Welcome Exhibitors! This is Your Online Resource
Please review the following information very carefully to ensure that you are up to speed on all things exhibit at NPTC 2026! Confirmed exhibiting companies must complete the required Exhibitor Dashboard.
Important Dates & Deadlines
Jan 26 – Attendee Registration Opens
Mar 10 – Early-Bird Registration Discount Deadline
Mar 12 – Initial Pre-Show Registrant Datafile to Exhibitors and Sponsors
Apr 7 – Shipments Accepted at Advance Freeman Warehouse
Apr 9 – Deadline for Freeman Online Discounts (carpet, shipping, vacuum, etc.)
Apr 10 – Second Pre-Show Registrant Datafile to Exhibitors and Sponsors
Apr 15- Deadline for SmartSource Lead Retrieval Discount Pricing
Apr 16 – Hyatt Hotel Reservation Cut-Off for Discounted Room Rate
Apr 29 – Deadline for Advance Lead Retrieval Orders with SmartSource
Apr 30 – Deadline for Advance Shipments to Warehouse without Late Penalties
May 4 – Mobile Event App Available for Download by Conference Attendees
May 7 – Display Vehicles due at West Hall D between 12:00 – 2:00 p.m.
May 7 – Shipments Sent Directly to Show Site ACCEPTED
May 15 – Final Post-Show Registrant Datafile to Exhibitors
Schedule above subject to change.
West Hall D (click here to view floorplan)
Orange County Convention Center
Orlando, FL
Vehicles on Display Due @ West Hall D
Thursday, May 7 — 12:00 – 2:00 pm
Booth Setup
Friday, May 8 — 8:00 am – 5:00 pm
Saturday, May 9 — 8:00 am – 1:30 pm
Exhibit/Show Hours (6 Total)
Saturday, May 9 — 2:30 – 5:30 pm
Sunday, May 10 — 2:30 – 5:30 pm
Booth Teardown
Sunday, May 10 — 5:30 – 10:00 pm
EXHIBITOR DASHBOARD
All exhibitors are required to agree to and abide by the official NPTC 2026 Exhibitor Rules, Regulations, Terms and Conditions. Unless otherwise specified or required in the NPTC Exhibitor Rules and Regulations, NPTC abides by and requires that all exhibitors abide by the International Association of Exhibition and Events Exhibit Guidelines. Payment of booth fee constitutes acceptance of the booth contract and agreement to the Exhibition Rules and Regulations.
Neither NPTC nor Freeman require an EAC Form be submitted for the conference.
All exhibitors must submit the form below to signify your company agrees to adhere to the NPTC 2026 Exhibitor Rules and Regulations.
As an exhibitor, a company profile with a 500-word description will appear in the official NPTC 2026 mobile app. The system automatically saves the exhibitor listing from year-to-year. Click here to view your company’s current exhibitor listing in the Exhibitor Directory.
To make any changes, you must be logged in to your NPTC profile and follow the instructions below.
All attendees, booth workers, and participants in any event or the exhibit must be registered. Full-conference registration includes admittance to all functions including the Exhibit Hall, meals, receptions, general sessions & workshops. NPTC does not offer exhibit-only passes or tickets.
NPTC recommends assigning any and all complimentary registrations your company is allotted before submitting paid registrations. Refunds are not available for paid attendee registrations when your company has unused complimentary registrations available to assign due to exhibit or sponsorship investment. Click here to purchase paid registrations above and beyond any complimentary full-conference registrations your company receives.
Your booth reservation entitles you to complimentary full-conference attendee registration(s) based on the size of your booth:
| 10′ x 10′ | ONE registration ($775+ value) |
| 10′ x 20′ or 10’x 30′ | TWO registrations ($1,550+ value) |
| 20′ x 20′ or 10′ x 40′ | THREE registrations ($1,950+ value) |
| 20′ x 30′ or larger | FOUR registrations ($2,600+ value) |
PRE-EVENT POLICIES
Freeman Company is the official exhibit hall decorator, and their online ordering system allows exhibitors to rent carpet (carpet flooring is required in all booths), order rental furniture, booth setup, shipping, and more with quick and accurate service. To take advantage of advance order discount rates, place orders on FreemanOnline by April 9, 2026. Please note that neither NPTC nor Freeman requires submission of an EAC Form (Exhibitor Appointed Contractor).
