How can I find out who else is attending the conference? As a conference registrant, if you opt-in, you will have access to our conference attendee list which we will send to you with regular updates. Additionally, all online only access and in-person registrants can connect with other attendees on our online platform, Swapcard.
Can I send marketing emails using the attendee list? You may. HOWEVER, if you use the attendee list for marketing purposes, it is very important that you segment your list and research who might be interested in your offerings before sending your marketing email, so that you don’t send spam to attendees who are not your intended audience. It is off-putting to other members and will encourage people to opt-out of the list.
Does APAP sell its lists or my information? Absolutely not. APAP does not sell member or conference registrant data. When you register for conference, you may opt in or opt out of sharing your information. If you opt in, your contact information will be included on attendee lists to which only other conference registrants have access. Many individuals will add addresses to their personal or organizational mailing lists. However, we encourage registrants to only contact other attendees who they believe will be interested in their offerings.
Where can I stay if I am attending the conference? Is there a special APAP rate? For 2024, there is one official APAP|NYC conference hotel: The New York Hilton Midtown (where the conference takes place). APAP has negotiated a special rate of $229/night for attendees. You must book your hotel by December 20, 2023 to get that rate. Learn more and book hotels here.
What are the health and safety protocols APAP will have in place to help keep me safe? In any space where people gather, there is an inherent risk of exposure to COVID-19, its variants, as well as other virus variants.
We ask that all attendees take personal responsibility for their own health and consider the well-being of others by taking appropriate precautions. APAP will follow the applicable health and safety measures of federal, state, and local public health and government officials. If, at the time of the conference, additional regulations are put into effect by those entities, we will update the policies as needed in accordance with health and safety laws and regulations. To protect yourself and others from COVID-19, CDC continues to recommend that you wear the most protective mask you can that fits well and that you will wear consistently. You can view the full protocols here.
Where can registrants find detailed information about what's happening at conference, including showcases and the EXPO? Swapcard, our online platform, is your one-stop-shop for the conference. The showcase schedule will be sent after confirmation of purchase of showcase listings. Swapcard is open to all registrants of the conference. Swapcard is mobile-optimized to make it easy for you to use, and there is also a Swapcard app available. Please check back regularly to the showcase listings, exhibitor list and agenda as there will be updates and additions until the conference opens!
What is Swapcard, and do I have to use it? Swapcard is our conference platform where you will find information about the in-person conference — including sessions, showcase listings and an exhibitor list — as well as where you can engage with fellow attendees. It replaces print materials and is accessible on your computer as well as your phone. You must be a conference registrant to access Swapcard.
How much does it cost to get an exhibit space at APAP|NYC? To purchase an exhibit space in the EXPO Commons, you must first register for the conference. When you register for the conference, you will be asked if you are interested in exhibiting at APAP|NYC 2024. Within 2-3 business days of registering, you will be instructed on how to select and purchase your exhibit space, as well as purchase booth badges for your team. Each exhibit space costs $795, with up to three booth badges (at $295 each) available for purchase for your team per space. You may purchase up to two exhibit spaces.
When do exhibit spaces go on sale? Exhibit spaces will open to the 25+ year exhibitor tier on July 25. (You can see all dates for all tiers here.) If you indicated an interest in exhibiting when you registered, you will receive an email within 2-3 business days with instructions on how to purchase your exhibit space(s) and booth badges. After you have purchased your exhibit space and made your selections, you will receive a confirmation email within two business days with your confirmed space(s) and booth badge codes for your colleagues to register for the conference. (Have you already registered? You can edit your registration and indicate your interest here.)
My organization wants to exhibit at APAP|NYC 2024, and we are bringing several team members. How should I register my team? If you want to exhibit AND are bringing a group, one person from the team should register as the primary then add each additional registrant.
When you are purchasing your exhibit space, you can purchase booth badges for up to three additional staff members if you are purchasing one exhibit space and up to seven additional staff members if you are purchasing two exhibit spaces. Please note: Booth badges are full registrations for the in-person conference and can only be purchased for members of your staff, which means people listed as staff in your APAP organizational profile.How can my teammates using booth badges access Swapcard? Once you have purchased booth badges in Avolio, you will be provided registration codes for your team members to register using the booth badges in Avolio. Once we have your teammates' information, we can then give them access to Swapcard.
