Exhibitor Resources

Exhibitor Resources

EXHIBITOR RESOURCES

Welcome TFW 2023 Exhibitors! We have compiled the following info in order to answer as many of your questions as possible. If you do not see the answer your are looking for, please see the contact link at the bottom of this page.

BOOTH LOCATION

Your booth numbers are now listed on our website here.

Our exhibitor map can be downloaded here.

ADDITIONAL VENDOR PASSES

Each vendor will receive two (2) Weekend Vendor Passes regardless of how many spaces were purchased. You may purchase up to four (4) additional passes.

EQUIPMENT AND SERVICES

What is included in my booth purchase?

Each 8′ x 8′ booth includes:

– One 6′ table
– 8′ of pipe and drape.
– Two chairs

Each 10′ x 10′ booth includes:

– One (1) 6′ table
– 10′ of pipe and drape
– Two chairs

PLEASE NOTE: We have updated your chair and table count based on your survey responses. If you responded, you will receive the amount of tables/chairs in your response.

Additional tables/chairs: You will be receiving an email from Superior Expo Services – SES. If you need to order additional tables or chairs, this email will have the order instructions. Remember, that your complete set up must fit inside the booth size that you purchase. Please note that the email will be sent to the email address that you registered your booth purchase with.

If you need additional equipment or did not receive the email, you can reach out to their Exhibitor Services Department at [email protected] directly for assistance in placing your order.

Electricity and WiFi

Vendor only, shared Wi-Fi will be supplied on a complimentary basis by The Irving Convention Center. Login info will be supplied to you at check in.

Dedicated Wi-Fi is available for purchase from the Irving Convention Center.

Electricity is not included in your booth purchase.

To purchase electricity and/or Wi-Fi please click here.

Advanced pricing is valid up until May 18th After this date prices will increase and orders may be placed up until load in day.

For more information about WiFi and electricity, please contact exhibitor services at 972-401-7773 or [email protected].

Irving Convention Center Exhibitor Kit

The Irving Convention Center Exhibit Kit must be read by all vendors. Please pay close attention to the following sections:

How To Get Here…………………………………………………………………….. 4
Directions to the Irving Convention Center
LOAD IN PROCEDURES and POLICIES: Irving Convention Center Exhibitor’s Procedures and Protocols…. 5-6
City of Irving Fire Marshal Expectations……………………………………. 7-9
General Fire Code Guidelines
Tent/Canopy Requirements

Please note: do not use the forms in this download to order. You will receive an email from SES – Superior Expo Systems – soon. If you have not received it please contact SES’s Exhibitor Services Department at  [email protected] directly for assistance in placing their order.

DOWNLOAD

LOAD IN / LOAD OUT

Please see the Irving Convention Center Exhibitor Kit above for loading dock location and load in details and policies.

Vendor Load In

As we are no longer at a hotel venue, some procedures from previous events have changed for our debut year at the Irving Convention Center.

Vendor load in times:

  • EARLY – Thursday May 25 6pm to 10pm SPACES FOR EARLY LOAD IN ARE EXTREMELY LIMITED, PLEASE SEE BELOW.

We will have limited load in times on this night. We will only have enough time to allow approximately six exhibitors to set up on Thursday. Priority will be given to exhibitors with multiple booths. Please contact us here to request a reservation. We apologize in advance. However, we cannot guarantee a Thursday reservation!

Thursday Load-In is now full. Unfortunately, we do not have any reservations remaining for Thursday load-in. If you did not confirm a reservation then you must load in on Friday at the times below.

  • Friday May 26 8am to 4pm

Please note the load in times must be strictly observed. Vendors will only be able to load in and out during specified times. If you do not load in during these times, then you will forfeit your vendor space without a refund.

All vendors must load in via the Irving Convention Center loading docks located at the rear of the building. Vendors are strictly prohibited from loading in merchandise, equipment, displays and any other items through the front entrance of the convention center.

CHECK IN

After pulling your vehicle to the ICC loading docks, please proceed inside to the TFW Exhibitor Check In Table. At this table, we will provide you with your wristbands. All exhibitors must wear these wristbands throughout the entire weekend or ICC security will deny you entry.

Texas Frightmare Weekend will no longer supply labor or equipment for load in or load out. Be sure to bring your own man power, carts, two wheelers and any other items needed to fully load in/out and set up your booth.

IMPORTANT: KNOW YOUR COMPANY NAME

When checking in at the Irving Convention Center, you must use the business name that you registered your booth with. ICC security will deny you entry if you do not use the correct business name.

Q- How do I find what name I registered with?

A- Search our vendor list for your company name here.

Load out

The exhibitor room will close on Sunday May 28th at 5:00 pm. All vendors must be completely clear of the exhibitor room at 10:00 PM.

PARKING

If you are driving in with a trailer, please contact us here to let us know. Trailer parking spots are very limited and will not be available for all. First come, first served. You must reserve this spot by May 12th (pending availability).

All other vendors (standard vehicles, no trailers) should park at your hotel’s designated parking facility, the Irving Convention Center or other nearby garages. Please note that all parking in this area starts at approximately $12 per day or more.

SHIPPING

  • Shipments may be sent to the advance warehouse up to thirty (30) days prior to Monday, May 22, 2023. Shipments must arrive by Monday, May 22, 2023, by 3:30 pm. No shipments will be received at the warehouse on weekends or holidays.
  • Shipments arriving at the warehouse after Monday, May 22, 2023, will be charged a late warehouse fee of $150 in addition to any other charges incurred.

You will be receiving an email from Superior Expo Services – SES containing the shipping rates, address and other info. If you are shipping any packages to the event, please note that rates will change if packages are received after their cut off date. Read the email from SES very carefully for important info!

If you do not see the answer to your question, please feel free to contact us!

Thank you! Loyd