EXHIBITOR INSTRUCTION MANUAL
If you have not received your exhibit space location(s) or parking passes via email, please send a request with your organization’s name included to sales@earthdaytx.org Parking passes are sent via email with credentials available for pickup during exhibitor set-up on Thursday, April 21 from 9 AM - 9 PM
IMPORTANT DEADLINES Exhibitors should plan to set-up on Thursday, April 21 (9 AM - 9 PM). If full set-up is not possible, it is advisable to drop-off your materials at your booth or tent on Thursday (drive-in access is not permitted on event days).
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Exhibitors that plan to exhibit with vehicles or oversize exhibits should set-up between 9 AM and 2 PM on Wednesday, April 20, as tents will be built around such items on Wednesday afternoon. You’re invited to the Exhibitor Reception hosted by Trammell S. Crow.
TABLE OF CONTENTS PAGE 3: PARKING MAP PAGE 4: IMPORTANT DATES PAGE 5: BOOTH & TENT PACKAGES AND LOCATIONS EXHIBITOR RECEPTION PAGE 6: INSURANCE INFORMATION PAGE 7: SHIPPING INFORMATION PAGE 8 : SELLING PRODUCTS
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PARKING INSTRUCTIONS WEDNESDAY, APRIL 20 (9 AM - 2 PM) VEHICLES & OVERSIZED EXHIBITS ONLY Please enter Fair Park using Gate 4
THURSDAY, APRIL 21 (9 AM - 9 PM)
Gates 3, 4, and 5 will be open. Parking passes are not required on Thursday.
FRIDAY - SUNDAY, APRIL 22-24 (7 AM - 6 PM) Use gate indicated on parking pass to park or unload. Parking passes are required.
L
KEL
HAS
GATE
13 NO PARKING
LL
E SK HA
R & FI BE FOOR IL DI N G BU
MAIN
.
PO SI
500s 700s
GATE
NO PARKING
COTTON BOWL PLAZA
GRAND PLACE
7000s
T FIRS
FIRST
MAGNOLIA LOUNGE
GRAND AVE.
ROBERT B. CULLUM BLVD.
Exhibitors (400s, 500s, 600s, 700s, 1000s, 2000s, 3000s, 9000s) Volunteers Fishackathon 2016 Shuttle Service Provided Sponsors (ALL) Exhibitors (100s, 200s, 300s, 800s, 900s, 5000s, 6000s)
GATE Meeting & Conference Parking (ALL)
LOT 5A
LOT 6A
6 M.L. KING BLVD.
5
9
School Bus Parking Only
PENNSYLVANIA
MUSIC HALL PARKING ONLY
NO PARKING
Programming Partners
N
4000s
MAIN
.
E AV RY
R PA MUSIC HALL
O
TOWER BULDING
600s
E-BICYCLE TEST TRACK
FIRST
GATE 4 NO PARKING
10
TI
GATE
3
GATE
EX
LOT 6B
NO PARKING
GATE
8
FITZHUGH
300s
G ILDIN E BU O B IL 000s
ENTRANCE
DE
LOT 4B
E
E
ANA
3 OM AUT 1000s -
STAG
NO PARKING
ATE OF ST
M
N
NO PARKING
HALL
ESPL
100s CE TRAN
N AIN E
IO SIT XPO
0s
200s
EN’S WOMSEUM MU
11
.
400s
ALL IA L H E N N 00s CE NT 00s - 60 50
T LO B 3
T LO A 3
T LO D 3
IN
SH WA
DR
OR
3
a
rP
so
on
Sp
ITZ
O
HON
GATE
T LO
– 3C
ADER
GATE LAGOW
s-90
800
F RT O COU
2
O GT
RC EM BA
NO PARKING
LOT 12A Speaker & Robotics Challenge Participant Parking
NIM
M. L. KING BLVD.
GATE
g rkin
VE NA
s
9000
T LO E 3
CE
AN ENTR
M. L. KING BLVD.
A , 15 13A ) R, -R OW 2B RFL , B VE ,2 2A E 3 O T TS LO (GA
FITZHUGH
PENNSYLVANIA
GAISFORD
GATE
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ROBERT B. CULLUM BLVD.
NO PARKING – Closed during event hours due to programming at Dallas Summer Musicals Exhibitors (4000s, 7000s) Conference & Meeting Attendees (ALL) School Bus Parking Only Speakers Robotics Participants Event Staff & Contractors
APRIL
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Vehicle & Oversized Exhibit Move-In: Exhibitors with vehicles, oversized displays or heavy equipment in their exhibit should plan to deliver and stage such equipment on Wednesday, April 20 between 9 AM and 2 PM. Please contact your Earth Day Texas representative to discuss vehicles and oversized exhibit delivery.
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Security Guards: Private security will be on-site 24 hours a day from 9 AM Wednesday, April 20 until 12 PM on Monday, April 25.
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General Move-In: Exhibitor move-in is Thursday, April 21, 2016 from 9 AM to 9 PM THURSDAY ONLY. If you cannot set up on Thursday, it is advisable to at least drop-off exhibitor materials (completely inside your exhibitor space) and then complete set-up on Friday morning.
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The EDTx Exhibitor Reception, Hosted by Trammell S. Crow, will take place immediately outside the Exhibitor Center in the Automobile Building from 4:00 PM - 7:00 PM.
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Friday Event Day Move-In: Exhibitors can move-in is from 7 AM - 9 AM on Friday, April 22. Exhibitors will not have full drive-up access to tents and buildings.
