Exhibitor Frequently Asked Questions
Exhibitor Booth Reservations
Exhibitor Rules and Regulations
Exhibitor Manual
Exhibitor Registration
San Diego Convention Center
Hotel Room Blocks
Exhibitor Lounge
Exhibitor Move-in
Show Open
Exhibitor Hospitalities
Exhibitor Move-out
Sponsorship
Advertising
Exhibitor Sign-up for 2009 Show
Exhibitor Booth Reservations
Is there a deadline to sign up for booth space?
What is included in my booth space purchase?
How many complimentary registrations are included in my booth purchase?
How much does booth space cost?
When are payments due?
What other important deadlines do I need to be aware of?
Exhibitor Rules and Regulations
What are the penalties for downsizing my booth?
What are the penalties for canceling my booth?
Where can I find all the rules and regulations for exhibiting?
Exhibitor Manual
When will I receive my Exhibitor Manual?
What will be the format of the Exhibitor Manual?
Exhibitor Registration
How many complimentary registrations are included in my booth purchase?
What is the difference between “Exhibitor Full Registrant” and “Exhibitor Booth Personnel”?
How do I purchase additional exhibitor registrations?
How do I make changes to my list of Exhibitor Full Registrants and Exhibitor Booth Personnel?
What are guest passes and how are they used?
When is the deadline to register my exhibit personnel?
San Diego Convention Center
Where is the convention center located?
Is parking available near the convention center?
Will all AUVSI events take place on one level of the convention center?
Will the exhibit hall in the convention center be air-conditioned during set-up and tear-down?
Are meeting rooms available for companies to rent during the show?
Hotel Room Blocks
Will there be room blocks at hotels in the vicinity of the Convention Center?
When will information on housing blocks be available to make reservations?
Will government rates be available at any of the hotels?
Exhibitor Lounge
Where is the Exhibitor Lounge?
What are the hours of the Exhibitor Lounge?
How do I gain access to the Exhibitors Lounge?
How can I sponsor the Exhibitor Lounge?
Exhibitor Move-in
When is Exhibitor Move-in?
What if I need more time to set up?
Will the exhibit hall be air-conditioned during set up?
Who is the primary contractor that will be able to assist me onsite with my booth needs?
Show Open
What are the open hours of the exhibit hall during the show?
What else goes on during the show?
Exhibitor Hospitalities
Can I host a hospitality reception on Tuesday night (free night)?
What are the regulations on hosting a reception at my booth?
What is the Exhibitor Hospitality Reception?
Exhibitor Move-out
When is Exhibitor Move-out?
What if I have to leave early?
Will the exhibit hall be air-conditioned during tear down?
Who is the primary contractor that will be able to assist me onsite with my booth needs?
Sponsorship
What events are available to sponsor and how do I sign up?
Advertising
What opportunities are there to advertise and how do I sign up?
Exhibitor Sign-up for 2009 Show
What are the exhibit sales hours for AUVSI’s Unmanned Systems North America 2009?
Where is the Exhibit Sales Office located?
Exhibitor Booth Reservations
Is there a deadline to sign up for booth space?
As long as space is still available, companies may sign up even up to the start date of the show, however signing up early is important to guarantee a booth.
What is included in my booth space purchase?
Exhibit Space Only Includes:
- 8’ draped back wall (inline booths only)
- 3’ draped side rail (inline booths only)
- Two-line ID sign (44”x7”) with company’s name and booth number
- Complimentary Registration (determined by total amount of booth space purchased)
- Company listing in the official onsite program (deadline applies)
- Company listing in the Exhibitor Matrix/Product Listing (deadline applies)
Shell Scheme Package Includes:
Available only for 10’x10’, 10’x20’ and 10’x30’ booths
- Hard wall system (with blue/grey fabric panels – Velcro-friendly)
- Header sign
- Standard carpet (Grey)
- Track light with 1 head per panel
- 40”h side returns/panels
- Counter with sliding doors (38”w x 18”d x 40”h)
- Set-up and removal
- Opening Day Cleaning
- Prestige Conference Table
- (4) Prestige Side Chairs (grey)
- Power – 10amp/1000watt (outlet placed at the back wall; one outlet regardless of booth size)
- Complimentary Registrations (determined by total amount of booth space purchased)
- Company listing in the official onsite program (deadline applies)
- Company listing in the Exhibitor Matrix/Product Listing (deadline applies)
How many complimentary registrations are included in my booth purchase?
