MEETINGS & EVENTS

Frequently Asked Questions for Exhibitors

Please view the most recent Exhibitor Update Meeting that NAA hosted on Wednesday, June 17.

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 60-90 days), minus a $950 operational fee. 

  • Options:
    • Transfer paid exhibit booth and exhibitor registration badges from 2020 Apartmentalize in Boston to NAA’s postponed 2020 Apartmentalize in Dallas, November 4–6, 2020.
    • Transfer paid exhibit booth and exhibitor registration badges from 2020 Apartmentalize in Boston to 2021 Apartmentalize in Chicago to be held June 16-18, 2021. 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 and request a refund. Paid registration badges will receive a full refund, while exhibitors have the following options for refund requests on their booth investment:
      • Exhibitors will have the option to request a refund on their booth investment minus a $950 operational fee.
        • Exhibitors may apply the $950 operational fee towards APTvirtual. The cost to exhibit in APTvirtual is $2,200. More information about exhibiting in APTvirtual can be found here.
        • Exhibitors may apply the $950 operational fee towards 2021 Apartmentalize in Chicago to be held June 16-19, 2021. 2021 Apartmentalize exhibit sales will open in the Fall.

Will NAA be offering a virtual Apartmentalize experience in conjunction with the Dallas event, November 2-6, 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.

  • How much is a virtual booth?
    • For current 2020 Apartmentalize Dallas exhibitors, the cost of a virtual booth for APTvirtual is $950. For non-exhibiting suppliers, the cost is $2,200. Please note that if you later decide to transfer your booth to Chicago, the rate will be $2,200 as the $950 rate applies only to Dallas exhibitors.
  • What does a virtual booth include?
    • One (1) virtual booth
      • Customized Landing Page that highlights your company
      • Logo
      • Company Description
      • Product Offerings
      • Upload Videos & Files
      • Ability to browse attendees who visited your virtual booth
    • Private 1:1 Meeting Scheduling
    • Flexible meeting scheduling tool that allows attendees and exhibitors to book meetings before the event starts
    • Unlimited Virtual Registrations for your team
  • How is the virtual booth set up and staffed?
    • NAA will be providing a demo/training session on setting up your virtual booth in September. We will show you how to incorporate logo, company description, product offerings, videos/files into your company’s customized landing page. We’ll also go over how to browse attendees and set up one on one meetings. You are in control of how you’d like to staff your virtual booth, you can be available at any times that work for you and your team. Attendees will have the ability to request a meeting or more information in times you are not available.
  • How do I purchase a Virtual Exhibit Booth at APTvirtual?
    • Current Dallas exhibitors: Once you complete your new booth contract, log into the Exhibitor Dashboard. Click on the button titled “Online Director Listing  Upgrade, APTvirtual Booth and Conference Attendee List”.  You will be able to add this item to your cart to purchase.
    • New Exhibitors (not exhibiting in Dallas): Complete the online booth contract here.

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.
  • 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.

When can I book new hotel rooms in Dallas?

Registration and housing will be open to the following groups on these dates:

Once you sign the contract to your new exhibit booth in Dallas, you’ll be given access to the Exhibitor Dashboard. This is where all important exhibiting information is located, please be sure to explore the Dashboard and what it has to offer. You’ll also see that this is where you can access the Registration & Housing portal (Spargo).

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

Yes, the Exhibitor Marketplace will include the new dates for discount deadlines.

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.

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.

What is considered a viable event?

As of today, we are scheduled to host Apartmentalize, which will take into account all current health guidelines necessary to create a safe and productive environment, complemented with a virtual element to maximize connections with attendees who prefer not to travel. NAA continues to gather data on attendee transfers from Boston and will open registration for the new event on June 22nd. With nearly five-months to go until the event, we will be updating exhibitors regularly on our registration stats. We can assure you that NAA is committed to producing a stellar experience for both attendees and exhibitors, and that goal, will guide all decision making as November approaches. Our industry has overcome many obstacles, and the NAA team is committed to work even harder to ensure that the both Apartmentalize and APTvirtual are high quality events for education, collaboration, and business generation. This dynamic and resilient industry deserves nothing less.