Attendee FAQ’s

Exhibitor FAQ's

Where is Medtrade this year?

What are the Medtrade Expo Floor hours?

What are the Medtrade Conference Program hours?

How much does it cost to attend Medtrade?

Does Medtrade offer CEUs?

What is the Lunch & Learn?

What is the Digital Conference Library?

How do I register?

If I need to cancel my registration, will I receive a refund?

What are the on-site registration hours?

Can I register on-site?

When will I receive my badge?

Who attends Medtrade?

Can I bring my child to the show?

How do I get an International Visa letter of invitation?

How can I make hotel arrangements?

Is shuttle service available between my hotel and the Orange County Convention Center?

How do I get to the Orange County Convention Center if I am driving?

Is parking available at the Orange County Convention Center?

Will food be available during the show?

Are wheelchair and/or scooter rentals available at the Orange County Convention Center?

Can I take photographs during the show?

Where and when is Medtrade Spring and Medtrade next year?

Where is Medtrade  this year?
Medtrade  2013 is at the Orange County Convention Center, 9800 International Drive, Orlando, FL 32819 in the West Building. The Expo Floor is open on October 8-10 in Halls WA4-WB3. The Conference Program is on October 7-10 in the meeting rooms on Level 3.

What are the Medtrade show hours?
Tuesday, October 8, 2013; 9:00AM – 4:00PM
Wednesday, October 9, 2013; 9:00AM – 4:00PM
Thursday, October 10, 2013; 9:00AM – 1:00PM

What are the Medtrade Conference Program hours?
The Medtrade Conference Program is as follows:

     
How much does it cost to attend Medtrade?
Medtrade Expo Floor - Admission to the Expo Hall only; does NOT include admission to Seminars, Workshops or Conference Sessions.
$25 (by September 10, 2013)
$50 (September 11-October 14, 2013)
$100 (onsite)

Medtrade Conference Sessions - Includes admission to the Expo Hall and access to all Conference Sessions; does NOT include admission to Seminars or Workshops.
$99 (by September 10, 2013)
$199 (September 11-October 14, 2013)
$300 (onsite)

Medtrade Seminars - Includes admission to the Expo Hall, access to all Conference Sessions and the selected Seminar; does NOT include admission to Workshops.
$255 (by September 10, 2013)
$305 (September 11-October 14, 2013)
$355 (onsite)

Medtrade Workshops - Includes admission to the Expo Hall, access to all Conference Sessions and the selected Workshop; does NOT include admission to Seminars.
$350 (by September 10, 2013)
$400 (September 11-October 14, 2013)
$450 (onsite)

For a full list of Medtrade pricing and functions, please click here.  

Does Medtrade offer CEUs?
CEUs Offered during Medtrade  and Medtrade shows:
Credit Hours: Rehabilitation & Assistive Technology 0.1/course CEU; AARC 1.0/course CRCE
CEU credits are offered for sessions that fall within the Rehabilitation & Assistive Technology and Sleep/Oxygen Respiratory tracks only. We are proud to partner with “The University of Pittsburgh” and “American Association for Respiratory Care” (AARC) to offer these certifications. For attendees who have paid the additional CEU registration fee ($30 pre-show and $40 on-site) to obtain these credits, you must be scanned at each session by one of the room monitors in order to receive credit for attending the session and receive your certificate. Within 4 to 6 weeks after the conference ends, each registered and scanned attendee will receive their certificate electronically (via email). If there are any questions or additional information, please contact Toni Ward, Conference Manager: antoinette.ward@nielsen.com.

What is the Lunch & Learn?
Grab one of the included boxed lunches and head to a table where your moderator will guide your group in your roundtable topic discussion. These roundtables are not lectures or presentations; they are an opportunity to share your successes, voice your concerns, ask questions and learn best practices from your peers. Share your experiences and take back solutions to your office. Space is limited and sells out early. Please click here for pricing.

What is the Digital Conference Library?
Medtrade offers post-show access to our educational conference sessions. Notes and audio will be available for all sessions at Medtrade 2013 in our online Conference Digital Library. The library will allow you to “attend” a session you missed or one you’d like to hear again. The Digital Library is available as an add-on to your conference pass and provides access to sessions for one year. Please click here for pricing.

