2021 MRO Americas Exhibitor Resources

Welcome to the MRO Americas 2021 Exhibitor Resource Center. We are so excited to be able to meet again in person! Please make sure that you read through the items below carefully and be sure to download the Exhibitor Manual. There are some changes to display rules, deadlines and policies in accordance with Informa’s AllSecure standards for the health and safety of all of our attendees.

In making the safety, health and security of our attendees the highest priority, more time will be needed to secure catering, stand approvals and other exhibitor services. We are working closely with Freeman, The Orange County Convention Center and all of our service partners to meet the highest standards and we appreciate your help and cooperation.

Quick links for ordering — most items are available to order via either Freeman Online or the OCCC Exhibitor ordering system. For all other forms, and ordering information, please see the bottom of this page.

Show Schedule

Exhibitor Move-In

Saturday, April 24

Sunday, April 25

Monday, April 26

Tuesday, April 27


1:00 PM - 7:00 PM

8:00 AM - 8:00 PM

8:00 AM - 6:00 PM

8:00 AM - 9:30 AM


600 sqft and larger

All Exhibitors

All Exhibitors

All Exhibitors

The exhibition will be open for visitors

Tuesday, April 27

Wednesday, April 28

Thursday, April 29


10:30 AM - 5:30 PM

9:30 AM - 5:30 PM

9:30 AM - 1:00 PM

Registration Hours 
(Registration will take place in S220 Lobby)

Monday, April 26

Tuesday, April 27

Wednesday, April 28

Thursday, April 29



8:00 AM - 5:00 PM

7:30 AM - 5:30 PM

7:30 AM - 5:30 PM

8:00 AM - 4:00 PM

Exhibitor Breakdown

Thursday, April 29

Friday, April 30


1:00 PM - 9:00 PM

8:00 AM - 2:00 PM

Service Provider




Freeman AV

Mimi Ton
[email protected]
Phone: +1 214.333.1817
Fax: +1 469.621.5601

Online at:www.freeman.com

April 2, 2021

Booth Plans/Design

Submit Booth Plans All island and/or 10 x 20 or larger booths must submit their design to Allison Gold at[email protected]or https://fs2.formsite.com/AW-Events/form91/index.html

March 5, 2021



Official contractor must be used


Centerplate Exhibitor Booth Catering 

Phone: +1 407.685.5562
Fax: +1 407.685.9859
[email protected]

March 2, 2021


Submit your information 


For more information/questions:
Anita Joyce Wright, Associate Manager, Events
+1 718.730.3192 
[email protected]


March 5, 2021



For more information/questions: Anita Joyce Wright, Associate Manager, Events +1 646-392-7864[email protected]

March 5, 2021

OCCC Services

Official contractor must be used

  • Electricity
  • Aerial rigging labor and lighting Water
  • Plumbing
  • Compressed air
  • Natural and LP gas
  • Cable TV services


OCCC Exhibitor Services Coordinator: Wanda Thomas

Direct Phone: (407) 685-1507
Contact Email:[email protected]
Order Online: www.occc.net/exhibitor
Order Via email: [email protected]
Fax: (407) 685-9884

Mail: OCCC Exhibitor Services
9860 Universal Blvd.
Orlando, FL 32819-8199

If not ordering OCCC services online, please complete all applicable order forms and the required OCCC Method of Payment form. Orders without an OCCC Method of Payment form will not be processed.


April 2, 2021

Freeman Services

  • Rental Exhibits
  • TotalFlex
  • Structural Integrity
  • Cleaning
  • Audio Visual
  • Furniture
  • Furnishing Essentials
  • Accessories
  • Carpet
  • Transportation
  • Material Handling
  • Outbound shipping
  • Signs & Graphics
  • Graphics
  • Fabric Solutions
  • Installation and Dismantle
  • Hanging Sign Labor
  • Chain hoist/truss/sign equipment



To place online orders, you will be required to enter your unique Username and Password. If this is your first time to use FreemanOnline, click on the "Create an Account" link.

If you need assistance with FreemanOnline, please call our Exhibitor Support Department at (888) 508-5054 Toll Free US and Canada or
+1 (512) 982-4186 Local and International.

