Meeting of the Minds: Exhibitor Guidelines & FAQ

This is an important section: Please read completely

The registration process for Exhibitors is a 2-step process.  At this time, the vast majority of our Exhibiting Partners have booths reserved, but those booth reservations DO NOT automatically register the sales team / booth staff.   A booth reservation only secures the space for your company to exhibit and establishes an initial contact for the company and billing.

Exhibitor & Sponsor Discount Codes
Once your booth is reserved and an invoice issued, a uniquely assigned code is assigned to your company. Each Exhibitor was sent (via email) their unique discount code to be used during the registration process.  This code provides a specific number of complimentary registrations for your team which is based on your booth size and your sponsorship level. 

If you have not received the code or cannot locate the invitation, email Jenifer@tribgroup.com. 

During the 2nd step of registration (on the bottom of the Contact Information panel) you must include your discount code in order to use your complimentary registrations.  For staff registrations above the allotted complimentary number provided, registration prices are as follows:

• $249 per person through December 31, 2023
• $299 per person January 1-31, 2024
• $349 per person through March 7, 2024
• $399 after March 7th - on site only

Ensure Your Sales Team is Registered!

You can register your booth staff on the Meeting of the Minds Registration page.  There you will be able to register each of your booth staff. 

IMPORTANT: Online registration ENDS on March 7th, thus your complimentary discount code expires on March 7th.  If you do not register your team before that date, your discount code will be unavailable for use and you will have to register your team at the Welcome Desk when arriving to the convention.  The rate for all onsite registrations is $399 per person.

* For TRIB Group Approved Vendor Partners: If your sales team is listed as a contact on your Partner Profile, you can use the Quick Add buttons to add them during the registration process.  If they are not yet affiliated with your company within our system but registering this year, they will be available for Quick Add for future Meeting of the Minds conventions.

Make Your Hotel Reservations

Please visit the Hotel Registration page to book your team's hotel rooms at The Clyde Hotel. Reservations at the discounted rate of $159/night will be available through February (or until the room block is completely booked).  

Confirm your Hot Air Balloon Ride & Golf Outing Tickets

Note: Tour tickets must be purchased in advance, during convention registration, and are limited.  If you have already completed your team registration but want to ADD tour tickets for your team, please email your request to admin@tribgroup.com. 

• ONE (1) 8’ Draped Backwall with 3' side dividers (for inline booths) and a 7" x 44" company identification sign. 

• Each booth's registration INCLUDES carpeting for Meeting of the Minds 2024 at no additional charge. 

• ALL 10 x 10 and 10 x 20 Booth will include ONE (1) 30" high Pedestal Table w/2 chairs.  All other booth sizes may choose either ONE (1) 6' x 24" x 30" Skirted Table w/ 2 Chairs - OR - ONE (1) 30" high Pedestal Table w/2 chairs.  [you can confirm your preferred selection in the Shepard Exhibitor Kit]

• ONE (1) Wastebasket

• Listing on the TRIB Group Meeting of the Minds signage, program book and maps. Listings may include logos depending on the engagement level of your company

• Company listing in the TRIBune printed and digital newsletter.  

• Each exhibiting company receives two (2) or more full conference registrations.  Additional staff registrations are provided complimentary depending on the booth size and sponsor commitment.  

• An opportunity to include a Show Offer in our Specials Book for attending buyers / companies.

• An opportunity to submit aggressively priced offered products for inclusion in the Hot Show (acceptance of your submission(s) is based on a committee review process and not guaranteed).

• Access to registered attendees listing pre & post convention. 

Items such as special furniture requests and electrical services can be ordered through Shepard Expo Services

Your booth number as well as your Exhibitor Kit will be emailed to you in February 2024 by Shepard Exhibit Services.  An additional email with Exhibitor FAQ & Information will be emailed by TRIB Group on the same day to help ensure you do not miss this important information.  

Booth numbers will be listed in an online version of the Exhibit Hall Floor plan which will be available and shared with registered attendees. This floor plan will be available as a downloadable file in February 2024 as a reference.  Note that minor changes may occur before the convention start date.

