Exhibitor FAQ

National Ergo
October 15-17, 2024
Mandalay Bay, Las Vegas

2024 Exhibitor Frequently Asked Questions

Pre-show information

What are the important deadlines I need to be aware of?
FormsDeadlineVendor
Update Company Description in the a2z Exhibitor PortalAugust 25Institutes
Early Bird Deadline for Lead Retrieval ServicesSeptember 6Cvent
Housing Reservations Discount Cut-Off DateOctober 6Harrah's
Exhibitor Appointed Contract FormOctober 9Shepard & The Institutes
Certificate of Insurance FormOctober 9Shepard & The Institutes
Advance Warehouse Freight OpensOctober 9Shepard
Shepard Online DiscountOctober 18Shepard
Encore Discount Deadline (Electrical, internet, AV, rigging)October 25Encore
Registration for Exhibitor Booth StaffNovember 1The Institutes
Advance Warehouse Freight DeadlineNovember 3Shepard

*2023 key dates provided for reference only.  Updates for 2024 are forthcoming.

I'm interested in exhibiting. Who should I contact?

Thank you for your interest! Please contact our exhibit sales team:

Exhibit and Sponsorship Sales:
Nancy Calabrese
Trade Show Sales Manager
[email protected]

When does exhibitor registration open?

Exhibitor registration is now open.  The main contact listed for each exhibiting company will receive an email on how to register their booth staff.  

As an Exhibitor, how many free badges do I get with my booth and what do they allow me to have access to?

Each exhibiting company is entitled to 5 complimentary Exhibitor Staff Badges for each 100 square feet of booth space. The allotment is 1 Premium Exhibitor Badge and 5 Exhibitor Staff badges.

Premium Exhibitor Badge includes:

  • Conference Sessions
  • Expo Hall
  • Opening Night Reception
  • Keynote & General Sessions
  • Access to the Mobile App

Exhibitor Staff Badges includes:

  • Admission to the Expo Hall
  • Opening Night Reception
  • Access to the Mobile App

Exhibitor Marketing Opportunities

What pre-show marketing opportunities are available through show management?

Sponsorships are still available.  Please contact Nancy Calabrese at [email protected]

Tell me about the Cvent Event App

Network with fellow attendees at National Ergo & Ergo Expo 2023 using our mobile app. The networking app will be made available to all exhibitors and attendees approximately 2 weeks prior to the event.  Email alerts will make you aware when the app launches and provide instructions to get you started.  

How do I setup my virtual booth in Cvent?

All Exhibitors and Sponsors will be able to setup their virtual exhibit booth in the Cvent app.  An email was sent to your company's main contact to access the Cvent Exhibitor Registration portal to register your team and setup your company’s virtual booth. 

Exhibitor Profile Graphic Specs
Logo: 300x300
Banner: 1130 x 150  

All registered sponsors and exhibitor Staff will receive emails to access the Networking App.  In order to receive access to the app, you must be registered for a Premium Exhibitor Pass or Exhibitor Staff Pass.  Links to register your team were sent to the company main contact we have on file.

All exhibitors and sponsors will access their virtual booth through the Cvent Exhibitor Registration Portal.  Please contact [email protected] for questions regarding the event app. 

Where do I update my exhibitor listing for print/mobile?

To ensure that attendees have the most complete information about your company, please follow the instructions below:

Updating Company Information in the MYS Exhibitor Resource Center:

  • Visit our website and locate the Exhibitor tab at the top of any page.
  • In the drop-down menu, select the MYS ERC.
  • If you forget your password, click on the "forgot password" button. The system will automatically send the password to the main point of contact (POC) for your company.
  • Log in to the MYS ERC using your credentials.
  • Follow the prompts to update your information. Make sure to provide up-to-date information about your company.

Save the changes. The updated information will reflect on the interactive floorplan and exhibitor list on www.ergoexpo.com    

Updating Company Information on the Cvent Exhibitor Registration Portal:

  • The main contact for your company will receive an email containing a link to access the Cvent Exhibitor Registration Portal.
  • Open the email and click on the provided link to log in.
  • Once logged in, you will be able to update your Company Profile.
  • Make sure to provide accurate and comprehensive information about your company within the event app powered by Cvent.

Please note that it is essential to update information in both the a2z Exhibitor Portal and the Cvent Exhibitor Registration Portal to ensure that attendees have the most complete and up-to-date information about your company during the conference.

