2021 Exhibitor Prospectus

Here’s your invitation to be part of a historical dental industry event coming to a computer near you!

The Chicago Dental Society 156th Midwinter VIRTUAL Meeting:
Thursday – Saturday, Feb. 25 – 27, 2021

2021 Exhibitor Application

Because out of sight is really out of mind

While the pandemic may have taken away our ability to gather in person for the 156th Midwinter Meeting, we will not let it take away our ability to come together as an essential industry, to support each other, to learn, to network, to share ideas, to showcase products and services, and to proactively address the new and unprecedented challenges facing all of us.

If there was ever a time to make sure your brand stays visible in the dental marketplace, that time is NOW!

7 reasons why your company MUST be part of this BIG industry event:

  1. Increased Audience. With computer access breaking down dental professional’s barriers to attending, we anticipate this year’s meeting attendance will be greater than ever. Our robust virtual event platform offers attendees quality education and an efficient and interactive way to engage with your company, your staff, and learn about your products and services.
  2. BIG Cost Savings = Easy ROI. Your company will save a lot of money in travel costs, shipping, show services, installation and dismantle labor, and more. This will make it easier than ever before to achieve a return on investment you need. Our virtual environment will allow you to connect and interact with dental professionals who are actively seeking information and solutions to better run their practice and serve their patients during this crisis.
  3. Aggressive Event Marketing from CDS. We are pulling out all the stops, to market the Midwinter Meeting 2021 to ALL members of the dental community, past attendees and CDS dentist members. We’ll help drive attendees through providing one hour of CE daily during the live meeting; rebate program for CDS member dentists, which encourages purchasing during the meeting; dedicated exhibit hours each day of the meeting; and gamification just to name a few.
  4. Extended Visibility. Exposure to your products and services does not end when the live virtual meeting is over. Your virtual exhibit remains active until March 6, 2021. This allows you more time than ever before to interact and connect with potential and existing customers.
  5. Easy Interaction Opportunities. Our virtual meeting makes networking more accessible. You’ll have many opportunities for direct live video chat communication, instant messaging, and impromptu conversations at the click of a button. Through engaging features like one-on-one live chat and meeting scheduling, you will easily connect with our meeting attendees.
  6. Effective Lead Generation and Robust Analytics. The online platform provides more visitor data and analytics than you get at a live expo. You’ll know exactly who visited your booth, what actions they took, who you’re interacting with, and have the information you need to follow up with them during and after the event.
  7. Virtual Exhibit Training. Because virtual exhibiting is new, we will make sure you’re prepared to enter the virtual world with the operational and strategic training you need to optimize your digital booth, drive traffic to it, and effectively interact with visiting dental professionals.

4 value-packed budget-friendly exhibit options:

  • Standard: $2,000
  • Enhanced: $5,000
  • Premium: $8,000
  • Platinum: $15,000

General Information

Contact Information

Lisa Girardi: Director Exhibitor Services, 312.836.7327

Nathan Pease: Administrative Assistant, Exhibitor Services & Finance, 312.836.7315

Exhibits Schedule

Thursday – Saturday: 9 a.m. – 5 p.m.

Dedicated exhibit hours:

  • 9:30 – 11 a.m.
  • 12:30 – 2 p.m.
  • 3:30 – 5 p.m.

Application and Eligibility

Application for booth space must be made online via the CDS website and contain the information as requested and be executed by an individual who has authority to act for the applicant. This exhibition is designed for a virtual display and demonstration of products and services relating to the practice of dentistry and the professional and commercial education of those individual attending the 2021 Midwinter Meeting.  

Each applicant acknowledges and agrees that the CDS will not be responsible for any damages, losses, costs, expenses, or contractual liabilities incurred by the applicant prior to receipt of the final notice of acceptance or denial of exhibit space.  The CDS’s maximum liability will not, in any case, exceed the applicant’s rental payment made to the Chicago Dental Society.

CDS shall determine the eligibility of any company, product, or service. CDS may reject the application of any company whose display of goods or services is not compatible, in the sole opinion of the CDS, with the educational character and objectives of the exhibition.  In the event an application is not accepted, any paid space fees will be returned.

