Booth and Exhibit Information
Cancellation of exhibit space must be received in writing by mail, fax, or e-mail by the end of business day on August 1. Prior to August August 1, the Association will refund the amount paid, less 25% of the total booth amount. Refunds may take up to 4 weeks to process. After August 1, the exhibitor forfeits the entire amount paid. If you downsize your booth you may be required to move booth locations and are responsible for the 25% cancellation fee on the released booth space. Any exhibitor that signs up after July 1 will not be eligible for a refund. No refunds are available for ASHA Member Tables.
Eligibility for Exhibiting
The Convention exhibits are a vital extension of ASHA’s continuing education program. ASHA reserves the right to determine the eligibility of any company wishing to exhibit. The acceptance of a product or service for exhibit does not constitute an endorsement by ASHA. Generally, all products and services to be exhibited must be related to the practice of speech-language pathology or audiology. Exceptions include certain Convention sponsors/corporate partners. ASHA may deny or revoke eligibility based on a violation of any policy set forth in the exhibitor contract or for any action determined to detract from the character of the exhibition.
Only those companies certifying that they are equal opportunity employers will be eligible to exhibit at this Convention and subsequent Conventions held by ASHA.
Commercial Booth Package
Booth space will be 10-ft × 10- ft. Each booth includes a draped 8-ft-high back wall, 3-ft-high side rails, and a uniform two-line booth sign if requested on your contract. The sign will include the company name and booth number. Carpet, furnishings, electricity, internet and other additional services are NOT included in the price of the booth. A service manual with order forms will be available online in August. By submitting the online contract you also agree to the rules and regulations in the Exhibitor Service Manual.
Institutional/Academic/Government/Nonprofit Booth Package
Booth space will be 10-ft × 10-ft. Each booth includes a draped 8-ft-high back wall, 3-ft-high side rails, and a uniform two-line booth sign if requested on your contract. The sign will include the company name, city/state, and booth number. A 10-ft × 10-ft carpet, 6-ft draped table, 2 side chairs, and a wastebasket are included in the price of the booth.
Standard Inline Booth
A maximum height of 10-ft is permitted on the back wall. The 10-ft height may extend 3-ft forward into the booth but then must drop to a 4-ft height limitation. If your display extends higher than the 8-ft back wall drape, the back of your booth must be finished, or the back of your booth will be draped at your expense. You must not block your neighbors sight line with your booth display. ASHA floor managers will be checking booth displays onsite. You will receive a notice that your booth is not in compliance and must be modified prior to show open.
Display may not exceed 16-ft in height. Island booths must be open from all sides; drapes and a booth sign will not be provided. You may hang a sign from the ceiling in an island booth. You can order sign hanging from Teamwork in the Exhibitor Service Manual.
The Exhibit Hall is not carpeted. Commercial exhibitors are required to provide carpet; carpet is not included in the price of the booth. If carpet is not in a booth by 4:00 pm on Wednesday, November 16, ASHA will order it and charge it to the exhibitor. Companies occupying island booths must have carpet to cover the entire booth or contract with Teamwork to fill in the space with aisle carpet.
Official Exhibit Hours
|November 17:||11:00 am – 6:30 pm|
|November 18:||9:00 am – 5:00 pm|
|November 19:||9:00 am – 2:00 pm|
All exhibits must be fully staffed during these official exhibit hours. Any exhibiting company that tears down its exhibit before 2:00 pm on November 19 or is not fully staffed will forfeit its Early Bird lottery/drawing privileges for next year’s Convention. ASHA reserves the right to alter the Convention hours in any manner in the best interest of the Association.
Installation and Dismantling of Exhibits
The Convention Center will be available from 2:00 pm to 6:00 pm on Tuesday, November 15, for islands and approved early move-in, and from 8:00 a.m. to 6:00 pm on Wednesday, November 16, for installation of exhibits. Please email Rtross@asha.org if you require early move-in or late move-in. Please note that overtime for all trades starts at 4:30 pm.
All shipping containers must be emptied and cleared away for storage by 5:00 pm on Wednesday, November 16. No large freight can be brought in after aisle carpet is laid. Exhibitors may set out materials in their booths until 6:00 pm on Wednesday, November 16, as long as their activities do not interfere with laying the aisle carpet. Exhibitors may stay to complete their setup after 6:00 pm but cannot leave the Exhibit Hall and return for security reasons. Exhibits may not be vacated or dismantled before 2:00 pm on Saturday, November 19.
Exhibitors displaying exhibitor badges will be allowed on the show floor to complete the daily setup of their booths beginning at 8:00 am. Once exhibitors leave the Exhibit Hall at the close of each day, they cannot reenter the Exhibit Hall. Exceptions must have approval from ASHA show management. You can receive approval to stay late from Exhibitor Registration onsite.
Exhibits must be dismantled, packed, and ready for shipping by 7:00 pm on Saturday, November 19. Drivers must check in no later than 5:00 pm on Saturday, November 19 to pick up your booth freight.
Exhibitors who plan to have off-site activities are encouraged to schedule their events before and after Convention programming (generally 8:00 am– 6:00 pm daily). Some restrictions apply during Educational Programming and Special Events. To request a meeting or function space, please fill out the online form. This online form will be available soon. Public notices of such events shall be displayed only in the exhibitor’s booth. Notices may not be posted in any Convention hotel or in the Convention Center. Exhibitors may not pass out flyers in the aisles or place marketing material on the tables that are not located in their contracted exhibit space. Advertisements found outside an exhibitor’s booth will be discarded.
It is agreed and understood that the regulations stated here and on the signed online contract are part of a contract between the exhibitor and the Association, and that the submission of the application for exhibit space constitutes the exhibitor’s agreement to abide by these regulations.