Frequently Asked Questions

Are you a first-time exhibitor or an exhibit manager newly assigned to plan your company’s participation in the AALL Annual Conference? If your answer is “yes”, than this information is for you!

If you are an experienced exhibit manager, and a AALL Annual Conference veteran, you may still want to review the following information to ensure you are getting the most out of your exhibit experience at the AALL Annual Conference.

If you have any information or need further information, please contact Hall-Erickson at 630.434.7779, aall@heiexpo.com.

Who to Call for Help
Frequently Asked Questions

  1. What is included in my exhibit space rental?
  2. What other exhibit and promotion costs will I have?
  3. How many attendees are expected at this show?
  4. How can I attract attendees to my booth?
  5. Are there any display rules I need to be aware of?
  6. How do I get badges for my exhibit staff?
  7. Are there special hotel rates for exhibitors?
  8. When can I set up my exhibit? When must it be completed?
  9. Do I need to use Union personnel to install my exhibit fixtures at the Austin Convention Center?
  10. Where should I ship my exhibit materials: in advance to the warehouse, or direct to the convention center?
  11. Can I deliver my exhibit materials to the Austin Convention Center myself?
  12. Is there security provided for my booth?
  13. Should I insure my exhibit materials?
  14. If I have a problem during installation, the exposition, or dismantle, who do I see?
  15. What is the show schedule?
  16. When can I begin dismantling my booth? When must I be completed?
  17. Is my exhibit material safe once I turn in my bill-of-lading?
  18. Can I reserve my 2018 exhibit space before leaving this year’s show?

1. What is included in my exhibit space rental?

Exhibit space rental includes a drape background 8’ high along the back wall with side rails 33” high and one (1) identification sign showing your company name and booth number. Other services include:

  • Credentials for your full-time exhibit personnel.
  • Complimentary listing in the exhibits directory and online exposition planner
  • Access to discounted airline and hotel rates.
  • Access to the registration data base for pre-show and post-show mailings.
  • Removal, storage, and return of empty boxes, cartons, crates, and skids.
  • Carpeting of all aisles in the exhibit hall.
  • Twenty-four hour general hall security.
  • General lighting and decorations.
  • Two conference registrations per 100 sq. ft. of exhibit space. This includes access to AALL educational programs.

Please note that material handling (shipping/drayage) is not included with your booth. See questions 10 – 11 for more information on shipping and material handling. Tables, furniture, carpeting, etc., can be obtained at an additional rental charge by contacting the appropriate exposition contractor. .

What other items may I need to purchase?

  • Booth Vacuuming 
  • Carpeting: all exhibit booth floors must be covered. Exhibitors may bring their own floor covering, or rent carpet from GES. 
  • Electricity: Show Management does not provide electricity. 
  • Lead Retrieval: It is recommended that all exhibitors rent a Lead Retrieval unit to collect and store sales leads. 
  • Material Handling: If you ship a booth to the warehouse or directly to the Austin Convention Center, you will be responsible for the Material Handling fees associated with the movement of your freight within the hall. The final cost is based on the weight of your freight. Please refer to the GES material handling information.
  • Pipe & Drape Pipe and drape is provided to all exhibitors with at least one back wall. The back drape is 8’ high and the siderail is 3’ high. Included with your space, if not an island booth

Ordering information for goods and services are found in the Exhibitor Manual.

2. What other exhibit and promotion costs will I have?

On average, your space rental represents about 40% of your total investment in a trade show. Other costs include personnel, advertising & promotion, entertainment, booth construction, shipping and exhibit support services.

3. How many attendees are expected at this show?

More than 1,500 decision-makers will be converging on Austin to attend the Annual Meeting & Conference. The AALL Conference attracts buyers from the top of the profession. 

4. How can I attract attendees to my booth?

You’ve reserved your booth space, you’ve shipped your materials. Now all you have to do is show up. Right? Not quite. The AALL is conducting an extensive attendance promotion program to bring qualified personnel to the exposition, but it will be your responsibility to get them to your booth. This can only be accomplished through an effective program of pre-show promotion to your target audience.

