Exhibitor Resources

The hotel reservation portal opens December 3, 2025. To protect the block, the reservation link will be posted in the Exhibitor Checklist (not on the public website). Please use only the official link shared there.

The Freeman Service Kit is available now and includes ordering, shipping labels, material handling, and target move-in/out information. Refer to the kit for dock access, hours, and floor rules.
Access the Freeman Exhibitor Service Kit.

Submit your Certificate of Insurance by March 6, 2026. The COI must name the required additional insureds and meet minimum coverage levels as specified in the Exhibitor Rules & Regulations. Keep a copy accessible onsite.

To make this process easy for exhibitor, AAPPR has partnered with Rainprotection Insurance to provide event coverage for $99. See this document for details and purchase instructions. Exhibitors may also provide a certificate from their own insurance company.

If you are using a third-party to set up/dismantle or service your booth, submit an EAC request by February 7, 2026.
Submit EAC form.

Island layouts must be submitted for approval by February 7, 2026 to awaller@aappr.org.
Height limits
In-line booths (incl. corners): max 10' high; fixtures over 4' within 10' of a neighbor must be 5' back from the aisle to preserve a 5' sightline.
Island booths: max 20' for fixtures, towers, and ID signs.

Preferred: Ship via Freeman per the Service Kit for advance receiving, storage, delivery to booth, and outbound assistance.
Direct to Hotel (if necessary): Ship to the Walt Disney Dolphin (received by 11th Hour Business Center) no earlier than 7 days before event start. Packages will be weighed upon arrival; hotel handling fees apply (receipt, storage up to 7 days, delivery/pickup, outbound processing).

Order electrical and cleaning services from Edlen (exclusive provider). Advance rate deadline: March 30, 2026.
Edlen ordering information.

Encore is the exclusive in-house supplier for AV and rigging. Submit rigging drawings at least 30 days before load-in.
AV ordering: Encore Event Technologies
Rigging info: Rigging | Encore®
Rigging inquiries: swandolphinsales@encoreglobal.com

AAPPR provides complimentary Wi-Fi suitable for email/app usage. For upgraded bandwidth or dedicated service, order through Xpodigital.
Xpodigital internet services.

Early rate deadline for additional reps: March 6, 2026 ($795). Onsite rate: $995.
After your booth registration is confirmed, register reps in the Exhibitor Service Center.
Exhibitor registrations include education sessions, Monday reception, Tuesday party, and provided meals/refreshments. All workers in your booth (e.g., photographers) must be counted within your rep limits.

To serve food/beverage from your booth you must purchase the $3,000 In-Booth Snacks Sponsorship. Ordering must be through the hotel (AAPPR will connect you after fee payment). Alcohol requires prior AAPPR approval. Small, pre-packaged candy is exempt.

Opt-in by March 20, 2026 in the Exhibitor Checklist and donate a prize (max value $100; one prize per company). Prizes awarded Wednesday, April 15 at 1:00 PM; a company representative must be present to award the prize.

The exhibit hall is locked during non-show hours; however, neither AAPPR nor the venue is responsible for loss or damage. Please secure valuables when you are away from your booth.

• General Exhibitor Questions — Amanda Waller · awaller@aappr.org
• Exhibitor Services (Shipping, Furnishings, Flooring) — Freeman · Exhibitor Service Kit · exhibitorservices@freeman.com
• AV / Rigging — Encore Event Technologies
• Electrical — Edlen
• Upgraded Internet / Wi-Fi — Xpodigital
• Island Booth Layout Submissions — awaller@aappr.org