2009

Caltopia 2009 Exhibitor Guidelines

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Caltopia VII - Mark your Calendars!

• Sunday, August 23, 2009            10am – 4pm
• Monday, August 24, 2009           10am – 4pm

We are expecting approximately 10-15K participants the first day of the event and 20K+ on Monday. Please plan accordingly!

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Our Commitment to PLAYgreen

• This year Caltopia is greener than ever, and we want to share our plan with you! Please be on the lookout for a posting of how we are greening the event!

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Operational Details

• Exhibitor Survey (Required)

To better serve you operationally, we have provided a link to an online Caltopia VII Exhibitor Survey. It is crucial that all exhibitors complete this brief survey as it collects vital event information including day of event contact numbers, number of staff attending, preferred load-in times, and ordering of additional furnishings and parking, etc. We cannot generate a confirmation packet until the survey has been completed.  For this reason, please complete this brief survey by Monday, July 27.

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Caltopia VII Operations Survey Link:

http://www.zoomerang.com/Survey/?p=WEB229EYRRELYK

• Check-In / Load-In Schedule

Each vendor will be given a 45-minute time slot per car to park and load-in. After unloading your vehicle if you would like to continue setting up at that time, you will need to park elsewhere and come back to continue setting up your booth. Set-up is permitted during the times listed below.

Your scheduled time will be determined based on your response to the Exhibitor Survey. Every effort to accommodate your preferred time will be made. Location and parking information will be forwarded with your assigned load-in time.

• Load-In/Set-up Times

Friday 8/21                  Noon – 6pm

Saturday 8/22             8am – 4pm

Sunday8/23                 7am – 9am

· Set-Up Requirement NEW!

Exhibitors must be set-up by 9:00am on Sunday, August 23 or your booth will be pulled. Please note this is a Fire Marshall enforced rule. NO EXCEPTIONS. Doors open at 10am. If you cannot set up within the times provided above, please let us know and we can try to make arrangements to accommodate your request.

• Load-Out

After the event, Load-out must be completed by 7:00pm on Monday, August 24^th

• Security

24-hour security will be available beginning Friday, August 21 at Noon and continue through Monday, August 24 at 4:00pm. While the Department of Recreational Sports will exercise precaution in safeguarding your property, the University assumes no responsibility for such property loss or theft.

• Deliveries

Please note, due to the number of exhibitors and sponsors, we do not have the ability to accept or store materials prior to your load-in days. Items that arrive prior to the load-in days will be turned away. If shipping your materials, please have all deliveries scheduled for Friday, August 21. The mailing address for Caltopia VII deliveries is:

Rec Sports Marketing – Caltopia VII

Attn: (your company name)

2301 Bancroft Way #4420

Berkeley, CA 94720-4420

· If you need to arrange an earlier ship date and storage for your materials prior to the event, please contact Tamera Garlock with UC Moving and Events at tgarlock@berkeley.edu or 510-643-6262.

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Caltopia Website

• The Caltopia website will be updated with your information no later than the week August 3rd. Promotion for the event will begin the week of August 10th and continue through the day of the event.

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Caltopia VII Exhibitors & Sponsors Social – Please Save the Date!

• Date: Sunday, August 23^th
• Time: 4:30pm – 6:30pm, directly after Day 1 concludes.
• Location: Alumni House (Walking distance from the event site)

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Recreational Sports Facility Map

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