21st Annual New Jersey Emergency Preparedness Conference

Exhibitor / Sponsor FAQ

Click for...NJEPA 2019 Sponsorship Opportunities (2)

What comes with my booth?

Each 8’ x 10’ (8’ deep and 10’ wide) in line booth will be set with 8’ high back drape, 36” high side drape and an identification sign. The following items come with your booth: 6’ draped table, two chairs, wastebasket, carpet and two outlet electrical connections. Phone / internet lines do NOT come with your booth and you will need to order them separately from the Tropicana.

How can I pay for my exhibit space/sponsorship?

You can pay by check, Visa, MasterCard or American Express. The applicable instructions are located on the Exhibitor/Sponsor Registration form. If you need an invoice in order to make your payment, please email: sponsors@njepa.org  An invoice will not be sent automatically.

Exhibitor/Sponsor Refund Policy?

As  a non-profit educational organization NJEPA relies on its sponsors and exhibitors to help fund low cost training opportunities for first responders and emergency managers.  This is the sole source of income.  For this reason, exhibitor and sponsor refunds will only be issued within twenty-four (24) hours of payment being received.  However, in fairness to our private partners, NJEPA will allow substitution of sponsor and exhibitor space; meaning, we ask our sponsors and exhibitors, who are unfortunately unable to attend the conference, after they have paid for space, to refill their space with an appropriate organization or agency.

How do I order the items needed for my booth?

You can download the Exhibitor Manual now by clicking Exhibitor Manual 2019 (coming soon). This package will include all of the forms necessary to complete orders for any additional items. The Exhibitor Service Package will also include checklists with due dates, shipping information, labor forms and anything else that you might need to get your booth up and operational. (*This file is a PDF FILE and requires the Adobe Acrobat Reader. For a FREE copy of the Acrobat Reader CLICK HERE)

Do I have to use the Convention Services company?

Yes, unless you are able to transport your materials and exhibit supplies without assistance from the bellmen or other hotel staff. Please respect the staff and guests of the Tropicana and comply with this request.

I didn’t get one of my booth selections or I don’t like where my booth location is…can I move?

We maintain a booth move list. Submit your request to Sponsors@NJEPA.org . This list is processed on a first-come, first-served basis. As we have openings that fit your booth requirements, we’ll notify you and give you the first right of refusal on the space.

How do I make hotel reservations?

Make your reservations directly with the Tropicana Casino and Resort by calling them at 800-247-8767 or on-line by clicking here. The Tropicana normally offers a special conference rate, so check the Hotel Reservations page for the most up-to-date information. Try to make your reservations no later than early April – requests received after that date will be accepted on a space available basis only.

What if I would like meeting space or a hospitality suite?

If you are a sponsor or exhibitor at the conference, and wish to reserve meeting space or a hospitality suite, contact the Tropicana directly at 1-800-247-8767.

When and how do I register my staff or booth personnel?

Registration instructions will be e-mailed to your contact person once payment has been received. Registration will be done on-line using a code that will be assigned to you.

How many registrations come with my booth?

You receive two complimentary registrations for each of your 8’x10’ booth spaces. This registration type includes admission to all conference events, meals and receptions.

How can I invite my customers to the show?

Your customers can visit the conference web site and register on their own. Or you can pay for them to attend by visiting the on-line registration section and making the appropriate payment arrangements.

Do I need to register set-up and dismantle personnel?

No, we will give them a temporary sticker for admission into the exhibit hall during set-up and move-out ONLY.

What if our booth requires more time to set up than the schedule provides?

Plan ahead. Please notify the Convention Services company in advance so we can try to make arrangements for you. In cases like this, Show Management will attempt to get your display in as early as possible.

Can I tear-down my booth early?

No, each booth must remain staffed and completely intact until 4:00 PM on Thursday. Please schedule your staff’s travel arrangements so at least one person will be available to dismantle your display at the appropriate time.

What other opportunities are there to market our booth?

Sponsorship opportunities are available! Your company will spend several days face-to-face with your target audience, and by participating in a sponsorship; you can maximize your exposure at the biggest event of the year! Other opportunities are also available – you can place an ad in the full color conference program or include your promotional materials with the materials that each conference attendee will receive upon registration.

When will I receive important information regarding the show?

A tentative schedule follows:




Space Assignment Confirmation On-going, as soon as payment is received E-Mail
Exhibitor Service PackageExhibitor Manual Download Here
(Coming Soon)
Download the Manual
Pre-Registration Attendee List Late March or Early April, upon request E-mail
Post Show Attendee List Mid May, upon request E-Mail

What is the deadline for receipt of my company information for the program?

Information for the program (company description, logo, ad, etc.) must be received by the end of March. Information received after that will not be included in the program.

We are here to help you. Please contact the following with any questions:

Karen Koptic
Exhibitor/Sponsorship Committee Chairperson
Phone 609-412-0500

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