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 2011 exhibitors prospectus and application for additional information.
Contents
We do NOT issue booth numbers or pre-assign table locations. Exhibit staff will be directed to their location upon 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 each be given an exhibitor name badge and one conference program per firm. Check-in times are:
- Tuesday, November 1, 2011: 9:00 am to 5:00 pm
- Wednesday, November 2, 2011: 7:00 am to 6:00 pm
All setup must be completed by 8:00 am on Thursday, November 3, 2011.
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 3 and 4, 2011, and from at least 8:00 am to 12:00
pm on Saturday, November 5, 2011. For those who have requested them
in advance (on the application), tables are available for
exhibit on Wednesday, November 2, 2011 from 9:00 am to 5:00 pm. 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 3 and 4, 2011, and from at least 8:00 am to
12:00 pm on Saturday, November 5, 2011. 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; however,
there are no chairs or space for exhibit staff at the university
tables.
After check in you will be directed to your exhibit table(s). Exhibitors may not set up before 7:00 am on Wednesday, November 2nd, 2011 and your set up must be complete by 8:00 am on Thursday, November 3rd, 2011.
ALL Exhibitors must limit their materials to table-top displays only. No free-standing displays are permitted. These are not 10x10 booths and there is not space for projection, signs, etc. extending beyond the table top.
You may ship materials needed for your exhibit to:
c/o: Hilton
Anaheim
AEA Conference
Your Name & Company Name
Your Arrival Date
777 Convention Way
Anaheim, CA 92802
Exhibitors shipping materials to and/or from the Hilton Anaheim will be charged a fee from the Hotel's Business center, the UPS Store®. 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 Hilton Anaheim.
When you are ready to set up, please go to the UPS Store® on the lobby level and they will assist you with making payment and delivery of your package(s) to your table or room. If it is after the UPS Store® hours of operations, please go to the Hotel's bell desk. If you need to ship materials back to your company, please do so directly through the UPS Store®. They have packing supplies and shipping materials for sale.
UPS Store®
Hours
Monday - Friday: 7:00 am to 7:00 pm
Saturday - Sunday: 9:00 am to 5:00 pm
Current fees (Fees are subject to change, please call 1-714-750-4321 and ask for the UPS Store® to confirm current rates.
Receiving Fees (charged for all incoming packages/based on weight)
-
$5.00 - 1lb to 9lbs
-
$10.00 - every 10lbs
-
$150.00 - Pallet
Neither the American Evaluation Association (AEA) nor the Hilton Anaheim are liable for damages or losses incurred during shipment.
NEW! AEA is offering a great opportunity for you to increase foot traffic to your exhibit table through our new raffle program.
Consider taking advantage by offering a giveaway that promotes your products and/or services. Each participating exhibitor will provide their own raffle forms at their table (ex: business cards/bowl), hold their own drawing on Saturday, November 5, 2011 by 12pm, and will be responsible for contacting the winner directly.
If you have registered as an exhibitor and wish to participate, please send Heidi Nye, exhibits coordinator, an email at heidi@eval.org with the name of the item to be raffled, a very brief description, and its approximate value and we will advertise it next to your company's profile under "2011 Confirmed Exhibitors" at http://www.eval.org/eval2011/11exhibitors.htm. The deadline to participate in this program is September 30, 2011.
If you will require power and/or internet to your exhibit table, please return the appropriate service order form (below) along with completed credit card authorization to Hilton Anaheim as noted on the instructions. Orders are handled through the Hilton and your organization, not through AEA.
Internet Service
Order Form
Come early and spend the week to explore this unique city! AEA’s special discounted room rates will be available beginning on Friday, October 28th, 2011 based on space availability. Exhibitors and Sponsors may enjoy the conference rate at the Hilton Anaheim located at 777 Convention Way, Anaheim, California. The discounted AEA conference rate is $199.00US per night single/double. Instructions as to how to secure your discounted room rate are posted at http://www.eval.org/eval2011/11hotels.htm. Room blocks will will be filled on a first-come, first-served basis and we anticipate all of the discounted rooms to fill well in advance of the conference.
Special security is NOT provided for the exhibit area and it is the Exhibitor’s responsibility to remove all materials when the exhibit table is not staffed. Exhibitor assumes responsibility and agrees to indemnify and defend the American Evaluation Association and the Hilton Anaheim and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises.
The Exhibitor understands that neither The American Evaluation Association nor the Hilton Anaheim 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 small items 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