Exhibitor FAQs

Annual Conference & ExpoNAFSA 2018 Call for Proposals

Find answers to all of your questions about exhibing at the NAFSA Annual Conference & Expo. Explore booth options, exhibitor services and regulations, registration and housing information, and networking opportunities.

Booth Rental Process and Pricing

What is the booth rental cost?
Please see the grid below for pricing information and important dates.

Booth Category Early Bird Rate: Apr. 14 - Aug. 31, 2017 Standard Rate: After Aug. 31, 2017
10’x10’ Premium Booth $8,695 $8,975
10’x10’ Corner Booth $7,195 $7,475
10’x10’ Aisle Booth $5,795 $5,975

You can also use NAFSA’s Exhibit Booth Calculator to get an estimate of your booth rental.

How can I select a booth?
View the 2018 Expo Floor Plan to see which booths are available.
Use the Exhibitor Rental Portal to begin the rental process*.
*All exhibitors will need to have a NAFSA Passport and be logged into the account before accessing the Exhibitor Rental Portal.

What’s included in my booth rental?
Please see the What’s Included in Your Booth Rental document. This document will also contain booth specification information for furnishing measurements.

How do I access the Booth Management Portal?
Please use the Booth Management Portal to access information on booth payments, exhibitor tasks, and additional resources.
*Use the same login credentials as the NAFSA Passport for the official booth contact.

The original booth contact for my organization no longer works here, how do I transfer the contact information?
Please e-mail exhibits@nafsa.org with the following information in your request:

  • Booth Number
  • Name of Organization
  • New Booth Contact Details: First and last name, e-mail of new booth contact, NAFSA Passport account ID

If the new contact does not have a NAFSA Passport, an account will need to be created before the contact transfer can be completed.

How can I pay my invoice?
Visit the Booth Management Portal to pay your invoices and complete exhibitor tasks

Please see the following documents for the accepted forms of payment
Credit Card Authorization
Instructions for Payment by Check or Wire Transfer

What methods of payment are accepted?
NAFSA accepts payment by credit card, check, and wire transfer (international exhibitors only). We do not accept purchase orders.

If paying by credit card, exhibitors are required to pay a 50% deposit at the time of booking online. Deposit payments by check or wire transfer must be submitted to NAFSA within 30 days of booking. Information on submitting payment:
Credit Card Authorization
Instructions for Payment by Check or Wire Transfer

My institution can only pay by purchase order. How can I rent a booth?
If you are required to pay by Purchase Order, the exhibits staff will include the PO# on your invoice, however, you will still be required to pay by one of the three options listed above.

What are exhibitor tasks, and how do I complete them?
Exhibitor Tasks are listed and can be completed within the Booth Management Portal. These tasks allow exhibitors to complete payment, and submit to NAFSA the necessary information to promote each organization within the printed conference program, online planner, and interactive floorplan. Failure to complete these tasks by January 26th, 2018 will result in a delayed, or non-representation in these materials.

Can I cancel my booth rental?
Cancellation of exhibit booth space must be in writing and postmarked by the cancellation deadline of March 9, 2018. Deposits are nonrefundable, regardless of the date of cancellation. Cancellations are subject to a liquidated damages payment of 75% of the total exhibit booth rental because of the difficulty of determining and proving NAFSA’s actual losses. There will be no refunds for cancellations received after 5:00 p.m. on March 9, 2018 (Eastern Daylight Time). No shows shall be treated as cancellations. Upon cancellation (including no shows), NAFSA has the right to resell the space and retain all revenue collected.

Exhibitor Services

What are the Exhibitor Installation and Dismantling times for the Expo Hall?

Installation:
Sunday, May 27, 2018, 8:00 a.m. – 5:00 p.m. (EST)
Monday, May 28, 2018, 8:00 a.m. – 5:00 p.m. (EST)

Dismantling:
Friday, June 1, 2018, 11:15 a.m. – 5:00 p.m. (EST)

Please note that during Expo set-up and tear-down, the Expo Hall is considered a Work Site and all exhibitors are expected to meet and adhere to the Pennsylvania Convention Center’s Safety Guidelines. Failure to do so could result in the exhibitor being denied access to the Expo Hall.

Where do I find information on set-up regulations?
Please read IAEE’s Exhibit Booth Regulations to learn about important rules for designing your booth. Booths that are found to be in violation of these regulations will receive a written notice from show management, and will be asked to adjust their booth accordingly.

How do I order electricity and furniture for my booth?
When available, exhibitors will be able to use Freeman’s Online Exhibitor Service Manual to make arrangements for ordering electricity and furnishings for their booth. This will be sent out to all exhibitors with a zero balance in early 2018.

What is an Exhibitor Service Manual, and when will we receive it?
The Online Exhibitor Service Manual is a comprehensive resource for our exhibitors provided by Freeman Decorating Services, NAFSA general services contractor. This guide contains information for furnishings/electricity rental, booth set-up/tear down, convention center order forms, and much more. Freeman works closely with all exhibitors to ensure a successful, well-planned, and safe experience for the NAFSA International Education Expo. The manual will be sent out in early February to all exhibitors with a zero balance as of January 26, 2018.

