EESA EXHIBITOR INSTRUCTIONS

THINGS YOU NEED TO KNOW

Information for 2020 EESA Convention Exhibitors

AESA’s 2nd annual EESA Special Education Convention will be held June 12-13, 2020 at Maryvale Church of the Nazarene.

The weekend will be fruitful for each participating exhibitor as you share information with our attendees about your products and services and for those who are selling product, we expect you to have great sales!

We’ve put together this page to provide helpful & pertinent information at a glance for this year’s registered exhibitors. Some segments are still under construction. This page will be updated regularly as new information becomes available.

CLICK ON THE IMAGES & TOGGLES BELOW FOR MORE INFORMATION

2020 sign up coming soon: Our 2019 Conference is over. No applications can be accepted at this time. If you’d like to be considered as a vendor for the 2020 EESA Convention, please follow the link below to fill out a vendor interest form.

CONVENTION DATES

Friday, June 12 & Saturday, June 13, 2020

LOCATION

Maryvale Church of the Nazarene

3201 N. 51st. Avenue, Phoenix, AZ 85031

EXHIBIT HALL HOURS

Friday, 8:30 AM – 4:00 PM

Saturday, 9:00 AM – 4:30 PM

ADDITIONAL INFORMATION FOR EXHIBITORS

EXHIBITOR LOAD-IN HOURS AND INFORMATION

EXHIBITOR MOVE-IN Thursday, June 11, 12:00 PM – 4:00 PM and Friday, June 12, 7:30 AM – 8:30 AM

We encourage all vendors to use the time on Thursday to do initial set up and to make sure your area is as you have expected. If you cannot make it on Thursday afternoon, and you think you can set up your booth in an hour, we will open the venue at 7:30 on Friday morning; however, Friday morning will be extremely busy and assistance with set up may not be available.

EXHIBITOR CHECK-IN THURSDAY

  • All exhibitors should go to the AESA Exhibitor Check-In counter located at the AESA booth to pick up your name badge(s).
  • Exhibitor Check-In will begin promptly at noon.
  • No early access will be granted to the exhibit hall before noon for safety reasons as the decorator finishes setting pipe & drapes, etc.

Vendors may drive through the back gate and park in the back lot of the church. There is easy access through two sets of double doors on the westside of the exhibit hall. When coming into the parking lot, turn in and drive around to the south and west. There will be signs directing you to the vendor entrances.

WHAT TO EXPECT THURSDAY: Since the double doors will both be open to the exhibit hall throughout the entire load-in process, air conditioning will not be on during load in. Please dress accordingly and bring water and snacks. Water fountains are available onsite, but bottles of water / concessions will not be available on Thursday.

ADDITIONAL SET-UP TIME FRIDAY MORNING 7:30-8:30: If you have not completed your set-up when the exhibit hall closes at 4:00 PM, you may return in the morning to finish between 7:30 and 8:30 AM. FIRE MARSHAL INSPECTION FRIDAY 8:00 AM: The Fire Marshal will be conducting his inspection of the exhibit around 8:00 AM Friday. His main focus is on safety of everyone in the building. Some things to be aware of …

  • Clear 10′ aisles are critical. Please keep your booth contents fully within the lines for your booth space.
  • Any non-commercial fabric must be treated with fire-retardant spray. Commercial table cloths or fabric with manufacturers’ tags are generally fine. It’s fabric you buy off the bolt at the fabric store and burlap that are the biggest issues. Treat your fabric thoroughly, and if possible, bring your bottle of fire retardant spray with you. The Fire Marshal may do a random burn test with a piece of your fabric. Burlap is the major concern.

REMOVE TRASH AND EMPTY BOXES BY 8:30 am FRIDAY: All booths must be set up, with trash and empty boxes removed from your booth space before the Fire Marshal will allow us to open the exhibit hall.

OUR SERVICE TEAM WILL BE AVAILABLE TO ASSIST: The AESA Service Team volunteers will be available with carts to help as needed. Look for the volunteers in yellow Service Team shirts.

TRASH CANS FOR BOOTHS: Your booth package includes a small trash can. The decorator will put these out in the booths before the hall opens Friday morning.

EXHIBITOR LOAD OUT

EXHIBITOR LOAD OUT Saturday, June 13, 4:30 PM

NO EARLY TEAR DOWN: Your booth must remain open and staffed from 8:30 AM – 4:00 PM Friday and 9:00 AM – 4:30 PM Saturday.

SERVICE TEAM WILL BE AVAILABLE TO ASSIST: The AESA volunteers will be available with carts to help as needed. Look for the volunteers in the yellow Volunteer shirts.

