Exhibitor FAQ

 Frequently Asked Questions for Exhibitors

About the Conference, Venue and Exhibit Space:

  • How many registrants are expected at this conference? 5000+
  • How many exhibitors do you expect at this conference?  Up to 60
  • Where will the exhibits be located? Exhibits will be located in Exhibit Hall A, level 2.
  • When will the exhibits open?

Sunday, November 1, 12-5pm, 7:30-9pm (Welcome Reception)
Monday, November 2, 9am-5pm
Tuesday, November 3, 9am-5pm
Wednesday, November 4, 9am-3pm

  • How do I make my hotel room reservation? The host hotels are currently sold out. Click here for more information.

Important Dates / Deadlines:

Shipping:

Advance Shipments may begin arriving at Warehouse: Thursday, October 1

  • Exhibitor Appointed Contractor (EAC) Deadline: Wednesday, October 16
  • Last day to Receive Discount Rate: Friday, October 16
  • Last day for Advance Shipments to arrive without surcharge: Wednesday, October 28
  • Direct Shipments may begin arriving at Pennsylvania Convention Center: Saturday, October 31, 12noon-5pm
  • Exhibitor Move-in / Move-out
  • Exhibitor move-in: Saturday, October 31, 12noon-5pm and Sunday, November 1, 8am-12noon
  • Exhibitor move-out: Wednesday, November 4, 3-5pm
  • Outbound Freight will be re-routed: Wednesday, November 4, 7pm

Software Tutorial:

  • Receipt of 75-word description: August 22
  • Selection of session: August 22

Exhibit Description:

  • Receipt of 100-word exhibit description for program, mobile app & web page: August 22

Booth Purchase:

  • What benefits are included with table purchase?
    • Access to over 5,000 decision-makers and new customers, free lead retrieval within event mobile app badge scanner
    • Company Logo and expanded 100-word listing in online Guide to Exhibits, printed program, and conference mobile app
    • Company Name and booth description in exhibitor guide featured in October issue of ORMS Today Magazine
    • Exclusive exhibitor only access to pre- and post-conference attendee E-mail list rental, 10% Discount on full page program ad ($100 value)
    • One complimentary full conference registration ($475 INFORMS member/$675 non-member value) plus two exhibit hall passes for booth-only staff
    • Opportunity to present one 45-minute software demonstration as part of the conference  (Space is limited and scheduling is done as payment is received.)
    • Opportunity to present one vendor workshop on Saturday October 31, 2015 (Space is limited and scheduling is done as payment is received.)
  • What is the cost of a table? $2,500 for new, $2,000 if you exhibited in 2014.
  • Do I get a discount on a second table? No.
  • How do I reserve my space? Click here to reserve your space online.
  • Are there sponsorship and exhibit bundles available? No, however we are happy to discuss customized sponsorships to meet your needs.
  • Do I need insurance? All exhibitors should have a certificate of insurance.
  • What is the table size? A table is not provided for this conference.
  • What is the payment deadline? 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.
  • What is the cancellation policy? Due September 15, 2015,11:59 pm EST for a refund less a $250 processing fee. After September 15, no refunds.
  • How do I submit my description to be included on the conference website and the mobile app (100 words or less)? Send to Christy.kline@informs.org by August 22. Descriptions sent after this date may not appear in exhibitor listings.

Logistics:

  • Where can I find the exhibitor’s kit? Click here.
  • What are the exhibit hall hours, move- in and move-out time and dates?

Exhibitor move-in: Saturday, October 31, 12noon-5pm and Sunday, November 1, 8am-12noon

Exhibitor move-out: Wednesday, November 4, 3-5pm

Exhibit hours:

Sunday, November 1, 12noon-5pm, 7pm-9pm (welcome reception)

Monday, November 2, 9am-5pm

Tuesday, November 3, 9am-5pm

Wednesday, November 4, 9am-3pm

  • When and how are table assignments made? Made in order payment is received. INFORMS Meetings Staff will be in contact in early August.
  • Who is the onsite contact during set up and teardown and how do I contact them? Ted Pugh, Hollins Exposition Services (336) 862-2369, or Peter Cryan (978) 618-2992. There will also be a booth set up in the exhibit hall for Hollins Exposition Services.
  • What if I need electricity for my space? The order form for electricity can be found in the exhibitors kit here.
  • Will wireless internet be provided and where? Yes, wireless internet will provided in the exhibit area.
  • What if I need a wired internet connection? The order form for internet services can be found in the exhibitors kit here.
  • Who should I contact for A/V needs and what are the prices? Prestige AV & Creative Services. Click here for order form.
  • Is there a floor plan available? Yes, floor plan is available here.

