Booth Purchase Information

Below you will find helpful information to assist you in the purchase of a booth at the APAP Conference NYC 2010.

Booth Pricing | Booth Selection Process | EXPO Hall Hours/Load-in and Load-out | Attendee Tracking | Important Deadlines/Payment Info | Exhibitor Support | First Time Exhibitors Webinar Phone-in

Booth Pricing

In an effort to help stabilize your expense of exhibiting at the APAP Conference NYC, booth prices have remained unchanged since last year.

When purchasing multiple booths, a $2,500 surcharge will be added to the total cost. (For example: two 10' x 5' standard booths at $750 each plus $2,500 = $4,000 total booth rate). You may purchase up to three booth spaces.

Booth Badges

The online registration process will provide you with the ability to assign your included booth badges. In order to have the badges available onsite, and avoid waiting in line at onsite registration, we ask that you assign them by January 6, 2010. However, if an exhibitor has not completed assigning included booth badges, s/he will be able to register that badge on site at no charge.

Please note: if a badge is changed because of a typo or title change, there will still be a charge of $20. Additionally, the $200 charge for booth badges purchased onsite (beyond those included with the booth) will still apply.

You may purchase additional badges online at an early rate of $100 per badge until October 8, 2009. After that date until January 6, 2010 the cost of badges will be $150. Onsite badge purchase will cost $200.

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Booth Selection Process

Booths are sold on a first come, first served basis. As long as the booth you are interested in has not already been sold to another member who registered earlier than you, the location should be yours. So register early!

Seniority System

Returning exhibitors who purchased a booth last year are given renewal priority on selecting their booth locations based on the number of years they have continuously participated in this conference. Each group has been notified of the specific renewal dates based on the years they have exhibited, as follows:

Three Step Process to Buying a Booth

1. Ensure your membership in Arts Presenters is up to date and paid through January 31, 2010. If you have questions, please call our Conference Hotline at 1-888-717-2727 (Monday through Friday, 10:00 am - 5:30 pm EST) or see us on the web at www.artspresenters.org/join/
2. Register as a full Conference attendee. Click on the Register Now button at the top of this page
3. Click on Buy a Booth and follow the steps to selecting the booth of your choice

You will also be required to pay a 50% deposit (by credit card) at the time you reserve your booth.

Important Credit Card Payment Information

If you pay by credit card, you will be able to select your booth and sign up for a split payment process.

Change for 2010 – Please Note

In order to ensure your electronic security, the APAP registration service will not store your credit card number. We will therefore be unable to automatically debit your credit card for the final booth payment. You will need to re-enter your credit card number when you pay the balance on your account.

Locating a Booth Near a Colleague

There is no guarantee you will be next to or near your colleague. However, there are steps you can take to improve your chances. You will be able to mouse over the entire exhibit hall during your booth registration process. You will be able to identify who has registered and where they will be located. We recommend you coordinate with your colleague when you both will be logging on to procure your booth. This will provide the greatest chance to be near each other.

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EXPO Hall Hours/Load-in and Load-out

Late Load-In/Early Load-Out Booths

There are five booths in Americas Hall I and five booths in Americas Hall II, located near the freight elevators, which are late load-in/early load-out (they are starred on the floor plan). Please note that if you select one of these booths, your access to them will be limited during load-in and load-out times.

Exhibit Materials Handling

All exhibit materials over thirty (30) pounds must be transported to the exhibit hall from the loading docks. Drayage charges may apply. Exhibitors are expressly prohibited from utilizing the escalators to prevent damage to the equipment.

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Attendee Tracking

Lead Retrieval

Exhibitors can capture all of the office contact information for attendees they meet using the name badge bar code and easy to use E Touch lead retrieval system. With this system, exhibitors will be able to download their data daily while onsite – no more waiting! The lead retrieval order form is included in the exhibitor's kit.

Attendee Lists

Exhibitors will have access to the real time attendee list, which will be available for download as many times as they wish at no additional cost. NOTE: the list will provide names and mailing addresses only, unless attendees opt to allow electronic contact, in which case email addresses will also be listed. Otherwise, no phone numbers or email addresses will be provided to maintain the privacy of the attendees.

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Important Deadlines/Payment Info

Important Deadline: October 8, 2009

• Final booth payment due
• Booth Cancellation deadline
• Refund eligibility deadline

In order to ensure your electronic security, the APAP registration service will not store your credit card number. We will therefore be unable to automatically debit your credit card for the final booth payment. You will need to re-enter your credit card number when you pay the balance on your account.

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Exhibitor Support

EXPO Decorator

GES is our contracted exhibit hall decorator. Extra booth equipment other than that provided with the booth, such as furniture, hanging hooks, custom-designed displays or shipping, may be ordered directly from GES. Contact information will be provided win your Exhibitor Confirmation package. GES maintains an onsite service booth that is open during Exhibit Hall hours and is located just outside the entrance to Americas Hall I on the 3rd floor. Exhibitors may use this service for booth repair or ordering small equipment.

Audiovisual Equipment

Exhibitors may bring their own audiovisual equipment, or they may order equipment from PSAV, the Hilton Hotel's onsite audiovisual provider. The AV request form is included in the exhibitor's kit.

Electricity

The Hilton Hotel provides exhibit booth electricity. All exhibitors requiring electricity can access the electrical request form in the exhibitor's kit.

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Booth must be purchased by December 2, 2009 in order for your organization's name to appear on the printed EXPO Hall Map. Booths can be purchased after this date, however, your organizations's name will not be included on the printed EXPO Hall Map if you purchase your booth after December 2.