Affiliate Summit Exhibitor Resource Center

We are delighted to have you as an exhibitor at Affiliate Summit West 2017 taking place January 15 – 17, 2017 at the Paris Las Vegas Hotel.

The Affiliate Summit Exhibitor Resource Center contains important information and answers to frequently asked questions for our registered exhibitors and sponsors.  Check back often as information is continually updated.

Affiliate Summit West 2017 Important Deadlines:

NOVEMBER 3rd: Company Description Deadline

If you would like to be included in the Exhibitor and Conference Guide, which is distributed to attendees at conference check-in, be sure to submit your company description here.

Company Descriptions received after November 3, 2016 will not be included in the Exhibitor and Conference Guide.

NOVEMBER 3rd: Certificate of Insurance Deadline

For details regarding the requirements for the certificate, please see section 3.12 of our Exhibitor and Sponsor Terms and Conditions of Attendance and Participation.

Certificates can be sent via email to: exhibitors@affiliatesummit.com,  fax to 908.364.4627 or mailed to Affiliate Summit, Inc. 9532 Liberia Ave. #127 Manassas, VA 20110.

Failure to provide a Certificate of Insurance by November 3, 2016 renders the exhibitor ineligible to occupy the exhibit space or receive a refund.

[View a sample Certificate of Insurance.] 

NOVEMBER 11th: FeedFront Magazine Ads Due

If you have purchased ad space in the FeedFront Magazine Issue 37 (Conference Issue), November 11, 2016 is the final day for you to send in your advertisement.

DECEMBER 1st: Register Your Staff and Guests

An attendee badge is required for admission into the conference. Please register your staff  and don’t forget to register yourself, if you are attending the conference.

Please refer to the email you received containing your registration codes and link included with your Exhibit Hall, Meet Market or Sponsorship package.

DECEMBER 13th: Advance Shipments to Warehouse Begins

You can ship to the Advance Shipment to Warehouse starting December 13, 2016 – January 11, 2017. The GES Exhibitor Kit link can be found here. 

DECEMBER 21st: Book Hotel Reservations

A block of rooms has been reserved at the Paris Las Vegas Hotel for the nights of January 13 – January 19, 2017. 

Book your Hotel Reservation now before we sell out.

DECEMBER 28th: GES Show Services Early-Bird Discount Deadline

GES, our Official Trade Show Services Provider offers booth furniture, accessories, carpet, custom exhibits, rental exhibits, installation and dismantle services, graphics, shipping and more. The GES Discount Deadline Date is December 28, 2016 for Orders Received with Payment by 5:00 PM. The GES Exhibitor Kit link can be found here.

Many of these items and services area available at a discounted rate if they are booked by December 28, 2016. Discounted rates, if available are listed for each item.

JANUARY 11th : Last Day for Advance Shipments to Warehouse

 The last day to ship to the Advance Shipment to Warehouse is January 11, 2017. The GES Exhibitor Kit link can be found here.

 


 

Exhibit Hall Regulations and Open Hours

Exhibit Hall rules regarding booth height, installation, dismantling, display materials, signage, furnishings, sound levels, common borders and more.

3.9 Exhibit Hall Regulations.

Each booth space (either 10′x10′, 10′x20 or larger) will be set with:

  • 8′ high blue or black-colored back drape
  • 3′ high blue or black-colored side drape
  • 11″ x 17″ one-line exhibitor ID sign

Installation Deadline: Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. If you do not advise Affiliate Summit management of any delays, the exhibition space will be regarded as abandoned and may be reassigned, in Affiliate Summit’s sole discretion.

Each Enclosed Meeting Space will be set with:

  • One table
  • Four chairs
  • 11″ x 17″ one-line exhibitor ID sign

Display Area Height:

All signage, display materials, and furnishings must be contained within your meeting room. Signage that is attachable, with Velcro or similar product, directly to the exterior walls of the room is permitted. Display Area Height: All booth displays and associated marketing collateral must not exceed a height of 8′. Balloons are prohibited.

Exhibition Area Code and Sound Levels:

Materials must not be hung from any walls, drapery, scaffolding, or aerial fixtures whatsoever and must not block aisles, fire exits, or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exposed areas of booth displays must be finished and present an attractive appearance when viewed from aisles or adjoining booths. Any portion of the booth display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor.Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.

