Affiliate Events

Now available! Online submission for Affiliate Event Room Requests


The 2020 American Dental Education Association (ADEA) Annual Session & Exhibition will be held March 14-17, at the Gaylord National Harbor Hotel and Convention Center in National Harbor, MD.

ADEA provides complimentary meeting space to affiliated organizations on a space-available basis and invites you to complete an online request to host an event during the conference.

Each group is responsible for all charges incurred by the use of the assigned space. Meetings or events affiliated with the ADEA Annual Session & Exhibition are identified as such in the official conference program and promotional materials.

 


The online submission link is below, but it is important to review the following submission requirements and policies before you book your event.


  • All affiliate events will be scheduled at the Gaylord National Harbor Hotel and Convention Center in National Harbor, MD unless otherwise specified.

    Following are the 2020 dates and times during which you can hold your affiliated event:

  • Friday, March 13Any time
    Saturday, March 147:00 a.m. to 2:30 p.m.; 6:30 to 10:00 p.m.
    Sunday, March 155:30 to 10:00 p.m.
    Monday, March 166:00 to 8:00 a.m.; 5:00 to 6:00 p.m.
    Tuesday, March 176:00 to 8:00 a.m.; 4:30 to 8:00 p.m.

     

  • No events will be scheduled during ADEA Exhibit Hall hours on Sunday, March 15, from noon – 5:00 p.m. and Monday, March 16, from 9:45 a.m. – 3:00 p.m.
  • Affiliated organizations may schedule up to two meeting rooms per day and three events total during the 2020 ADEA Annual Session & Exhibition. If you have requirements beyond the limit, please contact Donna Casimier at casimierd@adea.org or at 202-238-3992.
  • Your event confirmation is contingent on ADEA staff approval and room availability. You will be notified in mid-December of approval and placement.
  • Once your event is approved, you will receive an email with details confirming your event date, time, number of attendees, room set, and room assignment. Your confirmation email will also include contact information for the event coordinator at the Gaylord National Hotel and Convention Center. All audiovisual and/or food and beverage will be at the expense of the affiliate organization.
  • You will work directly with your event coordinator to discuss your audiovisual (AV) and food and beverage needs. Please do not contact the conference hotel before receiving authorization from ADEA.

 

The ADEA Annual Session & Exhibition is the premier event for dental, allied dental and advanced dental education professionals and ADEA’s corporate partners. To facilitate the continuous exchange of ideas and knowledge, ADEA makes event space available to affiliate groups. Groups looking to host an event during the 2020 ADEA Annual Session & Exhibition agree to abide by all operational policies and procedures that guide and govern ADEA. 


If these operational policies are violated, ADEA reserves the right to rescind event space at the affiliate group’s sole expense.

  1. ADEA provides complimentary meeting space to affiliated organizations on a space-available basis from Friday, March 13 through Tuesday, March 17. (See the dates and times section above. Some restrictions apply.)
  2. Groups that intend to charge a registration fee or ticket price for their event(s) must notify ADEA in writing to Donna Casimier, ADEA Meetings Manager at casimierd@adea.org.  
  3. Groups understand that all registrants of the ADEA Annual Session & Exhibition are entitled, as part of their registration, to attend any affiliate group event without charge, including registration fee or ticket price, for which they have been invited by the Group or that is open to all conference attendees. Groups charging a registration fee and/or ticket price agree to put in all event promotional materials that the Group’s event is free for ADEA Annual Session & Exhibition attendees.
  4. Groups planning meetings/events that take place before Friday, March 13 or after March 17 will incur a room rental fee that is assessed by and must be paid directly to the conference hotel.
  5. Function space assignments cannot be guaranteed as they are made based on availability.
  6. Groups must cover the cost of any food and beverage and AV equipment ordered for their event. 
  7. ADEA reserves the right to relocate a Group’s function space assignment. ADEA will notify the Group in writing if such a relocation takes place. 
  8. Meetings or events affiliated with the ADEA Annual Session & Exhibition are identified as such in the conference program.
  9. ADEA reserves the right to leave AV equipment, podiums, head tables in rooms during your event(s).

 

Complete the online submission form:


Enter the correct information to ensure the accuracy of your event’s placement and listing in printed publications.
To submit a request:

  1. Create a user name and access key, or login with an existing user name and access key. 
  2. Read and sign the GDR consent notice.
  3. Click to begin a new submission.
  4. Insert the title of your affiliate event(s).
  5. From the submission category, choose Affiliate Event from the drop-down list.

Submission Deadline Date

All submissions must be completed by Monday, Sept. 9 at 5:30 p.m. Eastern Time. Please do not delay your submission due to questions about audiovisual or food and beverage requirements. Space is limited and we would like to place your event as quickly as possible.

Questions?

If you have questions, please contact:
Donna Casimier
ADEA Meetings Manager
casimierd@adea.org