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April 25-28, 2022
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NEW ORLEANS | ERNEST N. MORIAL CONVENTION CENTER

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Exhibitor FAQs

Unsure on how to get started? Below is a list of frequently asked questions from prospective and current exhibitors.

Top Questions

IEEE PES T&D attracts key decision-makers in the world of transmission and distribution with dynamic programming, so that you can showcase your products and services and get business done.
You can expect to make connections with decision-makers from top electric utilities, independent power producers, consulting engineering firms, and design/build firms.
Learn more about why you should exhibit at IEEE PES T&D.

A booth at T&D provides an opportunity to market your products and services to thousands of industry decision-makers. View complete space selection details here.

The application for priority space selection is now closed, with selection beginning soon. General space selection will open on July 12. View our space selection process and key dates here.

The exhibit hall will be located at:
Ernest N. Morial Convention Center (Hall G-J)
900 Convention Center Blvd
New Orleans, Louisiana 70130
(504) 582-3000

View complete terms, including cancellation and refund policy, on our space selection page.

We are closely monitoring guidelines and will continue to implement best practices and recommendations to ensure the safety and success of the 2022 IEEE PES T&D Conference & Exposition.
We’ll continue to update attendees with more information and plans as available. Learn more.

Details on registration and hotel accommodations will be available in Fall 2021.

Additional Questions

Exhibitor Registration

Exhibitors who wish to attend the technical sessions may add one of the three following options to their normal Exhibitor Personnel Registration. These options will be available through the exhibitor registration portal once attendee registration opens in November. 

  1. Conference Single Session Pass: An exhibiting company may purchase a “Conference Single Session Pass,” which is valid to attend a single technical session that is part of the overall T&D conference. Please note exhibitors must have the Conference Single Session Pass (ticket) as well as their exhibitor badge (company names on both badge and ticket must match). Ticket must be surrendered at the session attended. Valid for 1 session only. Companies can purchase as many as needed and distribute to their employees onsite. 
  2. One Day Conference Registration: Any booth personnel may add a One Day Conference Registration Pass to their booth personnel registration. You may add this option to any booth personnel, but it is specific to the person you choose at the time of registration and you must choose the desired day at the time of registration. 
  3. Full Conference Registration: Any booth personnel may add the Full Conference Registration to their booth personnel registration. The cost of the full conference registration is dependent on the individual’s membership status with either IEEE or IEEE PES as these members receive a significant discount. You may add this option to any booth personnel, but it is specific to the person you choose at the time of registration. You will need their membership number at the time of registration. 

Booth Size Badge Allotment 
100 SF   4 
200 SF   7 
300 SF   8 
400 SF   9 
Greater than 400 SF 9 + 1 badge per additional 100 SF   (i.e. 600 SF = 11) 

Exhibitor badge requests in excess of the allotment will be charged $70.00 per registrant. These badges are for booth staff and not company representatives that do not have a direct relationship to the exhibit or those directly involved in staffing the booth. 

No, each company has the ability to register any company personnel of their choice, we do not pre-register the contact that reserves the booth. The logistics contact on file for your company was sent a confirmation email which includes your login information to register your staff. 

Booth Space Applications will be available here starting at 12:00 PM Eastern Time on Tuesday, April 27. Visit our application process page for more details, including a sample application.

When registered as an exhibitor, you will be able to attend the Conference & Exposition Reception, Opening Session, Innovation Stage Presentations, Super Sessions, Conference & Exposition Luncheon, Networking Reception and Closing Reception with an exhibitor badge. 

The Panel and Forum sessions will NOT be open to Exhibitors. If you, or one of your staff, wish to attend the Conference Sessions you must add one of the three conference options available in January 2022 through the exhibitor registration system.  

Exhibitors can access the show floor during move-in and move-out hours as listed here. On show days exhibitors can access the show floor beginning at 8:00a.m. and must exit the floor once the hall closes each night. Please note: if you hire an EAC they cannot access the exhibit hall on show days. Be sure to read the EAC guidelines in full for additional details. 

Guest Invites

There are many ways you can promote your participation in the event and detailed information is available online in the Marketing section of the website which will be available in the fall 2021. This section also includes details regarding the use of the reduced rate One Day Exhibits Only Guest Invitation. You can download this form to do an email blast or mailing to invite your customers and prospects to visit your booth or duplicate the one in this manual found on the previous page. They can register on-line and save time and money. 

Visa Letters

All international exhibiting companies will be able to request a Visa Letter when they register their booth staff for a badge. By registering with an international address the system will automatically ask you if you need the Visa Letter, and then provide the appropriate fields for you to complete. Once the applicable fields are completed and you have completed the registration form, you will be able to print/download the Visa Letter by clicking on the “globe” icon in the registration dashboard next to the individual’s name. VISA letters are ONLY available through the booth personnel registration system.  They cannot be provided outside of this system, which will be available in January 2022. 

Other (Events + Entertainment)

All exhibitors wishing to host a special event in their booth outside of official exhibit hall hours must complete the Special Event Request Form and receive approval from show management.

