Overview: Exhibiting

In order to purchase a booth in the EXPO Hall at APAP|NYC:

• You must be a current, paid member of APAP
• You must register as a conference attendee
• You must pay an exhibit booth rental fee

Attendee Registration:

Early registration – June 21 through July 29, 2011
Advance registration – July 30 through September 1, 2011
Regular registration – September 2, 2011 through January 4, 2012

Please be advised that dates are subject to change.

Booth purchasing is based on the seniority of consecutive years exhibiting at APAP. The booth purchasing schedule is a follows:

25 years+         August 1-3, 2011
15 years+         August 3-10, 2011
10 years+         August 10-16, 2011
1-9 years+        August 16-22, 2011
New/Everyone   August 22-

Late Load-In/Early Load-Out Booths

Exhibit Materials Handling

All exhibit materials over thirty (30) pounds must be transported to the exhibit hall from the loading docks. Drayage charges may apply. Exhibitors are expressly prohibited from utilizing the escalators to prevent damage to the equipment.

Lead Retrieval Equipment

Exhibitors can capture all of the office contact information for attendees they meet using the name badge bar code and easy to use E Touch lead retrieval system. With this system, exhibitors will be able to download their data daily while onsite – no more waiting! The lead retrieval order form is included in the exhibitor's kit.

What is the EXPO (Exhibit Hall)?

The spacious EXPO offers a unique opportunity to market and promote your properties, products and services. Consisting of 370 booths, the EXPO is a temporary business address for touring artists and companies, artist representatives, booking agencies, presenting groups, consultants and vendors.

The EXPO is spread over three spacious floors of the Hilton New York Hotel and Towers. Each floor has its own name:

• Rhinelander is the main entrance to the EXPO and is located on the second floor of the hotel. It is on the same floor as the Conference Registration area and contains over 100 booths plus conversation area.
• Americas Hall I is on the third floor of the hotel and can be accessed from the escalators in Rhinelander. The popular exhibit hall holds over 100 booths plus conversation areas.
• Americas Hall II is on the fourth level of the hotel and must be accessed from inside the Exhibit Hall via the escalator in Americas Hall I. Americas Hall II holds over 100 booths.

Do I have to be a member of Arts Presenters to exhibit in the EXPO?

Yes. Only members of Arts Presenters are permitted to attend and exhibit at the Members Conference. You must join Arts Presenters or renew your membership if it expires before January 31, 2012. To join Arts Presenters, please call Sue Noseworthy, Membership Manager in our membership office at 202-207-3841, or check out: the members only section of www.apap365.org. You also can "connect" through the conference website at www.apapnyc.org.

I am already a member, but my membership expires prior to January 31, 2012. Can I register to exhibit?

Yes. But your membership must be renewed before your conference arrival to receive your registration packet onsite.

What should I do to make sure the online exhibitor registration process goes quickly and I get the best location?

The best way to insure a speedy process for registration is to make sure all of your membership information is current and that you are not delinquent in your membership fee payment. Also, if you are not listed as the primary contact for the organization, you will need to bring the membership record for your organization up to date. For assistance, contact Sue Noseworthy, Membership Manager via e-mail at snoseworthy@artspresenters.org or by phone at 202-207-3841.

How much will it cost me to register as an attendee for the APAP|NYC Conference?

Early bird registration is $745 (through July 29, 2011). Advance registration is $820 (July 30 - September 1, 2011). Regular registration is $875 (September 2, 2011 - January 4, 2012). Onsite registration will be $920 (after January 4, 2012).

Is payment due at the time of application?

Payment in full for a delegate registration is required as part of your booth registration. You will also be required to pay a 50% deposit (by credit card) at the time you reserve your booth. The booth balance will be due by October 3, 2011, along with any other outstanding balances you have for fees (such as advertising).

If I choose to complete my exhibitor registration in two payments, will I still be able to select my booth before Arts Presenters receives the second payment?

Yes, if you pay by credit card, you will be able to select your booth and sign up for a split payment process. PLEASE NOTE: The APAP registration service will be unable to automatically debit your credit card for the final booth payment. Instead, exhibitors will receive an email reminding them to go into their account and pay the balance due.

Can I choose my own booth or will Arts Presenters choose it for me?

You can choose your own booth. Arts Presenters will not be involved in booth selection.

Will I be able to get the same booth every year?

Remember that booths are sold on a first come, first served basis. However, as long as the booth has not already been sold to another member who registered earlier than you, then the location should be yours. So register early!

If booths are sold out, can I place my name on a waiting list?

There is no waiting list. We suggest that you check the interactive floor plan periodically to see if any booths become available.

I want my booth to be located next to or near my colleague. How do I ensure that can happen?

There is no guarantee you will be next to or near your colleague. However, there are steps you can take to improve your chances. You will be able to mouse over the entire exhibit hall during your booth registration process. You will be able to identify who has registered and where they will be located. We recommend you coordinate with your colleague when you both will be logging on to procure your booth. This will provide the greatest chance to be near each other.

If I have a problem getting registered online, who do I call?

Please call 877-846-7469, Monday through Friday, 10:00 am – 5:30 pm EST. If you have a member-related inquiry – please call the Membership Department at 202-207-3841 for assistance.

May I share my booth with another delegate?

No. Arts Presenters has a strict no-share booth policy. Only one company per booth is allowed.

What is the procedure for assigning and/or purchasing booth badges?

