How are booth assignments made?
The booth selection period is on a first-come, first-serve basis within partnership levels, with Platinum Corporate Partners receiving first priority, followed by Gold Corporate Partners. Adjustments to the floor plan may be made at the discretion of the League.
What is the exhibit hall schedule?
8:00 a.m. – 7:00 p.m.
Exhibitor Registration and Move-In
7:00 a.m. – 12:00 p.m.
Exhibitor Registration and Move-In Continued
3:15 – 4:15 p.m.
Refreshment Break in the Exhibition Hall
6:00 – 7:30 p.m.
Opening Reception in the Exhibition Hall
10:15 a.m.–12:00 p.m.
Coffee Break and Exhibition Hall Open
1:15 – 2:15 p.m.
Refreshment Break and Exhibition Hall Open
5:45 – 7:00 p.m.
Reception and Exhibition Hall Open
10:15 – 11:15 a.m.
Coffee Break and Exhibition Hall Open
10:15 a.m. – 12:00 p.m.
Exhibition Hall Open
1:30 – 2:30 p.m.
Refreshment Break and Exhibition Hall Open
2:30 – 8:00 p.m.
Dismantle and Move-Out
Carriers must be checked in by 6:00 p.m.
Exhibitor materials must be removed by 8:00 p.m.
The exhibit hall will be closed at times other than scheduled exhibit hours. Exhibitors may, however, gain access to their booth one hour before and 1/2 hour after normal exhibit hours by presenting their exhibitor badge.
What is included in a standard booth package?
The standard booth package includes a 10' x 10' or 10' x 20' booth with standard pipe, drape, and side rails. Back drape will be 8' high; side drapes will be 3' high. Also included is a 6' skirted table, 2 chairs, and a wastebasket. The standard booth package also includes a one-line, 7" wide x 44" long identification sign with the exhibitor’s name in black block letters on a white background and a complimentary corporate description in the Guide to the Exhibition. Booth upgrades are available. Additional furniture is available at an extra charge from GES (see below), the League's drayage/decorating company. The exhibition hall is carpeted. Exhibitors who wish to order electrical service should contact ?? to order power for their exhibit booth.
When will the exhibitor service kit be available?
The exhibitor service kit will be available during Summer 2012.
What other exhibitors will be participating in the 2012 STEMtech conference?
A list of exhibitors with booth numbers is available at full exhibitor list.
Who do I contact to order food and beverages for my booth?
Contact Robin Piccirilli at email@example.com or (480) 705-8200, x232 to order food and beverages for your booth. Exhibitors are responsible for the cost of food and beverage ordered for their booths.
How many registrations are included with my corporate partner level?
Information about the number of registrations and other benefits associated with being a League for Innovation Corporate Partner is available at Partnership Levels and Benefits. Contact Chris Hennessey at firstname.lastname@example.org or (480) 705-8200, x237 regarding additional registrations.
Are there opportunities to advertise or sponsor conference activities, and if so, who do I contact?
There are great opportunities to advertise and sponsor activities at the 2012 STEMtech conference. Visit Sponsorship Opportunities or contact Christopher Hennessey at (480) 705-8200, x237 or email@example.com to become a conference sponsor or advertiser.
How do I block hotel rooms for my company?
Single room reservations can be made by visiting the Travel and Hotel Information web page. Reserve a block of rooms at the conference hotel by contacting Robin Piccirilli at firstname.lastname@example.org or (480) 705-8200, x232.
WARNING Please be warned that if you plan on attending the 2012 STEMtech conference, DO NOT BOOK A HOTEL ROOM when contacted by other companies such as Convention Expo Travel or Convention Housing Services. These companies are contacting exhibiting companies directly and advising that they officially represent the conference. They have done this for other events and attendees have found they are not at the headquarters hotel or they do not have a reservation even though they gave the company credit card information. These companies are in no way affiliated with the 2012 STEMtech conference. They are NOT the official travel agent for the event. The League for Innovation is not responsible for any reservations made using these companies. If you are booking a hotel room or have any questions about your reservation, please contact the JW Marriott Indianapolis directly at (800) 228-9290 or click on Travel and Hotel Information.
Can my company hold a meeting during the conference?
There is no cost for ancillary meeting space for League Corporate Partners. Food and beverage are the Corporate Partner’s responsibility. Ancillary meeting space is limited and is on a first-come, first-served basis. Corporate partners can reserve ancillary meeting space at the conference by contacting Robin Piccirilli at email@example.com or (480) 705-8200, x232.
Are free customer passes available?
Yes, League Corporate Partners can invite their customers to attend the exhibition hall free of charge. These passes are to be used only for customers and only allow access to the exhibition hall.
