Exhibitor FAQ

Frequently Asked Questions

When is the show?
Where is the Conference?
Who attends the Conference?
How many attendees are expected?
What kinds of exhibitors do you accept?
How do I become an exhibitor?
What is the difference between a standard and a premium corner booth?
When is the deadline to send in my exhibitor application?
Are retail items required to be handmade?
How much does it cost to exhibit?
What is included with my booth fee?
How many passes will I get for my booth staff?
If I buy two booths, do I get two of everything?
Is lunch provided for exhibitors?
How are booths assigned?
Can I request a booth location?
When is move-in and move-out?
I only have a few items. Do I have to set-up prior to show day?
How do I order rentals, electrical, telephone, etc?
How do I ship things to the show?
Why do I need to check in during move-in?
What if I need to cancel my booth?
Who is Universal Odyssey?
How do I register to attend the Conference?
Can I share a booth?
What permits do I need to sell items in my booth?
Are there dedicated exhibit hours?
Can I serve food/beverages at my booth?
If I drive to the Pennsylvania Convention Center, will I be allowed to unload my car?
Am I restricted to only one trip from my personal vehicle?
Am I restricted to only what I can carry in my arms?
What set up can I do in my booth?
Is there wi-fi in the exhibit hall?
Are children allowed in the exhibit hall?

When is the show?
The Pennsylvania Conference For Women will be held on Friday, October 12, 2018 from 7:00am to 5:00pm.  The exhibitor show will run concurrently. 

Where is the Conference?
The Conference will once again be held in Philadelphia. It will be held at the Pennsylvania Convention Center, located at 1101 Arch Street, Philadelphia, PA.

Who attends the Conference?
The Pennsylvania Conference for Women is the state's premiere networking and educational experience designed to engage, enlighten and empower women from across the state.
The non-partisan Conference features nationally recognized speakers, presenters and panelists who are leaders in business, media, health, personal development and finance. They share their experience and expertise on everything from leading change to managing money to finding a work/life balance.
Thousands of Pennsylvania businesswomen and community leaders participate in the Conference every year, to connect, learn practical and professional strategies from nationally recognized experts, and network with peers.

How many attendees are expected?
We will have over 10,000 attendees at this year's event.

What kinds of exhibitors do you accept?
We accept all types of exhibitors into the show each year.  We strive to maintain a balance between the different types so as to offer our attendees the widest variety possible.  Examples of exhibitor types include: universities, retail vendors, healthcare organizations, non-profits, government agencies, professional services, and many more.  Exhibitors can offer products, goods, services and information applicable to women.  Many have volunteer, donor, education, and/or employment opportunities available for attendees as well.

The exhibit hall in 2018 will focus on six main categories that highlight our sponsors, non-profits, women owned business and companies that empower women:  Health & Wellness; Community; Career; Women Owned Business; Education; and Technology.  There will be limited booths available in each category.  The booth category may be used for booth assignment.  When applying please indicate all categories that most describe your organization.  If you cannot find the appropriate booth category, please select “Other”.

How do I become an exhibitor?
Simply fill out the exhibit space application on line at http://www.paconferenceforwomen.org/exhibitors. All applications are reviewed by a committee.

Once we receive your documents we will review them to determine if we will accept your business/organization into the show.  Show management may limit the number of applications accepted in any given field, based on the total number of applications received in that area.  If you are accepted, you will receive a confirmation email. 

If you are not accepted for this year's Conference, we will not process your payment.

Exhibitors are prohibited from promoting political candidates or initiatives.

What is the difference between a standard and a premium corner booth?
A standard booth is an inline booth.  It is 10’x10’ and has adjacent booths directly on either side.  Standard booths generally also have a booth directly behind.  A premium corner booth, which is exposed to traffic on two sides, only has one neighboring booth, and one located behind.  It is also 10’x10’ but is more highly visible as attendees walk by.

When is the deadline to send in my exhibitor application?
There is no deadline, but we anticipate that we will sell out, so it is recommended that you get your application in early.  Booth assignments are also made based on when we receive your application.  It is beneficial to submit your application as soon as you have confirmed your interest in participating.

Are retail items required to be handmade?
Retail items are not required to be handmade.  However, all items must be an original design, or you must have the proper license or approval to sell the items.  “Knockoffs” are strictly prohibited and trademark infringements will not be allowed. 

