Exhibitor Frequently Asked Questions

Exhibitor Frequently Asked Questions

Is there a hotel option for exhibitors who will need to travel?

Please check back for hotel information to be posted as it becomes available.

What is the set-up time for exhibitors?

The exhibit hall is open for set-up between the hours of 1 p.m. and 4 p.m. on Thursday, June 15, 2023. Please confirm your set-up time by email to .

When does registration begin for the day of the conference?

Registration for attendees opens at 6:45 a.m. and the first Keynote is at 8 a.m.

Where is the Exhibitor Hall and check-in?

The Philanthropy in Action Conference will occupy the 3rd and 4th floors of the Irving Convention Center. Attendee check-in will be on the third floor, and Exhibitor/Sponsor check-in will be in the 4th Floor Exhibit Hall. You will receive your name badges and a conference schedule.

What time should exhibitors arrive on Friday?

All exhibitor booths must be manned and operational by 7:45 a.m. on Friday morning. Attendees to the conference will begin arriving at 6:45 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. Coffee and light breakfast foods will be available Friday morning.

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.

Are there guidelines for appropriate booth display?

All exhibitors should consider the following guidelines when setting up their booth:

  • Make your booth stand out. An eye-catching booth attracts more traffic.
  • Have a way to collect names. The Conference does not supply attendee contact lists.
  • Giveaways always attract more traffic.
  • Do not block the aisles or neighboring exhibitors.
  • No signage is allowed on convention walls.
  • No flashing lights, helium balloons, 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.

Will there be internet access?

Yes, the Irving Convention Center will provide free WIFI to exhibitors. If you need a hard-wired Internet connection, please contact Luke Bauer at 972-401-7773 or to order in advance.

Will the booth be equipped with electricity?

Some booths have easy access to basic outlets. You will see this clearly marked on this map of the exhibit hall. If you need higher levels or additional power sources, please contact Luke Bauer at 972-401-7773 or to order in advance.

May items be shipped to the Convention Center prior to the event?

Packages may be shipped up to 3 days in advance with advance arrangements and payment of fees. Please contact Luke Bauer at 972-401-7773 or to make these arrangements.

Are there 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.

*Please Note: use of the loading docks should be scheduled in advance. Please contact Kayla Perez at 972-401-7770 or to order in advance. On-site requests may not be fulfilled and will incur a 20% premium.

*Exhibitors are responsible for arranging use of any supplies such as hand-trucks or moving dollies.

Is Food and Beverage allowed at the Exhibit Tables?

Exhibitors are welcome to keep a personal water bottle or coffee at a booth. However, Irving Conference Center does not permit any food or beverage items to be distributed to conference attendees, for examples- branded candy bars or water bottles. Violating this guideline will incur a penalty fee and a request to immediately remove items.

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

  • Coffee and pastries are served in the Exhibit Hall to make this location the first stop for attendees Friday morning.
  • Afternoon drinks and snacks will also be available for attendees in the Exhibit Hall.
  • Attendees will be circulating through the exhibitor space before and after the keynote presentation and lunch hour. The Keynote Address and Lunch take place in the ballroom adjacent to the Exhibit Hall.
  • In addition, there will be breaks scheduled throughout the day so attendees can visit the Exhibit Hall.
  • Each attendee is offered the opportunity to win an amazing prize, which requires the signature of an exhibitor representative. Please make sure your booth is covered at all times so you can mark their "Exhibit Hall Pass."

Will exhibitors be published on your conference website and app?

Yes, confirmed exhibitors and sponsors are posted on the Conference website and conference app with links back to their website.

Should an exhibitor provide a door prize?

This is entirely up to you. Everyone knows the giveaways and door prizes attract attendees to your booth and this is a very easy way to collect business cards and contact information. During the last break of the conference, the Conference 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.

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. Association Partners receive one lunch ticket.

What time should exhibitors break down their booths?

The conference ends at 4:05 p.m. Door prize drawings will take place during the last break at 3:10 p.m. Please do not break down your exhibit until after 3:10 p.m. when attendees have left the exhibit hall area to attend the final sessions.

How can I gain increased visibility and be a part of an interactive discussion about the conference?

Join us on Facebook.

Connect with us on LinkedIn.

How can I promote the Conference?

If you highlight the conference in an email blast, please send a copy to and .

Thank you, and see us soon for 2024 Philanthropy in Action Conference information.