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Exhibitor FAQs

Booths and amenities

What comes with my booth?
Rental includes 8' (approximately 2.4m) tall drape and 36" (approximately .9m) high side drapes and a standard 7' x 44" identification sign with company name. Carpeting (required in every booth), tables, electrical, etc., are not included and may be ordered through the Exhibitor Service Manual. 

Is WiFi included?  
Yes. Rental includes free wireless Internet access (WiFi). Please note that if your booth has need of high bandwidth, you may want to consider ordering dedicated Internet access, available through the Exhibitor Service Manual. Please note this is an open network and not suitable for transmitting secure data.

Is private interview space available again this year?
Yes. These complimentary meeting areas are available on a first-come, first-served basis. Please visit the Information Desk in ARVO Central to reserve time or for more information.

Booth set-up and tear down

Installation: April 26-27, 8am to 5pm. All booths must be set up by 5pm Saturday. All exhibit material must be unpacked by Saturday at 5pm to permit the removal of empty crates and cartons from the exhibit area.

Dismantling:  Wednesday, May 1, 6pm to 12am. Breaking down early violates ARVO exhibit policy. Violators will be billed $200 and will not receive priority booth assignments for 2020. The Exhibit Hall must be vacated by 12am.

Where are the Exhibitor Service Desks?
Onsite exhibitor vendor service desks with Freeman, Expo Logic, and Convention Centre services will be located at the front of the Exhibit hall near the Exhibit Sales Office. 

I don't arrive until Saturday night. Can I set up my booth on Sunday morning?  
No. All booths must be fully set up by 5pm on Saturday, April 27. Poster set-up begins on Sunday, April 28 at 7:30am and no booth set-up can occur during this time.

My flight home is Wednesday afternoon; can I pack up my booth a couple of hours early?  
No. All booths  (with the exception of meeting suites) must be manned and fully open during all exhibit hours.

Furnishings and other exhibitor services

Order furnishings, electrical, Internet and telephone, AV and computers and graphics and signage from the Exhibitor Service Manual.     

Can I use an outside vendor?
Yes, but exhibitors using an outside vendor (for booth set-up, tear-down, furnishing, computers, etc.) must notify ARVO by completing the Notice of Intent to Use Exhibitor Appointed Contractor (EAC) form and provide a Certificate of Insurance for each outside vendor. The form is available in the Exhibitor Service Manual. The deadline to submit the form is March 8. Non-official contractors will not be allowed in the exhibit hall unless these forms have been filed.

Shipping

Can I ship directly to the convention center?
Yes. Shipments to the convention center will be accepted on April 26 and 27 only.

What are the shipping deadlines to the Freeman warehouse?
The advanced warehouse will be open for receiving freight starting on March 26.  The last day for receiving at the warehouse is April 19.  Deliveries after this date may be rejected or incur a late storage fee.

Exhibitor registration and booth personnel

How many badges do I get?
Exhibitors receive five complementary badges per 10' x 10' booth space: two full-meeting access and three exhibit hall only badges.

Do I need both an exhibit-floor only and a full-meeting badge to access the exhibit hall outside of regular show hours?  
No. The full-meeting badge you receive as an exhibitor will also allow you access to the exhibit hall as an exhibitor.

Does the full-meeting badge get me into all events?
The full-meeting badges give you exhibitor access to the exhibit hall, as well as all sessions Sunday, April 28, through Thursday, May 2, except those requiring a separate registration.

ARVO's Education Courses (Saturday, April 27) require separate registration in advance; they are not included with Annual Meeting registration.

The Sunday Social  and the WEAVR Luncheon are open to exhibitors, but exhibitors (like attendees) must purchase tickets to the events.

I am also a First Author presenting at ARVO. Can I use my complimentary badge to get to my session?
No. First Authors cannot attend the meeting with a complimentary badge. All First Authors must register and pay to attend the meeting.

How do I  make changes to a registration I already submitted?
Contact Deneen Pratt  to change badge names and types, delete a registration, correct typos, etc., through April 5. Any changes after that date must be made onsite.

May I buy more badges?  
Exhibiting company attendees in excess of the allotment of five badges per 10' x 10' booth space will be required to pay $150 for exhibit-only staff or to pay full registration (scientific meeting) rate to attend the ARVO Annual Meeting. To facilitate the rotation of company personnel, up to two exhibit-only name badges per 10' x 10' space may be turned in at the Exhibitor Registration Desk and new exhibit-only name badges will be issued for a fee of $25 each.

Where are my badges?    
Badges will not be mailed. Please bring the Express Pass that will be emailed to you; scan the QR code and print your badge onsite at Exhibitor Registration. Onsite exhibitor registration will be open Friday, April 26, through Wednesday, May 1, and requires a business card and government-issued identification.

When is onsite exhibitor registration and badge-printing open?    
Friday, April 26, 7am - 5pm  
Saturday, April 27, through Wednesday, May 1, 7am - 6pm  

Can I get guest passes for my booth?  
Exhibitors who wish to provide access to their exhibit space only for a non-registered meeting attendee on a one-time basis must apply for a pass from the Exhibitor Registration Desk. Such passes will be provided at the sole discretion of ARVO Exhibit Management 

Exhibit Hall hours

Sunday, April 28 - Wednesday, May 1, 2019: 8:30am - 5pm

Mailing lists and other promotion options

Can I rent a list of attendees?  
To arrange a mailing to ARVO's members - contact marketing@arvo.org for details

Can I rent a list of attendee emails?  
ARVO does not rent or sell attendee email lists.

Are there still sponsorships and other promotional opportunities available?  
Yes.  See the ARVO Sales to create a customized impact package that enhances your marketing strategies.

Games of chance and other advertisements and promotions
Contests, lotteries, raffles or games of chance are prohibited. Please see the General exhibitor conduct section of the Exhibit Prospectus for more details.

Hotels

Reserve your hotel room now to guarantee lowest rate and best selection. Select the "Attendee" guest type to register.  

If you have other questions, please contact Deneen Pratt, ARVO Exhibitor Service.