AGE RESTRICTIONS - How old must you be to attend?
No one under the age of 18, including infants and toddlers, will be permitted to attend the seminars or exposition at any time. Proof of ID may be required.
AIRPORT & TRANSPORTATION - What is the closest airport to the Long Beach Convention and Entertainment Center and what transportation services are available?
The following airports are in close proximity to the Long Beach Convention and Entertainment Center:
Long Beach Airport (LGB) (7.9 miles; 17 minutes)
Los Angeles International Airport (LAX) (21 miles; 28 minutes)
John Wayne (Orange County) Airport (SNA) (22.9 miles; 35 minutes)
Shuttles and taxis are available at the airports on a first come- first served basis. The Long Beach Convention and Entertainment Center provides driving information from the major airports and interstates on their website.
ATTENDEE LIST - How can I obtain a pre-and post show attendee list?
You can order a pre-show attendee list using the Marketing Package order form. A post show attendee list will be sent to all exhibitors automatically after the conference.
BADGES (exhibitors) – How can I register our booth personnel? How many badges is our company eligible for and what do they give us access to?
Three (3) badges are allotted per 10'x10' booth space. Additional badges are available for purchase. Please click here to register.
BUDGET - How do I work with a tight budget?
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Always order your services before the discount deadlines.
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Consolidate your freight and shrink wrap it to avoid additional material handling charges.
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For large groups use shuttle transportation rather than individual taxi service.
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Always bring back up supplies so you don’t have to rent them for a premium at the show.
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Some items are more cost effective to bring on your own rather than renting them repeatedly at every show. (i.e. power strips, extension cords, artificial plants, waste basket, etc.)
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Consider the costs of rental displays, carpet and booth furnishing versus shipping and material handling charges for your own display.
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Meet your freight target times (if applicable), and instruct your drivers to check in at the marshaling yard before the deadline time noted in the service manual to avoid additional surcharges.
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For larger booths - ship hanging signs and carpet in advance to allow for straight-time installation when possible.
CONFERENCE SCHEDULE - Where can I find a schedule of events?
Please click here to view the schedule-at-a-glace.
CONTACTS - Who are my key contacts as an exhibitor?
COSTS - What other costs can I expect in addition to my booth space?
Most Exhibitors will incur/need:
Material Handling/Drayage charges
Shipping charges
If applicable:
Airfare
Hotel
Meals
Electric/Phone/internet connection
Additional Booth furniture (i.e. draped tables, chairs, etc.)
Prices are available in the online exhibitor service manual.
DEADLINES – What deadlines do I need to keep in mind as an exhibitor?
Most deadlines fall 30-45 days in advance of the first day of the conference. A deadline checklist is available in the exhibitor service manual.
DEMOGRAPHICS – What is the demographic breakdown of attendees?
Please click here for more information. If you have any questions please contact Craig Baker at 703-631-6200 ext. 3942.
DRESS CODE - What is the dress code for booth personnel?
Business professional is always welcome, but khakis and company logo polo-shirt are acceptable.
EXHIBITOR LIST - Who is exhibiting this year?
Visit our website to see a current list of exhibitors and an interactive floor plan.
EXHIBITOR MANUAL – When will I receive my exhibitor manual?
The online exhibitor service manual is now available.
EXPOSITION SCHEDULE – What are this year’s move-in, move-out and show hours?
The schedule below is subject to change. Should a change occur, all exhibitors will be notified in writing.
The TENTATIVE show schedule is as follows:
Exhibitor Move In
Tuesday, June 14, 2011 1:00PM - 5:00PM
Wednesday, June 15, 2011 7:30AM - 10:00AM (ADJUSTMENTS ONLY!)
Open Hours
Wednesday, June 15, 2011 11:45AM - 3:15PM
Thursday, June 16, 2011 11:45AM - 3:15PM
Exhibitor Move Out
Thursday, June 16, 2011 3:15PM - 6:00PM
EXHIBIT SPACE - What is included in the space charge?
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Display Space
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8’ high draped back wall and 36” high draped side rails (black, white and gold)
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Aisle and Booth Carpet (tuxedo - a black and white pattern).
Exhibitors may carpet over the provided booth carpet at their own expense.
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One (1) standard 6' draped table (gold)
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One (1) wastebasket
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Company identification sign - 7”x44”
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General exhibit hall lighting and heating/air conditioning. Air conditioning will be on during show days only, not during move-in or move-out.
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General exhibit hall perimeter security service
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Three (3) conference badges per 10'x10' booth space
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Company listing on web site and in final program (limit: 50 words), if submitted by program deadline.
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Complimentary post show attendee mailing list (will be emailed automatically).
HOTEL RESERVATIONS - How can I make hotel reservations? What are cut-off dates and what are the room rates?
Please click here to reserve housing. Information regarding rates and cut-off dates is available on the official housing website.
REGISTRATION - How do I register to be an attendee at Affordable Meetings®?
Please click here to register to attend Affordable Meetings® West. Registration is open to qualified meeting planners and exhibitors. Exhibitors are welcome to attend seminars. Exhibitor badges grant access to all official conference events. Suppliers may not register or attend if they are affiliated with a non-exhibiting hotel, meeting facility, special event facility, resort, conference/convention center, CVB, chamber of commerce, a/v company, or any other industry supplier. Confirmation of registration is subject to HSMAI's approval based upon review of the information provided during registration and admission may be denied to those deemed ineligible for any reason.
RESERVING EXHIBIT SPACE - How do I sign up to exhibit at Affordable Meetings®?
You can sign up to exhibit for the Affordable Meetings series using the following applications.
Affordable Meetings® Mid-America application
Affordable Meetings® West application
Affordable Meetings® National application
Event Technology Expo (ETE) at Affordable Meetings® National application
Please contact Craig Baker at 703-631-6200 ext. 3942 with any questions.
SHUTTLE BUSES - Is there shuttle bus service available from my hotel to the Long Beach Convention and Entertainment Center?
There will not be any shuttle services available. Hotels are within walking distance of the Convention Center.
SPONSORSHIPS – What type of sponsorships are available?
There are many sponsorship opportunities and packages available for the Affordable Meetings series. For details, please contact Craig Baker at 703-631-6200 ext. 3942.
PLEASE NOTE:
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This show is for the trade only. Individuals who cannot document their direct, professional affiliation to the trade will not be admitted.
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Anyone observed to be soliciting business in the aisles or other public areas, or in the booth of another company, will be asked to leave immediately. Additional penalties may also be applied. Please report any violations to Show Management.
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Please wear your badge at all official show functions.
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No wheeled carts or bags will be permitted in the exhibit hall during exposition hours.
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We reserve the right to revoke the badge and show privileges of anyone exhibiting inappropriate behavior. We expect professional conduct to be maintained at all times.
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Please contact Craig Baker at 703-631-6200 ext. 3942 with any questions.