Exhibitor Frequently Asked Questions

Does it matter how early I register to be an exhibitor?
Yes, it really does matter! The exhibitor registration fee increases by 10% after January 1, 2013. In addition, exhibitors select their booth placement in the order commitment forms are received. Another great reason not to wait — the conference website is constantly being updated so new exhibitors are added as commitment forms are received. Start getting the word out about your business today!

When will I get to select my booth?
Exhibitors will start to be contacted on or before March 1st for booth selection. Payment needs to have been received so you don't lose your booth priority selection.

Is there a hotel option for exhibitors who will need to travel?
The conference committee has a block of rooms at the Omni Mandalay Hotel at Las Colinas near the Irving Convention Center for conference attendees, speakers, sponsors, exhibitors and CFRE Review Course attendees. The room rate starts at $149 plus tax/night. Dates available at this rate are June 4-8, 2013. To date ALL the rooms in our block have been reserved, however reservations can still made at the group rate until the Hotel determines remaining rooms must be sold at the regular rate. If you plan to stay at the Omni Mandalay please reserve your room ASAP! Make your reservation here.

What is the set-up time for exhibitors?
The Exhibit Hall is open for set-up between the hours of 3 p.m. and 5:45 p.m. on Thursday afternoon, June 6th and on Friday, June 7th morning between the hours of 6:00 a.m. and 7:00 a.m. Out of respect for attendees and fellow exhibitors you will not be able to set-up or change your booth between 7 a.m. and 8 a.m. Friday morning. Go to the Exhibit Hall on the fourth floor for check-in with the Exhibitor Relations Committee. You will receive your name badges and a conference schedule.

When does registration begin for the day of the conference?
Registration is open between 7 a.m. to 8 a.m. Starting at 7 a.m. attendees will be formerly viewing the exhibits. Coffee and morning goodies will be served in the same area.

What time should exhibitors arrive on Friday?
All exhibitors' booths must be operational by 7 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 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 6' x 30"with a black tablecloth and black skirt. Displays and banners cannot exceed the total width of the booth. The footprint of the exhibit cannot extend into additional space.

Will there be internet access?
Yes. The Irving Convention Center is a WIFI acceptable building and will provide free WIFI to exhibitors however it is not guaranteed. For guaranteed access you can order hardwired internet access for a special conference rate of $150. Request forms can be downloaded from this website under exhibitor information. Please print and submit directly to the Irving Convention Center.

Will the booth be equipped with electricity / internet-phone service?
If you require electricity or internet connections, 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 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, helium balloons, no glass containers, food distribution, glitter or confetti are allowed.
• Also, it is the responsibility of each exhibitor to read the Irving Convention Center's Exhibitor Guide for additional limits posted on this conference website.
• For any irregular booth display, please contact Patricia Borders ( or 214-232-3825) for guidance as to where the display may be placed.

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. Afternoon drinks and snacks will also be available for attendees in the Exhibit Hall.
• Attendees will be circulating through the exhibitor space both before and after the keynote presentation and lunch hour which takes place in the ballroom adjacent to the Exhibit Hall.
• There is a total of 4 breaks plus time after the closing session built into the schedule to visit the Exhibit Hall.
• Attendees are offered an opportunity to win an amazing grand prize after visiting each booth and getting your initials on their Exhibitor Action Pass. Please ensure that your booth is covered at all times to mark the card.
• During the closing session your door prize can be drawn bringing attention to your booth during the book signing.
• After the Closing Session there will be a book signing and cash bar located in the Exhibitor Hall. Attendees will have the opportunity to visit exhibitors during this time.

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 within a couple of days of receiving your signed form for a booth or sponsorship; 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 Irving Convention Center (500 West Las Colinas Boulevard, Irving, TX 75039) and it will be received for a nominal fee. See attached ICC instructions for shipping directly to the facility. 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 6. 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 [hotel to be determined] may contact the hotel and have items shipped directly to the hotel.

Should an exhibitor provide a door prize?
During the closing session of the conference, you will draw the door prize winner from the bag of collected business cards at your booth. The exhibitor relations committee provides a colorful bag in which attendees can place business cards — and, of course, then you have all their information to take back 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, etc. You will pull the business card from your bag during the closing session and then write the name of the winner on the bag. Attendees will be encouraged to visit your booth during the book signing/cash bar to see if they have won. 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, sponsors, and exhibitors at the Irving Convention Center at 6pm on Thursday, June 6. Exhibitors receive an invitation for 2 to attend. Additional tickets can purchased ahead of time for $50 per person. You will receive two complimentary drink tickets with hors d'oeuvres. Hope you can come — it is a lot of fun! We will email you an invitation before the conference. YOU MUST RSVP TO ATTEND.

Do I need items for inclusion in the AFP attendee goodie bag?
Goodie bags will not be pre-filled for conference attendees. Each attendee will have a conference bag and we encourage exhibitors to provide give-aways at their booth.

What is an Exhibitor Action Pass?
All attendees will receive an Exhibitor Action Pass. To qualify for the grand prize drawing the attendee must have a representative from at least 30 booths 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. 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. DRAWING WILL BE AT THE CLOSING SESSION.

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?
Move in and move out is through the loading docks only which are located at the back of the center. Transporting any booths or freight to the fourth floor exhibitor hall is on the freight elevators only. Parking is included in your exhibitor fee.

What time should exhibitors break down their booths?
Breakdown for the conference this year will be 6pm after the book signing event held in the Exhibitor Hall. Any exceptions need to be approved by Patricia Borders, Exhibitor Coordinator at or 214-232-3825.

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 $1,650. With sponsorship, partners receive an exhibitor booth and many more recognition and publicity benefits. Click on Sponsors or contact . For questions about exhibitor requirements or benefits contact .