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
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
Room Block Deadline: September 23
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?
You register your guest using the link in the handbook on page 9.
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.
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
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.
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.
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”