Registration and Housing

Exhibitor registration and housing opens on Wednesday, November 13, 2024. At that time, the individual designated as the registration/housing contact for each booth will receive an email with the URL and login credentials to a personalized website where he/she can manage all registrations, book housing and reserve lead retrieval scanners.  

Registration Information

• Unlimited exhibitor staff badges are provided at no charge. An exhibitor staff badge allows admission to the exhibit hall only.
• One complimentary exhibitor/delegate badge per 100 square feet of exhibit space rented (maximum 15) is available to each exhibit company. An exhibitor/delegate badge allows admission to the exhibit hall and all non-ticketed educational sessions. Additional exhibitor/delegate badges can be purchased for $670 before the February 5, 2025 deadline, or $750 after the February 5 deadline.
• Exhibitor personnel interested in attending ticketed sessions must register as a paid exhibitor/delegate.
• Guest passes for exhibitor personnel will not be issued.
• Name badges must be picked up onsite.  
• Name badges must be worn by all personnel, including ISC/EAC staff, who need access to the exhibit hall on show days (including the designated daily setup & teardown times). All personnel will be required to provide identification to pick-up their official Joint Congress exhibitor name badge.
• All Independent Service Contractor (ISC) and Exhibit Appointed Contractor (EAC) staff must be registered as exhibitor staff for access to the exhibit hall on show days and must wear their exhibitor staff badge for access to the exhibit hall. If they were not pre-registered, the will be asked to return to the assisted exhibitor registration area and provide affiliation with their exhibit booth to have a name badge printed.  
• On setup days & during teardown (not including show days), ISC/EAC staff are not required to wear exhibitor booth staff badges but will be required to check-in daily at the appropriate facility entrance and show proof of affiliation and a government-issued photo ID in order to receive a wristband for access to the exhibit hall. For additional information on working with ISC/EACs, please review our Exhibitor Prospectus.

The registration site gives exhibitors the ability to manage their own name badge process. Each exhibit company will have a direct link into a secure exhibitor portal that will allow the designated exhibitor registration/housing contact to:

• Add/edit names of exhibit staff (exhibit hall access only)
• Send confirmation emails and/or create a report of the information

In order to reduce wait times onsite, please make every effort to complete all name changes, additions or deletions prior to the Joint Congress. The company name printed on the badges will match the name under which the company applied for exhibit space. Please note company name changes must be emailed to the Meetings Team at annualmeeting@aaaai.org by Friday, February 7, 2025.

Exhibitor Housing

Housing Blocks
A portion of the rooms at each Joint Congress hotel has been reserved exclusively for exhibitors.

Because of the popularity of certain properties in the Joint Congress hotel block, exhibitors are encouraged to make their hotel reservations at the earliest possible date. Rooms will be reserved on a strict first-come, first-served basis. All exhibitor hotel reservations must be booked no later than January 10, 2025. After this date, Joint Congress Housing cannot guarantee any exhibiting company rooms in any of the Joint Congress hotels.

All exhibitors who wish to reserve up to 9 hotel rooms should use the secure exhibitor portal to make their hotel reservations. Confirmation emails will be generated at the time of the reservation. Any changes or cancellations can also be made via this portal.  

For groups with 10 or more hotel rooms needed, a room block request must be submitted online via the secure exhibitor portal. There is a 25 room maximum at the headquarter hotel (Marriott Marquis San Diego Marina). CMR will review your request and send you a Group Block Agreement for signature. If you have held exhibitor blocks at past AAAAI meetings, your history of rooms reserved vs. rooms utilized will be reviewed. The Joint Congress Housing Team reserves the right to make adjustments to your block(s) based on past history. Once CMR receives a returned copy of this agreement, you will be able to manage your rooming list online. Once your rooming list is entered, you will receive a list with confirmation numbers. Rooming lists are due no later than January 10, 2025.  After January 10, any room nights not assigned on the rooming list may be released for resale to other attendees, however this does not release the exhibitor from the obligations outlined in the Group Block Agreement.

Deposit Policy
Each exhibitor reservation must be guaranteed with either a credit card (American Express, Discover, MasterCard or Visa) or check deposit in the amount of the one night’s room and tax, per room reserved. Check deposits should be made payable to Convention Management Resources in U.S. funds, drawn on a U.S. bank and include the ABA encryption code. Credit card deposits may be charged in advance by the Hotel.  

Payment
All individuals, including those whose hotel reservations were submitted as part of a Group Block Agreement, will be required to present their own credit card upon check-in for payment of all guestroom charges. If your organization prefers to establish a Master Account to pay for room & tax for your staff, please contact our Housing Team to complete the necessary forms.

Cancellations and Changes
The last day for cancellations without penalty is January 17, 2025. Contact CMR with all changes or cancellations to your hotel reservation on or prior to that date; do not contact the hotel, AAAAI or WAO. Changes will be made on a space-available basis up until Tuesday, February 18, 2025. No changes or cancellations to any exhibitor reservation will be accepted after February 18, 2025. In addition, the Joint Congress hotels may hold individuals responsible for all the reserved room nights as of the cancellation deadline. Individuals who cancel after this date, fail to arrive on the scheduled day or depart early may be charged up to the full reservation’s room and tax of their confirmed reservation, whether they actually utilized the room or not.

Attrition Policy
If final utilization of the originally contracted Exhibitor room block falls below 90%, the Exhibitor will be responsible for an attrition charge (the number of room nights under 90% utilization multiplied by the single occupancy rate, plus applicable taxes/fees) and the Exhibitor will be invoiced for that amount.

Registration and Housing Bureau
Convention Management Resources (CMR)
Phone: (888) 869-0189
(415) 979-2277
Fax: (415) 216-2553
E-mail: aaaaisupport@cmrus.com