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Exhibitor FAQ

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 email

1.What's included in the exhibitor package?

Your 20NTC exhibitor package includes the following benefits:

  • Registrations (see next FAQ item)
  • One (1) 10’ wide x 10’ deep dedicated exhibit area (or 10′ x 20′, or 20′ x 20′ depending on selection)
  • One (1) standard 6′ table
  • Two (2) chairs
  • One (1) wastebasket
  • Wireless high-speed internet access
  • One (1) 10-amp electrical drop
  • Lead retrieval via app with unlimited users for each exhibit booth
  • Carpet
  • Inclusion of contact information in the NTC conference app, including a 25-word company description
  • 2020 “I’m exhibiting at the NTC” logo to use in marketing and post on your website
  • Back wall and side rail drape

Does my exhibitor package include any conference registrations?

The number and type of conference registration vary depending on your exhibitor package:

  • 10×10 package: Either three booth-only registrations OR one full registration (with access to sessions) and one booth-only registration
  • 10×20 package: Either six booth-only registrations OR two full registrations and two booth-only registrations
  • 20×20 package: Either 12 booth-only passes OR four full registrations and four booth-only registrations

In addition to the complimentary registrations, exhibitors can opt to purchase:

  • Up to three additional booth-only registrations for $250. After February 1, 2020 the cost increases to $300.
  • Up to four full conference registrations at the discounted registration rate of $649 until February 1, 2020. Beyond this, additional registrations are subject to standard attendee pricing and member/non-member rates.

Does the exhibitor package include signage?

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

Do you have an example of a booth?

This is a standard 10×10 booth setup. The back drape is 8 feet tall and the side drape is 3 feet tall.

2.Action Items & Deadlines

February 1, 2020: Last day to buy additional booth-only and discounted full registrations for exhibitors and sponsors

March 2, 2020: Last day to order additional services from NTC vendors (decorators, A/V, catering) at discounted rates

March 23, 2020: Exhibitor move-in begins from 11am – 8pm

March 24, 2020: Exhibitor move-in continues from 6am – 8am

March 24 – 26, 2020: 2020 Nonprofit Technology Conference

March 26, 2020: Exhibitor move-out from 1pm – 6pm

How to register your staff for the NTC

The easiest way to register your staff is through the Exhibitor Portal via your unique URL.

How to use the Exhibitor Portal

The Exhibitor Portal helps you (and us) manage your conference experience. You’ll be provided with a unique Exhibitor Portal URL after you sign up to become an exhibitor. In the portal you can:

  • 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

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

Freeman is our exhibitor services contractor. The exhibitor kit and online ordering are available in the Exhibitor Portal.

Can I do my own shipping?

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 directly to the convention center. In either case, please refer to the deadlines and shipping instructions in the Freeman exhibitor services kit to avoid additional handling costs or lost packages.

Can I drive my supplies to the convention center?

Yes, you can drive your materials directly to the convention center. If you can carry your materials in one trip without a cart or wagon, you are free to carry your materials to the exhibit hall via the lobby. If you need to unload a vehicle, you will need to check in with the building security to have them direct you to the loading doc. There you’ll be able to hire Freeman to unload your materials. Please be aware that you will be required to hire Freeman for that labor.
Use this form to estimate your material handling fees.

What are the shipping instructions?

Please note that pricing varies depending on the dates of your shipment. Please refer to the Freeman exhibitor kit for full details, deadlines, and instructions. Freeman will accept crated, boxed, or skidded material beginning Monday, February 24, 2020 at the warehouse per the address below:

Warehouse Shipping Address:
Exhibiting Company Name / Booth #
LANHAM, MD 20706

Freeman will receive shipments at the exhibit facility beginning Monday, March 23, 2020. Shipments arriving before this date may be refused by the facility.DO NOT SHIP DIRECTLY TO THE CONVENTION CENTER UNLESS YOU HAVE MADE ARRANGEMENTS WITH THE BUSINESS CENTER TO RECEIVE YOUR SHIPMENT.

Show Site Shipping Address:
Exhibiting Company Name / Booth #

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 our exhibitor services contractor.

What else should I order for my booth?

We design our exhibit packages to provide a turnkey setup for those who want to expend minimal effort and maintain lean budgets. All you need to set up your booth is your signage, your promotional materials, and a stack of business cards.

However, there are a lot of ways to customize your booth and enhance your onsite experience. Furniture upgrades, hardline internet, in-booth catering, carpet padding and additional AV services and rentals will be available through our exclusive contractors. You can find a link to their order forms in the exhibitor portal and throughout this page.

How do I order AV services for my booth?

You can order AV services, such as monitors, computers, projectors, and audio equipment, through Seamless. View the online order form here. Please note that prices go up 1/3 + once we are on-site

3.Onsite FAQs

When do I pick up my badge?

