Exhibitor FAQs

Frequently Asked Questions

Exhibition & Sponsorship Logistics

Marketing & Sponsorship Opportunities

Press/PR

Hotel Reservations

Exhibitor Passes, Expo Passes & Registering My Booth Staff

Q: How do I become DesignCon Exhibitor?
A: Contact Sean Raman, Event Sales Director at: sean.raman@ubm.com or (415) 947-6622.
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Q: Is there a deadline for becoming an exhibitor?
A: To maximize your exposure on the DesignCon website and marketing materials, we recommend you reserve space early. Exhibit space is also limited to availability. If you are considering exhibiting, contact your account manager today for exhibition opportunities. Click here to view the Exhibit Hall Map.
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Q: Who do I contact if I didn't receive my Online Exhibitor Services Manual (ESM)?
A: Coming soon! In our effort to be more eco-friendly, we will not be printing service manuals this year but have created an easy to use electronic version of the manual. If you have a specific question that is urgent, please email Shara McAlister.
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Q: Who do I contact with service questions about exhibiting and my booth?
A: For questions on booth or sponsorship purchases, please contact your salesperson.If you have already signed a contract and have questions related to any booth logistics or operational issues, contact:

Shara McAlister
Operations Manager
United Business Media, LLC
303 2nd St., 9th Floor, South Tower
San Francisco, CA 94107
Phone: (415)947-6012
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Q: Who do I contact regarding my sponsorship deliverables?
A: Once a contract is signed, please contact May Mungi at may.mungi@ubm.com or (415) 947-6293 for any sponsorship questions. She will be emailing all deliverable details including deadlines and shipping instructions a few months before the show.
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Q: What are the booth height regulations and sightline restrictions?
A: Allowable heights vary according to the size of the booth. The Exhibitor Services Manual will be available soom and will have specific rules and regulations pertaining to your booth.
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Q: What are the hanging sign regulations and restrictions?
A: Hanging signs are only allowed for island, split-island and peninsula booths 20'x20' or larger. If your booth fits these parameters and you want to have a hanging sign, please complete and return the "Request for Hanging Sign" form in the Exhibitor Services Manual (coming soon).

Once it is approved by show management, you will need to order labor to hang it and must use the appropriate shipping label to ship it. These forms can be found in the Exhibitor Services Manual.
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Q: Do I need to order drayage?
A: Drayage is the movement of show freight from the shipping dock to your booth. No matter how you get your freight to the dock at the Convention Center, you are not allowed to bring your shipment onto the expo floor on your own - it must be done by union labor. Drayage costs are based on the weight and size of your shipment.
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Q: How do I handle shipping to the Santa Clara Convention Center?
A: Separate from drayage, this is the movement of your freight from either another show site to the receiving dock at the expo site, or from your business to the dock at the expo site. It is your responsibility to get your exhibit materials to the event and home after the event. The Exhibitor Services Manual will include shipping address and instructions.

IMPORTANT: By ordering your shipping needs from GES Logistics, you will save money on your drayage, and you will get priority delivery of your freight on to the floor and off of the floor at the end of the show.
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Q: How do I order graphics, custom booths, furniture and carpet?
A: We can produce any signage that you need. Whether you want to add a logo to your Booth ID sign or order meter-sized boards, we can do it. The plus side to that is you don't have to ship your signage (and risk having it arrive damaged) and it is at your booth when you arrive. They can make most types of banners or signage at a competitive price. The Exhibitor Services Manual will list a standard size prices.

The ESM will also list forms for custom booths, carpet, furniture rental, lighting orders and pretty much anything you need for a complete presence on the Expo floor.
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Q: How do I order lead retrieval, audio visual, electrical, internet, food, booth security or plants for my booth?
A: Your Exhibitor Services Manual will include all order forms in the Options Services section. Be sure to order early to receive any applicable pre-show discounts!
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Q: I need to go on the Expo floor to assist in setting up the booth for only a short time, can I bring my baby?
A: Our insurance policy prohibits anyone under the age of 18 on the expo floor during move-in and move-out.
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Q: Who do I contact about placing an ad in the DesignCon Event Guide?
A: Contact your Account Manager to reserve your ad space.
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Q: What are the sponsorship offerings at DesignCon 2012?
A: Contact your sales rep for more information regarding the DesignCon 2012 Sponsorship guide. The sooner you purchase a sponsorship, the more conference exposure you receive. Don't delay and contact your Account Manager today for sponsorship details.

