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Exhibitor's Frequently Asked Questions
EXHIBITOR INFORMATION
What do I need to do to reserve exhibit space?
If you have not exhibited with NADA in the past, we ask that you complete and submit a Background Information Form which is available online (http://expo.nada.org) in the Exhibitor section, Become an Exhibitor. We will use the information on the form to enter you into our database so that you will receive the Exhibitor Prospectus which is mailed in late-July.
Once you receive the 2009 NADA Exhibitor Prospectus, please be prepared to return the booth space application/contract with a 50% deposit by August 18 to qualify to be included in the first round of assignments based on a list of criteria outlined on page 5 of the Exhibit Prospectus and listed below:
-Prior years of NADA exposition participation by applicant
-Date of receipt of application/contract
-Size of space
-Degree of dealer interest in applicant’s product(s) and/or service(s)
-Established business relationship with NADA or NADA Services Corporation (NADASC)
-Percentage of similar services or products in entire show
-Geographic market served by applicant
-Applicant’s product and/or service reputation among dealers
-Number and validity of dealer complaints against applicant
-Length of time applicant has been in operation
-Financial and credit standing of applicant where available.
NADA has sole and unlimited discretion over the assignment of booth location and space. Applications received after the August 18 deadline will be subject to availability and processed by date of receipt only.
There will be a fold out floor plan provided in the Exhibitor Prospectus, and a “live” version of the floor plan will be available online (http://expo.nada.org) in the Exhibitor section to assist you with your booth selection.
How do I submit and update my directory listing?
Once you have been assigned booth space at the show, you will receive a Confirmation package that will include instructions for entering your Company’s product information on the NADA website. The onsite Program Directory is created by downloading this website information. You must have your online product information entered and/or updated by the deadline date of October 29, 2008, in order for it to be included in the onsite Directory. NO EXCEPTIONS.
Are there any rules or regulations concerning facility access?
Your NADA Exhibitor Badge will allow you access to the convention center during set up days, show days and tear down days. The New Orleans Morial Convention Center (MCC) requires that ALL Exhibitor Appointed Contractors (EACs) and their workers must wear both an MCC Access Credential and individual event credentials at all times. Workers without correct credentials will not be allowed to enter the facility. Workers must use only designated doors to enter or exit the facility. Violation of MCC’s access policy will result in suspension from the facility. Designated entrances are located at the intersections of the Rear Service Drive at Julia and at Henderson Streets for access into the MCC.
NOTE: More detailed information and instructions concerning NADA badge procedures and facility access for Exhibitors and EACs will be provided in the online Service Kit – available in September 2008.
What is an EAC?
Exhibitor Appointed Contractors (EACs) are independent contractors, other than the designated official contractors named by NADA, hired by exhibiting companies. These are companies that are signatory to the local unions. They can include labor building your booth, booth supervisors, booth designers, independent display companies, technicians, manufacturing reps, etc. An EAC will only be granted access to the show floor if NADA has received a valid Certificate of Insurance as outlined in Section 11 of the Contract Terms & Conditions. There will be no exceptions.
BOOTH INFORMATION
How much does booth space cost?
Booth space cost is $30 per square foot.
When is my booth assigned?
The first round of assignments will begin on or around August 18, 2008 and are based on NADA’s list of criteria as previously outlined under, “What do I need to do to reserve exhibit space?” After the August 18 deadline, applications will be processed by date of receipt only and are subject to availability. Applications received without the required 50% deposit will not be processed and may adversely affect your booth assignment.
NOTE: Exhibitor understands that the preferences in display areas listed on the application/contract for booth space may not be available and that Exposition Management may assign alternate areas of similar size – see section 6 of the contract terms & conditions.
When is my balance due?
The remaining balance due is payable on or before November 7, 2008. Full payment must accompany applications submitted after November 7, 2008.
What is the booth cancellation policy?
