Exhibitor Info - IT3 2023

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Printable Instructions

1. Tabletop Exhibit Area Schedule-at-a-Glance
Move-in, Move-out
  • Exhibitor Move-in begins at 7:00 am on Wednesday, September 13, 2023, in the Symphony 6 & 7 exhibit area, adjacent to the Symphony 5 General Session Ballroom. Exhibit tables (6’ in length) will be assigned by A&WMA 2 weeks prior to the conference. You will receive your tabletop number in plenty of time for it to be recorded on the hotel’s Service Request Form (pdf), which is available on the Exhibitor Information Sheet on the IT3 conference website.    
  • Exhibitor Move-out should be completed by 6:00 pm on Thursday, September 14, 2023.
Exhibit Area Activities 
The Exhibit area is open throughout the conference, with dedicated exhibit area activities during morning and afternoon refreshment breaks, and Exhibitor Reception. 
2. Exhibitor Services: WiFi, Electrical Power, Audio-Visual 
  • WiFi. Free basic WiFi is available throughout the Symphony Ballroom(s).
  • Electrical Power and Audio-Visual Rentals. The Sheraton Charlotte Hotel’s in-house audio-visual provider will be available for electrical power and audio-visual equipment rentals (monitors, power strips, hard-wired Internet, etc.). Please refer to the nearby Service Request Form for pricing and ordering information. Completed forms should be emailed to Denise Davis, at
3. Conference Location and Travel Information
Le Méridien Charlotte
555 South McDowell Street, North Tower
Charlotte, NC 28204

Book your hotel reservation now!
Conference room block rate: $199
Cutoff date: August 15, 2023

Important Note
A&WMA does not engage third-party hotel reservation booking agencies for any of our conferences. If you receive a communication from an individual or firm purporting to be affiliated with or authorized by A&WMA to book your hotel reservation, understand that they are not. A&WMA assumes no liability for any losses resulting from an individual or organization engaging a third-party hotel reservation agent. To reserve a room please call the Sheraton Grand Chicago at 312-464-1000.

4. Shipping & Parking 
Receiving: Shipments should arrive no more than 3 days prior to the event.
  • Load In: Our building services team will deliver exhibitor shipments properly labeled with the event name to the designated exhibitor area at load-in time. Guests may also see the Front Desk if they’d like to individually pick up their shipments prior to load in.
  • Load Out: All outgoing shipments must be packaged, have a pre-paid label affixed to them, and a pick-up called into the carrier (we do not have standing, daily pick-up times). Our building services team will collect outgoing shipments from the exhibitor area following load out. Please schedule your pick-up between the hours of 7 am -9 pm.
Symphony Loading Dock
  • Enter around Le Meridien Side of Building
  • Elevator to Symphony Ballroom Back Hallway must be used with this dock, please ensure your items will fit in the elevator
  • Outside loading dock doors: 84" H x 70" W
  • Loading dock: 11’ H x 16’ W and 32" off the ground
  • Elevator doors: 84" T x 48" W
  • Elevator cab: 93" H x 69" W x 96" D
  • Symphony ballroom doors: 96" H x 70" W
  • Freight elevator capacity is 4500 lbs
Mecklenburg Loading Dock
  • Enter around the Sheraton Side of the Building
  • There is a ramp that items must be pushed up in order to access the Symphony Ballroom from this dock
  • Mecklenburg ballroom doors: 94" W x 88" H
  • Loading dock door: 97" W x 91" H and 47" off the ground
  • Event Parking: The Parking Garage is the closest entry point for events in Symphony Ballroom- there is direct access on the 2nd level from the parking garage and an entrance on the lower level, located between the McDowell St. entrance and parking garage entrance
  • Large Vehicles: Buses, trucks, and other large vehicles MUST use the 3rd St. entrance
  • Loading Docks: Mecklenburg loading dock can be accessed from the 3rd St. entrance by driving around the building, behind the parking garage

Have Questions?

Contact Jeff Schurman, Sales Manager, at