The number of complimentary registrations are dependent on your booth size:
| Booth Space | Number of Complimentary Registrations Included |
|---|---|
| 100 sq. ft. | 1 Exhibitor Full Registrant, 2 Exhibitor Booth Personnel |
| 200 sq. ft. | 1 Exhibitor Full Registrant, 3 Exhibitor Booth Personnel |
| 300 sq. ft. | 2 Exhibitor Full Registrants, 4 Exhibitor Booth Personnel |
| 400 sq. ft. | 2 Exhibitor Full Registrants, 8 Exhibitor Booth Personnel |
| 500 sq. ft. | 2 Exhibitor Full Registrants, 10 Exhibitor Booth Personnel |
| 600 - 1000 sq. ft. | 2 Exhibitor Full Registrants, 12 Exhibitor Booth Personnel |
| 1001 - 1500 sq. ft. | 3 Exhibitor Full Registrants, 12 Exhibitor Booth Personnel |
| 1501 - 2000 sq. ft. | 3 Exhibitor Full Registrants, 14 Exhibitor Booth Personnel |
| 2001 - 2500 sq. ft. | 3 Exhibitor Full Registrants, 15 Exhibitor Booth Personnel |
| 2501 - 3000 sq. ft. | 4 Exhibitor Full Registrants, 16 Exhibitor Booth Personnel |
| 3001 - 3500 sq. ft. | 4 Exhibitor Full Registrants, 17 Exhibitor Booth Personnel |
| 3501 sq. ft. + | 4 Exhibitor Full Registrants, 18 Exhibitor Booth Personnel |
How much does booth space cost?
Exhibit Space Only: $30/square foot
| Shell Scheme Package | |
|---|---|
| Total sq. ft. Requested: | Price |
| 100 sq. ft. | $5,000 |
| 200 sq. ft. | $8,000 |
| 300 sq. ft. | $11,000 |
| Additional Fees: | |
|---|---|
| Corner Space Premium | $500 per corner space** |
| Double Decker Fee | $20 per square foot |
| Sharers Fee | $500 per sharing company |
All Fees are in US Dollars
Booth space must be contiguous or it is considered a separate purchase
**Fee does not apply to island booths
Discounts:
- AUVSI Corporate Members receive a one-time 10% discount off the total fee for booth space (NOTE: Corporate Membership must be current and in good standing)
- Government agencies receive a 30% discount off the total fee for booth space.
- First-time exhibitors receive a 10% discount off the total fee for booth space.
NOTE: Discounts may not be combined on a booth purchase. The discount with the greatest savings will be applied.
When are payments due?
The 50% deposit is required with the contract to confirm your space. Without a 50% deposit, booths will not be confirmed.
The 50% balance is due by January 11, 2008. All fees are due by this date. Those exhibitors with outstanding balances will not be able to set up their booth when the show opens to move in.
What other important deadlines do I need to be aware of?
| Upon Submission of Contract | 50% deposit due |
| Friday, January 11, 2008 | Balance of booth fees due |
| Friday, April 4, 2008 | Electronic copy of your company's 100-word description due Exhibitor Profile due |
| Sunday, June 8, 2008 | Exhibitor Move-in |
| Monday, June 9, 2008 | Exhibitor Move-in |
| Tuesday, June 10, 2008 | Show Open |
| Wednesday, June 11, 2008 | Show Open |
| Thursday, June 12, 2008 | Show Open Exhibitor Move-out |
| Friday, June 13, 2008 | Exhibitor Move-out |
Exhibitor Rules and Regulations
What are the penalties for downsizing my booth?
All downsizing requests shall become effective when approved by Show Management. All downsizing requests must be made in writing to AUVSI. A fee of 50% of the difference between the cost of the original total exhibition fee and the downsized exhibition fee will be charged on any Show Management approved downsizing on or before Friday, January 11, 2008. The fee increases to 100% of the difference between the original total exhibition fee and the cost of the downsized exhibition fee after Friday, January 11, 2008. The above downsizing fees shall be in addition to the actual cost of the downsized exhibition fee.
Should an Exhibitor downsize, AUVSI reserves to right to move the exhibitor and place them in an appropriate size booth.
What are the penalties for canceling my booth?
