2025 PivotAL, powered by AAA

Alabama Apartment Association Conference Terms and Conditions 

INCLEMENT WEATHER CLAUSE:
The Alabama Apartment Association will not refund Sponsorship or Registration fees for cancellations due to inclement weather or other acts beyond its control. In the event of inclement weather, the event(s) will be rescheduled based on venue availability. All previous sponsorships and registrations will be honored for the new scheduled date. 

TRADESHOW DETAILS:
AAA is authorized to reserve a booth space for your use during its 2025 EXPO to be held at Mobile Convention Center on Wednesday, October 22, 2025. If you have any additional questions, please contact Meghan Elder at alaptassn@gmail.com. 

ASSIGNMENT OF BOOTH SPACE:
Exhibit space is assigned on a first-come, first-served basis, determined by receipt of monies for full booth space signed agreement, date of commitment, and level of sponsorship beginning with Highest level Sponsorships, and ending with lowest booth registration. AAA will confirm the receipt of monies and contract along with a booth assignment. Management reserves the right to re-arrange the floor plan where necessary to facilitate a successful traffic flow. 

EXHIBIT SPACE:
Unless a sponsorship is purchased, the standard booth fee includes : 8ft tall back drape, 3ft tall side drape, one skirted 6ft table, 2 chairs, wastebasket, and booth ID sign, 1 lunch ticket and 2 drink tickets per registered attendee for the conference & expo, and name tags for attendees to wear during the event. All attendee names should be submitted by October 1, 2025. 

MOVE IN & MOVE OUT TIMES:
Exhibitor registration and expo set-up will be from 2PM to 5PM on Tuesday, October 21, 2025. At registration, you will receive your badge.
All booths must be set up by 11AM on Wednesday, October 22, 2025 (on the day of the event). Booths must be taken down directly after the Expo that ends at 6:30 PM on October 22^nd. 

EXHIBIT HOURS:
Please have a representative present at your booth during the exhibiting hours:

Wednesday, October 22nd 11:45-1:45 and 4:00 -6:00 

TERMINATION OF EMPLOYMENT CLAUSE

Cancellations due to termination or loss of employment for any sponsor or attendee should be paid in full by the registering Vendor, Property and/or Management Company and will not be refunded. A substitute attendee can be sent as a replacement. The request must be submitted in writing 30 days prior to the scheduled event.

SHIPPING:
Please contact Meghan Elder alaptassn@gmail.com to ask for further details. 

BOOTH CANCELLATION:
To receive a partial refund, a request for cancellation must be received by email at alaptassn@gmail.com by August 15, 2025, at 5:00 pm. No refunds will be provided after August 15^th. Any cancellations after August 15^th or no-shows will still be charged regardless of attendance. All registration invoices must be paid in full BY October 1, 2025. 

SPONSORSHIP TERMS: 

Sponsors shall have the right of first refusal with respect to renewing their previous year’s sponsorship for the Pivotal Conference and Expo. This right is for a period of 2 years following the date of this Agreement. Prior to offering the same sponsorship opportunity to any other member, the Organizer agrees to first offer the opportunity to the previous year’s Elite Sponsor.  

The Sponsor shall have 14 calendar days from the date of receipt of such offer to accept or reject in writing. If Sponsor fails to respond within this time frame, the Organizer shall be free to offer the opportunity to other members. 

If any third-party offer includes terms materially different from those offered to the Sponsor, the Organizer shall re-offer the opportunity to Sponsor under those new terms, and the Sponsor shall again have 14 calendar days to respond. 

NON-EXHIBITING ATTENDEE:
Any non-exhibiting sponsor that attends and does not have a booth will be charged the non-member single booth price of $1150.00. 

VENDOR HOSTED EVENTS:
No events are to be held during the AAA Pivotal hours, including during the After Party. functions. 

CONVENTION SERVICES 

Exhibit setup will be handled by Veal Convention Services, Inc. 

Special requests such as carpet, extra tables, and additional services will be emailed to all sponsors once registration has been received by the AAA. This information will be also included in Sponsor Kits. 

BOOTH ELECTRICITY 

Ordering details for booth electricity will be included in the Supplier Kit.  These will be sent out once registration is received. 

DOOR PRIZES:
Vendors are encouraged but not required. Prizes will be drawn after the expo. Vendors are asked to have their own method of collecting the attendees’ names and drawing for their door prizes.  

BOOTH GIVEAWAYS 

The MCC will not allow any food and/or drink to be given out by any vendor during the Expo & Trade Show unless purchased through the facility catering. Novelty items are permissible. 

LODGING:
AAA is not responsible for booking overnight accommodations. The host hotel is Riverview Renaissance Hotel attached to the Convention Center. The room block is April 18^th to September 22^nd for $185 a night.