Exhibitors provide a vital service in helping conference attendees learn about evaluation-related products and services and we value your participation.
This exhibit guide will give you detailed information and valuable tips that will help you to prepare to Exhibit at this year’s conference. AEA wants to make sure your experience is a successful one. Please refer to the 2010 exhibitors prospectus and application for additional information.
Contents
Exhibitors at Evaluation 2010 are responsible for ensuring compliance with all applicable national, state, and city laws. Exhibitors sales at Evaluation 2010 need a Texas sales tax permit if they sell taxable products at the show, take orders that are later accepted out of state, or use the show to promote sales. It is the sole responsibility of the exhibitor to make sure ALL required forms are filled out, submitted and processed in time for the event!
Please refer to the State website below for more information on current tax rates, guidelines, the application process and fees.
Exhibitor check-in will be held at the AEA registration desk. Although our registration area will be staffed with wonderful student volunteers, please ask for Heidi Nye to assist you with your check-in. Registered staff will each be given an exhibitor name badge and one conference program per firm. Check-in times are:
- Tuesday, November 9th: 9:00 am to 6:00 pm
- Wednesday, November 10th: 7:00 am to 6:00 pm
All setup must be completed by 8:00 am on Thursday, November 11th.
Traditional Exhibitors:
Exhibit tables need to be
staffed by a person or persons from the exhibiting organization or
business during the hours of 8:00 am to 5:00 pm on Thursday and
Friday, November 11 and 12, 2010, and from at least 8:00 am to 12:00
pm on Saturday, November 13, 2010. For those who have requested them
in advance, tables are available for exhibit on Wednesday, November
10, as well. There is no
extra fee for exhibiting on Wednesday.
University
Exhibitors:
University Exhibit tables are NOT staffed
but will be open during the hours of 8:00 am to 5:00 pm on Thursday
and Friday, November 11 and 12, 2010, and from at least 8:00 am to
12:00 pm on Saturday, November 14. A
representative/staff member from the university is responsible for
setup and for checking the table periodically and keeping all
displayed materials organized during the exhibit hours.
After check in you will be directed to your exhibit table(s). Exhibitors may not set up before 7am on Wednesday, November 10th, and your setup must be complete by 8:00 am on Thursday, November 11th.
ALL Exhibitors must limit their materials to table-top displays only. No free-standing displays are permitted.
You may ship materials needed for your exhibit to:
c/o: Grand Hyatt San Antonio
AEA Conference
Your Name & Company Name
Your Arrival Date
600 E Market Street
San Antonio,
Texas 78205
Exhibitors shipping materials to and/or from the Grand Hyatt San Antonio will be charged a fee from the Hotel. The fee is to be paid at the time the shipment is picked up or shipped out, either by credit card or via a charge to your room if you are staying at the Grand Hyatt San Antonio.
When you are ready to set up, please go to the front desk or the bell stand and they will assist you with making payment and delivery of your package(s) to your table or room. If you need to ship materials back to your company, please go to either the hotel's shipping & receiving department or the business center. They have packing supplies and shipping materials for sale.
Shipping & Receiving Hours
Monday - Friday: 6am to 6pm
Saturday - Sunday: 7am to 3pm
Business Center Hours
Monday - Friday: 7am to 7pm
Saturday - Sunday: 10am to 6pm (hours on Sunday are subject to change)
Current fees (Fees are subject to change, please call 1-210-224-1234 and ask for the hotel’s shipping & receiving department or business center to confirm rates):
Receiving Fees (charged for all incoming packages)
-
FREE for first 3 FedEx/UPS/DHL Envelope or Package
-
$7.50 per box under 50lbs
-
$10.00 per box 50lbs to 75lbs
-
$15.00 per box 75lbs to 100lbs
-
$75.00 per per Pallet/Skid
Shipping Fees
(charged for all
outgoing pre-labeled packages)
Please Note:
The shipping fees charged by the Hotel are in addition to the actual cost of
shipping charged by the carrier used.
Packages can be shipped through either the hotel's shipping & receiving
department OR the hotel's business center.
The same rates apply.
-
$3.00 per box with FedEx/UPS/DHL account
-
$5.00 per box FedEx Ground
-
$10.00 per box FedEx Express
-
$5.00 per small/medium box
-
$7.50 per large box
Storage Fees (charged if Hotel stores package for 5 days or more prior to arrival or 3 days after departure)
-
$5.00 per Box/Package per day
Neither the American Evaluation Association (AEA) nor the Grand Hyatt San Antonio are liable for damages or losses incurred during shipment.
If you
require power and/or internet access to your exhibit table, please refer to
the instructions below.
PLEASE
NOTE,
prices on the order forms are for the entire event and not per day. We do
not issue booth numbers, please leave any booth/table information blank. We
will give them your exact booth location prior to you arriving for set-up.
Billing/payment will be handled through the specific vendor and your
organization, not through AEA.
Power: Freeman Electrical
Below is the order form (pdf) for power services through Freeman Electrical, the provider for the Grand Hyatt San Antonio. We ask that if you require power to your exhibit table to please fill out the order form out and return it to Freeman Electrical. If you have any question you may call 210-554-2069.
Internet: Swisscom
Below is the order form (pdf) for hard-wired internet services through
Swisscom, the provider for the Grand Hyatt San Antonio. We ask that if you
require internet access to your exhibit table, please fill out the order
form and return to
Swisscom
Swisscom
Come early and spend the week to explore this unique city.
AEA’s special "conference room rates" are available beginning on Friday, November 5th, based on space availability. Please visit our Headquarters Hotel and Accommodations webpage to review hotel options and to make reservations. Contracted rooms will be filled on a first-come first-serve basis. We recommend making your reservations online if at all possible so that you have an immediate printable record of your reservation.
Special security is NOT provided for the exhibit area and it is the Exhibitor’s responsibility to remove all materials, or accept full responsibility for materials that have been left, when the table is not staffed. The Exhibitor understands that neither The American Evaluation Association (AEA) nor the Grand Hyatt San Antonio maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.
- Confirm that all items shipped for your exhibit have arrived at the hotel
- Review the conference program and familiarize yourself with the agenda
- Showcase and emphasize your products and/or services related to the field of evaluation
- Make sure you have appropriate signage for your table
- Rotate staff during sessions so you have appropriate coverage during breaks when foot traffic is at its highest
- Do not to
leave the exhibit space unattended. If you leave for breaks, have
another staff member
(if available) fill in for you - Keep your exhibit table/area neat and presentable
- Consider giving away a small item with your name and/or logo on it (pens, lanyards, etc.)
- Offer a discount on your product or services for conference attendees to encourage sales