Sep 22 - 25, 2019 | National Harbor, Md.

Exhibit

Coming together at the NAMIC Annual Convention is all about making connections. For exhibitors, the Marketplace for Mutuals offers the perfect opportunity to build your network with the attendees who gather for the NAMIC Annual Convention. It may be a casual conversation with a client over a delicious meal, laughing through a lively reception, or a quiet and focused business meeting in a comfortable lounge space – however you serve your clients, the Marketplace has the space and the event to set the right tone. And you can be sure that plenty of our attendees will be exposed to your business — unique entertainment, exclusive time designed for decision makers, and prize drawings help draw them into the Marketplace and keep them engaged.

We felt that the Marketplace needed a remodel for an updated environment and to create opportunities for new attendee experiences. In 2019, the Marketplace for Mutuals at the NAMIC Annual Convention will debut its own refreshed look. Just like any remodel, it may take some time for the new space to feel like home, but we are dedicated to providing a valuable space for exhibitors and attendees. Here’s a sneak peek at what we have under the drop cloths.

A Brand-New Floor Plan

Remodels often start by tearing the walls down to the studs and beginning anew. That is what we did with the marketplace floor plan. We brought in a spoke-and-wheel layout, which helps the marketplace break free of the confines of the standard grid pattern. It will foster a natural traffic pattern to encourage interaction with vendors.

New Visual Branding and Décor

A remodel is not effective if you reuse the same old wallpaper, so we’ve ripped it down. We’ve taken inspiration from our surroundings and will use the distinctive and culturally diverse neighborhoods of Washington, D.C., to influence the color palette and design of the marketplace. We are still looking over the paint samples, so to speak, but the marketplace will feature distinct visual branding and décor from D.C. neighborhoods.

View drape colors per booth here.

Booth and Exhibitor Attendees

With any remodel, what goes inside the room changes too. The exhibit booths will still be the trusted 10x10s and 20x20s, but 10x20 spaces are drawn into the plan rather than combining two smaller booths. Also, we will have space dedicated to the building of private meetings rooms for those companies that need private space. We also have an updated exhibitor registration policy to bring exhibitor registrations into alignment with convention attendee registration rates.

What Does This Mean for Exhibitors?

It might take you a little more time to select your booth. Give yourself time to look it over and familiarize yourself with the new layout that you can view here.

Things are going to look different because the drape colors will change in different segments of the marketplace. You may see the deep, lush green hues of Georgetown in one segment and the elegant white and gray of Pennsylvania Avenue in another segment. The exhibitor kit will inform you of the drape and carpet colors for your selected booth.

For 2019, booths are eligible for these registrations:

  • 10x10s will include one exhibitor registration and are eligible to add one exhibitor registration at discounted exhibitor rate.
  • 10x20s will receive two exhibitor registrations and are eligible to add two exhibitor registrations at the discounted exhibitor rate.
  • 20x20s will receive four exhibitor registrations and are eligible to add four exhibitor registrations at the discounted exhibitor rate.
  • Any additional registrations above these limits will be at list rates for vendors or NAMIC members.

Booth Registration

Register for a booth by clicking here.

Click here to see who exhibited in 2018

Marketplace Floor Plan

View the Marketplace floor plan

Booth Pricing

10x10

$2,950

 

10x20 End Cap Booth

$5,900

10x20 In-Line Booth

$5,900

20x20 Island Booth

$8,000

Build-to-Suit Meeting Room (plus build costs estimated at $8K-15K)

$10,000

 

Booth Discounts


NAMIC Member Discount

10x10
$300 discount

10x20
$600 discount

Discounts may be combined for greatest savings!

EXHIBTOR REGISTRATION RATES

 

10x10

10x20

20x20 & Build-to-Suit Meeting Spaces

Exhibitor registrations included with booth

1

2

4

Eligible for exhibitor registrations at the discounted exhibitor rate

1 at $700

2 at $700

4 at $700

Additional registrations

Non-Members= $1250 per person
Members= $950 per person

Non-Members= $1250 per person
Members= $950 per person

Non-Members= $1250 per person
Members= $950 per person

Benefits of Exhibiting

Why exhibit at our Marketplace for Mutuals? Because we bring together the best that the mutual industry has to offer. Our attendees are engaged and hungry for new, better, and more impactful solutions to their business needs. Here are some of the benefits you’ll receive when you sign on as an exhibitor:

  • Attendee registration list with name, title, company, and mailing address sent 30 days and 15 days prior to the convention*. Please note that email addresses are a benefit of sponsorship, not just exhibiting, at the convention.
  • Registration(s) included with booth spaces and discount on additional registration(s). Please see limits and details above.
  • Exhibitor registrations include the following meals:
    • Breakfast offered within the Marketplace
    • Lunch offered within the Marketplace
    • The Chairman’s Reception on Sunday evening
    • The Welcome Reception on Monday evening
    • Please note that a ticket to the Closing Celebration on Wednesday evening is not included in the discounted exhibitor registration but tickets can be purchased.
  • Booth carpet in the show color to be announced. $1,000 value!
  • One booth furniture package as offered within the registration form. Please note that rectangular tables, such as 6-foot or 8-foot tables, are not offered within packages, but they can be ordered with the exhibit service contractor.
  • Wastebasket and booth identification sign.
  • Standard pipe and drape between booths. Please note that corner booths will not have a side rails along the aisle and 20x20s may not have a drape.
  • Complimentary listing in the Marketplace Directory if booth registration is received and paid in full prior the announced deadline. To find opportunities for additional advertisement, please see below.
  • Access to information to help you succeed as an exhibitor at the convention.
  • Marketplace Solutions Tours: Exhibitors will be invited in August to participate in guided tours for the attendees. These tours will help attendees connect with companies that can provide information, products, and solutions for some of the issues facing the mutual insurance industry.
*Attendee List Notification: Occasionally, exhibitors are contacted by a company that is not NAMIC with an offer to purchase attendee lists with full contact information. Please be aware that NAMIC does not provide attendee data to any third-party companies for resale. NAMIC is not associated with these companies or associated with the data that may be provided by these companies. NAMIC’s desire to provide contact information to industry representatives is, unfortunately, misused by these enterprising companies. We apologize for any inconvenience this causes you or your associates.

