Exhibitor Onboarding


August 30, 2024
  • Submit your Sponsored Reception (Optional)
    Host an evening reception for all attendees or select guests, and we will promote it and include it on the conference schedule. All logistics/expenses for the event are incurred by the sponsor.

October 6, 2024
  • Submit your Certificate of Insurance (COI)
    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

October 6, 2024
  • Register your Team
    Your exhibit space includes 2 full conference registrations. These Registrations allow attendees to attend the Keynotes, Educational Sessions, and attendee meal functions.

    • You can register your booth staff using your Exhibitor Portal.
    • In addition, all Exhibitors may purchase up to three (3) additional passes at a special rate of $600 per pass. Please refer to your #AASHE24 Expo Space Confirmation & Onboarding email for the purchase link.
    • All unused passes will be forfeit after October 6, 2024.

    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.

October 6, 2024
  • Finalize your Mobile App Listing
    Use your Exhibitor Portal to update your company information, which will be promoted in the mobile app. The information you submitted on your application has already been entered, but feel free to update or add on any additional information, handouts, or a recorded video to help AASHE attendees know what your organization is all about.

    • 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.
      • Alternatively, your primary contact can go here and enter their email and password to gain access to their portal directly.

October 11, 2024
  • Order Electricity & AV (Optional)
    Order electricity and audio visual equipment and services via Encore.

October 20, 2024
  • Submit Hotel Shipment Form
    Download the FedEx forms here and send the completed forms back to the Anaheim Marriott to ensure your boxes will be waiting for you at your tabletop during exhibitor installation.

    • 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

October 25, 2024
  • Order Lead Retrieval (Optional)
    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.

Expo Hall Key Dates


October 6, 2024
  • Payment deadline for all sponsors and exhibitors regardless of sign-up date. Your exhibit space will be forfeited if payment is not received on or before this date.
October 11, 2024
  • Deadline to order catering for your tabletop
  • Deadline to order electricity for your tabletop
October 22, 2024
  • First day packages can be received by the Anaheim Marriott
October 26, 2024
  • Last day packages can be received by the Anaheim Marriott for tabletop delivery
October 27, 2024
  • Exhibitor Installation, 12:00 p.m. – 3:30 p.m.
  • Expo Hall Opening & Reception, 5:30 p.m. – 7:00 p.m.
October 28, 2024
  • Expo Hall, 10:00 a.m. – 4:30 p.m.
  • Lunch & Learn with Exhibitors, 12:00 p.m. – 1:45 p.m.
  • Solutions Stage, 12:30 p.m. | 12:55 p.m. | 1:20 p.m.
  • Sponsored Receptions (Offsite), 6:00 p.m.
October 29, 2024
  • Expo Hall, 10:00 a.m. – 2:00 p.m.
  • Lunch & Learn with Exhibitors, 12:00 p.m. – 1:45 p.m.
  • Solutions Stage, 12:30 p.m. | 12:55 p.m. | 1:20 p.m.
  • Exhibitor Dismantle, 2:00 p.m. – 3:30 p.m.
December 31, 2024
  • All unused Sponsorship benefits expire.
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