Booth set-up and tear-down times:
Tuesday, February 18, 2020
- Exhibitor set-up: 1:00 pm – 5:00 pm – Set-up must be complete by 5:00 pm.
Friday, February 21, 2020
- Exhibitor tear-down: 10:30 am–noon**
**Exhibitors who tear down prior to 10:30 am on Friday, February 21 risk the loss of Priority Placement for 2021 Exhibiting.
Payment options & rules
Exhibit payment can be made by check or credit card (Visa, MasterCard, and American Express). The Exhibit space will be held as pending for 45 days after completion of the online exhibit registration process. If payment is not received within 45 days of receipt of contract, the exhibit will be marked Available and contract will be null and void. The exhibit will be marked Reserved when payment in full is received.
All exhibits must be set up by 5:00 pm on Tuesday, February 18. No set-up will be allowed during show hours. Dismantling of an exhibit will not be permitted prior to the close of the show, Friday, February 21 at 10:30 am. Such action may cause contract violation penalties (fines or loss of priority exhibit placement) and possible forfeiture of rights to participate in future C4/EVOLUTION conferences.
Assignment of space
Exhibitors from the previous year will be emailed an Invitation to Exhibit with a link to the same exhibit location as the previous year, and given a 45-day window to secure the exhibit . Those same exhibitors will be given the opportunity to relocate to any open exhibit space. If the space has not been reserved at the end of the 45 day period, the location will be listed as available to new organizations who completed the online form indicating interest in exhibiting. Priority is given to Patrons and Sponsors but otherwise is assigned on a first-come, first-served basis.
Special Exhibit Considerations
Applications for exhibit space are only taken via the internet on the EVOLUTION web site. Exhibitors wishing to be assigned or to avoid assigned space adjacent to that of another exhibitor or exhibitors with business/ professional affiliations or subsidiaries of parent companies who desire assignments together in the exhibit hall should email Dee McGraw prior to completing the registration process. Assignment of such space may be limited but we will do our best to accommodate requests.
The exhibitor is permitted to demonstrate its products and equipment and to make information presentations regarding the products or services in the exhibitor’s booth. However, C4/EVOLUTION must approve, in advance and in writing, other attention-getting devices in the form of entertainment, animals as mascots or demonstrations of non-product items or services. Exhibitors must conduct demonstrations within the confines of their exhibit booth space so as not to have large groups of people crowding aisle space and blocking neighboring exhibitors’ booths. Noise levels of music and announcements associated with demonstrations may not exceed conversation level (60 decibels).
Standard in-line booth maximum height is eight feet. No signage or display features will be permitted above this height. Must maintain line of sight for neighboring exhibitors. Display materials are restricted to a maximum height of four feet in the front five feet of the booth, and eight feet in the rear of the booth.
Social functions and entertainment
Social functions sponsored independently by exhibitors at the Conference site during the EVOLUTION 2020 Annual Conference to which attendees are invited must receive prior written approval from EVOLUTION. Exhibitor functions cannot conflict with scheduled EVOLUTION functions. Please contact Dee McGraw to assist with your event.
Exhibit space must be staffed during ALL posted conference hours.
No storage of any kind is allowed behind booths or near electrical outlets. Materials for handouts and giveaways can be stored under the draped table neatly within the booth. During Exhibitor Setup hotel staff will be by with carts and store exhibit cases in a locked room on hotel grounds. If items are not removed by show opening, the show decorator will remove and store them at the exhibitor’s expense.