The official show decorator for The Visions
Show is:
Convention Decorating Services
3559 Belgium Lane
San Antonio, TX 78219
PH: 210-467-0041
FX: 210-467-0048
www.conventiondecorating.com
- Show colors are Teal, Lime Green
and Orange with Teal Carpet
- CDS
will post an online Exhibitor
Services Manual for ordering carpet, electricity and other booth
items. NOTE There
is an early order discount if decorating items are ordered from CDS no
later than August, Friday 13, 2010.
- CDS will have an order counter at the Show Office. Show
Office is located at Dock Door #2. Items may be ordered onsite.
Dallas Market Hall
2200 N. Stemmons Freeway
Dallas, TX 75207
Dallas Market Hall is located at the northeast intersection
of Stemmons Freeway and Dallas Market Center Drive, just north of downtown
Dallas.
From the south, drive north on I-35 and exit Dallas Market
Center. Stay on the frontage road until you can turn into the parking lot.
From the north, drive south on I-35 and exit Dallas Market
Center. At the stoplight, turn left under Stemmons Freeway, and left again
in front of Dallas Market Hall.
Prior to and after show hours, all
Exhibitors MUST enter and exit through the signs marked "EXHIBITOR ENTRANCE." Upon
entering the Exhibit Hall you will be asked to show your Exhibit Badge.
Exhibitors will be permitted in the Exhibit Hall one (1) hour before the
show opens each day.
Exhibitors will not be permitted
to remain in the building after closing each night.
Parking at Dallas Market Hall is
free!
A block of rooms has been reserved for VISIONS: The
Women’s Expo Exhibitors
at the Renaissance Dallas Hotel. A special exhibitor rate of $99/Standard
Room per night has been extended if
rooms are reserved before Thursday, July 31, 2009. The Renaissance Dallas
Hotel is located at:
2222 Stemmons Freeway
Dallas, TX 75207
Please call 1-800-811-8893 to reserve your room at the Renaissance Dallas Hotel
Thursday, Sponsors Only 1PM-6PM
Friday, Exhibitors 8AM-6PM
All booths must be ready by 9:00AM on Saturday,
August 28. Any booth not ready may, at the discretion
of Show Management, be re-assigned or filled with a new exhibitor.
- Proceed to Exhibitor Check-In
to receive badges.
- Decorator Services and Electrical
Services will be available near Exhibitor Check-In.
- PLEASE BRING YOUR OWN
CART OR DOLLY FOR MOVE-IN/MOVE-OUT. THEY WON'T BE AVAILABLE ONSITE.
Sunday,
5:00 p.m. – 10:00 p.m.
Monday,
8:00 a.m. – 12:00 p.m
- All exhibits MUST remain open
until 5 p.m. Sunday evening. Exhibitors leaving early may not be allowed
to participate in subsequent shows, or may be required to pay additional
deposits.
We recommend all exhibitors should move-out Sunday evening.
The decorator will begin removing their equipment, carpet and materials as
soon as possible, and it would be helpful to have the area cleared. With
so many exhibitors carrying their products and supplies out of the area,
neither Adjuvant Expos nor the contracted security team will be responsible
for any items left in your booth after the close of the show on Sunday evening.
Final payment for all exhibit space must be made on time and prior to set-up. Show
Management reserves the right to refuse entry to any exhibitor whose account
has not been paid in full.
There
will be an extensive advertising and promotion schedule running in the Dallas-Fort
Worth Metroplex beginning two (2) weeks prior to the event and building to
a very heavy promotion schedule prior to the show. This schedule will include
television - broadcast and cable, radio, Internet, outdoor/billboard,
magazine, PR, and event signage.
Balloons
filled with helium or other gases that cause the balloon to rise are not permitted.
Wooden stick attachments to the balloons are not permissible. If you do use
a balloon attachment, you must use the flexible paper type, which is much safer.
Each
booth must be open for business for the entire duration of the show. Failure
to do so may result in your expulsion from the show and/or not being invited
to participate in any future shows with Adjuvant Expos.
- Exhibitors are required to keep their booths clean
and neatly arranged. Public aisles will be swept daily by the Market
Hall custodial staff, but this does not include the areas within the booths.
- Trash is collected from each booth in the evening
hours. Please leave your trash at the end of your booth, just barely
in the aisle, as you leave for the night.
- Exhibitors must make arrangements to dispose of any
shipping crates or other debris created during the building of your individual
displays. You are also responsible for discarding any waste from dismantling
your booth after the show closes.
- For security purposes, all booth personnel must wear
their official exhibitor badge as provided by Adjuvant Expos at all times.
line_1 identification may also be worn.
- You may enter your exhibitor names
online for your booth badges.
- Exhibitor badges will be issued upon arrival for set-up.
