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Confirmed 2023 Legislative Summit Exhibitors

We’re pleased to have you join NCSL at the 2023 Legislative Summit in Indianapolis. As a confirmed exhibitor, NCSL has already processed your application and payment. View the Exhibit Hall floor plan.

NCSL does not contact attendees or exhibitors directly to solicit attendee lists. If you are contacted by a vendor who claims to represent NCSL, please notify events@ncsl.org.

Booth Staff Registration and Hotel Reservations
Opens April 4

Registration and housing opens April 4. Directions and the discount code for your complimentary badge registrations will be emailed to your organization’s exhibit contact.

Three badges are provided per 10-by-10-foot booth for exhibit staff. The exhibit badges allow access to the Exhibit Hall, Exhibit Hall lunches, Monday reception and Wednesday social event only. You can purchase extra exhibit staff badges for $250 each or a full conference registration for exhibit staff who wish to attend sessions.

All exhibit hall staff must be registered before you can reserve hotel rooms. You will receive a link to housing in your registration confirmation email.

Booth Furnishings and Exhibitor Kit
Available April 4

You will need to provide—or order through the exhibitor kit—any items for your exhibit space including carpet, tables, chairs, wastebasket, internet and electricity. The exhibitor kit will be emailed to your organization’s exhibit contact on April 4. Shipping deadlines and addresses will also be listed in the kit.

Each 10-by-10-foot booth will be set with an 8-foot high blue and red back drape and a 3-foot high blue side drape. Booths 300 square feet or less will receive a booth identification sign. Your booth space is not carpeted. Show management requires that all booths be carpeted or have approved floor covering.

Boost Your Presence Beyond the Exhibit Hall
Additional costs may apply

  • Organization Logo in Meeting App: Add your logo to your exhibitor listing for only $200. Your listing will stand out and capture the attention of legislators and staff as they view the list of exhibitors. Missed this opportunity when you submitted your booth contract? No problem! Email sales@ncsl.org before July 14 to be included.
  • Learning Hub: Deliver a 30-minute informational presentation on the Exhibit Hall floor. The Learning Hub offers exhibitors time to promote their product/message directly to Summit attendees. Spots are limited, minimal A/V is provided, and your presentation is promoted in the Summit app and pre-conference communications to attendees. SOLD OUT for 2023!
  • NCSL State Legislatures Magazine: An issue of NCSL’s award-winning State Legislatures magazine will be mailed prior to the Summit and distributed onsite. Various-sized ads and pricing available. Visit ncsl.org/advertise for sizing and prices. Submit completed exhibit/advertising contract to via email to secure space. Email sales@ncsl.org for more information
  • Digital and email advertising space as well as sponsorship opportunities can be found on ncsl.org/advertise. Contact sales@ncsl.org for availability.
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Can you provide me with an attendee list?

NCSL’s member confidentiality policy prohibits sharing attendee information. We will update exhibitors if there is a change to this process.

Do you have special rates for nonprofit organizations?

There is no nonprofit rate through Freeman or any vendor through the Indiana Convention Center. Be sure to order everything needed for your booth prior to July 17 for the best prices.

Can I serve food in my booth?

You can serve mini/packaged food products–for example, candy bars. Anything larger must be ordered through the Indiana Convention Center caterer whose form is in the exhibitor kit.

How many attendees do you expect?

We expect between 4,500 and 5,000 attendees.

What costs can I expect to furnish my booth?

All costs are listed in the exhibitor kit: furnishings, A/V, electricity, internet and catering. For estimating purposes, here are some basics you may need. Labor costs are not included.

  • 10-by-10-foot carpet, $275 ($385 after July 17 discount deadline).
  • One 6-foot-long-by-30-inch-high draped table $225 ($315 after July 17).
  • Two chairs $95 dollars each ($133.00 each after July 17).
  • One wastebasket $25 ($35 after July 17).
  • One 5-amp outlet $111 ($158 after July 17).

Can I ship my own booth materials without going through Freeman?

You may ship your booth materials through the Business Center at the Indiana Convention Center. Reach out to the center directly for pricing and to make arrangements. This is often cheaper than going through Freeman, however you will be responsible for getting your shipment from the Business Center to your booth space without the help of any union labor.

Can I carry in my booth equipment and set up my own booth without going through Freeman?

Full-time employees of exhibiting companies may hand-carry their own materials into the exhibit facility. However, the use or rental of dollies, flat trucks, pallet jacks or other mechanical equipment is not permitted. Freeman has the responsibility of receiving and handling all exhibit materials and crates, with the exception of items exhibitors hand-carry. Freeman will control access to the loading docks to provide for a safe and orderly move-in/out. Unloading or reloading at the dock of all contracted carriers will be handled by Freeman. If you choose to hand-carry in your items, you must do so through the front doors of the Indiana Convention Center.

Full time employees of exhibiting companies may set their own exhibits without the assistance of the Local Stagehand Union. Any services required beyond what your regular full-time employees can provide must be rendered by the union or an exhibitor-appointed contractor. Labor can be ordered online in advance via the exhibitor kit or at the show site from the Freeman Service Center.

When/how will I choose my booth for 2024?

Priority points determine the order in which exhibiting companies choose a booth location for the following year’s Legislative Summit. Booth sales for the top companies with the most priority points will begin in July via virtual meeting. Sales will continue in person in the Exhibit Hall in Indianapolis. Each company’s exhibitor contact will receive an email in July with next steps.

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