Please read this entire information sheet, paying special attention to the updated exhibit hall hours.
I. KEY CONFERENCE EVENTS
Monday Evening Conference Reception and Grand Opening of Exhibits (17:30 – 19:30)
Monday evening we will have a walk-through of the exhibit area at 16:30 (4:30 pm) to make sure everything is ready before opening the doors for the conference reception in the exhibit hall at 17:30 (5:30 pm). Our conference reception and grand opening of exhibits is our busiest time, so you will want to make sure your booth is well staffed.
Tuesday Evening Job Fair (17:30 – 19:30)
The job fair takes in Exhibit Hall E on Tuesday evening from 17:30 – 19:30 (5:30 pm to 7:30 pm). We recommend that you have representatives available during this time to answer questions if you are recruiting. If you have an exhibit booth, you will also want to make sure that you are appropriately staffed then. The last technical session of the day ends at 17:20 (5:20 pm), but people may come sooner.
Recruiting Boards - If you rented a recruiting board (or received a complimentary one as a sponsor) to post information about available positions within your organization, please plan your display to fit the board space. Double boards (full size) are 4 feet tall by 8 feet wide. Single boards (half size) are 4 feet tall by 4 feet wide. When planning the materials that you would like to post on the board, please consider that there is a metal edge to the board that makes the dimensions about a 1⁄4 inch less on all sides. You may set up your board any time prior to Monday night.
II. EXHIBITOR KIT, SHIPPING, ORDERING POWER, INTERNET AND AV
GES can help you with ordering any additional items you may need for your booth. You will find everything you need to order in the exhibitor kit. Please let me know if you do NOT have the kit. Power and dedicated Internet access or wireless access may be ordered by following the directions on the proper forms in the online Exhibitor Kit, although these services are provided by the convention center, not GES. Forms for ordering AV services are also included in the exhibitor kit, although these services are provided by PSAV.
If you have questions about the kit or ordering from GES, please contact our representative:
Marissa McDonald
GES Service Representative
Email: MMcDonald@ges.com
If you are building your own booth and you DO NOT need the pipe and drape or table and chairs that are provided in the basic stand package, please let GES and me know so that nothing will be placed in your booth space. Please also let me know who will be building your booth and when.
Shipping for the Advance Warehouse - Please be reminded that the arrival deadline is April 17. Information about shipping and customs documentation is in the exhibitor manual as well as a picture of a standard exhibit booth.
III. OTHER IMPORTANT INFORMATION
1. Required Paperwork
All exhibitors are required to provide a signed copy of the exhibiting terms and conditions and be insured. If you have not provided the signed copy of the terms and conditions, please contact Brooke Daley (our registration coordinator) at bdaley@executivevents.com for help.
2. Complimentary Registration(s)
Full Conference Registration - You should have received a specific code or link and instructions to register your designated person for any complimentary conference registration(s) by now. We issue one full conference badge per paid exhibit booth. Conference fees are zero, but registrants may add courses for a small fee to cover course materials.
Booth Staff Registration - You should have received a specific code or link and instructions to register the people who are staffing your booth. (These people are not attending technical sessions.) We issue two “exhibits only” badges per booth (including complimentary booths for sponsors).
Please contact Brooke Daley (our registration coordinator) at bdaley@executivevents.com for help with any registration issues.
Special Access to Exhibit Hall - People needing access to the exhibit hall during off hours (set up or dismantling, etc.) need an “exhibitor” ribbon for their badges. Your booth pass people will automatically receive one with their badges. Please make sure these ribbons are worn or security will not allow access to the hall. If you also have full-time conference attendees who will be helping in your booth, please go to registration on site or see me to get additional ribbons.
3. Updated Exhibit Hall Hours
Please the updated exhibit hall hours here:
Sunday Set Up
Set Up Noon to 18:00 (Noon - 6:00 pm)
Monday Set Up and Reception
Set Up 9:00 - 16:30 (9:00 - 4:30 pm)
Management walk-through 16:30 (4:30 pm)
Grand Opening of Exhibits/Conference Reception 17:30 -19:30 (5:30 - 7:30 pm)
(You will have a little time to help yourself to something to eat and drink from a designated table before we let people in if you are ready before the management walk-through)
Tuesday
Hours 10:00 to 18:00 for exhibitors who are not recruiting
Job Fair 17:30 to 19:30 (5:30 – 7:30 pm) for recruiters
Wednesday
Hours 10:00 to 17:30 (ends at 5:30 pm for off site hospitality events)
Thursday Closing and Dismantling
Hours 9:00 to 13:30 (ends at 1:30 pm)
Dismantling 16:30 (4:30 pm)
Standard Break Times (often highest traffic)
Morning Break 10:20 to 11:00 (Tuesday, Wednesday, Thursday)
Afternoon Break 15:20 to 16:00 (Tuesday, Wednesday)
Lunch Break Noon to 14:00 (Tuesday, Wednesday, Thursday)
You must have your booth staffed at all times, but you may want to be especially prepared during the break times and the conference reception.
4. Your Contact Person On Site
Please provide me with an on-site contact for the time we are at the conference. I would like to have the arrival date, hotel name and address, and a cell phone number for this person in case I need it.
5. Getting Help On Site
I will be available on site to help you from Friday, April 26th, through the end of the conference. You may reach me on my cell (+1 650.766.6934) or via email, but I may not be able to respond to email right away.
GES (our decorator) will also have a service desk in the exhibit hall to answer questions as you are moving in and out if you have reserved booth space. Other service providers will also have representatives present.
Please do not hesitate to contact me if you need help or just have a question. We want this to be the best sponsoring experience you have ever had. We are very grateful for your support, and we are anticipating another very successful CHI conference!
Kindest regards,
Carol Klyver
CHI 2014 Sponsor and Exhibitor Coordinator
Cell: +1 650.766.6934
Tel: +1 650.738.1200
Email: chisponsors@comcast.net
2nd May 2014 -
