For Exhibitors
Thank you for exhibiting at DAC!
We have provided a detailed guide to help you plan for a successful event.
ONLINE EXHIBITOR MANUAL
The exhibitor manual will be available in March, 2019. The Official Vendor list will available at that time.
Unofficial Vendors
As we approach DAC 2019, some exhibitors may be solicited from a variety of vendors for different services, including housing and list rental. Please be aware that these companies are soliciting you and indicating that they are associated with DAC 2019 - they are not.
If the company soliciting you does not appear on our official vendor list, they are not endorsed by show management. If you are unsure or want to check a vendor’s status, please email exhibits@2019dac.com.
SET YOUR SHOW BUDGET
- Booth space, service costs, travel, etc.
- If you need help assessing general contractor costs, please feel free to ask the DAC exhibits team or the ILC Chair, Rob van Blommestein.
SCHEDULE PLANNING MEETINGS WITH YOUR TEAM
- Define what is showcased and why it is important to your market (products, services, etc.)
- Who is the audience? Who are you trying to reach?
- Assign goals to event - select something measurable (leads, visits, meetings).
- What is needed to support company goals and specific DAC goals?
- How many people will you need at the show to maintain the booth during the show hours?
Exhibitor Timeline (subject to change)
- 2/1/2019 Booth Payment due -remaining 60% due
- 2/1/2019 Penalty Deadline to reduce / cancel space after today 100%
- 2/7/2019 Convention Center & Hotel meeting space request forms due
- 2/8/2019 WWINDA, M.R.P award nominations due - 5:00pm MT
- 3/8/2019 Conference Registration & Booth Staff Registration open
- 3/22/2019 Advertising artwork due for Exhibit Guide
- 3/22/2019 Program Listing due for Meeting Rooms if wanted posted on website and in Final Program
- 3/22/2019 Secondary Listing in Exhibits Guide for partner companies within your DAC exhibit space
- 4/26/2019 Room block requests (10 or more hotel rooms)
- 4/19/2019 Suite Layout Form due for submission to Freeman
- 5/1/2019 Housing requests (based on availability)
- 5/1/2019 Freeman will begin accepting advance shipments
- 5/8/2019 Deadline to receive discounted services from Freeman
- 5/8/2019 Advance registration for exhibit booth staff
- 5/10/2019 Final suite layout due - note: edits after April 19 may incur extra charges (NO MORE CHANGES)
- 5/10/2019 Conference bag inserts must be received at Freeman warehouse
- 5/17/2019 I Love DAC registration for free exhibit pass
- 6/13/2019 Advance shipment deadline May 1 - 22
- 5/31/2019 Move-in (be sure to check your targeted move-in time)
- 5/31/2019 Freeman to receive direct freight
- June 2-6 Conference Dates
- June 3 -5 Exhibit Dates
- 6/5/2019 On-site Space Selection for DAC 2020
- 6/5/2019 Carpet removal begins at 6:00pm and return of empty crates, dismantle 6:00pm - 10:00pm
- 6/6/2019 Dismantling 8:00am - 4:30pm
RESOURCES
- Booth & Display Regulations
- Labor Jurisdictions - forthcoming
- What is included in my exhibit space rental?
DESIGN YOUR BOOTH
- How do you plan to demonstrate your product or service?
- Will you have monitors to show demos or presentations?
- Will you need space to sit down with customers?
- Will you have a live presentation?
BOOTH OPTIONS
- You can rent from the General Service Contractor (from basic walls to customized booths including furniture, advantage: No material handling and shipping cost).
- You can rent from an exhibit house (more customizable but you will have to pay for shipping, material handling and for set-up).
- You can purchase your own (good option if more than 5 shows of same size in a year) but you may have to consider storage and customization costs.
- Do not forget carpet. Carpet in your booth at DAC is mandatory and your booth staff will thank you if you also add padding.
- Will you need to store empty boxes, giveaways, booth crates (if you bring your own) during the show? Storing behind your booth is NOT an option.
SUITE SPACE PLANNING
One of the unique aspects of exhibiting at DAC is the “Suite Package” that is included in your exhibit rental fee (200 sq. ft. or greater). Design automation tools and software are complex, highly proprietary products that require in-depth discussions to fully explore your product’s ability to meet your customer’s needs. To address this need, DAC’s Suite Package offers you a simple, cost-effective way to build a meeting room within your booth space for private customer discussions.
