Converge 2025

Converge 2025: Exhibitor Information Center

 

Welcome to the Converge 2025 Exhibitor Information Center! Below you'll find everything you need to prepare for a successful exhibit experience. Please review the information and reach out to us with any questions.

 

Details:

  • Tradeshow Management & Contacts
  • Event Location
  • Invoice and Payments
  • Booth Package, Setup Details & Ordering Items
  • Use of Space & Rental Items
  • Important Dates & Deadlines
  • Installation, Exhibit Hours & Dismantle
  • Shipping Information & Drayage
  • Hotel Reservations & Parking
  • Company Profile & Marketing Materials
  • Attending Representatives
  • Attendee Lists and Promotions
  • Rules, Giveaways & Promotions
  • Mobile App & Lead Retrieval
  • Sponsorship Opportunities

Tradeshow Management & Contact Information

Factor 110 is the official tradeshow coordinator for Converge 2025. For assistance with exhibit setup, shipping, or ordering booth services, contact Brad Holt, Tradeshow Services Manager, at 405.604.0041 ext. 102 or by email at brad@factor110.com. Brad will also be available onsite by cell at 580.272.0027 (for onsite use only).

 

If you require assistance with the Exhibitor Management Portal, want to add a company representative or resource to your page, or have any other questions, please get in touch with Heatherlyn Burton, OAOP Associate Executive Director, at heatherlyn@oaop.org or by calling 405.524.1075.

Event Location

Renaissance Tulsa Hotel and Convention Center

6808 South 107th East Ave

Tulsa, OK 74133

Invoice and Payments

Once your application is approved, payment is due within 20 days unless other arrangements have been made. You can pay by check, credit card, or ACH transfer. Delays in payment may impact your booth placement.

 

Please be aware that exhibits, sponsorships, and partnerships are not guaranteed until the online application is approved and payment is received, or a Memo of Understanding is signed by both parties.

Booth Package, Setup & Ordering Items

A standard booth space measures 8 feet deep by 10 feet wide. A premium booth is 8 feet deep by 20 feet wide or an end cap at 8 feet deep by 16 feet wide. Each booth includes a company identification sign, black pipe and drape, a 6-foot table with silver and blue spandex linen, two folding chairs, a wastebasket, basic electricity, and complimentary Wi-Fi. The exhibit hall is fully carpeted. If you have special requirements, please reach out to brad@factor110.com for assistance.

 

Booth assignments will be granted in the following order: first to OAOP Partners, then to other vendors based on the date of registration and payment. Conference sponsors will receive upgraded placement. Final booth assignments and the exhibit hall floor plan will be released no later than Monday, November 4, 2025.

 

To order additional booth furnishings or services, visit www.110tradeshow.com and use the show code CONV25 at checkout. A 20% discount is available on orders placed before Friday, October 3, using the code CONV25. Orders placed after the deadline, or onsite, will incur a $75 surcharge.

Use of Space and Rental Items
These are general terms in addition to any terms and conditions you agreed to when purchasing your booth space.

Rental Term
All items rented from Factor 110 from this site are for the duration of the show. All items, including the standard booth items, should be left in the booth at the end of the show. Any items found to be missing will be subject to a replacement fee.

Care of Rental Items
Attaching signage or any other items to the pipe, drape, tables, or other furniture in a way that will cause permanent damage is prohibited. Exhibitors who damage such property will be charged a replacement fee. A cleaning fee will be charged if adhesive is attached to pipes and not properly removed.

Excessive Trash / Booth Abandonment
Any excessive trash left behind after the show will be subject to a disposal fee. Items left behind at the end of the exhibitor's dismantle that are not clearly labeled for outbound Material Handling will be considered abandoned and disposed of.

Important Dates and Deadlines

  • Monday, September 29 – Hotel Reservation Deadline
  • Friday, October 3 – Deadline to receive a 20% discount on booth add-ons**
  • Friday, October 17 – Graphics due for marketing add-ons (Rotating banner, push notifications, etc)*  Email graphics to heatherlyn@oaop.org
  • Monday, October 20 – First day for advance shipments to arrive at factor 110 (Oklahoma City)
    • Receiving Hours: Monday-Friday, 8:00 am-3:00 pm
  • Monday, October 20 – Deadline to deliver insert for attendees’ bag*
    • Deliver to OAOP at 4850 N Lincoln Blvd, Ste A, Oklahoma City, OK 73105
  • Friday, October 24 – Register company representatives and submit resources for the company profile
  • Tuesday, November 4 – Last day for shipments to arrive at Advance Warehouse (3:00 pm)
  • Tuesday, November 4 – Last day to place an order without an additional on-site fee
  • Tuesday, November 4 – First day for shipments to arrive at the venue
  • Thursday, November 6 – Final deadline for shipments to arrive at the venue
  • Thursday, November 6 – Advance shipments will be delivered to the booth by 3:00 pm
  • Saturday, November 8 – Common carrier shipments with paid outgoing material handling orders may be picked up at Venue (11:30 am – 3:00 pm) OR
  • Monday, November 10 – Common carrier shipments with paid outgoing material handling orders may be picked up at Advanced Warehouse (8:00 am-3:00 pm) OR
  • Monday, November 10 – UPS/FedEx shipments with paid outgoing material handling orders will be delivered to UPS/FedEx (by 5:00 pm)

