Exhibitor Frequently Asked Questions
Greetings, and thank you for your interest in and support of the MAEDS organization! If you're new to MAEDS, we encourage you to review the entire FAQ, as it covers many of the common questions we receive annually. For our returning participants, while a full review is recommended for a refresher, please pay special attention to the questions marked with an asterisk (*), as those sections reflect updates for this year’s conference.
To ensure a smooth process, please make certain that all members of your organization review this document thoroughly. Missing key items or instructions outlined here could result in missed deadlines or misdirected submissions. This document has been carefully crafted to address all necessary details, and MAEDS cannot assume responsibility for any oversights due to information not being reviewed.
We understand that certain aspects of the MAEDS conference may differ from other events, and we proudly embrace what makes us unique. Our approach stems from our distinctive structure, with an all-volunteer board and no full-time staff, composed entirely of technology professionals rather than event planners or marketers. Despite these differences, the MAEDS Board remains dedicated to organizing this conference with one goal in mind: delivering valuable experiences for our members.
Please be aware that MAEDS is an all-volunteer organization with limited time resources. This document is designed to address common questions thoroughly, and significant effort has been invested to ensure it is as comprehensive as possible. If a board member directs you back to this document, it is to help you find answers efficiently and not a reflection on the importance of your question.
Conference Application Questions
These dates are firm and non-negotiable; failure to adhere to them may result in missed deadlines and could impact your participation in the conference.
June 1 - Application window opens
July 15 - Application window closes
August 1 - Successful exhibitors notified
August 15 - Exhibitor payment deadline
October 1 - Names due for Exhibitor reps
These deadlines are not set arbitrarily. They are critical to upholding our commitments to partners and ensuring the smooth execution of the conference. Exceptions or extensions to these deadlines are highly unlikely, so it is imperative that all deadlines are met to avoid any complications or disruptions.
Becoming an exhibitor at the Fall MAEDS Conference is a simple process.
- Look for the application on MAEDS.org after June 1
- Fill out the application form by July 15
- Wait to be notified!
Platinum Exhibitor Package includes:
Exhibitor Hall booth
Conference session and networking access at the conference on both Wednesday and Thursday
Six (6) representative passes
Six (6) meal tickets for Wednesday (dinner) and Thursday (breakfast, lunch, dinner) meals
Six (6) sets of drink tickets (24 total)
Recognition as a Platinum-level Exhibitor on the official conference mobile app and website
Gold Exhibitor Package includes:
Exhibitor Promenade booth
Conference session and networking access at the conference on both Wednesday and Thursday
Four (4) representative passes
Four (4) meal tickets for Wednesday (dinner) and Thursday (breakfast, lunch, dinner) meals
Four (4) sets of drink tickets (16 total)
Recognition as a Gold-level Exhibitor on the official conference mobile app and website
Silver Exhibitor Package includes:
Exhibitor Hall booth
Conference session and networking access at the conference on Wednesday
Four (4) representative passes
Four (4) meal tickets for Wednesday meal (dinner)
Four (4) sets of drink tickets (8 total)
Recognition as a Silver-level Exhibitor on the official conference mobile app and website
Exhibitor fees for the 2025 conference are as follows:
- Platinum Sponsorship Package = $5,000
- Gold Sponsorship Package = $3,500
- Silver Sponsorship Package = $2,000
In short, no. The Silver-level sponsorship is strictly a Wednesday-only package. Unless an exception is granted for presenters, Silver sponsors are not permitted on-site Thursday or Friday. All Silver sponsors must complete teardown by 9:00 PM on Wednesday, as exhibitor booths will be removed that evening to prepare the space for the dining hall. No access to conference spaces will be granted after Wednesday. To attend both days, you must be accepted as a Gold or Platinum sponsor.
All exhibitor payments must be made directly to MAEDS via the Stripe invoice provided or by check. To secure an exhibitor package, full payment must be received by August 15, including any mailed checks.
Any unpaid sponsorship packages will be immediately released to exhibitors on the waiting list on August 16.