Good pre-show promotions typically include an integrated program of direct mail, advertising, telemarketing, and public relations. The following promotion tools are available exclusively to exhibitors:

  • Listing in the Conference Program and on the Online Expo Planner
  • Access to Pre-Registrant Listings
  • Advertising opportunities in The Annual Meeting Conference Program
  • Opportunity to utilize AALL Exhibitor Showcase
  • Mobile App Upgrade

Remember, your exhibit marketing program must begin long before the first attendee enters the exposition. The Center for Exhibition Industry Research (CEIR) reports that 76% of trade show attendees leave home already having decided which booths they want to visit. Make sure you are on their “must visit” list…start planning today!

5. Are there any display rules I need to be aware of?

Yes. The American Association of Law Libraries has adopted Exhibit & Display Rules and Regulations that are endorsed by each of the major exposition industry associations (IEA, EDPA IAEM, and ESCA). These display rules are outlined in detail in the Exhibit Rules and Regulations and Exhibit Construction Guidelines in this online Exhibitor Manual and must be adhered to on-site, or your display may have to go through costly alterations before the Show opens. The display rules are not meant to limit your ability to showcase your product, but rather to ensure each exhibitor an equal opportunity, within reason, to present their product or service in the most effective manner to the audience. The exhibitor’s responsibility can be summed up quite simply as “Be A Good Neighbor.”

Your agreement to abide by these display rules is a part of the space contract, and they will be strictly enforced by our Floor Managers at Show time.

6. How do I get badges for my exhibit staff?

Click here to access the Exhibitor Registration site.

Exhibitor badges provide your personnel with:

Access to the exhibit hall during the installation and dismantling periods.
Early entry to the exhibit hall on exposition days.

Badges are non-transferable. For questions on badges, contact Kelly Hohman at 630.434.7779, Email: aall@heiexpo.com.

7. Are there special hotel rates for exhibitors?

Through the official housing partner, onPeak, AALL provides reduced hotel rates and travel discounts for your trip to Austin.

Visit www.aallnet.org/conference/get-there/housing for housing information.

When making your housing, be sure to select “Exhibitor” as your “Category”. If you have any questions on housing reservations, you can contact Maggie Ryan at aall@onpeak.co

8. When can I set up my exhibit? When must it be completed?

The installation period for this year’s Show will begin at 8:00 a.m. on Friday, July 14. Exhibitors who have shipped their exhibit material to the advance receiving warehouse will find their materials already delivered to their booth space. Those shipping direct to the convention center should arrange to have their shipment delivered to the convention center as early as possible on Friday, (freight delivery begins at 8:00 a.m.) to provide them with as much installation time as possible. The Exhibit Hall and GES Service Center will be open for installation from 8:00 a.m.—4:30 p.m. Friday, July 14, and from 8:00 a.m.—3:00 p.m. on Saturday, July 15. each day during the installation period. (Note: No exhibitor personnel will be readmitted to the exhibit floor after 4:30 p.m. on Friday, July 14). The installation of all exhibit fixtures and materials must be completed by 3:00 p.m. on Saturday, July 15, and all shipping crates, packing cases and cardboard boxes must be labeled for removal to storage in order to allow for the laying of aisle carpet and a final cleaning of the exhibit floor. Exhibitors are cautioned to make travel arrangements allowing sufficient time to complete their exhibit installation prior to 3:00 p.m. The exhibit hall will open Saturday evening from 5:00 p.m.—6:30 p.m. with an Opening Reception.  

9. Do I need to use Union personnel to install my exhibit fixture in the Austin Convention Center?

Please review the GES “Show Site Work Rules” information in the Exhibitor Manual.

For questions on your specific labor needs, call 800.475.2098.

Should you need labor for the installation and dismantle of your booth, the official service contractor, Global Experience Specialists (GES) will have skilled labor personnel available for hire. Exhibitors who want to use the services of a company other than the Official Service Contractor (GES) for the installation and dismantle of their display must submit the Non-Official Contractor Notice, and ensure their Non-Official Contractor submits the proper General Liability Certificate of Insurance.

If yes, how can we minimize that expense?

