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Exhibitor’s Frequently Asked Questions
1. What comes with my booth?
2. What is the size of the show and who attends?
3. I am interested in exhibiting in Orlando at Proclaim 17. What should I do?
4. When will I receive my Exhibitor Service Kit (forms for placing orders for my booth furniture,
carpet, electrical, IT needs, etc.)?
5. Is there a website where I can retrieve all the information I need to prepare for the show?
6. Who are my points of contact when making preparations for exhibiting at Proclaim 17?
7. What guidelines, if any, will I need to follow in constructing my booth?
8. Do I need to submit design renderings of my booth for approval?
9. How do I cut down my costs?
10. I need help designing and constructing my booth. Do you have any recommendations?
11. I want to ship something for my exhibit space to arrive after I get there. How do I do this?
12. Can I unload my vehicle by myself in the Exhibit Hall?
13. Can I have the labor in the hall help me unload my own vehicle?
14. I am a first-time exhibitor. Are there trade show terms I should be familiar with?
15. Where do I store extra literature/brochures during the show hours?
16. Is the list of pre-registered attendees available to me for pre-Convention mailings?
17. Can I bring in my own food and drinks to give away from my booth?
18. Can I share my booth with another company?
19. Can I sell products from my booth?
20. What are the setup times? Can I set up on Tuesday?
21. Can I tear down early?
22. How do I register my booth staff?
23. I have my own carpeting and furnishings. Can I use these?
24. What is the “Exhibit Service Desk”?
25. Where can I find the exhibit floor plan, application, and rules & regulations?
26. What is the dress code for Proclaim 17, the NRB Convention?
27. How can I get my clients and customers or friends of my ministry to visit my booth?
28. What Sponsorship and Advertising opportunities are available for Proclaim 2017?
29. I am a First Time Exhibitor. What steps do I need to take to move forward with my
application?
1. What comes with my booth?
Each booth comes with the following items:
•
Booth drape: 8’ high in back, 3’ high on sides (Linear booths only)
•
NRB Member organizations receive discount pricing on booth space
•
7” x 44” black & white identification sign with your company name and booth number
•
A code for three complimentary booth staff full registrations (meals at additional cost) for
every 100 square feet of booth space. Maximum allowed will be 10
•
A code for three convention registration for a discounted price of $150 each.
Expo only registration is only $25. Exhibitor organizations that wish to secure additional “Expo
Only” badges for their staff should use the staff promotional code provided. Please note, the
Expo Only registration ONLY allows access to the exhibit hall during established hall hours.
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Guests with Expo Only badges will not be able to enter the exhibit hall during set up or tear
down or prior to or after the official show hours.
Organization listing and booth number on NRB Convention website Exhibitor Directory (Also
includes option to upload your logo, organization description, website link, and organization
name)
•
Organization listing, description, and booth number in official NRB Program Book (if
contracted by early December)
•
Organization listing and booth number in Exposition Program & Guide (if contracted by
mid-December)
•
Limited access to NRB Convention attendee direct mail and email list for pre-and post-
Convention promotional mailings. Restrictions and fees apply. (See Rules & Regulations,
Page 4, for details at www.nrbconvention.org)
2. Show and who attends?
The average attendance at the NRB Convention is approximately 5,000. The majority of those
in attendance tend to be senior level management at various communication outlets such as
Radio, Television, Church Media, Internet, Social Media, and Film, as well as Pastors and
Denominational leaders, broadcast related equipment manufacturers and software providers.
There is also a wide spectrum of other ministries and publishers that attend the Convention,
making the NRB Convention the largest such gathering of evangelical groups in the world. The
total space used in the Exhibit Hall itself averages 130,000 square feet and includes about 200
exhibiting companies.
3. I am interested in exhibiting in Orlando at Proclaim 17. What should I do?
Visit www.nrbconvention.org/exhibit-at-nrb/ to view rules & regulations, review the exhibit
floor plan, and complete an online exhibit application form with payment. Contact Jim
Buckley, Sales Director, at 203-502-8283 or jbuckle[email protected] or Alicia Waldron, Sales
Executive, at 212-460-8090 x216 or [email protected].
4. When will I receive my Exhibitor Service Kit (forms for placing orders for
my booth furniture, carpet, electrical, IT needs, etc.)?