Booth Packages

There are 4 booth packages:

  • Standard: $2,000
  • Enhanced: $5,000
  • Premium: $8,000
  • Platinum: $15,000

Standard booth package: $2,000

  • Exhibitor Listing
  • Small exhibitor logo listing forth listing ranking
  • Company Details and Collateral
  • Company name, address, corporate profile and product categories
  • Company web address and social media links
  • Four (4) company representatives (exhibitor detail page)
  • Two collateral uploads
  • One video upload
  • Group chat feature
  • Company Interaction, Networking and Leads
  • Live exhibitor video chat and business card drop
  • Access to match making platform
  • Four exhibitor representatives complimentary booth staff
  • Six scheduled meetings (exhibitor to attendee) per company representative
  • Unlimited meeting scheduling (attendee to exhibitor)
  • Lead information post event

Enhanced booth package: $5,000

  • Exhibitor Listing
  • Medium exhibitor listing logo and third listing ranking
  • Company logo
  • Company Details and Collateral
  • Company name, address, corporate profile and product categories
  • Company web address and social media links
  • Six company representatives (exhibitor detail page)
  • Three collateral uploads
  • Two video uploads
  • Group chat feature
  • Company Interaction, Networking and Leads
  • Live exhibitor video chat and business card drop
  • Access to match making platform
  • Six (6) exhibitor representatives complimentary booth staff
  • 10 scheduled meetings (exhibitor to attendee) per company representative
  • Unlimited meeting scheduling (attendee to exhibitor)
  • Lead information during event (with dashboard access)

Premium booth package: $8,000

  • Exhibitor Listing
  • Large exhibitor listing logo and third listing ranking
  • Company logo
  • Banner Graphic
  • Company Details and Collateral
  • Company name, address, corporate profile and product categories
  • Company web address and social media links
  • Eight company representatives (exhibitor detail page)
  • four collateral uploads
  • Three video uploads
  • Group chat feature
  • Company Interaction, Networking and Leads
  • Live exhibitor video chat and business card drop
  • Access to match making platform
  • Eight (8) exhibitor representatives complimentary booth staff
  • 15 scheduled meetings (exhibitor to attendee) per company representative
  • Unlimited meeting scheduling (attendee to exhibitor)
  • Lead information during event (with dashboard access)

Platinum booth package: $15,000

  • Exhibitor Listing
  • Large exhibitor listing logo and third listing ranking
  • Helios interactive virtual exhibit
  • Company logo and company background image and optional custom link
  • Company Details and Collateral
  • Company name, address, corporate profile and product categories
  • Company web address and social media links
  • Twelve company representatives (exhibitor detail page)
  • Five collateral uploads
  • Five video uploads
  • Group chat feature
  • Company Interaction, Networking and Leads
  • Live exhibitor video chat and business card drop
  • Access to match making platform
  • Twelve (12) exhibitor representatives booth staff
  • 20 scheduled meetings (exhibitor to attendee) per company representative
  • Unlimited meeting scheduling (attendee to exhibitor)
  • Lead information during event (with dashboard access)

Payment Procedures

Booth payments are payable by check or credit card in USD funds only.

Applications will not be processed, or space assigned without submitting the completed application and payment in full.  All payments must be received by November 15, 2020.

Cancellation and Refund Policy

All cancellations must be submitted in writing.

Cancellations not submitted in writing will not be honored.

A 50% penalty of the cost of the total booth space contracted will be imposed with a written cancellation received by December 15, 2020.

No refunds will be made or cancellations accepted on or after December 16, 2020.

Assignment of Virtual Booth Space

Space will be assigned on by basis of seniority and/or according to the date on which the contract and payment are received.

Exhibition Personnel Registration

Exhibitor personnel registration begins November 2 and Each exhibiting company will receive four complimentary booth personnel badges to virtual booth.

Your password will be issued in October.

Each booth personnel registered will have access to the video chat feature.

Exhibitors have the option of registering additional booth staff.

The fee for each additional booth staff would be:

  • November: $45
  • December: $45
  • January: $80
  • February: $80

In addition, registered exhibitors are allowed to sign up for courses.

There will be 120 live courses over the three-day meeting.  Each course runs 90 minutes in length.  The course schedule is:

  • Thursday – Saturday
  • 8 – 9:30 a.m.
  • 11 a.m. – 12:30 p.m.
  • 2– 3:30 p.m.

Course prices are $50 per course. CDS offers the following course package pricing:

  • November: $89
  • December: $89
  • January: $99
  • February: $99
  • Exhibitor Code of Conduct

    All exhibits submitted for display at the Midwinter Meeting are subject to review.

    Exhibition is restricted to companies that are in good financial standing with CDS.

    CDS is under no obligation to extend application privileges to any company regardless of whether or not said company has exhibited previously

    All products and services exhibited must be germane to, effective and useful in the practice of dentistry.

    Products that fall under FDA guidelines must have FDA certification to exhibit.

    An exhibitor may not display and product or advertisement for any product that infringes on the registered trademark, copyright, or patent of another company.

    Exhibits must not be deceptive or misleading

    Alcoholic beverages and tobacco products are not eligible for exhibition. Non-nutritive sweeteners, special purpose foods or dietary supplements are eligible only when product statements of properties, performance, nutrient values, and beneficial results are such that they can be verified by adequate data available in well-accepted literature.  Books and electronic media related to the practice of dentistry or of interest to dentists and their families are eligible for exhibition

    Promotions that simulate editorial content must be clearly identified as advertising.  And, the word advertising must be prominently displayed.

