First-Time Exhibitor Info

Welcome, First-Time Exhibitors!

On behalf of the AOC International Symposium and Convention, we are excited you have decided to join us in November as a first-time exhibitor. As a new exhibitor, we want to provide you with the best experience possible and help you prepare. Below, you will find useful information to help you get your booth ready for the show.

Exhibitor Resource Center

Bookmark this one-stop-shop for registered exhibitors and login to manage your online presence for the show. Once your booth is confirmed, please use the Exhibitor Resource Center to do the following:

  • Verify your contact information so attendees can contact you
  • Submit or update your company description and product categories for the online exhibitor directory (program guide)
  • Update your eBooth including products and categories offered to increase your exposure

Important Dates & Timeline Info

Early bird Booth deadline: September 28, 2018
Early bird All Access Pass registration deadline: September 19, 2018
Exhibitor descriptions due for publication: September 28, 2018
Deadline for hotel reservations: November 5, 2018

Exhibitor Rules & Regulations

Questions about booth guidelines? Restrictions? Payments? All the fine print is available here. In order to help you get started, here are some of the basic guidelines for exhibit space:

  • AOC will provide through Audie Expo (AOC’s official Contractor) the following:
    • 10’ x 10’ booth with drapery background 8’ high and 3’ high side rails with aluminum framework
    • One 7” x 44” sign with company name, and booth number(s)
  • All other furnishings, equipment, facilities, etc., will be provided by an Exhibitor at its own expense and responsibility. They may at Exhibitor’s discretion be obtained through the exhibit service contractor
  • Booths have 10’ width and 10’ depth.
  • All booth spaces must have floor coverings such as carpet. Exhibitors may provide their own floor coverings or rent some from Audie Expo. If a booth is set up without carpet or an acceptable floor covering, AOC will instruct Audie Expo to install carpet at the Exhibitor’s expense.
  • Booths located at the end of an aisle or cross aisle must have finished side panels. Masking drape must be either ordered or provided by the exhibitor to cover any unsightly areas behind the booth structures. Masking drape can be ordered from the Audie Expo onsite service desk. Prior to show opening AOC Show Management will do a walk through and if, in their sole discretion, find areas that need to be draped will order Audie Expo to provide said drape and cost will be charged to Exhibitor’s invoice. In order to control costs, AOC has negotiated with Audie Expo a flat fee of $50 per 3’ wide x 8’ high drape.
  • Double deck or two-story booths are not allowed. 

Exhibitor Services Kit 

Please make sure that we have the contact information for the person handling your exhibit booth space. If there are additional people who should be included, please email Lundie@crows.org, so that there is not a delay in providing the kit once it is available. Audie Expo is the official general contractor for AOC. Audie Expo will provide an Exhibitor Service Kit to all Exhibitors, including information on show services, labor rates, drayage/freight handling rates, and furniture rentals approximately 90 days prior to Exhibitor setup. 

Official Event Service Partners:

  • Show Management – Association of Old Crows
  • Exhibit Sales and Management – Diana Lundie
  • General Contractor – Audie Exposition Services, Inc.
  • Electrical – Hi-Tech Electrical
  • Audio Visual – BAV
  • Registration and Lead Retrieval – Convention Strategy Group (aka Blue Skyz)
  • Internet, Telephone and Cable – Smart City Networks
  • Floral Services – TLC Convention Plant Services
  • Housing Block – Marriott Marquis Washington DC

Get Social & Show Support

It’s never too early to connect with the AOC #Crows2018 using social media channels and the official hashtag. Like, follow and join the official AOC social media accounts on our social media page.

Don’t forget to download your eBadge and link it to 55.crows.org, the official show page, throughout your website and social media channels.

Housing

In an effort to provide affordable and convenient lodging, the AOC has negotiated and contracted with the Marriott Marquis Washington, DC as our official host hotel. AOC offers the convenience of booking both hotel reservations and event registration at the same time.

The housing block is now open! Click here to make your reservation for this event. This is the only way to receive the special discounted rate.

The standard room rate is $285/night.

A limited number of government rated rooms are available.

Bookings must be made by Monday, November 5, 2018.

Rates are exclusive of city and state tax, currently at 14.5 percent, at time of check-in, and are subject to change without notice.

Avoid Housing Scams!

BUYER BEWARE... there are several housing agencies that promote themselves to exhibitors and attendees as an official contractor with the AOC. They solicit companies for rooms that are outside of our official housing block. Companies have experienced major problems with these firms in the past regarding confirmation of rooms and deposits, so please note that any solicitation will come directly from a crows.org email address. Please know that AOC Show Management does NOT provide your contact information to anyone other than our official show contractors. The AOC is not responsible for any reservations made with any other firm.

Registration for Booth Personnel

Each 10x10 booth receives four (4) complimentary passes. Your exhibition contact will receive instructions on how to register your staff by the end of July. Any passes beyond the allotted amount are $100 each. Booth personnel have access to show floor one (1) hour prior and after official hours, as well as access to all keynote sessions and the welcome reception. It does not allow access into any of the regular symposium sessions, the Annual AOC Banquet, or any professional development courses. For full registration information, please visit the registration page.

Exhibitor Newsletters

All AOC Exhibitors will receive important announcements and helpful tips and reminders via periodic newsletters from the AOC team. They also will be archived on the Exhibitor Information Page and in your Exhibitor Service Center.  The Exhibitor Newsletter is especially helpful as the show draws near and deadlines are approaching.

Optimize your Exposure through Sponsorship

Sponsorship and advertising make an important statement about your company’s role in supporting our industry. Featured sponsors and advertisers demonstrate their positions as industry leaders— regardless of company size. As a sponsor or advertiser, your brand will be elevated at the 55th Annual AOC International Symposium and Convention beyond your standard booth footprint. We are offering level packages as well as event specifics options and tailored branding packages. Plan early for the best availability and exposure. Click here for more information.

Presale for 2019

Coming soon!

Exhibitor Schedule

The Symposium runs concurrently to the exhibition area. Click here to view the full Symposium agenda. 

Exhibitor Move-In
Sunday - November 25                                                      8:00 AM - 5:00 PM
Monday - November 26                                                     8:00 AM - 5:00 PM
Exhibitor Registration
Monday - November 26                                                     1:00 PM - 6:00 PM
Exhibit Hall Show Hours*
Tuesday - November 27                                                    10:00 AM - 6:00 PM
Wednesday - November 28                                             10:00 AM - 6:00 PM
Thursday - November 29                                                  10:00 AM - 1:00 PM
Exhibitor Move-Out
Thursday - November 29                                                  1:00 PM - 7:00 PM
 *Booth personnel have access to show floor 1 hour prior and after official hours