In the fall (usually late October) a link to the Exhibitor Service Kit will be emailed to all
exhibitors and will be available online. This kit contains all necessary forms and information on
preparing your booth for the Convention. Included in the Exhibitor Service Kit are order forms
for renting carpeting, furniture, audio/video, Internet connection, electrical as well as shipping
info and labels, rigging of signage, and much more. Once your application is approved and
processed, you can access many of these forms on the Exhibitor Resources page online. This
page is not available to the public.
5. Is there a website where I can retrieve all the information I need to prepare
for the show?
You will find general information, access to forms, a link to the PDF version of the Exhibitor
Service Kit (in the fall), along with other helpful links on the Exhibitor’s Resource page.
Information on how to access this site will be emailed to all exhibitors in a newsletter in the
fall. https://www.eiseverywhere.com//ehome/188531
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6. Who are my points of contact when making preparations for exhibiting at
Proclaim 17?
For reserving an exhibit space, Convention sponsorships and promotions, advertising
possibilities in NRB Today (the NRB weekly email newsletter sent to a database of more than
12,000), The Exposition Program & Guide (dropped at all attendee hotel room doors in the
Orlando World Center Marriott), NRB Official Convention Program Book, and general
logistical information.
Jim Buckley
Sales Director
Direct: 703-331-4518
jbuckle[email protected]
Alicia Waldron
Sales Executive
Direct: 212-460-8090 x216
awaldron@pcm411.com
For all questions regarding invoicing, payment, billing, scheduling, sponsorship art
requirements and overall exhibit hall logistics.
Samantha Tola
Exhibit and Sponsor Sales Coordinator
Direct: 212-460-8090 x203
For Hotel Suite and Hospitality Lounge information; to reserve Affiliate event space; and to
request information on food and beverage for special receptions, organization breakfasts, and
other meal functions.
Beth Wakefield
Director of Conventions & Expositions
Direct: 615-663-0099
bwakefield@nrb.org
For general convention registration questions.
Glenys Natera
Convention Registrar
Direct: 212-460-9700
gnatera@pcm411.com
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7. What guidelines, if any, will I need to follow in constructing my booth?
NRB Exhibiting Rules & Regulations are part of the Exhibit Application and are also available
at http://content.nrb.org/Exposition-Files/Exhibit_Rules_Regulations.pdf . These entail very
specific guidelines on what may or may not be acceptable in constructing your booth.
Ultimately the goal is to make the Exhibit Hall equitable and fair for every exhibitor by
avoiding an exhibitor’s display encroaching visually or audibly on another exhibitor.
Save yourself what can be significant hardship and expense by familiarizing yourself with these
guidelines before constructing your booth.
8. Do I need to submit design renderings of my booth for approval?
All exhibitors are required to follow the NRB guidelines of booth construction as noted above.
For those exhibitors who are new and/or are redesigning their exhibit display, we strongly
encourage you to submit design renderings in advance to NRB to avoid any problems onsite.
This is not a requirement for linear booths but is to the benefit of the exhibitor to avoid any
wasted effort or expense should the design not meet NRB Convention guidelines. Submitting
plans to NRB and the official Convention decorator for multi-level booths is required. See the
Convention Exhibit Rules & Regulations for details.
9. How do I cut down my costs?
•
Don’t delay! Place orders early to avoid late or onsite charges. Plan on having all your
orders in and finished by the middle of January, and you will beat all deadlines.
•
When shipping, always secure loose items and crate everything in one crate to avoid
shipping charges for multiple crates/boxes and special handling fees.
•
If you have minimal equipment/materials, bring them with you.
10. I need help designing and constructing my booth. Do you have any
recommendations?
•
Yes. There are a number of sources you may look to for assistance in designing and
constructing your booth. The Convention General Contractor (GES) can assist you in this
area. There are also a number of other companies that provide such services on the web.
You are not required to use any particular contractor.
We encourage you to shop around and receive bids on your booth design project before making
a final decision. Begin that process as early as possible to avoid delays and time constraints as
the Convention draws near.
11. I want to ship something for my exhibit space to arrive after I get there.
How do I do this?
The Exhibitor Service Kit contains specific shipping instructions, including date deadlines and
mailing labels. You will incur additional costs and possible lost shipments if you DO NOT
carefully follow the instructions.
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In general, here is the procedure:
1. Properly crate and pack all shipments per guidelines to avoid extra fees.
2. Ship in advance (approximately 4 weeks prior to Convention) to a holding
warehouse per address instructions and dates stated in the Exhibit Service
Kit. Shipping labels are also furnished in the Kit for your use.