All cancellations must be made in writing to AUVSI. There will be a cancellation fee of 50% of booth space cost if written cancellation is received by Friday, January 11, 2008. There will be a cancellation fee of 100% of booth space cost if written cancellation is received after Friday, January 11, 2008.
Credit to Exhibitor for Replacement Business. AUVSI shall mitigate its losses. If AUVSI is able to resell the cancelled booth space, the exhibitor will receive a full refund minus a $500 cancellation fee if the space is resold by Friday, January 11, 2008. If the space is resold after Friday, January 11, 2008, the exhibitor will receive a full refund minus a $1000 cancellation fee.
Where can I find all the rules and regulations for exhibiting?
Download the Exhibitor Rules and Regulations here. They are also included in the exhibitor prospectus.
Exhibitor Manual
When will I receive my exhibitor services manual?
Exhibitors should receive their manuals approximately 60 days prior to the show.
What will be the format of the Exhibitor Manual?
Approximately 60 days prior to the show, the Exhibitor Manual will be available online and a hard-copy binder will be mailed to each exhibitor.
Exhibitor Registration
How many complimentary registrations are included in my booth purchase?
The number of complimentary registrations are dependent on your booth size:
| Booth Space | Number of Complimentary Registrations Included |
|---|---|
| 100 sq. ft. | 1 Exhibitor Full Registrant, 2 Exhibitor Booth Personnel |
| 200 sq. ft. | 1 Exhibitor Full Registrant, 3 Exhibitor Booth Personnel |
| 300 sq. ft. | 2 Exhibitor Full Registrants, 4 Exhibitor Booth Personnel |
| 400 sq. ft. | 2 Exhibitor Full Registrants, 8 Exhibitor Booth Personnel |
| 500 sq. ft. | 2 Exhibitor Full Registrants, 10 Exhibitor Booth Personnel |
| 600 - 1000 sq. ft. | 2 Exhibitor Full Registrants, 12 Exhibitor Booth Personnel |
| 1001 - 1500 sq. ft. | 3 Exhibitor Full Registrants, 12 Exhibitor Booth Personnel |
| 1501 - 2000 sq. ft. | 3 Exhibitor Full Registrants, 14 Exhibitor Booth Personnel |
| 2001 - 2500 sq. ft. | 3 Exhibitor Full Registrants, 15 Exhibitor Booth Personnel |
| 2501 - 3000 sq. ft. | 4 Exhibitor Full Registrants, 16 Exhibitor Booth Personnel |
| 3001 - 3500 sq. ft. | 4 Exhibitor Full Registrants, 17 Exhibitor Booth Personnel |
| 3501 sq. ft. + | 4 Exhibitor Full Registrants, 18 Exhibitor Booth Personnel |
What is the difference between “Exhibitor Full Registrant” and “Exhibitor Booth Personnel”?
Exhibitor Full Registrant includes the following:
- Plenary Sessions
- Oral Presentations Wednesday and Thursday
- Poster Presentations Wednesday and Thursday
- Entry into the Exhibit Hall; includes (2) Continental Breakfasts, (2) Networking Lunches; (1) Afternoon Break, and (1) Reception
- Wednesday Night Social Event
- Thursday AUVSI Foundation Annual Awards Luncheon
- AUVSI’s Unmanned Systems North America 2008 Online Proceedings
Exhibitor Booth Personnel includes the following:
- Poster Presentations Wednesday and Thursday
- Entry into the Exhibit Hall; includes (2) Continental Breakfasts, (2) Networking Lunches; (1) Afternoon Break, and (1) Reception
- Wednesday Night Social Event
- Thursday AUVSI Foundation Annual Awards Luncheon
How do I purchase additional exhibitor registrations?
You may purchase additional exhibitor full registrations or additional exhibitor booth personnel online. Once you have fulfilled your complimentary registrations the system will prompt you for payment details.
How do I make changes to my list of Exhibitor Full Registrants and Exhibitor Booth Personnel?
All changes must be submitted in writing via fax to AUVSI at +1 703 845 9679.
What are guest passes and how are they used?
Each exhibitor has received 10 Exhibit Hall Guest Passes in the Exhibitor Services Manual. Exhibiting companies may distribute these passes to their customers or VIPs for complimentary access to the exhibit hall during show hours. These passes are not to be used by exhibitors for booth personnel. The pass does NOT include meal tickets for meals in the exhibit hall.
When is the deadline to register my exhibit personnel?