EXHIBITOR MOVE-IN                 

Sunday, March 17, 2024    |    12:00 PM / Noon - 11:59 PM 

                                                Note: Buses will leave from The Clyde Hotel Lobby area at 5:00 PM for the

                                                ABQ Welcome Reception.  All exhibitors are invited to attend! 

Monday, March 18, 2024    |    8:00 AM - 2:00 PM

                                                (note there are activities for attendees on the show floor after 3:00PM,

                                                thus setup must be completed by 2:00 PM)

EXHIBITOR MOVE-OUT

Wednesday, March 20, 2024    |    7:00 AM - 11:59 PM  

This year the convention will have a NEW schedule format!

Our Hot Show Reception & live Hot Show will be hosted ON the Exhibit Hall Floor, with an exciting pre-show reception taking place before the buying begins.  All Convention Attendees, dealers and exhibitors alike, are encouraged to attend!  This new and exciting format will allow buyers to satisfy their curiosity about the products in the Hot Show, to feel the fabrics, to see the lights and sounds and to give them more confidence to make the purchase.  

The Hot Show Reception is on Monday, March 18th from 3:30 - 5:30 PM, followed by the Hot Show buying from 5:30 - 7:30 PM.   

Exhibitors with products in the Hot Show will have highly visible indicators placed at their booths to help buyers identify their Hot Show item.  Those Exhibitors with products featured in the Hot Show should anticipate having the product itself incorporated into their booth displays and layouts and be present during the Hot Show Reception to answer any product questions that may be asked..  Exhibitors without products in the Hot Show should also be present to network with dealers & buyers.

You are Appreciated!  The Member & Vendor Appreciation Dinner Follows

Immediately following the Hot Show festivities the excitement will build as we move into the Member & Vendor Appreciation Dinner!  All convention attendees should plan to stay and continue the high energy conversations and networking that is fostered in the Hot Show with your industry peers.  Great food and beverage selections will keep you energized for the entertainment and conversations to come that night as you continue to mingle, mix and meet new RTO contacts.

HOT Show Product Submission:  Thursday, February 22nd before 5:00PM EST

Hot Show submissions are ONLY accepted via the online form.  All other submissions will be automatically rejected. The Hot Show Product Committee will review all submissions and make a final selection for approval.  Both approved products and rejected submissions will be notified via email.  For questions with the form, submissions or the HOT Show general questions, please email luis@tribgroup.com.

To submit a product for the Hot Show Click HERE for the Online Submission Form

Hot Show Commercials: Thursday, February 29th before 5:00PM EST

Hot Show Commercials / Videos are offered for purchase to all Exhibitors in limited quantity.  This premium advertising & messaging opportunity is seen by 96%+ of ALL convention attendees (Exhibitors & Dealers alike) as the HOT Show is the most well-attended event of the convention programming.  If you are interested in purchasing one of the remaining prime advertising commercials, please email Jenifer@tribgroup.com. 

Hot Show Commercials should be no longer than 30-seconds in length.  Files must be downloadable on a file share (such as Google Drive) or can be emailed to luis@tribgroup.com.  The format must be MP4 or .MOV

Exhibit Booth Sales Team Member Registrations: As Soon As Possible, No Later than March 7, 2024 without increased pricing as online registration closes.  Sales Team / Staff registrations after MArch 7th will be onsite at the convention.

Attendee registrations should be completed as soon as possible along with hotel room reservations (a separate step from your convention registration) in order to allow for catering orders, name badge creation, etc. 

Once your booth is reserved and an invoice issued, a uniquely assigned code is assigned to your company. Each Exhibitor was sent (via email) their unique discount code to be used during the registration process.  This code provides a specific number of complimentary registrations for your team which is based on your booth size and your sponsorship level. 

If you have not received the code or cannot locate the invitation email, email Jenifer@tribgroup.com. 

During the 2nd step of registration (on the bottom of the Contact Information panel) you must include your discount code in order to use your complimentary registrations.  For staff registrations above the allotted complimentary number provided, registration prices are as follows:

• $249 per person through December 31, 2023
• $299 per person January 1-31, 2024
• $349 per person through March 7, 2024
• $399 after March 7th - on site only

Ensure Your Sales Team is Registered!

You can register your booth staff on the Meeting of the Minds Registration page.  There you will be able to register each of your booth staff. 

