Exhibitor Frequently Asked Questions

Find answers to common questions about registration, booth preparation, shipping, on-site services, and SNMA policies. For AMEC-specific dates, rates, and instructions, refer to the current Exhibitor Service Kit and official SNMA communications.

Registration and Access

How do I register booth staff?
Register each booth representative through the official exhibitor registration process. Each 10x10 booth and table is allotted up to (2) complimentary exhibitor staff (Booth managers are not automatically registered); additional registrations up to 4 are at $250 per person. Instructions, badge allotments, and any fees for additional badges are provided in the process.

Where and when can I pick up exhibitor badges?
Badge pickup details will be included in official pre-event communications. Each representative should be prepared to present any identification or confirmation information requested. Move-in will begin on Wednesday, March 24, 2027 at 1:00 pm.

Can I transfer my exhibitor registration?
Badge changes are due by March 2, 2027.

Does an exhibitor badge include access to all event activities?
Exhibitor registration only allows access to the Professional Exhibits and Premedical Recruitment Fair. If you are interested in attending the conference, please visit our attendee website.

Booth Setup and Operations

When may I set up and dismantle my booth?
Move-in, show, and move-out hours are listed in the official exhibitor schedule. Plan staffing and deliveries around those times, and do not dismantle before the exhibit hall closes.

What is included with my booth?

PROFESSIONAL SINGLE EXHIBIT

One 10x10 booth in the Professional Exhibit Hall
Two chairs
One 6-foot table
One booth sign
One wastebasket

PREMEDICAL SINGLE EXHIBIT

One tabletop exhibit in the Premedical Recruitment Fair
Two (2) exhibit hall-only staff passes included
Opportunity to add up to four (4) additional exhibit hall-only staff passes at $250 each
Two chairs
One table
One booth sign
One wastebasket

How do I order electricity, internet, furniture, or other services?
Order approved services from the vendors identified in the Exhibitor Service Kit. Advance-order deadlines and rates may apply.

Are there restrictions on booth displays?
Displays must remain within the contracted footprint and comply with venue, safety, accessibility, and sightline requirements. Premedical Recruitment Fair, displays should not exceed the space allotted for the table. Signs or obstructions will be prohibited in front of or around the table.

Shipping and Deliveries

Where should I ship booth materials?
Use only the shipping address and label format provided in the Exhibitor Service Kit. The venue may refuse direct shipments or charge handling fees for improperly routed materials.

What is the difference between advance-warehouse and direct-to-show shipping?
Advance-warehouse shipments are received before the event and delivered to the booth during move-in. Direct-to-show shipments arrive during designated move-in hours. Review the service kit for available options, deadlines, and fees.

How do I arrange return shipping?
Bring the required carrier labels and complete the material-handling documents before leaving. Properly label all outbound pieces and follow Fern’s instructions.

What Is Lead Retrieval?
Lead retrieval is the process of capturing contact information from prospective customers or partners at the conference. Each attendee’s badge includes a QR code linked to their registration information. When an exhibitor scans the code, the lead retrieval tool securely transfers the attendee’s available information from the registration database to the exhibitor’s lead list.

We will offer a lead retrieval mobile app via the Exhibitor Service Kit that can be installed on a personal phone or tablet. To capture a lead, open the app and position the device’s camera—or a compatible handheld scanner—over the attendee’s QR code. The attendee’s available information is then added to your lead list.

How should I book event housing?
Book through official SNMA channels only. Use the AMEC housing information provided directly by SNMA in your booth purchase receipt. SNMA does not partner with third-party housing management suppliers and will not call or email you to solicit bookings for the official room block.

Protect yourself from unauthorized solicitations:
Trust housing messages only when they come from the snma.org domain.
Report and block suspicious housing solicitations from any other domain.

Cancelation and Policies, Terms, & Conditions

What is the Exhibitor Cancellation Policy?

All requests for cancellation must be submitted in writing to SNMA.
For cancellations received on or before January 31, 2027, SNMA will retain 50% of the total exhibit fee, and the remaining 50% will be refunded.
For cancellations received on or after February 1, 2027, SNMA will retain or be owed 100% of the total exhibit fee. No refunds will be issued.

Cancellation and Reduction of Sponsorship
SNMA depends on sponsorship commitments to plan conference programming, products, and services, many of which require advance financial commitments. All sponsorship commitments must be made in writing.

Under the previously published sponsorship cancellation schedule:

On or before December 31, 2026: SNMA retains 10% of the sponsorship amount, and 90% is refunded
January 1-31, 2027: SNMA retains 25% of the sponsorship amount, and 75% is refunded.
After January 31, 2027: No refunds will be issued.

Additionally, under the AMEC 2027 sponsorship terms, SNMA reserves the right to invoice the sponsoring organization for actual or committed expenses associated with a sponsorship that is withdrawn or reduced on or after January 11, 2027.

Additional Questions?

Please email us with your institution’s name in the subject line and booth number if available.