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 2022! Beginning in January 2022, 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 2022!
Important Dates & Deadlines – TBA
Attendee Registration Opens
Initial Pre-Show Registrant Datafile to Exhibitors
Early-Bird Registration Discount Deadline
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
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, April 9 — 8:00 am – 5:00 pm
Sunday, April 10 — 8:00 am – 1:30 pm
Exhibit/Show Hours (6 Total)
Sunday, April 10 — 2:30 – 5:30 pm
Monday, April 11 — 2:30 – 5:30 pm
Monday, April 11 — 5:30 – 10:00 pm
Tuesday, April 12 — 8:00 – 10:00 am
Freeman Company is the official exhibit hall decorator. The NPTC 2022 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 2022 Headquarters Hotel, the Hilton Cincinnati Netherland Plaza Hotel, directly at (513) 421-9100 or use this link (TBA) to make your hotel reservations. NPTC has a block of sleeping rooms reserved at the special rate of $XXX.00 per night (single/double).
The cut-off date to guarantee the special rate at the Hilton is March 2022. 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 mid-February, one in mid-March, 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 2022 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 2022. 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, 4/9 2:00pm – 6:00pm
Sunday, 4/10 9:00am – 5:30pm
Monday, 4/11 7:30am – 4:00pm
The meeting for priority selection of 2023 exhibit booth spaces will take place on-site in Cincinnati on Monday, April 11, 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 in order to ensure your preferred booth space for NPTC 2023.
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 2023. 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 April 10 through April 12, 2022. Sunday, April 10 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.
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 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, Membership Manager
|Membership / Mobile App
Website / Online Payments
2023 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 January 2022.
- 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 2022. 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 2023 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, April 11, 2022 at 1:00 pm at the Duke Energy Convention Center, Room 206 North. Additional information and specific instructions will be emailed to all exhibitors just prior to the start of NPTC 2022.
- 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.