Plan Your Exhibit

As an exhibitor at Hazmat, we want to make sure you have a positive experience. This page will be your first stop for all the logistical information and forms needed to set-up your exhibit.

Exhibitor Logistics

     Exhibitor Tips:

• Beware of Poachers: Exhibitors are often contacted by various vendors looking to get your business. Some of these companies may misrepresent themselves as being associated with the IAFC. You may be solicited by companies selling attendee lists, housing companies, etc. If you have any questions, please contact us prior to ordering. The Expo Group is the official contactor for freight, furniture, etc. for your booth and the IAFC is the only provider with access to attendee lists.
• Pay attention to deadlines, shipping and ordering deadlines can significantly impact your budget.
• Submit electrical and telecommunications floorplans in advance. This allows The Expo Group and the Hilton to review prior to your arrival onsite.

General Information

• Hazmat Rules & Regulations
• EAC Information

Deadlines

	December 31	Final Payments Due
	March	Hotel Reservations Open
	April	Exhibitor Badge Registration
	May 3	EAC Authorization Due
	May 9	The Expo Group Order Discount Deadline (view Exhibitor Manual)
	May 9	AV, Electrical, Internet Order Discount Deadline
	May 13	Lead Retreval Discount Deadline
	May 15	Hotel Reservations Deadline
	May 17	Exhibitor Certificate of Insurance Due (More Info)
	June 1	Online booth description due for uploading to mobile app.

_{*Schedule is subject to change}

What's Included with Your Booth

• 4 Badges per exhibiting company. Promo code is available through your exhibitor console under the company description field (click on Booth Info tiles and scroll down). The link to exhibitor registration is next to the promo code in your console.
• Company Information included on conference website and official mobile app
  • Company profile and description, logo, social media information, contact information
  • Product Categories list for maximum exposure
  • Ability to add show specials
• Product category listing in the official Mobile App & Web site 
• Booth Package: Each exhibiting company receives:
  • One 6' Black draped table
  • Two side chairs
  • One wastebasket
  • Linear booths with pipe and drape one 7" x 44" company identification sign.
  • Ballroom is carpeted

Fees & Contract Terms

• Costs: The cost per square foot is $16.50, or $1,650 per 10x10 for all booths contracted by April 30. After April 30, 2022 the price will be $17.50 per square foot.
• Payment Schedule: Exhibitors contracting exhibit space will have (2) scheduled payments.
  • FIRST PAYMENT of 50% total space cost is due with application, or within 30 days. Failure to submit payment could result in the release of your booth space.
  • FINAL PAYMENT of remaining balance was due by December 31, 2021. By signing the digital Exhibit Space Contract, you certify that you have the authority to sign the contract and bind the company listed to the Official Rules and Regulations. 
  • LATE FEE: Outstanding balances after January 31, 2022: A late fee of $200 will be added to balance due. 
• Cancellation Policy: All cancellations must be made in writing by email to Exhibits@iafc.org. Properly requested refunds will be provided per the following schedule:
  • By December 31, 2021 - The IAFC retains 50% of the total amount. If payment has not been received, 50% of the total amount is due. 
  • After December 31, 2021 - The IAFC retains 100% of the total amount. If payment has not been received, 100% of the total amount is due.  
  • Downsizing by Exhibitor: If downsizing of a space is requested an Exhibitor may be required to move to a new location and cancellation penalties will apply. 

myHazmat - Exhibitor Login

Don't miss out on this important marketing tool!

With a click of a button you can manage your online company presence for Hazmat 22, update contact information, pay online and get a receipt. The information provided here is how your company will be featured before, during and after the show online and in the mobile app. Exhibitor information must be updated by June 1 for inclusion in the mobile app.

Facility

Hilton Baltimore Inner Harbor
401 W Pratt St.
Baltimore, MD 21201
Phone: (443) 573-8700
Exhibits are located in the Key Ballroom on the second floor. All freight will be delivered via the freight elevator.
Exhibitors are advised to verify dimensions prior to shipping large items.