How do I register?
Attendee Registration can be done online.

If I need to cancel my registration, will I receive a refund?
Cancellation requests should be faxed to 949-226-5663 or mailed to: Medtrade Registration Dept., Nielsen Expositions, 31910 Del Obispo, Suite 200, San Juan Capistrano, CA  92675. No refunds are available to persons who register after September 17, 2013. All refunds are issued after the last day of the show. No refunds will be made for Expo/Show Floor Only and/or for Special Events. An organization may substitute one person for another without penalty. 

What are the on-site registration hours?
Monday, October 7, 2013; 8:00AM – 5:00PM
Tuesday, October 8, 2013; 7:00AM – 4:30PM
Wednesday, October 9, 2013; 7:00AM – 4:00PM
Thursday, October 10, 2013; 8:30AM – 12:00PM

Can I register on-site?
Yes, please visit Registration on Level 1 of the Orange County Convention Center during registration hours.

When will I receive my badge?
Badges will not be mailed for Medtrade but can be picked up at Registration on Level 1 of the Orange County Convention Center during registration hours. If you registered in advance, please go to the counters marked “Will Call” in registration. If you need to register on-site, please go to the counters marked “Registration” in registration.

Who attends Medtrade?
Medtrade is open to industry professionals only. No one under the age of 16 is permitted on the show floor.

Can I bring my child to the show?
For liability reasons, no children under the age of 16 are allowed on the show floor at any time. Proof of age may be requested.

How do I get an International Visa letter of invitation?
During the registration process, if a country outside of the United States is selected, an invitation letter will automatically be sent to within 5-10 business days after registration is completed and payment is made.

How can I make hotel arrangements?
Hotel reservations can be made online through the Hotel & Travel section of the Medtrade website. Travel Planners is the official housing agent for Medtrade.

Is shuttle service available between my hotel and the Orange County Convention Center?
Complimentary Shuttle Bus Service will be provided to and from the Orange County Convention Center and the official show hotels. Signs will be posted at the official show hotels and the Orange County Convention Center indicating the schedules, pick-up and drop-off points. The schedule will be as follows:

Monday, October 7, 2013; 9:00AM – 6:30PM
Tuesday, October 8, 2013; 7:00AM – 6:00PM
Wednesday, October 9, 2013; 7:00AM – 6:00PM
Thursday, October 10, 2013; 8:00AM – 1:00PM

How do I get to the Orange County ConventionCenter if I am driving?
For driving directions from your location, please visit the Orange County Convention Center website.

Is parking available at the Orange County Convention Center?
For information on exhibitor parking, please visit the Orange County Convention Center website

Will food be available during the show?
Centerplate offers a variety of dining locations throughout the Orange County Convention Center, providing guests with cafes and food courts throughout the convention center as well as concession stands both inside and outside the exhibit hall.

Are wheelchair and/or scooter rentals available at the Orange County Convention Center?
For information on wheelchair and scooter rental, please visit the Orange County Convention Center website 

Can I take photographs during the show?
Show Management is respectful of the time and resources utilized by each exhibitor and speaker in the research and development of new and exciting products for the HME marketplace. In an effort to protect our exhibitors and speakers, unauthorized photography or video recording is not allowed on the Expo Floor or in Conference Session rooms at Medtrade without first obtaining permission from the exhibitor or speaker. Violators will be ejected from the show and could be denied entry to future Medtrade events and/or be prosecuted.

Where and when is Medtrade this year and Medtrade next year?
Medtrade Spring 2014 is at the Mandalay Bay Convention Center in Las Vegas. The Expo Floor will be open on March 11-12, 2014 in Bayside B. The Conference Program will be March 10-12, 2014 in the meeting rooms on the Lower Level.

Medtrade 2014 will be in Building C at the Georgia World Congress Center in Atlanta. The Expo Floor will be open on October 21-23, 2014 in Halls. The Conference Program will be October 20-23, 2014 in the meeting rooms on Levels 1, 2 and 3.

Exhibitor FAQ’s

Where is Medtrade this year?
 
When can we set up our booth?

What are the Medtrade show hours?

