Exhibitor FAQs
Exhibitor General Info FAQs
When and where is the Midwinter Meeting?
Feb. 23 – 25, 2023, at McCormick Place West, 2301 S. Indiana Ave., Chicago
What are the Exhibit Hall hours?
- Thursday, Feb. 23: 9 a.m. – 5:30 p.m.
- Friday, Feb. 24: 9 a.m. – 5:30 p.m.
- Saturday, Feb. 25: 9 a.m. – 3 p.m.
What is the cost for exhibit space?
- Standard/Inline: $4,300
- Corner: $4,800
- Aisle Space: $4,300
- Meeting Rooms: $4,000
How can I apply for exhibit space?
Submit the application for exhibit space along with a non-refundable deposit of $1,000 per booth space/meeting room requested. You can apply online through the digital application link found here. The digital application only accepts credit card. If wanting to pay by company check or wire transfer, please contact CDS for a PDF copy of the application. An application is not considered as received until the deposit has been received by CDS.
How will exhibit space be assigned?
Booth space is assigned by seniority (the number of continuous years a company exhibits at the Midwinter Meeting).
When will exhibit space be assigned?
Round One of booth assignments will begin the week of June 6, 2022. Subsequent applications will be assigned on a first-come basis as space permits.
When is the full booth payment due?
Full booth payment is due Aug. 15, 2022. Subsequent applications require full booth payment at the time of application.
When can I set-up/tear-down by booth?
- Set-up is Monday, Feb. 20 through Wednesday, Feb. 22.
- Tear-down begins at 3 p.m. on Saturday, Feb. 25 and continues through 10 a.m. on Monday, Feb. 27.
Can I cancel my exhibit space?
All cancellations must be made in writing. Cancellations occurring on or before Aug. 15 will result in refund of the booth balance, less the non-refundable deposit per cancelled booth or meeting room. Cancellations occurring after that date result in 100% of the booth fee being forfeited. For cancellations occurring by exhibitors, after this date, the booth balance, less the non-refundable deposit, will be refunded if cancelled within 14 days of being assigned booth space. Cancellations made after that time frame will result in 100% of the booth fee being forfeited.
What is included with the booth?
Booth rental includes:
- Back wall pipe/drape (black/white)
- Side rail pipe/drape (black)
- Uniform sign indicating the company name, city/state/country, booth number
- Digital booth in the online floor plan and mobile app
- Six complimentary badges per 10' x 10' space rented
Does the booth space come furnished or have utilities included?
The booth space is sold in a raw state. Each exhibit may rent furniture through the general contractor or bring their own. All booths must have a floor covering. Carpeting may be rented through the general contractor. Complimentary WiFi will be provided in the hall. For dedicated WiFi or hardwired internet, contact McCormick Place through the online service kit to order those services.
Exhibitor Badge FAQs
How many badges does my company receive with a booth?
Exhibitors will receive six complimentary badges per 10’ x 10’ booth purchased. Online registration begins Nov. 1. A unique email address for each person registered is required at the time of registration. All badges, unless otherwise noted, will be mailed, to all exhibitors who pre-register their staff on or before Jan. 17. Any badge registered after that date can only be picked up on site.
How can I exchange badges?
Exhibitors may change their badge staff up through Jan. 17. After that date, if badges were mailed, the physical badge must be returned to CDS or a charge will be assessed.
Will my badge admit me to scientific programs?
Exhibitor badges will admit exhibitors to the scientific program if the individual exhibitor has purchased the course or has pre-registered and paid/reserved that course.
Housing/Travel FAQs
When will official hotels start accepting reservations?
The Official hotels will be available to exhibitors in October.
How can I make hotel reservations?
CDS does not use a housing bureau. You can contact the hotel of your choice directly to make reservations.
Where can I find housing and travel information?
Find all details at www.cds.org when it becomes available Nov. 1.
What if I get solicited to reserve hotel rooms
through a different company?
CDS has not authorized any third party to act on our behalf for housing. Any agency attempting to present themselves as an official partner of CDS is doing so fraudulently.
How can I get a letter of invitation from CDS for visa purposes?
International exhibitors that require visas to travel to the United States can request invitation letters from CDS. These letters do not guarantee that visas will be approved but can be presented with your visa application process and may be required by the U.S. Consulate in some countries. Request an official CDS invitation letter.
Booth Construction FAQs
What is the height limit for my booth?
- Linear booths: 8 feet
- Islands/peninsulas: 20 feet
Can I hang signs from the ceiling?
Hanging signs are only available for island or peninsula booths and must not extend beyond the perimeter of the assigned booth space.
Ordering Services FAQs
Who are the official contractors for the meeting?
Freeman is our official general services contractor. You can find a list of all of the official contractors, including Freeman, and their contact information in the Service Contractors Directory.
How do I order carpet, electricity, furniture?
Booth services such as these can be ordered through Freeman, our general services contractor, from the Exhibitor Services Manual (Available October 2022)
How do I order other services such as catering, internet and
lead retrieval?
These items can be ordered through our other official vendors. Information and ordering forms are included in the Exhibitor Services Manual.
Shipping FAQs
How and where do I ship my booth materials to Chicago?
You may choose the freight forwarder of your choice. If shipping advanced freight, please label your materials as follows:
Chicago Dental Society Midwinter Meeting 2023
Exhibiting Company Name/Booth Number
c/o Freeman
2500 W. 35th St., Chicago, IL 60632
If shipping direct-to-show site, shipments are targeted. Refer to the
targeted floor plan when available at www.cds.org:
Label all direct shipments as follows:
RUSH DO NOT DELAY – CANNOT DELIVER BEFORE FEB. 20, 2023
Chicago Dental Society Midwinter Meeting
TO: EXHIBITOR NAME:
c/o Freeman
McCormick Place West Building,
2301 S. Indiana Ave., Chicago, IL 60616
Booth Number:
Number of Pieces:
Marketing FAQs
How can I promote my booth to attendees?
CDS offers a wide range of promotional and advertising opportunities to suit any budget and goal. Take time to carefully review these opportunities. To maximize your company’s visibility and exhibit investment. CDS also welcomes the opportunity to develop customized opportunities for you.
Are there speaking opportunities for exhibitors?
CDS offers a limited number of one-hour time slots in the Corporate Learning Theater. To participate, submit a completed Corporate Learning Theater Form, available upon request.
Can I purchase an attendee list?
CDS is fully compliant with the GDPR rules of privacy and therefore, no longer makes attendee lists available for purchase. CDS does have a variety of opportunities available to get your message out to the attendees, through e-Newsletters; e-Blasts; digital tradeshow bag; and more.
WARNING – Mailing List Pirates: Chicago Dental Society has not entered into any agreement with any third-party vendor to providing attendees lists. Please disregard any emails or phone calls from such companies claiming to be working with the Chicago Dental Society.