Frequently Asked Questions for Exhibitors
The Academy of Nutrition and Dietetics invites exhibitors to participate in the 2017 Food & Nutrition Conference & Expo™ in Chicago, Ill., held October 21 – 24. Participation in our conference offers unequalled opportunities to align company products and services with the vision and objectives of our members. Learn more about the conference and Expo with these frequently asked questions for exhibitors.
The 2017 Call for Sessions has closed. Opportunities to present research, food and nutrition information, culinary demos and breaking news are included in the 2017 FNCE® Exhibitor Supporter Packages. For more information, contact Daun Longshore.
FNCE® Exhibitors who renewed their booth space on-site had to pay a non-refundable reservation fee of 10 percent of their booth rate. Exhibitors who were accepted after the on-site renewal and prior to May 1, 2017 must include a 50 percent deposit with the Application & Contract to Exhibit. Deposits can be made by check (in U.S. funds, payable to Academy of Nutrition and Dietetics), Visa, MasterCard, American Express or Discover. All exhibitors agree to pay the balance due no later than May 1, 2017. Contracts received after May 1, 2017 must be accompanied by the full payment. All applications were subject to review and approval by the Academy and all exhibitors must agree to abide by all requirements, restrictions and obligations set forth in the Rules and Regulations in the Exhibit Application and Contract.
For FNCE® 2017, booth reservations are done online. Here, you can review the booths available on the floorplan and select and e-sign the Exhibit Contract. As a new company, you need to add your company into the system and then it will prompt you to access your Exhibitor console and reserve space.
Exhibitors wishing to cancel or downgrade their exhibit booth space must inform the Academy of their intent in writing.
- If space is cancelled or downgraded by an Exhibitor before January 15, 2017, a refund will be issued for the amount paid minus the 10 percent reservation fee based on the total cost of the space rented.
- If an Exhibitor cancels or downgrades their booth between January 15 and May 1, 2017, a refund will be issued for the amount paid minus the 50 percent deposit for the total cost of booth space rented. In the event that an Exhibitor cancels their booth space, but has not paid the amount owed at the time of cancellation, the owed payment becomes a cancellation payment.
- There will be no refund given to companies canceling after May 1, 2017. No exceptions will be made.
- A reduction of the number or size of booths reserved is regarded as a cancellation and the rules of cancellation will apply. Deposits received on the cancelled booths will not be applied to the remaining balance of other booths held.
- Any space not occupied by 3 p.m. on Saturday, October 21, 2017 for which no special arrangements have been made, may be reassigned by the Academy without refund.
Exhibitor Badge Registration opens May 2, 2017. At that time, you can start registering your booth staff. We offer exhibitors two badge types. Based on your booth size, you have access to a complimentary allotment of Exhibitor Booth Badges and Exhibitor Conference badges.
Exhibitor Booth badges allow access in/out of the Expo Hall during set-up, tear-down and all show hours, as well as the Opening and Closing Sessions.
Exhibitor Conference badges allow access in/out of the Expo Hall during set-up, tear-down and all show hours, as well as Educational Sessions. (A great value if you have registered dietitian nutritionists on staff!).
All badges will need to be picked up at registration through the Express badge pick-up. Exhibit badges will not be mailed out in advance. Exhibitors are encouraged to pre-register their exhibit booth personnel in advance.
On-site, exhibit badges must get picked up individually by scanning the bar code at the Registration kiosk. The bar codes for each individual registration are sent in a confirmation email. It is recommended that if confirmation emails are sent to one person within the exhibiting company, they forward these emails with the bar code on to the individuals who will be in attendance before getting on-site.
You can make all of your hotel arrangements through the Academy’s official housing bureau, onPeak, LLC when housing opens May 2, 2017. Group blocks will NOT be allowed at the headquarters hotel in Chicago. For FNCE® 2017, we have two hotel properties designated as Exhibitor hotels – the Hyatt Regency McCormick and the Marriott Marquis.
Saturday, October 21, 2017: 6 – 7:30 p.m. (Opening Night: Centennial Celebration)
Sunday, October 22, 2017: 9 a.m. – 3:30 p.m.
Monday, October 23, 2017: 9 a.m. – 3:30 p.m.
Tuesday, October 24, 2017: 9 a.m. – 1 p.m.