Additional Opportunity: Upgraded Listings with National Ergo:

National Ergo offers upgraded listings that can help your company stand out. With upgraded listings, you can add additional content such as videos, product listings, press releases, and more. To learn more about the upgraded listings and their benefits, contact [email protected].

By following these steps and utilizing both the a2z Exhibitor Portal and the Cvent Exhibitor Registration Portal, you can provide attendees with comprehensive information about your company at the conference.

How does Lead Retrieval work?

Maximize your exhibiting ROI with lead retrieval! LeadCapture allows you to collect attendee contact information in real-time on your phone, tablet or computer.  Log into your Cvent Exhibitor Registration Portal to order and assign your licenses. There are no physical devices this year. Here is a link to learn more about lead retrieval at National Ergo. 

Is there a Pre-Show Attendee List?

The Pre-Show Attendee list may only be purchased by contracted Exhibitors. The Attendee list contains postal mailing information only and may only be used once.  You can purchase the list via the Exhibitor Portal. 

Exhibitor Booths

When will the Exhibitor Service Manual be available?

Exhibitor Manual will be available August 2023. 

What comes with my booth?

Inline Booth – an 8' high x 10’ wide backwall drape, 3' high side rail drape, and a 7" x 44" identification sign.

All booths also include six (6) badges (1 Premium Exhibitor Pass and 5 Exhibitor Staff Passes) per 10' x 10' space, and a Basic eBooth listing which includes an online/mobile app profile with your 300-character description, company name, website URL and booth #; and 3 online product & service categories to select (upgrades available).

Additional items such as furniture, carpet, labor, storage of boxes and crates, shipping and other services can be ordered through our general contractor, Shepard Expositions.

What is the standard booth size and how much does it cost?

The minimum booth size is 10' x 10' (100 square feet). Booths may be combined to create a larger space. For details on exhibitor pricing please visit our exhibitor information page here. 

Can I view the Expo floor plan to see what space is still available?

Yes. The most current version can be found here. (Available booths are in blue)

Will there be carpet at the show?

The exhibit hall is carpeted.

What are the height restrictions for my booth?

Please contact us with any specific questions or concerns regarding height restrictions for your exhibit booth.  

What is the schedule for installing/dismantling booths?
DateAgendaTime
Monday, October 14Exhibitor Move-In8:00 AM – 5:00 PM
Tuesday, October 15Exhibitor Move-In8:00 AM – 10:00 AM
Wednesday, October 17Exhibitor Move-Out2:00 PM – 6:00 PM
Where can I refer to for answers to questions about fixtures, electricity, shipping, etc. for my booth?
Most questions about fixtures, electricity, shipping, etc. will be answered in the 2023 National Ergo Exhibitor Manual. Available August 2023.

Shipping and Material Handling

How do I ship to the advance warehouse?

Shepard will accept freight beginning of September. The warehouse receiving hours are 8am – 4pm Monday – Friday, with the exception of holidays.  Refer to Shepard Show Information pages for warehouse hours. No appointment is necessary.

To check on your freight arrival, reach out to the Shepard Customer Service team at [email protected].

To ensure timely arrival of your materials at show site, freight should arrive by the deadline date listed in the exhibitor kit. Your freight can still be received after the deadline date, but additional charges will be incurred. Note that to guarantee show site delivery before general exhibitor move-in, freight must be received by

The warehouse will accept crates, cartons, skids, trunks/cases, and carpets on skids. Loose or pad-wrapped material must be sent directly to show site.  All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight. Certified weight tickets must accompany all shipments. Warehouse freight will be delivered to the booth prior to exhibitor setup. Please reach out to the Shepard Customer Service team at [email protected] if you want to ship oversized material that requires special equipment to the warehouse.

How should I label my freight?

The label should contain your exhibiting company name, booth number, C/O Shepard, and the name of the event. Specific shipping address labels for either the warehouse or show site can be found on the Warehouse & Show Site Shipping Labels doc in the exhibitor service manual. 

FOR ADVANCE SHIPMENTS TO THE WAREHOUSE: Must arrive between October 9th and November 3rd without penalty

Exhibiting Company Name/Booth # _____
National Ergo
C/O Shepard Exposition Services
5845 Wynn Road, Suites A,B,C,D
Las Vegas, NV 89118

Warehouse hours: Monday - Friday 8:00AM - 4:00PM

FOR DIRECT SHIPMENTS TO THE CONVENTION CENTER: First day freight can arrive at show facility is November 7th  

C/O Shepard Exposition Services
Exhibiting Company Name/Booth # _____
National Ergo
Mandalay Bay Convention Center
3950 Las Vegas Blvd. South
Las Vegas, NV 89119

What about prepaid charges?