3. Select a freight carrier with experience in handling exhibition materials,
such as GES Logistics,
Roadway, Yellow Freight, or UPS Freight. Using Federal Express or UPS (regular) for
shipping could incur additional special handling expenses.
All shipments sent in advance will be delivered directly to your exhibit space. If they are not
there upon your arrival, the exhibitor service desk can assist you in tracking down the material.
The Exhibitor Service Kit also contains labels for “DIRECT Shipping” to the dock at the
Convention Exhibit Hall. Direct shipping is date sensitive and the specific window of dates is
printed on the labels.
12. Can I unload my vehicle by myself in the Exhibit Hall?
You may use your own vehicle and unload in the Exhibit Hall if:
1. The vehicle is POV (Personally Owned Vehicle – a car, minivan, etc.), NOT a commercial
vehicle such as a cargo van, bus, trailer, rented panel truck, etc.
2. Your materials can be unloaded within 20 minutes by your full-time employees ONLY (or
secure Cart Service – see Question #16).
3. Your materials can be unloaded by hand while one person stays with the vehicle in case it
needs to be moved while the others are still at the booth location.
4. You are transporting small items to your booth by hand, or with a personally owned, two-
wheel cart. Personally owned four-wheel carts are not permitted.
5. All freight unloaded from a POV is coming in through the POV dock. The POV dock door
closes at 7 p.m. on Sunday and Monday
There will be a designated dock area where all POVs will take turns unloading.
If you have need of extensive unloading beyond what is listed above, and are in a vehicle
prohibited at the POV dock, you are required to use the drayage service within the hall, which
will incur additional fees. (See material handling form in your Exhibitor Service Kit.) All POV
rules are posted inside the POV dock doors for your reference on site.
13. Can I have the labor in the hall help me unload my own vehicle?
Yes, there
will be a designated “POV” (Privately Owned Vehicle) area where CART LOAD Service is
available to move your items to your booth. The Service includes (Order forms are available in
the exhibitor service manual. Please make sure that you take advantage of the “advance order”
– Prices will increase to $87.75 when the order is placed at show site during move in.
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Below are the details for this service. Please note that the area will be monitored and the POV
rules will be enforced.
14. I am a first time exhibitor. Are there any trade show terms I should be
familiar with?
Yes. Several key terms are listed below.
•
Drayage – Delivery of materials to your exhibit space after materials have been off loaded
at the delivery dock; removal and storage of empty boxes and crates during the Convention;
returning of boxes and crates at end of show to your booth space for you to pack up
materials; delivery of those packed up materials to the carrier loading zone for shipping
back to your home office. There is a fee for this mandatory service based on the weight of
your freight. (Drayage fees do not normally apply to those using the POV dock. See
question #12 to see if you qualify as a POV exhibitor). At the close of the exhibition,
because the timing of receiving your load-out crates and boxes can vary, it is highly
recommended that you schedule your return flight home for Friday night or Saturday
morning.
•
Pipe & Drape – Piping or tubing wrapped with draped fabric that makes up the back and
sides of a linear (in line) booth space. Typically, the back is eight feet tall and the sides are
three feet tall.
•
Show Decorator – A company (contractor) providing services on site in the Exhibit Hall
for NRB Convention exhibitors through the service desk. Exhibitors also work with the
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Show Decorator through the Exhibit Service Kit to order booth furniture, carpeting, etc. For
the 2017 NRB Convention, the Show Decorator is GES Exposition Services.
•
Service Desk – Located in the Exhibit Hall and manned by the Show Decorator. The staff
at the desk handles all inbound and outbound exhibit materials. They are available to
answer questions and handle any exhibitor concerns.
•
Skid or Pallet – Wooden frame used as a platform for objects or materials of significant
weight that can be moved and transported by forklift.
•
Bill of Lading – Document that contains the terms between the shipper (exhibitor) and the
transportation company for delivery of materials between specific points and for a
predetermined charge.
15. Where do I store extra literature/brochures during the show hours?
No open boxes or stacks of material may be left in the booth area or within view of the public.
The amount of literature needed during the show will determine the best course for storage.
Tables and/or cabinets that are enclosed within your booth make the most ideal locations to
store such material. (See Rules & Regulations, Page 9, under the “Storage” heading for
complete options.)
If you anticipate the need to store large quantities of supplies, you must use the “Accessible
Storage” area in the hall (see form in your exhibit kit.) There is a fee for this and for delivery to
and from such storage (drayage).