Booth Space INCLUDES:
- one 11″ x 17″ exhibitor company identification sign (inline booths only)
- Two pre- and one post-event attendee datafile (email addresses of attendees not available; nor special sorts of data)
- Company profile in conference mobile app
- Click Here to Register Complimentary Attendees with full-conference registration(s) based on booth size that provides access to Exhibit Hall, meals, receptions, general sessions & workshops, see chart below. Exhibit-only passes or tickets are NOT available.
| COMP REGISTRATIONS EARNED | |
| 10’x10′ Booth | ONE full registration ($775+ value) |
| 10’x20′ or 10’x30′ | TWO full registrations ($1,550+ value) |
| 20’x20′ or 10’x40′ | THREE full registrations ($1,950+ value) |
| 20’x30′ or larger | FOUR full registrations ($2,600+ value) |
Must be Purchased Separately/NOT INCLUDED:
- Flooring (carpet available for rent from Freeman)
- Shipping/Material Handling/Labor/Sign-hanging
- Furniture and Equipment Rentals
- In-Booth Cleaning
- In-Booth Internet/Electricity/Utilities
Click here to access the list of official NPTC-approved exhibit service providers to order electrical and utilities, catering, internet and other services for your booth.
Approved Service Providers
Exhibit Hall DECORATOR
(carpet, supplies, etc.)
Exhibitor Support
(888) 508-5054
Online Support Form
In-Booth ELECTRICITY
utilities, rigging, electricity
Kassandra Woods
o (407) 685-5793
kassandra.woods@occc.net
In-Booth INTERNET
internet, telecom
Sophia Ali, Event Coordinator
o (407) 685-2056 | c (689) 267-8615
sali@smartcity.com
In-Booth LEAD RETRIEVAL
Order Lead Retrieval
Code NPTC0526
Alyssia Perez
(972) 960-9890
aperez@thesmartsource.com
REQUIRED: Exhibitors must email info@nptc.org to receive prior approval for any in-both catering.
The Hyatt Regency Hotel is the headquarters hotel for NPTC 2026. At this time, no other hotels are offered in NPTC’s block of rooms. For more information on hotel accommodations, visit this page. We encourage you to act quickly to secure your room reservations as we are expecting a complete sell-out of our room block.
Protect Yourself From Potential Scammers: It has come to our attention that some NPTC members and/or attendees have received emails or phone calls from individuals claiming to be associated with NPTC and/or the Hotel who are offering reduced room rates for the Annual Conference. Please be advised that neither the Hotel nor NPTC would ever contact you to discuss, increase, or lower your room rate or adjust your accommodations in any way. Attendees should only book hotel accommodations using the link provided on the NPTC website. If you have any questions, please email support@nptc.org or call (703)683-1300.
Advanced Shipment Arrival
Warehouse Address: Arriving April 7, 2026 until April 30, 2026
Exhibiting Company Name: Booth #
NPTC 2026 — c/o FREEMAN
10088 General Drive
Orlando, FL 32824
Freeman will accept crated, boxed or skidded materials beginning April 7, 2026 at the above address. Shipments arriving after April 30, 2026, will be received at the warehouse with an additional after-deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM and 3:30 PM. If required, provide your carrier with this phone number: (888) 508-5054.
Shipping Direct to Show
Show Site Address: ARRIVAL BEGINNING MAY 7, 2026
Exhibiting Company Name: Booth #
NPTC 2026 — c/o FREEMAN
Orange County Convention Center
O9400 Universal Blvd
Orlando, FL 32819
Freeman will receive shipments at the exhibit hall facility on beginning Thursday, May 7, 2026. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. If required, provide your carrier with this phone number: (888) 508-5054.
