Exhibitor FAQs

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Registration
Booth promotion
Exhibit floor
Education
News and updates

When and where is Work Truck Week 2024 (WTW24)?
WTW24 takes place March 5–8, 2024, at Indiana Convention Center (Indianapolis, Indiana). Green Truck Summit is held March 5, educational sessions run March 5–7 and The Work Truck Show exhibit hall is open March 6–8.

Do I need to register staff just to work in the booth? What is the cost?
Yes – everyone needs to have a badge to enter the exhibit hall, including attendees and booth staff. There is no limit to the number of booth personnel that can be registered, and there is no cost for booth-only registrations. Exhibitors must register through their Exhibitor Dashboard.

There are additional registration options to fit your needs, including event packages and add-ons, which are available separately for purchase.

Where can I find my Exhibitor Dashboard login credentials?
Please contact info@ntea.com for login assistance.

How do I register?
Register online through your Exhibitor Dashboard or call 800-441-6832.

Where can I book hotel rooms?
NTEA has arranged discounted rates for Work Truck Week registrants at nearby Indianapolis hotels (special pricing is good through Tuesday, Feb. 13, 2024, while availability lasts). Make reservations online or call 317-262-8191, Monday–Friday from 8:30 a.m.–5 p.m. ET (excluding holidays). Hotel confirmations are sent via email within 24 hours.

I just registered. How do I know if it went through?
Online registrations will receive an email confirmation within 24 hours once your registration has been received. If you do not receive a confirmation, check your spam folder or email registrar@ntea.com with questions. Your badge will be waiting for you on-site at any of the conveniently located registration areas.

I registered as booth personnel. Can I upgrade to a package?
Yes, you may upgrade your registration package or add special events or sessions (view available options) online by logging into your Exhibitor Dashboard. Email registrar@ntea.com with questions or for assistance.

Is there an event cancellation and refund policy?
If for some unforeseen reason NTEA should have to cancel or truncate Work Truck Week 2024, attendee agrees its sole remedy for a cancelled or shortened event is the return of all or a prorated portion, as applicable, of the registration fee. Registrants will be responsible for cancellation of travel arrangements or housing reservations and applicable fees. For your planning purposes, please note attendee cancellations received in writing after Feb. 16, 2024, are not entitled to a refund. Substitutions are allowed. View NTEA’s event policy for WTW24, and access the exhibit space cancellation policy in WTW24 Exhibitor Rules and Regulations.

How can I get registration discounts?
NTEA members receive discounted rates on WTW24 registration packages, special sessions and events. Explore more member perks and contact Luci Pfaff, NTEA director of member services, at luci@ntea.com to discuss your options.

On-site registration hours
Indiana Convention Center
Monday, March 4 noon–5 p.m.
Tuesday, March 5 7 a.m.–6:30 p.m.
Wednesday, March 6 7 a.m.–5 p.m.
Thursday, March 7 6:30 a.m.–5 p.m.
Friday, March 8 8 a.m.–noon

Green Truck Summit satellite registration hours
JW Marriott Indianapolis
Tuesday, March 5 7:30–10:30 a.m.

Opening Reception satellite registration hours
Lucas Oil Stadium
Tuesday, March 5 6–8 p.m.

Annual Meeting satellite registration hours
Sagamore Ballroom (Indiana Convention Center)
Thursday, March 7 6:30–7:30 a.m.

What’s available on-demand?
If you register for a Work Truck Week or Green Truck Summit Conference Package, you have access to many GTS General Session and/or WTW Breakout Session recordings and content on-demand, as well as exhibitor listings. (As Chassis Update Session content is most effectively presented live, these sessions will not be recorded for on-demand access.) Registrants will receive access to educational on-demand content the week after WTW24 concludes for 30 days.

Please note, all Conference Package registrants must create a WTW24 Planner to access on-demand content. If you register for a Trade Show Badge, you have access to exhibitor listings for 30 days after the event concludes (on-demand content is not included with this registration).

What is the WTW24 Planner? As an exhibitor, do I need to create one?
Once registered, you can create your WTW24 Planner using the registration number and email address listed in your confirmation. This helpful tool enables you to:

Network with contacts
Save sessions to a personalized calendar and develop a customized itinerary
Add companies, products and other resources of interest

Please note, all Conference Package registrants must create a Planner and be logged in to view any on-demand content. A Planner is not required to access online exhibitor and product listings.

