Exhibitor & Sponsor FAQs

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.

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.

What comes with my booth? 
  • Three (3) exhibitor registrations per 10'x10' booth space 
  • 8ft pipe and drape backdrop, 
  • 3ft 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

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.

How can I register my booth personnel? 
You will get this information closer to conference date. Please DO NOT register booth personnel online or through the attendee registration brochure.

How do I order additional booth supplies? 
Freeman Services is our contractor.

What is included with my exhibitor registration? 
Exhibit registration includes all events and functions taking place inside of the exhibit hall from exhibitor set-up on Saturday, April 14, through tear-down April 17. It also includes all conference sessions taking place Sunday, April 15, through Tuesday, April 17, and the host event taking place Monday evening April 16. It does NOT include tickets for extra events such as the final banquet.

What is the cost of the additional events? 
Tickets for the Awards Luncheon and Final Banquet/Dessert Reception on Wednesday, April 18 will be sold onsite only while quantities last.

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.

Will a roster of attendees be available before and after the conference? 
Yes. About one month before the show, we will send the roster of pre-registered delegates to the main contact of each exhibiting company.

Cancellation or Reduction of display space 
Display space may be cancelled in writing up to October 31, 2017 without penalty. However, a cancellation charge equal to one-half of the space will be assessed by the American Association of Airport Executives (AAAE) for space cancelled November 1 - December 15, 2017; and the full fee for the space if cancelled on or after December 16, 2017. AAAE reserves the right to keep 25% of booth space that is cancelled as part of a reduction in booth space. The above forfeitures will be effective even though the exhibit space no longer required by the withdrawing company may subsequently be rented by AAAE to another company. In case the Exposition premises shall be destroyed or damaged, or if the Exposition fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, Act of God, emergency declared by any governmental agency or by AAAE, or for any other reason, this contract may be terminated by AAAE. In the event of such termination, the Exhibitor waives any and all damages and claims for damages and agrees that the sole liability of AAAE shall be to return to each Exhibitor payment less the pro-rate share of all costs and expenses committed and incurred by AAAE.

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.