Exhibitor FAQs

Your company Password was included on the Booth Confirmation email that was sent to the exhibit booth contract. If you can’t find it, please contact Stacey Mills at (703) 838-5849 or smills@astd.org. This Password is also used for Exhibitor Registration and ordering products and services through Champion Exposition Services so keep it handy!

What is included with my exhibitor listing in the Program Guide?

Company name, booth number, address, telephone and toll free number, website, company description, and 3 areas of expertise. To see all the publicity included with your booth view the Branding Enhancements. To find out how to add your information view the Virtual Booth Information. The deadline to submit your information for the Program Guide is April 15, 2010 and February 12, 2010 for the April issue of T+D magazine. To update your profile Login now.

If I signed up to have my logo in the Program Guide, where do I send my logo?

Visit the Logo Requirements for file and deadline details. Generally, you need to send an Adobe Illustrator EPS file converted to outlines in black to smills@astd.org. Deadline is April 6, 2010.

When does exhibitor move-in begin?

Exhibitor Move-In is Friday, May 14 from 1:00pm-5:00pm and Saturday, May 15 – Sunday, May 16 from 8:00am-5:00pm. All exhibit booths must be set and ready for inspection no later than 5:00pm Sunday, May 16.

What is the exhibitor schedule (Move-In/Out, etc.)?

A full detailed schedule will be included in the Exhibitor Service Manual, approximately February 2010. Move-in is scheduled beginning Friday, May 14 at 1:00 p.m. through Sunday, May 16 at 5:00 p.m. Move-out is tentatively scheduled to begin at 1:15 p.m. on Wednesday, May 19 through 3:00 p.m. on Thursday, May 20. There will be a variety of food functions and other traffic builders inside the hall during show hours.

Where can I view the conference schedule?

Conference schedule is available at Schedule at a Glance.

What does my booth fee include?

Click here to see what is included with your booth or Premium sponsorship.

What furniture is included with my booth? Is anything required?

No furniture is provided with your booth. Only 8' back drape, 3' side drape and an ID sign for linear and perimeter booths are provided complimentary. Anything you need for your booth (tables, chairs, electricity, internet, etc.) must be ordered ala carte through the official vendors. The Exhibitor Service Manual (available online February 2010) will include all the order forms/info. All exhibitors are required to carpet or provide a floor covering over their entire booth space.

What are the height restrictions for my booth?

Refer to the Exhibitor Service Manual for details. Generally, for a linear booth the maximum height is 8 feet, a perimeter booth is 12 feet, and an island booth is 20 feet. Contact smills@astd.org for more information.

What is an exposed end cap?

Companies that are located at the end of a row or who have curved displays must drape the exposed ends or sides of their display to provide a clean, polished look. If the exhibitor does not order these in advance, Champion Exposition Services, at ASTD Show Management request, will automatically perform this service and charges will appear on the exhibitor’s invoice.

Can I hang a sign in the EXPO?

Island booths are permitted to hang signs over their booth space. The maximum height is 16'. Refer to the Contract Terms and Exhibitor Service Manual for more information.

What are the show colors?

Show colors have not been determined yet. Details will be included in the Exhibitor Service Manual, approximately February 2010.

Where do I order the materials and services I’ll need for my booth on-site?

The Exhibitor Service Manual will contain all the order forms and information you will need. It will be available online early February 2010. An email will be sent to exhibitors once it is online. You will need your Company Password for online Champion ordering.

When will I receive the Exhibitor Service Manual?

The manual will be available online early February 2010. Watch your email for announcement once it's live. You will need your Company Password for online Champion ordering.

What does my registration include?

Full conference exhibitors have access to the EXPO including during move-in/out and early/late access hours, and all the educational sessions and events outside of the EXPO (except workshops,certificiate programs, and the Celebration which require additional fees). Exhibitor personnel have access to the EXPO during move-in/out, early/late access hours, and show hours only. All exhibitors are invited to the hosted food functions inside the EXPO.

How many exhibitor personnel are included with my booth?

Each 10’x10’ booth includes 1 full conference registration and 3 exhibitor personnel (EXPO Only) registrations. Additional exhibitor personnel are $25 and full conference at the prevailing member/non-member rate. There is no limit to the number of booth personnel allowed.

How do I register my booth personnel?

Exhibitor Registration will open around March 2010. Check back to this website for the link. You will need your company Password that was emailed in your confirmation letter to access this site. The deadline to register booth staff is approximately May 6, 2010.

Will I receive a confirmation?

Once a booth contract has been processed, an emailed confirmation will be sent to the contact on the contract. Once you register your booth staff, an email confirmation will be sent to the email provided with that registration. Registration confirmations can also be obtained by logging in to the Exhibitor Registration site and clicking the view/edit link next to the registrant's name.

What if I need to cancel or change a registration?

Login to the Exhibitor Registration site. Click the view/modify link next to the Registrant's name. You can cancel or change a registrant prior to May 6. After that date, any changes must be made on-site. There is no fee to make changes, however, badge substitutions are not allowed.

How do I invite my customers to visit me during the show?

Complimentary EXPO Only passes are available for exhibitors to use and invite existing or potential customers to see their booth during the conference. A customizable invitation will be sent to exhibitors about a month prior to the conference.

Can I get the contact info of the conference attendees?

A complimentary one-time use of the pre-conference attendee list is available to all exhibitors. The list contains name, title, company name and address. No telephone, fax or email addresses are provided. An email will be sent to exhibitors when the list is ready, approximately 30 days before the conference. You will need to complete and order form and sign a list rental agreement before obtaining the list from our list provider. You must also a copy of your mailing for approval. A post-show attendee list is available to all exhibitors who complete the post-show exhibitor survey. Information is sent after the conference.

How can I maximize my company’s exposure at the conference?

Contact your Sales Account Executive to find out the variety of sponsorship and advertising options, and what’s best for your company.

Do I need to submit proof-of-insurance?

If you are using an Exhibitor-Appointed Contractor (EAC) to set-up and/or dismantle your booth, ASTD must receive the following prior to the show opening:

Completed EAC Form included in the Exhibitor Service Manual
Certificate of Insurance of EAC listing ASTD, Network Media Partners, Champion Exposition Services and McCormick Place as additionally insured.
All exhibitors are highly encouraged to obtain General Liability Insurance. The Exhibitor Service Manual will contain more information.

I need to cancel/downsize my booth; can I have my money back?

If a written cancellation or downsize notification is received before July 6, 2009, 100% of the commitment will be released. If a written cancellation or downsize notice is received July 7 - October 1, 2009, 50% of the total contract amount will be refunded. No refunds are provided for cancellations or downsize notifications after October 1, 2009. Contact your Sales Account Executive for more details.

How do I make hotel reservations?

Reservations for making hotel accommodations must be through the official housing company, Wyndham Jade. Reservations will open approximately November 2009. See Hotel & Travel for more information.

How can I become a speaker?

The Call for Proposals for the 2010 conference is closed.

What is the dress code?

Business casual.

Where are the conference functions taking place?

All conference and exposition activities will be at McCormick Place, West Building. The Celebration will be located off-site, location TBD.

Will transportation be provided to the convention center?

Complimentary shuttle bus transportation will be provided from hotels in the room block to McCormick Place. See Transportation for more information.

Is child care available?

No, we're sorry but no child care is provided. All conference and exposition activities are recommended for adults aged 18 and up. No children under the age of 18 are allowed in the EXPO at any time.

My question is not here, who should I ask?

Please contact Stacey Mills at smills@astd.org or call (703) 838-5849 from 9:00am – 5:00pm EST.