Platinum, Gold or Silver Sponsors as well as those who have exhibited and advertised with the AADSM in 2011. To benefit, please send your application for exhibit space with payment by January 31, 2012. The AADSM will make every effort to accommodate your preferred location. Notice of whether or not your application is accepted and your space assignment will be emailed by February 29, 2012. A waiting list will be maintained for those vendors applying after the hall has been filled to capacity. AADSM management will monitor the status of the exhibit hall through June 3, 2012 to determine whether or not exhibit booth space becomes available. After January 31, 2012 if booth space is available, submitted applications will require review and approval prior to assignment of booth space. Applications will not be accepted after May 30, 2012.
All aspects of the AADSM exhibit hall are designed for 8’x10’ booths. The size of the exhibit hall limits the number of booths. The set-up time for the event is limited to three hours. Support from Freeman Decorating, the official contractor for this meeting, is based on the requirements for an exhibit hall of 8’x10’ booths. Based on these factors, the AADSM limits each exhibiting company to a maximum of two 8’x10’ booths.
Payment for the maximum number of booths requested will be processed upon receipt of the application; the processing of this payment in no way constitutes the acceptance of the application or ability to accommodate the maximum number of booths requested.
All refunds due based on actual booth assignment will be processed and returned following the final acceptance of the exhibit application and booth assignment notification letter.
The AADSM reserves the right to reject an application, refuse rental of display space, cancel booth space after an application is approved, or curtail or close exhibits or parts of exhibits at any time prior to or during the AADSM 21st Annual Meeting. The enforcement of this right is at the sole and absolute discretion of AADSM management.
All notices of cancellation must be received in writing. The date of receipt of such notice will be used as the official cancellation/reduction date. Notices received prior to May 10, 2012, will incur a penalty equal to 20% of the total contracted space costs. Refunds will not be given for cancellations/reductions received after May 10, 2012.
Move-in will take place Wednesday, June 6, 2012 from 1:30pm until 4:30pm. Set-up of exhibits must be completed on Wednesday, June 6, 2012 during the stated move-in times.
Move-out may not begin before 3:45pm on Saturday, June 9, 2012. Move-outs must be completed by 7:00pm on Saturday, June 9, 2012. Move-in/move-out times are subject to change. Any exhibitor who does not comply with these times jeopardizes participation at future AADSM meetings.
For those exhibiting at the SLEEP 2012 meeting, Freeman Decorating will arrange to have your booth displays and materials transported to the SLEEP Exhibit Hall on Sunday, June 10, 2012. Exhibitors will be allowed to set up their displays for SLEEP 2012 on Sunday, June 10, 2012. Exhibitors will be responsible for the drayage costs associated with moving their displays into Exhibit Halls C & D at the Hynes Convention Center. Additional information about arranging your drayage will be available in the Exhibit Services Kit provided by Freeman Decorating in late March.
Wednesday, June 6, 2012 1:30pm - 4:30pm
The deadline to register company personnel is May 30, 2012.
Exhibit hall only registrations do not allow individuals access to the general sessions. If exhibitors would like to attend the general sessions, they must register for the full meeting badge. Additional fees are required to attend the educational courses offered on Thursday, June 7, 2012. For more information regarding booth personnel registration, download the Exhibitor Registration Form.
Booth personnel are permitted access to the exhibit hall one hour before and thirty minutes after the official exhibit hours. An exhibit badge is required for entrance. Admittance during move-in or moveout times is limited to those individuals employed by the exhibiting company or directly responsible for installation/ dismantling.
All hotel reservations must be made through the AADSM Housing Bureau. Further information will be sent with the booth assignment notification letter and will be available on the AADSM website in early January 2012.
Blocks of 10 or more rooms will not be permitted at the Sheraton Boston, the headquarter hotel. In order to receive approval, submit the housing request form on page 21 to the AADSM Meeting Department via fax to (630) 737-9789 or via email to Kathy Lovato at klovato@aasmnet.org. The Meeting Department will begin accepting housing request forms on February 1, 2012. Allow approximately one week for requests to be reviewed. The deadline to submit housing requests is April 25, 2012.
Each exhibiting company is entitled to one 50-word description of company products and/or services for print in the AADSM 21st Annual Meeting Final Program. Word limitations for the descriptions will be enforced. Descriptions longer than the allowable limit will be edited by the AADSM without approval from the exhibiting company. The company name, city, state/province, country and toll-free number and website will automatically be printed in the program and are not included in the 50-word count. The description should be provided on the Application for Exhibit Space or via email to Kathy Lovato, Meeting Planner, at klovato@aasmnet.org by no later than Monday, March 26, 2012. Company descriptions that are received after this date will not be included in the Final Program.
Exhibiting companies will be allowed to purchase pre- and post- meeting mailing lists at the discounted rate of $300 per set. Mailing lists are provided in label format. An electronic version may be provided to an established bonded thirdparty mail house. A rental agreement along with a proof of the mailing piece must be submitted and approved by AADSM management before the labels or electronic mailing list will be provided. Please allow approximately one business week to process the request. Use of the AADSM logo is prohibited unless prior authorization has been received. Postmeeting mailing lists are available for purchase until July 29, 2012. Companies are permitted to purchase one post-meeting mailing list. For more information, contact the AADSM Meeting Department at (630) 737-9705.