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Exhibitor Move-Out: Exhibitor move-out is from 6 PM - 9 PM on Sunday, April 24 and Monday, April 25 from 9 AM to 12 PM. Please contact your Earth Day Texas representative to discuss special move out needs.
APRIL
APRIL
APRIL
APRIL
APRIL
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Insurance Deadline: Commercial exhibitors must send a copy of their commercial liability insurance policy to Earth Day Texas by April 18th at sales@earthdaytx.org (no action needs to be taken by academic institutions, government entities, and non-profits).
APRIL
IMPORTANT DATES
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BOOTH & TENT PACKAGES INDOOR EXHIBITORS
Included Items in 10’ x 10’ Exhibitor Space:
OUTDOOR EXHIBITORS
Included Items in 10’ x 10’ Tented Exhibitor Space:
• 8’ tall background drape
• 3 walls
• 3’ tall side dividers
• Exhibitor name sign
• Exhibitor name sign
• 6’ x 30” skirted table
• 6’ x 30” skirted table
• 2 chairs
• 2 chairs
• Wastebasket & recycling bin
• Wastebasket & recycling bin
• Electricity
• WIFI access • Electricity
CUSTOM BOOTH PACKAGES Todd Van Galen todd.vangalen@freemanco.com 214-267-5808 PHONE 214-689-4661 FAX 469-853-5063 CELL
BOOTH & TENT LOCATIONS
Earth Day Texas will issue exhibitor space assignments and floor plans to exhibitors via email by Monday, April 15, 2016. Parking passes will be sent via email. Exhibitors will not be able to drive to exhibit spaces to drop-off materials after 9 PM on Thursday evening.
EXHIBITOR RECEPTION
Please join us for the Earth Day Texas 2016 Exhibitor Reception, which will be held on Thursday, April 21st from 4 PM - 7 PM in the Automobile Building. This event will be hosted by Trammell S. Crow and will provide a forum for exhibitors to network with one another and Earth Day Texas staff. Light appetizers, soft drinks, beer and wine will be served.
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SHIPPING INFORMATION SEE INSTRUCTIONS BELOW REGARDING SHIPMENT AND SETTING UP OF BOOTHS • Ship all booth items to Fair Park (1121 1st Avenue Dallas, TX 75210). • Shipments should be made out to “Earth Day TX; Attn. Marsha Singer”. • Shipments can arrive any time during the week of the event (April 18-21). The event opens at 10 a.m. on Friday, so all exhibits will need to be built and ready to go by that time. • Anything shipped the week prior to the event will not be accepted by Fair Park. If shipments need to be made the week prior, our event partner Freeman can handle the shipments and store them at their local warehouse (costs are involved). If this is a requirement, let your EDTx contact know and we will connect you with the appropriate contact at Freeman. • DO NOT use USPS. They do not recognize any internal addresses at Fair Park. We recommend using UPS, as their drivers carry cell phones and know Fair Park well. • If it’s a larger shipment, then most freight companies like Yellow Freight are great. We ask that you call Marsha Singer (contact info below) prior to arrival so that she can meet the delivery team and direct them to their assigned booth location. • Fair Park is not unionized and does not provide any labor. If your shipment requires a forklift or pallet jack, please reach out to our shipping coordinator (contact information below). • There are NO docks at Fair Park. All materials will have to come off the truck either via forklift or lift gate truck. • AV equipment: We will have an AV company that can supply all your needs. Please let us know in advance so we can plan accordingly. • For all other inquiries, please contact our shipping coordinator:
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Marsha Singer WmrSinger@aol.com 214-384-3349
INSURANCE INFORMATION Commercial or for-profit entities (the insurance requirement does not apply to academic, non-profit, or government entities) must either purchase commercial insurance online from the EDTx website ($75) or provide a certificate of insurance (COI) from their own commercial liability policy. If you are a commercial entity, please include a copy of your certificate insurance with your payment, fax a copy to 214-580-2630, or send a copy via e-mail to sales@earthdaytx.org. Your certificate of insurance should have a minimum of $2,000,000 in general liability coverage naming the following parties as insureds (one certificate for all parties is appreciated): Earth Day Texas, Inc. 3839 McKinney Ave., Ste. 155-241 Dallas, TX 75204 City of Dallas 1500 Marilla Street Dallas, TX 75201
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City of Dallas Fair Park Administration 3809 Grand Avenue Dallas, TX 75210
SELLING PRODUCTS In 2016, Earth Day Texas (“EDTx�) will allow the cash and carry sale of products directly to event attendees. WHEN SUSTAINABLE PRODUCTS ARE SOLD, THE EARTH WINS! If you are selling or serving samples or other unpackaged food these guidelines do not apply to you, please contact Marsha Singer at 972-943-4690 for more information on food service.
To ensure sustainability standards are met, EDTx has implemented the following sustainable sales guidelines: PLEASE:
PLEASE DO NOT:
Sell only genuinely sustainable products that are not offensive.
Sell products that are not genuinely sustainable or misrepresent that products are sustainable if they are not.
Minimize unnecessary paper, packaging, and trash. Encourage attendees to recycle display packaging at the time of sale. Provide free paper or reusable canvas bags for customers to carry their purchases. Collect and remit all applicable sales tax state and local entities (EDTx will not participate in exhibitor sales revenue and is therefore not required to track sales or collect sales tax).
Use plastic. Generate unnecessary trash or waste. Sell products with unnecessary packaging that cannot be recycled. Store product inventory outside of your exhibit space.
By abiding by these rules, you help us encourage the use of more sustainable products by tens of thousands of North Texans. Thank you for participating in Earth Day Texas 2016. 8