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 2009 exhibitors prospectus and application for additional information.
Contents
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 10th: 9:00 am to 6:00 pm
- Wednesday, November 11th: 7:00 am to 6:00 pm
All setup must be completed by 8:00 am on Thursday, November 12th.
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 12 and 13, 2009, and from at least 8:00 am to 12:00
pm on Saturday, November 14, 2009. For those who have requested them
in advance, tables are available for exhibit on Wednesday, November
11, 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 12 and 13, 2009, and from at least 8:00 am to
12:00 pm on Saturday, November 14. 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 11th, and your setup must be complete by 8:00 am on Thursday, November 12th.
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: Rosen
Shingle Creek
AEA Conference
Your Name & Company Name
Your Arrival Date
9939 Universal Boulevard
Orlando Fl 32819
Exhibitors shipping materials to and/or from the Rosen Shingle Creek will be charged a fee from the Hotel. The fee is to be paid at the time the shipment is picked up or shipped out, either by credit card or via a charge to your room if you are staying at the Rosen Shingle Creek.
Current fees (subject to change):
Receiving Fees (charged for all incoming packages)
-
$.70 per lb per Box/Package
-
$.70 per lb per Pallet (up to 400 lb max charged)
Shipping Fees (charged for all pre-labeled
outgoing packages)
Please Note:
non labeled packages charged at rate applicable to weight, size of box,
delivery zip code and method of shipping
-
$10.00 per Box/Package
-
$15.00 Plastic Container
-
$100.00 per Pallet
Storage Fees (charged if Hotel stores package for 5 days or more)
-
$5.00 per Box/Package per day
-
$50.00 per Pallet per day
Fees are subject to change, please call 1-407-996-9939 and ask for the Hotel’s Guest Package Room to confirm rates. When you are ready to set up, please go to the front desk or the bell stand and they will direct you to the Guest Package Room on level 1. There they assist you with making payment and delivery of your package(s) to your table or room if needed.
If you need to ship materials back to your company, please go to the Guest Package Room. They have packing supplies and shipping materials for sale. They are open 7 days a week from 7am to 8pm (daily hours are subject to change). The Hotel also has a Business Center within the property, they are open Monday through Friday 7am to 7pm and Saturday and Sunday 9am to 5pm.
Neither the American Evaluation Association (AEA) nor the Rosen Shingle Creek are liable for damages or losses incurred during shipment.
Come early and spend the week to explore this fun-filled destination.
AEA’s special "conference room rates" are available beginning on Friday, November 6th, 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 Rosen Shingle Creek 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