If you wish to host an event or meeting in your booth BEFORE scheduled show hours you must do the following. 

  • Complete form including the time, date, and the number of invited attendees prior to show time. 
  • All of your invited guests must have a show badge 
  • Arrange for all of your guests to meet as a group in the lobby at the entrance closest to your booth and be escorted into the exhibit hall by one of your company staff 
  • If you are inviting more than 30 people you will be required to hire a security guard to ensure your guests stay in your booth. The security order form will be available in the online exhibitor manual in the fall of 2021. 

If you are planning an event AFTER show hours you must comply with all of the above AND you will be required to hire a security guard to ensure your guests stay in your booth regardless of the size of the group. The security order form will be available in the online exhibitor manual in the fall of 2021. 

If you are planning to serve refreshments at your event you will order from Centerplate, the exclusive caterer at the convention center. 

Morial Convention Center offers complimentary WIFI in all public areas. This complimentary service should ONLY be used for non-mission-critical applications such as general web surfing and Internet-based email access. If you require internet to operate features in your booth we recommend you order internet service through the exhibitor manual, which will be available in November 2021. 

All food and beverage items in the exhibit halls must be purchased through the MCC’s Beverage Department. This includes bottled water. The MCC is solely licensed to sell, dispense, and/or serve alcoholic beverages. The MCC requires that a MCC Bartender dispense all alcoholic beverages. Louisiana State Law prohibits alcoholic beverages from being brought into the MCC. Catering menus and contact information will be available in the exhibitor manual (online November 2021) 

Exhibitor Logistics

  • Complimentary exhibitor badges, based on your booth size: 
Booth Size Badge Allotment 
100 SF 
200 SF 
300 SF 
400 SF 
Greater than 400 SF 9 + 1 badge per additional 100 SF   (i.e. 600 SF = 11) 

Exhibitor badge requests in excess of the allotment will be charged $70.00 per registrant. These badges are for booth staff and not company representatives that do not have a direct relationship to the exhibit or those directly involved in staffing the booth. 

  • Unlimited reduced rate One Day Exhibits Only Guest Invitations for admission to the Show for your invited guests. 
  • Product listing in the official on IEEE PES T&D Web site and mobile app. 
  • Use of contracted floor space. 
  • Standard flameproof booth equipment for: 
              1. Linear booths 
                   • 8’ high pipe and drape backwall 
                   • 3’ high pipe and drape side rails 
                   • 7” x 44” booth identification sign (company name and booth number.) 
              2. Split-Island booths 
                   • 8’ high pipe and drape backwall 
                   • 7” x 44” booth identification sign (company name and booth number.) 
  • Management provides aisle carpeting, Midnight Blue. (Booth carpet/floor covering is required for all exhibits and must be provided at the exhibitor’s expense.) 
  • General exhibit hall lighting, air-conditioning or heating (during show days only). 
  • Onsite Exhibit Management Office to provide assistance during set-up, show days and dismantle starting Thursday, April 16.

Often exhibitors new to a particular trade show are unsure where to begin when budgeting for booth properties. Additional information will be available in May of 2021 to assist you in budgeting. The full exhibitor manual will be available in the spring of 2021.

Date Hours 
Tuesday, April 26 10am – 5pm 
Wednesday, April 27 10am – 6pm 
Thursday, April 28 10am – 3pm 

The target floor plan will be available in late June 2021.  These target dates will be based on the initial floor plan and subject to change. Exhibitors are encouraged to verify their target move-in date prior to finalizing their onsite schedule and travel arrangements. To accommodate all exhibitors in the most efficient manner we are asking each company to honor their target date. Click here to view the daily access schedule. 

  • All linear booths (10′ x 10′, 10′ x 20′, etc.) can begin moving in on Saturday, April 23.  
  • Target move-in begins at 8:00am on Thursday, April 21. This does not mean you personally need to be there unless you wish to oversee the unloading. Your shipment will be taken to your booth and will be there upon your arrival. 
  • Move-out begins at 3:01pm on Thursday, April 28 – Early move-out will not be permitted.  
  • All exhibitor materials must be removed by Saturday, April 30, at 12 noon.  
  • All carriers must check-in by 8 am, Saturday, April 30 or freight will be re-routed. 

The deadlines are not confirmed at this time, but the discount deadlines are the dates our official vendors will honor advance orders with discounted rates. For all Freeman services (furnishings, labor, A/V, shipping, etc.) the deadline will be around March 21, 2022. For all of the Convention Center services, (electrical, internet, catering, etc.) the deadline will be around March 28. Final and additional deadlines will be available in the online exhibitor manual in November 2021. 

Each company is assigned a target move-in date, the day your shipment should arrive if you are shipping by truck to be unloaded at the dock at the convention center. Each date is determined by Freeman based on the booth’s size, location, and time allotted for access to the hall. Generally the earlier target move-in dates are determined by the size of the booth and the distance from the freight door. Adhering to the target move-in date is vital to allow all exhibitors accessibility to their booths and to guarantee the show is able to open on schedule. 

