Exhibitor Contacts & Resources
For questions about exhibiting, visit our Exhibitor FAQs page. Current exhibitors also have access to our Exhibitor Portal.
Exhibitor Portal
Current exhibitors have access to our Exhibitor Portal, where you can:
- Upload your company logo. (Your logo will appear on the Interactive Floor Plan and mobile app, with booth upgrade purchase.)
- Add your company’s social media platforms.
- Upload your company profile for the printed program guide, online listing and mobile app.
- Select product categories and services.
- Purchase booth upgrades.
- Upload products (name, description and photo of your product(s).
- Purchase advertising & sponsorship opportunities.
- Purchase meeting rooms.
- Register booth staff
- Make booth payment.
- Exhibitor Online Services Manual.
- Upload your Certificate of Insurance.
- Review APCO 2025 Rules & Regulations.
If you do not have your login credentials, contact exhibiting@apcointl.org.
For general questions about exhibiting, visit our Exhibitor FAQs page.
Exhibitor Registration and Hotels
Registration
Exhibitors (both badge types) can register booth staff by logging into APCO 2025 Exhibitor Portal and clicking on the “Register your booth staff” task starting on May 1, 2025.
As an exhibitor, you will receive two (2) exhibitor registrations per 10 x 10 booth space with additional booth staff registration as needed.
Exhibitors have access to all professional development tracks, the Opening General Session (Monday) and the APCO Block Party (Tuesday evening) by displaying an exhibitor badge.
Hotel
Exhibitor housing for APCO 2025 will open April 1, 2025. Only exhibitors who have either paid their 50% deposit or paid their booth in full will receive the official email with links, maps and forms. There will be a form for rooms less than 10 rooms and a link to reserve 10+ rooms. Don’t miss out on the opportunity to reserve rooms at your preferred hotel.
APCO International has negotiated special rates for conference attendees at various hotels. To take advantage of the discount, you must make reservations, using our designated housing provider, Orchid.Events.
Hotel reservations are taken on a first-come, first-served, space-available basis. Submit your request as soon as possible for the best opportunity of receiving your hotel choice.
Move-in, Move-Out and Expo Hours
Move-In and Move-Out
| Exhibit Move-in Hours | |
| Thursday, July 24 | 1:00 p.m. to 5:00 p.m. (Island & Mobile Units only) |
| Friday, July 25 | 8:00 a.m. to 5:00 p.m. (all booths) |
| Saturday, July 26 | 8:00 a.m. to 5:00 p.m. (all booths) |
| Sunday, July 27 | 8:00 a.m. to 5:00 p.m. (all booths) |
| *All booths must be set by 5:00 p.m. on Sunday, July 27 Show Management will walk through the hall at 8:00 a.m. on Monday, July 28. . |
|
| Exhibitor Move-Out Hours | |
| Tuesday, July 29 | 4:00 p.m. - 8:00 p.m. |
| Wednesday, July 30 | 8:00 a.m. - 12:00 p.m. |
Expo Hours
| Monday, July 28 | 10:00 a.m. - 5:00 p.m. (Exclusive Hours: 10:00 a.m. to 2:00 p.m.) |
| Tuesday, July 29 | 10:00 a.m. - 4:00 p.m. (Exclusive Hours: 10:00 a.m. to 1:30 p.m.) |
Exhibitor Online Service Manual
The online services manual will be available on March 25, 2025. The link to the manual will be a task located in the Exhibitor Portal.Badge Scanning and Lead Retrieval
Maritz Global Events is the official badge scanning and lead management provider for APCO 2025 Annual Conference and Expo. All badge scanners run on the easy-to-use SWAP Platform. Each lead solution provides badge scanning from a distance and allows the user to manually enter a badge ID to capture contact and demographic information. Ordering online or through the exhibitor online services manual will be available March 2025.
Meeting Room Request
APCO is pleased to offer Exhibitors the opportunity to rent meeting rooms in the Exhibit Hall and outside of the Exhibit Hall at the Baltimore Convention Center. Space is very limited, and requests will be taken on a first come, first serve basis. The Meeting Room Request link will be accessible through a task in the Exhibitor Portal, which will be available in March 2025.Certificate of Insurance Requirements
As outlined in the APCO 2025 Rules and Regulations, all exhibitors are required to submit a Certificate of Insurance (COI). If you are using an Exhibitor-Appointed Contractor (EAC), they must also provide a COI with the same coverage requirements. Complete details on the COI requirements can be found in the APCO 2025 Rules & Regulations, available in the Exhibitor Portal.The deadline for submitting both Exhibitor and EAC COIs is June 18, 2025. A link to submit your COI will be provided through a task in the Exhibitor Portal.
Display Rules and Regulations
Please refer to the APCO 2025 Rules and Regulations, which incorporate the Guidelines for Display Rules and Regulations developed by the International Association for Exposition Management (IAEE) as part of the overall event guidelines. These guidelines cover key topics such as maximum display heights, line of sight restrictions, and construction design requirements. A copy of the APCO 2025 Rules & Regulations, along with the IAEE rules, can be found in the Exhibitor Portal. Additionally, the IAEE guidelines are included in the APCO Exhibitor Online Services Manual.As APCO 2025 planning begins, you may receive solicitations from publications and vendors that are not affiliated with APCO International. Please be advised that APCO does not sell exhibitor lists or contact information to anyone. This information is securely provided to APCO Official Contractors to inform exhibitors of show-related services. Solicitations from unofficial vendors are often the result of obtaining public information from the Internet. APCO partners with select vendors to produce our premiere conference and expo and can intervene on your behalf if any customer service issues arise.
- Orchid.Events (Housing)
- Tradeshow Logic (General Service Contractor)
- Production Resource Group (PRG) (Audio Visual and Computers)
- Maritz (Registration & Lead Retrieval)
- Naylor Association Solutions (PSC Advertising, Show Daily, APCO Online Advertising)
- Infocus Marketing, Inc. (Exhibitor Emails to Attendees)1
- Projections (Rigging – Exclusive to motors and ground support truss)
- Edlen (Electric – Exclusive)
- Cox (Internet - Exclusive)