Booth and show rental questions, answered

As soon as your booth is confirmed, and ideally four to six weeks before move-in. Large shows fill rental inventory in the same cities at the same time, and an early order also leaves time to match your show's power and internet orders to the equipment. Shorter notice is often possible, so call if your show is close.

Your company, the show name, the venue, your booth number and size if you have them, move-in and move-out dates, and the equipment you have in mind. If you are not sure what you need, describe your booth, how many staff will work it, and what you want visitors to do.

Yes. Exhibitors on a show circuit often send several shows in one request. List each show with its venue and dates, and we will quote each one so the equipment can follow your schedule.

In many cases, yes, depending on availability and how close the show is. Tell us as early as possible and we will confirm what can change.

No. ConventionVendor.com rents business-to-business: exhibiting companies, show organizers and associations, event and meeting agencies, and AV and service contractors.

Yes. At most convention centers, booth power can only be provided by the venue's or show's official electrical contractor, ordered through your exhibitor service kit. Our TVs, kiosks, and charging stations plug into the outlet you order, so order enough capacity for everything in your booth.

It depends on the venue and the show. Many convention centers restrict or prohibit personal hotspots and wireless access points on the show floor because they interfere with the venue network, and sell wired or Wi-Fi service through an in-house provider. Check your exhibitor manual, and see our venue notes for the rules we found at each convention center.

Many shows ask exhibitors to register any outside company that will work in their booth, such as an installer, AV company, or rental technician, by a set deadline. If your show uses one and our technician will deliver or set up in your booth, list us on it.

Freight is usually handled by the show's general service contractor, either through the advance warehouse before the show or direct to the show site during move-in. Your exhibitor manual lists the addresses, deadlines, and labels. We confirm how your rental will arrive in your quote.

We rent the iPads, stands, cases, and charging. The badge-scanning app and license usually come from the show's official lead retrieval provider, ordered through your exhibitor kit, and some companies use their own app or CRM instead. Tell us which you will use so the devices are ready for it.

A common starting point is 55 inches for a 10x10 booth, 65 inches for a 10x20, and 75 inches or a video wall for islands and larger booths. Mount the screen high enough to see over people standing in the aisle. Our booth display size guide explains how to choose.

Tell us how you plan to play your content, such as from a laptop, a USB drive, or a small media player, and we will include what the screen needs to show it. Send your file format when you request the quote.

Yes. We rent badge printers along with check-in stations, laptops, tablets, and kiosks for registration. Tell us which registration software you use and your expected peak arrival, and we will recommend how many stations and printers to plan.

We plan delivery around your show's rules. In many areas a technician can deliver and set up during move-in, and in others equipment ships ready to connect with a prepaid return label. The method depends on the show, venue, dates, and order size, and your quote confirms it.

Yes, when that suits your show, for example for a hospitality suite, a meeting room, or a team that will carry small items to the booth. Give us the hotel name and the arrival date of the person receiving it.

We pick up the equipment when the show closes, or your team packs it and ships it back with the prepaid return label. Leave everything in the cases it arrived in, with cables and remotes, and keep it with your booth until it is collected.

Yes, on-site technicians can be scheduled to set up, support, and take down equipment. Ask for it in your quote request, and list the hours you want coverage.

Yes. Net payment terms are available for business customers. Ask about them when you request a quote.

Yes. We can provide a W-9 for vendor setup and a certificate of insurance naming your company, the show, or the venue. Tell us what is required and where to send it.

In many cases, yes. Include your purchase order process with your quote request so the order and invoice match it.

Send a copy of your tax exemption certificate with your quote request or order, and it will be applied to your rental.