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

Lou Mancini, Operations



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

Deadlines & Checklist

About Your Room - Coming Soon!

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 13, 2018

10:00 AM - 6:00 PM


April 14, 2018

10:00 AM - 6:00 PM


April 15, 2018

10:00 AM - 4:00 PM

Move-Out Day & Time


April 15, 2018

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 Liz to liz@jdevents.com.
Submit New Product Introductions. To submit your New Product Introduction, click here.
Submit Special Events, Demos, etc. Click here for the form.
Register for Exhibitor Badges. Submit your badges 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 3, 2018

Exhibitor Profile / Partners / Brands / Product Categories - Deadline for this information to be printed.  You will have received information on how to submit this information from Dawn Jeffrey.  Review the listings we have for your room on the AXPONA exhibitor list and Dawn with questions Dawn@jdevents.com

 March 9, 2018

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 Lou Mancini know by today! lou@jdevents.com or 203-416-1926.
Sleeping Room Location - submit your request to Lou Mancini to have your sleeping room next to our near your exhibit room by today. Lou@jdevents.com or 203-416-1926.
Certificate of Insurance Due - for more information.

 March 12, 2018

Event Guide Ad Materials - If you purchased an ad or the AXPONA Event Guide, materials are due today! Here is the spec sheet.

 March 23, 2018

Press List Available - Contact Natalie or Sophia to request the list.

 March 26, 2018

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

 March 30, 2018

Exhibitor Badge Deadline - Register for your exhibit badge by today. Register Here!
 April 2, 2018  
Shipping - If you are using AFC for transportation this is the last day you can ship at the listed Tarriff Schedule. AFC Information.

 April 6, 2018

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

 At Show


 Wednesday, April 11, 2018

Freight - AFC delivers all Advanced Warehouse Freight and all freight from AFC Transportation Wednesday night.

 Thursday, April 12, 2018

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 13, 2018

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 14, 2018

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

 Sunday, April 15, 2018

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 Schaumburg Lobby. Start marking 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 15th. Remaining freight will be removed by the Renaissance and AXPONA. 

 Post Show


 April 18, 2018

AFC Warehouse - Freight available for pick up. AFC Information.
 April 23, 2018  
AFC Warehouse - Last day for freight to be picked up at the warehouse without additional fees.

 April 25, 2018

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

 April 27, 2018

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:

Lou Mancini, Operations203-416-1926 lou@jdevents.com