Exhibitor FAQ's
Registration
Where should I make hotel reservations for me and/or my booth personnel?
NAFA has blocked rooms at two hotels. The first is the Marriott Detroit at Renaissance Center. Group rates are $164. For online reservations, click HERE
The second hotel is the Courtyard by Marriott. The group rate is $157. For online reservations, click HERE
The first night’s room rate is required as an advance deposit for all reservations. Credit cards will be charged at the same time that the reservation is made. The cutoff date for reservations is March 31, 2010.
For more information, visit our Hotel and Travel page
Can I obtain an Institute Registrant Mailing List?
Yes, exhibiting companies may purchase mailing information of the NAFA Institute and Expo (I&E) Registrants. The files are distributed 3 weeks prior to and 3 weeks following the show. An order form can be found in the Exhibitor Service Manual, under the Addition Services Section. This Service Manual is available online at George Fern Company.
How many badges come with my booth space?
4 – Badges are complimentary per 10’x10’ booth space; one (1) for the Institute & Expo and three (3) Expo only. Each exhibitor will be required to wear a badge while in the exhibit hall. A fee of $375 US per person will be charge for more than four (4) persons per 10’x10’ booth space.
Exhibitor booth personnel registration will open February 2010.
Can Exhibitors attend the Educational Programs?
NAFA is offering a special convention rate for booth personnel wishing to attend the educational programs. There are three registration options: Option #1 for $475 qualifies you to participate in two days of educational sessions. Option #2 for $525 enables you to attend three days of educational sessions and Option #3 for $575 enables you to attend four days of educational sessions. No meals are included.
Does my badge get me into any of the Meal Functions?
No, meal tickets are not included with your booth space. Individual Meal Tickets can be purchased at the registration counter during the Institute and Expo.
Your Booth
Can I sell products in my booth space?
No, exhibitors may not accept cash, checks or credit cards for merchandise in the exhibit hall and may not take orders.
What is included in my booth space?
All booths will be provided with an 8’ high back wall drape, 36” high sidewall drape and 1 – 7” x 44” booth identification sign.
All booths are 10’x10’ except as noted on the floor plan. Order Forms for booth furnishings, decorations, utilities, etc can be found in the Exhibitor Service Manual.
General Service Contractor/On-site Information
Who is the Official General Service Contractor and how can I contact them?
George Fern Company. They can be reached at 615.256.0357.
What is the deadline discount date for ordering exhibitor services from George Fern?
The discount deadline date for ordering equipment from the General Service Contractor, George Fern Company, is Friday, April 9, 2010. Your order must be accompanied by a check, or a completed credit card payment authorization form.
Helpful Hints:
Save Money – order early to take advantage of advance order discount rates, place your order by April 9, 2010
Avoid Delays – Ship early to avoid delays. Shipments arriving late at show site will cost you extra money and valuable set-up time on show-site.
Do I have to order carpet for my booth space?
Yes, carpet is required in each booth. The booth carpet Order Form can be found in the Exhibitor Service Manual. Exhibitors wishing to have their carpet cleaned before or during the Expo must arrange for cleaning service. The Order Form can also be found in the Exhibitor Service Manual.
Will my vehicle fit into my 10x10 booth space?
No. A vehicle will not fit into a single 10’x’10’ booth space.
Do I need prior approval to display vehicle(s) in my booth?
Yes, if you are planning on displaying a vehicle in your booth you must complete and return the Vehicle Registration Form located in the Exhibitor Service Manual. Note: all island booths must submit a diagram where vehicles will be located in their booths.
No vehicle(s) will be permitted into the exhibit area without completing and returning this form.
What is the procedure in getting my vehicle to my booth (vehicle spotting)?
The driver of the vehicle should proceed to the loading dock area of the Convention Center off of Second Street and Congress Avenue. There will be signs posted directing you to a staging area near the loading dock where the driver will check in with the George Fern Freight Foreman. Vehicles cannot have more than two (2) gallons of gas. Once the vehicles fuel level has been checked, George Fern personnel will escort the vehicle to the exhibiting company’s booth. Once the vehicle is place in the booth, the battery cable will need to be disconnected, and the gas cap locked and/or taped shut.
Once my vehicle is in position, what do I need to do?
Any fuel-powered vehicles on static display must have the smallest possible amount of fuel two (2) gallons maximum. The gas cap must be locked or sealed by tape; batteries on fuel powered vehicles must be disconnected. Keys to the vehicle must be given to the Floor Manager. The Floor Manager’s desk will be located at the Exhibitor Service Center on show site.
Vehicles may not be started, run or moved during event hours without prior approval.
When does my vehicle(s) have to be removed from my booth at the end of the show?