[email protected]


April 2, 2021

Internet & Telephone 

SmartCity Networks

official contractor must be used


Order online at:

Call (888) 446-6911 
Email: [email protected]
Or fax order to (702) 943-6001

April 2, 2021

Lead Retrieval

Capture Technologies

official contractor must be used


Phone: 973.890.7600 ext. 117
Email:[email protected]


Order Online


April 2, 2021



Coming soon



Warehouse Shipping Address:
Exhibiting Company Name / Booth #
MRO Americas
C/O Freeman
1601 Boice Pond Rd
Orlando, FL 32837

Show Site Shipping Address:
Exhibiting Company Name / Booth #
MRO Americas
Orange County Convention Center
C/O Freeman
9899 International Dr
Orlando, FL 32819


March 24 - 

April 16, 2021

Shipments can be
received beginning
April 24 at 12:00 p.m.


All contractors, suppliers, and vendors are required to complete the EAC form https://fs2.formsite.com/AW-Events/form58/index.html

Upon arrival at the convention center, security will provide bracelets to all contractors that have completed the EAC forms.

Exhibitor Event Badges

Go to the Register button at the top of this page to register your team. Exhibitors who would like to attend conference sessions may also purchase discounted conference/session badges by choosing either Exhibitor All Access or Exhibitor/Individual Sessions. You will need a promotion code in order to receive your discount, please contact Virginia Gongora to get the code at + or [email protected]

Booth personnel is unlimited at the MRO events. 

Please refrain from setting meetings and inviting customers to your booth during set-up hours. They will not be permitted in the exhibit hall with visitor badges.

Registration/Badge Pick-up

(Registration will take place in S220 in the south concourse)

Monday, April 26 8:00 AM - 5:00 PM
Tuesday, April 27 7:30 AM - 5:30 PM
Wednesday, April 28 7:30 AM - 5:30 PM
Thursday, April 29 8:00 AM - 4:00 PM


Booth Equipment

Each 10' x 10' booth will be set up with 8' high gray and blue back drape and 3' high gray side dividers. Booths 300 sqft or less will receive a one-line identification sign. Booths larger than 300 sqft may receive a one-line identification sign upon request.

Please Note: Masking Drape is required for all unfinished booths; payment is the responsibility of the exhibiting company. Please see the Furnishings Brochure and Order Form for more information.

Back Drape Color


Aisle Carpet

Please note that aisles will NOT be carpeted due to Informa’s AllSecure measures; however, ALL BOOTHS will require carpeting. Please refer to the Carpet Brochure and Order Form.

If you need any further explanation, please contact [email protected].

All booth designs for MRO Americas are required to adhere to IAEE guidelines. Below, is a summary of those guidelines. All exhibits must comply with the standard (IAEE) Guidelines for Display Rules & Regulations. Please refer to the Display Rules & Regulations if you are not familiar with them.

All island and/or 10 x 20 or larger booths must submit their designs using this link:
https://fs2.formsite.com/AW-Events/form91/index.html or emailed to Allison Gold at [email protected]. The deadline for design submissions is March 5, 2021.

You may download the display rules for MRO Americas here.


OCCC is the official provider of all rigging services. To ensure your and our safety and ours, third-party rigging is strictly prohibited.

Hanging banners are only permitted for island booths. Maximum height allowance is 16ft (4.88m); variance to 20ft (6.10m) can be issued by show management.

Rigging requirements and plot diagrams should be submitted for approval a minimum of twenty one (21) days in advance of the event. Approval of onsite rigging requests and changes are subject to availability of personnel.

Rigging can be ordered through the OCCC downloadable form or via the online ordering system.

Multi-story Exhibits

Multi-story Exhibits require prior approval by the OCCC fire marshal AND show management and will have additional fees applied. Please make sure to supply:

  1. Amended booth contract to include multi-level and applicable payment.
  2. All exhibits must comply with the standard (IAEE) guidelines for display rules & regulations. Please refer to the display rules & regulations if you are not familiar with them. All Island and/or raw-space booths must submit their designs via https://fs2.formsite.com/AW-Events/form91/index.html The deadline for stand design submissions is March 05, 2021.
  3. Completed booth application for fire marshall. You may request this form from Allison Gold ([email protected] or +1 718.501.7675)
  4. Maximum height allowance is 16ft (4.88m); variance to 20ft (6.10m) can be issued by show management.

