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January 6-10, 2017 - New York Hilton Midtown
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APAP|NYC Conference Hotline:
877.372.3950
info@artspresenters.org

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CONFERENCE FAQs
and POLICIES

Conference FAQs
Policies

APAP|NYC > About APAP | NYC

This information is about APAP|NYC 2017 and is for reference only. Please check back in the spring for information on APAP|NYC 2018.
 

Conference FAQs and Policies

Quick Links: About APAP and APAP|NYC FAQs | Registration FAQs | EXPO Hall FAQs | Showcase FAQs | Policies

About APAP and APAP|NYC

  1. What is APAP?
  2. The Association of Performing Arts Presenters is the national service, membership and advocacy organization dedicated to developing and supporting a robust performing arts presenting field and the professionals who work within it. Our 1,600 member organizations represent the nation's leading performing arts centers, municipal and university performance facilities, nonprofit performing arts centers, culturally specific organizations, foreign governments, as well as artist agencies, managers, touring companies, national consulting practices that serve the field and a growing roster of self-presenting artists. As a leader​ in the field, APAP works to effect change through advocacy, professional development, resource sharing and civic engagement.

  3. Do I have to be an APAP member to attend the APAP|NYC conference?
    Yes. APAP|NYC is a members-only conference.

  4. How do you join APAP and register for the conference?
  5. Who attends the APAP|NYC conference?
    More than 3,600 members of the performing arts field from all 50 U.S. states and 33 countries attended the conference in 2016. This includes presenting organizations, artists, agents, managers, vendors, consultants and more! Log in to MyAPAPConference to search attendees.

  6. How can I connect with my colleagues in the field before, during and after APAP|NYC?
  7. Learn more about your colleagues by searching the APAP membership directory and artist rosters, and connecting with them on APAP|Community, through APAP social media (Facebook, Twitter, Instagram, and LinkedIn), and on-site at the conference.

  8. I’m new to conference and don’t know where to start. What should I do?
    • First, identify your goals for the conference. We suggest that you request a conference mentor and attend the New Colleagues Orientation on January 6.
    • Next, look at the conference schedule and plan which professional development sessions you will attend. And, fill in the rest of your schedule with showcases that interest you.
    • Replay one of our four first-timer webinars designed for new members, exhibitors, showcasers and bonus webinar on the year-round benefits of APAP!  
    • Finally, take advantage of the APAP|NYC 2017 mobile app! On it you can find the program, showcase listings, exhibitors and attendee list. Available in November 2016 at the Apple Store, Google Play and online.

  9. How can I submit a professional development session proposal at APAP|NYC?
  10. You can submit your proposal online through our Call for Proposals process (the deadline to submit a proposal has passed).

  11. How can I get bookings for my artists?
  12. While there are many promotional opportunities available to APAP members and registered attendees, there are two main opportunities to promote your artists to presenters and buyers: You can purchase an EXPO Hall booth to meet presenters and buyers; or you can present a showcase.

  13. I am an independent artist or artist company without an agent or manager. Can I use my showcase as an opportunity to try to get the attention of an agent or manager?
  14. You should NOT use APAP|NYC as an opportunity to get the attention of an agent or manager. Agents, managers and producers have heavily scheduled days of meetings with presenters to book their existing artists. If you have chosen to showcase at APAP|NYC and have researched appropriate agencies, management companies or producers for your work, invite them to attend the showcase and follow up after the conference.

  15. Does APAP offer scholarships or financial assistance to attend the conference?
  16. Yes, we have a Participation Assistance Fund (formerly known as the APAP|NYC Scholarship Program) to help those who need it. The program is based on contributions available for that year. Find out how to apply or how to donate to the fund.

  17. I am not able to attend this year, are there other ways to participate in APAP|NYC?
  18. While there is no substitute for being at the conference, if your schedule does not permit you to attend the entire time you can live-stream plenary and select professional development sessions. If you aren’t ready to attend the main conference, but want to learn more, you can attend our pre-conference, on January 5-6, 2017.

  19. What are the conference hotels? And are there special rates for conference registrants?
  20. APAP works directly with The New York Hilton Midtown and The Sheraton New York Times Square to provide rooms to APAP|NYC attendees at special rates. Reserve your room here.

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Registration

  1. How do I register for APAP|NYC?
  2. How much does it cost to attend APAP|NYC?
  3. The cost of attending the conference can vary depending on what you would like to do at the conference and what time of year you register. Please see our registration rates to determine what your registration will cost. Registration rates are per individual attendee and only APAP members are eligible to register. Your registration fee does not include your annual membership dues. Other costs to consider are hotel and travel, and, if applicable, exhibiting and showcasing expenses.

