Frequently Asked Questions

LOCATION/HOTEL/TRAVEL


Where does the Exposition take place?
The conference and exposition both take place in San Diego, CA at the San Diego Convention Center. The exposition booths are located in Exhibit Hall G & H of Convention Center.

How do I make hotel reservations?
Click here for hotel and travel information

Is there a Mobile App? 
YES, click here to access more information and how to download it. 

What is the Monday Night Event this year?
Night Out at Petco Park! For more information, click here

MY SPONSORSHIP FACTS


When is payment due?
Payment is due at the time of contracting your sponsorship.

What comes with my sponsorship?
Each sponsor level has different benefits attached to them.

Will a roster of attendees be available before and after the conference?
Yes. Rosters with full contact information will be sent to sponsors who are Silver and above on the following dates to the individuals listed as logistic contacts:
Roster # 1 Thursday 3/15/2018
Roster # 2 Thursday 3/29/2018
Roster # 3 Wednesday 4/11/2018

How do I register my complementary attendees?
A link will be sent to the logistics contact to do that.

SPONSOR’S RIGHT OF FIRST REFUSAL:
In recognition of the sponsoring company’s support of the AAAE Annual Conference & Exposition, AAAE agrees that with respect to the following year, companies with EXCLUSIVE sponsorship will have the right of first refusal over all other potential sponsors for the same sponsorship of the same event or item, in the subsequent year. Sponsoring companies are eligible for this right of first refusal to renew their sponsorship only if the company has exclusively sponsored an event; however, the benefits and consideration of the sponsorship may be renegotiated as necessary. Sponsor shall have 120 days following the conclusion of the AAAE Annual Conference & Exposition to renew their sponsorship for the following year. If the sponsoring company fails to notify AAAE of its intention to renew its sponsorship within the 120-day period, AAAE reserves the right to open the opportunity to the public without providing prior notice to the previous year’s sponsoring company.

MY BOOTH FACTS


How do I access the Exhibitor Portal?
This link will bring you to the 2018 Exhibitor Portal. To access the portal, you will use your aaae.org login information. If you don’t know your password or have never logged in before, please select “forgot my password” and enter your email address. You will receive an email within 30 minutes to reset your password. Please do not “create a new account”. If you have any trouble accessing the portal, or do not receive your password reset email, please contact Jessica Whitley, Membership Coordinator and she will be able to assist.

When is payment due?
Payment is due at the time of contracting your booth space. If you have not paid in full at the time of the conference, you will not be able to setup your booth.

Does furniture come with my booth?
Furnishings, electric and internet are NOT included with your booth.

What comes with my booth?
Three (3) exhibitor registrations per 10'x10' booth space
8’ pipe and drape backdrop
3’ pipe and drape side rails
Company identifier sign
If a member of AAAE, an AAAE Corporate Member sign
If an advertiser of AAAE, an Airport Magazine Advertiser sign
Furnishings, electric and internet are not included with your booth

How do I order additional booth supplies?
Freeman Services is our contractor. Click here for more information on the Exhibitor Kit.

May I bring my children into the exhibit hall?
Children over the age of 16, with proper guest registration/badges are allowed in the exhibit hall during regular conference hours. Children are strictly not permitted in the hall during set-up and tear-down due to the potential hazards within the hall during those times.

When is setup and teardown?
EXHIBITOR MOVE-IN
Saturday April 14, 2018 8:00 AM - 5:00 PM
Sunday April 15, 2018 8:00 AM - 3:00 PM
EXHIBITOR MOVE-OUT
Tuesday April 17, 2018 2:00 PM - 6:00 PM

REGISTRATION/BOOTH STAFF


How many complimentary booth personnel do I get with my booth?
Each 10’ x 10’ booth (100 SqFt) will receive three (3) complimentary exhibitor personnel registrations that allow access to all the educational sessions, meals and receptions Sunday – Tuesday of the conference. For example: a 10’ x 20’ booth (200 SqFt) will receive six (6) Exhibitor registrations.

What is included with my exhibitor registration?
Exhibit registration (complimentary booth personnel and additional booth personnel) have access to all the educational sessions, meals and receptions from exhibitor set-up on Saturday, April 14, through tear-down Tuesday, April 17. Exhibitor registration does NOT include sessions or tickets for events taking place on Wednesday such as the final banquet.

How can I register my booth personnel?
Exhibitor registration will open on Tuesday Jan. 16, 2018. You will receive an email alerting you that you can register your attendees. Please DO NOT register booth personnel online or through the attendee registration brochure.

How can I purchase additional booth personnel registrations?
An unlimited number of additional booth personnel registrations from your company (above 3 per 10'x10' booth space) can be purchased for $500.

Do I need to register my install and dismantle crew?
As long as they are not attending the conference they do not need to be registered. They will need to check in at the registration desk to get an I&D badge.

Can I register someone from a different company for the additional booth personnel rate of $500?

No, only employees of your company can attend as additional booth personnel.

Can I purchase extra tickets to the Monday Night Event?
Yes, Monday Night Event Tickets can be purchased for $100 each.

What if as an exhibitor I want to attend the events on Wednesday?
Ticket for the following options may be purchased in advance or onsite.
Wednesday all day, all activities: $450 per person
Wednesday Awards Luncheon ONLY: $50 per person
Wednesday Final Banquet and Dessert Reception ONLY: $125 per person


Will a roster of attendees be available before and after the conference?
Yes. Rosters with full contact information will be sent on the following dates to the individuals listed as logistic contacts:
Roster # 1 Thursday 3/15/2018
Roster # 2 Thursday 3/29/2018
Roster # 3 Wednesday 4/11/2018

ON-SITE ITEMS


How will my attendees get their badges?
On-site Exhibitor Registration Hours are:
Saturday April 14, 8:00 a.m. – 5 p.m.
Sunday April 15, 8:00 a.m. -6:30 p.m.

Show Dates and Times
Sunday April 15, 5:00 – 6:30 p.m.
Monday April 16, 8 a.m. – 3:30 p.m.
Tuesday April 17, 8 a.m. – 2:00 p.m.

Will there be an option for us to provide a large prize?
Yes, a prize sign-up sheet will be sent out in MARCH. Your prize must be valued at $200 or more to be included in the public listing. NEW THIS YEAR: We will not be announcing winners over the PA system. You will pick your own winner at any point during the conference and alert them that they have won, and coordinate prize retrieval. AAAE will list the prize, your company and booth number in the program, mobile app and website. You will collect business cards from attendees while on-site. You will pick a winner at any point during the conference and alert them that they have won.

Can exhibitors participate in the Airport Tour?
Yes, but this MUST be indicated at the time of registration. Also, the tour is during exhibit hall teardown, so you must have someone stay behind to teardown your booth. For more information, click here.

Additional Questions? If you have any questions about any information, please contact Amanda McCollough by phone at 703.575.2464 or by email at amanda.mccollough@aaae.org. This is obviously a very busy time of year for us so we appreciate your patience with the time it takes to return phone calls and answer your questions. It helps to be as specific as possible when sending e-mails or leaving voice mails so that we can respond in an efficient manner.