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 2008 exhibitors prospectus and application for additional information.
Contents
Exhibitors at Evaluation 2008 are responsible for ensuring compliance with all applicable vendor state and city laws. Exhibitors sales at Evaluation 2008 must include sales tax and have filed event sales tax applications for both Denver and Colorado. It is the sole responsibility of the exhibitor to make sure ALL required forms are filled out, submitted and processed in time for the event! Please refer to the State and City websites for more information on current tax rates, guidelines, the application process and fees.
Colorado Tax Information
Denver Tax Information
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 each be given an exhibitor name badge and one conference program per firm. Check-in times are:
-
Tuesday, November 4th: 9:00 am to 6:00 pm
-
Wednesday, November 5th: 7:00 am to 6:00 pm
All setup must be completed by 8:00 am on Thursday, November 6.
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 6 and 7, 2008, and from at least 8:00 am to 12:00
pm on Saturday, November 8, 2008. For those who have requested them
in advance, tables are available for exhibit on Wednesday, November
5, as well. There is no
extra fee for exhibiting on Wednesday.
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 6 and 7, 2008, and from at least 8:00 am to
12:00 pm on Saturday, November 8. A
representative/staff member from the university is responsible for
setup and for checking the table periodically and keeping all
displayed materials organized during the exhibit hours.
After check in you will be directed to your exhibit table(s). Exhibitors may not set up before 7am on Wednesday, November 5th, and your setup must be complete by 8:00am on Thursday, November 6th.
ALL Exhibitors must limit their materials to table-top displays only. No free-standing displays are permitted.
You may ship materials needed for your exhibit to:
c/o: Hyatt
Regency Denver
AEA Conference
Your Name & Company Name
Your Arrival Date
650 15th Street
Denver,
CO
80202
Exhibitors shipping materials to the Hyatt Regency Denver 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 Hyatt. 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):
- $10.00 per Box/Package
- $200.00 per Self-Contained Pallets
Fees are subject to change, please call 1-303-436-1234 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.
If you need to ship materials back to your
company, the
Hotel has a FedEx/Kinko’s
If you have a large shipment such as a self-contained
pallet. The Hotel's bell desk can ship for
you through their shipping and receiving dept via UPS and DHL only. They
charge handling fees of $10.00 per box/package and
$200.00 per self-contained pallets. They can provide
the shipping forms to you.
Neither the American Evaluation Association (AEA) nor the Hyatt Regency Denver are liable for damages or losses incurred during shipment.
Come early and spend the week in Denver to explore and discover this vibrant mile high city.
AEA’s special "conference room rates" are available beginning on Friday, October 31, at most hotels based on space availability. Please visit our Travel and Hotel webpage to review hotel options and to make reservations. Contracted rooms will be filled on a first-come first-serve basis. We recommend making your reservations online if at all possible so that you have an immediate printable record of your reservation.
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 Hyatt Regency Denver maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.
- Confirm that all items shipped for your exhibit have arrived at the hotel
- Review the conference program and familiarize yourself with the agenda
- Showcase and emphasize your products and/or services related 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 exhibit space unattended. If you leave for breaks, have another staff member (if available) fill in for you
- 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 product or services for conference attendees to encourage sales