For a complete list of 2021 Virtual ODC Rules and Regulations, please click HERE. 

These complete rules and regulations have been prepared by the Oregon Dental Association, an Oregon nonprofit corporation (“ODA”). Please review them in their entirety and use as a reference in preparation for your participation in the 2021 Oregon Dental Conference^® Technical Exhibition (“Conference”). The terms, rules, and Exhibiting Standards contained below are incorporated into all contracts to rent exhibit space and they bind all parties with whom the ODA enters in to such a contract (“Exhibitors”). Such contracts are initiated by a prospective exhibitor (“Applicant”) submitting to the ODA a complete Application for Exhibit Space (“Application”) and are made effective by an Applicant’s subsequent acceptance of the ODA’s allocation of exhibit space as described herein. The ODA reserves the right to interpret these rules, regulations, and standards, as well as to make final decisions on all points covered or not covered below.

1. Applications. Applications for exhibit space must be returned via the Online Exhibitor Registration System with a 50 percent deposit. Applications submitted on or after January 15, 2021 will require payment in full. Telephone, email, and fax reservations are not acceptable. Exhibit space will be allocated as set forth herein.
2. Official Site. The Oregon Dental Conference will be held virtually in 2021. The ODA will provide the virtual platform and instructions for participation to all contracted exhibitors.
3. Correspondence. Direct all correspondence to Trade Show Manager, Oregon Dental Association, 8699 SW Sun Pl, Wilsonville, OR 97070-9611; Ph: 503-218-2010 / 800-452-5628 x2009; Fax: 503-218-2009; Email: ablue@oregondental.org. Oregon Dental Conference^® information is also available online at www.oregondentalconference.org.
4. Contract for Exhibit Space. A Contract for Exhibit Space (“Contract”) becomes effective between an Applicant and the ODA only upon the occurrence of each of the following:

   A). an Applicant submits a complete Application for Exhibit Space (which includes the applicable fee as provided herein).

   B). the ODA accepts the Application and transmits to Applicant a notice describing the ODA’s allocation of space to Applicant; and

   C). the Applicant accepts the allocation or fails to reject the allocation by written notice to the ODA within 14 days from the date of the ODA’s notice of space allocation.

   Until a Contract becomes effective between an Applicant and the ODA (at which point the Applicant becomes an “Exhibitor”), such Applicant, regardless of whether such Applicant is a former exhibitor, shall have no right to exhibit or to be allocated any particular exhibit space. In no event shall the ODA assume any liability for denial of any Application, in whole or part, or for allocating or not allocating any particular space.

   Allocation of exhibit space to Applicants will be made in the ODA’s sole discretion.

5. Payments. A deposit of 50 percent of the applicable fee for the exhibit space requested by an Applicant must accompany each Application. Remaining balances are due no later than January 15, 2021. After that date, if the Applicant has not paid the outstanding balance, the ODA may, at its option:

   A). maintain or reallocate Applicant’s space and recover the balance owing; or

   B). terminate the Applicant’s Contract for exhibit space and retain the Applicant’s deposit as liquidated damages for Applicant’s failure to pay the balance owing.

   A deposit of 100 percent of the applicable fee for exhibit space must accompany all applications submitted after January 15, 2021.

   Make Checks Payable to:

   Oregon Dental Association
   Attention: Trade Show Manager
   8699 SW Sun Pl, Wilsonville, OR 97070

6. Cancellation and Refund Policy. No refund of any payment will be made after a contract becomes effective between an exhibitor and the ODA. If the exhibitor cancels, a credit in the amount paid will be carried over to the 2022 ODC. All credits will be considered forfeit by the exhibitor if not used by the end of ODC 2022.
7. Termination by ODA for Convenience.

   ODA may terminate this Agreement without cause by providing EXHIBITOR with written notice of termination at any time prior to commencement of the ODC. If this agreement is terminated by the ODA under this Section 7, the ODA will, at EXHIBITOR’S option, refund amounts paid by EXHIBITOR hereunder or provide EXHIBITOR with a credit to be applied towards the 2022 ODC.  

8. Rescheduling.

   ODA reserves the right to reschedule the ODC to a later date by providing EXHIBITOR with written notification no less than thirty (30) days prior to the date the ODC is scheduled to commence.  In the event ODA elects to reschedule the ODC to a later date, the parties shall discuss whether EXHIBITOR wishes to participate on the rescheduled date and whether ODA wishes to include EXHIBITOR for participation on the rescheduled date.  If the parties agree that EXHIBITOR will participate on the rescheduled date, the parties will amend this Agreement to reflect the rescheduling.  If the parties do not agree that EXHIBITOR will participate on the rescheduled date, ODA will, at EXHIBITOR’S option, refund amounts paid by EXHIBITOR hereunder or provide EXHIBITOR with a credit towards the 2022 ODC.

   Nothing in this Section 8 shall limit ODA’s right to terminate this Agreement for convenience under Section 7, in which event ODA’s sole liability shall be as set forth in Section 7.

