MEETINGS & EVENTS

Frequently Asked Questions for Exhibitors

Please view the latest Exhibitor Update Meeting that NAA hosted on Monday, May 18.

What is the cancellation and refund policy if I cannot attend the new dates?

NAA understands that there may be conflicts with the new dates.  If you are no longer able to attend 2020 Apartmentalize, Exhibitors can transfer their 2020 exhibit booth payment to Apartmentalize in Chicago, June 16–18, 2021, at no additional cost. If that is not preferable, Exhibitors may receive a refund (processed within 60 days), minus a $950 operational fee. Please make sure to select your option by visiting the online form. To ensure we can fulfill your choice as efficiently as possible, please make your decision by May 27, 2020. All Exhibitor primary booth contacts received an email communication from NAA the week of April 28th with the link to the online form.   

  • Options:
    • Transfer paid exhibit booth and exhibitor registration badges for 2020 Apartmentalize in Boston to NAA’s postponed 2020 Apartmentalize in Dallas, November 4–6, 2020.
      • NAA will be hosting its first-ever virtual conference alongside the in-person event in Dallas. NAA is pleased to offer participating exhibitors an opportunity to be showcased in the Virtual Exposition. Additional details will be announced soon.
      • Exhibitors will have the option to downsize or upgrade booth space for Dallas. Exhibitors that downsize have the option to transfer the difference in the paid exhibit booth to 2021 Chicago or can receive a refund.
      • Exhibitors will automatically be assigned their booth space based off the booth size collected via the online form (NAA Partners – Strategic, Premier, Champion, Industry & Supporting – will have the option to select their booth space during a priority booth selection process). The NAA team will be communicating booth assignments in June.
    • Transfer paid exhibit booth and exhibitor registration badges for 2020 Apartmentalize in Boston to 2021 Apartmentalize in Chicago to be held June 16–18.  NAA will lock in your 2020 exhibit booth and registration rate for 2021 and no rate increases will be applied.
    • Cancel 2020 Apartmentalize exhibit booth and registration badges. Paid exhibit booth(s) will receive a refund (processed within 60 days) for cancellation, less a $950 operational fee.  Paid exhibitor registration badges for 2020 Apartmentalize in Boston will receive a full refund. 
      • Exhibitors will have the option to apply the operational fee if they decide to sign back up to exhibit at 2020 Apartmentalize in Dallas, November 4–6. Exhibit sales will be available later this summer.​​
      • Exhibitors will have the option to apply the operational fee to APT virtual. Exhibit sales will be available later this summer.
      • Exhibitors will have the option to apply the operational fee if they decide to exhibit at 2021 Apartmentalize in Chicago, June 16-18. Exhibit sales will be available in the fall.

Will my booth be automatically be reserved for the new dates?

Each Exhibitor will have the option to transfer paid exhibit booth and exhibitor registration badges for 2020 Apartmentalize in Boston to NAA’s postponed 2020 Apartmentalize in Dallas, November 4-6, 2020. If this option is chosen:

  • NAA will be hosting its first-ever virtual conference alongside the in-person event in Dallas. NAA is pleased to offer participating exhibitors an opportunity to be showcased in the Virtual Exposition. Additional details will be announced soon.
  • Exhibitors will have the option to downsize or upgrade booth space for Dallas. Exhibitors that downsize have the option to transfer the difference in the paid exhibit booth to 2021 Chicago or can receive a refund.
  • Exhibitors will automatically be assigned their booth space based off the booth size collected via the online form (NAA Partners – Strategic, Premier, Champion, Industry & Supporting – ill have the option to select their booth space during a priority booth selection process). The NAA team will be communicating booth assignments mid-June.

Will NAA be offering a virtual Apartmentalize experience in conjunction with the Dallas event, November 4-6, 2020?

While we are proceeding with caution towards an in-person event in November, we are also developing robust digital options for Apartmentalize. This effort includes a new standalone platform called, APTvirtual, which will allow attendees to experience the event from anywhere. We will provide the industry with the same great content and networking opportunities as we have every year on the virtual platform, while adding digital elements to allow our attendees to have an engaging experience. As an exhibitor, you can expect opportunities to share innovative product and service offerings on the digital platform. There will also be countless opportunities to network and collaborate with the industry on the platform, and to do so prior to November. The NAA team is working on finalizing plans for this, and I assure you they are exciting!

What is the operational fee that NAA is charging as part of the refund option?

The operational fee is applied to offset expense related to work already completed in preparation for Apartmentalize to ensure a successful industry gathering.

Can the operational fee be applied to my booth if I decide to sign back up for Dallas or Chicago?