Exhibitor is required to carry property and liability insurance in amounts sufficient to cover any losses or liabilities exhibitor may incur in connection with the Show, including without limitation, due to damage or loss to exhibitor's property or injury to the person and/or property of others. Notwithstanding the foregoing and except as otherwise provided in the Exhibitor Resource Center, at all times that exhibitor has access to the Show grounds, exhibitor shall maintain at a minimum the following insurance from an insurance company rated B+ or above by A.M. Best Company (or equivalent insurance rating agency):

General commercial liability insurance, including contractual liability and advertising injury coverage, with a minimum liability limit of not less than $1,000,000 combined single limit per occurrence and $2,000,000 aggregate.

Exhibitor's policy should add Informa Media, Inc. and Informa Business Media, Inc. and their respective affiliates, the applicable Show facility, and/or any other official exhibitor service contractor as additional insureds.

By executing the Agreement, exhibitor represents and warrants that it has all such
insurance in effect and that it shall maintain all such insurance at least through exhibitor's occupancy of the exhibit space and the Show facility. If requested by Show Management, exhibitor shall provide a certificate of insurance evidencing the required coverage.

Your COI must include the following:

  • Producer: Exhibitors Insurance company & their address:
  • Insured: The exhibitor & their address:
  • Contact info
  • Insurer(s) affording coverage: See requirements above
  • Type of Insurance
  • Policy number
  • Effective Dates: Must include all move in and move out days
  • Limits
  • Description of Operations/ Locations/ Vehicles: Additionally Insured: Must include Informa Media, Aviation Week Network, Freeman (general contractor), and the Orange County Convention Center, their agents, directors, and employees
  • Certificate holder / address of certificate holder: Informa Media
  • Authorized Representative Signature

The Certificate of Insurance can be submitted via the EAC form, or sent directly to [email protected].

Sample Insurance Certificate

As the official service contractor, Freeman is the exclusive provider of freight services. Material handling includes unloading your exhibit material‚ storing up to 30 days in advance at the warehouse address‚ delivering to the booth‚ the handling of empty containers to and from storage‚ and removing of material from the booth for reloading onto outbound carriers. It should not be confused with the cost to transport your exhibit material to and from the convention or event.

You have two options for shipping your advance freight — either to the warehouse or directly to show site.

Warehouse Shipping Address:

Exhibiting Company Name / Booth #
MRO Americas
C/O Freeman
1601 Boice Pond Rd
Orlando, FL 32837

Freeman will accept crated, boxed or skidded material beginning Wednesday, March 24, 2021 at the above address. Material arriving after April 16, 2021 will be received at the warehouse with an additional after deadline charge. Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108" H x 93" W. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 3:30 PM. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054.

Show Site Shipping Address:

Exhibiting Company Name / Booth #
MRO Americas
Orange County Convention Center
C/O Freeman
9899 International Dr
Orlando, FL 32819

Freeman will receive shipments at the exhibit facility beginning Saturday, April 24, 2021. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. If required, provide your carrier with this phone number: (888) 508-5054.

Centerplate, the official food and beverage provider at the Orange County Convention Center, has put together a thoughtful collection of items and clearly defined protocols for stand catering. The new menus and order form are available in the Exhibitor Resource Center.

When planning your stand catering please keep the following show policies in mind:

  1. If you are planning any kind of reception in your stand, social distancing is a priority. All receptions need to be approved by show management to ensure that there is adequate space and traffic flow. We will work with you to make sure that receptions are planned in accordance to show safety requirements. For stand reception approvals, please contact [email protected] and [email protected].
  2. All Food and Beverage brought on premise must be purchased through and prepared by Centerplate. In order to maintain our AllSecure standard for health and safety, we will not be able to issue catering waivers or exceptions.
  3. In keeping with health and safety requirements, most edible items will be pre-packaged and/or distributed by a representative from catering.
  4. Centerplate Catering DOES NOT supply tables, countertops, sneeze guards nor electrical requirements for your booth. You must order these services through the OCCC or Freeman.
  5. A Booth Attendant is required to distribute most food products to your guests, this includes cookie ovens and popcorn machines.
  6. Bartenders will be wearing masks, gloves and require a plexi-glass barrier. No outside bartenders are permitted. Exhibitors may not serve alcohol without a CenterPlate provided bartender.
  7. Water coolers will not be available. However, there are bottled water options.
  8. Order Early! In order to accommodate all necessary protocols, please place catering orders 60 days in advance of show opening. This will allow Centerplate to ensure orders will be fulfilled to your specifications.

