The ASDA team is pleased to have your organization join us
at our 2022 Annual Session, as we celebrate our 50th Anniversary!

Friday, February 18  – Sunday, February 20
The Galt House Hotel
140 N. Fourth St.
Louisville, KY  40202

Dental Expo
Saturday, February 19
The Galt House Exhibit Hall
12 – 2:30 p.m.

HEALTH & SAFETY PROTOCOLS

Protecting the health and safety of attendees, sponsors, exhibitors and staff is paramount which is why the ASDA Board of Trustees voted to implement the following. All parties in attendance at Annual Session must:

  • Agree to present printed COVID-19 vaccine card as physical proof of vaccination (defined as two weeks after receiving the second dose of a two-dose vaccine or two weeks after receiving the only dose of a single-dose vaccine) –OR-- printed copy of a negative COVID-19 test result within 72 hours (3 days) of the meeting.
  • Agree to wear a mask/face covering inside the meeting space, with the exception of eating, drinking, presenting, religious beliefs or unless medically unable.
  • Agree not to attend if ill or have been recently exposed to COVID-19.
  • Agree to sign an Assumption of the Risk, Waiver of Liability and Code of Conduct Agreement as part of the registration process (see below).

EXHIBIT INFORMATION

Below please find information regarding exhibiting at the Dental Expo at ASDA’s Annual Session. For questions or detailed information, contact corporaterelations@asdanet.org.

Important Dates & Deadlines

Jan. 28: Hotel reservation deadline for discounted room block
Feb. 1: Registration deadline for Annual Session
Feb. 4: Advance Warehouse Discount Pricing deadline
Feb. 15: Advance Warehouse shipping deadline

Registration
  • All booth staff/representatives from your organization who attend any functions of Annual Session must complete this registration form February 1. Included in the form is the Assumption of the Risk, Waiver of Liability and Code of Conduct Agreement.
  • All booth staff/representatives must complete this form to register to attend and receive a name badge.
Hotel Reservations
  • Annual Session events, including the Dental Expo, will be held at The Galt House.
  • Discounted room rates are available
  • Call 800-843-4258 and select "1" for reservations and ask for the American Student Dental Association Annual 2022 group rate.
  • Reserve by 5 p.m. EST on Friday, January 28 to secure the discounted rate.
Dental Expo Booth Information

Booth Staff Allotment

  • Sponsor allotments are based on type of sponsorship.
  • Exhibitors are allotted two (2) booth staff.
  • Additional slots for booth staff may be secured for a fee. Contact Kendra Johnson at Kendra@asdanet.org for more information.

Booth Equipment

Each 10’x10’ booth has an 8’ high back wall draped in blue/white. The 3’ high side rail is draped in blue.

Booths also include:

  • One (1) 6’x30” black skirted table
  • Two (2) side chairs
  • One (1) wastebasket
  • One (1) 7”x44” identification sign with company name & booth number

The exhibit hall is carpeted.

Move In/Out Schedule

Exhibitor Setup

Friday, February 18
Saturday, February 19

1 – 5 p.m.
8 – 11:30 a.m.

Show Hours

Saturday, February 19

12 – 2:30 p.m.

Exhibitor Move Out

Saturday, February 19

2:30 – 6 p.m.

 





Service Kit

Excel Decorators, our conference general service contractor, manages shipments to/from the Expo, supplemental booth materials, procedures, etc.

Service Kit
For the complete Service Kit, click here. Excel Decorators will also contact the staff member(s) you listed on your Annual Session application under ‘Logistics/Fulfillment Contact.’

Electrical Needs
To order electric, internet, etc. complete this form

For questions, decorating and shipping assistance contact Excel Decorators, Inc., at 502-459-6300 or:

Jennifer Donoghue jdonoghue@excel-online.com

Ben Allgeier ballgeier@excel-online.com

Dental Expo Floor Plan
  • For the most current Expo floor plan, click here.
  • Floor plans are updated as applications are received and processed. To secure your desired location as soon as possible, contact Linda Tyler at linda@asdanet.org.
  • Should you wish to change your booth location, contact Kendra Johnson at kendra@asdanet.org or Linda Tyler at linda@asdanet.org within 24 hours of receipt of booth assignment.
Shipping to Dental Expo

Excel Decorators, our conference general service contractor, manages shipments to/from the Expo, supplemental booth materials, procedures, etc.

Service Kit
For the complete Service Kit, click here. Excel Decorators will also contact the staff member(s) you listed on your Annual Session application under ‘Logistics/Fulfillment Contact.’

Shipping Deadlines
Advance Discount Pricing deadline is Feb. 4; must include full payment, including 6% sales tax
Advance Warehouse shipping deadline is Feb. 15

Advance Warehouse Shipping Address:
ASDA 2022
c/o Excel Decorators
4855 Jennings Lane
Louisville, KY 40218

PLEASE NOTE:  Advance shipments must arrive by 4:00 pm on Feb. 15

For questions, decorating and shipping assistance contact Excel Decorators, Inc., at 502-459-6300 or:

Jennifer Donoghue jdonoghue@excel-online.com

Ben Allgeier ballgeier@excel-online.com

Mobile App Information

We are excited to share meeting schedules, useful links, sponsor & exhibitor information, speaker bios, etc. with our attendees via a mobile app. To provide information about your organization, you will need to set up a profile in Whova, our mobile app provider. Details will be provided to you via email.

For questions, please contact Whova Support at support@whova.com or once logged-in, use the chat feature for immediate response.

Attendee Lists
  • Pre-conference Attendee List will be emailed to you on Friday, Feb. 4.
  • Post-conference Attendee List will be emailed to you on Friday, Feb. 25.
  • Lists contain first/last name, mailing address, chapter and grad year.
Sponsor Information

Below please find information regarding sponsorship fulfillment at ASDA’s Annual Session. For questions or detailed information, contact corporaterelations@asdanet.org.

Pre & post emails to Attendees
Sponsor packages include pre & post show emails to attendees. To submit your email copy & images, use this form.

Shipping to Show Office

  • Use the information below to ship sponsored bag inserts/chair drops/room drops/hub/lounge items. This address is for pre-arranged sponsored items only.
  • Indicate on the label, in the area designated below, what the item is, which box number and how many total boxes you are sending of that item
  • Items must be received by 4:00pm EST on Friday, Feb. 11
  • Expo booth items should be sent to Excel, our general service contractor, per their specifications. Refer to the Service Kit for advance shipping information.

ASDA SHOW MANAGEMENT
Chair Drop; Box 1 of 3    <Indicate the item here, with box number
c/o Excel Decorators
4855 Jennings Lane
Louisville, KY 40218

Tracking Shipments to Show Office

  • To ensure your sponsored items arrive and are accounted for, please provide your shipping information to ASDA staff via this link.
  • Be sure to include tracking numbers, shipping date, box numbers, content descriptions and what fulfillment the item is for (i.e. chair drop, bag insert, etc.)

Please contact ASDA at corporaterelations@asdanet.org with questions.

Thank you for your support of ASDA and its members!