NexGen: Building Frictionless
Trade for the 21st Century
Exhibitor A-Z Guide
AAEI 2017 Exhibitor Guide
Who Should Exhibit?
Any company with products or services geared toward importers, exporters, and
the international trade community. Exhibitors include customs brokers, logistics
providers, software companies, trade consultants, and lawyers. If you need to meet
with corporate decisions makers, then exhibiting is perfect for you! The 96th Annual
AAEI Conference & Expo will be held June 20-22, 2017* in Austin, Texas at the JW
Marriott Austin.
Attendee Demographics
AAEI’s Attendees are the top trade leaders in their companies, and the industry.
Our conference attracts over 500 trade compliance professionals from all different
sizes of companies and sectors of the industry. It is one of the best marketing
opportunities in trade today.
*Please note: Attendee registration begins on Tuesday, June 20, 2017, with a
Networking Reception in the evening.
Day 1 of the Program will be Wednesday, June 21, 2017.
Day 2 of the Program will be Thursday, June 22, 2017.
Exhibit Hall Features
Ads - Program
AAEI is including a quarter page ad in our Program for all exhibitors. If you wish to upgrade
to a larger ad, please contact Chris Enyart. The costs are:
Full-page- $550
Half-page $275
Ads can be received in eps. or high resolution CMYK formats. The ad must be received no
later than Friday, April 21, 2017.
Attendee Lists
The first attendee list will be sent out via email on Monday, May 6, 2017. The second list
will be sent on Tuesday, May 31, 2017. The final list will be sent at the conclusion of the
conference (no later than Friday, June 30, 2017).
Company Description
If you have not already, please send a short company description (no more than 500 words)
by Friday, April 21, 2017. The description will be used on the conference website and in
the mobile app. The sooner we receive your description, the sooner it can go on the
website.
Conference Bag Inserts
All exhibitors are able to include one insert into the conference bags. (Some ideas are:
promotional items or flyers) You must notify AAEI what your insert will be by Friday, May
12, 2017. All conference bag inserts must be at the hotel by Friday, June 16, 2017.
AAEI 2017 Exhibitor Guide
Conference Mobile App
The conference mobile app was a big hit at last year’s
conference and we are excited to include it in this year’s
conference. The AAEI conference app will be used for:





Agenda
Exhibitor Profiles
Session Presentations, Surveys and Polling
Speaker Bios
Maps and Local Activities
and more!
The app will be heavily promoted and we will encourage all attendees to download the app
to get the full conference experience. This is a great opportunity for you to gain additional
exposure at the meeting. See our sponsorships to learn more about banner ads, and
enhanced exhibitor profiles.
Exhibitor Kit
The Shepard exhibitor kit contains all the forms and information needed to exhibit at the
AAEI 96th Annual Conference and Expo, including forms for internet and power, booth
services, furniture, carpeting, rigging, and shipping. The kit is attached to the Exhibitor
email and always available from Chris Enyart.
Exhibitor Passport
AAEI will be doing the Exhibitor Passport contest again this year. Each person is encouraged
to stop by each booth to get their passport punched. Once all of the passports have been
filled, they will be entered to win a prize from AAEI. More instructions will be given closer to
the conference.
Giveaways
If you intend to do a giveaway as part of your exhibit, please notify AAEI what you are
giving away by Friday, May 12, 2017. We will include the list of prizes in the mobile app.
Hotel Reservations
Don’t forget to book your room! Hotel reservations for your booth personnel can be made at
the conference rate of $259.00 per night plus tax for Double occupancy. The last day to
reserve your room is Friday, May 12, 2017.
Logo
Your logo should be submitted AS SOON AS POSSIBLE, but no later than Friday, May 12,
2017. Please submit your logo in jpeg or eps formats.
Luncheons
Additional Tickets
If you wish to purchase additional lunch tickets (say for your booth-only staff), the cost is
$100 and can be purchased in advance or on-site at the AEEI registration desk.
Reserved Tables
AAEI is offering the opportunity for companies to purchase full lunch tables during our
AAEI 2017 Exhibitor Guide
keynote lunches. A reserved lunch table includes seating for 10, and the cost is $1,000 and
includes one seat drop item.
Pricing
Exhibitor Registration
*Includes one full conference attendees, and
3 booth-only staff.
Single Booth
Double Booth
Sponsor Booth
Sponsor Double Booth
2017 Rates
(Premium Booths add
$500 per booth)
$3,000
$5,000
$2,500
$4,000
*Booth only attendees will receive access to the exhibit hall, which includes networking receptions,
continental breakfasts, and all refreshment breaks.
Private Event functions
If you are planning to host an event (such as a reception or sport outing) to our attendees,
we ask that you please schedule this after all AAEI programming. For more information,
please visit the Program Information page on the conference website: events.aaei.org and if
interested contact Chris Enyart.
Registration
Full- Conference Registration
As a reminder, with your booth registration, you get one complimentary full conference
registration with your booth. Please let us know who the full conference attendee will be by
the close of registration.
Booth-Only Staff
You can have as many booth-only staff as you would like at no additional cost. Please send
Chris Enyart the names of the booth-only staff via email. AAEI will also register these
persons on our end. Booth-only staff will have access to the exhibit hall only, including all
meals being served in the space.
Invite your Clients
Have clients who normally do not attend AAEI’s conference? Well, feel free to send a
personal invitation! Just be sure to include the link to our conference registration site:
events.aaei.org
Sponsorships
There are several sponsorship opportunities still available. Please contact Chris Enyart for
more information.
AAEI 2017 Exhibitor Guide
Important Dates and Deadlines
ASAP


Company Description due
Logo Due
April 21, 2017


Purchased Ads due
Full payment of all exhibit fees
May 8, 2017


Notify AAEI of your contest and drawing information that will be
featured in the program book and/or mobile app.
Last day to reserve hotel rooms at the AAEI group rate.
May 9, 2017

First attendee list sent to all exhibitors
May 26, 2017



Advanced registration ends (On-Site available after this date).
Last date to make changes to exhibit booth staff
Final pre-registration attendee list sent to all exhibitors
May 31, 2017
What’s Included
Each booth will be 10’ DEEP x 10’ WIDE (wide enough to accommodate a normal
booth set up) and will be outfitted with pipe and drape, a skirted table, a wastebasket and two chairs.
You will also receive:
One free full conference registration.
Three complimentary booth only attendee passes
Promotional item of your choice to be placed in conference bags.
Logo displayed on promotion material and conference website with a link to
your webpage.
 Company listing in the conference mobile app
 Electronic copy of attendee list 4 and 2 weeks prior to event with final list 1
week after.



