Exhibitor Information & Resources
Here you will find important details, deadlines, specifications and opportunities in regards to your exhibit at The ASSEMBLY Show SOUTH taking place April 4-6, 2023 at the Music City Center in Nashville, TN.
INCLUDED IN EXHIBIT SPACE
Your exhibit space includes:
- All direct to dock shipment drayage fees included in space fees
- 8’ high red & gray back drape and 3’ red side drape
- Company ID sign for booths 300nsf or less (larger booths can request an ID sign if desired)
- 3 complimentary staff registrations per 100 net square feet (nsf) of paid exhibit space
(example: 10x10 = 3; 10x20= 6; 20x20 = 12)
- FREE admission to all networking functions
- FREE publicity & marketing opportunities including:
- Company Profile in On-Site Show Program
Your 100-word company profile along with your company name, address, phone number, website and booth # will appear in the on-site Show Program.
- Customer Invitation Program
A customized registration code will be provided to each exhibitor to distribute to customers offering FREE registration to The ASSEMBLY Show SOUTH. The exhibitor with the highest registration code usage wins $2500 towards sponsorship in 2024!
- Access to Email Attendees Pre- OR Post-Show
Exhibitors will be able to promote their participation in The ASSEMBLY Show SOUTH by requesting access to email attendees up to one time before or after the Show (restrictions apply).
- Unlimited Use of The ASSEMBLY Show Logo & Marketing Collateral
The ASSEMBLY Show SOUTH logo and various online ads are available for unlimited use by exhibitors to help promote participation in the Show. Find yours here.
- Company Press Releases Posted to Event Website
Share your news with us! Your company press release will be posted to the industry news feed on the assemblyshowSOUTH.com website.
- Registered Press List & On-Site Press Kits
Exhibiting companies will have access to the registered press list upon request and have the opportunity to provide press kits in The ASSEMBLY Show SOUTH press office on-site.
- Company Profile in On-Site Show Program
***Exhibit spaces do NOT come carpeted or furnished and do not include power. All exhibitors are responsible for ordering their own furnishings, equipment, utilities, and labor which are detailed in the Online Exhibitor Services Manual.***
EXHIBITOR SERVICES MANUAL
DISCOUNTED RATE DEADLINE = MARCH 10, 2023Freeman is the official general services contractor for The ASSEMBLY Show SOUTH. FreemanOnline is a simple and easy way for exhibitors to order booth furniture, carpet, electrical, labor, shipping and other important services you may need for your booth at The ASSEMBLY Show SOUTH.
A PDF version of the exhibitor services manual can be downloaded HERE.
The ASSEMBLY Show SOUTH follows the International Association of Exhibitions and Events (IAEE) Guidelines for exhibition displays. If you have specific questions regarding your booth space please contact:
Dana Marsoupian, Sr. Event & Operations Manager
email@example.com | 248-719-5416
MOVE-IN / MOVE-OUT SCHEDULE
MOVE-IN DEADLINE = APRIL 4, 2023 @ 5:00 PM
MOVE-OUT DEADLINE = APRIL 7, 2023 @ 5:00 PM
Move-In / Setup Hours
Exhibitors must install exhibit at assigned booth during the following times:
***Direct to dock shipments will be accepted per the following schedule
- Saturday, April 1, 2023 - 1:00 pm – 5:00 pm (by appointment only)
- Sunday, April 2, 2023 - HALL CLOSED - NO LABOR AVAILABLE
- Monday, April 3, 2023 - 8:00 am – 5:00 pm
- *Tuesday, April 4, 2023 - 8:00 am – 5:00 pm
- All exhibits must be fully installed by 5:00 pm on Tuesday, April 4, 2023 - no exceptions.
- *Booths near the loading dock entrance (759, 761, 763, 857, 858, 859, 860, 862, 863, 865, 1012, 1014, 1016) will not be able to move-in until Tuesday, April 4, 2023 from 12:00 PM - 5:00 PM
Exhibit Hall Hours
The exhibit hall will be open during the following times:
- Wednesday, April 5, 2023 - 10:00 am – 6:30 pm
- Networking Reception will take place from 4:30 - 6:30 pm in the exhibit hall.
- Thursday, April 6, 2023 - 9:00 am – 3:00 pm
- Continental Breakfast held in exhibit hall from 9:00 - 10:00 am.
- No materials may be packed up, loaded or removed from the Exhibit Hall until 3:00 pm on Thursday, April 6, 2023.
Move-Out / Dismantle Hours
Exhibitors may tear down and dismantle their booths during the following times:
- Thursday, April 6, 2023 - 3:00 pm – 8:00 pm
- The return of all empty crates and cartons may take up to 4 hours. Please plan accordingly and do not book early flights as move-out takes time.
- Friday, April 7, 2023 - 8:00 am – 5:00 pm
- All exhibit materials must be packed up and labeled or removed from exhibit hall by 5:00 pm on Friday, April 7, 2023.
