EXHIBITOR FREQUENTLY ASKED QUESTIONS
When can I register the people working in my booth? What are the registration rates? How many persons can my company send?
Registration is open. Exhibiting companies are limited to registering four (4) persons per 10x10 booth. For each 10x10, an exhibiting company will receive one (1) complimentary registration. Thereafter, each registration is $595.
All exhibitors MUST register through the on-line exhibitor service center (ESC). Login information can be found at the front of this kit.
My company has used up all our exhibiting personnel registrations. How do I register?
We’re sorry, but once all the allotted registrations have been used, no one else from your company may attend the Annual Meeting. Exceptions are made only for persons serving on ASAE & The Center’s Board of Directors or a council or committee or speakers at the meeting. Limiting the number of registrations for exhibiting companies ensures a high buyer/seller ratio. Thank you in advance for your understanding and cooperation.
What does my registration fee include?
Registration fees include access to all learning activities Sunday through Tuesday, admission to the Association Solutions Marketplace (expo hall), evening receptions on Saturday and Tuesday, and transportation between official hotels, the Metro Toronto Convention Centre, and the venues for official evening events.
Meals included are lunch in the expo hall Sunday through Tuesday, food and beverage at the Saturday and Tuesday evening events and morning and afternoon beverages Sunday through Tuesday. Please note that food will be available to exhibitors for a period of time both before and after the exhibit hall opens and closes.
The mayor / city council member of my city; president of my company; board members are planning to come to the meeting so they can evaluate our participation. I don’t want to use up my allotted exhibitor registrations to accommodate them since they won’t actually be working in the booth. How do I get them a badge?
We understand the importance of having these VIPs at the Annual Meeting & Exposition so they can see what a critical event this is for your company. If these individuals plan to attend the entire meeting, they can be registered and must pay a registration fee of $595. The one-day registration fee is $345. VIPs planning to visit the exhibit hall ONLY and no other activities can receive a complimentary registration. All VIP registrations will be evaluated for approval; ASAE & The Center reserve the right to refuse ineligible VIP registrations. For a VIP registration form, please contact the exhibits team at exhibit@asaecenter.org.
Will I receive a confirmation of my registration?
A confirmation of your registration will be sent to you via email immediately upon registering on-line or via phone. The confirmation will come from the email address registration@asaecenter.org, so please add this address to your “safe list.” Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, please contact us at registration@asaecenter.org. For registrations made with payment by check, please allow two weeks for processing; confirmation of registration will be sent via email immediately upon processing. If you do not receive confirmation after 30 days, please do not hesitate to contact our service center at 202-371-0940 or 888-950-2723.
Will I be refunded if I have to cancel my exhibiting personnel registration?
We’ll be sorry that you won’t be able to join us for this exceptional learning and networking experience! However, we understand that things happen so if you simply can’t attend, please notify us in writing by August 1, 2009. Refunds will be processed less a $75 administrative fee. No refunds will be made after August 1, 2009 or for no-shows. Cancellations may be submitted via email to registration@asaecenter.org, via fax to 202.842.1109, or via mail to Joy Mason., ASAE & The Center, 1575 I Street NW, Washington DC 20005.Tickets to The Food & Wine Classic and the 5K Run are non-refundable.
BOOTH INFORMATION
What does my booth fee include?
Each exhibiting company shall receive 8’ high pipe and drape back wall, 3’ high pipe and drape side wall; 7’ x 44” identification sign; on-line virtual booth; company listing and 25-word description in the Final On-Site Exhibitor Guide*; data reader for attendee lead retrieval; pre-registered attendee list; post-show attendee list; and one full-meeting registration per 100 sq. feet of space. Each company in a shared booth shall receive a company listing and 25-word description in the Final On-site Exhibitor Guide*; on-line virtual booth; data reader for lead retrieval; pre-registered attendee list; post-show Event attendee list; and one full-meeting registration.
Please note that carpeting and furnishings are not included in the booth fee unless otherwise noted. Carpeting or other professional floor covering is required.
*inclusion in the Final On-site Exhibitor Guide is contingent upon ASAE & The Center’s receipt of contract for space prior to the publication deadlines.
I need to cancel my booth. Can I have my money back?
