2018 Fall Convention Exhibitor Information

Date: October 26, 2018

Location: Embassy Suites Northwest Arkansas Hotel, Spa & Convention Center | 3303 Pinnacle Hills Parkway | Rogers, Arkansas 72758


Exhibitor Schedule

Friday, October 26, 2018

6:30am-5:00pm               Registration    

7:00am-9:00am               Exhibitor Set Up             

10:00am-10:30am          Break with Exhibitors  (ODs) 

10:30am-11:00am         Break with Exhibitors (Paras) 

2:30pm-3:00pm             Break with Exhibitors (Paras)

3:00pm-3:20pm             Break with Exhibitors (ODs) 

4:00pm-6:00pm             Exhibitor Tear Down

*Exhibitors may stay set up from 9am-4pm


OD Education - Doctors of Optometry will be in education on Friday, October 26th from 8am-6:30pm.  Designated breaks will be set up in foyer with exhibitors.  There will be a membership luncheon for ArOA members only.   Doctors will have education 8am-12pm on Saturday, October 27th. Click here to see the schedule. 

Para Education - Paraoptometric Staff will have education on Friday, October 26th from 8:30am-5:00pm. Designated breaks will be set up in the foyer with the exhibitors.  Paras will have lunch on their own.  Click here to see the schedule.



Booth Information

 Installation: Friday, October 26, 7am-9am

Dismantle: Friday, October 27,  4pm-6pm

Booth Assignment 

Exhibit space is assigned after October 8, 2018.  Booths are assigned according to:

1. Premium space is assigned according to sponsor levels

2. Space is then assigned according to the date the contract has been received.

3. Every effort is made not to place vendors of the same type next to each other.  Marking your category of type of vendor on your contract is very important.

4. Exhibitors will receive a confirmation email after October 8th with their assigned booth number.  ArOA reserves the right to make assignments or reassignments as necessary. Exhibitors should not change their booth without permission from ArOA staff.

Exhibit Booths

Exhibit Spaces are 6’ table top displays.  Tables will be draped and skirted.  2 chairs and a wastebasket will be provided. Exhibits will be set up in the north rotunda and ambassador foyer of the John Q. Hammons Convention Center connected to the Embassy Suites. 

Convention Registration

Convention Registration is required for everyone who attends the 2018 ArOA Fall Convention.  All exhibitors will be required to wear name badges marked Exhibitor.  Each exhibitor receives 2 registrations.  Additional representatives may register for $25.00 each.  Attendees to the exhibit hall must be registered for convention and wear their name badge at all times.  Please check in with the registration desk upon arrival and before setting up your space.

Attendee Information

Each exhibitor will receive the attendee mailing list to be used for the promotion of your participation in the 2018 ArOA Fall Convention.  You will receive updated lists every week beginning October 1, 2018 and a printed list at convention. 

 Shipping Information

Please ensure the following information is visible on your in-bound package label:

Arkansas Optometric Association

ATTN;  Guest Name/Company

Embassy Suites NWA

3303 S. Pinnacle Hills Parkway

Rogers, AR  72758

  • Arrangements must be made in advance for all pallets, as well as all shipments of more than 10 packages.
  • Embassy Suites is not responsible for any damaged packages and has the right to refuse any shipments.
  • Embassy Suites is not responsible for helping unload any delivery truck that may drop off shipments. (Hotel does not own a forklift.)

Shipments may not arrive before October 25, 2018.


Electricity and internet can be provided at additional cost. Contact Debbie at the ArOA office if you need electricity. 

  • 110-Volt Power with extension cord ($30.00 advance price, $40.00 floor order)
  • 220-Volt Power ($150.00 advance price, $300.00 floor order)
  • Wireless Internet (will be provided)




Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save the Arkansas Optometric Association, Embassy Suites NWA, and its employees and agents harmless against all claims, losses arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of  Branson Convention Center, its employees or agents.

In addition, Exhibitor acknowledges that Arkansas Optometric Association and Embassy Suites NWA do not maintain insurance covering Exhibitor’s property or injury to persons, and that it is the sole responsibility of the Exhibitor to obtain business interruption, property damage, and other necessary insurance covering such losses by Exhibitor.

Contract for Space

Application for space and its acceptance constitute a contract to use the space assigned.  Payment and contract are due by September 15, 2018.  If cancellation is necessary, it must be done in writing by October 1, 2018 at 5:00 PM.  The Arkansas Optometric Association reserves the right to assign booths on the basis of when the original reservation was received at the Arkansas Optometric Association office.  It also reserves the right to screen products and equipment offered for display in keeping with the policies governing the meeting.  The Arkansas Optometric Association reserves the right to refuse an application for Exhibitor space if, in the opinion of the Executive Committee, the items or services to be displayed are not in keeping with the overall purposes of the Convention and Exhibit Hall.

 Use of Space

All activities and Exhibitor materials must be confined to the limits of the Exhibitor space.  No exhibit shall block or interfere with the direct visibility of an adjoining exhibit.  No display shall be higher than 8’ unless approved in advance by The Manager.  Curtains, standards or rails that enclose a booth may not be removed without the written permission of The Manager.  No Exhibitor shall assign, sublet, or share space without the     consent of The Manager in writing.  All Exhibitors using sound equipment must tone down the sound in order to avoid confusion.

Neither Exhibitors nor their agents shall injure or deface the walls or floors of the building or booths.  Should such damage occur, the Exhibitor is liable to the Arkansas Optometric Association and Embassy Suites NWA for any and all repairs necessary.

Conflicting Meetings and Social Events

In the interest of maintaining attendance at official ArOA educational events and programs, Exhibitors agree not to extend invitations, call meetings, or otherwise encourage absence of attendees, exhibitors, or uninvited guests from educational sessions or programs during official ArOA event hours.  Please see the schedule of events on the agenda.  Individual dinners may be held Thursday night or Saturday night.