For Exhibitors

Thank you for exhibiting at DAC!
We have provided a detailed guide to help you plan for a successful event.

Services

ONLINE EXHIBITOR MANUAL

Information on exhibitor services will be available in March 2018.

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)

2/1/2018 Booth Payment due -remaining 60% due
2/1/2018 Penalty Deadline to reduce / cancel space after today 100%
3/1/2018 Convention Center & Hotel meeting space request forms due
3/2/2018 WWINDA, M.R.P award nominations due - 5:00pm MT
3/30/2018 Conference Registration & Booth Staff Registration open
4/2/2018 Preliminary suite layout due to Kaity Hannigan: KHannigan@heiexpo.com
4/2/2018 Advertising artwork due for Exhibit Guide
4/2/2018 Program Listing due for Meeting Rooms if wanted posted on website and in Final Program
4/27/2018 Rooming list due to housing bureau
5/1/2018 Final suite layout due (NO MORE CHANGES)
5/11/2018 Deadline for attendee Advance Registration discount rate
5/23/2018 Freeman will begin accepting advance shipments
6/1/2018 Conference bag inserts must be received at Freeman warehouse
6/1/2018 Deadline to receive discounted services from Freeman
6/15/2018 Advance shipment deadline May 23 - June 15
6/22/2018 Move-in
June 24-28 Conference Dates
June 25 -27 Exhibit Dates
6/27/2018 On-site Space Selection for 56th DAC
6/27/2018 Carpet removal begins at 6:00pm and return of empty crates
6/28/2018 Dismantling begins at 8:00am

Booth Design

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.

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 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

Other

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 deadlines is earlier than genrarl 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 2018 | San Francisco, CA | June 24-28