Rules, Regulations and Event Information as of January 27, 2022
Show management has attempted to anticipate questions and needs that exhibitors/sponsors may have for SDC. Please read through and reference this document.
The number of complimentary exhibitor badges is determined by sponsorship level. If you require more badges than your allotment allows, additional badges will be available for purchase. Printed badges will be available for pick up in the SDC Registration area of the Crowne Plaza, International Ballroom Foyer. Please see REGISTRATION info below for instructions on obtaining exhibitor badges.
Tabletop exhibits, foodservice and seating will be in the O’Hare Ballroom. You can find a facility map HERE.
BANNERS and POP-UP DISPLAYS
Pop up banners and pop up backwalls are permitted and must be displayed in the back of the booth. Nothing can be taped, tacked or adhered to walls, columns or doors.
The Business Center is located on the Lobby Level of the Crowne Plaza.
All demonstrations or presentations must be conducted within the confines of the exhibitor’s Booth space. Demonstrations or presentations which cause blockage of the aisle, or which create crowds that interfere with neighboring exhibits will not be permitted.
DISMANTLING OF EXHIBITS
No dismantling or packing of display or product may take place prior 12:00pm on Thursday, May 26. All exhibits are to be occupied by your company staff and in operation until this time. Please respect your fellow exhibitors, as they will still be conducting business until the closing.
Each tabletop exhibitor is entitled to 100 square feet (10’x10’) of space. Any part of the display
that is over 4’ in height is relegated to the back half of the display area. Marketing materials are
not permitted outside of the exhibitor’s designated area.
DISTRIBUTION OF LITERATURE AND PROMOTIONAL MATERIAL
Literature, souvenirs, catalogs and samples must be distributed from within the exhibitor’s booth space. Any items deemed to be objectionable in the opinion of Station Design Conference Show Management shall not be distributed at the show.
Audio Visual One is the inhouse AV company at the Crowne Plaza and can supply you with monitors, rental computers, power drops, etc. Find their menu of rental equipment HERE and contact them for more information.
SDC will adhere to all local, state and federal ordinances and follow CDC recommendations. At the time of producing this document, face coverings will be required in all public areas of the Crowne Plaza Hotel, including SDC conference rooms and exhibit hall, unless actively eating, drinking or presenting in the conference sessions.
FIRE HOSE CABINETS
All fire hose cabinets, alarms & emergency lights, whether indicated on floor plans or not, must be kept clear and unobstructed at all times.
First aid assistance can be summoned through any show management or hotel personnel in the event of an emergency.
FOOD & BEVERAGE
Food and beverage from outside vendors is not permitted to be served in the Crowne Plaza Hotel. Any food/beverage items served from or consumed in your exhibit space must be ordered from the Crowne Plaza catering department. Lunch is included for all SDC attendees, including Exhibit Booth Staff. Concessions may also be available, and any booth catering orders can be made through Event Manager Jimmy Smith, JSmith@crowneplazaohare.com.
HEALTH & SAFETY POLICIES
Please click HERE for current Health & Safety Guidelines for Station Design Conference. The event will adhere to all local and federal restrictions in place at the time of the event. At the time this document is written, local ordinance dictates that all attendees must provide proof of full vaccination status, at least 14 days more from the event. Attendees who have received a prior medical exemption may also present a negative COVID-19 test result within 24 hours of arrival to the event.
The venue for SDC 2022 is the Crown Plaza Chicago O’Hare Hotel and Conference Center. A facility map may be found HERE.
It is Endeavor Business Media’s policy that exhibitors may not conduct or sponsor hospitality suites or functions, or any organized event to which attendees are invited during event hours. Violation of this policy will affect an exhibitor’s eligibility to select space or to participate in future events.
Complimentary WIFI is provided in the meeting areas. It is a shared up/down network. Does not include VLANS, hard line internet, Mac filters, custom SSID/custom passwords or any other customizations to the network. The hotel has no control over strength/quality of cellular signals. A variety of Internet options are available to be ordered through the Audio Visual department. If a dedicated internet drop is desired, email email@example.com. The drop is $50 each and is 15MBPS up and down.
