2025 Conference Exhibitor Terms & Conditions

The Association for Early Learning Leaders is seeking out businesses, resources, agencies, and suppliers for early care and education programs to exhibit on a national level to child care Owners, Administrators, and Directors at the 41st Annual National Conference, How Successful Directors Lead, to be held April 23-26, 2025 in Orlando, Florida.

Exhibitor Packages

Each 8’x10’/10’x10′ booth package includes an 8’ tall back wall and 3’ tall side drape, one 6’ white skirted table, two side chairs, and one wastebasket. A standard booth sign, 7”x44”, with company name and booth number will be provided. Utilities, internet, and furnishings (other than two chairs and a table) ARE NOT provided and will need to be purchased directly from our exhibition company, Alliance Exposition.

A listing of attendees who opted in will be provided to Exhibitors after the conference concludes and will include the program name, primary contact, mailing address, email address, and phone number.

Payment Policies

Exhibitor fees are due within ten (10) business days of receipt of invoice or no later than December 1, 2024. AELL reserves the right to cancel booth space not paid in full by December 1, 2024.

Cancellation of Exhibit Space

All booth cancellations must be submitted to AELL in writing. In the event of cancellation of exhibit space by the Exhibitor, it is agreed that the actual damages, which might be sustained by AELL by reason of such cancellation, are uncertain. As a result, it is agreed that the following sums would be reasonable and just compensation for cancellation received with respect to the following dates:

• Before 10/31/2024 – 50% refund of booth fee
• Between 10/31/2024 and 11/15/2024, a 25% refund of the booth cost
• After 11/15/2024, no refund is available; funds can be transferred once to the next annual conference event

Exhibitor agrees to forfeit, and AELL agrees to withhold the above respective sums from any refund due, as liquidated damages in the event of cancellation.

Use of Exhibit Space

Exhibit space is assigned with the expressed understanding that it is to be used solely for the display of the services that the Exhibitor provides to the childcare industry. Exhibitors are not permitted to sublet any part of their space and only one company name is permitted per exhibit space.

The following booth guidelines are to be followed by all exhibitors:

• No exhibit material may extend beyond the boundaries of the exhibit space or exceed the height restrictions for that type of booth.
• Exhibits will not be of such nature or arrangement to obstruct the view or interfere with the exhibits of others.
• Exhibits using technology demonstrations will keep sound at a level that is respectful of neighboring vendors.

Should there be any questions as to the obstructions or interference of any exhibit with other exhibits in the area, the final judgment will be made by AELL.

Insurance & Liability

It is expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that they will make no claim of any kind against AELL, or any of their members or employees for any loss, damage to, or destruction of goods, or for any injury that may occur to themselves or their employees while in the Exhibit Hall, or for any damage of any nature of character whatsoever. It is further agreed that AELL shall not be held liable or responsible for and shall be indemnified and held harmless by Exhibitor from and against any and all claims and damages of every kind, for injury to or death of any person or persons and for damages to or loss property, arising out of or attributed, directly or indirectly, to the operations or performances of Exhibitors and Exhibitor’s agents and employees under this agreement.

The facility is not liable to the Exhibitors for any damage to or for the loss or destruction of an exhibit or property of the Exhibitor by fire or other casualty covered by an extended coverage endorsement to a fire insurance policy, whether caused by the negligence of the hall, its officers, agents, service personnel, employees, or otherwise, all claims for any such loss or damage being expressly waived by Exhibitor who agrees to indemnify and hold the facility harmless. Exhibitor agrees to abide by all applicable fire, utility, and building codes.

Exhibit Room Set Up/Break Down

All exhibitors must have their booth set up two hours prior to the opening of the exhibit hall for the Welcome Happy Hour with Exhibitors on Wednesday, 4/23/2025. Set up schedule will be included in your exhibitor packet distributed prior to arrival at the conference. Your booth must remain set up and manned by you during posted exhibit hours from Wednesday, 4/23/2025, 4:00 p.m. to Friday, 4/25/2024, 4:00 p.m. On Friday, the Exhibit Hall will close at 4:00 p.m. and you may tear down your booth and leave the conference.

No booths may be torn down before 4:00 p.m. on Friday. Early dismantling of booths will result in the loss of exhibitor privileges at future conferences. 

Door Prizes

It is required that every exhibitor bring two (2) door prize gifts to the conference. One prize will be raffled by AELL through raffle drawings and at networking events held during the conference event. Please submit a description and cash value of your door prize to the Member & Event Services Coordinator, Aryam Andom, by February 1, 2025. The winners will be directed to your booth to claim their prize. The second prize will need to be raffled off directly by the Exhibitor through connections made at the booth.

Conference Registration and Networking Opportunities

Throughout the conference, AELL hosts networking events to promote the expansion of professional networks. We find that some of the most meaningful relationships begin in a more personal/social setting. 

The Association is happy to provide two complimentary conference registrations per exhibitor booth. Additional exhibitor registrations can be purchased at a discounted rate of $349. We invite and encourage all vendors to attend training sessions and events to take advantage of this valuable time to connect with peers and industry resources.

Please help us maintain the professional and educational integrity of the conference by abstaining from the use of training sessions as a marketing venue for your company. You will be permitted to distribute promotional materials to participants at your exhibitor booth during exhibit hall hours.

Exhibitor Code of Conduct

All Exhibitor representatives that will be attending the conference are required to attend the Association’s Exhibitor Zoom meeting that will be scheduled prior to the conference event. At least one booth representative must be in attendance for the Zoom virtual meeting.

The Association reserves the right to require any Exhibitor to remove all or any part of a display which, in the Sole judgment of the Association is deemed to be misleading or deceptive, in poor taste, unsuitable, or not in keeping with the character and objectives of the Conference. Exhibit booths are not to be used for employment recruiting.

While we encourage meaningful connections, we ask that you respect the conference’s schedule and professional and educational integrity. Private meetings with conference attendees during conference hours are strictly prohibited. Please arrange one-on-one meetings outside of these times so that scheduled sessions are not disrupted, ensuring attendees can fully benefit from the conference experience and educational training.

Presence of Children

Our events are often blended with family vacations and we encourage and celebrate that! However, in our ongoing effort to provide a professional education conference experience and out of respect for our exhibitors, speakers and attendees, we do not allow children to be in the exhibit hall, breakout sessions, keynote presentations, or professional meetings. Attendees will need to make arrangements for child care during these times.

Shipping & Storage

Storage of all equipment prior to exhibition shall be handled through the Association’s contracted service provider, Alliance Exposition. The decorating company will provide a Conference service kit with detailed information. Return shipping is the responsibility of the Exhibitor and can be arranged through the decorating company onsite. All items must be removed.

Please sign and date below signifying that you have read, understand and agree to abide by the exhibitor terms and conditions for the 41st Annual National Conference.