Start With the Assigned Hall
Check the current venue, hall, booth number, and floor-plan position in the exhibitor portal before ordering services or preparing shipping labels. Do not rely on a previous year’s assignment, since hall locations, access points, and service documents may change.
The booth record, service guide, shipping label, and on-site contact should all show the same venue information. Resolve any mismatch before placing orders or sending freight.
Confirm the assigned venue, hall, and booth number before preparing service orders, shipping labels, or the final booth layout.
The Service Guide Must Match the Venue
The Venetian Expo and AAPEX Forum use different service guides, order forms, contacts, and deadlines. Once the hall is confirmed, use only the current-year documents for that location. Mixing the two sets can lead to incorrect shipping labels, missed deadlines, or services being ordered for the wrong booth.
Details That Must Match the Venue Assignment
Check | What should match | Why |
|---|---|---|
Hall and booth number | Exhibitor portal and current floor plan | Confirms the assigned location |
Service guide | Current guide for that venue | Keeps forms and contacts consistent |
Utility orders | Venue-specific order forms | Prevents orders going to the wrong provider |
Shipping label | Venue, address, and booth number | Directs freight to the correct hall |
Move-in window | Current hall schedule | Aligns delivery and setup |
On-site contacts | Venue and service-desk details | Reduces delays when orders or deliveries change |
The Venetian Expo and AAPEX Forum use separate service documents, contacts, and order forms for utilities and show-site services.
Order the Services the Booth Needs
Venue orders should be based on the final layout, equipment list, and demonstration plan. Confirm electrical load, outlet locations, internet, rigging, cleaning, catering, and material handling only after the booth requirements are clear.
For a booth at The Venetian Expo, use the current service guide and access instructions for that venue. Exhibitors assigned to AAPEX Forum at Caesars Forum should use the forms, contacts, and move-in information issued for that location.
Electrical and internet: Place connections where screens, equipment, counters, and staff stations will use them.
Rigging: Confirm approval, weight, suspension points, and installation requirements before releasing overhead graphics or signs.
Cleaning and catering: Base the order on product handling, meetings, and planned hospitality.
Material handling: Verify freight weight, crate count, delivery method, and the receiving point for the assigned hall.
Check Shipping Labels and Move-In Details
Confirm whether the shipment will go to the advance warehouse or directly to the show site before labels are prepared. The venue, receiving address, exhibitor name, booth number, and delivery instructions should all match the current AAPEX assignment.
Keep the correct move-in window and venue contact with the carrier. This helps prevent freight from being sent to the wrong hall, held at receiving, or delayed during check-in.
Shipping Details to Confirm
Advance warehouse or direct-to-show delivery
Correct venue and receiving address
Exhibitor name and booth number
Carrier check-in and move-in window
Venue or service contact
Current shipping instructions
Shipping addresses, booth numbers, carrier instructions, and move-in windows should all match the exhibitor’s current venue assignment.
One Schedule for Deadlines and Venue Contacts
Keep discount deadlines, final order dates, move-in updates, and late changes in one working schedule. Venue contacts, service-desk details, order confirmations, and reference numbers should stay in the same file so the team can find them quickly during setup.
Freight timing, service orders, and schedule changes are easier to manage when they are kept in one pre-show logistics plan, rather than spread across separate emails and documents.
Discount and final order deadlines
Move-in windows and schedule updates
Late-order or change notices
Venue and service-desk contacts
Order confirmations and reference numbers
Final AAPEX Venue Check
Before freight is released or final setup orders are placed, make sure every document matches the assigned venue, hall, and booth.
Venue, hall, and booth number match the current floor plan
Current service guide and venue contacts are saved
Utility and service orders are confirmed
Shipping label and move-in window are correct
Deadlines and order confirmations are in the project schedule
FAQ
Is AAPEX held at two venues?
Yes. AAPEX takes place at The Venetian Expo and AAPEX Forum in Las Vegas. Each exhibitor should follow the shipping, service, and move-in information for the venue shown in the current booth assignment.
How do exhibitors confirm their assigned hall?
Check the exhibitor portal, current floor plan, booth record, and official AAPEX updates. The venue, hall, and booth number should all match before service orders or freight labels are prepared.
Which service guide should an AAPEX exhibitor use?
Use the current guide for the assigned venue. The Venetian Expo and AAPEX Forum have separate forms, contacts, deadlines, and shipping instructions, so the two document sets should not be mixed.
