EVOLUTION Exhibit FAQs
I want to be a new exhibitor…why do I have to wait to find out if I have an exhibit?
To honor those exhibitors who have supported EVOLUTION in the past, we allow them the option to sign up first for the following year. When Exhibitor Registration opens, EVOLUTION allows the previous year’s exhibitors 45 days to sign up for an exhibit space. During that period, we ask any new exhibitors to sign up on our website to be notified when open registration begins. Exhibitors are notified from that list on a first-come, first-served basis, with preference given to new exhibitors who are Patrons.
I am on the waiting list. What are my chances of getting in?
In an average year, approximately 5 exhibit spaces are cancelled and reassigned prior to the conference, with the majority of cancellations occurring about 2-4 weeks prior to the show.
Will I be able to get the same exhibit space every year?
Remember that booths are sold on a first-come, first-served basis. However, as long as the exhibit space has not already been sold to another member who registered earlier than you, then the location should be yours. So register early!
Can I choose my own exhibit space?
You can choose from any available exhibit spaces.
Can I purchase an exhibit on site?
Unfortunately, no. Last year’s EVOLUTION ended with a waiting list of many exhibitors. We expect to sell out in early spring. Please add your name to those interested in exhibiting on Exhibit Reservation Process and you will be notified as soon as a space comes available.
When is the payment deadline?
The exhibit will be held as Pending for 60 days after receipt of this contract. If payment is not received within 60 days of receipt of contract, the exhibit will be marked Available and contract will be null and void. Regardless of purchase date, all exhibits and sponsorships must be paid in full 45 days prior to the start of the event.
Where can I register for a booth and find a booth contract?
The reservation process for exhibits is available here. Detailed instructions for registering are available on the website. Once you have finished the online registration process, a contract is immediately emailed to you from our system. If you don’t receive it, please contact us and we will send you a PDF version via email.
Do I have carpet in my booth?
Yes, carpeting is included in your booth costs, as well as a draped table and two chairs.
Where can I get electricity?
Electricity is available for an additional fee. You can include electricity during your exhibit registration on the EVOLUTION web site. It will be available to add up to 2 weeks prior by signing in to your exhibit account and updating your choices.
I already registered my exhibit – why do I have to register again?
During exhibit registration you will be asked to list the primary contact name that will appear in the brochure, as well as a secondary contact (if applicable) who will be receiving all of the details about exhibiting and the conference. In April, you will receive an email asking to register the EXHIBIT STAFF. Even if they are the same as the primary contact, they will still need to register as the staff for the exhibit. If staff plans to attend any of the workshops (2 complimentary registrations come with the exhibit that have full CEs) they need to select which workshops that they are going to attend. Even if they do not plan to attend any workshops, they will still need to register as staff.
Where can I send advance shipments?
The La Quinta Resort will only be able to accept shipments a week before the conference begins. Please remember that the Monday before the Symposium is Memorial Day and shipping will most likely take an additional day. Please plan accordingly. If you require different accommodations, please contact the shipping department at the Resort and Conference Center to make arrangements.
Where can I pick up my booth?
If you sent your materials to EVOLUTION through or in care of the Gateway Sheraton, Shipping and Receiving will bring all of the exhibits to the Exhibit Hall for set up on the first day of the conference.
Will there be someone from EVOLUTION there to help me?
Yes — the C4 onsite staff will be present at all times. C4 conferences are the only ones to provide you with full-time contacts to address any concerns and assist with any exhibitor/patron related issues. We can assist you with shipping issues, raffle/giveaways, questions, anything exhibitor/patron related.
Where can I find exhibitor hotel reservation information?
A block of rooms is being held at the the Sheraton Gateway at the reduced conference rate of $150.00 (plus taxes). Please contact them at (888) 627-7104 and mention EVOLUTION for the discount.