Exhibitors | Maine Dental Assoc.

Exhibitors & Sponsors

The Maine Dental Association (MDA), Maine Dental Hygienists’ Association (MDHA), and Maine Association of Orthodontics (MAO) invites you to showcase your company as an exhibitor and/or sponsor at the 2026 Annual Convention! Engage attendees as they learn from prestigious speakers, network with colleagues, and enjoy a lively, interactive experience. Lunch is served buffet style, providing prime opportunities for attendees to visit the exhibit floor. Exhibitors are encouraged to donate items to our Silent Auction, which will be prominently displayed at your table—driving traffic and fostering connections.

Purchase Exhibitor & Sponsorship

Event Details
Date: June 12, 2026
Time: 10:00am - 3:30pm EST
Location: Harborside Hotel, Spa & Marina - 55 West St. Bar Harbor, ME 04609

Silent Auction
Exhibitors are invited to contribute an item to our Silent Auction, a highlight of the event that draws attendees throughout the day. Donated items will be prominently displayed at your table, encouraging frequent visitation and increased interaction with your booth. This is a great way to showcase your brand, engage attendees, and support a meaningful cause while adding excitement to the exhibit hall.

Payment

Payment is required in full at the time of submission unless specifically requested to be invoiced (select “manual payment” at checkout). Payment must occur within 45 business days of submission. Payment can be made online (www.medentalce.org) or by check.
Mailing Address:
Maine Dental Association
PO Box 215
Manchester, ME 04351

Floor Plan/Exhibitor Assignment of Space

The Maine Dental Association (MDA) reserves the right to determine all exhibitor placement at the Annual Convention. Placement decisions are made thoughtfully to comply with accreditation standards, minimize direct competition between exhibitors, and ensure an optimal experience for attendees. All placement determinations by MDA are final.

Download Prospectus

The Maine Dental Association offers a variety of sponsorship opportunities. Please download the packet below for complete details.

Annual Convention Sponsorships

Platinum Level, Gold Level, Silver "Lobster" Level, Bronze Level

Kids Convention Sponsorships

Kids Gold Level, Kids Silver Level, Kids Bronze Level

Promo Sponsorships

Lanyard Sponsor, Welcome Email Sponsor, Pen Sponsor, Power Break Sponsor, Badge Flag Sponsor, Happy Hour Sponsor, Wellness Sponsor, and Course Notebook Sponsor

2025 Sponsorship Opportunities

Event Details
Date: June 12, 2025
Time: 10:00am - 3:30pm EST
Location: Harborside Hotel, Spa & Marina - 55 West St. Bar Harbor, ME 04609

Table Package - $950.00*

Six foot skirted table and two chairs
Three name badges (free event pass)
Online presence as part of our Annual Convention website
Listed in the Annual Convention program book
Complimentary lunch, coffee, and snacks throughout the exhibitor hall hours
Complimentary access to the Happy Hour
Ability to purchase Lobster Bake dinner tickets at MDA Member rate
Entry into a drawing for a free table at the 2027 Annual Convention

*Preferred Business Partners (PBP) receive a $50.00 discount. This discount can be combined with the Early Bird Special. Coupon code: 2026_50

Exhibitor Set-Up

Set-up can occur on Thursday, June 11, 2026 between 4:00-6:00pm or Friday, June 12, 2026 anytime between 8:30am and before 10:00am.
Exceptions must be approved in writing by Angie Bellefleur prior to the event.

Exhibitor Take-Down

Exhibitors are required to take-down after the afternoon break on Friday, June 12, 2026.

Payment

Floor Plan/Exhibitor Assignment of Space

Refunds
Cancellations must be made in writing and received by MDA on or before March 1st to receive a full refund. Cancellations received
between March 2, 2026 and April 30, 2026 will receive a 50% refund. No refunds will be granted after April 30, 2026.

Products to be Mailed
If you need to mail products and/or equipment ahead, please mail to Bar Harbor Club, 111 West Street, Bar Harbor, ME 04609. Be sure to mark the package for the Maine Dental Association Annual Convention. Items may NOT arrive earlier than seven days in advance. In addition, items MUST be picked up one (1) business day after the event ends.

Insurance

All exhibiting companies agree to indemnify the MDA and Harborside Hotel, Spa, and Marina against any claims for injury, loss, or damage that may occur to the exhibitor or his/her property from any cause whatsoever. Exhibitors must provide insurance certificates by May 1, 2026,
carrying and maintaining a minimum of $1 million insurance coverage providing general liability coverage, coverage against damage to persons and property, and hazard insurance, insuring the exhibitor’s property and its exhibit space. All insurance shall name as additional insured the Maine Dental Association and Harborside Hotel, Spa and Marina. No exhibitor will be permitted to set up without a certificate of insurance.