STAFF REGISTRATION DEADLINE = MARCH 3, 2023
CUSTOMER REGISTRATION DEADLINE = MARCH 31, 2023
Each exhibitor receives three (3) complimentary registrations per 100 net square feet (nsf) of paid exhibit space. Exhibitors will be provided a customized complimentary registration code via email to redeem their complimentary staff registrations. If additional registrations are needed above and beyond your complimentary passes, they may be purchased at a discounted rate.
If you need your complimentary code resent or if you have any questions or need assistance contact Marissa Higgins.
Each exhibitor also receives a customized invitation to extend a FREE registration to customers for The ASSEMBLY Show SOUTH through March 31, 2023. The exhibitor with the most attendees that register using their code will win $2500 in sponsorship dollars towards The ASSEMBLY Show SOUTH in 2024. If you need a copy of the invitation or your custom code please contact Dana Marsoupian at firstname.lastname@example.org.
ADVANCE WAREHOUSE SHIPPING = MARCH 3-27, 2023
DIRECT SHIPPING = APRIL 1-4, 2023
Detailed shipping instructions are included in the 2023 ASSEMBLY Show SOUTH FreemanOnline Exhibitor Service Manual. You can download the PDF version of the manual HERE. Don't forget - your exhibit space fees include ALL onsite drayage costs - but only if you ship direct to the convention center (not in advance to the warehouse). This should be a significant cost savings to your company!
For shipping questions or to confirm delivery of your warehouse shipment, please call Freeman Transportation® at 800-995-3579 or email email@example.com.
- DIRECT SHIPMENTS TO THE MUSIC CITY CENTER
Materials unloaded at the Music City Center to the below address are being provided by The ASSEMBLY Show. There will be no additional charges for this service, which also includes the re-loading of exhibit materials at the conclusion of the event as well the removal, storage and return of all empty crates and containers.
Exhibiting Company Name / Booth # _________
The Assembly Show SOUTH
Music City Center
700 Korean Veterans Blvd
Nashville, TN 37203
- ADVANCE WAREHOUSE SHIPMENTS
Freeman will accept crated, boxed or skidded materials beginning Friday, March 03, 2023, at the below address. Material arriving after March 27, 2023 will be received at the warehouse with an additional after deadline charge. Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108" H x 93" W. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 4:00 PM. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054.
Exhibiting Company Name / Booth # _________
The Assembly Show SOUTH
825 Visco Dr
Nashville, TN 37210
DEADLINE = February 13, 2023
As an exhibitor you receive a company listing in The ASSEMBLY Show SOUTH on-site Show Program and mobile app. A standard directory listing includes company name, address, phone number, website, booth # and 100 word company profile.
All exhibitors will receive an email with a link to add/update your profile on The ASSEMBLY Show SOUTH interactive floor plan. The profile that is uploaded to the floor plan will be used to create each exhibiting company's directory listing in the Show Program and Mobile App. If you have any questions or need assistance uploading your company profile please contact:
Make your company stand out in the Show Program and Mobile App by upgrading to a Premium Listing.
DISCOUNT DEADLINE = MARCH 3, 2023
How are you capturing and following up with all of the leads collected at your booth?
Maximize your ROI by using ATS Lead Retrieval services.
Badges at events act as a form of identification and most importantly, electronic business cards. In an effort to streamline session attendance tracking & exhibitor lead capture show managers incorporate QR barcodes fully encoded with attendee contact info as well as important demographic data allowing the exhibitors to easily qualify and follow up.
Why use event provided Lead Retrieval services?
- Easy to scan & capture attendee contact + key demographic information.
- Digital qualifiers & note taking
- Lead data available in real-time & post event (saved in Cloud for up to 18 months)
- Onsite technical support included
- Easily manage your exhibit booth team’s leads
- Customization and seamless integrations into your existing CRM system available.
Username: TASS2023 | Password: 0323
For questions please contact ATS directly at 985-240-5507 or email firstname.lastname@example.org.
PRE OR POST SHOW EMAIL
PRE-SHOW EMAIL REQUEST DEADLINE = MARCH 15, 2023
POST-SHOW EMAIL REQUEST DEADLINE = JUNE 15, 2023
As an exhibitor, you have the opportunity to send one email directly to event attendees that opted-in to receive third-party communications. Each exhibitor has the choice of sending one Pre-show OR Post-show email to event attendees.
Pre-show emails can be scheduled to deploy from February 10 - April 4, 2023. Post-show emails can be scheduled to deploy from April 7 - July 5, 2023. All deployment dates are made available on a first-come, first-served basis, so book in advance to secure your preferred deployment date.
Please select the link below for more details and to get started.
Avoid list rental scams.
Attendees have, in the past, been solicited by telemarketers stating they have a event registration lists. These companies are NOT affiliated with us and their offer is a scam. The ASSEMBLY Show does not sell attendee registrant lists.
DEADLINE = FEBRUARY 15, 2023
It is a standard requirement for all exhibitors to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. BNP Media (2401 W. Big Beaver Rd., Suite 700, Troy, MI 48084, 248-362-3700) and Music City Center (201 Rep. John Lewis Way South, Nashville, TN 37203, 615-401-1400) shall be named as additional insured. This insurance must be in force during the lease dates of the event, April 1-7, 2023.