  4. Do I have to register online?
  5. Yes. You must register online using your own unique username and password. APAP does not accept any sort of paper registration form. If you are registering an individual other than yourself, you must log in and register using their username and password. Need help remembering a username or password? Get step-by-step sign in help.

  6. How do I pay for my registration?
  7. The easiest and most cost-effective way to pay is by credit card. A processing fee of $25 applies if paying by check or purchase order, and $50 if paying by wire transfer. Payment in full is required.

  8. What does my registration include?
  9. Each registration type has a separate set of benefits. Please see our registration types to determine which type of registration best suites your needs.

  10. Are there registration discounts available?
  11. The easiest way to take advantage of APAP|NYC discounts is to register early. Review APAP|NYC registration discount rates and dates for the best savings!

  12. What do I need to bring with me to pick up my conference badge onsite at APAP|NYC?
  13. To pick up your badge and other conference materials, visit the registration area on the second floor of the New York Hilton Midtown during on-site registration open hours. You must bring your photo ID, and we recommend that you also bring a copy of your registration confirmation e-mail. Please note, you cannot pick up badges for anyone else in your group. Each attendee must pick up his or her own badge and materials.

  14. What are the registration cancellation policies?
  15. You can find our cancellation policies here.

  16. What important deadlines should I observe?
  17. You can find important dates and deadlines here.

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EXPO Hall

General

  1. What is the EXPO Hall?
  2. The APAP|NYC EXPO Hall offers a unique opportunity to promote your artists, products and creative services. Consisting of 370 booths, the EXPO Hall is the global marketplace for touring artists and companies, artist representatives, booking agencies, presenting groups, consultants and vendors. The EXPO Hall is spread over three spacious floors of the Hilton New York Midtown. They are:
    • Rhinelander is the main entrance to the EXPO Hall and is located on the second floor of the hotel. It is on the same floor as the conference registration area.
    • Americas Hall I is on the third floor of the hotel and can be accessed by using the escalators in Rhinelander.
    • Americas Hall II is on the fourth level of the hotel and must be accessed from inside the EXPO Hall via the escalator in Americas Hall I.

  3. When is the EXPO Hall open and what are accessible hours?
    • Saturday, January 7: 2-6:30 p.m.
    • Sunday, January 8: 1:30-6:30 p.m. (Accessible hours: 5-6:30 p.m.)
    • Monday, January 9: 8:30-11 a.m. and 1:30-6 p.m. (Accessible hours: 10-11 a.m., 1:30-2 p.m. and 4:30-6 p.m.)

    During accessible hours, exhibitors and attendees may hold meetings or browse the EXPO Hall, but it is not required that each booth is staffed for business. Please plan accordingly. Are you an exhibitor? View load-in/load-out times here.

  4. Do I need to set appointments with colleagues in the EXPO Hall?
  5. We encourage you to set appointments with colleagues in order to get the most out of your experience and their time. Exhibitors schedules can become very busy so book those meetings early. If you do not schedule appointments, you may not be able to speak to the people you want to.

  6. How do I find exhibitors?
  7. Before the conference, review our interactive floor maps (coming soon). Once you are at the conference, you will receive a hall map to help you locate specific exhibitors. You can also locate exhibitors using the Mobile App.

Purchasing Your Booth

  1. Can I buy a booth?
  2. Only full conference registrants may purchase a booth in the EXPO Hall. If you are a board track registrant, a student, or a one-day registrant, you are not eligible to purchase a booth.

  3. How do I buy a booth?
  4. Once you have become an APAP member or have renewed your membership and purchased your full registration, log in to the APAP|NYC website and access your MyAPAPConference page. On that page, click "Purchase a Booth," and follow the steps to select the booth of your choice.

  5. When can I buy my booth?
  6. APAP has an established schedule to notify all returning exhibitors of the dates of access depending on their level of seniority. Seniority is determined by consecutive years of exhibiting:
    • 25+ Years
    • 15+ Years
    • 10+ Years
    • Returning (1-9 Years)
    • All others

    Please check the booth selection page to see when your tier opens!

  7. If I have a problem buying a booth online, who do I call?
  8. Please call the APAP|NYC conference hotline at 1.877.372.3950, Monday through Friday, 10 a.m.-5:30 p.m. Eastern Time. If you have a member-related inquiry, please call the APAP membership department at 1.888.820.ARTS

  9. How much will my booth cost?
  10. Booth prices depend on the size of the booth. You can review booth prices and sizes here. In 2017, we are happy to announce that booth rates have not increased. Also consider other costs including electricity, equipment and décor which you purchase separately within the GES exhibitor kit (coming soon).

