Sponsor & Exhibitor Frequent Asked Questions
Important Planning Deadlines
General Contractor / Decorator (Shepard)
Exhibitor Portal Login
First Advanced Warehouse Delivery: Monday, August 17
Custom & Standard Rental Discount Deadline: TBA
Last Warehouse Delivery, no fee: Tuesday, September 8
Last Warehouse Delivery, with fee: Friday, September 11*
*Date indicated is last day freight can arrive to advanced warehouse with guarantee of delivery to booth for exhibitor move-in.
First Day Freight Can Arrive at Event Site: Tuesday, September 15, 2026 | 8:00am
Other Services
Lead Retrieval Discount Deadline: Wednesday, August 19, 2026
AV Order Discount Deadline: September 10th
Internet / Electric Discount Deadline: TBA
Floral Deadline:Â Floral Information Coming Soon
Web Listings
How do I Update My Company's Web Listing (Logo, Description, Links, etc)?
Log into the Exhibitor Resource Center to update any information for your company or booth profile. The link for the ERC will be in the email sent directly from Map Your Show. If you need the login email resent or having trouble logging in, contact rachel@aeecenter.org.
What do I do if My Logo Will Not Upload?
You can email any assets directly to rachel@aeecenter.org.
Speaking Opportunities
How do I Submit an Abstract to Present a Technical Session?
Programs are typically finalized 4 months prior to the event, but please reach out to the Speaker Coordinator for remaining available opportunities.
caroline@aeecenter.org
How do I Sign Up for an Expo Hall Forum Presentation?
Expo Forum Presentation opportunities are on a first come-first served basis, with a spot reserved for the Host Sponsor.
Contact Kristen Creel for more information.
kristen@aeecenter.org
How does My Company Present at the Innovative Technology Breakfast?
You must be an Innovative Technology Breakfast sponsor in order to have a speaking role at the breakfast. This event is always very well attended and a great way to get a more commercial-based presentation in front of the AEE World audience.
Contact Kristen Creel for more information.
kristen@aeecenter.org
Travel
What is the Name and Address of the Convention Center?
Orange County Convention Center - West Concourse
9800 International Drive
Orlando, FL 32819
Main Number: 407-685-9800
Toll Free: 1-800-345-9845
Visit their website for directions, Rideshare instructions, and public transportation / parking information.
Are there Discounted Hotel Room Blocks for this Event?
Yes! AEE has partnered with several hotels, and the information can be found here. We encourage all attendees to book directly through our partner hotel links. AEE does not recommend using 3rd party sites to make hotel reservations. By using our partner hotels, you are not only guaranteeing quality accommodations, but you are also helping support this and future AEE events - Thank You!
When is the Cut-Off for Securing the Discounted Rates?
Rosen Plaza -August 21, 2026
Rosen Center - August 21, 2026
Hyatt Regency Orlando - August 21, 2026
Tru by Hilton - August 28, 2026
Castle Hotel -Â August 28, 2026
Which Hotel is Closest to the Convention Center?
Here, you will find a campus map with the partner hotels noted. The only hotel not listed on this map is the Castle Hotel, which is a little farther out.
AEE World will be held in the West Building of OCCC, which is Number 1 on the linked map. There is a skybridge from the Rosen Plaza, Hyatt Regency, Rosen Centre. The Rosen Centre skybridge will be the farthest walk from the Expo Hall, which is WD2.
Exhibitor Materials / Services
Where do I Order Booth Materials (Carpet, Table, Chairs, etc)?
You will order through our general contractor, Shepard. You will receive a login email directly from Shepard to access their exhibitor portal, which will have all the information you need to place your order. If you have used Shepard for a previous event, make sure the correct show is selected, at the top right of the page.
ExhibitorPro Login
Can I Provide My Own Materials?
You are more than welcome to provide your own table(s), chair(s), and floor covering, along with any other materials you would like in your booth.
