Welcome to the Exhibitor Resources Page! This is where you can find everything you need to know related to your booth investment at the Conference & Expo.
June 19–21, 2023
Mandalay Bay Convention Resort
3950 Las Vegas Blvd S
Las Vegas, NV 89119
*NOTE TO EXHIBITORS
Throughout the planning stages of the event, you may receive unsolicited spam communications from “unofficial” vendors or individuals claiming to offer NFPA C&E housing services, options to purchase attendee lists, advertising in publications, booth design, etc. These companies have no affiliation or connection with Fire Safety Exhibitions (FSE) or NFPA®, and the C&E attendee list will never be available for sale. Make sure to independently verify the identity of the sender and follow your organization’s policies relating to emails from unknown individuals outside of your organization.
Orchid Events is the only official housing agent and TPNI is the only official registration agent for the NFPA Conference & Expo®. MSR (Mohanna Sales Representatives) is the official sales team for the show. Mohanna and NFPA will use Confex for various correspondence. Freeman is the official decorator and general service contractor.
Do I need to register for a badge?
Yes, signing up for a booth space does not register you for the expo. You will need to fill out additional information to receive your actual booth staff badges. Exhibitor badge registration
How do I register for a badge?
All booths receive unlimited expo staff badges. Exhibitors are also provided with a certain number of Conference & Expo passes, depending on the booth size purchased. Simply enter your information here.
You will then be emailed a barcode confirmation. On show site, take this barcode to Badge Pick-Up at Registration where your badge will be printed.
Number of Conference & Expo badges you receive with your booth space:
How many free Conference and Expo passes do I receive?
The number of free Conference & Expo badges you receive depends on the size booth you have purchased.
Additional Conference & Expo passes cannot be ordered through your exhibitor page. You will need to order those on the main conference registration page.
How do I purchase additional Conference & Expo badges?
You cannot purchase additional Conference & Expo passes through your exhibitor badge login page.Additional Conference & Expo passes can be purchased separately here.
I did not receive a badge confirmation email. What do I do?
If you have not received your badge confirmation, please contact Tara Szatkowski.
What is the deadline to register for badges?
There is not a deadline to register for a booth staff badge or your free Conference & Expo badge; however, we recommend getting a badge as soon as you know you are attending, so you don’t forget.
How do I get free expo passes for my customers?
You are provided UNLIMITED ExpoAdvantage™ passes for your guests who register by June 15, 2023.
After June 15, the price for an ExpoAdvantage™ pass is $95.00.
Send your customer this FREE ExpoAdvantage™ Pass link in an email invite or you can use one of our marketing templates we supply on your Exhibitor Resources page. Email templates are located under the Exhibitor marketing package tab at the bottom of the page.
I am no longer staffing our booth. Can I transfer my staff badge to another member of my department/staff?
No. That new staff member will need to log into the exhibitor badge portal and order their own. There is no need to cancel your staff badge.
I am not able to attend the conference. Can I transfer my free Conference & Expo badge to another member of my department/staff?
Yes. You will need to contact Tara Szatkowski to delete the current name, so you are able to log back into your exhibitor badge portal and order the free Conference & Expo badge under a new name.
When can I make my hotel reservations?
Hotel reservations are available now at the negotiated conference rates until May 23, 2023. Rates can be viewed on the conference travel page.
What hotels have been reserved? What are the rates?
We have negotiated conference rates at Mandalay Bay, the Delano & Luxor. Further hotel information and rates can be found on the conference travel page.
How can I reserve a block of rooms for my company?
You can reserve a block of 10 or more rooms.
When making a reservation, some nights are unavailable for the dates I need. What should I do?
Call the housing team and request the additional nights. They will work to add inventory with the hotel and will update you if they are able to accommodate. There are no guarantees that we can get more nights. Agents available 7 a.m.- 4 p.m. Mountain Standard Time, Monday through Friday. Toll-free: 800-631-8974 / International: 801-214-7278
I've been contacted by a company trying to get me to book hotel rooms - is this legitimate?
The ONLY official housing company for the NFPA Conference & Expo is Orchid. We have received reports that other companies are posing as the official housing vendor for the NFPA Conference & Expo and may contact you offering housing for your trip. They are not endorsed by or affiliated with NFPA or NFPA C&E and entering into financial agreements with such companies can have costly consequences.
A hotel poacher/pirate is any unaffiliated hotel or third-party housing company that acts as an official housing company and solicits business from NFPA C&E participants. When individuals book hotel accommodations through poachers or pirates, the consequences can be costly; event participants may be left without hotel rooms when they arrive at the event and incur fraudulent charges on their credit cards.
What are the booth rules for NFPA C&E?
NFPA abides by the IAEE display regulations. Please view the booth rules and regulations for information on booth height regulations, what is considered a booth violation, booth backwall height allowance, banners, balloons, smoke/fog machines and information on many other items and what is and is not allowed.
