22nd Annual New Jersey Emergency Preparedness Association Conference
 

NJEPA EXHIBITOR FAQs

 

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 and carpet. Phone / internet lines do NOT come with your booth and you will need to order them separately from Harrah's Waterfront Conference Center.

 

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 on-line at the time you register. If you need an invoice in order to make your payment, please email our Executive Director. 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 our 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?

 

Once NJEPA has received your registration and payment you will be sent a logon that will provide you with a link to our Exhibitor Services Package. This will provide all the information you need to order items for your booth. The Exhibitor Services 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.

 

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 Harrah's Waterfront Conference Center and comply with this request. Instructions will be provided for self-load in with your Exhibitor Services Package.
 

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

 

Once you register you will receive instructions to log inot our Booth Management site. This is where you will pick your booth from those that are available to you. If for some reason you would like your booth moved, 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 Harrah’s Waterfront Conference Center by calling them at 888-516-2215 or on-line by clicking here, you will need the code SH05EP0 to get the conference rate. Harrah’s offers a special conference rate, so check the Hotel FAQ 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 Conference Management Team and they will assist you in setting it up.

 

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

 

Registration instructions will be sent upon receipt of payment. Your entire team will register on our Booth Management site.

 

How many registrations come with my booth?
 

The number of registrations vary based on the Sponsorship Level you have selected. Please review the Sponsorship Opportunities document to see the numbers assigned to each level.

 

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 Registering them as an Attendee and making the appropriate payment arrangements. You will also be provided a pre-conference mailing list to send invitations to all those registered if you like.

 

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, or Exhibit Hall Team will attempt to get your display in as early as possible. Click here to email them.

 

Can I tear-down my booth early?
 

No, each booth must remain staffed and completely intact until 2:00 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. If you are planning to use Bell Services to move material for you, they will not be available until after 2:00 PM.

 

What other opportunities are there to market my organization?
 

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?
 

NJEPA will maintain contact with you from the time you register until after you move out of the conference venue. If you have questions or need information, please feel free to email the Exhibit Hall Team: A tentative schedule of important dates follows:

 

November 2019 Sponsor Registration OPENS
February 15, 2020 Early Bird Discounts for Booths Closes
March 15, 2020 Logo, Graphics and Company Descriptions Due
March 15, 2020 Company Ads for Program Due
March 24, 2020 All Advertising Due 
April 1, 2020 All payments Due
April 17, 2020 Extras Ordered Due
April 17, 2020 Booth Assignments Finalized
May 6, 2020 Move-in and Exhibit Hall Opens