What Makes MAEDS Different

We understand that certain aspects of the MAEDS conference may differ from other events - and we proudly embrace what makes us unique.

MAEDS is led by an all-volunteer board. We do not have full-time staff, event planners, or marketing teams. Our board is composed entirely of technology professionals who volunteer their time in addition to their regular careers.

Because of this structure:

• Our processes are intentional and practical
• Our focus remains on member value
• Our decisions are guided by professional experience in the field

Despite operating differently than many conferences, the MAEDS Board is fully committed to organizing an event that delivers meaningful value and strong engagement for our members and exhibitors alike.

Why This FAQ Exists

MAEDS is an all-volunteer organization with limited time resources.

This FAQ is designed to answer common questions thoroughly and efficiently. Significant effort has been invested to ensure it is comprehensive and clear.

If a board member directs you back to this document, it is not a reflection on the importance of your question. It simply means the information is already provided here and can be accessed more quickly by referencing the FAQ.

Our goal is to create a smooth, transparent process for everyone involved.

Please Share This Document Internally

To ensure a smooth process, please make certain that all members of your organization who are involved with the conference review this document thoroughly.

Missed deadlines, incorrect submissions, or overlooked details most often occur when information is not shared internally. This FAQ has been carefully developed to include the details necessary to participate successfully.

MAEDS cannot assume responsibility for issues that arise due to information not being reviewed or communicated within your organization.  

The following dates and times govern exhibitor participation in the MAEDS Fall Conference. Exhibitors are responsible for adhering to all deadlines and operational requirements.

Conference Dates

October 28–30, 2026

Firm Administrative Deadlines

• June 1 – Application window opens
• July 15 – Application window closes
• August 1 – Acceptance notifications sent
• August 15 – Exhibitor payment due
• October 1 – Exhibitor representative names due

These deadlines are not set arbitrarily. They are critical to upholding our commitments to partners and ensuring the smooth execution of the conference.

Exceptions or extensions are highly unlikely. Meeting all deadlines is essential to ensure smooth conference planning.

Planning Milestones (Guideline Dates)

• August 15 – Room block information released (after exhibitor payments are received)
• September 15 – Booth assignments released
• October 1 – MAEDS Conference App (Eventify) information released

Exhibit Hall Hours

Wednesday

• Exhibit Hall Open: 12:00 PM – 6:45 PM
• Reception: 5:30 PM – 6:45 PM

Thursday

• Exhibit Hall Open: 1:00 PM – 6:45 PM
• Reception: 5:30 PM – 6:45 PM

Official Conference Hours

• Wednesday, October 28 – 12:00 PM to 6:45 PM
• Thursday, October 29 – 7:00 AM to 6:45 PM
• Friday, October 30 – 7:00 AM to 2:00 PM

These hours reflect all official conference programming and general attendee access.

Setup Policy

• Exhibit Hall access for setup begins at 9:00 AM on Wednesday and not earlier.
• Exhibitors are not permitted to access the hall, begin unloading, or initiate booth setup prior to 9:00 AM under any circumstances.
• All setup activity must be completed within the designated setup window and conclude by 12:00 PM. This includes removal of boxes, packing materials, and any equipment not intended to remain within the booth footprint.

This restriction is in place due to venue access limitations, coordination with facility staff, and overall event logistics. Early arrival does not guarantee early access.

Teardown Policy

• Booth dismantling, packing, or removal of materials during scheduled Reception hours is not permitted.
• Exhibitors wishing to tear down prior to the official close of Exhibit Hall hours must receive prior approval from the MAEDS Board.
• Approval for early teardown is granted at the discretion of the Board and is not guaranteed.

This policy ensures the safety and well-being of attendees and prevents hazards caused by moving equipment or dismantling structures during high-traffic periods.

How Do I Become an Exhibitor?

Becoming an exhibitor at the MAEDS Fall Conference is a straightforward process:

• Locate and complete the exhibitor application at MAEDS.org during the published application window
• Submit all required information prior to the deadline listed in the Important Dates & Deadlines section
• Await notification of selection status

Submission of an application does not guarantee acceptance.

When Will I Be Notified?

