FAQ's for Current Exhibitors

Exhibitor FAQ

  • Where can I find the most current Exhibitor Information?

    The Exhibitor Service Center houses all the information related to exhibitor logistics. Information is updated regulary so be sure to check back often.

    Visit the Exhibitor Service Center

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  • What is the EXPO Schedule?

    Move - In

    Move - In

    Wednesday, November 4: 8:00 am - 5:00 pm

    Thursday, November 5 :  8:00 am - 10:00 am 

    * Vehicle move in will take place prior to published exhibitor move in. Exhibitors who will be displaying a vehicle in their booth must follow the safety regulations in the exhibit manual and the vehicle move in time. Both will be available in June 2020. 


    EXPO Open

    Thursday,  November 5 : 11: 30 am - 3:30 pm (Lunch in EXPO Hall with Attendees) 

    Friday,  November 6: 12:00 pm -  3:30 pm  (Lunch in EXPO Hall with Attendees)

    Saturday,  November 7 : 9:30 am - 11:30 am (Coffee reception with attendees) 


    Exhibitor Networking Breakfast

    Saturday,  November 7 : 8:00 am - 9:30 am


    Move - Out

    Saturday,  November 7 : 12:00pm - 8:00pm

    More information and helpful hints on post-show procedures and move-out, will be included in the FREEMAN FAQ's available in June.

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  • What's included with my booth?

    • 10’x10’ booth space (pipe, drape, ID sign)
    • 4 Staff EXPO Badges
    • Pre and post show attendee mailing list
    • Listing on the Annual Meeting website floor plan/exhibitor list, in the mobile app and onsite directories
    • Access to the Exhibitor Success Program (webinars, tips & tools)
    • Access to significantly discounted education badges
    • Access to exhibitor exclusive advertising in the EXPO Preview
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  • How do I register my booth staff?

    Exhibitors will have access to Exhibitor Staff Badge registration in summer 2020. These staff badges (4) per 10'x10' booth space, are to be used by staff of the exhibiting company. 

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  • How can I upgrade EXPO badges to education badges or reserve additional badges?

    When Exhibitor Staff Badge Registration opens, exhibitors can upgrade their staff badge in include education or reserve additional badges at the the published rate(s). 

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  • Who are the official show vendors?

    • FREEMAN: General service contractor/decorating company providing carpet, furniture rentals, labor, shipping options, material handling, electrical
    • SHOWCARE: Registration and housing, lead retrieval rentals
    • HENRY GONZALEZ CONVENTION CENTER: Facilities services
    • SMART CITY: Internet
    • RK CULINARY GROUP: Catering, Food & Beverage
    • PSAV: Audio Visual

    If you are contacted by another, unofficial vendor, please use caution as the companies listed above are the only ones contracted with LeadingAge for exhibitor services. 

    The order forms will be available in the Online Exhibitor Kit in June 2020. 

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  • Can I reserve a meeting room or space for an event?

    Be sure to read the Event Information before submitting your Event Form.

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  • Can I view/make changes to my Exhibitor Listing on the Annual Meeting website?

    Current exhibitor listings are viewable listing here.

    Please send any changes to your published listing to Bianca Parker at bparker@leadingage.org.

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  • What are the important deadline dates for savings?

    Be sure your booth balance is paid in full before June 1, 2020 to avoid being charged the standard booth rate. 

    Deadlines for savings for other orders will be published in the Exhibitor Kit available in June 2020. Most deadlines for savings are offered 60 and 30 days prior. 

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  • Where can I find shipping information?

    Shipping addresses, options and deadlines will be in the Exhibitor Kit in June and posted here when available. 

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  • How do I order a lead retrieval system?

    Order forms will be available in the Exhibitor Service Center and in Exhibitor Registration communications in June.

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  • How do I order carpet, furniture, labor, utilities?

    Order forms will be available in the Exhibitor Kit for all official vendors in June 2020. Exhibitors will receive notification in the montly Exhibitor Newsletter when this becomes available. 

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  • Is there Wi-Fi?

    Coming soon!

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  • When will I receive the pre and post show attendee mailing list?

    The Pre Show Attendee list will be sent to all PAID exhibitors in late August. A second list will be sent in September. The Post Show Attendee list will be sent to exhibitors in the November Exhibitor Newsletter.

    Please note: We do not sell the attendee list nor partner with outside companies to sell or distribute lists. Beware of companies claiming to have and sell the LeadingAge attendee list.

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  • How do I make a booth payment or get a copy of my invoice/receipt?

    Online booth payments can be made here. You can also contact Bianca Parker at bparker@leadingage.org to confirm your balance or request a receipt/invoice copy.

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  • How do I access the Exhibitor Success Program and On Demand Webinars?

    The 2020 Exhibitor Sucess Program will launch this spring. Watch for updates and your log in to be sent soon.

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  • What do I do if I need to cancel my booth?

    In the event you have to cancel your booth space, cancellation requests must be submitted in writing. Companies who cancel prior to June 1, 2020 are eligible for a full refund, less $250 cancellation fee. No refunds will be issued after June 1, 2020. Cancellation requests should be emailed to sales@leadingage.org.

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  • What if I need to leave before the EXPO ends?

    If you have to leave before the EXPO hours end, you can hire FREEMAN to dismantle and pack your booth. You will be responsible for making those arrangements and related costs. For attendee and exhibitor safety, and in line with the exhibit terms and conditions, booths must not be broken down during show hours. Exhibitors who break down early will be subject to a $500 fine and loss of priority point status for future year’s booth selection process.

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