The American Accounting Association invites exhibitors to participate in the Association's Annual Meeting held August 4–8, 2012 in Washington, DC. We are continuing our efforts to support the goals of both our exhibitors and members as our meetings continue to offer timely and effective speakers, presentations and workshops. Washington promises to be another exciting and convenient meeting location as we gather at the Gaylord National. Again this year the Exhibit Hall hours are designed to open opportunities for exhibitors to join the rest of our association community in sessions. We look forward to working with you during the coming year.
Exhibit space is limited so we encourage you to complete your application early. The AAA reserves the right to assign or limit space when in the judgment of the Association it will achieve a more equitable arrangement. The term booth refers only to an approximate 8' x 10' area. Any tables, chairs or furniture needed for the booth must be purchased through the Association's official exhibit services contractor. A limited number of island booths are also available. Any requests for displays differing from the standard 8' x 10' configuration must be approved in writing by the Association. Full payment is required at the time your exhibit reservation is made. Exhibitors will be able to choose their booth space based on the order that payment is received as soon as the Exhibit Hall floorplan is finalized. The Sunday evening Early Bird Reception, daily coffee breaks, and two raffle drawings are planned in the exhibit area.
Exhibit Hours (subject to change):
|Sunday, August 5
3:00 PM–7:00 PM
|Monday, August 6
||7:30 AM–12:15 PM and 1:30 PM–5:00 PM
|Tuesday, August 7
||7:30 AM–12:15 PM and 1:30 PM–5:00 PM
breakdown starts at 5:15 PM
The Exhibit Hall will be open for exhibitor setup by 8:00 AM on Sunday, August 5. Please note that exhibitors should plan to arrive in sufficient time to ensure their booth is in place and ready for review at 1:00 PM by the Exhibit Manager. All boxes must be removed and stored and all aisles cleared one hour prior to exhibits' opening. No setup activity will be allowed after the exhibits open. Exhibitors may begin to remove their displays on Tuesday evening immediately after closing.
No early breakdown will be permitted. Exhibit hours, setup and breakdown times listed above are subject to change. Information concerning Annual Meeting exhibit services will be sent to each exhibitor after applying for exhibit space (approximately 60 days prior to August 5). Exhibitors must have a representative in the booth at all times during show hours, and the exhibitor will be responsible for any physical damage done by the exhibit or exhibitor personnel to the hotel. All storage, drayage, chairs, tables and furniture, in addition to other decorator needs, may be arranged through the Association's official exhibit services contractor. The hotel and the American Accounting Association will not be liable or responsible for the theft of or damage to any display materials.
All levels available on a first-come, first-served basis:
||Number of 8' x 10'
- One wireless internet access connection per exhibiting company. Note: Additional connections may be ordered directly from the hotel.
- Booth identification sign.
- High fabric background and lower fabric side dividers.
- Assignment of security personnel during exhibit hours and overnight.
- Four complimentary exhibitor registrations per 8' x 10' booth space. Note: Additional exhibitors can register for a fee of $275/exhibitor. All exhibitors must be registered.
- Registered Exhibitors are encouraged to attend and participate in paper or panel sessions, plenary sessions, the AAA social reception on Monday evening, and the Wednesday meeting-wide lunch. The Monday reception and Wednesday lunch are complimentary events, but they do require tickets. Registered exhibitors should request complimentary tickets for events they wish to attend at the onsite exhibitor information table. We also encourage exhibitors to attend AAA Section breakfasts and lunches. Tickets must be purchased separately for those events and details will be sent with your exhibitor registration material at a later date.
- A name badge for each exhibitor.
- A text link from the Annual Meeting exhibit web page. The link will be established to the URL you provide on the application form.
Cancellations received prior to June 5, 2012 will receive a refund less 25%.
Cancellations received June 5, 2012 – July 5, 2012 will receive a refund less 50%.
Cancellations received July 6, 2012 or later will receive no refund.
Refunds will not be made for no shows.
INSURANCE AND INDEMNIFICATION
Our contract with the Hotel requires exhibitors to agree to obtain and keep in force, during their term of participation in our event, policies of General Liability insurance, specifically referring to and including the Contractual Liability referred to in the indemnification paragraph below, Premises-Operations, Broad Form Property Damage, and Personal and Injury Liability with limits not less than $1,000,000.00 per occurrence, and, if applicable, Worker's Compensation insurance to statutory limits, Employer's Liability insurance with limits not less than $1,000,000.00 per occurrence, and Automobile Liability insurance covering all owned, non-owned and hired vehicles with limits not less than $1,000,000.00 per occurrence. Your insurance will be considered primary of any similar insurance carried by AAA. Our contract with the Gaylord National requires that if documentation of insurance is to be required by the Hotel they must specifically request it. If the Hotel makes such a request you agree to deliver to us at least seven (7) days prior to this event copy of certificates of insurance for each policy required here. All policies of insurance will be with insurance companies rated by A. M. Best Company as an A VIII or better or otherwise acceptable to the hotel.
To the extent permitted by law, both parties agree to protect, indemnify, defend and hold harmless each other, and their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs, arising out of or connected with this function, except those claims arising out of the sole negligence or willful misconduct of the party seeking indemnification.
SPONSORSHIP AND ADVERTISING OPPORTUNITIES
A number of options for advertising and sponsorship are available for the 2012 AAA Annual Meeting. Anticipated advertising and sponsorship opportunities include an ad in our Annual Meeting Program, sponsorship of the electronic Career Center, Cyber Café, Annual Meeting technology, and advertising in various publications both online and hard copy. Information about sponsorship and advertising opportunities will be available soon.
If you have any questions please contact:
BEVERLY HARRELSON | Director, Special Meetings and Projects
American Accounting Association
5717 Bessie Dr, Sarasota, FL 34233
P: 941.556.4109 | F: 941.923.4093
Annual Meeting Home Page