Become an Exhibitor 2017

 

EXHIBITOR AND SPONSORSHIP PACKAGES

 
NYWC provides an array of exhibitor and sponsorship options so you can get your message in front of the right audience, at the right time, and in the most authentic way. The exhibitor and sponsor packet features multiple opportunities that will help you maximize your exposure and budget, and it includes all the information you need to get started. We consider exhibitors to be an important part of the NYWC experience and we are excited for you to join the NYWC family.
 
Space is limited, so fill out the form to be notified when registration opens for the 2017 NYWC in Memphis!

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Frequently Asked Questions

ARE THERE OTHER OPPORTUNITIES TO PARTNER WITH YS THROUGH SPONSORSHIPS AND ADVERTISING THROUGHOUT THE YEAR?

Yes! Check out our Exhibitor and Sponsor Packet. Send an email to the exhibit team for sponsorship inquiries and any other questions. You can reach Roxie Lewis at 612-746-6499 or exhibit@youthspecialties.com

Can I get the attendee contact list?

No. In order to best care for our attendees we do not make our lists available. Be prepared to get their information directly from them when you meet them at your booth!

Can I sell products in my booth?

Exhibitors (excluding publishers) may sell from the booth. Publishers must contact the exhibit hall team for specific selling parameters at 612-746-6499 or exhibit@youthspecialties.com. Food and beverages may not be sold or given away from booths due to venue policies.

Can my materials be shipped directly to the venue?

All shipments must go through Fern. Duke Energy Center will not receive or process shipments. You can find all the information in the online Exhibitor Kit from Fern Expo Company, which will be available 60 days before the event.

Can my organization insert our flyer in the Convention notebook?

At this time we do not allow organizations to place their flyers in the welcome bags. However, we do have opportunities to purchase ad space in our NYWC handbook or to be a sponsor at the event.  For more information about sponsorship opportunities, contact Roxie Lewis at 612-746-6499 or exhibit@youthspecialties.com

How do I order booth furnishings (tables, chairs, carpet, etc.)?

Fern Expo Company Handbook will be emailed to you 60 days prior to the event; included in that packet will be all of your ordering information. Please check the packet as soon as you receive it for the respective deadlines and best pricing options for each event.

How do we handle hotel reservations?

We do have hotel blocks available. Details including, pricing and how to register can be found at the links below. We have NOT contracted with an outside company for hotels. If you receive a call from anyone claiming to be with YS, NYWC, or our hotels, and they are attempting to sell hotel accommodations, please know they are not associated with YS in anyway. We encourage you not to engage with the caller. HOTEL INFO COMING SOON.

How is the handbook exhibitor listing different from the online listing?

The handbook listing is included in the NYWC Handbook  given to every attendee in their welcome bag. Because this is a printed piece with limited space, Exhibitor listings must be 100 characters or less plus your website URL and one social media handle. Exhibitor Online listings can be up to 500 characters plus a link to your website or social media account. Exhibitor logos & written descriptions, whether for the handbook or online listings, will be printed as submitted so please proofread before submitting!

Is cell phone service available in the hall?

Due to high traffic and the size of the building, coverage is inconsistent. There are locations nearby where you can make calls but we do not recommend relying on cell phone coverage in order to run your booth.

Is electricity available?

Electricity will be available. You will find the electricity order form in the online Exhibitor Kit from Fern Expo Company, which will be emailed to you 60 days before the event.

Is Internet service available?

Internet service will be available. You will find the Internet order form in the online Exhibitor Kit from Fern Expo Company, which will be emailed to you 60 days before the event.

We would love to be at YS and introduce our organization to youth workers, however, it’s not within our budget this year. Do you have any other opportunities at NYWC?

We do our best to keep costs as low as possible each year, however, we know that sometimes that is still not within each organization’s reality. We would love to talk to you about some additional options, so please email the exhibit team at exhibit@youthspecialties.com to see what opportunities might be available for you and your organization.

What if I need to leave early?

In order to ensure safety and an overall great experience for all attendees and exhibitors we cannot allow anyone to disassemble / remove their booth prior to load out on Saturday. If you choose to tear down before the posted closing time on Saturday, you will be fined $200.  Please contact the exhibit team with further questions at 612-746-6499 or exhibit@youthspecialties.com.

What is the cancellation policy for exhibitors?

Booth cancellations are refundable less a $250 cancellation fee if notice of cancellation is given in writing at least 4 weeks prior to exhibitor move-in date (October 20, 2016). You must submit this written cancellation to Roxie Lewis at exhibit@youthspecialties.com. Booth fees are non-refundable as of November 10, 2016. Confirm with Terms and Conditions

What other costs should I expect?

Material handling fees: Fern will be handling ALL shipping and freight services. Fern will charge for receiving and delivering your materials to your booth.  Note: DUKE ENERGY CENTER WILL NOT RECEIVE OR PROCESS SHIPMENTS. Any shipments arriving prior to the exhibitor move in date must go to the advance warehouse address and any shipments to the site MUST go through Fern. Electrical and Internet service: Electrical and Internet services are not provided in your booth space. Prices are set by the venue and you may purchase this through the Fern Expo Company Exhibitor Kit which will be emailed to you 60 days before the event. Furnishings (table, chairs etc.): No furnishings are included in your booth space. Fern Expo Company will provide information on ordering carpet, tables, chairs, trashcans, etc. You will be billed for any costs associated with these items.

Who is handling exhibitor services?

Exhibitor Services for NYWC will be provided by Fern Expo Company. Exhibitor Kits will be emailed to you 60 days before the event.

Will my booth be secure?

We make every effort to ensure that all of your supplies will be very secure. Security will be present and attendees will only be allowed into the hall during open hours. Because we are doing our best to keep this area secure, you will not be able to come and go when the hall is closed.  You will have access to your booth 30 minutes prior to each hall opening to get set up, and 15 minutes after each hall closing. You must keep all personal valuables with you at all times. We are not liable for any theft or loss of items left in the exhibit hall.

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