Please note: Any materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form for charges for the service. Please be aware that disposal of exhibit properties is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your exhibit properties.
NPTC does not require that a copy of your certificate be on-file with us.
Exhibitor and exhibitor’s contractors shall, at their sole cost and expense, procure and maintain through the terms of this contract, comprehensive general liability insurance against claims for bodily injury or death, and property damage occurring in or upon or resulting from the premises leased. Such insurance shall include contractual liability and product liability coverage, with combined single limits of liability of not less than $1,000,000. Such insurance shall name National Private Truck Council, Orange County Convention Center and Orange County, Florida, as an additional insured. If needed, below is the address for each additional insured. Exhibitor shall furnish to NPTC a certificate of insurance (COI) evidencing the above requirements upon reasonable request by NPTC.
Exhibitor insurance is available through Rainprotection Insurance. For more information, click here. Please note that NPTC does not endorse once insurance company provider over another.
National Private Truck Council
2300 Wilson Blvd., Suite 700
Arlington, VA 22201
Fax: 815-572-9582
Orange County Convention Center
9800 International Drive
Orlando, FL 32819
Fax: 407-685-9884
Orange County Government, Florida
101 E. Central Blvd.
Orlando, FL 32801
Exhibitor’s failure to occupy booth is not subject to refund.
Relocation Requests
Exhibitors wishing to change their booth location should email sporter@nptc.org with the details of their request including preferred new location. At NPTC discretion, an exhibitor may be allowed a one-time booth relocation at no charge; any future relocations will be subject to NPTC approval and a $500 administrative fee.
Downsizing
If exhibitor choses to downsize by selecting a smaller booth space, the following policy will apply: prior to February 8, 2026, exhibitor will be entitled to a refund of the cost deferential; from February 8, 2026, to March 25, 2026 (90 to 45 days out), 50% of the cost deferential will be refunded; after March 25, 2026 (less than 45 days out), exhibitor will not be entitled to a cost deferential refund but will be responsible for payment in full of the larger booth.
Cancellations
Prior to February 8, 2026, there will be a $500.00 penalty if exhibitor cancels booth reservation (unless booth is greater than 800-square-feet in which 50% of booth cost is non-refundable). From February 8, 2026, to March 25, 2026 (90 to 45 days out), booth cancellation will result in a penalty of 50% of the total cost of the booth. After March 25, 2026 (less than 45 days out), exhibitor is responsible for full payment of the booth cost; no refunds or credits will be issued after March 25, 2026 – no exceptions.
EVENT MARKETING
The primary exhibit contact for each exhibiting company will receive three separate electronic datafiles of registered attendees: one on March 12 at approximately 60 days before the event, one on April 10 at approx. 30 days before the event, and one final datafile on May 15 following the event (dates/timing subject to change). Datafiles are not available outside of the scheduled dates, nor are any other data fields or custom data sorts provided. The datafile will include registrant name, title, company, full address, and phone (email addresses are NOT available).
Per long-standing, official Board-approved policy and as stated in the NPTC Exhibitor Rules, blast/mass promotional emails or cold-calls to fleet members and/or attendees is prohibited regardless of data source. Exhibitors wishing to send direct mail to attendees are asked to provide NPTC with an email proof of the marketing piece for approval prior to mailing.
NPTC does not share attendee information or data with third-party companies. We urge all participants to ignore/delete/block any email claiming to provide attendee information for an NPTC event.
NPTC prohibits blast/mass promotional emails or mass cold-calls to attendees.
2026 Registrant Datafile
Distribution to Exhibitors
March 12
April 10
May 15
Attendee Registration Opens January 26
Introducing an all-new marketing opportunity for exhibitors—Pre-Show Email Banners—the perfect way to get in front of attendees before the event begins. Upon purchase, your company’s banner designed by your marketing team and a clickable link of your choice will be included in official informational emails sent by NPTC to all conference registrants.
