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 2021! Exhibiting companies must complete the Exhibitor Walkthrough below. The remaining sections cover both the Pre-Event Guidelines and On-Site Procedures. Thank you for your support of NPTC 2021!
Important Dates & Deadlines
Attendee Registration Opens
Initial Pre-Show Registrant Datafile to Exhibitors
Early-Bird Registration Discount Deadline (extended)
Vehicle Inspection Form DUE (for exhibitors displaying vehicles)
Shipments Accepted at Advance Freeman Warehouse
Deadline for Freeman Online Discounts (carpet, shipping, etc.)
Second Pre-Show Registrant Datafile to Exhibitors (estimated)
Hilton Hotel Reservation Cut-Off for Discounted Room Rate
Deadline for Advance Shipments to Warehouse at Reduced Rate
Shipments Shipped Directly to Show Site DUE
Final Post-Show Registrant Datafile to Exhibitors
Saturday, June 12 — 8:00 am – 5:00 pm
Sunday, June 13 — 8:00 am – 1:30 pm
Exhibit/Show Hours (6 Total)
Sunday, June 13 — 2:30 – 5:30 pm
Monday, June 14 — 2:30 – 5:30 pm
Monday, June 14 — 5:30 – 10:00 pm
Tuesday, June 15 — 8:00 – 10:00 am
NOTE ABOUT EXHIBIT HALL AISLES: Due to COVID-related distancing protocols, the vertical aisles of the exhibit hall will be one-way for attendee foot traffic.
NEW THIS YEAR: ONLINE EXHIBITOR WALKTHROUGH
All exhibitors are required to agree to and abide by the official NPTC 2021 Exhibitor Rules, Regulations, Terms and Conditions. Unless otherwise specified or required in the NPTC 2021 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.
Complete the form below to signify your company agrees to adhere to the NPTC 2021 Exhibitor Rules and Regulations.
As an exhibitor, your company profile (featuring an 80-word company description) will appear for publication in the printed onsite NPTC 2021 Conference Program and in the official NPTC 2021 mobile app. Please complete and submit the form below.
Complete the form below to submit your NPTC 2021 Exhibitor Listing.
All exhibitor attendees, whether attending the full Conference or staffing the exhibit booth, are required to be registered with a full-conference registration; full registration includes admittance to all functions including the Exhibit Hall, meals, receptions, general sessions & workshops (daily registration, available only to exhibiting companies, includes only those activities being held for the specified day registered – Sunday and/or Monday).
You can purchase additional paid registrations here. NPTC does not offer exhibit-only passes or tickets; all attendees, booth workers and participants in any event or the exhibit must be registered with a comp or paid FULL registration. For One-Day/Daily Rate registrations, email email@example.com.
For any attendee updates or replacements, email Kristen Todd at firstname.lastname@example.org.
Your booth reservation entitles you to complimentary full-conference attendee registration(s) based on the size of your booth:
|10′ x 10′||ONE registration ($625+ value)|
|10′ x 20′ or 10’x 30′||TWO registrations ($1,250+ value)|
|20′ x 20′ or 10′ x 40′||THREE registrations ($1,800+ value)|
|20′ x 30′ or larger||FOUR registrations ($2,400+ value)|
Complete the form below to assign your complimentary attendees.
If you are NOT displaying a vehicle or trailer in your booth, you can disregard this section.
If you are planning to display a motor vehicle, you must complete and submit the information requested below no later than May 10, 2021.
Vehicle Inspection Instructions
All display vehicles must be inspected by the fire department before they are permitted on the hall floor. This inspection is scheduled for Friday, June 11, 2021, at 12:30 pm sharp, Eastern Time. You must have your vehicle at the Hall A Loading Dock of the Duke Energy Convention Center at that date and time. Failure to show at the specified date and time may result in your vehicle being denied access to the show. Vehicle must have (1) an operating gas gauge; (2) vehicle’s gas tank is required to have 1/4-tank of fuel OR less; and, (3) after the vehicle is moved into place on the show floor, the battery is required to be disconnected.
While Truck Trailers on display do not need to be inspected (unless the tractor is staying in the booth), they must also arrive at the Hall A Loading Dock Door of DECC by 12:30 pm on Friday, June 11, 2021, for early move-in.