If paying by check, please ensure it is mailed well in advance to arrive by the August 15 deadline. Adhering to this deadline is essential for finalizing conference logistics and ensuring a seamless experience for all participants.
The Exhibitor option selected during the application process does not guarantee that an Exhibitor will be accepted to the conference, nor that they will be granted that specific option.
MAEDS will make every effort to accommodate each Exhibitor’s first preference. Due to limited availability of booths, it may be necessary for MAEDS to award an Exhibitor with an alternate selection. The conference organizer will be contacted prior to awarding an alternate booth type to confirm selection.
Exhibitor passes are included exclusively with the sponsorship packages. Booths, passes, and other benefits are bundled together—there are no standalone booth purchases or additional passes available for purchase.
The Platinum Sponsorship includes 6 exhibitor passes, while the Gold and Silver Sponsorships each include 4 exhibitor passes.
Applicants are strongly advised to refrain from making any travel arrangements or hotel reservations until they receive official notification confirming their application’s acceptance. Submission of an application does not guarantee acceptance into the conference. MAEDS is not liable for any travel or lodging expenses incurred by applicants, regardless of whether these arrangements are made before or after receiving confirmation of acceptance.
Exhibitor Selection Process Questions
The timeline for notifying applicants of their selection status is influenced by several factors. The MAEDS board holds its primary meeting for exhibitor selection in July, during which nearly all exhibitor applications are reviewed, and final selections are made. Following this meeting, exhibitors selected to participate in the conference will receive notification of their acceptance by August 1. This process ensures that all applications are thoroughly considered and that selected exhibitors have ample time to prepare for the event.
Given the high demand for booths at the Fall MAEDS Conference and the limited availability, your only viable option at this point would be to explore collaboration opportunities with other exhibitors. If you have established relationships with any partners or colleagues who have secured a booth, we encourage you to reach out to them and discuss the possibility of sharing their allocated space. While this approach has its limitations due to space restrictions, it can provide a way for your organization to maintain a presence at the conference.
Be aware that any arrangements for sharing space must strictly comply with the Exhibitor Agreement. Additionally, any actions taken by individuals associated with a shared booth may directly reflect on the accepted exhibitor. The primary exhibitor will be held accountable for the behavior and compliance of all booth participants. Everyone must adhere to the rules set forth in the Exhibitor Agreement to avoid potential issues.
There are no additional sponsorship opportunities available at this year's conference. All conference activities are fully sponsored by the accepted exhibitors through their booth fees. The booth fee is the only sponsorship opportunity offered, and it covers all aspects of participation and support for the event. We appreciate your interest, but no further sponsorship options exist beyond the exhibitor booths.
As an unregistered exhibitor of the conference, the MAEDS board lacks the requisite authority to dictate your actions. However, it is important to remember that any activities detracting from the conference - such as drawing attendees away from official events or conflicting with the interests of the exhibitors and sponsors who support the event - will be closely monitored. If your actions negatively impact the event or its participants, the board reserves the right to exercise the limited authority available to us in such situations, which may include restricting or revoking your future participation in the conference.
This conference relies on the commitment and support of exhibitors and attendees alike. Any behavior that undermines the value of the event for others will not be tolerated, and the board will enforce the measures available to us as necessary.
This is the most commonly asked question every year. The selection process is primarily driven by logistics. Each year, MAEDS typically receives well over 120 applications for only 99 available booths. This high demand means that not all applicants can be accommodated.
The competition for these limited spots is intense. All applicants are high-quality exhibitors with valuable products and services that contribute to the conference's success. The selection committee faces the difficult task of choosing from among these excellent applications. Unfortunately, this means that some deserving exhibitors will not be selected simply due to space constraints.
We understand the disappointment of not being selected, and we appreciate your interest in MAEDS
No individual member of the board will be in a position to fully answer your question. They represent only one vote out of the 11 board members. All we can confirm is that, unfortunately, this year's vote did not go in your favor.
This outcome does not imply that your organization has done anything wrong in the past. Each year, the board faces pressure from the membership to diversify the exhibitor area, often resulting in some returning exhibitors not securing a spot. While your application was not accepted this year, it doesn’t mean future applications will be unsuccessful.
