|
Welcome Vendors! We have worked hard to make this our best event ever. You need to prepare by ordering giveaways and flyers and cards, etc. We average 8,000 Seniors a year (depending on the weather. Let’s all hope for cool, misty weather to bring them inside.)
Show dates are January 22nd & 23rd (Tuesday & Wednesday) at the new McAllen Convention Center on the NE corner of Ware Road and Expressway 83, 9am to 3 pm daily. Move-in Day is Monday, January 21 from noon until 6 pm. It is best to have your booth set up that day because there are ALWAYS a LONG line of people waiting for the door to open on show days. Be sure to drop off your door prizes at the registration desk!
PLEASE LET US KNOW IN ADVANCE IF YOU PLAN ON DOING HEALTH SCREENINGS!!!!!
We have added a No Early Discount Deposit. This deposit is fully refundable ONLY if your booth is manned and intact until 3:01 pm on the last day of the show. You should pass this information to your employees! You can pick up your check on the way out the door or you can roll it over when you sign a contract for our 21th Annual Expo for 2014. That insures you the BEST POSSIBLE PRICE of the year. This also gives you first choice on booth space for the 2013 Expo. No deposits will be given before 3:01 pm Wednesday. If you break down early, you will forfeit your deposit.
We have what we call “No Breakfast and More Cash” for our vendors at 8:30 both show mornings where we have coffee and drawings for cash an discounts, and then at 9 you are ready for show time. We will also have coffee. You must be present to win.
All vendors need to come in the north loading dock daily (not the front entrance) and need to check in at the registration booth daily by the loading doors. We will hold your badges there and you can turn them in each day and pick them up again the next day so you don’t forget them. 10’ x 10’ booths get 4 badges and 20’ x 20’ booths get 6 badges. Security will ask you what company you are with before they let you in the gate. You need to unload and move your car as there is no parking at the loading dock.
There is NO outside food or beverages allowed in the building.
McAllen Convention Center does offer free WiFi.
These are rules and regulations for the convention center that you need to read.
TABLE OF CONTENTS:
Convention Center Exhibitor rules:
Exhibit Booth
Below are regulations that will be enforced during all events. It is requested that this information be listed in show brochures, programs and/or exhibitor packets. It is your responsibility in form your exhibitors and personnel associated with your event of these regulations.
- Holes may not be drilled, cored or punched in the building.
- Helium filled balloons are not permitted in the facility
- No adhesive backed (Stick-on) decals or similar items may be distributed or used in the building.
- Parking on loading docks is permitted for loading and unloading only. All other parking is prohibited; violators will be towed at their expense.
- Decorations, signs, banners, etc., may not be tape, nailed ,tacked stapled, or otherwise fastened to ceiling, walls, doors, painted surfaces, or columns.
- No carts, hand trucks, etc., with hard wheels are permitted on carpeted surfaces.
- Animals are not permitted in the building without the prior approval from the Director All events exhibiting ANY kind of animals must first obtain a permit from the City’s Animal Control Division
- No evergreen plants will be permitted.
- Combustion engines may not be operated on the exhibit floor as part of an exhibit.
- No vehicles may be driven in the Facilities without prior approval from the MCC Director.
Vehicle Demos / Exhibits
Vehicles may not be parked in the exhibit hall unless they are part of a display and comply with specified regulations.
Gasoline/Diesel operated vehicles may not be operated in the exhibit hall during show hours. Vehicle cleaning using wax or Armor-all creates a very hazardous and slippery condition. Applications must be done with a pre-soaked cloth. Spray cans or bottles are not permitted. All hard floor surfaces must be totally covered with a non-porous covering during application of waxes or Armor-all products.
- Any vehicle on the show floor must have battery cables disconnected and have no more than one-quarter (1/4) or five (5) gallons of gasoline in the tank. All gas caps must be taped. See Vehicle Demo’s for more restrictions.
- Propane tanks may not exceed five (5) lbs. LPG capacity and require Fire Marshall approval.
- All draping materials, etc., must be flame retardant.
- All Planting, fountains, etc., should have waterproof plastic materials underneath.
- All sales of food items must be reviewed and approved by the MCC Director.
- No paint, tape or tape residue should remain on show floor or walls of the facility after move-out is completed. Proper precautions should be taken to prevent damage occurring to floor and wall surfaces.
- All Doors of the facility must be unlocked during all open hours of the show for the safety of the patrons.
- The MCC is not responsible for the cleaning of exhibit booths.
- The McAllen Convention Center does not furnish equipment or fixtures (i.e. pipe & drape, tables, extra chairs, carpet, wastebaskets, ladders, carts) for exhibitors. FC must contract with a general services contractor (decorator) for these items.
FOOD PROMOTION REQUESTS
Client must advise Centerplate, and the McAllen Convention Center management, of all food vendors/exhibitors wanting to participate in the trade show detailing what food products will be
potentially sold or given. Centerplate/MCC management will review list of exhibitors and decision will be made to allow potential exhibitors to participate in the trade show. Centerplate/MCC reserves the
right to decline the participation of vendors. Vendors that are approved to participate will incur a participation fee payable to Centerplate of $200 per day for the duration of expo or trade show.
