Conference Dates: June 24 - 28, 2024

Location:   Charlotte Convention Center

501 S. College Street

Charlotte, NC  28202

What are the 2024 booth rental prices?

All booth prices are available on the Booth Fees & Sales Information page. 

Is payment due at time of rental?

A non-refundable 30% deposit is required for all exhibiting companies. View the Payment Schedule below for payment deadlines. 

When is the balance of the booth due?

Booth payments may be paid in three (3) installments leading up to the event.  100% of booth payment is due March 31, 2024.

How can I access my financial statement/invoice?

The Primary Contact assigned during the rental process will receive two follow-up e-mails confirming the rental purchase.

1. Welcome + Next Steps e-mail with a link to your Exhibitor Console to View your Financial Statement and Pay Invoice, create your new Exhibitor Hub account to build your Booth Profile/Company Details, manage assigned Exhibitor Tasks, monitor Attendee Insights/Interactions, secure hotel rooms, access Attendee Registration and more...
2. Emailed copy of Exhibit Space Rental Agreement digitally signed during the rental.

What is included with my booth purchase?

• Two (2) full conference badges per 10’x10’ (100 square feet) of booth space purchased
• Exhibit space with 3’ side drape and 8’ back drape (inline booths only)
• Floor sticker with booth number
• 44”x7” Standard Booth Identification Sign with Company Name
• Company Listing in the HITEC website and online digital floorplan, viewable by attendees
• Unlimited Complimentary Qualified VIP Buyer Pass Invitations
• Pre-Show Attendee List in PDF Format - available in Exhibitor Hub 5-weeks out from show date.
• Post-Show Attendee List in Excel Format, at the close of the show
• General show security in exhibit halls

Are any furnishings (carpet, furniture, decorations, etc.) or exhibitor services (A/V, electricity, WiFi, etc.) included with the booth?

No,  All furnishings and services may be ordered from our official General Service Contractor, GES, through the Exhibitor Service Site (GES - Expresso) available in early Spring 2024.  All booths must be carpeted or covered in alternative flooring at exhibitor’s expense.

How can I order exhibitor services and booth furnishings?

All furnishings and services can be arranged through the official show service providers using the Exhibitor Services Site [Expresso by GES] to be available in the exhibitor console in early Spring 2024.

Who is the official general service contractor for HITEC Charlotte?

Global Experience Specialists (GES) is the official General Service Contractor for HITEC Charlotte. Exhibitors can begin ordering services through the Exhibitor Services Site [Expresso by GES]  accessible in the exhibitor console in early Spring 2024,

GES-Charlotte Exhibitor Services support:

charlotteexhibitorservices@ges.com

Can I use an Exhibitor Appointed Contractor (EAC)?

Yes. Exhibitors may request to use an EAC for HITEC Charlotte. View the HITEC Charlotte Exhibitor Guide - EAC Clause Rules & Regulations for full details. Exhibitors intending to utilize an EAC must complete the required EAC Form in the Exhibitor Service Manual.

Do I need to provide a Certificate of Liability Insurance for this event?

Yes. Every exhibiting company must provide a certificate of liability insurance.  This COI must be presented before being allowed to set up their booth. View the HITEC Charlotte Exhibitor Guide - Contract Terms & Conditions Exhibitor Insurance Clause for all insurance requirements.

Is WiFi provided in the Exhibit Hall?

No. To ensure your booth has the proper internet connection required for conducting a successful show you must order appropriate internet from the Charlotte Convention Center (CCC). Ordering information for this service and more will be provided in the ESM to be distributed in early 2024.

Can I serve food/drinks in my booth?

Yes. All food and beverage distributed within booths must be ordered from the exclusive caterer. Exhibitors may not bring in their own food or beverage. Show Management approval is required for any alcoholic beverage service offered within booths. Ordering information for this service and approval forms will be provided in the ESM to be distributed in early 2024.

Where can I find display guidelines for my booth type?

All show display guidelines, as well as specific guidelines by booth type, are found in the HITEC Charlotte Exhibitor Guide - Exhibit Display Rules & Regulations.

When is HITEC Charlotte?

June 24-27, 2024

Charlotte Convention Center

501 S. College Street

Charlotte, NC  28202

What are the HITEC Charlotte Exhibit Hall hours?

*Early Move-In access for eligible island booths must receive pre-approval from Show Management. Early Move-In request information will be available February, 2024.
**Private Appointment Hours allow Exhibitors to invite registered HITEC attendees to visit their booth prior to official Exhibit Hall Hours.
***Move-In/Move-Out: All exhibits must bet set by 8:00 a.m. EDT on Tuesday, June 25 and may not be dismantled before 2:00 p.m. on Thursday, June 27. Failure to follow these rules will result in loss of priority points.

What booth options are available?