When can we break down our booth?

Where do I ship my booth materials?

What is the Marshaling Yard and why do I have to go there?

Can I use my own dolly/hand truck and move my stuff in to my booth?

Can I set up my own booth?

Where can I find the Medtrade Exhibitor Service Manual?

How do I order items for my booth (i.e., carpet, electrical, furniture)?

What equipment and services are included with my booth?

How do I find out if my booth meets all regulations?

What insurance coverage do I need and who should be listed as additional insured?

How do I find out my booth number and/or where I am located on the show floor?

How do I register my exhibitor booth personnel?

What are the on-site registration hours?

Can I register on-site?

When will I receive my badge?

How many exhibitor badges do I get for my company?

Can I add the Medtrade Conference Package to my registration?

How do I get an International Visa letter of invitation? 

What is a Show Directory listing and how do I make sure my company is listed properly?

What other opportunities are available for promoting my company?

How can my company enter a product in the Medtrade New Product Pavilion?

How can I make hotel arrangements?

Is shuttle service available between my hotel and the Orange County Convention Center?

How do I get to the Orange County Convention Center if I am driving?

Is parking available at the Orange County Convention Center?

Will food be available during the show?

Are wheelchair and/or scooter rentals available at the Orange County Convention Center?

Where and when is Medtrade Spring and Medtrade next year?


Where is Medtrade this year?
Medtrade 2013 is at the Orange County Convention Center, 9800 International Drive, Orlando, FL 32819 in the West Building. The Expo Floor is open on October 8-10 in Halls WA4-WB3. The Conference Program is on October 7-10 in the meeting rooms on Level 3.

When can we move in to our booth?
Saturday, October 5, 2013; 8:00AM – 5:00PM
Sunday, October 6, 2013; 8:00AM – 5:00PM
Monday, October 7, 2013; 8:00AM – 5:00PM

Please refer to the Targeted Exhibitor Move-in Floor Plan in the Medtrade 2013 Exhibitor Service Manual to confirm your scheduled move-in day and time within the schedule above to avoid off-target charges.

All displays are to be completely installed by 5:00PM on Monday, October 7. Show Management will consider any booth not set by 5:00PM vacant and appropriate action will be taken. Detailing and last minute adjustments may be made on Tuesday, October 8 from 7:00AM - 10:00AM.

What are the Medtrade show hours?
Tuesday, October 8, 2013; 9:00AM – 4:00PM
Wednesday, October 9, 2013; 9:00AM – 4:00PM
Thursday, October 10, 2013; 9:00AM – 1:00PM

When can we break down our booth?
Exhibitors may begin dismantling their displays immediately after the show closes on Thursday, October 10, 2013 and must be completed by 5:00PM on Friday, October 11, 2013.

The return of empty containers will begin immediately after the aisle carpet and vehicles are removed from the Exhibit Hall. In agreement with the Exposition Terms and Conditions, exhibitors may not dismantle or remove any portion of their exhibit prior to closing time on Thursday, October 10, 2013. This rule will be strictly enforced.

SPECIAL NOTES: Upon commencement of move-out, all aisles are to be kept entirely clear of exhibit material so that all aisle carpet may be removed. No empty crates will be returned until ALL aisle carpet has been removed. It will take several hours for all of the empty crates and boxes to be returned so please be patient during this process and schedule your travel departures accordingly. In order to assure all exhibitors of an expedient move-out, complete cooperation is required between exhibitors and GES. All vehicular movement at the Orange County Convention Center loading docks must be coordinated and approved by GES in advance.

Where do I ship my booth materials?
The shipping location depends on the timeframe in which you ship your materials.

