AIRI 2017 Pre & On-Site Vendor Logistics

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General Information

  • Breakfasts and refreshment breaks will be held in the exhibit areas.
  • Exhibit breaks are 30 minutes to give you quality time to with attendees.
  • Please review what is included with the specific registration option that your company registered for.
  • If you registered for an exhibit, you will have one skirted table and chair.
  • To maximize traffic to the exhibits, attendees can pick up an exhibitor card for a chance to win an iPad.  As they visit each exhibit, exhibitors should punch the card. If they visit all of the exhibits, they can drop off the card for a chance to win. Winner must be present to win. So please be sure your exhibit table is staffed during the key times listed below.
  • The registration/help desk is in the center of the meeting space.
  • Click here to order electrical power, hard internet wiring, hotel policies, and more.
  • If you have any questions regarding these items or shipping to/from, please contact  Alyse Landman at the Grand Hyatt Washington DC at alyse.landman@hyatt.com.   
  • If you need to rent AV, we will be adding the AV company online in the coming weeks.


Registration

The vendor registration fee covers one attendee. Please remember that you must be registered for the meeting, and badges are required at all times. Registrations cannot be shared or transferred between registrants. Please be sure to confirm now to see who is registered from your company. Any staff that shows up to the meeting that is not registered will need to register and pay on-site.   

Exhibitor Schedule

The abbreviated schedule below is provided to give you an idea of key days and times that exhibits will be open or prime times to connect with our members. All events are held on the Constitution Level, except where indicated below. For the complete program, click here.
 
Sunday, October 1
  • Exhibits Setup: 1pm-5pm (Constitution Foyer)
  • Welcome Reception: 6pm-7:30pm (Grand Foyer, Declarations Level)*
 
Monday, October 2
  • Exhibits Hour with Breakfast, 8am-9am (Constitution Foyer)
  • Exhibits Open, 9am-4:45pm (Constitution Foyer)
  • Exhibits Networking Break, 11:30am-Noon (Constitution Foyer)
  • Roundtables Luncheon, Noon-1:15pm* (Constitution C-E)
  • Exhibits Refreshment Break, 4:15pm-4:45pm (Constitution Foyer)
 
Tuesday, October 3
  • Exhibits Breakfast Hour, 8am-9am (Constitution Foyer)
  • Exhibits Open, 8am-12:30pm (Constitution Foyer)
  • Exhibits Coffee Break, 10:15am-10:45am (Constitution Foyer)
  • Exhibits Break, Noon-12:30pm (Constitution Foyer)
  • Capitol Hill Prep Luncheon, 12:30pm-1:45pm (Constitution A-B)*
  • Exhibits Dismantle, 2pm-5pm (Constitution Foyer)
  • Evening Party, 6:30pm-9:30pm (off-site at Lucky Strike)*
 
*exhibits not open during these times; event is listed here as a networking event vendors might want to be sure to attend.

Shipping Your Exhibit or Sponsorship Signage

Remember that exhibits setup is on Sunday and opens on Monday, so when planning your shipping arrangements, we suggest that you have your shipments delivered on Friday, September 29th to make sure they are here by setup. This includes if you are a sponsor and are planning to display your sign with your sponsored event. Hotel staff will assist with box delivery and charges may apply.
 
Incoming shipment of materials requires the following information to ensure proper retrieval. Please have Tracking Numbers, Name of Sender, Sender’s Address, Date of Delivery and Type of Shipment (ie, FedEx, UPS, Airborne, etc.) available in the event of missing boxes. The hotel can assist with out-going shipment of boxes, simply ask for assistance on day of move-out.  We recommend each exhibitor bring their own shipping forms and account numbers. The outgoing box handling fee indicated above will apply. Please note exhibitors will need to provide their own packaging materials. Exhibitors will be responsible for packaging all outgoing shipments.
Please include the following wording and ship to:  
Hold for Guest (your name) (guest cell number)
c/o FedEx Office at Grand Hyatt Washington
1000 H ST NW
Washington, DC 20001
Office:  202-393-6880
 
Hold for: AIRI EXHIBITS, Oct 1-3, 2017
Box _____ of _____
 

Questions?

Please feel free to contact David Issing at the AIRI Management Office if you have any questions or concerns at (410) 751-8900 or davidissing@airi.org.