All requests for cancellation or reduction of exhibit space must be in writing and shall become effective upon receipt by ASAE & The Center. If written notice of cancellation is received by ASAE by January 30, 2009, ASAE will retain a cancellation fee of $75; if written notice of cancellation is received by ASAE on or after January 31, 2009 but before March 27, 2009, ASAE will retain a cancellation fee equal to 50% of the total exhibit fee plus a $75 processing fee; if written notice of cancellation is received by ASAE on or after March 28, 2009, ASAE will retain or shall be owed a cancellation fee equal to 100% of the total exhibit fee.
I need to downsize my booth. Is there a penalty involved?
If exhibit booth space is reduced, a fee equal to 20% of the difference in the cost between the originally assigned exhibit space and the cost of the reduced exhibit space requested will be charged if written notice is received by ASAE on or before March 28, 2009; if written notice is received on or after March 29, 2009 but before May 29, 2009, a fee equal to 50% of the difference in cost between the originally assigned exhibit space and the cost of the reduced exhibit space requested will be charged. Commencing May 29, 2009, exhibitors requesting reductions in space will receive no refund for any difference in cost. Furthermore, ASAE has full authority to relocate any Exhibitor after downsizing of space.
When is exhibitor move-in and move-out?
Exhibitor move-in begins on Friday, August 14 at 8:00 a.m. Move-out begins when the show is announced closed on Tuesday, August 18 at 12:31 p.m. Please refer to the schedule of events for further activities.
Can I hang a sign in the exhibit hall?
Hanging signs from the ceiling are prohibited.
What is the height restriction this year?
For linear booths, the height restriction for displays is 8’. Anything higher than 4’ must be place in the rear 5’ of the booth. For island booths, the height restriction is 16’.
EXHIBITOR SPECIFIC INFORMATION
What is happening at the exhibitor briefing on Saturday?
The exhibitor briefing is held to give you all the information you need to make your meeting experience exceptional! Representatives from show management and the general services contractor will be on-hand to supply you with facts, figures, and tips to make the most of your time with us. We especially encourage first-time exhibitors to attend this briefing.
I want to do a mailing to pre-registered attendees. Can I have the list?
We are happy to offer the list of pre-registered attendees as a part of the booth fee. The list of pre-registered attendees will include name, title, organization, demographic information, and their email or mailing address depending on what the attendee notes in their registration. The list will be available for downloading from the on-line Exhibitor Service Center (ESC) June 29th. The list will be updated on a weekly basis to capture new registrants. Please note that it is ASAE & The Center policy not to share phone or fax numbers; this information will not be distributed to exhibiting companies under any circumstances.
What night is the open evening for entertaining clients and exploring Toronto?
There are no scheduled events on Sunday evening. Have fun in the city!
How can I become a speaker at the Annual Meeting?
At this time, the program at the 2009 Annual Meeting is finalized. Proposals were due by December 5, 2008 – we’re sorry you missed this deadline. However, you are still welcome to submit a session proposal at http://www.asaecenter.org/Forms/ProgramProposal/index.cfm. This online form allows you to submit your ideas not only for Annual Meeting but for all other programs that ASAE & The Center holds throughout the year. Thanks for your interest in delivering quality learning to our members! If you have specific questions about getting involved as a speaker with ASAE & The Center, please contact our learning department, CenterU, at centeru@asaecenter.org.
HOTEL & TRANSPORTATION
What hotels have been reserved? What are the rates? Which is the headquarters hotel?
Please refer to the List of Hotels page for hotel information. ASAE & The Center does not name an official headquarters hotel.
Can I make my hotel reservations now?
Housing for the meeting will open soon. Please note that you MUST register to attend the meeting in order to reserve a hotel room.
When will registration open? What are the registration rates?
Registration is open! Registration rates can be found on the Registration Information page.
What does my registration fee include?
Registration fees include access to all learning activities Sunday through Tuesday, admission to the Association Solutions Marketplace (expo hall), evening receptions on Saturday and Tuesday evenings, and transportation between official hotels, the Metro Toronto Convention Centre, and the venues for official evening events.
Meals included are: lunch in the expo hall Sunday through Tuesday, food and beverage at the Saturday and Tuesday evening events, and morning and afternoon beverages Sunday through Tuesday.
I am not a member of ASAE & The Center but my co-worker is and cannot attend. Can I use their membership to register at the member rate?
Membership in ASAE & The Center is individual and non-transferable to others. However, association professionals registering for the meeting as a non-member will receive a complimentary one-year membership in ASAE & The Center!
