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EXHIBITOR'S GUIDE
Click on a link below to view details.
Account Balances... <back
Final payment for all
exhibit space must be made May 26, 2005. Show Management
reserves the right to refuse entry to any exhibitor whose account
has not been paid in full. Registration materials and Exhibitor
Kits will not be mailed until the account has been paid.
Advertising... <back
Beginning four (4) weeks prior to the event and building to a very heavy promotion schedule the week prior to the show the schedule will include newspaper, radio, Internet, direct distribution, PR and event signage as well as a special advertising section.
Booth Diagram... <back
Booth Staffing... <back
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 CCCAC.
Cash Registers... <back
We understand that some exhibitors use cash registers for sales tax and inventory purposes, but we recommend that they be concealed from the customer's view.
Cleaning and Trash Collection... <back
- Exhibitors are required to keep their booths clean and neatly arranged. Public Aisles will be swept daily by the Plano Centre custodial staff, but this does not include 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)... <back
- For security purposes, all booth personnel must wear their official exhibitor badge as provided by CCCAC at all times. Company identification may also be worn.
- 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 booth, located near the street level move-in entrance. 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
- 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... <back
Booth Size |
# Credentials |
100 sq ft |
4 |
200 sq ft |
6 |
300 sq ft |
8 |
400 sq ft |
9 |
600 sq ft |
10 |
800 sq ft |
11 |
Extra credentials may be purchased for $5 each. |
Decorating... <back
- Show management will provide one 8' high back wall and two side rails per 10' x 10' booth.
- Show Management will provide one (1) eight-foot skirted table, two (2) chairs, one (1) wastebasket and a 7” x 21” I.D. sign for each booth. Additional items may be obtained by filling out an Exhibit Booth Special Request Form and returning it with your registration.
Deliveries... <back
Freight will be accepted three business days prior to show date. Shipments are received Monday through Friday from 8am to 5pm. Please arrange for your carrier to deliver during those times.
ALL INBOUND SHIPMENTS MUST BE SCHEDULED TO ARRIVE NO MORE THAN THREE BUSINESS DAYS PRIOR TO SHOW. DUE TO LIMITED STORAGE SPACE, ANY SHIPMENTS THAT ARRIVE EARLIER MAY BE REFUSED.
INBOUND SHIPMENTS
Clearly label all boxes and materials with:
Your Company Name
Name of Show
Shipping Address is:
Southfork Ranch Event & Conference Center
3700 Hogge Road
Parker, Texas 75002
All Shipments will be delivered to the show floor on move-in day.
NOTE: The Southfork Ranch staff and/or representatives are not held liable for any loss, theft or damage of shipments received.
OUTBOUND SHIPMENTS
All outbound shipments must be boxed, sealed and marked with a series (i.e. 1 of 3, 2 of 3, 3 of 3 etc.)
All boxes must be clearly labeled with SHIP TO address and include a Bill of Laiding from the Freight Carrier.
It is the responsibility of the Exhibitor to contact the Carrier for pick-up. Pick-ups must be scheduled within 24 hours of the close of the show. Address for pick-up is:
Southfork Ranch Event & Conference Center
3700 Hogge Road
Parker, Texas 75002
All outbound shipments must be taken to the loading dock for pick-up
NOTE: ANY AND ALL MATERIAL LEFT IN THE EXHIBIT HALL AFTER THE CLOSE OF THE SHOW WILL BE DISCARDED. Outbound shipments not picked up within 72 hours of close of show will be discarded.
Directions... <back
Directions from Dallas: Take US Hwy 75 (Central Expressway) North take Parker Road Exit #30 East. Turn right (South) on FM #2551 (Hogge Road)
Electrical Service... <back
- Wall outlets and post outlets are not part of booth space.
- Separate outlets must be ordered for each booth requiring power. This is part of the registration process.
Exhibitors' Entrances... <back
- 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 Southfork Ranch is free to exhibitors!
