exhibitor resources | CEDIA Expo

EXHIBITOR RESOURCES

Exhibitor Resource Center

This area of the website is for current exhibitors to help navigate the exhibiting process with helpful guides, facts and deadlines. Please check back often for updates and additional information.

Upcoming Webinars

How CEDIA Expo is helping you get back to business| April 22 | 2 PM ET

Join us for an update on CEDIA Expo 2021. We’ll cover our approach for ensuring a safe and successful live event, updates from Indianapolis and the Indiana Convention Center, and plans to support the exhibitor experience as we countdown to CEDIA Expo 2021.

CEDIA Expo Exhibitor Console

The Exhibitor Console is your one-stop shop to:
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Maintain your online/print directory listing.

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Book your hotel rooms.

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Order lead retrieval.

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Purchase digital upgrades to your online listing.

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View invoices and payment information.

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Access CEDIA Expo Connect, your leads and outreach tool.

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Register your booth staff.

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Download your free custom eBooth promotion widget for your website or blog.

Important Dates

Exhibitor Kit Available: Week of April 19
Show Directory Profile Deadline:
July 2 (Updating your company profile is easy! Login to exhibitor console → Edit booth info → Enter info under Online Profile section)
Sound Room Order Deadline:
 July 19
Shepard Exhibitor Discount Order Deadline: August 11

Advanced Warehouse Shipment:
August 2 – August 25
Exhibiting Co. Name & Booth Number
CEDIA Expo
c/o Shepard Exposition Services
4430 Stout Field North Drive
Indianapolis, IN 46241

Show Site Shipment:
August 27
c/o Shepard Exposition Services
Exhibiting Co. Name & Booth Number
CEDIA Expo
Indiana Convention Center
100 S Capitol Ave Hall A-K
Indianapolis, IN 46225

Hotel Cut-Off: No cut-off date

PR & Marketing Toolkit

As an exhibitor, you have access to several PR and marketing tools to help you drive attendees to your booth and boost brand awareness.

Helpful Guides

Exhibitor FAQs

*updated as of 3/25/21

Indianapolis

What are the safety protocols in Indy?

Please visit the Visit Indy reopening guidelines for more information.  

Can we host customer or dealer dinners for hundreds/thousands of people?

Currently, Indianapolis restaurants and bars have 75% indoor capacity and 100% outdoor capacity. This applies to private rooms as well. Bars and restaurants must close between 2:00 a.m. and 5:00 a.m. daily. 

What are clear guidelines in Indianapolis?

Regardless of local guidelines, Emerald will require mandatory face mask wearing within the convention center at all times for CEDIA Expo (with the exception of when eating or drinking). 

Is there a cap on attendance in Indianapolis now? Forecasted for September?
Conventions are now limited to 25% capacity at most, and they may include more than 50 people only if the event has an approved safety plan from the Marion County Public Health Department.  For groups with over 250 attendees, events are required to submit a COVID-19 Risk Mitigation Plan to the Marion County Public Health Department no later than seven days before the event. Your event coordinator/manager will work with you and your show contractors and vendors throughout the planning process to help develop your plan. However, it is expected that this restriction is to be lifted by the time CEDIA Expo 2021 is to stage.  In any case, the exhibit hall is large enough to accommodate the show’s attendees and exhibitor personnel even if capacity limits are in place. 
What is the hotel capacity within normal walking distance?

Our total hotel block downtown is 4,700 rooms, with 3,100 within easy walking distance of the convention center. Indianapolis has a total of 7,100 hotel rooms downtown and more than 31,000 in the metro area. 

What events have been held in Indianapolis to date and what are the metrics (attendance, etc)?

Indy is hosting March Madness and we expect to get more specifics after they stage and host these events. The city has safely hosted 58 live events since last July totaling 130,000 attendees. 

Indiana Convention Center

Is the Indiana Convention Center open for events?

Yes, The Indiana Convention Center & Lucas Oil Stadium is now open for events that comply with their social distancing and safety standards and the guidance of the state and local health departments. 

What safety protocols has the Indiana Convention Center implemented?

The Indiana Convention Center has invested $7 million in health and safety improvements to their facility. These include: 

  • Clorox® Total 360® Systems purchased to deliver superior coverage for better germ protection. 
  • Air filters upgraded to hospital grade quality and operated 24/7 during events. 
  • Plexiglass shields placed at all point-of-sale locations and information desks. 
Does the Indiana Convention Center have GBAC STAR™ Facility Accreditation?

GBAC STAR™ is the cleaning industry’s only outbreak prevention, response and recovery accreditation for facilities, and yes, the Indiana Convention Center is proud to have met this gold standard for preparedness.

Expo Hall

What safety protocols are in place for the tradeshow floor and adjoining meeting areas?

Please review the CEDIA Expo Health & Safety PlanPlease be assured, we continue to work very closely with the Indiana Convention Center and following all the guidelines set forth by the CDC, state and local officials. As plans continue to evolve, we will update the plan accordingly.  

Are there booth capacity limits?

We as Emerald have not selected to give a capacity. Our guidance is for exhibitor personnel and attendees to social distance as much as possible.  

Do you have any best practices for designing our booth?

Yes, please view our Exhibitor Best Practices Guide. You will find a list of ideas, suggestions, and best practices to consider as you begin to design your booth space for CEDIA Expo. Please note these are suggestions and not official guidelines. 

Are there capacity limits to sound and audio rooms?