  11. When is the full booth payment due?
  12. You will be required to pay at least a 50% deposit (by credit card) at the time you reserve your booth. The booth balance will be due by Thursday, Oct. 13 along with any other outstanding balances you have (such as advertising). Additional costs such as electricity, equipment or décor for your booth are purchased separately.

  13. If I choose to complete my booth registration in two payments, will I still be able to select my booth before APAP receives the second payment?
  14. Yes. However, the APAP registration service will be unable to automatically charge your credit card for the final booth payment. Exhibitors will receive an email reminding them to log in to their account and pay the balance due.

  15. If booths are sold out, can I place my name on a waiting list?
  16. Yes. We suggest that you check the interactive floor plan periodically to see if any booths become available. If you wish to be put on the waiting list, call Judy Moore, conference manager, at 1.877.372.3950.

Selecting Your Booth

  1. What should I do to make sure the EXPO Hall booth purchasing process goes smoothly and I get the best location?
  2. The best way to insure a speedy process for buying your booth is to make sure your organization’s APAP membership is up-to-date, you have purchased a full conference registration, and updated your organization’s staff list. If you want to beat the crowd and get first choice of booth, you can also pursue sponsorship opportunities.

  3. Can I choose my own booth or will APAP choose it for me?
  4. You must select your own booth. If you have questions about location, please call Judy Moore, conference manager, at 1.877.372.3950.

  5. Will I be able to get the same booth every year?
  6. Booths are sold on a first-come, first-served basis. APAP cannot guarantee that you will get the same booth every year. Please check the tier schedule to see when you can purchase your booth.

  7. I want my booth to be located next to or near my colleague. How do I make that happen?
  8. There is no guarantee you will be next to or near your colleague. However, careful coordination and concurrent purchasing when your tier opens will increase the likelihood that you can purchase booths next to one another.

  9. May I share my booth with another delegate?
  10. No. APAP has a strict no booth sharing policy. Only one company per booth is allowed.

Setting Up Your Booth

  1. What equipment is provided with the booths? What if I need A/V equipment?
  2. Each booth is equipped with an 8' high back drape and two 3' high side-draped dividers, a 11" x 17" company name sign, two chairs, one wastebasket, and either two 6' x 36" skirted tables (10' booths) or one 4' table (5' booths). If you are in a 5' booth and would like a second 4' table, please order at the GES Service desk. Exhibitors may bring their own A/V equipment or they may order equipment from PSAV, the Hilton's on-site audiovisual provider. The A/V request form is included in the GES Exhibitor Kit.

  3. Who is the EXPO Hall decorator?
  4. GES is our contracted EXPO Hall decorator. Extra booth equipment such as furniture, hanging hooks, custom-designed displays and shipping services, may be ordered directly from the GES Exhibitor Kit. GES maintains an on-site service booth that is open during EXPO Hall hours and is located just outside the entrance to Americas Hall I on the third floor of the Hilton. Exhibitors may use this service for booth repair or ordering small equipment.

  5. I need electricity in my booth. How do I order it? Who provides electricity to the exhibit booths?
  6. The electricity will be provided through a Hilton vendor called Boomer. This information is provided inside of the GES exhibitor kit link (coming soon). We will provide a link to the portal as soon as it is ready.

  7. How tall may my exhibit be inside my booth?
  8. Your exhibit and furniture may not exceed eight feet in height, nor may you place any exhibit materials in the aisles of the hall. Your display must fit within the dimensions of your booth. All pop-up exhibit furniture may not be any wider than 12 inches and must be placed on the back wall of your booth. Any exhibit display item exceeding 3.5 feet in height must be placed on the back wall of the booth.

Load-In and Load Out

  1. What are the load-in and load-out times?
  2. EXPO Hall Load In
    • Friday, January 6, 9 a.m.-5 p.m.
    • Saturday, January 7, 9 a.m.-1 p.m.
    EXPO Hall Load Out
    • Monday, January 9, 6-9 p.m.

  3. What are the late load-in and early load-out booths?
  4. In Americas Hall I, booths 1400, 1402, 1404, 1404B and 1406 are late load-in/early load-out booths. In Americas Hall II, booths 2400, 2402, 2404, 2408, 2410, 2412 are late load-in/early load-out booths. If you purchase any of these booths, you must load in only on Saturday, January 7 from noon-1 p.m., and load out immediately following the close of the EXPO Hall, 6 p.m., Monday, January 9.

