Exhibitor Resources & FAQ


exhibit presentationThe Exhibitor Resource Center is designed to assist you in all phases of planning for your exhibiting experience at the NPF. All information from marketing and hotel accommodations to the onsite contractor services can be found in this section.

If you still have question please use the contact form located at the bottom of the page to Contact our Exhibits Department.

Exhibitor Resources

Bulletin #2 - Final Bulletin

NPF Logos


Promote your participation at the NPF by utilizing the NPF logo.

Download NPF Logo Pack


Bulletin 1


Bulletin 1 provides exhibitors with the general information to plan your 2017 NPF booth and event. Download a copy of Bulletin 1 for your records.


Complimentary Exhibit Hall Pass


Complimentary Guest Passes are provided to exhibitors who would like to distribute them to their customers to attend the Exhibition. It's your opportunity to showcase your products and services to customers and potential customers at the 2017 NPF in Baltimore, MD, May 21-24, at no charge. To request a Complimentary Free Pass to send out to your customers, please email Mary Guthrie at mguthrie@npf.org or Laurie Woodhams at lwoodhams@npf.org.


Enhance Your Exhibiting Experience


To maximize your exhibiting experience, take advantage of advertising and sponsorship opportunities.


Exhibiting / Show Hours



  • Saturday, May 20, 2017 – 8:00 am – 5:00 pm
  • Sunday, May 21, 2017 – 8:00 am – 5:00 pm
    (All exhibits must be set by 5:00 pm on Sunday, May 21st to facilitate cleaning of the Exhibit Hall)


Show Hours

  • Monday, May 22, 2017 - 9:30 am – 4:00 pm
  • Tuesday, May 23, 2017 - 9:30 am – 2:00 pm; 5:00 pm – 6:30 pm
    (Exhibits will close from 2:00 pm – 5:00 pm and reopen from 5:00 pm – 6:30 pm for the Exhibitor Reception)
  • Wednesday, May 24, 2017 - 9:00 am – 12:00 pm
    (Note: Attendee lunch will be held in the exhibit hall Monday and Tuesday from 12:00 pm – 1:30 pm)



  • Wednesday, May 24, 2017 – 12:00 pm – 8:00 pm
  • Thursday, May 25, 2017 – 8:00 am – 5:00 pm


Exhibitor Catering


Should your company require any catering for event functions, please reference the Baltimore Catering Brochure for your available choices.


Exhibitor Housing


Exhibitor Housing is now open! We have heard that there are unauthorized vendors trying to secure room reservations from exhibitors for the 2017 NPF, but please be assured, these are not authorized hotels and may result in misinformation, non-guaranteed reservations, higher fees upon check-in and lost room deposits.

Please book your hotel stay through official NPF channels by signing in to our website at http://registration.npf.org/login with the username emailed to you and select the Manage Exhibitors link on the top left of your profile page. Any changes can also be made online simply by signing back in to our web site with your username and password and going back into the Manage Exhibitors section. If you have any trouble, please contact Laurie Woodhams at lwoodhams@npf.org.


Exhibitor Manual


The Exhibitor Service Manual (FreemanOnline) is now available and contains rules, regulations and general information, plus various order forms for services exhibitors my need during installation and dismantle.


Exhibitor Registration


Exhibitor Registration is provided for four individuals pre 10’x10’ booth space.  This registration entitles exhibitors entry into the exhibitor hall during installation, exhibition and dismantle hours as well as all business sessions.  Note: each exhibitor must have a badge to gain access to the general sessions or educational sessions. 

To register your personnel, visit the NPF Registration Website at registration.npf.org and sign-in with the username and password provided to you via email. Select the Manage Exhibitors link on the top left of your profile page to register your personnel.  If you have already gone online to reserve hotel reservations for your personnel, this will also register them for exhibitor badges.  Exhibitor registration should be made by May 1, 2017. 

Registrations after May 1st will need to be made onsite at the registration desk inside the 2017 NPF Exhibit Hall at the Baltimore Convention Center which will open to exhibitors on Saturday, May 20th at 8:00am.


Rules & Regulations (NPF / Baltimore)


The NPF rules and regulations are written to provide all exhibitors an equal opportunity to present their product in the most effective and professional manner. 


The Baltimore rules and regulations are provided to exhibitors for guidance in displaying their products.


Important Deadlines


The important deadlines for the 2017 NPF are published to enable you to take advantage of all discounts and to make sure you meet all deadlines. Download a copy of the Important Deadlines Listing for your reference.


Meeting Room Requests


Hospitality Suites are available and may be reserved through Judy Clear at the NPF Headquarters at (703) 293-2317. Note: Hospitality functions are not permitted during National Postal Forum Education Sessions.

