Frequently Asked Questions

LOCATION/HOTEL/TRAVEL


Where does the exposition take place?
The conference and exposition both take place in Boston, MA at the Boston Convention and Exhibition Center (BCEC). The exposition booths are located in Exhibit Hall A.

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

MY BOOTH FACTS


When is payment due?
Payment is due at the time of contracting your booth space. If you requested an invoice, the balance must be paid within 30 days of receiving the invoice. If you have not paid in full within 30 days, AAAE reserves the right to release your booth.  

Does AAAE require certificates of liability insurance?
Yes. All exhibitors MUST submit their Certificate of Liability Insurance. This applies to all exhibitors. Please upload your COI in the Certificate of Liability Insurance tab of the exhibitor portal.

Does furniture come with my booth?
No. Furnishings (tables, chairs etc.), carpet, electricity 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 (tables and chairs), carpet, electricity and internet are not included with your booth. 

How do I order carpet, furniture and electricity for my booth?
Freeman Services is our official general services contractor. The Exhibitor Kit is located in the exhibitor portal under the Freeman Exhibitor Kit  tab.

Can I rent lead retrieval?
Yes, the order form is located under the Freeman Exhibitor Kit  tab.

How do I ship my booth supplies?
Please reference the Freeman Exhibitor Kit  tab for shipping information and labels.

When is setup and teardown?
EXHIBITOR MOVE-IN
Saturday June 15, 2019   8:00 AM - 5:00 PM
Sunday June 16, 2019   8:00 AM - 3:00 PM

EXHIBITOR MOVE-OUT
Tuesday June 18, 2019   2:00 PM - 6:00 PM

What is the Pick 5 Program? 
AAAE has a number of board members, regional chapter officers, committee chairs, past chairs of the organization and other airport VIPs that are actively involved in airport management and will be in attendance this year. The Pick 5 Program offers you the opportunity to choose which VIPs will stop by your booth during your time in Boston. 
The Pick 5 list will be emailed to the logistic contacts on Monday, May 20, 2019.
We will do our best to have your requested VIPs and other registered airport personnel stop by your booth, but visits are not guaranteed. Once a listed VIP’s request capacity has been reached, they will be removed from the list. 

What is the Innovation Theater?
The Innovation Theater is a space inside the exhibit hall where exhibitors can apply to present their new products or services to attendees. Exhibitors can apply to present by clicking the Innovation Theater tab and filling out the form. Applications must be submitted on or before Monday, April 29, 2019 in order to be considered.

REGISTRATION/BOOTH STAFF


How many complimentary exhibit personnel registrations are included 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.

How can I purchase additional exhibitor personnel registrations?
After you’ve reached your complimentary exhibitor personnel allotment, you can purchase an unlimited number of additional exhibitor personnel registrations for $500 each.

Can I register someone from a different company at the additional booth personnel rate of $500?
No, only employees of your company can attend as additional booth personnel.

What is included with exhibitor personnel registration?
Exhibitor personnel registrations (complimentary and paid) have access to all the educational sessions, meals and receptions from exhibitor set-up on Saturday, June 15, through tear-down Tuesday, June 18. Exhibitor personnel registration does NOT include sessions or tickets for events taking place on Wednesday.

How do I register my exhibitor personnel?
Exhibit personnel registration is open and personnel can be registered under the Exhibitor Personnel Registration tab.

Do I have to register the people coming to help setup the booth even if they aren’t attending the conference?
No, we will have temporary badges available at the registration desk for setup and teardown only.

When is the last day to register my booth staff?
Please make every effort to register your booth staff by Thursday, May 30. Online registration will remain open until setup day. Onsite registration is available, but please note, this method will result in longer wait times and no pre-conference information. 

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?
Tickets 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 the conference?
Yes. Rosters with full contact information will be available for live download starting Thursday, May 9, 2019.

Does AAAE have a guest pass program?
Yes, each exhibitor will have access to (3) complimentary, exhibit hall ONLY guest passes. The passes can be used on separate days or on the same day. As a reminder, guests are your customers or prospects. Guest passes are not intended for employees of your company, distributors, contractors or anyone working in your booth. The submission period to register your guest(s) is: May 20 – June 10, 2019.

ON-SITE ITEMS


How will my attendees get their badges?
If exhibit personnel has been pre-registered before the conference, they can pick-up their badges at the Exhibitor Registration outside Exhibit Hall A of the Boston Convention and Exhibition Center. The Exhibitor Registration is where personnel can register onsite as well.

On-site Exhibitor Registration Hours are:
Saturday June 15, 8:00 a.m. – 5 p.m.
Sunday June 16, 8:00 a.m. -6:30 p.m.

Show Dates and Times
Sunday June 16, 5:00 – 6:30 p.m.
Monday June 17, 8 a.m. – 3:30 p.m.
Tuesday June 18, 8 a.m. – 2:00 p.m.

Will there be an option for us to provide a large prize?
Yes. Your prize must be valued at $200 or more to be included in the public listing. Show floor give away submission period is: May 6 – May 30, 2019

What is the Monday Night Event this year?
Night Out at Fenway Park! 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 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 emails or leaving voice mails so that we can respond in an efficient manner.