Exhibitor agrees to pay the following amounts as liquidated damages, and not as a penalty, in the event Exhibitor cancels its Contract in the time periods specified. Cancellation prior to November 7, 2008 25% of the full exhibit rental price; cancellation on or after November 7, 2008 100% of the full exhibit rental price. Any cancellation notices by Exhibitor must be submitted to NADA in writing, and will be effective when received by NADA.
What is target move-in?
Each company is assigned a target move-in date, the date a company's freight is scheduled to be delivered to their booth. Each date is determined based on the booth's size, location, and time allotted for access to the hall. The larger the booth and further the booth is from freight doors and no freight aisles, generally the earlier its target move-in date. Adhering to the target move-in date is vital to allow all exhibitors accessibility to their booths and to guarantee the show is able to open on schedule. The targeted move-in floor plan is available online in the Exhibitor section of the convention website and also in the online Service Kit.
To accommodate all exhibitors in the most efficient manner, we are asking each company to honor their target date. If you have questions about your target date, please contact NADA at (703) 448-5862 or tcarter@nada.org.
What is the move-in, show days and move-out schedule?
| Wednesday, January 21 - Move-in |
|
| 7:30 a.m. - 5:00 p.m. |
Exhibitor Registration & Exhibitor
Services
Exhibit Hall D - Level 1 |
| 8:00 a.m. - 5:00 p.m. |
Exhibit Set-up
Exhibit Halls B thru I, Level 1 |
| Thursday, January 22 - Move-in |
|
| 7:30 a.m. - 5:00 p.m. |
Exhibitor Registration & Exhibitor Services
Exhibit Hall D - Level 1 |
| 8:00 a.m. - 5:00 p.m. |
Exhibit Set-up
Exhibit Halls B thru I - Level 1
|
| Friday, January 23 - Move-in |
|
| 7:30 a.m. - 6:00 p.m. |
Exhibitor Registration & Exhibitor
Services
Exhibit Hall D - Level 1 |
| 8:00 a.m. - 5:00 p.m. |
Exhibit Set-up
Exhibit Halls B thru I - Level 1
Important! 12:00 noon - Exhibitors must take
possession of their booth space (please see #6
Assignment, Relocation and Possession of
Exhibit Spacein the Contract Terms & Conditions)
Important! 4:00 p.m. - All crates must be removed from
the show floor|
Important! 5:00 p.m. - Set-up of displays must be complete |
| Saturday, January 24 - Show Day |
|
| 7:00 a.m. - 4:30 p.m |
Exhibitor Registration
Exhibit Hall D - Level 1 |
| 8:00 a.m. - 4:30 p.m. |
Expo Open
Exhibit Halls B thru I - Level 1
|
| Sunday, January 25 – Show Day |
|
| 8:00 a.m. - 5:00 p.m. |
Exhibitor Registration
Exhibit Hall D - Level 1 |
| 9:00 a.m. - 5:00 p.m. |
Expo Open
Exhibit Halls B thru I, Level 1
|
| Monday, January 26 - Show Day |
|
| 7:30 a.m. - 3:30 p.m. |
Exhibitor Registration
Exhibit Hall D - Level 1 |
| 8:30 a.m. - 3:30 p.m. |
Expo Open
Exhibit Halls B thru I - Level 1
|
Tuesday, January 27 - Final Show Day & Move-out
|
|
| 7:30 a.m. - 12:00 Noon |
Exhibitor Registration
Exhibit Hall D - Level 1 |
| 8:30 a.m. - 12:00 Noon |
Expo Open (Final Hours)
Exhibit Halls B thru I - Level 1 |
| 1:30 p.m. - 6:00 p.m. |
Exhibit Tear-down Begins
|
| Wednesday, January 28 - Move-out |
|
| 8:00 a.m. - 5:00 p.m. |
Exhibit Tear-down
|
| Thursday, January 29 - Move-out |
|
| 8:00 a.m. – 5:00 p.m. |
Exhibit Tear-down
|
| Friday, January 30 – Move-out |
|
| 8:00 a.m. – 2:00 p.m. |
Exhibit Tear-down must be completed
and Exhibit Hall must be cleared by
2:00 p.m. |
What if I cannot take possession of my booth by the 12:00 Noon deadline on Friday, January 23?