The HITEC Charlotte Interactive Floor Plan shows all current booth availability. The blue booths are available for rental. To purchase a booth larger than a 10’x10’ (100 sq ft) booth by merging two or more booths, submit a merge request to sales@hftp.org.

Note: During Priority Selection Appointments (May 8 - June 15, 2023) HFTP will not accept merge requests prior to your company’s designated appointment time. Booth availability is subject to change based on your appointment time. Companies not eligible for Priority Selection must wait to submit any merge requests until either Priority Sales open on May 8, 2023 or General Sales open on Tuesday, June 27, 2023.

How can I figure out booth cost before renting a booth?

View the HITEC Charlotte Interactive Floor Plan to see current booth availability. After identifying your preferred booth location, navigate to the HITEC Booth Cost Calculator to receive a booth fee estimate. Follow the instructions on the Booth Cost Calculator page to ensure your estimate is as accurate as possible. Disclaimer: Costs shown on the calculator are intended only for the purposes of providing a cost estimate for anticipated booth fees at HITEC Charlotte. Actual pricing may vary based on the booth(s) selected during the booth rental process. Always confirm booth pricing and total fees during your booth rental.

How many attendees typically attend HITEC?

 HITEC has an average attendance of ~ 6,400+ attendees. 

What kinds of professionals attend HITEC?

The HITEC Exhibitor Prospectus provides an Attendee Profile page with attendee demographics, job functions as well as a sampling of companies represented at the show using data from the 2022 and 2023 events. HFTP does not share attendee information or mailing lists with non-exhibiting companies.

When Can I Login to the Sales Portal?

At the time designated in your Priority Selection Appointment e-mail. Your company will not be able to log in prior to your appointed time.

Can I request to hold space before my appointment time?

No.

If I have a conflict during the appointment time, can someone else from my company reserve the booth?

Yes. The password provided in your Priority Selection Appointment e-mail can be used by anyone in your company. As long as the individual is authorized to sign on behalf of your company, they can complete the rental.

What if I miss my appointment time?

Your company may log in at the time of or any time after your designated appointment time. You will still be able to login after your appointment time to book a booth if you miss your appointment time. However, be advised that space is not held for missed appointments. If you miss your appointment time, your preferred selection may no longer be available.

My company did not receive an email with an appointment time for Priority Selection. How can I find my appointment time?

Companies with fewer than three Priority Points are not eligible for Priority Selection. Previous exhibiting companies without Priority Selection appointments will be able to book space once General Sales start on June 26, 2023.  Further details will be sent to companies without reservations closer to that time.

How do I rent my booth during my appointment time?

At the time of your assigned appointment window, you will login to the HITEC Charlotte Booth Sales Portal using the password provided in your appointment details email. If you have lost the email you can retrieve your password on the login page. Proceed through the rental process providing company information, primary contact details, booth selection, payment method, and agreeing to the terms and conditions of rental.

After completing the rental you will receive two (2) emails: one with confirmation and a link to your invoice, and the other with a copy of your contract. Please save both emails for your records. Use the link and password provided in these emails to login to the Exhibitor Console to access your financials, pay any balances owed, view exhibitor resources, and complete exhibitor tasks.

May I speak with someone at HFTP during my appointment time if I have questions about the process?

Yes. You may request an appointment when completing the Priority Selection RSVP Form in the Priority Selection Details email.  If you've already submitted the RSVP form and did not request a consultative call, contact sales@hftp.org.

Can our company rent a smaller or larger booth than we rented for HITEC Charlotte?

Yes. Exhibitors may always opt for a different booth configuration each time they participate at HITEC. 

Does renting a smaller booth impact our priority status?

No. Priority points are not impacted by the size of booth you rent. See the full HITEC Priority Point Policies.

How many Exhibitor Personnel registrations do I get with my booth purchase?

Two (2) full conference badges per 10’x10’ (100 square feet) of booth space purchased.

Can I purchase additional registrations for my staff?

Yes. Additional exhibit personnel badges can be purchased within the Registration section of the Exhibitor HUB in May 2024.

Expo Only Booth Personnel (includes ticket to Welcome Reception)  - $350 pre-event / $450 onsite

Full Conference Exhibitor Badge - $675 pre-event / $725 onsite

When can I register my staff?

May 2024.  Complete the registration link in the exhibitor HUB.  Comp badge assignments and additional badge purchases are managed within this registration site.

What are the Qualified VIP Buyer Show Passes?

As an added benefit to exhibiting, all HITEC Exhibitors are allowed an unlimited amount of Complimentary qualified buyer registrations. This unique benefit allows exhibitors to invite prospects, current clients, partners, etc. to attend HITEC and visit their booth, completely free. The complimentary registrations are valid for qualified buyers only, as defined by HITEC Management:
Qualified VIP Buyers are professionals employed by hotels, resorts, casinos, clubs, etc. Passes cannot be used by vendors/suppliers, consultants, exhibitor staff or their family, board members, subsidiaries/parent companies, dealers, distributors, resellers, business partners/associates or investors of exhibiting companies
All registrations are subject to approval by HITEC Management and anyone that does not meet the qualifications will be declined.

