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APAP|NYC+ 2023 FAQs

Explore the Frequently Asked Questions (FAQs) and answers about the APAP|NYC+ 2023 conference.

General FAQs

Registration

  1. Do I have to have a current APAP membership to register and participate in the conference? Yes, your APAP membership must be current for you to pick up your badge on-site. It must also be current for you to log into Swapcard, the online conference platform, which you will need leading up to and during the conference. Onsite membership renewal will not be available at APAP|NYC+ 2023, so be sure to renew your membership before the conference.

  2. Is there a deadline to register for the in-person conference? Yes, the deadline to register for the in-person APAP|NYC+ conference is Friday, January 6, 2023. On-site registration will not be available in 2023. Additionally, you must ensure that your APAP membership is current by either joining APAP or renewing your membership before the conference. The Early Bird Rate is available through November 9, 2022.

  3. My organization is bringing a group, and we are not planning to purchase a space in the EXPO Hall. How should we register? If you are bringing a group of seven to ten attendees from the same organization, you can register at the Group Rate to save. Please contact apapnyc@apap365.org to learn more.

  4. If I am registered as an “online-only access registrant”, can I attend the in-person conference? APAP|NYC+ 2023 is an in-person conference. The online-only access registration provides access for select streamed events and elements of the conference that will be available on our online conference platform, Swapcard. However, if you decide you would like to change your registration, you may modify your registration to in-person and the online only access registration fee will be applied to your in-person registration.

  5. Will I get a tote bag and printed materials at APAP|NYC+ 2023? No. Out of budgetary and logistical necessity, all the information you need will be on our online platform, Swapcard. Therefore, there will not be printed materials or a tote bag to put them in. This helps APAP offer a greener and more affordable conference.

Networking and Attendees

  1. How can I find out who else is attending the conference? As a conference registrant, 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.

  2. 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.

  3. 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.

  4. Where can I meet people? Will there be a networking area? Yes. There will be a networking area in the EXPO Commons on the Rhinelander level.

Hotels and Safety

  1. Where can I stay if I am attending the conference? Is there a special APAP rate? For 2023, 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 $224/night for attendees. You must book your hotel by December 22, 2022 to get that rate. Learn more and book hotels here.

  2. I'm having trouble booking my hotels at the Hilton?
    Are you trying to book your room at our official conference hotel, the New York Hilton Midtown and getting a message that "no lodging is available that matches your search criteria"? Because we are currently waiting for the Hilton to release more rooms for the nights of January 16 and 17, you may encounter this message. If your stay includes either or both of these dates, please follow these instructions, so APAP can secure your room for the nights you need.

    1. First, book your room for the dates that are available in the APAP room block. (i.e. Arriving January 12, departing January 16).
    2. Next, make a note of your confirmation/booking number.
    3. Finally, send an email to apapnyc@apap365.org with the subject line "Hilton Reservation Adjustment Request" and include the entire range of dates you would like to stay (i.e., Arriving January 12, departing January 17), your name, and confirmation/booking number of your reservation. APAP will then adjust your reservation on the back-end.

  3. 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 strongly encourage that in-person conference attendees wear a CDC-recommended mask such as a KN95 mask during the conference, especially in high-traffic and crowded spaces, including but not limited to sessions, showcases, and the EXPO Commons, except while actively eating, drinking or performing. We ask that all attendees take personal responsibility for their own health and consider the well-being of others by taking appropriate precautions. You can view the full protocols here.

Programming and Activities

  1. 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 available beginning November 17, 2022. A list of online and in-person exhibitors will be published beginning November 17, 2022. The detailed program schedule will be available soon. Swapcard is open to all online and in-person registrants of the conference. Swapcard is mobile-optimized to make it easy for you to use, and there is also a Swapcard app available.

  2. What is Swapcard, and do I have to use it? Swapcard is our conference platform where you can attend online events leading up to the conference, and where online-only attendees can access select conference events. Swapcard is also 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. You must be a conference registrant to access Swapcard.

EXPO FAQs

Visiting the EXPO Commons

  1. What is the EXPO Commons? The EXPO Commons at APAP|NYC+ is where the business of the performing arts happens. Whether you are a presenter looking to connect with agents and artists or a vendor looking to meet performing arts leaders, this is a place for collaboration and discovery.

  2. What are accessible hours? During the conference, there will be dedicated EXPO hours daily, as well as all-day accessible hours. Accessible hours are those times when exhibitors are not required to staff their booths, even though the EXPO Commons is open for business.

  3. How can I find who is exhibiting? Beginning November 17, a list of exhibitors will go live on our conference platform, Swapcard. Each exhibitor will have a landing page where you can learn about them and their services and artist rosters. On that landing page, you can also connect with that exhibitor, leave messages and set up appointments.

Purchasing an Exhibit Space and Booth Badges

  1. 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. After November 9, the Registration Rate is $795. When you register for the conference, you will be asked if you are interested in exhibiting at APAP|NYC+ 2023. 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.

