Exhibitor FAQs
Quick answers to the questions exhibitors ask most. For forms, deadlines, and vendor contacts, see Exhibitor Resources.
General Registration & Booth Shipping & Services Food, Giveaways & Activities Marketing & Lists Onsite & Misc.
Where is the conference located and what are the main venues?
Walt Disney Dolphin Hotel - Orlando, FL. Exhibit Hall: Atlantic B & C (Lower Level); General Session: Pacific A & B; Meals: Pacific C; Breakouts: Asia & Australia rooms; Registration: Conference Center Foyer (Lobby Level). See floor plans in Exhibitor Resources.
What are exhibit hours and when is move-in/move-out?
See the live Exhibitor Schedule for the latest exhibit hours, move-in, and move-out windows.
How do I book hotel rooms?
The reservation link is posted in the Exhibitor Checklist (not publicly on the website). Access it via the Exhibitor Service Center.
Can exhibitors attend educational sessions?
Yes, registered exhibitor reps may attend all educational sessions for learning. All sales activity and solicitations must occur in the exhibit hall.
How do I register?
Exhibitor registration is open now — visit the Exhibiting Information & Registration page to review booth options, pricing, and complete your registration.
How do I register my exhibitor representatives?
After your booth is confirmed, register reps in the Exhibitor Service Center.
What’s included in my booth package?
Listing in the exhibitor directory (site & app); pre-show registration list (names, titles, org, mailing addresses); 8’ back drape/3’ side drape; one 6’x30” draped table; two chairs per 10’x10’; one-line ID sign; and the number of representative registrations included by booth size. Full details in Exhibitor Resources.
Can I add more exhibitor reps?
Yes. Additional rep badges: $795 by March 6, 2026; $995 onsite. See “Exhibitor Representatives” in Exhibitor Resources.
Can representatives of vendor companies register as attendees?
No. Employees of vendor companies must be registered as exhibitor representatives; they are not eligible to register as conference attendees. Any person, firm, or organization that hasn’t purchased an exhibit booth will not be permitted to display or demonstrate any products, processes, or services or solicit orders.
Are there booth height or layout restrictions?
Inline booths (incl. corners): up to 10’ height; sightline rules apply. Island booths: up to 20’. Island layouts require pre-approval by Feb 7 (EAC) and Feb 27 (layout). See specs in Exhibitor Resources.
How is booth space assigned?
AAPPR considers contributor level, sponsorship level, date of registration/payment, and company category. Preferences are considered but not guaranteed.
Where should I ship my materials?
Use Freeman for advance receiving, storage, and delivery to your booth (preferred). Direct-to-hotel shipping is available with restrictions. Complete instructions in the Freeman Exhibitor Service Kit linked on Exhibitor Resources.
Who handles electricity, internet, and AV?
Electricity: Edlen. Upgraded internet: Xpodigital. AV & rigging: Encore. Contact links are in Exhibitor Resources.
Do I need insurance (COI)?
Yes. Certificate of Insurance is required (due Feb 3, 2026). Requirements and upload details are in Exhibitor Resources.
Can I use an Exhibitor-Appointed Contractor (EAC)?
Yes, submit the EAC form by Feb 7, 2026. Form link and steps are in Exhibitor Resources.
May I serve food or beverages from my booth?
Yes, with the $3,000 In-Booth Snacks Sponsorship. Small pre-packaged candy is ok. All F&B must be ordered through the hotel. See policy in Exhibitor Resources.
Are raffles/giveaways allowed? What about the Prize Challenge?
Booth-managed door prizes are permitted (you contact winners). To join the AAPPR Prize Challenge, opt-in by March 20, 2026; max prize value $100, one prize per company. Details in Exhibitor Resources.
Can I run interactive activities or bring entertainment?
Yes, activities must be pre-approved and remain within your booth. Volume/scent restrictions apply; strolling entertainment not permitted without approval.
Will I receive attendee lists?
Yes, pre-show attendee list distributed on March 9, 2026 (name, title, organization, mailing address). Email addresses are provided to sponsors per package benefits.
How do the Booth Awards work and why should we enter?
Categories include Best in Show (Inline & Island), Best Swag, and Most Engaging Staff. Winners receive an on-floor celebration & shoutout, a professional photo in your winning booth, and featured promotion on AAPPR social media and post-conference communications. See full criteria in Exhibitor Resources.
How will important announcements be shared onsite?
Key announcements (e.g., Booth Award winners) are made on the show floor and highlighted in the mobile app. Check the app agenda and notifications.
Is there overnight security?
The exhibit hall is locked during non-show hours; however, AAPPR/convention center cannot guarantee against loss. Secure valuables when away from your booth.
Can I hang banners or rigging above my booth?
Rigging is permitted (Encore is the exclusive provider) and requires advance coordination. See rigging info in Exhibitor Resources.
Who do I contact for help?
General exhibitor questions: Amanda Waller.
Services (shipping/furnishings/flooring): Freeman Exhibitor Services (see kit).
AV/Rigging: Encore. Electrical: Edlen. Internet: Xpodigital. All links in Exhibitor Resources.
Services (shipping/furnishings/flooring): Freeman Exhibitor Services (see kit).
AV/Rigging: Encore. Electrical: Edlen. Internet: Xpodigital. All links in Exhibitor Resources.
Page last updated: October 29, 2025