Frequently Asked Questions – Exhibitors
What comes with my booth?
Each linear booth is supplied with the following items: 8’ high back drape; 3’ high side rail drape; and 7”x 44” booth identification sign. Exhibit spaces are not carpeted. Island booths will only have back drape upon request and at the exhibitor’s expense. If you have a corner booth, you may remove the side rails. Information and forms for ordering additional accessories and other services are listed in the exhibitor manual.
EXHIBITOR MANUAL
Who are the main vendors?
Nexxt Show is our General Services Contractor. Experient handles Registration and Housing.
When and how do I ship my materials?
You have two options for shipping your exhibit materials:
- Ship in advance to the Nexxt Show warehouse; or
- Ship directly to the Boston Convention and Exhibition Center, certain restrictions apply. Shipping information is provided
in the exhibitor manual.
What are the move-in and tear down hours?
MOVE IN
| Saturday, March 24 | 8:00am – 6:00pm (400+nsf) |
| Sunday, March 25 | 8:00am – 6:00pm |
| Monday, March 26 | 8:00am – 6:00pm |
| Tuesday, March 27 | 8:00am – 6:00pm |
| Wednesday, March 28 | 8:00am – 6:00pm (Show Management walk-through 6:00pm |
| Thursday, March 29 | 7:00am – 10:00am (All exhibits must be 100% set; touch-ups only) |
Need additional move in time? Submit a Late Work Pass located in exhibitor manual. This will allow access in the hall until 11pm on the nights requested.
TEAR DOWN
| Saturday, March 31 | 2:00pm – 10:00pm |
| Sunday, April 1 | 7:00am – 10:00pm |
All out by 10:00pm otherwise freight will be removed and consigned at the exhibitor’s expense.
It is against Exposition regulations to tear down prior to 2:00pm on Saturday. Early departure will result in priority point penalties and/or being banned from future expos.
What are the exhibit hall (Audiology Solutions) hours?
|
Thursday, March 29 |
11:30am – 6:00pm |
|
Friday, March 30 |
9:00am – 5:00pm |
|
Saturday, March 31 |
9:00am – 2:00pm |
What are the non-compete times?
|
Wednesday, March 28 |
8:30am – 9:30pm (busing can begin at 8:30pm) |
|
Thursday, March 29 |
8:00am – 6:00pm |
|
Friday, March 30 |
8:00am – 5:30pm |
|
Saturday, March 31 |
8:00am – 4:00pm |
Can I display literature about my company at your convention?
The short answer is no. We have sponsoring companies that pay to do what you are asking to do for free. You can become an exhibitor by contacting Shannon Kelley. Any literature displayed without permission will be collected and disposed of immediately.
How high can my booth be? Can I hang banners from the ceiling over my booth?
Booth display structures should follow the International Association for Exhibition and Events (IAEE) Guidelines, as well as Boston Convention and Exhibition Center (BCEC) Fire and Safety Guidelines.
Height restrictions are as follows:
Linear booth: 8 feet (no hanging signs) Perimeter booth: 12 feet (no hanging signs) Island booth: 20 feet
Show Management permits only island booths to hang ceiling signs. Signs must be hung at a distance no greater than 20 feet from the floor to the top of the sign.
How do I order rental furnishings, electrical, internet, catering, etc.?
The exhibitor manual has information on ordering rental furnishings, electrical, and catering provided by Nexxt Show.
Can I serve food in my booth?
Booth catering is permitted; however, popcorn and alcohol are prohibited in the Exhibit Hall. Catering Menus and order forms are available in the Official Contractors section. The exclusive provider of all food and beverage in BCEC will be listed in the Exhibitor Manual. Outside food and beverage are not allowed unless approved by BCEC. Bite-sized candies are allowed into the Exhibit Hall; however, cookies are not unless ordered through the exclusive provider.
What are my payment deadlines and can I pay via credit card?
Payment Deadlines:
50% Deposit – Due with booth reservation and contract
25% Deposit – Due no later than August 1, 2011
25% Deposit – Due no later than October 4, 2011
* LATE FEE: Outstanding balances after October 4, 2011: A late fee of either 10% of total Booth cost or $500 whichever is greater will be added to balance due.
Currently we do not accept credit card payments, however, you may pay via check, wire transfer, or ACH Payment. Please contact our Exposition department for further questions.
How do I obtain an exhibit space contract?
You can download the exhibit space contract from our website.
How many badges do I receive? How do I register my company personnel?
Each exhibiting company receives 4 complimentary badges per 100 square feet. Additional badges can be purchased. To register company personnel, there are two types of exhibitor badges: (1) Booth Personnel Badge (EX), good only for employee access to the exhibit hall and (2) Convention/Exposition badge (EXC), good for access to exhibit hall and education sessions. Information and forms for registration are located in the exhibitor manual. Registration opens December 1, 2011. See Registration for more information.
|
Category |
Access |
Price |
|
Allotment Each exhibiting company receives 4 complimentary badges per 100 square feet |
Exhibit Hall: All hours Special Events: Receptions No access to educational sessions |
$0 |
|
Badges over allotment |
Exhibit Hall: All hours Special Events: Receptions No access to educational sessions |
$150 |
|
Exhibitor Convention/Exposition Booth personnel attending educational sessions |
Exhibit Hall: All hours Special Events: Receptions All access to educational sessions |
$330 |
|
Exhibitor Guest |
Exhibit Hall: Only during expo hours Special Events: Receptions No access to educational sessions |
$130 |
How many badges do I receive? How do I register my company personnel?
Each exhibiting company receives 4 complimentary badges per 100 square feet. Additional badges can be purchased. To register company personnel, there are two types of exhibitor badges: (1) Booth Personnel Badge (EX), good only for employee access to the exhibit hall and (2) Convention/Exposition badge (EXC), good for access to exhibit hall and education sessions. Information and forms for registration are located in the exhibitor manual. Registration opens December 1, 2011. See Regestration for more information.
Who do I contact for hotel reservations?
The Academy has contracted with Experient to provide housing services. Information is located in the exhibitor manual that will be available in mid-November. Housing opens online December 1, 2011.
How do I obtain an attendee list?
You can purchase a pre-show and/or post-show attendee mailing list (attendees have been given the option to opt out of providing this information) from Experient, the Academy’s registration company. The list is for one-time use only. Information and the order form are located in the exhibitor manual.
How do I capture the attendee’s information while visiting my booth?
Experient is the official Lead Retrieval contractor. Information and the order form for lead retrieval services are located in the exhibitor manual.
Where do I get an Exhibitor Manual?
The exhibitor manual will be available online in mid-November.
Can I bring my child(ren)?
Children older than 6 months and younger than 16 are not permitted in Audiology Solutions or at any AudiologyNOW! educational session. Children 16 and older are permitted in Audiology Solutions but must pick-up a badge at Registration (no-charge) before entering the hall. Children younger than 6 months are permitted in Audiology Solutions as long as they are hand carried. Strollers will not be permitted. Children under the age of 16 will not be allowed in the exhibit hall under any circumstances during exhibitor setup and teardown.
How many exhibitors have participated in the past?
2010 – 226 exhibitors
2011 – 227 exhibitors
Where and when is the next convention?
April 3-6, 2013 in Anaheim, CA. For additional dates click here.
What if I have more questions?
The Academy’s staff is always available to help you with questions. Please contact the Exposition Department