Here you will find important details, deadlines, specifications and opportunities in regards to your exhibit at The Vision Show.

The Vision Show Approved Vendors

Unfortunately, several exhibitors and attendees fall prey each year to accommodation, advertising, shipping, and other offers from fraudulent companies. These providers present themselves as our official partners when they are not. These groups are in no way affiliated with The Vision Show and their claims are false. All vendors we are officially partnered with are listed here.

The Vision Show Official Exhibititor Service Contractors

Included in Exhibit Space

Each linear booth will consist of 8’ high panels of back drape and 3’ high side drape. Each exhibiting company will be provided a 7”x44” one line black on white identification sign.

Move In/Move Out Schedule

Exhibit Installation Dates

Sunday, April 8, 2018
2:00 pm - 6:00 pm
Monday, April 9, 2018
8:00 am - 8:00 pm

Dismantle Dates

Thursday, April 12, 2018
3:00 pm - 8:00 pm
Friday, April 13, 2018
8:00 am - 2:00 pm
Important Dates



Due as soon as possible:
January 2, 2018
Final Exhibit Space Payment Due (Required)
February 2, 2018
Exhibitor Listing Form (For Online/Printed/Mobile App) (Required)
February 28, 2018
Printed Show Directory Ad Materials
March 1, 2018
Exhibitor Appointed Contractor Notification (Required if Using EAC)
March 16, 2018
Lead Retrieval Early Bird Discount Pricing Deadline
March 23, 2018
  • Booth Cleaning Order Form
  • Deadline to Submit After Hours Event Request
  • Plumbing Order Form (to receive advanced order discount)
  • Material Handling Order Form (to receive advanced order discount)
  • Carpet Order Form (to receive advanced order discount)
  • Furniture & Accessories Order Form
  • Exhibit System/Booth Structures Order Form (to receive advanced order discount)
  • Graphics and Signage Order Form (to receive advanced order discount)
  • Order Labor
  • Forklift and Crew Order Form (to receive advanced order discount)
  • Hanging Sign Order Form (to receive advanced order discount)
  • Electrical Order Form
  • Internet/Telecom Order Form
March 30, 2018
  • Online Advertising Materials
  • Mobile App Advertising Materials
  • Advance Shipments to Warehouse
March 31, 2018
Deadline to Order Exhibitor Badges (Required)
April 2, 2018
Order Show Sponsorships
April 9, 2018
  • Booth Security/Guard Service Order Form
  • Catering Services Order Form
  • Floral/Plants Order Form
  • Lead Retrieval Ordering Deadline
Shipping Information
Advance Shipment to Warehouse
Accepted through March 30, 2018
Direct Shipment to Exhibit Site
April 8-10, 2018
Directory Listing

Exhibitor Listing Form due February 2, 2018

Exhibitor Listing Form

Lead Retrieval

Early pricing available through February 16, 2018
Advance pricing available through March 16, 2018
Standard pricing after March 16, 2018 through show

Liability Insurance

All exhibiting companies must provide a certificate of insurance prior to move-in. This insurance is strictly liability insurance for any injury that may occur in or around your booth and does not cover damage or loss of personal property.  

Liability insurance of no less than $1,000,000 naming The Vision Show/AIA and Hynes Convention Center as additional insured must be obtained by the exhibitor at their own expense. See below for full addresses of the additional insured.

Neither the Association nor their agents are responsible for any property loss or injury that may occur to the person or property of exhibitors or their guests, invitees, employees, or agents from any cause whatsoever, including cancellations or impediments to the conduct of the event. The exhibitor, on signing the contract, expressly holds harmless and releases the aforementioned from any and all claims for such loss, damage, or injury. The exhibitor agrees to pay for any damage (incurred through carelessness or other cause by the exhibitor, his employees or agents) to the facility, its equipment, or to that of another exhibitor.

The exhibitor assumes entire responsibility and agrees to protect, indemnify, defend, save, and hold harmless The Vision Show and its agents, officers and employees against all claims, losses and damages, including attorney's fees arising out of or caused by: Exhibitor’s installation, removal, maintenance, occupancy or use of exhibition premises or a part thereof; the use of any patents, trademarks, copyrights or other rights owned or processed by a third party.

Contact your company's insurance provider to obtain a certificate of liability insurance. In the unlikely event your company does not have liability insurance, which covers your presence in trade shows; you can obtain it through many insurance carriers. A carrier option is listed below but many more options are available via a quick Google search.

The following are addresses for the additional insured:
AIA, 900 Victors Way, Suite 140, Ann Arbor, MI 48108 USA
John B. Hynes Veterans Memorial Convention Center, 900 Boylston Street, Boston, MA 02115 

Insurance Certificates should be emailed to or mailed to:
AIA/The Vision Show
900 Victors Way, Suite 140 
Ann Arbor, Michigan 48108 USA

Show Marketing Collateral

We're providing exhibitors with complimentary, customizable website widgets and email graphics to help drive traffic to your booth. 

Download The Vision Show logo and place it on your website and in all of your communications to customers and drive more clients/prospects to your booth. Link to

High Resolution CMYK logo
Low Resolution (web) RGB logo


The Vision Show

Press & Media

To attend The Vision Show as a member of the press, we encourage you to pre-register. Onsite registration will require that you bring your press credentials (official press badge from your organization, or business card from that organization) to The Vision Show registration desk. You must be a member of the working press to obtain a press badge and to enter The Vision Show’s Press Room. A press badge provides entrance to the show and press conferences and entrance to any conference session, simply show your badge to the conference room monitor.

Press will be admitted to the show floor from 9:30 a.m. until 5:00 p.m. the first two days of the show and 9:30 a.m.-3:00 p.m. the last day of the show. If any member of the press needs to access the show floor earlier, please contact show management.

Photography and videotaping is strictly limited to only working press during the show. Cameras and video cameras may be carried into the show hall only by members of the working press, wearing proper identification badges. Working press may take overall pictures or vides of the show, lobby, registration area and general overhead views. Close-up photos or videos of a booth or products on display may only be taken by working press after securing permission to do so from the exhibitor. Please contact show management if you plan to videotape at the show.

For more information on attending The Vision Show as a member of the press, please contact Bob Doyle.

Sponsorship & Marketing Opportunities

There are several marketing opportunities available at The Vision Show. For questions, please contact Jim Hamilton.

Hotel & Travel Information

Sheraton Boston Hotel
39 Dalton Street
Boston, MA 02199 USA

Reservations: 888-627-7054
Room Rate: $269/night + tax
Group Code: 2018 Vision Show

Hilton Boston Back Bay
40 Dalton Street
Boston, MA 02115 USA

Reservations: 617-236-1100 or 800-HILTONS (455-8667)
Room Rate: $264/night + tax
Group Code: The Vision Show 2018

Please reserve your room by March 16, 2018 to receive discounted room block rates.

Show Contacts

For Billing, Exhibitor and Registration Information
Mandy Pawczuk
Administrator, Event Services

For Exhibit and Sponsorship Information
Jim Hamilton
Director, Sales