AIA25 Conference info

AIA25 Exhibitor FAQs 1. Accessibility: Provides info about the event's accessibility/ADA accommodations and ADA-specific support contact, if applicable Email us at accessibility@conferenceonarchitecture.com for ADA accommodation requests by April 25, 2025. While we will do our best, arrangements cannot be guaranteed afterward. 2. Agenda: Shows a complete schedule for exhibitors at the event. The general event schedule may also be provided AIA25 takes place Jun 4–7, 2025. To view the exhibitor schedule Exhibitor schedule (https://www.conferenceonarchitecture.com/exhibitor-schedule) To view the full AIA25 schedule: Event schedule (https://www.conferenceonarchitecture.com/event-schedule) 3. App: If the event has a mobile app, details will be provided here Download the official AIA25 mobile app here: Apple(https://apps.apple.com/us/app/aia-conference-on-architecture/id1234567890) Google Play (https://play.google.com/store/apps/details?id=com.aiaconferenceonarchitecture) Need help troubleshooting? For app support, contact support@swapcard.com. 4. Audio/Visual Equipment: Link to order form for audio/visual equipment for booths Freeman is the official AV provider for our exhibitors, offering comprehensive audio-visual services to support your booth needs. To place an order: AV Ordering (https://www.freemanserv.com/av-ordering) For general exhibitor support, contact Jackie Gronske, CEM at 202.626.7448 (Accts A–M) or Kristina Daniele, CEM at 202.626.7331 (Accts N–Z). 5. Booth Packages: About booth packages and ordering booth labor, products, rentals To learn about Booth packages or to order booth labor, products, and rentals: Booth Packages (https://www.conferenceonarchitecture.com/booth-packages) For related information... You can text: ORDERING, FURNISHINGS, or LABOR 6. Children: Policy regarding children attending this event Children under age 18 must be registered as a guest, have a badge, and be accompanied by an adult at all times. Registration is complimentary and must be done on-site. Children are not permitted on the expo floor without adult supervision. There will be no childcare services provided onsite. 7. Deadlines: Information about Exhibitor deadlines, timelines, etc. This response will update when the question(s) above are answered. 8. Directions: Gives directions from the user's location to the venue and marshaling yard Here are directions to Boston Convention and Exhibition Center (415 Summer Street, Boston, MA 02210) and to the marshaling yard (the BCEC South Parking Lot): Venue(https://www.google.com/maps/place/Boston+Convention+and+Exhibition+Center) Marshalling Yard(https://www.google.com/maps/place/BCEC+South+Parking+Lot) For related information... You can text: SHIPPING, MOVE IN, MOVE OUT, or PARKING 9. Emergency: Covers medical and emergency protocols, as well as safety measures including COVID-19 info (i.e. vaccination requirements) In case of emergency, call 617.954.2222 or ext 2222 from a house phone. This will reach the BCEC Public Safety Command Center. If you call 911 directly please notify the PSCC immediately. When reporting, please provide: - Location - Nature of emergency - Number of people involved - Injuries - Any relevant details for emergency crews 10. Exhibitor List: Provides a full list of all exhibitors and show floor times To view the floor plan: Floor Plan(https://www.conferenceonarchitecture.com/floor-plan) For related information... You can text: MOVE IN, MOVE OUT, or MY BOOTH 11. Exhibitor Manual: Provides a link to the exhibitor service manual Reference the exhibitor service manual for detailed show information, order forms, show rules, and more! View the full manual here: Exhibitor Service Manual(https://www.conferenceonarchitecture.com/exhibitor-service-manual) For more information... You can text: ERC, ORDERING, or FLOOR PLAN 12. Exhibitor Portal: Login instructions for the online exhibitor portal Use the Exhibitor Resource Center to update your directory listing and access exhibitor-only resources, including show logos and marketing resources! To access the ERC, log in using your email address. ERC(https://www.conferenceonarchitecture.com/exhibitor-resource-center) Having trouble? For support with the ERC, contact Jackie Gronske, CEM at 202.626.7448 (Accts A–M) or Kristina Daniele, CEM at 202.626.7331 (Accts N–Z). 13. Exhibitor-Appointed Contractors (EACs): Information about independent contractors hired by exhibiting companies to perform labor on their behalf, e.g., booth build/design, delivery, etc. AIA25 supports exhibitors' choice to work with non-official vendors as long as each EAC complies with show Rules & Regulations and provides proof of insurance. To cover increased costs (i.e. legal fees, liability claims, and additional administrative expenses), an administrative fee of $150/booth location will be assessed for each EAC. This fee applies to all contractors and services, including labor, supervision, and products. To apply for EACs or learn more: App Form(https://www.conferenceonarchitecture.com/app-form) EAC Info(https://www.conferenceonarchitecture.com/eac-info) 14. Fees/Passes: Covers exhibitor costs associated with the event To learn about exhibit pricing, tiers, payment terms, etc.: Pricing(https://www.conferenceonarchitecture.com/pricing) For more information... You can text: SCHEDULE, SHOW FLOOR, ORDERING, REFUNDS, or REGISTER 15. Food: Provides info about catering services and any other food services available at the event All food and beverages served at booths must be purchased through and prepared by our exclusive catering provider, Levy Catering. To browse Catering options, or to complete an order form: Catering options(https://www.conferenceonarchitecture.com/catering-options) 16. Furnishings: Provides info about booth furnishings and how to order them To learn about furnishings, including ordering: Furnishings(https://www.conferenceonarchitecture.com/furnishings) 17. Future Shows: Provides info for upcoming events, i.e. dates, times, locations You're planning ahead! 