For more information and helpful hints on post-show procedures and move-out, please go to www.freeman.com/PostShowFAQ

At the close of the show, after the aisle carpet has been rolled and picked up, all empty containers will be returned to exhibitors. The time it takes to return all empty containers will vary, and may take several hours, depending on the size of the show. Please arrange your travel accordingly.

Exhibitor Move-Out

Thursday, April 29 1:00 PM - 9:00 PM
Friday, April 30 8:00 AM - 2:00 PM

Dismantle and Move-Out Information

All exhibitor materials must be removed from the exhibit facility by Friday, April 30, 2021 at 2:00 p.m. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Friday, April 30, 2021 at 12:00 p.m.

Post-Show Paperwork and Labels

Our Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement and labels in advance. Complete the Outbound Shipping form and your paperwork will be available at show site. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show.

Excessive Trash and Booth Abandonment

Any excessive trash which consists of display materials, carpet, padding, crates and/or pallets will be disposed of and charged both a handling fee and disposal fee during exhibitor move-in. Excessive booth materials and/or literature left in the booth at the end of the published exhibitor move-out that is not labeled for an outbound shipment will be considered abandoned and deemed as trash. The exhibitor will be charged for the removal and disposal of these items. Charges may include Installation & Dismantle Labor, Forklift/Rigging Labor, and/or Dumpster Fee. Please call our Exhibitor Support Department at (888) 508-5054 for a quote.

The following policies have been put in place to maintain a safe and healthy environment for all attendees.

When you Arrive on Site

  • You can pick up a bracelet for set-up, and then pick up your badge during registration hours.
  • Exhibitors and stand-builders that need to unload at the loading dock will be directed to the marshalling yard. 

Physical/Social Distancing

  • All event activities should take place with social/physical distancing in mind.
  • Please keep a 4-6-foot distance between yourself and other attendees.
  • Avoid handshakes and embraces as greetings, and avoid sharing printed business cards
  • Take advantage of event technology! Use the MRO Event app to connect with other attendees, find exhibitors and get the latest event information
  • Floorplans have been adjusted, aisles have been widened and considerations have been made in the event setup to allow for adequate crowd distribution
  • All booth activities (meetings, receptions, demonstrations, etc.) should accommodate for social distancing. We request that you staff your booth to not exceed 2 booth personnel per 10 x 10 space at any one time. 

10x10 = 2
10x20 = 4
20x20 = 8
20x30 = 12
20x40 = 16
20x50 = 20  

  • Meeting areas, furniture in your booth should be arranged to accommodate a safe physical distance between booth personnel and tradeshow visitors.
  • Take advantage of event technology
  • Use lead retrieval for contact-free scanning of attendee badges to effectively follow up on leads from the event!
  • Connect with attendees through the MRO Event app and post regularly in the activity feed. 

Booth Activities

  • Please limit physical giveaways at the booth to avoid high touch points
  • Exhibitors are encouraged to ship to the advanced warehouse in order to more manage freight processing in a more controlled environment.
  • Consider touchless (electronic and digital) alternatives to engagement, collateral material and giveaways 

The Stand Catering/Receptions
When planning receptions or catering at your booth, please consider the following:

  • All receptions are limited to after 1 pm and must have approval from show management. There must be adequate space in or near your booth to host a reception
  • Outside catering is STRICTLY PROHIBITED at this event. Waivers will not be granted and all food and beverage must come from the Official supplier: Centerplate. 

Avoid lines!! Exhibitors may collect badges on setup days to avoid crowds and allow for easy access to the hall before the show open

Please come prepared with your barcode confirmation ready to display on your mobile device.

Registration Hours:
Avoid the crowds pick up before show days!
Monday, April 26 8:00 AM - 5:00 PM
Tuesday, April 27 7:30 AM - 5:30 PM
Wednesday, April 28 7:30 AM - 6:30 PM
Thursday, April 29 8:00 AM - 1:00 PM 

Show Hours:
Tuesday, April 27 10:30 AM - 5:30 PM
Wednesday, April 28 9:30 AM – 5:30 PM
Thursday, April 29 9:00 AM – 1:00 PM 


  • All Attendees will need to wear masks or face coverings for the duration of the event.
  • Individual(s) should wash their hands before putting on a face covering.
  • Additional hand sanitizing stations have been added to lobby areas and near Food and Beverage outlets.
  • Wash your hands often! Especially when you’ve been in high touch areas like on escalators, in elevators or seating areas.
  • Public self-serve water stations with any touch point will not be available.
  • Stand cleaning is available from Freeman
  • We request that you regularly disinfect your stand throughout the event
  • Please remove waste regularly in designated bins and through pre-ordered stand cleaning services 

Health Checks 
Show management is closely monitoring the advice from local health authorities on screening participants and we will follow that guidance. This may mean we use contactless temperature screening to identify anyone who has a high temperature. Anyone who presents a high temperature will be denied entry to the event and appropriate medical attention will be offered.

