NAFSA 2021 Exhibitor FAQs
Find answers to all of your questions about exhibiting at the NAFSA Annual Conference & Expo. Explore booth options, exhibitor services and regulations, registration and housing information, and networking opportunities.
What are the official dates of the Annual Conference?
The conference begins Sunday, May 30, and ends Friday, June 4, 2021.
Where is the conference being held? What is the address of the convention center?
Orange County Convention Center
9800 International Drive Orlando, FL 32819
When does conference registration begin on-site?
On-site registration opens on Saturday, May 29. The on-site registration schedule will be posted online in the Spring of 2021.
Expo Hall Dates:
June 1 - 4, 2021
How can I select a booth?
View the 2021 Expo Floor Plan to see which booths are available. Once booth sales open, prospective Exhibitors will be able to select and rent a booth using our online booth rental portal. *
*All exhibitors will need to have a NAFSA account and be logged into the account before accessing the Exhibitor Rental Portal.
What’s included in my booth rental?
All booth rental details are covered in the What’s Included in Your Booth Rental document. This document also contains booth measurements.
How do I access the Exhibitor Portal?
The Exhibitor Portal will be available to exhibitors who have completed the rental process. There is only one booth admin who will have access to the company's portal. The person who completes the booth rental is assigned as the booth admin by default. If you do not have access to the portal and should be the booth admin, please contact Exhibitor Information to request an admin swap.
The original booth contact for my organization no longer works here, how do I transfer the contact information?
Please contact Exhibitor Information with the following information in your request:
- Booth Number
- Name of Organization
- New Booth Contact Details:
- First and last name
- NAFSA Passport account number
If the new contact does not have a NAFSA account, an account will need to be created before the contact transfer can be completed.
How can I pay my invoice?
Exhibitors with completed booth rentals will be able to pay their booth deposits and submit final payments by credit card int he Exhibitor Portal or pay by wire transfer, or U.S. checks drawn on a U.S. bank.
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.
For more information on submitting payment, please contact Exhibitor Information.
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.
Please contact us at Exhibitor Information to request any forms.
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 Exhibitor 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 floor plan. Failure to complete these tasks by January 24, 2021, will result in a delay, 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 6, 2021. 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 6, 2021 (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.
What are the Exhibitor Installation and Dismantling times for the Expo Hall?
Sunday, May 30, 2021, 8:00 a.m. – 5:00 p.m. EDT
Monday, May 31, 2021, 8:00 a.m. – 5:00 p.m. EDT
Friday, June 4, 2021, 11:15 a.m. – 5:00 p.m. EDT
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 safety guidelines set forth by NAFSA and the Orange County Convention Center. 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 2021.
Will there be internet in the convention center?
The Orange County Convention Center does offer complimentary Wi-Fi, however, it is not recommended for video or presentation streaming. The complimentary Wi-Fi service is for casual browsing only. Exhibitors should consider purchasing internet for their booths to ensure optimal coverage for lead retrieval and messaging to attendees.
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 29, 2021.
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 us 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 45 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 2021 Exhibit Space Contact Terms and Conditions:
The 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 Association of International Educators, The Orange County 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 contact us 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 insurance rates are forthcoming.
Can we bring in food for attendees to sample?
All food 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 will be available in the Exhibitor Service Manual.
When will we receive the pre-show mailing list?
Due to new policies compliant with the European Union's General Data Protection Regulation (GDPR) and the Canada Anti-Spam Law (CASL), NAFSA is implementing a new process for distributing this list to its exhibitors, beginning with the NAFSA 2019 Annual Conference & Expo. Please review the following information for details on the new process and the new policy surrounding this change.
- All exhibitors who wish to receive the complimentary list must submit a request through NAFSA's marketing partner, InFocus.
- The list will be sent only to the exhibitor's agency responsible for handling their mailings/advertising.
- Exhibitors who do not have their own agency or marketing partners will be required to use InFocus. No lists will be distributed directly to the exhibitor.
- All mailing messages to be sent using the complimentary list must be approved by NAFSA prior to sending.
- All exhibitors who choose to use the list for the single-use physical postal mailing will be responsible for paying a processing fee of up to $75 USD.
- Exhibitors who do not have their own agency or marketing partners will be required to use InFocus mailing services, incurring additional fees based on the services utilized.
- If there are multiple organizations exhibiting together within an exhibit space, the single use mailing list request must be sent by the booth organizer on behalf of its participants.
Exhibitors are also reminded that use of this mailing list is not mandatory. Exhibitors are encouraged to utilize the Attendee Networking features within the Online Program and Mobile App which will be available Spring of 2021. The Attendee Networking is available to all registrants and allows exhibitors to message directly to attendees through the platforms, provided that both parties have registered for the conference and have elected, or "opted-in", to sharing their contact information in the Online Program and Mobile App.
Prior to the conference, exhibitors may be contacted by companies other than InFocus offering mailing lists associated with the NAFSA conference. InFocus is the only vendor authorized to manage NAFSA's mailing lists. All other vendors promising these services are unauthorized, and should be ignored. For more information, please contact InFocus Marketing.
INFOCUS Marketing, Inc.
Tel: 800.708.LIST (5478)
How can I reach out to attendees before the conference?
Exhibitors are encouraged to reach out to attendees through the NAFSA 2021 Online Program 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 2021 Annual Conference & Expo, please contact Exhibitor Information for further information.
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:
Additional Marketing Opportunities
Browse the rules and regulations for exhibiting at NAFSA 2021, and discover key information about the installation and dismantling of exhibit space, exhibitor registration and housing, and the Orange County Convention Center.
Exhibitor Services, Installation, and Dismantling
Freeman is the official general services contractor for NAFSA 2021. Fully paid exhibitors have been will be sent the Freeman Exhibitor Service Manual (ESM) in late February 2021 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 Exhibitor Information. 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 Exhibitor Information. All additional staff will need to be approved by NAFSA staff at least 30 days prior to the show.
Exhibitor Registration and Housing
Exhibitors will receive two (2) complimentary registrations for every 10’x10’ (100 sq ft) booth space purchased. Prior to March 1, 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, 2021. See Housing for more information on hotels within this block.
Orange County Convention Center
Orange County Convention Center
9800 International Drive, Orlando, FL 32819
If you do not have liability insurance through your insurance broker, you may purchase liability insurance for the duration of the conference from RainProtection Insurance. Please note NAFSA will provide information about RainProtection Insurance as a convenience to exhibitors. NAFSA does not endorse products and assumes no liability or responsibility for any loss or damage suffered by any person as a result of the use of these products.
Email: [email protected]
See a sample of the insurance form that NAFSA needs from all exhibitors. Please note that NAFSA: Association of International Educators and Orange County Convention Complex must be named as Additional Insured.
NAFSA 2022 advance booth selection will take place starting in April – May 2021 for Global Partners. The NAFSA Exhibits team will be contacting companies directly with additional information. Exhibit booths will go on sale to the general public in mid-July. The NAFSA Global Partners Program staff and the exhibits team will be contacting companies directly with additional information.