Exhibitor FAQs
In-person booths and amenities
What comes with my booth?
Rental includes 8' (approximately 2.4m) tall drape and 36" (approximately .9m) high side drapes and a standard 7' x 44" identification sign with company name. Carpeting (required in every booth), tables, electrical, etc., are not included and may be ordered through the Exhibitor Service Manual.
Is WiFi included?
Yes. Rental includes free wireless Internet access (WiFi). If your booth has need of high bandwidth, you may want to consider ordering dedicated Internet access available through the Exhibitor Service Manual. Please note, this is an open network and not suitable for transmitting secure data.
Are meeting suites available?
Yes. Meeting and Executive Suites are available on the exhibit hall floor. You may purchase these through the ARVO Sales team at ARVOSales@ntpevents.com
Booth set-up and tear down
Exhibitor Move-in: Friday, May 3 and Saturday, May 4, 8am - 5pm. All booths must be set up by 5pm on Saturday. All exhibit material must be unpacked by Saturday at 5pm to permit the removal of empty crates and cartons from the exhibit area.
Exhibitor badge pickup will be open from Friday, May 3, through Wednesday, May 8.
Exhibitor Move-out: Wednesday, May 8, 5:15 - 11:59pm. Breaking down early violates ARVO exhibit policy. Violators will be billed $200 and will not receive priority booth assignments for 2025. The Exhibit Hall must be vacated by 12am.
Where are the Exhibitor Service Desks?
Onsite exhibitor vendor service desks with Freeman, Expo Logic and NTP Events (sales office) will be located in the Exhibit hall.
I don't arrive until Saturday night. Can I set up on Sunday May 5?
No. Poster setup begins on Sunday, May 5 at 7:30am and no booth setup can occur during this time.
My flight home is Wednesday afternoon; can I pack up my booth a couple of hours early?
No. All booths (with the exception of meeting suites) must be manned and fully open during all exhibit hours.
Furnishings and other exhibitor services
Order furnishings, electrical, Internet and telephone, AV and computers and graphics and signage from the Exhibitor Service Manual (available in Dec. 2023)
Can I use an outside vendor?
Yes, but exhibitors using an outside vendor (for booth set-up, tear-down, furnishing, computers, etc.) must notify ARVO by completing the Notice of Intent to Use Exhibitor Appointed Contractor (EAC) form and provide a Certificate of Insurance for each outside vendor. The form is available in the Exhibitor Service Manual. The deadline to submit the form is March 4. Non-official contractors will not be allowed in the exhibit hall unless these forms have been filed.
Shipping
Can I ship directly to the convention center?
Yes. Shipping labels can be downloaded from the Freeman exhibitor services manual when you login to your exhibitor account.
What are the shipping deadlines to the Freeman warehouse?
April 3 — First day to receive freight at the advance warehouse
April 26 — Last day to receive freight at the advance warehouse
Additional information about shipping is available in the Exhibitor Services Manual available in your exhibitor dashboard.
Exhibitor registration and booth personnel
How many badges do I receive?
Exhibitors receive eight complimentary badges per 10' x 10' booth space: two full-meeting access and six exhibit hall only badges.
Do I need both an exhibit-floor only and a full-meeting badge to access the exhibit hall outside of regular show hours?
No. The full-meeting badge you receive as an exhibitor will also allow you access to the exhibit hall as an exhibitor.
Does the full-meeting badge get me into all events?
The full-meeting badges give you exhibitor access to the exhibit hall, as well as all sessions Sunday, May 5, through Thursday, May 9, except those requiring a separate registration.
I am also a First Author presenting at ARVO. Can I use my complimentary badge to get to my session?
No. First Authors cannot attend the meeting with a complimentary badge. All First Authors must register and pay to attend the meeting.
How do I make changes to a registration I already submitted?
Contact arvoexhibitor@ntpevents.com to change badge names and types, delete a registration, correct typos, etc., through March 20.
May I buy more badges?
Exhibiting company attendees in excess of the allotment of eight badges per 10' x 10' booth space will be required to pay $250 for exhibit-only staff or to pay full registration (scientific meeting) rate to attend the ARVO Annual Meeting.
Where are my badges?
Badges will not be mailed. Please bring the Express Pass that will be emailed to you; scan the QR code and print your badge onsite at Exhibitor Badge Printing.
Where and when is onsite exhibitor badge-printing open?
Seattle Convention Center - Arch
Friday, May 3 ― 8am - 5pm
Saturday, May 4 ― 7am – 6pm
Sunday, May 5 ― 7am – 6pm
Monday, May 6 ― 7am – 6pm
Tuesday, May 7 ― 7am – 6pm
Wednesday, May 8 ― 7am – 6pm
Exhibit Hall hours
Sunday, May 5: 9am - 6pm
Monday, May 6: 9am - 6pm
Tuesday, May 7: 9am - 6pm
Wednesday, May 8: 9am - 5:15pm
Mailing lists and other promotion options
Can I rent a list of attendees?
There are no email or mailing lists available of ARVO 2024 attendees.
Are there still sponsorships and other promotional opportunities available?
Yes. Contact arvosales@ntpevents.com to create a customized impact package that enhances your marketing strategies.
Games of chance and other advertisements and promotions
Contests, lotteries, raffles or games of chance are prohibited. Please see the General exhibitor conduct section of the Exhibit Prospectus for more details (available Oct. 2023).
Hotels
Reserve your hotel room now to guarantee lowest rate and best selection. Select the "Attendee" guest type to register.
If you have other questions, please contact arvoexhibitor@ntpevents.com, ARVO Exhibitor Service.