We plan to offer and operate the Sound Rooms, Manufacturer Product Training (MPT) and High Performance Audio (HPA) rooms at the show. Exhibitors will be required to adhere to social distancing guidelines and approved room capacities. As of March 19, capacity per sound room is 6 people allowed in the room at one time (that is expected to increase or be lifted by show time). 

Do you have any best practices for designing our sound rooms?

Yes, please view our Sound Room Best Practices Guide. You will find a list of ideas, suggestions, and best practices to consider as you begin to design your sound room for CEDIA Expo. Please note these are suggestions and not official guidelines. 

Are there capacity limits in education?

See above. Meeting rooms at the convention center and local hotels will have occupancy limits based on social distancing guidelines; limits will vary by room size and layout. 

Are there exhibitor booth food and drink limitations?

Centerplate is the Indiana Convention Center’s official caterer who operates all food and beverage services throughout the facility. Centerplate has adopted health and safety procedures for their services including: point of sale barriers at all concession retail outlets, modified food and beverage service with adaptable menus, individually wrapped meals, grab and go items, modified buffet services, placement of hand sanitizer at the front of modified buffet lines, replacing bulk condiments with single-serve items, using covered dispensers for utensils and service wareuse of sealed containers and wrapped foods for retail and take-away, and fresh cups for refills.  Exhibitors are required to work directly with Centerplate to make arrangements for food and beverage services in their meeting rooms and exhibit spaces. 

What if exhibitor personnel in our booth gets sick?

If there are multiple exhibiting personnel in the booth, the Exhibitor will be instructed to clean their booth thoroughly at night. Emerald will assist with securing cleaning services for exhibitors, if necessary. If no other exhibitor personnel are on site to man the booth, Emerald’s show operations management staff will follow standard procedure pre-COVID (same as an attendee) – Emerald will instruct Shepard (the show’s general service contractor) to pack up the booth upon show close. If during the middle of the show, such booth will be packed up that night or the last day, upon show close. Emerald will pay for booth packing labor only. The exhibitor will be responsible for providing return shipping address and carrier information as well as payment for return shipping. Freight will be forced if shipper information is not provided. 

What if an attendee in our booth gets sick?

If an attendee is ill onsite with COVID symptoms, send them to the COVID medic for further assessment and counseling. We will not have medical treatment onsite for COVID-type illnesses. We will provide initial assessment and advise where to go to see further treatment. Show operations management staff will contact Emerald legal as well as and inform the venue to allow them to respond. 

Will there be COVID rapid tests or recent tests enforced?

Emerald, at this point, has not opted to have rapid testing on site at the show. 

Marketing & Promotions

What was attendance at the 2019 show and what is forecasted for CEDIA Expo 2021?

We had 15,000+ attendees (including exhibitor personnel) at CEDIA Expo 2019. We don’t have a projected attendance for CEDIA Expo 2021. We are optimistic that with increasing vaccine distribution, reduction in the number of COVID cases and easing of travel restrictions, attendees will participate in the show. A current event industry survey by Freeman Research indicates that 78% of tradeshow attendees plan to return to events this fall and 85% say that in-person trade events are irreplaceable. That being said, we believe there is a pent-up demand to return to in-person events and we are looking forward to a solid turnout at the show this September. 

What is the marketing strategy planned to drive attendance?

In addition to our traditional show promotional efforts for CEDIA Expo (email blasts, social media, press releases and exhibitors’ expo attendee invites), we are expanding our efforts with CEDIA and the industry’s buyers’ groups (Azione, HTSA, HTSN/Nationwide, and Prosource) to encourage their members to attend the show. We are also working closer with our Connect Brands’ CEPro, Commercial Integrator and Security Sales Integration magazines on pre-show editorial coverage, podcasts and webinars that will highlight show themes and programming.

Additionally, we are also making plans to extend the show’s reach with cross promotions to other Emerald managed events in the design, hospitality, and construction markets – HD Expo, ICFF and KBIS – in order to attract more designers, architects and home builders to CEDIA Expo.

Will there be unlimited VIP badges for vendors to encourage more attendees?

Yes, exhibitors will receive exhibitor invitation promo codes to send to their customers and prospects providing free expo hall access (not including CEDIA education sessions) along with a variety of marketing tools to assist in your promotions.  

EXHIBITOR KIT

The Exhibitor Kit contains important information regarding show rules and regulations, targeted move-in dates, deadlines and ordering services. Shepard is the general service contractor for CEDIA Expo. Coming soon!

CEDIA Expo Exhibitor Updates

CEDIA Expo sends monthly exhibitor updates to help exhibitors stay informed throughout their preparations for CEDIA Expo. View past updates here.

FREE MARKETING & PR OPPORTUNITIES

As an added value to participating in the show, we have invested in marketing tools to help drive traffic to your booth and to your company before, during and after CEDIA Expo. Stay tuned for more information on our custom invitation program! 

EXPO PASSES

CEDIA Expo exhibitors are the only ones that can give out free expo only passes to attendees. It’s simple, and there is no cost to you! Your promo code is available in your exhibitor registration portal and through Nvytes.

BEWARE OF MISLEADING ADVERTISING SCAMS

Many fake companies are targeting the CEDIA Expo exhibitors with advertising scams. DO NOT sign any invoices from these companies. If you receive anything from an unapproved vendor, please contact your Account Executive to report. Please note this is not a comprehensive list.

 

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