Midwinter Meeting

Exhibitor Services Information

Exhibitor Services Manual

The Chicago Dental Society Midwinter Meeting annually attracts more than 34,000 attendees, making it one of the Top 5 best attended dental meetings in the United States. Dental professionals and dental products and service providers come to Chicago every February to learn about what’s new in dentistry, which is why Expo magazine ranked the Midwinter Meeting fourth on a list of the Top 10 national medical shows in its June 2008 issue.

We invite you to experience the benefits of exhibiting at our world class dental meeting. Make plans to exhibit at the 144th Midwinter Meeting, February 26-March 1, 2009.

2009 Midwinter Meeting Prospectus 

The Prospectus details all the rules, regulations and everything else you need to know about exhibiting at the Midwinter Meeting. It is only available online. CDS encourages all exhibitors to download Adobe PDF, print and review the Prospectus in its entirety before completing the application process. A list of all important dates and deadlines is included within the Prospectus.

Commercial mailing lists

For a fee, the Chicago Dental Society will rent  its commercial mailing lists. To do so, download and complete the Commercial Label Request Form. Adobe PDF

Sponsorship opportunities

Help your company gain a competitive advantage and stand out from the landscape. Meet your marketing goals and maximize your company’s visibility by becoming a Midwinter Meeting sponsor. CDS offers a variety of sponsorship opportunities to fit your budget and deliver your message with a distinct style that gets you noticed. Download the 2009 Sponsorship Brochure and Contract below to get started!


For more information regarding sponsorship opportunities, please contact our official sponsorship sales agent:

Vicki Lepore
American Exhibition Services
205.314.7378
205.314.7385 (fax)
vlepore@aesmarketing.com

Exhibitor Application Forms

Below are the applications to exhibit in the 2009 Midwinter Meeting. Please note that you must read the Prospectus before completing the Application. Also, please check the online Exhibitor Floor Plan (Hall D link) before applying.

2009 Midwinter Meeting calendar

2008

Aug. 1: Applications and deposits for exhibit space are due for the first round of space assignments.

Aug. 4: First round of booth assignments begins.

Sept. 15: Booth invoices ae mailed. Second round of booth assignments begins.

Oct. 1: Deadline to cancel booth space/meeting rooms without penalty.

Oct. 15: Balance due in full for all booth spaces

Nov. 1: Exhibitor Service Forms are available online.

Nov. 1: Exhibitor pre-registration begins.

Dec. 1: Deadline to submit Exhibitor-appointed Contractor Forms.


2009

Jan. 2: Deadline to submit Certificate of Insurance (for both exhibitors and exhibitor-appointed contractors).

Jan. 2: Deadline to submit Mandatory Approval Forms for:

  • Hanging signs
  • Height variances
  • Demonstrations in booths
  • Sound projections in booths
  • Celebrities and/or promotional activities
  • Give-aways, prizes and raffles at booths

Jan. 15: Freeman warehouse begins accepting Advance Shipments.

Jan. 31: Exhibitor pre-registration ends.

Feb. 1: Exhibitor badges are mailed.

Feb. 18: Deadline to send Advance Shipments to Freeman warehouse.

Feb. 23-26: Set-up and Targeted Move-in (shipments direct to McCormick Place) begins. 

Exhibitor registration hours

  • Wednesday, Feb. 25, 8 a.m.-4:30 p.m.
  • Thursday, Feb. 26, 7:30 a.m.-5 p.m.
  • Friday, Feb. 27,  7:30 a.m.-5 p.m.
  • Saturday, Feb. 28, 8 a.m.-5 p.m. 
  • Sunday, March 1, 8 a.m.-2 p.m. 

Exhibit dates and times

  • Friday, Feb. 27,  9 a.m.-5:30 p.m.
  • Saturday, Feb. 28, 9 a.m.-5:30 p.m.
  • Sunday, March 1, 9 a.m.-3 p.m. 

Removal of exhibits

  • Teardown begins at 3 p.m., Sunday, March 1.
  • Exhibits must be removed by 11:50 p.m., Monday, March 2.