    Have you already registered? You can edit your registration and indicate your interest here. Don't wait! Exhibit spaces (a.k.a. "booths") are going fast.

  2. When do exhibit spaces go on sale? Exhibit spaces are open! 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. Don't wait! Exhibit spaces (a.k.a. "booths") are going fast.

  3. How do I know if the exhibit space I want is available? On the exhibit space registration path, you will be able to look at PDF maps of the EXPO Commons and choose the spaces you would like. Once you have your preferences, click on the dropdown under exhibit space selections to see if the spaces you chose are still available. If the space number is not listed in the dropdown box, that means it has already been filled.

  4. My organization wants to exhibit at APAP|NYC+ 2023, 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 and indicate interest in exhibiting on the registration path.

    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.. 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 organizational profile. Once you have received the registration code for booth badges, the other members of your team should register by logging in using their APAP credentials and then complete their registration for the conference using the code provided.

  5. Do you allow booth sharing? For the 2023 conference, APAP will allow sole proprietors (this may include certain agents, producers, vendors, and consultants) and individual artists to share exhibit space. Both exhibitors must be full APAP members and conference registrants, although only one will purchase the space and be the point of contact with APAP.

  6. Will space in the EXPO Commons run out? Do you have a waitlist? The EXPO Commons fills up quickly, so we encourage you to purchase your exhibit space as soon as possible. If the EXPO Commons sells out, there will be a waiting list available.

  7. 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.

  8. 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.

Setting Up Your EXPO Space

  1. 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.

  2. Why are all of the exhibit spaces the same size this year? As we are still trying to come out on the other side of the pandemic, and in order to provide equity and to make participating more cost-effective for everyone, we have re-envisioned what the EXPO space is so this year all spaces are the same size. You can, however, purchase up to two adjacent spaces.

  3. 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.

Online Exhibiting

  1. When will online landing pages be available for attendees to browse and search? Exhibitor landing pages are live on Swapcard. You can now view the growing list of exhibitors for APAP|NYC+ 2023. Better yet, you can use Swapcard now to connect, set meetings, and learn what they have to offer. Be sure to check back often as new exhibitors will be added and updated regularly. Meanwhile, today is a great day to polish up your Swapcard profile and get networking!

  2. If I am an exhibitor, by when do I need to have my online landing page set up? We encourage exhibitors to set up online landing pages by November 17, 2022, which is when they will be made visible to all conference attendees. Exhibitors will receive an email when you can access and set-up your online landing page.

  3. 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.

Learn more about Exhibiting at APAP|NYC+ here.

Showcase FAQs

Attending Showcases

  1. 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. Beginning November 17, you will also be able to browse both in-person and online showcase listings on Swapcard. APAP will not be producing a printed showcase guide for the 2023 conference.

  2. 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.)

  3. Will there be both in-person and online showcases? Yes. While most showcases will take place in-person around New York City, online and livestreamed showcases will also be available in Swapcard. Some showcases will be available for replay through the end of January 2023.

Producing a Showcase

  1. When can showcases happen? The majority of in-person APAP showcases take place from January 13 through January 17. In-person showcases may also be livestreamed or recorded and made available for replay.

  2. Can I register for the online-only access pass and present an in-person showcase? No. To present an in-person showcase, you must be an in-person conference registrant. In-person conference registrants may present both in-person and online showcases.

  3. Where can I hold my showcase? In-person and online 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.

Showcase Listings

  1. 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.

  2. 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. You may purchase listings for in-person, live streaming, or on-demand showcases.

  3. 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, Time.ly. The Time.ly calendar is where you will input your showcase listing information and it is integrated with Swapcard. NOTE: When creating your Time.ly account, please use the email address you registered for the conference with. We will be checking email addresses to verify a showcase listing was purchased before approving your submission.

  4. Is there a handy video I can watch to learn about how to create my showcase listing in Time.ly? Yes! We're glad you asked. You can find it here.

  5. 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 or can watch online showcases.

  6. If I need to edit my showcase listing once I've submitted it, how can I do that? Showcasers may edit showcase listings by contacting the customer support team at Time.ly. If you would like to edit your showcase listing(s), please follow these instructions:
     
    • Email info@time.ly with your request.
    • Flag that this is for the APAP|NYC+ 2023 Showcase Calendar.
    • Note the name of your submission.
    • List the changes you would like made.
    • Submit your request.
     
  7. Where will attendees find my showcase listing(s)? Showcase listings will appear under the “Showcase Schedule” tab in the online conference platform, Swapcard beginning November 17, 2022. 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 2023 conference.

  8. By what date should I purchase a showcase listing? Showcase listings will go live on Swapcard, starting November 17. 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 both in person and online showcases. Additional showcase listings may be purchased, created, and edited until January 6, 2023.

Learn more about Showcases at APAP|NYC+ here.

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