Frequently Asked Questions

Answers to Most Commonly Asked Exhibitor Questions


Please refer to the 2013 NKF Exhibitor Prospectus General Rules and Regulations section for important information about cancellation penalties, exhibitor liability and insurance requirements, booth construction, set up and dismantle information and more.

  1. 1. When and Where is the Show?
  2. Meetings: May 9-13, 2012

    Expo Date: May 10-12, 2012

    Location: Gaylord National, Washington, DC
  3. 2. What is the Show Schedule?
    Exhibit & Poster Hours:

    Thursday, May 10
    6:00 PM – 7:30 PM Exhibit Hall Opening Ceremony and Reception

    Friday, May 11

    7:00 AM – 8:00 AM Exhibits/Posters & Continental Breakfast
    10:00 AM – 2:00 PM Exhibits/Posters & Lunch (served 12:15 PM – 1:15 PM)
    6:00 PM – 7:30 PM Exhibits/Posters & Networking Reception

    Saturday, May 12
    8:00 AM – 11:30 AM Exhibits & Breakfast (served 8:00 AM – 9:00 AM)
    11:30 AM Exhibit Hall Closes
  4. 3. What does a 10x10 booth space rental include?
      • A two-line company identification sign featuring company name, city, state and booth number
      • A company listing and 50-word description in the official on-site Program Book/Exhibitor Directory
      • A company listing on the SCM11 website
      • 10’ back wall, 3’ high side rails that extend 8’ from back wall (Plum, White and Silver draping)
      • Pipe and drape
      • General security guard service (perimeter)
      • Daily cleaning of aisles
      • New! Added exposure in the SCM12 mobile app. Ability to place company logo, website, phone number, and handouts on booth description page. 

        Booth space does NOT include: wastebasket, table or chairs
  5. 4. When and Where Can I get My Exhibitor Badge?
  6. Exhibitors should pre-register and pick up prepared badges at the Exhibit Registration Desk located in the Conference Center of the Gaylord National during the designated hours below. Exhibitors not pre-registered by April 20, 2012 must order and receive a badge on site.

    Exhibitor Registration Date & Time
    Wednesday, May 9
    7:30 AM - 6:00 PM

    Thursday, May 10
    7:30 AM - 7:30 PM

    Friday, May 11
    6:30 AM - 7:30 PM

    Saturday, May 12
    7:30 AM - 11:30 AM
  7. 5. How many exhibit staff badges do I receive per 10x10 booth space?
    Exhibitors are entitled to receive 4 exhibit staff badges per 10 x 10 booth space.
  8. 6. Does my organization receive a complimentary full conference registration?
  9. One exhibit staff person (see above) per organization may be designated to receive a full conference badge registration to conference sessions (does not include workshops or pre-conference courses). Badge forms are in the online exhibit kit and must be sent in by April 20.

    Note: Exhibitors also listed in NKF’s Annual Report Corporate Partners listing, as well as Spring Clinical Meetings supporters of educational activities, meeting materials or events, are entitled to additional full conference registration badges. Please contact NKF Exhibit Management for more information.
  10. 7. Can I Purchase Additional Exhibit Booth and/or Full Conference Registration Badges for Exhibit Staff?
    Yes, you can purchase additional exhibit staff only badges for $50 per person and full conference registration badges at $275 per person in advance (by April 20) or onsite at exhibit registration.
  11. 8. How Do I Register Other Staff (Not Working The Exhibit Booth) in My Organization for a Full Conference Registration Badge?
    To register as a conference attendee or for full conference registration information, click here.  You may also register onsite.
  12. 9. How Do I Get an Exhibitor Services Kit?
  13. Starting in November 2011, The Freeman Decorating Company will send each Booth Contact Person an e-mail notification of the kit’s availability, including instructions on how to access the online kit and order exhibitor services.
  14. 10. Where Do I Ship My Exhibit Materials, and When is My Shipment Due?
  15. Information regarding shipping is coming soon.

    Please refer to the Freeman Quick Facts/Shipping Information section in the Exhibitor Services kit for additional important information.
  16. 11. When Can I Begin To Move In and Set Up My Exhibit Display, and When Can I Dismantle and Move Out My Display Once the Show Ends?
    Exhibitor Move-In and Set-up is scheduled for:

    Wednesday, May 9, 2012 — 8:00 AM - 5:00 PM

    Thursday, May 10, 2012 — 8:00 AM - 5:00 PM

    Exhibitor Move-Out

    Saturday, May 13, 2012 — 11:30 AM - 7:00 PM
  17. 12. I’m Using My Own Contractor to Set Up My Booth. How Do I Authorize This?
    Exhibitors utilizing the services of an independent contractor must fill out and return the Notification of Intent to Use EAC form to the NKF by the deadline (form is provided in the Exhibitor Services Kit).

    Exhibitors must also inform their Exhibitor Appointed Contractors that they MUST send a copy of their General Liability Insurance Certificate to the NKF no later than 30 days prior to the first day of exhibitor Move-In. An exhibitor-appointed contractor who does not provide a General Liability Insurance Certificate prior to the show or identification onsite is not permitted in the Expo Hall.
  18. 13. How Do I Make Hotel Arrangement for Exhibitors?
  19. Click here for housing reservation information. 

    Or call the hotel at 301-965-4000. Simply state that you are a National kidney Foundation 2012 Spring Clinical Meetings exhibitor.
  20. 14. Who Should I Contact If I Have a Question or Problem Before or During the Show?
  21. Questions Before the Show:

    While the NKF has retained experienced and effective service contractors to provide your services, you may have questions about the best method to employ to make your exhibit participation effective and successful.

    NKF Show Management
    Contact Rachel Skumanich, Exhibits Assistant at (212) 889-2210, ext. 178 or by e-mail at email for immediate information about booth assignments and promotional opportunities, including advertising and sponsorships, as well as for information about forms and other materials contained in the Exhibitor Services Kit, including exhibitor description, exhibitor listings, booth/conference badges, invoice requests and payment receipts requests.

    Official Service Contractor

    Freeman Decorating Company
    9900 Business Parkway
    Lanham, MD 20706
    Phone: 301.918.7975
    E-mail: email

    Questions During the Show

    Show Management will be available on-site to help you! If you have questions during the move-in, exposition or move-out, contact anyone from Show Management or the Floor Manager, who will be available Wednesday, May 9 thought Saturday, May 12.

    Don’t wait until after the Show to ask questions or resolve problems! You owe it to yourself to find out about a given situation immediately. In most cases, problem situations are the result of simple misunderstandings. If we can be of any service to you, please let us know!