2022 Affiliate Event Submissions Policy and Procedures

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.


Join us March 19–22, 2022, by hosting a social event or business meeting during the 2022 ADEA Annual Session & Exhibition to be held at the Pennsylvania Convention Center in Philadelphia.


We look forward to your participation in the 2022 ADEA Annual Session & Exhibition.



  • Complete the online event submission request form.

  • Your event submission is contingent on ADEA staff approval and room availability. You will be notified in early 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 Pennsylvania Convention Center. You will work directly with the event coordinator to discuss your audiovisual and food and beverage needs. Please do not contact the conference hotel or order services before receiving authorization from ADEA. ADEA will not reimburse any groups that contract for services.

  • Allow 2−5 business days from request submission for response.

 

Groups looking to host an event during the 2022 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 group’s expense.

  1. ADEA provides complimentary meeting space to affiliated organizations on a space-available basis from Friday, March 18 through Tuesday, March 22, 2022. (See the dates and times section below; 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. All ADEA Annual Session & Exhibition registrants are entitled, as part of their registration, to attend any affiliate group event without charge (registration fee or ticket price) to 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 prominently display in all promotional materials this language: Registered attendees of the ADEA Annual Session & Exhibition attend for free.

  4. Groups planning meetings/events that take place before Friday, March 18 or after Tuesday, March 22, 2022, 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 audiovisual 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 should such a relocation take 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 audiovisual equipment, podiums, head tables, etc., in rooms during your event(s).

 

All affiliate events will be scheduled at the Pennsylvania Convention Center unless otherwise specified.

Note: No affiliate events will be scheduled during ADEA Exhibit Hall hours on Sunday, March 20, 2022, from noon – 5:00 p.m. and Monday, March 21, 2022, from 9:45 a.m. – 3:00 p.m.


Your affiliate events can only be scheduled during the following dates and times:

Friday, March 18Any time
Saturday, March 197:00 a.m. to 2:30 p.m. or 6:30 to 10:00 p.m.
Sunday, March 205:30 to 10:00 p.m.
Monday, March 216:00 to 8:00 a.m. or 5:00 to 6:00 p.m.
Tuesday, March 226:00 to 8:00 a.m. or 4:30 to 8:00 p.m.

 


Changes and Questions


If you have changes to your event submission request, please use the online form.

Download the 2022 Members Forum Menus. PDF


Donna Casimier

ADEA Meetings Manager
Phone:  202-238-3992
Email:  CasimierD@adea.org