IIAR Natural Refrigeration Conference Expo
Exhibit Application Instructions

The exhibitor application process is conducted online to ensure an accurate time signature on all applications for the current annual IIAR Natural Refrigeration Conference & Expo.  Exhibit space reservation is based on a first-come, first-serve basis.  If an application is received earlier than the appropriate submission date based on submission criteria, that application will be deemed invalid and must be submitted again. Please note that payment will not be submitted online, you will be prompted, after submitting your online exhibitor application, to download and submit a payment form via fax or overnight mail.  A 50% exhibit space deposit is required to be sent to IIAR within 24 hours of confirmation of your booth reservation in order to secure your spot.  The online exhibitor application is a standard form data interface with a submit button that will go live at the time of registration.   The online application will go live on the dates and times listed in the Exhibitor Information page for the current annual IIAR Natural Refrigeration Conference & Expo.  

Online Application In order to complete your online application you will need to have the following information available prior to your submission date.

  • 1st, 2nd, 3rd, 4th, and 5th pick for booth space.
  • The name of up to five companies that you would not want to be located beside or directly across from. If you do not indicate competing companies it is not guaranteed that you will not be placed next to them.
  • Company Name (as it will appear in ALL IIAR printed and online materials)
  • Street Address
  • Mailing Address (if different than street address)
  • Contact person for all exhibit communications
Not Mandatory, but Time Sensitive.  It is a good idea to have this information finalized before submitting your application.
  • Sponsorship Reservation Information - particularly if you would like to continue your current sponsorship
  • Technomercial Reservation Information - this is first-come first-serve, you will want to indicate your intent to promote your brand as soon as possible.
Optional (May be submitted at a later date)
  • 30 Word Description of your company's product or service
  • Company Website
  • Company Twitter Site
  • Company Facebook Site
  • Second contact person for all exhibit communication

Payment:  At least a 50% deposit of your total exhibit space fee is due to secure booth space.  Payment may be submitted after you after you receive confirmation of your booth space reservation within 24 hours. On this form you will be required to submit:

  • Names and information for all complimentary conference registrations with booth purchase
  • Company Name and billing information
  • Total number of booths and the calculated total amount of booth payment
  • 30 Word Description for Product/Services being exhibited

Credit cards, ACH, Wire Transfer and checks are all accepted as payment options.  There will be a 3% processing fee for every credit card transaction and a $30 Wire Transfer.  ACH and Checks do not have fees attached to payment

Frequently Asked Questions

Q:  How do I submit multiple booth space choices?
A:  You may choose up to three 10'x10' booths or an Island.  Five fields will be available for you to submit your first through fifth choice of booth selection.  If you plan on securing only one booth or an Island, simply put one booth number in each field beginning with your first choice and ending with your fifth.  If you plan on securing more than one booth, you must include each booth in the appropriate field.  For instance if your first booth pick for a 10'x20' space includes booths 200 and 202  and your second booth pick is 400 and 402 you would enter 200/202 in the first field, and 400/402 in the second field.  The same applies for your pick of a 10'x30' space, you would enter 200/202/204 in the first field and 400/402/404 in the second field, etc.

Q:  Do I need to pay for my sponsorship with my booth payment?
A:  No, however, if a contract has not been signed and a payment of at least 50% of your sponsorship total has not been made by September, the sponsorship you wish to secure will be considered still out for bid.  This includes prior year sponsorship claims.

Q:  Do I need to pay for my Technomercial space with my booth payment?
A:  A reservation cannot be guaranteed unless a 50% deposit accompanies an application.  You may sign up for a Technomercial at any time prior to the annual IIAR Conference, space permitting, as long as you are a confirmed exhibitor and an IIAR member.  Technomercial space is assigned on a first-come, first-serve basis.  Prior year presenters do not receive right of first refusal to the Technomercial presentations.  They are open to bid for all, however, prior year sponsors do receive priority.

Q:  When will I receive confirmation of my booth space?
A:  You will receive confirmation that you correctly submitted your exhibit space application immediately by email.  You will receive confirmation from IIAR headquarters within 48 to 72 hours of your submission.  Booth space is awarded on a first-come, first-serve basis, however, since IIAR permits each exhibitor to submit conditions for placement, such as proximity to competitors, it may be necessary to negotiate a placement before a space can be confirmed.  We appreciate your patience and understanding.

Q:  Is it necessary to have my 30 word exhibitor description completed prior to submission?
A:  If you do not confirm your product description right away, it can be added at a later date.  It is up to you to confirm your description, otherwise IIAR will not include a description online or in its printed material.  You must complete a product description no later than December in order to be included in any IIAR printed materials for the conference.  A reminder will be sent out prior to this date.

Q:  Is it necessary to have my 75 word Technomercial description completed prior to submission?
A:  The same answer applies to the Technomercial description as applies to the exhibitor description.  You must complete a Technomercial description no later than December in order to be included in any IIAR printed materials for the conference.  A reminder will be sent out prior to that date.

Q:  Where can I find my prior year 30 word exhibitor description?
A:  You can reference your prior year exhibitor description on the Exhibitor Information page for the current year's conference & expo.