Shepard Logistics is the official carrier of National Ergo and Shepard Exposition Services.  If you chose not to use Shepard Logistics for your inbound or outbound shipments, all shipments should be pre-paid with the carrier of your choice.  Outbound shipments with other carriers should be designated via the Outbound Material Handling Authorization form that will be sent to you from Shepard.  This form should be filled out in advance of the show and can be amended onsite, if needed. 

When will my items that were shipped in advance to the warehouse arrive in my booth?

Those items that you shipped in advance to the warehouse should be in your booth by the time you arrive on the first day of move-in.

What if my shipments are not in my booth?

If all of your items are not in your booth by the first move-in day, you may contact Shepard at the Exhibitor Services Center or speak with any Shepard material handling supervisor. Please have your tracking information handy, including the location the item(s) was shipped to. Shepard will determine if the shipment has been received. If the shipment has not been received, Shepard representatives will help you track it. Or, if you prefer, you can track the shipment yourself.

What happens to my empty containers during the show?

Empty stickers (to be placed on each empty container) should be picked up at the Exhibitor Service Center or from Shepard associates on the show floor. Each container should have an empty sticker with your company name and booth number. These containers are picked up throughout the move-in days and are stored offsite during the show. Please make sure that your containers are completely empty as they will not be accessible during the show.

At the close of the show, the empty containers will be returned to the booth in random order. Depending on the size of the show, this process may take several hours.

Is there a fee to have my empty containers stored?

There is no fee if you use Shepard for your material handling. If you have hand carried items and need to have boxes or containers stored there will be a fee. See material handling information in MATERIAL HANDLING section of this exhibitor manual.

How do I protect my materials after they are delivered to the show or before they are picked up after the show?

Consistent with trade show industry practices, there may be a lapse of time between the delivery of your shipment(s) to your booth and your arrival. The same is true for the outbound phase of the show – the time between your departure and the actual pick-up of your materials. During these times, your materials will be left unattended. We recommend that you arrange for a representative to stay with your materials or that you hire security services to safeguard your materials.

Booth Set-Up

Can I set-up my own booth?

Exhibitors may set up their own exhibit display if one person can accomplish without the use of hand tools.  Exhibitors are not permitted to use tools of any type (screwdrivers, hammers, electric drills, power saws, etc.) on booths of any size.  When union labor is required, you may provide your company personnel to work along with a union installer on a one-to-one basis. All company working personnel must have proof of employment with the said exhibiting company.

What do I do when I arrive at show site?

When you arrive at show site, you should go to your booth space and check that everything is there. Check each item against your shipping information. Also, make sure that if you ordered electrical that it has been installed. And, if you ordered carpet from Shepard, make sure it has been installed as well. If anything is missing, please contact Shepard at the Exhibitor Services Center or speak with any Shepard associate on the show floor.

What should I bring with me to show site?

You may wish to bring a copy of your order confirmations if you ordered online or copies of your paperwork if you sent your orders in by mail or fax. Also, bring copies of what you have shipped, how it was shipped, and any tracking numbers provided by your carrier. You will also want to bring the information for outbound shipping after the event including your carrier and address to be shipped.

Is carpet mandatory for my booth?

The exhibit hall is carpeted.   

Where do I pick up my show badge on-site?

Exhibitor badges may be obtained at the registration in Room 209 of the Summit Ballroom.

What is the POV policy?

Exhibitors driving POVs may hand-carry their own materials into the exhibit facility; however, the use or rental of dollies, flat trucks and other mechanical equipment is not permitted. The following information applies to exhibitors who wish to hand carry their own materials in their own vehicle, i.e. car, pickup truck, minivan or sport utility vehicle.

Please Note: A POV, or privately Owned Vehicle, is any vehicle that is primarily designed to transport passengers, not cargo or freight. Examples include pick-ups, passenger vans, taxis, limos, etc.  Anything larger is considered a Company Vehicle. Exhibitors are not allowed to unload Company Vehicles themselves.

A Company Vehicle is a vehicle designed to transport freight. Examples include towing trailers of any size, box trucks, U-Haul, semi-trucks, etc. A Company Vehicle is anything larger than a passenger van or designed for freight transportation. There is a Material Handling charge for the unloading of these vehicles.

Please refer to the Material Handling section for rates.

I ordered a skirted table and chair, but they are not in my booth, what should I do?

