Exhibit Planning Details

Deadline Information

Due Date Items Elements
NOW Exhibitor Housing and Registration If you have not already made your housing reservations please go to www.optometrysmeeting.org to secure your room(s).  To register login to your exhibitor portal online at www.exhibitsom.org/2020 
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.
9/1/2019 First Rights on 2019 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 
10/10/2019 Booth Cancellation 10% Fee Booth cancellation on or before this date will forfeit 10% of the total booth fee
10/12/2019 Booth Cancellation 50% Fee Booth cancellation on or after this date will forfeit 50% of the total booth fee
10/19/2019 Ad Reservations Due - Reg. Brief Ad reservations are due for the printed Registration Brief (mailed with the AOA Focus - Jan/Feb issue)
11/15/2019 Affiliate Meeting Space (ICW Events) Affiliate meeting space request information/forms will be emailed
1/2/2020 Ad Materials Due - Reg. Brief Ad materials are due for the printed Registration Brief (mailed with the AOA Focus - Jan / Feb issue)
1/16/2020 Booth Payment Due in Full Final payments for booth space are due.
1/17/2020 Booth Cancellation 100% Fee Booth cancellation on or after this date will forfeit 100% of the total booth fee
2/15/2020 Exhibitor Service Manual  Will be emailed to exhibitors from Freeman GSC
2/20/2020 Ad Reservations - AOA Focus (May/June issue) Ad reservations are due for the AOA Focus — May/June issue
3/1/2020 Sponsorship Invoice Due Date Due date for 2019 programs, if not noted differently on invoice
3/5/2020 Ad Materials - AOA Focus (May/June issue) Ad materials are due for the AOA Focus — May/June issue
4/1/2020 Schedule e-blast(s) with InFocus Marketing Make sure all of your comp/purchased e-blasts are scheduled
4/30/2020 Symposiums Content is Due Sponsored Breakfast/Lunch Symposium content is due (title and lecturer(s))
5/4/2020 Signage Materials Due  Signage materials are due, from companies that purchased signage
5/4/2020 Promotional Sponsorships  Final deadline for promotional sponsorships (commitment)
5/15/2020 Pre-Registrant List Requests Due Pre-registrant list request form due (includes mailing addresses only)
5/15/2020 HOD Presentations House of Delegates (pending sponsor level benefit). Check with AOA contact.
5/29/2020 Pre-Registrant List Mailing Pre-registrant list will be e-mailed to those who requested it
6/23/2020 Onsite Exhibitor Installation Begins Exhibitor installation/setup begins at 8:30am
6/25/2020 Exhibit Hall Opens at 3pm (VIP) Access; 3:30pm Ribbon Cutting Ribbon-Cutting Ceremony at 3:30pm

For Technical Support with this webpage, please contact support.