The MAEDS Board conducts a formal review of all exhibitor applications following the close of the application window. Final selections are made during this review process.

Notification timelines are published in the Important Dates & Deadlines section.

This structured review ensures that all applications are considered carefully and fairly.

If You Are Not Selected

MAEDS receives significantly more applications than available booth space allows. Selection is primarily driven by logistics, space limitations, and the overall balance of the exhibitor hall.

All applicants are valued organizations offering meaningful products or services. However, not all qualified applicants can be accommodated each year.

The selection process is conducted by the full MAEDS Board, with each board member casting an individual vote. Because decisions are collective, no single board member can provide a definitive explanation for a specific outcome.

There is also consistent interest in maintaining a diverse and dynamic exhibitor environment from year to year. As a result, both new and returning applicants may not be selected in a given year.

Non-selection does not imply wrongdoing, poor performance, or lack of value, nor does it indicate that future applications will be unsuccessful.

Waitlist Information

If you are not selected, you may request placement on the waitlist.

However:

• Waitlist placement is not first-come, first-served
• Vacancies are rare
• Nearly all non-selected applicants request waitlist placement
• The likelihood of moving from the waitlist into an open booth is low.

While it does occasionally occur, openings are infrequent and highly competitive.

Can I Participate in Another Way?

Booth Sharing

If you have an established relationship with a selected exhibitor, you may explore the possibility of sharing their booth space.  All shared booth arrangements must comply strictly with the Exhibitor Agreement.

The primary exhibitor is fully responsible for the conduct and compliance of all individuals operating within their booth space.  Any violations by shared participants may directly impact the accepted exhibitor’s standing.

Additional Sponsorship Opportunities

There are no additional sponsorship opportunities available beyond exhibitor booth participation.

All conference activities are funded through exhibitor booth fees. The booth fee is the sole sponsorship opportunity associated with the event.

Attending Independently or Hosting Off-Site Activities

As a non-exhibiting organization, MAEDS does not have authority to control your independent business activities.

However, actions that detract from the conference - including drawing attendees away from official programming or undermining the value provided by participating exhibitors - may be reviewed by the Board.

If such activities negatively impact the conference or its participants, the Board reserves the right to consider those actions when evaluating future applications.

The MAEDS Conference relies on the commitment and support of exhibitors and attendees alike. Behavior that diminishes the event experience for others may influence future eligibility.

Improving Future Application Outcomes

While no application strategy guarantees selection, applicants may consider the following:

Submit a Complete Application - Provide all requested information and clearly describe your organization’s offerings.

Highlight Prior Positive Participation - If applicable, reference previous successful participation and positive engagement.

Emphasize Unique Offerings - Explain what differentiates your organization from others in the applicant pool.

Demonstrate Engagement - Describe how you plan to engage attendees and contribute meaningfully to the event experience.

Be Memorable - If selected in future years, focus on creating a professional, engaging booth presence. Memorable interactions matter.

This may include:

• Creative booth presentation
• Meaningful giveaways
• Volunteering for technical presentations (non-sales focused)

Each board member’s vote is influenced by professional and personal experience. If board members must research who you are and what you offer, your application may be at a disadvantage.

Participation history, professionalism, and alignment with conference expectations are factors in future exhibitor selection.

MAEDS offers three exhibitor sponsorship levels - Gold, Silver, and Bronze - each structured to provide defined engagement opportunities within the conference experience.

Sponsorship level determines booth footprint, badge allotment, and overall on-site presence.

Gold Sponsorship

• 8' x 10' booth space
• Four badges included

Designed for organizations seeking a larger booth footprint and expanded on-site team presence.

Silver Sponsorship

• 8' x 8' booth space
• Four badges included

A standard booth footprint well suited for most exhibitors.

Bronze Sponsorship

• Two badges included
• No exhibit space included
• Participation is limited to individual engagement; fixed displays or booth setups are not permitted.

The Bronze tier is designed for organizations that wish to attend and network with members through personal interaction, without a physical exhibit presence. Bronze sponsors are welcome to bring materials to share during one-on-one conversations, but will not be allocated any dedicated space, table, or area at the conference - including shared or common spaces.

