Exhibitor Information
Hotel Information:
Washington Hilton Hotel, 1919 Connecticut Ave. Washington D.C. 20009
You are strongly encouraged to utilize the AAID block of rooms. Make your hotel reservations online or call the Washington Hilton at 800.Hiltons (800.445.8667). Mention the American Academy of Implant Dentistry (Group code: AAID) for special group rates.
Frequently Asked Questions:
What will need to be included on the certificate of insurance?
All exhibitors must send an original certificate of insurance to the AAID by September 1, 2012. No exhibitor will be allowed to set up without the required certificate of insurance. Your certificate should include: 1. Your company must be listed as the insured. 2. You must carry and maintain a minimum of $1 million insurance coverage that provides general liability coverage, coverage against damage to persons and property, and hazard insurance, insuring the exhibitor's property and its exhibit space, to fully protect it and the AAID and the additional insured (see below) against all risks in connection with its exhibit at the AAID 60th Annual Meeting, or under the 2012 Rules and Regulations, or otherwise. 3. Required dates must cover the dates of the expo, including set-up and break-down: October 3-6, 2012. 4. All insurance shall name as additional insured Shepard Exposition Services and the Washington Hilton Hotel. 5. The certificate holder must be listed as follows:
American Academy of implant Dentistry
61st Annual Meeting
211 E Chicago Ave Suite 750
Chicago, IL 60611
If you do not carry general liability insurance, you may purchase this in the form of event insurance. The AAID and Washington Hilton Hotel will not be responsible for damage or loss to any property of the exhibitor, including the shipping containers brought into or used in or about the expo floor, nor for any acts or omissions of the exhibitor's employees, agents or representatives.
What are the specifications for the Ad in the Onsite program book?
Final trim size is 8.5x11. Full bleed allowed. Please allow 1/4 inch on all sides for bleed. Live area is 8x11 because the book will be GBC bound and there is a gutter of approximately 3/8 inch. CMYK preferred. Files must be digital, minimum 300 dpi, high resolution jpg or tiff format preferred. If high resolution pdf is provided, all fonts, files, and graphics MUST be embedded. PC or MAC platforms accepted. Send Ad to catherine@aaid.com or max@aaid.com
What is the cost of putting an Ad in the Onsite program book?
All exhibitors are entitled to a complimentary full-page advertisement in the program book. Ads are due July 15, 2012 and must be digital (no film or lasers), minimum 300 dpi, CMYK, high resolution jpg or tiff format on PC or MAC platform.
How do I register booth personnel?
You may register booth personnel online here through Sept. 20. After Sept. 20 booth personnel must register onsite at the meeting. Please bring a business card to verify your company.
Exhibitors are limited to three booth personnel per contracted booth space. For
example, if you contract for three booth spaces, you may have nine booth
personnel (3 booth spaces x 3 booth personnel = 9 booth personnel). If
exhibitor personnel registration exceeds this limit, there will be a fee of $295
per additional person.
Where will personnel pick up their badges?
Onsite at the registration desk there will be a packet for exhibit personnel.
What are Exhibiting Hours?
Exhibit Set-up and Staffing: Wednesday, October 3, 2012 2:00 pm - 8:00 pm
Exhibit Hours: Thursday, October 4, 2012 9:30 am - 5:00 pm
Friday, October 5, 2012 9:30 am - 7:00 pm
Saturday, October 6, 2012 9:30 am - 1:00 pm
Exhibit Dismantling: Saturday, October 6, 2012 1:00 pm - 5:00 pm
What if I have a questions not address here?
Contact the Exhibits Coordinator Catherine Frank at catherine@aaid.com or at the AAID Headquarters office at 312-335-1550. During the show (October 1 - 6), you can contact the AAID directly at the Washington Hilton 202-797-4810
The Sponsor/Exhibitor Prospectus is available here. The Prospectus was mailed on February 1, 2012 to all prospective exhibitors in the AAID database. If you didn't receive a copy, please contact exhibitors@aaid.com.
Important Dates and Deadlines:
May: Non-Sponsor booth assignments begin
June 1: Description of company/product(s) for onsite program book due
July 1: Reserch Foundation Corporate Auction inserts due
July 15: Ad for onsite program book due (specifications on page 9)
July 16: Cancellation $200 per booth cancellation fee - Must be submitted in writing!
July 31: Exhibitor Service Kit will be available
August 15: Cancellation - 50% of total booth cost - Must be submitted in writing!
August 31: Cancellation - 75% of total booth cost - Must be submitted in writing!
September 5: Deadline for submitting names of booth personnel to AAID for badges & providing certificate of insurance
September 20: List of pre-registered attendees sent by e-mail
October 3: Exhibitor set-up, 2:00 pm - 8:00 pm
October 4: Official opening of exhibits at 9:30 am
October 5: Implant World Expo Reception 5:30 pm - 7:00 pm
October 6: Official closing of exhibits, 1:00 pm
October 6: Exhibits and material must be removed from the Exhibit Hall by 5:00 pm
November 1: AAID emails final attendance list