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 NAEMSP (info-NAEMSP@NAEMSP.org) in writing. All sums paid by the exhibitor, less a service charge of 50 percent, will be refunded prior to December 1, 2024. No refunds will be made on or after December 1, 2024.
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 2024.
When are future NAEMSP® Meetings being held?
Please save the date for upcoming NAEMSP® Annual Meetings:
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 info-NAEMSP@NAEMSP.org
BOOTH SELECTION
Please be sure to review 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 descriptions of each booth type. View the interactive floorplan to see what booths are available. Booths highlighted in blue and green are available, and booths highlighted in red are sold. Hover over a booth to see which company has it reserved.
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 info-NAEMSP@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, 2024). Please contact NAEMSP at info-NAEMSP@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 info-NAEMSP@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 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.