Please note, floor covering is required. If you are providing your own, please let Rachel or Kristen know so Shepard can be informed.
Any booths without floor covering (and without prior knowledge of providing own flooring) on Wednesday, September 16th, at 9:00am, will be carpeted by Shepard, at the exhibitor's expense.
Where do We Ship our Booth Materials?
We completely understand the rising costs of expo participation and would like to protect your investment to the best of our ability. One way to do that is to recommend using the Shepard Advance Warehouse for your booth materials. This is the best way to ensure your materials are exactly where they should be, when they should be there. Using a 3rd party shipping company can be fine, but we have the most control over materials being shipped through Shepard's logistics. This goes for inbound and outbound shipping.
Advance Warehouse
When you ship your materials to Shepard's Advance Warehouse, you choose how the materials get to the warehouse, and Shepard takes care of the rest. Your materials will be moved to your booth and ready for you on move-in day.
To ship to the Advance Warehouse, include the following information on your mailing label:
SHEPARD ADVANCE WAREHOUSEÂ
Exhibiting Company and Booth Number
AEE WORLD - 2026
c/o Shepard Exposition Services
1701 Boice Pond Rd STE 101
Orlando, FL 32837
Warehouse Hours: 9:00am - 3:00pm
Third Party Freight - Direct to Event Site
If you are shipping freight via another courier, Shepard MUST BE onsite for the deliver to be accepted. They will start accepting shipments on Tuesday, September 15th, at 8:00am.
c/o Shepard Exposition Services
Exhibiting Company Name & Booth #
AEE WORLD - 2026
Orange County Convention Center, West Concourse
9800 International Drive
Orlando, FL 32819
FedEx Office Print and Ship Center
A FedEx Office is located in the West Concourse, near Hall C. They will accept packages 150 pounds or less, with a $2-$35 handling fee applied upon pickup.
In an effort to guarantee all inbound shipments, all air bills/mailing labels MUST include the following information:
FedEx Office
c/o Your Name
9800 International Drive
Orlando, FL 32819
Can I Just Bring my Materials on Move-in Day?
Yes! If you have a small load of materials (can walk the package(s) in without assistance), you are more than welcome to bring them onsite without using an advanced shipment method.
Please note that AEE Staff cannot help with unloading or carrying materials into the building.
What is Lead Retrieval?
Lead Retrieval is a technology system utilized to capture attendee information, contained in the QR code on the attendees' badges. The QR code is scanned, allowing exhibitors to quickly and accurately collect contact details and other relevant data. This streamlines the process of gathering leads, making it easier for exhibitors to follow up with potential customers after the event.
Do I Really NEED Lead Retrieval?
We strongly recommend it! As an exhibitor, AEE utilizes this technology at every event, as it is helpful to remember exactly who you spoke with. You can make notes within the app, so you know exactly what you need to follow up with so your communications can be as specific as possible. MUCH more efficient than the old days of collecting business cards or making notes in a notebook.
How Do I Order Lead Retrieval?
If you did not add lead retrieval at the time of your booth reservation, simply send a request in using the order form below. An activation code will be provided to login into the A2Z app.
The Early Bird price is $499 for up to 5 licenses (can be downloaded on up to 5 devices). You will be invoiced through May Your Show. Early Bird pricing will end August 19th, and the price will increase to $549.
For more information, visit this webpage.
PLEASE NOTE THAT THE A2Z APP CANNOT BE DOWNLOADED ON AMAZON FIRE TABLETS OR ANY OTHER DEVICE THAT DOES NOT HAVE EITHER APPLE APP STORE OR GOOGLE PLAY STORE.
Where do I order Electric or Other Utilities?
You will order electricity and other utilities directly from the convention center.
Visit AEE World's store here.
Will there be Free WiFi in the Expo Hall?
There is NOT complimentary WiFi in the expo hall. If you require internet services for your booth, you must purchase through Smart City Networks, the exclusive provider for OCCC.
How do I Order A/V Services?