All League Corporate Partners are also entitled to complimentary conference registrations based on partnership level, as well as five exhibit hall-only registrations as follows:
10 complimentary conference registrations for Platinum Corporate Partners
5 complimentary conference registrations for Gold and Silver Corporate Partners
1 complimentary conference registration for Bronze Corporate Partners and College Exhibitors
Contact Christopher Hennessey at (480) 705-8200, x237 or firstname.lastname@example.org to obtain free customer passes to the exhibition hall.
How do I register my booth staff for employee badges?
Contact Christopher Hennessey at (480) 705-8200, x237 or email@example.com to register booth staff for employee badges to the exhibition hall.
Can I deliver exhibit materials to the hotel myself?
Yes, exhibitors may deliver materials to the hotel themselves. Personal vehicles delivering exhibition freight and materials to the hotel can come direct to conference site on the scheduled move-in days (see What is the exhibit hall schedule?). Personal vehicles will be directed to a loading dock. Please remember that there will be a large number of trucks and private vehicles making deliveries during the load-in period. Arrive at the hotel by 10:00am to allow plenty of time for unloading and delivery of your materials to your booth. Contact Christopher Hennessey at (480) 705-8200, x237 or firstname.lastname@example.org for additional information.
Can I carry exhibit materials into the hotel to my booth?
Yes, exhibitors may hand carry material through the door, provided they do not use material handling equipment to assist them.
Is security provided in the exhibition hall?
Loading dock security personnel are provided during load-in and load-out hours. Security personnel are stationed within the exhibition hall when the hall is closed. Badge checkers for the exhibit hall are stationed at the front door during exhibition hall hours. This level of security is intended to control the access of people and material to and from the exhibit halls in a safe and organized manner. It is not intended as individual security for your booth and materials. Please remember that the hotel is a public building to which hundreds of individuals have access. Do not leave items of value in your booth overnight during the load-in and load-out periods or on exhibition days without taking security precautions. Exhibitors can order overnight booth security from the security vendor.
When can I set up and dismantle my exhibit space?
Saturday, 10/27 from 8:00 a.m. until 7:00 p.m. and Sunday, 10/28 from 7:00 a.m. until 12:00 p.m. Dismantle and move-out is Tuesday, 10/30 from 2:30 p.m. until 8:00 p.m. Carriers must be checked in by 6:00 p.m. Exhibitor materials must be removed by 8:00 p.m. See What is the exhibit hall schedule? for the complete exhibit hall schedule.
Are lead retrieval scanners available at the conference?
If you would like to obtain attendees emails addresses during the conference, rent a lead retrieval scanner from our AV contractor, AV Images by emailing William Trombino or by calling (800) 801-1500.
How do I locate my booth materials upon arriving at the conference?
Exhibitors should first check in at exhibitor registration upon arriving at the conference. The League for Innovation’s decorator, GES, handles exhibitors’ shipping needs. Freight shipped to GES will be placed at exhibit booths by them on load-in days. It is recommended that exhibitors have their tracking number available to help identify the location of any missing materials.
When will I receive the attendee mailing list?
All exhibitors receive an electronic list consisting of name, organization, address, title, and mailing address of all conference participants approximately 30 days prior to the conference. The list is emailed to the primary contact at each exhibiting organization.
Can I bring my family to the conference?
Children under the age of 18 are not permitted at the conference.
What is the difference between full exhibitor registration and booth-only exhibitor registration?
Full exhibitor registration provides access to all conference activities. Booth-only exhibitor registration provides access to the exhibition hall only.
Will electricity be provided?
If you need electricity, you will need to order it using the electrical form provided in the exhibitor kit. Power will be brought to the perimeter of your booth, but you will need to bring your own extension cords. You are not allowed to bring your own generator.
Is there internet access in the exhibition hall?
Platinum and Gold corporate partners receive wireless internet service in the exhibition hall at no additional cost. There is a $250 fee for wireless internet service in the exhibition hall for Silver and Bronze level corporate partners, as well as a $400 fee any corporate partner requiring an Ethernet line in the exhibition hall.
What do I do if I need to cancel my exhibit booth?
First of all, we hope you will reconsider, because we really want you to be part of the 2012 STEMtech conference! If there is really no other option, please let us know as soon as possible so we may assign your booth space to an organization on the waitlist. If you must cancel your exhibit, you need to do so in writing to Chris Hennessey at email@example.com. A $500 cancellation fee applies if you cancel your exhibit booth after June 1st to offset the cost we will have incurred. This cancellation fee applies even if you reserved your booth during the Early Bird period.