Exhibitor FAQ

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Exhibitor FAQ


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 $699. All registrations are full conference registrations and include the opening and closing parties, as well as educational programming. All exhibitors MUST register through the online Exhibitor Service Center (ESC). Login information was provided by ASAE in your official confirmation letter, which was sent to your booth coordinator from exhibit@asaecenter.org.


We’re sorry, but once all the allotted registrations have been used, no one else from your company may attend the Annual Meeting & Exposition. Exceptions are made only for persons serving on ASAE’s Board of Directors, persons on a council or committee that is meeting during the Annual Meeting & Exposition, 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.

If you have a staff member that needs access to the show floor to assist and/or supervise the set-up and tear-down of the exhibit display, this individual may visit the registration desk onsite and ask for a “Worker Badge.” This will allow them access to the show floor during move-in and move-out hours only.


Registration fees include access to all learning activities Sunday through Tuesday, admission to the Association Solutions Marketplace (expo hall), evening events on Saturday and Tuesday, and transportation between official hotels and the venues for official evening events.

Meals included are: light breakfast in the Business Connection Lounge (BCL) Sunday through Tuesday; lunch in the expo hall Sunday and Monday and in the General Session on Tuesday; Saturday and Tuesday evening events and morning and afternoon beverages Sunday through Tuesday.


...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 $699. 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 reserves the right to refuse ineligible VIP registrations. A VIP registration form is included in section C of this kit and in the online Exhibitor Service Center (ESC) under the Exhibitor Documents section.


A confirmation of your registration will be sent to you via email immediately upon registering online. 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 15 days, please do not hesitate to contact us at 202.626.2805.


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 July 18, 2018. Refunds will be processed less a $75 administrative fee. No refunds will be made on or after July 18, 2018 or for no-shows. Cancellations may be submitted via email to registration@asaecenter.org.Donations and tickets to The Classic, Community Connections, Las Vegas Experiences, Golf and Yoga are non-refundable, as the proceeds for these events are charitable contributions and go to the ASAE Research Foundation.


Each exhibiting company shall receive 8’ high pipe and drape back wall, 3’ high pipe and drape side wall; 7’ x 44” identification sign, an online booth profile, a company listing and 25-word description in the Onsite Guide* and mobile app, a pre- and post-show attendee list, one complimentary full-conference registration per 100 sq. feet of space, the option to purchase up to three additional full-conference registration at $699 each, and use of the Business Connection Lounge for appointments. Each company in a shared booth shall receive 7’ x 44” identification sign, an online booth profile, a company listing and 25-word description in the Onsite Guide* and mobile app, a pre- and post-show attendee list, one full-conference registration, the option to purchase up to one additional full-conference registration at $699, and use of the Business Connection Lounge for appointments.

Please note that carpeting and furnishings are not included in the booth fee. Carpeting or other professional floor covering is required.

*Inclusion in the Onsite Guide is contingent upon ASAE’s receipt of contract for space and listing prior to the publication deadline of May 7, 2020.

NOTE: Carpeting and furnishings are not included in the booth fee. Carpeting or other professional floor covering is required.


The Business Connection Lounge (BCL) is an area that is exclusive to exhibitors and their clients. It is equipped with several different set up options and various equipment to make your meetings go as smoothly as possible. Additionally, the BCL is outfitted with Wi-Fi and a relaxed seating area, making it an ideal place to check your emails or grab a cup of coffee with a client. For more information, see the Business Connection description in section B and the BCL floor plan at the end of this section (section A).


All requests for cancellation or reduction of exhibit space must be made in writing and shall become effective upon receipt by ASAE. Due to the difficulty of determining and detailing the losses which would result from cancellation of exhibit space, the Exhibitor agrees to pay the following as liquidated damages (and not as a penalty) if the Exhibitor cancels its exhibit space: If written notice of cancellation is received by ASAE on or before February 14, 2020, ASAE will retain or shall be owed a cancellation fee of $150; if written notice of cancellation is received by ASAE on or after February 15, 2020 but before April 10, 2020, ASAE will retain or shall be owed a cancellation fee equal to 50% of the total exhibit fee (not just the deposit) plus a $150 processing fee; if written notice of cancellation is received by ASAE on or after April 11, 2020, ASAE will retain or shall be owed a cancellation fee equal to 100% of the total exhibit fee. The above cancellation fee terms shall apply regardless of the execution date of this Agreement and regardless of any re-sale of booth space cancelled by Exhibitor.


