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Annual Conference Exhibitor and Sponsor Logistics

 

 Quick Links
Shipping Electrical, AV, Internet Rules & Guidelines for Exhibit Tables
Schedule for the
Exhibit Hall
Provider Session
Guidelines & Information

Registration for Exhibit
Staff & Provider Speakers

Important Dates &
Deadlines
Hotel Reservations Exhibit Hall Diagram (Coming in February)

 

 

Venue
The InterContinental Miami is located in Miami, Flordida. To find out more about the venue, location, hotel accommodations and transportation, go to our Hotel and Travel page.

Shipping
All shipping and handling of materials to and from the InterContinental should be handled by the onsite FedEx Office. All guest and event packages being shipped to the hotel must follow the address label standards (as shown below) to prevent package routing delays. Schedule you shipment(s) to arrive 3-4 days prior to the event start date to avoid additional storage fees. Use the name of the recipient who will be onsite to receive and sign for the package(s). 

Shipments are held for a limited number of days. If a package has not been picked up and no contact information is provided, the package will be returned to the sender, who will be responsible for all additional shipping fees. For more information on package retention, scheduling deliveries, etc., call the number below.

FedEx Office Business Office Information
Phone: (305) 960-2030
Fax: (305) 960-2032
Email: usa5613@fedex.com

Operating hours

Monday-Friday: 7:00 a.m.7:00 p.m.
Saturday: 8:00 a.m.5:00 p.m.
Sunday: Closed

Package Address Labeling Standards
Hold for Guest: (Guest Name) (Guest Cell Number)
c/o FedEx Office at InterContinental Miami
100 Chopin Plaza
Miami, FL 33131
(NAPCP Annual Conference)
Box ___ of ___

Download the full FedEx package shipping instructions and order forms for more information.

Move-in
Scheduled move-in hours on Monday, April 15 are 12:004:30 p.m.

Packages will be available for pickup inside the FedEx Office business center (receiving fee will apply). Pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting our staff at the above number (delivery fee will apply).

Move-out
Scheduled move-out hours on Tuesday, April 16 are 6:007:00 p.m.

All outbound packages must have a completed carrier airbill affixed to each package. Packaging supplies (boxes, tape, etc.) are available for purchase within the FedEx Office. Outbound packages to be picked up by a third party courier should be coordinated in advance with a FedEx Office staff member. Outbound handling fees will be applied to all packages, regardless of carrier, in addition to shipping/transportation fees.

Electrical
Power for exhibit tables is purchased through a third party. More details to come.

Internet
High-speed wireless internet will be available in the exhibit hall complimentary, but it is strongly recommended to order internet if your exhibit table setup requires it. Order your internet needs through the InterContinental via the form below. Orders must be received 30 days prior to the event date.

IT Order Form

Audio Visual Services#
All audio visual needs for your exhibit table must be ordered through the onsite company, PSAV.

Exhibitor Order Form

Rules and Regulations for Exhibit Tables
#
The Exhibit Hall is located in the Mezzanine on Second Floor.

Please read carefully to avoid onsite confusion concerning exhibit format; this information is also on your contract.

All exhibits must be contained to the tabletop provided. No exceptions. You will be asked to take down any materials or equipment that do not comply. Exhibits are limited to the
6-ft. skirted table provided in your area. Placing any materials, banners, posters, carts, AV stands or any other furniture or promotional materials outside the tabletop exhibit is prohibited. Promotional materials may not block the view of the other exhibits. Laptop computers are welcome (exhibitors are responsible for the cost of AV, electrical needs, internet and shipping and handling—see above for details). See the Exhibit Hall Contract Guidelines page of your exhibit contract for further details on policies and physical regulations. Also, please make sure your exhibit staff are aware of these regulations.

View images of acceptable exhibit table sets

If you have any questions about your exhibit or what is allowed, contact Rachel Narveson directly at (952) 546-1880, ext. 7 or
rachel_narveson@napcp.org.

Exhibitors will be provided with:

  • one complimentary full-access conference pass
  • a 6-ft. skirted banquet table, two chairs and wastebasket (some contracts have two or more tables)
  • permission-based attendee list with name, title, organization, mailing address and
    email; provided one week after the conference for a one-time use
  • a listing in the printed program Exhibit Hall Directory, including company logo
  • listed under Exhibitors on conference app; links to specified webpage as well as a link to the Exhibit Hall floor plan to show exhibit table location
  • recognition on the Annual Conference webpage

Exhibit Setup
Setup of your tabletop exhibit will occur on Monday, April 15, from 12:004:30 p.m. Set-up must be complete no later than 4:30 p.m.


Exhibit Tear-Down
Tear-down of your tabletop exhibit will occur on Tuesday, April 16, from 6:007:00 p.m.

Schedule for the Exhibit Hall

Monday, April 15, 2019
Exhibitor Set Up
Exhibit tables must be set and ready by 4:30 p.m.
12:004:30 p.m.