How can my company be included in Work Truck Week Ride & Drive?
Please contact NTEA Director of Sales Ryan Barth at 248-479-8109 or ryan@ntea.com.
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Booth promotion

How can my customers attend WTW24 for free?
Give your best customers, prospects and distributors the opportunity to attend WTW24 with a promo code or free pass that provides complimentary registration for access to the exhibit hall for all three days, as well as one WTW Breakout Session. Login to your Exhibitor Dashboard to view your promo code and access a free pass PDF for customers.

How can I market my booth to current and potential customers?
NTEA offers a variety of ways for exhibitors to promote their presence at WTW24. Visit worktruckweek.com/influencertoolkit, login to your Exhibitor Dashboard for promotional resources, or contact Ryan Barth (ryan@ntea.com) for customized advertising campaign planning.

How can my company arrange a press conference for a new product reveal or announcement?
All press conferences and media events, whether held in your booth, the NTEA-provided Press Conference Room or off-site, must be approved in advance by NTEA show management and scheduled through NTEA’s public relations agency, Simpson Communications LLC. Availability is limited and not guaranteed. Learn more.

Will meeting rooms be available for exhibitors?
If you would like to host an event or reserve meeting space at a WTW24 hotel, please contact Jenelle Warner, NTEA director of events, at 248-479-8195 or jenelle@ntea.com. She will review your request and connect you with the appropriate contacts. When requesting a hospitality event or meeting space, please have the following information available: date, time, anticipated number of people and type of event you would like to host. Space is limited at the Convention Center, so exhibitor staff offices cannot be accommodated, and it is recommended to dedicate space within your booth for customer meetings or reserve meeting space at a WTW24 hotel.
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Exhibit floor

Are furnishings and utilities included in the cost of my exhibit space?
No. Standard booths include back and side drapes, one 7-inch by 44-inch identification sign and a booth identification floor sticker. Floor covering for your entire exhibit space is required by contract.

Can I drive up to the loading docks and unload my own vehicle?
No. Exhibitors wishing to self-unload their privately-owned vehicle must first check in at the marshalling yard trailer at 345 W. McCarty Street during their scheduled move in time. They will then be directed to the appropriate unloading area at the Convention Center. For your convenience, a predetermined loading ramp with an overhead door (not a loading dock) will be available for exhibitors to the unload/load booth materials from a privately-owned vehicle. This designated area will be available on a first-come basis for personally-owned vehicles NOT being displayed as part of an exhibit. Exhibitors may use this location free-of-charge only to unload their vehicles. The use of personally owned dollies is permitted. Exhibitors may not borrow tools, ladders or other equipment from the Indiana Convention Center or Shepard.

My display equipment is mounted on wheels and doesn’t require a dolly or roll cart. Can I unload and roll my materials to my booth from the loading dock?
No. Exhibitors wishing to self-unload their privately-owned vehicle must first check in at the marshalling yard trailer at 345 W. McCarty Street during their scheduled move in time. They will then be directed to the appropriate unloading area at the Convention Center. For your convenience, a predetermined loading ramp with an overhead door (not a loading dock) will be available for exhibitors to the unload/load booth materials from a privately-owned vehicle. This designated area will be available on a first-come basis for personally-owned vehicles NOT being displayed as part of an exhibit. Exhibitors may use this location free-of-charge only to unload their vehicles. The use of personally owned dollies is permitted. Exhibitors may not borrow tools, ladders or other equipment from the Indiana Convention Center or Shepard.

What is considered a privately-owned vehicle?
Typical vehicles that a family or small business may operate for transportation or light hauling, including automobiles, pickup trucks, minivans, full-size vans and sport utility vehicles are considered privately owned. This does not include multiple-axle vehicles, flatbed trucks, box vans or trailers. If you have questions about whether your vehicle qualifies or not, please contact Lisa@MGMT.Solutions.