The most convenient method is to ship them is in advance to the GES Warehouse. They give you confirmation of receipt and the materials are waiting in your booth for you when you arrive on-site. The GES Warehouse will begin to receive freight on Tuesday, September 3, 2013 through Wednesday, October 2, 2013. The advance shipment address is:

Exhibiting Company Name
Medtrade 2013
Booth Number
c/o GES
7945 Mandarin Road
Orlando, FL 32819 USA

The alternative method is to ship directly to show site. GES will be on show site receiving shipments beginning on Saturday, October 5, 2013 through Monday, October 7, 2013. Shipments should arrive on your targeted move-in day which can be found on the Targeted Exhibitor Move-in Floor Plan in the Medtrade 2013 Exhibitor Service Manual. Shipments not arriving on your targeted move-in day will result in off-target charges. The show site shipping address is:

Exhibiting Company Name
Medtrade 2013
Booth Number
c/o GES
Orange County Convention Center
West Concourse
9800 International Drive
Orlando, FL 32819 USA

Printable labels for both advance and direct shipments are available in the Medtrade 2013 Exhibitor Service Manual.

What is the Marshaling Yard and why do I have to go there?
The marshaling yard is an area where all vehicles going to the loading docks of the convention center must go to check in and get a number. The number is used to expedite and maintain orderly move-in of all exhibitors.

The address to the marshaling yard is: 7945 Mandarin Drive, Orlando, FL 32819.

Can I use my own dolly/hand truck and move my stuff in to my booth?
No, only materials that can be hand carried by one individual in one trip may be brought into the exhibit hall by an exhibitor. Multiple trips by one person is not allowed. If you have questions, please contact GES at 800-475-2098.

Can I set up my own booth?
You are allowed to set-up and dismantle your own booth provided the staff utilized is full-time company personnel of the exhibiting company and can present proof of employment if requested.

If you are using an Exhibitor Appointed Contractor (EAC), the online EAC Form and the EAC’s Certificate of Insurance must be submitted prior to move-in.

Where can I find the Medtrade Exhibitor Service Manual?
The Medtrade  Exhibitor Service Manual can be found online. If you have any questions about the Medtrade Exhibitor Service Manual, please contact Lane Vento, Operations Manager, at 770-291-5538 or lane.vento@nielsen.com.

How do I order items for my booth (i.e., carpet, electrical, furniture)?
Refer to the Medtrade  Exhibitor Service Manual for order forms and online ordering (when available).

What equipment and services are included with my booth?

Linear, Corner and Perimeter booths

•  8’ high pipe and drape back wall.
•  3’ high pipe and drape side rails.
•  7” x 44” booth identification sign with company name and booth number.

Peninsula and End-Cap booths
•  8’ high pipe and drape back wall for 10’ in center.
•  3’ high pipe and drape back wall for 5’ on each end.

Split Island booths
8’ high pipe and drape back wall.

How do I find out if my booth meets all regulations?
Exhibitors should first reference the Nielsen Display & Booth Construction Guidelines and Rules & Regulations of Exhibiting in the Medtrade 2013 Exhibitor Service Manual. If you still have questions, please contact Lane Vento, Operations Manager, at 770-291-5538 or lane.vento@nielsen.com.

Please note that Medtrade is now a Cubic Content show. Please reference the Nielsen Display & Booth Construction Guidelines in the Medtrade 2013 Exhibitor Service Manual to ensure your booth meets these guidelines.

What insurance coverage do I need and who should be listed as additional insured?
Please note that it is required that each exhibiting company carries liability insurance for damage, loss, theft or accident to their exhibit and/or company personnel. This insurance should be maintained through your company. Coverage provides for your physical booth and any materials shipped - NOT for services ordered or delivered by our official service providers. Exhibitors are responsible for payment of all services ordered and delivered by contractors should the event be cancelled for any reason – i.e., ‘acts of God’, blizzards, strikes, terrorism, earthquakes, fire, floods, war, riots, etc.

For required insurance coverage amounts, please refer to the Exhibitor Insurance Requirements in the Medtrade Exhibitor Service Manual.

Additional insured should be listed as follows: Nielsen Expositions, Medtrade 2013, GES, and Orange County Convention Center.

If you need to purchase additional insurance coverage, Show Management recommends John Buttine Insurance Information. Their Exhibitor Insurance Program can be found in the Medtrade 2013 Exhibitor Service Manual.

How do I find out my booth number and/or where I am located on the show floor?
Your number can be found by viewing your profile on Medtrade Connect or by contacting your sales account executive.

How do I register my exhibitor booth personnel?
Exhibitor Registration can be done online.

