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Important Dates for VMX Exhibitors & Sponsors

December 2017 VMX 2019 Space Draw for Top 20 Industry PartnersNote: If payment is received by December 31, last year’s rate applies
March 5, 2018 Booth selection appointments will be sent out to past exhibitors
March 12, 2018 VMX 2019 Space Draw begins for Top 21+ Industry Partners
May 1, 2018

Application opens to new exhibitors

VMX 2019 Exhibitor Housing (15 rooms or more) opens

May 31, 2018 Receive 2 priority points if booth fee is paid in full
June 1, 2018

Meeting room rental available at navc.com

Freeman Kit available online

September 10, 2018 Badge personnel ordering process opens
October 1, 2018

Full booth payment due

Note: Exhibitors approved after 10/1 are required to pay 100% upon application

October 15, 2018 VMX 2020 Priority Ranking will be released (based on points accrued from October 1, 2017-September 30, 2018)
November 1, 2018

Last day to cancel a booth with 50% refund. No refund after this date.

Note: The 50% initial deposit is non-refundable

November 27, 2018 Last day to submit final rooming list to ConferenceDirect to avoid attrition for those with sub-block of 15 rooms or more.
December 3, 2018

Certificate of Insurance due

Exhibitor Appointed Contractor (EAC) notification due (if applicable)

Request for Live Animals at booth due

Free Lead Retrieval orders due (orders after this date will be at your
own expense)

Last day to submit logo, company description, update profile,
keywords, etc.

Neil Oberman Award Nomination due

December 5-6, 2018

VMX 2020 Space Draw (Top 20 IPs Only)

Note: VMX 2020 Space Draw for Top 21+ IPs will be the 1st week of February 2019

December 14, 2018

Pre-registration Mailing List available, if purchased

Final day to order allotted badges

Booth personnel registration notification will be sent

December 27, 2018 Advanced freight/shipping accepted at Freeman Warehouse until
January 9, 2019. Materials received after January 10, 2019, will be
received at the warehouse with an additional after deadline charge.
December 27, 2018 Freeman discount price deadline (11:59 PM EST)
January 10, 2018 Freeman deadline to accept advance shipping
January 11, 2018 Last day to make name/date changes directly with the hotel based
on availability for companies with sub-blocks; attrition clause still
applies.
Thursday, January 17, 2019

Freeman warehouse freight move-in

Top 20 exhibitor move-in (8:00 AM – 5:00 PM)

Friday,

January 18, 2019

Exhibitor move-in (8:00 AM – 5:00 PM)

Freeman Exhibitor Service Center Hours (8:00 AM – 5:00 PM)

Registration Desk Hours (1:00 PM – 8:00 PM)

Saturday,

January 19, 2019

Exhibitor move-in/set-up (8:00 AM – 5:00 PM)

Freeman Exhibitor Service Center Hours (8:00 AM-5:00 PM)

Exhibitor Registration Desk hours (6:30 AM – 7:00 PM)

Sunday,

January 20, 2019

Freeman Exhibitor Service Center Hours (8:00 AM – 5:30 PM)

Exhibitor Registration Desk Hours (7:00 AM – 7:00 PM)

Expo Hall Hours (9:00 AM – 5:30 PM)

Monday, January 21, 2019 Freeman Exhibitor Service Center Hours (8:00 AM – 5:30 PM)

Exhibitor Registration Desk Hours (7:00 AM – 7:00 PM)
Expo Hall Hours (9:00 AM – 5:30 PM)

Tuesday, January 22, 2019

Freeman Exhibitor Service Center Hours (8:00 AM – 5:30 PM)

Exhibitor Registration Desk Hours (7:00 AM- 7:00 PM)

Expo Hall Hours (9:00 AM – 5:30 PM)

Wednesday, January 23, 2019

Freeman Exhibitor Service Center Hours (8:00 AM – 10:00 PM)

Exhibitor Registration Desk Hours (7:00 AM- 5:00 PM)

Expo Hall Hours (9:00 AM – 2:00 PM)

Thursday, January 24, 2019

All booths must be dismantled by NOON

Freeman Exhibitor Service Center Hours (8:00 AM – 12:00 PM)

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