- Guaranteed Visibility: Every registered attendee receives your message, ensuring maximum impact.
- Targeted Impact: Reach decision makers and buyers exactly where they’re paying attention.
- Generate Momentum: Promote booth visits, special offers, or product launches.
- Limited Availability: Pre-Show Email Banners are exclusively available to confirmed NPTC 2026 exhibitors and are expected to sell out quickly.
- NPTC’s Exhibitor Email Policy Remains Unchanged: Mass promotional emails or unsolicited cold calls to attendees are strictly prohibited.
Available for confirmed NPTC 2026 exhibitors only. Limit one banner purchase per exhibiting company per email date. Payment required at time of purchase. Image file in 350 x 50px PNG format and link must be uploaded before deadline. Email design and banner placement solely at NPTC discretion. Email sporter@nptc.org with any questions.
APRIL 1
$1,500
HOTEL DEADLINE EMAIL
Payment required at time of purchase. Image file in 350 x 50px PNG format and link must be uploaded before March 27.
Quantity of four (4) banners to be included in email.
APRIL 17
$2,000
KNOW BEFORE YOU GO EMAIL
Payment required at time of purchase. Image file in 350 x 50px PNG format and link must be uploaded before by April 13.
Quantity of five (5) banners to be included in email.
MAY 4
$3,000
LAST MINUTE REMINDERS EMAIL
Payment required at time of purchase. Image file in 350 x 50px PNG format and link must be uploaded before by April 27.
Quantity of five (5) banners to be included in email.
~60% of total attendees based on past 2 years of registration statistics
~76% of total attendees based on past 2 years of registration statistics
~93% of total attendees based on past 2 years of registration statistics
SmartSource® is the official lead retrieval provider for NPTC 2026.
We’re happy to announce that SmartSource® has been selected as the official lead retrieval partner for the show this year. Their solutions offer real-time data capture, custom qualifying parameters, a free-form notes section, and much more. Best of all, the data is available instantaneously in an easy-to-read format, allowing for immediate follow-up both during and after the show.
The following lead retrieval options are available to order now:
• SmartSource Mobile App
• Bluetooth Scanner & Accessories
For discounted pricing, exhibitors must place their lead retrieval order by April 15, 2026. All advance show orders must be placed by April 29, 2026, and all other orders must be placed by end of show on Sunday, May 10, 2026.
Questions? Contact the SmartSource Exhibitor Services Team at (877) 876-4111 or via email.
NPTC does not provide press conference sessions or scheduling in conjunction with the conference. Moreover, a dedicated press room is not available. For more information about NPTC’s policy and press relations, please contact Tom Moore at tmoore@nptc.org.
Literature Drops NOT PERMITTED
Hotel room or other literature drops are NOT PERMITTED under any circumstances, as per the NPTC Exhibitor Rules and Regulations and official policy of the NPTC Annual Conference Planning Committee.
Advertising Opportunities
If you are looking for increased visibility beyond the opportunities above, we encourage you to consider becoming a sponsor. Contact Serena Porter at sporter@nptc.org for more information.
ONSITE INFORMATION
Attendee badge pickup begins Friday afternoon at the Registration Desk located outside West Hall D of the Orange County Convention Center, Orlando, Florida.
At the registration desk, your attendees will receive their badge and conference materials packet. Attendees must wear their badge at all times during the event. You and/or your attendees may enter the exhibit hall on Saturday morning to setup your booth prior to picking up your badge and registration materials.
Registration Desk Hours
Friday, 5/8 2:00pm – 6:00pm
Saturday, 5/9 9:00am – 5:30pm
Sunday, 5/10 7:30am – 4:00pm
The NPTC 2026 mobile event app, sponsored by J. J. Keller & Associates, will be available for download in early May on the Apple App Store and Google. Keep an eye on the Weekly Update for the official announcement.
