2025 NRPA Exhibitor FAQ

Q: When Is the 2025 NRPA Annual Conference?

The exhibit hall show days are September 16-17, and conference sessions are September 16-18.

Q: When Are the Exhibit Hall Hours?

The NRPA Annual Conference Expo Hall hours are as follows:

• Tuesday, September 16 – 10:30 a.m. to 4:30 p.m.

         (Exclusive hours*: 10:30 a.m. to 1 p.m.)

• Wednesday, September 17 – 10:30 a.m. to 3 p.m.

         (Exclusive hours*: 10:30 a.m. to 1 p.m.)

*Exhibit Hall Exclusive Hours indicate time where there are no other conference activities, education sessions, meetings or events held outside of the exhibit hall

Q: When Are the Move-In/Move-Out Hours?

The NRPA Annual Conference Move-In/Move-Out hours are as follows:

Move In:

• Sunday, September 14 – 8 a.m. to 4:30 p.m.
• Monday, September 15 – 8 a.m. to 7:30 p.m.*

*Please make sure that you are in the building by 7:30 p.m. EST on Monday, October 7, if you are planning on setting up your booth. You may stay after 7:30 p.m., but you must be in the building by 7:30 p.m.

Move Out:

• Wednesday, September 17 – 3 to 9 p.m.
• Thursday, September 18 – 8 a.m. to 4:30 p.m.

Q: Who Attends the Conference?

Park and recreation professionals and advocates from all over the country and around the world will be attending and representing recreational communities including youth sports, aquatics, public spaces in urban communities, rural settings, and everything in between. Please view our detailed attendee demographics page.

Q: What Booth Options Are Available?

Please see our Pricing & Packages page for specific booth pricing.

Q: What Is Included in the Premium Exhibit Area?

If you select a booth within the premium exhibit area, you are required to pay $700. You also can select a booth outside of this area and opt into the premium exhibit area and receive the following benefits:

• One-time use of the NRPA membership list (*direct-mail use only) or one-time use of the pre- or post-show attendee list (*direct-mail use only)
• One-year NRPA Individual Supplier Membership
• One subscription to NRPA’s Parks & Recreation magazine
  
  

*NRPA does not release an attendee or membership list directly to your company. We provide the list to a mail house that you send your marketing materials to for distribution. Any costs associated with sending direct-mail marketing are at the expense of the exhibitor and is not included in the Premium Exhibit fee.

Q: How Do I Know if a Booth Is Available?

The Exhibit Hall Floor Plan is in real-time. You can view booth availability by hovering over the location. If there is no name in the field, it is available to purchase. To purchase a booth, log into the online booth selection process. You may need to create an online account.

Q: How Do I Register to Exhibit?

To purchase a booth, log into the online booth selection process. You will need a password, which is generated when you create an online account. The balance is due in full at time of selection. You have the option to pay by credit card or by check.

Q: How Many Badges Can I Receive?

When you purchase a 10×10, you will receive five booth staff personnel badges and two guest passes. If you purchase more than one 10×10, the number of booth staff badges and guest passes will increase on each additional 10×10.

Registration is managed by our third-party provider, MCI USA.

Q: What Comes With the Booth?

All linear booths* come with an 8’ back drape, 3’ side curtain, a 7”x44” one-line identification sign per exhibitor, company description, logo in the conference app, listing in the exhibit hall guide, five booth staff personnel badges, and two guest passes per 10×10. You also receive one opening night reception ticket per exhibitor. You can purchase additional booth staff personnel badges. Please see the NRPA Exhibits Page for specific booth details.

*Island booths have no pipe and drape or identification sign.

Q: Is There a Cancellation Deadline and Fee?

We do not offer a cancellation option. Your payment is non-refundable. Please refer to the exhibitor contract terms and conditions for more information.

Q: What Sponsorship and Advertising Options Are Available?

To see this year’s new conference sponsorship programs, download the information here. You can contact us to inquire about sponsorship program costs or other items that may not be listed. To advertise in Parks & Recreation magazine email advertising@nrpa.org.

