2017 LeadingAge Virginia
Annual Conference & Expo
Exhibitor FAQ
 
June 7-8, 2017 | Norfolk Waterside Marriott | Norfolk, VA
 
What is included in the booth rental fee?
  • 10' x 8' booth
  • 8' high back wall drape (burgundy and beige)
  • 3' high side divider drape (burgundy)
  • one 7" x 44" booth identification sign
  • one 2' x 6' skirted table (beige)
  • two chairs
  • one wastebasket
  • Wednesday evening Reception with Exhibitors
  • Thursday Luncheon with Exhibitors
  • 2 complimentary conference registrations for booth staff, including admittance to all general and concurrent sessions
  • listing in the digital and on-site Conference Programs
What are the days/times of the exhibitor events?
There are two designated opportunities for exhibitors to engage with attendees:
 
Expo Reception, Wednesday, June 7, 5:30 p.m. – 7:00 pm
Expo Luncheon, Thursday, June 8, 12:15 p.m. – 2:15 pm
 
What is the Dine Around, and how can I participate?
Exhibitors are encouraged to participate in the Dine Around Reception on Wednesday, June 7th.  Designed to increase traffic flow to your booth, the Dine Around will provide participating Exhibitors with the opportunity to offer pre-selected hors d'oeuvres at their booth. 
 
Each Expo attendee will receive a map of the Exhibit Hall identifying the name and location of participating exhibitors, along with the specific food item they'll be providing.  Don't miss out on this cost-effective, sure-fire way to drive visitors to your booth! If you're interested in participating, contact Sydney at sydney@leadingagevirginia.org.
 
When can I set up/break down my booth?
The Exhibit Hall will be available to begin setting up your booth at 10:00 a.m. on Wednesday, June 7th.  All booths should be ready for business by 5:00 p.m.  Please plan to break down your booth immediately after the end of the Expo luncheon on Thursday, June 8th at 2:30 p.m.  Please remove all booth materials by 5:00.
 
How many people from my organization can attend and how do we register?
Your exhibit fee entitles your organization to up to two (2) complimentary full conference registrations.  A third staff person who will be manning your trade show booth can register for an additional $50. Please note that the additional third exhibitor registration allows admittance to the two (2) Expo events only. Exhibitors should have no more than three (3) people manning their booth. Any additional colleagues from your organization who are not also concurrent speakers at the conference will be required to register at the appropriate registration rate as identified in the Conference Program
 

All Exhibitors must register. Registration helps plan for sufficient seating in general and concurrent sessions, food and beverage orders, and ensuring that all Exhibitors have an official conference name badge, which is required for admittance to the Exhibit Hall. So before registering, please review the Conference Program to determine which sessions and events each member of your team will be attending.

Do I have to bring a giveaway item?
Exhibitors are not required to bring a gift item to give away during the expo.  However, our attendees tell us that they definitely appreciate the opportunity to "win" these gifts and are more likely to visit exhibitor booths that offer a prize drawing.  Exhibitors are responsible for selecting and notifying prize winners.
 
How do I reserve a hotel room?
Sleeping rooms at the Norfolk Waterside Marriott are available at the discounted rate of $149 plus taxes and fees per night for reservations made by May 16th based on availability.  Click here to reserve your room online or call Marriott Central Reservations at (800) 874-0264. Be sure to mention "LeadingAge Virginia" when calling to receive the discounted room rate.
 
Is wireless internet access available in the Exhibit Hall?
Yes, complimentary wifi access is available in the Exhibit Hall, guest rooms and common areas.  Please be advised that the complimentary access is a basic line only.  If you are planning to stream videos or access Cloud-based applications, please contact Angela Singh, Event Manager, Norfolk Waterside Marriott at (757) 628-6516 or asingh@marriottnorfolk.com to discuss your specific needs. 
 
Will my booth have electricity? What if I need additional audio-visual services?
If you need electricity or additional audio-visual services in your booth, please place your order directly with the Norfolk Waterside Marriott using the Electrical/Utility/Telephone/Internet Services Order Form.
 
How do I make arrangements to have exhibit materials sent directly to the hotel?

LeadingAge Virginia uses Hollins Exposition Services as our expo vendor.  The primary contact person identified on your Exhibitor Contract will receive instructions via email from Hollins on accessing the online Exhibitors Kit several weeks before the event, which includes information on ordering any furniture, furnishings, or other items you might need for your booth, along with shipping information to make advance arrangements to have items shipped to and/or from the venue.  If you have additional questions, contact Woody Weaver at wweaver@hollins-expo.com or (540) 362-3940 x118.

We strongly encourage exhibitors to ship booth items and other materials through Hollins. However, if you need to ship to the hotel directly, click here for shipping/receiving information.  Neither LeadingAge Virginia or Hollins are responsible for items shipped directly to the hotel.

Is there a Loading Dock I can use for easy access to the Exhibit Hall?
Yes.  The Martin's Lane loading bay is closest to the Norfolk Ballroom (Exhibit Hall). The loading dock located off Atlantic Avenue can also be used.
 
Where can I park temporarily to unload/loan my car or truck?
Trucks and containers may be parked temporarily at the dock entrance and must be removed as soon as they are emptied. Under no circumstances can they be left on the property overnight. If you are handling large and/or heavy equipment or other materials, you may want to contact Woody Weaver at Hollins Exposition Services in advance at wweaver@hollins-expo.com or (540) 362-3940 x118 to arrange for assistance.
 
Is security available?
LeadingAge Virginia and the Norfolk Waterside Marriott will not assume responsibility for any damage or loss of any property, merchandise or articles brought to the event.
 
Can my organization also be a Conference Sponsor?
Absolutely!  We have a variety of sponsorship opportunities available to meet various marketing objectives and budgets.  Click here to view the list of opportunities.  If you have alternative sponsorship interests, please contact Jennifer at jennifer@leadingagevirginia.org or (502) 759-3378.
 
Do you have other questions?  Please contact Sydney Thomas at sydney@leadingagevirginia.org or (804) 965-5500.


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