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IMPORTANT DEADLINES → Exhibitor space assignments and

floor plans will be sent to exhibitors by e-mail on Friday, April 17th.

→ Exhibitors should plan to set-up

on Thursday, April 23rd (9:00 a.m. to 9:00 p.m.) 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).

→ Exhibitors with vehicles / oversize exhibits should plan to set-up between 9:00 a.m. and 2:00 p.m. on Wednesday, April 22nd, as tents will be built around such items on Wednesday afternoon.

→ Don’t miss the EDTx Exhibitor

Reception, hosted by Trammell S. Crow, on Thursday, April 23rd from 4:00 p.m. to 7:00 p.m. in the Automobile Building.

EXHIBITOR INSTRUCTION MANUAL

Parking passes will be available for pickup during exhibitor set-up on Wednesday, April 22nd and Thursday April 23rd from 9 a.m. to 9 p.m.


IMPORTANT DATES & TIMES

APRIL APRIL

20

Insurance Deadline: Commercial exhibitors must provide a copy of their commercial liability insurance policy to Earth Day Texas by April 20th (no action needs to be taken by academic institutions, government entities, and non-profits).

APRIL

22

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 22nd between 9:00 a.m. and 2:00 p.m. Please contact your Earth Day Texas Eco Expo professional to discuss vehicles and oversized exhibit delivery.

APRIL

22

Security Guards: Private security will be on-site 24 hours a day from 9:00 a.m. Wednesday, April 22rd until 12:00 p.m. on Monday, April 27th.

APRIL

23

General Move-In: Exhibitor move-in is Thursday, April 23, 2015 from 9:00 a.m. to 9:00 p.m. THURSDAY ONLY. Indoor exhibitors will have full access to the parking lot behind the Automobile Building and Centennial Hall for unloading and parking and outdoor exhibitors will have full drive-up access to outdoor tents. 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.

APRIL

23

The EDTx’s Exhibitor Reception, Hosted by Trammell S. Crow, will take place immediately outside the Exhibitor Center in the Automobile Building from 4:00 p.m. to 7:00 p.m.

24

Friday Event Day Move-In: Exhibitor move-in is from 7:00 a.m. to 9:00 a.m. on Friday, April 24th. Indoor exhibitors will have drop-off access to the parking lot behind the Automobile Building and Centennial Hall. Outdoor exhibitors may drop items off on the border of exhibitor areas; however, exhibitors will not have full drive-up access to tents.

APRIL

25

Saturday Event Day Move-In (Exhibitors Registered for Saturday & Sunday Only): Exhibitor move-in is from 7:00 a.m. to 9:00 a.m. on Saturday, April 25th. Indoor exhibitors will have drop-off access to the parking lot behind the Automobile Building and Centennial Hall. Outdoor exhibitors may drop items off on the border of exhibitor areas; however, exhibitors will not have full drive-up access to tents.

26

Exhibitor Move-Out: Exhibitor move-out is from 6:00 p.m. to 9:00 p.m. on Sunday, April 26th and Monday, April 27th from 9:00 a.m. to 12:00 p.m. Please contact your Earth Day Texas Eco Expo professional to discuss special move out needs.

APRIL

16

Deadline for exhibitors to receive discounted pricing through Freeman for additional trade show furniture and signage. All exhibitor tents and booths come furnished with standard equipment packages (see Page 4 for details).

APRIL

F U RT H E R D E TA I L S I N S I D E


EVENT INFORMATION L O C AT I O N S , S E T U P & R E C E P T I O N

EXHIBITOR BOOTHS & TENT LOCATIONS Earth Day Texas will issue exhibitor space assignments and floor plans to exhibitors via e-mail by Friday, April 17th. Parking passes will be available for pickup during exhibitor set-up on Wednesday, April 22nd and Thursday April 23rd from 9 a.m. to 9 p.m. Please note that all indoor exhibitor booths will be in the Automobile Building and Centennial Hall, and outdoor exhibitor tents will encircle the Esplanade (including the Dart Entrance and Court of Honor), Automobile Building parking lot, and areas surrounding Big Tex Circle.

SETUP SUGGESTIONS EARTH DAY TEXAS STRONGLY ENCOURAGES EXHIBITORS TO SETUP (OR AT LEAST DROP-OFF INSIDE THEIR RESPETIVE EXHIBIT SPACES) MATERIALS ON THURSDAY, APRIL 23RD FROM 9:00 A.M. TO 9:00 P.M. Outdoor exhibitors will have full drive-up access to their tents on Thursday, which will make setup easier and less time consuming than waiting until Friday morning. On Friday, items must be dropped on the outskirts of the outdoor footprint and manually moved by exhibitors to their specific tent location. Indoor exhibitors may use the lot behind the Automobile Building (as available given truck, automobile, and heavy equipment staging) and Centennial Hall to unload materials and park their vehicles during setup on Thursday. On Friday, exhibitors may only drop their materials and then proceed to assigned parking areas. A full 24-hour security detail covering all exhibitor areas will be onsite from 9:00 a.m. Wednesday, April 22nd to 12:00 p.m. on Monday, April 27th.

EXHIBITOR RECEPTION Please join us for the Earth Day Texas 2015 Exhibitor Reception, which will be held on Thursday, April 23rd from 4:00 p.m. to 7:00 p.m. 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.