*All booths must be set up by 3 p.m. on Saturday, October 21.
**All FNCE® Exhibitors can access the Expo Hall two hours before the hall opens (7 a.m.) and can stay one hour after the Hall closes each day of the show.
Thursday, October 19, 2017: 9 a.m. – 4:30 p.m.
Friday, October 20, 2017: 8 a.m. – 4:30 p.m.
Saturday, October 21, 2017: 8 a.m. – 3 p.m.
Tuesday, October 24, 2017: 1 – 6 p.m.
Wednesday, October 25, 2017: 8 a.m. – noon
These are times during show days when the Expo Hall is open and does not conflict with the Educational Sessions. These times are when you will see the highest volume of attendee traffic at your booth.
Saturday, October 21, 2017
6 – 7:30 p.m.
Sunday, October 22, 2017:
9:30 – 10 a.m.
11:30 a.m. – 1:30 p.m.
3 – 3:30 p.m.
Monday, October 23, 2017:
9:30 – 10 a.m.
11:30 a.m. – 1:30 p.m.
3 – 3:30 p.m.
Tuesday, October 24, 2017:
11:15 a.m. – Noon
The priority point system governs assignment of space at the Academy of Nutrition and Dietetics’ Food & Nutrition Conference & Expo (FNCE®) and is based on a company’s years of participation in the Expo and the size of booth space reserved in the previous years. Priority for space assignment is based on points awarded to previous Academy exhibitors during the period five years prior to the exposition for which the application is being made.
Points are accumulated as follows:
- Two points per 100 square feet of booth space utilized per year for the past five years.
- Ten bonus points for five consecutive years of exhibiting at FNCE®.
- The bonus points are forfeited if the exhibitor misses a year during this five year period.
Exhibitors can access and edit their company information via the Exhibitor Login page. Confirmed exhibitors can login and update company information, description and product categories, etc. You can also print receipts, make payments, and upload additional items into your profile, if you have purchased an Enhanced Booth Listing. All of this can be done through your secured Exhibitor Login.
Please note: We have recently learned that two companies, “Expo-Guide S de RD de CV” and “Fairguides,” who are soliciting for an exhibitor directory that references FNCE® 2010 – 2016. Please be advised that both of these companies have no relationship or affiliation with the Academy of Nutrition and Dietetics or the Food & Nutrition Conference & Expo (FNCE®). These companies appear to operate in foreign countries and we encourage all of our exhibitors to disregard these solicitations.
Be Seen & Searchable: Enhanced Booth Listings offer exhibitors the opportunity to showcase their company and products to FNCE® attendees months before the show. Add videos, product images, show specials, and press releases and more to your online profile.
As an exhibitor, you receive:
- Choice selection from booth locations in the Expo Hall
- 8′- high back drape
- 3′- high side rail drape
- Identification sign for all inline booths
- 24-hour perimeter security
- Description of your products/services in the official FNCE® Interactive Floorplan and FNCE® Mobile App
Note: Carpeting is mandatory for all Exhibit booth spaces at FNCE® 2017 and must be ordered separately.
The Exhibitor Service Kit is a comprehensive online tool for ordering all of your show services for the Food & Nutrition Conference & Expo. Here you will find all the approved vendor forms, including booth furniture and carpet rental, electrical, AV, lead retrieval, floral, photography, catering and more. Use the Exhibitor Service Kit to keep track of important deadlines and receive advance notice of early-bird pricing for show services.
With so many people in one building, it is our goal to ensure the safety of and enjoyment for all attendees and exhibitors. We appreciate your cooperation in adhering to all of the Academy’s Official Show Policies, which cover topics such as Distribution of Literature, Products, Food and Beverages; Use of Rolling Carts and Strollers; Attendance Policies; Photography and Videography Policies; and the Cancellation/Refund Policy.
As an exhibitor, there are several tools at your disposal to ensure your success at the 2017 Food & Nutrition Conference & Expo, including the Exhibitor Service Kit, monthly exhibitor emails, an Exhibitor webinar and Exhibitor website to assist in planning for the event.
The Academy has many dietetic practice groups (DPGs) and state affiliates. Some of the DPGs hold educational symposiums in the spring of each year. The affiliates do not have a direct affiliation with the Academy Headquarters, however they do hold annual meetings.