FAQs | Contact

Important Deadlines

• Log and URL: Submit upon signing contract
• Co-op email: Suggest 3 weeks prior to event
• Sponsor profile descriptions: January 30
• Presentation
  • PPT presentation draft (submit to analyst for review): February 1
  • PPT presentation final copy (submit to Karen for laptop set-up): February 12
• IT Roadmap Exchange white papers: February 10
• Speaker bios, cell and email (on-site introductions): February 23
• Register speaker and staff names: February 27
• Freeman warehouse shipments: February 6 - 27
• Freeman discount price to order furniture, accessories, etc.: February 20

Expo Hall Overview

Welcome to the IT Roadmap Expo hall! The IT Roadmap Conference and Expo will take place in Hall A in the Hynes Convention Center in Boston, MA.

Your Exhibit Area *

Network World provides the principal sponsor with:

• 10' x 20' exhibit area space with 8' high black drape, 3' black side dividers and two 6' black draped tables. Ceiling height is 14'.
• 2 chairs
• 10 amps of power (1000 watts). Any additional needs (power strips, extension cords, etc.) will be at each company’s own expense. Also, any power needed in addition to the 10 amps will be need to be ordered by submitting the Electrical services order form to the Massachusetts Convention Center Authority and will be an additional cost.
• White ID sign (44" wide x 7" tall) with company name and booth number in black text
• Internet access
• Carpet – The expo hall will contain standard blue carpet. To order customized carpet for your space (this will be an additional cost), please do so through Freeman (refer to the Freeman exhibitor manual to place your order).

Network World provides each platinum sponsor with:

• 10' x 10' exhibit area space with 8' high black drape, 3' black side dividers and one 6' black draped table. Ceiling height is 14'.
• 2 chairs
• 10 amps of power (1000 watts). Any additional needs (power strips, extension cords, etc.) will be at each company’s own expense. Also, any power needed in addition to the 10 amps will be need to be ordered by submitting the Electrical services order form to the Massachusetts Convention Center Authority and will be an additional cost.
• White ID sign (44" wide x 7" tall) with company name and booth number in black text
• Carpet – The expo hall will contain standard blue carpet. To order customized carpet for your space (this will be an additional cost), please do so through Freeman (refer to the Freeman exhibitor manual to place your order).

Network World provides each gold sponsor with:

• 10' x 10' exhibit area space with 8' high black drape, 3' black side dividers and one 6' black draped table. Ceiling height is 14'.
  
• 2 chairs
  
• 10 amps of power (1000 watts). Any additional needs (power strips, extension cords, etc.) will be at each company’s own expense. Also, any power needed in addition to the 10 amps will be need to be ordered by submitting the Electrical services order form to the Massachusetts Convention Center Authority and will be an additional cost.
• White ID sign (44" wide x 7" tall) with company name and booth number in black text
• Carpet – The expo hall will contain standard blue carpet. To order customized carpet for your space (this will be an additional cost), please do so through Freeman (refer to the Freeman exhibitor manual to place your order).

Please Note: We strongly suggest sponsors bring their own supplies to collect attendee business cards (fish bowls, baskets, etc.) as that is not included in your exhibit area space.

Booth Selection Process

To see a generic floor plan of the expo hall, please visit the following link - floor plan (pdf). Once contracted, sponsors will be contacted with specific instructions on the booth selection process by Jackie DiPerna, who is managing the expo hall floor.

Rebook & Exhibit Area Space Selection Opportunity On Site

There will be a designated rebook area where sponsors select space in advance for all future IT Roadmap Conferences.

On site you will have the opportunity to select and hold space for future IT Roadmap events. Your letter of Intent will hold your sponsorship for two weeks. Once the rebook date expires, Network World will contact you to sign an official agreement. If you opt not to sign a contract, your space will be released to another vendor.

Your Network World sales team is available on site for questions and meetings in the sales suite.

Floor plans will be available for future IT Roadmap Conference and Expo’s on site in the sales suite.

Internet Access and Electrical Service

Internet Access
Please see the Internet Services Order Form for pricing and directions on how to order wired internet access for your booth space at the Hynes Convention Center. Please note that the deadline to receive the advanced discount price is February 12th. Orders placed after February 12th will be charged the standard rates. Please contact the Customer Service Center at the Massachusetts Convention Center Authority (617-954-2230, customerservice@massconvention.com) with any internet access questions. If you need wired internet access at your booth, you will need to place an order with the MCCA prior to the event.

Please Note: The Hynes Convention Center has wireless access in all meeting rooms, exhibit space, lobby area’s etc. The wireless is free throughout the entire building. However, because it is free access, the Hynes Convention Center technical staff does not troubleshoot computers or support any wireless issues. It is not recommended if internet access is a necessity to interact with attendees at your booth space. If you order and pay for wired internet access, support is guaranteed.

Order Form

Electrical Service
Each sponsor will receive 10 amps of power (1000 watts) at their booth, courtesy of Network World. Anything needed in addition to that (power strips, extension cords, additional power beyond the 10 amps provided etc.) needs to be ordered by submitting the Electrical services order form to the Massachusetts Convention Center Authority and will be an additional cost. Please only fill out that form if you need power in addition to the 10 amps already included or if you need additional accessories. Please contact the Customer Service Center at the Massachusetts Convention Center Authority (617-954-2230, customerservice@massconvention.com) with any electrical service questions.