😊 The AIA Conference on Architecture & Design® 2026 will be held in San Diego, June 10-13 at the San Diego Convention Center, offering a unique opportunity for architects and industry professionals to collaborate, innovate, and explore the future of design. 18. Guests: Covers whether guests are allowed, how to complete their registration, and what events/activities they can attend This response will update when the question(s) above are answered. 19. Hotel: Covers hotel and booking info, names the event's official hotel provider We’ve secured the lowest rates, guaranteed, at a number of nearby hotels! To learn more, or to book: Hotels(https://www.conferenceonarchitecture.com/hotels) Please note that MCI USA is the only official hotel provider endorsed by AIA25. We encourage you to book early for the best selection and price. 21. Insurance: Covers insurance info and requirements for exhibitors and EACs Exhibitors and EACs are required to have valid insurance (details outlined in the show rules) and must have a hard copy of their Certificate of Insurance (COI) prior to arriving on site. You may purchase insurance through the official provider, Exhibitor Insurance. Order(https://www.exhibitorinsurance.com/order) Submit for review(https://www.exhibitorinsurance.com/submit-for-review) For assistance, please contact us at info@exhibitorinsurance.com. 22. Labor: Provides info about labor services, such as policies, cost, etc. Labor services are provided by Freeman. To learn more: Labor(https://www.conferenceonarchitecture.com/labor) 23. Lead Retrieval: Information about lead retrieval services such as scanners Exhibitors can purchase lead retrieval through the "Lead retrieval" widget in the ERC. The cost is $399 until Mar 27, after which it will increase to $499. Lead Retrieval(https://www.conferenceonarchitecture.com/exhibitor-resource-center) 24. Location: Provides venue and marshaling yard address for the event AIA25 takes place at Boston Convention and Exhibition Center, located at 415 Summer Street, Boston, MA 02210. The marshaling yard is located in the BCEC South Parking Lot. For more details... You can text: DIRECTIONS, PARKING, or SHIPPING 25. Lost and Found: Gives location and/or contact info for lost and found services Missing something? Lost and found services are located at the Public Safety desk on Level 1 (North Lobby) at the Summer Street entrance. After event hours, found items are stored in the Public Safety Command Center. For questions regarding lost or found items, contact the PSCC at 617.954.2222. 26. Map: Shows a map (or maps) of the venue layout/floor plan Looking for something? Check a map🗺️! Venue Map(https://www.conferenceonarchitecture.com/venue-map) Floor Plan(https://www.conferenceonarchitecture.com/floor-plan) 27. Menu FAQs: Link or PDF to the FAQs page, exhibitor-specific or otherwise Here are some of our most frequently asked questions! You can text: AGENDA, MOVE-IN, MOVE-OUT, ORDERING, or SERVICE MANUAL And these... You can text: ADA, RESOURCE CENTER, SHOW POLICIES, WEATHER, or WIFI You can also explore the AIA25 FAQ here: FAQ(https://www.conferenceonarchitecture.com/faq) 28. Move In & Move Out: Information about each exhibitor's move-in and move-out times, targeted or not Move-in hours are... Mon, Jun 2 at 8am–5pm (booths 900 sq ft+) Mon, Jun 2 at 1–5pm (booths 400–800 sq ft) Tues, Jun 3 at 8am–5pm (all other exhibitors) Wed, Jun 4 from 8am–5pm Move-out hours are... Fri, Jun 6 from 4–11:59pm Sat, Jun 7 from 6am–8pm 29. Name: Introduces the bot to the user You can call me Exhibitor AI Assistant 😊! I'm the A.I. Chatbot for exhibitors at AIA25. Send me your question, or to see what I know... You can text: MENU {Bot avatar} 30. Ordering: General info about ordering products & services for booths. Primarily exists to prompt user to ask about specific ordering information for ordering AV, Booths, Furnishings, Utilities, or Trash Removal What would you like to know more about? You can text: AV, BOOTHS, FURNISHINGS, UTILITIES, or WASTE REMOVAL 31. Parking: Covers available garages, valet, parking validation, and pricing info for the event Parking is available onsite at the BCEC. To learn more about parking at Boston Convention and Exhibition Center: Parking(https://www.bcec.com/parking) 32. Program: A brief overview of the event name, dates, times, and location AIA25 is taking place from Jun 4–7 in Boston, MA. You can ask me about things exhibitors might want to know about moving into, exhibiting at, and moving out of AIA25! What would you like to know more about? 