EXHIBITOR SPACES & INSURANCE INFORMATION INDOOR & OUTDOOR EXHIBITORS

STANDARD BOOTH & TENT PACKAGES INDOOR EXHIBITORS

OUTDOOR EXHIBITORS

Included Items in 10’ x 10’ Exhibitor Space

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

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 (CIO) 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 City of Dallas Fair Park Administration 3809 Grand Avenue Dallas, TX 75210 Please send by e-mail or fax: sales@earthdaytx.org / or fax to 214-580-2630.


CONTACT INFORMATION GENERAL QUESTIONS, BILLING & CUSTOMER SERVICE

EARTH DAY TEXAS CONTACTS Tim Taylor tim@earthdaytx.org 214-674-1273

Steven Shaw steven@earthdaytx.org 972-971-1131

Matt Myers matt@earthdaytx.org 214-865-6841

Jeff Dye jeff@earthdaytx.org 214-865-6365

Austin Fogerty austin@earthdaytx.org 214-310-1201

Paulette Jones paulette@earthdaytx.org 214-310-1205

Chris Hopkins chris@earthdaytx.org 214-446-2865

ADDITIONAL CONTACTS ADVANCED RECEIVING, LABOR, AND SPECIAL EQUIPMENT ORDERS

(ADDITIONAL COSTS APPLY)

Please refer to the Freeman addendum to this exhibitor instruction manual for information regarding ordering labor, equipment, furnishings, and advanced receiving.

WEEK OF SHOW RECEIVING & LOGISTICS

(NO ADDITIONAL COSTS APPLY)

Marsha Singer (972) 943-4690 (calls before Monday, April 20th) (214) 384-3349 (call or text after Monday, April 20th) Please leave a message at the numbers above stating your name, company name and return phone number and Marsha Singer will be in touch with you shortly.


UPLOADING, SETUP & PARKING ACCESSING THE EXHIBITOR AREA

EXHIBITOR LOCATIONS & FLOOR PLANS WILL BE SENT VIA E-MAIL BY FRIDAY, APRIL 17, 2015

WEDNESDAY, APRIL 22 (9 A.M. TO 2 P.M.) VEHICLES & OVERSIZED EXHIBITS ONLY Please enter Fair Park using Gate 4

THURSDAY, APRIL 23 (9 A.M. TO 9 P.M.) Outdoor Exhibitors (100s-800s): Use Gate 3 or Gate 4 to enter and drive your materials directly to your outdoor tent, unload and then park in a lot to the North of the event footprint prior to completing set-up. Automobile Building (1000s-4000s): Use Gate 4 to reach the indoor exhibitor unloading area behind the Automobile Building. On Friday, exhibitors may also park in this area during setup. Centennial Hall (5000s-6000s): Use Gate 3 to reach the indoor exhibitor unloading area behind the Centennial Hall. Parking will be available to exhibitors in the area behind Gate 3.

WE STRONGLY ENCOURAGE ALL EXHIBITORS TO SET-UP ON THURSDAY, APRIL 23RD, 2015.

FRIDAY, APRIL 24 (7 A.M. TO 9 A.M.) Outdoor exhibitors (100s-800s): Use Gate 3 or Gate 4 (see map of exhibit locations on the following page) to enter and park in the exhibitor parking lot. Exhibitor materials must be manually transported from drop sites on the border of the exhibitor area to your tent. Automobile Building (1000s-4000s): Use Gate 4 to reach the indoor exhibitor unloading area behind the Automobile Building. Exhibitors may unload materials from vehicles and then must proceed out of the exhibitor unloading area to Gate 2 and park prior to beginning setup. If you set your booth up on Friday, please proceed directly to Gate 2 and park on Saturday morning. Centennial Hall (5000s-6000s): Use Gate 3 to reach the indoor exhibitor unloading area behind the Centennial Hall. Parking will be available to exhibitors in this general area behind Gate 3.

ADDRESS AUTOMOBILE BUILDING 1010 1st Avenue, Dallas, TX 75210 CENTENNIAL HALL 1001 Washington St, Dallas, TX 75210

GPS /MAPPING INPUTS TO ARRIVE AT GATE 3:

1001 Washington St, Dallas, TX 75210 TO ARRIVE AT GATE 4:

909 1st Ave, Dallas, TX 75210 APPROACH FROM EAST: when approaching Fair Park from the East take Exit 47 (1st Avenue), remain in the right lane and follow Exposition Avenue to Parry Avenue and then turn left for Gate 3 and right for Gate 4. APPROACH FROM WEST: when approaching Fair Park from the West take Exit 47A (2nd Avenue) and follow 2nd Avenue to Parry Avenue and take a left for Gates 3 & 4.


PARKING INSTRUCTIONS E V E N T M A P & PA R K I N G L O C AT I O N S

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ATTENDEE PARKING

ATTENDEE PARKING

ROBERT B. CULLUM BLVD.

ROBERT B. CULLUM BLVD.

GRAND AVE.

2 S.

ROBERT B. CULLUM BLVD.

ROBERT B. CULLUM BLVD.

OUTDOOR EXHIBITS

INDOOR EXHIBITS

100s, 600s-900s 4E, 2A, 2B

Automobile Building Exhibitors (1000s-4000s) 4E (primary) 2A, 2B (additional)

200s-300s 2A, 2B, 3D, 3E 400s-500s 3E, 2A, 2B

Centennial Hall Exhibitors (5000s-6000s) 2A, 2B, 3D, 3E Event Day Sponsor Parking 3B


2015 EDTx Exhibitor Guide