We update this page until the day of the event please check back for any changes.

add these dates to your

Calendar

EVENT DAY: 
Wednesday, June 28, 2023

ADVANCE SHIPPING ARRIVALS TO HOTEL:
Between Thursday, June 22 and Tuesday, June 26 by 12pm

SHIPPING FORM DUE:
Thursday, June 22

FOOD & BEVERAGE SAMPLING FORM:
Friday, June 9

EXHIBITOR INFORMATION FORM DUE:
Friday, June 9

MEDIA WISH LIST:
Friday, May 19

Send Your Media

Wish List

Send us your media wish list by Friday, May 19.   Please include contact information if you have it.  We will send an invitation to them.

Email your wish list to Nicole at nicole@newproductevents.com.

Planning your trip to

New York City

booking your flight

The New York City airports are

La Guardia Airport (LGA) is about is about 30-45 minutes from the hotel.

Newark Liberty International Airport (EWR) is about 40-50 minutes from the hotel.

John F. Kennedy International Airport (JFK) is about 50-90 minutes from the hotel.

booking your room

The hotel has set up a group-rate room block for the event, there are 20 room available at that rate and they are available first-come-first-served until they are fully booked.

The deadline for booking your room with our group rate room block is date

Reservation portal for our room block.

Event venue location

New York Sheraton Times Square
811 7th Avenue
at West 53rd Street
New York, NY 10019
(212) 581-1000

Exhibitor Information

Form

The Holiday Gift Guide Media Event Exhibitor Information From is required and due by Friday, June 9.

Please have the following information ready for this form:

  • Your brand logo for your name badges;
  • Name and contact information for whomever you choose to be the press contact for the media’s Exhibitor Contact Sheet;
  • Names and contact info for the representatives you want to work your booth for your name badges and urgent communication;
  • Your special services order form ready for upload (if applicable).

Day of the Event

Details

EVENT Room

New York Ballroom
3rd Floor

Please do not attempt to gain access to the event room the night before the event. 

Hotel staff is setting the room, delivering boxes, running electric, etc., and non-hotel staff members are NOT allowed in the room before 8:30 AM the day of the event.

day of EVENT agenda

Friday, July 22, 2022

TIMEAGENDA
8:30 AM to 9:00 AMExhibitor Arrival
9:00 AM to 11:00 AMExhibitor Load-In and Set-Up
9:00 AM to 10:00 AMExhibitor Breakfast Buffet
11:30 AM to 2:00 PMDoors Open to the Media
12:00 PM to 1:30 PMMedia Lunch Buffet
2:00 PM to 3:45 PMExhibitor Lunch Break (you're free to leave the hotel and get lunch)
4:00 PM to 6:00 PMDoors Open to the Media
6:00 PM to 7:30 PMExhibitor Breakdown and Load-Out

Exhibitor Arrival

Please arrive between 8:30 AM and 9:00 AM.  

Your name badges, boxes and general information will be at your booth. 

Please leave yourself plenty of time to set up your display and enjoy the breakfast buffet.

exhibitor load in & SET UP

SHIPMENTS TO THE EVENT ROOM

If you shipped anything to the hotel package room in advance of the event your boxes will be at your booth when you arrive, provided you have submitted the Holiday Gift Guide Media Event Shipping Form.

Please, see shipping information section below for complete details.

SHIPMENTS TO YOUR GUEST ROOM

If you shipped something to your guest room, we do NOT need those tracking numbers on the Shipping Form as they will be held by Service Express behind the front desk area for your to collect upon check-in.

You are responsible for bringing them to the event room. If you need assistance, please request a Bellman.  Fees will be charged to your guest room.

booth set-up

You can bring anything to make your booth enticing, provided it does not interfere with another booth or extend beyond your booth’s dimensions.   

Make sure you bring all the tools you need to assemble your booth display and signage. 

You cannot attach anything to the walls or floor.

pre-event clean up

By 11:15 AM, please have your booth completely set-up, and staff will come through and clear trash away.

ON-SITE STORAGE

Anything that is not part of your display, can be hidden under your table skirt or in the storage room. 

There will be a storage room available for extra supplies, boxes needed after the event, luggage, etc

DOORS OPEN TO THE MEDIA

Doors will open promptly at 11:30 AM and stay open to 2:00 PM. 

Doors will close for lunch from 2:00 PM to 3:45 PM; and reopen at 4:00 PM and stay open until 6:00 PM.

Please do not start breaking down your booth until the last media attendee has exited.

EXHIBITOR MEALS

Breakfast will be served from 9:00 AM to 10:00 AM.

SHIPPING OUT AFTER THE EVENT

After the event, you can repack any boxes that need to be shipped out.  

They must be sealed, labeled, and ready to go.

Have your pre-printed UPS or FedEx shipping labels ready.  Or, you can fill out a blank one at the event, however you will need to put your UPS or FedEX account number or a credit card number on the form.

Once all your boxes are packed up and labeled, a representative from the hotel’s shipping services will come to collect the boxes.

Attendee & sample

Information

Media attendees

The media RSVP list of outlets will be posted here a week before the event. 

samples for the media

We suggest having at least 50-75 samples and 75-100 press materials available.  

You are not required to hand out samples to the media, however, it is a good idea to send them back with something to remember your company and product.

FOOD & BEVERAGE SAMPLES

If you are planning to service food or beverages at your booth, you must complete the Holiday Gift Guide Media Event Food & Beverage Sampling Form before Friday, June 9.

