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

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 2018 NPF booth and event. Download a copy of Bulletin 1 for your records.


Exhibiting / Show Hours



  • Saturday, May 5, 2018 – 8:00 am – 5:00 pm
  • Sunday, May 6, 2018 – 8:00 am – 5:00 pm
    (All exhibits must be set by 5:00 pm on Sunday, May 6th to facilitate cleaning of the Exhibit Hall)


Show Hours

  • Monday, May 7, 2018 - 9:30 am – 4:00 pm
  • Tuesday, May 8, 2018 - 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 9, 2018 - 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 9, 2018 – 12:00 pm – 8:00 pm
  • Thursday, May 10, 2018 – 8:00 am – 5:00 pm


Exhibitor Catering


Should your company require any catering for event functions, please reference the Catering Brochure for your available choices. If you have any questions, click here for frequently asked questions.


Exhibitor Housing


Exhibitor Housing is now open! We have heard that there are unauthorized vendors trying to secure room reservations from exhibitors for the 2018 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 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


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 per 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 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 April 16, 2018. 

Registrations after April 16th will need to be made onsite at the registration desk inside the 2018 NPF Exhibit Hall at the Henry B. Gonzalez Convention Center which will open to exhibitors on Saturday, May 5th at 8:00am.


Rules & Regulations (NPF / San Antonio)


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 San Antonio rules and regulations are provided to exhibitors for guidance in displaying their products.


Important Deadlines


The important deadlines for the 2018 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 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 may 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.

Pre-Show Mailings


Exhibitors may utilize the NPF pre/post show mailing list.  Here is the explanation for the process.

Here are a couple of options for the Pre/Post-Show Mailings.  You may receive the registered attendee list and process the mailing yourselves or you may go through our mailing house to have your mailing processed.  The mailing list does not include the email addresses.  Either way NPF must see the piece and approve before production.  Two weeks prior to the NPF event we generally have approximately 1500-2000 names to mail to depending on the categories you choose.  Approximately two weeks after the NPF the total mailing list will be available.  If you would like to mail to more prospects, we do have a Mailing Industry Attendee Historical Mailing List that totals approximately 5,000 names.  If you choose to mail to that list and the current registered attendees than all mailings must go through our designated mail house.  The cost to mail to either list is $500 to NPF plus processing and postage.  Promotional mailings may be scheduled to drop as early as March 30, 2018.  Exhibitors may mail to Mailing Industry Attendees, USPS and/or Exhibitors.  

Complete the list agreement and return to NPF.

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


Speaking Opportunities


The 2018 call for papers is now closed.


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 5-8, 2019 at the Indianapolis Convention Center in Indianapolis, IN.

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