In celebration of the 75th AALAS National Meeting, AALAS has a special invitation to all the Past Presidents to attend as they will be recognized during the Sunday evening Opening Session from 5:00 p.m.-6:30 p.m.
To continue this monumental celebration, we will be holding the Sunday evening Welcome Reception inside the Exhibition Hall from 6:30 p.m.-8:00 p.m.
Fern Expo is the official decorator of the 2024 AALAS National Meeting in Nashville, TN. Once the service kit is available, exhibitors will receive a link and password to order carpet, furniture, etc. If you have not received your link and password once the kit is available, or if you have any questions, please reach out to Kayla Roby, Exhibitor Services Representative for Fern. Show Site and Warehouse labels are below. Please note material handling charges apply to all shipments. Refer to your exhibitor service manual in Fern OneView for details.
AALAS Show Site Labels
AALAS Warehouse Labels
Kayla Roby
Exhibitor Services Representative
[O] 1-800-774-1251 Ext. 1
[M] 1-502-598-0020
kroby@fernexpo.com
Exhibitor Audio/Visual
- Sunday, November 3, 6:30 p.m.-8:00 p.m.
- Monday, November 4, 9:00 a.m.-5:00 p.m.
- Tuesday, November 5, 9:00 a.m.-5:00 p.m.
- Wednesday, November 6, 9:00 a.m.-1:00 p.m.
Dismantle: Wednesday, November 6, 1:00 p.m.-10:00 p.m.
All booth assignment requests must be accompanied by the required deposit/payment and a signed, exhibitor application through our online portal, which includes an agreement by the applicant to endorse the AALAS position statement and abide by same prior to and through the course of the AALAS National Meeting. Also required is a company description (50 words or less) and products and/or services, which will be included in the Final Program.
Applications cannot be processed by telephone, and booths cannot be held by verbal arrangement. Applications received prior to July 1 must include a deposit in the amount of $500 for each booth requested. The balance due on the cost of space assigned must be paid net 30 days from date of invoice. After 30 days, if payment in full has not been received, AALAS reserves the right to reassign booth space. Applications received after July 1 must include full payment.
Sub-leasing of exhibit space is not permitted, nor may two companies share the same leased space.
All companies with an active AALAS Base Commercial membership at the time the application is received will receive a $300 discount off final invoice for exhibit space. All companies with an active AALAS Premium Commercial membership at the time the application is received will receive a $400 discount off final invoice for exhibit space. All companies who are also ATA members will receive an additional $50 off. Both memberships must be current at the time of submission.
AALAS reserves the right to refuse exhibit space to any entity or person when AALAS believes, in its absolute discretion, that the entity or person does not endorse and support the mission of AALAS or otherwise may compromise the educational aspects of the AALAS National Meeting.
AALAS reserves the right to refuse services to companies/institutions owing AALAS an outstanding invoice that is 90 days or more past due until the invoice is paid in full.
Initial booth assignments are based on priority points. The 2024 booth assignments will be based on the 2023 Priority Point system. In order to qualify for priority point assignment, online exhibit application with deposit must be completed on or before February 5. Exhibiting companies who meet the priority point criteria will be assigned first. After booths have been assigned based on priority points, the remaining booth space will be assigned on a first-come, first-served basis.
Whenever possible, space will be allotted according to the exhibitor’s choice, but the final arrangements will be determined by exhibit management in such a way as to produce the most advantageous grouping of the exhibits.
It is the responsibility of the authorized individual signing the application for space to inform all booth personnel of all the rules and regulations. All people staffing the booth are required to be registered and have an exhibitor’s badge, which may not be altered or obscured in any way. Each company will receive four complimentary meeting registrations for each booth purchased; additional personnel may be registered at the pre-registration rate (see Cancellation Policy). Exhibitor badges permit access to the exhibit area as well as scientific sessions. There will be a $50 charge for lost badges.
The exhibitor registration desk will be open Saturday, November 2, 8:00 a.m.-6:00 p.m., Sunday, 7:30 a.m.-7:00 p.m., Monday and Tuesday, 7:30 a.m.-5:00 p.m., and Wednesday, 7:30 a.m.-1:00 p.m. Photo ID is required to pick up your badge. Generic badges will also be available for setup personnel; the names of those who will set up booths must be submitted by the exhibitor contact using the form included in the Exhibitor Service forms.
Booth personnel must wear their badge at all times in the exhibit hall. Badges may not be altered or obscured in any way; your name and company name must be clearly visible. Examples of unacceptable badge display include putting tape or stickers over the badge and/or covering the badge with a business card.
Every effort will be made to ensure that only properly identified and authorized registrants enter the exhibit area. Four guest badges will be made available to each exhibiting company for exhibitor guests, defined as individuals you wish to invite to view your display who would not otherwise be registering for the meeting. The Guest-of-Exhibitor badge will permit entry only to the exhibit area from Monday, November 4 through Wednesday, November 6. Guest badges will not permit attendance at scientific sessions. Guest badges are reusable for the company. It is the exhibitor's responsibility to make sure the badges are turned in to the exhibitor or to the exhibitor registration staff when finished. Please note that children under the age of 14 are not permitted in the exhibit hall during setup or dismantling of exhibits.
In the event of cancellation of booth space by either party for reasons other than force majeure, the following refund policy will apply: Notification of an exhibitor's decision to cancel or reduce exhibit space must be submitted in writing. The effective date of space cancellation or reduction will be the date on which written notice is received by AALAS. If space is cancelled or reduced 60 days or more prior to the opening date of the meeting, the total payment received will be refunded, less a processing fee of $250 per booth. If space is cancelled or reduced 31-59 days prior to the opening date of the meeting, 50% of booth rental fee per booth will be retained. The remainder of payment received will be refunded. When the cancellation occurs 30 days or less prior to the opening of the meeting, no refund will be given.
Cancellation request for over-allotment booth attendants must be received in the AALAS National Office in writing 30 days before the opening of the meeting. Processing fees will be retained on over-allotment registration fees: $50 for booth attendant registration and $25 for each workshop. Please allow 30 days for processing. Any late cancellation request after the opening session will not be considered for refund.
