2025 PivotAL, powered by AAA
Terms of Service
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 the Mobile Convention Center on Wednesday, October 22, 2025. If you have any additional questions, please contact Meghan Elder at alaptassn@gmail.com.
Review the Mobile Convention Center Exhibitor Kit
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 in the South Hall.
****You’ll receive your name badges in an envelope at your booth in the expo hall.
If any corrections are needed, please see the AAA staff for assistance.****
All booths must be set up by 11AM on Wednesday, October 22, 2025 (on the day of the event). All booths must be dismantled immediately following the Expo on October 22, between 6:30 p.m. and 10:00 p.m.
EXHIBIT HOURS:
Please have a representative present at your booth during the exhibiting hours:
Wednesday, October 22nd 11:45-1:45 and 4:00 -6:30 p.m.
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.
SUPPLIER'S SUCCESS SESSION – EXHIBITORS ONLY EVENT
We are thrilled to offer this Exhibitors-Only session titled Supplier's Success, featuring the amazing Virginia Love from Entrata. This session will provide valuable tips and tricks for navigating the selling process to your customers in the multifamily industry. You’ll also have the chance to ask questions and connect with your peers.
Don’t miss this fantastic opportunity! Attendance is free, but you must be a current registered exhibitor to participate.
The session will take place on Wednesday, October 22nd, from 2:00 to 3:00 PM.
SHIPPING:
Any shipping costs will be the exhibitor's responsibility. Veal Convention Services, Inc. (VCS) 3016 Reverend Abraham Woods Jr. Blvd. Birmingham, AL 35203
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 15th. Any cancellations after August 15th 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 & BOOTH ELECTRICITY
Exhibit setup will be handled by Veal Convention Services, Inc. 10/17 is the last day Veal can accept shipments.
Special requests such as carpet, extra tables, booth electricity, and additional services can be reviewed below. These additional items are at the exhibitor's expense.
DOOR PRIZES:
Vendors are encouraged but not required. Keep your door prize items at your booth.
You are responsible for collecting attendees’ names and managing your own drawing.
Once you’ve selected a winner, please text them directly to notify them. They’ll come to your booth to collect their prize.
All door prize drawings should be concluded by 6:30 PM, just before the After Party begins.
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:
The group room block at the Renaissance Riverview Plaza Hotel and the overflow block at the Battle House Renaissance Mobile Hotel & Spa are now fully booked. A list of nearby hotels is available [here].