Welcome and thank you for choosing to be a participant in The National Franchise Show – Virginia / D.C.
Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.
The Show Office will be set up at the Dulles Expo Center, on Friday April 25, 2024 at noon and management will be available to assist you for the duration of the Show.
Table of Content
- General Information (Location, Dates, & Times)
- Checklist
- Audiovisual
- Booth Backdrops
- Booth Cleaning
- Booth Installation & Dismantle
- Electrical
- Exhibitor Badge
- Federal ID Number
- Food Sampling
- Franchise Show & Conference Schedule
- Free Admission Passes
- Hotel
- Insurance
- Lead Retrieval System
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- Parking
- Rules & Regulations
- Shipping & Deliveries
- Show Decorator (Furniture & Display Rental)
- Show Guide Ads & Sponsorship
- Telephone / Internet / WIFI
- Tips to Success
- Vehicles on Show Floor
GENERAL INFORMATION
Show Location
Dulles Expo Center
North Hall
4320 Chantilly Shopping Center
Chantilly, Virginia
20151
Show Dates & Times
Saturday, April 26, 2025 | 11:00 am – 5:00 pm
Sunday, April 27, 2025 | 11:00 am – 4:00 pm
Exhibitor Move-in Times
Friday, April 25, 2025 | 12:00 pm – 6:00 pm
Exhibitor Move-Out Dates & Times
Sunday, April 27, 2025 | 4:00 pm – 8:00 pm
Produced By
National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON
L3R 8H8
Tel: (905) 477-2677 or (800) 891-4859
Exhibitor Coordinator
Emma Barnes – Chow
905 477-2677 or (800) 891-4859 Ext 284
Email: emma@nationalevent.com
Exhibitor Checklist
Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.
AUDIO / VISUAL RENTALS
PRE-SHOW BOOKING DEADLINE: April 4, 2025
If you require audio visual equipment in your booth, please send the completed order form to:
Audio Visual Experts, Inc.
Dale Garbett
Emai: dale@avexperts.com
Tel: 703-246-9500
Booth Backdrops
If you require a pop-up banner or backdrop, please contact:
EZ Backdrops
Phone: 678-717-1222
Email: angie@ezbackdrops.com
http://www.ezbackdrops.com/
BOOTH CLEANING
PRE-SHOW BOOKING DEADLINE: April 11, 2025
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please order ONLINE HERE
BOOTH INSTALLATION & DISMANTLING
PRE-SHOW BOOKING DEADLINE: April 4, 2025
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
Should you require assistance setting up or dismantling your booth, please place your order with Hale Expo Services.
Hale Expo Services
Tel: 716-896-6170
Email: csr@haleexpo.com
Electrical
BOOKING DEADLINE: April 11, 2025
Electrical is not supplied to your booth. If you require an electrical hookup, please ORDER ONLINE HERE
Exhibitor Badges
BOOKING DEADLINE: April 14, 2025
We have implemented a new automatic badge system to simplify the request process. Exhibitors are provided with up to a maximum of 6 personalized name badges based on the size of your booth. Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.
Visit the EXHIBITOR REGISTRATION PORTAL to register your booth staff for the Virginia/D.C Franchise Show 2025. You can visit this portal at any time to manage your company’s staff badges. You will need to enter your Access Code to manage your company’s account. Your Access Code will be emailed to the main contact from your company roughly 8-weeks before show date. Contact exhibitors@nationalevent.com if you did not receive your access code, please mention company name and show location.
Federal ID Number
The Federal ID Number for the venue is 71-0869943. You will require this number to clear customs.
Food Sampling
SUBMISSION DEADLINE: March 27, 2025
If you are planning on sampling food or beverage product in your booth, please note there are two necessary forms to complete.
PLEASE NOTE: Late submissions may not be accepted.
All items are limited to sample sizes: food samples are limited to “bite size” portions and beverage products to 2 oz. (maximum 3 oz. Container).
No Alcohol may be sampled
- Please complete the online VENUE SAMPLING APPLICATION
- Fairfax County of Virginia health department requires all temporary food permit application to be submitted through the PLUS database.
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- To apply, you will first need to create an account in the PLUS system. CLICK HERE to access the website
- Please use the STEP BY STEP GUIDE to help you filling the application online.
You will need to fill out an address when you make an account, please use the venue address:
Dulles Expo Center
North Hall
4320 Chantilly Shopping Center
Chantilly, Virginia
20151
After you have made your account, please fill out the Temporary Food Establishment Permit
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- Please ensure you are complying with the SAMPLING GUIDELINES
- If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.
Please direct any questions to the Fairfax County of Virginia
-
- Phone: 703-324-2222
- TTY: 711
- Email: PLUSSupport@FairfaxCounty.gov
PLEASE NOTE: You must have both your permits/forms printed and on display in your booth during show days.
