Exhibitors… Know Before You Go

SDDS’ 43rd Annual MidWinter Convention
Presented by the Sacramento District Dental Society
February 8-9, 2024

Thank you for participating in this year’s MidWinter Convention. The information below is intended to assist you in ensuring a successful experience at this year’s convention. A message from SDDS’ 2024 President – Ash Vasanthan, DDS, MS.

BOOTH CONFIRMATION: Can’t find your booth confirmation email? Contact Della at della@sdds.org for another copy.

Each 10’ x 10’ booth includes one six-foot table, two chairs, one wastebasket, one ID sign, and a 5-amp electrical outlet. Please contact AES to order any additional furnishing needed for your booth.

The Exhibit Hall floor is carpeted. No additional carpet is needed unless a specific color is desired for aesthetics (color options are limited).

EXPO HALL MAP: Click here for the Exhibit Hall map.

SAFE Credit Union Convention Center
Exhibit Hall – Ballroom A (2nd Floor)

If hand carrying your booth materials, you may enter the convention center via the West Lobby entrance located at 13th & K Streets (please note there are no 4-wheeled carts allowed through the West Lobby entrance, no exceptions, must use the loading dock).

Loading dock address: 1401 K Street, Sacramento, California 95814

PARKING: Parking garage locations nearest to the convention center.


Wednesday, February 7
1:00pm–4:30pm: American Exposition Service desk hours (located next to Booth #100)
1:00pm–4:30pm: Exhibitor Move-In (Access into the hall closes at 4:00 pm) – (Note: ALL exhibitors may move in on Wednesday!)

Thursday, February 8
8:00am–5:00pm: American Exposition Service desk hours
9:00am–10:30am: Exhibitor Move-in
9:00am–5:00pm: Exhibitor Registration hours
11:00am–5:00pm: Exhibit Hall hours
3:30pm–5:00pm: Happy Hour in the Expo Hall

Friday, February 9
6:45am–3:45pm: American Exposition Service desk hours
7:00am–1:30pm: Exhibitor Registration
7:00am–1:30pm: Exhibit Hall hours
1:30pm–3:00pm: Exhibitor move out (NO TEAR DOWNS ALLOWED BEFORE 1:30pm)

Advance freight to AES warehouse – January 26, 2024
Last chance to order additional furnishings at a discounted rate – January 26, 2024
Last chance to submit badge names – February 1, 2024

CARTLOAD SERVICE: SDDS is providing (1) one cartload service which includes laborer plus pushcart for round trip service from the convention center dock to the booth and booth to the dock, for MidWinter Convention 2024. Any additional cartload services thereafter will be your responsibility @ $130 per trip. Please email Della at della@sdds.org to schedule your cart service.

DRINK TICKETS DURING HAPPY HOUR: Show your appreciation to valued customers by offering them a drink ticket as a token of appreciation. Drink tickets can be redeemed during the Thursday afternoon Happy Hour in the Exhibit Hall from 3:30pm–5:00pm. Purchase the tickets at $15 each, keeping in mind that unused tickets are non-refundable. Order form must be submitted to della@sdds.org by February 2.

RAFFLES: Raffles offer a great chance to gather leads and increase foot traffic at your booth. Designated raffle times on Thursday and Friday in the exhibit hall are specifically allocated for this purpose. If you intend to donate a raffle item, let us know by this Thursday, January 25, and we’ll incorporate it into the attendee convention notification. Attendees will be notified to visit your booth and enter their names for a chance to win.

IS THERE Wi-Fi IN THE EXHIBIT HALL? Exhibitors can purchase WiFi for their booth on-site via SmartCity’s “Exhibitor Internet” network. The fee is $79.99/device per day or $227.97/device for 3 days. Exhibitors can place orders at orders.smartcitynetworks.com. Purchasing on-site is the easiest way to get connected. Attached is the flyer with instructions on how to get connected through the Exhibitor Internet network. Unfortunately, there is no hourly option or half-day rate on services.  Free Wi-Fi service is available in the convention center public spaces (i.e. West Lobby near Starbucks on the main level).

American Exposition Services (AES) • 1341 N. Market Boulevard, Suite 300, Sacramento, CA 95834
(916) 925-3976 | info@american-expo.com | american.expo.com

AES is the official exhibitor service contractor. You should have received a welcome email from AES info@american-expo.com containing an online link with your username and a temporary password. If you haven’t received an email from them, be sure to check your spam folder. Exhibitor service kits are available through this online marketplace. If you have questions regarding your login or need assistance placing an order, please contact AES at info@american-expo.com or (916) 925-3976.

NAME BADGES: Please submit the names of your representative(s) via email to della@sdds.org by February 1, 2024. Exhibitor booths must be staffed during the scheduled hours of the exhibit hall. Exhibitor badges are exclusive to company staff and must be worn at all times. Additional exhibitor badges can be obtained for $250 each, which covers all meals served in the exhibit hall. Exhibitor representatives are welcome to attend CE classes, however, they must register for the conference as an attendee and pay the relevant fees in order to obtain the CE certificate and access to the lecture notes. Exhibitors will incur a $25 fee for each replacement badge. Exhibitor badges purchased after February 1, 2024, are non-refundable. Cancellations must be made in writing and emailed to sdds@sdds.org by February 1, 2024, with a $25 administration fee applicable.

EXHIBITOR INSTALLATION AND DISMANTLING AND SHIPPING INFORMATION: All work involved in the loading and unloading of all trucks, trailers and common and contract carriers, as well as the handling of empty crates and the operation of material handling equipment, is under Union jurisdiction. The Union also has the jurisdiction of the unloading, uncrating, unskidding, and leveling, as well as the reverse process.

An exhibitor may “hand carry” material provided they do not use material handling equipment i.e dollies, bellhop/hotel services, hand trucks, or other mechanical equipment to assist them. When exhibitors choose to perform their own material handling, they will not be permitted access to the loading dock or freight areas.

American Exposition Services (AES) will not be responsible for any materials it does not handle. Please read the Union Rules and Regulations or full details on “hand carry” located in your exhibitor services kit.

Option C: Cartload Service is recommended for material handling. The rate is $130.00 per cart load, round trip. Maximum of (2) cartloads per vehicle. One cartload is included in your exhibitor package.

See attached Shipping and Material Handling for full details.

Hyatt Regency Sacramento | 1209 L Street, Sacramento, CA 95814 | (916) 443-1234

The room block for SDDS is sold out. Should you require a hotel room, please contact Della at della@sdds.org to inquire about availability.

NO OUTSIDE FOOD & BEVERAGE ALLOWED: Sodexo retains the exclusive right to provide, control and maintain all food and beverage services within the exhibit hall. No food or beverage of any kind (including bottled water, homemade items, unwrapped candies, snack-sized candies ok) may be brought into the exhibit hall by any exhibitor. The provision of alcoholic or non-alcoholic beverages, snacks or treats are included under these exclusive rights. All food and beverage samples brought into these premises must have the approval of Centerplate in writing before the event. The Exhibitor Catering Order Form may be utilized for food and beverage orders for your booth. For more information, please contact Crystal Velasco at crystal.velasco@sodexo.com.

CONSENT TO USE PHOTOGRAPHIC IMAGES: By registering and attending SDDS’ MidWinter Convention and other SDDS events, participants implicitly agree to the use and distribution, both current and future, of their image or voice captured in photographs, video recordings, electronic reproductions, and audio recordings of these events and related activities by SDDS.

QUESTIONS: Please feel free to contact Della Yee at della@sdds.org or by phone at (916) 446-1227.