Order Form

Guidelines

Important Exhibit Area Guidelines

All display materials, signage, backdrops & equipment must remain within the exhibit area dimensions described above. Due to ceiling height restrictions, nothing can exceed 14' high.

Setup & Tear Down

Setup
The Expo hall will be open on Tuesday, March 6 from 8 to 10:30 am for setup. This is the time to make certain that everything is in place and that you have everything you need when the Expo hall doors open at 12:30pm. The Network World and shipping & expo management company staff will ensure that electrical, telephone and Internet connections have been distributed; and that any boxes you have shipped are delivered to your booth before set-up. We will be happy to assist you with any questions or problems that arise at this time.

Without exception, all sponsors must be ready to go by 10:30 am on Tuesday, March 6. The Expo hall opens promptly at 12:30pm.

Tear Down
Tear down of your exhibit area begins at 6:30 p.m. on Tuesday, March 6. Packing up prior to that time is prohibited. At that time, shipping containers stored for you by the shipping & expo management company will be returned to your booth. Please pack your boxes, label them and affix the appropriate shipping forms; Network World and the shipping & expo management company will ensure that they are moved from your booth back to the warehouse to be shipped out. Packing supplies will be limited. Packing your own scissors and tape avoids waiting for communal supplies and reduces the amount of time spent packing. You are responsible for payment of your shipping. Please see the shipping/expo management company section for more information. Freeman will be the shipping & expo management company at the Boston IT Roadmap Conference & Expo. All sponsor exhibit areas must be vacated, with equipment packed and ready to ship, by 8:30 p.m.

Storage
Freeman will arrange for storage of empty computer and shipping boxes during the conference. Be sure that boxes are clearly marked with your company name and booth number so Freeman can return them to you promptly at the end of the conference. Please see the shipping/expo management company section for more information on storage.

Expo Hall Hours, Lunch & Security

Expo Hall Hours
The Expo hall will be open on Tuesday, March 6 from 12:30 to 2:30 pm and 5 to 6:30pm. Network World and Freeman will be available during these times to assist you. Please make sure to be at your booth approximately 10 minutes before the Expo hall opens for each session to be present and ready to greet attendees.

Lunch
Lunch will be served in the Expo hall for sponsor staff only on Tuesday at 11:30am. This will enable sponsors to eat before the attendees enter the Expo hall at 12:30 pm.

Security
Anything that you ship through Freeman will be delivered to your booth on Monday, March 5. We will provide security for Monday evening in the Expo hall. On Tuesday, March 6, all staff and attendees must wear their badge at all times or access to the Expo hall will be denied.

On Tuesday, the Expo hall will have a Network World staff member present when the Expo hall is closed.

Shipping/Expo Management Company

Freeman will be the shipping & expo management company at the Boston IT Roadmap Conference & Expo. If you have any questions, please contact Freeman at 781-380-7550 and mention you are with the IT Roadmap event in Boston.

Freeman will be providing the furniture in the expo hall for each sponsor company. They will also be managing the shipping and drayage process. If you need to ship equipment/materials to the show, you will need to ship everything to the Freeman warehouse.

The cost of shipping to/from the Freeman warehouse, receiving the shipments at the Freeman warehouse as well as the material handling charges incurred from bringing each shipment from the Freeman warehouse to the Hynes Convention Center is at each individual sponsor company's expense.

Shipments must be received at the Freeman warehouse between February 6-27. You may also ship to the Freeman warehouse after February 27, but additional after-deadline charges will apply. To determine what those are, please see the Freeman exhibitor manual below. Please also see Freeman manual for special show site shipment instructions. Show site shipments can only arrive in the morning of March 6. The Freeman and Network World staff will bring all materials to each booth in time for set up on Tuesday, March 6 at 8am.

Please Note: If you are able to hand carry your items, you may do so. However, please make sure to review union/labor rules and regulations.

Union Jurisdictions -- Boston, Massachusetts
Exhibitor Guidelines, Information & Regulations

Freeman Exhibitor Manual

Please review the Freeman exhibitor manual. Remember to include your company name and booth number on all forms. If you need assistance, please call Freeman's customer service department at 781-380-7550 and mention you are with the IT Roadmap Conference in Boston.

The manual includes:

• Important deadline dates and shipping address information
• Material handling and exhibit transportation policies, procedures and costs
• Union/labor rules and regulations
• Electrical Service Order Form - Please complete this and send to the Massachusetts Convention Center Authority if you need power in addition to the 10 amps that Network World provides. Please only fill out this form if you need more than 10 amps or need any additional accessories (power strips, extension cords etc).
• Internet Services Order Form – Please complete and send to the Customer Service Center at the Massachusetts Convention Center Authority if you need wired internet access for your booth space.

Freeman Exhibitor Manual

Access the manual via a PDF file that enables you to print and fax order forms to Freeman at 781-380-0771. You will also be receiving a hard copy kit from Freeman. The hard copy kit will also contain directions on how to access the Freeman manual online via the Freeman website. Please contact Freeman directly at 781-380-7550 if you do not receive the Freeman manual via shipment shortly.