  • Attendees showing symptoms will be asked to leave the venue or be evaluated by our on-site medical team.
  • If you are not feeling well, or are beginning to show symptoms, please do not come to the event.
  • If you begin to feel unwell at the event, on-site medical personnel are available to assist. Please contact the nearest Aviation Week, OCCC, or security staff personnel to be directed to the medical team.
  • Exhibitors and stand-builders in the hall during setup hours will be expected to adhere to temperature screening.
  • High contact touch points such as tools, equipment, materials should be sanitized regularly.
  • Additional PPE including gloves, face shields are recommended.   

Go with the Flow (of traffic)

  • One-way aisles may be implemented within the exhibition hall, on the concourse and/or at registration to minimize physical contact and bottle necks.
  • Entrance Only and Exit Only doors will be implemented.
  • Attendees are discouraged from gathering at entrances and causing traffic jams.
  • f an entrance is crowded, please take advantage of a lobby networking area until the crowd disperses, and entrances are clear.
  • Time your visit carefully. 
  • Food and Beverage Areas 
    New practices and policies are in place including:
  • 3 Ply Surgical Masks & Gloves for all Staff
  • New, Targeted Cleaning Solutions
  • Expanded Sanitizer Stations
  • Increased Cleaning Schedule
  • Elevated Training for all Team Members
  • Employee Wellness Screening Upon Arrival•
  • Freedom Pay
  • Point of Sale Barriers
  • Wrapped Silverware
  • PC Condiments
  • Outdoor Seating Options 

Conference Delegates

  • Arrive at sessions early to avoid lines.
  • Attendees will be admitted to all sessions through the use of contactless badge scanning.
  • Attendees will be asked to clear all conference rooms after sessions have finished for cleaning to take place. Please help us expedite this process by exiting rooms at the end of sessions.
  • Seating will be limited to allow for adequate distancing.
  • All social distancing measures and protocols are also expected during conference sessions including the wearing of masks and spacing between seating.  

Code of Conduct  

Health and Safety Protocols 

Local Information and Resources
Orange County, Florida Government Executive Orders
City of Orlando COVID-19 Update
Visit Orlando Healthy Travel & Reopening Information
Orlando International Airport COVID-19 Operational Update
State of Florida Information Links

The conference and exhibition will take place as a live event for those who are able to travel to Orlando, FL. However, we are aware that some attendees and exhibitors will not be able to attend in-person.

Every exhibitor that has a booth at the live event will have a digital listing on the virtual platform and in the event app for no additional cost. Virtual meetings will take place May 4-5. 

The hybrid event model brings the physical event into a digital universe enabling:

  • Both digital-only and physical pass holders will access a single platform for networking with each other. Message and arrange meetings with anyone of interest to you, whether they are in Orlando or at their desk remotely.
  • For conference attendees: Live content AND on demand viewing. All sessions will be live streamed and recorded. So attendees of the physical event can see ALL the sessions and speakers they may have missed during the event. And digital attendees can choose to watch sessions and speakers as they happen – or at a time that suits them.

What does this mean for exhibitors?

Live Event Benefits

  • Exhibitors can use the GRIP app on-site to find attendees and exhibitors
  • Exhibitors meet and network through physical booths and meetings
  • Exhibitors can schedule follow up meetings for virtual week 

Included Virtual Benefits

  • Exhibitor listing with all booth staff listed on the virtual platform
  • Booths are set up by Aviation Week using exhibitor profile data from program book 
  • Exhibitor reps will be assigned to the booths (same staff that registered for live)
  • Enhanced Networking:
    • 2 weeks prior – Explore attendees- begin to set up meetings and establish connections. Appointments can be set for in-person meetings the week of the live event
    • Week after – May 4-5 Connect with all attendees via the virtual platform.
    • Opportunity to gather additional leads by networking with virtual only audience as well as the live attendees that now migrate to the virtual platform
    • Arrange follow up meetings with the leads you make on site during the virtual week

Downloadable Forms and Documents