Exhibitor FAQs

LOCATION OF 2018 NIGP FORUM – Where is the exhibit hall located?

Halls B3 - B6 

Gaylord Opryland Resort & Convention Center

2800 Opryland Drive

Nashville, TN 37214

Gaylord Opryland Resort & Convention Center Website



AIRPORT & TRANSPORTATION - What is the closest airport to the convention center and what ground transportation services are available?

Closest Airport:

The closest major airport to Nashville, TN is Nashville International Airport. (BNA). This airport is 8.2 miles from the Gaylord Opryland & Convention Center.

Ground Transportation

Taxi Service & Public Transportation Options

 

CONTACTS - Who are my key contacts as an exhibitor?

Lauren Turosik            Exhibit Operations                           703-667-5701

Bradley Eubank           Exhibit Sales/Sponsorships             703-995-2562

NIGP Registration       Attendee/Exhibitor Registration        800-FOR-NIGP ext. 242

 

AGE RESTRICTIONS - Are there any age restrictions to get into the exhibit hall?

No one under age 18 is permitted in the exhibit hall during move in or move out hours.  During exhibit hours, children will require a badge to access the exhibit hall.  Please see registration for badge information.

 

ATTENDEE LIST - How can I receive a pre and post Forum attendee list?

A pre-registered attendee list will be emailed (automatically) to the booth key contact approximately three (3) weeks prior to the show.  A complete post show attendee list will be emailed (automatically) approximately three (3) weeks after the show to the booth key contact.


BADGES (exhibitor) - How can I register our booth personnel?  How many badges is our company eligible for and what do the give us access to?

Exhibitor Registration will open in May 2018.  Please check back for update.  Your company will receive one (1) full conference badge and two (2) exhibitor/exhibit hall only badges (per 10'x10' space.) The full conference badge will allow access to all educational sessions and exhibit hall.  No meals, except for exhibit hall events, are included.  Additional badges and tickets to social functions will be available in advance for purchase.  The badge allotment is subject to change.  Exhibitor Badge Registration Schedule will be available in Summer 2018.

 

BUDGET - How do I work with a tight budget?

  • Always order your services before the discount deadlines.
  • Consolidate your freight and shrink wrap it to avoid additional material handling charges.
  • For large groups use shuttle transportation rather than individual taxi service.
  • Always bring back up supplies so you don’t have to rent them for a premium at the show.
  • Some items are cheaper to bring on your own rather than renting them over and over again at every show. (i.e. power strips, extension cords, artificial plants, trash can etc.)
  • Consider the costs of rental displays, carpet and booth furnishing versus shipping and material handling charges for your own display.
  • 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.
  • For larger booths - ship hanging signs and carpet in advance to allow for straight-time installation when possible.
 

CONFERENCE SCHEDULE - Where can I find the conference schedule?

A Schedule-at-a-Glance is available on the NIGP Forum website.

 

COSTS - What other costs can I expect in addition to my booth space?
Required: Carpet or Floor Covering

Most Exhibitors will Incur/Need:
Material Handling/Drayage Charges
Shipping Charges
Booth Furniture (i.e. carpet, draped tables, chairs, etc.)

If Applicable:
Airfare
Hotel
Meals
Electric/Phone/Internet Connection

Pricing can be found in the Exhibitor Service Manual which will be available in May 2018.
 

DEADLINES - What deadlines do I need to keep in mind as an exhibitor?

Deadlines will be available in May 2018.  Most deadlines fall 30-45 days in advance of the first day of the Expo. 

 

DEMOGRAPHICS - What is the demographic breakdown of attendees?

Please contact Bradley Eubank at 703-995-2562 for attendee demographic information.

 
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 exhibiting companies and an interactive floor plan.

 

EXHIBITOR SERVICE MANUAL – When will I receive my Exhibitor Service Manual?
  The Exhibitor Service Manual will be available in May 2018.


EXHIBIT HALL SCHEDULE - What are the exhibit hall hours for 2018?

The exhibits will be located at the Gaylord Opryland Resort & Convention Center.

Tentative exhibits schedule is as follows:

Exhibitor Move In

 

Sunday, August 19          12:00 PM – 6:00 PM
Monday, August 20          8:00 AM – 1:00 PM

 

Exhibits Open
Monday, August 20          2:30 PM – 6:00 PM 

Tuesday, August 21         8:00 AM – 11:00 AM

 

Exhibitor Move Out
Tuesday, August 21         11:00 AM – 7:00 PM

 

Please note:  This schedule is subject to change.
 

EXHIBIT SPACE - What is included with my exhibit space fee?

  • Display Space
  • 8’ high draped back wall and 36” high draped side rails.
  • Aisle Carpet (Only the aisles will carpeted.)  Individual booths must be carpeted.  You may provide your own floor covering or services for individual booth carpet can be ordered from the official decorator.
  • Company identification sign - 7”x44”.
  • General exhibit hall lighting and heating/air conditioning.  Air conditioning will be on during show days only, not during move in or move out.
  • General exhibit hall perimeter security service.
  • (1) Conference registration and (2) Exhibit Hall Only badges will be allotted per 10x10 space.  The badge allotment is subject to change.
  • Company listing on web site and in final program (limit: 50 words).
  • A pre-registered attendee list will be emailed (automatically) to the booth key contact approximately three (3) weeks prior to the show.  A complete post show attendee list will be emailed (automatically) approximately three (3) weeks after the show to the booth key contact.

HOTEL RESERVATIONS - How can I make hotel reservations? What are cut-off dates and what are the room rates?

The Gaylord Opryland Resort & Convention Center is the contracted hotel for the 2018 Forum.  All Forum related activities will be held at the Gaylord Opryland Resort & Convention Center.  Reserve your room early at the special NIGP rate to enjoy the convenience of staying at the host venue where no transportation is necessary to access Forum activities.  Remember that your patronage at these hotels makes it possible for NIGP to honor its contractual obligations, thus keeping registration fees down.  Book online or call 615-889-1000.  

 

Be aware that it is not unusual for housing wholesalers to contact convention attendees claiming to offer great deals on hotels during the convention dates.  Please be advised that NIGP has no affiliation with these room brokers and attendees opting for alternatives offered by these wholesalers may be at risk.

 

REGISTRATION (FORUM) - How do I register for Forum?

Attendee registration is now open!  Exhibitor registration is expected to open in May 2018.

 

SHUTTLE BUSES - Is there shuttle bus service available from my hotel to the convention center?

There will not be any shuttle service available. 

 

SPECIAL EVENTS - Are there any special events? Where and when do they take place?

Please visit the Forum website for information on special event at the 2018 Forum.