Exhibitor FAQs

Where can I find rules and regulations for exhibitors?
View the Exhibitors Rules and Regulations.

Where is the Exhibit Hall?
The Exhibit Hall is located in Ryman Hall C2 on Level 0 below the Delta Ballroom.

Where do I check in and pick up my conference materials?
Exhibitors and consultants check in at the Vendor Registration Desk located outside of Ryman C2 Exhibit Hall. 

What are the Exhibit Hall hours?
Monday (Exhibit Hall Reception) - 7:00 p.m. - 9:00 p.m.
Tuesday - 9:30 a.m. - 5:00 p.m.
Wednesday - 9:30 a.m. - 5:00 p.m.
Thursday - 8:30 a.m. - 12:30 p.m. (continental breakfast served in Exhibit Hall from 8:30 - 10:00 a.m.)

Where do I need to wear my name badge?
Everywhere. There is a fee to replace lost badges.

When can I begin setting up my booth?
The Exhibit Hall will be open for booth setup on Sunday from noon – 6:00 p.m. and Monday from 8:00 a.m. – 4:00 p.m. GES will be onsite to assist with setup. Tear down is on Thursday from 12:30 p.m. – 6:00 p.m.

Is there an informational meeting for exhibitors upon arrival?
Yes - please join us on Monday from 2:00 p.m. – 5:00 p.m. for our annual vendor meetings and reception. Peggy Wechsler, Program Director and Vendor Liaison of ILTA, will discuss conference activities and current ILTA news. InsideLegal will report results from the annual ILTA Technology Purchasing Survey (responses provided by ILTA members).

Where can I view dimensions, layouts, etc. of conference/meeting rooms?
Take a look at the Gaylord Opryland Facilities Guide and the Exhibit Hall floor plan.

Can I plan a private networking event?
Any time after 9:00 p.m. on Sunday, Monday and Tuesday; and Wednesday night is open for private vendor networking events. If you wish to have a private event at any time during the conference, contact Peggy Wechsler to discuss availability. Please use this space request form to submit your formal request if you plan to host an affiliate event on property during the conference.

How do I order Exhibit Hall services?
GES Exposition Services is the official service contractor for the Exhibit Hall. GES will email you an exhibitor service kit with information on ordering equipment, phone service, Internet access, cleaning services and more at least 45 days prior to the conference by GES (800.475.2098).

Can I attend ILTA networking events?
Yup! Please note that meals and evening events may require tickets to attend. Tickets are available for purchase onsite. You may also sign up for our recreational events.

Can I attend the educational sessions?
Double yup! Please note the following caveats:
  • We ask that you allow our member registrants priority in seating. Many of them register for conference based on the content of these sessions.
  • Speakers have the right to request no vendors be in the room during their presentation. Those sessions will be flagged as "Closed to Vendors" on the conference mobile app.
  • Please turn off (or set to vibrate) all cellphones and other noise-making devices during all sessions.
Can I use the ILTA Mobile App?
Triple Yup! Please check back in May for further updates.

Are meals included in my registration package?
Nope — meal tickets must be purchased. You may buy tickets onsite at the ILTA Vendor Registration Desk (we accept most major credit cards, checks and cash). Tickets are good only for the ILTA-sponsored meal/event printed on the ticket. You MUST present a ticket to be served. Gratuities are included. 

Breakfast: $45
Lunch: $50
Monday Exhibit Hall Opening Reception: $50
Tuesday Peer Awards Dinner: $75
Thursday Tailgate Party: $50

How will I know about any changes or announcements during the conference?
The "ILTA GLOBE," our conference newsletter, will be available at breakfast each morning. This information will also be provided via the daily email update, Twitter (#ILTA2014) and the ILTA 2014 mobile app (coming in July).

What's the dress code?
Get comfy! Prepare for a great networking experience in a casual atmosphere. If you plan to dine at the hotel's restaurants outside of ILTA activities, please inquire with the hotel about proper attire.

How can I tell if someone is a conference attendee?
Everyone is required to wear their conference badge at all times, and some will even have colored ribbons to identify various groupings (speakers, staff, award nominees, etc.).

There is a minor in my group. Are they allowed at the conference?
No youngin's are allowed in any ILTA conference event or venue, including exhibit area(s) and/or product demonstration venues, meals, social events, receptions and educational sessions.

Can you tell me about vendor eBingo?
You bet, here's how it works:
  • All donated prizes are listed in the conference mobile app under "Important Information - Daily ILTA eBingo Winners" list.
  • Every exhibitor will be provided a QR code placard to keep at their booth, which when scanned by an attendee, awards a specific badge in the mobile app. 
  • As an attendee visits an exhibitor, the attendee can scan the QR code with their smartphone and be awarded the specific vendor company badge. 
  • There is a new eBingo game each day and attendees will need to visit 10 vendors to be eligible for the drawing.
  • At 4:00 p.m. on Tuesday and Wednesday, and 11:00 on Thursday, ILTA will check to see which attendees have collected enough badges (10 per day) and will randomly draw from those to award the prize. Badges awarded during the exhibit hall reception, or after 4:00 on Tuesday and Wednesday, will be applied to the next day's drawing.
  • ILTA will add a promotional post on the Activity Feed of the mobile app congratulating the winner and listing the prize and the awarding vendor. An email will go to the winner and vendor, telling the attendee to go to the booth to pick up their prize.
Is smoking allowed?
Smoking is not allowed in the hotel or conference areas.