Exhibitor FAQs

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WSC 2017 Exhibitor Important Information

Exhibitor Set-Up:

Sunday, December 3, 2017 | 12pm-5pm

Exhibitor Hours:

Monday, December 4, 2017 | 9:30am – 5:30pm
Tuesday, December 5, 2017 | 9:30am – 5:30pm
Wednesday, December 6, 2017 | 9am – 11:30am

Exhibitor Move-Out:

Wednesday, December 6, 2017 | 11:30am – 1:30pm[/vc_column_text][/vc_column][vc_column width=”1/2″][vc_column_text]

Download Exhibitor Kit

Note: Early dismantling is disruptive to the exhibit show, therefore, exhibitors may not pack, tear down, or remove any portion of the exhibit prior to the official closing at 11:30am on Wednesday, December 6. Requests for early breakdown and outbound material order forms from Shepard Exposition will not be granted.

For exhibitor inquiries, please contact Renee Thiesing or Jayne Talbot.

Important Deadlines:

August 18        Vendor Track Submissions

For each reserved booth, vendors get a 45-minute time slot in the Vendor Track.  For each slot in the Vendor Track, you have two options: submit a complete paper or an abstract. Abstracts and papers appear online and in the final program, but neither appear in the archival proceedings (IEEE rules). Abstracts are lightly reviewed by the track coordinator and papers are reviewed by multiple members of the committee and may entail revisions. Papers and abstracts must use the Authors’ Kit in order to adhere to the publication format requirements. Papers and abstracts for the Vendor Track must be submitted here.   For additional information on the Vendor Track, please contact Renee Thiesing.

August 31         Company Descriptions and Logos

NEW THIS YEAR – Exhibitor logos and company descriptions will be added to the WSC website. If you have already completed the registration process, please email an EPS version of your company logo to Olivia Schmitz and upload your company description to the online portal/registration site.

September 1     Tuesday User-group Meetings

User Group Meetings can be scheduled for Tuesday evening from 6:30-8:30pm. Please e-mail Liz Hood by September 1 if you would like to schedule a room. There is no additional fee for AV. Companies will be responsible for ordering their own catering.

September 12    Sunday Workshops

For each booth purchased, vendors get one 120 minute slot during the Sunday workshop period. No abstract or paper is required for the proceedings, but a description of the workshop will appear in the conference program and on the web site. If you would like to present at a Vendor Workshop on Sunday, you must select AUDIOVISUAL $80 in the ‘Additional Items’ section of the booth registration process. If you did not select this when you registered initially, you can log back in to add and pay the $80 fee. Workshop descriptions should also be entered on the online portal/registration site. There are a limited number of slots available and they are scheduled on a first-come, first-serve basis. Please email Olivia Schmitz ASAP to let her know your time slot preference (10am-12pm, 12:30-2:30pm, 3pm-5pm).

October 4           Booth Cancellations

All booth cancellations due on or before October 4 ($250 cancellation fee applies)

October 30         Hotel Room Block Cut-Off

A limited number of rooms have been blocked at the special WSC rate. We anticipate rooms to sell out quickly and advise you to make your reservations early, well before the cut-off date of October 30.  To make reservations click here.  Reservations may also be made over the phone (866) 767-7773. Please mention the Winter Simulation Conference for the WSC rate. Click here for more information on the venue.

October 23          Deadline for Vendor Workshop Details

Please include title, speaker and description. Please submit in the Exhibitor Portal.

November 3       Discount price deadline for custom Shepard Exposition rentals.

November 6       Advance Shipments

Advance shipments may begin arriving at the Shepard Exposition Services Warehouse.

November 6       Exhibitor Appointed Contractor (EAC)

Notification is due.

November 13       Discount price deadline for standard Shepard Exposition orders.

November 22       Final Booth Personnel Due

All booth personnel must be entered into the Exhibitor Portal.  Each paid exhibit space includes one complimentary full conference registration and four booth only representatives.  If you have difficulty entering the names into the Exhibitor Portal, please e-mail Olivia Schmitz and include FULL NAME, E-MAIL ADDRESS and JOB TITLE for all personnel.

November 24       Last Day for Advance Shipments to Arrive without Surcharge