Exhibitor Frequently Asked Questions
Greetings and thank you for supporting the MAEDS organization! Each year, we get a number of questions from exhibitors. These questions vary greatly, but some get asked year after year. Hopefully this document will help alleviate some concerns and answer some questions.
Exhibitor Applications are available starting April 15th and are due June 15th each year. The MAEDS board reviews all applications at our June board meeting.
Becoming an exhibitor at the Fall MAEDS Conference is a multi-step process.
- Fill out an application form
- Upon MAEDS approval, you will receive information on the following:
- Instructions to register for the conference
- Registration code to reserve rooms with Shanty Creek
- Pay Exhibitor Rep Fee (payable to MAEDS)
- Pay Exhibitor Sponsorship Fee (payable to Shanty Creek Resorts)
- Submit session ideas on the Call for Presenters form
The Exhibitor fee is split into 2 parts, the Exhibitor Sponsorship fee and the Exhibitor Rep fee.
- The Exhibitor Sponsorship fee is static and payable to Shanty Creek Resorts.
- The Exhibitor Table fee for 2018 is $400.
- The Walking Exhibitor fee for 2018 is $300.
- The Exhibitor Rep fee is dynamic and payable to MAEDS.
- The Exhibitor Rep fee for 2018 is $275 per representative.
Making any plans prior to receiving notification from the MAEDS board of acceptance is not advised. Submitting an application does not constitute acceptance to the Fall MAEDS Conference. MAEDS is not responsible for any fees incurred by Exhibitors who attempt to reserve rooms or make travel arrangements before notification of acceptance has been received.
There are many factors that can affect when you’ll hear from us. The board meets in June, at which time we make almost all of our Exhibitor selections. Those Exhibitors selected at the June meeting are notified immediately.
Exhibitors not notified by mid-July are still on the “maybe” list. The board generally selects and notifies the 36 Exhibitors who have been accepted after the June board meeting. Some of those Exhibitors are unable to attend the conference. We make every attempt to confirm Exhibitors as quickly as possible so we can let those on the “maybe” list know as soon as possible.
The only sponsorship opportunity available at the MAEDS conference is to be accepted as a Exhibitor. There are no additional sponsorship opportunities for Exhibitors.
Only accepted Exhibitors and those reps registered by accepted Exhibitors are allowed to attend the conference. Please do not put us in the position to have to remove anyone from the conference
Table space is very limited at the MAEDS conference. Each table in the Exhibitor area is a standard 8’ banquet table. There is a little space behind each table to setup a small display or banner. Exhibitors who spread out beyond the limits of the table or bring large exhibits will be asked to remove anything that goes beyond the limits of the table.
The only option left to attend the conference is to team up with an Exhibitor who was awarded a table. Many times, resellers will bring up representatives from companies they work with to share their table. To attend the conference with another Exhibitor, a representative of the accepted Exhibitor should contact MAEDS to register any new Exhibitor Reps for the conference.
Exhibitors are limited to the area where a standard 8 foot banquet table and some space behind it would normally fit. Exhibitors are welcome to remove the banquet table to make room for their display, however are still under the same constraints as when the table was in place. Exhibitors with displays that encroach on the walkways or spill over the allotted space in any way will be asked to remove the displays. MAEDS is not responsible for cost of the display or shipping costs associated with having a display at the conference. The Exhibitor is solely responsible to ensure the display they choose to bring to the conference will fit in the area available.
We have limited space at Shanty Creek Resorts for the Exhibitor area. The Exhibitor area used to be much larger, but our membership numbers grew and we needed the larger area where the Exhibitor area used to be for sessions in order to accommodate all the members. Moving the Exhibitors into a smaller space meant fewer Exhibitors and tighter spaces.
The table has a “cream” tablecloth and a “cream” skirt. There is electricity near each table (if you have multiple devices, you should bring a power strip with you). Wireless internet is available throughout the resort.
At the MAEDS conference, tables are first-come, first-served. Corner booths are under the same space constraints as the other tables. Any Exhibitor taking up too much room will be asked to remove some of their display.
The resort will allow Exhibitors to start setting up tables as early as 7:00am on Wednesday. Tables should be set up by 12:00pm on Wednesday. Note: In recent years the resort has had the room available on Tuesday evening for Exhibitors who arrive early. Tuesday night openings are not guaranteed and should not be expected.
