Frequently Asked Questions
Where is the conference?
When are exhibit hours?
When can I move in and move out?
When can I begin order furnishing, electrical, etc?
How can I save money on furnishings for my booth?
Who do I call to order audio visual, floral arrangements, hotel rooms, etc?
What hotels are offering special rates?
When, where and how do I ship my materials?
Can I purchase a mailing list of registered attendees so I can let them know of our presence at the show?
What does the purchase of booth include?
How can I gain more exposure and leads for my company at the show? (Anything for free?)
How can I be reminded of important show information?What are some other important deadlines?
Is there someone I can contact for assistance?
Where is the conference?
Boston Convention and Exposition Center – 415 Summer St. Boston, MA 02110
What are the exhibit dates and hours?
Thursday, January 30 - 9:30 am-5:30 pm
Friday, January 31 - 9:30 am-5:30 pm
Saturday, February 1 - 9:00 am-4:00 pm
What are the move in and move out dates and times?
Early move in for 20 X 20 or larger - Monday, January 27. Approval required.
Tuesday, January 28 _ 8:00 am–5:00 pm
Wednesday, January 29 _ 8:00 am–6:00 pm (contact exhibit management if you require move-in time later than 6pm)
Thursday, January 30 _ Show opens at 9:30 am
Move out begins Saturday February 1 at 4:00 pm. Must be all clear by Sunday February 2 at 11:00 am.
This event moves out on overtime, all applicable surcharges will apply.
When can I begin to order furnishing, electrical etc?
Starting in Mid-October you can view the Service Manual online to order furnishing, carpet, labor, etc. All other services can be found in the Service Manual as well, but see below for more specific links:
For electrical, telephone, internet, cleaning, rigging, go to the MCCA site.
For Lead Retrieval, order through CDS.
How can I save money on furnishings for my booth?
Read through the YDC Service Manual thoroughly and order by discount deadlines.
Who do I call to order audio visual, floral arrangements, hotel rooms, etc?
Look at a list of all endorsed vendors to find what you need here
What hotels are offering special rates?
Special Rates are available for your stay in Boston. Yankee Dental Congress and onPeak are offering you reduced hotel rates and travel options. MDS/YDC provides complimentary shuttle bus transportation between all official hotels in the YDC hotel block & the BCEC. Upon hotel check-in, please refer to the hotel lobby sign to familiarize yourself with the shuttle bus boarding location. See map and hotel rates here
When, where, and how do I ship my materials?
There are three options to get your materials to Yankee Dental Congress. See detailed Material Handling Information in the exhibitor service manual:
Option 1: Ship your materials in advance to the GES warehouse.
Option 2: Ship your materials Direct to the BCEC to arrive no earlier than January 27.
Option 3: Bring your materials to the BCEC in your own vehicle. See the Show Site Work Rules for detailed information.
Advanced Shipment Details: (to be included in the service kit which is sent in mid-October)
Can I purchase a mailing list of registered attendees so I can let them know of our presence at the show?
Surveys and focus groups show attendees want to know ahead of time about show specials and new products. You may order a mailing list for all registered dentists or all registered attendees. There is also an opportunity to follow up and order a post show attendee mailing list. Lists are emailed in an excel format so you may have control over sorting the list to your needs. Please see more about mailing lists here.
What does the purchase of a standard booth include?
8’ back drape, 3’ side rails, and drape
12 complimentary exhibitor badges per 10 ft. X 10 ft. space
Complimentary Show Special Listing - Attendees want to know ahead of time what specials you have to offer. Email Exhibits a brief description of your show special (50 words or less). This will be mailed to all attendees prior to the show.
7” X 44” company sign
Company listing in Program Book, Advance Planner, and On-Site Guide (provided contract is received prior to the deadline for each publication)
Complimentary Lead Retrieval (*though this is complimentary it must be ordered)
*All booths must have floor covering at the exhibitor’s expense
How can I gain more exposure and leads for my company at the show?
Studies show that exhibitors who buy marketing opportunities, regardless of the type, get 2.5 times the number of leads than the non-advertising exhibitor gets.
Participate in free advertising opportunities such as:
Free Show Special Listing- Attendees want to know ahead of time what specials you have to offer. Send Exhibits a brief description of your show special (no more than 50 words). This information will be mailed to all attendees prior to the show. Deadline: November 8.
Customer Invitations- Request your allotment of complimentary YDC Exhibitor Invitations to invite your prospects and customers to visit your booth at YDC 2014 at no charge ($50 value)! The exhibitor invitations will be available October 28, 2013. Deadline for custimization is October 4, 2013. You may also send invitations electronically with a link from the Booth Personnel Registration page on our website (must log in to access this information). Call 508-449-6077 to order your invitations today.
How can I be reminded of important show information?
Starting in September, a Monthly Exhibitors E-Newsletter is emailed to the main exhibits contact, or find them online at www.yankeedental.com
What are some other important deadlines?
May 25- Notices of first round booth assignments are mailed. Second round booth assignments begin and will continue until the exhibit hall sells out.
June 8 - deadline for booth cancellation/reductions with a full refund.
August 5 - Companies whose contracts are received by this date will be listed in the Program Book.
August 31 - Balance of booth payment is due. New applications for space, from this day forward, require 100% of total exhibit fees.
September - Exhibitor Newsletters will be emailed monthly beginning in September.
Septemeber 18 - YDC Housing Bureau opens. Registration opens for attendees and exhibitor booth personnel.
October 4 - Deadline to order Customized Complimentary Expo Passes Only
Mid-October - Exhibitor Service Manual emailed.
October 15 - Deadline for booth cancellation/reduction with 50% of full booth fee retained. Space cancelled after this date will forfeit 100% of booth fee.
October 28 - Complimentary Expo passes available for you to invite your customers and prospects onto the show floor at no charge.
November 8 - Deadline to submit complimentary show special listing.
November 8 - Companies whose contracts are received by this date will be listed in the Program & Products Advance Planner.
December 5 - Certificates of Insurance are due to the Massachusetts Dental Society from every exhibiting company.
December 9 – Companies whose contracts are received by this date will be listed in the On-Site Guide
December 20 - Deadline to submit Exhibitor Appointed Non-official contractor authorization form, if applicable.
December 27- Deadline for registering booth personnel in order to receive badges by mail.
December 31 – Deadline to make cancellations to hotel reservations without penalty.
January 3 – Deadline to submit early move in, booth variance, and hanging sign request forms for approval. Find these forms in the service manual.
January 17 – Deadline to make hotel reservations within the YDC Housing Block.
PDF of Important Dates
Is there someone I can contact for assistance?
Please contact exhibits@massdental.org with any questions, or call (508) 449-6059.
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