Exhibitor Resources

Exhibitor Resources

 

Important Forms and Information

•   2024 VRMA Exhibit Hall Floor Plan

•   Schedule of Events

•   Meeting Space & Ancillary Event Request Form (First-come, first-serve)

•   Exhibitor Registration (email vrmaexhibits@vrma.org if you need your complimentary code re-sent)

•   Lead Retrieval Order Form

•   New Sponsorship Opportunities

•   Alliance Quick Facts

•   Exhibitor Services Kit

•   2024 Critical Dates

•   2024 IC Marketing Kits

Rules & Regulations

•   2024 VRMA IC Exhibit Rules & Regs

•   IAEE Rules & Regulations

Newsletters

Please review past Exhibitor Newsletters for important exhibitor information. Reach out to vrmaexhibits@vrma.org if you have any questions.

Newsletter 1

Newsletter 2

Exhibitor Webinar

View the exhibitor webinar.

FAQs

How do I register myself or my team for badges?

Each company will receive a registration allotment code based on booth size which can be applied at checkout. For more information about registration, rates, and instructions please click here.

Will exhibitors have a promo code that can be shared with our customers?

Exhibitors have been given a code for all first-time attendees. If you have any questions, you can reach out to the VRMA Events Team at vrmaexhibits@vrma.org.

How do I place orders for additional equipment?

Please log into the Alliance Exhibitor Services Kit to see full offerings for the upcoming conference. Login credentials were sent via email and came directly from Alliance Exposition at ExhibitorAssistance@alliance-exposition.com.

Is there electricity included in my booth?

Electricity is not included in your booth package and must be ordered additionally. The online ordering form can be found in the Alliance Exhibitor Services Kit under the ‘Utilities & Event Suppliers’ tab which has also been linked here for your convenience.

Is there Wi-Fi in the exhibit hall?

VRMA will provide standing Wi-Fi throughout the exhibit hall, however, we cannot guarantee its bandwidth or reliability. If you need to place an internet order or replace your order, reach out to The online ordering form can be found in the Alliance Exhibitor Services Kit under the ‘Utilities & Event Suppliers’ tab which has also been linked here for your convenience.

Can we have a third-party team install our booth?

Yes, Exhibitor Appointed Contractor (EAC) and Certificate of Insurance (COI) forms must be submitted to vrmaexhibits@vrma.org so your third-party setup team can access the exhibit hall.

How do I ship my items to the conference?

There are two methods by which you can ship your items to the convention:

Shipping to the Advance Warehouse

When can items be shipped to the Advance Warehouse?

Between September 13th, 2024 and October 7th, 2024. This ensures that your items are waiting in your booth space when you arrive for set-up.

What should I put on my Advance Warehouse labels?

Please include the below information on all labels for shipment:

 

EXHIBITOR NAME
c/o Alliance Exposition / Air Support Inc
4010 South 21st St
Phoenix, AZ 85040
2024 VRMA International Conference
BOOTH NUMBER
No. X of X Pcs.
CARRIER
 

Official labels can also be found on the Alliance Exhibitor Service Kit under the ‘Shipping’ tab, which has also been linked here for your convenience.

 

Shipping Direct to Show Site

When can items be shipped to Direct to Show Site?

Items must not arrive before October 14th. This ensures they will arrive in time for the conference.

What should I put on my Direct to Show Site labels?

Please include the below information on all labels for shipment:

 

EXHIBITOR NAME
c/o Alliance Exposition
Phoenix Convention Center
West Hall 1-3
100 N 3rd St
Phoenix, AZ 85004
2024 VRMA International Conference
BOOTH NUMBER
No. X of X Pcs.
CARRIER
 

Official labels can also be found on the Alliance Exhibitor Service Kit under the ‘Shipping’ tab, which has also been linked here for your convenience.

How do I ship my items back after the conference?

There are three methods by which you can ship your items back:

a. Using your own chosen carrier (All carriers must be checked in by 8:00 PM on Wednesday, October 16th)

b. Using the official show carrier: Alliance Transportation and Logistics

c. Using a business center / FedEx / UPS

No matter what method of shipping is chosen, an Alliance Bill-of-Lading form is required for each shipment location. Please stop by the Exhibitor Services Desk or go to the Alliance Exhibitor Services Kit for more information.

What are the booth rules/regulations?

All exhibitors must abide by the IAEE Rules and Regulations and VRMA’s Rules and Regulations. Submit your booth diagram to vrmaexhibits@vrma.org for final approval.

Can I have food and beverage activations in my booth?

Submit your booth activation request to vrmaexhibits@vrma.org for final approval.

Can I move in early?

Requests must be sent to vrmaexhibits@vrma.org. Please allow 24-48 hours for responses on early move-in inquiries.

How far is the venue from the hotels?

Hyatt Place Phoenix Downtown: 9 minutes walking

Hyatt Regency Phoenix: 1-minute walking

Renaissance Phoenix Downtown: 3 minutes walking

Sheraton Phoenix: 3 minutes walking

For exact mapping click here for more information.

Is there a user guide for the mobile app?

Take a look at mobile app FAQs in this user guide.

I have a question that is not on this FAQ sheet, how can I get the answer?

All questions can be sent to the VRMA Events Team who can be reached at vrmaexhibits@vrma.org.

Exhibitor Schedule

Exhibitor Move-In*
Sunday, October 13 | 1:00 pm – 5:00 pm* (by appointment only)
Monday, October 14 | 8:00 am – 4:00 pm (all booths must be set by 4pm)
* Early move-in requests can be sent to vrmaexhibits@vrma.org for approval.

Show Hours
Monday, October 14 | 5:00 – 7:00 pm (Welcome Reception)
Tuesday, October 15 | 8:00 am – 5:00 pm
Wednesday, October 16 | 8:00 am – 5:00 pm
Breakfast, Lunch and Coffee Breaks will be served in the Exhibit Hall. Exhibitors will gain access 1 hour prior to the exhibit hall opening.
 

Exhibitor Move-Out
Wednesday, October 16 | 5:00 – 9:00 pm

 

Exhibitor Housing

Hotel booking details will be provided in your conference registration email only. Register and book your stay by September 23 to receive VRMA's discounted room. After the cut-off date, reservations are subject to availability. The official VRMA hotels and conference rates are located here.

Hotel Solicitations Alert!

Please do not make any reservations or agreements with any unknown housing, travel or outside Vendor Company. Hotel reservations for the 2024 VRMA International Conference should be made directly through the online links in your registration badge confirmation. Should you have any questions, please let us know at vrmaexhibits@vrma.org. 

 

Please note: Travel Time, Convention Travel, Convention Housing Services and Business Travel Bureau are not VRMA-approved suppliers!

 

Contact Us

For questions about exhibiting, contact us at vrmaexhibits@vrma.org.

Terms & Conditions 

View the conference terms and conditions here.