Robotics & AI Discovery Day 2026 - Exhibitor Guide

Welcome, Exhibitors!

Thank you for joining us at Robotics & AI Discovery Day 2026. We are excited to have you with us and look forward to showcasing your company. This guide includes all the information you need to plan and prepare your display area. Please visit our website for the most up to date event information.

Tentative Floor map is available for view. If you're interested in premium booth placement (indicated in red), please reach out to matt@robopgh.org.

Booth numbers and final placement will be made available in August, 2026 as the show approaches.

Event Details:

• Location: David L. Lawrence Convention Center, Halls A, B, & C, 1000 Fort Duquesne Blvd, Pittsburgh, PA 15222
• Show Date & Time: September 16th, 2026, 9 AM - 6 PM
• Load In Dates & Time: September 15th, 2026, details below
• 2026 Exhibitor Wifi:
  
  • Network:  TBD
  • Password: TBD

Move-In Details

Important Update on Security

Because an unaffiliated conference will also be taking place at the David L. Lawrence Convention Center that week, the venue is requiring additional security measures for Robotics & AI Discovery Day move-in and event operations.

We’re implementing enhanced move-in security procedures for Robotics & AI Discovery Day. All setup and booth staff must register for the event in order to obtain an exhibitor badge. Before you unload, you must collect your badge at one of two locations:

•The registration kiosk on the mezzanine outside of Hall A

• The top of the ramp leading into the loading dock

‍You must wear your badge at all times while in the exhibition hall.

Please allow extra time for arrival, as all vehicles, deliveries, materials, and equipment entering during move-in will be inspected. K-9 units and additional security personnel will be on site, and exhibitors should follow East Lobby entry instructions, posted signage, and staff directions.

Move-In Date

Wednesday, September 15th, 2026

Autonomous Vehicle and Large Item Load-In

Time: 7:30 AM to 9:00 AM

• For the safety of all exhibitors, large items must load into the hall first.

• Vehicles and large items must enter through the loading dock and drive directly onto the Convention Center floor during this window.

• Some vehicles may require steel plates depending on weight. Refer to the Floor Weight Loads section to verify requirements.

‍Unsure if you qualify for early load-in? Email josh@robopgh.org

Exhibitor Load-In

Loading Dock Access

Time: 8:00 AM to 5:00 PM

• Exhibitors must arrive by 4:30 PM to unload via the loading dock.

• All booth setups must be fully completed by 6:00 PM.

Privately Operated Vehicle (POV) Lane

• For vehicles no larger than a cargo van.

• Exhibitors are responsible for their own loading and unloading.

• Non-mechanized carts may be used (none provided).

• After unloading, all vehicles must be moved to a parking garage.

Loading Dock

• Required for vehicles larger than a cargo van.

• Teamsters will be available at no cost for standard loading dock unloading. However, if unloading requires a forklift or exceeds standard cartload handling, additional material handling charges may apply and will be billed directly to the exhibitor.

Hand-Carry via East Lobby Entrance

Time: 8:00 AM to 6:00 PM • For exhibitors with small materials only—no large equipment.

• Park in the DLCC garage and carry items through the East Lobby.

• Dollies, carts, and other material-handling equipment are not allowed through this entrance.

• Exhibitors needing carts must use the POV Lane near the loading dock.

Move-In Completion

All exhibitors must be fully moved in by 6:00 PM on September 15th, 2026.

Move-Out Details:

• Move-Out Date: September 16th, 2026
  
  • Loud-out for exhibitors in Hall A & B begins at 6 PM. Exhibitors may not load-out early.
  • STEM Zone exhibitors in Hall C may begin load-out only after 3:30 PM. All load-out must occur through the loading docks or the mezzanine. Exhibitors are not permitted to load out through the exhibit hall at any time.
  • Early teardown and load-out are not permitted by any exhibitor.
  • Exhibitors can load out via the Privately Owned Vehicle (POV) lane near the loading dock after 6PM.
  • Large equipment will be moved out with the help of teamsters via the loading dock.
  • All items must be cleared from the show floor by 10 PM.

Exhibitor Badge Pick-Up:

Printed name badges and your Robotics & AI Discovery Day T-shirt staff should be picked up at the VIP Registration Kiosk on September 15th or 16th located in the loading dock (9/15 only) or mezzanine (9/15 or 9/16). Please have each team member register their attendance prior to the event. Lost badges can be reprinted at the VIP Registration Kiosk.