The deadline to pre-register your exhibit personnel is Monday, May 19. You may still register people onsite at the conference, but it will save significant time at registration if they are pre-registered.
San Diego Convention Center
Where is the convention center located?
The San Diego Convention Center is located in downtown San Diego. Driving directions are available on the convention center website at http://www.visitsandiego.com/maps/.
Is parking available near the convention center?
Parking information is available at http://www.visitsandiego.com/maps/.
Will all AUVSI events take place on one level of the convention center?
As the show has continued to grow in size, our space needs have become a challenge for most convention centers. In San Diego, the exhibit hall and the other events (plenary/general sessions, oral sessions, awards lunch) will be on different levels for the most part. AUVSI will provide clear signage for you to find your way and we have built time into the schedule to get from one place to the other.
Will the exhibit hall in the convention center be air-conditioned during set-up and tear-down?
Unfortunately, the air-conditioning will NOT be turned on during set-up or tear-down while the freight doors are open. This is not a policy set by AUVSI but by the convention center, and it is standard for most convention centers in the United States. Convention centers (and other large exhibition facilities) incur exorbitant energy charges when leaving freight doors open and will not turn on air-conditioning units until all freight has moved into (or out of) the hall and the doors are closed.
Please prepare for hotter weather when setting up and tearing down your booth and wear comfortable clothing. The Exhibitor Lounge will be open during Move-in and Show Hours and will have refreshments to help cool you down. The rest of the convention center will be air-conditioned if you need to cool off for a bit.
Are meeting rooms available for companies to rent during the show?
AUVSI’s Corporate Members and Exhibitors may rent, if available, a meeting room in the convention center at their own expense as long as it does not conflict with any of AUVSI’s events throughout the show. Approval to rent meeting space must be granted by Show Management.
Hotel Room Blocks
Will there be room blocks at hotels in the vicinity of the Convention Center?
AUVSI has several hotel blocks reserved for exhibitors and attendees at discounted rates within walking distance to the convention center. The room blocks and information on the hotels will be available in early 2008.
When will information on housing blocks be available to make reservations?
AUVSI has several hotel blocks reserved for exhibitors and attendees at discounted rates within walking distance to the convention center. The room blocks and information on the hotels will be available in early 2008.
Will government rates be available at any of the hotels?
AUVSI has negotiated government rates at several hotels.
Exhibitor Lounge
Where is the Exhibitor Lounge?
The Exhibitor Lounge will be located at the back of the exhibit hall and available only to Exhibitors.
What are the hours of the Exhibitor Lounge?
The Exhibitor Lounge will be open during set-up and all show hours and will have refreshments.
How do I gain access to the Exhibitors Lounge?
The Exhibitor Lounge is available on a complimentary basis to exhibitors only. You must be wearing your exhibitor badge to gain access to the lounge. Non-exhibitors and guests of exhibitors will not be allowed in the lounge.
How can I sponsor the Exhibitor Lounge?
Sponsoring the lounge is another way to maximize your exposure in the hall. For more information on package details, contact Gretchen West at west@auvsi.org or +1 703 845 9671 x203.
Exhibitor Move-in
When is Exhibitor Move-in?
Exhibitors will be able to move-in and set up booths during the following hours only:
Sunday, June 8, 2008
Monday, June 9, 2008
Tuesday, June 10, 2008
8:00 am – 8:00pm
8:00 am – 8:00 pm (ALL booths must be set no later than 8:00 p.m. on Monday, June 9)
8:00 – 10:00 a.m. (loading dock and vehicle access prohibited; only minimal set-up and finishing touches permitted)
What if I need more time to set up?
Set up during published exhibit hours is mandatory and exhibitors will not be able to set up their booth after these times. AUVSI reserves the right to assign labor and set up any display that is not erected by 8:00pm on Monday, June 9, 2008. The charge for this labor will be expensed to the exhibitor.
Will the exhibit hall be air-conditioned during set up?
Unfortunately, the air-conditioning will NOT be turned on during set-up while the freight doors are open. This is not a policy set by AUVSI but by the convention center, and it is standard for most convention centers in the United States. Convention centers (and other large exhibition facilities) incur exorbitant energy charges when leaving freight doors open and will not turn on air-conditioning units until all freight has moved into the hall and the doors are closed.
Please prepare for hotter weather when setting up your booth and wear comfortable clothing. The Exhibitor Lounge will be open during Move-in and Show Hours and will have refreshments to help cool you down. The rest of the convention center will be air-conditioned if you need to cool off for a bit.
