Exhibit Planning Details

Deadline Information

Due Date Items Elements
10/12/2017 Booth Cancellation 10% Fee Booth cancellation on or before this date will forfeit 10% of the total booth fee
10/13/2017 Booth Cancellation 50% Fee Booth cancellation on or after this date will forfeit 50% of the total booth fee
11/1/2017 First Rights on 2017 Sponsored Items First Rights on 2017 Sponsored Items.  After this date if the AOA does not receive a commitment, unspoken for items will be sold on a first‐come, first‐serve basis 
11/15/2017 Affiliate Meeting Space (ICW Events) Affiliate meeting space request information/forms will be emailed
1/12/2018 Booth Payment Due in Full Final payments for booth space are due.
1/12/2018 Online Company Desc. Due Online company description / profile due (enter online)
1/15/2018 Booth Cancellation 100% Fee Booth cancellation on or after this date will forfeit 100% of the total booth fee
1/19/2018 Symposiums Content is Due Sponsored Breakfast/Lunch Symposium content is due (title, lecturer(s), desc.)
2/1/2018 Ad Reservations Due - Reg. Brief

Ad reservations are due for the printed Registration Brief (mailed with the AOA Focus - April/May issue)

2/2/2018 Housing If you have not already made your housing reservations please go to www.optometrysmeeting.org to secure your room
2/13/2018 Ad Materials Due - Reg. Brief

Ad materials are due for the printed Registration Brief (mailed with the AOA Focus - April/May issue)

2/28/2018 Exhibitor Service Manual  Will be emailed to exhibitors from Freeman GSC
3/2/2018 Sponsorship Invoice Due Date Due date for 2017 programs, if not noted differently on invoice
3/30/2018 Exhibitor Descriptions  Company description/profile due (enter online for online On-Site Program)
3/31/2018 Affiliate Meeting Space (ICW Events) - Price Increase Affiliate meeting space requests are due (price for space will go up after this date)
4/6/2018 Ad Reservations - AOA Focus (June issue) Ad reservations are due for the AOA Focus — June issue
4/19/2018 Ad Materials - AOA Focus (June issue) Ad materials are due for the AOA Focus — June issue
5/4/2018 Signage Materials Due  Signage materials are due, from companies that purchased signage
5/4/2018 Promotional Sponsorships Final deadline for promotional sponsorships (commitment)
5/18/2018 Exhibitor Coupons Due Coupon submissions due (this is a free opportunity)
5/18/2018 Pre-Registrant List Pre-registrant list request form due (includes mailing addresses only)
5/18/2018 Tote Bag Flyer Reservations Reservation deadline to purchase a flyer to place in the attendee’s tote bag
5/18/2018 Promotional Sponsorship Content / Art Art due on all sponsored promotional items (like keycards, in-room drops, etc.)  Also includes, exhibitor announcements, invitations, emails, advertisements, and flyers being sent with the Optometry’s Meeting® logo or name need prior approval by this date.
5/18/2018 HOD Presentations House of Delegates (pending sponsor level benefit). Check with AOA contact.
5/25/2018 Tote Bag Flyer Materials Sponsored tote bag flyers due to the AOA for approval (can email a PDF)
5/31/2018 Pre-Registrant List Mailing Pre-registrant list will be e-mailed to those who requested it
6/1/2018 Tote Bag Flyer - Mail to AOA  4 , 0 0 0 printed flyers for tote bag are due to the AOA St. Louis office
6/19/2018 Onsite Exhibitor Installation Begins Exhibitor installation/setup begins at 8:30am