​Exhibitor registration and load-in/set-up will begin at 2:00 PM  on  October 8. Please make every effort to finish setting up by 5:00 p.m. at the latest. The conference will start at *10:30 a.m. on October 9, and it will be great to have all the tables set and adorned by then. 

*Subject to change

​

There will be no Exhibitor briefing, but please email taylor@avasummit.com, and she will come assist during set-up from 2:00 p.m. - 5:00 p.m. on October 8th.​

​​

Important Points, please read:

• Please follow the exact details below to ship your exhibit/swag bag supplies. If you are sending material for the attendee ”swag bags,” please make sure it is shipped separately per the instructions below.

• We encourage you to table any time on: Day 1 (October 9) from *2:00 PM - 5:45 PM; and Day 2 (October 10) from 9:00 AM - 5:45 PM, peak exhibit hours will be on session breaks and lunches. We ask that a staffer is at your table for those peak exhibit hours, with the others being optional.  There will be no exhibition on Day 3 (October 11). Exhibitors are encouraged to pack up their materials at the end of Day 2 (October 10). 
  *Subject to change

• While power sockets and WiFi are available, exhibitors are encouraged to bring their own extension cords/boards. Please note that the plugs in Viet Nam are type A, B, and C.

• One unit table measurement is  183 cm (W) x 46 cm (L) x 76cm (H).

• Color of table cloth is red.

• Nothing can be affixed to the hotel walls. If you have signage, please come prepared with pipes or easels.

• Due to the limited storage space, packages may be delivered to the Hotel three working days (October 6th, 2024 onwards) prior to the date of the function.

• We recommend bringing pre-paid labels if possible and scheduling a pick-up with your shipping provider.

• ​Please keep note of your tracking number; if the hotel is looking for your package, that is how they will find it.

• All staffers must be registered in Whova.

​

**Important:

Planning to ship swag or exhibitor table materials to the hotel? Please see our Shipping Guidance below this form and fill out the “AFAD2024 Parcel Tracking Form” so we can help the hotel locate your organization’s boxes/parcels.

​

The form requires the follow: 

1. Parcel tracking number

2. Name of mailing service provider

3. Package content and their quantities

4. Name of sender

5. Email address of sender

6. Date of the parcel being dropped off or picked up by courier

7. 1(one) picture of shipping label of your parcel

8. 1(one) picture of of your parcel (box/packaging etc)

Kindly fill the “AFAD2024 Parcel Tracking Form” here.​​