Exhibitor FAQ

When can I set up my booth?
Wed. Feb. 20 at 8 a.m. - 4:30 p.m. is exhibitor set up.  No one will be allowed to set up any earlier, no exceptions. 

What are the exhibit hall hours?
Exhibits will open Wed. Feb. 20 at 5:30 p.m.  Complete schedule

When is my booth balance due?
Booth balances are due by Dec. 15, 2018.  You will receive an email from ACA if you have a balance owed.  No one will be permitted to set up their booth until paid-in-full.

What are the booth sizes?
Booths are 10 deep x 10 wide

Can I have a Tent/Canopy Display?
A tent or canopy display must be approved.  You will need to email kbruno@acacamps.org the dimensions and material (cloth, plastic, fire resistant, etc.) of the display for approval.  You may be required to have a working fire extinguisher at the booth. Displays shall not be placed in such a manner as to block, shield, or interfere in any way with other exhibits.  Displays Display boards and other equipment more than 36 inches in height must not extend more than 48 inches from the booth back wall in all regular aisle locations.  Your display must fit in the 10 x 10 area and not be taller than the back wall of 8'.  Displays, included banners taller than 8' must be approved by ACA in advance.

What comes with my booth fee?
Your booth comes with pipe, drape and a sign.  You will need to purchase carpet, electricity, tables, chairs, waste basket, Wi-Fi, etc. See the service kit from Freeman when it arrives in Jan.

What is the celing height?
15' is the allowable ceiling height for displays and banners.

How many badges come with my booth?
You are provided with 4 name badges.  Badges are for employees are representatives of your company, no exceptioin.  You may purchase additional badges for $50 up to three additional badges.  Any badges over max of 7 will have to purchase a daily registeration ticket.

When can I start shipping my materials?
Freeman Decorators will send you an email with a link to the service kit mid-January.  We will also post a link on the exhibitor page when it is available.  There will be shipping instructions in the kit when they will start accepting deliveries to the warehouse. 

Can I ship directly to Gaylord Opryland?
ACA's Official Service Contractor will be Freeman. Check the Freeman Service Kit for all shipping details mid-November. Any freight shipped to the hotel should be addressed to Freeman and scheduled to deliver during exhibitor move-in. Shipments arriving before exhibitor move-in may be refused by the facility.  Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor.  

Is the Gaylord Opryland a union facility?
Union labor may be required for certain aspects of your exhibit handling.  Please be sure to refer to the Union Jurisdictions page of the Freeman Service Kit that will be available mid-November 

Is there parking for my trailer? If so, where and what would the charges be?

If  the exhibitor is staying at the Gaylord property, they should contact the Gaylord for parking information.  If they are not a guest of the hotel, they will need to find and make their own arrangements for the parking of their trailer.  

Is the hall carpeted?
No, only the aisleways. You must provide or purchase carpet for your booth.

Who do I contact to order Audio Visual Equipment for my booth at the Gaylord Opryland?
You will be able to order this type of equipment through the AV forms that will be provided in the Freeman Decorators sercive kit.

Am I allowed to unload my own materials?
F/T Employees of the Exhibiting Company can ‘hand carry’ (no wheels) their material through the hotel.  Any materials unloaded at the dock, will be handled by Freeman and there is a charge for that.  

Can I sell product at my booth?
Yes.  Follow the sales tax guide lines for the state of Tennessee.

Can I provide food samples at my booth?
We do NOT permit any outside food or beverage without expressed written consent from the food and beverage supplier.  Please contact your Event Manager for additional details.

Is it possible to buy event/meal tickets for friends and family?
Yes, you may purchase them on site, subject to availability. Spaces reserved in advance are guaranteed. On-site ticket availability may be limited.  If you would like to pre-order tickets contact someone in business development to add to your exhibitor agreement.

Can I submt to do a session or a workshop?
Yes, Proposals will be accepted through September 15, 2018. Visit www.ACAcamps.org/conference/cfp for more details.  You must be an exhibitor to present.

Should I register first or make hotel reservations first? 
Exhibit space and hotel guest tooms are limited. To secure your room at the conference hotel, we suggest you proceed in making hotel reservations first. For more details, visit www.ACAcamps.org/conference/hotel

Why should I stay at the conference host hotel(s)?
The success of the national conference depends on registrants and exhibitors staying at the contracted host hotel to offset the sizable costs of producing the conference and exhibits. ACA cannot meet contracted room obligations if registrants and exhibitors reserve rooms in other area hotels. The risk of incurring tens of thousands of dollars in financial penalties (attrition fees) increases with each registrant who stays outside the host hotel. If we do not meet our guarantee, we will have to pay penalties, which add to the costs of the conference and in turn increase registration and exhibitor fees. Sustaining a financially successful conference for ACA means ensuring that both conference registrants and exhibitors have a quality, meaningful event that will reap benefits for you and the profession for years to come.

What airport should I use?
The Nashville International Airport (BNA) is located about 9 miles away from the Gaylord Opryland Resort and Convention Center where the Conference is being held. For more details, visit www.flynashville.com.

What are my ground transportation options from the airport?
The Nashville International Airport (BNA) is located about 9 miles away from the Gaylord Opryland Resort and Convention Center. • Resort airport shuttle service, must be pre-scheduled, estimated fee: $19 (one way), $30 (round-trip). Shuttle Phone: 615-883-2211 • Estimated taxi fare: $30 (one way) For more information, visit https://www.flynashville.com/ground-transportation/Pages/default.aspx. 

If I plan to drive, what is the parking fee?
Standard self-parking at the conference headquarters resort is $29.00 per day. Valet parking is $38.00 per day. The resort address is 2800 Opryland Dr, Nashville, Tennessee 37214

What dining options are available at the conference hotels?

  • Cascades American Café
  • Cocoa Bean
  • Conservatory Café
  • Delta Marketplace
  • Findley’s
  • Fuse Sports Bar
  • Jack Daniel’s
  • Old Hickory Steakhouse
  • Paisano’s Pizzeria & Vino
  • Ravello
  • Solario Cantina
  • Stax
  • Wasabi’s Sushi
  • Bravo Gelato
  • Delta Delight Frozen Yogurt
  • American Craft Tavern
  • Conservatory Wine Bar
  • The Falls Bar & Lounge
  • Library Lounge at Old Hickory Steakhouse

For more details on these dining options, visit https://www.marriott.com/hotels/hotel-information/restaurant/bnagogaylor... coming.

What is the appropriate dress for the conference?
Casual! Please come in clothes that are comfortable for moving around, enjoying sessions, and stepping outside. Session room temperatures vary, so wear layers and plan accordingly. Bring comfortable shoes/boots for walking. 
 
What are the expected temperatures for Nashville in February?
The average temperatures for Nashville in February are: High: 52°F, Low: 31°F. For the most current weather conditions or forecast, click on one of the following links: https://weather.com/weather/today/l/USTN0357:1:US https://www.accuweather.com/en/us/nashville-tn/37243/weather-forecast/35...