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 2023! Confirmed 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 2023!
Important Dates & Deadlines
Jan 23 – Attendee Registration Opens
March 8 – Early-Bird Registration Discount Deadline
March 10 – Initial Pre-Show Registrant Datafile to Exhibitors and Sponsors
April 6 – Shipments Accepted at Advance Freeman Warehouse
April 10 – Deadline for Freeman Online Discounts (carpet, shipping, vacuum, etc.)
April 10 – Second Pre-Show Registrant Datafile to Exhibitors and Sponsors
April 15 – Hyatt Hotel Reservation Cut-Off for Discounted Room Rate
April 15 – Vehicle Inspection Form DUE (for exhibitors displaying vehicles)
May 1 – Deadline for Advance Shipments to Warehouse without Late Penalties
May 1 – Mobile Event App Available for Download by Conference Attendees
May 5 – Display Vehicles due at West Hall D, 2-4:00 pm
May 6 – Shipments Sent Directly to Show Site ACCEPTED ON THIS DATE ONLY
May 12 – Final Post-Show Registrant Datafile to Exhibitors
2023 Exhibit Schedule
Vehicles on Display Due
Friday, May 5 — 2:00 – 4:00 pm
Saturday, May 6 — 8:00 am – 5:00 pm
Sunday, May 7 — 8:00 am – 1:30 pm
Exhibit/Show Hours (6 Total)
Sunday, May 7 — 2:30 – 5:30 pm
Monday, May 8 — 2:30 – 5:30 pm
Monday, May 8 — 5:30 – 10:00 pm
All exhibitors are required to agree to and abide by the official NPTC 2023 Exhibitor Rules, Regulations, Terms and Conditions. Unless otherwise specified or required in the NPTC 2023 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 no later than APRIL 15 to signify your company agrees to adhere to the NPTC 2023 Exhibitor Rules and Regulations.
As an exhibitor, your company profile (featuring an 80-word company description) will appear in the official NPTC 2023 mobile app. Click here to log into your NPTC Profile and then click the button to the right to submit your company’s information.
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 ticket. Click here to purchase additional paid registrations above and beyond the complimentary full-conference registrations you receive with your booth.
Daily registration, available only to exhibiting companies, includes only those activities being held for the specified day registered – Sunday and/or Monday. For more information on daily 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 ($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)|
Freeman Company is the official exhibit hall decorator. The NPTC 2023 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, rigging, electricity
Please contact the NPTC 2023 Headquarters Hotel, the Hyatt Regency Orlando, directly at (402) 593-5048 or use this link to make your hotel reservations. NPTC has a block of sleeping rooms reserved at the special rate of $229.00 per night. The cut-off date to guarantee the special rate at the Hyatt is April 15, 2023. More information about the hotel as well as parking information is available here.
Advanced Shipment Arrival
Exhibiting Company Name / Booth #
NPTC 2023 — c/o FREEMAN
10088 General Drive
Orlando, FL 32824
Freeman will accept crated, boxed or skidded materials beginning April 6, 2023 at the above address. Shipments arriving after May 1, 2023, 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 ON SATURDAY May 6, 2023 ONLY
< download shipping label >
Exhibiting Company Name / Booth #
NPTC 2023 — c/o FREEMAN
9800 International Drive, West Hall D
Orlando, FL 32819-8111
Freeman will receive shipments at the exhibit hall facility on Saturday, May 6, 2023. 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.
Orange County Government, Florida
101 E. Central Blvd.
Orlando, FL 32801
Orange County Convention Center
9800 International Drive
Orlando, FL 32819
National Private Truck Council
2300 Wilson Blvd., Suite 700
Arlington, VA 22201
As an included exhibitor benefit, you will receive three separate electronic datafiles of registered attendees – one on March 10, one on April 10, 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 share attendee information or data with third-party companies. We urge all exhibitors to ignore any email claiming to provide attendee information for an NPTC event. If you receive such a notice, you can forward the email to email@example.com so we can ask the company to cease and desist.
