Exhibitor Service Manual

Exhibitor Essentials

• Welcome
• Deadline Checklist
• Exhibiting Tips
• Exhibit Hall Schedule
• Freeman Quick Facts
• Key Contacts
• Official Contractors
• Parking Information (Walter E. Washington Convention Center)
• Security Tips

Exhibitor Policies

• Exhibitor Rules and Regulations
• Labor/Union Regulations

Exhibitor Resource Center

The Exhibitor Resource Center is where you will find the Exhibitor Service Manual and the Exhibitor Portal, which provide important information, show-related services and answers to frequently asked questions:

• Due by Friday, April 24: ​
  • Company Information for Exhibitor Directory submitted through Exhibitor Portal
    • Upgraded listings give your company greater exposure to attendees. Longer company descriptions, product photos, and corporate videos draw attention to your listing and help drive traffic to your booth. Purchase an upgrade today!
       
• Due by 5:00 pm EDT Friday, April 10:
  • Booth Activity Request Form
  • Booth Rendering Submissions Form (required for island booths 400 sq. ft. or larger)​
  • Drawing/Raffle/Giveaway Form
  • Exhibitor Appointed Contractor/Notification of Intent to Use an EAC/Non-Official Contractor
  • Exhibitor Insurance
  • Food and Beverage Distribution Request Form
  • Onsite Contact

Please note: Your company password is required to access the Exhibitor Portal. Passwords were emailed to the single point of contact listed on the contract.  For password assistance please contact Sharon Boutin.

Housing, Registration and Meeting Space

• Exhibitor Registration is open and managed through the Exhibitor Portal 
• Exhibitor Housing is open
• Exhibitor Function Space Request Form

Marketing and Sponsorship Opportunities

• Sponsorship and Advertising Opportunities
• Symposium Opportunities
• Upgraded Exhibitor Listings

Service Order Forms

• Due by Tuesday, April 14:
  • ​General Service Contractor - FREEMAN​
    • Audio Visual Equipment and Computer Rentals
    • Cleaning/Porter Service
    • Freeman Quick Facts
    • Freight Services
    • Labor Jurisdictions
    • Material Handling Information and Shipping Labels
    • Online Ordering
    • Printable Forms
  • Booth Catering/Hospitality - ARAMARK
    • Please see attached for our exhibitor packet. You will find our exhibitor catering order form, we will need all information requested and the form signed to process. You can print multiple copies if you need multiple services to include refreshes. The proposal sheet is a great tool to assist in your planning.  You can input any items you are interested in and it will calculate an estimate of total costs. Our cc authorization form is also attached so you can send in payment with your order. Please note, Aramark does not provide tables or power for exhibitor catering.  If you need tables for your services, please contact your show decorator. Electricity is provided by Hi-Tech. For dedicated attendants and alcoholic bar services, there is a labor fee of $185.00 for two hours of service per attendant/bartender.  Each additional hour is $50.00 per hour, per attendant/bartender. Any service that includes alcohol MUST retain a bartender from Aramark to serve alcoholic beverages. The deadline to place orders is Tuesday, April 14th.  Any orders placed after April 14th will incur a 23% late ordering fee.
  • Electrical Service, Rigging and Plumbing - Hi-TECH
  • Floral and Plant Rental Service - URBAN JUNGLE
  • Internet/Telecommunications - SMART CITY
  • Lead Retrieval Services - qCONNECTION
  • Photography/Videography - EPNAC​
  • Security- Simmons Security

Please direct any questions to:
Sharon Boutin
Manager, Exposition Operations 
SPARGO, Inc.
11208 Waples Mill Road, Suite 112
Fairfax, VA  22030
Phone:  (571) 279-0028
sharon.boutin@spargoinc.com