Day of Show Exhibitor Staffing Recommendations:

Robotics & AI Discovery Day welcomes a dynamic mix of attendees, including business professionals, corporate decision-makers, government stakeholders, industry adopters, educators, and a controlled number of college and high school students. To make the most of this diverse audience, we recommend staffing your booth with a well-rounded team capable of engaging across different interest areas.

Recommended Roles to Include:

• Engineers & Technical Staff: Demonstrate your products, answer in-depth technical questions, and inspire future talent through hands-on explanations.
• Business Development & Sales: Engage with potential customers, partners, and adopters looking to explore your solutions and build relationships.
• Marketing & Communications: Help communicate your brand story, manage promotional materials, and field general inquiries from the public. See our partner quickstart guide for resources your team can deploy.
• Recruiters or HR Team Members: Connect with emerging talent from regional colleges, universities, and training programs.
• Executive or C-Suite Representatives: Signal credibility and support high-level conversations with investors, sponsors, or government officials.
• Early-Career Professionals or Interns: (optional but impactful) Students are more likely to engage with people closer to their age or experience level. Having junior staff or interns at the booth helps make your company feel more approachable and relatable.

Outreach or Education Team (optional but impactful) If your organization has an education or outreach specialist, they are well-equipped to guide conversations with students and educators.

Guided Student Tours:

• This year, we are again limiting the number of high school students on the show floor at any one time by implementing guided student tours. Tours will be staged in a dedicated STEM Zone in cordoned off Hall C and led through the exhibition in small, supervised groups. 
• Tour Times: 9:15 AM – 3:00 PM
• Tour Stops: Only a curated list of exhibitors will be included on the student tour route.

Career Center - Qualified Candidate Meet & Greet

This year’s event will feature an on-site Career Center designed to connect attendees with real job opportunities in robotics and AI. Attendees can explore open roles, receive a free professional headshot, and get personalized feedback on their resume and LinkedIn profile. Companies may sign up to meet with previewed and qualified candidates at the Career Center.

If your company would like to be featured as a stop on the STEM tour or connect with job seekers, please email jsharpe@robopgh.org.

Exhibitor Booths:

• The Exhibition Hall requires that: 
  
  • Exhibitors do not block exits or aisles with booth materials or equipment
  • Emergency exits remain unobstructed
  • Crate storage occurs in a designated area behind the pipe and drape barrier in Hall A
• Exhibitors are responsible for:
  
  • Setting up their own booths
  • Labor costs associated with construction of exhibitor booths
  • Booth equipment costs beyond the base package provided by Robotics & AI Discovery Day
  • Ensuring that only company employees handle their company machines and equipment
  • Connecting and operating any computer system, audio-visual equipment, and other appliances or components within your booth
  • Unpacking, assembling, dismantling, and packing products and/or equipment
  • Assembling machinery, including unpacking, dismantling, and re-packing; and calibrating and fine-balancing their own machinery, components, and equipment
  • Transporting exhibitor own specialized vehicles that are part of the display to and from the booth
  • Aligning, moving, and positioning vehicles in the booth after spotting
  • Hanging banners, signs, or graphics inside the exhibitor booth
  • Storing computer bags, swag, etc., under table drapes so that they do not impede access to utility services, create a safety problem, or detract from attendee experinece.

Booth Equipment Provided at No Additional Charge:

• (1) 20 amp, 120-volt electrical outlet
• Access to a shared exhibitor WiFi network (30 Mbps)
• (1) 7"’ x 44” black and white printed booth sign
• (1) Wastebasket
• (1) 8’ tall back wall drape *
• (1) 3’ tall side wall drape *
• (2) Folding Chairs
• (1) 6’ x 24” table

*May not be included for 20’ x 20’ or larger island booths depending on floor placement and configuration.

Booth Equipment Provided by the Exhibitor at Their Expense:

• Branded Table Linen
• Company Branding & Signage
• Marketing Materials
• Product / Service Displays
• Audio Visual Equipment (if needed)
• Wired Internet Connection (if needed) *
• Advanced Electrical (if needed) *
• Additional Furniture/Booth Equipment (if needed) *

*Additional costs will be incurred, to be paid by the exhibitor

Purchasing Additional Services:

• Be sure to get your additional DLCC booth orders or Stetson service orders in by August 1st, 2026. Both DCCL and Stetson discounts expire.
• When placing your order, if you are asked for a booth number, please use TBD or 000 until you have been assigned a booth number.
• Purchase additional WiFi:
  
  • Questions should be directed to Leanne Talik, Director of Sales and Client Enablement, showNets, LLC.
    
