Conference: March 19-22, 2018
Exhibition: March 20-21, 2018

Gaylord Opryland Convention Center
Nashville, TN

Exhibitor Resources

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General Information
Exhibitor Services Manual

 

  GENERAL INFORMATION
Official Event Name:
2018 ELECTRIC POWER Conference & Exhibition
Event Website:
Exhibition Dates:
March 20-21, 2018
Conference Dates:
March 19-22, 2018
Event Venue:
Gaylord Opryland Resort & Convention Center, Nashville, TN
Hotel Reservations:
Hotel reservations can be made through Gaylord Opryland, the official housing company for ELECTRIC POWER. To view the complete list of available hotels and to make your reservation, visit https://aws.passkey.com/event/49128341/owner/760/rooms/list?eventInventory=true&listAll=true
Move-In Hours:
Sunday, March 18:
8:00 AM – 5:00 PM (Booths #601 and above)
3:00 PM – 5:00 PM (Booths #100 – #525)
Monday, March 19:
7:00 AM – 6:00 PM
*2018 will follow a targeted move-in schedule, please reference the schedule for your designated move-in time based on your booth #
*All exhibits must be fully installed by 6:00 PM on Monday, March 19*Double time rates will apply during move-in all day Sunday, March 18
Exhibit Hall Hours:
Tuesday, March 20:
11:00 AM – 6:00 PM
Wednesday, March 21:
11:00 AM – 3:30 PM
Move-Out Hours:
Wednesday, March 21:
3:30 PM – 9:00 PM
Thursday, March 22:
8:00 AM – 12:00 PM
*All exhibitor material must be removed from the exhibit facility by 12:00 PM on Thursday, March 22
Show Management:
Access Intelligence
11000 Richmond Dr, Suite 690
Houston, TX 77042
Official General Services Contractor:
Freeman
Phone:  (615) 884-5785E-mail:
FreemanNashvilleES@freeman.com  
Freeman Advance Order Deadline:
Monday, February 26, 2018
Shipping Information – Warehouse
Accepting shipments Monday, February 19 – Monday, March 12.
Exhibiting Company Name / Booth #
ELECTRIC POWER 2018
c/o FREEMAN
1701 Lebanon Pike Circle
Nashville, TN 37210
Shipping Information – Show Site
Accepting shipments beginning on Sunday, March 18.  Shipments arriving before may be REFUSED by the facility.
Exhibiting Company Name / Booth #
ELECTRIC POWER 2018
c/o FREEMAN
Gaylord Opryland Resort & Conv Center
2816 Opryland Dr.
Nashville, TN 37214
Booth Equipment:
Each 10×10’ booth will be set up with 8’ red back drape, 3’ high red side dividers and a 7”x44” one-line ID sign.
Show Colors:
Red back drape with red side dividers
Booth Carpeting:
The exhibit hall is not carpeted and exhibitors are required to provide floor covering. Aisles will be carpeted in tuxedo (black and grey tweed).
Maximum Height Allowance:
Inline (Linear) Booths:  8’ on the back wall
Perimeter Booths:  12’ on the back wall
Split Island Booths:  16’ on the back wall
Island Booths:  25’
See display guidelines for exact specifications.
Conference Dress Code:
Business Casual

EXHIBITOR DEADLINES
DATE
ITEM
VENDOR
COMPLETE
(for company use only)
January 29
Deadline to submit free 30-word company listing to be included in the onsite show guide
Show Management
 
February 14
Deadline to upgrade sponsor logo in show guide
Show Management
 
February 14
Deadline to submit advertisements for show guide
Show Management
 
February 16
Deadline to book hotel room at a discounted rate within the ELECTRIC POWER block at the Gaylord Opryland Resort & Convention Center. Visit our website to register
Gaylord Opryland
 
February 19
Freeman Services will begin accepting material to their warehouse location.
Freeman
 
February 19
Exhibitor Appointed Contractor Form Deadline
Show Management
 
February 26
Freeman Services Discount Deadline
Take advantage of discounted pricing by ordering electric, furniture, carpet, etc. online at www.freeman.com
Freeman
 
February 27
Advanced Order Deadline for PSAV audiovisual equipment, computer rental, rigging & signage orders
Please e-mail 1602EXPO@PSAV.com to place your order
PSAV
 
March 2
Gaylord Advanced Rate Deadline
Take advantage of discounted pricing for internet, electrical, plumbing, telephone, etc.
Gaylord Opryland
 
March 5
Certificate of Liability Insurance Form Deadline
Show Management
 
March 7
Catering orders due to the Gaylord Resort & Convention Center
Please e-mail Romero Hernandez at RHernandez@gaylordhotels.com to place your order.
Gaylord Opryland
 
March 10
Deadline to submit Lead Retrieval Form. You can order online at www.customreg.com/leads and use code EP2018
Show Management
 
March 12
Advanced Shipping Deadline to Freeman Warehouse
Material arriving after March 12 will be charged an additional fee
Freeman
 
March 12
Teasley’s Convention Florist Order Form Deadline
Teasley’s
 
March 18
Gaylord Opryland Resort & Convention Center will begin accepting onsite shipping material
Shipments arrived BEFORE 9:00AM may be refused
Gaylord Opryland
 
March 18
Deadline for exhibitors to register booth personnel in order to receive unlimited booth personnel for the event
Show Management
 
March 18
EXHIBITORS ATTENDING CONFERENCE SESSIONS:
Last Day for Pre-Registration Discount
Show Management
 