. Vehicle MOVE-IN
Following inspection by a representative of the Cincinnati Fire Department at 12:30pm on Friday, June 11, 2021, your driver will be directed to immediately drive the truck himself into the hall and all the way to your booth space where he/she can position the unit in its final spot – if ordering carpet from Freeman, it will be in place prior to inspection time. If you are bringing your own carpet, you will want to have it installed prior to the inspection time; access to the hall for this purpose can be granted on Friday morning (please make request for early hall access to George Mundell at email@example.com). Freeman personnel and show staff will provide instructions to your driver onsite that day/time and guide him into and through the hall to your space. You are welcome to have someone from your staff be present (other than the driver) to ensure the truck is positioned properly in your booth at that time.
All vehicles on display will be directed by Freeman staff for move-out. Please have your drivers on-hand and present in the hall by 5:30pm on Monday, June 14, 2021, 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. In the past, most vehicles are out of the hall by 7:00pm that Monday evening.
Instructions for Your Driver
When your driver arrives at the Duke Energy Convention Center, 525 Elm Street, Cincinnati, Ohio, on Friday, June 11 by 12:30 pm, there will be parking available to stage your vehicle(s) all along West Sixth (6th) Street, alongside of the Convention Center, outside loading dock door A. Parking meters will be covered/bagged on both sides of the street for this purpose. Your driver can wait with their vehicle until the inspection sticker is applied from the Cincinnati Fire Department inspector, and is then directed to enter the Hall A loading dock by Freeman staff or show management.
Click here for a detailed instruction sheet and map for your driver.
Freeman Company is the official exhibit hall decorator. The NPTC 2021 Exhibitor Service Manual, where you can rent carpet (carpet is required in all booths), order rental furniture, electricity, internet connections, booth setup, shipping, and more, is available online for quick and accurate service.
Please note that neither NPTC nor Freeman requires submission of an EAC Form (Exhibitor Appointed Contractor).
Approved Service Providers
Exhibit Hall DECORATOR
(carpet, supplies, etc.)
utilities and cleaning
- Order Online
Other Recommended Service Providers
Please contact the NPTC 2021 Headquarters Hotel, the Hilton Cincinnati Netherland Plaza Hotel, directly at (513) 421-9100 or use this link to make your hotel reservations. NPTC has a block of sleeping rooms reserved at the special rate of $163.00 per night (single/double).
The cut-off date to guarantee the special rate at the Hilton is May 19, 2021. More information about the hotel as well as parking information is available here.
Advanced Shipment Arrival
Warehouse Address: ARRIVAL BY JUNE 7, 2021
Exhibiting Company Name / Booth #
c/o FREEMAN / UPS FREIGHT
3250 E. KEMPER ROAD
SHARONVILLE, OH 45241
Freeman will accept crated, boxed or skidded materials beginning May 14, 2021, at the above address. Shipments arriving after June 7, 2021, 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 – 3:30 PM. If required, provide your carrier with this phone number: (888) 508-5054.
Shipping Direct to Show
Show Site Address: ARRIVAL ON JUNE 12, 2021 ONLY
Exhibiting Company Name / Booth #
NPTC 2021 — c/o FREEMAN
DUKE ENERGY CONVENTION CENTER
525 ELM ST. (Receiving dock located at 6th & Plum Street)
CINCINNATI, OH 45202
Freeman will receive shipments at the exhibit facility beginning Saturday, June 12, 2021. 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, Duke Energy Convention Center/Spectra and City of Cincinnati 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.
City of Cincinnati
801 Plum Street
Cincinnati, OH 45202
Duke Energy Convention Center/Spectra
525 Elm Street Cincinnati, OH 45202
National Private Truck Council
950 N. Glebe Road, Suite 530
Arlington, VA 22203-4183
As an exhibitor benefit, you will receive three separate electronic datafiles of registered attendees – one in late-April, one in late-May, and a final datafile of attendees following the event (dates/timing subject to change). The datafile will include registrant name, title, company, full address, and phone (email addresses are NOT available).
NPTC does not offer any marketing services such as flyer mailings or blast emails to attendees. 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 prohibits blast/ mass promotional emails or mass cold-calls to attendees.
The NPTC 2021 event app will be available for download on the Apple App Store and Google Play (for Android devices) by early June – watch the Weekly Update for the 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.
Booth Cancellation Policy
Prior to March 15, 2021, 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 March 15 to April 29, 2021 (90 to 45 days out), booth cancellation will result in a penalty of 50% of the total cost of the booth. After April 29, 2021 (less than 45 days out), exhibitor is responsible for full payment of the booth cost; no refunds or credits will be issued after April 29, 2021 – no exceptions.