Samples should be around 1 ounce per serving.

media contact sheet

 We will email you a final media list with full contact information a week after the event.

Booth Design

Information

Please visit our CREATE YOUR BEST BOOTH

page for important information on:

Booth Design Rules & Guidelines

Product Display Inspiration

tips for samples

Dimensions & Furniture

Layout

booth dimensions

The entire display must be contained within the perimeters of your booth.

There is room under your table for samples and supplies.  

There is also a storage area for items you do not need during the event.

platinum

Booth perimeter measures 16-feet wide by 6-feet deep.

One or two 3 × 6 foot banquet tables.

You may use your floor space for larger items, display cases, etc.

gold

Booth perimeter measures 12-feet wide by 6-feet deep.

One 3 × 6 foot banquet table.

You may use your floor space for larger items, display cases, etc.

silver

Booth perimeter measures 8-feet wide by 6-feet deep.

One 3 × 6 foot banquet table.

Special Services

Order Form

SPECIAL orders FOR YOUR BOOTH

To order special services for your booth, please complete the Encore Order Form.

Once completed, please upload the form to the Holiday Gift Guide Media Event Exhibitor Information Form.

Your product & representative

Registrations

Products on display

The only products allowed are the products you have registered to bring.  You can create your display with various colors, shapes, patterns, etc. for each of the products.  If any products other than the registered products are on display, you will be asked to remove them.  If you cannot remember which products those were, please contact Nicole at nicole@newproductevents.com.

The following number of products are included in your registration fee:

Platinum:  4 products
Gold:  3 products
Silver:  2 products

If you would like to have additional products at your booth, the cost per product is $600.  Click here for complete pricing information. 

You can make this request and pay the fee directly on the Holiday Gift Guide Media Event Exhibitor Information Form, due Friday, July 1.

pRODUCT EXCLUSIVITY

Please see the Terms & Conditions for more information on product exclusivity.

EXHIBITOR REP ATTENDANCE

The following number of company/brand representatives are included in your registration fee:

Platinum:  4 representatives
Gold: 3 representatives
Silver:  2 representative

If you would like to have additional attendees at your booth, the cost per person is $600. Click here for complete pricing information.

You can make this request and pay the fee directly on the Holiday Gift Guide Media Event Exhibitor Information Form, due Friday, July 1.

Please see the Terms & Conditions for more information on product exclusivity.3

Room layout & booth

Assignments

Room LAYOUT WITH BOOTH NUMBERS

The room layout with Booth Numbers will be posted here 4 weeks prior to the event.

booth assignMents

Booth Assigments will be posted here 4 weeks prior to the event.

Booth assignments are subject to change at the discretion of New Product Events, such as electrical access, load in/out issues, etc.  

Requests for booth changes are not accepted.

information for advance

Shipping

PLEASE PLAN YOUR SHIPMENT TO ARRIVE

Between Thursday, June 22 and Tuesday, June 26 by 12pm

Boxes arriving before June 22 are at risk of
being returned to sender by the hotel.

 

boxes arriving after 12pm on Tuesday, June 26 are at risk of
not making it to the event on time.

package handling fees

Cost for advance shipping, including 72 hours of storage is $$

Boxes over 100lbs or requiring the loading dock or on pallets will be subject to surcharges.

For pallets or large/heavy shipments needing a loading dock, please contact nicole@newproductevents.com to coordinate with the hotel.

There is no cold storage or on-site refrigeration available through the hotel. Refrigerated shipping is available from outside vendors, such as LGI and FedEx.

addressing your shipments

Make sure that all of the below information is on your box.  Whatever doesn’t fit on your shipping label, please write directly on the shipment or create labels.  

Each box must be numbered with the total number of boxes (box # of #).

what to include on your carrier shipping label and/or bill of lading

New Product Events 

c/o new york sheraton times square

811 Seventh Avenue at West 53rd Street

New York, NY 10019

(212) 581-1000

REQUIRED INFORMATION TO BE ON EACH & EVERY ITEM/PARCEL/BOX

NEW YORK BALLROOM

SETUP JUNE 27, 2023

[YOUR BRAND]

[YOUR BOOTH NUMBER]

BOX [#] OF [#]

required tracking information

For every box you are shipping in advance of the event, you must submit the tracking information on the Holiday Gift Guide Media Event Shipping Form, due Thursday, June 22.  

We will be checking in every box and will contact you with any missing boxes the night before the event. 

Any box that is not listed on the form is not guaranteed to be at your booth the day of the event

Things to Remember

Checklist

  • Order samples for the media.  
  • Do trial run booth set up to make sure everything fits inside the booth dimensions.
  • Bring serving supplies for any food or beverage samples, such as gloves, paper plates, toothpicks, napkins, etc.
  • Bring all the tools needed to set up and break down the booth display.
  • Bring anything needed to repack boxes to ship out after the event, such as packing tape, bubblewrap, etc.
  • Ship boxes with required information on every item confirmed to arrive on indicated dates.
  • Bring hotel reservation information.
  • Bring tracking information with a note as to what is in each box so if one goes missing you know what you need to replace.
  • Bring UPS or FedEx shipping labels with your account information for outbound shipments
  • Keep our cell phone numbers handy just in case, Nicole 704-560-4917 and Amy 818-389-1003

See you there!