Placement of signage or Distribution of advertisements and/or promotional material of any kind may be made only within the booth assigned to the exhibitor presenting such material. A firm or organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Any organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Aisle Traffic Flow:

The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply with this requirement may result in removal from the Facility.

Outside Food and Beverage Policy:

The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue, email us for more information: exhibitors@affiliatesummit.com. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.

Exhibit Hall Setup, Open and Breakdown Hours

  • Booth Setup – Sun., Jan. 15: 8am-6pm
  • Booth Refresh – Mon., Jan. 16: 9am-10am (Exhibitors can grab some coffee and pastries while refreshing their booth)
  • Open Hours – Mon., Jan. 16: 10am-5pm
  • Booth Refresh- Tue., Jan. 17: 9am-10am (Exhibitors can grab some coffee and pastries while refreshing their booth)
  • Open Hours – Tue., Jan. 17: 10am-4pm
  • Exhibitor Breakdown – 4pm

Meet Market Regulations and Open Hours

Meet Market rules regarding booth height, installation, dismantling, display materials, signage, furnishings, sound levels, common borders and more.

3.10 Affiliate Meet Market and Table Top Regulations.

Each table space will be set with:

  • One (1) 6′ colored draped table
  • Two (2) standard side chairs
  • One wastebasket
  • 11″ x 17″ one-line exhibitor ID sign

Display Area Height:

All table displays and associated marketing collateral must not exceed a height of 3′ over the provided table so as not to detract from and/or impede the view of your adjacent exhibitors or passersby. All other associated marketing collateral, including standalone signs, must not exceed a height of 8’ from the floor or exceed 6’ in width, and must be contained behind the table. Signage is not permitted in the walkways or areas between tables. Balloons are prohibited.

Installation Deadline:

Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. If you do not advise Show Management of any delays, the exhibition space will be regarded as abandoned and may be reassigned by Affiliate Summit’s sole discretion.

Exhibition Area Code and Sound Levels:

Materials must not be hung from any walls, drapery, scaffolding, or aerial fixtures whatsoever and must not block aisles, fire exits, or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exposed areas of booth displays must be finished and present an attractive appearance when viewed from aisles or adjoining booths. Any portion of the booth display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor.Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.

Placement of signage or Distribution of advertisements and/or promotional material of any kind may be made only within the booth assigned to the exhibitor presenting such material. A firm or organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Any organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Aisle Traffic Flow:

The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply may result in removal from the Facility.

Outside Food and Beverage Policy:

The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue, email us for more information: exhibitors@affiliatesummit.com. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.

Meet Market Setup, Open and Breakdown Hours

  • Table Setup – Sun., Jan. 15: 9am-Noon
  • Open Hours – Sun., Jan 15: Noon-6pm
  • Exhibitor Breakdown – 6pm 

 


 

Guidelines, Helpful Information, and Answers to Frequently-Asked Questions

  • Exhibitor & Sponsor Terms and Conditions
  • Conference Information
  • Exhibitor Manual 
  • Exhibit Hall Floor Plan 
  • Meet Market Floor Plan 
  • Customizable Creatives
  • Conference Logos, Banners and Marketing Collateral
  • FeedFront Advertising Ad Specs and Order Forms
  • Deadline Checklist 
  • Exhibitor and Sponsor Requirements; Prohibited Conduct

    Prohibited Conduct

    3.1 Adult or Gambling Related Exhibitor/Sponsor Prohibited. Affiliate Summit does not permit companies or individuals promoting or offering content, products, or services that relate to subjects of an “adult” nature or that involve “gambling” to exhibit at or sponsor any Affiliate Summit Event. For reference, Affiliate Summit’s definitions of ”adult” and ”gambling” related content, products, or services can be found here. These definitions are not exclusive and Affiliate Summit has sole discretion in determining violations of this provision.

    3.2 Unethical or Non-Compliant Marketing. Affiliate Summit reserves the right to deny admission to anyone who, in Affiliate Summit’s sole discretion, engages in or is reputed to engage in unethical or non-compliant marketing practices.

    3.3 Inappropriate Dress and Conduct. Exhibitor/Sponsor staff members that demonstrate partial nudity, indecency, or conduct inappropriate for a mixed audience will not be allowed.