Q: How Can I Promote My Company?

Please be sure to log into your exhibitor portal and update your company description, upload your logo and contact information. Your company profile is used for the onsite Conference APP and Show Directory.

Q: How Do I Register Staff?

You will need to go through your online account, enter your alphanumeric password, then click on Exhibitor Registration. Registration is managed by our third-party provider, MCI USA. Registration will be available on Monday, May 12 at noon EDT.

Q: How Do We Purchase Extra Exhibitor Badges?

Each 10×10 booth comes with five booth personnel passes, and two guest passes. Additional badges can be added by logging into your registration portal.

Q: How Do I Access My Exhibitor Online Account?

You can log in to your existing online account HERE to log in to your online account. You will need your alphanumeric password.

Q: What Can I Access and Change in My Online Account?

Your online account allows you to:

• Update exhibiting as information including contact information
• Update company profile (maximum 250 characters)
• Upload company logo
• Add exhibitor product categories (up to 3)
• View/print your invoice including making a payment
• Make a payment to your account
• View the exhibitor list and floorplan

Q: Is My Booth Carpeted?

Your booth does not come with carpet. Exhibitors are required to carpet and/or provide a floor covering for your booth. You can rent the carpet from the General Service Contractor, Hargrove, or you can provide your own. When
providing your own flooring/carpet, you must notify Hargrove by completing this online form.

Q: Does Electricity Come With My Booth?

Your booth does not come with electricity. You can order electrical from The Orange County Convention Center, Exhibitor Services, by going here. Please be sure to order electrical by the advance deadline to save on costs.

Q: Do I Need to Provide a Certificate of Liability Insurance and What Information Would I Need to Include?

Yes, it is a requirement. You will not be able to access the expo hall without a certificate of insurance on file. You can request it from your broker and provide them with the insurance requirements here. If you do not have commercial general liability, you may purchase it from our third-party provider.

Q: How Do I Get Attendee Contact Information Before or After the Show?

NRPA does not provide attendee contact information before or after the show. We never share, rent, distribute or sell our attendee list. If you are a Premium Exhibitor, you can send a direct mail piece to attendees pre- or post-show. The cost of the postage and printing of materials is the responsibility of the exhibitor. You will not be sent the list, as it is managed by a third-party provider of your choosing.

You can purchase a paid email that goes to registered conference attendees. This program starts 4 weeks before the conference. You can also send a post-conference email to registered attendees. This begins the week following the conference and ends the week of October 13. Inventory is limited, and the cost is $1500 per email. Please contact Ruth Wheeler at rwheeler@nrpa.org to see available dates. 

MCI USA will be offering exhibitors the option to purchase Lead Retrieval to capture attendee data. You can order lead retrieval by visiting your registration portal.

DISCLAIMER: The NRPA Annual Conference does not sell, rent or distribute our attendee list at any time. If you are contacted by a third-party representative offering the NRPA contact list, please be advised that they are not affiliated with NRPA or the NRPA Annual Conference and that the list is not legitimate.

Q: When Will the Exhibitor Service Kit Be Available?

The Exhibitor Service Kit is available now. Hargrove sent an email to all exhibitors asking them to set up an online account. If you did not receive this, please reach out to them at exhibitorservices@hargroveinc.com.

Q: Is Wifi Provided in the Exhibit Hall?

Internet is available for purchase through Orange County Convention Center (OCCC) Smart City Networks. You can also purchase day passes.

Q: Can We Serve Food at Our Booth?

The Orange County Convention Center (OCCC) does not allow outside food or beverages at events. Please contact catering to place orders for your booth.

Q: Who Do I Contact if I Have Questions?

Questions about NRPA Annual Conference Exhibit Booths and Sponsorships? Please contact:

Ruth Wheeler
Sr. Corporate Business Development Officer
rwheeler@nrpa.org
703-858-2178

Melissa Hunter 
Development Coordinator
mhunter@nrpa.org
703-858-2199