Sponsor Display Information

A limited amount of space is available for sponsors confirmed at the Bronze level and higher to set up displays in the poster display and refreshment break area. More details on our Sponsorship Opportunities page.

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Sponsor Display Set-up and Removal Times

• Space is limited:
• Platinum sponsors receive an 8’ deep by 20’ wide booth with three tables, four chairs and an ID sign.
• Gold sponsors receive an 8’ deep by 10’ wide exhibit booth with one table, two chairs and an ID sign.
• All other sponsors receive space for a 6’ tabletop display with a cube of space equal to 6’ x 6’.
• Pop-up banners may be used if they fit within the allotted display space.
• If you plan to put pop-up banners behind a table, make sure your graphics department knows important content should appear at the top of the banner.
• Additional costs will be incurred should you require electricity for your display.
• Sponsor display placement is determined by the organizers and your table will be identified with a tent card.
• Sponsor displays will be in the poster hall, and placed around the perimeter of the room, with attendee seating, posters and refreshment breaks set up in the remaining space.
• Displays are meant to serve as a forum to show informational materials, so a representative does not need to remain stationed at the display. If you want to interact with attendees, the times most effective for doing so are during early morning refreshments, daily am and pm breaks, and the evening poster session.
• Individuals assisting with setting up the display, but not remaining at the conference, do not need to register. Otherwise, all display staff and onsite representatives must be full conference registrants.
• If you wish to bring informational materials sufficient for everyone, we expect roughly 300 people to attend.
• If you need assistance by a bellman to unload display materials, use the hotel’s main entrance and request help.

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Shipping of Display Materials

If you require assistance with shipping display materials to or from the hotel, the Hotel will accept shipments no earlier than 72 hours (3) days prior to the arrival day of the convention. Please address all shipments as directed below.

Example Shipping Label:

Attention: Guest First & Last Name
HOLD FOR Arrival on (insert date you are arriving at hotel)
GROUP NAME: ACES 2024 Conference Exhibitor/Attendee
c/o Renaissance Arboretum Hotel
9721 Arboretum Boulevard
Austin, TX, 78759
(512) 343-2626

Important: Label the Number of Boxes (example, 1 of 5, 2 of 4, etc.)

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Shipping Instructions

Due to limited storage space, packages may be delivered to the hotel no earlier than (3) working days prior to your event. Be sure to review the hotel’s Storage and Handling Fees.