Booth Assignment

Booth locations for Gold and Silver sponsors are assigned by random drawing following acceptance.

This process ensures equitable placement across all exhibitors.

Plus Badge Upgrade (Gold & Silver Only)

Gold and Silver sponsors may elect to add the Plus package to increase their badge allotment from four to six badges. Booth size and placement remain unchanged.

The Plus package is the only method available to increase badge allotment; additional badges are not sold separately.

Application & Sponsorship Level Availability

Sponsorship levels are limited in quantity to maintain a balanced and engaging exhibit environment.

Submitting a preferred level does not guarantee acceptance or assignment to that specific tier. All applications are reviewed by MAEDS, and sponsorship levels and booth assignments are determined based on availability and overall event planning considerations.

If a selected level is unavailable at the time of review, an alternate option may be offered. The designated conference contact will be notified prior to confirmation and invoicing.

Exhibitor Fee & Confirmation

Exhibitor booth fees will be communicated at the time of acceptance.

An exhibitor’s participation is not considered confirmed until full payment has been received by MAEDS. Submission of payment secures your booth space for the conference.

MAEDS does not reserve or hold booth space without payment. Acceptance alone does not guarantee placement in the exhibit hall.

Exhibitors are encouraged to review internal payment processes in advance to ensure timely submission.

Payment Deadline

Full payment must be received by the published payment deadline listed in the Important Dates section.

Timely payment is essential to finalizing booth assignments, releasing room block information, and completing conference planning.

Payments must be received by the published deadline. If payment is not received by that date, the space will be released to the waitlist.

It is the exhibitor’s responsibility to ensure that internal procurement or accounting timelines allow for payment to be received by MAEDS before the deadline.

Cancellation Policy - Exhibitor

If it becomes necessary for an Exhibitor to withdraw from the Event, written notice must be sent via email to: CET@maeds.org

Telephone cancellations will not be accepted.

Cancellation requests received:

• At least 60 days prior to the Event - full refund
• Between 60 days and 30 days prior to the Event - 50% refund minus administrative processing fees
• Less than 30 days prior to the Event - no refund

MAEDS will confirm receipt of cancellation requests. Only cancellation notices whose receipt has been confirmed will be honored.

Booking Travel Prior to Acceptance

Applicants are strongly advised not to make travel arrangements or reserve hotel accommodations until official acceptance has been received.

Submission of an application does not guarantee selection.

MAEDS is not responsible for travel or lodging expenses incurred by applicants, regardless of when those arrangements are made.

Room Block Information

Room block details will be released after all accepted exhibitors have completed payment.

The anticipated release timing is listed in the Important Dates section. Please refer there for the most current information.

Exhibitors are encouraged to wait for official room block communication before making lodging arrangements.

Airport Information

The closest airport to the conference venue is:  Cherry Capital Airport (TVC) - http://www.tvcairport.com

This airport is located a short drive from the resort.

The next closest airport is:  Gerald R. Ford International Airport (GRR) - http://www.grr.org

Please note that this airport is approximately a three-hour drive from the resort.

Shipping & Freight

Direct shipments to the resort are not permitted.  The facility cannot accommodate the volume, size, or high-value nature of equipment typically associated with the MAEDS conference.

All exhibitor shipments must be coordinated through the official event service provider:  Art Craft Display

Art Craft Display manages freight handling and ensures shipments are delivered to your booth prior to arrival.  Shipping and handling services are invoiced directly by Art Craft Display and paid by the exhibitor.

Power is included in booth fees. Each booth is equipped with electrical service by default.

Pre-Conference Communications

Important exhibitor updates and operational instructions will be distributed via email throughout the planning cycle.  Timely review and internal distribution of these communications is essential to ensure deadlines and logistical requirements are met.

Exhibitors are responsible for monitoring communications and acting accordingly.

Eventify & Profile Information

Exhibitors will receive instructions for completing their Eventify profile as part of the conference preparation process.

Timely submission ensures accurate representation within the conference schedule and attendee materials.

Incomplete or delayed submissions may result in reduced visibility.