In these cases, the only available option is to request to be placed on the waitlist. However, please note that waitlist decisions are also subject to the same level of consideration, and acceptance is not based on a first-come, first-served basis.
To be completely honest, not good. Booths at the conference are in high demand and once awarded are rarely ever vacated. It does happen, but it happens so rarely that we don’t want to get your hopes up. Nearly every exhibitor who was not selected will elect to go on the wait-list, so in the rare situation where a vacancy does open up, the competition for that spot is 1 in 50+. The odds just are not in your favor.
To improve your chances of being selected in the future, here are a few recommendations:
Complete Application: Ensure that your application is thorough and complete, providing all required information and highlighting what sets your offerings apart.
Previous Participation: If you have previously participated and received positive feedback, be sure to mention this in your application.
Unique Offerings: Emphasize any unique or innovative aspects of your products or services that differentiate you from other exhibitors in your application.
Engagement: Demonstrate how you plan to engage with conference attendees and contribute to the overall event experience.
Be Memorable: If you do get the opportunity to attend the conference again, focus on making a lasting impression so that the board members recall your participation when it's time to vote. Stay within the guidelines of the member agreement, but aim to stand out by creating an engaging booth, offering unique and appealing giveaways, or volunteering to present on technical topics (not sales-focused). The key is to leave a memorable and positive impact.
In the end, each board member’s vote is based on personal and professional experience. If the board has to research who you are and what you do, the less likely your application will receive a positive result.
Conference Attendee Questions
MAEDS is committed to protecting the privacy of our members and conference attendees. In the past, we provided membership information to exhibitors; however, this practice raised significant concerns among our members about unsolicited communications, including phone calls and mailings. To address these concerns and maintain the trust and confidence of our members, we have made the decision to discontinue the distribution of attendee or membership details.
Although this has long been our standard practice, MAEDS has formally established this policy in our governing documentation under Policies and Procedures. The official policy states:
Member Privacy
MAEDS is committed to respecting the privacy of its members and attendees. All information collected, whether personal or professional, will be kept strictly confidential and will not be distributed or shared with external parties under any circumstances.
Please note: MAEDS uses an event app, Sched, which allows attendees to manage their conference schedules and connect with others. Users have the option to share their information within the app. You may be able to access details in the app for those attendees who voluntarily choose to make their information visible.
MAEDS does not offer any form of lead retrieval system for the MAEDS Fall Conference. While such systems can be useful, they often lead to impersonal interactions and, in some cases, can detract from the genuine connection-building that we encourage. We believe that meaningful conversations are a better way to build relationships and gather information. If you're interested in a member's information, we recommend engaging them in conversation and exchanging contact details directly, rather than relying on quick scans.
Exhibitors are certainly welcome to place a 'fish bowl' or another form of ‘collection box’ at their table to collect business cards from attendees, and they may conduct prize drawings as they see fit. Please note, however, that while this practice is permitted, any prizes offered or awarded by exhibitors will not be promoted or distributed by the MAEDS board. The responsibility for managing and announcing such giveaways will rest entirely with the individual exhibitor. We encourage you to ensure the process aligns with our privacy policies and maintains a positive experience for all attendees.
MAEDS Conference Exhibitor Passport
The Exhibitor Passport Game is intended to make exploring the exhibit hall more interactive and rewarding for our members! This activity encourages engagement with exhibitors while giving attendees a chance to win a prize.
How to Play
Each registered attendee will receive an Exhibitor Passport at check-in. This passport contains a list of 99 exhibitor booths, each with a designated stamp area. To participate in the game, attendees must visit exhibitor booths, engage with the exhibitors, and collect stamps.
Scoring System
Not all exhibitor booths carry the same point value. Each booth falls into one of three sponsorship levels, which determine the point value of their stamp:
Platinum Booths – Each stamp is worth 3 points
Gold Booths – Each stamp is worth 2 points
Silver Booths – Each stamp is worth 1 point
There are a total of 149 possible points available throughout the exhibit hall. To qualify for the prize drawing, attendees must accumulate at least 100 points on their passport.