Yes, Exhibitors will have the option to apply the operational fee to one of the following:

  • Decide to exhibit at 2020 Apartmentalize in Dallas, November 4–6 and/or 2020 APTvirual. Exhibit sales will be available later this summer.​​
  • Decide to exhibit at 2021 Apartmentalize in Chicago, June 16-18. Exhibit sales will be available in the fall.

Will my event sponsorships apply to the new dates?

Yes, NAA is working on implementing all purchased event sponsorships and all signed sponsorship contracts will remain valid. NAA understands that there may be conflicts with the new dates. If you are no longer able to attend 2020 Apartmentalize, Sponsors have the option to transfer their 2020 event sponsorship payment to Apartmentalize in Chicago, June 16–18, 2021. If that is not preferable, Sponsors may receive a refund (processed within 60 days) for their cancellation, less a 25% operational fee. The NAA team will be reaching out to your sponsor contact directly with more information.

What are the safety measures and protocols that NAA will be putting in place to keep attendees and exhibitors safe during 2020 Apartmentalize?

Safety of our attendees, exhibitors and staff is NAA’s top priority.  The NAA team is currently working with the staff at the Kay Bailey Hutchison Convention Center and vendor partners on what precautionary measures and protocols need to be put in place to ensure the safety of all in attendance.

Do I need to register for exhibitor full conference and/or booth personnel badges again?

No, all registrations will be carried over to 2020 Apartmentalize in Dallas.

Should I cancel my hotel rooms in Boston?

All hotel reservations made through Spargo, Inc. will automatically be canceled and no action on your part is required. No credit cards have been charged for deposits. If you made hotel reservations directly with a hotel in Boston, you are responsible for canceling those reservations directly with the hotel.

Should I book new hotel rooms in Dallas?

NAA is working to contract hotels in Dallas and will have housing available by mid-June. An email will be sent when housing is open and you will need to make new reservations for Dallas.

Will the Exhibitor Marketplace be updated with the new deadlines include discount deadlines?

Yes, we are currently working on this with NexxtShow and will communicate this with you as soon as it is updated.

Will the Friday Night Party still take place in Dallas?

No, unfortunately the Friday Night Party will not be taking place in Dallas. NAA will be hosting a Thursday Reception in place of the Conference Reception and Friday Night Party for attendees and exhibitors to network.

What are the Exposition Move-in, Move-out and Show hours?

Sunday, November 1

8 a.m. – 5 p.m.

Exhibitor Move-In - Target All 20’x40’ (800 sq.ft.) or Larger ONLY plus Strategic, Premier and Champion Partners

Monday, November 2

8 a.m. – 5 p.m.

Exhibitor Move-In - Target all 20’x20’ (400 sq.ft.) or Larger ONLY

Tuesday, November 3

8 a.m. – 5 p.m.

Exhibitor Move-In – All

11 a.m. – 5:30 p.m.

Exhibitor Registration Open

Wednesday, November 4

8 a.m. – 6 p.m.

Exhibitor Move-In – All (must be show-ready by 6 p.m.)

8 a.m. – 5 p.m.

Exhibitor Registration Open

Thursday, November 5

7:30 a.m. – 6:15 p.m.

Exhibitor Registration Open

11:15 a.m. – 5:15 p.m.

NAA Exposition Grand Opening (with Lunch)

Friday, November 6

8 a.m. – 1 p.m.

Exhibitor Registration Open

9:30 a.m. – 1 p.m.

NAA Exposition Open (with Lunch)

 

1 p.m. – 10 p.m.

Exhibitor Move-Out

Saturday, November 7

8 a.m. – 8 p.m.

Exhibitor Move-Out

When will the 2021 Apartmentalize booth selection for exhibitors take place?

Exhibit sales will take place this fall. More information and instructions regarding next year’s sales will be sent via email starting in July.

Will exhibitors be refunded for hotel meeting space, event venue expenses or AV and food and beverage agreements for my planned events?

NAA is unable to provide refunds for any meeting space or event venues expenses you have contracted. Exhibitors are responsible to cancel all related activities including meeting or event space. Cancellation policies vary depending on the hotel or venue.

Will exhibitors be refunded for airline tickets or other travel costs?

NAA is unable to provide refunds for personally booked travel expenses. In terms of air travel, many airlines are waiving change fees and daily updating their policies. Please work directly with your airline.

How do I cancel services for electrical, rigging, catering, and Wi-Fi placed?

The Boston Convention & Exhibition Center (BCEC) will automatically cancel all electrical, rigging, catering and Wi-Fi orders placed with a full refund. There is no need to contact NAA or BCEC to initiate these cancellations.