9. Force Majeure

   Neither party shall be considered in default in the performance of its obligations under this Agreement if such performance is prevented or delayed by Force Majeure. Force Majeure shall be understood to be any cause which is beyond the reasonable control of the party affected and which is forthwith, by notice from the party affected, brought to the attention of the other party, including but not limited to, war, hostilities, revolution, civil commotion, strike, lockout, epidemic, accident, fire, wind or flood or because of any law, order, proclamation, ruling, regulation or ordinance of any government or subdivision of government or because of any act of God.  In the event either party is precluded from performance by a Force Majeure event, either party may terminate this Agreement and neither party will have any further liability to the other.  Notwithstanding the foregoing, nothing in this Section 9 is intended to alter or limit the rights and obligations of the parties under Section 7 (Termination by ODA for Convenience) or Section 8 (Rescheduling).

10. Prohibitions. No Exhibitor shall:

    A). assign or sublet any portion of the exhibit space allocated to it.

    B). exhibit therein or thereabout any goods other than those manufactured or distributed by the Exhibitor in the regular course of the Exhibitor’s business; or

    C). permit any other party to solicit business from or take orders in the Exhibitor’s exhibit space.

    Any Exhibitor whose sales practices are objectionable will be subject to removal in ODA’s sole discretion without refund.

11. Non-endorsement. The exhibiting of products at the Conference does not constitute an endorsement of such products by the ODA. Exhibitor shall not represent that the ODA endorses its products without written consent of the ODA.
12. Employee/Guest Registration. Contracted exhibitors will receive login credentials and instructions for staffing their virtual booth. Exhibitors will not have access to the educational sessions offered as part of the virtual ODC. To access educational sessions, an exhibitor must register in a paid attendee category.
13. Exhibitor Manual. The Exhibitor Manual, containing complete Conference information, will be emailed to all fully paid Exhibitors in February 2021. The email will be sent to the trade show contact we have on file for your company. The manual will include full conference information, preregistration information for Exhibitor personnel, setup instructions for virtual booths (including how to submit content), upgrade options, and support resources.
14. Publications/Promotion. The digital Conference Preview Program, a marketing piece with preregistration information that is emailed to prospective Conference attendees in January 2021, will contain a link to the current exhibitor directory and an alphabetical list of all Exhibitors contracted by December 15, 2020. In addition, Exhibitors will be listed on ODA’s website at www.oregondentalconference.org and promoted in pre-conference emails.
15. VIRTUAL BOOTH STAFFING.

    Hall Hours for Attendees: The virtual Solutions Marketplace will be open to ODC attendees 24/7 from April 8 – May 15, 2021. We request that exhibitors have staff available for live chat attendee inquiries during the below hours:

    Thursday, April 8: 12:30 PM – 5:30 PM PST

    Friday, April 9: 8:00 AM – 4:00 PM PST

    Saturday, April 10: 8:00 AM – 12:00 PM PST

    Beyond these “live chat” dates, we highly recommend that exhibitors respond to any chats and requests for information through May 15, 2021 to maximize the virtual ODC experience.

16. Character/Operation of Exhibit. The ODA reserves the right in its sole discretion to decline or prohibit any exhibit, or part of an exhibit or proposed exhibit, that is not suitable or not in accordance with the ethics of the dental profession or with the ODA’s advertising and exhibit standards. Orders and sales may be taken or made in the virtual platform. All orders and sales must comply with these Rules and Regulations, rules and codes of conduct per the virtual platform and platform provider Eleventh and Gather, and any state and/or federal laws.

    General Restrictions: The ODA reserves the right to bar any Exhibitor or any person from the Conference.

    Any Exhibitor whose sales procedure is objectionable will be subject to removal without refund.

17. Compliance with Laws. Exhibitors shall, at their own expense, promptly comply and cause their employees, agents, contractors, patrons, and invitees to comply with laws, ordinances, rules, regulations, and requirements of all federal, state, county, and metropolitan governments, commissions, and officers whenever applicable; and all policies, rules, and regulations established by the virtual platform and platform provider Eleventh and Gather.
18. RAFFLES. All exhibitor raffle items and prizes must be pre-approved by the ODA. Please contact the Trade Show Manager for approval. Raffles must be facilitated within the exhibitor’s virtual booth space and can be included on the Show Specials page of the virtual 2021 ODC. For additional information, please refer to the Exhibitor Manual, emailed to all fully paid exhibitors in February 2021.
19. Liability and Insurance. Proof of insurance of not required for the virtual conference.
20. General. All Contracts for exhibit space shall be governed in all respects by the laws of the state of Oregon without giving effect to any conflict of law’s provisions. If any provision of this Contract is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall be enforced. Headings are for reference purposes only and in no way define, limit, construe, or describe the scope or extent of any paragraph. The ODA’s failure to act with respect to a breach by an Applicant or Exhibitor or others does not waive ODA’s right to act with respect to subsequent or similar breaches. These Rules and Regulations and the Application set forth the entire understanding and agreement between the ODA and all Applicants and Exhibitors with respect to the subject matter hereof and supersede any prior or contemporaneous understanding, whether written or oral.

