NTC Exhibitor FAQ

Exhibitor and Sponsor Frequently Asked Questions

Are you an exhibitor or sponsor with questions about the NTC? You’ve come to the right place! Below are some commonly asked questions, but if you don’t find what you are looking for just email Eileigh. We also recommend that you refer to Freeman’s Quick Facts for an overview of booth equipment, services, and the move-in/move-out schedule.

What comes with my exhibitor package?

Visit the exhibitor package page to view all details.

Does my exhibitor package include any conference registrations?

The number and type of conference registrations varies depending on your exhibitor package:

  • 10×10 package: One (1) comp full conference registration and one (1) Exhibit Hall/booth-only pass
  • 10×20 package: Two (2) comp full conference registrations and two (2) Exhibit Hall/booth-only passes
  • 20×20 package: Four (4) comp full conference registrations and four (4) Exhibit Hall/booth-only passes

What is the move-in and move-out schedule?

  • Exhibitor Move-In: Tuesday, April 10, 2018 1:00pm – 8:00pm
  • Exhibitor Move-In: Wednesday, April 11, 2018 6:00am – 8:00am
  • Exhibit Hall Move-Out: Friday, April 13, 2018 1:30pm – 6:00pm

What is the Exhibitor Portal?

The Exhibitor Portal helps you (and us) manage your conference experience. Visit the unique Exhibitor Portal URL you received from Eileigh to:

  • Access the exhibitor services kit
  • Complete your registrations (comp, booth-only, and additional registrations)
  • Upload your logo for the mobile app
  • Find important dates and information
  • Tell attendees why they should visit your booth by completing the promo field
  • Select your preferred lead retrieval device (included with your booth package): either the app or the scanner

How do I register my staff?

Please log into the Exhibitor Portal via your unique URL to register your staff (see email you received from Eileigh on how to access the Exhibitor Portal).

Does the exhibitor package include signage?

We do not provide signage and strongly suggest that you bring your own popup or other signage.

How do I order a monitor/internet hardline/additional electric/telecomm for my booth?

You can order these services through Freeman: https://www.freemanco.com/store/browse/category.jsp?showID=465811

Can we walk our stuff in?

Yes! Exhibitors can walk their stuff into the exhibit hall themselves.

Who is our exhibitor services contractor? Who do we talk to about shipping/furniture options/ordering services for our booth?

Freeman is our exhibitor services contractor. Access the exhibitor kit and online ordering here: https://www.freemanco.com/store/show/landing.jsp?showID=465811&from=op. Be sure to place any orders by March 20, 2018 to get discount pricing.

Can we make arrangements for post-show shipping?

Yes! And we strongly advise that you arrange post-shipping in advance rather than onsite after the event because prices will be higher. You can do this through Freeman.

Can I do my own shipping? What is the shipping address?

You are welcome to arrange your own shipping through FedEx or another carrier. You can either ship in advance of the show to the Freeman warehouse or to the convention center. In either case, please refer to the deadlines and shipping instructions below:

Warehouse Shipping Address
Exhibiting Company Name / Booth #
905 Sams Ave.
New Orleans, LA 70123

Please note that Freeman will accept crated, boxed, or skidded material beginning Friday, March 9, 2018 at the above address. Material arriving after April 3, 2018 will be received at the warehouse with an additional after deadline charge. Warehouse receiving hours are 8:00am – 4:00pm, Monday-Friday. If required, provide your carrier with this phone number: (504) 731-6137.

Show Site Shipping Address
Exhibiting Company Name / Booth #
Ernest N. Morial Convention Center
900 Convention Center Blvd.
New Orleans, LA 70130

Please note that Freeman will receive shipments at the exhibit facility beginning Tuesday, April 10, 2018. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor

Important deadlines

Please log into the Exhibitor Portal (see email you received from Eileigh on how to access the Exhibitor Portal) or visit the Freeman exhibitor kit to see important dates and deadlines.

AFP transition

If you are exhibiting at both the NTC and AFP conferences, you’ll need to coordinate directly with both exhibitor services contractors (Freeman and The Expo Group) to arrange and ensure your booth/freight is accepted from one event to the next. They will be moving in as we are leaving, so you should be able to move your materials directly into the AFP Exhibit Hall.

When should I plan to be at my booth?