Exhibitors are required to make arrangements to have all vehicles removed from the exhibit hall after the close of the exhibition at 3:00 pm Monday, April 26, 2010. Please go to the George Fern Service Desk on site to make arrangements.
If I’m participating in the Roadeo and/or the Ride-and-Drive, what is the procedure to remove and/or return my vehicle to the show floor?
Go to the George Fern Service Desk on show site to make arrangements.
Does my Freight Carrier have to check into the Marshalling Yard?
All freight carriers should proceed to the loading dock area of the Convention Center off of Second Street and Congress Avenue. There will be signs posted directing you to a staging area near the loading dock where the driver will check in with the George Fern Freight Foreman prior to being unload or reloaded.
Can I drive up to the loading docks and unload my own vehicle (POV's)?
No. All unloading and reloading of freight into the exhibit hall by contract carriers and privately owned vehicles at the loading docks is under the jurisdiction of the local teamsters union. The loading docks will be managed by the George Fern Company, and exhibitors will be charged the established rates for material handling. If you have any questions about the loading dock area, please call the George Fern Company at 615.256.0357.
My freight will fit in a truck. Can I drive that truck into the convention center, unload it and drive the truck out of the convention center?
No. No vehicles, other than display vehicles, will be allowed access to the exhibit hall.
Can I install and dismantle my own booth?
Yes, provided it can be done by no more than two exhibiting company personnel in four hours or less. The work may be done using small hand tools, cordless screwdrivers and step stools limited to three steps. No ladders, mechanical lifting devises or motorized material handling equipment can be used by anybody expect the qualified members of the union having proper jurisdiction.
Can I carry in my booth equipment myself?
Yes, exhibitors are allowed to transport items (hand carry or by using luggage carts or rolling in pop-up booths crates with built-in wheels) to and from their booth via the public entrances of the exhibit hall. Exhibitors are NOT allowed to off-load their privately owned vehicles (POV's) at the loading docks.
Can I set up my booth the morning the show opens?
No, all exhibits must be in place by 5:00 pm the day prior to the show opening (Saturday, April 24, 2010), unless special arrangements have been made in advance with NAFA staff.
Can I share my booth with another company?
No, subletting of space is not permissible. Two or more firms may not exhibit in a single space without approval from Show Management.
If I have a problem with show rules, a contractor or union labor with whom should I speak?
Prior to arriving on-site, you should contact Angela Kogut at NaylorCMG 703.259.6128. If a problem arises on-site, please contact NAFA’s Floor Manager. The Floor Manager can be located at the Exhibitor Service Center. Do not wait until after the show is over. Problems are much easier to resolve as they occur, rather than days or weeks after the show.
Can I use an Exhibitor-Appointed Contractor (EAC) to install/dismantle my booth?
Yes, however you must seek written approval from the Association. The Association must be notified by the exhibitor of the name, address and telephone number of the EAC. The EAC must also submit a certificate of insurance. The EAC must obtain labor from the local unions having jurisdiction. Refer to the Exhibitor Service Manual for more detail.
What time will my EAC be able to set up my booth?
EAC’s can move-in during official move-in dates and times; Friday, April 23, 2010, 8:00 am – 4:00 pm and Saturday, April 24, 2010, 8:00 am – 4:00 pm.
Does NAFA provide security for the exhibit hall?
Yes, NAFA provides general overall security service for the exhibition period, neither NAFA Fleet Management Association, Fern, Naylor or McNeill Management will be responsible for loss of any material/equipment. Each exhibitor must make provisions for safeguarding their own goods, materials, equipment and display at all times.
If my booth is damaged on move-in or move-out, what can I do?
Unfortunately, accidents happen. As an exhibitor, you are strongly encouraged to insure your booth and its contents from the time they leave your facility. In the event your booth is damaged during move-in please go to the Exhibitor Service Center and ask to speak with the NAFA’s Floor Manager.
Is there an “Official” Lead Retrieval Contractor?
Yes, the Official Lead Retrieval Contractor is Badgeguys. Each attendee and exhibitor who registers for the Institute and Expo will receive a badge that is encoded with a 2D barcode. This barcode will contain the person’s name, company, address, phone #, fax #, and email address. Badgeguys is offering equipment and services that you can use to capture this important information in your booth. Order Forms can be found in the Exhibitor Service Manual.
Why does it take so long to have my empty containers/crates returned after the Expo?
Empty containers are stored in trailers and are removed off-site from the convention center. The numerous trailers required to accommodate the large amount of empty containers cannot all arrive at the dock at the same time. Empties will be delivered as quickly as possible.
Have future I&E dates been determined yet?
April 9-12, 2011- Charlotte, NC
April 21-24, 2012 - St. Louis, MO
April 20-23, 2013 - Atlantic City, NJ
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Submit your question to NAFA at info@nafa.org