Exhibitor FAQ


How do I purchase a booth for JETC? The JETC Booth Draw will be held October 30th for sponsors and November 1st for non-sponsors. If you are not part of the booth draw, booth sales will open to the public in January. Once booths are sold out, we will start a waiting list.
What do I get with my booth? 1) One 6 ft. draped table 2) One complimentary Full Conference Registration - they must register through the Exhibitor Registration Form 3) Two side chairs 4) Wastebasket 5) ID Sign (Company name and booth number) 6) Carpet 7) Company profile in the printed on-site program and accessible in the on-line layout and search. Company Description and/or logo can be posted in the printed program for an additional fee. Electricity, AV and/or any upgraded furniture must be purchased through the Exhibitor Service Manual which will be sent out from our decorator, The Expo Group in March. The Service Manual can also be found in the Exhibitor Service Center.
I am with an exhibiting company and will need access to the hall during set-up/tear-down. How do I register? Anyone who will need to get into the hall for set-up or tear-down of your booth during non-public hours, should be registered through the Exhibitor Registration form (NOT the Attendee Registration Form). This will ensure that they have the correct badge holder for access to the hall. All of the same registration types are available in booth staff registration (full conference, one day, etc). If you are the sales contact for your booth, you are NOT automatically registered to attend the conference. Even though you receive (1) free full conference registration with your booth, the person using it must still be registered through the Booth Staff registration form. If your booth is not paid in full and approved by SAME, you will not be able to register your booth staff. Keep in mind that this process is not instantaneous. Our staff makes every effort to check payments daily and approve paid companies as quickly as possible. You will receive a confirmation letter once your booth payment has been approved by SAME.
What is the Exhibit Booth Payment Policy? A 25% deposit of booth fees is required at the time of booth selection. Booth sales are not final until payment is received in full. Payment by credit card can be submitted during the space selection lottery; payment by check must be received within 30 days of registration. Payment in full is due February 2, 2018 or 30 days after booth selection if purchasing a booth after February 2. SAME reserves the right to cancel booths that have not been paid within 30 days of registration. Please note that you will not be able to register your booth staff until your booth has been paid in full and SAME has sent you an official confirmation.
What is the Exhibit Booth Cancellation Policy? EXHIBIT BOOTH CANCELATION POLICY Full refund of all payments, less a $100 administrative fee will be granted if written notice is received by SAME no later than February 2, 2018 From February 2 through March 31, 2018, a 50% refund less a $100 administrative fee will be granted upon written notice. Commencing April 1, 2018, no refund will be granted. Please send all booth cancelation requests to exhibit@same.org
How do I order electric, AV, F&B and other items for my booth? The official general contractor for the show, The Expo Group, will publish the Exhibitor Service Kit in March. All exhibitor sales contacts will receive an e-mail with instructions regarding the kit and how to order additional items. A generic version will also be available in the Exhibitor Service Center on the show website. To receive the full exhibitor service kit and to begin ordering your booth materials, contact The Expo Group at 972.580.9000.
When is set-up and tear-down? EXHIBIT HALL SCHEDULE MOVE-IN HOURS (Only those who registered through the Exhibitor Registration Form will have access to the hall at this time - If you are with an exhibiting company and did not register through the Exhibitor Registration form please email registration@same.org and ask them to fix your registration) Tuesday, May 22, 1:00 pm-5:00 pm Wednesday, May 23, 7:30 am-5:00 pm SHOW HOURS Thursday, May 24, 10:00 am - 6:30 pm Friday, May 25, 7:45 am-1:45 pm MOVE-OUT HOURS Friday, May 25, 1:46 pm Please note: Any exhibitor that breaksdown early will incur a $100 penalty fee.
Why haven''t I received any correspondence from show management? There could be many reasons why you haven't received any information from us and in order for you to have a positive conference experience, we need to fix it! 1) Are you a member of SAME? Members of SAME receive marketing e-mails about conference and advertising opportunies - including alerts as to when registration is open for particular events. 2) Members - are you keeping your profile up to date? If your SAME Sustaining Member Representative is no longer with your company, our marketing e-mails could be going to an inactive address. 3) Are you the booth coordinator that registered for your company's space? Sometimes due to company turnover, we find that we are sending e-mails to an email address that is no longer active. You must contact exhibit@same.org in order to change the booth contact for your company. 4) Are our e-mails going to your junk or SPAM folder? You may have to identify the "same," "goeshow," and "theexpogroup" domains as safe in order to receive our e-mails. Please ask your IT department how to do this. 5) If you are worried that you are missing something, please make sure you check the Conference webstie. Most of the time, the information that we send in e-mails can also be found there. We also post all Exhibitor Communication in the Exhibitor Service Center.
How can I obtain the attendee list? Show Management will publish an attendee list two weeks prior to the conference and again after the conference to capture any last minute registrants. This document will only be available in the Exhibitor and Attendee Service Centers and will only include contact information for individuals as they have indicated on the registration form. This list is for contacting individuals and for a one time marketing effort to promote your booth. It should not be used for future marketing efforts.
What are the rules and regulations that I should be aware of regarding this conference? Rules & Regulations can be found here.
How many attendees do you expect? We expect about 1,700 attendees for this year's JETC.
Can I organize a raffle at our booth? You can provide a place for passersby to drop business cards to be placed in a drawing for a prize. Here are a few rules of thumb: 1) It is unethical to "rig" the drawing and you could place government personnel and contractors in danger of violating ethics regulations if you do so. 2) Technically, government employees CAN participate in a drawing for an item valued at more than $20 since the drawing is open to all. However, since different offices can make federal regulations more restrictive if they choose, there may be many government employees who are not allowed to participate. Please do not tempt or tease somebody for not participating. 3) It's always a good practice to raffle off an item that can be transported via plane unless you plan to pay for shipping. 4) SAME will not be announcing winners at any time. It is up to the company organizing the raffle to contact the winner(s).

