2022 NCRA Vendor Welcome

Learn more about hotel, shipping & more conference details.

2022 Conference Details for Vendors

This page contains information on exhibit hall hours, shipping to the hotel, making guestroom reservations, registering your representatives, building your profile on the conference app, conference policies, etc.

Additional details were included in the Welcome Email sent to registered vendors on February 23, 2022 or when you registered.


Exhibit Hall Hours

Ensure that you schedule representatives to be at your booth at breakfast each morning and breaks each day. NCRA encourages our attendees to visit the booths.

Saturday, March 19

Breakfast: 7:00am – 7:45am
Break: 10:00am – 10:30am
Lunch: 12:30pm – 1:30pm
Break: 3:30pm – 4:00pm

Sunday, March 20

Breakfast: 7:00am – 7:45am
Break: 10:00am – 10:30am

If your representatives would like to attend one of the general sessions they are welcome to do so. We will have seating in the back of the room. They may not sit with the speakers. They are not allowed to ask questions.

Shipping & AV

Items are to be shipped to the Washington Duke Inn, 3001 Cameron Blvd, Durham, NC 27705. Boxes may not arrive before March 16, 2022. Please clearly label your items with your organization’s name and the number of boxes included in the shipment, and that you are part of the NCRA 2022 Annual Conference.

Please bring your tracking numbers if they are not known when you complete the shipping and AV form. The tracking numbers are required if we must search for your boxes.

Shipping Charges:

  • Pallet – $96
  • Crate/Display Case – $36
  • 6lbs – 20lbs – $18
  • 21lbs to 50lbs – $24
  • over 50lbs – $36

If you are bringing your display and or boxes with you please be respectful of the hotel staff. There are entry doors near the exhibit hall, that will make it much easier if you are bringing your own displays. Washington Duke Inn Floor Plan.


If you need power at your booth, ethernet rather than WiFi or other AV, you may request this on the Shipping & AV form.


The shipping and AV form must be returned to the hotel before March 7. Ms. Jessi Newcomb is our contact and her email and phone is at the bottom of the page. Once Ms. Newcomb receives the form she will send a secure link for you to provide your credit card information. If she does not have a shipping and av form and your credit card information, your shipped boxes will not be available when you arrive to set up your booth.

Exhibit Set-Up & Breakdown


Friday, March 18: 4 pm – 7 pm
Saturday, March 19: 6 am (must be completed by 6:55 am)
The exhibit hall (Presidents Ballroom) will not be open outside these hours.

Your representatives will need to pick up boxes from our storage room across from the exhibit hall and move them to the exhibit hall. We recommend resort casual attire as you will be moving boxes and creating your display. You will be able to store boxes in this room over the weekend.

If you are sending a display that must be assembled by a contractor they must be able to complete the process in three hours. Confirm that your display is the only display being set up by the contractors to ensure it can be completed in time.


Sunday, March 20: 10:35 am

If a contractor is disassembling your display on Sunday, March 20, they must arrive early and be ready to enter the exhibit hall at 10:35 am (after the break ends) and they must have the display broken down by 12:00 pm. If your contractor does not appear by 11 am NCRA will disassemble your display and it will be placed in the trash.


Accommodations for the NCRA 2022 meeting can be made through the Washington Duke Inn. For reservations call (919) 490-0999 and request the NC Rheumatology Association guest room block.

To take advantage of our special rate reservations must be made prior to 5 pm on February 24. Please note once our guestrooms fill, we cannot guarantee that our special rate will be available. We suggest making your plans early.

Registering Your Representatives & Building Your Profile

Instructions were sent to NCRA’s contacts on February 10, 2022 for all registered organizations. As organizations continue to register the instructions will be shared at that time. This is the email; it contains the data shared before with a few updates. This is the updated set of instructions for building your profile

NCRA name badges are required at all events. Representatives may not wear their corporate nametags.


Updated agenda available here.


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