What can be unloaded or loaded from privately-owned vehicles?
Equipment, displays or other event-related materials that fit into the vehicles and can be transported by the owner or employee by hand or with use of a fully-manual cart or dolly. Floor coverings and exhibit materials may not be delivered to the booth in display vehicles. Floor covering must be installed in the booth prior to display vehicles being permitted in the building. If you have any questions regarding this policy please contact

SMS at 708-549-2219. Due to safety concerns and in order to maintain an orderly flow during load-in and load-out periods, exhibitors and their employees are not allowed to use forklifts, pallet jacks, motorized dollies or similar motorized or hydraulic equipment to load, unload or transport materials on Indiana Convention Center property.

Who can unload a privately-owned vehicle?
Either exhibitors or full-time employees of the exhibiting company may unload the vehicle. In order to use the designated privately-owned vehicle area, eligible exhibitors and their employees must work in a team of at least two people. There must be a driver who stays with the vehicle at all times and is immediately available to move the vehicle in addition to at least one person to transport the materials to and from the exhibit. This will help speed up access for others who wish to use this convenience and prevent vehicles from being boxed in.

How much time will I have to unload my vehicle?
The time allotted for privately owned vehicles will be no more than 20 minutes.

My freight will fit in a truck. Can I drive a truck into the Convention Center, unload and leave with the truck?
No vehicles, other than display vehicles, will be allowed access to the exhibit hall. Floor coverings and exhibit materials may not be delivered to the booth in display vehicles. Floor covering must be installed in the booth prior to display vehicles being permitted in the building. If you have any questions regarding this policy please contact SMS at 708-549-2219.

What can I carry in or out myself?
Exhibitors are permitted to use personally owned dollies, roll carts and flat trucks to carry items into the exhibit facility. Exhibitors may not borrow tools, ladders or other equipment from Indiana Convention Center and/or Shepard. This does not apply to any loading dock area. The unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers from the loading docks will be managed by Shepard, and exhibitors will be charged the established rates for material handling. Please refer to the Union Jurisdictions at Indiana Convention Center documentation in the Exhibitor Services Manual. For your convenience, a predetermined loading ramp with overhead door (not a loading dock) will be available for exhibitors to unload/load booth materials from a privately-owned vehicle. This designated area will be available on a first-come basis for personally owned vehicles not being displayed as part of an exhibit. Exhibitors may use this location free-of-charge only to unload their vehicles.

Which unions provide services and jurisdictions at Indiana Convention Center? What can we do to set up our booth?
Shepard has an agreement with a local union through Indiana Convention Center to provide labor for display installation and dismantling. Full-time employees of exhibiting companies, however, may install/dismantle their own exhibits without assistance from this union. Any labor services that may be required beyond what your regular, full-time employees can provide must be rendered by the union. Labor can be ordered in advance or on-site at the Shepard desk, located in the Exhibitor Service Center (Rooms 143–145). For more information, please refer to the Union Jurisdictions at Indiana Convention Center documentation in the Exhibitor Services Manual.

Can I set up my booth the morning the exhibit hall opens?
No. All exhibits must be in place by 2 p.m., Tuesday, March 5, 2024, unless special arrangements are made in advance, in writing, with NTEA show management.

Can I share my booth with another company?
No. Assigned booth space is for exclusive use by the contracted exhibiting company only. Sharing/sub-leasing booth space is not allowed. See your booth contract for specifics.

If I have a problem with event rules, a contractor or union labor, with whom should I speak?
Prior to arriving on-site, contact Larry Stoddard at 714-822-4138 or Larry@MGMT.Solutions. If a problem arises on-site, contact NTEA show management immediately. Please do not wait until after the event. Issues are much easier to resolve as they occur, rather than after the event.

Aren’t the official service contractor (Shepard) and the union the same thing?
Shepard, the official service contractor hired by NTEA, provides material handling, decoration, rigging, carpentry and freight movement. The tradespeople, or union, who perform these functions are hired by Shepard.

What can I do if the union employees are unsatisfactory?
Please contact Larry Stoddard with SMS at 714-822-4138 or Larry@MGMT.Solutions immediately and inform him about your situation and he will help you resolve the problem.

What can the union do if I refuse to comply with their rules?
They can, with force of law, shut down the event.