Tear down should not start until Thursday after the reception is over and the Exhibitor area closes at 7:00pm and must be completed by 10:00pm. Exhibitors are strongly discouraged from tearing down early.
The Exhibitor area opens at the start of registration on Wednesday. Registration is just down the hall from the Exhibitor area, so plan for people to begin showing up at or a little before 12:00pm. Here is the rest of the schedule:
Wednesday 12:00pm - 7:00pm - Exhibitor area hours
Thursday 1:00pm - 7:00pm - Exhibitor area hours
Thursday 10:00pm - Vendor area must be clear
Yes, however understand that you must first make arrangements with the resort. Your shipment must also not arrive more than a few days in advance of your reps. Please contact the resort for shipping address/information.
We are happy to add representatives to your tables any time up until the time of the conference. Many of our Exhibitors are adding or changing reps up until just a few days before the conference.
There are a few things to consider when deciding to present. Be sure you consider our audience, MAEDS members are very techie and expect technical content and not sales pitches. Sessions are only 1 hour in length. Sessions are selected based on the description given / timeliness of session. To start the process, just fill out a Call For Presenters form available on our website.
Yes. The space on the Exhibitor application is for us to use when selecting Exhibitors. We require much more information for the applications. Exhibitors should not complete a Call for Presenters (CFP) form until after being notified that they have been accepted as Exhibitors.
Exhibitors who present need to recognize that MAEDS members are true technology professionals. They expect technical content, instruction, and demonstrations. Sales pitches are not allowed. Exhibitors are welcome to be product specific to ensure the best possible content for our members.
We can only partially answer this question. Exhibitor sessions are generally limited to Wednesday or Thursday. We know that most Exhibitors like to get back to work on Friday since the Exhibitor area is closed. More specific times will not be available until very close to the conference date. The Conference chairperson will contact all presenters with specific information as soon as it is ready.
Name Changes are always free, but if a representative cannot attend or you must cancel your companies attendance completely the following policies apply. If it is necessary for Exhibitor to withdraw from the Event, it must notify MAEDS by email to firstname.lastname@example.org. Telephone cancellations will not be accepted. Exhibitors may cancel without penalty if MAEDS receives the request in writing 60 days prior to the Event. Exhibitors who cancel in writing between 60 days and 30 days prior to the Event will receive a refund of 50% of the exhibit fee. No refunds will be made for cancellation requests received less than 30 days prior to the Event. MAEDS will confirm receipt of all cancellation notices. MAEDS will only honor cancellation requests whose receipt has been confirmed.
The MAEDS conference is jam packed, including the night-life. On Wednesday night, we have glow golf (weather permitting). Glow golf is a fantastic opportunity, even if you’re not interested in golf at all. Many people who join don’t ever swing a club, they just enjoy a good time. On Thursday night, we have an entertainer, followed by a Euchre tournament.
Also available on both nights is the bonfire (weather permitting). Enjoy hours of laughs around a roaring fire under the cool Michigan night. Exhibitors sponsor all the entertainment, so you are more than welcome to join any of the events.
Each year, we finish up the conference by drawing for door prizes on Friday just after lunch at our annual meeting. Due to state and/or federal school gifting rules, gifts from Exhibitors are not accepted by the MAEDS board for giveaway on Friday.
In short, no. We used to give away membership information to Exhibitors, but we kept getting complaints about unsolicited phone calls and mailings. To respect our member’s privacy, we no longer offer an attendee list.
Exhibitors are welcome to put out a “fish bowl” to collect member business cards and may draw for a prize from their table if they wish. Prizes drawn by vendors will not be publicized by or given out by the MAEDS board.
Directions to Lakeview Hotel & Conference Center, Summit Village can be found here: http://www.shantycreek.com/plan-your-trip/directions-scr/
The map of the conference space can be found here:
The Exhibitor area is in the Bellaire Ballroom (North, Center, and South) which is just down the hallway from the Parlor rooms where the sessions take place.
We expect 300 members on average. Some years are higher, but we generally stay right around the 300 mark.
Each year, a new chairman is named for the conference. The board member responsible for working with vendors may also change from year to year. For the this year’s conference, any vendor-related questions can be directed to Eric Krebill.