San Antonio 2015

Exhibitor Information

The information here will help exhibitors plan for their exhibits during the session.

Exhibitor Application Form

No additional applications are being accepted at this time.

Exhibit Hall Information

Move-in Dates & Times
Tuesday, June 30, 2015  8:00 am - 6:00 pm
Wednesday, July 01, 2015 8:00 am - 6:00 pm
Thursday, July 02, 2015 8:00 am - 12:30 pm 
Show Dates & Times
Thursday, July 2, 2015 2:00 pm - 6:30 pm
Friday, July 3, 2015 9:00 am - 6:30 pm
Saturday, July 4, 2015

2:00 pm - 6:30 pm

9:15 pm - 10:45 pm

Sunday, July 5 – Friday, July 10, 2015 9:00 am - 6:30 pm
Saturday, July 11, 2015

2:00 pm - 6:30 pm

9:15 pm -10:45 pm

No commercial exhibits are to be open on Saturday.

Move-out Dates and Times
Saturday, July 11, 2015 10:45 pm - 12:30 am
Sunday, July 12, 2015 7:30 am - 12:30 pm

Booth Equipment

Each 10’ X 10’ booth will include:

  • 8’ high gold and white back drape
  • 3’ high gold side drape
  • 1 – 8’ table skirted white
  • 2 – Chairs
  • 1 – Wastebasket
  • 1 – Identification Sign

Island booths do not include drape or sign.

Electrical Provided

  • Each 10’ X 10’ booth up to 400sq. ft. will receive 5 amps per 10 X 10
  • Each 400 sq. ft. -1000 sq. ft. booth will receive a 20 amp drop
  • Each 1000 sq. ft. and larger will receive two 20 amp drop
  • Unless the exhibitor sends directions to Edlen Electric, the 20 amp drop will be in the middle of the exhibit and 5 amp drops will be in the back of the booth. If electric needs to be extended, it is at the expense of the exhibitor. Edlen Electrical forms are in the Fern Expo link.


Convention Center Order Forms

Please find rules and regulations for the convention center, plus order forms for labor and materials (carpet, furniture, floral, exhibit displays).

Exhibitor Guidelines

  1. The Exhibit Committee has the sole right to determine the eligibility of exhibitor or product for inclusion in the event.
  2. All measurements and layouts shown on the floor plan are as accurate as possible. The Exhibit Committee reserves the right to relocate exhibit areas or reconfigure the exhibition floor plan for the benefit of the Exhibitor, or for the betterment of the Exhibition, as may be deemed necessary.
  3. Failure to occupy contracted space does not relieve an exhibitor from financial obligations. Booth set-up must adhere to the schedule published in General Information. The Exhibit Committee may, at exhibitor's expense and risk, set up any display delivered to the exhibition floor and not under construction 2 hours prior to the exhibition opening.
  4. The General Conference is not liable for any damages or liability of any kind for any damage or injury to persons or property during the term of the exhibition from any cause whatsoever by reason of use, occupation and enjoyment of the exhibit space by exhibitor. It is recommended that each exhibitor insure the equipment in their booth. If using a contractor to setup your exhibit other than George Fern, it is necessary to have an EAC form filled out and an insurance certificate on file
  5. Standard Booth : A standard (linear) booth is defined as an exhibit with one or more standard (10'x10') units in a straight line. The maximum height of the display (including products) is four (4) feet in the low zone and eight (8) feet in the high zone. (Low zone is the first 5 feet from the front of the booth)
  6. Island Booth : An island booth is defined as an exhibit with 4 or more standard units with aisles on all four sides. The maximum height of the display (including any hanging signs) is sixteen (16) feet.
  7. Peninsula Booth : Four or more standard units with aisles on 3 sides. The 4th side must allow visible access to the neighboring booths. The divider height is limited to 4 feet for the first 5 feet from the aisle. The remaining wall may be at the standard 8 foot.
  8. The exhibit/display (including products, signs and structure) and personnel are limited to the confines of the floor space purchased. Booth personnel and products may not be in any aisle.
  9. All surfaces visible to the attendees must be finished and decorated.
  10. All displays must be fireproof and conform to Federal, State and Local codes and rules. All wiring (including products, if activated) must meet industry safety codes.
  11. All signs must be professionally lettered and in keeping with the professional atmosphere of the show. Signs are limited to the booth area.
  12. Booths may be occupied 30 minutes prior to opening. Exhibitors will not be permitted in the exhibit hall during non-show hours.
  13. Exhibitors are liable for accidents and/or property damage caused by the actions of their employees, contractors and /or agents.
  14. Exhibitors should be on hand to supervise the set-up and dismantling of equipment and other items of high value. Small items of value should be removed to an appropriate locked enclosure during hours when exhibits are not closely supervised by exhibitor's personnel. It is recommended that notebook computers be attached to the exhibit during exhibit hours.
  15. Audio/Visual equipment and presentations are permitted as long as they do not interfere with the activities of neighboring exhibitors.
  16. Amplifiers and performing stages are permitted only in designated areas with a decibel level limit.
  17. Food and Beverage : Any food or beverage dispensed from the booth must be approved by the convention center. Samples of food products must be the product of the exhibiting company. All other food products must be supplied and prepared by the Convention Center Food Service.
  18. Security : The exhibit hall is to be locked during non exhibition hours with 24 hour perimeter security. The supplying of security does not imply an assumption of liability for exhibitor's property.
  19. Sales Tax : State and local sales tax is to be paid on all sales. Religious organizations are not exempt from collecting sales tax. It is the responsibility of each vendor to apply for a "use tax permit". There is no fee for the permit. You may call 1-800-252-5555 for an application packet.
  20. Subletting of Space: Exhibitors may not assign, sublet, or apportion the whole or any part of the space allotted to them. Only the materials approved for the operation of the exhibit are to be distributed.
  21. We reserve the right to change these guidelines as circumstances may dictate.