The JETC Booth Draw will be held October 30th for sponsors and November 1st for non-sponsors. If you are not part of the booth draw, booth sales will open to the public in January. Once booths are sold out, we will start a waiting list.

What do I get with my booth?

1) One 6 ft. draped table

2) One complimentary Full Conference Registration - they must register through the Exhibitor Registration Form

3) Two side chairs

4) Wastebasket

5) ID Sign (Company name and booth number)

6) Carpet

7) Company profile in the printed on-site program and accessible in the on-line layout and search. Company Description and/or logo can be posted in the printed program for an additional fee.

Electricity, AV and/or any upgraded furniture must be purchased through the Exhibitor Service Manual which will be sent out from our decorator, The Expo Group in March. The Service Manual can also be found in the Exhibitor Service Center.

I am with an exhibiting company and will need access to the hall during set-up/tear-down. How do I register?

Anyone who will need to get into the hall for set-up or tear-down of your booth during non-public hours, should be registered through the Exhibitor Registration form (NOT the Attendee Registration Form). This will ensure that they have the correct badge holder for access to the hall. All of the same registration types are available in booth staff registration (full conference, one day, etc).

If you are the sales contact for your booth, you are NOT automatically registered to attend the conference. Even though you receive (1) free full conference registration with your booth, the person using it must still be registered through the Booth Staff registration form.

If your booth is not paid in full and approved by SAME, you will not be able to register your booth staff. Keep in mind that this process is not instantaneous. Our staff makes every effort to check payments daily and approve paid companies as quickly as possible. You will receive a confirmation letter once your booth payment has been approved by SAME.

What is the Exhibit Booth Payment Policy?

A 25% deposit of booth fees is required at the time of booth selection. Booth sales are not final until payment is received in full. Payment by credit card can be submitted during the space selection lottery; payment by check must be received within 30 days of registration. Payment in full is due February 2, 2018 or 30 days after booth selection if purchasing a booth after February 2. SAME reserves the right to cancel booths that have not been paid within 30 days of registration.

