EDTx 2017 Exhibitor Instruction Manual

EXHIBITOR INSTRUCTION MANUAL

If you have not received your exhibit space locations or parking passes by Monday, April 10, 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 20 from 9 AM - 9 PM

IMPORTANT DEADLINES Exhibitors should plan to set-up on Thursday, April 20 (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 19, 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: IMPORTANT DATES PAGE 4: INSURANCE INFORMATION PAGE 5: BOOTH & TENT PACKAGES AND LOCATIONS

EXHIBITOR RECEPTION PAGE 6: SHIPPING INFORMATION PAGE 7: SELLING PRODUCTS

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Insurance Deadline: Commercial exhibitors must send a copy of their commercial liability insurance policy to Earth Day Texas by April 17th at sales@earthdaytx.org.

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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 equipment on Wednesday April 19 between 9 AM and 2 PM. Your Building and or Area Managers will be reaching out to confirm you load in time.

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Security Guards: Private security will be on-site 24 hours a day from 9 AM Wednesday, April 19 until 12 PM on Monday, April 24.

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General Move-In: Exhibitor move-in is Thursday, April 20, 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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Building/Area Managers will begin reaching out with specific load in information, parking information, Booth assignments. Building/Area Managers will be your main source of show information.

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IMPORTANT DATES

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Friday Event Day Move-In: Exhibitors can move-in is from 7 AM - 9 AM on Friday, April 21. Exhibitors will not have full drive-up access to tents and buildings.

Exhibitor Move-Out: Exhibitor move-out is from 6 PM - 9 PM on Sunday, April 23 and Monday, April 24 from 9 AM to 12 PM. Please contact your Earth Day Texas representative to discuss special move out needs.

INSURANCE INFORMATION Please include a copy of your certificate insurance with your payment, fax a copy to 214-580-2630, or send a copy via email to sales@earthdaytx.org. Your certificate of insurance should have a minimum of $1,000,000 in general liability coverage naming all the parties as insureds (one certificate for all parties is appreciated): City of Dallas Fair Park Earth Day Texas All entities must provide a certificate of insurance (COI) from their own general liability policy. In lieu of providing a COI, Commercial or for-profit entities may purchase insurance online from the EDTx website ($90). (Academic, non-profit and government entities are exempt from referenced insurance fee.)

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

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

• WIFI access

• Electricity INDOOR CUSTOM BOOTH PACKAGES NON AUDIO/VISUAL

Todd Van Galen todd.vangalen@freemanco.com 214-267-5808 PHONE 214-689-4661 FAX 469-853-5063 CELL

FOR ALL AUDIO VIDEO NEEDS, PLEASE CONTACT Matt Stacks Matt.Stacks@bweissent.com You are always welcome to contact your EDTx reppresentative to discuss as well.

BOOTH & TENT LOCATIONS

Earth Day Texas will issue exhibitor space assignments and floor plans to exhibitors via email by Monday, April 10, 2017.

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 20th 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 (Attn: Marsha Singer; Automobile Building; 1010 First Avenue Dallas, TX 75210). Have the driver call Marsha at 214-384-3349 either before they arrive or when they get there so they can be directed accordingly.

• Shipments should be made out to “Earth Day TX; Attn. Marsha Singer”.

• Shipments can arrive any time during the week of the event (April 17-20). 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 marshasinger6@gmail.com 214-384-3349

SELLING PRODUCTS In 2017, 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 2017.

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