Prize Drawing Eligibility
Once an attendee has collected 100 points, they must turn in their completed passport to the designated drop-off area before the deadline. Only passports meeting the 100-point requirement will be eligible for the prize drawing. The prize winner(s) will be drawn at random from the pool of eligible participants.
Game Rules & Guidelines
One Passport Per Attendee – Each attendee is allowed to submit only one passport for the drawing.
Authentic Stamps Only – Stamps must be collected directly from exhibitors. Any altered or duplicated stamps will disqualify the passport.
Engagement Encouraged – While collecting stamps, attendees are encouraged to engage with exhibitors, ask questions, and learn about their products and services.
Submission Deadline – Passports must be submitted by 8:00PM on Wednesday at the designated collection point to be entered into the drawing. Late submissions will not be accepted.
Winner Announcement – The prize drawing will take place at lunch on Thursday. Winners must be present to claim their prize. If a winner is not present, an alternate winner will be drawn.
Exhibitor Area / Booth Questions
Direct shipments to the resort are not permitted, as the facility cannot accommodate the volume, size, or high-value nature of equipment typically associated with the MAEDS conference.
All Exhibitor shipments for the Conference must be coordinated with our event service company, Art Craft Display. Please note that there is a charge for this service, which will be invoiced by and paid directly to Art Craft Display. Art Craft will manage the delivery of all equipment to the resort and ensure that your shipment is available at your booth prior to your arrival.
You can find information about Art Craft Display here.
This documentation provides generic information and references ordering 'utilities' from Grand Traverse Resorts. Please note that power is included in your booth fees paid to MAEDS, and each booth is equipped with power by default. No additional services are available or required to be requested.
The MAEDS Board has made changes to streamline the exhibitor check-in process, reducing congestion and ensuring a smoother setup experience. Starting at 9:00 AM, please check in at the Exhibitor Assistance Table, located just outside the exhibitor area. Do not go to the member registration desk. Members of the MAEDS Board Conference Exhibitor Team will provide your Exhibitor Packet and answer any setup-related questions. Once checked in, you may proceed to your booth for setup.
Member registration begins at 12:00 pm on Wednesday. The installation of exhibits and removal of all boxes and crating must be completed by this time.
Members will begin entering the Exhibit Hall immediately after registering.
Exhibit hall hours for the conference are as follows:
- Wednesday: exhibits open 12:00 pm to 8:00 pm, reception and food in the Exhibitor Hall from 4:00 pm to 8:00 pm
- Thursday: exhibits open 1:00 pm to 6:30 pm, reception in the Exhibitor Hall from 5:15 pm to 6:30 pm
Exhibitor setup will commence at 9:00 am on Wednesday morning. This timing is critical to allow Grand Traverse Resorts and the MAEDS Board to prepare the room, set up pipe and drape, ensure furniture arrangements, and provide electrical service to each booth.
Commencing setup at 9:00 am on Wednesday morning means the following:
- Booth assembly may commence only after this time.
- Access to the Exhibit Hall or Hallway is prohibited for exhibitors until this time.
- Unloading of equipment or materials into the Hallway or Exhibit Hall is not permitted until this time.
Failure to comply with the 9:00 am start time will be taken into consideration during the evaluation of future conference applications. Requests for exemptions to this policy will not be considered. This policy is set by the MAEDS Board, and as such, exemptions cannot be granted by third parties or Grand Traverse Resorts staff.
The following items are included with the booth:
- Exhibitor table choice
- Pipe and drape
- Two (2) chairs
- Wastebasket
- Shared electrical service
- High speed wireless access
Exhibitors are not permitted to dismantle their booths or pack up any materials prior to 8:00 PM on Wednesday for Silver-level exhibitors or 6:30 PM on Thursday for Gold and Platinum-level exhibitors without obtaining prior permission from MAEDS.
If permission is granted for early tear-down, booth dismantling is strictly prohibited between 4:00 PM and 8:00 PM on Wednesday and between 4:00 PM and 6:00 PM on Thursday, without exception. This policy ensures the safety and well-being of all attendees by preventing hazards caused by moving equipment or dismantling structures during receptions when members are present. Exhibitors must complete all tear-down activities either before 4:00 PM or after the designated tear-down time for their exhibitor level.
