Frequently Asked Questions for Exhibitors
The Academy of Nutrition and Dietetics invites exhibitors to participate in the 2018 Food & Nutrition Conference & Expo™ in Washington, D.C., held October 20 – 23. FNCE® 2018 offers an unmatched marketplace of specialized food products, food delivery equipment, cooking products, food management, nutritional assessment tools, technology, apps and much more! Learn more about the conference and Expo with these exhibitor frequently asked questions.
The 2018 Call for Sessions has closed. Opportunities to present research, food and nutrition information, culinary demos and breaking news are included in the 2018 FNCE® Exhibitor Supporter Packages. For more information, contact Daun Longshore.
Payments 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, 2018. Contracts received after May 1, 2018 must be accompanied by the full payment. All applications are 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.
FNCE® 2018 booth reservations are available online. 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.
Any request to cancel or downsize exhibit booth space must be made in writing to Show Management at firstname.lastname@example.org.
- If space is cancelled or downgraded by an Exhibitor before January 15, 2018, 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 downsizes their booth between January 15 and May 1, 2018, 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 and is due to the Academy within 30 days of cancellation.
- No refunds will be given if a company cancels after May 1, 2018. 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 apply. Deposits received on the cancelled booths will not be applied to the remaining balance of other booths held.
- Any space not occupied by 6 p.m. on Saturday, October 20, 2018 for which no special arrangements have been made, may be reassigned by the Academy without refund.
Exhibitor Badge Registration opens May 1, 2018. At that time, you can start registering your booth staff. We offer exhibitors two badge types – Exhibitor Booth Badges and Exhibitor Conference badges. Each exhibiting company is provided a complimentary allotment of badges per net square feet occupied.
Exhibitor Booth Badge Access:
The Expo Hall during Set-up, Tear-down, Show hours, and the Opening and Closing Sessions only.
Exhibitor Conference Badge Access:
The Expo Hall during Set-up, Tear-down, Show hours, the Opening and Closing sessions and FNCE® educational sessions.
All badges must be picked up onsite at registration starting at 8 a.m. on Friday, October 19, 2018. Exhibit badges will not be mailed out in advance. Exhibitors are encouraged to pre-register their exhibit booth personnel in advance.
Hotel arrangements should be made through the Academy’s official housing bureau, onPeak, LLC when housing opens in May 2018. Group blocks will NOT be allowed at the Marriott Marquis Washington D.C., the FNCE® 2018 headquarter hotel.
Sunday, October 21, 2018: 9 a.m. – 3:30 p.m.
Monday, October 22, 2018: 9 a.m. – 3:30 p.m.
Tuesday, October 23, 2018: 9 a.m. – 1 p.m.
*All booths must be set up by 6 p.m. on Saturday, October 20.
**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 18, 2018: 9 a.m. – 4:30 p.m.
Friday, October 19, 2018: 8 a.m. – 4:30 p.m.
Saturday, October 20, 2018: 8 a.m. – 6 p.m.
Tuesday, October 23, 2018: 1 – 6 p.m.
Wednesday, October 24, 2018: 8 a.m. – noon
These are times during show days when the Expo Hall is open and Educational Sessions do not occur. These times are when you will see the highest volume of attendee traffic at your booth.
Sunday, October 21, 2018:
9:30 – 10 a.m.
11:30 a.m. – 1:30 p.m.
3 – 3:30 p.m.
Monday, October 22, 2018:
9:30 – 10 a.m.
11:30 a.m. – 1:30 p.m.
3 – 3:30 p.m.
Tuesday, October 23, 2018:
11:15 a.m. – Noon
The priority point system governs assignment of booth space during onsite booth selection appointments at FNCE®.
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 should login and update company information, description, product categories, etc. You may print receipts, make payments, and upload additional items into your profile, if you have purchased an Enhanced Booth Listing. All of this is managed through your secured Exhibitor Login.
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 to your online profile. Upgrade today by logging into your Exhibitor Login page.
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® 2018 Exhibit booths. Booth carpet/flooring and furnishings are not included in your booth rental and must be ordered separately.
The Exhibitor Service Kit is a comprehensive online tool for ordering all of your show services for FNCE® including all the approved vendor forms: booth furniture and carpet rental, electrical, AV, lead retrieval, floral, photography, catering and more. Plus, use the Exhibitor Service Kit to keep track of important deadlines and receive advance notice of early-bird pricing for show services. This will be available March 2018.
With so many people in one building, it is our goal to ensure the safety of and enjoyment for both attendees and exhibitors. We appreciate your cooperation in adhering to all of the Academy’s Official Show Policies. These cover: Distribution of Literature, Products, Food and Beverages; Rolling Carts and Strollers; Attendance Policies; Photography and Videography Policies; Social Media Guidelines; Children; Suitcasing and the Cancellation/Refund Policy.
The Exhibitor Service Kit, monthly exhibitor emails, an Exhibitor webinar and the Exhibitor website are designed to assist you in planning for a successful FNCE®.
We do not provide FNCE® Attendee lists. However, confirmed FNCE® exhibitors may purchase pre- and/or post-FNCE® eblasts through Traffic Max. This is an eblast that is sent by Traffic Max to a complete list OR targeted list of FNCE® attendees. Traffic Max is run through our Registration Company, Compusystems, and can be accessed through the Registration Portal in August 2018.
Please be advised that Compusystems is the only company that manages the Academy’s FNCE® attendee email list and InFocus Marketing the organization-wide list rental program. There are numerous vendors who claim to have access to Academy members and FNCE® attendees. These companies are not legitimate and the data they sell is many times inaccurate or incomplete. We ask all exhibitors to forward any of these solicitations to the Academy so we may send “Cease and Desist” communications.
Within the Academy are 26 dietetic practice groups (DPGs) that provide focus for specialized areas of practice. Several of the DPGs host in-person symposiums in the spring of each year and year-round virtual, educational events.
The Academy also maintains 53 affiliate organizations. These geographically affiliated organizations include the 50 states, Puerto Rico, the District of Columbia and the International Affiliate of the Academy of Nutrition and Dietetics. Although affiliated with the Academy, many of these organizations plan their own events throughout the spring and several in the fall.