Exhibit Schedule (subject to change)

The Marketplace for Mutuals is held on Monday and Tuesday of NAMIC’s convention.

  • Sunday, September 22, 2019
    11:00 a.m. – 5:00 p.m. — Exhibitor Set Up
  • Monday, September 23, 2019
    8:00 – 9:30 a.m. — Marketplace for Mutuals Grand Opening 
    8:00 – 9:30 a.m. — Attendee Breakfast in the Marketplace for Mutuals
    8:15 – 8:45 a.m. — Marketplace Solutions Tours 
    11:30 a.m. – 1:00 p.m. — Attendee Lunch in the Marketplace for Mutuals
    11:30 a.m. – 6:00 p.m. — Networking in the Marketplace for Mutuals 
    3:00 – 3:30 p.m. — Marketplace Solutions Tours
    4:30 – 6:00 p.m. — Networking Reception 
  • Tuesday, September 24, 2019
    8:00 – 9:00 a.m. — Executive Hour in the Marketplace for Mutual
    10:00 a.m. – 3:30 p.m. — Networking in the Marketplace for Mutuals 
    11:30 a.m. – 1:00 p.m. — Attendee Lunch in the Marketplace for Mutuals
    12:00 – 12:30 p.m. — Marketplace Solutions Tours
    2:30 – 4:00 p.m. — Ice Cream Social, St. Baldrick’s Head Shaving, and Exhibitor Prize Drawings
    4:00 p.m. — Exhibitors may begin dismantling

Exhibitor Set Up

  • Sunday, September 22 | 11:00 a.m. – 5:00 p.m.
    No access is allowed into the exhibit hall after 5:00 p.m. on Sunday, September 22. Those working in the hall can continue past that time but re-entry is prohibited.

Exhibitor Dismantle

  • Tuesday, September 24 | Exhibitors may begin dismantling at 4:00 p.m. All materials must be packed by 5:00 p.m.

Hotel Reservations

NAMIC is pleased to extend the negotiated hotel sleeping room rate to all registered exhibitor personnel. A completed exhibitor booth registration is required to receive the link to NAMIC housing. Exhibitors will receive the reservation web link in a confirmation email after completing the online booth registration form. Visit the Housing & Travel section to find out more.

Attention Housing Update: Occasionally, groups claiming to be a “Convention Housing Bureau” or a similar name have contacted exhibitors and previous exhibitors of the NAMIC Annual Convention claiming the ability to secure room reservations at the official NAMIC hotel in September at a discounted rate. Please be aware that these companies are not authorized to represent NAMIC and cannot secure rooms within the group room block. Unfortunately, this problem is becoming more prevalent among convention groups. If you are considering alternative housing arrangements for the Annual Convention, please keep in mind that there are benefits to booking your reservation through NAMIC, including discounted rates, protected reservations, and the ability for NAMIC staff to assist you with a reservation should you experience a problem. Please alert NAMIC should you be contacted directly by a company about making room reservations for the convention.

Marketplace Directory

All exhibiting companies that purchase their booth and pay in full prior the announced deadline will be provided a listing within the directory, which will include the company name, company website, a brief company description, and booth number. Exhibitors can choose to upgrade their listing with their logo and/or purchase an advertisement within the directory section of the program guide.

You may purchase an advertisement and logo display for the Convention Program Guide when you register for your booth or by emailing conventionmarketplace@namic.org.

Important Deadlines:

  • July 24: Last day to purchase directory advertisements and logo placements to compliment exhibitor listings
  • July 24: Directory advertisement and logo artwork due
  • August 16: Last day for new exhibitors to be included in within the Marketplace directory

Directory Advertisement Specs and Artwork Upload Instructions

Exhibitor Services

Exhibitor services will be provided by Freeman. The exhibit kit will be available by July 15.

Union Jurisdictions and Operational Policies

EXHIBIT INSTALLATION AND DISMANTLING

The installation and dismantling of prefabricated displays comes under the jurisdiction of the carpenters’ union. Exhibitors may work in booths 10’ x 10’ or smaller without the use of union labor. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for one (1) hour on the installation (move-in) and one (1) hour on the dismantle (move-out) without union labor on booths that are larger than 10’ x 10’.

Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or Freeman.

Additional details will be included in the exhibitor kit.

MATERIAL HANDLING

One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. Hotel staff is not permitted to carry materials on to the exhibit floor and bellman fees will be assessed to the exhibitor for requests of material handling from the front drive.

Freeman will control access to the trade show floor which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Freeman. Rates for material handling services are will be within the exhibitor service manual. Freeman shall be the sole authority on all matters in the DOCK area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment.

Additional details will be included in the exhibitor kit.

Contacts

Julie Bacher
Customer Service Coordinator

317.876.4279

  Julie