Exhibitor Guidelines

Exhibitor Guidelines

Thank your joining us at AR2019! Here are some important guidelines for exhibitors and sponsors:

General Information

AR2019 will be held at the Hilton Alexandria Mark Center Hotel, 5000 Seminary Rd, Alexandria, VA 22311. Parking is $8 if you are staying at the hotel (get pass at check-in) and $11 for all others (get pass at the AR2019 Welcome Center).

Exhibits will be located in the Upper Foyer, Magnolia, and Lower Ballroom Foyer. View the map and assignments here (map and assignments coming soon).

Our exhibit areas are free and we promote it locally to encourage visitors. Exhibits will be open 10am-6:30pm on Friday, July 26, 10am-5:30pm Saturday, July 27, and 10am-5pm on Sunday, July 28.


Set-up & Breakdown Times

Set-up will be Thursday, July 25 between 4pm - 7pm and on Friday, July 26 between 8am - 10am. Breakdown will be 5pm - 7:30pm on Sunday, July 28.

And don't forget to stick around for our Sunday Celebration of Animal Rights from 8:30-11:30pm in the Plaza Ballroom. We'll have entertainment by Honey LaBronx followed by karaoke and networking with light refreshments. All are welcome - registration is not required!


Shipping Information

The hotel charges handling fees for incoming and outgoing boxes. Below is the Hilton's notice:

The customer is responsible for the arrangements and all expenses of shipping materials, merchandise, exhibits or any other items to and from the hotel. The hotel's shipping and receiving hours of operation are from 6:30AM - 3:00PM Monday through Friday.

Incoming & Outgoing Packages are handled as follows:

  • Express Envelopes are complimentary and are held at the front desk.
  • Packages/Boxes are charged at $4.50 each
  • Pallets are charged at $50.00 each
  • Cases/Crates are charged at $100.00 each

Handling charges cannot be collected by shipper’s account number, therefore please pay handling charges with one of the following methods: cash, check or credit card.

If you are shipping boxes, aim for a delivery date between July 22 through July 25 (Monday through Thursday). Return shipping through UPS & FedEx will be available from the hotel so bring your account number.

Mailing Address:

Hilton Alexandria Mark Center
5000 Seminary Road
Alexandria, VA 22311

-----------------------------
ATTN: Animal Rights National Conference
Your Exhibitor Name
Box 1 of 3, 2 of 3, 3 of 3, etc. (as appropriate for number of boxes)

Note: It is very important to include ALL of the above information for shipping! If you do not, boxes may be lost.


Checking In

When you arrive, please go to our registration on the Upper Level area to pick up your pre-printed badges.


Loading Information & Shipped Packages

To access the loading dock, follow the signs to the parking garage and drive to the bottom level. Follow signs to the loading dock. The hotel will have some available hand trucks, however it would be best if you bring your own.

Parking is $8 for hotel guests (show room key when exiting) or $11/day for all others. On your way out of the garage, simply tell the parking attendant you're with the Animal Rights National Conference.

If you have shipped packages (labeled according to our guidelines), they will be located inside the exhibit hall when you arrive.


Electricity & Internet

If you need electricity at your table, you should have already pre-purchased through your contract. If you would like more than one outlet, bring your own power strip.

The hotel meeting rooms do not have free internet access. Wifi is $20 per connection per day if you would like to purchase it. We will follow up with instructions.

Tip: If you're staying on site at the hotel, wireless internet in your hotel room is free and your passcode also may work in the exhibit area.

We're excited to see you there!