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Exhibiting at the NJLM Annual Conference

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1. Who exhibits at the Annual League Conference?

Exhibitors are companies that provide products and services used by New Jersey’s local governments. Some industries represented are: Housing, Architects, Engineers, Consultants, Telecommunications, Document Management, Heavy Equipment, Office Products, Recreation, IT, Environmental, Technology, Banking, Emergency products, Insurance, Healthcare, Security, Energy, Recycling, SmartCities, Stormwater, etc. 

2. Who attends the Annual League Conference?

The Annual Conference is attended by New Jersey local elected and appointed officials, governing body members, purchasing agents, professional administrators, department heads and numerous other public sector officials. The attendees represent a vertical “slice” of government; a unique opportunity to meet numerous officials involved in the decision making process.

The conference is not a public or consumer show. It is an education and business event for government officials.

3. What are the exhibit hours?

Set-Up
Monday, November 16: 8am – 5pm

Exhibit Hours
Tuesday, November 17: 9am – 5pm
Wednesday, November 18: 8:30am – 5pm
Thursday, November 19: 8:30am – 1pm

Breakdown
Thursday, November 19: 1pm – 8pm

4. How do I reserve a booth?

Download the Exhibitor and Sponsorship Prospectus, complete the Exhibit Space Contract and mail with a check to:
NJ League of Municipalities Attn: Exhibits 222 West State St Trenton, NJ 08608

Exhibit booths cannot be reserved until the contract and payment are received in the League office.

5. What is the deadline to reserve a booth?

We continue to process contracts until all booths are sold. If you are submitting your contract after September 1 it must be accompanied by the full booth fee. The print deadline for the program is October 1.  For a full list of deadlines, please refer to the 2020 Exhibitor and Sponsorship Prospectus.

6. Do I need to pay the full amount or the deposit amount?

The deposit amount (50% of the booth fee) will be accepted with your contract until September 1; after this date all contacts must be sent with the full amount due for the booth space.

7. Is there a discount for reserving multiple booths?

We do not offer a discounted rate for multiple booths.

8. Are all the booths the same price?

Yes. Every booth (including corners and “Heavy Equipment” space) is $1,600 before June 12, 2020 or $1,700.00 afterwards. If you are a non-profit or state agency please contact Kristin Lawrence at  klawrence@njlm.org or 609-695-3481 x125 for special pricing information.

9. What is included with a standard 10-foot by 10-foot booth?

Each 10’x10’ booth includes:

· Listing in the printed onsite Exhibitors Program
· Listing on the conference app
· Listing on the League Conference website
· Listing on the online interactive floor plan
· Listing in the June, October and November issues of NJ Municipalities
· Use of the Conference logo for marketing
· Pipe and drape for the booth: 8’ h in the back and 3’ h side rails
· 7”h x 44”w booth sign with exhibit name and booth number
· Use of the exhibitor lock-up room (for securing small valuables overnight)
· Complimentary registrations for 6 booth personnel
· Complimentary pre and post conference mailing lists of municipal attendees (mailing information only; no phone, fax or email)
· Discounted rate on additional League mailing lists
· Complimentary copy of the 2021 Municipal Directory (distributed to exhibitors in March 2021)

NOTE:  Exhibitors are responsible for all booth furnishings (tables, chairs, carpet, etc.) and utilities (electric, internet, etc.).  
These items are not included with the booth but can be ordered through the Exhibitor Service Manual available August 18).  Furnishings can also be provided by the exhibitor.

10. Can I fax or email my contract?

You may, but we cannot process your contract or assign a booth until your payment arrives. Please contact Suzanne DeLany at sdelany@njlm.org if your payment will be sent under separate cover.

11. When are booths assigned?

The booth assignment process begins around the beginning of May. The previous year’s exhibitors are given priority. Afterwards, all booths are assigned on a first-come, first-serve basis. The booth confirmation packages will be mailed June 1. Contracts received after this date will receive their confirmation package 3-5 days afterwards.

12. If booths aren’t assigned until May should I just wait to send in my contract so I know what is “open”?

No, don’t wait! Since booths are assigned on a first-come, first-serve basis you will limit your options by waiting to send in your contract. The earlier we have your contract the more options you have. If you are concerned about what booth you will be assigned we can contact you to discuss your choices when your contract comes up for processing, after we receive your paperwork.

13. How do I request a specific booth?

Specific booth numbers can be noted on the Exhibit Space Contract in the “Booth Selection” section. Please list (in order of preference) your first four choices. If none of the choices are available we will assign the next best booth. Many exhibitors note areas of the hall rather than specific booth preferences. After June 5, the Interactive Floor Plan is posted online and can be viewed. Booth availability is determined when the Exhibit Space Contract and payment are received in the League office.

14. What exhibits display in the “Heavy Equipment” section?

The four shaded areas on the floor plan labeled “Heavy Equipment” are reserved for exhibitors to display oversized or power equipment. Any product that contains a gas tank or is battery powered (i.e., lawn mowers, dump trucks, lifts, power washers, vehicles, etc.) will be assigned a booth in one of these sections. Occasionally, commercial exhibitors that are in the “Heavy Equipment” industry but are not displaying equipment will be located within these sections.

15. What if the booth I want is already assigned to another exhibitor?

Unless it is specified for us to contact you prior to making an assignment we will assign the best booth available. If you would like to be contacted prior to us assigning your company a booth please make a note on the Exhibit Space Contract.

16. How do I request an assignment near another company?

If two companies would like to be assigned side-by-side please make all efforts to have both contracts and payments submitted around the same time. In addition, each contract should include a note referencing the desire to be located near each other.

17. What if I received my confirmation and am not happy with my assignment?

Please review your confirmation carefully and contact us immediately so we can work with you to address your concern. Contact Kristin Lawrence at klawrence@njlm.org or 609-695-3481 x125.

18. Cancellations/Refunds

If you need to cancel a booth, please contact Kristin Lawrence in writing at klawrence@njlm.org. A booth will not be deemed cancelled until you receive written confirmation (e-mail/fax/letter) from the League.

Can I receive a refund?
Please refer to section 15 C of the Space Agreement: Rules and Instructions regarding the League cancellation policy.

C. Exhibitor Withdrawal, Cancellation, Reductions, Refunds

Exhibit space comes with immediate benefits. Withdrawal, cancellation or reduction of exhibit space must be done in writing and is subject to an assessment covering the reassignment of space, benefits received, and other damages related to cancellation, according to the following schedule: before September 1 the assessment is 50% of booth space fees; after September 1 the assessment is 100% of booth space fees. These amounts are agreed to be liquidated damages to compensate for the harm the League will suffer due to Exhibitor’s withdrawal, reduction/cancellation and are not a penalty. Reduction in space is considered a cancellation and new contract, and is subject to cancellation assessment, and may result in reassignment to new space.