Exhibit Planning Details

Deadline Information

Due Date Items Elements
10/11/2018 Booth Cancellation 10% Fee Booth cancellation on or before this date will forfeit 10% of the total booth fee
10/12/2018 Booth Cancellation 50% Fee Booth cancellation on or after this date will forfeit 50% of the total booth fee
11/1/2018 First Rights on 2018 Sponsored Items First Rights on 2018 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 
11/15/2018 Affiliate Meeting Space (ICW Events) Affiliate meeting space request information/forms will be emailed
1/13/2019 Booth Payment Due in Full Final payments for booth space are due.
1/13/2019 Online Company Desc. Due Online company description / profile due (enter online)
1/14/2019 Booth Cancellation 100% Fee Booth cancellation on or after this date will forfeit 100% of the total booth fee
1/18/2019 Symposiums Content is Due Sponsored Breakfast/Lunch Symposium content is due (title, lecturer(s), desc.)
2/1/2019 Ad Reservations Due - Reg. Brief Ad reservations are due for the printed Registration Brief (mailed with the AOA Focus - April/May issue)
2/1/2019 Housing If you have not already made your housing reservations please go to www.optometrysmeeting.org to secure your room
2/13/2019 Ad Materials Due - Reg. Brief Ad materials are due for the printed Registration Brief (mailed with the AOA Focus - April/May issue)
2/28/2019 Exhibitor Service Manual  Will be emailed to exhibitors from Freeman GSC
3/2/2019 Sponsorship Invoice Due Date Due date for 2017 programs, if not noted differently on invoice
3/29/2019 Exhibitor Descriptions  Company description/profile due (if you have not already provided one)
3/31/2019 Affiliate Meeting Space (ICW Events) - Price Increase Affiliate meeting space requests are due (price for space will go up after this date)
4/5/2019 Ad Reservations - AOA Focus (June issue) Ad reservations are due for the AOA Focus — June issue
4/19/2019 Ad Materials - AOA Focus (June issue) Ad materials are due for the AOA Focus — June issue
5/3/2019 Signage Materials Due  Signage materials are due, from companies that purchased signage
5/3/2019 Promotional Sponsorships  Final deadline for promotional sponsorships (commitment)
5/17/2019 Exhibitor Coupons Due Coupon submissions due (this is a free opportunity)
5/17/2019 Pre-Registrant List Pre-registrant list request form due (includes mailing addresses only)
5/17/2019 HOD Presentations House of Delegates (pending sponsor level benefit). Check with AOA contact.
5/31/2019 Pre-Registrant List Mailing Pre-registrant list will be e-mailed to those who requested it
6/18/2019 Onsite Exhibitor Installation Begins Exhibitor installation/setup begins at 8:30am

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