Go to the Shepard Service Desk at the Exhibitor Service Center and they will look up in their system what you have ordered and if they have been delivered yet. If by chance you did not order any furniture and would like to you can still order onsite with the customer service representative.

If I ordered labor, what do I need to do?

If you ordered labor, you must check in at the labor desk located at the Shepard Service Desk at the Exhibitor Service Center at the time you requested it to sign out the labor team that will be assigned to work in your booth space.

When will my carpet and furnishings arrive in my booth?

If you ordered carpet through Shepard, it should be in your booth on the first day of move-in. If you ordered electrical services, please be sure to notate on the Shepard carpet order form that you have ordered electrical. It is recommended that you provide your electrical floorplan to Shepard as well so the Shepard team can double-check that the electrical has been laid in the correct location as well as cut through the carpet and padding. This will ensure that electrical is installed prior to carpet installation.

Do I need to check-in at the onsite Exhibitor Service Center?

There is no need to check in with the Exhibitor Service Center. However, feel free to stop by if there is something they can assist you with.

What questions can they answer for me at the onsite Exhibitor Service Center?

They can help you with a variety of questions about orders, shipments, services, labor, invoice balance, empty stickers, material handling, loading, etc.

Material Handling 

What is Shipping?

Shipping is the process of a carrier picking up items from your office or any place of origin and transporting it to the dock of either the advance warehouse or event facility. Shipping is separate from Material Handling. Exhibitors may use any carrier they want, including Shepard Logistics.

What is material handling?

Material Handling is the unloading and delivery of exhibit freight to the exhibitor’s booth on the show floor, the storage of empty containers, the return to booth for packing, and the loading back onto the exhibitor’s outbound carrier. This is an automatic, all-inclusive service and is billed based on weight. This service, whether used completely or in are part, are billed as a package.

What is the material handling process?

  • Unloading freight from your carrier once it arrives at the receiving dock.
  • Transporting freight from dock to your booth space.
  • Removing empty shipping containers (boxes, crates and pallets) from your booth.
  • Temporarily storing your empty shipping containers during the show.
  • Returning empty shipping containers to your booth at the close of event.
  • Transferring your freight back to the loading dock.
  • Loading your freight into your carrier’s delivery vehicle for return shipping.
Is there an easy way to keep charges low?

Consolidate. Whether you ship to the advance warehouse or directly to show site, it is in your best interest to consolidate your shipment as much as possible. Each shipment that arrives separately is assessed the minimum charge. So, keep your charges low by skidding items so that they are sure to arrive together.

How do I estimate my Material Handling charges?

The following services whether used completely or in part are offered as a package. When estimating weight, round up to the next 100 lbs. For example: 285 lbs. = 300 lbs./100 lbs. = 3 X RATE = $ Amount or minimum charge, whichever is greater.

Standard Material Handling Rates All rates are per 100 pounds with a 200-pound minimum charge. Certified weight tickets are required on all shipments. If a certified weight ticket is not included in your shipment a reweigh ticket will be assessed resulting in additional nominal charges per item to be weighed.

Blended Rates The rates stated are blended to include overtime based on the schedule at publication. Changes in schedule or if your carrier delivers your freight outside of published hours may result in additional fees. Please see Material Handling page for a complete listing of all possible charges.

There are three categories of freight:

  • Crated: material that is skidded or is in any type of shipping container that can be unloaded by a forklift or pallet jack at the dock with no additional handling required.

  • Special Handling: material delivered by the carrier in such a manner that it requires additional handling, such as ground unloading, stacked and constricted space unloading, designated piece unloading, loads mixed with pad-wrapped material, loads failing to maintain shipping integrity, carpet and/or pad-only shipments that are not skidded, and shipments that require additional time, specialty equipment, or labor to unload. Federal Express and UPS are included in this category due to their delivery procedures.

  • Uncrated: material that is shipped loose or pad-wrapped, and/or un-skidded machinery without proper lifting bars or hooks.

Overtime and late delivery charges: Add overtime charges for inbound if material is delivered to the booth during the overtime period stated on Shepard Show Information page. This includes both warehouse and show-site shipments. Add overtime charges for outbound (the location the freight will go to after the show) if material is loaded onto the outbound carrier during the overtime period stated on Shepard Show Information page.

Add the late delivery charge listed on the order form if the shipment is accepted at the warehouse or at show site after the deadline date listed on Shepard Show Information page.

The above services, whether used completely or in part, are offered as a round-trip service and the charges will be based on the total inbound weight of the shipment.