Fire Regulation... <back
All exhibitors are responsible for following the fire regulations set forth by the Plano Fire Marshall including, but not limited to fire proofing materials, keeping aisles clear and proper storage of boxes, etc.
- 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.
Floor Plan... <back
Click Here
Food/Beverages... <back
The Southfork Ranch has an exclusive catering contract therefore no food or beverage items may be sold in the Southfork Ranch.
Handouts in the Aisles... <back
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.
Installation and Dismantling of Exhibits... <back
- All booths are required to be set up and ready to open no later than 8 a.m. on Saturday, June 17, 2006. 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 immediately so others may access this area. After moving your vehicle return 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 5:00 p.m. on Sunday, closing day of the show. Any and all material left in the exhibit hall after the close of the show will be discarded.
Insurance...
<back
CCCAC has general liability insurance covering the show, however it does not cover the exhibitor's exhibit, contents, visitors within the confines of the exhibitor's leased space, or exhibitor's personnel, nor will CCCAC be responsible for any injury, damage or theft occurring on the way to or from the show.
All exhibitors must provide our office with a "CERTIFICATE OF INSURANCE". Booth space contracts are not valid until the insurance certificate has been received by CCCAC.
Mandatory Exhibit Space Requirements... <back
- 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) eight-foot skirted table, two (2) side chairs, and one (1) waste basket.". Electricity and other furnishings may be ordered from the Show Management office.
- 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 Booth Diagram.
Move-In... <back
- Proceed to the Show Management booth to check-in and sign for your credentials.
- If you have ordered additional tables, additional chairs, etc. from Show Management, you will need to verify your order with them.
- Once you have checked-in with the Show Management you may proceed to your booth.
Move-In hours... <back
Friday, June 16, 2006
8:00 a.m. - 6:00 p.m.
Exhibitors may drive up to the exhibit hall un-loading area to unload their vehicles on Friday during these times only.
All booths must be ready by 8:00 a.m. Saturday, June 17, 2006. Any booth not ready may, at the discretion of Show Management, be re-assigned or filled with a new exhibitor.
Move-Out hours... <back
Sunday, June 18, 2006
5 p.m. – 12:00am ( midnight).
To guarantee all paid admissions may enjoy the entire show, 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.
Noise Generated in Booth... <back
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... <back
Other than designated service animals or those to be adopted by a non-profit pet adoption exhibitor, or animals participating in exhibitions, no pets are allowed on site. If you have any questions regarding this policy, please contact CCCAC.
Public Address System... <back
The public address system is used for stage programming announcements and emergency announcements only.
Questions, Complaints or Demeanor... <back
All questions, problems and complaints must be brought to the attention of 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. Show Management will not tolerate abusive, unprofessional, or disruptive behavior from any exhibitor or their helper(s).
Raffles/Drawings... <back
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. Show Management 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 Show Management at the conclusion of the show.
Security... <back
- There will be twenty-four hour security/surveilance starting Friday evening (first day of move in) at 6:00 p.m. and running till 12:00 a.m. ( midnight) Sunday (day of the close of the show). 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.
- Beware of people unfamiliar to you; offering you goods for sale, it could be a scam. Exhibitors who live out-of-town are the people thieves prey upon. Out-of-towners seldom prosecute. Thieves know this! Show management, show decorators, facility management, and utility providers should be wearing show badges. If you are approached by anyone attempting to sell you something and they do not have a show badge, please inform the show management office so we may take the appropriate action.
- Opening and closing times are for your benefit. Do not expect to enter the building early unless cleared by show management the night before. This allows all exhibitors to enter at the same time to watch their merchandise. If there is a large crowd at closing, you could easily become a victim of a theft if you leave before the crowd diminishes.
Signage... <back
- One (1) 21” x 7” exhibitor identification sign will be issued to each exhibitor.
- 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.
Smoking Policy... <back
Plano 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.
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