VENUE SAMPLING APPLICATION
ONLINE FOOD SAMPLING PERMIT through the PLUS database
STEP BY STEP GUIDE for application
SAMPLING GUIDELINES
SAMPLING REQUIREMENTS & INFORMATION
Franchise Show & Conference Schedule
FREE ADMISSION PASSES
Raise awareness and let people know you will be at The National Franchise Show! Increase traffic to your booth by sharing free admission passes to the event. There is no limit to the number of FREE Admission Passes you may share to your email database, as well as on social media. Please share the registration link below for free passes or download a copy of our generic FREE Admission Pass.
- Free Admission Pass: https://washingtonfranchiseshow.com/freetickets
- Generic Free Admission Coupon (.jpg): CLICK HERE
- Generic Free Admission Coupon (.pdf): CLICK HERE
Custom Coupons
You can also distribute a customized FREE Admission Pass to promote your participation at the show. If you are interested, please complete the form below and upload a high-resolution logo (.jpg, .eps, .pdf format accepted). You will receive an email from emma@nationalevent.com with your customized pass.
DEADLINE OF LOGO SUBMISSIONS: March 27, 2025
Hotel
HotelPlanner is one of the world’s top providers of individual, group, and corporate travel bookings, specializing in unique “Closed User Group” discount rates.
Book your hotel stay for the show through HotelPlanner.com. CLICK HERE for the best rates available: Virginia/DC
Or
BOOKING DEADLINE: March 25, 2025
Rooms and discounted rate will only be held until the specified date.
Rooms will then be subject to availability at prevailing rates.
We have obtained a group rate of $96.00 + taxes at The Holiday Inn Chantilly-Dulles.
Holiday Inn Chantilly-Dulles
4335 Chantilly Shopping Ctr
Chantilly, VA
20151
Reservations may be made by online using this BOOKING LINK
To receive this rate, you must mention that you are with The Franchise Show – Virginia / DC when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.
Insurance
Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.
Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.
Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.
Insurance Supplier
If you do not already have insurance for the show, you may contact:
Exhibitor Insurance
Phone: 905-695-2971
Toll Free: 1-866-836-9066
Email: info@exhibitorinsurance.com
Exhibitor Insurance Brokers.com is offering a special price for the show at $139 + taxes.
Please click on the link here to access their form: ONLINE EXHIBITOR INSURANCE
If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com
Lead Retrieval System
We offer a Lead Collection system at The National Franchise Show. This system uses any smartphone or internet enabled device (no scanners needed). Our new seamless solution for attendees and exhibitors captures information on who they spoke to, takes notes, allows for quick follow up, and increases your ROI.
All exhibitors will have a personalized QR code on their badge which attendees can simply scan during a conversation.
Attendees will create a profile with their contact information. This will also create a QR code eBadge for attendees.
NOTE: If you have already selected lead retrieval upon registering, you do not need to reorder. If you are unsure if you have ordered, or have any questions, please contact Emma Barnes-Chow (emma@nationalevent.com).
Loading Docks
For your convenience, the exhibit hall will have one flat load in door which is 20’ wide by 16’ tall located on the side of the North Hall across from Lot C.
All exhibitors will need to park in Lot C.
There is no drive-in access to the hall to off load your vehicles. Only exhibitors with vehicles or trailers that will be on display will be able to drive into the hall.
For exhibitors needing loading dock bays, please coordinate with Hale Expo Services, the official decorator. The Franchise Show will have access to Bay 4, loading dock will only be available in the early morning.
Hale Expo Services
Tel: 716-896-6170
Email: csr@haleexpo.com
To access the docks, take Willard Rd. to Chantilly Shopping Center, to the North Hall.
Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you. However, if you have excessive forklift requirements please contact Emma Barnes-Chow (emma@nationalevent.com) to discuss your needs. A charge may apply.
Move-in Instructions
Move -in Times: Friday April 25, 2025 12:00 pm – 6:00 pm
- All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
- All exhibits must be set up by 6:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
- The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand-carried items only may be brought in on Saturday.
- Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.
Move-out Instructions
Move -Out Times: Sunday April 27, 2025 4:00 pm – 8:00 pm
Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so. Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
All material must be removed by 8:00 pm
Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked up or refused by carriers. Should this occur, you will be responsible for any charges incurred.
Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to
prevent pilferage.
NOTE:
All exhibitors using HAUListic must move freight after the show must have booth materials packed and ready for pick up at the loading dock. Please provide our sales staff onsite with your paperwork before leaving he show site.
Parking
Parking is free to exhibitors and attendees. There is ample parking surrounding the venue which can be accessed off of Brookfield Corporate Dr. or via the Chantilly Shopping Center access off Willard Rd. Please see the map below for reference. During Move-in please use Lot C.
Rules & Regulations
Diagram #1: Sample of the drape provided for your booth
Diagram #2: Sample of display allowance
Upright banners & products must be within 4’ from the back drape, and a maximum of 8’ high. The front 6’ of the booth must be clear above 4’.
Booth Display & Restrictions
- Diagram#1 shows the drapes that are provided as a part of your booth cost.
- Diagram#2 shows the allowed clearance for displays, banners, and products within your booth.
- No exhibit may exceed a maximum height of 8 ft.
- Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
- The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
- Any exceptions to this must have pre-approval from Emma Barnes-Chow (emma@nationalevent.com)
Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.
Signage
No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.
Carpet or Flooring
Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.
Tape (Floor, Wall, and Carpet Damage)
This only applies to companies that choose to place carpet or flooring on top of the existing carpet.
It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.
Here are the models of two-faced tapes that are authorized by the facility.
- Polyken 105c LPDE
- Scapa 274004
- DC W002A
If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.
If you would like to install your carpet on top of the existing carpet, please contact Emma Barnes-Chow (emma@nationalevent.com)
Restrictions for Booth Installation
Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.
Demonstrations/Distributions
Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.
Fire Regulations
All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.
National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information regarding the Fire Code please contact Emma Barnes-Chow (emma@nationalevent.com)
Animals in the Show
The facility’s policy prohibits the presence of animals unless they are used as a working dog. Permission must be obtained from the facility for any exceptions. Please contact Emma Barnes-Chow (emma@nationalevent.com) regarding approval and the necessary forms.
Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor when balloons are lost. Please contact Emma Barness-Chow (emma@nationalevent.com) if you wish to use helium balloons in your display.
Mechanical Conveyances
Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.
Non-Compliance
National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.
SHIPPING & DELIVERIES
Shipping Direct To Show: Friday, April 25, 2025
PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact Emma Barnes-Chow (emma@nationalevent.com) as charges may apply.
The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;
HAUListic
Tel: (859) 254-4112 or (800) 388-4112
Email: LEX@shiphaulistic.com
Please address shipments to:
The National Franchise Show
c/o HALE EXPO SERVICES, LLC.
Company name, Booth number
4320 Chantilly Shopping Center
Chantilly, Virginia
20151
PLEASE NOTE: After freight is packed at the end of the show it must be moved to the dock area for pick up. Freight that is left on the show floor will incur a handling fee. Handling fee charges will be a minimum of $45.00 or $15.00 per ‘hundred weight’ whichever is greater.
Pre-Show Shipping:
Haulistics no longer offers Advance Warehouse shipments. This will be offered through our Decorator, Hale Expo Services.
Applicable storage and handling fees apply when using the HALE NORTHEATERN, INC. advance warehouse.
Please contact csr@haleexpo.com for information regarding advanced warehousing.
IMPORTANT SHIPPING & DELIIVERY DETAILS
SHIPPING & MATERIALS HANDLING
Show Decorator (Furniture & Display Rental)
PRE-SHOW BOOKING DEADLINE: April 4, 2025
Carpet, 8ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from the show decorator.
Show Colours
- Booth Drapes : Black
- Aisle Carpet: Teal
- Booth Carpet: Grey
To place an order with the Show Decorator, please fill in the order forms below and send them to csr@haleexpo.com
For any assistance or questions, please contact:
Hale Expo Services
Phone: (716) 896-6170
Email: csr@haleexpo.com
FURNITURE & ACCESSORIES ORDER FORMS
PAYMENT POLICY
PAYMENT FORMS
Show Guide Ad & Sponsorship Opportunities
There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. For more information, please contact Michael at michael@nationalevent.com or 905-477-2677 ext. 270.
Telephone / Internet / WIFI
PRE-SHOW BOOKING DEADLINE: April 11, 2025
Please Note: This venue does not provide free WIFI.
If you require a telephone or internet line in your booth please order ONLINE HERE
Tips for Success
Please review the "Tips for Success" PDF below for important information on how to make the most out of exhibiting with us!
Vehicles on Show Floor
All vehicles must be pre-approved by the Fire Marshal and must abide by the arrival and departure schedules and procedures established by Show Management.
Please contact Emma Barnes-Chow (emma@nationalevent.com) and provide pictures and specifics (make, model, dimensions) of the vehicle you would like to display for approval and to arrange arrival time.
When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.
* Your vehicle may be denied onsite if proper procedures are not followed. *
- Fuel in tanks shall not exceed one-eighth (1/8th) of a tank. (Not applicable to electric vehicle).
- Vehicles shall not be fueled or defueled within the building. (Not applicable to electric vehicle).
- Positive cable on the battery must be disconnected.
- Fuel Tanks and fill openings shall be closed and sealed to prevent tampering. Fuel tank cover must be taped over, unless it can be locked with a key. (Not applicable to electric vehicle).
- Once parked inside on the show floor: unhook battery, tape off gas cap, and leave hood up for inspection. Keys must remain in the hall with Show Management. Turn in Keys to Show Management or Security before leaving. (If electric, do not need to tape off gas cap.)
- WHEEL CHOCKS – Place one at front left tire and one at right rear tire so the vehicle will not roll. A triangle or piece of wood will work. (Applicable to all items with wheels.)
- An ABC Fire Extinguisher is required for each booth or area that has a vehicle. (Must be stamped or tagged the current year)
- An ABC, 5lb, “to date” Fire Extinguisher is required for each booth or area that has a vehicle. (Must be stamped or tagged the current year 2025, or original receipt showing purchased in the last year if the date is 2023 or 2024)
Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.