Exhibitor FAQs

Exhibitor FAQs

General Information 

  • When and where is the 2020 LeadingAge Annual Meeting & EXPO?

    The LeadingAge Annual Meeting & EXPO will be taking place November 4-7 at the  Henry B. González Convention Center located at 900 E. Market Street San Antonio, Texas 78205. The EXPO will be open Thursday - Saturday. View the exhibitor schedule in the Exhibitor Service Center

    Close
  • What is the EXPO Schedule

    2020 Tentative Schedule is listed below and subject to change. Please check back for the final schedule prior to making travel arrangements. Exhibitors are required to have their booth set up and staffed during all EXPO hours.

    Move - In

    Tuesday, November 3: 10:00 am to 5:00 pm

    Wednesday, November 4: 8:00 am - 8:00 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)


    Exhibitor Networking Breakfast

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


    EXPO Open

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


    Move - Out

    Saturday,  November 7 : 12:00pm - 6:00pm

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

    Close
  • Where can I find Exhibitor Terms & Conditions?

    View the 2020 Terms and Conditions 

    The Exhibitor Kit (available in early summer) will also include rules and regulations regarding move in, set up, catering, etc. as specified by Freeman, the Henry B. González Convention Center and their vendors.

    Close

Interested in Exhibiting

  • What are the exhibit rates and what is included?

    • Early Rates per 10’x10’ space (booth reserved between November 1 – June 1, 2020)
      • $2550 Inline Booth Member Rate
      • $3050 Inline Booth Non-Member Rate
      • $2800 Corner Booth Member Rate
      • $3300 Corner Booth Non-Member Rate
    • Standard Rates per 10’x10’ space (booths reserved after June 1, 2020)
      • $2650 Inline Booth Member Rate
      • $3150 Inline Booth Non-Member Rate
      • $2900 Corner Booth Member Rate
      • $3400 Corner Booth Non-Member Rate

    What is included:

    • 10'x10' booth space (pipe/drape, ID sign)
    • 4 EXPO Staff registration badges
    • Listing on the Annual Meeting website, Annual Meeting & EXPO Preview, mobile app, onsite directory
    • Pre and post show attendee mailing list
    • Log in for Exhibitor Success Program (webinars, tool kit and more)

    Exhibitors will also have:

    • Opportunities to upgrade EXPO badges to education badges at a significant discount to enhance your experience by joining attendees in education sessions
    • Access to Exhibitor Exclusive adverstising opportunties 
    • Opportunity to reserve hotel rooms in the offical LeadingAge Hotel Room Block 

    What is NOT included:

    • Carpet (floor covering is required)
    • Table, chairs, etc.
    • Electrical services

    Order forms for carpet, furnishings, lead retreival and other services will be available  in the Exhibitor Kit in June 2020. 

    Close
  • Can I see what booths are available?

    The EXPO is growing with new exhibitors and EXPO features being added often, so be sure to check regularly. 

    View Current EXPO Floor Plan/Exhibitor List

    Close
  • How do I book my booth?

    The online exhibit application is accessible at http://leadingage.org/annual-meeting-expo-application-exhibit. You can also contact sales@leadingage.org for a PDF version of the application.

    Application

    Close
  • Is there are space for Start Up Companies?

    Companies who qualify as a start-up (less than 2 years old), can reserve a table in a highly visible pavilion just for Start-Ups.  This is not a booth space and the pavilion does not allow space for pop-up displays, but is a great space for a company to meet potential investors, partners and customers. 

    Start Up Garage Participation Fee: $1400

    Participation Fee includes:

    • Pedestal table 
    • Freestanding sign with company logo
    • 2 EXPO staff badges
    • Pre and post show attendee mailing list
    • Listing on the Annual Meeting website, brochure, mobile app and onsite directory

    This is not a booth. Pop-ups, exhibit display, etc., are not permitted in the Start Up Garage.

    Contact sales@leadingage.org for more information.

    Apply for Start-Up Participation Today

    Close

Already an Exhibitor

  • 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

    Close
  • 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.

    Close
  • 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
    Close
  • 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. 

    Close
  • 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). 

    Close
  • 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. 

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

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

    Close
  • 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.

    Close
  • 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. 

    Close
  • Where can I find shipping information?

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

    Close
  • 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.

    Close
  • 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. 

    Close
  • Is there Wi-Fi?

    Coming soon!

    Close
  • 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.

    Close
  • 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.

    Close
  • 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.

    Close
  • 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.

    Close
  • 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.

    Close

Additional Marketing Opportunities

  • Is there pre-show advertising available?

    Pre-show print advertising is available in the Annual Meeting + EXPO Preview. It is the only print advertinsing opportunity avialbale and the publication will be mailed to over 20,000 industry professionals. 

    View Rates at https://leadingageannualmeeting.org/advertising-opportunities.

    Insertion Order Deadline: June 1, 2020

    Close
  • Are Sponsorships Available?

    Companies can increase their brand recognition as an Annual Meeting Sponsor. Click here for more details. 

    Close
  • Can I use the show logo in my company's marketing messages?

    Exhibitors will have access to a 2020 Exhibitor Show Logo. This logo can be used for the sole purpose of promoting your booth at the LeadingAge Annual Meeting & EXPO.

    The logo will be available in the spring.

    Close
  • Does LeadingAge have other advertising, sponsorship or exhibit opportunities throughout the year?

0
% of Attendees have Leadership Titles
0
Provider members to network with
0
Segments representing the aging services continuum

Conference GalleryView Photo Gallery