EXHIBITOR FAQS

 

SPONSOR CONTRACT 

  • My sponsorship contract is for the May 12th-13th dates of Aviation Festival Americas 2020. What happens to my contract for the new October 15th-16th dates? 
    • Your contract will automatically be moved to the new dates. 
 
  • If I can’t attend the conference in October, can I cancel my sponsor contract? 
    • Cancellation fees will apply. Please review the cancellation guidelines in your contract. If you have any questions, please contact Aidan.Brain@Terrapinn.com
 

ROOM BLOCK 

  • All reservations made in the previous room block have been cancelled. If you paid a deposit for the previous room block, it has been refunded. Book your discounted room in the new room block using this link .
    • ‚Äč Room Block Deadline: September 23 rd 2020
 

REGISTRATION 

  • What happens to staff and guest registrations with the conference moving to new dates? 
    • All staff and guest registration passes will be carried over to the new event dates. If you need to adjust any staff passes, please let me know. 
 
  • How do I register my staff? 
    • You register your staff using the link in the handbook on page 9. 
 
  • How do I register my guests? 
 
 
  • A colleague I registered can’t attend the new dates of the conference, can I change the staff registration passes? 
 
  • Where do I get my badge? 
    • Your team can collect their badge from the registration desk onsite during exhibitor setup on Wednesday, October 14th at 1PM or after 6:30AM on Thursday, October 15th. 
 
  • Where is registration? 
    • Registration is on the 3rd floor of The JW Marriott Marquis in the foyer outside Metropolitan Ballroom. 
 

BOOTH SETUP 

  • I ordered furniture, carpet and graphics with Freeman for the May conference dates. What happens to my orders? 
    • Any orders made through Freeman will be cancelled and refunded. 
    • The Freeman portal will be updated with new due dates and new ordering forms in the next few months. 
    • Please hold on shipping any items until the new portal is live. Freeman and the venue can not store any shipments. 
 
  • I ordered power, AV and internet with PSAV. What happens to my orders? 
    • These orders will be transferred to the new dates. You will not have to re-order these items. 
 
  • Where is the exhibition hall? 
    • The exhibition hall is in Metropolitan Ballroom on the 3rd floor. 
 
  • What is my booth number? 
    • Your booth number is noted in the handbook on page 8. You can also view your booth number on the floorplan here.  
 
  • What is included in my booth? 
    • Each 6' x 10' booth will be set with 8' high gray back drape, 3' high gray side drape, (1) 6' gray draped table, (2) Limerick chairs, (1) wastebasket, and (1) 7" x 44" one-line booth identification sign. 
    • Each 10' x 12' booth will be set with 8' high gray back drape, 3' high gray side drape, and (1) 7" x 44" one-line booth identification sign. 
    • Each 12' x 20' and 10’x24’ booth will be set with 8' high gray back drape and (1) 7" x 44" one-line booth identification sign. 
    • Each Start Up booth will be set with a startup counter and company logo.  
 
  • What time can I set up my booth? 
    • Booth setup is on Wednesday, October 14th between 2:00PM-5:00PM  
 
  • What if I can’t set up during that time? 
    • The expo hall will re-open on Thursday, October 15th at 6:30AM to set up your booth. Your booth must be set by 7:30AM. 
 
  • What are the exhibitor hours? 
    • Exhibitor hours are Thursday, October 15th between 7:30AM-5:30PM and Friday, October 16th between 7:30AM-2:30PM. 
 
  • What time is exhibitor break down? 
    • Exhibitors can begin to break down on Friday, October 16th at 2:30PM. You must be complete with breakdown by 6:00PM. 
 
  • Will there be outlets or power at the booth? 
    • No, there are no outlets to plug in laptops or phones at your booth. 
    • You can order power in the AV form in the Freeman portal. 
 
  • What size table is included in the booth?  
    • A 6’ x 30” table with a tablecloth and 2 limerick chairs are provided for 10x6’ booths ONLY. 
 
  • What insurance do I need? 
    • Insurance is only needed if you are bringing a contractor to build your booth. The contractor will need to send Ashley.Pierson@Terrapinn.com a COI. 
 
  • Is the hall locked overnight? 
    • Yes. The venue provides a basic level of security 24/7. We recommend that small handheld valuable equipment be removed daily or locked out of sight when you are not at your booth.  Although all care is taken, your own insurance is necessary. 
 
  • How do I ship my boxes back after the show is complete? 
    • Each shipment must complete a Material Handling Agreement from Freeman. This can be filed out before the show or on site.  
 

NETWORKING APP 

  • What is the networking app? 
    • Download the “Terrapinn Events” app in your app store on your phone 
    • The event code is “Aviation Festival Americas 2020” 
    • Enter your username and password 
View the Terrapinn Event User Guide here.
 
 
  • When is the app available? 
    • The app will be available on September 3rd 2020. 
 
  • I didn’t receive my networking app login information, who do I contact? 
 
  • How long so I have access to the app? 
    • The app will be available until December 30th 2020 
 
 
 

Contact us

To sponsor or exhibit contact:
Aidan Brain
Tel:  +1 646 619 1776
aidan.brain@terrapinn.com

 

Speaking Opportunities:
Ed Jennings
Tel:  +1 646 619 1806

edward.jennings@terrapinn.com

 

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