Exhibitors can pick up their badges at the registration desk from 11a – 8p on March 23, and then during regular registration hours thereafter.

When should I be at my booth?

The Exhibit Hall is always open. However, there are certain times that we anticipate will have higher traffic, listed below. View the full event schedule here.

Tuesday, March 24, 2020

  • 8:30am – 9:00am Continental breakfast in Exhibit Hall
  • 10:00am – 10:30am Coffee break in Exhibit Hall
  • 11:45am – 1:00pm Lunch in Exhibit Hall
  • 3:00pm – 5:00pm Opening reception in Exhibit Hall

Wednesday, March 25, 2020

  • 8:30am – 9:00am Continental breakfast in Exhibit Hall
  • 10:00am – 10:30am Coffee break in Exhibit Hall
  • 11:45am – 1:00pm Lunch in Exhibit Hall
  • 3:00pm – 5:00pm Reception in Exhibit Hall – open to the public

Thursday, March 26, 2020

  • 9:30am – 10:30am Brunch in Exhibit Hall
  • 11:45am – 1:00pm Lunch in Exhibit Hall
  • 1:00pm Exhibit Hall closes

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. This service will be provided through our conference app. Exhibitors and sponsors are only permitted to scan badges in their exhibit booth. With the exception of pre-conference sessions, no badges should be scanned during breakout sessions. Attendees reserve the right to refuse having their badge scanned.

Can we record video?

Sponsors and exhibitors may record video in the Exhibit Hall. They may not capture video in breakout sessions, the general sessions, or film in hallways of the convention center. Amy Sample Ward, NTEN’s CEO, is available to schedule 2 to 3-minute interviews with exhibitors and sponsors.

Tips to help exhibitors and sponsors be more inclusive onsite

We want exhibitors and sponsors to have the best NTC experience possible and to make meaningful, lasting connections with attendees. After putting on this event for the last 19 years, here are our tips:

  • Be mindful of the communities you serve.
  • We suggest bringing diverse staff to be at your booth.
  • Refrain from cultural appropriation such as imagery and themes in the way you present yourself to the NTEN community.
  • Please use gender neutral language such as “you all” or “y’all” instead of “ladies”, “gentlemen”, or “guys”, and be aware of the gender pronoun ribbon on attendees’ badges.
  • The NTC is a community-oriented event! Join in on Dine Arounds, Birds of a Feather, parties, and the NTC forum, for example.
  • Consider the impact of your swag, especially the use of plastic. If you’d like ideas about where to purchase greener items or for swag alternatives, email
  • In order to make your booth accessible to people with disabilities, simple alterations can be made to remove or modify physical barriers and provide accessible promotional materials.
    • Set up displays to allow those using wheelchairs to easily enter the booth and view materials. This can be done by: lowering displays or counters and ensuring there is ample entrance space.
    • Provide order forms or promotional materials in alternate formats such as large print, computer disks, or thumb drives for persons who are visually impaired.
    • Make sure carpet is smoothly laid out and that any cords are securely taped down so as not to hinder wheelchair users from accessing your booth. Please contact Freeman if you notice a potential hazard.
    • Videos should be captioned for persons who are hearing impaired.
    • Approach persons with disabilities with a positive, relaxed attitude in the same way you would approach any other prospective customer.
    • If attendee is deaf and with an interpreter, always address the attendee directly, not the interpreter.
    • Plan in advance how you will welcome people with disabilities into your booth.
    • If altering your display is not an option, make up in service what you lack in “architecture”.

4.Connecting with Attendees

Here are some tips and opportunities for engaging with the NTEN community before you arrive and throughout the event.

Social Media: The NTEN community loves to tweet, especially before and during the NTC. Join the conversation using #20NTC. (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!

Online Community Forums: Introduce yourself and connect with other attendees in the 20NTC community forum. Every registered attendee (including sponsors and exhibitors) can access the forum. If you are also an NTEN member, you can 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:

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.

Looking for more ways to get involved? Participate in NTC events!

  • Go to Dine Around Baltimore on Tuesday, March 24 from 6-8pm.
  • Volunteer in the Career Center as a resume reviewer or a mentor.
  • Attend the NTC Official Party on Wednesday, March 25 from 7-10pm.
  • Participate in Birds of a Feather everyday during lunch.

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

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

  • putting flyers out anywhere other than in your booth
  • using signs or popups to create walls between exhibitors
  • placing signs in the aisle
  • creating walls between in-line booths with exhibit elements

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

Giving away food or drinks (other than pieces of candy) requires working directly with the convention center’s catering team. Catering in the Exhibit Hall must be purchased through catering, including bottled water.

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