Each exhibiting firm will be allowed to register up to four (4) representatives who may be present in the booth during exhibit hours and will be responsible for the installation, operation, and removal of the exhibit. (Platinum and Gold Exhibitors may have an additional representative at no cost if they choose).
Up to two (2) additional representatives may be registered at $250 each. Exhibit representatives must wear the official DFMC exhibitor badge while in the exhibit hall and throughout the DFMC Conference. All materials distributed within the exhibit booths must represent the services provided by the registered exhibit firm only. Representation of and distribution of materials by or for affiliated firms is not allowed. “Sharing” or co-sponsoring of a booth is not allowed.
EXHIBIT SET-UP & BREAK-DOWN
Exhibits may be installed on Monday, September 25 between 7:00 a.m. and 12:45 p.m. to be complete and in place for the 1:00 p.m. opening of the Exhibition Hall. To facilitate the optimal Exhibition Hall environment, break-down of exhibits may not take place before 2:15 p.m. on Tuesday, September 26.
EXHIBITOR BADGE AND CONFERENCE PACKETS
The exhibitor’s packet, including badges and other conference materials, may be picked up at the Registration Desk starting Monday, September 25 at 7:00 a.m. Each representative must pick up their own badge. Please note that your company personnel working in the booth cannot enter the exhibit area without the official DFMC conference badge.
Each exhibitor will be provided with a booth (10’ wide by 10’ deep) consisting of 8’ high back drape, 3’ high side rails, and including one draped table, 2 chairs, 1 wastebasket, and a 7” x 44” identification sign. All demonstrations and displays, distribution of literature, samples, or other promotional materials must be confined to the exhibitor’s purchased exhibit space.
USE OF SPACE
While the DFMC will make every effort to provide space as it is laid out by the official show director, the DFMC reserves the right to change booth locations or the physical space layout due to unforeseen circumstances.
- Audio presentations of any kind must be sufficiently subdued as not to annoy or disturb adjacent exhibitors or their patrons.
- Aisles, as designated on the exhibit floor plan, must be kept clean, clear, free of obstruction or blocking neighboring booths.
- Easel stands and signs must not be placed beyond the booth area.
- Gifts and/or door prizes are permitted and encouraged at the display.
- Any prize drawings are to be held during the lunch break with members on Tuesday, September 26 from 1:30 p.m. to 2:00 p.m.
On Tuesday, September 26, 1:00 p.m. during the afternoon break, there will be a raffle of prizes offered by exhibit firms. You will be asked to complete a form describing your raffle prize and return it to the registration desk no later than 10:00 a.m. on Tuesday, September 26th. Names of raffle prize recipients will be drawn by a DFMC Board member from DFMC member registrations; and not from business cards collected at your booth. If the winner is not present to pick up their prize, he or she will pick it up at the registration desk. Raffle participants will be recognized in the Fall Herald Newsletter.
DISCOUNTED HOTEL RATE AND SHOW DECORATOR INFORMATION
Exhibiting Partners are welcome to take advantage of the DFMC's discounted conference hotel rate. To reserve rooms at the Hyatt Regency Denver at Colorado Convention Center, utilize the link https://www.hyatt.com/en-US/group-booking/DENCC/G-DFME. Show Decorator and DFMC hotel reservations links are distributed automatically in May via email to each Exhibiting Partner agent. For additional operational information or questions, please contact Advantage WSI: firstname.lastname@example.org and (443) 333-9456. Rooms are limited and availability is on a first come, first served basis. DFMC does not guarantee room availability.
The non-refundable exhibitor fee of $4,900 for Standard Level participation, $9,900 for Gold Level participation, and $17,000 for Platinum Level participation is payable at signing and submission of contract. In order to provide variety for DFMC members, 2022 Platinum sponsors are ineligible to sponsor at the Platinum level in 2023. Since booths are distributed on a first come, first served basis (with returning exhibitors afforded exclusive early access to reserve), we encourage exhibitors to pay by electronic means. If you do pay by check, please make your check payable to Diocesan Fiscal Management Conference (DFMC). Booth reservations are non-refundable. Payments by credit card will be charged a 2.9% credit card processing fee.
Acknowledgment is made hereby of the receipt of the Exhibitor Program, which is incorporated with this contract as the governing directives for the show. All booths will be placed and numbered according to the diagram prepared by the official show director. DFMC reserves the right to approve exhibitors to be invited. For exhibit presentations highly reliant on internet access, reserving a wired internet connection is highly recommended. It is the exhibitor’s responsibility to reserve a preferred booth in a timely manner when booths go on sale. Ample notice is provided so that organizations can plan appropriately to execute their plans as soon as exhibit booths become available. Exceptions cannot be made due to booths or booth type selling out and becoming unavailable. Efforts are made to place exhibitors at or near their preferred booth number, but accommodation cannot be guaranteed and final decision on placement is vested in the show planning staff.