    • Direct: 412-325-6159
    • Mobile: 412-368-2052
    • Email: ltalik@shownets.net
    • For additional electrical, furnishings, and services, please refer to the Stetson Exhibitor Manual. It contains important information about placing online orders, convention center rules & norms, as well as shipping and logistics (Page 30 of the Stetson Exhibitor Manual). Or, reach out to Ali Campbell.

Union Labor Rules May Trigger Fees!

Additional labor fees may be incurred if exhibitors begin booth setup without following DLCC and Stetson labor rules. Exhibitors may set up and dismantle their own booth only if it is 400 square feet or smaller. Larger booths must use union labor.

Union labor is also required for:

• Freight handling
• Booth electrical work
• Air, water, or gas services
• Hanging signs, rigging, or overhead structures

‍

Tools and equipment

‍Exhibitors may use basic, battery-operated hand tools only for small booths. Ladders, lifts, rigging equipment, or facility tools are not permitted for exhibitor use and may require union labor.

Hand-carry rules

‍You may hand-carry items only if one person can carry them in one trip through the main entrance. Carts and dollies are not allowed.

Important‍

Exhibitors often get in trouble by starting booth setup before checking the rules. If you do work that requires union labor, or work outside official move-in or move-out times, you may be charged additional labor fees.

Best practice

‍If you are unsure, check with Stetson before setting up.

A/V and Food Service Rules

Additional fees or restrictions may apply if exhibitors bring A/V or food services without following DLCC policies.

A/V (Audio Visual)

• All A/V labor is union and exclusive to the DLCC for setup, operation, and dismantle
• If you install complex setups (like LED walls or multi-screen displays), you must use DLCC A/V technicians
• Rigging is exclusive and must be coordinated through the venue’s approved provider
• Labor calls have minimum hours (typically 4 hours) and late changes or extensions can increase costs
• Late rigging submissions (within 30 days) may result in additional fees
• Electricity, internet, and technical services are not included and must be ordered separately

‍

If cameras are part of the live show, screen feed, or stream, expect DLCC camera labor. If a camera is only being used in a limited, non-live way, that may not trigger a cameraman in the same way. The guide does not give a simpler bright-line rule than that, so for edge cases I’d recommend wording your exhibitor note conservatively.

Food & Beverage

• The DLCC has an exclusive provider (Levy) for all food and beverage
• No outside food or drinks are allowed without prior approval
• Exhibitors cannot distribute or sell food without going through Levy
• Vendors who arrive with unapproved food or beverage may be denied move-in entirely

Exhibitor Proof of Liability Insurance:

• As a standard requirement for all our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate.
• This insurance must be in force during the lease dates of the event, September 15th - 16th, 2026, naming Pittsburgh Robotics Network (113 47th St., Pittsburgh, PA 15201) as the certificate holder. The following must be named as additional insured:
  
  • Pittsburgh Robotics Network
  • David L Lawrence Convention Center
  • Stetson Convention Services

We must receive this document no later than 08/31/2026. Please send your proof of insurance to josh@robopgh.org.

Exhibitor Purchase of Insurance:

If you do not have adequate insurance, or you would rather not use your own insurance, we have set up a program with Rain Protection Insurance through which you can purchase compliant insurance coverage instantly online. Pricing starts at $91 and runs to $108.72, depending on the state your company is domiciled.

Benefits of using this program:

• No Deductible – Unlike your corporate policy, Rain Protection’s policy has no deductible. Should there be a claim, you will have no out-of-pocket costs, and your future rates will not go up since you would not need to submit a claim on your policy.
• No Hassles – You will not need to go back and forth with your broker adding additional insureds and making your insurance compliant with show requirements.
• Coverage for exhibitors who do not have an existing policy.
• Coverage for international exhibitors whose insurance will not cover them in the U.S.A.
• Easy and inexpensive to purchase instantly online.
• Already pre-filled with all the proper show information.
• Submitted to show management for you - Once purchased, they automatically receive a copy.

Exhibitors may purchase event insurance here.

