Exhibitor Manual: Meeting Rooms

Meeting Room Exhibitor Manual
This information is for exhibors who are exhibiting in a Meeting Room
(ie. Nirvanas, Utopias, Schaumburgs etc)

If you have questions or need assistance please don't hesitate to contact our Exhibitor Services & Operations Team.

Jordan Brereton, Exhibitor Services Lou Mancini, Operations
203-416-1928 203-416-1926
 jordan@jdevents.com  lou@jdevents.com



Exhibitor Services Manual - Information & Forms
Click below to access forms and information.

Deadlines & Checklist

Exhibitor Profile Management

Shipping Freight

Drape Vendor

Exhibitor Badge Registration

Floral Vendor


Room Treatment Vendor

Rules & Regulations

Electric Internet Needs

Speciality Furniture


Marketing Opportunities


IL Department of Revenue Tax Form


Show Schedule

Move-In Day & Time


April 12, 2018

8:00 AM - 4:00 PM

Exhibit Days & Times


April 12, 2019

10:00 AM - 6:00 PM


April 13, 2019

10:00 AM - 6:00 PM


April 14, 2019

10:00 AM - 4:00 PM

Move-Out Day & Time


April 14, 2019

Rooms: 4:00 PM - 10:00 PM
Exhibits:  4:00 PM - 7:00 PM


Exhibitor Timeline & Checklist

 Pre Show


 Complete Immediately

Company Logo - If you purchased a logo with your Exhibitor Profile, send your logo to Jordan Brereton, Jordan@jdevents.com.
Submit New Product Introductions. To submit your New Product Introduction, click here.
Submit Special Events, Demos, etc. through Exhibitor Management.
Register for Exhibitor Badges. Submit your badges- click here.
Advertising & Sponsorship Opportunities To purchase an event guide ad or other sponsorship opportunities contact Mark Freed, Mark@jdevents.com.  
Event Guide Ad Materials - Begin developing your ad materials if you purchased an ad. Spec Sheet
AXPONA Logos & Web Banners - visit the Press, Promotion & Marketing page for downloads
Complimentary Marketing and Promotion Opportunities - take a look through these complimentary opportunities and plan your pre-show promotion. Get in front of the press! Guest Passes!  And More...

March 1, 2019

Exhibitor Profile / Partners / Brands - Deadline for this information to be printed. To manage information, login to Exhibitor Management. The primary contact will have recieved login information. Review the listings we have for your room on the AXPONA exhibitor list and Jordan with questions jordan@jdevents.com

 March 8, 2019

Furniture Request - Tables & Chairs. For more information click here.
Freight Plan - How are you getting your product to the Renaissance? (AFC, Hand Carry, Dock Access) Let Jordan Brereton know by today! jordan@jdevents.com or 203-416-1928.
Sleeping Room Location - submit your request to Jordan Brereton to have your sleeping room next to or near your exhibit room by today. jordan@jdevents.com or 203-416-1928.
Certificate of Insurance Due - for more information.
Event Guide Ad Materials - If you purchased an ad for the AXPONA Event Guide, materials are due today! Here is the spec sheet.

 March 22, 2019

Press List Available - Contact Natalie to request the list.

 March 25, 2019

Shipping - AFC Advanced Warehouse starts accepting shipments. AFC Information.
Shipping - AFC Transportation begins. AFC Information.

 March 29, 2019

Exhibitor Door Signs - Exhibitor Door Sign information downloaded from website.We will download the primary exhibitor, partners and brands for your room and list them on your door sign. The primary exhibitor/room owner will be listed first. All partners and brands will be listed in alphabetical order.
New Product Introductions Deadline - Submit your form by today. New Product Introductions
 April 1, 2019  
Shipping - If you are using AFC for transportation this is the last day you can ship at the listed Tariff Schedule. AFC Information.