Booth Preparation & Materials

• Exhibitors are responsible for providing all equipment, and signage necessary for their assigned space.
• Displays must remain within the designated booth footprint to maintain safe and professional exhibit hall traffic flow.
• Power is included for booth sponsors. Optional services may be arranged through the official event service provider.
• Exhibitors are encouraged to arrive fully prepared to set up efficiently within the published setup window.

Arrival & On-Site Check-In

Specific check-in instructions will be provided in pre-conference communications.

Exhibitors should plan to arrive with sufficient time to complete setup and be ready prior to the opening of exhibit hall hours.

Preparation Recommendations

Successful exhibitors typically:

• Coordinate staffing internally in advance
• Review all communications prior to arrival
• Prepare meaningful engagement strategies
• Align booth presence with the professional tone of the conference

Prepared exhibitors contribute to a stronger overall conference experience for all participants.

MAEDS encourages exhibitors to actively engage with attendees by offering conference sessions. Presenting is a valuable way to share expertise, showcase technical knowledge, and contribute to a high-quality program.

Speaking Opportunities

• All exhibitors, regardless of sponsorship level, are welcome to submit session proposals through the Call for Presenters Form. 
• Speaking opportunities are not guaranteed. All proposals are reviewed and selected by the MAEDS board to create a balanced, engaging, and content-rich program.
• Each session is limited to one hour.

Content Expectations

• Sessions must be technical and content-driven. MAEDS attendees value in-depth discussion of technologies, certifications, and professional practices, and select sessions accordingly.
• Sales-oriented content is not appropriate within scheduled sessions and should be reserved for the exhibitor hall. Presenters who use session time primarily for promotional purposes may forfeit future speaking opportunities, and repeated violations or misrepresentation of session content may be considered in future exhibitor application review.
• The goal is to ensure every session delivers meaningful value and preserves the integrity of the conference program.

Submission Process

• Session proposals are submitted exclusively through the Call for Presenters Form. This replaces submission through the exhibitor application, simplifying the process for both exhibitors and the board.
• Proposal review prioritizes technical depth, relevance, and alignment with attendee interests.
• Watch for the release of the Call for Presenters Form and submit your proposals accordingly.

Scheduling

• Exact session times are finalized closer to the conference date. Exhibitor-led sessions are typically scheduled on Wednesday or Thursday, as the exhibit hall is not open on Friday.
• Confirmed presenters will receive detailed scheduling information directly from the Conference Chairperson once the program is finalized.
• Session placement is determined by the board based on overall program flow and conference logistics.

MAEDS strives to create a safe, professional, and productive environment for all exhibitors, attendees, and staff. All participants are expected to conduct themselves in a manner that supports this goal.

Exhibitor Behavior

• Exhibitors are expected to interact professionally and respectfully with all attendees, staff, and fellow exhibitors.
• Any behavior that interferes with the experience of others, the conference program, or the safety of attendees may result in intervention by the board.
• Exhibitors are responsible for ensuring all representatives at their booth adhere to MAEDS rules and policies.

Booth Conduct

• All booth activities must comply with the designated sponsorship level. This includes badge allotment, booth footprint, and permitted materials or displays.
• Sharing materials or conducting activities outside of the assigned booth area is not permitted.
• Bronze-level sponsors may attend the conference and engage with attendees personally, but they are not authorized to maintain a physical exhibit space.

Attendee Information & Privacy

MAEDS is committed to respecting the privacy of its members and attendees. Attendee and membership details are not distributed to exhibitors under any circumstances, as formally established in our Policies and Procedures under Member Privacy.

Please note: MAEDS uses Eventify, a mobile conference app that allows attendees to manage their schedules and optionally connect with others. Attendees who choose to make their profiles visible may be discoverable through the app.

Networking & After-Hours Activities

MAEDS understands that professional relationships extend beyond the exhibit hall. Approved exhibitors are welcome to host informal gatherings or meet with clients outside scheduled programming.

To protect the conference experience, independent activities should not conflict with official sessions, exhibit hall hours, or sponsored networking functions. Events scheduled in a way that diverts attendees from core programming may be reviewed by the MAEDS Board and considered in future participation decisions.

The success of MAEDS depends on exhibitors supporting the official conference schedule and the shared experience it is designed to provide.