Shipping:

  • Where do I ship my exhibit materials?

ADVANCE SHIPMENTS TO WAREHOUSE

Company Name and Booth Number

c/o Hollins Exposition Services

UPS LTL Freight Advance Warehouse

Marano Truck Lines

9820 Blue Grass Road

Philadelphia, PA 19114

Shipments must arrive by October 28, 2015

DIRECT SHIPMENTS TO SHOW SITE

Company Name and Booth Number

c/o Hollins Exposition Services

The Pennsylvania Convention Center

1101 Arch Street

Philadelphia, PA 19107

Shipments will be accepted beginning Saturday, October 31, 2015 between 12:00 p.m. – 4:00 p.m

 

  • What is the deadline for shipping? Received by October 28 for advance shipments. After October 28, shipments will be accepted at the show site. See above.
  • How do I ship my materials back? A bill of lading for all outbound shipments must be completed and turned in at the HOLLINS Service Desk on site. 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 exhibitor’s kit for more information.

Tutorials and Workshops:

  • Do I get the opportunity to present a vendor workshop or tutorial? Exhibitors may present one 90 minute workshop and one 45-minute software demonstration. Space is limited. You will be contacted in August for scheduling.
  • When will I obtain my room assignment for a workshop and/or tutorial? Mid-August
  • How do I submit my 75-word workshop and/or tutorial description to be included on the conference website and the mobile app? Send to liz.hood@informs.org

Catering Needs:

  • Who do I contact for food & beverage / catering needs? Leah Berry at berry-leah@aramark.com (Convention Center)

Exhibit Staffing:

  • How many exhibitor badges are included with purchase of exhibit space? One full-conference registration allowing access to all technical sessions; two booth-only registrations.
  • I’ve had some staff changes since I submitted the credentials for my staff booth badges? How do I change the badges? Contact liz.hood@informs.org
  • When and where can I pick up my exhibitor badges? Badges will be available at the INFORMS registration desk.

Advertising Opportunities:

  • Is there an opportunity for bag inserts? No, there are no bags or inserts for this conference.
  • Can I buy an ad in the printed program? Yes. Contact Christy.kline@informs.org or download insertion order form.
  • Can I sponsor the mobile app? The mobile app can be sponsored – sponsor has already been secured.  

Attendee Information and Lead Retrieval:

  • Can I obtain a list of conference attendees? INFORMS does not distribute or provides conference attendee lists or directories, however, exhibitors have the opportunity to market directly to show attendees through INFOCUS Marketing, and can collect leads onsite through the free bade reader available within the mobile app.
  • How do I email conference attendees? Visit INFOCUS Marketing to reserve your spot today.
  • How can I get the mobile app for this conference? Available one week prior to the conference (Android through Google Play, Apple through App Store).  Just search for ‘INFORMS Meetings’.
  • What is the badge reader? The badge reader is another great value included in the conference mobile app and is a free lead retrieval system.  Attached are instructions on how to use the badge reader.
  • What information on each attendee will be available when I scan a badge? Name, title, company name, and email address.  Phone numbers are not provided due to privacy considerations.
  • What if contact information is missing on the badges that I have scanned? Information for those who opt out of inclusion of the badge reader during the registration process will not be displayed.

Conference Program:

  • In what format will the conference program be available? Printed program, mobile app, online searchable program.
  • Will conference abstracts, presentations and /or proceedings be available? Abstracts will be available in the printed program, mobile app, and online program. Conference proceedings are not published, however, individuals can attempt to contact the presenter directly for a copy of the presentation.