How much does it cost to exhibit?
The cost for a standard 10x10 booth is $800.  A corner booth is $925.  Discounts are available for 501(c)(3) classified non-profits. See application for pricing grid.

What is included with my booth fee?
Each 10’x 10’ section is defined by an 8’ back drape and 3’ side drape and includes carpet; one 6’ draped table; 2 chairs; a wastebasket; 3 exhibit hall only passes; a small identification sign; and listings in the Conference program (You must be registered by August 15th  to be included in the program) and in the conference app.

A maximum of 1 full conference pass can be purchased at a deep discount rate of $150.

Internet and electricity are not included in your booth fee and must be ordered separately from the Conference decorating company.

Meals are not included.

How many passes will I get for my booth staff?
As part of your booth package, you will receive 3 exhibit hall only passes, per 10’x10’ booth, for use by your booth staff.  These passes are fully transferable should your booth staff change throughout the day.  If you need more than three passes, please contact our office with the appropriate number of passes that you will require.  These additional passes can be purchased for $25 each.  Please be advised that to avoid a crowded look in your booth, show management recommends no more than three booth staff per 10x10 area at any given time. 

You will pick up all badges onsite on set up day.

If I buy two booths, do I get two of everything?
Yes.  Each 10’x10’ you purchase will get the full package.  As a function of the space, exhibitors who elect to purchase an “island” space do not receive tables, chairs, or draping, unless specifically requested.  These “island” booths are intended to be freestanding exhibits.

Is lunch provided for exhibitors?
If you decide to purchase the discounted Full Conference pass offered to exhibitors it will allow entry for one (1) member of your team into the keynote luncheon.  The remainder of your booth staff has the option of bringing their own lunch or purchasing food from the concession stands available in the convention center.

How are booths assigned?
Booths will be assigned by the exhibitor show management approximately one month prior to the event.  Sponsors will be placed first.  Following current sponsors, exhibitors will be placed in order of when their application was received.

Returning exhibitors will receive preferential booth assignments so long as they are registered by June 30.

Exhibitors will be notified of their booth number as soon as assignments are completed.

Returning exhibitors are generally given priority over new representatives from the same company, provided they get their applications in early.  If we receive an application from a new representative of a given organization and the returning exhibitor has not yet applied, we will attempt to contact the previous year’s exhibitor with a deadline to submit an application and full payment to maintain their placement.

Can I request a booth number/location?
The floor plan has not yet been set for this year’s Conference and exhibitors are placed based on the date their application was received.  We are, therefore, unable to accommodate specific booth location requests.  If you will require special accommodation for medical reasons or a disability, please contact Exhibit Show Management.

When is move-in and move-out?
Move in will be on October 11 from 10:00 am – 5:00 pm.  10’x20’ or larger booths can request to set up earlier, please email us with your request.  All exhibits must be completely installed and ready for viewing by 7:00 a.m. on October 12.  Move out will be immediately following the Conference, from 5:30 p.m. to 8:30 p.m. on October 12.  No exhibits may be dismantled prior to closing at 5:30 p.m.

I only have a few items. Do I have to set-up prior to show day?
Yes, you must set up on Thursday, October 11.  All exhibits must be completely set up and ready to go no later than 7:00 a.m. the morning of the event.  You will not have adequate time to make your booth presentable in the morning before the attendees arrive and are allowed into the exhibit hall.  Although your space may not take long to set up, there are significant delays onsite the morning of the conference that would prohibit this, including passing through security, waiting in line to check in and get badges and managing any last minute problems (like a missing table or electricity, if ordered).

How do I order rentals, electrical, telephone, etc?
All rentals, electrical, telephone, internet access, material handling and union labor will be coordinated through the Conference’s decorating company,Shepard.  The decorating company will send you an exhibitor kit directly once booths have been assigned, usually via email.

Please contact the decorating company directly for inquiries regarding rentals and move-in/move-out assistance.

How do I ship things to the show?
You will be given specific instructions from the decorating company on how to ship to and from the show. Additional material handling fees will apply.

Why do I need to check in during move-in?
Event management requires all exhibitors to check in during move-in hours, the day before the event.  You will receive a welcome packet with Conference schedule information.  You will also pick up all of your event badges.