Activities by Non-Participating Organizations

While the MAEDS Board cannot enforce participation agreements against organizations that are not registered exhibitors or official sponsors, the Board does monitor and document activities that draw attendees away from official sessions, exhibit hall hours, or designated networking functions. MAEDS relies on the commitment of all participants to preserve the value of the conference experience, and any organization found to be disrupting that shared experience, whether registered or not, will have that conduct taken into consideration in future decisions about their eligibility to participate as an exhibitor or sponsor.

Safety & Compliance

• Exhibitors must follow all safety and fire regulations of the facility.
• Any equipment, displays, or demonstrations must be set up and operated safely.
• Any concerns or violations should be reported immediately to the MAEDS board.

Enforcement

• MAEDS reserves the right to address violations of policies through warnings, removal of participants from the conference, or restrictions on future participation.
• Enforcement decisions are made solely by the MAEDS board to ensure fairness and consistency.

All policies outlined in this FAQ are interpreted and enforced at the sole discretion of the MAEDS Board. Decisions regarding selection, participation, enforcement, and eligibility are final.

MAEDS encourages exhibitors to take full advantage of the conference environment to connect with attendees, share expertise, and make a meaningful impression. There are several ways to maximize your visibility and engagement:

Lead Retrieval

MAEDS does not offer a lead retrieval system for the Fall Conference. We believe meaningful, direct conversations are a more effective way to build relationships. Exhibitors are encouraged to engage attendees in person and exchange contact information directly.

Exhibitor Passport

The Exhibitor Passport program, introduced at last year's event as a way to encourage attendee engagement across the exhibit hall, is currently under review by the MAEDS Board. Feedback from that event is being taken into account as the Board evaluates whether and how the program will be offered going forward. Updates will be shared as decisions are made.

Sessions & Presentations

Exhibitors are invited to present sessions to share technical expertise and thought leadership. Speaking opportunities provide a platform to engage attendees in a deep, content-driven discussion about your field. All session proposals are reviewed by the board to ensure a high-quality, balanced program. Presenting is separate from sales activities, which should remain within the exhibitor area.

Networking Events

Evening and informal networking events are a key part of the MAEDS experience. Exhibitors are welcome to participate and take advantage of these opportunities to build relationships. When planning any outside events or private gatherings, please consider the conference schedule to avoid splitting attendees and limiting engagement in official activities.

Prize Drawings & Giveaways

Exhibitors may host prize drawings or provide “fish bowls” for business cards at their booths. MAEDS does not promote or administer these activities; they are managed entirely by the exhibitor. Ensure that any giveaways respect member privacy and create a positive experience for participants.

Visibility Tips

• Encourage attendees to stop by your booth by offering interactive demonstrations, materials, or giveaways.
• Engage in conversations that highlight expertise and foster long-term connections.
• Utilize the mobile conference app to connect with attendees who choose to share their information.

MAEDS is committed to ensuring a smooth experience for all exhibitors. If you have questions or need assistance, here’s how to get support:

Conference Exhibitor Team

All exhibitor-related inquiries should be directed to the dedicated Conference Exhibitor Team (CET). This ensures prompt, consistent responses and avoids confusion.

• Email: CET@maeds.org

Representative Changes

Exhibitor passes are included as part of your sponsorship package. The number of representatives allowed is fixed by your level. If you need to update the names of your representatives, changes must be made in the Conference Management System (Eventify). Adjustments can be made up until the deadline specified in your exhibitor confirmation.

Forms & Documentation

• W-9 Requests: A completed W-9 form is available upon request from the CET.
• Receipts: Receipts for payments are issued manually after approval and will be sent to the email used during the payment process. Please allow some time for processing.

Additional Resources

For questions about shipping, booth setup, session proposals, or any other logistical matters, the CET can provide guidance and direct you to the appropriate resources. This includes links to service providers, conference maps, and any forms required for participation.

General Guidance

The MAEDS Board encourages all exhibitors to review this FAQ thoroughly before reaching out. Many questions, from booth setup to conference schedules, are answered here. Reviewing this document ensures you have the most up-to-date information and allows the CET to respond efficiently to any additional inquiries.