February 23-25, 2023  •  Hilton Midtown  •  New York, NY

Exhibitor Move-In Bulletin

We continue to monitor the COVID-19 pandemic, as well as updates and recommendations from public health officials, federal, state and local authorities, the Centers for Disease Control (CDC) and the World Health Organization (WHO). We are in close collaboration with the New York Hilton Midtown, NY as we implement important health and safety measures. Additionally, we are working with leading event industry associations globally as they develop guidelines for the events industry.

Note that as of January 3, 2022, the city of New York the city of New York requires that people 12 and older show identification and proof they have received two doses of a COVID-19 vaccine (except for Johnson & Johnson recipients) for indoor activities.

HEALTH & SAFETY GUIDELINES

MOVE-IN
Wednesday, February 16 | For booths 20′ x 16′ & Larger only
1:00 pm – 4:00 pm Americas 1
8:00pm-11:00pm 2nd floor Rhinelander & Gramercy

Thursday, February 17 | 8:00 am – 3:00 pm

MOVE-OUT
Saturday, February 19 | 4:00 pm – 8:00 pm

FULL EVENT SCHEDULE

EXHIBIT HALL HOURS
Thursday, February 17 | 5:00 pm – 7:00 pm
Friday, February 18 | 9:30 am – 5:00 pm
Saturday, February 19 | 9:30 am – 4:00 pm

FULL CONFERENCE SCHEDULE

Login to register your staff for Exhibitor Badges. Once registered each person will receive a confirmation email with a their QR code and badge number. Print this confirmation or pull it up on a mobile device at the event to have your badge printed for you. Please note: Each registrant must pick up their own badge. Group badge pickup will not be allowed.

Included in your badge allotment is an Exhibitor Conference Pass, which grants the pass holder access to the entire conference program. As an exhibiting company you can invite a leading practitioner customer to attend the conference with this complementary pass, or register one of your staff who is interested in participating in the conference program. To ensure your invited practitioner receives the necessary pre-event information, please complete the Exhibitor Conference Pass registration before January 31, 2022.

As an exhibitor, you can also invite practitioners to attend the Exhibit Hall for free or the conference with 15% off Standard Conference Pass and Pre-Conference Pass. These digital invitations are unlimited and can be tracked in the exhibitor registration site.

EXHIBITOR REGISTRATION

Exhibitors may hand carry their items in to and out of the facility using the entrance on 54th Street. Please note that the Hilton Bellman can assist but there is a $15 per move/load charge to the exhibitor.

No parking or unloading is allowed at the entrance of the facility; and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel.

If you will require labor for delivering your materials to your booth from the dock, union labor will be available to help you with your drayage through Freeman. We encourage exhibitors to have their material delivered to the warehouse in advance to take advantage of the most cost-effective material handling rates.

SHIPPING & ON-SITE LOGISTICS

Any food and/or beverage sample must be the product of the exhibiting company. All other food and beverage served within the booth for entertaining purposes must be purchased through the New York Hilton Midtown’s catering services. Anyone sampling food must follow the Food Sample Guidelines document from the Hilton and provide a signed copy to the Hilton Midtown. All food items and consumable samples need to be individually wrapped and beverages need to be served with a lid or straw whenever possible!

FOOD SAMPLE GUIDELINES

HOLD HARMLESS AGREEMENT

Registration Desk – Promenade, 2nd Floor
Event Desk & Mobile App Info – Promenade, 2nd Floor
Coat Check – Promenade, 2nd Floor
New Product Show Cases – Promenade, 2nd Floor
Conference Recordings – Promenade, 2nd Floor
Book Store – Americas I, Network Lounge 3rd Floor
Speaker Book Signings – Americas I, 3rd Floor
Community Corner – Americas I, 3rd Floor
I.H.S. Sales Office – Americas I, 3rd Floor
Vendor Service Desk – Americas Hall Foyer, 3rd Floor
Gramercy Network Lounge – 2nd Floor Gramercy East
Opening General Sessions – Thursday – Grand Ballroom East
Breakout Rooms – 2nd Floor & 4th Floor (Grand Ballroom East & West, Nassau & Murray Hill
Lunch & Learns – 2nd Floor Breakout Rooms
Keynote Sessions – Grand Ballroom East 4th Floor

Wireless Internet (Wi-Fi) is available throughout public areas of the venue and in the exhibit hall. If you are streaming a video or presentation from the internet and uninterrupted bandwidth is vital, we recommend purchasing a dedicated internet drop for your booth.

ORDER INTERNET

Event Management works diligently with the facility to ensure the safety and security of all exhibitors, attendees, and the event.

SAFETY AND SECURITY INFORMATION

Allied Universal Event Services is the official security vendor.

ORDER BOOTH SECURITY

Place your order for Convention Data Services Lead Retrieval to maximize the return on your investment! Scan attendee badges at your booth and build a database of prospective customers.

LEAD RETRIEVAL

INCLUDED IN YOUR BOOTH

  • 8′ high black back drape
  • 3′ high black side dividers
  • Booths less than 300 sq. ft will receive a 7″ x 44″ one-line identification sign

*Carpeting is existing hotel carpet

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