Show Logistics for Exhibitors
Browse the rules and regulations for exhibiting at NAFSA 2019, and discover key information about the installation and dismantling of exhibit space, exhibitor registration and housing, and the Walter E. Washington Convention Center (WWCC).
Rules and Regulations
NAFSA adheres to the Rules and Regulations set forth by the International Association of Exhibition’s and Events (IAEE). It is crucial for all exhibitors to review IAEE’s Rules and Regulations prior to making booth arrangements and arriving on-site.
All exhibitors agree to the Terms and Conditions set forth by NAFSA. Exhibitors should review these Terms and Conditions, as well as complete exhibitor tasks within the booth management portal .
Exhibitor Services, Installation, and Dismantling
Freeman is the official general services contractor for NAFSA 2019. Fully paid exhibitors have been will be sent the Freeman Exhibitor Service Manual (ESM) in late February 2019 to plan their booth furnishing and set-up. Additional resources provided by Freeman are listed below.
Exhibitor Appointed Contractors
Should an exhibitor choose to hire a general services contractor outside of Freeman (known as an Exhibitor Appointed Contractor (EAC)), the exhibitor will be required to complete the necessary paperwork and provide additional insurance information for said EAC. Requests for further information on EAC’s should be directed to [email protected]. All EACs will need to be approved by NAFSA staff at least six (6) weeks prior to the show.
Additional Assistance with Installation/Dismantling
During installation and dismantling hours, the only personnel allowed within the exhibits hall are exhibitors (with proper credentials), convention center staff, and general service contractor staff (previously approved by and confirmed with NAFSA staff). Should an exhibitor require additional assistance from a colleague not attending nor exhibiting at the conference, the exhibitor will need to get prior approval from NAFSA staff. For further information, please contact [email protected]. All additional staff will need to be approved by NAFSA staff at least 30 days prior to the show.
All exhibitors receive a single eventBit lead retrieval and beacon reader as a complimentary exhibiting benefit of the NAFSA 2019 Annual Conference & Expo. This technology allows you to obtain near-real-time data about booth traffic, visits, and attendees. Using beacon technology, you have access to exhibitor dashboards that include aggregated data about your conference experience that provides you with insights on the overall success of your event like never before. Learn more.
Exhibitor Registration and Housing
Exhibitors will receive two (2) complimentary registrations for every 10’x10’ (100 sq ft) booth space purchased. Prior to March 1st, exhibitors will be sent a unique coupon code to use during registration to receive the complimentary registrations. Each exhibiting staff person will need to register individually, and will need to have an individual NAFSA Passport account. Once all allotments (comp registrations) have been used by essential exhibiting staff, booth contacts can share this same code with other staff meant to work in the exhibit booth. These additional registrations will require payment, but will identify additional staff members as exhibitors. This is a necessary credential for accessing the show floor during installation and dismantling hours.
Exhibitors will be able to book within the NAFSA housing block once open on March 1, 2019. See Housing for more information on hotels within this block.
Walter E. Washington Convention Center Information
Walter E. Washington Convention Center (WWCC)
801 Mt. Vernon Place NW
Washington, D.C., 20001