Exhibitor FAQs

WSC 2016 Exhibitor Important Information

Exhibitor Set-Up:

Sunday, December 11, 2016 | 12pm-5pm

Exhibitor Hours:

Monday, December 12, 2016 | 9:30am – 5pm
Tuesday, December 13, 2016 | 9:30am – 5pm
Wednesday, December 14, 2016 | 9am – 10am

Exhibitor Move-Out:

Wednesday, December 14, 2016 | 10am-11:30am

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 10am on Wednesday, December 14. Requests for early breakdown and outbound material order forms from Hollins Exposition will not be granted.

The exhibit kit is now available and can be found here: 2016 Winter Simulation Exhibitor Kit.

Important Deadlines:

August 15    Vendor Track Submissions

For each booth purchased, vendors can give a 45-minute presentation in the Vendor Track of the conference. In order to do this, each presentation must be accompanied by either an abstract or a full paper in the conference proceedings. Information about submitting abstracts and/or papers can be found at http://meetings2.informs.org/wordpress/wintersim2016/authorssubmission/. Note that abstracts and papers should use the conference paper template from the link above. For exhibitors submitting abstracts, just include the abstract and delete the remaining material from the template (i.e., we need the specific format for the abstracts to appear in the proceedings). If you have any questions about the Vendor Track, please contact Jeff Smith, WSC Vendor Track Chair.

August 31    Company Descriptions and Logos

NEW THIS YEAR – Exhibitor logos and company descriptions will be added to the WSC website. If you have already completed the registration process, please email an EPS version of your company logo to Michelle Farace and upload your company description to the online portal/registration site https://online.informs.org/informsssa/ssaauthmenu.show_top_menu.

September 1    Tuesday User-group Meetings

User Group Meetings can be scheduled for Tuesday evening from 6:30-8:30pm. Please e-mail Liz Hood by September 1 if you would like to schedule a room. There is no additional fee for AV. Companies will be responsible for ordering their own catering by contacting Roman Chrost, Senior Event Manager, Crystal Gateway Marriott, (703) 271-5107.

September 12    Sunday Workshops

For each booth purchased, vendors get one 45-minute slot during the Sunday workshop period. No abstract or paper is required for the proceedings, but a description of the workshop will appear in the conference program and on the web site. If you would like to present at a Vendor Workshop on Sunday, you must select AUDIOVISUAL $80 in the ‘Additional Items’ section of the booth registration process. If you did not select this when you registered initially, you can log back in to add and pay the $80 fee. Workshop descriptions should also be entered on the online portal/registration site. There are a limited number of slots available and they are scheduled on a first-come, first-serve basis. Please email Michelle Farace ASAP to let her know your time slot preference (10am-12pm, 12:30-2:30pm). Note: The 3pm-5pm timeslot is full. Some companies have scheduled a time but have not paid the $80 AV fee or supplied INFORMS with the workshop description. Please follow-up with Michelle ASAP.

October 12    Booth Cancellations

All booth cancellations due on or before October 12 ($250 cancellation fee applies)

November 8    Advance Shipments

Advance shipments may begin arriving at the Hollins Exposition Services Warehouse. See 2016 Winter Simulation Exhibitor Kit for details.

November 14    Hotel Room Block Cut-Off

A limited number of rooms have been blocked at the special WSC rate. We anticipate rooms to sell out quickly and advise you to make your reservations early, well before the cut-off date of November 14. Click here to book your hotel room online. Reservations may also be made with Marriott reservations at (800) 228-9290. Please mention the Winter Simulation Conference for the WSC rate. Click here for more information on the venue.

November 21   Final Booth Personnel Due

All booth personnel must be entered into the Exhibitor Portal.  Each paid exhibit space includes one complimentary full conference registration and four booth only representatives.  If you have difficulty entering the names into the Exhibitor Portal, please e-mail Michelle Farace and include FULL NAME, E-MAIL ADDRESS and JOB TITLE for all personnel.

November 25    Deadline to Order Materials from Decorator at Discount Rate

December 8    Last Day for Advance Shipments to Arrive without Surcharge