    3.4 Offensive Material. Exhibitor/Sponsor may NOT display marketing collateral containing illegal subject matter, racially or ethnically discourteous content, or depict nudity or sexual conduct of any kind. No material or merchandise containing illegal subject matter, racially or ethically discourteous content or depict nudity or sexual conduct of any kind (e.g., promotional condoms), may be sold, given, or distributed in any way. Offensive materials are determined at the sole discretion of Affiliate Summit. Non-compliance may result in removal of offensive material or expulsion from the conference with no refund of fees. If you are unsure whether your materials violate this provision, please contact us at realdeal@affiliatesummit.com BEFORE the event.

    3.5 No Suitcasing Policy. “Suitcasing” refers to the practice of attending a trade show but “working the aisles” from a suitcase or briefcase, soliciting business from other attendees and exhibitors. For the good of the show and the Exhibitors/Sponsors supporting the show, the only legitimate place to conduct business during show hours is within a contracted exhibit space on the show floor. Exhibitors/Sponsors are encouraged to protect their investment and report any violations to Affiliate Summit management. Attendees observed soliciting business in the aisles or other public spaces or in another company’s booth, will be ejected from the Event and may be banned from future events, in Affiliate Summit’s sole discretion.

    3.6 Celebrity Attractions; High-Traffic Events. If Exhibitor/Sponsor plans to host a celebrity exhibit or other high-traffic attraction (hereinafter, an “Attraction”) at the Event, Exhibitor/Sponsor must: (a) provide advance notice to Affiliate Summit in writing; and (b) purchase sufficient space and take reasonable crowd-control measures to ensure that the Attraction does not interfere with attendees’ access to other exhibits and booths or attendees’ enjoyment of the Event. Affiliate Summit has sole discretion in determining whether, and under what terms, an Attraction may be held at the Event. Furthermore, if Affiliate Summit determines in its sole discretion that an Attraction is disrupting the Event, Affiliate Summit may take immediate corrective measures, up to and including termination of the Attraction. Exhibitor/Sponsor waives all liability of Affiliate Summit for taking such corrective measures.

    3.7 In addition to the requirements and prohibitions set forth in this Section 3, Affiliate Summit may also exclude any prospective Exhibitor, Sponsor, or attendee from registering for or attending any Event, in Affiliate Summit’s sole discretion. Furthermore, Affiliate Summit reserves the right to cancel, in its sole discretion, any Exhibitor’s/Sponsor’s Event registration upon refund of the Exhibitor/Sponsor fees paid to Affiliate Summit; provided, however, that if an Exhibitor/Sponsor is cancelled for violating any prohibition or requirement set forth in this Section 3, Affiliate Summit may retain all fees paid.

    3.8 Exhibitor Marketing Materials. Unless prior arrangements are agreed in writing, any marketing materials (including, without limitation, bag inserts, signage, or other promotional items) left at an Affiliate Summit Event by Exhibitor/Sponsor following the end of such Event shall become the property of Affiliate Summit Corporation, with or without notification to Exhibitor/Sponsor; for clarity, Affiliate Summit Corporation will have sole discretion regarding use or disposition of any marketing materials left by Exhibitor/Sponsor following the end of an Affiliate Summit Event.

    3.9 Exhibit Hall Regulations.

    Each booth space (either 10′x10′, 10′x20 or larger) will be set with:

    • 8′ high blue or black-colored back drape
    • 3′ high blue or black-colored side drape
    • 11″ x 17″ one-line exhibitor ID sign

    Installation Deadline: Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. If you do not advise Affiliate Summit management of any delays, the exhibition space will be regarded as abandoned and may be reassigned, in Affiliate Summit’s sole discretion.

    Each Enclosed Meeting Space will be set with:

    • One table
    • Four chairs
    • 11″ x 17″ one-line exhibitor ID sign

    Display Area Height:

    All signage, display materials, and furnishings must be contained within your meeting room. Signage that is attachable, with Velcro or similar product, directly to the exterior walls of the room is permitted. Display Area Height: All booth displays and associated marketing collateral must not exceed a height of 8′. Balloons are prohibited.

    Exhibition Area Code and Sound Levels:

    Materials must not be hung from any walls, drapery, scaffolding, or aerial fixtures whatsoever and must not block aisles, fire exits, or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exposed areas of booth displays must be finished and present an attractive appearance when viewed from aisles or adjoining booths. Any portion of the booth display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor.Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.