A/V services will be provided by Pearson Technology.
To place an order, submit this form.
Registration
How Many Conference Registrations are Included in my Sponsorship or Exhibition Package?
The number of complimentary passes depends on the size or tier of your package. Below are the general guidelines, but note that if you have a customized package, these numbers could be different.
Legends in Energy Gala tickets are not included in either exhibitor or sponsor conference registration.
| Exhibitor Packages | ||
| Booth Size | Number of Passes | Notes |
| 10x10 | 1 | Complimentary booths for regional chapters or supporting partners are not eligible for complimentary exhibitor conference tickets. Lunches not included but can be purchased for $30 each. There is no limit for number of booth staff. |
| 10x20 | 2 | |
| 10x30 | 3 | |
| 20x20 | 4 | |
| 20x30 | 5 | |
| Sponsor Packages | ||
| Sponsorship | Number of Passes | Notes |
| Bronze | 10 | Lunches are included for both conference attendees and booth staff.
International Award Banquet tickets are included with conference registrations. Pre-registration is highly recommended in order to have accurate catering numbers. |
| Silver | 20 | |
| Gold | 30 | |
| Platinum | 50 | |
| Host | 100 | |
Can Booth Staff and/or Conference Attendees be Registered On-Site?
If you have not registered before arriving onsite, you can still complete a pre-registration via the online registration process. This will expedite the check-in process and can be done anytime leading up to checking in.
Exhibitor Registration - Conference
Exhibitor Registration - Booth Staff
Sponsor Registration - Conference
Sponsor Registration - Booth Staff
If you are having trouble with the registration process, contact Ian Oliver, at iano@aeecenter.org.
Onsite, visit the Help desk at registration and we will be happy to assist you.
How are Paid Lunches Added to Exhibitor Conference or Booth Staff Registration?
Lunches can be added through the online registration form as additional ticket items. This can be done with the conference / booth staff registration or as a post-registration add-on.
Singular or multiple lunch tickets can be purchased in one transaction. If multiple lunches are selected for the same day, they should be assigned to the individuals who will be using those tickets.
ONSITE - Lunch service is prioritized for attendees with pre-paid lunch orders. Onsite lunch purchases will be offered only if extra lunches remain after all pre-paid orders are fulfilled. Pre-registration is the only way to guarantee an expo lunch.
If you have any questions or need further assistance, please contact Ian Oliver at iano@aeecenter.org.
How do I Register Booth Staff or Make Changes once Registrations have been Processed?
The main contact can add multiple booth staff or conference attendee "tickets" to a group registration. Once registration is complete, each ticket can be assigned to the individuals.
To make changes on a group registration, the original contact can go in and transfer or cancel tickets as needed.
If you have any questions or need further assistance, please contact Ian Oliver at iano@aeecenter.org.
Who Can Use the Complimentary Conference Pass(es)?
These can be used for staff, clients, customers, colleagues, interns, or associates. They are yours to give as you please!
You can either forward the promo code and link to the individual(s) or add a ticket yourself and assign it the individual.
Onsite
When is Exhibitor Move-In?
Tuesday, September 15 | 8:00am - 5:00pm
Wednesday, September 16 | 8:00am - 10:00am
*Exhibitor move-in on Monday for extensive set-ups is available upon special request.
Where do I Park Onsite?
For attendees who plan on driving, the Orange County Convention Center (OCCC) operates on-site vehicle parking at both our West and our North-South Buildings. Additional parking is also offered at the Destination Parkway Garage.
Parking rates vary upon vehicle size and entry time. Parking spaces are available on a first-come, first-served basis. For those who plan on driving to the convention center, event-specific parking areas will be listed on roadway signage on International Drive, Universal Boulevard and the surrounding area.
The OCCC is cashless and accepts Visa, Master Card, American Express, Discover, Apple Pay and Google Pay. If you would like a receipt for your parking transaction, please visit https://receiptdownload.com/. For questions and additional information, contact Parking@occc.net or 407-685-5825.