What are the on-site registration hours?
Sunday, October 6, 2013; 1:00PM – 5:00PM
Monday, October 7, 2013; 8:00AM – 5:00PM
Tuesday, October 8, 2013; 7:00AM – 4:30PM
Wednesday, October 9, 2013; 7:00AM – 4:00PM
Thursday, October 10, 2013; 8:30AM – 12:00PM

Can I register on-site?
Yes, please visit Registration on Level 1 of the Orange County Convention Center during registration hours.

When will I receive my badge?
Badges will not be mailed for Medtrade  but must be picked up at Registration inside Bayside C at the Orange County Convention Center during registration hours. If you registered in advance, please go to the counters marked “Will Call” in registration. If you need to register on-site, please go to the counters marked “Registration” in registration.

How many exhibitor badges do I get for my company?
Each exhibiting company may register ten (10) staff members per 100 net square feet of exhibit space at no charge. Additional staff may be registered for an additional per person charge.

Can I add the Medtrade Conference Package to my registration?
Yes, exhibitors may add the Medtrade Conference Package to their registration for the cost of $49.

How do I get an International Visa letter of invitation?
During the registration process, if a country outside of the United States is selected, you will have the option of requesting an invitation letter to be emailed to you.

What is a Show Directory listing and how do I make sure my company is listed properly?
A Show Directory listing is the contact information and product categories that will be published both on the Medtrade  website and in the printed Show Directory. It’s a key tool in telling the attendees about your company before, during and after the show. The final deadline for entering your information to be included in the printed Show Directory is August 23, 2013.

In order to be listed in the Show Directory, go to Medtrade Connect and log into your profile. Upon contracting for exhibit space, you should receive a Welcome E-mail with information about the system and log-in information. Upgrades are available to make your online listing stand out from the competition.

What other opportunities are available for promoting my company?
Our goal at Medtrade 2013 is to find the best ways to put you in touch with your audience and to help you make sales. That’s why we’ve developed several sponsorship and promotional opportunities that will enhance your presence at the show. To learn more, please go to the Advertising and Sponsorship section of the Medtrade website or contact your sales account executive.

How can my company enter a product in the Medtrade New Product Pavilion?
Go to Medtrade Connect and log into your profile to enter products in the New Product Pavilion. In order to be listed in the Show Directory, entries must be submitted by August 23, 2013.

How can I make hotel arrangements?
Hotel reservations can be made online through the Hotel & Travel Information section of the Medtrade website. Travel Planners is the official housing agent for Medtrade.

Is shuttle service available between my hotel and the Orange County Convention Center?
Complimentary Shuttle Bus Service will be provided to and from the Orange County Convention Center and the official show hotels. Signs will be posted at the official show hotels and the Orange County Convention Center indicating the schedules, pick-up and drop-off points. The schedule will be as follows:

Monday, October 7, 2013; 9:00AM – 6:30PM
Tuesday, October 8, 2013; 7:00AM – 6:00PM
Wednesday, October 9, 2013; 7:00AM – 6:00PM
Thursday, October 10, 2013; 8:00AM – 1:00PM

How do I get to the Orange County Convention Center if I am driving?
For driving directions from your location, please visit the Orange County Convention Center website.

Is parking available at the Orange County Convention Center?
For information on exhibitor parking, please visit the Orange County Convention Center website.

Will food be available during the show?
Centerplate offers a variety of dining locations throughout the Orange County Convention Center, providing guests with cafes and food courts throughout the convention center as well as concession stands both inside and outside the exhibit hall.

Are wheelchair and/or scooter rentals available at the Orange County Convention Center?
For information on wheelchair and scooter rental, please visit the Orange County Convention Center website.

Where and when is Medtrade this year and Medtrade  next year?Medtrade Spring 2014 is at the Mandalay Bay Convention Center in Las Vegas. The Expo Floor will be open on March 11-12, 2014 in Bayside B. The Conference Program will be March 10-12, 2014 in the meeting rooms on the Lower Level.

Medtrade 2014 will be in Building C at the Georgia World Congress Center in Atlanta. The Expo Floor will be open on October 21-23, 2014 in Halls C1-3. The Conference Program will be October 20-23, 2014 in the meeting rooms on Levels 1, 2 and 3.