Exhibitors must notify NADA show management in writing no later than 12:00 Noon (ET) on Friday, January 23, if they cannot take possession of their booth by that time. If no prior notice is given, and the Exhibiting company does not take possession of the assigned space by 12:00 Noon on January 23, NADA has the right to cancel Exhibitor’s contract whereby the booth space reverts back to NADA Show Management. See paragraph 6. Assignment/Relocation and Possession of Exhibit Space in the Contract Terms & Conditions.
Can I share my booth with another vendor?
Please review Section 7 of the Contract Terms & Conditions, located on the back of the Exhibit Space Application/Contract. A confirmed Exhibitor is not allowed to share, assign, sublet, subdivide, apportion, or otherwise allow any persons, parties or entities other than Exhibitor to use in any manner the space assigned to Exhibitor, or any portion of that space. NADA will allow subsidiary companies to co-exhibit within one booth space. However, NADA must approve all co-exhibitor requests and companies must provide proof of their affiliation under the term subsidiary.
Do I have to submit a floor plan of my booth set-up even though it's only a 10x10?
All companies are required to submit a Floor Plan Reporting form and a floor plan layout (drawing) of your booth. This form is included in the NADA Service Kit found online at http://expo.nada.org in the Exhibitor section. There is a separate form required for companies who have an Enclosed or Multiple Story booth design. The due date to submit your floor plan and Floor Plan Reporting Form is November 21, 2008.
Can I have a vehicle in my booth?
NADA requires a minimum of 200 sq. ft. of space for each vehicle displayed within a booth. Companies who want to display vehicles must submit a Display Vehicle Reporting Form to NADA Show Management by December 19, 2008. The Display Vehicle Reporting Form is included in the online NADA Service Kit. Vehicle move-in and move-out will be coordinated by the show’s official service contractor, FREEMAN.
Can I carry in and set-up my booth display by myself?
Exhibitors carrying in their equipment and displays must use a freight gate. Loading and unloading from the lobby glass doors is prohibited. As an employee of the exhibiting company, you have the right to install and dismantle your own booth, as follows:
- May unpack, pack and arrange merchandise and product within exhibit
- Opening of cartons containing your products
- Performance, testing, maintenance or repairs of your products
- May set up and take down "pop-up" displays
- Technical work to machines, such as balancing, programming, cleaning
- Clean and wipe down products and display merchandise and parts of exhibit not installed by other union labor
To exercise these rights you must be a full-time company employee of the exhibiting company. This rule prohibits the utilization of workers hired from a non-union agency or company.
For more information go to http://www.freemanco.com/freemanportal/exhibitor/eMatHandlingFAQ.
What is the maximum booth structure height?
Please refer to the chart below and be aware that certain low ceiling areas of the New Orleans Morial Convention Center exhibit halls will be identified on the fold out floor plan in the Exhibit Prospectus and the online floor plan at http://expo.nada.org.
|
Halls B - I |
| Linear Booth |
8’, 3" |
| Perimeter Booth |
12' |
| Island Booth |
16' |
| Split Island Booth |
16' |
| Peninsula Booth |
16' |
Important: Please be considerate of others when designing your booth; every exhibitor has the right to be visible!
What are the hanging sign regulations?
Hanging signs are NOT permitted in Standard linear booths or Perimeter booths. All hanging signs have a maximum height limit of 20 ft. – measured from the floor to the top of the sign. NO EXCEPTIONS. All sign rigging must be supplied by or approved by the NADA official service contractor, FREEMAN.
