Vendor Information
Registration
Please follow the instructions and use the discount code sent via email: CHIA 24th Annual Conference "A Brave New World"
Vendor Check-In
Vendors should come to the Guadalupe room on the second floor on Thurs, May 16, 2023 from 7p-9p to receive their conference badges and table assignments.
Vendor Schedule
- Set up: Thurs, May 16, 2024 from 7p-9p
- Tear down: Sat, May 18, 2024 from 3pm-4pm
Vendors are expected to stay at their tables during all dedicated networking/coffee breaks on both days in order to provide signatures for the closing ceremony raffle. Click here for full conference schedule.
Exhibit Size, Displays & Amenities
Platinum, Gold & Silver Sponsors as well as Exhibitors receive a 6-foot table and 2 chairs. Promo Tables are high boys, typically 36" in diameter.
Backdrops, tabletop displays, tablecloths and banners are allowed. Backdrops should not exceed the table width so as not to encroach on the neighboring vendor's space. All banner stands must be placed on or behind the table, not in front of the table or to the side.
Power will be available throughout the exhibit hall. However, you may wish to bring your own extension cord(s).
Complimentary wi-fi will be available in the exhibit hall. However, please contact the hotel's AVMS should you need specific high speed internet connectivity.
Hotel Maps
These maps will also be available on the conference mobile app:
- Hotel
- Event Space
- Exhibit Hall (please check back)
Raffle Prize Giveaway
This will take place on Saturday, May 18 from 4pm-5pm. Historically, 75% of conference attendees stay through this final activity. We invite vendors to donate items for the raffle (gift certificates, swag, books, etc). Please bring the item(s) to the registration area (Guadalupe Room).
If you are conducting your own raffle aside from the CHIA raffle, you are welcome to announce the winner(s) at this time.
Shipping & Receiving
Attention: (Guest or On-site Contact Name)
San Jose Marriot
CHIA Conference
301 S. Market St.
San Jose, CA 95113
• All freight shipped to the hotel must be pre-paid. Due to limited storage space in the Hotel, all shipments should arrive no more than 3 days prior to the start of your meeting/event. Any shipment received & stored 4 days or more will incur additional incremental fees for time in storage ($10 per day after the 3rd day of storing).
- Boxes must be numbered "I of 6", "2 of 6", "3 of 6", etc. This is to check whether incomplete shipments are received so we can notify the addressee.
- Make sure that you hold on to your tracking numbers. This will make it easier to trace all incoming shipments when you arrive at the Hotel.
- Notify the Event Manager the number of packages being sent to the hotel, method of shipping courier, and delivery date(s).
- Tradeshow exhibitor's equipment, crates and pallets, must be received by the recipient within 24 hours due to storage capacity. Please note: Due to Union restrictions, we are unable to receive/deliver any tradeshow/exhibit materials to the San Jose Convention Center. Any tradeshow/exhibit equipment, crates and boxes for shows at the Convention Center must be shipped to the official drayage contractor.
- Storage and handling fees will be applicable for all incoming shipments in addition to the standard postage/shipment fee.
- ENVELOPE, PADDED PACK OR ROLL: Free
- BOX/TUBE: $I0.00 per box/tube
- DISPLAY CASE: $20.00 per case
- CRATES OR PALLETS: $100 .00 per crate/pallet
Please contact our Shipping Department/Loss Prevention Department Manager at (408) 278-4547 or marlon.santiano@marriott.com or michael.robinson@marriott.com for any questions.
Power, Wifi, Additional A/V
CHIA provides power and standard wifi for vendors in the exhibit hall. Vendors should bring extension cords to connect their devices. Wifi upgrades and additional A/V are available through the hotel's A/V vendor:
Jason Rosander
Director, Audio Visual
San Jose Marriott
jason.rosander@pinnaclelive.com
FAQ
- Do we have to register additional reps who will staff our table? Yes, we provide complimentary registration depending on your exhibit or sponsorship level. Any representatives exceeding that number should register as a regular attendee.
- Do exhibitors/sponsors receive a meal? Yes, vendors receive all meals.
- Can exhibitors/sponsors attend conference sessions? Yes, all vendors are welcome to attend the presentations and may receive CEUs.
- Our staff will not be attending sessions, do they still need to register? Yes.
- Our staff will not be attending meals, do they still need to register? Yes.
- How many people will attend? We are expecting 275-325 attendees in 2024.
- Can I receive a contact list of attendees? CHIA does not distribute attendee information. You may collect this at your exhibit table, however, for those attendees who are willing to provide it.
- Can I attend presentations? Yes, vendors are allowed to attend workshops or breakout sessions.
- Are meals included for vendors? Yes.
- Will the exhibit hall be locked at night? The exhibit space will be used by CHIA only. However, we will be using a public area will not be secure at all times. Any valuables should be locked by the vendor at night. The Guadalupe room (CHIA office) will be locked and vendors may store items there overnight. CHIA is not responsible for lost, stolen or damaged items.
Questions
Our Vendor Liaisons will be available to answer questions throughout the conference.
For questions prior to the conference, contact Michelle: conference@chiaonline.org