FREQUENTLY ASKED QUESTIONS (FAQs)
Where is the ELECTRIC POWER Conference & Exhibition taking place?
The event is taking place at the Gaylord Opryland Resort & Convention Center in Nashville, TN. The exhibit hall will be Ryman B1-B6.
What are the dates of the Conference?
The Conference is March 19 – 22, 2018 and the Exhibition is March 20 – 21, 2018
What are the move-in hours?
Sunday, March 18: 8:00 AM – 5:00 PM (Booths #601 and above)
Sunday, March 18: 3:00 PM – 5:00 PM (Booths #100 – #525)
Monday, March 19: 7:00 AM – 6:00 PM (Open to all exhibitors)
Are we able to move-in earlier than Sunday, March 18?
No. We are unable to offer early move-in due to our contracted hours. Please contact Dana Ronan at dronan@accessintel.com with questions.
What are the Exhibit Hall hours?
Tuesday, March 20: 11:00 AM – 6:00 PM
Wednesday, March 21: 11:00 AM – 3:30 PM
How do I make hotel reservations at the Gaylord Opryland?
Hotel reservations can be made online or by calling the Gaylord Opryland directly at (615) 889-1000 and referencing the ELECTRIC POWER Conference & Exhibition. A discounted rate of $221 per night (plus $20 resort fee and applicable taxes) has been secured for ELECTRIC POWER participants at the Gaylord Opryland. The deadline to secure the discounted hotel rate is Friday, February 16, 2018. Contact Kim Arellano at karellano@accessintel.com or (713) 343-1879 with any questions.
What is included with the resort fee?
· Resort Savings Card
· In -room wired and wireless high-speed internet
· Wireless high-speed internet access in public areas (excluding convention center)
· Fitness Center Access
· Designated complimentary in-room beverages
· Scheduled Complex Shuttle Service
· Online access to Wall Street Journal
· Local and toll free 800 telephone calls (20 min per call)
· Exclusive to Marriott Rewards Gold and Platinum Elite Members: Access to steam, sauna and locker rooms at Relache Spa
Who is the General Services Contractor (Decorator) for the show?
Freeman is the General Services Contractor and they can be reached at (615) 884-5785 or by e-mail at FreemanNashvilleES@freeman.com
What is the Freeman Advance Order Deadline?
The deadline to take advantage of the discounted pricing is Friday, February 26, 2018.
How do I update my company listing online?
Your company listing can be updated in the Exhibitor Resource Center. The deadline for the onsite program guide is Friday, January 29.
Is union labor required for installation/dismantle of the exhibit booths?
No. In Nashville, full time employees of the exhibiting companies may install/dismantle their own booth without the assistance of union labor.
Are we allowed to carry items into the exhibit hall ourselves?
Yes. Exhibitors and full time employees of exhibiting companies may hand carry their own materials into the exhibit facility. However, the use or rental of dollies, flat trucks, pallet jacks or other mechanical equipment is not permitted. Bellman from the hotel will not be allowed to drop materials off to the booths.
What are the maximum height limits?
Inline (Linear) Booths: 8’ on the back wall     Perimeter Booths: 12’ on the back wall
Split Island Booths: 16’ on the back wall       Island Booths: 25’
Is carpet or floor covering required in my booth?
Yes. All booths must provide floor covering that covers the entire booth space. Any booths not carpeted by 6:00 PM on Monday, March 19 will be carpeted by Freeman at the exhibitor’s expense.
What is the Advance Warehouse address?
Exhibiting Company Name / Booth #
ELECTRIC POWER 2018
c/o FREEMAN
1701 Lebanon Pike Circle
Nashville, TN 37210
Accepting shipments beginning on Monday, February 19 – Monday, March 12. Shipments will be accepted after the 12th for an additional surcharge.
What is the Show Site Address?
Exhibiting Company Name / Booth #
ELECTRIC POWER 2018
c/o FREEMAN
Gaylord Opryland Resort & Convention Center
2816 Opryland Dr.
Nashville, TN 37214
Accepting shipments beginning on Sunday, March 18. Shipments arriving before may be REFUSED by the facility.
How many badges come with the booth?
Every booth will receive unlimited booth personnel passes.
How do I register my booth staff?
You can register them online in the Exhibitor Resource Center. For information on the resource center, please contact Melissa Helms at mhelms@accessintel.com
Are we able to attend the Conference sessions?
Booth personnel passes do not include access to the conference sessions, however, discounted pricing is available to upgrade. The available packages and pricing can be found in the Exhibitor Resource Center. For questions about upgrades, please contact Jill Dean at jdean@accessintel.com
What other marketing opportunities are included with our exhibit booth?
In the Exhibitor Resource Center you will be able to:
· Create a customized HTML e-mail to send to your clients and prospects
· Build your own personalized banner ad to promote your presence at the event
· Create a customized coupon pass to send to your clients and prospects offering them a discount on the registration fees.
Is the attendee list available to exhibitors?
We do offer pre & post show attendee lists, pre-show HTML blasts and post-show HTML blasts for a fee. For more information, please contact Jason Smith at jcsmith@accessintel.com.
I just received an e-mail offering to sell me the attendee list? Is this a legitimate offer?
No. Any companies reaching out to our exhibitors offering to sell them the attendee list are not affiliated with ELECTRIC POWER and therefore do not have access to the attendee list.
I’m interested in becoming a sponsor, who should I talk to about available options?
Contact Jason Smith at +1-713-343-1889 or by email at jcsmith@accessintel.com to discuss your company's objectives and how to ensure their met at ELECTRIC POWER 2018.

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