Exhibit Planning Details

Deadline Information

Due Date Items Elements
NOW Housing If you have not already made your housing reservations please go to www.optometrysmeeting.org to secure your room(s).
NOW Online Company Desc. Due Online company description / profile due (enter online) - No time like the present to make sure your online description is correct and up to date.
9/28/2018 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 
10/1/2018 Booth Cancellation 10% Fee Booth cancellation on or before this date will forfeit 10% of the total booth fee
10/10/2018 Symposiums Content is Due Sponsored Breakfast/Lunch Symposium content is due (title, lecturer(s), description, etc.)
10/10/2018 Ad Reservations Due - Reg. Brief Ad reservations are due for the printed Registration Brief (mailed with the AOA Focus - Jan/Feb issue)
10/12/2018 Booth Cancellation 50% Fee Booth cancellation on or after this date will forfeit 50% of the total booth fee
10/29/2018 Ad Materials Due - Reg. Brief Ad materials are due for the printed Registration Brief (mailed with the AOA Focus - Jan / Feb issue)
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.
1/14/2019 Booth Cancellation 100% Fee Booth cancellation on or after this date will forfeit 100% of the total booth fee
2/28/2019 Exhibitor Service Manual  Will be emailed to exhibitors from Freeman GSC
3/1/2019 Sponsorship Invoice Due Date Due date for 2019 programs, if not noted differently on invoice
3/12/2019 Ad Reservations - AOA Focus (June issue) Ad reservations are due for the AOA Focus — June issue
3/26/2019 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
6/20/2018 Exhibit Hall Opens at 3pm Ribbon-Cutting Ceremony at 3pm

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