NAEMSP 2019 Annual Meeting - Exhibit Booth Registration
Please click here to view the policies and procedures. By purchasing a booth online you are agreeing to follow all policies and procedures.

Frequently Asked Questions (FAQ)

General Questions:

I have to leave before the hall closes – can I tear down early?
Exhibitors may not dismantle their booths earlier than the close of the show. Exhibitors who make earlier flight plans must arrange for another party to dismantle their booth. There are NO EXCEPTIONS to this policy. There will be a $250 penalty for early dismantling.

Is it safe to leave items at my booth?
Security will be provided when the exhibit hall is closed. However, it is recommended that valuable equipment and personal items should be locked up or taken with you each day. Exhibit management will not be responsible for loss or damage.

We are no longer able to exhibit at NAEMSP® how do I cancel our booth?
Should the exhibitor be unable to occupy and use the contracted exhibit space, exhibitor shall promptly notify Caitlin Arnold, Meeting Manager ( in writing. All sums paid by the exhibitor, less a service charge of 50 percent, will be refunded prior to November 30, 2018. No refunds will be made on or after November 30, 2018.

I would like to host a drawing in our booth, is this allowed?

Prize drawing and contests are permitted with permission from Exhibit Management. Contests may not obstruct or disturb surrounding booths and must follow local laws.

® provide exhibitors attendee mailings lists with a booth purchase?
Attendee mailing lists (no emails) are only available for purchase. You can download the advertising form by clicking here to purchase. 
You may also access a list of attendees by downloading the meeting mobile app. 

How do I make hotel reservations?
The hotel reservation link will be available to exhibitors when meeting registration opens in September 2018. 

When are future NAEMSP® Meetings being held?
Please save the date for upcoming NAEMSP
® Annual Meetings:
January 9-11, 2020        Manchester Grand Hyatt San Diego
January 14-16, 2021      JW Marriott Austin
January 13-15, 2022      Manchester Grand Hyatt San Diego

I’ve read this entire page, and still cannot find an answer to my question, who do I contact? 

Please contact the NAEMSP® Executive Office at 913-222-8654 or email


Booth Selection:

How do I select my booth?
You select your own booth space from the interactive floor plan before registering. If your registration record does not list your booth number please contact the executive office. 

What booths are available to purchase?
Visit the exhibits page to see pricing and a description of each booth type. Click here to visit the interactive floorplan. Booths highlighted in teal and navy are available and booths highlighted in gray are sold. To see which company has reserved booths hover over the booth.

I am a non-profit and want to purchase a Preferred booth but my discount code will not work.

The Non-Profit discount is only for standard booths – booths marked with a ‘P’ must be purchased at the Preferred rate.

How do I purchase a booth at the Non-profit rate?

Please email an IRS Verification letter stating 501(c)3 or 501(c)6 status to Upon approval a discount code will be emailed to you.

I’ve already purchased my booth but no longer like where I am placed. Can I switch booths?
You may switch booths up to 30 days prior to the start of the show (December 7, 2018). Please contact Caitlin Arnold, Meeting Manager at 913-222-8622 or

Are we able to purchase more than one booth?

Yes, you may purchase multiple booths. At this time our registration system does not allow you to purchase multiple booths in one transaction. You must make multiple transactions to purchase 2 booths.

Booth Representatives:

How many booth representatives does my company receive with our booth?
Your exhibit booth fee includes two (2) exhibit hall only booth representative badges. Representatives are invited to all events held within the exhibit hall.

Are booth representatives allowed to attend sessions?
Booth Representative Badges do NOT include annual meeting registrations. Exhibit booth representatives must register as full meeting or single-day registrants at the prevailing rates in order to receive continuing education hours.

Can we purchase additional badges for staff for our booth?
Additional booth representative badges can be purchased for $175 each and include access to the exhibit hall and NAEMSP® meals held in the exhibit hall during exhibit days, including the Welcome Reception.

Is there a limit to the number of staff we can have in our booth?
No, there is no limit. Each person staffing a booth must register and wear their name badge at all times.

My co-worker, spouse, friend, etc. is going to help me set up my booth – do I need to register them?

Access to the exhibit hall is limited to those who have an official NAEMSP® name badge.

Can I purchase additional booth representative badges on-site?

Yes, please visit the registration desk on-site at the meeting. 

A booth representative I registered is no longer able to attend, can I switch them with someone else? 
Yes, you must email Caitlin Arnold ( to request the change. Only the main booth contact is able to switch booth representatives. This form will need to be completed and brought to the on-site registration desk. 

Can I pick up badges for my colleagues?
No, each booth representative must pick up their own badges on-site at the registration desk. No exceptions. 


Booth Furnishings

How do I order booth furnishings?
The service kit was emailed to the email provided at registration. You can access the service kit by clicking here

What furnishings come with the purchase of a booth?
Each 10’ × 10’ booth includes pipe, drape, a one-line identification sign and two exhibit representatives. All other materials including booth furnishings must be ordered through Viper Tradeshow Services, the official service contractor company for NAEMSP®.

Is the exhibit hall carpeted?


Does electricity come with the purchase of a booth?
Electricity does not come with the purchase of a booth. Should you need internet access you will need to contact Encore Event Services at the Manchester Grand Hyatt. A form to order electricity can be found in the Viper Service Kit.

Is Wi-Fi included with the purchase of a booth?
Wireless internet is available in NAEMSP® Meeting Space. Please see download the annual meeting mobile app for more information.

Who do I contact to order AV equipment or services in my booth?
Visual FX is the official AV provider for NAEMSP®. You can contact Visual FX at 847-426-3100. An AV order form is provided in the Viper Service Kit.

Is a lead retrieval system available for rent?
Lead retrieval is available through Conexsys. To learn more or place an order please visit If you have any questions about lead retrieval please contact Conexsys at 978-338-4194 or 

Freight Handling:

Where do I ship my booth materials?
We recommend that you ship all of your materials to the Viper Advance Warehouse. The address for the advance warehouse will be provided in the Viper Service Kit. 

Who do I contact if I have questions about shipping my materials?
Please contact Viper Tradeshow Services at 847-426-3100.