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Exhibitor Resources

Thank you for choosing to exhibit at the sixth annual UD Ministry Conference, to be held on October 26-27, 2012, at the Irving Convention Center in Irving, Texas! Whether you're a first-time Exhibitor or an experienced Exhibitor at the UD Ministry Conference, we want to provide you with all of the information you will need to ensure a smooth exhibiting experience for this year's conference.

SPECIAL INVITATION - PRESIDENT'S RECEPTION

All Exhibitors are invited to the 2013 President's Reception, in honor of His Eminence Cardinal Óscar Rodríguez, Archbishop of Tegucigalpa, Honduras. It will be Thursday evening, October 24, 2013, from 6:00 PM – 8:00 PM at The Omni Mandalay Hotel at Las Colinas.

Come join us for an evening of celebration as we kick-off our 7th Annual UD Ministry Conference! You will have a chance to meet our sponsoring administrators: Most Rev. Kevin Farrell, Bishop of the Diocese of Dallas, Rev. Msgr. Stephen Berg, Administrator for the Diocese of Fort Worth, and Mr. Thomas Keefe, President of the University of Dallas, along with many other exhibitors, speakers and staff from the Dioceses of Dallas and Fort Worth.

BOOTH ASSIGNMENT

If you were registered to exhibit before August 1, 2013,  your assigned booth number was sent via email around that date. Any exhibitors registered after that date will receive their assignments periodically over email. You can also find booth assignments, as they become available on our 2013 Exhibitors page.

EXHIBITOR SERVICE CONTRACTOR – Superior Expo Services (SES)

Please be sure to review the Superior Expo Services (SES) Exhibitor Kit for information on booth equipment, exhibit schedules, shipping information, carpet and accessory order forms, and electrical services ordering. Be sure to note the deadline of October 16, 2013. Keep in mind that advance ordering will save you money!

Please note: The Exhibitor Kit is only accessible with the username and password provided by SES in an email they sent directly to you. If you have miss-placed this information or do not believe you received it, SES's customer service department is available to assist you with your exhibitor needs prior to the event by calling 972-271-7444 during regular business hours (8:30 am – 5:00 pm (CST), Monday – Friday) or at show site at the Superior Expo Services Desk.

ELECTRICAL SERVICE: All electricity needs are processed directly through the Irving Convention Center. Electricity can be ordered using the Electrical Service Order Form.  For questions or to submit your electrical order by email, contact Mary Hill, Event Coordinator at the ICC, at 972-401-7775 or mhill@irvingconventioncenter.comPlease note: the rate shown is for the 2-day conference event, not a per day rate.

INTERNET/COMMUNICATION SERVICE: The Irving Convention Center provides wireless internet access in the Exhibit Hall, Meeting Rooms, Ballrooms and public spaces. Additional internet and communication services are available at an additional cost, including high-speed internet, dedicated T-1 (requires 30-day notice), and analog phone line. Communication needs can be ordered by contacting Mary Hill, Event Coordinator at the ICC, at 972-401-7775 or mhill@irvingconventioncenter.com.

EXHIBITOR SERVICE DESK: SES will maintain an Exhibitor Service Booth during set-up, conference days, and dismantling in the Exhibit Hall (Hall B). All questions regarding booth service and orders should be made at the SES Service Booth, including booth carpet, freight, electric/internet services.

CONFERENCE FLOOR PLANS & EXHIBIT HALL LAYOUT: If you are a returning exhibitor, the 2013 UDMC will be set-up very similarly to the 2012 conference, however, there are some changes to the locations of check-in, etc. Please familiarize yourself with our 2013 floor plans.  Download the Conference Floor Plans   and the Exhibit Hall Layout. 

For more information or any questions regarding Exhibitor Services, please contact the Superior Expo Services customer service department by calling 972-271-7444 during regular business hours (8:30 am – 5:00 pm (CST), Monday – Friday). 

MOVE-IN & SET-UP HOURS

LOADING DOCK: Access to the loading dock is located on the North side of the venue. Name badges must be worn – as Security will be onsite checking staff and company names. Therefore, we suggest that when you arrive at the ICC, you first proceed to Exhibitor Check-in to get your packet and name badges, then access the loading dock to unload any exhibit materials you may have. For more information, visit the Exhibitor Tools page on the Irving Convention Center website. 

MOVE-OUT & DISMANTLING HOURS
CONFERENCE HOURS

EXHIBITOR LOUNGE: All Exhibitors will have access to an Exhibitor Lounge during the conference (Friday & Saturday). More details on the Exhibitor Lounge, including its location, will follow!

EXHIBITOR REGISTRATION & ACCESS

Upon arrival, all Exhibitors must check-in at the Exhibitor Registration Booth, located in the main lobby area, Exhibit Hall Level (First Floor). Exhibitor packet will include all name badges.

Exhibitor staff personnel wishing to enter the Exhibit Hall must wear an Exhibitor badge at all times. Badges must be worn at all times during move-in, conference hours, and move-out. Access to the exhibit hall begins at 6:00 am on Friday and Saturday.

Please note: If you have not completed and returned your Exhibit Booth Staff Form  please do so by September 1, 2013. 

PARKING 

Parking rates for self-parking is a flat fee of $5.00 with no in-and-out privileges. Overnight parking is not allowed. For more information, visit our Parking & Travel Information page. 

SECURITY

Security personnel will be on duty during move-in/set-up, conference hours, and move-out/dismantle. Do not leave items such as computers, laptops, cameras, cell phones, wallets or any other item of value unattended in your booth at any time, including over night. Please note: Neither the UD Ministry Conference, nor the Irving Convention Center, is responsible for any losses.

CANCELLATIONS/REFUNDS

Cancellations must be in writing and received before September 1, 2013. Canceled booths will be refunded (less $25 service charge) after the conference. No refunds are available after September 1, 2013.

HOTEL RESERVATIONS/DISCOUNTS

The exclusive host hotel for the 2013 UD Ministry Conference, the Omni Mandalay is offering an amazing rate of only $99 per night plus tax during the conference! Any rooms must be booked by October 7, 2013 to receive this discounted rate.  Visit or Hotel Information page for more details. Free wi-fi internet and parking is also available for guests staying at the hotel!

SHUTTLE BUS SERVICE
A free shuttle bus service between the Irving Convention Center and the Omni Hotel will be available throughout the conference for all hotel guests. The shuttle will run every 10-15 minutes. All boarding and drop-off will take place at the south entrance of the ICC – just outside of the Main Lobby area.

ADVERTISING & SPONSORSHIP OPPORTUNITIES

See what you can do to promote your presence at the UDMC and drive traffic to your booth! Our Advertising & Sponsorship opportunities will enable attendees interested in your products to find you before, during and after the conference. Remember that pre-conference and at-conference marketing is key to building your visibility and maximizing booth traffic! Visit our Advertising page or our Sponsorship page for more information.  Please note: The Program Book Advertising Form must be completed and returned by September 1, 2013.

EXIBITOR IMPORTANT DEADLINES

We appreciate the commitment you've made to exhibit with us and look forward to assisting you during the coming months. For questions regarding booth equipment or services, please contact SES Exhibitor Services at 972-271-7444. For general exhibitor questions, please contact Geralyn Rea at 972-721-4077.

 

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