If you have any questions about the design of your booth, please contact Tara Szatkowski.
What is included with my booth space?
Carpet, furniture, and other booth furnishings can be ordered through the Freeman online exhibitor kit. Electric and internet is not included with your booth space, but may be ordered through Mandalay Bay exhibitor services.
Where can I find the exhibitor service kit?
All order forms can be found on the NFPA Conference website, on the exhibitor resources page, under the exhibitor service kit tab.
Is floor covering or carpeting included in my booth space?
You may bring your own flooring or rent through the Freeman online kit.
Who do I contact to get furnishings, carpet, and labor for my booth?
Freeman is the show decorator. You can order these items through the Freeman Online Kit. You can contact Freeman exhibitor support with any questions.
Who do I contact about getting electrical for my booth?
Electrical is provided through Mandalay Bay Exhibitor Services. Please sign in to access all services provided through Mandalay Bay.
Who do I contact about getting AV for my booth?
Audio Visual is provided through CMI AV. The exhibitor AV order form is in both the PDF and online exhibitor kits. For questions, email Greg Bates
Who do I contact about renting a lead retrieval device or app?
TPNI offers both scanners and a smartphone app to capture leads at the show. The exhibitor Lead Retrieval order form is in both the PDF and online exhibitor kits. Order here.
Who are the event contacts for the Conference & Expo?
The Exhibitor Services Directory lists all the service contacts for the expo.
Is booth insurance required?
All exhibitors are required to carry and submit proof of general liability coverage from an insurance company in good standing. Any companies that do not have their proof of insurance submitted by July 25 will not be allowed to set their booth. More insurance information can be found on the exhibitor resources page under the required liability insurance tab.
What are the move in and move out times and dates?
Exhibitor move in
All exhibits must be fully operational by 12 p.m. on Monday, June 19. Booth Installation and crates/shipping containers on the floor after this time will not be permitted without prior approval from show management.
Exhibitor move out
Carrier check in
Can I bring in my booth items/products myself?
Yes, but they must be able to be carried by hand, by one person. Get full details on union jurisdictions.
Is there oversized parking available at the Mandalay Bay Convention Center?
There is no oversized parking at Mandalay Bay, but there is a lot available over at Excalibur Hotel for large vehicles.
Are children allowed in the exhibit hall?
No children under the age of 18 are permitted at the entire NFPA Conference & Expo.
Does the NFPA Conference & Expo have a conference app?
Yes. Navigate C&E like a pro with the conference desktop & mobile app. Go to your device's App Store or Google Play and search for NFPA Conference & Expo. The NFPA C&E 2023 desktop version will launch in February and the smartphone app will launch in May.
Will internet be available during the conference?
Complimentary basic Wi-Fi access will be available throughout the Mandalay Bay Convention Center and the Expo Hall. If you will be running videos/demos through the internet, we recommend that you get your own hardline.
What meals are provided at the conference?
The following food functions will take place at NFPA C&E 2023:
Where will the onsite Exhibitor Service Center be located?
The Exhibitor Service Area will be in the right front of the exhibit hall near the dock doors.
Where will the onsite exhibitor lounge be located?
The exhibitor lounge will be in Oceanside Ballroom A. Oceanside Ballroom A is located directly across the hall from the Shoreline Exhibit Hall. Free coffee & drinks will be offered in the Exhibitor Lounge during exhibitor set up, show open and teardown hours.
Where will the onsite Expo Management & Sales Office be located?
The Expo Management and Sales office will be in Oceanside Ballroom A. Oceanside Ballroom A is located directly across the hall from the Shoreline Exhibit Hall.
SHIPPING AND MATERIAL HANDLING
Who do I contact about shipping items to the advance warehouse or directly to the show?
You may use your own carrier, but you must make all arrangements to ship in and ship out yourself. You can also contact the official show carrier, Freeman, for a quote as well. Get shipping information, including addresses, pricing and labels.
Freeman Domestic Shipping: (800) 995-3579 or firstname.lastname@example.org
Freeman International Shipping: +1 (817) 607-5183 or email@example.com
I’m shipping to the advance warehouse. How do I receive my freight in my booth space?
If you ship to the advance warehouse, you freight will be automatically delivered to your booth before your arrival. If your freight is not in your booth when you arrive, please go to the Freeman service desk located in the right front of the exhibit hall near the dock doors.
I’m shipping directly to show site. How do I receive my freight in my booth space?
Once your carrier checks in at the marshalling yard, they will be dispatched to the dock once a slip opens. Once at the dock, Freeman will unload and automatically bring to your booth.
Is there a Marshalling yard for carriers going straight to show site?