Robotics Specific Regulations:

• Motorized Vehicles:
  
  • Exhibitors are permitted to drive their own vehicles onto the show floor from the loading dock during move-in and move-out only.
  • To comply with the National Fire and Protection Association (NFPA) and the City of Pittsburgh, the DLCC enforces the following key items.
    
    • The Pittsburgh Fire Marshal shall have final authority.
      
    • When exhibiting motor vehicles inside the DLCC, the vehicle will be required to:
      
      • Disconnect the battery.
      • Reduce the amount of gas to ¼ tank or less.
      • Lock or tape shut the gas cap.
      • Use a drip pan under the vehicle's engine.
      • On carpeted areas only, place carpet tiles or padding under tires.
• Drones:
  • All airborne  drones need to be caged in order to be flown.
• Robot Guarding:
  • Safety stanchions can be provided for you, by request with advance notice. It is the responsibility of exhibitors to let the Pittsburgh Robotics Network know if their robot demo requires stanchions for safety, as it is not automatically included in your booth.
  • Live and mobile robot demonstrations must be under direct supervision of company personnel at all times. While not operating, it must be deactivated in a safe manner that prevents unauthorized personnel from activating it.
• Mobile Robots:
  • Exhibitors displaying mobile robots need to take special care to avoid dangerous contact with attendees and other exhibitors. They must be equipped with sensors and safety functions to enable them to detect people and avoid hazardous contact with them.

Demonstrations:

• To comply with DLCC fire code regulations, robots will not be allowed to roam through aisles and must stay within exhibitors’ assigned booths.
• As a matter of courtesy, please arrange displays, robot demos, and audio-visual presentations in ways that do not block access or view of neighboring exhibitors.\
• Special caution should be taken when demonstrating machinery or equipment that has moving parts or any product that is otherwise potentially dangerous. Additionally, demonstrations should only be conducted by qualified personnel.

Sound/Music:

• Exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors.
• Speakers and other sound devices should be positioned to direct sound into the booth rather than into the aisle.

Flammable Materials:

• The DLCC does not permit pine trees or any cut trees, pyrotechnics, and open flames.
  No flammable materials such as bunting, tissue paper, crepe papers, etc., will be permitted as decorations.
• All materials used for decorative purposes must be treated with flame proofing, and certification of said flame proofing must be available for inspection by local fire officials.

Floor Load Limitations:

The hall floor load capacity is 350 lbs. per sq. ft. live load. When equipment is displayed that exceeds the above weight loads, steel plates must be added to spread out the weight.

Formula to determine weight load:
Weight of equipment (lbs.) divided by sq. ft. area of equipment = lbs. / sq. ft.

Example:
An exhibitor wants to display a 10-ton piece of equipment. The equipment sits flat on the floor and has a footprint of 10’x6’.

• Calculation:
  (10 tons) 20,000 lbs. divided by (10’x6’) 60 sq. ft. = 333 lbs. / sq. ft.

If you are unsure if your vehicle will require steel plates, contact Stetson Convention Services for assistance with calculations.

Additional Details:

• Security: The DLCC maintains active and ongoing building security 24/7. Building security is primarily responsible for providing a secure building perimeter and monitoring life safety systems on a twenty-four-hour basis. Additional event security staffing will be present during move-in, show hours, and move-out.
• Americans With Disabilities Act (ADA): All areas of the DLCC meet ADA requirements. The Center has curb cuts, which provide easy access to the main lobby areas. Sliding glass doors are located at each main lobby with clear access to elevators. The elevators are equipped with Braille signage and lead to all levels of the Convention Center. All restrooms are equipped for standard wheelchair accessibility. The Center also provides family restrooms located throughout the building. Specially marked parking spaces are offered on the first level of the parking garage with close access to building lobbies. Wheelchairs are available on a first-come, first-serve basis in the East and West lobbies.
• Lost Child Procedures: If you encounter a lost child or an adult looking for a missing child, please escort them to the PRN Info Desk. We will contact the security supervisor on duty. The Security Control contact is 412-325-6193.\
• Lost and Found Items: The DLCC’s security control office will hold all lost and found items for 30 days. If unclaimed after 30 days, the DLCC will discard or donate items.
• Food and Beverage Services: There are concessions in the exhibit hall from 10 AM - 6 PM.
• Parking: A 700-space parking garage is located in the DLCC.
• Ceiling Height: The ceiling is arched and ranges from 19 ft to 125 ft at its highest.