Exhibitor listings are included in the app so that attendees have access to your information right at their fingertips! Sponsors are also featured prominently in the app.
NPTC 2027 will be changing both the days of the week and location!
Scheduled Thursday, May 6 through Saturday, May 8, next year’s conference at the Marriott World Center in Orlando, FL is designed to better support your schedule while delivering an engaging experience.
NPTC 2027 at the Marriott World Center in Orlando will feature a fully integrated event space that keeps you close to every session, workshop, and exhibitor in a modern, elevated venue. In conjunction with the new location, a new booth selection process will be introduced and conducted onsite during NPTC 2026.
Exhibitor contacts, please keep an eye on your inbox for more information in the coming months. We can’t wait to welcome you to the enhanced NPTC 2027 experience!
If your company will be displaying a vehicle,
please click here to submit the Vehicle Display Form.
Show display vehicles must arrive at the Orange County Convention Center West Hall D Loading Door at 12:00p Noon on Thursday, May 7, 2026. Vehicles will be checked-in by Hall security before they are permitted on the exhibit hall floor at which time Freeman staff will direct your driver to your booth location.
Requirements: (1) vehicle’s gas tank is required to have 1/4 tank of fuel OR less; (2) gas-cap must be locked or taped shut; and (3) after the vehicle is moved into place on the show floor, the battery is required to be disconnected. A Vehicle Safety Inspection Form will be provided that must be submitted at security check-in.
** Remember to check that your fuel level is below a quarter tank full. **
While Truck-Trailers on display do not need to be checked-in (unless the tractor is staying in the booth), they must also arrive at the West Hall D Loading Door of OCCC at 12:00p Noon on Thursday, May 7, 2026, for EARLY move-in.
. Vehicle MOVE-IN
Following security guard “check-in” at the OCCC West Hall D loading door, your driver will be directed by show management or Freeman staff to immediately drive the vehicle into the hall and to your booth space where he/she can position the unit in its final display location – if ordering carpet from Freeman, it will be in-place prior to vehicle move-in. If you are bringing your own carpet, you will want to have it installed prior to vehicle move-in but not before 11:00 AM on Thursday, May 7, 2026; access to the hall for early carpet install is permitted and must be coordinated and confirmed with Freeman. Exhibitors are welcome to have a staff member be present (other than the driver) to ensure your vehicle is positioned properly in your booth at that time.
Vehicle MOVE-OUT
All vehicles on display will be directed by Freeman staff for move-out. Please have your driver on-hand and present in the hall by 5:30 PM on Sunday, May 11, 2026, at your booth. Once the majority of the aisle carpet is pulled from the floor, the loading doors will be opened and vehicles will be lead off the floor. Most vehicles will vacate the hall by 7:00 PM.
Instructions for Your Driver
When your driver arrives at the Orange County Convention Center, West Hall D, 9800 International Drive, Orlando, Florida, on Thursday, May 7, 2026, at 12:00p Noon, there will be parking available to stage your vehicle just outside the West Hall D loading door. Your driver can wait with their vehicle until directed to enter the building via the Hall D loading door by Freeman staff or show management.
No entertainment of customers (or prospective customers) or meetings/gatherings are permitted when an official NPTC event is scheduled, either during the day or evening, from May 9 through May 11, 2026. Saturday, May 9 is the official ACT-1 Gala Reception, beginning at 6:00 p.m. at the Hyatt Regency Hotel. No other activity can be held that evening – no exceptions.
NPTC also prohibits the distribution or substitution of any item in the official NPTC sponsored registration package.
NPTC Door Prizes
NPTC will give-away five (5) $100 giftcards (sponsored by NPTC) to randomly-selected fleet members in attendance at 2:50pm on each day. This is for NPTC only and does not involve an opportunity for exhibitors.