Exhibit Hall Open
Opening Cocktail Reception 

The NAPCP supplies overnight security in the
Exhibit Hall. The NAPCP is not responsible for
items 
left behind.

5:008:00 p.m.
6:307:30 p.m. 
Tuesday, April 16, 2019
Exhibit Hall Open 

Continental Breakfast 
Lunch for Exhibitors
Lunch for Attendees
Afternoon Break
Closing Cocktail Reception
Exhibitor Tear-Down
7:158:15 a.m. and
11:00 a.m.6:00 p.m.
7:158:15 a.m.
11:30 a.m12:00 p.m.
12:151:00 p.m.
2:153:00 p.m.
5:006:00 p.m.
6:007:00 p.m.



Provider Demonstration and Partner Sponsor Educational Session Guidelines and Suggestions

Contracts, titles and descriptions are due by January 31, 2019, to be included in the conference printed program. Descriptions received after January 31 are not guaranteed to be included in the program, but will be included in the printed conference addendum, received by all attendees. For Provider Demonstration sessions, complete and submit to Rachel Narveson. For Partner Sponsor Educational sessions, complete and submit to Terri Brustad.

Download the Provider Demonstration template. Request the Partner Sponsor Educational template from Terri Brustad.

Breakout rooms at the InterContinental Miami are located either on the Lobby Level or on Second Floor. Rachel Narveson will provide your organization's lead contact with the correct date, time and room location for your session(s) in your custom website, at least one month prior to the conference.

All Provider speakers will need to provide their own laptop computers. Laptops will NOT be provided in these rooms. Mac computers and Mac-based PowerPoint Presentations are not recommended.

An LCD projector, screen, microphone, podium will be provided in every breakout room. Provider demonstration rooms will have lined internet.

The NAPCP does request a copy your presentation, which will be converted to a PDF and placed on our session download page. The session download page will be available to all attendees. If you cannot share your presentation, inform your NAPCP contact and provide a single 'contact us' slide.
Arrive at the conference site early. We strongly recommend that you visit the session room to test internet connectivity and hardware compatibility in advance of your session. While internet connectivity will be provided for the Provider Demonstrations, we encourage you to come prepared with an offline backup.

Testing Dates and Times
Testing of presentation, device and connection is available. Scheduling is strongly suggested. The specified rooms will be ready to be connected to laptops. An NAPCP staff person is not guaranteed to be in the room to assist. Contact Rachel Narveson to schedule.

Dates and Times of Provider Demonstration and Partner Sponsor Educational Sessions
Tuesday, April 16, starting at 10:30 a.m. with the last session starting at 4:15 p.m.
Wednesday, April 17, starting at 10:45 a.m. with the last session starting at 3:45 p.m.

Note about security: While the printed onsite conference program and signage clearly state that the Provider Demonstrations are for end-user attendees only, each speaker will be responsible for providing their own security to monitor attendance. The NAPCP, their employees and agents are not responsible for the entrance of attendees from competing entities and any other security mishaps.

Registration for Exhibit Staff and Provider Speakers
Complimentary passes are allocated to your organization's lead contact. If you have been directed to complete a paid registration, go to our Annual Conference registration page.

Hotel Reservations at the InterContinental Miami
Hotel reservations are available at the InterContinental Miami for $219/night (plus taxes and fees). The $219 rate is only available until March 12, 2019. Make your reservation.

 

  
Important Dates and Deadlines for 2019

November 15
  • Deadline to submit:
    • Exhibit table contract to receive $750 off the total exhibit fee
    • Value package contract to receive the $550 discounted price on either package 1 or 2
December 6
  • Early incentive to turn in your completed session template to be included in an email dedicated specifically to Provider sessions
January 16
  • Second early incentive to turn in your completed session template to be included in an email dedicated specifically to Provider sessions
  • Exhibit table location selection begins
  • Continue to submit contracts for all opportunities
January 31
  • Deadline to submit logos, links and session descriptions/templates to be included in the printed program
  • The earlier you submit your session descriptions, the more exposure you will receive on our website and in our emails
  • Begin to order show services
February 8
  • Deadline to submit logo, listing and advertisements for the 
    2019 Global Provider Directory
March 11
  • Last day to receive hotel group rate discount on hotel room
March 22
  • Deadline for complimentary registration
April 8
  • Deadline to order electrical, internet and AV rental equipment 
April 12
  • Earliest arrival date of exhibit/demonstration materials to hotel
April 15
  • Exhibitor setup: 12:004:30 p.m.
April 16
  • Exhibitor tear-down: 6:007:00 p.m.


Hotel Room Reservation

The InterContinental Miami is the designated hotel and conference space. The discounted room block price is $219. The group room block and discounted room rate expires March 11. 

Book your hotel reservation online

Transportation
The Miami International Airport is located 8.2 miles from the hotel. You are responsible for transportation to and from the airport.

Questions
Rachel Narveson, Event Manager
Email: rachel_narveson@napcp.org
Telephone (952) 546-1880, ext. 7

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