2022 ARN Fall Summit Exhibitor Information

Thank you for supporting the 2022 ARN Fall Summit through exhibition! This page contains important information for booth representatives and coordinators

Important Deadlines

Friday, September 23, 2022

Completed Exhibitor Application

Please refer to the prospectus or Industry Partnership overview for the appropriate exhibitor application link.

Payment

If you did not pay via credit card for your booth, please remit payment either by check or ACH following the instructions provided within the exhibitor applicaiton.

Monday, September 26, 2022

Booth Representative Info

Information for each booth representative must be completed in the online exhibitor application.

*Please refer to your organization’s exhibition tier for the number of complimentary booth representatives included.

Logo

Your organization’s logo in one of the following file formats:

  • .SVG
  • .EPS
  • .AI

Company Description

A 100-word maximum company description.

Ad for On-Site Program

If your organization is eligible* for a complimentary print advertisement in the on-site program, below are the design specs.

  • Full spread (2 pages): 17″ x 11″ with a 1/8″ bleed and 3/8″ margin.
  • Full page (1 page): 8.5″ x 11″ with a 1/8″ bleed and 3/8″ margin.
  • Half page: 8.5″ x 5.5″ with a 1/8″ bleed and 3/8″ margin.
  • Quarter page: 4.25″ x 5.5″  with a 1/8″ bleed and 3/8″ margin.
Please send in a PDF format.

*Please refer to your organization’s exhibition tier for 1) eligible tiers, 2) size of the ad, and 3) pricing for upgrading to full color for exhibitor only tiers.

Approval for A la Carte Sponsorships

If your organization has sponsored an a la carte item that requires a design element (i.e. hotel key card, summit totes, etc.), approval from your organization (if applicable) must be received by this date.

Friday, October 7, 2022

Complimentary Tote Bag Insert Design

Applicable to Industry Partners only.

Platinum, Diamond, and Gold Industry Partners must send the complimentary tote badge insert choice and/or design over for approval by ARN.

Reminder: as outlined in the partnership overview, your organization is responsible for the design, printing/production, shipping of the items to the Gaylord National, and associated handling fees.

Tote Bag Insert Delivery

Tote bag inserts must be delivered to the Gaylord National on Wednesday, October 27, 2022.

Please:
1) follow the on-site Fed Ex’s shipping instructions outlined in the exhibitor kit,
2) address to Morgan Grubbs, and
3) email Morgan with the tracking number once the item(s) have been shipped.

If the requests above are not fulfilled by the deadlines, ARN cannot guarantee that your organization will be 1) eligible to exhibit, 2) have badges for booth reps, 3) have the organization's information featured in the on-site program or on signage at the event, and/or 4) have its advertisement included in the on-site program. If these dates change, you will be notified ASAP by email.

Hotel Room Reservations

The official ARN room block is now closed.

Please visit https://www.marriott.com/en-us/hotels/wasgn-gaylord-national-resort-and-convention-center/overview/ to make reservations at the current rate.

Booth Information & Exhibitor Kit

Online Ordering: AV and Electric

Booth Carpeting

The exhibitor kit can be found here and Freeman's online ordering portal can be accessed by clicking here. The deadline for discounted pricing is 11:59 PM EST on Friday, October 7.

Freeman is our general services contractor and below is what will be included in your 10'x10' booth.

8' high back wall
3' high side drape
One (1) 6' x 30" H draped table
Two (2) chairs
One (1) wastebasket
7"x44" one-line booth ID sign

*Please note that the exhibit hall is not carpeted.

Electric and IT will be handled by the Gaylord. Please visit https://gaylordnational.boomerecommerce.com to order all electrical and IT needs for your booth.


Please note that you will have to create a new account to order. Your company's information will not be pulled over from the Spring summit.


You can create a new account by clicking "Click here to Register Now" under the login box.


The deadline for discounted AV and electric pricing is Thursday, October 13.

The exhibit hall is not carpeted and therefore, each exhibitor is responsible for purchasing carpet for the 10' x 10' space. The exhibitor price starts at $260 for classic carpet and it can be purchased online or by using page 111 in the exhibitor kit.

If you do not purchase carpet, ARN will invoice your organization after the summit with a 20% convenience fee added on.

Shipping to Site

Advanced Shipping to Warehouse

Shipping to site should go through either the Gaylord's on-site FedEx Office or by ordering and using Freeman's ship to site option. 

Information on Freeman's ship to site option can be found beginning on page 12 in the exhibitor kit or online in the Freeman portal.

FedEx Office shipping information can be found by clicking here.

*Please schedule your shipment(s) to the FedEx Office to arrive either October 24 or 25 to avoid additional storage fees.

Advanced warehouse shipping will be handled by Freeman. The order form and shipping labels can be found beginning on page 12 of the exhibitor kit and online in the Freeman portal.

Exhibition Schedule

Date
Time
Agenda Item
Location
Friday, 10/28
1:00 PM – 5:00 PM
Registration & Exhibit Hall Set Up
Prince George’s B Registration Desk
Friday, 10/28
5:30 PM – 7:00 PM
Welcome Reception in Exhibit Hall
Prince George’s Exhibit Hall B
Saturday, 10/29
7:00 AM – 7:55 AM
Breakfast in Exhibit Hall
Prince George’s Exhibit Hall B
Saturday, 10/29
10:20 AM – 11:05 AM
Morning Break in Exhibit Hall
Prince George’s Exhibit Hall B
Saturday, 10/29
12:40 PM – 1:40 PM
Lunch in Exhibit Hall
Prince George’s Exhibit Hall B
Saturday, 10/29
1:45 PM – 5:00 PM
Booth Break Down
Prince George’s Exhibit Hall B

Please note: 

1)  At least one representative must be present at your booth during exhibit hall hours and must be wearing their attendee badge. Please plan on being in your booth during the entire welcome reception on Friday.

2)  Badges must be worn at all times.

3)  Tearing down your booth prior to 1:45 PM on Saturday, October 29 is NOT permitted unless approved by ARN leadership prior to the start of the summit.

4)  All exhibit representatives are encouraged to attend sessions, given there is space in the room after clinical attendees have been seated.

ARN's W-9 Form

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