Decorator Services

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 TBD.
• Convention Decorating Services 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 Convention Decorating Services no later than August 10, 2006.
• Convention Decorating Services will also have a booth near the loading dock. This booth will be open during all the move-in and move-out hours for exhibitors requiring last minute items.

Directions

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.

Exhibitors' Entrances and Parking

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!

Floor Plan

Lodging

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, 2008. 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

Move-In

Thursday, (sponsors) 8AM-6PM
( exhibitors) noon – 6PM
Friday 8am-5pm Main Hall
8am-8pm North Hall

All booths in the Main Hall must be ready by 5:00 PM on Friday August 22 All booths in the North Hall must be ready by 9:00 a.m. Saturday, August 23, 2008. 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.

Move-Out

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.

Show Rules

•Account Balances

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.

•Advertising

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

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.

•Booth Diagram

•Booth Staffing

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.

•Cleaning and Trash Collection

• 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.

•Credentials (Badges)

• 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.

•Credential Allotment

Booth Size	# Credentials
10X10	6
10X20	8
10X30	10
10X40	12
20X20	13
20X30	14
Extra credentials may be purchased for $5 each.

•Deliveries

•Fire Regulation

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.

•Food/Beverages

•Handouts in the Aisles

•Health Permits

•Installation and Dismantling of Exhibits

• 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.

•Insurance

• 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. Please fax the Insurance Certificate to 940-321-3705.
• 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) 499-7500.
• You may contact Buttine Insurance 212.697.1010 ext 49 to obtain an event liability policy, or download the application here.

•Mandatory Exhibit Space Requirements

• 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.)

•Noise Generated in Booth

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.

•Pets

•Public Address System

•Questions, Complaints or Demeanor

•Raffles/Drawings

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.

•Security

• 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.

•Signage

• 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.

•Smoking Policy

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 Retail Sales Permit

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.

Suggestions for Show Success

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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. Please email the Insurance certificate to: pbuchen@adjuvantexpos.com or fax to 940-321-3705. Adjuvant Expos, 1904 Vintage Drive, Corinth, TX 76210 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) 499-7500. You may contact Buttine Insurance 212.697.1010 ext 49 to obtain an event liability policy, or download the application here. Close

For Exhibitor Information Please Click the Links Below or Click here for a printable version Now in our nineteenth year, VISIONS: The Women’s Expo has grown to feature over 300 exhibitors and sponsors, who skillfully utilize VISIONS as a key marketing and selling tool. Women are key consumers because they make over 80 percent of the purchasing decisions for their households. In this day of technology and multi-media, event marketing is effective because consumers have the need to see, touch, feel and smell products before they decide to buy. Thousands of women attend VISIONS each year, making it the ideal environment for you to market and sell your product! Your investment at VISIONS will benefit your business for years to come. Our attendees respond favorably to participating companies by loyally supporting them with their dollars year-round. We developed a consumer marketing event and shopping sensation that women love to attend. If there is anything we can do to assist you, please call us. Your success is our success!

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