Please note that you will not be able to register your booth staff until your booth has been paid in full and SAME has sent you an official confirmation.

What is the Exhibit Booth Cancellation Policy?

EXHIBIT BOOTH CANCELATION POLICY

Full refund of all payments, less a $100 administrative fee will be granted if written notice is received by SAME no later than February 2, 2018
From February 2 through March 31, 2018, a 50% refund less a $100 administrative fee will be granted upon written notice.
Commencing April 1, 2018, no refund will be granted.

Please send all booth cancelation requests to exhibit@same.org

How do I order electric, AV, F&B and other items for my booth?

The official general contractor for the show, The Expo Group, will publish the Exhibitor Service Kit in March.

All exhibitor sales contacts will receive an e-mail with instructions regarding the kit and how to order additional items. A generic version will also be available in the Exhibitor Service Center on the show website. To receive the full exhibitor service kit and to begin ordering your booth materials, contact The Expo Group at 972.580.9000.

When is set-up and tear-down?

EXHIBIT HALL SCHEDULE

MOVE-IN HOURS

(Only those who registered through the Exhibitor Registration Form will have access to the hall at this time - If you are with an exhibiting company and did not register through the Exhibitor Registration form please email registration@same.org and ask them to fix your registration)

Tuesday, May 22, 1:00 pm-5:00 pm
Wednesday, May 23, 7:30 am-5:00 pm

SHOW HOURS

Thursday, May 24, 10:00 am - 6:30 pm
Friday, May 25, 7:45 am-1:45 pm

MOVE-OUT HOURS

Friday, May 25, 1:46 pm

Please note: Any exhibitor that breaksdown early will incur a $100 penalty fee.

Why haven''t I received any correspondence from show management?

There could be many reasons why you haven't received any information from us and in order for you to have a positive conference experience, we need to fix it!

1) Are you a member of SAME? Members of SAME receive marketing e-mails about conference and advertising opportunies - including alerts as to when registration is open for particular events.

2) Members - are you keeping your profile up to date? If your SAME Sustaining Member Representative is no longer with your company, our marketing e-mails could be going to an inactive address.

3) Are you the booth coordinator that registered for your company's space? Sometimes due to company turnover, we find that we are sending e-mails to an email address that is no longer active. You must contact exhibit@same.org in order to change the booth contact for your company.

4) Are our e-mails going to your junk or SPAM folder? You may have to identify the "same," "goeshow," and "theexpogroup" domains as safe in order to receive our e-mails. Please ask your IT department how to do this.

5) If you are worried that you are missing something, please make sure you check the Conference webstie. Most of the time, the information that we send in e-mails can also be found there. We also post all Exhibitor Communication in the Exhibitor Service Center.

How can I obtain the attendee list?

Show Management will publish an attendee list two weeks prior to the conference and again after the conference to capture any last minute registrants. This document will only be available in the Exhibitor and Attendee Service Centers and will only include contact information for individuals as they have indicated on the registration form.

This list is for contacting individuals and for a one time marketing effort to promote your booth. It should not be used for future marketing efforts.

What are the rules and regulations that I should be aware of regarding this conference?

Rules & Regulations can be found here.

How many attendees do you expect?

We expect about 1,700 attendees for this year's JETC.

Can I organize a raffle at our booth?

You can provide a place for passersby to drop business cards to be placed in a drawing for a prize. Here are a few rules of thumb:

1) It is unethical to "rig" the drawing and you could place government personnel and contractors in danger of violating ethics regulations if you do so.

2) Technically, government employees CAN participate in a drawing for an item valued at more than $20 since the drawing is open to all. However, since different offices can make federal regulations more restrictive if they choose, there may be many government employees who are not allowed to participate. Please do not tempt or tease somebody for not participating.

3) It's always a good practice to raffle off an item that can be transported via plane unless you plan to pay for shipping.

4) SAME will not be announcing winners at any time. It is up to the company organizing the raffle to contact the winner(s).