Carriers must check in at a marshalling yard before arriving at the hotel. Get marshalling yard information. Carriers must also check in at the marshalling yard to pick up freight after the show close. For any questions, please contact Freeman exhibitor support.
What is material handling?
Material Handling is simply the charge for Freeman to handle your freight materials. Warehouse material handling includes Freeman unloading from your carrier, storing at their warehouse until the show, loading back onto the trucks to transport to show site, unloading at show site and delivering to your booth. They then pick up your freight empties and load them onto a truck to be stored offsite until show closing.
Show site material handling includes Freeman staffing a marshalling yard where your carrier will check in and wait until a dock is available. Once your carrier is dispatched to show site, Freeman will unload your carrier’s truck and deliver your materials to your booth. They then pick up your freight empties and load them onto a truck to be stored offsite until show closing.
Just before show closing, Freeman will drive the storage trucks back to the docks and start to unload your empties from the storage trucks. After the aisle carpet is rolled up, they will deliver them back to each booth. Freeman also staffs a marshalling yard during move out. Here your carriers will check in to get in line, and then be dispatched to the docks for pick up. Once your carrier is dispatched and checks in at the dock to pick up your materials, Freeman will go to your booth, pick up your freight, and load them onto your carrier’s truck.
All of the above is included in your material handling charges.
After I set my booth, what do I do with my freight empty containers?
You will need to go to the Freeman Exhibitor Service desk located behind the 1500 aisle, to retrieve your Empty Stickers. Fill out one sticker for each empty container. If you need your skid back, please make sure you put a sticker on that as well. After applying your sticker, push your empties out into the aisle and Freeman laborers will know to take them away.
What happens to my freight empty containers after they are taken away?
Your empties are loaded onto trailers and taken to a storage location off site. After they are taken away, your empty containers cannot be retrieved until the end of the show, so please make sure you don’t leave anything important in your empty containers!
At the close of the show, what do I need to do to get my freight empty containers back to my booth?
You don’t have to do anything. Freight will automatically be brought back to your booth immediately after the aisle carpet is rolled. Please keep in mind that empties are loaded on trucks and stored off site, so there is no way to tell if you are on the first trucks being unloaded at the close of the show or the last truck. This process will take up to 8 hours to return everyone’s empty materials, so please be patient. Going to the dock to look for your freight is dangerous and not allowed.
What is the expected time frame that I will receive my freight empty containers back out of storage?
Empties are loaded on trucks and stored off site, so there is no way to tell if you are on the first trucks being unloaded, at the close of the show, or the last truck. This process can take up to 8 hours to return everyone’s empty materials, so please be patient. Going to the dock to look for your freight is dangerous and not permitted.
My question is not here. Who should I contact?
We're sorry we couldn't anticipate your needs. Email McCall Mohanna for booth sales and sponsorship questions. Email Tara Szatkowski for all other questions.
The Mandalay Bay Convention Resort will host an expo hall of products exhibits, demos, and information sessions, with easy access to area entertainment and dining options.
If your products are used in fire protection, security, electrical, or life safety, this event is a great opportunity to position your brand and your company as an industry leader and promote the benefits and solutions you can offer.
If you exhibited in our 2022 expo, please contact McCall Mohanna at Mccall@mohanna.com or +1 214 291-3651 to receive an application link to your current account.
If you did not exhibit in 2022, please start your 2023 application process.
2023 Exhibit space pricing: $41.50 per sq. ft.
In-line booth example
Exhibitors are required to have general liability insurance of not less than $1,000,000 US dollars “per occurrence,” and $2,000,000 aggregate covering any and all claims for injuries to persons in or upon the assigned booth space, including all injuries or damages from booths, signs, or other apparatus or equipment now or hereafter erected on such space. The insurance policy required hereunder shall name NFPA, NFPA Conference & Expo, Fire Safety Expositions, Freeman and Mandalay Bay as additional insured and Fire Safety Exposition, 1 Batterymarch Park, Quincy, MA 02169 as the certificate holder to cover the entire dates of the expo from June 16–22. Exhibitors should upload insurance to their exhibitors corner and shall furnish evidence of such insurance coverage to show management upon request.
If you do not have your own, Rainprotection Insurance can provide you with compliant insurance for our show, at the cost of just $84 no matter how big or how many booths you have. Get more info.
Why is liability insurance required?
Every exhibitor contract requires the exhibitor or vendor to have exhibitor insurance for the trade show, exhibition, or event they are attending. The exhibitor is required to carry a minimum of $1,000,000 of general liability insurance and $2,000,000 aggregate, for the days of the event (including set up and tear down) and name the event producers as an additional insured.
An exhibitor signs an exhibitor contract and agrees to not only carry the exhibitor insurance required, but also to hold the event producer harmless. The required insurance is to protect both the exhibitor and the event producers for claims that arise due to the exhibitors’ actions or products. The exhibitor is responsible for their actions and products.
