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International Exhibitors

Many international exhibitors will require a visitor visa to enter the United States. Apply early; for scientific conferences, visa applications should be made no later than 90 days prior to travel. The Academy provides international exhibitors with specific letters of invitation to use when applying for a Visa, which can be customized for each company representative travelling to Chicago.

Log into the Exhibitor Portal to create your letter of invitation. You will need your company’s unique username and password to enter the Exhibitor Portal.

Additional Visa Information;

International Freight Forwarder and Customs Broker
As the sole Official Freight Forwarder and Customs Broker, Agility Fairs & Events (PDF 297KB) is appointed by show management to handle all international freight.  Some of their services include the shipping of international exhibits to the show, completing Customs clearance procedures, delivering to the appointed site handling contractor and re-exporting the freight at the conclusion of the show.

Contact Agility Fairs and Events Logistics LLC:
Margaret Churchill
Tel.: +1 404.307.6402

International Shipping Form
Due to the number of lost or delayed international packages sent via regular mail, the Academy will only send Advance Exhibitor Representative Badges and Meeting Guides using an exhibitor's Express Mail account. If you use your Advance Representative allotment and want to receive the badges in advance, or want to receive the Meeting Guide, you must complete and submit the International Shipping Form (PDF 81KB).

Shuttle Buses
Shuttle bus service is provided between all official Academy hotels and McCormick Place during meeting hours Saturday, Oct. 18, through Tuesday, Oct. 21. Share the Shuttle Bus Schedule (PDF 118KB) with your colleagues. Find additional the information on the Ground Transportation webpage.

Important Dates

July 23 Exhibitor Registration website opened
Aug 8 Final exhibit space payment due
Aug 8 Last day to cancel with 30% penalty
Aug 11 No refund for cancelation
Aug 15 Exhibitor Designated Contractor (EDC) authorization form due. Find more information about EDCs. (PDF 525KB)
Aug 15 Island booth floor plans and hanging sign blue prints due
Aug 15 General Liability Agreement, Laser Safety Checklist and Wet Lab Requests due