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 Brittany Marinovich, Meeting Manager (brittany@NAEMSP.org) in writing. All ‎sums paid by the exhibitor, less a service charge of 50 percent, will be refunded prior to ‎December 1, 2023. No refunds will be made on or after December 1, 2023. 
‎ 
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. 
‎ 
Does NAEMSP® provide exhibitors attendee mailings lists with a booth purchase? 
Attendee mailing lists (no emails) are only available for purchase. To purchase a mailing list here, click here. 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 2023.  
‎ 
When are future NAEMSP® Meetings being held? 
Please save the date for upcoming NAEMSP® Annual Meetings:

January 6-11, 2025     Manchester Grand Hyatt San Diego
January 26-31, 2026   JW Marriott Tampa Water Street & Marriott Tampa Water Street
January 11-16, 2027   JW Marriott Austin
January 10-15, 2028   Manchester Grand Hyatt


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 Brittany@NAEMSP.org.

 

BOOTH SELECTION

Please click here to view the policies and procedures. By purchasing a booth online you are agreeing to follow all policies and procedures.

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 blue and orange are available and booths highlighted in ‎red 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 Brittany@NAEMSP.org. 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, 2023). Please ‎contact Brittany Marinovich, Meeting Manager at Brittany@NAEMSP.org
‎ 
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 $200 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 Brittany Marinovich at Brittany@NAEMSP.org to request the change. Only ‎the main booth contact is able to switch booth representatives.
‎ 
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 FURNISHING


How do I order booth furnishings? 
The service kit will be sent to the email address provided during registration.

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®. Booth is not ‎furnished with tables and chairs.  

Is the exhibit hall carpeted? 
Yes. 

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 JW Marriott Austin. A form to order electricity ‎will be provided in the Viper Service Kit. 

Is Wi-Fi included with the purchase of a booth?
Wireless internet is available in NAEMSP® Meeting Space. Please 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®. ‎An AV order form will be provided in the Viper Service Kit.

Is a lead retrieval system available for rent?
Lead retrieval is available through Conexsys. Additional information will be available at a later date. 

 

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.‎