Overnight parking is not allowed at the OCCC.
More information can be found on OCCC's Parking webpage.
Are there Other Transportation Options?
Yes!
On this page, you will find Rideshare, car, and taxi instructions, Pedicab and public transportation options, and walking directions.
Where do Exhibitors Check-In?
Before entering the expo floor to set up, exhibitors will need to check in at the registration counter, also located in WD2 hall. Here, you will pick up your badge and also where you will go if you have any questions or need any assistance from our staff.
What Activities can Booth Staff Attend without a Conference Registration?
We encourage all exhibitor booth staff to join the following events to maximize your networking opportunities.
Refer to signage and event app for event locations
*Legends in Energy Gala | Tuesday | 7:00pm - 9:30pm
Innovative Technology Breakfast | Wednesday | 7:30am - 8:30am
Opening Session Networking Coffee | Wednesday | 8:30am - 9:00am
**Opening Session | Wednesday | 9:00am - 10:40am
***Expo Hall Networking Lunch | Wednesday | 12:00pm - 1:30pm
Opening Night Networking Reception | 4:00pm - 6:00pm
Banquet Reception & AEE Fellows Induction Ceremony | Wednesday | 6:15pm - 7:00pm
***International Awards Banquet | Wednesday | 7:00pm - 9:30pm
CWEEL Breakfast | Thursday | 7:30am - 9:00am
***Expo Hall Networking Luncheon | Thursday | 12:00pm - 1:30pm
OR Chapter Luncheon | Thursday | 11:30am - 1:00pm
Sweet Goodbyes Reception | Thursday | 1:00pm - 2:00pm
*Legends Tickets $195 each
**CEU's offered for opening session only awarded to registered conference attendees.
***Lunches and Banquet included with Sponsor passes. Exhibitors can purchase tickets in advance for these events.
When do Exhibitors Start Tear Down / Move-Out?
Thursday, September 17th | 2:00pm - 5:00pm
NO EARLY TEAR DOWN WILL BE PERMITTED.
Social Media
How Can I Generate Media Content to Reach and Engage Our Audience?
Use the marketing graphic templates provided by our marketing team. If you need additional help, reach out to our marketing department for suggestions at marketing@aeecenter.org.
Where do I Find the Template?
Social Media Templates Coming Soon!
How do I Use the Canva Template?
- Click one of the links above to make your graphic.
- Sign into Canva – it is free! It will prompt you to sign in or sign up. In order to edit the graphic, you must sign in.
- Place the booth number.
- Place your logo.
- In the right-hand corner, click Share.
- Under Share, click download.
- Once downloaded, you can use it for social media. Feel free to write your own detailed caption or use one of the captions provided
What Caption Should I Use?
Having trouble writing your own caption? No problem! Here are a couple of options to get you started.
Facebook/LinkedIn/Instagram:
We are excited to be an exhibitor at the @AssociationOfEnergyEngineers World Energy Conference and Expo. Join us in Orlando, FL to discuss energy management, efficiency, automation, data analytics, policy, supply, procurement, resiliency, sustainability, and more. Register: www.aeeworld.org.
#EnergyEfficiency #Sustainability #EnergyManagement #AEEWorld #GlobalFamily
Other Hashtags to Use:
#CleanEnergy #IndustrialEnergy #Decarbonization #NetZero #EnergyPolicy #Renewables
*Make sure to tag AEE in your posts!
How do I Connect with AEE on Social Media?
Have Other Questions? Contact the AEE Events Team
| Director of Events | ||
| Sr. Sales Manager | Kristen Creel | kristen@aeecenter.org |
| Event Manager | Rachel Hobson | rachel@aeecenter.org |
| Events Coordinator | Ian Oliver | Iano@aeecenter.org |
| Conference Speaker Coordinator | Caroline Martz | caroline@aeecenter.org |
See You in Orlando!