Frequently Asked Questions

LOCATION/HOTEL/TRAVEL

Where does the exposition take place?
The conference and exposition will take place at Music City Center - 201 Rep. John Lewis Way S, Nashville, TN 37203. The exhibit hall is located in Halls A/B.

Why is the day pattern different than 2023?
The exhibit hall is open from Sunday, April 28-Tuesday, April 30. May 1 is slated for airport tours. 2023's day pattern was Saturday-Monday due to availability of the convention center.

Are there hotel room blocks?
Renaissance Nashville Hotel
611 Commerce Street / Nashville, TN 37203
$274 Single/Double Occupancy
plus applicable taxes
Cut-Off Date: Friday, April 5, 2024

Omni Nashville Hotel
250 5th Avenue / Nashville, TN 37203
$319 Single/Double Occupancy
plus applicable taxes
Cut-Off Date: Friday, April 5, 2024

EXHIBIT SCHEDULE

Exhibitor Move-In  
Saturday, April 27 8 a.m. - 5 p.m.
Sunday, April 28 8 a.m. - 3 p.m.
   
Exhibit Hours  
Sunday, April 28 5 - 6:30 p.m.
Monday, April 29 8 a.m. - 6:30 p.m.
Tuesday, April 30 8 a.m. - 2 p.m.
   
Exhibitor Move-Out  
Tuesday, April 30 2:15-6 p.m.

Dedicated Hours with Exhibitors

Sunday, April 28
5-6:30 p.m. Exhibit Hall Grand Opening and Welcome Reception with Exhibitors
   
Monday, April 29
8-9 a.m. Breakfast with Exhibitors
10:30-11 a.m. Networking Break with Exhibitors
12:30-1:30 p.m. Lunch with Exhibitors
3:15-3:45 p.m. Networking Break with Exhibitors
5-6 p.m. Reception with Exhibitors
7-9 p.m. Evening Event hosted by Nashville International Airport
   
Tuesday, April 30
8-9 a.m.  Breakfast with Exhibitors
10:15-10:45 a.m.  Networking Break with Exhibitors
12:30-1:30 p.m.  Lunch with Exhibitors
Additional charge of $125 per exhibitor personnel covers the following activities:
5:30-6:15 p.m.  Chair's Reception
6:15-7:45 p.m.  Closing Reception/Buffet Dinner
8:30-10 p.m. After Party Hosted by Hartsfield-Jackson International Airport

 

MY BOOTH FACTS

When is payment due?
Payment is due at the time of contracting your booth space. If you requested an invoice, the balance must be paid within 30 days of receiving the invoice. If you have not paid in full within 30 days, AAAE reserves the right to release your booth.

Where can I find the 2024 W-9 form and wire transfer info?

Please contact [email protected] for the 2024 W-9 and wire transfer information.

Booth Guidelines (IAEE)
AAAE abides by the International Association of Exhibitions and Events (IAEE) Guidelines for Display Rules and Regulations regarding booth construction, signage, etc. We follow the Line-of-Sight Style. Download the (IAEE) Guidelines for Display Rules and Regulations.

Does AAAE require certificates of liability insurance?
Yes. AAAE has contracted with Rainprotection Insurance to provide insurance coverage. The services are complimentary with your booth registration fee. 

What comes with my booth?
Each 10'x10' booth will be set with 8' high back drape and 3' high side drape. Booths 300 sq. ft. or less will receive a 7" x 44" identification sign. Booths larger than 300 sq. ft. may receive a 7" x 44" identification sign upon request.

Does furniture come with my booth?
No. Furnishings (tables, chairs, etc.), carpet, electricity, and internet are NOT included with your booth. They can be ordered in the Freeman Exhibitor Services Kit. **Please note, flooring is mandatory.**

How do I order carpet, furniture, and electricity for my booth?
Freeman Services is our official general services contractor and provider of the Freeman Exhibitor Services Kit. The kit will be available in January 2024. 

Can I rent lead retrieval?
Yes, the order form is located in the Freeman Exhibitor Services Kit.

Where can I learn more about Freeman?
More information and quick facts about Freeman can be found HERE

When is setup and teardown?
Please refer to the exhibit schedule listed above.

What is the Pick 3 Program? 
AAAE has numerous board members, regional chapter officers, committee chairs, past chairs of the organization and other airport VIPs who are actively involved in airport management and will be in attendance this year. The Pick 3 Program offers you the opportunity to choose which VIPs to meet in the exhibit hall during designated times.

The Pick 3 list will be emailed to your logistic contacts on Friday, April 12, 2024.
We will do our best to have your requested VIPs and other registered airport personnel visit with you during designated times in the exhibit hall, but visits are not guaranteed. Once a listed VIP’s request capacity has been reached, they will be removed from the list.

What is the Exhibitor Solutions Theater?
The Exhibitor Solutions Theater is a location in the exhibit hall where exhibitors can present short demos on their products or services to attendees. There is limited availability and applications are considered and approved based on content, time of submission, and whether or not the company has presented in the past. The applications will go to your logistics contacts on Friday, March 15, 2024.

REGISTRATION/BOOTH STAFF

When can I register my booth staff?
Exhibitor registration is open now for your complimentary registrations. You can register through the Exhibitor Service Center. If you need your login information, please contact [email protected].

How many complimentary exhibit personnel registrations are included with my booth?
Each 10’ x 10’ booth (100 square feet) will receive two (2) complimentary exhibitor personnel registrations that allow access to all the educational sessions, meals and receptions Sunday and Monday. Tuesday's meals in the exhibit hall to include the continental breakfast and lunch are covered. Please note there is an option to pay $125 per person to attend the Chair’s Reception, Closing Reception/Buffet Dinner, and After Party, hosted by Hartsfield-Jackson International Airport. Tickets may be purchased at the registration desk.

How can I purchase additional registrations?
Additional registration options are now available and can be purchased through the Exhibitor Service Center.

What is included with exhibitor personnel registration?
Exhibitor personnel registrations (complimentary and paid) have access to all the educational sessions, meals and receptions from Sunday, April 28, through Tuesday, April 30, at 2 p.m. when the hall closes. There is an option to pay $125 per person to attend the Chair’s Reception, Closing Reception/Buffet Dinner, and After Party, hosted by Hartsfield-Jackson International Airport. Tickets may be purchased at the registration desk. 

Do I have to register the people coming to help set up the booth even if they aren’t attending the conference?
No, we will have installation and dismantle (I&D) badges in your welcome packet at the registration desk.

Can I purchase extra tickets to the Tuesday Night Closing Ceremonies?
Yes, additional tickets are available for $125 per person. Tickets may be purchased at the registration desk.

Will a roster of attendees be available before the conference?
Yes. Rosters with full contact information, including email addresses, will be available starting Monday, March 18, 2024 via the Exhibitor Service Center. We cannot supply you with a roster before this date. 

Does AAAE have a guest pass program?
No, we do not offer a guest pass program. There are one-day rates available. Please contact [email protected] for information.

Additional Questions?

If you have any questions about any information, please contact Amy Trivette by phone at 703.575.2471 or by email at [email protected] or Lisa Williams by phone at 571.560.1765 or by email at [email protected].

If your question is specific to how to set up your booth, how to order your booth furnishings and flooring, shipping information, etc., please contact Freeman Exhibitor Support at 888.508.5054.