Frequently Asked Questions

 

 

My Booth Facts

When is payment due?
Payment is due at the time of contracting your booth space. If you have 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 2025 W-9 form and wire transfer info?
Please contact sales@aaae.org for the 2025 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.

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"x44" identification sign. Booths larger than 300 sq. ft. may receive a 7"x44" 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.

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 facts about Freeman can be found HERE.

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. 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. 

Registration/Booth Staff

When can I register my booth staff?
You can register through the Exhibitor Service Center. If you need your login information, please contact sales@aaae.org.

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 to attend the Chair’s Reception, Closing Reception/Buffet Dinner, and After Party. 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. There is an option to pay to attend the Chair’s Reception, Closing Reception/Buffet Dinner, and After Party. 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. Tickets may be purchased at the registration desk onsite.

Will a roster of attendees be available before the conference?
Yes. Rosters will be available starting Monday, April 29, via the Exhibitor Service Center. We cannot provide you with a roster before this date. Please note, attendee rosters do not contain contact information for privacy purposes. You can contact attendees using the Directory in the mobile app.

Does AAAE have a guest pass program?
No, we do not offer a guest pass program. There are one-day rates available. Please contact aaaemeetings@aaae.org to learn more.

Additional Questions?

With general questions about exhibits and sponsorship, please contact: