General Exhibiting Information


Exhibit Periods
The AIA Wisconsin Convention & Expo will feature exhibit periods during both days of the show:
Wednesday, May 8
1:30 p.m. - 4:30 p.m.

Thursday, May 9
11:00 a.m. - 2:00 p.m.

Through an extensive promotional campaign, AIA Wisconsin is inviting architects and allied professionals to participate in the Building Products Expo both exhibit periods. Registration fees are waived for members during these exhibit periods. Free admission tickets also are being mailed to an extended list of industry professionals. To encourage maximum attendance during the exhibit periods, several special events will be held right in the Exhibit Hall at Monona Terrace.

Set-up/Tear-down Hours
You may begin to set up your exhibit in the Exhibit Hall at Monona Terrace at 12:00 noon on Tuesday, May 8. Your display must be set up by 1:00 p.m. on Wednesday, May 8, for the opening of the show.

There are loading docks on both the east and west sides of the Monona Terrace Convention Center. These are accessible from John Nolen Drive. You will be allowed 15-20 minutes to unload, but parking is not allowed. Monona Terrace and Valley Expo staff will be available at the loading docks.

No Early Tear-downs Exhibitors may dismantle and remove their displays between 2:00 - 7:00 p.m. on May 9. All displays must be removed from the Exhibit Hall by no later than 7:00 p.m. on Thursday, May 9.

If special arrangements are necessary, please contact the AIA Wisconsin office as soon as possible. Your cooperation in complying with the set-up and tear-down hours will be appreciated.

Shipments & Electrical Service
Each 8’x10’ or 10-’x10’ booth will include burgundy and silver 8’ back drape and 3’ side drape and a 7”x44” identification sign. Booth areas are not carpeted. Additional equipment and services may be ordered from Valley Expo & Displays. For additional information, please visit www.aiaw.org in the “convention” section for links. Passwords and user names, necessary for online ordering, are sent via email. If you need tables, chairs or other furniture for your booth, please order them by April 10; on-site rates for these items are considerably higher. There is no obligation to use Valley Expo if you wish to use your own personnel and equipment.

Information on ordering electrical service for your booth also is available online. Electrical service must be ordered directly from Monona Terrace. It is important to complete and return the electrical service order form prior to the show. If you have questions, please call Monona Terrace at (608) 261-4000.

Special Events in Exhibit Hall
To celebrate the grand opening of the Building Products Expo, AIA Wisconsin will be hosting its annual Construction Industry Reception from 1:30 – 4:30 p.m. on Wednesday, May 8, in the Exhibit Hall. This event includes hors d’oeuvres, cash bars, music, door prizes and more!

The Focus on Innovation exhibit period from 11:00 – 2:00 p.m. on Thursday, May 9, will feature a free lunch. Exhibitors are encouraged to feature displays of innovative products and services and to try innovative ways of presenting information on your products.

Parking
We encourage all exhibitors to use Block 89 and Government East Ramps for parking. If you are staying at the Hilton Madison Monona Terrace, parking is available.

Parking at the Monona Terrace is reserved for architects thus allowing a better opportunity for them to participate in the Expo.

Registration & Exhibitor Meeting
When you arrive at the Monona Terrace Community & Convention Center, please check in at the Lower Level AIA Wisconsin Registration Desk for your registration materials and other information. Our Registration Desk will be located in the Lakeside Commons, which is the lobby area for the Exhibit Hall.

An Exhibitor Meeting is scheduled for 11:30 a.m. on Wednesday, May 8, at the Knowledge Center in the Exhibit Hall to review the schedule of events, established procedures and other questions you may have.

Following the Convention, exhibitors will have an opportunity to rent the attendee mailing list to send general follow-up information to architects and allied professionals who attended the AIA Wisconsin Convention & Expo.

Rules & Regulations


Move In/Move Out

  • All exhibits must be set up by 1 p.m. on day one of the Convention.
  • Exhibits must not be dismantled before 2 p.m. on day two of the Convention.
  • All equipment must be transported into the facility through designated loading dock areas. 
  • Trucks and vehicles will be allowed at the dock only during official move in/move out times. Once materials have been unloaded, vehicles must be moved.
  • Vehicles left unattended at the loading dock for an excessive period of time are subject to being ticketed or towed. 
  • All displays must be removed from Exhibit Hall by no later than 7:00 p.m. the last day of the Convention.

Booths, Displays, Decorations and Signs

  • No materials may be attached, taped, nailed, pinned or otherwise fastened to any ceiling, floor, permanent drapery, painted surface or wall of Monona Terrace Community and Convention Center. Duct tape may not be adhered to any surface, including the floor. 
  • The maximum height of displays against the back-wall of an exhibit booth is 8’. To avoid the possible obstruction of neighboring exhibit booths, the height limitation of displays in front half of exhibit booth is 3’, except for product display that in itself exceeds this height but dos not obstruct view.
  • Glitter, decals, gum, confetti and stickers may not be distributed or affixed inside the facility. Helium balloons are not allowed.

