PIAVADC Exhibitor Registration

EXHIBITOR REGISTRATION

Welcome to the 2023 PIA VA/DC Annual Trade Fair & Convention. Thank you for exhibiting!

This form is only for the Trade Fair Booth. It does NOT include any other convention functions or meals. To attend the convention, you much complete an Attendee Registration form. Booth registration does include refreshments throughout the trade fair and the reception from 4:00 - 5:00 pm.

Important Dates and Information:

Trade Fair: Wednesday, 7/26
Location: Hilton Virginia Beach Oceanfront Hotel
Trade Fair Time: 2:00 - 5:00 pm
Booths are 8 ft wide x 6 ft deep and include one table, one trashcan, two chairs and signage.
Setup Time: 9:00 am - 1:30 pm, Wednesday, 7/26
Exhibitors must be in place and ready for exhibiting by 2:00 pm and stay the entire time.
Breakdown Time: 5:00 - 6:00 pm following the Trade Fair
PIA Contact: Carol Throckmorton 804-399-3745

To secure the discount pricing, PIA must receive payment by the discount dates shown below.

	PIA Member	Non-Member
Super Early Bird - by 2/28/23	$700	$850
Early Bird - 3/1/23 thru 4/30/23	$775	$925
Regular - 5/1/23 and after	$825	$975

Hotel Reservations:

Hilton Virginia Beach Oceanfront Hotel, 3001 Atlantic Avenue, Virginia Beach, VA 23451. Register online at here or call the Hilton at 757-213-3000. Callers refer to TFC to receive the discounted rates. Room block dates: 7/23/23 - 7/29/23 Room block rates: $279 to $299 per night. Rates do not include applicable taxes, resort and service fees. PIA group rates are available until Friday, 6/23/23. Reservations made after this date will only be accepted on a room and rate availability basis. Refer to your hotel confirmation for all hotel policies.

Exhibitor Information
Exhibitor Organization's Name:*
Exhibitor Point of Contact (POC) for ADVANCE coordination (person's name):*
Exhibitor ADVANCE POC email address:*
example@example.com
Exhibitor ADVANCE POC phone number*
xxx-xxx-xxxx

Booth Layout

Enter your top three choices below.
VIEW DIAGRAM
1st Choice*
2nd Choice*
3rd Choice*
Enter N/A if there are not enough booths to choose from.
OUR BOOTH SIGN SHOULD READ:*
ELECTRICITY (must be requested by 6/23):*

No, I do not need electricity in my booth.Yes, I need electricity in my booth. I understand PIA will add $40 to my invoice.
Electricity Requests:*

Yes, I understand electricity requests must be made by 6/23 by selecting Yes in the question above. After that, I may not be granted electricity.

Booth Personnel

Maximum: 3 per booth
BADGE #1 - Name

First NameLast Name
Informal First for Badge
i.e. Bob for Robert
Designations
Address

Street Address

Street Address Line 2

CityState

Zip Code
Cell
xxx-xxx-xxxx
Email
example@example.com
BADGE #2 - Name

First NameLast Name
Informal First for Badge
i.e. Bob for Robert
Designations
Address

Street Address

Street Address Line 2

CityState

Zip Code
Cell
xxx-xxx-xxxx
Email
example@example.com
BADGE #3 - Name

First NameLast Name
Informal First for Badge
i.e. Bob for Robert
Designations
Address

Street Address

Street Address Line 2

CityState

Zip Code
Cell
xxx-xxx-xxxx
Email
example@example.com

Booth Signage and Publicity

PIA will provide signage at the top of each 8' x 6' booth. Exhibitors are welcome and encouraged to bring additional marketing materials and signage. All signs, banners and backdrops MUST fit within your booth footprint. Anything larger will not be allowed.

Shipping & Receiving

The Hotel requires that arrangements for delivery of packages be made through the Hotel's Sales & Catering Office. Group is responsible for the arrangements and all expenses of shipping materials, merchandise, exhibits, or any other items to and from hotel. Hotel must be notified in advance of shipping to ensure proper acceptance of items upon arrival at hotel. Any alternate arrangements are to be approved by Hotel Representative. Hotel is not able to receive COD packages. The Hotel policies of safe handling are based on advice from the United States Postal Senvice (USPS) and the federal Center for Disease Control and Prevention (CDC). In order to ship any materials to and from the hotel, you must follow the instructions on the form below.

Hilton Exhibitor Shipping and Receiving Order Form

Upload the logo you would like us to use in marketing materials. Please limit it to only one image.

Preferred format: jpg or png
Cancelof
Exhibitor Cancellation Policy
Yes, I have read the EXHIBITOR CANCELLATION POLICY to the left.

After submitting your registration, you will receive an autoreply that your form has been received. Within three business days, an Invoice and Confirmation will be emailed to you. If you don't receive them within that time frame, please check your spam/junk folder and then email carol@piavadc.com if still not found.

All invoices must be paid prior to the Convention. Your invoice will include a link to a secure payment portal where you can pay using a debit card, credit card or check. To avoid delays with the US Postal Service, we recommend you pay online using this portal.

Please note your form is not submitted until you press the SUBMIT button below.
Should be Empty:

EXHIBITOR REGISTRATION

Exhibitor Information

Booth Layout

Booth Personnel