2021 Oregon Dental Conference - Exhibitor Virtual Booth Details & FAQ’s

The 2021 Oregon Dental Conference will be held virtually.  Attendees will have access to the Virtual ODC April 8 - May 15, 2021.  Exhibitors are asked to participate during the opening three days of the conference, during the designated hours below, to engage in live chat with attendees.

How much does a virtual booth cost?
Virtual Booth = $950.00.  I will be in contact with you directly to discuss options for any applicable overpayment.

What is included in the price of a virtual booth?

• Company Name, Description, Contact Information, Website Link
• Brochure Links, Downloadable PDF
• Live Chat with Attendees
• Live Video Chat with Attendees
• Opportunity to highlight Show Specials and Giveaways
• Gamification with points given for visiting exhibitor booths
• Technical and setup support leading up to and during the conference
• Exhibitor Directory listing ‘MyShowPlanner’ on the ODA website
• Recognition in ODA and ODC publications
• Preregistered attendee mailing list in mid-March, consisting of all preregistered attendees who opt-in to receive exhibitor marketing materials
• Digital Advertising Campaign leading up to the Virtual Conference, retargeting ODA website visitors (5,000 impressions). The Exhibitor is responsible for developing the necessary advertisements, per specs provided in the “ODA Digital Advertising Campaign Media Kit”, before the campaign can be started.

What upgrades are available for my virtual booth?

• Spotlight Video (Cost to Exhibitor $500) COMPLIMENTARY for Silver Level and above Sponsors
• Lead Retrieval/Branding Inquiry (Cost to Exhibitor $250)
• Upgraded Digital Advertising Campaign Discount: Cuspid ($400), Bi-Cuspid ($1,050) or Molar Package ($2,000)

When is the full balance of our booth due?
Full balance is due on January 15, 2021.

When is the Virtual Exhibit Hall open?
The VIRTUAL SOLUTIONS MARKETPLACE is open 24/7 April 8 – May 15, 2021.

What hours am I expected to virtually staff my booth?
We ask that you have staff available for live chat attendee inquiries during these hours:
Thursday, April 8: 12:30 PM – 5:30 PM PST
Friday, April 9: 8:00 AM – 4:00 PM PST
Saturday, April 10: 8:00 AM – 12:00 PM PST
Beyond these “live chat” dates, we highly recommend that you respond to any chats and requests for information through May 15, 2021 to maximize your virtual ODC experience.

Do we need to supply proof of insurance? No

When will I receive my exhibitor manual?
The exhibitor manual will be emailed to all fully paid exhibitors in February 2021. The email will be sent to the trade show contact we have on file for your company.  The exhibitor manual will include instructions for registering booth personnel, setting up and managing your virtual booth, as well as the submission process for any content. 

 

Dates and Deadlines – 2021 ODC
More Information on Virtual Dates and Deadlines Coming Soon!

AUGUST 2020
7   Deadline for Sponsorship to be eligible for Priority Placement

NOVEMBER 2020
20  Deadline for inclusion in the 2021 ODC Preview Program exhibitor listing.

JANUARY 2021
15  Exhibitor balances due. 
     All booths reserved after January 15 MUST include FULL PAYMENT.

What hours am I expected to virtually staff my booth?
We ask that you have staff available for live chat attendee inquiries during these hours:
Thursday, April 8: 12:30 PM – 5:30 PM PST
Friday, April 9:8:00 AM – 4:00 PM PST
Saturday, April 10: 8:00 AM – 12:00 PM PST
Beyond these “live chat” dates, we highly recommend that you respond to any chats and requests for information through May 15, 2021 to maximize your virtual ODC experience.

Sponsorship Opportunities – 2021 ODC

Sponsorships are a great way to increase recognition of your company’s name at the ODC. Please contact Angi Blue for our full list of Sponsorship Opportunities at ODC 2021.
Sponsorships marked with an asterisk (*) are eligible for Priority Booth Placement. Signed sponsorship agreement required on or before August 7, 2020 to be eligible for Priority Placement. 
Sponsorships are available by levels (Platinum, Gold, Silver, and Bronze), as well as specific attendee experiences. Each sponsorship receives a variety of benefits.
View the 2021 Virtual ODC Sponsorship Information for a complete list of benefits. 
NEW Digital Advertising Opportunity! Target our dental community with your ads.
View details in the ODA Digital Advertising Media Kit and Order Form. 
Due to promotional deadlines, only sponsorships arranged before November 20, 2020, will be guaranteed in the conference Preview Program.
For more information, please contact the ODA Education & Events Coordinator, Angi Blue, at 800-452-5628, x 2009 or ablue@oregondental.org.

2019 ODC Numbers

1765   Hygienists
1020   Dentists
726     Exhibitors
737     Assistants
460     Administrative Staff
17       Lab Techs
347     Dental Students
54       Residents
39       Pre-Dental Students
262     Assistant Students
161     Hygiene Students
17       Lab Tech Students
110     Guests

5727   Total

For a list of 2019 Exhibitors Click Here