This information is for the APAP|NYC 2020 conference and is for your reference only.
APAP|NYC 2021 information will be updated in the summer.

Manage Your Booth

So you've purchased your booth, now what? Below you can find your action items and instructions for preparing your booth and making the most of your EXPO Hall experience at APAP|NYC!

APAPNYC 2020 EXPO Hall by Adam Kissick/APAP

Exhibitor Checklist

Purchasing your booth is only the first step to a successful APAP|NYC. Be sure to check off all the boxes below to ensure you have a smooth experience in the EXPO Hall:

  • Assign your complimentary booth badges
  • Purchase additional badges if necessary
  • Purchase/order your electricity through the GES Exhibitor Kit
  • Purchase/order additional furniture to jazz up your booth through the GES Exhibitor Kit 
  • Make appointments in advance (if possible)
  • Ship items directly to your booth through the GES Exhibitor Kit

Specific information about these and other steps you can take are found below.

Assigning booth badges

Booths come with a set number of complimentary booth badges. The exact number depends on the size of your booth. Visit Purchase Your Booth page for details. In addition to your complimentary booth badges, you are allowed to purchase up to ten additional booth badges at a discounted rate. 

All complimentary and paid booth badges may be used ONLY for your staff, roster artists and contractors. Any exhibitor that knowingly registers an individual unaffiliated with the exhibiting organization will have its eligibility to exhibit at future conferences put under review.

To assign or purchase booth badges, visit your MyAPAPconference page before 5 p.m. (EST), Friday, January 9, 2020 for significant savings and faster check-in onsite at the conference (Booth badge assignment and purchase information will be available this fall).

Booth Badge Pricing

Regular Rate

  • Up to 10 additional booth badges - $295 each
  • 11 or more additional booth badges - $395 each

Onsite Rate (After Jan. 3, 2020, 5 p.m. (EST))

  • Up to 10 additional booth badges - $400 each
  • 11 or more additional booth badges - $500 each

Booth badge assignment and purchase information will be available in mid-September.

Preparing your booth

The GES Exhibitor Kit is your one-stop-shop to fully outfit your booth for the conference. Here you can find how to:

  • View booth diagrams and see what furniture is included in your booth package

  • Purchase/order additional furniture or displays from GES

  • Order electricity from GES

  • Coordinate shipping

  • Purchase/order audio-visual equipment

GES maintains an onsite service booth that is open during EXPO Hall hours and is located just outside the entrance to Americas Hall I on the third floor of the Hilton. Exhibitors may use this service for booth repair or ordering small equipment. The Hilton will also be represented at the same location and can provide exhibitor support. 

EXPO Hall Load-In and Load-Out Day Hours
Load-In Friday, Jan. 10 9 a.m.-5 p.m.
Load-In Saturday, Jan. 11 9 a.m.-1 p.m.
Load-Out Monday, Jan. 13 6-9 p.m.


EXPO Hall Business Days Hours
Saturday, Jan. 11 2-6:30 p.m.
Sunday, Jan. 12 1:30-6:30 p.m.

(Accessible hours: 5-6:30 p.m.)*
Monday, Jan. 13 8:30-11 a.m. and 1:30-6 p.m.

(Accessible hours: 10-11 a.m., 1:30-2 p.m., and 4:30-6 p.m.)*

*During accessible hours, exhibitors and attendees may hold meetings or browse the EXPO Hall, but it is not required that each booth is staffed for business.

Exhibit Materials Handling

All exhibit materials over 30 pounds must be transported to the EXPO Hall from the loading docks. Drapage charges may apply. Exhibitors are expressly prohibited from transporting heavy equipment on the escalators to prevent damage to them. The Hilton provides complimentary bellmen to assist with load in.

Late Load-In and Early Load-Out Booths

Because of the location of the following booths, they require late load-in and early load-out. These include:

Americas Hall I booths 1400, 1402, 1404, 1406 and 1408.

Americas Hall II booths 2400, 2402, 2406, 2408, 2410

If you purchase one of these booths, you must load in only on Saturday, January 11 from noon-1 p.m., and load out immediately following the close of the EXPO Hall, on Monday, January 13 at 6 p.m.

Promoting your booth

Advertising and Sponsorship Opportunities

APAP|NYC is THE place to be seen! Increase your brand recognition, build your market and stand out from the crowd with one of our advertising or sponsorship opportunities.

Digital Booth Enhancement

Highlight your booth in the online interactive EXPO Hall maps and move your booth to a special section at the top of the mobile app's booth listings when you purchase a digital booth enhancement. Log in to your MyAPAPconference page to make the upgrade!

Scam Advisory: Marketing Lists

As an APAP member or APAP|NYC attendee, you may receive emails from third parties claiming to have lists of conference attendees or related lists. Some may also lead you to believe they are associated with APAP. These are fraudulent scams, and we urge you to not respond or participate in any way. If you have questions, contact APAP directly at 202.833.2787 or

Best Practices for Using Attendee Lists and Email Marketing

Once you have registered for conference, you'll have access to segmented lists of APAP|NYC attendees. Be sure to use these lists wisely by targeting people most likely to be interested in your business. These dynamically updated lists contain valuable information including each attendee's role in making programming decisions, what disciplines they present, and their artistic budgets. You can access these lists via MyAPAPConference and learn how to use them through these Tutorial Videos.

Best Practices for Email Marketing Campaigns

Did you catch this engaging webinar series, "Getting Past the Inbox - Email Marketing for Savvy Agents & Artists" and "Getting Past the Inbox: Email Marketing to Trigger Opens (and Actions) from Busy Presenters"? The series is available on APAP's webinar archive page.