1:30pm Monday Oct. 15 thru

3:00pm Wednesday Oct. 17, 2018

MGM National Harbor

101 MGM National Ave.

Oxon Hill, MD 20745

Brought to you by the not-for-profit PDMA Alliance Inc. dba:

Things to Know for Exhibitors

Conference Schedule

For 2018, learning sessions will begin on Monday, October 15th at 1:30pm and conclude at 3:00pm on Wednesday, October 17th.

 

We STRONGLY recommend that exhibitors arrive on Sunday evening since the exhibitor meeting will take place at 9:00am and booth set up will begin promptly at 10:00am on Monday morning. All exhibits must be ready for display no later than 4:00pm, when the exhibit hall CLOSES for a quick clean up by the hotel, and no vendors will be allowed in the exhibit hall during that time. There will be no opportunity to set up your booth after the designated hours. At 6:15pm Monday evening there will be a Meet and Greet in the exhibit hall for all registered attendees and exhibitors. The exhibitor schedule is available here.

 

Exhibitor Decorating Services

The official show services company for 2018 is Hargrove, LLC. A link to the Exhibitor Services Kit is shown below. You are responsible for your own staffing, decoration, company literature and all other specific needs you may have for your own booth. The Alliance recommends that you appropriately insure all shipments you send to the conference.

 

To download the Exhibitor Kit, which contains all the forms necessary for ordering booth furnishings, booth cleaning, electrical, internet, audio visual and floral services, click on the link below:

 

http://sharing.hargroveinc.com

Show Name:  Sharing Conf

Show Code:  5038778

 

The Advance Order pricing deadline for Hargrove and Encore Event Technologies (electrical and a/v) are: Monday, October 1st. You may still order items after this date, but the price will be higher.

 

Advance warehouse shipments deadline: Tuesday, October 9th. Labels for both advance warehouse shipping and show site shipping are included in the Exhibitor Kit. If you are shipping a booth, we recommend you ship it to the advance warehouse. Direct shipments to the show site, if necessary, should be used only for items that cannot be received at the advance warehouse by October 9th.

 

Move In/Move Out

Hargrove will begin their move in process at 6:00am on Monday, October 15th.

By 10:00am vendors will have access to the exhibit hall.

On Wednesday, October 17th, you may begin dismantling your booth at 3:00pm after the extended lunch/raffle and all the pharma attendees have left the hall.

 

Mandatory Exhibitor Meeting

At least one member of your staff must attend (all are welcome) the mandatory meeting for exhibitors on Monday, October 15th from 9:00am – 9:30am. Essential information will be provided, and the Vendor team will answer any questions you may have.

 

Hotel and Travel

Costs for hotel accommodations and travel are not included as part of your registration fee. Rooms at the MGM National Harbor are available at the discounted rate of $239.00 per night (not including state and local taxes). Room block rate ends Wednesday, September 26th. We suggest you reserve your room and secure travel arrangements soon after you have paid for your booth package and submitted the names of your accompanying staff. Staying at the MGM National Harbor offers a reduced rate and the opportunity for casual meetings with conference colleagues throughout your stay.

 

Travel is convenient with this easy-to-get-to destination. The hotel is within driving distance from many east coast cities. There are three airports in the nearby area. Reagan National Airport is only 7 miles from the hotel, while Dulles International and Baltimore Washington International are 35 and 40 miles away, respectively.

 

The Hotel and Travel Information page has all the details, including discounts on Amtrak and SuperShuttle services.

 

Exhibit Hall Raffle Program

This very popular program offers an additional opportunity to gain goodwill and company awareness. Industry attendees are encouraged to stop by every booth to be eligible for winning a prize. Each exhibitor who donates a prize will be acknowledged. Consider a gift valued between $100 to $250. That range does not exceed what is typically acceptable by the industry.

 

Booth Location Assignment Policy

The booth numbers are assigned in the following manner to vendors who have registered for booth space and have paid the appropriate fees. Booth package fees will need to be paid in full to guarantee position in the booth selection queue.

  • Booth locations for 2018 At-Show exhibitors will be awarded upon publication of the Exhibit Hall layout and assigned in the order of receipt of their exhibit space applications
  • Until the closing of early bird registration on 7/31/18, booth locations will be assigned to any new exhibitors who take a sponsorship in the order of their form submission date.
  • At the beginning of general registration on 8/1/18, booth locations will be assigned to early bird exhibitors who did not take a sponsorship in the order of their form submission date.
  • During the general registration period that begins on 8/1/18, remaining booth locations will be assigned to all newly registered vendors in the order of their form submission date.

 

Meals

Breakfast, lunch and refreshments on Tuesday and Wednesday are included in the conference registration fee, as well as the Meet and Greet and Welcome Reception/Dinner on Monday evening.

 

Gifts for Attendees

Small attendee gifts may be distributed at your booth, however only signature sponsors may distribute sponsor-designated items in the exhibit hall or through a hotel room drop. This will be enforced. This year, the items being distributed by the Alliance on behalf of our signature sponsors and thus not appropriate to have as giveaways are:

  • Tee shirts
  • Lanyards
  • Insulated canteen bottles
  • Notebooks
  • Bottled water
  • Ceramic mugs
  • Tote bags
  • Luggage tags
  • Power banks

 

Free Night Tuesday

Traditionally many exhibitors host their own dinner/event on Tuesday, choosing to invite their selected customers and prospects. If you are not a registered exhibitor, you are prohibited from hosting an event in conjunction with the 2018 Sharing Conference.

 

Alliance Board

Vendors are well-represented on the Alliance Board, serving with industry board members and keeping the vendor community involved throughout the year. Details on open vendor board positions are given at the annual exhibitor meeting described above.

 

Listing as a “Go-To” Source

The Vendor Resources section of sharingalliance.org lists categories of the products and services that Sharing Conference exhibitors provide. Your company will be listed under all the appropriate categories, and will remain there throughout the year. Advertising space is also available in this section. Signature sponsors are entitled to a FREE banner ad on the Vendor category page of their choice, based on a first-come, first-served basis.

 

For questions that are not answered here, please send an email to sharingconfexhibit2018@sharingalliance.org or call 914-747-1400.

 

Conference schedule and times are subject to change.