Proof of Insurance is Mandatory
Having insurance will protect your company, employees, and volunteers, should a claim arise against you for something that occurred at your booth. If you already have compliant coverage, please forward your proof of insurance to email@example.com and be sure to include the exhibiting company name and 'The 2023 ASSEMBLY Show South' in your message.
If you do not have coverage, it can easily be secured for only $124 through Rainprotection. Rainprotection Insurance program is valuable for:
- Exhibitors who do not have an existing insurance policy
- International Exhibitors whose liability insurance will not cover them at a show in the USA
- Companies who do not have the time to deal with all of the certificate arrangements, and need coverage immediately
- Exhibitors who find it easier or advantageous to use this program, rather than their corporate insurance; Similar to when you rent a car and do not want to use your own auto insurance
- Should there be a claim, it will not tarnish your policy and rates, and, unlike most corporate policies, there is no deductible
There are no applications to fill out. Simply purchase your insurance, which is already pre-filled with all of the proper show information, directly online using a credit card. Your Insurance Certificate is instantly emailed to you and a copy is sent to show management.
SHOW MARKETING COLLATERAL
CUSTOMER INVITATION DEADLINE = MARCH 31, 2023
Each exhibitor will be emailed a customized discount code to extend a FREE registration to customers for The ASSEMBLY Show SOUTH if they register before March 31, 2023. The exhibitor with the most attendees that register using their custom code will win $2500 in sponsorship dollars towards The ASSEMBLY Show SOUTH in 2024. If you would like to create a custom invitation simply click on the invitation thumbnail to the right and insert your company name, booth number and customized VIP code.
VIEW SAMPLE INVITE
An email html file has also been created that you can customize for your company.
VIEW SAMPLE EMAIL
If you need help customizing your invitation or you need a different file format please contact Lauren Fowlkes at firstname.lastname@example.org. If you need your custom code resent to you please contact ASMSOUTH@executivevents.com.
Select the Media Download link below to gain access to various online ads as well as The ASSEMBLY Show SOUTH logo for use in emails, websites and newsletters, etc. to promote exhibitor participation in the show.
PRESS & MEDIA
One of the top five reasons exhibitors participate in a trade show is to gain exposure through media coverage. BNP Media has teamed up with Riemer Communications to provide exhibitors a cost effective way to communicate messages about their new products and services to editors, reporters and bloggers that have been invited as well as those that have registered for the event. News stories that come out of a trade show can make a company's entire year. For a new company or product, it can put them on the road to success.
The ASSEMBLY Show SOUTH will generate a lot of excitement and media interest, and there are many free ways to get your name out in the media.
- Share your Company's Story
Many of the industry trade publications are already working on pre-show issues and they are looking for information from the exhibitors to help them write the most complete and comprehensive coverage about The ASSEMBLY Show SOUTH. We encourage you to send press materials to all of the trade editors.
- Virtual Press Office
Interested in posting your press releases on The ASSEMBLY Show SOUTH Industry News feed? ASSEMBLY exhibitors can post up to three press releases at no cost on The ASSEMBLY Show SOUTH website. Complete the online submission form to submit your press release today.
- Drop Off Press Kits in the Onsite Press Office
The ASSEMBLY Show SOUTH press office will be located in the Music City Center in Nashville, TN during show hours. Exhibitors are encouraged to display their information kits in the press room for easy access by the media. Access is restricted to accredited members of the working press. Up to 25 kits may be placed in the press room and all kits should be dropped off to the press room onsite.
Media Relations Manager
SPONSORSHIP & MARKETING OPPORTUNITIES
Increase your exposure at The ASSEMBLY Show SOUTH by becoming a sponsor or take advantage of the many marketing opportunities that will give your company significant presence to a targeted audience of assembly professionals.
HOTEL & TRAVEL
DEADLINE FOR DISCOUNTED RATES = MARCH 1, 2023
The ASSEMBLY Show SOUTH has secured a block of discounted hotel rooms available at several hotels conveniently located around the Music City Center to make your trip to Nashville, TN affordable. Discounted rates are available through March 1, 2023 or when the room block sells out, whichever comes first. For best rates at the most popular hotels we encourage you to book your rooms as early as possible.
Beware of unauthorized hotel solicitations and avoid companies falsely posing as a partner of the Show. For your protection, only book via the online booking links provided on our travel page.
The purpose of The ASSEMBLY Show SOUTH exhibitor bulletins is to keep each exhibitor up-to-date on information regarding their booth space and participation in the show. Please select the link(s) below to view a copy of each published bulletin for the The 2023 ASSEMBLY Show SOUTH.
- Exhibitor Bulletin - Volume 1
- Exhibitor Bulletin - Volume 2
- Exhibitor Bulletin - Volume 3
- Exhibitor Bulletin - Volume 4
- Exhibitor Bulletin - Volume 5
The ASSEMBLY Show SOUTH event management team is here to help.