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 2023 mobile event app will be available for download on the Apple App Store and Google Play (for Android devices) in late April 2023 – 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 February 6, 2023, 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 6, 2023, to March 23, 2023 (90 to 45 days out), booth cancellation will result in a penalty of 50% of the total cost of the booth. After March 23, 2023 (less than 45 days out), exhibitor is responsible for full payment of the booth cost; no refunds or credits will be issued after March 23, 2023 – no exceptions.
Booth Downsize Policy
If exhibitor choses to downsize by selecting a smaller booth space, the following policy will apply: prior to February 6, 2023, exhibitor will be entitled to a refund of the cost deferential; from February 6, 2023, to March 23, 2023 (90 to 45 days out), 50% of the cost deferential will be refunded; after March 23, 2023 (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 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 NPTC 2023. 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, 5/6 2:00pm – 6:00pm
Sunday, 5/7 9:00am – 5:30pm
Monday, 5/8 7:30am – 4:00pm
The meeting for priority selection of 2024 exhibit booth spaces will take place on-site in Orlando on Monday, May 8, 2023, at 1:00 p.m., in the Orange County Convention Center. Someone from your company should plan to attend in-person in order to ensure your preferred booth space for NPTC 2024.
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 2024. 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 May 7 through May 9, 2023. Sunday, May 7 is the official ACT-1 Gala and Reception, beginning at 7:00 p.m. at the Hyatt Regency Orlando. 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.
All motor vehicles on display must FIRST check-in at the Freeman Marshalling Yard, 10088 General Drive, Orlando, FL 32824, prior to arriving at the Orange County Convention Center, West Hall D. Once checked-in at the Marshalling Yard, your vehicle will be approved to continue on to the OCCC West Hall D, located about 8 miles away. Remember to check that your fuel level is below a quarter tank full.
Vehicles arriving at the OCCC West Hall D must be “checked-in” by security before they are permitted on the exhibit hall floor. Your vehicle must arrive at the West Hall D Loading Door of OCCC between 2:00 PM and 4:00 PM on Friday, May 5, 2023. 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.
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 between 2:00 PM and 4:00 PM on Friday, May 5, 2023, for EARLY move-in.
. Vehicle MOVE-IN
Following security guard “check-in” at the West Hall D door between 2:00 PM and 4:00 PM on Friday, May 5, 2023, your driver will be directed by show management or Freeman staff to immediately drive the truck 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 Friday, May 5, 2023; access to the hall for early carpet install is permitted and must be coordinated and confirmed with Freeman. You are welcome to have someone from your staff be present (other than the driver) to ensure your vehicle 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 driver on-hand and present in the hall by 5:30 PM on Monday, May 8, 2023, 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 Friday, May 5 between 2:00 PM and 4:00 PM, 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 Lead Retrieval Systems
NPTC does NOT offer, operate or permit lead retrieval systems, nor are they available from another source.
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
At about 5:15pm each day, giveaway winners for exhibitors (fleets only and maximum of three per day) will be announced in the Exhibit Hall and directed to your booth to claim their prize. If the fleet attendee is not in the hall and/or doesn’t come to your booth before closing at 5:30pm to collect their prize, then you will need to ship their prize to them after the event.
You can view/print the entry form here and they will be available onsite at the NPTC booth at the front of the hall anytime until 5:00pm each day.
Press Conferences / Press Room / Press Relations
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 firstname.lastname@example.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.
The attendee dress code for the event 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, Director, Membership & Marketing
|Membership / Mobile App
Website / Online Payments
2024 Booth Reservations
|Kristen Todd, Director, Education & Certification
|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 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 in the West Hall D foyer 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 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 2024 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, May 8, 2023, 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 NPTC 2023.
- 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.
- Are there pre-formatted labels for shipping our booth materials to the advance warehouse or show site?
Yes, click here for downloadable labels and complete shipping instructions.