IMPORTANT: Online registration ENDS on March 7th, thus your complimentary discount code expires on March 7th.  If you do not register your team before that date, your discount code will be unavailable for use and you will have to register your team at the Welcome Desk when arriving to the convention.  The rate for all onsite registrations is $399 per person.

Meeting of the Minds Show Special Offer / Specials Book: Thursday, February 29, 2024 before 5:00PM

Every dealer company attending Meeting of the Minds will receive a digital and printed copy of the Special Book.  Every exhibiting company has the opportunity to submit a special offer that is signature to this convention; there is no charge for this additional marketing opportunity as it is a benefit of Meeting of the Minds Convention participation.

Exhibitors may use this half-page advertising opportunity for a new product announcement, drawing a crowd for an in-booth promotion, drawing or contest, or to explain new services or benefits. 

Specials Book Submission Requirements:  Submit a print-ready, HIGH resolution, completed PDF file.  The artwork dimensions should be 7.5" x 5" half-page in LANDSCAPE format.  Be certain your submission includes your company logo, your booth number, an optional picture of the item(s) being offered or a clear statement of the special offer, (price, terms, etc.).  Specials Book files / artwork MUST be submitted via the online Specials Book Submission Form.

Buyer of the Year Award Submission: Thursday, February 15, 2024 by 5:00PM EST

Every year, TRIB Group Approved Vendors are provided an opportunity to nominate an outstanding TRIB Group Member / Buyer / Company to receive the illustrious James B. Baber Vendor's Choice Award.  This coveted award is given to the winning nominee that best represents and illustrates their dedication and loyalty to TRIB Group Vendor Programs in their buying decisions and inventory selections.   Submit your selected TRIB Group Member via this form.

Exhibit Booth Payments: As Soon As Possible

Exhibit Booth Rates will increase to Late Registration Rates beginning on Thursday, February 1, 2024 for all invoices that remain unpaid.  Invoices may be paid via credit card, online e-check / ACH / EFT payment or by company check.  Reminders for outstanding payments are at minimum sent bi-weekly to the main contact for the booth.  If you have questions about your booth payment, please email Jenifer@tribgroup.com. 

Sponsorship payments are due at the time of invoicing and are required to be paid before March 1, 2024.

Encourage Buying Throughout the Show

TRIB Group incentivizes each of the attending companies to make purchases from multiple exhibitors through purchase vouchers.  Attending members will be able to redeem five (5) $300 Purchase Vouchers towards purchases made during the Hot Show and/or Buy Fair. 

Each company is also provided with Special Anniversary Bonus Vouchers, which are only available for redemption for purchases made In-Person, In-Booth at the Exhibit Hall for additional products or services purchased during the Hot Show - or - on Tuesday, March 19th.  Exhibitors should remind visitors to their booth to utilize of on the five (5) available $300 Purchase Vouchers for their products when they confirm an order. 

Exhibiting companies will receive the Attendee List in early February and are encouraged to send invitations using this list.  You are also welcomed to target your marketing to any subset of the list for offers you may have in-booth during the convention (ex: sending emails to buyers that are different of those sent to owners/operators).  Exhibitors wisely split the list to existing accounts and those new customers that they would like to capture and market to each individually.

Consider offering a raffle in-booth; these types of promotions may be added to our global texting & convention promotional campaign if they are received in office by March 1st.  Email your convention raffle details to admin@tribgroup.com.  

Our goal is to find the best ways to put you in touch with your audience and to help grow your business.

We’ve developed several sponsorship and promotional opportunities that will enhance your presence at the show.  In addition to your exhibitor booth space, you may want to boost your visibility at the convention through a sponsorship opportunity.  Why not review the available Sponsorship Opportunities available - each of these can be customized to your product or service. 

Additionally, if you are an Annual Advertiser, you earn extra privileges and opportunities to connect to Meeting of the Minds attendees.  Check out the advertising options linked here.

Meeting of the Minds / TRIB Group adheres to these posted and established cancelation policies.   

Cancelation requests must be received in writing to admin@tribgroup.com. 

Before initiating a cancelation request, please refer to the Meeting of the Minds Cancellation Policies.