- The official
show decorator for the Dallas White Rock Marathon Fitness Expo is:
Freeman Decorating Company
8801 Ambassador Row
Dallas TX 75219
PH: (214) 634-1463 (request Exhibitor Services)
FX: (214) 689-9091
www.totalshow.com
- Show colors
are red and green back drapes, green side drapes and a red table.
- One 8’ high
back wall and two 36”side rails comprise each pipe-and-drape booth; one
(1) six-foot skirted table, two (2) chairs, one (1) wastebasket and an
I.D. sign will be provided for each booth. (The exhibit hall is carpeted.)
- Freeman Decorating
will mail each exhibitor an Exhibitor Kit for ordering electricity and
other booth furnishings. Order forms will be enclosed in the Exhibitor
Kit. NOTE: There is an early order discount if decorating items are ordered
from Freeman no later than November 30, 2006.
- Freeman Decorating
will also have a booth during Move-in for exhibitors requiring last minute
items.
Directions to Dallas Convention Center – From
I-30, exit Lamar Street /Griffin Street ramp and merge onto South Griffin
Street. End at Dallas Convention Center, 650 South Griffin Street.
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 the
Dallas Convention Center is $8.00 per day
Exhibitors may unload at Dock Doors 8A, 8B and
8C at the Dallas Convention Center. Loading dock area can be accessed by
entering on Lamar Street. The dock exit is on Canton Street. Security guards
will be positioned at the entrance and exit. Also, NO PARKING and TOWING
will be strictly enforced. Please try to unload items as quickly as possible,
and begin assembling booth only after you’ve unloaded everything and
moved your car.
The
Dallas White Rock Marathon Planning Committee has reserved a block of rooms
at the Hyatt Regency Reunion Dallas Hotel (300 Reunion Blvd.) for Friday and
Saturday evenings, December 8-9, 2006. The discounted rate for these rooms,
either single or double occupancy, is $92/night plus tax. The cut-off date
for reserving these discounted rooms is November 26, 2006. To reserve a room,
please call the Hyatt Regency Reunion Dallas Hotel Reservations Desk at (214)
651-1234.
Thursday, December 6, 2007
2:00 - 8:00 p.m.
Friday, December 7, 2007
8:00 a.m. - 1:00 p.m.
All booths must be ready by 1:00 p.m. Friday,
December 9, 2006. Any booth not ready may, at the discretion of Show Management,
be
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.
Saturday, December 8, 2007
6:00 p.m.-10:30 p.m.
- All exhibits
MUST remain open until 6 p.m. Saturday 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 Saturday 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 Saturday evening.
Show
Rules
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, newspaper,
radio, internet, outdoor, 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. Company 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
accompanying 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 214-670-4628 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
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 lNSURANCE”.
Booth space contracts are not valid until the insurance certificate has
been received by Adjuvant Expos.
- Adjuvant Expos
must be named as an additional insured.
- 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) 504-6358.
- You may contact Shahinian
Insurance 1-800-457-2231 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 company 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 company name 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 to smoke.
Texas law requires that all merchants
be registered as a Texas Retail Merchant in order to make retail or wholesale
transactions in the State of Texas. Exhibitors selling anything in the
Exhibit Hall must contact the State of Texas Comptroller's Office at 800-252-5555
for permit 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 lNSURANCE”.
Booth space contracts are not valid until the insurance certificate
has been received by Adjuvant Expos.
- Adjuvant
Expos must be named as an additional insured.
- 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) 504-6358.
- You may
contact Shahinian Insurance 1-800-457-2231
to obtain an event liability policy
Close
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Online Badge Requests are no
longer being offered for this event.
If you have not ordered your
badges, badges with the company name and “staff” will be provided
at the time of check in.
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With an expected 10,000 runners
with their families and friends shopping just days before Christmas,
the Dallas White Rock Marathon FITNESS EXPO presents a wonderful
opportunity for your company to increase its exposure and drive
sales. The FITNESS EXPO showcases the latest in fitness technology,
exercise products, apparel, health and beauty products, workout
gear and gifts.
We hope that you will include the
Dallas White Rock Marathon FITNESS EXPO as part of your marketing
campaign. If there is anything we can do to assist you, please
call us. Your success is our success. We appreciate you involvement.
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