Exhibitor FAQ



Given the reality that the current environment our nation faces as we work to contain the spread of COVID-19 is likely to continue through spring, and with restrictions on large gatherings in Washington, D.C. presently in effect until July, SAME has made the decision not to hold the 2020 JETC from May 27-29 as originally planned.


1) One 6 ft.  draped table

2) One complimentary Full Conference Registration  - they must register through the Exhibitor Registration Form

3) Two side chairs

4) Wastebasket

5) ID Sign (Company name and booth number)

6) Carpet

7) Company profile in the printed on-site program and accessible in the on-line layout and search. Company Description and/or logo can be posted in the printed program for an additional fee.

 

Electricity, AV and/or any upgraded furniture must be purchased through the Exhibitor Service Manual which will be sent out from our decorator, The Expo Group in March. The Service Manual can also be found in the Exhibitor Service Center.


Anyone who will need to get into the hall for set-up or tear-down of your booth during non-public hours, should be registered through the Exhibitor Registration form (NOT the Attendee Registration Form).  This will ensure that they have the correct badge holder for access to the hall.  All of the same registration types are available in booth staff registration (full conference, one day, etc).

If you are the sales contact for your booth, you are NOT automatically registered to attend the conference.  Even though you receive (1) free full conference registration with your booth, the person using it must still be registered through the Booth Staff registration form.  

If your booth is not paid in full and approved by SAME, you will not be able to register your booth staff.  Keep in mind that this process is not instantaneous.  Our staff makes every effort to check payments daily and approve paid companies as quickly as possible.  You will receive a confirmation letter once your booth payment has been approved by SAME.


 

A 25% deposit of booth fees is required at the time of booth selection. Booth sales are not final until payment is received in full. Payment by credit card can be submitted during the space selection lottery; payment by check must be received within 30 days of registration. Payment in full is due January 27, 2020 or 30 days after booth selection if purchasing a booth after January 27. SAME reserves the right to cancel booths that have not been paid within 30 days of registration.

Please note that you will not be able to register your booth staff until your booth has been paid in full and SAME has sent you an official confirmation.


EXHIBIT BOOTH CANCELATION POLICY

Full refund of all payments, less a $100 administrative fee will be granted if written notice is received by SAME no later than January 27, 2020
From January 27 through March 7, 2020,  a 50% refund of the booth fee less a $100 administrative fee will be granted upon written notice.
Commencing March 7, 2019, no refund will be granted.

Please send all booth cancelation requests to exhibit@same.org.


The official general contractor for the show, The Expo Group, will publish the Exhibitor Service Kit in February. 

 All exhibitor sales contacts will receive an e-mail with instructions regarding the kit and how to order additional items.  A generic version will also be available in the Exhibitor Service Center on the show website. To receive the full exhibitor service kit and to begin ordering your booth materials, contact The Expo Group at 972.580.9000.


EXHIBIT HALL SCHEDULE

MOVE-IN HOURS

(Only those who registered through the Exhibitor Registration Form will have access to the hall at this time - If you are with an exhibiting company and did not register through the Exhibitor Registration form please email registration@same.org and ask them to fix your registration)

Tuesday, May 26, from 8:00 am-5:00 pm
Wednesday, May 27, from 8:00 am-10:00 am

SHOW HOURS

Wednesday, May 27, 11:00 am - 4:00 pm
Thursday, May 28, 10:00 am-6:30 pm
Friday, May 28, 8:30 am - 1:30 pm

MOVE-OUT HOURS

Friday, May 29, 1:31 pm - 5:00 pm


Please note that any exhibitors who tear down prior to the close of the exhibit hall at 1:30 pm on Friday, May 29th will be penalized and charged a $100 early tear down fee. Packing up boxes or dismantling any structures or signs in your assigned exhibit space prior to the close of the hall will be considered tearing down. ?Breaking down early is disrespectful to attendees and fellow exhibitors and in violation of exhibit rules & regulations. Please be sure that all those working in your booth are aware of the requirement to remain open during official hall hours.


There could be many reasons why you haven''t received any information from us and in order for you to have a positive conference experience, we need to fix it!

1) Are you a member of SAME?  Members of SAME receive marketing e-mails about conference and advertising opportunies - including alerts as to when registration is open for particular events.

2) Members - are you keeping your profile up to date?  If your SAME Sustaining Member Representative is no longer with your company, our marketing e-mails could be going to an inactive address.

3) Are you the booth coordinator that registered for your company''s space?  Sometimes due to company turnover, we find that we are sending e-mails to an email address that is no longer active.  You must contact exhibit@same.org in order to change the booth contact for your company.  

4) Are our e-mails going to your junk or SPAM folder?  You may have to identify the "same," "goeshow," and "theexpogroup" domains as safe in order to receive our e-mails.  Please ask your IT department how to do this.

5) If you are worried that you are missing something, please make sure you check the Conference webstie.  Most of the time, the information that we send in e-mails can also be found there. We also post all Exhibitor Communication in the Exhibitor Service Center.


Show Management will publish an attendee list two weeks prior to the conference and again after the conference to capture any last minute registrants.  This document will only be available in the Exhibitor and Attendee Service Centers and will only include contact information for individuals as they have indicated on the registration form.

This list is for contacting individuals and for a one time marketing effort to promote your booth.  It should not be used for future marketing efforts.


Rules & Regulations can be found here.


We expect about 1,700 attendees for this year''s JETC.


You can provide a place for passersby to drop business cards to be placed in a drawing for a prize.  Here are a few rules of thumb:

1) It is unethical to "rig" the drawing and you could place government personnel and contractors in danger of violating ethics regulations if you do so.

2) Technically, government employees CAN participate in a drawing for an item valued at more than $20 since the drawing is open to all.  However, since different offices can make federal regulations more restrictive if they choose, there may be many government employees who are not allowed to participate.  Please do not tempt or tease somebody for not participating.

3) It''s always a good practice to raffle off an item that can be transported via plane unless you plan to pay for shipping.

4) SAME will not be announcing winners at any time.  It is up to the company organizing the raffle to contact the winner(s).