Exhibitor FAQ

Exhibitor FAQ

Download Exhibitor FAQ

When is the show?

The Pennsylvania Conference for Women will be held on Nov. 1, 2013 from 7:30am to 5:30pm. The exhibitor show will run concurrently. These times are subject to change.

Where is the Conference?

The 2013 Pennsylvania Conference for Women will be in Philadelphia.  It will be held at the Pennsylvania Convention Center, located at 1101 Arch Street, Philadelphia, PA 19107. The general sessions will be held in Hall A and the exhibit hall will be in Hall B.

Who attends the Conference?

The Pennsylvania Conference for Women is designed to engage, enlighten and empower women from across the state.

The non-partisan, one-day Conference features nationally recognized speakers, presenters and panelists who are leaders in business, media, health, personal development and finance. They share their experience and expertise on everything from leading change to managing money to finding a work/life balance.

The Conference offers something for everyone. The one-day event features more than 75 renowned speakers sharing inspirational stories and leading seminars on the issues that matter most to women, including health, personal finance, executive leadership, business and entrepreneurship, work/life balance, media, and more. The popular Young Women’s Program features speakers and topics that encourage young women to overcome obstacles and maximize their potential.

Thousands of Pennsylvania businesswomen and community leaders participate in the Conference every year, to connect, learn practical and professional strategies from nationally recognized experts, and network with peers.

How many attendees are expected?

An estimated 5,000-6,000 people will be in attendance. With the addition of Hillary Clinton, we expect a significant increase in attendance, heightened media interest, additional sponsor involvement and more buzz about this event.

What kinds of exhibitors do you accept?

We accept all types of exhibitors into the show each year. In particular we are looking for exhibitors who can show that their service, product and/or company empowers and enhances a woman’s life.

We strive to maintain a balance between the different types so as to offer our attendees the widest variety possible. Examples of exhibitor types include: museums, universities, retail vendors, healthcare organizations, non-profits, government agencies, professional services, and many more. Exhibitors can offer products, goods, services and information applicable to women. Many have volunteer, donor, education, and/or employment opportunities available for attendees as well.

How do I become an exhibitor?

Simply fill out the exhibit space application online at
http://www.paconferenceforwomen.org/exhibitors/ or download and print it and return it to the Pennsylvania Conference for Women with your payment and program listing form.  All applications are reviewed by show management. Applications can be submitted on line or downloaded and mailed or FAXed.

Once we receive your documents we will review them to determine if we will accept your business/organization into the show.  Show management may limit the number of applications accepted in any given field, based on the total number of applications received in that area.  If you are accepted, you will receive a confirmation email.

If you are not accepted for this year’s Conference, we will return your payment.  In most cases, if an exhibitor is declined, it is simply because there are too many other exhibitors offering your products or service.

Exhibitors are prohibited from promoting political candidates.

What is the difference between a standard and a premium corner booth?

A standard booth is an inline booth.  It is 10’x10’ and has adjacent booths directly on either side.  Standard booths generally also have booth directly behind.  A premium corner booth, which is exposed to traffic on two sides, only has one neighboring booth, and one located behind.  It is also 10’x10’ but is more highly visible as attendees walk by.

When is the deadline to send in my exhibitor application?

There is no deadline, but we anticipate that we will sell out, so it is recommended that you get your application in early.  Booth assignments are also made based on when we receive your application.  It is beneficial to submit your application as soon as you have confirmed your interest in participating.

Are retail items required to be handmade?

Retail items are not required to be handmade.  However, all items must be an original design, or you must have the proper license or approval to sell the items.  “Knockoffs” are strictly prohibited and trademark infringements will not be allowed.

How much does it cost to exhibit?

The cost for a standard 10×10 booth is $725.  A corner booth is $850.  Discounts are available for government agencies, non-profit organizations, and 501(c)(3) classified non-profits.  There is also a $50 discount for all applications received by June 15, 2013.

What is included with my booth fee?

Each 10’x 10’ section is defined by an 8’ back drape and 3’ side drape and includes a 6’ draped table, 2 chairs, a wastebasket, 3 exhibit hall only passes, 1 Conference pass, a listing in the Conference program and on the website, and an identification sign.   Internet, and electricity are not included in your booth fee and must be ordered separately from the Conference decorating company.

Meals are not included.

How many passes will I get for my booth staff?

As part of your booth package, you will automatically be mailed 3 exhibit hall only passes for use by your booth staff.  These passes are fully transferable should your booth staff change throughout the day.  If you need more than three passes, please contact our office with the appropriate number of passes.  These passes can be purchased for $5 each.  Please be advised that to avoid a crowded look, show management recommends no more than two booth staff per 10×10 area at any given time.

