This document provides information for potential exhibitors and sponsors at the AAIDD Annual Conference. Over 500 attendees are expected, including administrators, educators, researchers, and clinicians in the disability field. Exhibitors can purchase a table for $325, which includes listings and representatives. The exhibit hours are June 4th from 7:30am to 4pm and June 5th from 7:30am to 12pm noon. Sponsorship levels ranging from $1,000 to $5,000 provide various benefits like registrations and event recognition. Donations are also accepted to support student travel or self-advocate attendance.

1. Exhibitor and Sponsor
Prospectus
WHO ATTENDS
A national audience with a
strong regional presence of
over 500:
 Nonprofit Administrators
 Educators
 Researches
 Clinicians
 Disability Professionals

2. EXHIBITS
AAIDD exhibits are sold on a first‐come, first‐serve basis. There is limited space available to preserve the
informality of the conference and to maximize exposure.
ATTENDEE PROFILE
The AAIDD Annual Conference averages an a endance of 500 –550 people.
The typical a endee is in a leadership posi on in universi es, medical se ngs and
community based organiza ons.
EXHIBIT HOURS
EXHIBIT LOCATION
The exhibit space for this conference will be in an area in which all a endees Tuesday, June 4
will congregate for substan al periods at least 3 mes each day of the conference. 7:30 am – 4:00 pm
Con nental breakfast will be served in the exhibit area the first day of the
conference and coffee breaks on both days. The area will not be locked overnight; Wednesday, June 5
drapes will be provided to cover the displays. 7:30 am – 12:00 noon
FEE
The exhibitor fee is $325.00 per table.
This fee en tles you to: One skirted 6‐ table, up to two chairs, free online lis ng of your company with a hyper‐
link to your site. You can have up to 2 comp exhibitors representa ves onsite. These representa ves are to tend
the exhibits only; However, exhibitors may register up to 2 individuals for this conference who are employed by
the exhibi ng organiza on at $150 each.
INSTRUCTIONS
SET‐UP: All displays are to be installed on Monday, June 3, 2013, star ng at 4:00 p.m. and must be fully installed
by Tuesday, June 4, at 7:15 am.
DISMANTLING: All displays are to be dismantled by 1:00 p.m. on Wednesday, June 5, 2013. It is the responsibility
of the exhibitor to see that all materials are delivered to the exhibit area and removed from the area by the
specified deadline.
SHIPPING: All materials should be shipped to the hotel at your own expense no earlier than 3 days prior to event.
HOLD FOR ARRIVAL OF ________ (YOUR NAME)
AAIDD Annual Mee ng
June 3‐6, 2013
Wyndham Grand Pi sburgh Downtown
600 Commonwealth Place
Pi sburgh, PA 15222
DEADLINE
The signed agreement with full payment must be received by May 3, 2012. Remember we have limited number
of available tables; sending this contract by the deadline, does not guarantee you a table.
OTHER INFORMATION
Each exhibitor is responsible for the cost of electricity, Internet connec on, and AV equipment. An exhibitor
informa on sheet will be sent by April of 2013 with the contact informa on for our AV and decorator companies.
For ques ons, please contact Maria@aaidd.org .

3. SPONSORSHIP
AAIDD welcomes crea ve sponsorship ideas. All sponsors receive:
· Recogni on in the conference program and on the AAIDD website
· An exhibit table
· Opportunity to place one item in a endee bags
· Electronic list of conference a endees
Sponsor Level Fee Number # Conference Acknowledgement as Sponsor of a Specific
Available Registra ons Event
Green $1,000 8 1 General sponsorship
Blue $2,000 5 1 Electronics charging sta on
Bronze $3,000 4 2 Recep on for group, division, SIG, etc.
Silver $4,000 2 2 Branded Snack Kits
Gold $5,000 2 3 Recep on
DONORS
AAIDD welcomes crea ve dona on ideas. All donors receive a receipt for tax purposes and recogni on in the
conference program and on the AAIDD website. Suggested dona ons:
Par al List of Past Exhibitors
General support $50
● AJ Boggs
To support student travel $100 ● Abbo Laboratories
● Ambry Gene cs
To support self‐advocate a endance $500 ● ANCOR
● Bethesda Lutheran Communi es
● Brookes Publishing Co.
● Direct Course
● Evergreen Presbyterian Ministries
● Essen al Learning
● Friendship Ministries
● Habilita on So ware, Inc.
● Human Service Coordina on
● Hammer Travel
● Laureate Learning Systems, Inc
● Liberty Healthcare Corpora on
● Oak Hill
● Pharmacy Alterna ves
● Routledge Journals
● Scioto
● SimplyHome
● Steady Care
● Sunrise Community
● The MENTOR Network
● Therap Services
● Wiley‐Blackwell

