April 24-27, 2023
Gaylord Texan Resort


For faster and easier vaccination verification onsite, download the CLEAR App and create your Health Pass for entry into the ITS America 2021 Annual Meeting.

Your health and safety is our top priority. Everyone—including exhibitors, attendees, media, speakers, and ITS America and RX staff—are expected to comply with our health and safety requirements. The information outlined below continue to evolve and will be updated as necessary to help support a safe on-site experience.

The frequently asked questions below are specific to ITS America Annual Meeting exhibitors. General health and safety information, vaccine verification information, and additional FAQs can be found on the ITS America Annual Meeting Health & Safety page.

Updated November 10, 2021

Please note that all restrictions and requirements are subject to change. Please refer to our website often for current guidelines.

The ITS America Events team has adopted several exhibitor best practices based on industry standards. By taking advantage of these recommendations, your organization will help ensure a safer experience for all attendees and customers. Please note that these recommendations may be revised and supplemented to ensure compliance with state, local, and venue requirements. The exhibitor manual will be updated periodically to provide clear guidance on recommendations and requirements for Exhibitors. The following guidelines will help in the planning of your booth space:

  • Face Coverings: At this time, in line with state and local regulations, all individuals are required to wear a face covering while attending ITS America 2021 Annual Meeting. Please ensure that you have adequate face coverings for your booth staff. For more details on approved face coverings, please click here.
  • Space Layout & Design: Keep physical distancing in mind when creating your booth layout - maximize physical distance between exhibitor staff and visitors to the extent possible and consider occupancy guidelines.
  • Hand Sanitizer: Hand sanitizer with a minimum of 60% alcohol is required to be available within every exhibit booth.
  • One-Way Traffic: For larger island and peninsula booths it is recommended to establish one-way traffic flow with marked entrances and exits.
  • Throughput: Control the scale, size, and timing of meetings or gatherings within your space; avoid creating crowds.
  • Dividers: Transparent dividers may be utilized in areas where people will be in close contact. These are available through Freeman.
  • Reduce Contact: Consider touchless (electronic and digital) alternatives to engagement, collateral material and giveaways.
  • Signage: Incorporate signage promoting health and safety best practices and any requirements associated with your space.
  • Increased Cleaning: Plan for cleaning of spaces and high-touch products or surfaces throughout the day; regularly sanitize surfaces and items with appropriate cleaning products.
  • Promotional Materials: Consider individually packaged promotional materials.
  • Hospitality: Contact your Customer Success Manager to discuss any proposed hospitality offerings in your booth and ensure they comply with the venue’s requirements.

To calculate the recommended occupancy of a booth at any given time (in accordance with CDC Guidelines for physical distancing), divide the gross square footage of the booth by 28.3 (sq ft). This calculation equates to no more than 3 people in a 100 sq ft (10x10) booth.

No, however, exhibitors may utilize plexiglass barriers at their discretion, particularly when appropriate distance can’t be maintained between the exhibitor and guest. Plexiglass barriers are available for rent through our general contractor. Please see our exhibitor manual for more information.

  • Yes, there will be hand sanitizer stations throughout the show floor.
  • It is required that exhibitors have alcohol-based hand sanitizer that contains at least 60% alcohol available within their booths.

  • Any product (including display trays and merchandise) that has been handled should be sanitized with a cleaning product of your choosing.
  • We advise that exhibitors factor in time for frequent disinfection between customers.
  • Please see our exhibitor manual for more information.

Yes, however, exhibitors are encouraged to minimize touchpoints whenever possible - for example, designate an individual to hand out promotional items and catalogs or use a rack instead of piles or bowls. In addition, consider individually packaged promotional materials.

Yes, provided they comply with the Charlotte Convention Center’s COVID-19 Food & Beverage Safety steps, located here

Yes, provided that you comply with the Charlotte Convention Center’s COVID-19 Food & Beverage Safety steps, food and beverages may be served in meeting rooms.

ITS America 2021 Annual Meeting will have wider aisles, increased staff, including Safety Ambassadors who will monitor and assist with compliance with the health and safety guidelines, dedicated entrances and exits and hand sanitizing stations throughout the show floor. For more information about how we are promoting a safe and comfortable environment at ITS America 2021 Annual Meeting, please see our Health & Safety page.

Everyone is expected to fully comply with all health and safety guidelines. Acknowledging the guidelines and agreeing to comply is a requirement of entry (See the Health & Safety Acknowledgement). Specially designated Safety Ambassadors will walk the show floor to encourage compliance and address any issues as soon as practicable. The following Health & Safety Contact phone number will be clearly noted on signage throughout the event to allow for reporting of any concerns or issues. 

All exhibitors will be asked to provide a back-up contact in the event that they are ill or unable to come to the show. The back-up contact will be responsible for staffing or arranging for staffing if the primary contact is unavailable. The alternate contact must produce a valid ID or Passport, which matches the name on file, in order to collect the product. In the event that neither the exhibitor or back-up contact is able to enter the show floor due to illness or quarantine, ITS America Events Management can be reached by contacting the Health & Safety Contact phone number posted throughout the show. 

If you have any questions or concerns regarding anything to do with Health and Safety protocols at the show please contact: Operations Manager, Anthony Giangos at

There are various locations within a few miles of the Charlotte Convention Center where you can receive a COVID-19 test. To see the latest list of testing centers, click here

All exhibitor representatives are required to comply with ITS America 2021 Annual Meeting vaccination requirements.

All exhibitor representatives are required to comply with our vaccination requirements. Additionally, ITS America Events is encouraging all vendors, venues, and entities supporting ITS America 2021 Annual Meeting to staff the event with vaccinated employees to the greatest extent possible. 

Technicians who cannot comply with the vaccine requirement are only permitted entry during ITS America 2021 Annual Meeting set up and take down periods and may not access the show or the booth during show hours. Technicians are required to comply with all other health and safety requirements, including wearing a mask. They should maintain physical distance when performing their duties and the exhibitor utilizing the technician is responsible for ensuring the compliance of their representatives, including the technician.  Management may remove, ban or revoke the badge without refund of anyone who fails to comply or impacts the safety or security of the event, each in Management’s sole and absolute discretion.  

ITS America 2021 Annual Meeting will permit unvaccinated staff employed or retained by exhibitors for setup/breakdown or technical assistance access to the expo hall solely during the set-up hours commencing December 5 at 8:00 AM ET through December 8 at 10:00 AM ET and the move-out period starting on December 10 at 2:30 PM ET until move-out is complete. Unvaccinated setup or technical staff must comply with all policies and restrictions in the ITS America 2021 Annual Meeting Health & Safety Guidelines, including wearing an approved face covering at all times. Vaccine verification for access to the ITS America 2021 Annual Meeting campus (except public hallways) will commence on December 7 at 7:30 AM ET.

Everyone with access to the ITS America 2021 Annual Meeting campus, which includes all areas licensed by RX from the Charlotte Convention Center, must comply with all admission requirements. Meeting hosts are responsible for ensuring their guests meet these requirements.