You will also get ONE (1) full Conference pass, so that a member of your team may attend the sessions and keynote address.  Additional Conference passes are available for purchase at www.paconferenceforwomen.org.

If I buy two booths, do I get two of everything?

Yes.  Each 10’x10’ you purchase will get the full package.  As a function of the space, exhibitors who elect to purchase an “island” space do not receive tables, chairs, or draping, unless specifically requested.  These “island” booths are intended to be freestanding exhibits.

Is lunch provided for exhibitors?

The full Conference pass provided in your exhibit space packet will allow entry for one (1) member of your team into the keynote luncheon.  The remainder of your booth staff has the option of bringing their own lunch or purchasing food from the concession stands available in the convention center.

How are booths assigned?

Booths will be assigned by the exhibitor show management approximately one month prior to the event.  Sponsors will be placed first.  Following current sponsors, exhibitors will be placed in order of when their application was received.

Exhibitors will be notified of their booth number as soon as assignments are completed.

Can I request a booth number/location?

The floor plan has not yet been set for this year’s Conference and exhibitors are placed based on the date their application was received.  We are, therefore, unable to accommodate specific booth location requests.  If you will require special accommodation for medical reasons or a disability, please contact Exhibit Show Management.

Returning exhibitors will be given preferential booth locations so long as they are registered by August 30, 2013.

When is move-in and move-out?

Move in will be on October 31 from 11:00 am – 5:00 pm.  Move out will be immediately following the Conference, from 5:30 p.m. to 9:00 p.m. on November 1. All exhibits must be completely installed and ready for viewing by 7:00 a.m. on November 1. No exhibits may be dismantled prior to closing.

I only have a few items.  Do I have to set-up prior to show day?

Yes.  All exhibits must be completely set up and ready to go no later than 7:00 a.m. the morning of the event.  You will not have adequate time to make your booth presentable in the morning before the attendees arrive and are allowed into the exhibit hall.

How do I order rentals, electrical, telephone, etc?

All rentals, electrical, telephone, internet access, material handling and union labor will be coordinated through the Conference’s official decorating company.   The decorating company will send you an exhibitor kit directly once booths have been assigned, usually via email.

Please contact the decorating company directly for inquiries regarding rentals and move-in/move-out assistance.

How do I ship things to the show?

You will be given specific instructions from the decorating company on how to ship to and from the show.  Additional material handling fees will apply.

Why do I need to check in during move-in?

Event management requires all exhibitors to check in during move-in hours, the day before the event.  When you check in you will receive a welcome packet with Conference schedule information, as well as your exhibitor badges and conference pass.

Exhibitors who fail to check during move-in are considered no-shows, and their booth space reverts back to the Conference to be filled by another interested party.

What if I need to cancel my booth?

Cancellations received in writing by September 15, 2013 will receive a 50% refund.  No refunds will be given after that date.  You can send written cancellation to:

The Pennsylvania Conference for Women
1601 Dove Street #245
Newport Beach, CA  92660
[email protected]conferenceforwomen.org
(512) 532-0920 fax

Who is Universal Odyssey?

Universal Odyssey, Inc. is the event management company that has been hired to organize the Exhibit Hall and attendee registration for the Conference.

Contact information for the exhibit show management is:

The Pennsylvania  Conference for Women
1601 Dove Street #245
Newport Beach, CA  92660

(866) 433-0692 phone
(512) 532-0920 fax

[email protected]

How do I register to attend the Conference?

You will receive one Conference pass to attend the keynote luncheon and all sessions with your booth package. You will also automatically receive 3 exhibit hall only passes with your booth.  These passes will not allow you to enter the general session or breakout sessions.

These passes are completely transferable.  Show management will not require the names of your booth staff or guests.

To register for additional Conference passes go to www.paconferenceforwomen.org.

Can I share a booth?

You may invite another vendor to display information in your booth; however, they will not receive any recognition in the Conference program, on the website, or signage.  All booth sharing must be approved, in advance, by show management.  In addition, you must include a full description or photos of their exhibit along with your initial application.

Are there dedicated exhibit hours?

The hall is open throughout the entire Conference and maintains a constant flow of traffic during concurrent sessions as well as breaks. There will also be dedicated time for attendees to visit exhibitors and they will be directed to the exhibit areas specifically.  A schedule will be posted online.

Can I serve food/beverages at my booth?

You may only serve food samples that are manufactured by your company.  Your company must receive prior approval from The Conference as well as the convention center.  Beverages may be up to 3 oz. in size and food may be up to 1oz.  Any exhibit planning on distributing food or beverages must contact our office to receive additional health code information and an authorization form.

 

 

 

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