 April 5, 2019

Shipping - AFC Advanced Warehouse - Last day shipments are accepted without a surcharge. AFC Information.

 At Show


 Wednesday, April 10, 2019

Exhibitor Badge Deadline - Register for your exhibit badge by today. Register Here.
Freight - AFC delivers all Advanced Warehouse Freight and all freight from AFC Transportation Wednesday night.

 Thursday, April 11, 2019

8:00 AM - Move-In Begins.
8:00 AM - Exhibitor Badge Pick-up. Pick up your badge at AXPONA Registration from 8:00 AM to 4:00 PM.
8:00 AM - AFC Warehouse Freight/AFC Transportation Freight should be in your exhibit space.
8:00 AM - Loading Dock Access. You can start offloading your freight and using the dock door/ramp but only exhibitors with scheduled time slots can use the dock.
8:00 AM - Exhibit Room Key Pick-Up. Standard room exhibitors pick-up keys at Renaissance registration. Meeting room exhibitors pick-up keys at AXPONA Exhibitor Services desk located right near AXPONA Registration.
8:00 AM - AFC Shipping Desk Open. Location Schaumburg Lobby. Shipping Desk Hours from 8:00 AM to 5:00 PM.
3:00 PM - Empty Crate Storage - Notify AFC if you need empty crate storage
4:00 PM - Exhibtor Badge Pick-up ends for the day.
4:00 PM - Final sweep for Empty Cartons / Crates / Boxes - If you need storage for empties please make arrangments with AFC or place them in the hall outside your exhibit space for AFC to pick up and store. AFC will do a final sweep at 5:00 PM. There will not be empty pick up services past 5:00 on Thursday. None on Friday, Saturday or Sunday.
5:00 PM - AFC Shipping Desk Closes.

 Friday, April 12, 2019

9:00 AM - 6:00 PM - Exhibitor Badge Pick-up. Moved to the AXPONA Registration.
10:00 AM - 6:00 PM - Exhibit Hours

 Saturday, April 13, 2019

9:00 AM - 6:00 PM - Exhibitor Badge Pick-up. AXPONA Registration.
10:00 AM - 6:00 PM - Exhibit Hours

 Sunday, April 14, 2019

10:00 AM - 4:00 PM - Exhibitor Badge Pick-up. AXPONA Registration
10:00 AM - 4:00 PM - Exhibit Hours
12:00 PM - AFC Shipping Desk Open. Located in Schaumburg Lobby. Start making arrangements for outbound shipping. Shipping Desk hours are from 12:00 PM - 9:00 PM.
2:00 PM - Coordinate with AFC for outbound shipping!
4:00 PM - AFC - return of empties begins.
4:00 PM - 10:00 PM - Move-out.
6:00 PM - AFC Starts freight sweeps.
7:00 PMAll booths in the Exhibit Hall must by empty at this time.
8:00 PM - AFC - Outbound paperwork must be completed and turned in to the AFC Info desk by 8:00 PM.
10:00 PM - AFC - Last sweep for outbound freight. All outbound paperwork needs to be completed at this time.
11:59 PM - All standard & meeting rooms must be empty by 11:59 PM on Sunday, April 14th. Remaining freight will be removed by the Renaissance and AXPONA. 

 Post Show


 April 18, 2019

AFC Warehouse - Freight available for pick up. AFC Information.
 April 19, 2019  
AFC Warehouse - Last day for freight to be picked up at the warehouse without additional fees.

 April 24, 2019

Illinois Department of Revenue - Special Event Tax Collection Report & Payment Coupon Due. More Info Here...

 April 29, 2019

AFC Transportation - If you use AFC for outbound transportation and the destination is domestic, your freight should have been delivered by today. AFC Information.


If you have any questions or need any assistance please do not hesitate to contact:

Jordan Brereton, Exhibitor Services 203-416-1928 jordan@jdevents.com

Lou Mancini, Operations 203-416-1926 lou@jdevents.com