  5. What if I have large or heavy exhibit materials to load-in?
  6. All exhibit materials over thirty pounds must be transported to the EXPO Hall from the loading docks. Drayage charges may apply. Exhibitors are expressly prohibited from utilizing the escalators for oversize or heavy materials to prevent damage to the equipment.

Staffing Your Booth

  1. How do I assign booth badges or purchase additional booth badges?
  2. You must assign and buy booth badges online. After buying a booth, you can log in to your MyAPAPConference page. Click the link for Booth Badge Assignments. Here, you can assign and buy additional badges. See how to manage your EXPO Hall booth and find out more information about our booth badge policy.

  3. Who can I give a booth badge to?
  4. Only staff or the artists you represent are allowed to be given access via a booth badge.

Promoting Your Booth

  1. How will attendees know I’m exhibiting and how will they find me? What free advertising is provided to exhibitors?
  2. All exhibitors are listed in the following conference-related materials:
    • Online EXPO Hall map (when booth is purchased by TBD)
    • APAP|NYC Advance Program (when booth is purchased by TBD)
    • Mobile App (available in November 2016)
    • Printed EXPO Hall map (distributed on-site at registration)

  3. What other advertising or promotional opportunities are available to exhibitors?
    • Program and Showcase Listing Guide
    • Inside Arts member magazine
    • Online at APAP|NYC.org and APAP365.org
    • APAP’s biweekly newsletters (Conference eNews and Spotlights member newsletter)
    • Tote bag inserts
    • APAP|NYC mobile app
    • On-site video wall
    • Online Booth Enhancements
    • View all sponsorship and advertising opportunities.

  4. Are there any email best practices that I should follow when promoting my EXPO Hall booth?
    Replay our three part webinar series on Getting Past the Inbox: Email Marketing to Trigger Opens (and Action) from Busy Presenters for tips on how to get the most out of your email campaigns.

Conducting Business in the EXPO Hall

  1. Can I track who visits my booth?
  2. Exhibitors have the opportunity to track visitors to their booth through lead retrieval. To learn more about or purchase lead retrieval for APAP|NYC 2017, view this information sheet and form.

  3. What is the proper way to do business in the EXPO Hall?
  4. Feel free to visit booths and introduce yourself. Please respect meetings that are taking place in a booth and return after the meeting has finished. You may not conduct business in the aisles.

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Showcases

General

  1. What are showcases at APAP|NYC?
  2. Showcases are a top reason for presenting professionals to attend APAP|NYC. Showcases provide artists, agents and managers the ability to highlight their work to an audience of decision-makers and presenters in a live performance setting. APAP showcases take place at the New York Hilton Midtown and throughout New York City.

  3. How do I attend a showcase?
  4. Wearing your APAP|NYC badge will get you into most showcases. By searching the showcase listings online (available in October) and using the mobile app you will be able to tell which showcases require RSVPs, which are ticketed and which are free.

Planning a Showcase

  1. Why showcase?
  2. You have the potential of reaching an audience of nearly 600 presenting organizations, more than 3,600 presenting professionals and 250 artist companies from around the world at APAP|NYC.

  3. How do I showcase at APAP|NYC?
  4. Showcasing an artist at APAP|NYC takes careful planning months in advance of the conference. APAP does not produce, curate or jury any of the showcases; they all are independently produced by APAP members.

  5. As a first time attendee should I consider producing a showcase?
  6. We suggest that you come to APAP|NYC as a regular attendee your first time to understand and experience all aspects of the conference before you invest the money, time, and effort to produce and promote a showcase.

  7. How far in advance do I need to start thinking about showcasing?
  8. In order to maximize the effectiveness and promotion of your showcases, your decision to produce showcases should be made no later than October 1 of the year prior to the January conference.

  9. What factors should I take into consideration before deciding to produce a showcase?
  10. There are many factors to take into consideration before choosing to produce a showcase. We suggest you ensure your work shows a high degree of artistic integrity, is performance ready and that you can cover all expenses related to your showcase. Please read the whole Guide to Showcasing at APAP|NYC before deciding to showcase.

  11. What expenses do I need to consider in planning for a showcase?
  12. Just a few of the expenses to consider is the cost of your full registration and the cost of the showcase listing itself. Other costs such as space rental, equipment rental, etc. are outside of the purview of APAP. Please read the whole Guide to Showcasing at APAP|NYC before deciding to showcase.

  13. What artists may appear in showcases?
  14. Any artist can appear in a showcase. However, only artists who are APAP|NYC registrants or who are formally affiliated with an APAP member who is registered for APAP|NYC may purchase an official showcase listing. Learn more about APAP membership.