The online registration process will provide you with the ability to assign your included booth badges. In order to have the badges available onsite, and avoid waiting in line at onsite registration, we ask that you assign them by January 4, 2012. However, if an exhibitor has not completed assigning included booth badges, s/he will be able to register that badge on site at no charge. Please note: if a badge is changed because of a typo or title change, there will still be a charge of $20. And, the $250 charge for booth badges purchased onsite (beyond those included with the booth) will still apply.

You may purchase additional badges online at an early rate of $175 per badge until September 1, 2011. Between September 2, 2011 and January 4, 2012 the cost of badges will be $200. Onsite badge purchases will cost $250.

What equipment is provided with the booths?

Each booth is equipped with a 10' high back drape and two 3' high side-draped dividers, a 36" company name sign, two folding chairs, two 6' x 36" skirted tables (4' tables are set in 5' booths), and one wastebasket. Security for the Exhibit Hall is also provided by Arts Presenters.

How tall may my exhibit be inside my booth?

Your exhibit and furniture may not exceed eight (8) feet in height, nor may you place any exhibit materials in the aisles of the hall. Your display must fit within the dimensions of your booth. All pop-up exhibit furniture may not be any wider than 12 inches and must be placed on the back wall of your booth. Any exhibit display item exceeding 3.5 feet in height must be placed on the back wall of the booth. Exhibits exceeding this amount will block the view into your neighbor's booth. Exhibitors who violate these requirements will be asked to remove the items in question. Failure to abide by the rules may result in booth cancellation and removal from the exhibit hall and forfeiture of all fees.

Who is the EXPO Decorator?

GES is our contracted exhibit hall decorator. Extra booth equipment other than that provided with the booth, such as furniture, hanging hooks, custom-designed displays or shipping, may be ordered directly from GES. Contact information will be provided with your Exhibitor Confirmation package. GES maintains an onsite service booth that is open during Exhibit Hall hours and is located just outside the entrance to Americas Hall I on the 3rd floor. Exhibitors may use this service for booth repair or ordering small equipment.

Who are the Floor Managers in the EXPO and what are their responsibilities?

Each floor of the exhibit hall is staffed at all times by Arts Presenters Floor Managers. The Floor Managers circulate throughout the EXPO and are available to answer your questions, explain the rules, and are in charge of enforcing the rules and codes of conduct spelled out in your contract's Terms of Agreement. If exhibitors are in violation of the Terms of Agreement and do not comply with the Floor Manager's warnings, they run the risk of having their booth cancelled and forfeiting their booth fee. Floor Managers will be wearing Arts Presenters staff ribbons and are on radio communications with security and the Conference staff. They are present during load-in, set-up and operating hours of the Exhibit Hall. Judy Moore is the manager of the EXPO. She can be reached by phone at Arts Presenters' DC offices at 202-207-3858.

Who provides audiovisual equipment for exhibitors?

Exhibitors may bring their own audiovisual equipment, or they may order equipment from PSAV, the Hilton Hotel's onsite audiovisual provider. The AV request form is included in the exhibitor's kit.

Who provides electricity to the exhibit booths?

The Hilton Hotel provides exhibit booth electricity. All exhibitors requiring electricity can access the electrical request form in the exhibitor's kit.

What free advertising is provided to exhibitors?

All exhibitors are listed in the following Conference-related materials:

• Conference Program Book
• EXPO Map

What other advertising or promotional opportunities are available to exhibitors?

• Showcase Listings: $70 per listing
  Any Conference attendee may purchase a Showcase listing for $70 per listing. Arts Presenters promotes Showcases in our Conference materials including the Showcase Listing Book. For more information on showcasing at the Conference, go to the Showcase webpage on the Conference website.
  
• On-site Showcase Listing Book: $1,950
  This is the bible of showcase information. Attendees use the book to nail down plans and make their schedule. It is an excellent opportunity to provide the latest information about your organization's activities.
  
• Online Banner Advertising: from $950
  Place your banner ad on the most-trafficked areas of the Conference website. Banner ads will appear on each page view, providing advertisers with clickable links to their websites. This is a great way to communicate about your artists and their work.
  
• Tote Bag Advertising: $1,750 - $2,000
  Get your message in the hands of each arriving presenter. Insert a CD, flyer, brochure or pen (you cannot advertise a conference showcase).
  
• Inside Arts Ad Savings for Sponsors
  Extend your conference sponsorship with a year-round presence in front of the subscribers to Arts Presenter's premier magazine, Inside Arts.
  
• Platinum sponsors: enjoy 60% off the rate card.
• Gold sponsors: enjoy 50% off the rate card.
• Silver sponsors: enjoy 30% off the rate card.
• Bronze sponsors: enjoy 20% off the rate card.

FOR ADVERTISING INQUIRIES CONTACT: Dan Kelly, Madavor Media, (617) 315-9163 or dkelly@madavor.com.
FOR SPONSORSHIP INQUIRIES CONTACT: John Fernandez, jfernandez@artspresenters.org.

Can I purchase attendee lists?

Exhibitors will have access to the real time dynamic roster of attendees, which will be available for download as many times as they wish at no additional cost. NOTE: the list will provide names and mailing addresses only, unless attendees opt to allow electronic contact, in which case email addresses will also be listed. Otherwise, no phone numbers or email addresses will be provided to maintain the privacy of the attendees.