Exhibitor FAQ

The expo is located at the Boston Convention & Exhibition Center (BCEC), Exhibit Hall A-B.

Thursday, June 5, 2024
10am–6:30pm

Friday, June 6, 2024
10am–4:30pm

Exhibitor move in
Monday, June 2, 2025 | 8am–5pm
Tuesday, June 3, 2025 | 8am–5pm
Wednesday, June 4, 2025 | 8am–5pm

Exhibitor move out
Friday, June 6, 2025 | 4pm–11:59pm
Saturday, June 7, 2025 | 6am–8pm
Sunday, June 8, 2025 | 6am–10am

*Exhibit hours are subject to change. Exhibitors will have access to the exhibit hall two hours prior to the show opening on the first day, Thursday, June 5, and two hours prior to the show opening on Friday, June 6.

When can I move in / start the installation of my booth?
If you ship your freight to the Freeman advanced warehouse, your freight will be in your booth and ready to start being installed when exhibitor move in begins at 8am on Monday, June 2.

If you ship your freight directly to the show site, it must arrive during your designated time slot noted on the target freight plan. You do not need to be present in your booth when freight arrives. Your direct freight delivery time is not your setup time. Please plan for your labor/setup to start after your targeted time slot. Exhibitor-targeted move in floor plan link available in early 2025.

Exhibitor move in takes place Monday, June 2 through Wednesday, June 4, from 8am–5pm. All booths must be set no later than 5pm on Wednesday, June 4.

When does move out take place?
At the close of the expo at 4:30pm on Friday, June 6, aisle carpet will be rolled / picked up, and all exhibitor empty containers will start to be returned to exhibitors. This process can take up to nine hours (please plan travel accordingly).

All exhibitors with outbound freight must complete the outbound shipping form, return the form to Freeman, and completely clear the expo floor no later than 10am on Sunday, June 9.

Can our company employees install / dismantle our booth?
The unpacking, assembling, dismantling, and packing of displays and equipment may be done by full-time employees of an exhibiting company. Exhibitors are allowed to set up and/or dismantle their own booths, provided that they use their own bona fide, full-time employees.

It is acceptable for exhibitors to safely use power tools to set-up and/or dismantle their own booths.

No one under the age of 18 is permitted on the loading docks, in truck bays or in the loading dock yard. Additionally, no one under the age of 18 is permitted in the exhibit halls during move-in or move-out operations. The Licensee will determine age restrictions, if any, for hours when the exhibit hall is open for attendees. For more information, see the BCEC Exhibitor Guidelines.

Can I hand-carry products / use my own vehicle to transport items?
For the convenience and safety of exhibitors and patrons, all freight and material handling must enter and exit the facility through the loading dock. The Licensee and its exhibitors will be allowed to hand carry one item, one time, in or out of the facility without having to access the loading dock. (Hand-carried freight is defined as one item that can be easily carried by an individual, without the need for dollies or other mechanized equipment. No parking is allowed at the entrance of the facility, and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel. This policy is strictly enforced at The Westin Boston Waterfront Hotel skybridge as well.

Where can I order electricity, furnishings, labor, etc.?
All order forms, along with show rules and regulations, can be found in the Exhibitor Service Manual (ESM) or service kit, to be released in February 2025.

How do I order lead retrieval equipment?
Exhibitor lead retrieval is a must-have for every organization looking to track and manage attendees who stop by their booth. The instructions for ordering lead retrieval equipment are included in the Exhibitor Service Manual (ESM), which will be released in February 2025.

Where can I go to register booth personnel?
Each 10′ x 10′ comes with four booth personnel badges / Expo Passes. Please reach out to your account executive to learn more about your allotment. Exhibitor badges include access to the expo hall and keynotes, although preregistration is required for keynote access. Exhibitors can attend educational sessions by registering for an exhibitor education badge for an additional cost, purchased during the registration process. Exhibitor registration will open after attendee registration.

More information will be available as we get closer to the event.

How do I book housing for AIA25?
Housing will open February 2025; more information will be shared in the coming months.

What are the expo days and times?
The expo will be open for two days: Thursday, June 5, from 10am–6:30pm, and Friday, June 6, from 10am–4:30pm. The expo will not be open on Saturday, June 8.

What is included in my booth?
The standard package starts at $45/sq. ft.

Every booth includes:
• Required digital listing (upgrades available)
• 4 Expo badges per 100 sq. ft.
• Free Expo Passes to share with your customers
• AIA25 exhibitor promotional logos for use on marketing materials
• Expo trainings and content for a successful show

Non-island booths include:
• 8′ high back drape and 3′ side drape
• 7″ x 44″ identification sign (non-island booths only)

Standard exhibit space rental does not include any furnishings or utilities and is the responsibility of the exhibitor. Optional upgrades for graphics, furnishings, A/V, electrical, and other booth needs will be included in our Exhibitor Service Manual (ESM).

What are my payment options?
Credit card
We accept VISA, MasterCard, or American Express. PCI compliance requires credit card information submitted via our secure online exhibit portal.

Bank/wire transfer
Please log into your exhibitor dashboard to download your invoice to see banking information.

Check
Checks should be in U.S. dollars and made payable to Architecture Expo.

Company Check Sent via First Class & Overnight/UPS/FedEx
Payable to: Architecture Expo
The American Institute of Architects
PO Box 62671
Baltimore, MD 21264-2671
Memo: Invoice Contract # & Booth

What are the required booth specifications?
The booth specifications document provides the information that will help you with your display preparations for Boston. If your booth does not meet the specifications, you must submit a rendering of your display to show management for review. All booths—regardless of size—are required to follow these guidelines (PDF).

To avoid additional costs (i.e. design cost or tear down of an unapproved structure), please obtain written approval before beginning production or construction of your display. For advance approval, or for any other questions regarding booth specifications, email exhibit operations.

Download the booth specifications (PDF) >

How do I update my booth profile?
More information will be shared in the coming months to upload your company profile.

I am getting solicitations to buy attendee lists. Are these valid?
No, AIA25 does not sell attendee (or exhibitor) email addresses. Unfortunately, the trade show industry is experiencing an increase in rogue list brokers and fake companies targeting exhibitors. If you are receiving unsolicited emails or phone calls from people claiming to have an AIA25 attendee list, please do not purchase the list. It is not the official AIA25 attendee list and you will either be scammed or given bad data files.

Who are AIA’s preferred partners?
The American Institute of Architects works with preferred providers and partners that may contact you to discuss their services. These providers include:

• Freeman–General Service Contractor: Exhibitor Service Manual (ESM), Booth Furnishings, EAC Collection
• Boston Convention and Exhibition Center: Internet and rigging provider

If you are contacted by providers other than those listed above, please email exhibit operations.

Where do I submit my Exhibitor Appointed Contractor (EAC) and Certificate of Insurance (COI)?
AIA will resume collection of Exhibitor Appointed Contractor forms and Certificates of Insurance for AIA25 and offer an affordable short-terms plan to companies who do not have existing insurance coverage.

More information will be shared about the submission process in early 2025.

Will there be complimentary Wi-Fi?
Wi-Fi information will be provided prior to the conference and instructions to access Wi-Fi will be listed in onsite communications and signage onsite. It is recommended that if you are going to be showing videos or doing more than light work on your computer such as answering email, please order internet for your booth. The form to purchase will be available in the Exhibitor Service Manual (ESM).