Failure to comply with this policy will be taken into account when determining eligibility for participation in future conferences.
Each booth in the Exhibit Hall includes a choice of three table options, which exhibitors can select during the application process. The available options are:
- No table
- 2’ x 6’ table with skirt
- 30” round by 42” high “cocktail” table with skirt
MAEDS will provide one table selection from the options included with each booth purchase. Additional tables and other options may be available through our Conference Event Services provider, Art Craft Display. Learn more about other services offered by Art Craft Display here.
All booths at the MAEDS Fall Conference will now be a standardized size of 8x10, outlined by a pipe-and-drape system. The exact interior dimensions of the 8x10 booth are 7' 11" x 9' 10". Exhibitors must adhere to this booth size, and no expansions beyond these limits will be permitted.
Exhibitors may bring their own displays and/or furniture to replace the furniture supplied by the event facility with the understanding that all furniture and displays must be contained within the boundaries of the booth.
Exhibitors who expand beyond the limits of the booth or bring large exhibits will be asked to remove anything that extends beyond the boundaries of the booth.
Additional options may be available from our Conference Event Services provider, Art Craft Display. Learn more about other services provided by Art Craft Display here.
Booth locations at the MAEDS Conference will be determined through a random draw conducted by the MAEDS Board during one of their meetings. In line with our objective of ensuring complete randomness, booth neighbor requests will no longer be entertained or accommodated. Additionally, requests for booth locations inside the exhibit hall or in the hallway will also not be accommodated.
Booth locations at the MAEDS Conference will be determined through a random draw conducted by the MAEDS Board during one of their meetings. In line with our objective of ensuring complete randomness, booth neighbor requests will no longer be entertained or accommodated.
Exhibitor Presentation / Session Questions
Exhibitors are not only allowed but encouraged to actively participate in the conference by offering sessions. Sharing expertise through presentations is a valuable way to engage with our technical audience and showcase in-depth knowledge.
When considering whether or not to present, please remember that our members expect highly technical, content-driven sessions - not sales pitches. MAEDS policy requires that all sales-related conversations happen in the exhibitor hall to ensure that sessions remain focused on delivering technical content where it reigns supreme. MAEDS members are selective and seek out sessions that offer deep dives into specific technologies or certifications, as these tend to attract the largest audiences. Each session is limited to one hour, and selections are based on the session description and relevance. To start the application process, simply complete the Call for Presenters form available on our website.
Exhibitors interested in presenting must submit their session proposals through the Call for Presenters Form. This process replaces the previous policy of submitting session proposals as part of the exhibitor application, which led to unnecessary confusion and additional workload for both exhibitors and the board.
By streamlining submissions through the Call for Presenters Form, we ensure a more efficient and organized selection process. Please watch for the form’s release and submit your proposal accordingly.
The Call for Presenter’s form can be found here - https://www.maeds.org/index.php/fall-conference/call-for-presenters/
MAEDS policy requires that all sales-related conversations take place in the exhibitor hall to ensure that sessions remain dedicated to technical content and learning. Our members expect sessions to be highly technical and content-driven, not promotional. MAEDS attendees are selective and look for sessions that offer substantial depth, such as deep dives into specific technologies or professional certifications, as these consistently attract the most interest and engagement. Each session is limited to one hour, and the selection process emphasizes the quality and relevance of the proposed content.
Presenters who use their session time primarily for sales purposes risk not being invited back for future speaking opportunities. Maintaining a focus on valuable, technical insights is essential to preserving the integrity and appeal of our sessions.
We can only provide a general timeline for exhibitor presentations. The board will make every effort to schedule Silver-level exhibitors on Wednesday and Gold and Platinum-level exhibitors on either Wednesday or Thursday. Specific presentation times will be confirmed closer to the conference date. The Conference Chairperson will reach out to all presenters with detailed scheduling information as soon as it becomes available.