If you have already purchased a sponsorship, you will receive an email with shipping or artwork details the first of the year describing what you need to do to complete your sponsorship.

Contact Kate Hadden regarding Exhibitor Marketing, and Shara McAlister regarding Exhibitor Shipping, Logistics and other Operations.
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Q: Where can I download logos and web banners to promote my booth at DesignCon 2012?
A: Logos and web banners will be available as a part of the Exhibitor Marketing Kit, which will be available mid-November 2011. Contact Kate Hadden, Exhibitor Marketing Manager, at kate.hadden@ubm.com with any marketing questions.
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Q: How do I obtain a list of the pre-registered press attending DesignCon?
A: The Press List will be available starting December 30, 2011, and it will be sent to you when it's available. If you'd like to specifically request it sent to certain people, please email Kate Hadden, Exhibitor Marketing Manager, at kate.hadden@ubm.com.
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Q: How can I maximize press visibility for my company and products during DesignCon?
A: To maximize press awareness, you can upload Press Kits or Press Releases to our Virtual Press Office (coming soon). You can also contact the registered press that are on the Press List and schedule one-on-one meetings with them, by booking meeting space in the Media Center.

To schedule a Press Conference, email Kate Hadden, Exhibitor Marketing Manager, at kate.hadden@ubm.com.
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Q: How do I make hotel reservations?
A: We have reserved blocks of rooms at special rates for DesignCon exhibitors and conference attendees with several local hotels but you must contact the hotels directly for your reservations. A list of hotels is also available here. Please visit the Travel Page for more information.
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Q: How can I invite my clients or customers to attend DesignCon?
A: Your clients, customers and prospects can attend DesignCon for FREE through the Expo Pass that you can customize and send to them. The customizable Expo Pass will be available as a part of the Exhibitor Marketing Kit, and is coming soon!
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Q: How do I obtain the complimentary All Access Pass I get by being an exhibitor?
A: This will be available to you onsite at the registration desk. There is no need to pre-register. This pass is transferable, and various people you choose can use it to attend conference sessions at different times throughout the event.
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Q: How do I obtain Exhibitor (or Booth Staff) passes?
A: Go to the Exhibitor Center on our website and follow the registration instructions to register your exhibitor booth staff. You will also be receiving a letter from Ana Carillo, your Exhibitor Coordinator, with specifics on how to register your company's booth staff.

Pass allotments are based on booth size. Only register the staff who will be working in your booth. All other personnel from your company need to be registered as either Conference or Expo attendees. Your staff will be required to show a photo ID to pick up their badges on site.
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Q: What is the difference between an Expo Pass and Exhibitor Pass?
A: Expo Passes allow access to the DesignCon Expo show floor during show floor hours, Sponsored Training Sessions, Chiphead Theater and Opening Night Reception. Expo Passes are FREE and unlimited.

Exhibitor (Booth Staff) Passes allow access to your booth staff on and off the show floor to set up your exhibit space before the Expo opens, and to secure it at the end of each day after the Expo closes. Exhibitor Passes should NOT be given to customers, clients or partners (Expo or Conference Passes should be used for them). In addition, the Exhibitor Pass gives you access to the same event features as the Expo Pass.
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Q: How many Exhibitor Passes do I receive for my booth size?
A: The quantity of Exhibitor (booth staff) Passes you receive is based on booth size. For every 10'x10' (100 sq. ft.) of booth space, you receive three (3) Exhibitor (Booth Staff) Passes. For example, a company with a 10’ x 10’ booth would receive three (3) Exhibitor Passes, a company with a 10’ x 20’ booth would receive five (5) Exhibitor Passes.

The allocation is limited and exclusive to the staff working your booth, and should be managed accordingly.
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