Event Information & Guidelines

Booth Regulations Event Schedule Freeman Quick Facts Safety & Security Venue Directions & Parking

Breaks/ Meals	Exhibits need to remain open during breaks and lunch while attendees are in the halls so remember to have your booth staffed during this time as they continue to meet with exhibitors.
Children	NO ONE UNDER THE AGE OF 21 WILL BE ALLOWED. Child care services are not available at the facility. Please make appropriate arrangements for your children. There are NO exceptions to this rule.
Drones	Operable drones are not permitted to be used under any circumstances.
Food Sampling	Please note that per our contract agreement and for liability reasons, Gaylord Rockies is the exclusive provider for all food and beverage. Absolutely no outside food and/or beverages may be served from your boot during this upcoming event (this includes, but is not limited to, logo bottled water or any type of pre-packaged food.) If you wish to serve these items, you must request permission via e-mail in advance, and a corkage fee will apply if your items are approved. These requests can be sent to gh.dengr.grexhibits@gaylordhotels.com
Hand Carry Freight/ Privately Owned Vehicles (POV's)	POV’s are allowed to pull up to docks. There are no specific areas it is dependent on which halls and which dock are designated to event; these vehicles get parked to nearest ramp at entrance. Any items coming in from the dock area would be subjected to material handling charges if items are too much for them to hand carry without using material handling equipment.
Labor Rules	Information regarding Union Labor Jurisdictions, EACs, We encourage you to review the Gaylord Rockies Resort & Convention Center Rules and Booth Regulations for more details.
Liability Insurance	Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate, but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times.
Operating Your Exhibit & Sound Limitations	All activities must be contained within the exhibit area described in your application for exhibit space. No selling or promoting will be allowed outside your table top space. Promotion of other events is strictly prohibited. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor.
Security	24-hour security service will be maintained in the hallway area from the initial move-in period until the last piece of freight is removed. However, exhibitors are reminded that they are responsible for the protection of their own product and exhibit materials.
Service Orders	Order all services by the published advanced deadline to ensure timely installation or delivery onsite. Reference the list of Important Exhibitor Tasks for a listing of upcoming deadlines.
Show Colors	Administrative Professionals Conference will be decorated with black drape. Changes in drape patterns and colors are not allowed.
Show Management Office	Diversified Communications may be reached from move-in, throughout the show and during move-out at the Registration/Customer Service Counter in the Aurora Ballroom.
Solicitation by Non- Exhibiting Companies	For the protection of all Administrative Professionals Conference Exhibitors, only those companies whose Application for Exhibit Space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen Soliciting business on the show floor, please request a business card from that person and give it to an Event Management representative. We will take the necessary steps to curtail this activity.
Wifi in the Exhibit Hall	Wireless Internet (Wi-Fi) is available throughout the convention space. If you are streaming a video or presentation from the internet and uninterrupted bandwidth is vital, we recommend purchasing a dedicated internet drop for your booth.
Booth Cleaning/ Porter Service	Booth cleaning & trash removal/porter must be ordered separately through Freeman, the official general contractor.
Dismantling	At the close of the Expo, all exhibitory must be removed from the halls at the expense of the exhibitor. The Exhibitor shall reimburse Diversified and the General Services Contractor for all costs incurred due to its failure to comply with this requirement. All exhibitor materials must be removed from the exhibit facility by October 29, 2024 - 7:00 PM. subject to change. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by October 29, 2024 - 5:00 PM. In the event your selected carrier fails to show on final move-out day, Freeman reserves the right to re-route your freight onto another carrier.
Excessive Trash & Booth Abandonment	Note that any excessive trash which consists of display materials, carpet, padding, crates and/or pallets will be disposed of and charged both a handling fee and disposal fee during exhibitor move-out. Clear out booth. Any excessive materials left in the booth at the end of the event will be considered trash.

Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!

IMPORTANT INFORMATION

Please beware of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising, and data services. Many of our customers have reported that these groups who are not our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems. We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our Official Vendor List before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions, please contact us at customerservice@divcom.com. Please note that Administrative Professionals Conference and its official vendors DO NOT sell attendee lists under any circumstance. Companies or groups offering such lists are not affiliated with the event in any way and cannot possibly have accurate attendee data. Buyers should beware!