• Hanging signs and graphics will be permitted to a total length on each side of the exhibitor’s space that does not exceed 50 percent of the corresponding dimension of the booth.
• All hanging signs must be set back a minimum of 10 ft. from adjacent booths.
• Hanging signs will be permitted to be hung from appropriate load-bearing points within the exhibit facility, provided written approval is received from show management at least 30 days prior to the show. See the Hanging Sign Request Form in the online NADA Service Kit.
• All hanging signs must have drawings available for inspection by NADA Show Management, the New Orleans Morial Convention Center, the Exhibitor, FREEMAN and governmental authority during the time the sign is being hung, suspended and removed at the show site that include a signature or stamp of a reviewing structural engineer indicating that the structure is built in compliance with the details and specifications set forth on the drawings.
Note: Exhibitors are encouraged to use lightweight materials in the conjunction of a hanging sign to eliminate excess stress to the facility ceiling structure.
What is Material Handling?
Material handling (drayage) is the service of receiving freight at either the advance warehouse or show site. This service includes the following:
• Acceptance of freight shipped to advance warehouse
• Storage of up to 30 days prior to move-in
• Delivery of freight to show site OR acceptance of freight delivered directly to show site
• Delivery of freight from dock to booth
• Pick up and storage of "empty" crates/boxes for duration of show
• Delivery of "empties" from storage back to booth for move-out
• Freight transferred from booth to dock for return shipment
• Loading of crates/boxes onto outgoing carrier
Do I have to carpet my booth?
All exhibit booth floors must be carpeted. You may rent carpet from FREEMAN, NADA’s official service contractor. Their order form and contact information is included in the online Service Kit. Exhibitors who wish to use alternate floor coverings other than carpet, must get approval by NADA Show Management. For more information, contact us at (703) 448-5862 or tcarter@nada.org.
How do I order booth services such as Electrical, Plumbing, Floral, Computer, Audio Visual, Models, etc.?
The NADA online Service Kit has all the necessary forms for planning your NADA exhibit. If you need assistance, you may contact NADA Show Management at (703) 821-7141 or expo@nada.org.
When will the online service kit be available?
The online Service Kit will be available beginning in August 2008.
How do I access the online service kit or obtain forms?
Forms can be downloaded from the online Service Kit. You will need to register with FREEMANONLINE to access the forms and order Freeman services online.
How do I order food and beverage for my booth?
All food and beverage orders must be made through ARAMARK – the exclusive catering company for the New Orleans Morial Convention Center. The catering order form and contact information is provided in the online Service Kit. Be aware that peanuts and popcorn are not allowed in the exhibit hall.
Can I have alcholic beverages in my booth?
Exhibitors may have alcoholic beverages in their booth. However, all alcohol orders must be made through the official Food & Beverage vendor, ARAMARK. Order forms and contact information are provided in the online Service Kit.
Are live animals permitted on the exposition floor?
No live animals, with the exception of guide or service animals, are permitted on the exposition floor.
BADGES
How many badges do I get with my booth space?
Only employees of exhibiting companies may register as Exhibitors. Exhibiting companies receive four (4) complimentary exhibitor registrations for every 100 sq. ft. of exhibit space – up to a maximum of 40 badges per company. You may register for your exhibitor badges online at http://expo.nada.org , in the Exhibitor section, Exhibitor Badges.
You will need your password, which will be provided to you in your Booth Space Confirmation letter. When registering your staff for badges, you may request that your badges be mailed to your company’s official contact via Federal Express and FedEx instructions will be available online.
How do I secure additional badges over and above my maximum allotment?
Additional badges over the complimentary quota can be purchased for $225 each in advance, or $285 each onsite. The Paid Exhibitor Badge form is provided in the online Service Kit at http://expo.nada.org in the Exhibitor section.
HOTEL INFORMATION
How do I make hotel reservations within the NADA block?
