Innovate 2021 Sponsor-Exhibitor Helps

Thank you for partnership in the 2021 Mission Leaders Conference! We value the time and investment you’re giving to offer our attendees the opportunity to learn about your products, services, or resources that will support them in and enhance their mission to help serve those around the globe who are fulfilling the Great Commission.

To ensure your preparation, set up, and on-site days go well, please read the following information.

Exhibitor Information Form

Please take a moment to complete the Exhibitor Information Form. This will provide us with needed information for the Expo Company and for conference communication. Some of the information will be used to create your listing in the conference materials. Please submit no later than July 9th to insure your listing is included in the conference app and program.

Exhibit Booth

A 6’ skirted table, 2 chairs, and a wastebasket will be in your 8’ (deep) x 10’(wide) pipe & drape booth. Plan for your entire exhibit to fit within your allotted booth with no spillage into the aisle or disrupting line of sight to neighboring booths. You may place a display or banner on your table, but the combined height of table and display/banner may not be more than 8′ high unless you choose a booth against a wall. Take care that the sides of your booth/display do not restrict line of sight for the neighbors to your right and/or left. 

Exhibit Hall Location and Set-up

The Exhibit Hall is in Aviators on the lower level of the hotel. Your organization’s name will be displayed on a 7”x44” sign at your booth. You may replace that sign with your own signage. If you ship your items via the conference decorator, Superior Expo Services (SES), it will be delivered to your booth prior to set-up time. Whether you are bringing your own exhibit materials or using SES, each exhibitor must unpack their own supplies.

At this time, The FedEx office at the Hyatt Regency is closed. Hopefully this will change in time for Innovate 2021. Check back here for current information. If you can hand carry your exhibit, you may do so through the front door of the hotel and use the guest elevators. Otherwise, you will be expected to unload in the back of the hotel at the loading dock.

Exhibitor Booth Set-up Hours

• Tuesday | September 21 | 3:30 – 6:30pm 
• Wednesday | September 22 | 8:00 – 10:00am

Your booth must be completely set-up by the time the Exhibit Hall opens at 10:00am on Wednesday, September 22.

Representative Check-In

Be sure you register for the conference prior to arrival. Otherwise, you will be charged the full. Your registration includes admittance to all Innovate 2021 scheduled events and meals, between Wednesday 2:00pm through Friday noon. Breakfast is on your own but we have asked the hotel to provide a “Grab and Go” breakfast for our guests that can be purchased for a modest price.

When you arrive in the conference area on the lower level of the hotel, proceed to the Help desk inside the Exhibit Hall (not at the general attendee check-in outside the Exhibit Hall) to receive the appropriate name badge and conference packet. 

Sponsor-Exhibitor Check-in Hours 

• Tuesday | September 21 | 3:30 – 6:30pm 
• Wednesday | September 22 | 8:00 – 10:00am 

Even if you have your own name badge, for security and identification purposes, all exhibitor reps must wear the Innovate 2021 name badge.  

Hyatt Regency DFW International Airport

Click here for important venue information on booking your room, hotel shuttle, parking, amenities, and COVID Safety Protocol. Be sure to use the book link provided to get the contracted group rate. Group-rate reservations end Monday, August 30 or sooner if our block has sold out. Please note there are two Hyatt Hotels at the DFW International Airport. Be sure to select the Hyatt Regency. Innovate 2021 Venue – Missio Nexus

Schedule

A more detailed schedule will be in the conference program you’ll receive upon arrival. The conference app will be released before conference and will give you easy access to the schedule and other useful information.

Exhibit Hall Hours

Exhibitors are expected to be at your booth during the official open hours posted below. Refreshment breaks will be in the Exhibit Hall when the largest concentration of attenders will be present. The break tables will be set up prior to the scheduled break time, but exhibitors are requested to wait until attendees have been through the line. The Exhibit Hall is closed during dinners and the evening General Sessions. Though attendees may browse during hours other than those posted, you are only obligated to be at your booth during “Open” hours.

• Wednesday, September 22 | 10:00am – 5:30pm | 8:30pm-9:30pm | Breaks at 3:00pm, 8:30pm
• Thursday, September 23 | 9:30am – 5:30pm | 8:30pm-9:30pm | Breaks at 9:45am, 3:00pm, 8:30pm
• Friday, September 24 | 10:00 – 11:00am | Break at 10:15am

Security

Although there is general hotel security, neither the Hyatt Regency nor Missio Nexus is responsible for items left at your booth. When not at your booth, it is recommended you cover your table with a cloth that you supply. If you have concerns, take valuables with you. The doors may or may not be locked overnight.