You will sign for and receive your credentials during move-in at the Show
Management office, near the loading dock and the Exhibit Decorator's booth.
They will not be mailed to you.
- Refer to the acline_1ing chart for your allotment
of booth credentials. If additional credentials are needed, you may purchase
extra badges at $5.00 each.
- Credentials are to be worn only
by personnel working the booth. The badge is not a free ticket to neighbors,
friends, relatives
or those employees not working the booth. It has been our experience that
this badge policy is a great deterrent to theft at the show, as well as a
deterrent to the admittance of unauthorized persons who do not wish to pay
the admission fee and are not working the booth.
- Bulk space will receive Credentials based on the amount
of square footage that is purchased.
- You will not be allowed to get your credentials or
set up until all obligations have been met.
Any
deliveries coming to the show must be directed to The Official Decorator. Please
include your name and booth number on any deliveries.
All exhibitors are responsible for following the fire
regulations set forth by the Dallas Fire Marshall including, but not limited
to fire proofing materials, keeping aisles clear and proper storage of boxes,
etc.
- Fire proof ALL decorative materials in your booth
- Keep all aisles clear, and properly store all
items within your booth.
- We strongly recommend that you
rent your material from the official decorator. Please call the Dallas
Fire Marshall at
214-670-5690 if you have any questions.
- No candles or open flames are allowed within
the exhibit hall.
- Any material that does not meet the Fire Code
will be removed at the Exhibitor's expense.
- All motorized vehicles that will be a part of
the display must be inspected by the Dallas Fire Marshal before they
will be allowed on the exhibit floor. They must have less than one-quarter
of a tank of fuel, the battery must be disconnected once they are placed
on the exhibit floor and a set of ignition keys must be given to Show
Management. To get inspected, you must notify the City Fire Marshal to
make arrangements to meet with an inspector at the Exhibit Hall.
No
food or beverage items may be sold or distributed within the exhibit hall without
the prior written permission of the Food and Beverage Department.
It
is against show policy for any exhibitor to hand out samples, literature, obtain
leads, etc. in the aisles of the show. This activity must be done inside the
booth.
Sampling
a food, beverage or other ingestible item in your booth? Make sure you
have a Special Event Temporary Food Establishment Permit from the City
of Dallas,Environmental & Health
Services, Public Health Division. Call 214-670-8083 for more information
and a permit application.
- All booths are required to be set up and ready to
open one hour prior to opening.
- Be sure to bring your own dolly or handcart, as Show
Management does not provide these for exhibitor use.
- Installation: Unload booth and stock quickly; remove
your vehicle from the loading dock immediately so others may access this
area. After moving your vehicle, return to your booth to arrange your stock.
- Dismantling: We recommend that you get your vehicle
for move-out only when your booth is completely disassembled and stock is
boxed. Exhibitors will not be permitted to dismantle their exhibits or do
any packing prior to the official closing of the show. Show rules require
that all exhibits remain intact until the show has been officially closed
by Show Management. Any exhibits remaining in the hall after move-out hours
will be removed and stored at the exhibitor's expense. Adjuvant Expos
shall not be responsible for any damage incurred in the removal and storage
of exhibits.
- Adjuvant Expos, Inc. has
general liability insurance covering the show. Insurance does not
cover the exhibitor’s exhibit, contents, visitors within
the confines of the exhibitor’s leased space, or exhibitor’s
personnel.
- All exhibitors must provide
Adjuvant Expos, Inc with a “CERTIFICATE OF lNSURANCE”. Booth space
contracts are not valid until the insurance certificate has been
received by Adjuvant Expos,Inc. Please email the Insurance certificate
to: pbuchen@adjuvantexpos.com or
fax to 940-321-3705.
- Adjuvant Expos, Inc., 1904
Vintage Drive, Corinth, TX 76210 must be named as an Additional
Insured/Certificate Holder.
- The minimum limits of liability
acceptable will be $500,000 combined single limit bodily injury
and property damage liability, including personal injury liability
and contractual liability. Show Management will not be responsible
for any injury, damage or theft occurring on the way to or from
the show.
- Any questions regarding
insurance, please feel free to contact our office at (972) 499-7500.
- You may contact Buttine
Insurance 212.697.1010 ext 49 or download the application
here to obtain an event liability policy.
- Exhibits shall be arranged so that they do not obstruct
the general view nor hide the exhibits of others.
- Booths with specially built displays must have approval
prior to set-up. Plans must be submitted in writing to Show Management.
- Booths come equipped with an eight (8) foot backdrop,
two draped side rails (36” high) and a line_1 identification sign.
One (1) 6’ skirted table, two (2) side chairs, and a waste basket are
also included in your booth cost.