The target floor plan will be available in June 2021. These target dates will be based on the initial floor plan and subject to change. Exhibitors are encouraged to verify their target move-in date prior to finalizing their onsite schedule and travel arrangements.  To accommodate all exhibitors in the most efficient manner we are asking each company to honor their target date.  

Material handling (drayage) is the service of receiving freight at either the advance warehouse or show site. This service includes the following: 

  • Acceptance of freight shipped to advance warehouse (freight accepted March 7 – April 15) TENTATIVE 
  • Storage of up to 30 days prior to move-in 
  • Delivery of freight to show site OR acceptance of freight delivered directly to show site 
  • Delivery of freight from dock to booth 
  • Pick up and storage of “empty” crates/boxes for duration of show 
  • Delivery of “empties” from storage back to booth for move-out 
  • Freight transferred from booth to dock for return shipment 
  • Loading of crates/boxes onto outgoing carrier 

How – Inbound Shipment 

  • Check out the weight of your exhibit. Lightweight designs save on shipping and drayage. 
  • Remove old shipping labels and attach clean labels with your company name and booth number clearly marked. 
  • Be sure to attach a rider to your insurance policy from the time your exhibit and product leave your possession until it is returned. Your company is responsible for your exhibit and product. 
  • Shrink-wrap all your cartons onto a skid to avoid any special handling charges. Be sure to securely pack and tape your boxes. 
  • Ship prepaid and keep an inventory and the PRO numbers of all your shipments. 
  • Alert Freeman if you are shipping less than you initially estimated. This will not only save you money, but also expedite the move-in process for you and other exhibitors. 
  • If delivering to the advance warehouse, confirm delivery with both Freeman and your shipping company. 
  • Make sure that all shipments are accompanied with a certified weight certificate. 

International Shipment 

Also, in the exhibitor manual is a list of preferred vendors, including our preferred International Freight Forwarder 

AGILITY FAIRS & EVENTS LOGISTICS LLC  

Attn: Colin May 

1100 S Tamiami Trl, Ste B  

Venice, FLORIDA 34285 USA  

Telephone: 941-861-8930  

Fax: 941-237-5681 

Website: http://www.agility.com/fairs-events  

Email: [email protected]  

WHERE 

To send the boxes care of Freeman to arrive directly at your booth you have two options (both do incur material handling charges from Freeman) 

  1. Advance Warehouse (shipments can arrive between March 29 – April 13, shipments received after April 13 are subject to a surcharge) 
  2. Direct to Show site (shipments should arrive on your target move-in date, Shipments must arrive between April 21-26)  

Further details and costs are available online in the exhibitor manual.

WHEN 

  • Ship in advance to the warehouse. Shipments to the warehouse can arrive between March 29 – April 13 (tentative, final dates provided in the exhibitor manual in the fall of 2021). 
  • Schedule your shipment to arrive during the published hours (8am – 3:30pm, drivers must check in by 2:30pm) for freight receipt at the warehouse to avoid unnecessary surcharges. 
  • Be sure you hit your target move-in date and time. Penalties will be assessed if materials arrive before or after your target move-in date. 
  • For onsite deliveries, expect at least a 3-hour wait for your materials to be unloaded from the time your truck checks in at the marshalling yard. For afternoon arrivals it is wise to order labor for the following day. 
  • Check-in to the marshalling yard on straight time. Check in prior to 2:30pm to insure same day delivery. 

Outbound Shipment 

  • Make return shipping arrangements in advance. 
  • Prepare and pack labels for your outbound shipment prior to the show. 
  • Avoid forced shipments on the outbound. Contract only with carriers familiar with the tradeshow industry. 

Freeman has the capabilities to design a custom booth developed to meet your specific goals and requirements. You may choose a custom designed booth, or to save money, you may choose to rent a standard or deluxe hardwall unit. The standard packages will be available with the exhibitor manual in the fall of 2021.  

Exhibitor Appointed Contractors (EACs) are independent contractors hired by exhibiting companies. These are companies that are typically signatory to the local unions. They can include labor building your booth, booth supervisors, booth designers. independent display companies, etc. An EAC will only be granted access to the show floor if show management has received the EAC Authorization form and a valid Certificate of Insurance. They will not have access to the exhibit hall on show days. The EAC submittal form is available on the main EAC page. The deadline to submit the online EAC form is March 21, 2022. 

EAC companies that are not registered and have approved insurance will not be allowed to work on the property.  

Some exhibitors have reported receiving solicitations from unofficial vendors. IEEE PES T&D official vendors will NEVER send emails from a non-business account such as Gmail, Yahoo, Outlook, etc. If you receive a solicitation and are unsure of the vendor’s affiliation with IEEE PES or T&D, please contact T&D Exhibits at (972) 521-9902 or [email protected]. See the approved IEEE PES T&D Partner Companies and scams to look out for click here.

Questions?

If you don’t see your question or answer listed here, please contact T&D Exhibits at [email protected] or (972) 521-9902.