2007 Exhibitor Guide

Exhibitors provide a vital service in helping conference attendees learn about evaluation-related products and services and we value your participation.

This exhibit guide will give you detailed information and valuable tips that will help you to prepare to Exhibit at this year’s conference. AEA wants to make sure your experience is a successful one.  Please refer to the 2007 exhibitors prospectus for additional information. Download the exhibitor prospectus and application as a pdf
     

Check-In
Exhibit Hours
Set-Up
Shipping
Travel
Security

Tips
 

Check-In

Exhibitor check-in will be held at the AEA registration desk. Although our registration area will be staffed with wonderful student volunteers, please ask for Heidi Nye to assist you with your check-in. Registered staff will be given an exhibitor name badge and a conference program. Check-in times are:

Tuesday, November 6th  ----  from 9:00 am to 6:00 pm
Wednesday, November 7th  ---- from 7:00 am to 6:00 pm
 

PLEASE NOTE: if you have requested to exhibit on Wednesday, November 7th, please make sure you check-in on  Tuesday, November 6th
 

Exhibit Hours

TRADITIONAL Exhibitors --- Exhibit tables need to be staffed by a person or persons from the exhibiting organization or business during the hours of 8:00 am to 5:00 pm on Thursday and Friday, November 8 and 9, 2007, and from at least 8:00 am to 12:00 pm on Saturday, November 10, 2007. For those who have requested them in advance, tables are available for exhibit on Wednesday, November 7, as well. There is no extra fee for exhibiting on Wednesday.

Wednesday, November 7th  (setup begins at 7:00 am)
Thursday, November 8th  (setup begins at 7:00 am must be completed by 8:00am)
  
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UNIVERSITY Exhibitors --- University Exhibit tables are NOT staffed  but will be open during the hours of 8:00 am to 5:00 pm on Thursday and Friday, November 8 and 9, 2007, and from at least 8:00 am to 12:00 pm on Saturday, November 10, 2007.  A representative/staff member from the university is responsible for setup during the time indicated below and also for checking the table periodically and keeping all displayed materials organized during the exhibit times indicated.

Thursday, November 8th ---- setup begins at 7:00 am (must be completed by 8:00am)

Set-Up

After check-in you will be directed to your exhibit table(s). Exhibitors cannot set-up before Wednesday, November 7th, which begins at 7am and your setup must be COMPLETE by 8:00am on Thursday, November 8th.  

ALL Exhibitors must limit their materials to table-top displays only.  No free-standing displays are permitted.
 

Shipping

You may ship materials needed for your exhibit to:
 

c/o: Sheraton Baltimore City Center Hotel
        Racquel Gower, Convention Service Manager
        AEA Conference
        Your Name & Company Name
        Your Arrival Date
        101 West Fayette Street
        Baltimore, MD 21201

EXTREMELY IMPORTANT that your packages are labeled in this format

Exhibitors shipping materials to the Sheraton Baltimore will be charged a handling fee from the Hotel. The fee is to be paid at the time the shipment is picked up, either by credit card or via a charge to your room if you are staying at the Sheraton. Packages will be accepted no more than 3 business days (October 31st) prior to the event. Current fees are:

Current receiving/handling fees (subject to change):

• Box under 10 lbs --- $5.00 per box
• Box over 10 lbs --- $7.00 per box
• Box over 20 lbs ---  $10.00 per box
• Self-Contained Pallets --- $100.00 per pallet

Fees are subject to change, please call 1-410-752-1100 and ask for the Hotel’s shipping & receiving department to confirm rates.

When you are ready to set up, please go to the front desk or the bell stand and they will assist you with making payment and delivery of your package(s) to your table or room. 

Neither the American Evaluation Association (AEA) nor the Sheraton Baltimore City Center Hotel are liable for damages or losses incurred during shipment.

Travel

Come early and spend the week. See the sites in Baltimore or rent a car or take the train and explore Washington, DC, less than an hour away.

AEA’s special "conference room rates" are available beginning on Friday, November 2, at most hotels based on space availability. All reservations should be made through the "AEA Housing Bureau" run by our partners at the Baltimore Convention and Visitors Association in order to take advantage of the significantly discounted conference rates. You cannot get the conference rates by contacting the hotels directly.  We recommend making your reservations online if at all possible so that you have an immediate printable record of your reservation.

Please visit our Travel, Hotels, Baltimore webpage to review hotel options and to access the AEA Housing Bureau to make reservations. 

Security

Special security is NOT provided for the exhibit area and it is the Exhibitor’s responsibility to remove all materials, or accept full responsibility for materials that have been left, when the table is not staffed. The Exhibitor  understands that neither The American Evaluation Association (AEA) nor the Sheraton Baltimore City Center Hotel maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor  to obtain such insurance.

Tips

• Confirm that all items shipped for your exhibit have arrived at the hotel
• Review the conference program and familiarize yourself with the agenda
• Showcases and emphasize your products and/or services relation to the field of evaluation
• Make sure you have appropriate signage for your table
• Rotate staff during sessions so you have appropriate coverage during breaks when foot traffic is at its highest
• Do not to leave the booth unattended. If you leave for breaks, have another staff member (if available)
  fill in for you. REMEMBER...special security is NOT provided for the exhibit area and it is the Exhibitor’s responsibility to remove all materials, or accept full responsibility for materials that have been left, when the table is not staffed.
• Keep your exhibit table/area neat and presentable
• Consider giving away a small item with your name and/or logo on it (pens, lanyards, etc.)
• Offer a discount on your services for conference attendees to encourage sales