Shipments received without receipts or freight bills, such as UPS and Federal Express, will be delivered to the booth without guarantee of piece count or condition.

Where do I get a forklift?

Forklift orders to install or dismantle your booth after materials are delivered may be ordered in advance or at show site. It is recommended that you order in advance to avoid additional charges at show site. Advance and show-site orders for equipment and labor will be dispatched once a company representative signs the labor order at the Exhibitor Service Center. Start time is guaranteed only when equipment is requested for the start of the working day. Note: forklift orders and pricing include the cost of the laborer and use of equipment.

Do I need insurance?

Be sure your materials are insured from the time they leave your firm until they are returned after the show. It is required that all exhibitors arrange all-risk coverage.

Post-Show Information

How do I get my empty containers back? When will they arrive?

Your empty containers will be returned at the close of the show, after the aisle carpet has been picked up. Keep in mind it can take several hours to return all empty containers, depending on the size of the show. Please make sure to arrange your travel accordingly.

How do I arrange outbound shipping?

Shepard Logistics Services (SLS) can handle all of your transportation needs, including outbound shipping. Simply complete the form in the exhibitor kit and a representative will contact you. 

If you have a preferred carrier that is different from Shepard Logistics Services, you may arrange in advance for them to pick up your shipment. Please refer to Shipping Addresses in the SHIPPING/MATERIAL HANDLING section for the time that your shipment will need to be cleared from your space by the outbound carrier. In the event your selected carrier fails to show on final move-out day, your shipment will either be rerouted to the Shepard carrier of choice or delivered back to the warehouse at the exhibitor's expense. For your convenience, show-recommended carriers will be on site to handle outbound transportation.

To save time, complete and submit the Outbound Material Handling Authorization Form from your exhibitor service manual or Shepard online in advance. Regardless of which carrier you use, if you submit this form to Shepard in advance, they will print your shipping labels and bring them to your booth before the show closes. You may also visit the Shepard Service Desk at the Exhibitor Service Center during the show for your shipping documents.

Each shipment must have a completed Material Handling Agreement in order to ship materials from the show. All pieces (crates, skids, cases, individual boxes, etc.) must be labeled individually.

After materials are packed, labeled and ready to be shipped, the completed Material Handling Agreement must be turned in at the Shepard Service Desk at the Exhibitor Service Center.

When will I be invoiced?

Every effort is made to invoice on the day the show opens. An invoice will either be emailed to you or delivered to your booth before the close of the show. All outstanding balances are required to be paid before departure and is required for Shepard to release your items to your carrier during load-out.

When do I need to be sure to vacate my booth space?

Please refer to Shepard Show Information page for the date and time the show needs to be cleared. Also refer to Shepard Quick Facts for the time that your shipments need to be cleared by your outbound carrier.

When will my labor arrive, and how do I make sure it has been ordered?

Check in at the labor desk in order to pick up your laborers.  

Will there be security to watch my booth items during move-out?

Perimeter security is provided at access points only. If you have something valuable in your shipment, it is advised that you wait for your carrier to arrive or hire a security guard. Also, do not label boxes with the contents (i.e., plasma screen, computer equipment) if they contain valuable materials.

Do I need to stay to supervise the movement of my items out of my booth space?

It is important to make sure your outbound paperwork is completed and turned into the Shepard Service Desk at the Exhibitor Service Center before you leave. Do not leave your paperwork on your booth materials! If you have something valuable in your shipment, it is advised that you wait for your carrier to load out before leaving or hire a security guard. Also, do not label boxes with the contents if they contain valuable materials.

Hospitality Events

Can I host a function during Expo hours?

Per the Official Regulations and Contract Conditions and in the interest of the success of the entire Event, the exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of attendees or exhibitors from the exposition hall during the official posted hours of the Event except when approved by TI. All sponsor or exhibitor events, parties, gatherings, or dinners of 25 or more people within a 5-mile radius of The Event Facility during the Official Event dates, must be approved in advance by Show Management.

If you wish to hold an event outside of the official posted hours of the event, please email [email protected] with your meeting space request. 

What information do I need know about booking a hotel?

National Ergo & ErgoExpo has secured a limited number of rooms at special discounted rates. These special rates will only be available until September 14, 2023 and on a first-come first-served basis. We encourage everyone to book rooms early.

Luxor Hotel & Casino

Standard Rate:  
Government Rate:  

To secure your hotel reservation at our host hotels, please visit https://ergoexpo.com/travel-location/.