When can I book my hotel reservations for HITEC Charlotte?

Hotel information will be published within the Housing/Hotel section of the Exhibitor Console, opening January, 2024.

HFTP assumes a non-refundable deposit of 30% of the total booth fee as a reasonable and just amount of liquidated damages for cancellations at any stage in the event cycle. The non-refundable deposit will not be returned in any case of event cancellation, postponement, or Exhibitor cancellation. In addition to the non-refundable deposit, it is agreed that the following sums will be reasonable and just liquidated damages for cancellations of exhibit space with respect to the following dates:

December 1, 2023 – March 31, 2024:   50% of the total booth fee for released booths will be retained by HFTP.

After March 31, 2024:   100% of the total booth fee for released booths will be retained by HFTP.

 All cancellations must be submitted in writing to show management. Booth space shall be considered cancelled as of the date written notice is received in the HFTP office. Upon cancellation of exhibit space, exhibitor has no rights to the canceled space and HFTP will release it for sale without obligation for refund to the exhibitor except as noted above.

Monies forfeited due to cancellation of space cannot be applied to future events, registration fees, memberships, or other services, unless express permission is offered by the Association. Exhibitors that cancel their exhibit space but want to attend HITEC must register as an attendee and pay the appropriate registration fee.

A reduction of exhibit space will be considered a cancellation and will be governed by the same policies as cancellations. Reduction of space may result in relocation.

Penalties: Exhibit space contracted during priority selection is prime space. Therefore, one priority point will be deducted from the exhibitor’s priority point status if booth cancellation or reduction in size of space occurs after the execution of this contract.  Exhibit space cancellations and reductions must be submitted in writing to HFTP. 

What is the HITEC Charlotte booth rental cancellation policy?

Show Management has determined a non-refundable deposit of 30% of the total booth fee as a reasonable and just amount of liquidated damages for cancellations at any stage in the event cycle. The non-refundable deposit will not be returned in any case of event cancellation, postponement, or Exhibitor cancellation. In addition to the non-refundable deposit, it is agreed that the following sums will be reasonable and just liquidated damages for cancellations of exhibit space with respect to the following dates:

December 1, 2023 - March 30, 2024:  50% of the total booth fee for released booths will be retained by HFTP.
After March 30: 100% of the total booth fee for released booths will be retained by HFTP.

All cancellations must be submitted in writing to Show Management and will be effective immediately upon receipt. Booth space shall be considered canceled as of the date written notice is received in the HFTP office. Upon cancellation of exhibit space, Exhibitor has no rights to the canceled space and HFTP will release it for sale without obligation for refund to the Exhibitor except as noted above.

Monies forfeited due to cancellation of space cannot be applied to future events, registration fees, memberships, or other services, unless express permission is offered by the Association. Exhibitors that cancel their exhibit space but want to attend HITEC must register as an attendee and pay the appropriate registration fee.

A reduction of exhibit space will be considered a cancellation and will be governed by the same policies as cancellations. Reduction of space may result in relocation. View the HITEC Charlotte Exhibitor Guide for all contract terms and conditions and display guidelines.

What is the cancellation policy if HITEC Charlotte is postponed or cancelled due to a Force Majeure event?

View the HITEC Charlotte Exhibitor Guide - Force Majeure Clause (#20).

After a member of the HFTP Exhibits Sales team has received a written request and confirmed your request for cancellation and a refund request has been received, the processing time for refunds will be provided directly. The delivery method for the refund will be dependent on your booth payment history. All inquiries related to the processing time and delivery method of your refund must be submitted to accounting@hftp.org. 

Refunds will be issued based on current payment status and with consideration of the Cancellation or Reduction of Space policy in the HITEC Exhibit Rental Agreement. 

• Consolidate all freight - try and send one shipment
• Arrange shipping details well in advance of when you need freight to arrive onsite
• If possible, arrange for your shipping company to pick up freight from a loading dock during regular business hours.
• Crate all freight for your shipment.  Loose pieces take extra space = extra costs.

Attendance Support Documents

• Attendee Justification Letter 
• International Attendee Invitation Letter

Scammers frequently target HITEC meeting attendees and exhibitors, attempting to sell attendee lists and solicit bookings at unauthorized hotels.  HFTP/HITEC does not rent or sell email lists to third parties.  Unfortunately, emails offering to sell attendee lists from HITEC are often sent by scammers impersonating HITEC.  If you receive emails that propose to sell the HITEC attendee list, do not engage with the sender and delete the email.