Does it matter how early I register to be an exhibitor?
Yes, it really does matter! An exhibitor who submits their commitment form by December 31, 2013 will receive a 10% Early Bird discount. In addition, exhibitors select their booth placement in the order a commitment form is received. So if you want a choice booth location, get your paperwork in before January 1, 2014.
When will I get to select my booth?
Once the commitment form is received, someone from the Exhibitor Committee will contact you to review available locations and confirm your selection.
Is there a hotel option for exhibitors who will need to travel?
The conference committee has reserved a block of rooms at a hotel near the Irving Convention Center. Rooms will be available for conference attendees and exhibitors. More details will be provided as it becomes available.
What is the set-up time for exhibitors?
The exhibit hall is open for set-up between the hours of 3:00 p.m. and 5:45 p.m. on Thursday afternoon and on Friday morning between the hours of 6:00 and 7:00 a.m. Please advise your exhibitor host (you will be provided a host with contact information once we receive your commitment paperwork.)
When does registration begin for the day of the conference?
Registration is open between 7:00 a.m. and 8:15 a.m. Go to the Exhibit Hall on the 3rd floor and check in at the Exhibitor Relations table. You will receive your name badges and a conference schedule. Business card drop boxes for your drawing are available as well.
What time should exhibitors arrive on Friday?
All exhibitor booths must be manned and operational by 7:00 a.m. on Friday morning. Attendees to the conference will begin arriving at 7:00 a.m., so arriving a little earlier would be suggested so you are ready to talk to attendees. We strongly suggest completing set-up on Thursday afternoon.
What is the size and type of table and drape provided in each exhibitor booth?
Tables in each exhibitor's location are 6' x 30" with a white tablecloth and black skirt. Displays cannot exceed the width of the booth. The footprint of the space cannot be exceeded into additional space.
Will there be Internet access?
Yes. The Irving Convention Center will provide free WIFI to exhibitors. If you need a hardwired Internet connection, there is a special rate for the conference of $150. Please contact the Convention Center.
Will the booth be equipped with electricity / Internet-phone service?
If you require electricity, you must arrange for this through the Irving Convention Center prior to the conference. The appropriate forms are posted on the conference website.
The direct line to the Convention Center is 972-252-7476, or check their website.
Are there guidelines for appropriate booth display?
All exhibitors should consider the following guidelines when setting up their booth:
Are there special events built into the schedule to drive attendees to the Exhibitor Hall?
Will exhibitors be published on your conference website?
Yes, we are announcing our exhibitors and sponsors on our website with links back to their website. We will begin posting within 2-5 days of receiving your commitment form. This is another reason to sign up early — more exposure!
May Items be shipped to the Convention Center prior to the event?
If you need to ship your display and materials, ship them directly to the Irving Convention Center at 500 West Las Colinas Blvd, Irving, TX 75039. Make sure you include the name of your company and "AFP DFW Philanthropy Conference" on the label. Items should be scheduled to arrive Thursday, June 12. For any additional information, please contact the Convention Center at 972-252-7476. If you want your materials shipped to the hotel, contact your exhibitor host for assistance.
Should an exhibitor provide a door prize?
This is entirely up to you. Everyone knows the give-aways and door prizes attract attendees to your booth. Exhibitor Relations will provide you with a container you can collect business cards in and use for your drawing. During the last break of the conference, the Exhibitor Relations Committee will announce the winner of the drawing hosted by the conference, at this time you can draw from your container and we will announce the winners of your prize. Door prizes can be items from your company, a gift card to a restaurant or event, or a MasterCard/Visa/ Amex gift card.
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 a local hotel. (TBD) at 5 p.m. on Thursday evening, June 12th. Cash bar is available. Hope you can come — it will be lots of fun. Invitations will go out prior to 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 from 30 different booths initial the pass. A winner will be drawn from the completed passes that have been placed in the drawing bin at the information table in the exhibitor hall during the day. This is a great incentive for attendees to visit your booth and gives you the opportunity to sell your product or service. Again, please make sure there is someone at your booth at all times during the conference.
What is the purpose of the business category on our commitment form?
In addition to listing exhibitors by name on the conference program, we will also list 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 or 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 tickets are included with each registration. Sponsors are allotted up to six tickets depending upon the sponsor level. Associate Partners receive one lunch ticket.
Is there a cost for parking and special instructions for loading and unloading?
Move in and move out is through the loading docks only. They are located at the back of the Convention Center. Any booth supplies or freight should be transported to the third floor via freight elevators only. Volunteers will be posted at the dock to assist with directions and unloading.
What time should exhibitors break down their booths?
The conference ends at 4:30 p.m. We are doing the drawings during the last break at 3:45 p.m. Please do not break down your exhibit until 3:50p.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.
How do I upgrade to a sponsorship?
Sponsorship opportunities begin at $1,500 and all include an exhibitor booth plus much more. Feel free to contact Debbie Diamond at .