4. Exhibit/Sponsor Engagement Form
Send this form to AAIDD, 501 3rd Street, NW Suite 200, Washington, DC 20001 a n: Maria Alfaro or to maria@aaidd.org
Sec on A– Contact Informa on
Organiza on Name: ___________________________________________________________
Primary Contact’s Name/Title: ___________________________________________________
Address: ____________________________________________________________________
City: _____________________________________ State: ______ Zip Code: _____________
Telephone: ________________________________
E‐mail: _____________________________________________________________________
Website: ____________________________________________________________________
Applies to:
 Sponsor
Level: ________________________________ $________________
(See page 3 for a list of levels)
 Exhibit
Please reserve ______ (number of tables) Cost per table $325 $ _______________
I would like to register up to 2 co‐workers # _________ x $150 $________________
Total $________________
Please list the onsite exhibit representa ves:
(Two representa ves name badges per company. The representa ves are to tend the exhibits only.)
1. __________________________________________ 2.________________________________________
Product/Service Descrip on (50‐word limit) as it will appear in the Annual Mee ng Program.
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
Payment Informa on—I am paying by:
Check Enclosed (Payable to AAIDD) P.O. A ached
Visa MasterCard American Express Discover Diners Club
Card Number ___________________________________________________________________
Expira on Date ___/___/ ‐___/___/ Security Code____________
Name of Authorized Signature ____________________________________________________________
Registrant 1 Registrant 2
Name
Title
Email
Phone

5. TABLE‐TOP EXHIBITOR TERMS AND CONDITIONS
TABLE ASSIGNMENTS ‐ Table assignments will be made in the order that contracts are received. The rental fee
must accompany applica ons for space. Table assignments will not be made un l payment is received in full.
EXHIBITS ‐ A standard 6 foot table and iden fica on sign is provided by AAIDD. Any customiza on must first be
approved by AAIDD. Audiovisual aids or equipment may not be played at a level that would interfere with
adjacent exhibits.
CANCELLATION OF EXHIBITS – In the event that fire, strike, or other circumstances beyond the control of AAIDD
cause the mee ng to be cancelled, AND full refund of exhibit rental fees will be made.
PAYMENT AND CANCELLATION – The exhibit fee must accompany the agreement. Vendors may cancel this
agreement by wri en no ce to AAIDD. Cancella ons made prior to May 3, 2013 will be subject to a $100
cancella on fee. No refunds will be made on cancella ons a er May 3, 2013.
SECURITY AND INSURANCE ‐ The Exhibit area will not be secured. Drapes will be provided to cover the
Displays; however, we encourage you to take valuable items with you when you leave the table. AAIDD nor
the hotel will not be liable for damage or loss to exhibitor's property nor shall AAIDD be liable for any injury that
may occur in the exhibi on area. Exhibitors should make their own insurance and material storage arrangements.
DAMAGE TO EXHIBIT AREA ‐ Nothing shall be posted on or tacked, nailed, screwed, or otherwise a ached to col‐
umns, walls floors, or other parts of the hotel, conference, or exhibit area without permission from the proper
building authority and AAIDD. If such damage appears, the exhibitor shall be liable to the owner of the property
damaged.
INSTALLATION AND DISMANTLING ‐ All exhibits must be in place and set up by the me of the official opening to
the show. Space not occupied or set up by that me may be reassigned for other purposes.
DEFAULT OCCUPANCY ‐ Any vendor failing to occupy space that has been contracted is not relieved of the obliga‐
on of paying for such space at the full rental price, and AAIDD shall have the right to use such space as it sees fit.
RESTRICTIONS ON USE OF SPACE ‐ No exhibitor shall sublet, assign, or share any part of the space allocated to him
or her without the wri en consent of AAIDD.
ACCEPTABILITY OF EXHIBITS ‐ All exhibits shall serve the interests of the members of AAIDD and its affiliates and
shall be operated in a way that will not detract from other exhibits or the conven on as a whole. AAIDD reserves
the right to deny the exhibit space to any poten al exhibitor if the president of AAIDD determines that the con‐
tent or inten on of the exhibitor is inconsistent with the goals and objec ves of AAIDD. Acceptance of an exhibit
does not imply an endorsement of the exhibitor.
RESPONSIBILITY OF AAIDD AND THE EXHIBIT FACILITY: Insurance and liability are the full, sole responsibility of
the exhibitor. The exhibitor agrees to protect, save and defend, and keep AAIDD and the hotel forever harmless
from any damages or charges imposed for viola on of any law or ordinance occasioned by the negligence of the
exhibitor, as well as to comply strictly with the applicable terms and condi ons contained in this agreement be‐
tween AAIDD and the exhibit facility regarding said premises; further, the exhibitor shall at all mes protect, in‐
demnify, save and defend, and keep harmless AAIDD and the hotel against and from any and all loss, cost, dam‐
age, liability, or expense by reason of any accident or other occurrence to anyone, including the exhibitor, its
agents, employees, and business invitee that arises or by reason of said exhibitor’s occupancy and use of the ex‐
hibit premises or a part thereof. AAIDD does not assume responsibility for services or materials adver sed or ex‐
hibited.