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 February 14, 2020; if written notice is received on or after February 15, 2020 but before April 10, 2020, 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 April 11, 2020, 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.


Exhibitor Move-In:
Friday, August 7, 2019  (8:00 a.m. - 5:00 p.m.)
Saturday, August 8, 2019 (8:00 a.m. - 5:00 p.m.)

Move-out begins when the show is announced closed on Monday, August 10, 2018.
Exhibitor Move-Out:
Monday, August 10 , 2018 (1.46 p.m. - 8:00 p.m.)
Tuesday, August 11, 2018 (8:00 a.m. - 12:00 p.m.)

Please refer to the schedule of events for further activities.


Hanging signs from the ceiling are prohibited.


For linear booths, the height restriction for displays is 8’. Anything higher than 4’ must be placed in the rear 5’ of the booth. For island booths, the height restriction is 18’. All island booths must submit renderings of their booth to Show Management at exhibit@asaecenter.org for approval by July 3, 2020.


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.


We are happy to offer the pre-show mailing list as a part of the booth fee. The pre-show list 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 online Exhibitor Service Center (ESC) beginning June 29. The list will be updated on a weekly basis to capture new registrants. Check back every Monday for new registrants. Please note that it is ASAE policy not to share phone or fax numbers; this information will not be distributed to exhibiting companies under any circumstances. By law we are also required to let attendees opt out of all exhibitor communications.


There are no scheduled events on Sunday evening. Please explore & enjoy your night in Columbus or host your clients!


At this time, the program at the 2019 Annual Meeting & Exposition is finalized. That said, ASAE’s education department, ASAE University, is always open to your suggestions. Feel free to contact: asaeuniversity@asaecenter.org.


Please refer to the Hotel & Travel tab for hotel information. ASAE does not name an official headquarter hotel.


Housing is now open through our official housing vendor, Expovision. View the Hotel & Travel page at https://annual.asaecenter.org/hoteltravel.cfm for more information on the housing blocks we have reserved for our exhibitors and attendees.


A confirmation of your reservation will be sent to you via email, within 72 hours of receipt. The confirmation will come from the official housing vendor, Expovision, from email address: ASAEhotels@expovision.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 ASAEhotels@expovision.com. Only one confirmation will be sent, so please be sure to watch for it. Please also note that the confirmation will NOT come directly from the hotel at which you will be staying.


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 Expovision in writing by July 18, 2019. Refunds will be processed less a $75 administrative fee. No refunds will be made after July 18, 2019 or for no-shows. Cancellations may be submitted via email to ASAEhotels@expovision.com.

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 ASAEhotels@expovision.com.


Everyone’s looking to save a little money and stretch their dollar a bit further, so we’re doing our best to help make that a possibility. You can get to the ASAE Annual Meeting & Expo a little cheaper by taking advantage of some great cost-cutting offers. Please see the Registration, Housing & Transportation section of this kit or visit the Air Travel page at https://annual.asaecenter.org/travel.cfm for full details.


Complimentary transportation will be provided from the official hotels, except for those within walking distance, and venues for the official evening events.


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.


Individual tickets for these events are available for guests that are not in the industry. Tickets may be purchased for $99; tickets for those 21 and under $29. Please note that if these guests are already registered under the spouse/guest program, these events are included in their registration and do not require an additional purchase.


Family and friends will LOVE Columbus, Ohio– so invite them to join you! A special registration price of $399 is available which includes: the opening and closing evening events on Saturday and Tuesday, conference keynote sessions, and admittance to the expo hall on Sunday and Monday! Please note that this package is only available for those individuals who are not in the industry. 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.


Not finding the answers to the questions you have? Call us directly at 202.626.2805, or email us at exhibit@asaecenter.org, so we can provide you with the information you need.