EXHIBITOR WORKSHOP/SPEAKER INFORMATION

EXHIBITOR WORKSHOPS AND SPEAKERS: If you’ve been approved to lead a workshop or you have signed up to be a speaker, you’ll find details in the EXHIBITOR INFORMATION PACKET. We’re including a little extra information here for you to answer some of the questions we’ve received.

WHAT’S INCLUDED

Each classroom/workshop area is approximately 12′ x 15′ and includes the following:

  • 20 chairs
  • lecturn
  • One table at the front for any supplies/materials you bring with you

It is crutial that you arrive on time and end on time. At the end of your workshop or speech, please remove your belongings and exit the room promptly so the next speaker can get in and get set up quickly so they can start on time as well. Exhibitor workshops/speeches are one hour, so if your workshop/speech begins at 12:30, you must vacate the room with all belongings by 1:30 so the next presenter may begin at 1:45.

AV NOTES

AV TEAM: Our team is very limited in knowledge, time, and resources. IF you have your own projection system, we would love for you to bring it. Depending on availablility and need, projectors/screens may not be available at all times in all rooms. If you do have your own projection system, please let us know as soon as possible. If you are willing to allow us to use your projection system in whichever room you are presenting for the day, we would greatly appreciate it. Please understand that we will make every accommodation we can, but we cannot guarantee the quality of equipment nor the availability.

EXHIBITOR NAME BADGES

BADGES

  • Name badges must all have an individual’s name printed on them and may not be shared or transferred.
  • Each 8’x10′ booth rental includes 2 badges, with a max of 6 badges per exhibitor who has 3 or more booths.
  • The EESA exhibitor badge must be worn at all times.
  • If you have your own company name badge, it may be worn so that it is not covering the EESA name badge.

DEADLINE TO PROVIDE NAMES FOR PRE-PRINTED EXHIBITOR BADGES: MAY 2

If you have not already provided us with the names of those who will receive exhibitor badges for your booth, please do so by May 2. If you do not know by May 17 who will be staffing your booth, you can let us know at the door and the names will be handwritten on the badges.

TRANSACTION PRIVILEGE TAX

An Arizona temporary privilege tax permit is required for businesses engaging in taxable activities (i.e. sale of product) at this event. As of January 2017, sales tax has been centralized through the Arizona Department of Revenue. The EESA Convention is considered a trade show and those selling items at our Convention will pay retail tax. Follow the link for trade shows on the DOR website.

APPLICATION & DETAILS azdor.gov/Business/TransactionPrivilegeTax.aspx

QUESTIONS LicenseCompliance@azdor.gov

SALES TAX RATE: 8.6%

FOOD

Snacks and drinks are available for purchase from on-site concessions during the EESA Convention exhibit hall hours for your convenience. In addition, AESA is providing lunch for all participants and vendors. Lunch will be sandwiches, meat & cheese trays, fruit, chips, cookies, and water. If you would prefer to bring your own lunch, you are welcome to do so; however, please indicate on your registration form that you will not need a lunch provided to you. Please know that restaurants/fast food is limited in the immediate area, so leaving and coming back would not be recommended, and food delivery to the venue is not allowed.

HOTEL

The Holiday Inn Phoenix West has offered a special discount rate for our group. $79 + tax up to quadruple occupancy. Reservation link coming!

The convention is located near Westgate which has many excellent hotels to choose from including the new Residence Inn.

EXHIBITOR INFORMATION BOOTH

The AESA Exhibitor Information Booth overlooks the Exhibit Hall in the Vendor Lounge and will be staffed during exhibit hall hours Friday and Saturday.

Bottled Water will be available to vendors and speakers who are wearing their badge indicating vendor / speaker. If you bring your own water bottle, we will fill your bottle.

Coffee will be available on site during exhibit hall free for vendors and speakers.

CANCELLATION POLICY

In the event an exhibitor needs to cancel, a 50% refund of booth fees will be given if notice of cancellation is received by May 1, 2020. After May 1, no refunds will be issued.

If you need to cancel, your exhibitor fees may not be transferred to another vendor to take your place. Each exhibitor must apply independently, go through the approval process, and pay any fees.

PARKING

Parking is in the lot behind the event venue. Once in the main parking lot, drive through the black iron gate and park in the rear lot. You will see two sets of double doors which serve as the entrances to the exhibit hall. Parking is free and is plentiful.

SPONSORSHIP OPPORTUNITIES

We are grateful for our sponsors!

AESA offers a number of custom marketing packages and sponsorship opportunities to give our exhibitors even greater exposure with American special education families. It is an honor to partner with our sponsors!

Details about this year’s sponsorship opprtunities can be found in the 2020 Sponsorship Packet

Contact Us

EMAIL

3201 N. 51st. Ave

Phoenix, AZ 85031

 

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