2020 DALLAS UBU EXPO
Dallas UBU Expo
Kay Bailey Hutchison Convention Center
Saturday June 20, 2020 | 10:00 am – 6:00 pm
Sunday June 21, 2020 | 10:00 am – 5:00 pm
Our show manager is in charge of answering all logistical questions that may pertain to setting up your booth. Please reach out to Steve Straka if you have any questions.
Vision Star Entertainment, Inc.
Hyatt Regency Dallas
300 Reunion Blvd, Dallas, TX 75207
2020 Hotel Information Coming Soon! Please keep checking back.
SET UP / MOVE OUT TIMES
Kay Bailey Hutchison Convention Center
(Also known as the Dallas Convention Center )
650 S. Griffin St. Dallas, TX 75202
EXHIBIT HALLS: Coming Soon!
LOADING DOC INFO:
There will be designated unloading areas for you to unload. Please make sure you bring your own cart unless you want to pay for a service. The convention center has a rule that you only have 30 mins to unload your vehicle and move it off of the docks. They will be enforcing the 30 min time frame and will write tickets or tow people who are not compliant….. so please unload quickly and move your vehicle off of the dock. More info on parking and rates can be found on the convention center website. Loading Doc Link – http://www.dallasconventioncenter.com/exhibitors/docks
Set up time:
FRIDAY JUNE 19
12:00 PM- 8:00 PM
SATURDAY JUNE 20
7:00 AM – 9:30 AM
** Your booth must be set up by the time the time the doors open at 10:00 am. You can set up your booth by yourself, and bring your vehicle on to the loading doc. You can also just park your vehicle in the parking garage and bring your items in. GEMS is our service contractor. If you need assistance on-site they can help you set up your area. Please see exhibitor kit below for more information.
Move out time:
SUNDAY JUNE 21
(Immediately following the closing of the expo)
MONDAY JUNE 22
8:00 AM- 12:00 PM
Please click on this link to view and print your exhibitor kit. We have also included your electric and plumbing forms in this exhibitor kit if you need either services.
2020 Exhibitor Kit Coming Soon!
WIFI & ELECTRICITY
All of our expos also offer Wi-Fi and electric, which can be purchased through the convention center. The form to order electric is in your exhibitor kit. WiFi is purchased onsite at the convention center services desk during set-up. For more information on electricity & purchasing WiFi please visit the convention center’s website – (click on the service you are needing right here on the FAQ link, and the contact info is listed there) http://www.dallasconventioncenter.com/exhibitors/utility-faqs
IF YOU PLAN ON SAMPLING ANY FOOD OR BEVERAGE RELATED PRODUCTS IN YOUR BOOTH, YOU NEED TO READ THIS UPDATED SAMPLING INFORMATION. DALLAS IS THE STRICTEST CITY WHEN IT COMES TO SAMPLING, AND THERE ARE SEVERAL THINGS YOU NEED TO MAKE SURE YOU HAVE IN PLACE IN ORDER TO BE COMPLIANT ON-SITE. HEALTH INSPECTORS DO WALK THE FLOOR TO ENSURE EVERYONE IS UP TO CODE AND THEY WILL ISSUE TICKETS IF NOT.
First Item to Complete:
Please complete this Dallas Sampling Form, and turn it into the Centerplate contact listed below. They will also be your point of contact for ice/water needs as well.
Catering Sales Coordinator
Second Item To Complete:
Everyone who is sampling food or beverages at the event is required to have a temporary special event food permit for their booth on-site. You will need to CALL the City of Dallas Consumer Health Department to obtain a special event food permit. We have listed their office contact info below. If you are out of state, you need to get with them immediately, because their permit application process entails mailing forms to/from their office.
City of Dallas Department of Code Compliance
Consumer Health Division
7901 Goforth Rd.
Dallas, TX 75238
More info on the temporary special event food permit process and requirements is listed at their website. Please read over the entire page. http://dallascityhall.com/departments/codecompliance/restaurantandbar/Pages/restaurant_temporary_food_facilities.aspx
Dallas Health Department – Permit Fees – Do not forget to include your permit payment when mailing in your application forms.
This sheet details out all the costs & fees associated with the temporary special events food permits. If you have questions regarding the pricing structure please reach out to the health department directly at (214)680-8083.
Dallas Special Event Food Permit Sample
This is an example of what you will need to fill out. You need to have the health department physically mail you one because they use triplicate copies and will not accept this one. You will need to send them a copy of your event contract to show them that you have permission to be at our event. If you don’t have it or can’t find it shoot Steve Straka, our expo show manager, an email and he will just send an email to them stating that you are part of the event. Steve@EuropaExpo.com
Dallas Health Department Info Sheet
This sheet details out all of the sanitation requirements and items you need to have in your booth to meet these requirements. Please read through this thoroughly to make sure you have everything covered onsite.
