AIRI 2019 Pre & On-Site Vendor Logistics

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General Information

  1. Breakfasts and refreshment breaks will be held in the exhibit areas.
  2. Exhibits with breakfast are 60 minutes to give extended time with attendees.
  3. Exhibit breaks are 30 minutes to give you quality time to with attendees.
  4. Please review what is included with the specific registration option that your company registered for.
  5. If you registered for an exhibit, you will have one skirted table and chair.
  6. To maximize traffic to the exhibits, attendees can pick up an exhibitor card for a chance to win a prize.  As they visit each exhibit, exhibitors should punch the card. If they visit all of the exhibits, they can drop off the card for a chance to win. Winner must be present to win. So please be sure your exhibit table is staffed during the key times listed below.
  7. If you have any questions regarding shipping to/from, please contact Dee Gamble, Catering/Convention Services Manager, Washington Court Hotel on Capitol Hill at or 202-879-7929.
  8. If you need to rent AV, you may order directly with PSAV, the official AV company for the meeting by contactingDavid Herring at or 202-628-2100.
  9. Click here for hotel's policies and order form for electrical power or AV. Click here for the credit card order form with the hotel.


The vendor registration fee covers one attendee. Please remember that you must be registered for the meeting, and badges are required at all times. Registrations cannot be shared or transferred between registrants. Please be sure to confirm now to see who is registered from your company. Any staff that shows up to the meeting that is not registered will need to register and pay on-site. 

Exhibitor Schedule

The abbreviated schedule below is provided to give you an idea of key days and times that exhibits will be open or prime times to connect with our members.. For the complete program, click here.
Sunday, September 15
  • Registration Check-In: 1pm-6:30pm (Grand Ballroom Foyer)
  • Exhibits Setup: 1pm-5pm (Grand Ballroom Foyer)
  • Welcome Reception: 6pm-7:30pm (Atrium, Mezzanine Level)*
Monday, September 16
  • :60 Exhibits with Breakfast, 8am-9am (Grand Ballroom Foyer)
  • Exhibits Open, 8am-4:45pm (Grand Ballroom Foyer)
  • :30 Exhibits Networking Break, 10:15am-10:45am (Grand Ballroom Foyer)
  • Roundtables Luncheon, 12:10pm-1:15pm* (Atrium)
  • :15 Exhibits Break, 2:45pm-3pm (Grand Ballroom Foyer)
  • :30 Exhibits Refreshment Break, 4:15pm-4:45pm (Grand Ballroom Foyer)
Tuesday, September 17
  • :60 Exhibits with Breakfast, 7am-8am (Grand Ballroom Foyer)
  • Exhibits Open, 7am-12:30pm (Grand Ballroom Foyer)
  • :30 Exhibits Networking Break, 10:15am-10:45 (Grand Ballroom Foyer)
  • :30 Exhibits Networking Break, 12:00pm-12:30pm (Grand Ballroom Foyer)
  • Luncheon, 12:30pm-1:45pm* (Grand Ballroom)
  • Exhibits Dismantle, 12:30pm-5pm (Grand Ballroom Foyer)
  • Evening Party, 6:30pm-9:30pm*
*exhibits not open during these times; event is listed here as a networking event vendors might want to be sure to attend.

Shipping Your Exhibit or Sponsorship Signage

Remember that exhibits setup is on Sunday and opens on Monday, so when planning your shipping arrangements, we suggest that you have your shipments delivered on Friday, September 13th to make sure they are here by setup. This includes if you are a sponsor and are planning to display your sign with your sponsored event. Hotel staff will assist with box delivery and charges may apply.
Incoming shipment of materials requires the following information to ensure proper retrieval. Please have Tracking Numbers, Name of Sender, Sender’s Address, Date of Delivery and Type of Shipment (ie, FedEx, UPS, Airborne, etc.) available in the event of missing boxes. The hotel can assist with out-going shipment of boxes, simply ask for assistance on day of move-out.  We recommend each exhibitor bring their own shipping forms and account numbers.

Please note exhibitors will need to provide their own packaging materials. Exhibitors will be responsible for packaging all outgoing shipments.

Please include the following wording and ship to:  
(Your Company Name / Contact)
AIRI 2019 (Monticello Room)
Dee Gamble,  CSM
Washington Court Hotel on Capitol Hill
525 New Jersey Ave NW Washington, DC 20001
Direct:  202-879-7929

Hold for: AIRI EXHIBITS, Sep 15-17, 2019
Box _____ of _____


Please feel free to contact David Issing at the AIRI Management Office if you have any questions or concerns at (410) 751-8900 or