How do I ship my materials to the convention center?
Information on shipping will be available in the Exhibitor Service Manual.

What credentials will I need to get into the Expo Hall before official hours? (For daily set-up/break-down)
All exhibitors will need a red and white EXHIBITOR ribbon to enter the Expo Hall before official Expo Hall hours. This credential will also be required during installation and dismantling hours. Only exhibitors who have the designation EXH on their attendee name badges will be given this ribbon. Information on exhibitor registration will be sent out in late February before registration opens.

I have a colleague who will be helping me set-up/tear-down, but will not be attending the conference. What credentials do they need to get into the expo hall?
Please contact exhibits@nafsa.org to make the necessary arrangements.

What are Exhibitor Appointed Contractors?
Exhibitor Appointed Contractors (EAC) are general services contractors hired by exhibitors outside of NAFSA’s official contractor, Freeman Co. If an EAC is employed, the Exhibitor must provide NAFSA the name of the EAC no later than 30 days prior to the first day of Exposition move in. All EACs must provide a valid certificate of insurance for liability and worker’s compensation. The EAC must also sign an indemnification agreement and agree to comply with these terms and conditions.

What proof of insurance do I need to provide to show management?
Taken from the Liability and Insurance clause of the 2018 Exhibit Space Contact Terms and Conditions:
Exhibitor must obtain insurance policies covering its exhibit materials at the conference. Exhibitor must also have adequate public liability, bodily injury, and property damage insurance coverage for participation in the Expo. Such insurance shall name NAFSA, the Pennsylvania Convention Center, as additional insureds. All Exhibitors must provide a certificate of insurance coverage to NAFSA. Exhibitor hereby waves each and every claim that arises or may arise in its favor against one or more Indemnitee for any and all losses covered by its insurance. Such waiver precludes the assignment of any claim by subrogation or otherwise.
Please e-mail exhibits@nafsa.org for further information.

How do I secure insurance as an international exhibitor?
NAFSA is currently working to secure insurance rates for international exhibitors. Information on the approved companies and insurances rates is forthcoming.

Can we bring in food for attendees to sample?
All food being distributed within the convention center must be approved by the convention center food services department. For more information about ordering food and beverage at your booth, please see the Convention Center Resources section. This information will also be available in the Exhibitor Services Manual.

Registration, Housing, and Travel

Do I need to register for the conference?
All exhibitors are required to register for the conference when registration opens on March 1, 2018. Each exhibitor is allowed two (2) complimentary registrations per 100 sq ft (10’ x 10’) booth rental space.

How do I use my complimentary registration for the conference as an exhibitor?
Exhibitors will receive an e-mail containing unique registration code in late February to use during registration. Instructions for using this code will be included in this e-mail.

What if I am not using one of the complimentary registrations, but still need to register as an exhibitor?
The same code will be used for non-comped exhibitor registrations. If you are not meant to receive a comped registration, you will need to wait to register until after all of the complimentary registrations assigned to your code have been used.

When I can book my housing?
The official housing block for NAFSA 2018 will open on March 1, 2018. Information will be posted on the Housing & Travel webpage in early February 2018. Please see the Unauthorized Housing Providers Notice for information on housing scams.

How do I obtain an invitation letter for my visa application?
If you are from a country which requires a Letter of Invitation to acquire your visa, you will need to submit a Letter of Invitation Request through our webform. This will be available early January 2018.

Be sure to familiarize yourself with the wait times information for interview appointments and visa processing at each embassy and consular section worldwide. Further information on this can be found on the U.S. Department of State website. Please allow 3-5 business days to process your request. The acceptance of a request will be based on the information provided by the attendee demonstrating professional or academic alignment with NAFSA’s mission and values.

Mailing Lists and Networking

When will we receive the pre-show mailing list?
All exhibitors will receive a complimentary pre-show mailing list after Early Bird registration ends on April 13, 2018. This mailing list is a one-time concession offered to exhibitors as a part of their booth rental. The mailing list will only contain the registrants who register before April 13,2018. Any companies offering a mailing list before this date are scams and should be avoided. The information included in this mailing list will be attendee names, mailing address, and professional domain. Attendee e-mails and phone numbers will not be provided. If exhibitors wish to contact attendees via e-mail, they can do so through our mailing services provider, InFocus Marketing.

How can I reach out to attendees before the conference?
Exhibitors are encouraged to reach out to attendees through the NAFSA 2018 Online Planner and Mobile App Networking & Attendees feature. For privacy reasons, only attendees who have chosen to share their contact information within this feature will be able for contact.

How can I book a private event during the conference?
For those individuals or groups interested in planning a private event or meeting during the NAFSA 2018 Annual Conference & Expo, please visit http://www.discoverphl.com/meet/venues/micro, for venue and vendor assistance.

How can I get more exposure in the Expo Hall outside of my booth area?
NAFSA has several marketing and sponsorship opportunities to help enhance your organization’s exposure both within the Expo Hall, and throughout the conference venue. To learn more about these opportunities please see:
Sponsorship Opportunities
Additional Marketing Opportunities