EVENT INFO FOR ONSITE BOOTH STAFF

ATTENDEE LIST

ACMA will send pre and post event attendee lists via email, hard copies will not be provided. As an exhibiting company, you receive the following attendee lists:

• Pre-Event Attendee List (30 days prior to event): distributed via email on 5/21/21 to platinum and gold booths
• Pre-Event Attendee List (1 week prior to event): distributed via email on 6/11/21 to platinum, gold and bronze booths
• Post-Event Attendee List (within 2 weeks after event): platinum, gold and bronze booths

If you did not receive the pre-conference attendee list, please contact the ACMA Exhibit Sales Team via phone at 501-242-4654.

PLEASE NOTE the attendee list IS not comprehensive as it does not include attendees who asked that we not publish their information, attendees who provided their home contact information on the registration form and attendees who provided incomplete addresses on their registration form. Demographic data included in the directory is name, title, department, organization, mailing address, and phone. Per ACMA policy, email addresses are not provided. If you wish to collect email addresses for those people who visit your booth, you can do so through lead retrieval. For additional information about purchasing lead retrieval, scroll to the "Lead Retrieval" section below.

BOOTH ASSIGNMENTS & FLOOR PLAN

Platinum booths are afforded priority booth selection. Bronze booths are assigned by ACMA. The following will be taken into consideration but will not be the sole determining factor in booth location: order in which booth registrations/payments are received, company classification, suitability and availability of location.

BOOTH package & display

For your booth ACMA provides (1) table and (2) chairs. Tables will have cloths and/or skirting but you may cover with your own cloth. Standard table length is 6’ however 8’ tables may be substituted at some locations. Bronze booths are limited to table-top or banner stand displays only. Platinum booths can utilize free-standing, table-top or banner stand displays. Table-top displays must fit onto a 6’ table without impeding adjacent tables. A $500 fee will be issued for failure to comply with the booth display guidelines.

Banner Stands: Limit of (3) per booth, acceptable locations are listed below:

• In front of table
• Behind table
• To the side of table (if space allows, as long as it doesn’t impede on space allocated to adjacent tables)
• On top of table (only if table is located on the perimeter of room)

CANCELLATIONS

With the exception of force majeure as outlined in ACMA's Exhibition Policies, all monies paid to ACMA for exhibit space and advertising are non-refundable but can be credited towards other ACMA purchases within the same calendar year. If an exception to policy is made allowing a refund, ACMA will deduct a 3% admin fee from the refund amount.

CONTINUING EDUCATION FOR BOOTH REPS

As an added (and complimentary) benefit to our exhibitors, ACMA provides continuing education to booth reps. Reps who want a CE Certificate must provide a valid email address and ensure that “Needs CEs" is noted in the badge section of your company’s booth registration record. We encourage you to stop by the ACMA registration table during the event to verify with our onsite staff that we have the information required for you to receive CEs.
Accessing CE Certificate: If you do want CEs for the conference, and we have the required information noted above, you will receive an email after the conference with a link to the online evaluation. Once you have completed evaluation process, you will be able to immediately print a CE Certificate.

DOOR PRIZES

We encourage you to bring items to give away as door-prizes as that provides additional incentive for participants to visit your booth during the conference. Please keep your prizes at your booth. ACMA will have a bulletin board near the entrance to the exhibit hall where you can post the names of your prize winners.
ACMA will instruct attendees to check the bulletin board and visit your booth prior to 2:15 pm on Thursday, June 24 to collect their prize(s). If your prize winners do not show up to collect their prize, you can contact them after the event to make shipping arrangements.

ELECTRICAL

Electrical and Internet must be ordered and pre-paid as part of your booth registration record. Fees paid for internet and electrical will not be refunded so please ensure that you will in fact need access prior to ordering. To add electrical and/or internet access to your booth registration, you can either log into your registration record or contact an ACMA Exhibit Sales Rep for assistance by calling 501-242-4654. Onsite orders will be accepted but must be paid with a credit card at the time order is placed.

If you need Audio-Visual equipment for your booth, please contact your ACMA Exhibit Sales Rep for assistance.