Who can attend the Annual Meeting & Exposition?
The Annual Meeting & Exposition is open to association professionals, federal government employees, higher education educators, independent consultants, corporate meeting planners, and attorneys. Meeting registration is only open to those industry partners (i.e., suppliers) who exhibit, speak at a session, or serve on ASAE & The Center’s Board of Directors or on a council/committee. This ensures a high buyer/seller ratio. ASAE & The Center reserve the right to refuse ineligible registrations. Please do not hesitate to contact Joy Mason (jmason@asaecenter.org) with any questions or concerns regarding this policy.
What is the dress code?
We want you to be comfortable so you can enjoy your meeting experience! Therefore, business casual dress is strongly encouraged. We suggest bringing a light sweater or jacket with you during the day as meeting rooms are air conditioned.
Will all conference programming be held at the Metro Toronto Convention Centre?
All programming will be held at the Convention Centre. Locations for events not being held at the Centre will be noted in the schedule of activities.
Will I receive a confirmation of my registration?
A confirmation of your registration will be sent to you via email immediately upon registering on-line or via phone. The confirmation will come from the email address registration@asaecenter.org, so please add this address to your “safe list.” Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, please contact us at registration@asaecenter.org. For registrations made with payment by check, please allow two weeks for processing; confirmation of registration will be sent via email immediately upon processing. If you do not receive confirmation after 30 days, please do not hesitate to contact our service center at 202-371-0940 or 888-950-2723.
Will I be refunded if I have to cancel my registration?
We’ll be sorry that you won’t be able to join us for this exceptional learning and networking experience! However, we understand that things happen so if you simply can’t attend, please notify us in writing by August 9, 2009. Refunds will be processed less a $75 administrative fee. No refunds will be made after August 9, 2009 or for no-shows. Cancellations may be submitted via email to registration@asaecenter.org, via fax to 202.842.1109, or via mail to Joy Mason, ASAE & The Center, 1575 I Street NW, Washington DC 20005.
Substitutions may be made at any time. If you are unable to attend but someone else from your organization can come in your place, please notify us in writing via email at registration@asaecenter.org.
Will I receive a confirmation of my housing reservation?
A confirmation of your reservation will be sent to you via email, fax, or mail within 72 hours of receipt. The confirmation will come from the official housing company, Expovision, at email address asaecenterhousing@expovi
sion.com, so please add this address to your “safe list.” Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, please contact us at asaecenterhousing@expovision.com. Only one confirmation will be sent, so please be sure to watch for it. Please note that the confirmation will NOT come directly from the hotel at which you will be staying.
Will I be refunded if I have to cancel my room reservation?
We’ll be sorry that you won’t be joining us. Your room reservation will be refunded in full if notice is received in writing by July 14, 2009. Commencing July 14, 2009, we regret that your housing deposit is non-refundable. Failure to check-in on the scheduled date of arrival will result in the loss of your housing deposit and the cancellation of your room for the remainder of the stay. Cancellations may be submitted to asaecenterhousing@expovision.com, via fax to 703-205-0235, or via mail to ASAE & The Center 2009 Annual Meeting Housing Office, c/o Expovision, 3141 Fairview Park Drive, Suite 550, Falls Church, VA 222042. Please note, sending your room cancellation request directly to ASAE & The Center does not guarantee processing of the request. Please send your request directly to Expovision, ASAE & The Center’s official housing company.
Are there any airfare discounts?
Everyone’s looking to save a little money and stretch their dollar a bit further this year, so we’re doing our best to help make that a possibility. Now you can get to the Annual Meeting & Expo a little cheaper by taking advantage of the some great cost-cutting offers. Please see the housing & transportation page for full details.
GENERAL INFOMRATION
Do I need a passport to travel to Toronto?
As of June 2009, everyone wishing to enter Canada by air, land and sea is required to produce a passport. Getting your passport is easy, but requires some advanced planning. To ensure you receive your passport in time, be sure to send in your documents at least six weeks prior to your departure date. Full details on attaining or renewing your passport can be found at http://travel.state.gov/passport.
Note: If you already have a valid passport, make sure to double check the expiration date as it needs to be valid for six-months following your departure.
Help! I don’t have a passport.
Obtaining a passport is easy! Visit The State Department’s website for all the details. Please allow approximately 10 weeks for processing. You can apply for an expedited passport if you’ve not allowed for this much time.
