Show Logistics for Exhibitors

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 (OCCC).

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
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 the exhibits team. 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 the exhibits team. All additional staff will need to be approved by NAFSA staff at least 30 days prior to the show.

Exhibitor Registration and Housing

Registration
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.

Housing
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

General Information

• Address:
  Orange County Convention Center (OCCC)
  9800 International Drive
  Orlando, Florida 32819
• Website:
  https://occc.net