Exhibitor and Sponsor Resources

This page provides information for exhibitors and sponsors who have applied, been vetted and accepted, and signed their contract to participate in the Summit.

Exhibitor and Sponsor Portal

Once an applicant has been vetted and accepted and the contract is signed, the organization’s point of contact will receive a link to their personalized registration portal. The portal will be used by all exhibitors and sponsors to access most information regarding their participation, including the exhibitor kit, link to register personnel, invoice, payment options, etc. Exhibitors and sponsors will also be able to upload their logo and organization descriptions through the portal.

Registering Personnel

  • Free Passes – All exhibiting organizations will receive two Exhibition Hall only passes per booth (no matter the size of the booth). Exhibition Hall only passes include matchmaking. Sponsorship packages may include additional full conference passes. You will receive comp codes to use in the application process for any free passes.
  • Additional Passes – Full access Summit passes are available at a rate of $850.
  • All Personnel Must Apply – All booth personnel must apply and go through the vetting process individually in order to attend. Personnel vetting is separate from the exhibitor vetting process.

Hotel Reservation Process

IMPORTANT

● Housing for the 2018 SelectUSA Summit is now closed!

If you are in need of a hotel reservation, please contact the hotels directly or contact aRes Travel at the link below. Click Here to book a hotel reservation(s) online or you may book by phone at 1-877-300-6147.

Book through SelectUSA for the lowest rate.

SelectUSA has confirmed a room block within the Gaylord National Resort & Convention Center for approved attendees. Housing is only available to attendees, sponsors, and exhibitors who have applied and have been accepted by SelectUSA to attend the Summit.

Hotel Rates
Hotel rooms have been secured at the Gaylord National Resort & Convention Center at the special conference rate of $253 (GSA per diem).

Hotel Reservation Process

Step 1 – Apply to Attend the Summit

All personnel attending with an exhibiting company (booth personnel and full Summit attendees) should apply via the attendee application site. If you have any free passes associated with your exhibition/sponsor package, enter the applicable comp codes on the application summary page. Comp codes will be provided in your exhibitor/sponsor portal once you have signed the exhibitor/sponsor contract.

Step 2 – Receive Acceptance Email & Book Room(s)

Accepted participants will receive a confirmation email with instructions on how to book a hotel room. If you would like to make hotel reservations for more than one person, simply select the number of hotel rooms you would like to book and indicate who will be staying in each room.

Step 3 – Confirmation

Once a hotel room has been booked, guests will receive a 4-digit guarantee number (e.g. 1234) via email from Experient. Please note, this is NOT the Gaylord hotel confirmation number. If there are any special requests or changes that need to be noted, please do so with the Summit Customer Service Team using this 4-digit guarantee number.

The hotel confirmation email will be sent to the email address that was provided during the registration process between June 12 – June 15. Please check your spam folder if you do not receive a hotel confirmation email.

Note: If you need to make any changes to a confirmed hotel room, please send the change requests to the information on the contact us page.

For more information, please go to the “Hotel & Travel” section of the website.

Collateral Events Calendar

  • The Collateral Events Calendar is a medium for SelectUSA to help amplify the messaging of EDOs and sponsoring organizations and to help drive investors to their Summit-related events.
  • Many delegations will be making key travel and schedule decisions in January and February, so it is important to submit details as soon as possible for any collateral or spinoff events.

Submissions are now closed. See you at the Summit!

U.S. State and Local Night (Reception in Exhibition Hall)

Opening Reception: Thursday, June 21, 5:00-7:00 p.m.
Location: Exhibition Hall

  • U.S. State and Local Night is the opening night reception in the Exhibition Hall where all attendees can visit exhibitors at their booths
  • All Summit participants are invited to attend U.S. State and Local Night
  • Exhibitors may hold mini-receptions at their booth highlighting local flavor and experience
  • Food and beverage can be purchased through the conference hotel
  • Outside food is not permitted except for sample portions under 3 ounces
  • Outside alcoholic beverages is not permitted
  • Contact information and possible menu items are included in the links below
  • Any additional events or receptions should take place after U.S. State and Local Night concludes at 7:30 p.m.

Food and Beverage Served by Exhibitors and Sponsors

The following rules apply to exhibitors and sponsors who wish to serve food and beverage in the Exhibition Hall or within a meeting space.

Rules Regarding Alcohol

  • All alcohol must be purchased through the hotel. If a specific item cannot be acquired, the Gaylord will work closely with distributors and companies to find something as close as possible.
  • Alcohol is not permitted to be brought in through outside vendors per Maryland State Law.

Rules About Bringing Food And Beverage Into The Hotel

  • Local foods, over 3 ounces per person, must be purchased through the hotel.
  • Exhibitors may bring in sample sizes, excluding alcohol, of 3 ounces or less.
  • If an item is not provided in sample sizes, exhibitors can cut down the items into 3 ounce pieces.

Menu Of Available Food And Beverage & Hotel Contact Information

Exhibit Space Floor Plan and Space Allocation

Allocation will occur in April 2018

Shipping

IMPORTANT

DO NOT Ship directly to the hotel
Shipments sent directly to the hotel will be returned to the sender at the cost of the sender. All shipments must be sent to the address listed in the Exhibitor Kit, which will be posted below. Please use the shipping forms provided within the Exhibitor Kit.

Exhibitor Kit & General Contractor

Exhibitor Kit

  • Shipping information
  • Booth services
  • Order booth furniture
  • Order electric
  • Order internet
  • …And more

Download the Digital Toolkit

In this toolkit, you will find draft social media posts and key messages you can copy and share, or edit, for your purposes. You will also find a list of key social media accounts, hashtags to use, and graphics for your websites, emails, and social media. (Note: .zip file is 51mb)

Contact – General Contractor

Heritage Exposition Services at (800) 360-4323

Setup and Exhibit Times

SelectUSA Exhibition Hall Setup Hours

(times subject to change)

Tuesday, June 19, 2018
4:00p.m. – 9:00p.m.

Wednesday, June 20, 2018
7:00a.m. – 11:00a.m.

SelectUSA Exhibition Hall Hours

(times subject to change)

Wednesday, June 20, 2018
12:00p.m. – 4:30p.m.

Thursday, June 21, 2018
11:00a.m. – 7:00p.m.

Friday, June 22, 2018
1:00p.m. – 4:00p.m.

SelectUSA Exhibition Hall Teardown Hours

(times subject to change)

Friday, June 22, 2018
5:00p.m. – 10:00p.m.

Early Teardown is not permitted without prior permission from eventPower. Exhibitors who tear down early will be charged a $1000 fine.

All contracted exhibitors and sponsors will be provided a link to an individual portal that will allow the uploading of all exhibitor information including the organization’s description and logo for the printed program guide, Summit app, and Summit website.

Deadline To Upload Organization Details & Logo

We suggest that all organizations upload available information immediately. Deadline for printed material is May 18th, 2018.

Dress Code

Business attire for all days and all functions.

Questions?

Exhibitor and Sponsor Support

Megan Corn
Fulfillment & Exhibit Hall/Speaker Manager
eventPower
Phone: (703) 740-1949
Email: mailto:MCorn@eventPower.com

General Contractor/Decorator

Heritage Exposition Services at (800) 360-4323