What can NTEA do if I refuse to comply with union and/or event rules?
Your booth contract clearly states you must conform to union contract rules and regulations as well as all event rules and regulations. Failure to do so violates your contract, and NTEA show management can eject your company from the exhibit floor. The no-refund policy on booth space, furnishings, labor, etc., would apply.

I use an exhibitor-appointed contractor (EAC). How can I make sure my EAC is approved to work inside the Indiana Convention Center?
Should you have any questions or concerns please contact Lisa Stoddard with SMS at 708-549-2291 or Lisa@MGMT.Solutions. Any EAC not pre-qualified with the Indiana Convention Center should complete the documentation required by the Indiana Convention Center. Failure to have your EAC pre-qualified can result in denied access to the exhibit hall and costly delays. Please refer to the EAC information that will be included in the Exhibitor Services Manual.

What time will my exhibitor-appointed contractor (EAC) be able to set up my booth?
Your display house will be allowed to access the exhibit hall at the assigned or targeted move-in time. EACs will not be allowed to enter the exhibit halls and work in your booth until then. Should you have any questions or concerns, please contact Lisa Stoddard with SMS at 708-549-2291 or Lisa@MGMT.Solutions.

What is a marshalling yard?
A marshalling yard allows carriers to check-in and station themselves at a location close to the event site and await their call for delivery. There is only room for a certain number of vehicles at the Convention Center loading docks, and the marshalling yard helps relieve congestion and traffic.

Why are vehicles and heavy equipment scheduled to move in at specific times, and why do I have to wait at the marshalling yard?
The move-in schedule is designed to minimize your driver’s/carrier’s time in the marshalling yard and make move-in of freight, display vehicles and trailers most efficient. It’s scheduled by booth location, so freight and vehicles are moved in based on keeping a clear path and progression from the loading docks. As noted on the move-in floor plan, each booth exceeding 300 square feet is given a specific time. A large number of exhibitors are scheduled within each timeframe. While your shipment or display vehicle(s) is due at the marshalling yard at your move-in time, it may take some time before you are called to deliver to Indiana Convention Center. The shipments and/or display vehicle(s) will only be called to Indiana Convention Center when space is available.

My booth isn’t assigned a move-in time, but I plan on displaying a vehicle or heavy equipment. What should I do?
Please contact Lisa Stoddard with SMS at 708-549-2291 or Lisa@MGMT.Solutions for a move-in time assignment.

What happens if I miss my scheduled move-in time?
Late arrivals may be subject to additional labor charges if booths surrounding yours have already been set up and need to be taken down or moved for you to obtain access to your booth. You are strongly advised to adhere to your scheduled check-in and move-in time. If you have any questions, please contact Lisa Stoddard with SMS at 708-549-2291 or Lisa@MGMT.Solutions.

Where can I park/store my empty trailer during event days?
Please see the map at worktruckweek.com/hotelandtravel for accessible parking locations. Any charges associated with parking are at the expense of the exhibitor.

Once my vehicle is in position, what do I need to do?
Gasoline-powered vehicles on display must have fuel maintained at a quarter tank or 5 gallons (whichever is least). All fuel tank openings and caps must be locked or taped shut. Battery cables must be disconnected and the connecting leads wrapped with electrical tape. The engine cannot be operated during event hours.

Are there any special requirements for electric vehicles?
For electric vehicles utilized for display or demonstration purposes, the vehicle’s powertrain must be rendered “non-operational” by means of an override switch or similar lockout mechanism. The display vehicle’s lights and other features may be operated utilizing the internal battery systems as long as the powertrain has been rendered “non-operational”. Exhibitors that wish to utilize the internal battery system to power monitors or other small display features may do so with the powertrain rendered “non-operational”. Any required electrical cords for connections must be sourced from the Indiana Convention Center’s utility department and must be run underneath the carpeting within the display space.

Any electric vehicle used for display purposes, whose powertrain is unable to be rendered “non-operational” by means of an override switch or similar lock-out mechanism, shall be de-energized by removing the battery or by disconnecting the battery cables and covering them with electrical tape, upon the termination of the move-in until the commencement of the move-out.

All exhibits displaying electric vehicles must have an ABC Fire Extinguisher (10 lb. minimum) within the space containing the vehicle and shall lock the vehicles each evening.