    Placement of signage or Distribution of advertisements and/or promotional material of any kind may be made only within the booth assigned to the exhibitor presenting such material. A firm or organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

    Any organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

    Aisle Traffic Flow:

    The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply with this requirement may result in removal from the Facility.

    Outside Food and Beverage Policy:

    The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue, email us for more information: exhibitors@affiliatesummit.com. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.

    3.10 Affiliate Meet Market and Table Top Regulations.

    Each table space will be set with:

    • One (1) 6′ colored draped table
    • Two (2) standard side chairs
    • One wastebasket
    • 11″ x 17″ one-line exhibitor ID sign

    Display Area Height:

    All table displays and associated marketing collateral must not exceed a height of 3′ over the provided table so as not to detract from and/or impede the view of your adjacent exhibitors or passersby. All other associated marketing collateral, including standalone signs, must not exceed a height of 8’ from the floor or exceed 6’ in width, and must be contained behind the table. Signage is not permitted in the walkways or areas between tables. Balloons are prohibited.

    Installation Deadline:

    Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. If you do not advise Show Management of any delays, the exhibition space will be regarded as abandoned and may be reassigned by Affiliate Summit’s sole discretion.

    Exhibition Area Code and Sound Levels:

    Materials must not be hung from any walls, drapery, scaffolding, or aerial fixtures whatsoever and must not block aisles, fire exits, or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exposed areas of booth displays must be finished and present an attractive appearance when viewed from aisles or adjoining booths. Any portion of the booth display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor.Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.

    Placement of signage or Distribution of advertisements and/or promotional material of any kind may be made only within the booth assigned to the exhibitor presenting such material. A firm or organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

    Any organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

    Aisle Traffic Flow:

    The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply may result in removal from the Facility.

    Outside Food and Beverage Policy:

    The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue, email us for more information: exhibitors@affiliatesummit.com. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.

    3.11 Insurance. The Exhibitor/Sponsor understands and agrees that neither Affiliate Summit nor the entity physically hosting the Event (the “Facility”) maintains insurance covering the Exhibitor’s/Sponsor’s liability or property. The Exhibitor/Sponsor is required to carry worker’s compensation, commercial general liability including products and completed operations, independent contractors, personal injury and blanket contractual liability insurance at limits of at least $1,000,000(USD) per, $1,000,000(USD) aggregate. These coverages must be evidenced by a Certificate of Insurance, with a 30-day notice of cancellation provision, listing Affiliate Summit, Inc. as additional insured. Such Certificate of Insurance must be provided to Affiliate Summit no less than 21 days before the proposed exhibit date. Failure to provide a Certificate of Insurance by the deadline renders the exhibitor ineligible to occupy the exhibit space or receive a refund. The mailing address that the insurance certificate should reference is Affiliate Summit, Inc. 9532 Liberia Ave. #127 Manassas, VA 20110. The Certificate of Insurance must be sent to Affiliate Summit via email to realdeal@affiliatesummit.com or via fax to (908) 364-4627.

    3.12 Failure of Exhibitor/Sponsor to follow these requirements may result in eviction of Exhibitor/Sponsor without refund, in Affiliate Summit’s sole discretion. Additionally, Affiliate Summit may prohibit the attendee and Exhibitor/Sponsor from attending future Affiliate Summit Events. If an Exhibitor/Sponsor is evicted from the Event due to violating this Section 3, Exhibitor/Sponsor must immediately dismantle all exhibit materials and leave the Event area.View the full Exhibitor and Sponsor Terms and Conditions here.

  • Frequently Asked Questions

    Frequently Asked Questions

    Q: What are the setup, dismantle hours and show hours for the Meet Market (Sunday) and Exhibitor Hall (Monday and Tuesday)? A: Meet Market set up: You can set up Meet Market table Sunday from 9:00am – 12:00pm. Dismantle will immediately follow the conclusion of the event at 6:00pm, Sunday.
    A: Exhibitor Hall set up: Booth set up is Sunday from 8:00am – 6:00pm and then you may touch up one hour before the show Monday and Tuesday, 9:00am-10:00am. You may dismantle your booth at the conclusion of the show at 4:00pm on Tuesday. You are not permitted to break down earlier.