Decorator/Shipping

Superior Expo Services (SES) is the conference decorator and drayage company. Full information about their products and service will be found in this Exhibitor Manual. Your contact information will be sent to SES in late April. They will email you information on how to login to their site. Important! Should you choose to ship your display and supplies through Superior Expo Service, be sure to consolidate your shipment into 1 order for increased savings. More information on that will be provided in the Exhibitor Manual.

Regardless of whether or not you use Superior Expo Services for your exhibit shipment, in order for your booth to be set up, all exhibitors must sign-in to Superior Expo Services.

At this time, The FedEx office at the Hyatt Regency is closed. Hopefully this will change in time for Innovate 2021. Check back here for current information. If you can hand carry your exhibit supplies, you may do so through the front door of the hotel and use the guest elevators. Otherwise, you will be expected to unload in the back of the hotel at the loading dock.

Tear-Down

Your display booth is to remain fully intact until break ends at 11:00am on Friday, September 24. Exhibitor tear down is from 11:30am to 1:30pm. Superior Expo Services will be tearing down from 1:00pm to 5:00pm.

Electricity and/or Internet

There is conference-wide Internet but if you want to insure a strong Wi-Fi signal for your booth, you may want to order Internet. Whether you require electricity and/or Internet, the request form(s)will be available soon in the SES Exhibitor Manual. 

Book Sales

There will not be a conference bookstore at Innovate 2021. However, because Missio Nexus values the authors in our community, we are offering an alternative option to spotlight your new or recently published book. The Missio Nexus staff will supervise a book table of recently published books that have been authored by an attendee at Innovate 2021. If you are interested in having your book displayed for sale, please read these guidelines.

Exhibitors may not distribute literature or other promotional materials outside of your booth unless it is part of a sponsorship and then only in the designated room(s) and time(s) of your sponsorship.

Conference App

The Mission Leaders Conference App which goes lives 3 weeks prior to the conference provides information about the conference programming, hotel map, session descriptions, speaker information, and attendees. Missio Nexus’ policy is that the attendee list is not to be used for mass communication, but to help contact 1) someone you already know/with whom you have an account or 2) someone you want to connect with during the conference and who has agreed to receive your communication. Thank you for respecting this policy.

Insurance

All exhibitors need to secure adequate insurance coverage for all equipment and personnel. Missio Nexus, Hyatt Regency, DFW, or any subcontractors of either, are not liable for loss, damage, or injury. To protect all interested parties, please add Missio Nexus and the Hyatt Regency, DFW as additional insured parties to your liability coverage for conference dates. Be prepared to provide your certificate as evidence of coverage, if requested to do so.

Liability

Though the hotel has general security please note that by exhibiting at the 2021 Mission Leaders Conference (including Tuesday set-up time), Sept. 21-24, 2021, the exhibitor agrees to release, defend, and hold harmless Missio Nexus and the Hyatt Regency Dallas-Fort Worth International Airport and their agents and employees from and against any and all losses, costs, damages, liability, and expense, (including attorney fees) arising out of or resulting from an accident, bodily injury, property loss or damage, or other occurrences to any person or persons including the exhibitor, its agents, employees, and invitees arising out of or resulting from exhibitors’ use and occupancy of the exhibit area at the Hyatt Regency Dallas-Fort Worth International Airport.

Protection of Hotel and Decorator Property

Exhibitors may not tape, paste, thumbtack, nail or otherwise affix signs or posters to the hotel walls or booth draping. If any signs or posters are leaned on the walls, they must be properly padded so as not to cause damage. If any damage is caused to the hotel or draping, accidentally or otherwise, the exhibitor will be billed for full cost. You may hang signs or banners at the back of the booth by using your own “S” hooks that hang on the horizontal pipe. Easels and bulletin boards may be rented from Superior Expo Services.

Deadlines

July 9: Exhibitor Information Form due.

July 9: Print Program Ad – if included in your Sponsorship or purchased with an Exhibit.

August 30: Hotel reservation at group discount rate ends, or sooner if the group-rate block is sold out before then.

September 10: Last day for conference registration.

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Compliance Agreement