Exhibitor Frequently Asked Questions

How do I access the Exhibitor Service Kit (ESK)?

The ESK can be accessed by visiting the direct link: https://ordering.ges.com/042600706. The ESK is a one stop shop for all of your booth ordering and service needs. For any orders you would like to place, you can just hover over the category under show information and start ordering away. If you have used the GES online ordering system previously, you can use the same login. If you have not used the system before, you can create your own login. At the top of the screen, there is a link that says "Log In". When you click on that it will give you options of either logging in or creating a log in.

How do I login to the Exhibitor Service Kit (ESK)?

If you have used the GES online ordering system previously, you can use the same login. If you have not used the system before, you can create your own login. At the top of the screen, there is a link that says "Log In". When you click on that it will give you options of either logging in or creating a log in.

 

What does the purchase of my booth include?

Your booth fee includes the following: standard booth drape (inside inline and corner booths: 8’ back and 4’ side wall; perimeter booths: 12’ back and 4’ side wall); company name identification sign (for inline and corner booths); company logo displayed online (on your ebooth profile) and in the event app; and complementary booth staff passes (allotment depends on your booth size: 2 comp booth rep passes per 10x10. If additional passes are needed, max paid allotment is based on booth size and can be purchased for $159 each). Complementary and paid max allotments listed below:

 

Does my booth come with a table and chair or any other items?

No, your booth does not come with a table and chair. (See question above regarding what is included with your booth). Your booth does not come with carpet, Internet connection, electrical, table, chair, wastebasket, etc. All items can be ordered and purchased a la carte through the Exhibitor Services Kit (ESK).

 

Does my booth come with carpet?

No, your booth does not come with carpet. Per the exhibitor contract and prospectus, carpet or custom flooring is mandatory. Show management provides carpet in the aisles and all exhibitors are required to carpet their own booth. You may order carpet through the Exhibitor Service Kit (ESK) or you may provide your own.

 

Will there be Wi-Fi in the exhibit hall?

Yes, Wi-Fi will be provided throughout the Data Center World conference and exhibit hall, however, we cannot guarantee reliability, so if you intend on having product demos, presentations, etc., in your booth, please be sure to order a hard internet connection through the Exhibitor Service Kit (ESK).

 

How many exhibitor passes do I receive with my booth?

Complementary booth staff passes (allotment depends on your booth size: 2 comp booth rep passes per 10x10. If additional passes are needed, max paid allotment is based on booth size and can be purchased for $159 each). Complementary and paid max allotments listed below:

If any of your staff would like to attend the full conference (access into sessions, all meals, events, etc.), the discounted price for exhibitors is $1600 for the All Access Pass, and $1000 for the Standard Full Conference Pass. You can purchase as many full conference passes as you like.

 

What do Exhibitor Booth Staff passes give you access to?

Exhibitor booth staff badges include:

·         Exhibitor booth set-up/dismantle

·         Opening Reception (Tuesday)

·         Exhibit Hall Hours on Wednesday & Thursday

·         Exhibit Hall Dessert & Cocktail Reception (Wednesday)

·         Exhibit Hall Dessert (Thursday)

·         Keynote & General Sessions

·         Networking Luncheons Wednesday & Thursday*

·         Exhibitor Priority Selection Meeting (Thursday)

*Tuesday Lunch is available for purchase

 

What is the exhibitor set-up/dismantle schedule?

The exhibitor set-up/dismantle schedule can be found in the Exhibitor Service Kit, and also included below for your convenience:

 

EXHIBITOR MOVE IN

    Mon. Mar. 12, 2018    8:00am To 1:00pm    Strategic Partners only

    Mon. Mar. 12, 2018    1:00pm To 5:00pm    Strategic Partners and 20x20 or larger

    Tue. Mar. 13, 2018    8:00am To 5:00pm    All booths

    Wed. Mar. 14, 2018    8:00am To 10:00am    All booths must be set by 10:00am

 

EXHIBITOR MOVE OUT

    Thu. Mar. 15, 2018    4:45pm To 11:59pm

    Thu. Mar. 15, 2018    Empty containers will be returned starting at 5:00pm

    Thu. Mar. 15, 2018    Carriers MUST be checked in by 6:00pm

    Thu. Mar. 15, 2018    All exhibitor materials MUST be removed by 11:59pm

 

How do I register my booth staff?
To register your staff, please login to your company account. Once logged in, you will need to create your Key Contact (your company's main trade show contact). Please note: by creating your Key Contact, it does not register you and does not issue you a badge. If you will be attending, you will need to register yourself. Click on “STEP 2A” to register your booth staff, and click on “STEP 2B” to register for full conference passes.

 

How do I login to my company account?

To login to your company account, click on the following URL http://global.datacenterworld.com/dcwg18/Public/e_login.aspx?ID=1067535&sortMenu=125009 and enter in your company password. Your company password was issued to the main contact (as per the booth contract) by email.