The Exhibit Hall is always open. However, there are certain times that we anticipate will have higher traffic:

Wednesday, April 11, 2018

  • 8:00am – 9:00am continental breakfast in exhibit hall
  • 10:00am – 10:30am post-general session coffee in exhibit hall
  • 12:00pm – 1:30pm lunch in exhibit hall
  • 5:00pm – 6:00pm opening reception in exhibit hall, sponsored by Microsoft

Thursday, April 12, 2018

  • 8:00am – 9:00am continental breakfast in exhibit hall
  • 10:00am – 10:30am post-general session coffee in exhibit hall
  • 12:00pm – 1:30pm lunch in exhibit hall
  • 3:00pm – 5:00pm dedicated exhibit hall time

Friday, April 13, 2018

  • 8:30am – 10:30am Jazz Brunch in exhibit hall
  • 12:00pm – 1:30pm lunch in exhibit hall

How much swag should we bring to give away from our booth?

We suggest bringing 1000-1200 items to give away.

Do you provide an attendee list?

Due to our strict privacy policy we never share our attendee list with anyone.

Do you offer a badge scanner?

This year we are providing lead retrieval for all exhibitors. Please log into the Exhibitor Portal to select your device (see email you received from Eileigh on how to access the Exhibitor Portal). If you’d like to purchase additional lead retrieval services beyond what we are providing, you can do so through Expo Logic using show code NTEN. Here are more details on each option.

LeadPod App


LeadPod is our mobile app solution for your lead retrieval needs. Simply download the app from the Apple Store or Google Play Store to any supported mobile device and use the purchased license to start collecting leads. The LeadPod app uses the camera from your mobile device to scan the badge barcode and gather the lead information. Record notes directly from your device’s touchscreen, select qualifiers, and view your leads straight from the app. When connected to Wi-Fi, sync your leads to a password-protected online portal to view/download them instantly.

LeadKey Device


LeadKey is a small, hand-held badge scanner used to collect leads. This battery powered device is easy-to-use and helps you gather leads quickly and efficiently. Take notes or apply action codes to further qualify your leads making for easier follow-up after the event. Using the LeadKey, your leads are uploaded to a password-protected online portal at the end of the event. Access this portal to view your leads online or download them to your own device.

How I can connect with the NTC community and attendees before and throughout the event?

There are lots of ways! Here are some tips and opportunities for engaging with the NTEN community before you arrive and onsite.

Social Media: The NTEN community loves to tweet, especially before and during the NTC. Join the conversation using #18NTC. (Need a primer on conference social media? Check out these tips from 17NTC.) This hashtag will get busier and busier as we get closer to the conference. Join in!

Promotional Email to Attendees: Want to reach attendees pre-conference? Purchase an NTEN-sent promo message that includes your ad. The cost is $1,000 and there are 4 placements per email. Email eileigh@nten.org for more info or to purchase this option.

Online Community Forums: Introduce yourself and connect with other attendees in the 18NTC community forum. Every registered attendee (including sponsors and exhibitors) can access the forum. You can also connect with community members year-round in NTEN’s online community platform.

This is a great way to be seen as an expert in the sector. Pro tip: Let the community experience your expertise. Answer questions, suggest resources—contribute to the value of the community. Mention your product or service after you’ve given non-biased advice. Disclose your affiliations up front. Responses which simply say “I do this, contact me at X” don’t typically add value to the conversation.

Here are some great examples of engagement:

Here’s a list of questions that need responses. Dive in and show yourself as the smarty you are! The visibility you want will come as you continue to contribute helpful resources.

Signature: Edit your discussion signature to include information about your booth. Community members will see this every time you post in the forums.

Mobile App: Download the conference mobile app to introduce yourself and network with other attendees. As with the forums, be your authentic self and let the community experience your expertise. Attendees will get the chance to become more familiar with you before we even get on-site. (Available in March.)

Want more ways to get involved? Participate in NTC events!

  • Attend the Official NTC Party on Thursday, April 12 from 7-10pm.
  • Go to Dine Around NOLA on Wednesday, April 11 at 6pm.
  • Volunteer in the Career Center as a resume reviewer or a mentor (Thursday, April 12 from 3 to 5pm).
  • Participate in Birds of a Feather everyday during lunch.
  • Bring stickers and head over to the Exhibit Hall’s sticker swap table to leave a few stickers and take a few stickers.

What’s NOT okay to do to bring people to our booth?

We understand wanting to engage attendees, but please refrain from:

  • putting flyers in all of the session rooms
  • using signs to create walls between exhibitors
  • placing signs in the aisle

Can we give away food/drinks/treats from our booth?

Giving away food or drinks (other than pieces of candy) requires working directly with the convention center’s Booth Catering team. Catering in the Exhibit Hall must be purchased through Centerplate, including bottled water. The point of contact for Exhibitor Booth Catering is Linsey Normand-Marriott:

Linsey Normand-Marriott l Exhibit Catering Sales Manager
Email: Linsey.Marriott@Centerplate.com
Phone: 504-670-7254 l Fax: 504-670-7201