• 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 Exhibition Center – 415 Summer St. Boston, MA 02110

    What are the exhibit dates and hours?
    Thursday, January 29 - 9:30 am-5:30 pm
    Friday, January 30 - 9:30 am-5:30 pm
    Saturday, January 31 - 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 26.  
    Approval required.
    Tuesday, January 27 _ 8:00 am–5:00 pm
    Wednesday, January 28 _ 8:00 am–6:00 pm (contact exhibit management if you require move-in time later than 6pm)
    Thursday, January 29 _ Show opens at 9:30 am


    Move out begins January 31 at 4:00 pm. Must be all clear by Sunday February 1 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 Contracted 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 Freeman warehouse. 

    Option 2: Ship your materials Direct to the BCEC to arrive no earlier than January 26.

    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) by November 7, 2014. This will be mailed to all attendees prior to the show.

    7” X 44” company ID 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 (*must be ordered from service kit)

    *
    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 7.

    Customer Invitations- Request your allotment of complimentary YDC Exhibitor Invitations to invite your prospects and customers to visit your booth at YDC 2015 at no charge ($50 value)! The exhibitor invitations will be available October 28, 2014. Deadline for customization is October 3, 2014. 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?

    June 5- Notices of first round booth assignments are mailed. Second round booth assignments begin and will continue until the exhibit hall sells out.

    June 18 - 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 29 - 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.

    September 17 - YDC Housing Bureau opens. Registration opens for attendees and exhibitor booth personnel.

    October 3 - Deadline to order Customized Complimentary Expo Passes Only

    October 7 - Deadline for booth cancellation/reduction with 50% of full booth fee retained. Space cancelled after this date will forfeit 100% of booth fee.

    Mid-October - Exhibitor Service Manual emailed.

    October 28 - Complimentary Expo Only Passes available to invite customers and prospects onto the show floor at no charge.

    November 7 - Deadline to submit complimentary show special listing.

    November 7 - 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 29 – Deadline for registering booth personnel in order to receive badges by mail.

    January 6  Deadline to submit early move-in, booth variance, hanging sign, and laser request forms for approval. Find these forms in the service manual.

    January 16 – Deadline to make hotel reservations within YDC Housing Blocks. Refer to your hotel confirmation regarding deadlines to cancel/change.

    January 27 – Exhibitor move-in and registration opens at 8 am.  

     

    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.

  • Register Booth Personnel YDC2015 Button

    Click here to Register Booth Personnel

  • Contact Us?

    Contact the Exhibits Department at (508) 449-6059
  • Exhibitor Warning
    Third party companies who are not official YDC vendors, have been soliciting exhibitors for room reservations, lead retrieval units, list rentals, and other trade show products and services. These organizations may misrepresent themselves as YDC official vendors. Exhibitors may be contacted by fax, e-mail, or phone with offers for cut rate services.  Please visit YDC’s list of Official Vendors. Direct any questions to YDC Exhibits.
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