By being as productive as possible. In order to minimize the expense of union personnel, place your labor order in advance to ensure their availability when you are ready to begin your installation. Have good drawings or photos available of how your exhibit fixture should look, know when straight time (regular work hours) begin and end to avoid overtime surcharges, and be there to direct and supervise for the entire installation process. You may find that experienced union laborers actually expedite your exhibit installation process, saving you time and money!

10. Where should I ship my exhibit materials —in advance to the warehouse, or direct to the convention center?

Making the right transportation decisions for your exhibit materials will not only save you time and money, but also a lot of aggravation. Exhibit transportation can be fairly complex. Review each transportation option in terms of cost, time frame, and type of shipment, and choose the one that best fits your situation.

It is recommended that exhibitors use the advance receiving warehouse, when possible, for their exhibit materials. Our drayage contractor will receive materials and provide up to 30 days storage before delivering them to the convention center. Although the advance receiving rates are approximately 25% more than the direct shipping rates due to the additional handling, shipping your materials in advance is a good investment for the following reasons:

  • You can verify receipt of your materials in Austin well in advance of the exposition, without worrying about lost or misdirected shipments.
  • You won’t have to deal with stand-by charges from your motor freight carrier while your direct shipment waits in line to be unloaded at the convention center.
  • You can be assured that your materials will be in your booth space when you, or your set-up crew, arrive to begin the installation process.

If you choose to ship direct, be sure to forward a copy of your bill-of-lading to the drayage contractor to aid in tracing your shipment.

11. Can I deliver my exhibit materials to the Austin Convention Center myself?

Yes. An exhibitor may "hand carry" material one time through the door, provided they do not use material handling equipment to assist them. When exhibitors choose to "hand carry" material, they may not be permitted access to the loading dock / freight door areas. If your materials are large enough to require a hand truck or "dolly", you must ship them in advance to the GES warehouse. 

12. Is there security provided for my booth?

From the first day of move-in through the last day of move-out, there is 24-hour perimeter security for the exhibit floor. This level of security is intended to control the access of people to and from the exhibit halls in a safe and organized manner. It is not intended as individual security for your booth and materials. Please remember that the Austin Convention Center is a public building to which hundreds of individuals have access… let alone the number of individuals involved in the shipping of your materials to and from the exposition, setting up and tearing down displays. Therefore, it is critical that exhibitors work with exposition management in making every effort to safeguard their investment in the exposition. Be security conscious at all times during your stay in Austin. Do not leave items of value in your booth overnight during the installation period or exposition days without taking security precautions. Remember, the security of your product is your responsibility… don’t take chances!

13. Should I insure my exhibit materials?

Yes! Exhibitors are encouraged to insure their materials from the time they leave their office until they return. You can usually obtain a “rider” to your existing company policy providing all-risk coverage for your materials.

Please remember that the drayage contractor cannot be held responsible for the disappearance of an exhibitor’s materials after delivery to the booth, or before the materials are picked up for loading out after the exposition. AALL provides a locked storage area for exhibitors who wish to ship their sensitive merchandise to a holding area prior to the exhibitor’s arrival at the convention center (Note: Merchandise only—exhibit fixtures will not be accepted). This merchandise can then be picked up by the exhibitor and delivered to the booth when appropriate.

Remember, it is the responsibility of the exhibitor to insure his property. The American Association of Law Libraries, their agents, Hall-Erickson, Inc., the Austin Convention Center and their respective agents will not be responsible in any way against theft, fire or accident.

14. If I have a problem during installation, the exposition or dismantle, who do I see?

The first person you should seek out is a Show Management floor manager. Floor managers work from the beginning of move-in through the last day of move-out. They are there to assist you by answering questions about display rules, help with labor questions, and in general, are a good source of information. They can make your move-in a smooth and productive experience.

Another option is to visit with the customer service staff at the Service Center. The staff there have many years of hands-on experience and have lots to offer in the way of assistance.

Of course, the Show’s exposition staff will be ready and willing to assist you in any way possible. The Exhibits Office will be in operation from installation through dismantle.

15. What is the show schedule?

Exhibits Installation

Friday, July 14, 8:00 a.m.—4:30 p.m.
Saturday, July 15,  8:00 a.m.—3:00 p.m.

