Please review the important deadlines below along with instructions for submitting required materials.
Important Dates
Wednesday, November 13th | Booth Assignments Available
Friday, November 15th | Company Information Deadline
Friday, November 22nd | Bonus Presentation Details Deadline
Sunday, December 1st | Digital Branding Package Items Deadline
Friday, December 13th| GES Advance Warehouse Receiving Start
Friday, December 13th | Hotel Accommodations Deadline
Thursday, December 20th | GES Advance Warehouse Discount Deadline
Friday, December 20th | Exhibitor Registration Deadline
Friday, December 20th | Lead Capture Requests Deadline
Friday, January 3rd | Encore AV & Power Orders Deadline
Monday, January 13th | Advance Warehouse Final Shipping Deadline
January 16th & 17th | Exhibitor Load-In
JANUARY 17th – 19th | ODAC 2025 SHOW DATES
January 19th | Exhibitor Load-Out
Exhibit Hall Hours
Friday, January 17th | 6:45 PM – 7:45 PM
Welcome Reception – 6:45 PM – 7:45 PM
Saturday, January 18th | 9:30 AM – 4:30 PM
Breakfast Break – 9:30 AM – 10:15 AM
Lunch Break – 12:45 PM – 1:45 PM
Afternoon Break – 3:45 PM – 4:45 PM
Sunday, January 19th | 9:30 AM – 1:30 PM
Breakfast Break – 9:30 AM – 10:15 AM
Lunch Break – 12:30 PM – 1:30 PM
Exhibit Hall Location: Coquina North Ballroom
Note: Exhibit hall hours, load-in and load-out times are subject to change.
Exhibitor Load-In & Load-Out
Exhibitor Load-In
Thursday, January 16th | 3:00 PM – 6:00 PM
Friday, January 17th | 8:00 AM – 3:00 PM
Exhibitor Load-Out
Sunday, January 19th | 2:00 PM – 5:00 PM
Exhibit Booth Information
Exhibit Hall Floor Plan
Exhibit Hall Booth Assignments
Accommodations
Deadline to Book: Friday, December 13, 2024
JW Marriott Orlando, Grande Lakes
4040 Central Florida Pkwy
Orlando, FL 32837
(404)-597-3600
Rate: Starting at $329.00/night + $40.00 daily resort fee + applicable taxes and fees. Subject to availability.
Book Your Stay
Contact Us
For more information about sponsorship opportunities, please contact:
Jennifer Griffith
Director, Business Development
[email protected]
(714) 350-7316
For more information about a pre-existing sponsorship or exhibiting logistics, please contact:
Kris Cerniauskas
Program Manager, Sponsors & Exhibits
[email protected]
Company Information Submission
Deadline: Friday, November 15, 2024
Your company will be acknowledged as a sponsor/exhibitor in ODAC’s digital program booklet and printed materials. Inclusion in ODAC materials is not guaranteed if items are submitted after the deadline.
- Logo: Hi-Res PNG or JPG, 500x500px
- Description: 75 words or less
- Website URL
Submit Company Information Here
Bonus Presentation Details Submission
Deadline: Friday, November 22, 2024
If your sponsorship includes a contracted bonus presentation at ODAC 2025, please submit the following information:
- Presentation Title: No character count
- Brief Session Description: Recommended less than 250 characters
- Speaker Information: Full Name & Affiliations
- Speaker Headshot: Hi-Res .PNG or .JPG only
Submit Bonus Presentation Details Here
Digital Branding Package
Deadline: Sunday, December 1, 2024
The ODAC Digital Branding Package is a collection of additional digital advertising opportunities that can showcase your company to attendees above and beyond your tabletop booth.
If you are interested in purchasing a Digital Branding Package, please contact Jennifer Griffith at [email protected] or (714) 350-7316.
Digital Branding Package Dashboard
Exhibitor Registration
Deadline: Friday, December 20, 2024
Exhibitors receive two (2) complimentary registrations to ODAC 2025, unless otherwise specified in your sponsorship agreement. These badges are intended for your on-site booth staff only, and must be worn at all times.
Please follow the link below to register your booth staff. When prompted, please enter the discount code that was provided by MedscapeLIVE! to utilize your discounted registration.
Register Now
Lead Capture
Deadline: Friday, December 20, 2024
A mobile lead capture license grants you the ability to capture identifying information that registrants provide to us during our registration process. Once purchased, the accompanying app is to be downloaded on your mobile device. The app allows you to scan attendee badges to capture their information.
License Only – $225
Contact Kris Cerniauskas at [email protected] for ‘license only’ purchase to use your own mobile device onsite.
Encore Audio-Visual & Power
Deadline: Friday, January 3, 2025
Encore is the preferred audio-visual equipment and power provider for the JW Marriott Orlando, Grande Lakes.
EventNow Electrical Ordering
Shipping Items for Your Booth
Ship to arrive: Monday, January 13, 2024
We are pleased to announce that ODAC has partnered with GES for all exhibition show services, including booth supplies, labor/set-up services, shipping and receiving. To order your booth supplies and complete a material handling agreement, please visit GES’s Espresso eStore linked below.
SHIPPING TO THE ADVANCE WAREHOUSE
All exhibitor material must be shipped to the GES Advance Warehouse. Direct to Show shipments to the JW Marriott Orlando Grande Lakes will not be accepted.
ADVANCE WAREHOUSE DEADLINES
- Friday, December 13th: Advance Warehouse receiving start date.
- Thursday, December 20th: Orders and shipments received prior to the date will qualify for discounted material handling fees.
- Monday, January 13th: Final Advance Warehouse receiving deadline. Orders received after this date will be subject to late fees and are not guaranteed to be readily available at your exhibit booth for load in time.
In the event that your exhibit material will not arrive at the GES Advance Warehouse by Monday, January 13th, please immediately reach out to Kris Cerniauskas at [email protected].
SHIPPING LABELS
All items shipped to your booth must use the official Exhibit Booth Material Label linked below. Please print this label in color and place on every individual package when shipping.
For questions, please contact Kris Cerniauskas at [email protected].
Exhibit Booth Material Label
GES Expresso E-Store Ordering & Exhibiting Resources
Shipping Items to Show Management
Ship to arrive: Monday, January 13, 2024
The only items that should be shipped to Show Management are:
- 600 Registration Bag Inserts (Paper Goods or Product Samples)
- No larger than 8.5″ x 11″ in size, no weight limit
- 500 Room Drop Items
- No larger than 8.5″ x 11″ in size. Please ensure drops are no thicker than one standard cardstock paper to fit under doors
- Products to be used in live demonstrations in General Session
All other items must be shipped to your booth. All Show Management items must arrive at the GES Advance Warehouse by Monday, January 13, 2025.
SHIPPING LABELS
All items shipped to Show Management must use the official Show Management Label linked below. Please print this label in color and place on every individual package when shipping
As soon as your item has shipped, please complete the Show Management Tracking Form linked below. Failure to complete this form means your package may not be delivered to Show Management during load in, and your items may not be used onsite during the live event.
For questions, please contact Kris Cerniauskas at [email protected].
Show Management Shipping Label
Show Management Tracking Form
Cancellation
Should Company cancel booth space prior to July 15, 2024, company will receive a 75% refund; cancellation from July 15 – November 18, 2024, company will receive a 50% refund; after November 18, 2024, no refunds will be given.
Code of Conduct
This code of conduct applies to all event attendees and participants, including all members, speakers, vendors, media representatives, commentators, exhibitors, sponsors, staff, and volunteers. Signing this Code of Conduct is a mandatory requirement in order to attend or participate in this event.
Click Here To View The Code of Conduct