While many exhibitors simply pass out information in their booth, others demonstrate products or maybe even do some type of performance. Accidents do happen at events, people slip and fall, people are hurt by products or have some other reactions. Displays can fall, damaging other exhibitor’s property, occasionally hurting someone. Additionally, some exhibitors are from a foreign country, which makes it difficult to pursue claims or legal action.
In closing, exhibitors are responsible for their actions. As a result, exhibitors are required to provide a certificate of insurance to the event producer to verify they have the required insurance. This is or may be called trade show exhibitor insurance, vendor insurance, exhibitor insurance, exhibitor liability insurance, general liability insurance, or a certificate of insurance (COI). The best business practice is for everyone who attends an event to be responsible for their own acts and products by having insurance in place to handle any claims that arise.
IMPORTANT NOTICE: If you do not have a certificate of liability insurance on file with NFPA/FSE by May 16, 2023, you will not be allowed to set up your booth.
All exhibits must be fully operational by 12 p.m. on Monday, June 19. Booth Installation and crates/shipping containers on the floor after this time will not be permitted without prior approval from show management.
Carrier check in
Username is NFPA23 and the password is your 4-digit ID code you received in your confirmation email when you signed up for your booth space.
What you will receive with your purchased booth space:
Additional Conference & Expo badges will need to be purchased separately through the link at the bottom of your registration page. OR, you can go to the NFPA Conference page to purchase.
TPNI is the only official registration agent for the 2023 NFPA Conference & Expo®.
*Please note that NFPA will never contact you about purchasing attendee lists.
If you have any questions about ordering your exhibitor badges, please contact Tara Szatkowski.
Exhibitors Corner is your own personal event page where you will upload your logo that will be used in online exhibitor listing and online program and mobile app, upload your proof of insurance, or other uploads pertaining to any sponsorship/advertising opportunities you have chosen. If you are a confirmed exhibitor, and have not uploaded these items already, please start here.
Login is your 4-digit exhibitor ID. You can find this 4-digit number in your booth confirmation email you were sent when you were assigned your booth space. This is the same number you will use to register for your Booth ID badges.
If you have any questions about your Exhibitors Corner, please contact McCall Mohanna at firstname.lastname@example.org or +1 214 291-3651.
This kit contains info from NFPA, including a deadlines checklist, services from Freeman Expo, Mandalay Bay utilities/catering/cleaning/security, Encore rigging (exclusive with truss & signs over 200 lbs. Freeman hangs signs under 200 lbs.), CMI Audio Visual, Rain Protection Insurance, National Plant Floral & Pure Light Photography. These are the only official providers for these services. See the full directory of exhibitor service providers.
Exhibiting companies MUST notify show management of any EACs who will be working on or supervising their booth no later than May 16 by completing and returning the EAC notification form (PDF) for each of their exhibitor appointed contractors to show management.
No EAC will be allowed on the floor unless the EAC notification form and a valid certificate of insurance had been received by May 16, 2023.
If you are using Freeman for labor, you do not have to complete the EAC notification form.
Don’t miss out on valuable opportunities (PDF) to reach attendees and capture valuable “face-time” with key decision makers from every corner of the fire, electrical, and safety industry. Please contact a member of our sales team to enhance your show exposure today: email@example.com, +1 214 291-3651
NFPA has secured rooms at a selection of Las Vegas hotels and implemented a reservation booking site, powered by Orchid Events. Orchid Events is the only official housing agent for the NFPA Conference & Expo®, and we encourage you to book early for the best selection and rates. The group rate is available until , 2023, based on availability. Get more information on reserving your hotel.
If you would like to bring a vehicle or trailer to display on the show floor, you must fill out the vehicle display authorization form (PDF), and send it back to Tara Szatkowski by May 1, 2023.Vehicles and trailers will be scheduled to arrive on show site on Friday, June 16, so please plan accordingly. A specific time will be assigned after your form is submitted.
If you are interested in renting a private room for a meeting or event at Mandalay Bay, Luxor, or Delano, please email Tara Szatkowski for approval and hotel contact information. All charges are the responsibility of the exhibiting company.
Please note: You can put in a request with the hotels, but they cannot officially book your requested space until 90 days out from your meeting/event date.
Promote your participation in the 2023 NFPA Conference & Expo®
Thank you for supporting NFPA Conference & Expo! To prepare for the event, please use these helpful tips and materials to promote your participation and encourage attendance. The more attendees we welcome, the more insights and perspectives we can all draw from, making us better informed and helping us improve safety everywhere.
Add the information below to your email signature to show your participation and encourage your members, customers, and network to register.
Join me at the NFPA Conference & Expo where I will be exhibiting, June 19–21. Register today!
Customize your email and send to your network to show your participation and encourage them to register.