Convention 2025 Exhibitor Hub

• An initial registration list will be distributed to all NCAJ Preferred Partners and Convention Exhibitors in mid-May.
• List updates will be sent at the close of online registration on or around June 13 and a final list that includes any onsite registrations will be distributed the week of June 23.

Space will be tight at the Omni — please plan for no more than 6 feet for your booth’s width. If you have a large backdrop that you’re planning to bring and you are not a Preferred Partner of NCAJ (and therefore get to choose your table location), please let our team know and we will try to take your needs into account when assigning the remaining tables for exhibitors.

In early May, the NCAJ team will be in touch with NCAJ Preferred Partners and exhibitors in order of their investment level with NCAJ to confirm table selection for our onsite exhibit halls.

All NCAJ Preferred Partners will have a choice of tables in the exhibit hall in order of their level of investment, starting with Diamond and moving down through Bronze. Once all NCAJ Preferred Partners have selected their tables, the remaining tables will be assigned to all remaining Convention Exhibitors by the NCAJ team, and the final map will be distributed as a link to a PDF document and posted here on this Hub in early June.

Please make sure to note the following days/times regarding Exhibit Hall setup, break down and open hours throughout the Convention.

Wednesday, June 18

• 4 p.m. – 5:30 p.m. | Exhibitor Check In & Afternoon Set Up: The NCAJ team plans to open the Exhibit Halls at 4 p.m. for setup before the Welcome Reception.
• 5:30 p.m. – 7 p.m. | Welcome Reception: Please plan to join NCAJ leadership and all early arrivals for Convention 2025 in the Cypress Room at the Omni Charlotte Hotel for a welcome reception with light bites.
• 7 p.m – 9 p.m. | Exhibitor Check In & Evening Set Up: Following the Welcome Reception, NCAJ team will again be on site in the Exhibit Halls for check in and set up. If you would prefer to wait until Thursday morning to set up your booth, you are welcome to do so.

Thursday, June 19

• 8 a.m. – 10 a.m. | Exhibitor Check In & Early Morning Set Up: Please note that the meetings for Convention attendees do not begin until 9:30 a.m. so there will be ample time to setup before foot traffic begins.
• 8:30 a.m. – 5 p.m. | Registration & Exhibit Halls Open to Attendees

Friday, June 20

• 7:30 a.m. – 5 p.m. | Registration & Exhibit Halls Open to Attendees

Saturday, June 21

• 7:30 a.m. – Noon | Exhibit Halls Open: The Saturday Awards Breakfast and NEXT Graduation is the only Saturday event and the last event on the agenda for Convention 2025. Exhibitors are welcome to keep their booths open through 12 p.m. on Saturday OR breakdown on Friday evening. These are the only two options available. Please do not plan to breakdown during the Awards Breakfast.Please note that you will be asked to commit to a time on the above form – so we ask that you make your best estimation of when you plan to depart. We will be able to be flexible on this, but it’s helpful for our team to know in advance for planning purposes.

Please closely follow the instructions related to delivery to the Omni. The NCAJ team will not be able to assist with this process. 

To ship items to the Omni Charlotte Hotel, please:

• Download and fill out this form.
• Email the completed form, with the following subject line: NCAJ Convention 2025 [Name of Exhibitor Company] Completed Exhibitor Form to melissa.lawrence@omnihotels.com. 

SHIPPING DIRECTIONS

Please send all boxes to the address below:
Omni Charlotte Hotel
132 E. Trade Street
Charlotte, NC 28202

ATTN: NCAJ, Courtney Jones
[Exhibitor Company Name]
Box#__ of __

Important Items to Note:
The Hotel is NOT responsible for loading/unloading pallets or trucks and will REFUSE SHIPMENT if not properly arranged.

Loading Dock:

• Height restriction of 12’ 5” to enter our underground loading area and dock **need to bring dock plate**
• Height of Service Elevator Doors: 7ft
• Hallway Height: +8ft
• Loading dock depth: 11’ of usable dock space for unloading only

Elevator Dimensions:

• 2-elevators-(door 41” wide-inside)

Standard Boxes/Packages Fees
Packages may be delivered to the Hotel within 48-hours of the date of the function. Packages or materials of excessive weight or value must be approved for receipt by the Hotel prior to shipping.

• 0-10 lb Boxes = $5 / box (incoming/outgoing)
• 10 lb+ Boxes = $10 / box (incoming/outgoing)
• Pallets/Crates = $150 (incoming/outgoing)

Pallet/Crate Fees
Each pallet or crate delivered to the Hotel is subject to a $150.00 incoming AND $150.00 outgoing charge. Hotel is not responsible for pallet breakdown, however in the event this occurs, a $250 per pallet fee will be assessed.

Storage Fees
A storage fee per box per day will apply for any boxes received prior to 48 hours of the first function. This storage fee will also apply to each empty packing container stored during the function. The Omni Charlotte Hotel is not in any way liable for the contents of these packages.

• $10 per box, per day
• $35 per pallet, per day

This is the fourth year we are using the Whova app to serve as the main hub of information and connection for all attendees and we’re excited to share that NCAJ past members, guests and exhibitors like you have all given this application top marks.

At the end of May, the NCAJ team will take the Whova App live for Convention 2025 and you will receive an email from our team to set up your virtual exhibit booth.

To maximize your ROI, we encourage you to fill out your booth profile on Whova. You’ll have the chance to craft a compelling presentation of your company and products to attract more visitors to your booth.

In particular, we highly recommend:

• Upload a video or brochures showcasing your offerings
• Schedule live info sessions/demos
• Provide coupons, giveaways, and raffles to boost lead generation

Details submitted will be visible to all registered attendees through the Whova App when it launches the week of June 9.

Want to get familiar with the Whova app in advance? Check out their Exhibitor Guide.