    The advertisement/display of goods or services other than those manufactured, distributed, or sold by the exhibitor in the regular course of business and identified in the exhibitor contract is prohibited.

    An exhibitor may not assign, sublet, or apportion all or any part of the contract booth, nor may an exhibitor permit the display, promotion, sales or marketing of non-exhibitor products and services. An exhibitor shall not place any name signs or logos in any part of the virtual booth.

    Interviews, demonstration, and distribution of literature or samples must be made within the virtual booth area assigned to the exhibitor.  Canvassing or distributing of advertising outside the exhibitor’s own virtual space will not be permitted.

    Exhibitors are allowed to sell items provided that sales transactions be conducted only within the proximity of the exhibitor’s own virtual booth.

    Virtual events sponsored by the exhibitors must receive prior written approval of the CDS.  No entertainment may be scheduled to conflict with the CDS official program hours, activity hours or virtual exhibit hours.

    Exhibitors may not conduct research or surveys or publish any information gathered at the CDS virtual Midwinter Meeting without prior written consent from the CDS.

    Rules and Regulations

    Activities Outside of Booth Space

    Exhibitors may only engage with attendees in the virtual exhibit hall.  Exhibitors may promote their products by sponsoring a session in the Corporate Learning Center or in the New Product Demonstration or New Product Showcase forum.  (See sponsorship section for further details)

    Sales By Non-Exhibiting Companies

    Solicitation by non-exhibitors is prohibited. Firms and representatives not assigned exhibit space are prohibited from soliciting business in the virtual platform.  Violators of this prohibition will be banned from the platform.<

    Exhibitor-Sponsored Contests

    Exhibitors who want to sponsor any type of contest, raffle or drawing for prizes must obtain approval from the CDS. The exhibitor musty comply with the following rules:

  • The exhibitor must comply with all local, state, and federal laws (Illinois) that apply to such raffles, contests, or drawings.
  • Contest, raffle or drawing rules must be posted at the booth.
  • Contest, raffle, or drawing must allow all attendees (*excluding exhibitors) to be able to enter.
  • Within the rules of eligibility, date and time of drawing, contest or raffle, and words of "no purchase necessary to enter," in prominent print and how winners will be notified, etc.
  • Exhibitor must provide the names of the winners to CDS.
  • Cancellation

    The CDS reserves the right at its sole discretion to cancel any exhibit application or agreement at any time if the applicant has violated, or the CDS reasonably believes that the applicant will violate, any of these exhibit rules and regulations or has engaged in or is engaging in any activity that reflects negatively on the CDS’s image, goodwill, reputation or acceptance by its members or the public.  The CDS will not be liable for special, consequential or incidental damages, loss or expense, directly or indirectly arising from, or in connection with, the cancellation of this exhibit notwithstanding notice to the CDS of the possibility of such damages, loss or expense.  The CDS’s maximum liability will not be any case exceed the rental payment made to the CDS by the exhibitor.

    Indemnification & Insurance

    By submitting an Application and Contract for Virtual Exhibit Space, Exhibitors agrees to indemnify, hold harmless and defend the Chicago Dental Society, CadmiumCD, Advanced Tradeshow Technology, and Freeman and each of their affiliates and subsidiaries, and each of their directors, members, officers, agents, employees, and representatives (each an “Indemnified Party”), from all claims, losses, liabilities, damages, actions, judgments, penalties, costs and expenses (including attorney fees and costs) arising in, at, out of or in connection with the Exhibitor’s virtual exhibit or the design, maintenance, conduct, use, or operation of such exhibit or any part thereof, by Exhibitor of its officers, directors, employees, agents, representatives, invitees, agents or contractors.  Such indemnification shall be effective regardless of any claim of negligence on the part of any Indemnified Party.  This provision shall be construed to be incorporated into the Application.

    Each party agrees to indemnify and hold harmless the other, its agents, and employees from and against all claims, liabilities, and expenses, including reasonable attorneys’ fees, arising from acts, omissions, or breach of this Agreement by the party or its agents or employees.  The parties shall each maintain appropriate and sufficient insurance to cover their obligations under this Agreement.

    By submitting an application and contract for exhibit space (application), exhibitor agrees that any disputes arising or relating to exhibitor’s exhibition or application to exhibit at the CDS Midwinter Meeting 221 will be governed by and construed in accordance with the laws of the State of Illinois without giving effect to any conflict of law provisions thereof.  All claims, actions, proceedings, and disputes arising out of the application, these rules and regulations or CDS exhibiting standards shall be commenced exclusively in the federal and/or state courts sitting in Cook County, Illinois and all parities consent to personal jurisdiction in Illinois.