 

*Partners, sponsors, and exhibitors who purchased marketing add-ons only.

**Save 20% by ordering your additional items by the date indicated. Use discount code CONV25 when checking out. Discounts do not apply to labor, material handling, power, or Internet.

Installation, Exhibit Hours, and Dismantling

 

Thursday, November 6

Exhibit Booth Setup & Installation | 3:00-7:00 PM

Friday, November 7               

Exhibit Booth Setup | 8:00 AM-1:00 PM

 

Exhibit Hall Hours | 1:30-4:30 PM

 

Doctor & Para CME Concludes | 5:30 PM

Saturday, November 8

Exhibit Hall Hours | 9:00-11:00 AM

 

Dismantle | 11:00 AM-3:00 PM

 

Please note that early installation or delivery before the posted times is prohibited. Security will not be provided on Thursday evening, so any items set up early are left at your own risk. Early teardown is strongly discouraged and may affect future exhibit placement. As a courtesy, companies that remain without dismantling early will be entered into a drawing to receive a complimentary booth at Converge 2026. The drawing will take place at the close of the exhibit hall on Saturday, and a representative must be present to claim the prize.

Shipping Information and Drayage

We highly recommend drayage handling services to ensure your materials are delivered directly to your booth before installation. All shipments utilizing drayage should be addressed as follows:

factor 110
Hold for OAOP – [Your Company Name]
3421 N Walnut Ave
Oklahoma City, OK 73105

Receiving Hours: Monday through Friday, 8:00 AM to 3:00 PM

 

Click here for complete instructions on ordering material handling and generating shipping labels.

 

For those choosing to ship directly to the venue (not recommended), items must be clearly labeled and addressed to:

Renaissance Tulsa Hotel and Convention Center
Hold for OAOP – [Your Company Name]
6808 South 107th East Ave

Tulsa, OK 74133

Phone: 918-307-4024

It is recommended that you coordinate with the shipping department prior to shipment.

 

The OAOP and tradeshow management are not responsible for materials shipped directly to the venue. These materials will not be delivered to your booth. The company representative is responsible for retrieving their items from the front desk at the Renaissance hotel.

 

Any freight or package pickup scheduled after the dismantle window must be cleared/authorized by the tradeshow manager and the venue. Any pallets, equipment, or packages scheduled for pickup after Saturday, November 8, may be at risk of being lost or trashed.

Official Freight Carrier
There is no official freight carrier for this show. Any inbound or outbound shipments should be arranged with your preferred carrier. However, if you will be shipping items into or out of the Advance Warehouse, Material Handling services should be ordered. See "Advance Shipment of Materials" below for additional information.

 

MATERIAL HANDLING OPTIONS

Advance Shipment of Materials
For your convenience, factor 110 accepts any exhibitor materials you wish to ship ahead of time. All items accompanied by a paid Material Handling order will be delivered to your booth ahead of exhibitor installation. Items shipped without a paid Material Handling order will be held until an order is made and paid for.

 

Self Carry-In
Exhibitors may carry in smaller items, small rolling cases, and small carts. Show services do not provide carts or assistance for self-carry-in.

The exhibitor may not bring pallets, flat carts, or anything requiring a pallet jack. Such items should be shipped to the advance warehouse, or you may purchase material handling services on-site to have these items brought in through the dock.

 

OUTGOING MATERIALS

Outgoing Material Handling
For your convenience, factor 110 can handle transporting your outgoing materials from your booth to UPS, FedEx, or a LTL carrier. All outgoing materials with Material Handling orders can be left in the booth. For UPS and FedEx Ground / Express packages, please have a return label on your package. We will schedule a pickup from our warehouse. For LTL carrier pickups (pallets/crates), please arrange a pickup with your preferred carrier at either the Renaissance or Advanced Warehouse (on the dates specified under "Important Dates" and email the BOL to brad@factor110.com. Please note factor 110 does not provide freight services or make arrangements with any carrier.

 

No Material Handling
Outgoing materials without Material Handling orders are the exhibitor's responsibility to return them. There is a UPS Store onsite. 

