Exhibitor Guidelines

We expect the 2020 National Federation of the Blind National Convention will attract about three thousand people to Houston, Texas for its activities. The guidelines set forth here are designed to help exhibitors in their advance planning and to minimize confusion during the setup and operation at the convention. Changes to schedule or other details described in this document may occur at the discretion of the NFB and changes will be communicated to all registered exhibitors.

What do exhibitors receive with each table rental?

  • Two complementary convention registrations (for the first table; additional tables do not include convention registrations), including full credentials and name badges identifying each person as an exhibitor.
  • Promotion as an exhibitor via company or organization name listed on the exhibit webpage.
  • One six-foot table, two chairs, and overnight security in exhibit space.
  • Opportunity to promote special offerings and promotions available during the convention on the NFB’s online exhibit hall.

May exhibitors choose their table size?

No, there is only one size table available. Each table is six-feet long. Exhibitors may request more than one table if additional space is needed. A $975 fee is assessed for each additional table requested. Sponsors receive one or more free tables depending on their level of sponsorship.

How are table spaces assigned?

Table space assignment is based on, but not limited to, sponsorship level and availability at the time payment is received. Table assignments will not be made or available until after May 31, 2020. Exhibitors should ask for the exhibit coordinator at the information table in the exhibit hall to receive their exhibitor packet containing information regarding their allocated space.

How will I know if a table space has been reserved for my company?

When your completed application and payment are received, an exhibitor confirmation notice will be emailed. Your payment will be returned if all available space has been filled.

What happens if I want to apply to exhibit after the deadline of May 31, 2020?

Depending on the availability of spaces in the exhibit hall, your application may or may not be accepted. If it is accepted, a $250 late fee will be assessed. Exhibitors who sign on after the deadline will not be included in the printed or Brailled exhibit hall materials.

What happens if I must cancel my table space?

A written request for refund must be received by May 31, 2020. No refund will be issued after that date. A $25 processing fee will be deducted from your refund.

What happens if I do not use my table during the convention?

If an exhibitor fails to occupy the table, the NFB is under no obligation to refund the fees paid by the exhibitor and maintains the right to use the unoccupied table as it deems fit.

Is applying for a table in the exhibit hall the same thing as registering for the convention?

Yes, two complementary convention registrations are included with each regualr (non-affiliate) exhibit package and names of each person must be submitted by May 31, 2020. Additional people who wish to attend may register separately, and are not included in the exhibit fee. Non-affiliate exhibitors that preregister for the convention will be able to pick up their registration packets in the exhibit hall.

All affiliate exhibitors and any non-affiliate exhibitor that does not preregister will pick up their registration packets in the hotel, following the usual registration process.

What is the purpose of the exhibitor ribbon?

The exhibitor ribbon allows exhibitors to enter the exhibit hall fifteen minutes prior to the hall opening to the public. The exhibitor ribbon must be visible to the individual securing the exhibit hall entrance.

To obtain an exhibitor’s ribbon, an exhibitor must bring his or her registration badge to the exhibit coordinator at the information table in the exhibit hall. Convention attendees wishing to visit exhibits will not be permitted to enter the exhibit hall until the posted exhibit hall hours, allowing exhibitors with ribbons time to set up their tables prior to opening.

What do I do if I have electricity, audio/visual, telephone, or internet connectivity needs at my table?

All such amenities will be provided by the hotel’s service providers rather than through the NFB. Exhibitors should work with them directly to order and pay for their needs. Contact information will be sent to exhibitors after the exhibitor application and payment have been received.

When do exhibitors set up, exhibit, and tear down?

Exhibit setup: July 14, noon–4:30 p.m.

Exhibit hours:

  • July 15, Sponsors-only preview, 9:00–11:00 a.m.; General exhibits, 11:00 a.m.–5:00 p.m.
  • July 16, 8:30 a.m.–5:00 p.m.
  • July 17, noon–1:45 p.m.; 7:00–9:00 p.m.
  • July 18, noon–1:45 p.m.

Exhibit teardown: July 18, 1:45—3:00 p.m. and 6:00–8:00 p.m.

The exhibit schedule is based upon the general session schedule as published in the convention agenda. Any changes to the general session schedule that may occur during the convention will result in conforming shifts in the exhibit schedule and will be announced in the exhibit hall.

Exhibits may be set up from noon to 4:30 p.m. on Tuesday, July 14, or after that at any time the exhibit hall is scheduled to be open. The exhibit hall will not be available for private demonstrations, unpacking, or setup beyond the setup time and the regular exhibit schedule noted above.

There will be a special sponsor preview on Wednesday, July 15 from 9:00 a.m. until 11:00 a.m. All levels of exhibiting sponsors will have exclusive access to the exhibit hall for a special sponsor preview for convention attendees. At this time, the portion of the exhibit hall that houses exhibitors who are not sponsors will be partitioned off. Exhibitors may be at their tables but patrons and visitors will not have access to these exhibits.

Breakdown and removal of all items from the exhibit hall must be completed by 8:00 p.m. on Saturday, July 18.