For Exhibitors

Thank you for exhibiting at DAC! The resources on this page will help you to maximize your company's investment. Please visit often for the latest information.

Periodic Exhibitor Update Newsletters are published by Show Management as a service to exhibitors participating in upcoming Shows. The goal is to share new and important information regarding the Show and aid exhibitors in maximizing the effectiveness of their exhibit. Exhibitors are encouraged to thoroughly read all Exhibitor Update Newsletters. An archive of these newsletters can be found on this site.

November 12, 2019

Services

ONLINE EXHIBITOR MANUAL

The exhibitor manual will be available in March, 2020. The Official Vendor list will be available at that time.

Unofficial Vendors

As we approach DAC 2020, 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 2020—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@2020DAC.com.

Planning

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)

February 2020

2/3 Booth Payment due -remaining 60% due
2/3 Penalty Deadline to reduce / cancel space after today 100%
Convention Center & Hotel meeting space request forms due
WWINDA, M.R.P award nominations due - 5:00pm MT

March 2020

Advertising artwork due for Exhibit Guide
Program Listing due for Meeting Rooms if wanted posted on website and in Final Program
Secondary Listing in Exhibits Guide for partner companies within your DAC exhibit space
Conference Registration & Booth Staff Registration open

May 2020

Suite Layout Form due
Room block requests (10 or more hotel rooms)

June 2020

Housing requests (based on availability)
Advance registration for exhibit booth staff
Deadline to receive discounted services from Freeman

July 2020

July 19 - 23 Conference Dates
July 20 - 22 Exhibit Dates
7/22 On-site Space Selection for DAC 2021
7/22 Carpet removal begins at 6:00pm and return of empty crates, dismantle 6:00pm - 10:00pm
7/23 Dismantling 8:00am - 4:30pm

Booth Design

RESOURCES

Booth & Display Regulations
Labor Jurisdictions - available in March
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

Option 1: Rent from the general service contractor, Freeman
- Freeman can provide many exhibit materials, from basic walls to customized booths including furniture.
- The advantage of using DAC’s general service contractor is that you will not be subject to material handling and shipping costs for materials that they furnish.

Option 2: Rent from an exhibit house
- Exhibit materials are more customizable, but you will have to pay for shipping, material handling and for set-up.
Option 3: Purchase and use your own exhibit property
- This could be a good choice for your company if you participate in several shows of a similar size each year, as you will avoid incurring repeated rental charges.
- Before deciding to purchase exhibit materials, you should consider potential storage, customization, and maintenance costs.
Carpet in your booth at DAC is mandatory. Do not forget to order carpet to match the size of your booth footprint. Your exhibit staff will thank you if you also add padding—it really does make a difference when you are on your feet for many hours!
If you bring in exhibit materials and equipment yourself, independent of a contractor, please note that storing items of any kind behind your booth is NOT an option. This includes, but is not limited to: empty boxes, cases for pop-up booths/signage, giveaway items, and/or booth crates. Please make arrangements to store these items off site for the duration of the show.

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)

If you are planning to use a portion of your booth space as Suite space, you are required to submit a Booth/Suite Layout Form to the Official DAC General Contractor, Freeman.

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.

Be sure to review the guidelines regarding your exhibit space in the DAC Exhibition Operating Rules and Regulations and plan accordingly.

Security

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 Moscone Center nor Show Management is liable for, nor carries 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

Tips for Success

IMPORTANT THINGS TO REMEMBER

Below are some important reminders and tips to help you have the best experience possible as a DAC exhibitor.

LOGISTICS

You must arrange shipment of your property to and from the show site. Use a shipping company that has experience with trade shows—it will save you many headaches!
You will need material handling to transfer your freight from the loading docks to your booth at move-in and back at dismantle, where your shipping company will pick it up again.
You might want to consider using the logistics/shipping department of DAC’s 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 you can be sure that your shipment awaits in your booth when you arrive.

SETUP AND DISMANTLE

Check the move-in schedule and make every effort to have your shipment arrive accordingly. If you miss your move-in date and time, you will be charged a different rate per pound of materials—usually 30% higher than the reduced rate offered for on-time arrivals.
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 to submit a separate rigging/hanging sign labor form.

ORDERING AND DEADLINES

To keep your show in budget, order all services before the discount deadlines as outlined in the Exhibitor Manual (available in March).
Lead retrieval systems ordering deadline is earlier than that of the general service contractor.
Do not forget electrical services and associated labor. This will be ordered separately from other show services and requires you to specify your required voltage and provide a layout diagram of where you want your electrical to be placed within your exhibit. On your layout diagram, be sure to mark:
- Where you want to have the “main drop” of power—this is the location where your electricity will be brought in from outside your booth (typically centered at the rear of your booth). Depending on the exhibit hall, the drop could come from the ceiling or the floor.
- Where you will need other outlets placed in order to give access as needed throughout your booth.
If you need internet in your booth, you also must order this in advance.

EXHIBIT DESIGN

Consider your goals for the show and focus your exhibit theme and messaging accordingly.
Put your best foot forward! Design and prepare your graphics well in advance. All signage should be professionally printed for a neat appearance.
It is generally better to use less copy (text) and more graphics on exhibit signage. Where text is needed, carefully consider font size: be sure that a person walking down the aisle (10 to 15 feet away) can clearly read and understand your message. Don't forget to include your company logo in a prominent location.
Pay attention to detail! If you are using table linens or fabric backdrops in your booth, ensure that these are clean, free of stains, and in good repair. Press or steam them to remove wrinkles.
Do not forget to order a cleaning service to keep your booth looking sharp throughout the show.

REMINDERS AND TIPS

To avoid disappointment, use DAC Housing to book hotel rooms/blocks for your group. Reserve rooms early—they often sell out.
Exhibit vendors and show contractors will require a credit card to keep on file. This does not, however, many that it will be charged, as you have the option to prepay service orders by check or wire transfer, as desired, prior to show start.
Bring a set-up kit with you for installation. Include Velcro strips, scissors, packing tape (to pack up after the show), cleaning wipes, markers, pens, and paper.
You may also consider a small kit with some amenities for your exhibit staff to have on hand throughout the show. Personal items like tissues, hand sanitizer, breath mints, and a small first-aid kit will make your staff more comfortable and help them to be at their best.
Don’t forget your business cards and any needed laptop/phone chargers!

DAC 2020 | San Francisco, CA | July 19-23