Exhibit Dates and Hours

Saturday, July 15

5:00 p.m.—6:30 p.m. - Exhibit Hall Opening Reception

Sunday, July 16

10:15 a.m.—5:00 p.m.

10:15 a.m.—11:15 a.m. - Exhibit Hall Refreshment Break (No Conflict Time)

Monday, July 17

8:30 a.m.—5:00 p.m.

8:30 a.m.—9:30 a.m. - Exhibit Hall Breakfast Break (No Conflict Time)

12:30 p.m.—1:30 p.m. - Attendee Lunch in Exhibit Hall

Tuesday, July 18

9:00 a.m.—2:00 p.m.

9:45 a.m.—10:45 a.m. - Exhibit Hall Refreshment Break (No Conflict Time)

Exhibits Dismantling

Tuesday, July 18, 2:00 p.m.—8:00 p.m.
(labor and equipment will NOT be allowed on the exhibit floor before 2:15 p.m.)

All booths must be dismantled and packed by 8:00 p.m., Tuesday, July 18. No exhibitor shall have the right prior to 2:00 p.m. on Tuesday, July 18 to pack or remove any articles or exhibit without the permission and approval, in writing, of Show Management. Exhibitors are cautioned, when making travel arrangements, to allow sufficient time following the closing of the Show at 2:00 p.m.

16. When can I begin dismantling my booth? When must I be completed?

There is absolutely no early dismantling allowed. This is a discourtesy to those attending the Show and to your neighboring exhibitors. Any exhibitor violating this Show regulation will forfeit his seniority and position in the space assignment procedure for 2018.

All labor will have to wait until the exhibit hall is clear of attendees to ensure their safety. If you are using an exhibitor appointed contractor to dismantle your exhibit, please advise them that labor and equipment will NOT be allowed on the exhibit floor before 2:15 p.m.

At 2:15 p.m., the aisle carpet will be removed to allow for the return of cartons, crates, and skids which will begin at 3:00 p.m. We expect it to be a minimum of six hours before all cartons and crates have been returned. Please do not attempt to tip the crate workers to return your crates first as it will NOT expedite the process.

Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the close of the exposition. All displays must be dismantled, packed and ready for shipment by 8:00 p.m. on Tuesday, July 18. Your bill-of-lading/outbound material handling order form must be turned into the material handling desk in the GES Service Center when your shipments are ready.

17. Is my exhibit material safe once I turn in my bill-of-lading?

No! Turning in your bill-of-lading does not transfer care, custody, and control of your exhibit materials to the drayage contractor. Stay with your materials until picked up. The bill-of-lading simply notifies the drayage contractor that your shipment is ready for loading out and provides any directions you may have on the use of a specific carrier.

We strongly recommend that you pack all sensitive products immediately following the close of the exposition on Tuesday and remove them from the convention center, or place them in the locked storage area until they are picked up for return shipment. Simply indicate on your bill-of-lading the description and number of pieces you have checked into the locked storage area and attach the claim check. The drayage contractor will pick up your materials from there when your entire shipment is ready for loading out. Remember, the drayage contractor cannot assume responsibility for any material left unattended in your booth during the dismantling process.

18. Can I reserve my 2018 exhibit space before leaving this year’s show?

Yes. Exhibitors are encouraged to complete a contract for the 2018 Annual Meeting to be held July 14 – 17 in Baltimore, MD before leaving this year’s Show to ensure their position in the initial space assignment procedure. You may reserve a specific amount of exhibit space and configuration, but not a specific booth location. Since space assignments are made on a strict seniority/receipt of application basis, specific booths will not be confirmed until the initial space assignment procedure. Please stop by the Exhibits Office or exhibitor registration and speak with a member of Show Management regarding your participation in the 2018 Show.

In Conclusion

We hope you have found this information helpful in preparing an exhibit program for the AALL Annual Conference. If there are important areas we did not cover, or specific questions you would like to see addressed in greater detail, let us know. Your input is vital in helping us to produce an event that is efficient, productive, and profitable.

Thank you for your participation and support.

Hall-Erickson, Inc.
AALL Annual Conference Exposition Management
aall@heiexpo.com
© 2016 Hall Erickson, Inc.