List Offers, Suitcasing Policy and Other Warnings

AFA strives to make sure all exhibitors are successful at our conferences.  For this reason, we take measures to protect exhibitors from “suitcasing.”

What is Suitcasing?

Suitcasing is a business practice by which companies gain access to an event by obtaining event credentials (attendee badge, expo-only badge etc.) and then solicit business in the aisles or other public spaces used for the conference. This practice works counter to the business interests of legitimate AFA exhibitors.

AFA has a zero-tolerance policy regarding suitcasing.

Please note that while all meeting attendees are invited to the exhibit floor, any attendee observed to be inappropriately soliciting business in the aisles or other public spaces, or in any other company’s booth will be asked to leave.

AFA recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite, a restaurant, or other place in conjunction with our event.  For this reason, AFA must be informed of any hospitality suites and expressed consent for such meetings must be given by AFA prior to the event.



Some organizations are sending solicitations to various entities in the industry, purporting to supply the AFA Attendees List or offering a Show Guide/Directory Listing. Please be advised that the show list is proprietary and confidential and is only accessible to exhibitors pursuant to a contract with the official AFA registration vendor, Expotracker. Any offer of the AFA attendee list should be regarded with suspicion.  



AFA does not charge current exhibitors for a listing in the electronic Show Guide & Directory.



Sham housing companies are actively approaching AFA exhibitors and attendees with fraudulent offerings of hotel rooms at significant discounts. Lured by highly attractive rates, exhibitors and attendees fall prey to these imposters losing significant deposits, discovering hidden costs and upfront charges, or being bait and switched to hotel rooms they never booked. Of course, these companies are in no way affiliated with AFA, or our official hotel block. They troll the internet and association websites looking for annual events and then gain access to email addresses for direct contact or to draw attendees to their websites posing as the sanctioned housing provider. Do not give them your credit card information!



Please find below a list of official AFA vendors/contractors. If you receive any type of correspondence from anyone NOT on this list, please notify AFA Show Management at 1-800-687-7469 (1-703-683-8500) or email immediately with a copy of the correspondence.

Freeman:  General Service Contractor/Decorator

NTP Events sales/customer service, sponsorships: Show Management, booth

Gaylord National: Catering

Gaylord National: Electrical/Air/Water/Internet

Gaylord National: Security Services

Expotracker: Registration/Lead Retrieval Services

PSAV: Audio/Visual Services

PSAV: Rigging

Millennium Technology Group: Internet

Urban Jungle: Floral & Plant Rentals

Rainprotection Insurance: Exhibitor Liability Insurance



If you’re contacted by any vendors that are NOT on this list, please report any violations to AFA staff or conference security. AFA will investigate all complaints of suitcasing or soliciting and take appropriate action.




If you have questions regarding this matter please contact:

Ron Bates, NTP -

Perry Currier, Sr. Manager, Exhibits & Event Sponsorships -