Booth Downsize Policy
If exhibitor choses to downsize by selecting a smaller booth space, the following policy will apply: prior to March 15, 2021, exhibitor will be entitled to a refund of the cost deferential; from March 15, 2021 to April 29, 2021 (90 to 45 days out), 50% of the cost deferential will be refunded; after April 29, 2021 (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.
Exhibitor’s failure to occupy booth is not subject to refund.
ONSITE POLICIES AND INFORMATION
Attendee packet pickup begins Saturday afternoon at the Registration Desk located outside Exhibit Hall A, 1st floor, at the Duke Energy Convention Center, 525 Elm Street, Cincinnati.
At the registration desk, your attendees will receive their badge and conference materials packet. Attendees must wear their badge at all times during NPTC 2021. 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
Saturday, 6/12 2:00pm – 6:00pm
Sunday, 6/13 9:00am – 5:30pm
Monday, 6/14 7:30am – 4:00pm
The meeting for priority selection of 2022 exhibit booth spaces will take place on-site in Cincinnati on Monday, June 14, 2021, at 1:00 p.m., in the Duke Energy Convention Center in room 206 North. Someone from your company should plan to attend IN-PERSON to ensure your preferred booth space for NPTC 2022 in Cincinnati.
The selection process is a lottery system (similar to a sports-draft) whereby priority is based on current Conference exhibit and sponsorship support and longevity of NPTC membership. When your company is called in order of priority at this meeting, you will have the immediate opportunity to select your exhibit booth location for NPTC 2022. This is a fast-paced meeting that usually takes about an hour. Watch your email for more information on this important meeting.
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 June 13 through June 15, 2021. Sunday, June 13, 2021, is the official ACT-1 Gala and Reception, beginning at 7:00 p.m. at the Hilton Cincinnati Netherland Plaza. 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.
Public Announcements in Exhibit Hall for Booth Prizes
NPTC will be awarding gift-card prizes to registered fleet member representatives at the start of the show and during show hours each day. Exhibitors wishing to have their prizes announced over the public speaker will be given an opportunity to do so at the end of each day before the show concludes (limit of 3 per day/exhibitor/session). Please listen for public speaker announcements on-site for details. You can view the entry form here and they will be available onsite for this purpose.
No Lead Retrieval Systems
NPTC does NOT offer, operate or permit lead retrieval systems, nor are they available from another source.
Press Conferences / Press Room / Press Relations
NPTC does not provide press conference sessions or scheduling in conjunction with NPTC 2021. Moreover, a dedicated press room is not available. For more information about NPTC’s policy and press relations, please contact Tom Moore at firstname.lastname@example.org.
Literature Drops NOT PERMITTED
Hotel room or other literature drops are NOT PERMITTED under any circumstances, as per the NPTC 2021 Exhibitor Rules and Regulations and official policy of the NPTC Annual Conference Planning Committee.
The attendee dress code for NPTC 2021 is business casual.
NPTC Event Management Contacts
|Tom Moore, CTP, EVP
|Programming / Content / Speakers / Schedule
CTP Program / Awards / Photographer
Trade Press Relations/ Publications
|George Mundell, EVP & COO
Exhibit Hall / Sponsorships
Public Announcements / Prizes
|Serena Porter, Membership Manager
|Membership / Mobile App
Website / Online Payments
2022 Booth Reservations
|Kristen Todd, Education Manager
|Registration / Cancellations / Refunds
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 up to 200-pounds should be ordered through Freeman Online or via the PDF exhibitor kit. For the hanging sign shipping label to Freeman warehouse, click here. For hanging signs weighing over 200-pounds, contact Paul Ramstetter of Prestige A/V at email@example.com or call (513)419-7326.
- 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. Note, registration will open March 1, 2021.
- Can I pick up name-badges and registrant materials for other members of my company’s staff?
Visit the registration desk in the Hall A lobby of the Duke Energy Convention Center during open 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 2021. 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 Cincinnati? Is there any registration rate cost difference between advance purchase versus onsite purchase?
Yes, onsite registration is available at the Registration Desk in the lobby of the Duke Energy Convention Center. No, registration rates are the same for advance and onsite purchase.
- If I am unavailable to participate in the 2022 booth selection meeting onsite in Cincinnati, 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, June 14, 2021 at 1:00 pm at the Duke Energy Convention Center, Room 206 North. Additional information is available here and specific instructions will be emailed to all exhibitors just prior to the start of NPTC 2021.
- 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.