Who is the primary contractor that will be able to assist me onsite with my booth needs?
Champion Exposition Services will be our preferred vendor to handle your needs during the show. More information, including all order forms and contact information, will be included with the Exhibitor Manual.
Show Open
What are the open hours of the exhibit hall during the show?
The exhibit hall will be open the following hours.
Tuesday, June 10, 2008
Wednesday, June 11, 2008
Thursday, June 12, 2008
10:00am – 6:00pm
8:00am – 4:00pm (exhibitor access at 7:30am)
8:00am – 2:00pm
(exhibitor access at 7:30am)
What else goes on during the show?
There is a plenary session as well as oral and poster presentations available only to full registrants (exhibitor or attendee), but the show floor is always very busy so there is much going on in the hall at all times!
Exhibitor Hospitalities
Can I host a hospitality reception on Tuesday night (free night)?
Tuesday night, June 10, 2008, AUVSI will not be holding any official receptions or events, so this is the time for exhibitors to plan their own hospitality events. Only AUVSI Corporate Members, Sponsors and Exhibitors will be allowed to host hospitality events on Tuesday night, and we encourage you to do so.
What are the regulations on hosting a reception at my booth?
An exhibitor may host a reception at their booth but must follow Show Management’s guidelines. No reception/function can conflict with AUVSI’s official program (including the plenary session, oral and poster presentations, and/or meal functions). The reception must be open to all attendees – selective invitations are not permitted. All receptions will be at the exhibitor’s expense.
What is the Exhibitor Hospitality Reception?
This is our way of letting AUVSI thank all of our exhibitors for their support. Open only to exhibitors, this reception will be a casual event and will take place in the exhibit hall on Monday, June 9 from 4-6 pm.
Exhibitor Move-out
When is Exhibitor Move-out?
Exhibitors may begin tearing down their booths and moving out on Thursday, June 12, 2008 at 2:00pm. Official Move-out hours are:
Friday, June 13, 2008
8:00am – 12:00noon
What if I have to leave early?
Per the Rules and Regulations, all booths must remain open and manned until the show closes at 2:00pm on Thursday, June 12, 2008. Those exhibitors that tear down their booths early jeopardize their participation at future AUVSI events.
All exhibits must be removed by 12:00 noon on Friday, June 13, 2008. If exhibits are not removed by that time, management reserves the right to remove exhibits and charge the expense to the exhibitor.
Will the exhibit hall be air-conditioned during tear down?
Unfortunately, the air-conditioning will NOT be turned on during tear down while the freight doors are open. This is not a policy set by AUVSI but by the convention center, and it is standard for most convention centers in the United States. Convention centers (and other large exhibition facilities) incur exorbitant energy charges when leaving freight doors open and will not turn on air-conditioning units until all freight has moved out of the hall and the doors are closed.
Please prepare for hotter weather when tearing down your booth and wear comfortable clothing. The rest of the convention center will be air-conditioned if you need to cool off for a bit.
Who is the primary contractor that will be able to assist me onsite with my booth needs?
Champion Exposition Services will be our preferred vendor to handle your needs during the show. More information, including all order forms and contact information, will be included with the Exhibitor Manual.
Sponsorship
What events are available to sponsor and how do I sign up?
A variety of sponsorship packages are available at the show and will help you to maximize your exposure at the event. For a full listing of sponsorship packages and details, contact Gretchen West at west@auvsi.org or +1 703 845 9671 x203.
Advertising
What opportunities are there to advertise and how do I sign up?
AUVSI offers several different ways to advertise at the show:
- Onsite Program
- Show Daily
- And more!
Please contact Lisa Grigg with any questions at +1 703 845 9671 x206 or grigg@auvsi.org.
Exhibitor Sign-up for 2009 Show
What are the exhibit sales hours for AUVSI’s Unmanned Systems North America 2009?
Companies that are exhibiting at AUVSI’s Unmanned Systems North America 2008 will have the chance to sign up onsite at the show for the 2009 show before the floor plan is publicly released. Exhibitor points of contact will receive an email with your company's dedicated time slot and booths will be selected based on the Priority Points System.
Don’t miss out on your chance to sign up and to lock in that prime location!
Where is the Exhibit Sales Office located?
The Exhibit Sales Office will be located in the back of the exhibit hall.