The Suite Package is included in your exhibit space rental and provides the following at no additional cost:
- Smart Panel Walls with locking doors
- Carpeting
- Porter service (limited)
Suite space planning guidelines
By the terms of the Exhibit Space Contract, your total booth space must have a portion of the area designated as public access to all attendees, but Suite space may be configured for privacy with entry gained by YOUR company invitation only. The Suite space you design is yours to control. You have the option to include a reception area, demo rooms, conference rooms, or storage space, and Freeman can help you enhance your brand image with full color graphic printing for your Suite walls. Keep in mind that DAC does not allow Suite walls within 5’ of a main traffic aisle, so the entrance to your Suite must open either into your public booth space or a non-traffic aisle.
DAC provides Suite space on the following basis:
- Exhibit space of 100 sq. ft. – no Suite space provided.
- Exhibit space from 200 to 400 sq. ft. – at least 100 square feet of your floor space must be public booth space.
- Exhibit space greater than 400 sq. ft. – at least 25% of your floor space must be public booth space.
Details on Booth/Suite Layout confirmation will be available in March.
RECOMMENDATIONS
Show Management will provide access control personnel in the exhibit halls during the set-up period, throughout the exhibit, and following the close of the exhibit until the premises are vacated. Neither the Las Vegas Convention Center nor Show Management are liable or carry insurance on exhibitors' property or fixtures. Insurance and liability coverage is your responsibility. Your exhibit materials and displays are your property. Therefore, it is of the utmost importance that you take every precaution to protect this material.
Here are a few suggestions to keep your exhibit and articles secure:
- Ship in locked trunks or crates and sturdy containers
- If cartons are used, be sure that they are securely taped or banded and, under no circumstances, have any markings on the outside naming the type of articles contained therein
- Ship with a qualified trucker or forwarder
- All exhibitors should take extra precaution, even during the show, if they have highly sensitive and proprietary information stored on their computers
- Securely fasten all lightweight, high-theft-risk items such as laptop computers, cameras, calculators, stereos, etc. to display boards, or lock them in showcases. Personal items of value should never be left in an unattended exhibit
- Be sure to furnish your shipping company with an accurate account and a complete bill of landing
- Do not leave your booth unattended during set-up or move-out periods
- Cover your display after setup and each night before you leave
- Do not leave exhibit materials under tables or displays
- Never leave materials in containers to be stored with empty containers
- At the close of the exhibit, be sure to pack as quickly as possible, and do not leave your space unattended during this period
- Have one of your employees remain in your space with your shipment until it is actually picked up by a Material Handling Contractor
- Use black shrink wrap
IMPORTANT THINGS TO REMEMBER
- If you own/rent booth property - you must arrange for a shipper to ship to the show site and back (use a shipping company that has experience with trade shows). If you own or rent you will also need material handling. This is the fee for getting your freight from the loading docks to your booth and back to your shipping company.
- Check your move-in schedule and make every effort to get your shipment in that day. If you miss your move-in date and time you will get charged a different rate per pound which is usually 30% higher than the reduced rate offered for on-time arrival.
- You might want to consider using the logistics/shipping department of the General Service Contractor. If you use them, you do not have to worry about the move-in schedule. The cost might (but not always) be higher with other carriers, you usually get a discount on your material handling costs (10%) and can be sure that your shipment awaits in your booth when you arrive.
- Design and prepare your graphics in advance. Less copy (text), more graphics is generally better. Don't forget your company logo. You want to make sure that a person walking down the aisle can see and understand your message clearly.
- Order labor in advance, both for set-up and dismantling. Check with your exhibit house if your booth set-up requires a forklift in the booth. If you have a hanging sign you will need a separate hanging sign labor form to submit.
- Do not forget to order a cleaning service.
- Do not forget electrical, this is separate from and requires a layout of where you want your electrical to be placed on the floor. Please remember to let them know where you want to have the main drop. That is the spot where your electricity will be brought in from outside your booth. Depending on the exhibition hall it could come from the ceiling or the floor.
- To keep your show in budget, order all services before the deadlines.
- Lead retrieval systems deadline is earlier than general service contractor.
- If you need internet in your booth, you must order that also in advance.
- To avoid disappointment, use DAC hotels for your group. Reserve rooms early, they often sell out.
"GOTCHA'S" TO REMEMBER
- A credit card is required to keep on file - that does not mean it will be charged, you can pay service orders by check but must be paid prior to the show start, but even if paying by check, a credit card must be on file with the show contractor.
- Bring a set-up kit with you - Velcro, scissors, packing tape (to pack after the show), markers, pens and paper.
DAC is the premier conference devoted to the design and automation of electronic systems (EDA), embedded systems and software (ESS), and intellectual property (IP).
DAC 2019 will be held in Las Vegas, Nevada at the Las Vegas Convention Center. Get details about travel, hotels, and area attractions in one convenient spot.