    Meet Market and Exhibitor Hall: Sunday

    Booth setup: Sunday 8:00am – 6:00pm
    Meet Market setup: 9:00am – 12:00pm
    Meet Market show hours: 12:00pm – 6:00pm
    Meet Market dismantle: 6:00pm – 7:00pm

    Monday and Tuesday
    Booth refresh: Monday 9:00am – 10:00am
    Show hours: Monday 10:00am – 5:00pm
    Booth refresh: Tuesday 9:00am – 10:00am
    Show hours: Tuesday 10:00am – 4:00pm
    Dismantle to immediately follow at 4:00pm

    Also, important to note, there are other events going on during these days and times so please review your show agenda at Affiliate Summit for more information.

    Q: Are we required to have a certificate of insurance for our exhibit booth?
    A: Yes. We do require that all Booth, Meet Market tables, Enclosed Meeting Rooms and RevShare Roundup exhibitors obtain and submit a certificate of insurance which names Affiliate Summit, Inc. as the additionally insured for General Liability and proves that you have Worker’s Compensation in place for your employees. More information can be reviewed here in our exhibitor terms and a sample certificate of insurance (COI) can be found here. 

    Q: Does my exhibit space include any furniture?
    A: No. Your Exhibit Hall booth includes space only. Each booth space will be set with 8′ high blue or black-colored back drape, 3′ high blue or black-colored side drape and  a 11″ x 17″ one-line exhibitor ID sign. Anything additional you may want for your booth needs to be purchased separately. Your Meet Market table and Table Top space will be set with One (1) 6′ colored draped table, Two (2) standard side chairs, one wastebasket and a 11″ x 17″ one-line exhibitor ID sign. Your Enclosed Meeting Room space includes one (1) table, four (4) chairs and a 11″ x 17″ one-line exhibitor ID sign.

    Q: Am I required to order carpet for my exhibit space?
    A: No. The ballroom is carpeted, therefore you are not required to purchase additional carpet. If you want a specific color carpet or padding, you will need to order that separately.

    Q: Does my exhibit space include electricity, internet or any audio visual?
    A: No. Any additional services you may want for your table/meeting room/booth need to be purchased separately and may only be ordered through the assigned show vendors. Please visit the Affiliate Summit Exhibitor Resources page or the exhibitor kit for the respective vendor forms.

    Q: I registered for my exhibit space, do I also need to register as an attendee?
    A: Yes. Being the main contact on the exhibit/sponsor registration, does not automatically register you as an attendee as these are considered two different registrations. Anyone attending the show must also register as an attendee.

    Q: Is there a height maximum for my exhibit space?
    A: Yes. All booth and table displays and associated marketing collateral must not exceed a height of 8′ and be completely contained within your allotted space. If your exhibit space does not comply you will be required to correct immediately, at your own expense. Display Area Height: All table displays and associated marketing collateral must not exceed a height of 3′ over the provided table so as not to detract from and/or impede the view of your adjacent exhibitors or passersby. All other associated marketing collateral, including standalone signs, must not exceed a height of 8’ from the floor or exceed 6’ in width, and must be contained behind the table. Signage is not permitted in the walkways or areas between tables. Balloons are prohibited. Please visit the Affiliate Summit Exhibitor/Sponsor Terms & Conditions for more information.

    Q: Can we have balloons at our exhibit space?
    A: No. There are no balloons allowed at your exhibit space (booth, table or meeting rooms).

    Q: Do you offer lead retrieval services to collect leads at the show?
    A: No. All badges have QR codes, the QR codes will have all of the attendee contact information. Download Scan.me QR reader app or any other similar QR reader service to your smart phone or tablet.

    Q: Can we bring our own food and beverage?
    A: No. The hotel/venue requires that all food and beverage distributed by attendees, exhibitors or sponsors be purchased from the hotel/venue directly. This is monitored closely by the venue and Affiliate Summit. If any outside food or drink is being distributed, it will be confiscated by the venue and your company will not be reimbursed in any way by Affiliate Summit or the venue. If you would like to purchase and food and beverage items for your exhibit space, complete the food and beverage form and we will contact you soon.

    Q: How do we ship our booth and other exhibit materials to the show?
    A: Our show decorator offers advanced warehouse shipping and direct to the show shipping. Please note these shipping options are time sensitive and very specific, so make sure you’re reading carefully and following shipping instructions. See exhibitor kit for details or the Affiliate Summit Exhibitor Resources page for more information.

