Exhibitor Toolkit

Host an evening reception for all attendees or select guests, and we will promote it and include it on the conference schedule. This opportunity is open to all Sponsors and Exhibitors. All logistics/expenses for the event are incurred by the Sponsor.

To submit a sponsored reception:

1. Sponsor/Exhibitor creates an attendee registration form for their sponsored reception:
   1. Sponsor/Exhibitor is responsible for setting any maximum RSVPs, approval methods, or cut off dates in their attendee registration form. AASHE will also include this information in the reception description.
2. Sponsor/Exhibitor submits the Sponsored Reception Request Form below.
3. AASHE reviews the request and notifies the Sponsor/Exhibitor of approval.
4. AASHE will create the event in the conference platform, including a link to the attendee registration form created by the Sponsor/Exhibitor. The event will now be viewable in the conference schedule and Mobile App.
5. Post-reception, Sponsor/Exhibitor must provide AASHE with a list of registered attendees and actual attendance count to help AASHE gauge the impact of these receptions.

 

All sponsors and exhibitors must have a Certificate of Insurance (COI) with $1 million in coverage, naming AASHE and the Anaheim Marriott Hotel as additional insureds.

AASHE address to include on the Certificate:

AASHE (at Government Center), 1 Washington Mall #1295, Boston, MA 02108

 

Sample Certificate of Insurance

Register your booth staff using your Exhibitor Portal. You will find your Exhibitor Portal link in your #AASHE24 Expo Space Confirmation & Onboarding email, sent to you from conference@aashe.org shortly after your payment was received.

• Your exhibit space includes 2 full conference registrations. These Registrations allow attendees to attend the Keynotes, Educational Sessions, and attendee meal functions.
• If you need your Exhibitor Portal details, reach out to conference@aashe.org.
• All unused passes will be forfeit after October 6, 2024.

In addition, all Exhibitors may purchase up to three (3) additional passes at a special rate of $600 per pass.

Review and, if necessary, update your company information using your Exhibitor Portal. You will find your Exhibitor Portal link in your #AASHE24 Expo Space Confirmation & Onboarding email, sent to you from conference@aashe.org shortly after your payment was received. This information will be visible in the #AASHE24 mobile app.  The information you submitted on your application has already been entered, but you can add any additional information, handouts, or a recorded video to help AASHE attendees know what your organization is all about.

• If you need your Exhibitor Portal details, reach out to conference@aashe.org.

All electrical and audiovisual equipment and services must be ordered through Encore. This includes any power needs, even for a simple plug.

• Complimentary Wi-Fi is available throughout the Expo Hall.

Download the FedEx form here for instructions on shipping your materials, as well as information on material handling fees the FedEx Business Office will charge to receive and ship out your packages.  If you are arranging shipments that require special freight shipping, please contact the FedEx Business Office at 657-722-6083. You can find more information here.

• October 22, 2024 – First day packages can be received by the Anaheim Marriott
• October 26, 2024 – Last day packages can be received the Anaheim Marriott for tabletop delivery

Please note: AASHE does not distribute attendee lists in accordance with our privacy policy.

Lead Retrieval is not included with your Exhibit Space package. Lead retrieval is $300 per device.

• Lead Retrieval Instructions
  • You will need to provide a cell phone for your table to use lead retrieval. 
  • Download the Pheedloop Go app on your phone and login using the same email you used to register.
  • Find the AASHE event in the mobile app.
  • Click the menu in the upper left hand corner of the AASHE event and select “Lead Capture”
  • Click “Launch Scanner” (you may need to give permission for the app to use your camera).
  • Scan attendee badges, enter any notes you may have, and click Save.