EVALUATION 2012 EXHIBITORS 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 2012 exhibitors prospectus and application for additional information.
Contents
Evaluation 2012 will be held at the Hilton Minneapolis located at 1001 Marquette Avenue South, Minneapolis, Minnesota and the Minneapolis Convention Center located at 1301 Second Avenue South Minneapolis, Minnesota. All conference sessions on Thursday, Friday, and Saturday will be held at the Convention Center and exhibit tables will be displayed at the Convention Center. Please note, we do NOT issue booth numbers or pre-assign table locations.
Exhibit Hours
Traditional Exhibitors:
Exhibit tables need to be staffed by a
person or persons (up to 2) from the exhibiting organization or business
during the hours of 8:00 am to 5:00 pm on Thursday and Friday,
October 25 and 26, 2012, and from at least 8:00 am to 12:00 pm on
Saturday, October 27, 2012. Tables are NOT available
this year for
exhibit on Wednesday, October 24, 2012.
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, October 25 and 26, 2012, and from at least 8:00 am to
12:00 pm on Saturday, October 27, 2012. 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.
Exhibitor check-in
will be held at the AEA registration desk,
on Wednesday October 24, 2012
in the
Hilton Minneapolis and on
Thursday October 25, 2012 at the
Minneapolis Convention Center
where the exhibit tables
We do NOT issue booth numbers or pre-assign table locations. After you
check-in we will show you where the exhibit tables are located at the
Minneapolis Convention Center and a sign with your firms name will be
located on the top of your reserved table(s). will be located.
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 (up to 2) will each be given an exhibitor name badge and one conference
program per firm. Check-in times are:
- Wednesday, October 24, 2012: 7:00 am to 6:00 pm (at the Hilton Minneapolis)
- Thursday, October 25, 2012: 6:00 am to 9:00 am (at the Minneapolis Convention Center)
Exhibitors may not set up before 6:00 am on Thursday, October 25, 2012 and we ask that setup be completed by 9:00 am. If you have shipped materials to the the Minneapolis Convention Center, please got to the MCC shipping & receiving department, they are staffed from 6:00am to 5:00pm and can arrange delivery to your table.
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.
Exhibitors may ship materials
to the Minneapolis Convention Center (MCC). Shipments are
subject to the fees noted below and are subject to change. The MCC
will charge a storage fee if your shipment is not
picked up on the day it arrives. The MCC shipping & receiving
department will deliver packages to your Exhibit table at no charge (one
trip only) if 100lbs and under, if packages total over 100lbs a $25 per trip
fee will be incurred.
There will be a convention center staff member
from the MCC shipping
& receiving department on the exhibit floor on Thursday morning at 6am to
assist with the delivery of your packages to your exhibit table.
For smaller shipments, may we suggest shipping them directly to your Hotel as it may be less expensive. Please confirm rates and shipping details directly with your Hotel. You will be responsible for transport of your shipment to your exhibit table
Outbound shipping can only be arranged with the FedEx Office (612-339-0616) in the MCC. They are located on level one by Room 101A. Their hours are Monday through Friday from 8:00 am-5:00 pm and on Saturday and Sunday from 8:00 am-4:00 pm.
You may ship materials needed for
your exhibit to:
Minneapolis Convention Center
c/o: AEA Conference
Your Name, Company Name, Arrival Date
1301 Second Avenue South, Dock A
Minneapolis, Minnesota 55403-2781
MCC Current Fees (fees are
subject to change)
Receiving
$50.00 - up to 100lbs
Delivery Fees (to one location)
Free - up to 100lbs
$25.00 - over 100lbs
Storage Fees (charged if not picked up on day
package(s) arrive)
$25.00 per night
Neither the American Evaluation Association (AEA) nor
the Minneapolis Convention Center are liable for
damages or losses incurred during shipment.
The City of Minneapolis (or its officials, agents or employees) will not be held
liable for any loss, damage or injury to property of any kind that is shipped or
otherwise delivered to the MCC facility, even if the MCC is providing freight
handling.
As per the Minnesota Department of Revenue exhibitors must be registered to collect the Minnesota general sales tax and any applicable local taxes BEFORE the event begins. Please visit the Minnesota Department of Revenue website Selling Event Exhibitors and Operators fact sheet for detailed information.
You may register for a Minnesota Tax ID number online at https://www.mndor.state.mn.us/tp/webreg.html or by calling 1-651-282-5225 or toll-free 1-800-657-3605. If you apply online you will receive a confirmation email with your MN tax ID within minutes!
PLEASE NOTE: Under Minnesota State Law, AEA is required to obtain from each vendor proof that the seller (exhibitor) has registered for a Minnesota Tax ID number (copy of registration confirmation page) OR a letter stating (on letterhead as a word document) that items offered for sale are NOT subject to Sales Tax. Prior to the event you MUST send a copy of your Minnesota Tax ID confirmation form that will be sent to you by the Minnesota Department of Revenue (see above) OR letter that you are exempt to the AEA office via email to heidi@eval.org OR via fax to 1-508-748-3158. We MUST have a copy of your registration form or letter on or before Monday, September 24, 2012 or you will not be permitted to exhibit onsite.
AEA is offering a great opportunity for you to increase foot traffic to your exhibit table through our "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, October 27, 2012 by 12pm (cst), 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 "2012 Confirmed Exhibitors" at http://www.eval.org/eval2012/12exhibitors.htm. The deadline to participate in this program is September 21, 2012.
If you require electricity to your table, orders will be handled through AEA. If you require any other AV such as computers, internet, etc, orders will be handled through the contracted AV provided, BMS Computer and AV Rentals and your organization, not through AEA.
The deadline to order AV is Wednesday, October 17th 2012!
Electric (AEA):
The cost is $100 per outlet (one plug)
for the full show (3 days). Exhibitors can also purchase extension
cords at $38 per 25 foot extension cord (the
outlet will be brought to your exhibit table, but if you need an extension
from there, it would need to be ordered) and/or $38 per Power
Strip with surge protection which has 5 outlets and a 4 foot cord. The
extension cord or power strip becomes the property of the exhibitor after
the event.
All Other AV (BMS):
The prices noted on the form are for the full show (3 days) are double the
single day price (basically each additional day after 1 is 50% off, so 3
days is double the one day price). The AV order form can be accessed
via the link below and should be send directly to BMS via email at
rentals@bmsrentals.com
by the deadline date
BMS
AV
Come early and explore this unique city! AEA’s special discounted room rates will be available beginning on Friday, October 19th, 2012 based on space availability. Exhibitors and Sponsors may enjoy the discounted conference rates at any of the conference hotels. Room blocks for Evaluation 2012 will open up by late Spring/early Summer via our conference website at http://www.eval.org/eval2012/default.asp. I encourage you to make reservations early when housing opens in order to ensure a space, as rooms at our contracted properties will be filled on a first-come, first-served basis.
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 Minneapolis 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 Minneapolis maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.
AEA will provide a locked storage room at the convention center, common to all exhibitors, which may be accessed at the beginning and end of each exhibit day (Thursday, Friday, and Saturday). This room is not available overnight and putting items in the locked room does not release exhibitor from responsibility for those items nor transfer that responsibility to AEA.
- Confirm that all items shipped for your exhibit have arrived at the convention center
- 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 person 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