The National Postal Forum monitors closely the requests from companies for hospitality suites in an effort to encourage exhibitors to use the suites during non-official function hours, to discourage official function hours use, and to discourage non-exhibiting companies from utilizing a hospitality suite for business purposes and product demonstrations.

If you need a meeting room for special meetings, please complete the Meeting Space Request Form and send the completed form to NPF at meetings@npf.org. Download a copy of the Meeting Space Request Form here.


New Product Listing


New product listings give exhibitors an opportunity to showcase their new products in the Program/Exhibit Hall Guide.  New Product information can also be distributed in a press release prior to the Forum.

Download a copy of the New Product Form and submit it to NPF by the deadline to take advantage of this opportunity.


Non-Official Contractor


Download a copy of the exhibitor Non-Official Contractor Form if you are using an outside contractor to set your booth.  Please be sure to review the NPF rules and regulations for non-official contractors located on the contractor form.


Pre-Show Mailings


As an value-added service, exhibitors may promote their products and services to NPF attendees through pre-show mailings.  The National Postal Forum must approve all promotional pieces in advance.  Promotional items must tie-in the company's participation and products being displayed  at the National Postal Forum.  Promotional mailings may be scheduled to drop as early as April 28, 2017.  Exhibitors may mail to Mailing Industry Attendees, USPS and/or Exhibitors.  The charge to mail to the pre-event mailing list is a flat fee of $500 to the NPF.

Please contact Mary Guthrie at 703-293-2313 or mguthrie@npf.org with inquiries and for quotes for printing and processing.


Press List


In order to facilitate your company's maximum exposure, the NPF press list with contact names and addresses has been posted to the NPF website.  We encourage you to send press releases to these contacts concerning new product development and changes within your organization.  The press list is not the registered press list for the Forum.  A registered press list will be distributed onsite at the National Postal Forum in 2017.  You can download the NPF Press List here.


Speaking Opportunities


Speaking opportunities for the 2017 NPF have been selected.  The call for papers for the 2018 NPF in San Antonio, TX will open after the 2017 NPF.


Exhibitor FAQ

Where is the 2018 National Postal Forum?

The 2018 NPF Forum will be held at the Henry B. González Convention Center in San Antonio, TX, May 6-9th.

Will there be other costs to exhibitors associated with exhibiting?

Yes. The NPF has selected The Freeman Companies as the official decorator for the Forum. Costs for booth furnishings, electrical, drayage, etc. will be additional. Please refer to the Freeman Service Manual soon to be accessible on this website.

When will I receive confirmation on my hotel reservation?

Confirmation for hotel reservations will come directly from the hotel. Once your registration is processed and your reservation sent to the hotel, the hotel will send out your confirmation. You may also call the hotel directly to confirm your reservation after they have processed it.

Where and when do I pick up my badge?

Registration, located inside the Henry B. González Convention Center opens on Saturday, May 5th, 2018, at which time exhibitors can pick-up their badges.

When and where is the next National Postal Forum?

The National Postal Forum will be held May 6-9, 2018 at the Henry B. González Convention Center in San Antonio, Texas.

What is the address and phone number of the hotel where I have requested a reservation?

Look under the "Register & Attend" menu and choose Hotels & Travel tab for Hotel Information.

What is included in the cost of exhibit space?

  • Exhibitors receive the following per 10'x10' space rented:
  • Standard booth equipment : 8' high back drape, 3' high side drape, one identification sign.
  • Four exhibitor badges that allow access to the Exhibit Hall, NPF Sessions and Networking Receptions.
  • Complete company and product listing in the on-site Program/Exhibit Hall Guide, distributed free to all attendees.
  • Complete company and product listing in the online expo.
  • Complimentary Exhibit Hall passes for exhibitors to distribute to customers.
  • Special discounted rates on advertising in the on-site National Postal Forum Program/Exhibit Hall Guide.
  • Sponsor and Co-Sponsor opportunities.
  • Access to registered attendee mail list for exhibitor promotions.
  • Exhibit Hall-only time for attendees.
  • Opening reception.
  • Upgraded show floor promotions to increase traffic flow.
  • Consultation Center located to build exhibit floor traffic.
  • 24-hour security service.
  • Refreshments, coffee and other beverages available daily in Exhibit Hall.

How many attendees come to the National Postal Forum?

An average of 3,500+ people attend the National Postal Forum. Over 85% of these attendees are potential buying customers with the mailing industry. Approximately 2,200 are mailing industry participants, who represent publishing, banking, insurance, mailing houses, presort, utilities and advertising companies. An additional 1,000 attendees represent exhibiting companies and 300 are USPS representatives.

How is space assigned?

Booth space is assigned on a first-come, first-assigned basis.

Contact the Exhibits Department