Exhibitor FAQs

  • Booths are reserved on a first-come, first-reserved basis.
  • Exhibit fees must be paid in full with your application to secure exhibit space. (Applications are online only. Payment accepted by credit card or wire transfer.)
  • Please read the Exhibitor Rules and Regulations before submitting your application. ADEA reserves the right to deny exhibit space.

Standard 10’x10’ Booth Package

  • 8-foot-high beige back drapes and 36-inch-high draped side divider.
  • 7- by 44-inch sign with company name and booth number.
  • Access to the exhibitor lounge at the back of the exhibit hall.
  • Perimeter security services from exhibitor move-in through move-out.
  • Dedicated exhibit hall hours (10.5 total).
  • Listing in the official program (for booths confirmed by Jan. 11, 2019).
  • Four complimentary conference registrations per booth for registered company employees who staff the booth.
  • Recognition on signage.
  • One-time complimentary use of the preshow Annual Session attendee mailing list.
  • Mobile app listing.
  • Registration, housing information, Exhibitor Service Kit, and shipping information can be accessed through your online exhibitor account.

Educational 10’x10’ Booth Package

  • Standard 10’x10’ Booth Package (described above), plus:
    • 6-foot draped table with two chairs and a wastebasket.
    • Carpet.
  • All educational exhibitors must register for the meeting and pay the appropriate conference registration fees. 

Exhibit Rates

Corporate Exhibitor

  • ADEA Corporate Member: $4,000 for 10’x10’ booth.
  • Corporate Nonmember: $5,250 for 10’x10’ booth.

To qualify for the ADEA Corporate Member rate, you must be an ADEA Corporate Member at the time the space is reserved. Exclusions: Individual Members from ADEA Member Institutions do not qualify for the ADEA Corporate Member booth rate. Requirements: All exhibits must be staffed during regular exhibitor hours (see Exhibitor Rules and Regulations for specifics). All booths must be carpeted.

Educational Exhibitor

  • ADEA Educational Member: $849 for 10’x10’ booth.
  • Educational Nonmember: $899 for 10’x10’ booth.
  • Educational exhibitors do NOT receive complimentary registration and will need to pay the registration rates below:
  Early BirdAdvanced Onsite 
 Member $689$789 $889 
 Nonmember $889$989 $1089 


ADEA invites associations, nonprofit organizations, and academic or educational institutions to exhibit. An educational exhibit demonstrates the wide range of interests, activities, and opportunities related to dental education. This type of exhibitor does not explicitly offer any product or service for sale, either in the exhibit or by the applicant organization. All booth personnel for educational exhibits must register for the meeting and pay the appropriate registration fee. Educational exhibitors who serve as booth representatives may not register as a Guest. All exhibits must be staffed during regular Exhibit Hall hours (see Exhibitor Rules and Regulations for specifics).

Exhibit Hall Raffle

For the ADEA Quest participants, ADEA would like each exhibitor to contribute at least one item to the ADEA Exhibit Hall Raffle. Please contact casimierd@adea.org with questions or to contribute a prize. The ADEA Exhibit Hall Raffle will take place at 1:30 p.m. on Sunday, March 17, and at 1:00 p.m. on Monday, March 18.

Saturday, March 16

  • 10:00 a.m. – 5:00 p.m. Exhibitor Move-in

Sunday, March 17

  • 8:00 – 11:00 a.m. Exhibitor Move-in*
  • Noon – 5:00 p.m. Exhibit Hall Open
  • Noon – 2:00 p.m. Lunch in the Hall

Monday, March 18

  • 9:45 a.m. – 3:00 p.m. Exhibit Hall Open
  • 9:45 – 10:30 a.m. Coffee Break in the Hall
  • Noon – 1:00 p.m. Lunch in the Hall
  • 3:05 – 7:00 p.m. Exhibitor Move-out*

*Exhibits must be fully set up by 11:00 a.m. on Sunday, March 17, and remain intact until 3:00 p.m. on Monday, March 18. Booth dismantling begins at 3:05 p.m. on Monday. Exhibitors will be notified in writing of any schedule changes.

September 2018 – January 2019

Booth assignment notification letters are emailed weekly on an ongoing basis.

Friday, Jan. 11, 2019

The exhibitor online application must be completed with full payment by Jan. 11, 2019, to list the exhibitor’s name, booth assignment and description in the official program. Exhibitors who submit applications after Jan. 11, 2019, will be included in the conference mobile app only.

Friday, Feb. 1, 2019 | Deadlines for:

  • Advertising insertion orders for the official program.
  • Requesting exhibitor booth cancellation with a refund (minus a 25% cancellation fee).
  • ALL Early Bird registration (including exhibitors).

Friday, Feb. 10, 2019

  • Deadline for all hotel reservations at the Hyatt Regency Chicago.

Friday, Feb. 17, 2019 | Deadlines for:

  • All registration cancellations.
  • Registering online (including exhibitors).
  • Think “Outside the Booth”—Increase your exposure at the 2019 ADEA Annual Session & Exhibition through a wide range of branding and sponsorship opportunities offered to make an impact on attendees. View a full list of 2019 promotional opportunities.
  • Exhibitors are not permitted to fulfill orders on the exhibit floor. Under no circumstances shall any delivery of goods or items or exchange of merchandise for payment be permitted.
  • Generators are not permitted on the show floor—no exceptions.
  • Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them.
  • All aisle space is under the control of ADEA and shall not be used for exhibit or demonstration purposes.
  • All booths must be carpeted.
  • Exhibitors must carry liability insurance on their exhibits at their own expense.
  • All exhibits must be staffed during show hours—no exceptions.
  • All participants affiliated with exhibits must be registered.
  • Badges must be worn at all times.
  • Each person working at the booth will be issued an exhibitor’s badge and must be employed by the exhibitor.
  • All exhibiting booth personnel MUST register before making hotel reservations.
  • No raffles or contests are permitted on the show floor.

If written notice of cancellation or space reduction is received by Friday, Jan. 11, 2019, the rental fee will be refunded minus a 25% cancellation fee. No refund requests, cancellations or space reductions postmarked after Friday, Jan. 11, 2019, will be accepted.

If any exhibitor is not set up by 11:00 a.m. on Sunday, March 17, 2019, ADEA reserves the right to reassign the space to another exhibitor or to make other use of the space as deemed necessary or appropriate, with no refund made to the original contracting exhibitor. Any charges incurred by ADEA for necessary changes to an unoccupied exhibit booth after 11:00 a.m. on Sunday, March 17, 2019, shall be borne by the original contracting exhibitor.

Exhibit Sales questions? Please contact Simone Smith, ADEA Senior Manager for Corporate Relations, at smiths@adea.org or 202-513-1196.

Exhibit Logistics issues? Please contact Donna Casimier, ADEA Meetings Manager, at casimierd@adea.org or 202-238-3992.