AAEI 2017 Exhibitor Guide
NexGen: Building Frictionless Trade for the 21st Century
Exhibitor A-Z Guide
Who Should Exhibit?
Any company with products or services geared toward importers, exporters, and the international trade community. Exhibitors include customs brokers, logistics providers, software companies, trade consultants, and lawyers. If you need to meet with corporate decisions makers, then exhibiting is perfect for you! The 96th Annual AAEI Conference & Expo will be held June 20-22, 2017* in Austin, Texas at the JW Marriott Austin.
Attendee Demographics
AAEI’s Attendees are the top trade leaders in their companies, and the industry. Our conference attracts over 500 trade compliance professionals from all different sizes of companies and sectors of the industry. It is one of the best marketing opportunities in trade today.
*Please note: Attendee registration begins on Tuesday, June 20, 2017, with a Networking Reception in the evening.
Day 1 of the Program will be Wednesday, June 21, 2017.
Day 2 of the Program will be Thursday, June 22, 2017.
Exhibit Hall Features
Ads - Program
AAEI is including a quarter page ad in our Program for all exhibitors. If you wish to upgrade to a larger ad, please contact Chris Enyart. The costs are:
Full-page- $550 Half-page $275
Ads can be received in eps. or high resolution CMYK formats. The ad must be received no later than Friday, April 21, 2017.
Attendee Lists
The first attendee list will be sent out via email on Monday, May 6, 2017. The second list will be sent on Tuesday, May 31, 2017. The final list will be sent at the conclusion of the conference (no later than Friday, June 30, 2017).
Company Description
If you have not already, please send a short company description (no more than 500 words) by Friday, April 21, 2017. The description will be used on the conference website and in the mobile app. The sooner we receive your description, the sooner it can go on the website.
Conference Bag Inserts
All exhibitors are able to include one insert into the conference bags. (Some ideas are: promotional items or flyers) You must notify AAEI what your insert will be by Friday, May 12, 2017. All conference bag inserts must be at the hotel by Friday, June 16, 2017.
Conference Mobile App
The conference mobile app was a big hit at last year’s conference and we are excited to include it in this year’s conference. The AAEI conference app will be used for:
· Agenda
· Exhibitor Profiles
· Session Presentations, Surveys and Polling
· Speaker Bios
· Maps and Local Activities
and more!
The app will be heavily promoted and we will encourage all attendees to download the app to get the full conference experience. This is a great opportunity for you to gain additional exposure at the meeting. See our sponsorships to learn more about banner ads, and enhanced exhibitor profiles.
Exhibitor Kit
The Shepard exhibitor kit contains all the forms and information needed to exhibit at the AAEI 96th Annual Conference and Expo, including forms for internet and power, booth services, furniture, carpeting, rigging, and shipping. The kit is attached to the Exhibitor email and always available from Chris Enyart.
Exhibitor Passport
AAEI will be doing the Exhibitor Passport contest again this year. Each person is encouraged to stop by each booth to get their passport punched. Once all of the passports have been filled, they will be entered to win a prize from AAEI. More instructions will be given closer to the conference.
Giveaways
If you intend to do a giveaway as part of your exhibit, please notify AAEI what you are giving away by Friday, May 12, 2017. We will include the list of prizes in the mobile app.
Hotel Reservations
Don’t forget to book your room! Hotel reservations for your booth personnel can be made at the conference rate of $259.00 per night plus tax for Double occupancy.The last day to reserve your room is Friday, May 12, 2017.
Logo
Your logo should be submitted AS SOON AS POSSIBLE, but no later than Friday, May 12, 2017. Please submit your logo in jpeg or eps formats.
Luncheons
Additional Tickets
If you wish to purchase additional lunch tickets (say for your booth-only staff), the cost is $100 and can be purchased in advance or on-site at the AEEI registration desk.
Reserved Tables
AAEI is offering the opportunity for companies to purchase full lunch tables during our keynote lunches. A reserved lunch table includes seating for 10, and the cost is $1,000 and includes one seat drop item.
Pricing
*Includes one full conference attendees, and 3 booth-only staff. / 2017 Rates
(Premium Booths add $500 per booth)
Single Booth / $3,000
Double Booth / $5,000
Sponsor Booth / $2,500
Sponsor Double Booth / $4,000
*Booth only attendees will receive access to the exhibit hall, which includes networking receptions, continental breakfasts, and all refreshment breaks.
Private Event functions
If you are planning to host an event (such as a reception or sport outing) to our attendees, we ask that you please schedule this after all AAEI programming. For more information, please visit the Program Information page on the conference website: events.aaei.org and if interested contact Chris Enyart.
Registration
Full- Conference Registration
As a reminder, with your booth registration, you get one complimentary full conference registration with your booth. Please let us know who the full conference attendee will be by the close of registration.
Booth-Only Staff
You can have as many booth-only staff as you would like at no additional cost. Please send Chris Enyart the names of the booth-only staff via email. AAEI will also register these persons on our end. Booth-only staff will have access to the exhibit hall only, including all meals being served in the space.
Invite your Clients
Have clients who normally do not attend AAEI’s conference? Well, feel free to send a personal invitation! Just be sure to include the link to our conference registration site: events.aaei.org
Sponsorships
There are several sponsorship opportunities still available. Please contact Chris Enyart for more information.
Important Dates and Deadlines
ASAP / § Company Description due§ Logo Due
April 21, 2017 / § Purchased Ads due
§ Full payment of all exhibit fees
May 8, 2017 / § Notify AAEI of your contest and drawing information that will be featured in the program book and/or mobile app.
§ Last day to reserve hotel rooms at the AAEI group rate.
May 9, 2017 / § First attendee list sent to all exhibitors
May 26, 2017 / § Advanced registration ends (On-Site available after this date).
§ Last date to make changes to exhibit booth staff
May 31, 2017 / § Final pre-registration attendee list sent to all exhibitors
What’s Included
Each booth will be 10’ DEEP x 10’ WIDE (wide enough to accommodate a normal booth set up) and will be outfitted with pipe and drape, a skirted table, a waste-basket and two chairs.
You will also receive:
Ø One free full conference registration.
Ø Three complimentary booth only attendee passes
Ø Promotional item of your choice to be placed in conference bags.
Ø Logo displayed on promotion material and conference website with a link to your webpage.
Ø Company listing in the conference mobile app
Ø Electronic copy of attendee list 4 and 2 weeks prior to event with final list 1 week after.