Third Item to Review:
A code compliance kit is offered through our general service contractor GEMS and contains all of the items you would need in order to be compliant onsite. Information on this service and ordering instructions can be found in the exhibitor kit. You can also order them directly from Jill at GEMS and her contact info is listed below as well.
Contact for GEMS:
3276 Quebec St.
Dallas Texas, 75247
*If you have any questions regarding the permits required or sanitation requirements set forth by the City of Dallas please reach out to the consumer health department directly. We would hate to provide you with inaccurate information, and have been instructed for you to work with them directly. It is totally your responsibility as an exhibitor to make sure you are compliant with all their rules.
We require all booths who will be engaging in attendee participation onsite to have insurance on file with us. You will need to have us listed as additionally insured for the duration of the event and please list us as you see below. Also, there is a sample certificate you can download so you can pass it onto your insurance provider. You will be required to have insurance on file if you plan on sampling food/beverages onsite, have a contest in your that engages attendees, or are preforming any procedures in your booth (IE teeth whitening, massage therapies, or body composition testing)
Vision Star Entertainment Inc.
PO Box 210145
Bedford, TX 76095
If you have any questions regarding insurance or whether your company needs to have insurance on file, please reach out to our show manager, Steve Straka.
Your staff list of who is working your booth will need to be ready 4 weeks before the event. When you receive your booth # from our show manager, Steve Straka, he will also send you a username and password to input your staff list into the system. You will be able edit the staff list at any time.
Staff Log in Link
YOUR BOOTH #
Your booth # is given to you by our show manager 30 days prior to the event. You are placed in a booth based on the date your contract and payment were submitted. Signing up early helps get you the best booth position on the exhibitor floor.
There is a lot that goes in to designing the floor plan. We have live sporting events to place surrounding the exhibitor area, tons of customized large booth spaces AND we have to get all of this approved by the city fire marshal before sending it to you. Sometimes we have booths cancel or events that may change, and all of this could affect rows, aisles and booth positions, which could change your booth #.
While you are waiting on your booth #, everything else you need is right here in this exhibitor information. We wait until 30 days out to ensure we are sending you a finalized version of the floor plan and your booth #. Normally our show manager has this to you earlier than 30 days out, but we say 30 days just in case anything comes up that we have to adjust or fix.
Vendor Badges are for the people working your booth. They must have a vendor badge on to be inside the expo at any time. They may pick up their vendor badges during set up at the VENDOR CHECK-IN BOOTH. This is located at the back dock during set up hours. If your booth workers are picking up their badges while the expo is going on, the Vendor Check-in Booth is located in the lobby by the ticketing area. If you need additional badges they are $50 each. These can be purchased on-site at the Vendor Check-in booth.
Booth Badge Count:
10×10 Inline – 4 badges
10×10 Corner – 4 badges
10×20 Gold – 8 Badges
20×20 Island Booth – 12 Badges
VIP Sponsor – 12 Badges
TITLE Sponsor – 15 Badges
GET CREATIVE WITH YOUR BOOTH!
We want each and every one of you to have a successful weekend at the expo. It’s important to remember it’s all about engaging with the consumer.
How do you plan on drawing consumers to your booth? Creativity is key. Sampling and passing out giveaways are a great way to create a buzz at your booth, but a lot of companies incorporate more interaction. Some examples are: Spin the wheel for a prize, push up contests for t-shirts, competitions against other attendees for a grand prize.
Utilize this customer interaction to gather attendees’ contact information for FUTURE SALES. A lot of companies do this by bringing in their own iPads to capture the info of each attendee. This is a great way to continue to sell your products to the consumer after the initial interaction.
Once you are given your booth # by our show manager, create your own graphic advertising you will be at the expo! Make sure to tag us in your posts so we can share it!
YOUR GRAPHIC WILL NEED TO CONTAIN THE FOLLOWING:
- Any image of your company you would like (as long as it is acceptable to the general public). It can contain an athlete, model or just an image of some of your products. You can also just put your logo on a graphic.
- Make sure to include one of the LOGOS below
- BOOTH #
UBU LOGO WITH BLACK LETTERS:
UBU LOGO WITH WHITE LETTERS:
At all of our expos you are able to bring in your own product and set up your booth on your own. We do however have a general contractor on-site, GEMS, to help with any additional assistance or items you may need. These items do come with an additional cost.
We just wanted to re-emphasize that the UBU Expos are a family friendly fitness event. Any promotional materials including, banners, signage, shirts (for giveaway or purchase) and all marketing materials need to be free of obscenities, nudity, and/or profane language on our show floor (including music). If we see any banners or graphics that are unacceptable we will come up and discuss options with you personally on the show floor. Lastly if we see anyone wearing unacceptable clothing, we will ask them to cover it up and/or put other clothing on while at the event. Individuals who fail to comply will be removed from the show floor as necessary.
We strive to make this a well rounded family friendly fitness event and appreciate all of your cooperation in this manner.
If you have any questions about what might be prohibited for display on our show floor just shoot our show manager an email for clarification.