 

As an exhibitor, do I receive any free passes to invite my customers?

Exhibiting companies can now invite their customers to attend the exhibit hall with a complimentary exhibitor customer code (a $399 value). Your free customer Expo Only pass allotments are based on your contracted booth square footage (2 per 10x10). Just follow a few simple steps and you can send your customer an email directly with a link that allows them to register at the discounted rate using your unique code. They will enter this code when they register for the event in order to receive a complimentary one day Expo Pass. Expo Only passes give you access into the exhibit hall  on Thursday only, and do not include lunch. Lunch can be purchased separately. To access and use your unique customer code, login to your Data Center World Company Account.

 

My booth requires special needs, who do I contact?

If your booth will require special electrical, plumbing, or rigging needs, please arrange a consultation with GES as soon as possible, so we can ensure your booth placement will not present problems or unexpected costs to you. GES can be reached at: (800) 801-7648 / International: (702) 515-5970. Monday - Friday 6:00 AM - 5:00 PM PST.

 

I haven’t made my hotel reservations yet, how do I go about doing that?

If you haven’t made your reservations, please do so now as our blocks consistently sell out! To make reservations, follow the links or call the hotel directly and reference the group name/code found below. Please be aware that there are hotel companies that call our exhibitors and misrepresent themselves as being associated with AFCOM and tell our exhibitors to book your hotel rooms for the conference with them. These companies are NOT affiliated with AFCOM or Data Center World in any way. We cannot verify their credibility and even know some exhibitors that have had issues with their reservations in the past when they booked with them.

Host Hotels:

·         Grand Hyatt San Antonio (adjacent to Convention Center) - Standard Accommodations - $269/night plus 16.75% room tax. Discounted room blocks will only be available until 2/19/2018

Reservation Phone: +1-888-421-1442 - Group Name – Data Center World

Online reservation link

·         The Westin Riverwalk, San Antonio (3-4 blocks down the Riverwalk from the Convention Center) - Standard Accommodations - $249/night plus 16.75% room tax. Discounted room blocks will only  be available until 2/16/2018.

Reservation Phone: +1-888-627-8396 - Group Name: Data Center World/Penton

Online reservation link

·         Hilton Palacio Del Rio (1 block from Convention Center) - Standard Accommodations - $259/night plus 16.75% room tax. Discounted room blocks will only be available until 2/19/2018.

Reservation Phone: +1-210-222-1400 - Group Name: 2018 Data Center World Global /Group Code: PEN

Online reservation link

Please visit our Travel & Hotel page for airport info, parking info, and flight/travel discounts.

 

I would like to hold a special event at the conference. Who do I contact?

Per your signed contract, special events (i.e. meetings, hospitality suites, parties, etc.) cannot be held during scheduled Data Center World events (i.e. sessions, exhibit hall open hours, luncheons, keynote address, opening/closing receptions, etc.). This policy is strictly enforced. If you would like to hold a special event outside of official Data Center World event hours, please login to your company account and fill out the form located under “Exhibitor Forms”. All special events must be pre approved by Data Center World prior to contacting the hotel or convention center.

 

My company has a press release regarding a new product we are launching at Data Center World. Will you post it?

You have the ability to upload your press release (one per show) to your Data Center World company account so that it will appear on your eBooth online. We’d like to share the news with industry analysts and press and help you get the word out about your announcement(s) at the show by posting the press release on our website. Please make sure to include your booth # at Data Center World 2018 in the press release.

 

I would like to order a lead scanner. Where do I order one?

To order a lead scanning device, please login to your Data Center World company account and click on “GET BADGES!”, then click on the second box “Lead Retrieval”.

 

I have a 10x20 booth. Do I need to submit a booth approval request form?

No, with a 10x20 booth you do not need to submit a booth or hanging sign approval request form. Only island booths are required to submit a booth/hanging sign approval request form. Please note, 10x20 booths are not permitted to have hanging signs.

 

What is material handling and is it included in my booth fee?

The unloading of your shipment, transporting it to your booth, storing and returning your empty crates and cartons and reloading your shipment at the close of the show (also called Drayage). This service is not included in the cost of your booth space. Avoid unexpected costs at show site and pre-order this service through the Exhibitor Service Kit (ESK). Shipping/Logistics costs are separate and are not included in Material Handling rates. Please note, any shipment or package that goes through the loading/unloading docs will be charged material handling.

 

My company is currently designing our new booth structure and layout. Where can I find the regulations and guidelines?

All booth type regulations and guidelines can be found in the Exhibitor Service Kit (ESK). The direct page link can be found here: https://ordering.ges.com/042600706/penton_boothregs. The booth regulations and guidelines will tell you what you can and cannot do when building and designing your booth structure and layout. If you want to know how high your booth structure can go, how tall your sign can be, whether or not you are allowed to have a hanging sign, etc. It is critical to read this section in its entirety prior to planning your exhibit to ensure a successful experience and to avoid any unexpected issues at show site.