Exhibitor Schedule & FAQs

Exhibitor Schedule

All events take place at the Virginia Beach Convention Center unless otherwise noted. Times listed in local Virginia Beach time (Eastern). Schedule is subject to change.
 

Exhibitor FAQs

Location
The 2024 AAPPR Annual Conference will take place at:
Virginia Beach Convention Center
1000 19th St
Virginia Beach, VA 23451

Hotel Reservations
AAPPR has secured discounted blocks of rooms at several hotels in Virginia Beach. The hotel reservation portal will open on December 6. Information will be posted on https://www.aapprconference.org/.

Exhibitor Service Kit
AAPPR is partnering with Freeman again this year. The exhibitor service kit is accessible in the Exhibitor Service Center. Note: Allow 7-10 days from when you submit your exhibit registration for your information to be loaded into Freeman's system.

Lead Retrieval System
AAPPR is offering a lead retrieval system for the conference. The fee is $100 per company and includes an unlimited number of profiles for booth personnel. The system offers you the ability to:

• Use an app on your mobile device to scan QR codes on attendee badges (or from their profile on their mobile app) and capture their information
• Pre-program custom fields to be populated by your booth personnel
• Easily sort, qualify, export, download and share lead information

List of Registered Attendees
Each exhibiting company will be sent a list of registered attendees by February 21, 2024. The list will include their name, title, organization, and mailing address. Receiving email addresses is an exclusive benefit for organizations with sponsorship packages of $10,000 or more.

Assignment of Space
AAPPR will make final assignment of booth space considering corporate contributor level, level of conference sponsorship, date registration and payment was received, and company category. We will accommodate your requests to the extent we can but cannot guarantee that you will be assigned to any of the spaces requested or not be placed near a listed competitor.

Booth Package

The following is included in the booth package:

• Over 9 hours of dedicated exhibit time
• Representative registrations as outlined in the Exhibitor Representatives Registration section below
• Listing in Exhibitor Directory which will be featured on the event website and in the mobile app
• Pre-show registration list including name, title, organization, and mailing address (distributed on Feb.21)
• Standard 8’ high pipe and drape back wall with 3’ high draped side walls
• One 6’ x 30” draped table and two side chairs per 10’ x 10’ space
• A one-line sign booth ID sign

Exhibitor Representatives Registration

The following representative registrations are allowed according to booth size:

Rates for additional representatives (in addition to those included in your booth package, see Booth Options chart above):

• $699 - on or before March 8, 2024
• $899 - onsite rate

After your booth registration has been confirmed, you will register your booth representatives in the Exhibitor Service Center.

Exhibitor registrations include admittance to all educational sessions, the Monday evening reception, and the Tuesday evening party. They also include all provided meals and refreshments. Any additional people who plan to be at your company’s booth must be included in your representative limit. This includes photographers, caricature artists, etc.

Any person, firm or organization not having contracted with AAPPR for the occupancy of space in the exhibit hall will not be permitted to display or demonstrate any products, processes, services or solicit orders.

No refunds will be provided for representative registrations, but the registration may be transferred to a different person. Substitutions for single days, half days or less time will not be allowed.

Approval of Island Exhibit Layouts
Island exhibit layouts must be pre-approved by AAPPR staff before the conference. Submit the plans to Nichole Dennis at nichole@aappr.org by February 10, 2024.

Height Restrictions for Booths Fixtures, Components, and Signs
In-line Booths (includes Corners): All exhibit fixtures, components, and identification signs will be permitted to a maximum height of 10’. All display fixtures over 4’ in height and placed within 10’ of an adjoining exhibit must be confined to that area of the exhibitors’ space which is at least 5’ from the aisle line. When standing at the end of an aisle, there must be a clear sightline of 5’ from the aisle into each booth in that aisle.

Island Booths: Exhibit fixtures, towers and identification signs will be permitted to a maximum height of 20’.

Security
The exhibit hall will be locked during non-show hours, but AAPPR and the Virginia Beach Convention Center do not guarantee to protect exhibitors against any loss or damage of any kind.

Electricity and Audio-Visual Services
If your booth requires electricity or any other A/V needs, be sure to order those services accordingly from the Virginia Beach Convention Center here.

Internet / Wi-Fi
AAPPR will provide wi-fi throughout the exhibit hall and conference space that is adequate for using the conference app, checking email, and other basic tasks. If upgraded internet is required, it can be ordered here.

Shipping Information
Refer to the online exhibitor service kit accessible in the Exhibitor Service Center for shipping information and details. Freeman will receive, store, and deliver your package directly to your booth and will be on-site to assist with return shipments if necessary. You cannot ship directly to the convention center. All shipments MUST go through Freeman.

Food and Beverage Policies
Exhibiting companies who wish to provide food/beverages for attendees from their booth must order directly through the Virginia Beach Convention Center. Exhibitors are not allowed to distribute alcoholic beverages from their booths. Click here for the catering menu and contact information.

Rules for Exhibitor Operations and Activities

• Rigging is allowed in the exhibit hall.
• All interactive activities/entertainment must be pre-approved by  AAPPR and be carried out in the Exhibitor’s contracted exhibit booth space unless arrangements have been made with AAPPR. Exhibitors may not duplicate any activities offered in AAPPR's sponsorship opportunities.
• The use of live animals must be approved by show management and the official Event facility.
• The use of objectionable amplifying or lighting equipment is prohibited.
• Exhibitors may not use strolling entertainment, nor distribute samples, magazines, or advertising materials in any area outside their exhibit booth without approval from Show Management.
• The use of helium-filled balloons is prohibited in the Event.
• The use of Segways or other similar equipment is prohibited unless used as a disability aid. 
• It is the Exhibitor’s responsibility to ensure that models’ and/or artisans’ appearance and dress will not be offensive to modest tastes. Furthermore, artisans and models are not permitted to perform or appear outside of the contracted exhibit booth space during Event hours.
• Exhibitors may not use any items or engage in any activities that result in loud noises or produce smells/scents that are offensive or commonly cause allergic or physical reactions.
• Inventory must be discreetly stored within an exhibitor’s booth space or arrangements must be made with Freeman for storage.
• Video recording within the exhibit hall is not allowed.

Incentive Challenge to Visit Exhibitors
AAPPR will incentivize participants to visit exhibitors through a challenge in the mobile app that offers the opportunity to win prizes. Exhibiting companies are invited to donate a prize to be awarded on Wednesday, March 27 at 12:45 PM. A company representative must be available to personally present the prize at that time. Prizes are limited to a maximum value of $100 and each company may only contribute ONE prize. This will be strictly enforced onsite. If you would like to donate a prize, please indicate this in the Exhibitor Service Center.

Exhibitor Door Prize Drawing
Exhibitors have the option to give away a door prize at their booth. Door prize drawing items will not be listed in onsite materials. Exhibitors are responsible for contacting the winners directly and distributing their own prizes.

Exhibitor Alert: Beware of Unauthorized List Sales and Hotel Block Claims
Unfortunately, it is becoming more common for association conferences to be targeted by online scams. Disregard any unsolicited emails from other organizations trying to sell the show list or assist you with reserving hotel rooms. AAPPR does not sell the show lists of attendees or exhibitors to anyone at any time. Only use the links provided by AAPPR to book hotel reservations.

Educational Session Participation Policy
AAPPR has implemented a new policy built around collegiality and trust. Attendees and exhibitors are welcome to attend educational sessions which are meant for learning. All solicitations (other than defined sponsorships) must take place in the exhibit hall.