*NEW FOR 2009* - Your Exhibit Prospectus will include two Hotel Request Forms – one for less than 10 rooms and one for a larger block of 10 or more rooms. Your Hotel Request Form should be submitted along with your Exhibit Space Application/Contract – if you want hotel rooms within the NADA block. Once your booth has been assigned, your hotel form will be forwarded for processing. Hotel room reservations will not be made until your booth space has been assigned. Companies may request four (4) rooms per 100 sq. ft. of exhibit space, up to a maximum of 40 rooms. Detailed instructions and a short synopsis of each New Orleans hotel within the NADA block are included in the Exhibit Prospectus and the convention website at http://expo.nada.org .
I do not want to go through NADA for my housing. Can I make my own reservations directly with the hotel?
You are free to make reservations with any hotel directly. You will not receive the NADA rate and there may be restrictions on your reservation that would not be in place had you gone through NADA.
TRANSPORTATION INFORMATION
What is the shuttle bus schedule?
The NADA shuttle service will begin operating on Friday, January 23 from 9:30 am until 6:30 pm. Once the show begins on Saturday, January 24, the shuttle service will run continuously during the 4-day event. Hours of operation are shown below and are subject to change between now and show time.
| Friday, January 23 |
9:30 am to 6:15 am (Early Registration Day) |
| Saturday, January 24 |
7:00 am to 5:30 pm |
| Sunday, January 25 |
8:00 am to 5:30 pm |
| Monday, January 26 |
7:30 am to 5:30 pm |
| Tuesday, January 27 |
7:30 am to 2:00 pm |
Is there available parking at the New Orleans Morial Convention Center?
All-day parking is available at MCC for a fixed fee. For further information contact the New Orleans Morial Convention Center online at http://www.mccno.com/MapsDirections.asp.
WORKSHOPS/FRANCHISE MEETINGS/LIFESTYLE CENTER INFORMATION
Can I attend Workshop Seminars and Franchise Meetings?
Your Exhibitor Badge will not allow you entrance into the Workshops or Franchise Meetings during the NADA show. Exhibitors who wish to attend Workshops must register separately in the Allied Industry/Workshop category. If you register by the December 5, 2008 deadline, the fee per person is $350. The onsite registration fee will increase to $400 per person. You may register online at http://expo.nada.org beginning late-July 2008. Only franchised new car dealers can attend Franchise Meetings.
Can I participate in Lifestyle Center activities?
Your Exhibitor badge will allow you access to the Lifestyle Center on Tuesday, January 27 only. Your Exhibitor badge will also allow you access to the Saturday and Monday General Sessions, and the Sunday Inspirational Service.
MISCELLANOUS
How do I get a pre-show and post-show mailing list of attendees?
Pre-show and post-show mailing lists will be available online (http://expo.nada.org ) in the Exhibitor section to confirmed exhibitors only. You can download the lists by logging in with your company password provided in your booth space confirmation letter. Please be on the lookout in your e-mail box for Exhibitor Updates for notices of when the lists will be made available.
Are children allowed to attend?
Yes, children under 18 must be accompanied and supervised by an adult at all times within the convention center and on convention center property. Registration for children is complimentary and must be done onsite. All children, except infants in backpacks or slings, must be registered and badged to be admitted to the exhibit hall. Children under 18 are not permitted on the exhibit floor during set up and tear down.
How can I schedule a press conference during the event?
You can contact NADA’s Public Affairs group at (703) 827-7407 or publicaffairs@nada.org.
Is the NADA logo available for my use in promoting my company's participation at the 2009 NADA Convention & Expo?
There is a 2009 NADA Convention logo available for use in convention-related marketing materials that can be downloaded online (http://expo.nada.org) in the Exhibitor section.
To Contact NADA Expositions:
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Call (703) 821-7141 or fax requests to (703) 749-4733
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Write to: NADA, MS #33, 8400 Westpark Drive, McLean, Virginia 22102