2024 NCRA Vendor Welcome
Learn more about hotel, shipping & more conference details.2024 Conference Details for Vendors
This page contains information on exhibit hall hours, shipping to the hotel, making guestroom reservations, registering your representatives, building your profile on the conference app, conference policies, etc.
Additional details were included in the Welcome Email sent to registered vendors on February 2 or when you registered if after February 1.
Exhibit Hall Hours
Ensure that you schedule representatives to be at your booth at breakfast each morning and breaks each day. NCRA encourages our attendees to visit the booths.
Saturday, March 9
Breakfast: 7:00am – 7:45am
Break: 10:00am – 10:30am
Lunch: 12:00pm – 1:00pm
Break: 2:15pm – 3:00pm
Sunday, March 10
Breakfast: 7:00am – 7:45am
Break: 10:30am – 11:00am
If your representatives would like to attend one of the general sessions they are welcome to do so. We will have seating in the back of the room. They may not attend the annual business meeting or the four corners event. They may not sit with the attendees. They are not allowed to ask questions.
Shipping & AV
Shipping
Items are to be shipped to the FedEx office at The Westin. You must follow the shipping instructions provided by FedEx. For your boxes to be delivered to your table in the exhibit hall you must contact FedEx by Wednesday March 6 and provide your credit card. If you do not your boxes will not be at your table when you arrive. If you arrive after 5:30pm when the FedEx office closes your boxes will not be available until Saturday at 9am when FedEx opens for the day.
Boxes may not arrive before March 4. Please clearly label your items with your organization’s name and the number of boxes included in the shipment, and that you are part of the NCRA 2024 Annual Conference. This needs to be in addition to the FedEx label.
Please bring your tracking numbers. The tracking numbers are required if FedEx must search for your boxes.
If you are shipping an oversized display (box that cannot be lifted by one person) contact FedEx to make arrangements to have the display placed at your booth.
If you are bringing your display and or boxes with you please be respectful of the hotel staff. Please notify Tammy if you are bringing your own displays.
AV
If you need power at your booth, ethernet rather than WiFi or other AV, you may request this on the AV portal.
Exhibit Set-Up & Breakdown
SET-UP
Friday, March 8: 4 pm – 7 pm
Saturday, March 9: 6 am (must be completed by 6:45 am)
The exhibit hall will not be open outside these hours for set-up.
If you are sending a display that must be assembled by a contractor they must be able to complete the process in three hours. Confirm that your display is the only display being set up by the contractors to ensure it can be completed in time.
BREAKDOWN
Sunday, March 10: 11:05 am
If a contractor is disassembling your display on Sunday, March 10, they must arrive early and be ready to enter the exhibit hall at 11:05 am (after the break ends) and they must have the display broken down by 12:00 pm. If your contractor does not appear by 11:30 am NCRA will disassemble your display and it will be placed in the trash.
The FedEx office will be open from 10am – 12pm for shipping on Sunday. After that time you will need to take items with you and ship on Monday. Ensure you have someone assigned to breakdown the exhibit.
Any exhibit not broken down by 12pm on Sunday will be broken down and placed in the trash.
All trash will need to be placed in the large trash cans provided by the hotel.
Hotel
Accommodations for the NCRA 2024 meeting can be made through The Westin Charlotte. For reservations call (866) 837-4148 and request the NC Rheumatology Association guest room block. Or use this link to make reservations online.
To take advantage of our special rate reservations must be made prior to 5 pm on February 15. Please note once our guestrooms fill, we cannot guarantee that our special rate will be available. We suggest making your plans early.
Registering Your Representatives & Building Your Profile
Instructions were sent to NCRA’s contacts on February 5 for all registered organizations. As organizations continue to register the instructions will be shared at that time. This is the email shared on February 5 or when you registered for the conference. These are the instructions instructions that were attached to the email.
Access to register your representatives and build profile in mobile app used for conference will be sent the first week of February. The email access will come from Cvent.
NCRA name badges are required at all events. Representatives may not wear their corporate nametags.
Agenda
Agenda available here.