THIS IS YOUR GO-TO RESOURCE FOR A SUCCESSFUL EXPERIENCE AT AIMEXPO. THESE TOOLS ARE DESIGNED TO HELP WITH EASE OF PARTICIPATION, PROVIDE YOU WITH OPPORTUNITIES FOR BETTER VISIBILITY, AND SAVE YOU VALUABLE TIME AND MONEY.
TOP PRIORITY TO DO’S
Complete your Exhibitor Profile for the Show App and online Show Directory
Register your staff – all exhibiting staff must have a badge
Reserve your hotel
View important show deadlines
MOST COMMONLY USED EXHIBITOR SERVICES
Order carpet, furniture, labor, and more from Shepard
Order Overhead Rigging, Electric, Plumbing, and Air from OCCC
Liability insurance is required for all exhibitors – view COI requirements
Exhibitor Marketing Tools
Shipping labels and information
Marshaling yard and
Overnight parking information
(To be announced)
Order Internet and WiFi
Ordering forms under “Exhibitor Services Directory” below
Order Audio Visual
Frequently Asked Questions
I'm new to exhibiting. Where do I start?
Welcome! If this is your first time exhibiting, the best place to start is by reviewing this Exhibitor Guide. It contains everything you need to prepare for the show, including important dates and deadlines, exhibit hours, ordering forms, shipping information, and answers to frequently asked questions such as internet availability and onsite services.
To help you get started, our General Contractor, Shepard, has also provided helpful resources for using their ExhibitorPro platform:
Watch and Learn – Access Shepard’s collection of video resources for exhibitors
ExhibitorPro Navigation Guide – Find exactly where to access the tools and information you need within the ExhibitorPro platform
We also recommend keeping your Account Manager’s contact information readily available. If you have questions at any point during the planning process, we’re here to help and happy to assist.
How do I log into the Exhibitor Portal and Hub - and what's the difference?
INSTRUCTIONS FOR LOGGING INTO THE EXHIBITOR PORTAL AND HUB: (with screenshots) can be found here.
- The Portal password is the same for everyone at your company. The Hub login will be unique to each staff member.
- If this is your 1st time accessing the Exhibitor Hub, please enter the email address that is on file with AIMExpo, then click ‘Forgot Password’. If you do not receive the reset password email from AIMExpo, please check your spam or junk folder.
- If you are not able to set up a password for the Hub, you will need to contact bbrahmbhatt@mic.org to ensure your email is listed on the exhibitor account.
WHAT YOU CAN DO IN YOUR EXHIBITOR HUB:
- Manage your online exhibitor profile. This includes your company logo, company description product information, press releases, and show specials. This information is used to create the mobile app so be sure it’s complete!
- Book your hotel rooms and manage your reservations.
- Check out Sponsorship & Branding opportunities.
- Access the Exhibitor Services Guide.
- Take advantage of our FREE Exhibitor Marketing Tools.
WHAT YOU CAN DO IN YOUR EXHIBITOR EVENT PORTAL:
- Manage your account to pay invoices and print receipts.
- Register and manage your staff attending the show.
Where should I ship my booth materials?
- If shipping Advanced Warehouse – between February 1 and 26 (surcharge applies beginning February 23), please note the Warehouse Hours: Monday – Friday / 9:00 AM – 3:00 PM and use Advanced Warehouse labels here with additional information noted (your booth number, company name, etc).
Exhibiting Co. Name & Booth Number
c/o Shepard Exposition Services
American International Motorcycle Expo
Shepard Expo Services, 1701 Boice Pond Rd STE 101
Orlando, FL, 32837
- If shipping Direct to Show Site – must not arrive before Monday, March 1, 2027 at 8:00am, please use Direct to Show Site labels here with additional information noted (our show, your booth number, company name, etc).
Exhibiting Co. Name & Booth Number
c/o Shepard Exposition Services
American International Motorcycle Expo
Orange County Convention Center (West Building)
9800 International Drive
Orlando, FL, 32819
Please note, Machinery and Hanging Signs must be delivered Direct to Show Site – there are specific labels for these here: Machinery and Hanging Signs.
International Shipment information may be viewed here.
What is the difference between shipping and material handling?
Shipping is the process of a carrier picking up items from your office or any place of origin and transporting it to the dock of either the advance warehouse or event facility. Shipping is separate from Material Handling. Exhibitors may use any carrier they want, including Shepard Logistics.
Material Handling is the process of receiving a shipment from your carrier and managing on-site handling of the shipment through the event cycle. It is a standard event procedure with associated costs typically based on shipment weight.
How much will I be charged for material handling and what does it cover?
- Per Pound Material Handling Rates
Material handling, whether used completely or in part are offered as a round trip service. All rates are per one pound. There is no minimum charge. Certified weight tickets are required on all shipments. The rates stated are blended to include overtime based on the schedule at publication. Changes in schedule or if your carrier delivers your freight outside of these hours may result in additional fees. - How to Calculate Material Handling Services
Material handling, whether used completely or in part are offered as a round trip service. The weight on your certified weight ticket is the amount you will be charged times the per pound material handling rate of $1.65 per pound.- All Inclusive Calculation:
- EXAMPLE: 285 lbs. = 285 x $1.65 = $470.25 – Additional charges may apply. Please review the Material Handling Authorization and Material Handling Additional Services forms.
Please see Shepard for more details and rates here.
Bonus Savings: Book round-trip logistics and receive 10% off material handling with the Signature Series discount.
Will I be charged if I roll in my own motorcycle or vehicle?
Yes, Shepard will do an audit once the show is set and ensure a Rolling Fee is applied to any booths with vehicles on the floor.
