Exhibitor FAQs

Exhibitor Set-Up:

Saturday, November 12, 2016 | 12pm – 5pm
Sunday, November 13, 2016 | 8am – 12pm

Exhibitor Hours:

Sunday, November 13, 2016 | 12pm – 5pm and 7:30pm – 9:30pm (Welcome Reception)
Monday, November 14, 2016 | 9am – 5pm
Tuesday, November 15, 2016 | 9am – 5pm
Wednesday, November 16, 2016 | 9am – 3pm

Exhibitor Move-Out:

Wednesday, November 16, 2016 | 3pm – 7pm

Note: Early dismantling is disruptive to the exhibit show, therefore, exhibitors may not pack, tear down, or remove any portion of the exhibit prior to the official closing at 3pm on Wednesday, November 16. Requests for early breakdown and outbound material order forms from Hollins Exposition will not be granted. 

calendar
Important Dates & Deadlines


ASAP:
Submit Exhibitor Listing to registration portal. Submit logos to Michelle.Farace@informs.org. Logos must be EPS (JPEG or PNG not accepted). This will allow us to add your company information to the website and print materials!

September 14: Deadline for Vendor Track Abstract Submissions

September 14: All booth cancellations due on or before September 14 ($250 cancellation fee applies)

September 30: Final Exhibitor Listing and Saturday Vendor Workshop description entered into Exhibitor Portal.

October 10: Advance Shipments may begin arriving at Hollins Warehouse

October 28: Exhibitor Appointed Contractor (EAC) Deadline Date Deadline date to order materials from Hollins Exposition at discount rate with payment

November 7: Final booth personnel due. Must be entered into Exhibitor Portal 

November 10: Last day for Advance Shipments to arrive without surcharge

November 12: Direct Shipments may begin arriving at The Music City Center

November 16:  Outbound Freight will be re-routed

Exhibitor Q&A


crowdiconConference, Venue, and Exhibit Space

 

Answer: Exhibits will be located in Music City Center, Exhibit Hall A
Answer: Go to hotel page for information and booking link.

payment
Booth Purchase

 

Answer: Reserve your space online.
  • INFORMS will need to add you as a ‘Company Administrator’ within our system if you are the contact that will be registering for the booth. Please contact Michelle.Farace@informs.org to be added.
  • We will need you to provide us with a booth/vendor description during the registration process.
Answer: New Annual Meeting Exhibitors $2,750 - Returning Annual Meeting Exhibitors (must be a 2015 INFORMS Meeting exhibitor) $2,500.
Answer: Yes, Platinum $20,000 / Gold $15,000 - Sponsorships include a standard exhibit booth View sponsorship packages.
Answer:
  • 10 x 10 Exhibit Booth - 8’ high (royal blue & white) drapery back wall with 3’ high drapery side rails, 7’ x 44’ two-line identification sign with company name and exhibit booth number. Please note: The exhibit hall will not be carpeted, however, the aisles will be carpeted in royal blue. Also, table and chairs are not provided but can be rented through the decorator.
  • Opportunity to present Technology Workshop on Saturday, November 12 before the conference (note: space is limited and scheduling is done as payment is received)
  • Opportunity to present one 45-minute Technology Tutorial during the conference sessions (note: space is limited and scheduling is done as payment is received)
  • One complimentary full registration ( that gives you access to the entire meeting) & two booth-only staff registration – they are only allowed access to the exhibit hall
  • Access to more than 5,000 decision makers and new customers
  • Free lead collection within mobile app badge scanner
  • Company logo and expanded 100-word listing in online Exhibitor Listing, printed program, and conference mobile app
  • Company name and booth description in exhibitor guide featured in October issue of OR/MS Today magazine.
  • 10% discount on full page program ad
  • Invitation to Exhibitor and Organizing Committee Reception
Answer: All exhibitors should have a certificate of insurance.
Answer: Payments are due at time of reservation, however, an invoice can be sent upon request. To receive an invoice, you must make a reservation first.
Answer: Exhibitors who cancel a contract in writing, postmarked by September 14, 2016, will receive a refund of fees paid less a $250 cancellation fee. All cancellations should be sent in writing to Michelle.Farace@informs.org. There will be no refunds for cancellations after September 14, 2016. If exhibits are cancelled by INFORMS, all payments will be refunded in full. View the full Exhibitor Terms & Conditions.

exhibitor
Exhibitors

 