 

We highly suggest ordering Material Handling services for LTL carrier pickups (pallets/crates). If material handling services are not ordered, your carrier will be responsible for picking up your pallet/crate at your booth.

 

For more questions, contact Brad Holt, Tradeshow Manager, at brad@factor110.com.

Hotel Reservations & Parking

A discounted room block has been reserved at the Renaissance Tulsa Hotel at a rate of $136 per night. Reservations can be made online or by calling 918.307.2600 and using the group code OAOOAOA. This rate is available through September 29, 2025, while inventory is available.

 

Complimentary parking is available at the Renaissance Tulsa Hotel. Upon arrival, scan the parking signs and enter the code RENTN for free parking access.

Company Profile, Logo & Resources

After your exhibit application has been approved, you will receive an email with your invoice and instructions for finalizing your Company Profile details, which will appear on the Converge Exhibit & Sponsors page. Use the link in the email or click here to access and submit your form.

 

Logos should be submitted in PNG or JPEG format, no larger than 600×160 pixels and under 200KB in size. One PDF resource may also be included with your profile (max 50MB). Please email all assets to meetings@oaop.org by October 24, 2025.

Attending Representatives

Standard booths include space for two representatives, while premium booths can accommodate up to four. Additional representatives may be added for $150 each. Submit all attending representatives' names, titles, emails, and phone numbers on the Company Profile form or email them to meetings@oaop.org no later than October 24, 2025.

Attendee Lists and Promotion 

Enhance your visibility at Converge by downloading the Exhibitor Badge and sharing it on your social media platforms and email before for event. This will increase engagement with your participation.

 

Additionally, you can utilize the provided attendee lists to connect with registered doctors, staff, and student doctors. This will allow you to plan and network before and during the conference. The lists will include the registrants’ business contact information and will be available in PDF format only. We will provide these lists after the early bird registration deadline, during the conference week, and after the event.

Rules, Giveaways & Promotions

Exhibitors are encouraged to review the official Exhibit Rules and Regulations, which were agreed to at the time of application. Violations may result in penalties or limitations on future exhibit opportunities. Click here to review the rules.

 

If your company is offering an exclusive promotion or giveaway for Converge attendees, OAOP is happy to help promote it. Please send details to heatherlyn@oaop.org as early as possible to allow us time to promote.

 

OAOP will host onsite drawings for attendees using “Exhibit Dollars,” with prizes valued at $250 and $500. Exhibitors are expected to honor these certificates when presented and follow the reimbursement instructions provided.

Mobile App, Lead Retrieval & Exhibitor Portal

Please download the Engagefully app by RD Mobile before the conference, as it will be the primary tool for both exhibitors and attendees to navigate Converge 2025. Key contacts and attending representatives will receive an email from the Oklahoma Association of Optometric Physicians (noreply@rdmobile.com). Be sure to check your inbox and spam folder for your dedicated access links.

 

The app enables exhibitors to access the full event schedule, receive alerts, message attendees, scan QR codes to track leads, and manage their company profile. Each exhibitor will be provided with a QR code for attendees to scan for more information about their business. We recommend bringing a letter-sized acrylic display stand to showcase your code prominently at your booth. These scans, along with the scanning of attendee badges, will be documented in our lead reports.

 

The Exhibitor Management Portal will allow you to update your company profile and download lead reports (please note that this will need to be done via a browser, not the app). Click here to access the instructions.

 

Here are some helpful tips for using the mobile app:

-        Ensure that your app is updated and that you are logged in.

-        Confirm the event. If you are directed to a previous OAOP event, select "Leave Event" and find the 2025 Converge event.

-        Use the QR code scanner within the app, not your phone’s camera.

 

If you need assistance, check the FAQs or visit the registration desk on-site for support.

Sponsorship Opportunities

Partnerships and sponsorships are still available! Contact Heatherlyn at 405.524.1075 or heatherlyn@oaop.org to discuss options to enhance your visibility and upgrade your booth placement.

Questions, Additional Help & Service Desk

If you need assistance before or after the show, please reach out to:

Heatherlyn Burton, CAE
Associate Executive Director, OAOP
Phone: 405.524.1075
Email: heatherlyn@oaop.org

Please be advised that the OAOP office will be closed beginning Wednesday, November 5, as staff prepare for and travel to the event.

 

For tradeshow booth services, drayage, or shipping questions, contact Brad Holt at Factor 110 at brad@factor110.com or 405.604.0041 ext. 102.


A factor 110 representative will be available on-site during installation, exhibit hall hours, and dismantling. If you need assistance, please contact your tradeshow manager. Their contact information will be on a welcome letter in your booth.

We look forward to welcoming you to Converge 2025!