Programs » Annual Conference
DEADLINES + LOGISTICS
Book and Trade Fair | Exhibit Options | Application Form | Deadlines + Logistics | Sponsorships | Advertising | Past Participants |
CAA115 Exhibitor Calendar
Booth Assignment + Priority Point Systems
Under the priority point system, Exhibitors receive:
- Three points for each year represented at the Book and Trade Fair since 1996.
- One additional point for each exhibit booth rented beyond the first in a given year.
- Additional points for qualifying advertising in the Conference Program, The Art Bulletin, Art Journal, and caa.reviews.
First consideration is given to companies with the most accumulated points.
Certain exhibit locations may be reserved for conference sponsors.
Applications received after the Priority Deadline are assigned on a first-come, first-served basis.
FURNISHINGS + BOOTH EQUIPMENT
Standard Booths include exhibit space and identification sign only. Furnishings, internet, electrical service, audio-visual equipment, shipping, and labor are not included.
Enterprise Exhibits include one draped 6’ table, two chairs, and an identification sign.
SHIPPING + MATERIALS HANDLING
Freeman Exhibit Services is the official exhibitor services provider.
Advance Freight Shipments (Crated): $5.35 per pound.
Please note: The above is a flat rate with no additional charges. The per-pound rate includes all surcharges.
No minimum shipment weight is required. Small package shipments of 10 pounds or less are generally accepted without charge for a single shipment package.
No freight or truck shipments will be accepted directly by the New York Hilton Midtown. All exhibit shipments must be coordinated through Freeman Exhibit Services.
ORDERING SERVICES
Freeman Exhibit Services provides additional furniture, booth accessories, lighting, draping, signs, shipping, materials handling, and labor services.
Customer Service
US & Canada: (855) 435-3234
International: (214) 865-7840
Encore provides internet, electrical, and audio-visual services.
INTERNET SERVICES
Complimentary basic wireless internet suitable for web browsing will be available. Optional services:
Wireless Connect Basic (3 Mbps) | $211.56
Wireless Connect Plus (5 Mbps) | $289.05
Wireless Connect Plus (10 Mbps) | $2,300.10
Wireless Connect Plus (30 Mbps) | $7,539.90
Wired Internet (5 Mbps) | $1,137.75
ELECTRICAL SERVICES
10 Amp Service (includes 25’ cable and power strip) | $973.62
20 Amp Service (includes 25’ cable and power strip) | $1,250.37
Advance order pricing available through December 31, 2026.
HOTEL ACCOMMODATIONS
The New York Hilton Midtown is the official conference headquarters hotel and hosts all conference functions, including the Book and Trade Fair. CAA has negotiated a conference guest room rate of $252 per night (before fees and taxes). Reservation procedures and booking information will be communicated separately.
New York Hilton Midtown, 1335 Avenue of the Americas, New York, NY 10019
Conference Registration: 2nd Floor Promenade
Book and Trade Fair: Rhinelander Gallery, 2nd Floor
ON-SITE EXHIBITOR POLICIES
Only authorized exhibitors, CAA staff, Freeman personnel, and hotel personnel may access exhibit areas during move-in and move-out. Work on exhibits is not permitted during official exhibit hours. Decorations and signs may not be attached to facility surfaces.
Exhibitor Calendar
Friday, November 20, 2026
Priority application deadline for Book and Trade Fair exhibitor applicants. Take advantage of your history of past participation in the conference and apply by this deadline to receive the most favorable location in the exhibit hall. Booth assignments for applications received by the Priority Deadline are made according to CAA's Priority Point System.
Wednesday, December 2, 2026
First round of on-site booth assignments; confirmation packages sent.
Monday, December 21, 2026
Final deadline for uploading your logo, company description and contact person information for the on-site conference exhibitor index.
Wednesday, December 23, 2026
Final deadline for Book and Trade Fair applications and full payment; all remaining confirmation packages mailed.
Tuesday, January 5, 2027
Deadline to submit names of exhibitor staff for conference registration/exhibitor ID badges. You will receive your registration link after payment is completed.
Tuesday, January 12, 2027
Deadline for making hotel reservations to receive the conference discount guest room rate.
Friday, January 22, 2027
Deadline for exhibitor content to be uploaded to virtual exhibits through the same upload portal as the in-person exhibitor index.
ON-SITE EXHIBITOR SCHEDULE
Wednesday, February 3, 2027 | 9:00 a.m.–5:00 p.m.
Exhibitors pick up registration packages and badges. Load in and set up in Exhibit Hall.
Thursday, February 4–Friday, February 5, 2027 | 9:00 a.m.–6:00 p.m.
Exhibits open to conference attendees.
Saturday, February 6, 2027 | 9:00 a.m.–2:30 p.m.
Exhibits open to conference attendees.
Saturday, February 6, 2027 | 2:30–5:00 p.m.
Exhibitors dismantle and load out.
Saturday, April 17, 2027 | 5:30 p.m. ET
Virtual exhibits close.