    Q: Is the hotel included in the exhibit package?
    A: No. Travel is not included in your registration however we do offer a hotel block for every show. Historically this has sold out very quickly, so make sure you book early.

    Q: Are we able to have someone at the entrance or walking around passing out our company materials?
    A: No. Affiliate Summit has a no Suitcasing Policy. “Suitcasing” refers to the practice of attending a trade show but “working the aisles” from a suitcase or briefcase, soliciting business from other attendees and exhibitors. You may only pass out materials at your own exhibit space.

    Q: Are we allowed to have a celebrity attraction or mascot at our booth?
    A: Yes. If you plan to host a celebrity exhibit, have a mascot or other high-traffic attraction at the event, you must provide advance notice to Affiliate Summit, in writing and purchase sufficient space and take reasonable crowd-control measures. It’s important that you ensure that the attraction does not interfere with attendees’ access to other exhibit spaces and overall attendees’ enjoyment of the event. In addition, this person must be of 21 years of age, stay at the exhibit space at all times and must be a registered attendee, as well. Please see our Exhibitor/Sponsor Terms & Conditions for more information.

    Q: Are we required to have staff at our booth/table the entire time?
    A: Yes. Your exhibit space must be staffed at all times.

    Q: If I cancel my exhibit space or sponsorship, do you offer a refund or credit to a future show?
    A: No. Unfortunately there are no refunds or future show credits for cancellations. Please see our Exhibitor/Sponsor Terms & Conditions for more information.

    Q: Are we able to sublease our rented exhibit space?
    A: No. Exhibitors may not sublease their space. Sublease in this use includes renting, sharing, donating or in any way allowing another company or person to display or advertise in an exhibitor’s space.

    Q: Are we able to offer gambling at our exhibit space?
    A: No. Adult or gambling related Exhibitor/Sponsor is prohibited. Affiliate Summit does not permit companies or individuals promoting or offering content, products, or services that relate to subjects of an “adult” nature or that involve “gambling” to exhibit at or sponsor any Affiliate Summit event. More information can be found here.

    Q: Is there a dress code for the exhibit staff?
    A: Yes. Exhibitor/Sponsor staff members are prohibited from demonstrating nudity (full or partial), indecency, and/or conduct inappropriate for a mixed audience will not be allowed. As a general guideline, most of the conference attendees dress business casual.

  • Tips and Advice for Affiliate Summit Exhibitors and Sponsors
  • Solicitations Warning – Unauthorized Services
  • Safety Guidelines
  • Show Site Work Rules
  • Fire Regulations
  • Petroleum Surcharge Program

 

Official Services Providers and Exhibitor Appointed Contractors (EAC)

Please be advised that in conjunction with rules and regulations of the New York Marriott Marquis and acting in the best interests of the exhibitors, attendees and event venue, we have appointed Official Service Providers to perform and provide necessary services and equipment.

View the Role of Official Service Providers


Official Service Providers are appointed to:

  • Ensure the orderly and efficient installation and removal of the overall exposition.
  • Assure the distribution of labor to all Exhibitors according to need,
  • Provide sufficient labor to satisfy the requirements of Exhibitors and for the exposition itself.
  • See that the proper type and limits of insurance are in force.
  • Avoid any conflict with local union and/or exhibit hall regulations and requirements.

The Official Service Providers will provide all usual trade show services, including labor.  Exceptions are:

  • Supervision may be provided by the Exhibitor.
  • The Exhibitor may appoint an independent exhibit installation contractor or display builder.

In both such instances, GES shall have no liability to any party for damage or injuries caused by Exhibitor or its third party agents. Exhibitor is responsible for the actions of its third party contractors.  

Please review the links below to if your intent is to utilize third-party contractors. 

 


 

Vendor, Contractor, Rental Services

Contractor services may be ordered through the following links to authorized companies listed below.  (Please be advised that no other service providers are authorized by Affiliate Summit and may not be permitted to perform services at the New York Marriott Marquis).

Booth Services

Shipping, Drayage and Material Handling

Affiliate Summit West 2017 Exhibitor Terms and Conditions

Affiliate Summit East 2017 Important Deadlines: TBA

 


If you have additional questions, please contact:

Affiliate Summit Exhibitor Sales and Service:  Sara Szado
P: (417) 2-SUMMIT x804
F: (908) 364-4627
E: exhibitors@affiliatesummit.com