Exhibitor Frequently Asked Questions

Does it matter how early I register to be an exhibitor?
Yes, it really does matter! Exhibitors who pay before April 27, 2012 benefit from an Early Bird 10% discount. In addition, exhibitors can select their booth placement as soon as they have paid their entry fee. Another great reason to not wait until the last minute to get on the list!

When will I get to select my booth?
We will contact exhibitors on or before May 1st or as soon as we have received entry fee payment.

Is there a hotel option for exhibitors who will need to travel?
The conference committee has reserved a block of rooms at the Sheraton Hotel next to the Arlington Convention Center. These rooms are for CFRE review class attendees, exhibitors and conference attendees. Please contact the Sheraton at 817-261-8200 and ask for the 2012 CFRE Review Course room block and mention the code CFF05A. The room rate is $129 per night; the deadline to make a reservation is May 15, 2012.

What is the set-up time for exhibitors?
The Exhibit Hall is open for set-up between the hours of 3 p.m. and 5 p.m. on Thursday afternoon and on Friday morning between the hours of 6:45 a.m. and 7:45 a.m.

When does registration begin for the day of the conference?
Registration is open between 7 a.m. and 8:15 a.m. Go to the Exhibit Hall for check-in with the Exhibitor Relations Committee. You will receive your name badges and a conference schedule.

What time should exhibitors arrive on Friday?
All exhibitors' booths must be operational by 7:45 a.m. on Friday morning. If you are not, your booth may be relocated. Please note that the attendees for the conference start arriving at 7 a.m.; many exhibitors arrive earlier than 7:45 a.m. so they can talk to the attendees as they arrive. It is best to complete set-up on Thursday afternoon.

What is the size and type of table and drape provided in each exhibitor booth?
Tables in the exhibitor area are 96" x 30" with a white tablecloth and black skirt.

Will the booth be equipped with electricity / internet-phone service?
If you require electricity or Internet connections, you must arrange for this through the Arlington Convention Center prior to the conference. The appropriate forms are posted on the conference website. The direct line is 817-459-5006.

Are there any guidelines for "appropriate" booth display?
All exhibitors should consider the following guidelines when setting up booths:

• Make your booth stand out. An eye-catching booth attracts more traffic.
• Have a way to collect names.
• Giveaways always attract more traffic.
• Do not block the aisle or neighboring exhibitors.
• No signage is allowed on convention center walls.
• No flashing lights are allowed.
• For any irregular booth display, please contact Carol Graham for guidance as to where the display may be placed. or 214-328-9131 x124.

Are there special events built into the schedule to drive attendees to the Exhibitor Hall?

• Coffee and pastries served in the Exhibit Hall make this location the first stop for attendees in the morning.
• Attendees will be circulating through the exhibitor space both before and after the keynote presentation which takes place in the ballroom adjacent to the Exhibit Hall.
• In addition, new this year there is a total of (4) 30 minute breaks built into the schedule to visit the Exhibit Hall.

Will exhibitors be published on your Conference website?
Yes, we are announcing our exhibitors and sponsors on our website, and this year all will have logos with links back to their businesses. We will begin posting in January; don't wait, get your registration in and get on the website. The sooner you get your registration in, the faster we can start driving business your way.

May items be shipped to the Convention Center in advance?
If you need to ship your display and materials, ship directly to the Arlington Convention Center (1200 Ballpark Way, Arlington, TX 76011) and make sure you include your company's name and "AFP DFW Philanthropy Conference" on the front label. Items should be scheduled to arrive on Thursday, June 7. Please make necessary arrangements for shipping your items out of the convention center — which include handling payment, providing packing labels, and contacting shipping services. If you need further information, call the convention center at 817-459-5000. Exhibitors with room reservations at the Sheraton Hotel may contact the hotel and have items shipped directly to the hotel.

Should an exhibitor provide a door prize?
During the last break of the conference, the Exhibitor Relations Committee will announce the winner for the raffle and winners of the door prizes. For the door prize we provide a colorful bag in which attendees can place business cards – and, of course, then you have all their information to take with you. Attendees without business cards will be given a pad of paper in order to provide their information. Door prizes can be items from your company; a gift certificate to a restaurant, entertainment facility, or a MasterCard/Visa/Amex gift card; or an item like flowers, food, etc. We will notify you when to pull a business card from your bag and provide you with a card to write the winner's name. Before the announcements begin, we will retrieve the winning card from your booth. Your company will be introduced and the winner read. Door prizes have been an exciting addition to the conference for the past couple of years, and we hope you will consider joining the fun.

Is there a special event for exhibitors?
All exhibitors are invited to a "VIP Reception" for the conference planning committee, CFRE Review Class attendees, speakers, and exhibitors at the Sheraton at 5pm on Thursday evening, June 7. Cash bar. Hope you can come – it is a lot of fun! We will email you an invitation two weeks before the conference to RSVP.

Do I need items for inclusion in the AFP attendee goodie bag?
Each exhibitor may include a gift or item advertising their business. If you have an item that you want included in the conference goodie bags, you must send (500) items to the attention of Mark McFadin, Business Performance Advisor, Insperity, 545 E. John Carpenter Freeway, Suite 1200, Irving, TX 75062 by May 10, 2012. Contact phone number is 972-409-4328. You also have the option of distributing them from your booth on the day of the conference.

What is an Exhibitor Hall Pass?
All attendees will receive an Exhibitor Hall pass. To qualify for the grand prize drawing the attendee must have a representative of each booth initial the pass. A winner will be drawn from the completed passes placed in the drawing bin at the information table in the Exhibitor Hall during the last break period. This is a great incentive for attendees to visit your booth and likewise makes it important for you or your representative to be at your booth during breaks, during the registration time, and after lunch, so attendees can talk with you.

Why were we asked to select business categories on our contract form?
In addition to listing exhibitors by name on the conference program, we will also include an insert listing companies by category. Each exhibitor can choose up to two categories. This will be a valuable way to quickly reach those attendees who are looking for your products and services.

Is lunch included with the exhibitor's fee? How many lunch tickets are included?
Yes, exhibitors are invited to join us for lunch; two lunch tickets are included with each registration. Sponsors are allotted up to six tickets depending upon the sponsor level. Association Partners receive one lunch ticket.

Is there a cost for parking and special instructions for loading and unloading?
Parking at the convention center for conference exhibitors and attendees is free and is located behind the convention center. There is a ramp to the front doors, and if unloading large containers there is a fifteen minute parking area in front of the convention center.

What time should exhibitors break down their booths?
The conference ends at 4:30 p.m. The last break ends at 3:40p.m. Exhibitors may break down their booths at 3:45p.m. when the last workshop has started and there is no traffic in the exhibit hall.

How can I gain increased visibility and be a part of an interactive discussion about the conference?
Join us on Facebook. Go to http://www.facebook.com/AFPDFWPhilanthropyConference.

How do I upgrade to a sponsorship?
Sponsor opportunities begin at $1,500 and all include an exhibitor booth plus much more. Click on Sponsors or contact .

Don't hesitate to call or email one of us if you have questions. We look forward to working with you, so register today.