How are material handling fees determined?
There are different rates for advance shipments, those sent direct to Indiana Convention Center, crated freight, uncrated freight, etc. If you have questions, contact Shepard for clarification at 404-720-8600. Be sure you have a weight certificate. In-and-out rate is based on incoming rate only.

What can I do if I think I’m being overcharged for freight?
Talk to SMS, who will work with Shepard for an explanation of the various rates. If there is a question as to the weight of your shipment, they will have a solution. If you do not feel their explanation is satisfactory, please contact Larry Stoddard at 714-822-4138 and ask for help. For best results, problems need to be resolved as they occur on-site.

What is a material handling agreement?
A material handling agreement is a document showing the exact piece count, weight and types of materials being shipped. This document is required by Shepard to load your outbound shipments onto the various carriers.

What can I do if my booth is damaged during move-in or move-out?
Unfortunately, accidents do happen. As an exhibitor, you are strongly encouraged to insure your booth and its contents from the time they leave your facility. If your booth is damaged during move-in, the contractor will help you get your booth ready for the event. Immediately contact the party you believe is responsible for the damage and file a report with Larry Stoddard at 714-822-4138.

Why does it take so long to have my empty containers/crates returned after the event?
Empty containers are stored in trailers parked off-site from Indiana Convention Center. There are numerous trailers required to accommodate hundreds of empty containers. Containers will be delivered as quickly as possible, between 2–10 p.m. on Friday, March 8, 2024.

I don’t plan to move out on closing day. Will my booth and its contents be secure?
Do not leave anything valuable in your booth overnight. All hand-carried items should be removed promptly after the close of the Show. Pack as much as possible before leaving the exhibit hall. Additional move-out details are available in the Exhibitor Services Manual.
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Education

Do I need an educational package to attend a chassis update session?
Unless you’re an employee of the presenting OEM, you will need a Green Truck Summit or Work Truck Week Conference Package to attend WTW Breakout Sessions such as Chassis Update Sessions. Review registration package options.

I work for a chassis manufacturer. Am I allowed to attend competitors’ sessions?
With respect to the confidentiality of OEM exhibitor information shared during WTW24, in agreement with the presenting chassis manufacturers, OEM registrants are requested not to attend competitor sessions. Please email info@ntea.com with questions.

Can I earn continuing education credit by participating in WTW23?
NTEA is accredited by International Accreditors for Continuing Education and Training (IACET) and is authorized to issue IACET continuing education units (CEUs). If you’re attending any Work Truck Week or Green Truck Summit session and are interested in obtaining a certificate of achievement with IACET CEUs, please complete the CEU section in the overall conference survey you’ll receive via email following the event. A PDF of the certificate will be sent once attendance is verified.

Can I earn Member Verification Program (MVP) credit?
Yes, WTW24 session attendance qualifies for MVP credit. Contact mvp@ntea.com for more information.
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News and updates

Are there food and beverage options available?
There are a variety concession stands located throughout Indiana Convention Center. If your booth staff doesn’t have time to leave the booth, you can pre-order box lunches or sandwich trays to be delivered to your booth for your staff to enjoy. Contact Sodexo Live! catering offices at 317-262-3509 or online at icclos.ezplanit.com for more information or to place an order.

Is there a WTW24 app?
The official WTW24 mobile app is now available. This free app offers a variety of features to enhance your event experience.

How can I find out the latest WTW24 news?
Join the conversation on our social channels with official hashtags #worktruckweek #worktrucks24 #wtw24 #greentrucks24, or sign up for our e-newsletters.

Are you offering a WTW24 mug?
Yes, the official 2024 mug will be available on-site at NTEA Booth 3401. Stop by and grab one.

Who produces Work Truck Week 2024?
WTW24 is hosted by NTEA – The Work Truck Association^™.

I have a question that hasn’t been answered here. Can you help?

For information on advertising and sponsorship opportunities, email Ryan Barth at ryan@ntea.com.
For questions on WTW24 online directory exhibitor packages and upgrade options, contact Kyle Plymesser, Map Your Show exhibitor engagement manager, at kplymesser@mapyourshow.com or 513-527-8804.
For booth or exhibitor services questions, contact Sarah Kindinger at sarah@ntea.com.