If a Silver-level sponsor is scheduled to present on Thursday, the board will provide a pass granting access to the conference for that day, along with meal tickets. This ensures that exhibitors scheduled outside of Wednesday can fully participate in their scheduled session and engage with attendees.
General Conference Exhibitor Questions
As it says in the MAEDS tagline, networking is a huge part of the MAEDS conference experience. Much of the networking between members, and between members and Exhibitors takes place at our after-hours activities. Having outside events during this time splits up our members and Exhibitors into small pockets of people, which lessens the impact of that networking time. We ask that you consider this when planning outside events.
MAEDS defines “events” as outings, receptions, or any other functions hosted or sponsored by an exhibitor that might potentially detract from the planned activities at the conference.
During the application process, Exhibitors must accept the MAEDS Fall Conference Exhibitor Agreement. Item 2 on this agreement states that Exhibitors may not host any kind of event during official MAEDS event hours.
The following are the times that are considered “official MAEDS event hours” for the MAEDS Fall Conference.
- Wednesday official MAEDS event hours - 1:00 pm and 8:00 pm
- Thursday official MAEDS event hours - 8:00 am and 6:30 pm
- Friday official MAEDS event hours - 8:00 am and 2:00 pm
Failure to adhere to any part of the MAEDS Fall Conference Exhibitor Agreement will be documented and used to determine eligibility to attend future MAEDS conferences.
A new Conference Chair is appointed annually by the board, but all exhibitor-related communication is handled by the dedicated Conference Exhibitor Team. To ensure timely responses and consistent messaging, please direct all inquiries to the team’s listserv. This allows an available team member to assist you promptly and effectively.
The address for the Conference Exhibitor Team is - CET@maeds.org
Exhibitor representatives are included as part of the sponsorship package and cannot be purchased individually. The number of representatives allotted to your organization is fixed based on your sponsorship level, and there are no refunds or adjustments if you choose to send fewer representatives than allowed.
Closer to the conference date, we will request the names of your representatives. If any changes are needed after submitting this information, please email the Conference Exhibitor Team at CET@maeds.org. Changes to the names tied to an Exhibitor Pass can be made only by the registered Conference Organizer for each exhibitor.
The MAEDS Conference offers a full schedule of activities, including evening events. Entertainment is planned for each night, with unique options that change every year to keep things exciting and fresh. Stay tuned for the release of our conference agenda, where you’ll find details on this year’s lineup.
We warmly invite exhibitors to join us for all evening entertainment and networking events. These gatherings offer a valuable chance to connect with fellow industry professionals, share insights, and enjoy a more relaxed atmosphere outside of conference hours. Your participation enhances the experience for everyone, and we look forward to welcoming you to each event.
Each year, the conference concludes with a door prize drawing held at the annual meeting on Friday, immediately following lunch. To ensure compliance with state and federal regulations regarding school-related gifts, the MAEDS Board does not accept prizes or giveaways provided by exhibitors for this event. We appreciate exhibitors' understanding and continued support as we uphold these guidelines.
- Governors’ Hall is MAEDS Exhibitor Hall on Wednesday
- Governors’ Hall is MAEDS Dining Hall on Thursday
- Governors’ Prefunction is MAEDS Exhibitor Promenade on both days
The Exhibitor cancellation policy is subject to annual review and may vary based on factors such as host facility requirements and conference logistics. For the most current and detailed information, please refer to the Exhibitor Agreement, as it reflects any updates or changes to the policy for each conference year.
The MAEDS Exhibitor Agreement can be found here.
Cherry Capital Airport http://www.tvcairport.com is the closest at only a short drive from the resort. The Gerald R Ford Airport in Grand Rapids http://www.grr.org is the next closest, but is a 3 hour drive from the resort.
Our completed W-9 form is available upon request. To obtain a copy, please contact the Conference Exhibitor Team directly. The address for the team is - CET@maeds.org
Receipts for payments are not automatically generated by the billing system. Each payment requires manual approval before a receipt is issued. This process can take some time, so we appreciate your patience. Once approved, the receipt will be sent to the email address used during the payment process.