What is the Food & Wine Classic on Monday night?
The Classic is a fundraising event bringing entertainment and the epicurean delights of our hospitality partners all under one roof! The event will raise money for The Center for Association Leadership, while providing an exceptional experience. A separate registration fee is required.
Will transportation be provided during the conference?
Complimentary transportation will be provided to the Convention Centre from the official hotels, except for those within walking distance (Intercontinental Toronto, Fairmont Royal York, and Renaissance Toronto), and between all hotels and venues for the official evening events (note that on Saturday evening, no transportation will be provided from the Intercontinental Toronto, Fairmont Royal York, and Renaissance Toronto, as they are all in walking distance from the event) . Ground transportation between the airport and hotels is NOT provided on a complimentary basis.
Can I buy individual additional event tickets for the Saturday opening reception, or the Tuesday closing reception? What is the cost?
Individual tickets for these events are available on-site only; they are not available for purchase in advance. Tickets may be purchased for $50 for members of ASAE & The Center and $75 for non-members; tickets for youth/teen are $35. Please note that if these guests are already registered under the spouse/guest program, these events are included in their registration and do not need to be purchased.
How many CAE hours will I earn by attending the Annual Meeting? CMP Credits?
Attendees earn 18 CAE hours by attending the Annual Meeting & Exposition. For the CMP designation, one can earn 2.4 points for certification or 24 points for recertification.
I am bringing my family with me; will there be activities for them to enjoy?
Family and friends will LOVE Toronto – so invite them to join you! A special registration price of $245is available which includes: Evening events on Saturday and Tuesday and conference general sessions and admittance to the expo hall on Sunday, Monday and Tuesday! Please note that guests are those individuals who are not in the industry.
New Tour Option Package for Spouse/Guest and Youth/Teen participants
Take advantage of a bundled tour package for purchase. CityPass has bundled the best of Toronto into a convenient and affordable ticket booklet. Enjoy architectural triumphs, amazing animals and a flavor of Toronto’s museums. With admission to five famous attractions - CN Tower, Casa Loma, Ontario Science Centre, Royal Ontario Museum and the Toronto Zoo, time will fly by and will deliver experiences you won’t soon forget. The cost for ASAE & The Center guests is $59 CAD for Adults and $39 CAD for Youth. To purchase your CityPass tour booklet, or to find out more, visit http://www.citypass.com/affiliates.html.
Is child care available?
Kiddie Corp will provide activities for our Youth/Teen participants on a per-hour fee basis. Program activities will take place at the Youth/Teen Lounge. The CityPass tour booklet is available if your teen has someone to tour with. Take a look by clicking on the CityPass link above.
KiddieCorp will also provide expert child care services for infants and toddlers , ages six months to twelve years old. Many activities have been planned to keep children engaged and excited. Activity hours for both programs are: Saturday from 6-9pm, Sunday and Monday 8am-9pm and Tuesday 8:30am-9pm.
To register for Childcare visit: https://www.kiddiecorp.com/asaekids.htm
Please note that no one under the age of 18 is permitted in the exhibit hall at any time. Thank you in advance for your cooperation.
I desperately want to attend the Annual Meeting & Exposition, but unfortunately my budget does not allow it. Is there a scholarship program?
There is a tuition assistance program; we welcome you to request an application by writing to us at registration@asaecenter.org. Please note that scholarships are only available to members of ASAE & The Center. All completed applications must be received by June 30, 2009. Applications will be reviewed and scholarship recipients will be notified of their approval by mid-July. Approximately 30 scholarships will be awarded.
I am a member of the press – do you have press registration?
ASAE & The Center welcomes professional editorial staff (including photographers and camera crews) of print, online, and broadcast media to attend the Annual Meeting & Exposition on a complimentary basis. Other publications staff (non-editorial positions, such as publishers, advertising directors, and advertising representatives) may attend the Annual Meeting & Exposition only if exhibiting and must pay all related fees. A copy of ASAE & The Center’s media policy can be downloaded here (link).
Members of the media interested and eligible to obtain press registrations should contact our Public Relations department. Please contact Chris Vest at cvest@asaecenter.org register.
My question is not here! Who should I contact?
We’re sorry that we could not anticipate your needs. Please email us at annualmeeting@asaecenter.org so we can assist you!