Then, NPTC will give-away one (1) $500 giftcard (also sponsored by NPTC) to a randomly-selected fleet member in attendance at about 5:10pm each day. This is for NPTC only and does not involve an opportunity for exhibitors.
Public Announcements for Exhibitor Prizes
Exhibitors wishing to have their booth prizes announced over the public speaker should complete the entry form available in the exhibit hall during show hours at the NPTC desk in the front of the hall. Completed entry forms must be turned in by 5pm each day. Exhibitor booth prize giveaways will be announced before the show concludes (limit of 3 per day/exhibitor/session). Exhibitors should keep record of their prize winners should any follow-up or pickup arrangement be required.
NPTC Event Management Contacts
| Tom Moore, CTP, EVP tmoore@nptc.org |
Programming / Content / Speakers / Schedule CTP Program / Awards / Photographer Trade Press Relations/ Publications |
| George Mundell, EVP & COO gmundell@nptc.org |
Event Administration Exhibit Hall / Sponsorships Public Announcements / Prizes |
| Serena Porter, Director, Membership & Marketing sporter@nptc.org |
Membership / Mobile App Exhibitor Management Website / Online Payments Booth Reservations |
| Kristen Todd, Director, Education & Certification ktodd@nptc.org |
Registration / Cancellations / Refunds CTP Program On-site Registration Desk |
- Does my company need to be a member of NPTC to be an exhibitor?
No, but if your company is a member of NPTC, you are eligible for significantly discounted rates to exhibit and attend. For more information on membership and to join, click here. To see if your company is already a member, click here. - Is special permission required to hang a sign above my booth?
No, but hanging-signs are only permitted to be hung above ISLAND booths. Hanging and associated labor for signs must be ordered through the OCCC rigging service; click here for rigging guidelines. - How do I check to see who is already registered as an attendee from my company?
Click here for a real-time listing of registered attendees in company alpha-order. - Can I pick up name-badges and registrant materials for other members of my company’s staff?
Visit the registration desk near the Exhibit Hall of the Orange County Convention Center during open hours (click here to view registration desk hours). Note: You and/or your attendees may enter the exhibit hall on Saturday morning to setup your booth prior to picking up your badge and registration materials. - Can I and/or my company’s attendees participate in the general sessions and educational workshops?
Yes, all registrants are welcome and encouraged to participate in all activities, including general sessions, educational workshops, meal and social functions, awards ceremonies and the exhibit hall. - Does NPTC offer exhibit-only badges, passes or tickets for booth workers or others?
No, a full, paid/comp registration is required to access the exhibit hall and/or any event or activity at NPTC. Your booth worker staff must be registered with either a COMP full registration or a regular paid full registration. No exceptions. - Can I and/or my company’s staff register onsite, in-person in Orlando? Is there any registration rate cost difference between advance purchase versus onsite purchase?
Yes, onsite registration is available at the Registration Desk near the Exhibit Hall at the Orange County Convention Center. Attendees can follow signage from the hotel. Registration rates are the same for advance and onsite purchase. - If I am unavailable to participate in the booth selection meeting onsite in Orlando, can/should I send someone from my company in my absence?
Yes, definitely. If you want to have advance priority booth selection to secure your preferred booth location, you must have someone from your company participate IN-PERSON at the live meeting scheduled for Monday during the conference at 1:00 pm at the Orange County Convention Center. Additional information and specific instructions will be emailed to all exhibitors just prior to the start of the conference. - Can I share my booth with another company?
Assigned booth space is for the exclusive use by the contracted exhibiting company only. Sharing/sub-leasing booth space is not allowed. See Exhibitor Rules and Regulations for specifics. - What is the attire for the conference?
NPTC 2026 dress is business casual.
Social Media Kit
Exhibitors may use the images below to promote the event on their social media channels with hashtag #NPTC2026
Printed material using conference images or the NPTC logo requires advance approval by NPTC: send proof to sporter@nptc.org.
Square Image PNG
300×250 px PNG
Banner Image PNG