Motorcycle Rolling Fee: Includes labor to spot motorcycles from unloading area to your booth & return (exhibitor must supervise). This service is optional. Motorcycles/small trailers can be selfunloaded and brought to your booth. Please see note above about audit.
Vehicle Spotting Fee: Includes labor to spot automobiles, trucks and all other large vehicles from unloading area to your booth & return (exhibitor must supervise). It must be driven by the exhibitor or towed to the booth under Shepard supervision. If the exhibitor is not present the Spotting fee will not apply and Material Handling rates will be charged. The same procedure will be used for loading during the move-out. Any vehicle that requires additional labor other than a single spotter or over length is greater than 24’ will incur additional labor charges (see Labor Order form for rates).
Vehicle Spotting $100
Motorcycle/ATV Rolling Fee $55
Can I just carry my booth materials into the convention center without help from Shepard?
An exhibitor may “hand carry” material provided they do not use any material handling equipment to assist them. When exhibitors choose to hand carry material, they may not be permitted access to the loading dock/freight door areas. Items must be carried by hand, by one person. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at the owner’s expense. Per the Anaheim Convention enter, one single trip hand carry (no dollies/carts allowed) is permitted.
See more details on Personally Owned Vehicle (POV) rules through Shepard here.
Cartload Service provides service to exhibitors arriving in personally owned vehicles (POVs) and have small hand-carried items that need to be delivered to and from the dock/booth location. Exhibitors may not utilize mechanical or powered equipment to unload their items.
- Cartload Service Includes:
- One laborer
- One cart
- One trip
Please remember:
- If you arrive with a truck, van, trailer, or truck with trailer filled with exhibit material you will not qualify for this service and will be redirected.
- No personal trucks (one (1) ton & over), no rental trucks, trailers, or bobtails will be unloaded through cartload service.
- All items must fit on flat bed cart (approximately 3′ x 4′ in size) and weigh less than 200 pounds. If items are designated by Shepard personnel to be too large or too heavy, materials will be billed at regular material handling rates.
- Your vehicle must unload on the receiving dock of the exhibit hall. Shepard personnel will direct vehicles. The cart is not authorized to enter or go to any parking structure. There must be two (2) people with the vehicle; one person to go with your product to the booth space and one person to remove your vehicle from the unloading area to the parking area.
Information above along with pricing is available in ExhibitorPro when searching “POV”.
Is there free internet?
Smart City Networks offers on-site wireless services for both attendees and exhibitors. Complimentary Internet is offered free of charge and is available in all public spaces and meeting rooms. Exhibitor Internet is available facility-wide on a 5 GHz wireless network, at speeds of 3 Mbps up/down per device. Complimentary Wi-Fi should not be used for mission critical tasks.
Call 407-685-2000 to speak to a Smart City team member.
Click hyperlinks for ordering forms and portals
Audio Visual – Shepard AV – Ordering Forms
Cory Souza
ph: 702.948.0345 csouza@shepardav.com NEED UPDATED ORDERING FORMS
Catering – Aramark Catering Menu
ph: 714.765.8800 acc-catering@aramark.com
Contractor – Shepard Expositions
(Carpet, Cleaning, Furniture, Labor/I&D, Material Handling/Drayage, Rigging, Signs & Graphics)
ph: 404.720.8600 atlanta@shepardes.com
Exhibitor Insurance – ExhibitorInsurance.com
Please see information here
Freight Handling – Shepard Logistics
ph: 888.568.8858 logistics@shepardes.com
Housing – Connections Housing
ph: 702.476.6976 aimexpo@connectionshousing.com
Internet & Telephone – Smart City Portal – Internet Forms
ph: 888.446.6911 customerservice@smartcitynetworks.com
Lead Retrieval – CustomReg Portal – Lead Retrieval Forms
ph: 817.277.7791 leads@customreg.com
Overhead Rigging/Electrical/Plumbing/Air – Orange County Convention Center
ph: 407.685-9824 Exhibit.Services@occc.net
Security – Allied Universal Security
ph: 866.703.7666
Temp Staff – Buckalew Hospitality
ph: 407.810.6596 dave@buckalewhospitality.com
Trade Show Models & Talent – Convention Models
ph: 972-266-0043 info@conventionmodel.com
Exhibit Hall Hours
| Wednesday, March 3 | 9am – 5pm |
| Thursday, March 4 | 9am – 5pm |
| Friday, March 5 | 9am – 1pm |
Exhibitor Registration
| Monday, March 1 | 8am – 5pm |
| Tuesday, March 2 | 8am – 6pm |
| Wednesday, March 3 | 7am – 5pm |
| Thursday, March 4 | 8am – 5pm |
| Friday, March 5 | 8am – 12pm |
Dealer On-Site Registration/Badge Pick-Up
| Tuesday, March 2 | 4pm – 6pm |
| Wednesday, March 3 | 7am – 5pm |
| Thursday, March 4 | 8am – 5pm |
| Friday, March 5 | 8am – 12pm |
Exhibitor Move-In
| Sunday, February 28 | Targeted Exhibitors |
| Monday, March 1 | 8am – 5pm |
| Tuesday, March 2 | 8am – 6pm |
| Wednesday, March 3 | 7am – 8am |
Exhibitor Move-Out
| Friday, March 9 | 1:01pm – 8pm |
| Saturday, March 10 | 8am – 3pm |
BOOTH GUIDELINES, CHECKLISTS, AND OTHER INFORMATION
Have Questions? Contact Us
Deanne Metz
Event Operations Manager
dmetz@mic.org
Direct: (949) 517-7502
