This page outlines booth operations, shipping, onsite logistics, and lead scanning for STAC Summit exhibitors.

If you are managing booth logistics, review this page carefully and share it with your onsite team.

For city-specific venue details, see the City Logistics section below.

1. Exhibitor Overview

Your sponsorship includes an exhibit presence as defined in your agreement.

Your exhibit package may include:

Exhibit table or booth space
Standard furnishings
Basic power access, if applicable
Company listing in the event app
Lead scanning access

Confirm your exact inclusions in your sponsorship agreement.

2. Key Deadlines

Exhibitors are responsible for meeting all operational deadlines, including:

Digital profile submission
Brochure upload (Platinum and Gold Sponsors only)
Shipping deadlines
AV and power order deadlines
Registration cutoff dates

View all deadlines by city here:
→ Key Dates and Deadlines

We recommend setting internal deadlines at least one week before official due dates.

3. Digital Exhibitor Profile

Each exhibitor receives a company page in the event app and on the event website.

Submit:

Company logo
Company description
Website link
Platinum & Gold Sponsors: digital brochures, PDF or URL
Platinum Sponsors may also include one promotional video (YouTube or Vimeo URL)
Cover images

This information supports attendee discovery before and during the event.

Submit early to maximize visibility.

4. Shipping & Materials

Follow the shipping instructions provided for your specific city.

Important:

Label all shipments clearly with your company name and event name
Ship to the venue only within approved windows
Provide tracking information if required

Important:

If the venue does not have your tracking numbers, they will be unaware that packages are missing, and unable to identify missing shipments. Packages without tracking may be delayed.

STAC is not responsible for missing materials.
If you are not shipping anything, please notify STAC so we can update our records.

For city-specific shipping addresses and delivery windows:
→ See City Logistics below

5. City-Specific Logistics

Each city has unique venue rules, shipping procedures, and AV order deadlines/procedures

Select your event city below:

→ Hong Kong (15 April 2026)
→ London (29 April 2026)
→ New York (20 May 2026)
→ Chicago (4 June 2026)

These pages include:

Shipping addresses
Delivery windows
Table or booth design rules
Venue maps
AV/Power order links

Always review your city page before shipping materials.

6. Table/Booth Setup & Teardown

Setup

Arrive during the designated setup window
Confirm table placement with event staff
Test power and equipment
Ensure signage complies with venue rules
All boxes, crates, extra literature, or reserve supplies must be stored under or behind your table. Venues do not provide extra storage space.

What you may bring

Unless otherwise noted on the Venue Information page, exhibitors may bring the following items:

Tabletop displays
a reasonable number of pull up banners next to the table.
Branded table skirt or tablecloth
Displays must not extend into neighboring exhibitor areas or aisles.
Brochures, whitepapers, pens, and promotional items
Demo equipment such as monitors, provided the setup remains within your exhibit space

Demo and audio guidelines

Demonstrations may include monitors or other display equipment as long as they remain within your assigned space.

Audio from demos must only be audible within two feet of your table. If audio disturbs other exhibitors, you may be asked to mute it.

Conduct

Professional behavior is expected at all times.

Do not enter another exhibitor’s area without permission
Do not block aisles or walkways
Badge scans require the attendee’s permission and must occur within your exhibit space

Security

Exhibitors are responsible for securing their own equipment and materials.

Do not leave valuables unattended. Neither the venue nor STAC is liable for loss or damage to exhibitor property. The venue and STAC do not provide insurance coverate for exhibitor materials. Exhibitors are responsible for arranging their own insurance if needed.

Teardown

Remove all materials during the scheduled teardown window
Do not dismantle early unless instructed
Check with the venue on

Teardown times may be strictly enforced by venues.

7. Onsite Logistics

Before the event:

Confirm staff registration
Download the Agorify app (Go to Get the Event App on this page here)
Review your booth staffing schedule

On the day of the event:

Check in at registration
Confirm your table/booth is correctly listed in the app
Test badge scanning functionality
Assign one person as lead capture owner

If you need assistance onsite, look for a STAC team member.

8. Lead Scanning

Exhibitors can scan attendee badges using the Agorify mobile app, with attendee consent.

The app allows you to:

Capture attendee contact details
Add notes during conversations
View leads in real time

Full lead exports are available immediately after the event concludes.

You can also access leads via the web dashboard at:
https://admin.agorify.com/exhibitor/

For complete lead access details:
→ Leads Guide

9. “Contact Us” Button

Your Exhibitor Page includes a “Contact Us” button.

When attendees click this button:

Their contact details are captured
Your team receives the lead post event

At least one team member must accept the event invitation to access these leads.

10. Exhibitor Best Practices

To maximize results:

Keep table/booth messaging clear and technical
Train staff to qualify leads before scanning
Add notes to each scanned lead
Schedule follow up within 3 to 5 business days
Encourage attendees to use the “Contact Us” button
Don't sit behind the desk! Be available and engaging

Questions

For shipping, booth setup, or exhibitor profile questions, email us at events@STACresearch.com

Exhibitor Guide