Exhibitors who fail to check during move-in are considered no-shows, and their booth space reverts back to the Conference to be filled by another interested party.  No refunds will be issued to exhibitors who fail to show.

What if I need to cancel my booth?
Cancellations received in writing by September 1 will receive a 50% refund. No refunds will be given after that date. You can send written cancellation to: exhibitors@paconferenceforwomen.org

Who is Universal Odyssey?
Universal Odyssey, Inc. is the event management company that has been hired to organize the Exhibit Hall and attendee registration for the Conference. Contact information for the exhibit show management is:

Pennsylvania Conference for Women
Exhibit Hall Management
exhibitors@paconferenceforwomen.org
(866) 433-0692

How do I register to attend the Conference?
You will automatically receive up to 3 exhibit hall only passes with your booth. These passes will NOT allow you to enter the general session or breakout sessions. A maximum of 1 full conference pass can be purchased by registered exhibitors at a discounted rate of $150 and must be registered for and paid with the exhibitor application (available while supplies last).

These passes are completely transferable. Show management will not require the names of your booth staff or guests.

Can I share a booth?
You may invite another vendor to display information in your booth, however, they will not receive any recognition in the Conference program, on the website, or signage. All booth sharing must be approved, in advance, by show management. In addition, you must include a full description or photos of their exhibit along with your initial application.

What permits do I need to sell items in my booth?
All exhibitors who conduct sales during the event are responsible for obtaining the appropriate business license(s) and for paying all applicable state and local taxes.

Are there dedicated exhibit hours?
The hall is open throughout the entire Conference and maintains a constant flow of traffic during concurrent sessions as well as breaks. There will also be dedicated exhibit hall time, where attendees are directed to the area specifically. A schedule will be posted online.

Can I serve food/beverages at my booth?
All food, alcohol and non-alcoholic beverages, and concessions are operated and controlled exclusively by the Convention Center.  Exhibitors who would like to offer samples at their booths must inform exhibit show management at the time of their application, with a description of the products to be samples as well as a description of the packaging.  Only authorized samples offered by a distributor or manufacturer are permitted to be provided.  Exhibitors must comply with all convention center and health department rules and regulations. 

Once we are notified of your intent to offer food samples, we will send you the appropriate forms that you’ll need to complete from the convention center AND the health department. 

Any fees or permits required will be the sole responsibility of the exhibitor. 

Exhibitors are not permitted to distribute candy or any other food items from their booth without the express consent of exhibit show management and the Convention Center.

No food may be sold in your booth.

If I drive to the Pennsylvania Convention Center, will I be allowed to unload my car?
Yes, a PCC customer can unload their personally-owned vehicle (POV) from the loading dock area. Any vehicle that is not commercially registered can be unloaded by you at the PCC.

Am I restricted to only one trip from my personal vehicle?
No, you may make as many trips as necessary to unload your POV. There is no restriction on the amount of trips it takes to unload your vehicle. The show-appointed decorator may have a time limit for POVs at the loading dock so you must check with them for this information.

Am I restricted to only what I can carry in my arms?
No, you may use your own equipment, including but not limited to carts, dollies, luggage carriers and two- to four-wheel hand trucks. No motorized or hydraulic devices are allowed.

What set up can I do in my booth?
You or your other full-time staff can set up and tear down your display, hang graphics within the booth, set up signage and install floor coverings.

Is there free wi-fi in the exhibit hall?
NO. You can purchase wi-fi or a dedicated internet line through the convention center. Pricing options are included in the exhibitor kit. However, it is VERY expensive. For transactions we recommend bringing a personal hot spot. There is free wi-fi in the concourses of the convention center if you wish to step out of the hall for checking email, etc.

Are children allowed in the exhibit hall?
No one under the age of 16 is allowed in the exhibit hall during set up and tear down. These are rules set in place by the convention center and are there to protect children while machinery is being used on the floor.

Children are allowed to be in the exhibit hall during exhibit hours, but must be credentialed. However, we highly recommend that you do NOT bring children to the show unless they are old enough and mature enough to help staff your booth. For example, if the Girl Scouts had a few teenagers working the booth explaining the advantages of the organization.

We are committed to your security
All data transmitted to and from this site is encrypted using a 256 bit SSL Certificate issued by GoDaddy.com. All credit card transactions are processed by Authorize.net. If you would like more information, please click on one of the logos below.