Showcase Locations

  1. Where can I present a showcase?
  2. You can present an APAP showcase in the New York Hilton Midtown or anywhere in and around New York City. View a selected list of possible showcase venues and locations.

  3. How can I showcase inside the New York Hilton Midtown?
  4. All space contracted for showcase space is given on a first-come, first-served basis. To be added to the list for space at the Hilton, please contact Robert Baird at robert@bairdartists.com.

  5. What is a VIP Hospitality Suite and can this space be used for showcasing?
  6. APAP offers conference sponsorship opportunities that include access to VIP Hospitality Suites on the 4th Floor of the New York Hilton Midtown. Many sponsors choose to use these rooms for showcasing or welcoming clients. Learn more about APAP|NYC sponsorship and VIP Hospitality Suites or contact Megan Redmond at mredmond@artspresenters.org.

Showcase Dates and Times

  1. On which day should I schedule a showcase?
  2. The most popular dates for showcasing are Saturday and Sunday evenings. Many showcases are performed multiples times in order to offer presenters and other conference attendees with as many opportunities as possible to see an artist's work. Many showcase producers try to schedule showcases outside of established EXPO Hall hours.

  3. How long should the showcase be?
  4. There is no single answer to this question, but it is strongly recommended showcases last not longer than an hour or one set. The length of your showcase should be made clear in all your promotions.

Promoting My Showcase

  1. How can I promote my showcase before APAP|NYC and onsite?
  2. When promoting your showcase, do NOT send generic mass mailings about your showcase without doing your research first. Make sure your emails and phone calls are targeted to presenters with a strong venue and programmatic match (Replay our three part webinar series on Getting Past the Inbox: Email Marketing to Trigger Opens (and Action) from Busy Presenters for tips on how to get the most out of your email campaigns.) Utilize social media and if you are an exhibitor, promote your showcase at your booth. You can increase your visibility by purchasing and publishing a showcase listing, tote bag inserts, digital advertising in our conference e-newsletter or print advertising in Inside Arts. Learn more about sponsorship and advertising here.
     
    You can increase your visibility by purchasing and publishing a showcase listing as well as well as considering the following advertising options:
    • Program and Showcase Listing Guide
    • Inside Arts member magazine
    • Online at APAPNYC.org and APAP365.org
    • APAP’s biweekly newsletters (Conference eNews and Spotlights member newsletter)
    • Tote bag inserts
    • APAP|NYC mobile app
    • On-site video wall

    View all sponsorship and advertising opportunities.

  3. How much does it cost to purchase and publish a showcase listing?
  4. A showcase listing is $70 per unique showcase title. What that means is that you can list multiple performances of the same showcase title, all included in the $70 price. For each distinct showcase title, you must purchase a separate $70 showcase listing.

  5. How does APAP assist in publicizing a showcase?
    You can do via the online showcase management system. Visit our showcase help center for tutorial videos, instructions and even more FAQs. The deadline to submit showcase information for inclusion in the printed Showcase Listing Book is Friday, Nov. 18 at noon (EST). Listings purchased after this date will appear in the mobile app and online, but not in the printed book.

  6. Can I require reservations be made for my showcase, so that I know who's coming?
  7. Yes, but if you require reservations, you MUST list a contact person, phone number or email address in your official showcase listing. In lieu of requiring tickets or reservations, you can purchase a lead retrieval device to capture the names and contact information of attendees at the door.

  8. Are there any email best practices that I should follow?
    Replay our three part webinar series on Getting Past the Inbox: Email Marketing to Trigger Opens (and Action) from Busy Presenters for tips on how to get the most out of your email campaigns.

  9. Can I track who attends my showcase?
    Showcasers have the opportunity to track attendees to their showcase through lead retrieval. To learn more or to order lead retrieval for APAP|NYC 2017, view this information sheet and form.

More

  1. Do I have to be an exhibitor and have a booth in the APAP|NYC EXPO Hall to produce a showcase?
  2. No, you do not need to be an exhibitor to produce a showcase.

  3. If I find an APAP member who is willing to include my work in their showcase, what questions should I ask and what services or expenses should I anticipate?
  4. Each performance is different and each producer has different requirements. Review our Guide to Showcasing at APAP|NYC and make a list of all questions and expenses and be sure to ask what is provided and what you will need to provide for yourself. APAP does not produce or curate any showcases and will not be able to answer this question for you.

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Policies

  1. EXPO Hall policies
  2. Attendee Code of Ethics
  3. Cancellation policy
  4. Substitution process and policies

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