16. Is the list of pre-registered attendees available to me for pre-Convention
mailing?
You can promote your participation at Proclaim 17 via email to Convention registrants through
an email blast sent to attendees by show management. Every exhibitor will have the
opportunity to send out their own personal message in an email to NRB show attendees at have
supplied their email address through the registration process. The cost for this opportunity is
only $50 for the pre-show eblast and $75 each for the 2 post-show eblasts.
e-BLAST INSTRUCTIONS
******Restrictions and Fees Apply*******
In order for us to create and process an E-blast for you, we need the following information in
advance. Without the below information, your email will not be created. Please provide:
Subject Line
Reply To e-mail Address
Verified E-mail Address (as soon as you receive it)
Once you provide us with your “Reply To” address, constant contact will send you a “Verify”
e-mail. We will need you to click on the “Verify this email” in order for us to process your
blast. The below image is what the e-mail will look like:
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It is imperative that you VERIFY the e-mail that is sent to you within 24 hours as the invite
from constant contact will expire within that time period. We cannot complete the design of
your blast without this verification.
ACCEPTABLE FORMATS for e-blasts are below. If you do not provide any of these 3
formats, your e-mail blast will not be processed.
Hi-res .jpgs, .pngs are most desirable. HTMLs can be sent as long as images are embedded. If
not embedded, ALL images must be included in e-mail.
UNACCEPTABLE FORMATS:
Outlook e-mails, Word documents, or any other type of document not listed above.
If additional information is needed, contact stola@pcm411.com.
17. Can I bring in my own food and drinks to give away from my booth?
If your food or drink item is produced by your organization and does not directly compete with
the facility food service, it may be acceptable. However, it is necessary to have approval from
the facility food service prior to making it available at your booth. If you merely want to
enhance your booth by serving pizzas or coffee, you would need to work directly with the
facility.
18. Can I share my booth with another company?
An exhibitor shall not permit any person other than Exhibitor to booth-share, or otherwise
occupy or conduct business in Exhibit Space, or any part thereof, without Management’s prior
written consent. No, exhibitor shall not sub-lease, assign or transfer the Exhibit Space without
Management’s prior written consent.
19. Can I sell products from my booth?
Yes, you may sell items from your booth. You are, however, personally responsible for any
local regulations and taxes when conducting such business. By calling the State Revenue
Office, you will be given the details on filing taxes and any other applications needed when
conducting business in the State of Florida.
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20. What are the setup times? Can I set up on Tuesday?
For all non-island booths, exhibitors will have access to the hall for set up beginning at 8:00 am
on Monday, February 27th and end at 5:00 pm. Island booths will be allowed to begin set up on
Sunday, February 26th starting at 1:00 pm and ending at 5:00 pm. All exhibitors will be
permitted to stay in the hall until 11:00 pm (on their set up day) but no re-entry will be granted
after a person departs the hall. The Decorator Service Desk, facility labor support and access to
the loading dock ramps for large carriers will close at 5:00 pm each day. It is imperative that your
materials are in your booth area prior to 5:00 pm should you plan on setting up your booth after
5:00 pm.
Note that due to labor contracts, any labor used for early booth set up on Sunday (island booths
only) will incur overtime charges. Use of labor on Monday for set up will be on straight time
until 4:30 pm.
Setup on Tuesday, February 28, before opening of show that day is not allowed.
The Exhibit Hall show hours during the 2017 NRB International Christian Media Convention
are:
Tuesday, February 28, 10:00 a.m. - 6:00 p.m., Wednesday, March 1, 10:00 a.m. – 6:00 p.m.
and Thursday, March 2, 10:00 a.m. - 2:00 p.m.
Access to the Exhibit Hall will be denied without proper credentials. If you did not pre-register
your personnel, be sure to arrive in time to register them before accessing the show floor for set
up. NRB may require that booths located adjacent to, or in proximity of freight doors, be set later
than normal.
21. Can I tear down early?
No. No exhibitor is to begin teardown or packing process until the Exhibit Hall closes. If you
are unable to keep to the exhibit schedule you should reconsider exhibiting. Early teardown of
one’s exhibit will result in booth selection penalties the following year. There is a two-part
reason behind this policy. First, we still have clients entering the show and they have been
promised that the full package of exhibitors will be present. By leaving early, you may be the
one exhibitor they really wanted to visit and are now robbed of that opportunity. Second, it
impacts your fellow exhibitors. Early teardown not only creates a visual eyesore and a possible
physical obstacle to accessing other exhibitors, but it also sends a psychological message to
clients that time is up and they need to stop visiting other exhibitors.