- Unless written permission is secured from Show Management
in advance, back walls including signs, shall not exceed the height of the
backdrop and they must be free standing. You may go the height of the backdrop,
on the sides of your exhibit, up to one half the distance from front to back
of your booth. The remaining distance must not exceed four (4) feet. (Please
refer to the diagram above.)
If
you plan to use items in your booth which produce sound, for example, burglar
alarms, pianos and organs, stereo, VCR, etc. you must keep the volume low
enough so that your neighbors may freely talk with attendees. Any music used
in your booth must be licensed or approved for public usage.
Other
than designated service animals or those to be adopted by a non-profit pet
adoption exhibitor, no pets are allowed on site. If you have any questions
regarding this policy, please contact Adjuvant Expos.
The
public address system is used for stage programming announcements and emergency
announcements only.
All
questions, problems and complaints must be brought to the attention of Adjuvant
Expos show management. Do not question or contact door personnel regarding
concerns about the show. Please list all concerns in writing and submit them
to the show office. Adjuvant Expos will not tolerate abusive, unprofessional,
or disruptive behavior from any exhibitor or their helper(s).
Any
raffles, drawings, contests, promotional giveaways or similar activity in the
booth area of the exhibitor must be held in compliance with local and state
governing laws. Adjuvant Expos must be notified in advance of such giveaways.
Any promotional prizes and giveaways must be drawn for at the show. The winner
name(s), address, and phone number must be given to Adjuvant Expos at the conclusion
of the show.
- There will be twenty-four hour security beginning
at move-in and running through the morning after the show closes. We provide
the highest quality security available, but we do not guarantee against loss
or breakage of any item(s). Therefore, it is wise to use foresight and planning
when deciding on when to bring in or take out display articles.
- Keep all personal valuables in an area that you can
maintain eye contact and in which you are the only person authorized to be
there. Do not keep valuables behind curtains where people would have access.
- Remember that you are the seller! Beware of people
unfamiliar to you, offering you goods for sale. Exhibitors who live out-of-town
are the people thieves prey upon, as out-of-towners seldom prosecute.
- Opening and closing times are for your benefit. Do
not expect to enter the exhibit hall early unless cleared by show management
the night before. This allows all exhibitors to enter at the same time to
watch their merchandise.
- One (1) exhibitor identification sign will be issued
to each exhibitor. I.D. signs are 7" x 44" and are used primarily
by the Decorator to identify your booth for deliveries. We recommend you
provide additional signage to 'brand' your booth.
- If the name on your sign is to be anything other
than your Line 1 or the name you have already indicated on your signed
contract, you must submit in writing how you want your sign to read. THE
EXHIBITOR WILL PAY FOR ANY NAME CHANGES THAT CAUSE A SIGN TO BE REPRINTED
DURING THE SHOW.
- We are able to order your sign at no charge up to
two weeks prior to show time; after that, the show decorator will charge
up to $25 per sign.
- Exhibitors may not pin or tape signs or pictures
to the back drape. Signs may be hung with S-hooks (available at no charge
from the decorator) from the pipe on the back drape.
- Signs must be professionally made and of appropriate
nature. Adjuvant Expos reserves the right to remove signs determined to be
unacceptable.
Dallas
City ordinances prohibit smoking in city facilities and it will be strictly
enforced. Smoking is prohibited throughout the show. The Exhibitor's Lounge
is not an area for smoking. You must exit the buildings if you must smoke.
Texas law requires that all merchants be registered as a Texas Retail Merchant
and collect sales tax (Dallas County is 8.25%) on all retail sales transacted
in the State of Texas. Exhibitors selling anything in the Exhibit Hall
must contact the State of Texas Comptroller's Office at http://www.window.state.tx.us/taxinfo/sales/ or call 800-252-5555 for permit and payment information. A copy of your
permit must be in your booth BEFORE any merchandise is sold.
- Adjuvant Expos has general
liability insurance covering the show. Insurance does not cover
the exhibitor’s exhibit, contents, visitors within the confines
of the exhibitor’s leased space, or exhibitor’s personnel.
- All exhibitors must provide
our office with a “CERTIFICATE OF LIABILITY lNSURANCE”.
Booth space contracts are not valid until the insurance certificate
has been received by Adjuvant Expos.Please
email the Insurance certificate to: pbuchen@adjuvantexpos.com or
fax to 940-321-3705.
- ADDITIONAL INSURED MUST
BE: Adjuvant Expos, Inc., 1904 Vintage Drive, Corinth, TX 76210
- The minimum limits of liability
acceptable will be $500,000 combined single limit bodily injury
and property damage liability, including personal injury liability
and contractual liability. Show Management will not be responsible
for any injury, damage or theft occurring on the way to or from
the show.
- Any questions regarding
insurance, please feel free to contact our office at (972) 499-7500.
- You may contact Buttine
Insurance 212.697.1010 ext 49 or download the application here to
obtain an event liability policy.
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