33. Refund: Covers cancellation and refund policies All monies paid or owed by exhibitor are non-refundable upon cancellation or change of reservation. For general exhibitor support, contact Jackie Gronske, CEM at 202.626.7448 (Accts A–M) or Kristina Daniele, CEM at 202.626.7331 (Accts N–Z). You can also check our FAQ to see how else I can help! You can text: FAQ 34. Register: Covers online registration and sign-up details Looking to register yourself or your team? Exhibitors can register through the "Registration" widget in the ERC. Register(https://www.conferenceonarchitecture.com/register) On-site registration details: You can text: CHECK IN 35. Registration: Covers onsite registration and badge pick-up details This response will update when the question(s) above are answered. 36. Restrooms: States the location of restrooms around the venue, provides map when applicable Restrooms 🚻 are located throughout the venue. Need to check the venue map? Venue Map(https://www.conferenceonarchitecture.com/venue-map) Floor Plan(https://www.conferenceonarchitecture.com/floor-plan) 37. Shipping: Provides information about shipping services Freeman offers domestic and international shipping services. Shipping(https://www.freemanserv.com/shipping) Looking for material handling services? You can text: STORAGE 38. Show Policies: Policies regarding expectations of exhibitors at show, including exhibiting rules and regulations, terms of service, etc. Please review all AIA25 policies to understand what's expected from exhibitors and attendees at the show: Rules(https://www.conferenceonarchitecture.com/rules-regulations) & regulations Labor jurisdictions(https://www.conferenceonarchitecture.com/labor-jurisdictions) 39. Sponsorship Opportunities: Provides info on sponsorship opportunities at the event We are thrilled to have the following sponsors: Sponsors(https://www.conferenceonarchitecture.com/sponsors) Or to learn about sponsorship opportunities: Sponsorship Opportunities(https://www.conferenceonarchitecture.com/sponsorship-opportunities) 40. Stand Signage: Covers steps exhibitors occupying raw exhibit space need to take for booth approval, such as where to submit booth diagrams/drawings All booths—regardless of size—are required to follow these guidelines: Stand drawings If your booth does not meet the specifications, you must submit a rendering of your display to show management for review. For advance approval or for any other questions regarding booth specifications, email Exhibit Operations at exhibitoperations@aia.org. For related info, or if you have questions... You can text: UTILITIES, ORDERING, or SUPPORT 41. Storage: Use on-site storage for products needed to replenish during the event Use on-site storage for products you need to replenish during the event or for items you don't want stored with the empty crates. To order: On-Site Storage(https://www.conferenceonarchitecture.com/on-site-storage) Use warehouse storage to store your exhibit/product for days, weeks, or until your next event. To print labels: Labels(https://www.conferenceonarchitecture.com/labels) Freeman is the exclusive provider of material handling services for AIA25. To learn more: Material Handling(https://www.conferenceonarchitecture.com/material-handling) Looking for shipping services? You can text: SHIPPING 42. Support: Gives contact information for human assistance For general exhibitor support, contact Jackie Gronske, CEM at 202.626.7448 (Accts A–M) or Kristina Daniele, CEM at 202.626.7331 (Accts N–Z). You can also check our FAQ to see how else I can help! You can text: FAQ 43. Utilities: Information about available utility services and who provides them Some electrical and general utility services are provided. To place an order or learn more: Utilities(https://www.conferenceonarchitecture.com/utilities) 44. Visa: Provides guidance on how to obtain a visa and info on event-provided assistance, if applicable You can request a letter of invitation or visa letter during the registration process. Once obtained, attach a copy of the letter to your registration confirmation as supporting documentation in your visa interview. The decision to grant visas belongs solely to the governing embassy/consular officials. For more information about U.S. visas: U.S. Visas(https://travel.state.gov/content/travel/en/us-visas.html) 45. Waste Removal & Clean Floor Policy: Information about waste removal services available to exhibitors and specific clean floor policies The BCEC Conventions C.A.R.E. program collects clean, usable, non-perishable donations from exhibitors after conventions and delivers them to local nonprofits around Boston! Examples include: unopened food items, gently used furniture, office supplies, and booth materials. Save yourself the time and expense of unnecessary shipping! To learn more: C.A.R.E. Program(https://www.conferenceonarchitecture.com/care-program) 46. Weather: Shows a weather forecast for the host city Here's the 10-day weather forecast ☀️ for Boston, MA: Weather Forecast(https://www.weather.com/weather/tenday/l/Boston+MA) 47. Why Exhibit: Provides incentivizing info/advertising about why users should exhibit at the event Learn why you should exhibit at AIA25! Why Exhibit(https://www.conferenceonarchitecture.com/why-exhibit) 48. WiFi: Provides information on WiFi and/or hardline internet services for exhibitors at the event Wi-Fi info will be provided prior to the conference and instructions to access Wi-Fi will be listed in onsite communications and signage. If you will be showing videos or doing more than light work on your computer, please order internet for your booth. BCEC Ordering Guide(https://www.conferenceonarchitecture.com/bcec-ordering-guide)