XRDC | Exhibitor Services

XRDC Exhibitor Services

Exhibitor Registration

Log in to Exhibitor Registration to register your booth staff for the event. This section is password protected. Please contact [email protected] with questions regarding access.

Exhibitor Services Manual (ESM)

Your guide to operations and logistics at XRDC, the ESM includes order forms for purchasing onsite furniture, utilities, and equipment. If you have an issue regarding show operations guidelines not covered in the ESM, please contact Meredith Omori, Event Operations Manager, for assistance.

How do I become a XRDC Exhibitor

Who do I contact to book XRDC Exhibit space?

Contact [email protected] for details.

What comes with the purchase of XRDC Exhibit space?

Contact [email protected] for details.

Is there a deadline for becoming an exhibitor?

To maximize your exposure on the XRDC web site and marketing materials, we recommend you reserve space as early as possible. Exhibit space is also limited to availability. If you are considering exhibiting, contact your account manager today for exhibition opportunities. Click here to view the current version of the XRDC Expo floorplan here.

Exhibition & Sponsorship Logistics

Who do I contact with service questions about exhibiting and my booth?

For questions on booth or sponsorship purchases, please contact [email protected].

If you have already signed a contract and have questions about booth logistics, contact:

Meredith Omori
Operations Manager, Event Operations & Services
UBM Americas
[email protected]

Who do I contact regarding my sponsorship deliverables?
Once a contract is signed, please email [email protected] for any sponsorship questions. Deliverable details including deadlines and shipping instructions will be emailed a few months out from the show.
What are the booth height regulations and sightline restrictions?

There are rules stating the maximum allowable height of various booth sizes. Allowable heights vary according to the size of the booth. The Exhibitors Services Manual will have specific rules and regulations pertaining to your booth size.

Do I need to order drayage?

Drayage is the movement of show freight from the shipping dock to your booth. No matter how you get your freight to the dock at the Westin St. Francis Hotel in Union Square, you are not allowed to bring your shipment onto the expo floor on your own - it must be done by union labor. Drayage costs are based on the weight and size of your shipment.

You can receive a discount on your drayage and priority treatment by using GES Logistics for your shipping needs.

How do I handle shipping to the Westin St. Francis Hotel in Union Square?

Separate from drayage, this is the movement of your freight from either another show site to the receiving dock at the Expo site, or from your business to the dock at the Expo site. The Exhibitor Services Manual will have more information.

IMPORTANT: By ordering your shipping needs from GES Logistics, you will save money on your drayage, and you will get priority delivery of your freight on to the floor and off of the floor at the end of the show. Please contact GES Logistics at (888) 454-4437 or www.ges.com/chat for details or to order this service. From overnight to overseas, GES can arrange for all types of shipping and will do all follow up to make sure your freight arrives on time.

Jessica de Robinson
Event Operations Manager
United Business Media LLC
Jessica de Robinson

How do I order graphics, custom booths, furniture and carpet from GES?

GES can produce any signage that you need. Whether you want to add a logo to your Booth ID sign or order meter-sized boards, GES can do it. The plus side to that is you don't have to ship your signage (and risk having it arrive damaged) and it is at your booth when you arrive. They can make most types of banners or signage at a competitive price.

The Exhibitors Services Manual will also list forms for custom booths, carpet, furniture rental, lighting orders and pretty much anything you need for a complete presence on the Expo floor.

How do I order lead retrieval, audio visual, electrical, internet, food, booth security or plants for my booth?

Your Exhibitors Services Manual will include all order forms. Be sure and do it early to receive any applicable pre-show discounts!

I need to go on the expo floor to assist in setting up the booth for only a short time, can I bring my baby?

Our insurance policy prohibits anyone under the age of 18 on the expo floor during move-in and move-out.

Exhibiting Deadlines, Shipping and Additional Services

What are the XRDC exhibitor shipping, move in and move out deadlines?

Click here to view Important Dates and Deadlines.

What are the deadlines to order additional services such as audio visual, internet, electrical, food and beverage, lead retrieval and security?

The Exhibitor Services Manual will outline these deadlines.

Hotel Reservations

How do I make hotel reservations?

XRDC has designated Convention Housing Partners as the official housing company for XRDC.

Book your accommodations here.

For more information:
US: 1-800-216-4916
International: +1-415-813-6088 option 6

Marketing & Sponsorship Opportunities

What are the marketing and sponsorship offerings at XRDC?

Please click here for a list of sponsorship opportunities. The sooner you purchase a sponsorship, the more conference exposure you receive. Don't delay and [email protected].

If you have already purchased a sponsorship, you will receive an email with shipping or artwork details the first of the year describing what you need to do to complete your sponsorship.

Where can I download web banners and buttons to promote my booth at XRDC?

Please refer to our Downloads page.

Expo Passes & Registering My Booth Staff

How do I obtain Staff badges for my booth staff?

Please contact [email protected] for more information on our exhibitor staff badges.

What is the difference between a booth staff passes and XRDC passes, and what does each pass include?

Each VRDC exhibitor will be allotted a number of booth staff passes and XRDC passes based on the size of their exhibit space.

Booth staff passes allow access on and off the show floor to set up your exhibit space before the expo opens and to secure it at the end of each day after the expo closes. Booth staff passes should NOT be given to clients/partners who are not exhibitors at XRDC (XRDC passes are appropriate).

XRDC passes grant access to the conference and access to the exhibit floor only during the posted exhibit floor hours.

How many booth staff passes and XRDC passes do I receive for my booth size?

Diamond sponsorships will receive six (6) booth staff passes and five (5) VRDC passes. Gold sponsorships will receive four (4) booth staff passes and three (3) XRDC passes. Silver Sponsorship will receive (4) booth staff passes.

Press Attending XRDC

How do I obtain a list of the pre-registered press attending XRDC?

Exhibitors will be provided access to the Press List approximately four weeks prior to the show in the Exhibitor Portal.

How can I maximize press visibility for my company and products during XRDC?

To maximize press awareness, you can participate in our specially designed media sponsorship opportunities. Please contact your sales representative for more details.