BOOTH DESCRIPTIONS:

  • 8' x 6' booth space
  • Booth signage with your company name and booth number
  • 2 Contoured side chairs
Please note exhibit booth space does not include the following:
  • Furniture
  • Electrical and booth internet
  • Shipping or material handling fees

 

INSTALL, DISMANTLE, AND SHIPPING INFORMATION

Installation:
Friday, May 2, 9 am – 4:00 pm
  • All exhibit crates must be removed from view on the exhibit floor on Friday, May 2 by 4pm. No exceptions will be allowed. 
  • If you have had materials pre-shipped, they will be delivered to your booth.  Note: Most hotels charge a handling fee therefore, you must pre-pay these fees to have your materials delivered directly to your booth. In the event the fees are not pre-paid, materials will be located in the hotel shipping/receiving area.
  •  Check your delivery confirmation before reaching out to the hotel staff.
Dismantling:
Sunday, May 4, 10:00 am (or after the last meeting break)
  • All exhibits must remain intact until the official closing time – Sunday, May 4 at 11:00 am. 
  • Any exhibit materials remaining unboxed on the exhibit hall floor may be mistaken for disposables.
  • Be prepared with your pre-paid shipping labels and schedule ground pick-up with your carrier.
  • Leave your boxes at your booth for pick-up unless otherwise directed by hotel staff.


Shipping Information:
Shipping Address: Renaissance Austin Hotel, 9721 Arboretum Boulevard, Austin, Texas, USA, 78759
Exhibits will be located in the pre-function area.

  • Shipping costs are the responsibility of the exhibitor.
  • Know before you go:  Shipping carrier, name on the box and tracking number.
  • Renaissance Austin Hotel "link" to shipping & receiving coming soon. 
Wi-Fi:
Wi-fi is available throughout the hotel including the exhibit hall area for personal devices.  Dedicated Wi-fi for your booth display can be ordered through the hotel AV.

EXHIBIT SPACE ASSIGNMENTS:  
Factors that are considered in assigning space are:
  • The exhibitor's record of participation in previous meetings.
  • Sponsorship participation.
  • The date the application payment is received.
  • The exhibitor's requests, including proximity to other exhibitors. 
  • The number of booths requested. 
  • The type of product or service being displayed. 

EXHIBIT BOOTH CANCELLATION FEES
Notification of an exhibitor’s decision to cancel must be in writing and sent to [email protected] Requests must be received no later than April 15, 2025.  If received by this deadline we will refund your payment less an administrative fee of 25% of the total booth charge. You will not be entitled to any refund if you do not cancel your space in writing or do not occupy your booth space onsite (no-show).

FOR ADDITIONAL INFORMATION ON BOOTH SPACE OR SHIPPING, CONTACT CLARA SCHLEMEYER, MEETING & EXHIBIT MANAGER AT [email protected].