Food and Beverage
Monona Catering is the exclusive caterer. No food or beverages shall be brought onto Monona Terrace premises except through the caterer.

Shipping/Handling of Exhibit Materials
All exhibitor shipments should be coordinated through the service contractor, Valley Expo & Displays.

Parking

  •  No parking is allowed in the loading dock area.
  • Any unattended vehicles parked in loading areas (with the exception of designated move-in or move-out times) are subject to being ticketed or towed at the owner’s expense.

Fire Codes / Smoking

  • Exhibitors, service contractors and event promoters must comply with all federal, state and local fire codes which apply to places of public assembly. 
  • All exhibitor materials must be flame proof. 
  • Exhibitors are responsible for any floor damage caused by spillage of fuels, oils or similar substances.
  • In compliance with City Ordinance 23.05, smoking is not permitted in the building.

Floor Load
The floor load capacity on the exhibition hall floor is 250 pounds per square inch.

Americans with Disabilities Act

  • Aisles and exits must be kept clean and free of obstructions.
  • All exit signs must remain unobstructed at all times.
  • Easels, signs, etc. may not be placed beyond the booth area.

Liability and Insurance 
Exhibitors assume the entire responsibility and liability for losses, damages and claims arising out of injury from or damage to their displays, equipment and other property and shall indemnify, hold harmless and defend AIA Wisconsin, City of Madison and their officers, officials, employees and agents from any and all such losses, damages and claims.

Cancellations 
Deposits are non-refundable. Payment in full is due February 15. No cancellations and no refunds will be provided after February 15, prior to show dates.

Exhibit Booth Layout
Every effort is made to accommodate exhibitor preferences as availability of exhibit space permits. Exhibit booth space is assigned on a first-paid basis. AIA Wisconsin reserves the right to modify floorplan and reassign booth space in the best interest of the trade show.

Organizer Tables, Materials and Equipment 
AIA Wisconsin provides food, tables and materials for use by attendees. Exhibitors are not allowed to move tables or other equipment into vendor booths or use AIA Wisconsin tables to distribute vendor literature or display materials or samples.

Planning Ahead . . . 2020 AIA Wisconsin Expo

The 2020 AIA Wisconsin Architecture Expo will be held on April 29 & 30, at the Monona Terrace Community & Convention Center in Madison. Current exhibitors may reserve exhibit space for 2020 at the Lakeside Commons Registration Desk. A non-refundable deposit will be required. Additional information on this advance exhibit booth reservation process will be available at the Registration Desk.

Booth Awards

Each year, AIA Wisconsin presents awards for outstanding displays to exhibitors that participate in its annual Convention & Building Products Exposition. This program is conducted each year to:

  • Stimulate participating companies and organizations to develop an attractive display with a professional image. 
  • Recognize those exhibitors that do an outstanding job.

These guidelines are intended to provide guidance for the participating exhibitors and the AIA Wisconsin members serving on the jury.

Outstanding Exhibit Awards
Awards to be presented include the following:

  • Outstanding Exhibit - First Place
  • Outstanding Exhibit - Second Place
  • Outstanding Exhibit - Third Place
  • Honorable Mention(s)

Judging and Awards Presentation 
These guidelines for the Exhibit Awards program will be made available to all exhibitors prior to the Convention.

The AIA Wisconsin Convention Committee will select an Exhibit Awards Jury to conduct the judging.

The judging will take place during the first exhibit period on the first day of the Convention. The awards will be presented to the winning exhibitors prior to the conclusion of this exhibit period.

Exhibit Awards Criteria

  • RULES AND REGULATIONS — Exhibitor has conformed to all rules and regulations for the AIA Wisconsin Convention & Expo as set forth in the display contract.
  • PERSONNEL — Exhibit personnel present a professional image reflecting not only knowledge regarding their products and services, but also a sincere willingness to answer questions and be of service to AIA Wisconsin members who visit their display.
  • MAINTENANCE — Consideration will be given to the exhibit’s physical maintenance. The display should be neat, clean and uncluttered.
  • ORIGINALITY — Consideration will be given to innovative and artistic approaches for displaying products or for drawing attention to services that will spark the interest of participants and attract them to the display.
  • THEME — Consideration will be given for efforts by the exhibitor to reflect the Convention theme in their display. 

Benefits to Exhibitors

  • Recognition to all Exhibit Award winners through announcements at the Convention and the presentation of prize ribbons.
  • Recognition for Exhibit Award winners in Wisconsin Architect eNewsletter distributed to AIA Wisconsin members and posted to AIA Wisconsin Website.
  • Companies/organizations that are presented an Exhibit Award may recognize this fact in their promotional materials as appropriate.

Thank you for exhibiting . . . and good luck! 

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