Can a student registrant help me at my booth? Yes, a student who has registered for the conference may help you at your booth. However, they will be listed as a Student, not as Booth Staff under your listing.
What is the size of an EXPO Commons exhibit space? Each EXPO Commons exhibit space is 8 feet by 10 feet. Every space in the EXPO Commons is the same size. The spaces are delineated by pipe and drape, with an 8-foot high wall in back and 3-foot high side dividers.
Why are all of the exhibit spaces the same size? We have re-envisioned what the EXPO space is so that all spaces are the same size, to maximize space in the EXPO Commons and to welcome more potential exhibitors into the EXPO.
Why will there be pipe-and-drape? With as large of a space the EXPO Commons occupies, the pipe-and-drape will help organize booth "real estate" and carve out personal space for your greater comfort. Company names will also hang near the top of the back wall of each space to make identifying exhibitors easier.
When will online landing pages be available for attendees to browse and search? Exhibitor landing pages will be live on Swapcard in the fall. Be sure to check back often as new exhibitors will be added and updated regularly.
If I am an exhibitor, by when do I need to have my online landing page set up? Exhibitors will receive an email when they can access and set-up their online landing page. We encourage exhibitors to set-up their online landing pages by late fall.
How do I access my online landing page? Once you are registered as an exhibitor, you will receive an invitation to set-up your online landing page from Swapcard.
How can I find out about who is showcasing at APAP? Once you are registered for APAP, you will get access to our online conference platform, Swapcard. APAP will not be producing a printed showcase guide for the 2024 conference. Please check back regularly in the fall as new showcases will be viewable and are being added every week leading up to the conference!
Who showcases at APAP? Artists, agents, and producers from around the world put on APAP independent showcases each year. To produce a showcase at APAP, you must be an APAP member or an artist on the roster of an APAP member and be registered for the main conference in January. (Student registrants are not eligible to showcase.)
When can showcases happen? The majority of in-person APAP showcases take place from January 12 through January 16. In-person showcases may also be livestreamed or recorded and made available for replay on Swapcard. (In 2024, after having piloting online showcases during the pandemic, we will only be featuring in-person showcases.)
Where can I hold my showcase? In-person showcases are independently produced by you at a venue that you secure in New York City or on your preferred livestreaming platform. Logistics for both in-person and online showcases are the responsibility of the showcase producer. Learn more about showcasing at the Hilton and off-site in New York City here.
How do I purchase a Showcase Listing? Showcase listings are available for purchase now through our registration platform to conference registrants. You may either add Showcase Listings when you first register, or you can add Showcase Listings after you have registered. If you have already registered and would like to purchase showcase listings, email us with the subject line "Showcase Listing Purchase Request" at apapnyc@apap365.org.
How much does a showcase listing cost? How can I buy showcase listings? Once you have registered for APAP, you can purchase showcase listings for $10/per performance. If you have multiple performances, you will need multiple showcase listings.
How do I create my showcase listing? Once you've purchased your listing, you will receive an email with an invitation to and instructions from APAP on our showcase listing platform, Swapcard.
What does a showcase listing include? What is the benefit of a showcase listing? Showcase listings are the easiest way to promote your performance. Showcase listings are housed on the online conference platform, Swapcard, and provide information about the artists, date, time, and location of showcases, as well as how attendees can RSVP for in-person showcases.
Showcase edits may take 5 business days to be implemented, and must be received by January 5, 2024, at close of business. After January 5, 2024, edits are not guaranteed.
Where will attendees find my showcase listing(s)? Showcase listings will appear under the “Showcase Schedule” tab in the online conference platform, Swapcard beginning in the fall of 2023. The Swapcard platform and event website can be easily viewed on a desktop, laptop, or mobile device. Additionally, if you prefer to engage with it through a mobile app, you can download the Swapcard app. In an effort to reduce waste and keep the conference affordable, APAP will not be producing a printed showcase guide for the 2024 conference.
By what date should I purchase a showcase listing? Showcase listings will go live on Swapcard in the fall. While showcase listings don’t need to be completed by that date, that is when they will be published, and attendees will be able to see listings for in person showcases. Additional showcase listings may be purchased, created, and edited until 5 pm EST on January 5, 2024. Submissions after this are not guaranteed. However, we will be able to edit onsite, but again not guaranteed.