22. How do I register my booth staff?
NRB Exhibitor Booth Staff Registration Forms must now be completed online:
www.nrbconvention.org
Register the names of the booth staff to receive the complimentary full registrations that come
with your booth space (meals at additional cost). NRB allows a certain number complimentary
booth staff registrations per square feet of booth space purchased.
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Please see the chart below for more information on how many complimentary booth staff
registrations will be received with each type of booth:
100 sq. ft. (3)
200 sq. ft. (4)
300 sq. ft. (5)
400 sq. ft. (6)
500 sq. ft. (7)
600 sq. ft. (8)
800 sq. ft. (9)
1000 sq. ft. and up (10)
Expo Only Registration is only $25. Exhibitor organizations that wish to secure additional
“Expo Only” badges for their staff should use the staff promotional code provided. Please note,
the Expo Only registration ONLY allows access to the exhibit hall during established hall
hours. Guests with Expo Only badges will not be able to enter the exhibit hall during set up or
tear down or prior to or after the official show hours. For additional booth staff who wish to
attend other events of the Proclaim Convention, three additional booth staff full registrations
(meals at additional cost) are $150 each (limit three regardless of booth size). Additional full
registrations may be purchased at $500 each.
No children under the age of 16 are permitted in the Exhibit Hall during move in and
move out. Children under 16 will not receive a badge and must be accompanied by an adult to
all official NRB Convention events and when entering the Exhibit Hall during open hours.
23. I have my own carpeting and furnishings. Can I use these?
Yes. You are not required to use the items available for rental through the decorator. If another
vendor delivers these items to the dock, drayage or special handling labor fees will apply. This
year NRB exhibitors will receive an added benefit through flooring. The exhibit floor has
permanent carpeting. If you would
prefer to use your own carpet you may do so or rent carpet (at an additional cost) to cover the
existing carpet on the exhibit floor.
24. What is the “Exhibit Service Desk”?
This is a desk (counter) located in the Exhibit Hall where the decorator and other contractors
(electrical, Internet access, etc.) are based. At this desk you will be able to place orders for
various services, check on order status of deliveries, resolve problems, arrange shipping, etc.
25. Where can I find the exhibit floor plan, application and rules & regulations?
They can be found at http://nrbconvention.org/exhibit-at-nrb/.
26. What is the dress code for Proclaim 17, the NRB Convention?
The attire is business casual.
27. How can I get my clients and customers or friends of my ministry to visit my
booth?
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Your time and success as an exhibitor during the annual NRB Convention can be greatly
enhanced through Pre-Convention planning and taking advantage of strategic marketing
opportunities to drive attendees to your booth. Pre-Convention and onsite promotion of your
organization and its products and services is the greatest way to increase traffic to your booth
and afford you enhanced brand recognition. By using a combination of marketing opportunities
you will ultimately garner more face-to-face contact with potential clients. Visit
www.nrbconvention.org and click on “Sponsor & Promote” for a full list of available options.
Exhibitor Client and Guest Registrations
In order to allow your customers, clients, or guests to visit your booth during the convention,
NRB now offers exhibitors the use of a promotional code to send to guests, clients, and friends
for a complimentary Expo Only registration. The promotional code will allow guests free
access to the exhibit hall only. The Expo Only badge does not allow access to any Convention
events taking place outside of the Exhibit Hall.
28. What Sponsorship and Advertising opportunities are available for Proclaim
17?
Visit www.nrbconvention.org and click on “Sponsor & Promote” for a full list of sponsorship
opportunities and specialty promotions as well as additional advertising and marketing options.
Consider advertising in:
•
NRB Convention Official Program Book (Full page, four-color ads)
•
NRB Exposition Program & Guide (Internal partial-page ads)
•
NRB Today (Weekly E-newsletter)
29. I am a First Time Exhibitor. What steps do I need to take to move forward
with my application?
If your organization has never exhibited at the NRB Convention, please contact Jim or Alicia
to complete an application that will be reviewed and approved by the NRB executive
committee before securing your exhibit space
Jim Buckley
Sales Director
203-502-8283
jbuckle[email protected]
Alicia Waldron
Sales Executive
212-460-8090 x216
awaldron@pcm411.com