EXHIBITION POLICIES & GUIDELINES

By completing the online booth registration, you are acknowledging that you accept and agree to abide by ACMA's Exhibition Policies and Display Guidelines.

HOTEL RESERVATIONS

ACMA's discounted group rate for a standard room is $259 for single/double occupancy. Triple occupancy is $309 and quadruple occupancy is $329. Discounted group rates are available until Tuesday, October 25, 2022, or until all guest rooms in the block have been reserved, whichever comes first. A limited number of rooms are available at the group rate for 3 nights prior to and after the conference, so we encourage you to make your reservations early. Click here to make your reservation online, or call 504-561-1234

MARKETING TOOLKIT

We have put together marketing tools to help you promote your participation in this premier event. Access our exhibitor resources to help you stay connected with the leadership and physician advisor community as well as promote registration, increase attendance and share conference learnings with your network.

Sample Social Posts
Sample social media posts, with graphic and suggested copy, will help you get started immediately.  Download Graphic 1  |  Download Graphic 2  |  Download Graphic 3  |  Download Social Media Copy >>

Promotional Flyer
The event flyer can be utilized via email, distributed to your current clients or posted to your website.  Download Flyer >>

Invitation Letter
This letter can be customized and sent to your current clients.  Download Letter >>

NAME BADGES

A conference badge will be required to enter all ACMA conference events. ACMA offers the following quantity of “all-access” conference badges to our exhibiting companies:
Platinum (4)Gold receive (3) and Bronze (2).

• Only representatives who are employed directly by the exhibiting company and who will be working at the booth in the exhibit hall are eligible for staff badges.
• Conference badges are to be used by one individual for the duration of the conference and are non-transferable during the event. Each booth rep will be required to provide a valid cell phone number and email address for use by ACMA to communicate announcements and reminders during the conference.
• Badges are “full access” meaning your booth reps have access to the exhibit hall, food events, main conference educational sessions (in-person and virtual) and CEs (if requested).

PARKING

Hyatt Regency offers premium valet services. In addition, there are several nearby parking lots, including the 1301 Girod Parking Garage that connects directly to the hotel. Contact Merit Parking to confirm pricing at 504-561-0575. Onsite parking is limited/subject to availability. The onsite parking fee is $25/day and valet parking is $40/day. Click here for detailed parking fees. 

PAYMENT TERMS & CONDITIONS

Full payment must be received by the payment deadline or your order may be cancelled unless prior arrangements have been made. New purchases made after the deadline must be accompanied by full payment at the time of registration. ACMA will not fulfill booths/exhibit benefits, advertising and/or promotion orders until full payment has been received. Depending on print/production deadlines, companies with new orders and/or late payments received after the payment deadline may not be included in event materials. Exhibiting companies with an outstanding balance will not receive access to exhibitor benefits or be allowed on the exhibition floor during the event. Please ensure that all fees for miscellaneous items (badges, advertising, etc.) have been paid prior to arrival. Fees incurred onsite during the event must be paid at the time of purchase.

!! WARNING - CONVENTION RELATED SCAMS !!

It has been brought to our attention that our attendees and exhibiting companies are being contacted by third parties claiming to represent ACMA and/or our conference. Please note the following: These companies are in no way affiliated with ACMA. Authentic emails from ACMA come from *@acmaweb.org. ACMA does not utilize housing services, travel agencies/discount travel related organizations, audio-visual companies, mailing list providers, etc. Although we do list the names of exhibiting companies on our conference website, ACMA does not distribute contact information for employees of our exhibiting companies to anyone other than the official event management contractor, Shepard Exposition Services. Authentic emails from Shepard will come from *@shepardes.com. Be aware that these companies are often running scams that are designed to obtain your personal details and credit card information. We recommend that you do not give these companies your credit card number, personal information, and/or any details about your hotel reservations and/or exhibit booth. If you are contacted by any company claiming to represent ACMA and/or our conference, please ask for the company name and phone number and report the incident immediately to ACMA by calling (501) 907-2262. If you have questions, or need additional information, please contact a member of the ACMA Exhibit Sales Team by calling 501-907-2262.