Answer: Please contact Meg Nichols, Meg.Nichols@nashvillemcc.com, Senior Catering Sales Manager, Music City Center
Answer: Tables are not provided for this conference, if you need one you will be required to provide them. Please refer to the exhibit kit.
Answer: The assignments are made at the time of registration.
Answer: Badges will be available at the INFORMS registration desk in Music City Center, Exhibit Hall A during the hours posted.
Answer: Additional personnel can be registered through the Exhibitor Registration Portal. If during the conference, purchase at the registration desk. Cost is $250 and that only allows access to the exhibit hall.
Answer: Submit your 100-word exhibit description for the mobile app & web page ASAP to allow us to keep the website and mobile app up to date. Please note these are due by September 30, 2016.
Answer: Wi-Fi will be provided in the exhibit area only. If you require a hard-wired internet line for your exhibit booth, please see the form in the exhibitor kit.
Answer: The order form for electricity or audio visual equipment rental can be found in the Exhibitor Kit.

shipping
Shipping Instructions

 

Answer:
ADVANCE SHIPMENTS TO THE WAREHOUSE*
Company Name and Booth Number
c/o Hollins Exposition Services
UPS Freight
45 Teledyne Place
La Vergne, TN 37086
*Shipments may begin arriving at the warehouse on Monday, October 10, 2016 and must arrive by November 10, 2016. November 10 is the last day for Advance Shipments to arrive without surcharge. DIRECT SHIPMENTS TO SHOW SITE** Company Name and Booth Number
c/o Hollins Exposition Services
The Music City Center
201 5th Avenue South
Nashville, TN 37203
**Shipments will be accepted beginning Saturday, November 12, 2016 between 12– 4pm.
Answer: A bill of lading for all outbound shipments must be completed and turned in at the HOLLINS Service Desk onsite. Do not leave your bill of lading at your booth. In the event a bill of lading is not turned in at the HOLLINS Service Desk, the unidentifiable shipment will be discarded. See the Exhibit Kit for more information. Outbound Freight will be re-routed: Wednesday, November 16, 7pm
Answer: Ted Pugh from Hollins Exposition Services (336) 862-2369 or Peter Cryan (978) 618-2992. They will also be overseeing the booth set up in the exhibit hall for Hollins Exposition Services

workshop
Tutorials and Workshops

 

Answer: Yes, depending on what your company picked. Vendor Workshops will take place on Saturday, November 12. There is a $125 additional AV fee to participate. Vendor/Software Tutorials take place as a track during the regular conference sessions. There is no additional fee to participate but limited space is available.
Answer: The deadline for submitting all abstracts is September 14, 2016. Please enter abstract by following the Submission Guidelines below:
  1. Select Contributed/Posters (open invitation) Select Meeting: Annual Meeting 2016
  2. Enter your last name and INFORMS ID (If you are not an INFORMS Member or have never attended and INFORMS Conference please click on New Customers). If you are not sure what your INFORMS ID is e-mail michelle.farace@informs.org.
  3. Click on ‘Create New Contributed Paper’
  4. Check off ‘I attest that all information submitted is accurate.’ and enter Abstract Title and click on SAVE AND CONTINUE (please keep title under 100 words)
  5. Under ‘Choose First Topic’ Select VENDOR TRACK (bottom of the list) and click on SAVE AND CONTINUE
  6. If you are presenting a Tutorial and a Workshop you must enter each of them separately in the system.
  7. Enter Author Information (If applicable add co-authors & confirm presenting author)
  8. Enter Abstract
Answer: Prestige AV- Please view the Prestige Order Form for details. Please note each of the tutorial rooms will be set with a screen and LCD projector.

program
Conference Program

 

Answer: Printed program, mobile app, conference web pages, and quick reference provided at the start of the conference.
Answer: Abstracts will be available in the mobile app and online conference web pages. Slide presentations will not be made available. You may contact individual speakers to request their presentations.

advertising
Advertising Opportunities

 

Answer: Yes. Prices range from $400for a 1/3 page ad to $1,400 for a full color program back cover ad. Contact Tom.Fink@informs.org for details.
Answer: Yes, the mobile app can be sponsored at the Silver Level ($10,000). This is an exclusive opportunity and a great way to get your information in the palm of everyone’s hand!
Answer: Yes. Over 60% of 5,500+ attendees open their eNews Daily. Click here for more information.

Many additional sponsorship opportunities to increase your exposure can be found here!

 

leads
Attendee Information and Lead Retrieval 

 

Answer: INFORMS does not distribute or provide conference attendee lists or directories but can collect leads onsite through the free badge reader available within the mobile app. Platinum and Gold Sponsors have access to a one-time use opt-in participant list.
Answer: This opportunity is available to Platinum and Gold Sponsors only.
Answer: Available one week prior to the conference (Android through Google Play, Apple through App Store). Just search for "INFORMS Meetings".
Answer: The badge reader is another great value included in the conference mobile app and is a free lead retrieval system.
Answer: It depends on how each attendee set their preferences in their INFORMS account. It could be name, title, company name, and email address. Phone numbers are not provided due to privacy considerations.
Answer: Information for those who opt out of inclusion of the badge reader during the registration process will not be displayed.