Intermittent light devices that produce a flashing or strobe effect must be operated so as not to prove disturbing to other exhibitors. Show Management reserves the right to determine what is acceptable.
MUSIC, PHOTOGRAPHS AND OTHER COPYRIGHTED MATERIAL
Each exhibitor is responsible for obtaining all necessary licenses and permits to use live or recorded music, photographs or other copyrighted material in the exhibitor’s booth or display.
Power may be ordered utilizing the Electrical Services Order form found HERE. Note that the form is due 14 days prior to Move-In, or May 9, 2022.
Sponsors/exhibitors may pre-register for badges by clicking HERE and using your personalized discount code for complimentary badges. You may also use your personalized registration link to directly access the system. If you have not received your code or link, please contact firstname.lastname@example.org.
SCHEDULE OF EVENTS
Please click HERE for the most up-to-date Schedule of Events.
Show management will provide a secured area with limited space, where valuable or easily pilfered items can be stored overnight. This is NOT for long term storage of display material or product. Contact show management on-site to make arrangements for overnight storage.
Pay particular attention to securing your booth as soon as the event closes for the day. While the exhibit space will be locked overnight, there will not be a security guard in place and valuables should be removed or locked up each evening.
Tabletop set-up will take place from 1pm – 5pm on Monday, May 23.
Exhibit materials and displays may be shipped to the Crowne Plaza no more than one week before the event. There is a $5 charge per box and a $100 Pallet charge.
Crowne Plaza Chicago O’Hare
COMPANY NAME, hold for NAME OF PERSON
5440 North River Road
Rosemont, IL 60018, US
Upon arrival at the hotel, when you are ready for your shipment to be delivered, each exhibitor should go to or call the front desk. If large, it can be delivered to your booth; small packages may be located at the front desk.
At the conclusion of the event, Exhibitors should pack up their materials and label them. Hotel staff will take everything labeled to the shipping office for pickup.
The hotel has daily pickups for UPS and FEDEX.
Any exhibit material or product remaining in the exhibit area at 2:00pm on May 26 (without making prior arrangements) will be sent to the Hilton holding area where a fee may be assessed to release freight.
Smoking is prohibited within the convention center by city ordinance. Smoking is permitted outside the facility only.
Mechanical or electrical devices that produce sound must be operated so as not to prove disturbing to other exhibitors. Show Management reserves the right to determine the acceptable sound level in such instances.
SPACE ASSIGNMENT, USAGE AND ALLOCATION
Exhibitors will be assigned a tabletop space upon arrival to the event on Monday, May 23. The space applied for is to be used solely for the exhibitor whose name appears on the contract, and it is agreed that the exhibitor will not assign, sublet, or apportion the whole or any part of the space allotted.
TABLETOP STANDARD EQUIPMENT
The following items are included with your tabletop space:
• One skirted six-foot table
• Two chairs
• One wastebasket
TRANSPORTATION AND LOCAL INFORMATION
Chicago is serviced by two airports: O’Hare and Midway. Rosemont is only minutes away from O’Hare. The airport is 3 miles from the hotel – approximately 10-minute drive, dependent on time of day. Taxis and App-based ride sharing services such as Uber and Lyft are available throughout the city. Costs vary based on demand. Information about the Village of Rosemont can be found here: https://rosemont.com/
Any unsportsmanlike conduct, such as tampering with another party’s exhibit or engaging in corporate espionage will not be tolerated. When such conduct is discovered, the offender will immediately be removed from Station Design Conference.
Electrical and internet services will be turned off shortly after the official close at 12:00pm on Thursday, May 26.
WEIGHT LIMIT/LOAD LIMIT
The exhibit hall is on ground level with a roll up door entry directly into the O’Hare Ballroom where the exhibits will be located. There is no load limit, however it is recommended that if you plan to bring in any significant weight that you work with the hotel in advance.