Exhibitor Information: 2025 AAIS Main Event

Key Dates and Times (more details about each below):

February 21: Last day to sign up for a sponsorship
March 14: Last day to register for Main Event + book a hotel room at Opal Sol with discounted rate
March 14: Advanced attendee list sent to sponsors (if purchased)
April 1-5: Shipping arrival window
April 6 (9:00 a.m. – 9:00 p.m.): Exhibit table setup
April 8 (3:00 p.m.): Sponsor raffle
April 8 (5:00 p.m. – 9:00 p.m.): Exhibit table teardown

Specifications:

Exhibit tables are 6 feet long and 2½ feet wide (72” x 30”). They will be located in the area right outside the main room where speaking sessions will be held. Please scroll to the bottom of the page to see the exhibit area layout.
Please limit your exhibit materials to your tabletop. Floor banners/displays are acceptable to place behind or around your table, but please be mindful of other exhibitor tables close by when planning out your space.
Outlets can be found throughout the area and wireless internet will be available to all exhibitors and attendees. If you need dedicated power, highspeed wired internet, or if you have additional electrical needs, please complete and submit this Exhibitor Request form by March 14, 2025.
If you would like to order a laptop, monitor, or have other audio visual needs for your exhibit, please complete and submit this Exhibitor Request form by March 14, 2025.

Exhibit Setup & Teardown:

Exhibit table setup will be from 9:00 a.m. to 9:00 p.m. Sunday, April 6, 2025. Please ensure your team members plan their arrival times based on the set-up time required for your exhibit.
Event attendee registration will begin at 3:00 p.m. Sunday, April 6, 2025. We highly encourage that all exhibitors have their tables set up before registration starts so you have the best opportunity to network with attendees as they arrive.
Exhibit table teardown may begin at 5:00 p.m. Tuesday, April 8, 2025. Please do not start tearing down your exhibit before 5:00 p.m.

Shipping Instructions:

The shipment arrival window to send materials to Opal Sol Hotel is Monday, April 1 – Saturday, April 5, 2025. Please ship your materials accordingly to arrive during these dates only. AAIS and Opal Sol Hotel are not responsible for lost or damaged packages. Therefore, we encourage exhibitors to utilize a trackable shipping carrier to keep track of your individual deliveries.
To ensure proper delivery, the following information is required to be included on all boxes shipped to the Hotel in order to be accepted:

Wen Tilghman, AAIS Main Event (April 6-8)
ATTN: [Exhibitor Full Name/Company Name]
400 Coronado Drive
Clearwater Beach, FL 33767

Important Notes:

All boxes in excess of five (5) may incur a box handling fee. Any materials shipped upon the conclusion of the AAIS Main Event are the responsibility of the exhibitor. These materials must be properly packaged and labeled appropriately and include all proper destination information including shipping account numbers. The Hotel is not responsible for any damage or loss of any items left on premise prior to, during or following the AAIS Main Event.
Exhibitors are responsible for packing up and shipping their items back. The Hotel staff will have shipping forms you can complete and submit if you would like the Hotel to handle ship-out on your behalf.

Sponsor Raffle Prize Opportunity:

We invite all exhibitors to participate in our AAIS Main Event raffle drawing that will take place on the Main Stage on April 8, 2025 at 3:00 p.m. Sponsors may provide one raffle prize item and have the opportunity to present it on stage to the selected winner.

AAIS will collect raffle entries digitally using the QR code below. Signage encouraging digital entries will be provided and available throughout the exhibit hall floor and included in the event program guide. Feel free to use the code below in your own tabletop signage to encourage entries to the raffle for a chance to win your sponsored prize!

Note: Each prize should be TSA-friendly (packable in an attendee's suitcase to take back home) or be mailed by the sponsor to the winner within 2 weeks of the event.