SPONSOR & EXHIBITOR FAQs

If you are attending AMEC as an Exhibitor, Advertiser, or Sponsor, please carefully review the Guide. Most of your questions can be answered in this document.

What is the Exhibitor Cancellation Policy?

• All requests for cancellation must be made in writing to SNMA.
• For cancelations received on or before January 31, 2025, all monies less 50% of exhibit fees will be refunded.
• For cancelation is received on or after February 1, 2025, SNMA will retain or shall be owed a cancelation fee equal to 100% of the total exhibit fee.

Cancelation and Reducation of Sponsorship

SNMA depends on sponsorship commitments made and frequently must place orders in advance of the event for products or services for which sponsorship has been committed. For this reason, we require that commitments for sponsorship be made in writing. For cancellations received on or before December 31, 2024, all monies less 10% of sponsorship amount will be refunded. For cancellations received between January 1-31, 2025, all monies less is 25% of sponsorship amount will be refunded. No refunds for cancellations after January 31, 2025.

Where is the Exhibitor Guide for the event?

You can find the Advertiser and Exhibitor Guide is coming soon!.

Can I view all of the Policies, Terms, and Conditions?

We have combined all of the AMEC Policies, Terms, and Conditions and you can find them here.

What is the Exhibitor Schedule for AMEC? 

Please view the full breakdown of dates/times for all exhibitors here.

How many attendees are attending AMEC?

Over 2500 attendees are projected to attend this year, AMEC 2025 offers student attendees and exhibitors to engage and network in the Professional Exhibit Hall and Premed Recruitment Fair.

Combo Booth Purchase

The Premedical Fair and the Professional Exhibit Hall are separate components of the Annual Medical Education Conference, with a different schedule and requiring separate registration and fees. Many organizations offer programming that can serve both the Premedical Fair and Professional Exhibits. The combination purchase is solely an accounting transaction that organizations can make one purchase of 2 different booths. The Premed and Professional booths will be in the same exhibit hall at America's Center however separated by pipe and drape and will operate differently.

Shipping Materials & Booth Enhancements

Every year, SNMA chooses a convention services Contractor, referred to as the Official Decorator. The designated Official Decorator meets local property and jurisdictional requirements and is given total charge of exhibit area production for both the Professional Exhibits and the Premedical Recruitment Fair. SNMA has contracted with Fern Exposition Services. Fern will setup the booths and display tables and will be responsible for assisting the exhibiting companies and organizations with their shipping and other services. SNMA only provides the furnishing of a 6’ skirted table, two chairs, and an overhead sign to identify the exhibitor.

Other services such as on-site handling, rental of additional furnishings, audiovisual equipment and/or other display items must be procured through the Fern.
**Contact information and the exhibitor service kit will be provided to all registered exhibitors in January 2025.

What if I need to make changes to my exhibitor registration?

You can make changes to your registration by logging into the exhibitor service center and editing your registration.

What is my registration Booth Sign? Can I change it?

The registration booth sign is the sign that will be used onsite to label your exhibit space.
You may update your booth sign name up thru January 31, 2025, by logging into the exhibitor service center. After this date, changes will NOT be reflected in your onsite booth sign.

How do I make a payment?  

You can make a payment by logging into the exhibitor service center.

How to register and pay for additional staff to your booth(s).

Each exhibit booth includes two (2) complimentary exhibit staff. There is a maximum of six (6) staff per booth or tabletop. An additional four (4) staff per booth may be registered at $250/each.

To add staff to your booth:

1. Log into the exhibitor service center using the username and password in your confirmation email.
2. Click the “Register New Booth Staff” button.
3. You can see the included and additional booth allotments here, click start.
4. Add your booth attendee information.
5. Click continue to select your options and select any additional tickets for this registrant.
6. Click on “Register Additional” if you have more attendees to add or “Continue” if you're finished.
7. Once you have added all of the booth attendees you would like, continue to the payment portion and complete.

Please note booth attendees are finalized on March 13, 2025.

How can I change my booth attendees? 

1. Log into the exhibitor service center using the Login and Password that were included in your confirmation email.
2. View your Registration Roster.
   • Person Icon = Edit Registration – update registrant information, misspellings or add banquet or lunch tickets.
   • Arrow Icon = Attendee Substitution – Change registrant to a different person.
   • Invoice Icon – View and export your invoice.

Please note booth attendees are finalized on March 13, 2025.

When does Exhibitor Registration end?

You must register via the online registration portal by March 16, 2025, or before booths are sold out.
To be listed in the conference program book, registration must be received by March 16, 2025.

What are the costs to exhibit?

Each Exhibit Hall has its own pricing for your booth selection. Please view the Professional Exhibit Hall and Premedical Recruitment Hall pages for pricing information. 

What hotels are available for the conference?

The conference will be held in St. Louis at the convention center. View our travel page for all of the hotels available. 

Is the AMEC attendee list available for distribution or sale?

No, SNMA does not share attendee information however Lead Retrieval is offered for the 2025 conference.

What is Lead Retrieval?

Lead retrieval is the process of capturing leads generated at the conference. The information collected from an individual is a lead, which provides potential opportunities for the organization. During the event, attendees wear a badge that features a QR code, and exhibitors use lead retrieval devices to scan the code. Once scanned, the device digitally collects that person’s data from the registration database.
Expo Pass offers a lead retrieval tool as a mobile app option. The app can be installed on personal devices such as mobile phones and tablets. To capture the lead, hover the mobile device’s camera or the handheld scanner over an attendee’s QR code.

Who do I send my advertisement to and when is it due?

You must email your artwork and send it to amecadvertising@snma.org by January 16, 2025.
Review the Advertising Specs here.