The 2026 Rules and Regulations will govern all the exhibits at the 2026 MDA Annual Convention presented by the Maine Dental Association
(MDA). The MDA encourages individuals to thoroughly read the rules and regulations for 2026 as adaptations have been made from past years. The Annual Convention will take place at the Harborside Hotel, Spa & Marina in Bar Harbor, Maine. By signing the application/ contract, you (the “Exhibitor”) acknowledge you have read, understand and agree to comply with these Rules and Regulations.

Character of Exhibits

The Maine Dental Association reserves the right to decline or prohibit any exhibit which, in its judgment, is not suitable to or is not keeping with the character of the exhibition. This provision is all-inclusive and concerns persons, things, conduct, printed materials, and souvenirs.

Exhibitor Space Limitations
6 ft x 2 ft providing 12 square feet of display space. Two chairs are allotted per table. The exhibit hall is carpeted. Space restrictions
prohibit additional chairs. Exhibit space is not conducive for exhibitors to use large floor banners. Standard floor banners 63” x 23” will fit
in limited spots, and may not always be available. Please plan your set up to be predominately table top. Tabletop banners are encouraged.
Be creative and fun with your tabletop space. No signs shall be posted, nailed, or otherwise attached to any pillars, walls, doors, floors, etc.
No interference with other exhibitors’ tables or space is permitted.

Insurance
All exhibiting companies agree to indemnify the MDA and Harborside Hotel, Spa, and Marina against any claims for injury, loss, or damage that may occur to the exhibitor or his/her property from any cause whatsoever. Exhibitors must provide insurance certificates by May 1, 2026,carrying and maintaining a minimum of $1 million insurance coverage providing general liability coverage, coverage against damage to persons and property, and hazard insurance, insuring the exhibitor’s property and its exhibit space. All insurance shall name as additional insured the Maine Dental Association and Harborside Hotel, Spa and Marina. No exhibitor will be permitted to set up without a certificate of insurance.

Non-Endorsement
The exhibiting of products or services at the Annual Convention does not constitute endorsement by MDA.

Exhibitor Set-Up
Set-up can occur on Thursday, June 11, 2026 between 4:00-6:00pm or Friday, June 12, 2026 anytime between 8:30am and before 10:00am.
Exceptions must be approved in writing by Angie Bellefleur prior to the event.

Exhibitor Take-Down
Exhibitors are required to take-down after the afternoon break on Friday, June 12, 2026.

Products to be Mailed
If you need to mail products and/or equipment ahead, please mail to Bar Harbor Club, 111 West Street, Bar Harbor, ME 04609. Be sure to mark the package for the Maine Dental Association Annual Convention. Items may NOT arrive earlier than seven days in advance.In addition, items MUST be picked up one (1) business day after the event ends.

Floor Plan/Exhibitor Assignment of Space
The Maine Dental Association (MDA) reserves the right to determine all exhibitor placement at the Annual Convention. Placement decisions are made thoughtfully to comply with accreditation standards, minimize direct competition between exhibitors, and ensure an optimal experience for attendees. All placement determinations by MDA are final.

Payment
Payment is required in full at the time of submission unless specifically requested to be invoiced (select “manual payment” at checkout). Payment must occur within 45 business days of submission. Payment can be made online or by check.

Refunds

Cancellations must be made in writing and received by MDA on or before March 1st to receive a full refund. Cancellations received
between March 2, 2026 and April 30, 2026 will receive a 50% refund. No refunds will be granted after April 30, 2026.

Hotel Reservations
The MDA is not responsible for exhibitor or sponsors hotel reservations. There will be a room block at a discounted rate. Please note that rooms are reserved quickly and often are sold out. The MDA will notify exhibitors and sponsors of the opening of the room block in April 2026.

Parking
The MDA encourages all exhibitors, sponsors, and their guests to plan accordingly as parking may be limited. Please visit our website under FAQ for additional details.

Consent to Photography
A photographer will be present at the event, taking photos for the MDA to use in future flyers, brochures, social media posts, and on the website.

Definition:

Preferred Business Partner (PBP)
A partner that has been reviewed by the MDA Board, has joined into an annual agreement, and is in good standing for the 2026 agreement year.

Accommodations for Special Needs

Frequently Asked Questions

Terms & Conditions

Exhibitors & Sponsors

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