In order to avoid any misunderstanding or confusion, Centerplate requests that they receive a sample of, or an accurate description of the items to be displayed or given away as samples during a
show. An authorization request of sample food and or beverage distribution must be returned to Centerplate at least 14 days prior to the event.
GUIDELINES:
Any food vendor wanting to sell packaged food must have the product packaged so the customer cannot eat that product during the show; product must be consumed outside the MCC.
Exhibitors may provide food samples if doing so is a customary part of the overall event (i.e. food shows, convenience store trade shows, culinary events, etc.) “Bite size” individually wrapped food samples, no more than two (2) ounce, are allowed.
- The serving of generic products (i.e. frozen yogurt, ice cream, popcorn, cookies, coffee, bottled water, etc.) by exhibitors for the purpose of drawing attention to their booth is permitted only when the product being served is purchased from our exclusive caterer.
- If an exhibitor wants to attract exhibitors to his booth by giving away fresh popcorn, the machine and popcorn product must be obtained from our exclusive caterer, Centerplate. Exhibitors are permitted to provide and use their own serving vessels (buckets, tubs, bags) to serve the popcorn. Often times, an exhibitor will provide serving vessels with their logo on them.
- All claims by an exhibitor that the generic product they wish to provide is not offered by our caterer must be verified with the catering sales staff. If it is determined that a product is not available through our caterer, the Event Coordinator will decide whether or not to allow the exhibitor to provide and serve the product.
- Distribution of individual pieces of hard candy or chocolate mints from any source is allowed.
- Samples of non-alcoholic beverages may be distributed on sight only under the following conditions:
- 1. Samples are served for “on the spot consumption”
- 2. Sample sizes are two (2) ounces or less
- 3. The product is the brand name of exhibitor or is distributed by the exhibitor.
- Service of any alcoholic beverage must be arranged through our exclusive caterer.
- Arrangements for the receiving and storing of products approved for sampling must be coordinated through our exclusive caterer.
- Requests for permission to serve food and/or beverage samples outside of these parameters must be submitted in writing to Centerplate’s General Manager no later than 14 days prior to the event. The written request must come from the customer (licensee), and must obtain the name of the exhibitor(s) or sponsor(s), and the product(s) to be served (bottled water, candy, cookies, popcorn, yogurt, soda, coffee, etc.).
* FOR ADDITIONAL INFORMATION PLEASE CONSULT THE MCALLEN CONVENTION CENTER’S “ OPERATIONAL POLICIES”WHICHCAN BE FOUNDONLINE ATWWW.MCALLENCONVENTIONCENTER.NET
OR CONTACT CENTERPLATE AT 956-681-3863. Revised on: August 12th 2009
Exhibitor Cooking
- Exhibitors may provide “bite size” food samples of their individual brand name products. Approved sample sizes are 2 ounces or less.
- Fire extinguishers must be available in all cooking booths.
- Fire hose cabinets, fire pull stations, aisle ways and exits may not be blocked or obstructed.
- Covered displays exceeding 300 square feet must meet specific regulations.
- Open flames are not permitted in the facility.
- Toxic or hazardous materials are subject to immediate removal if the required information is not received and Fire Marshal instructions are not followed.
- All costs associated with safe handling of materials, including insurance, are the responsibility of the Contractor.
- ALL ELECTRICAL IS ORDERED THROUGH THE CONVENTION CENTER
- We recommend you sign up early as pre-paid prices are lower.
RETURN PAGE
Indemnities and Insurance
(A) Exhibitor, their agents or employees hereby covenants and agrees to indemnify the Winter Texan Expo & Health Fair, its officers and employees, and hold them harmless, and discharges them from any and all liability for loss, injury or damages to any person or persons or for any loss or damage to property, and for any loss, injury or damages to any person or persons or for any loss or damage to property occasioned by any persons attending the show during the course of the event. _______◄ (B) Exhibitor, their agents or employees hereby agrees to indemnify and hold harmless the McAllen Convention Center, its officers or employees and hold them harmless and discharge them from any and all liability for loss, injury or damages sustained by reason of the occupancy and/or use of the facilities at the McAllen Convention Center, during the course of the event. _______◄
- (C) Insurance: It is recommended by the lessor that Exhibitor carry Comprehensive General Liability Insurance to protect himself fully with regard to any liability for loss, injury or damages to property or personal injury, damages or loss occasioned by any persons employed by exhibitor or any persons sustaining personal injury, damage or loss to as a result of your exhibit. _______◄
- (D) Exhibitor shall provide lessor with a Certificate of Insurance. This is merely a binder acquired from your insurance company and in most cases there is no charge for
this service. _______◄
- (E) If you do not carry insurance, you still must initial, sign and return this form. _______◄
A Signature is required below and you must initial Items: A ◄ B ◄ C ◄ D ◄ E ◄
COMPANY NAME: _____________________________________________________
Address: ______________________________City:________________ST:__________
Authorized Representative:_____ ___________________________________________
Printed Name and Title:___________________________________________________
This form must be returned to our office prior to show dates:
Winter Texan Expo Tel: 956-460-6887
PO Box 1322 Fax: 866-554-4261
I hope this answers all your questions. If not, give me a call at 460-6887 or email me at
This e-mail address is being protected from spambots. You need JavaScript enabled to view it
.
I will be happy to help.
Holly Smith
|
