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    Frequently Asked Questions - HGACBuy Conference

    HGACBuy '19 Conference & Expo!

    NRG Conference Center, Houston, TX
    October 1-2, 2019

     

    When and where is the 2019 HGACBuy Conference held?

    The 2019 HGACBuy Conference is on October 1 - 2, 2019 at NRG Conference Center, Houston, TX


    How much will it cost for me to attend the conference as an attendee?

    For attendees, early registrations starts on March 15, 2019.

    Early Registration : $150.00 - March 15 to July 31, 2019

    Late Registration : $200.00 - August 1 to September 23, 2019

    Registration at the Conference : $250.00

    Register Breakout Session Schedule


    How many attendees will be at the conference?

    We estimate approximately 300+ appointed and elected city officials in attendance. Additionally, we estimate more than 50 exhibiting companies for an additional 500 exhibitor personnel, sponsors, and staff.


    I want to Exhibit at the event, what should I do?

    As an exhibitor, you will have the opportunity to meet face to face with representatives and elected officials of local government, state government, state agencies as well as non-profit organizations providing governmental services. Sponsorship will raise your company's visibility at the conference and maximize your exposure, which will help make your time at HGACBuy '19 a huge success.

    Register as an Exhibitor Exhibitor - Sponsor Information

    Become a Sponsor


    Can I Sponsor the event?

    Absolutely! 1 Gold, 1 Silver & 2 Bronze Sponsorship options are available. Take advantage of targeted promotional tools to market your presence at the 2019 HGACBuy Expo and drive traffic to your booth.

    Know more & become a Sponsor Today


    When will I find out what booth I have been assigned?

    Exhibitors will be contacted within 24 hours after registration is completed from a member of the HGACBuy Team to assign a booth number. However, once you've registered you will receive a confirmation letter, the Shepard registration link will be on that confirmation letter for additional booth furnishings.


    What is included with the booth space?

    Only the space and an allotment of exhibit hall passes are included with the rental of booth space except for islands, each exhibit space will be separated by draping. Booth pricing includes carpeting and basic booth furnishings or utilities. Carpeting is required for all booth spaces under 20 x 40.

    Vendor Packet covers:

    • Each 10' x 10' in-line exhibit booth receives one (1) package consisting of:
    • (1) (1) 8' High Back Drape and 3' High Side Rails (1) 7" x 44" ID Sign (1) 6' Draped Table (Blue) (2) Chairs (1) Wastebasket (1) 10x10 Carpet (RED)
    • Breakfast (2 passes) one day
    • Lunch (2 passes) two days

    Additional services (additional cost) (i.e., single Wi-Fi line, electricity, water, etc.) available through NRG Conference Center page


    When will I be able to order furnishings?

    Once you've registered you will receive a confirmation letter, the Shepard registration link will be on that confirmation for additional booth furnishings.

    Catering information and order forms are also included in the Exhibitor Service Manual, provided by Shepard.


    As an exhibitor, can I attend the conference educational sessions?

    All Exhibitors wanting to attend sessions or ticketed event not included in their package will need to register through the registration link.

    *The booth space includes an allotment of exhibit hall passes only; it does not include registration to attend the workshop/class except for Sponsorship packages.


    Will there be media onsite?

    Yes, the HGACBuy expo will post photos and Live videos online through our social media site.


    How can I increase traffic to my booth?

    Exhibitors are strongly encouraged to promote their participation before and during the conference to increase awareness of their presence at the event, generate interest in their products and services, and ultimately increase traffic to their booth space. We have outlined several opportunities for accomplishing this on any budget at Exhibitor Marketing Opportunities.


    What's the best way to organize a prize giveaway?

    Exhibitors are allowed to host prize giveaways at their booth space. This is most commonly done by collecting business cards or prize forms at the booth and then contacting the winner after the show or posting the winner to the show's "prize board" located near Exhibitor Information. Delegates will check the prize board to see if they've won and, if applicable, will pick up their winnings at your booth. HGACBuy Staff will announce winners at the vendors' booth during the breaks within the exhibit hall.

    PLEASE READ THE LEGAL GIFT RESTRICTIONS BELOW.

    Prohibited: a company offering or a city official accepting any gift valued at $25 or more.

    Prohibited: a company offering or a city official accepting cash or gift cards of any value.


    Can I host a reception or networking event for conference delegates?

    Yes, the organizing and promoting of these events is entirely up to the exhibitor. Exhibitors will oftentimes host a reception or networking events at a nearby restaurant or hotel after conference hours. You may promote the event by passing out invitations at your booth space or by using the Exhibitor Marketing Opportunities.


    What do I do when I arrive?

    General Exhibitor Move-In

    Early Exhibitor Move-In
    Monday, September 30, 2019
    1:00 PM - 7:00 PM

    Just-in-Time Exhibitor Move-In
    Tuesday, October 1, 2019
    7:00 AM - 9:00 AM (Must be setup by 9:00 AM)

    (Privately Owned) Vehicles may arrive at the Exhibit Hall E Loading Docks beginning at 7:00 a.m. – 9 a.m. on Tuesday, October 1 ONLY to unload their vehicles before parking.

    Each vehicle will have approximately 15 minutes to unload. Moving freight from the loading dock to the booth space is the exhibitor's responsibility.

    Arrangements for labor or shipping should be made in advance through Shepard. Otherwise, please come prepared to move your materials from the dock to your booth on your own.

    Exhibitors are encouraged to ship their freight through Shepard to avoid congestion or delays.

    Please refer to the Online Exhibitor Service Manual (provided by Shepard) for directions to the Loading Dock and additional parking and shipping information.

    After delivering freight to the booth and parking, exhibitors should pick up badges and conference materials at Exhibitor Registration located directly inside the Exhibit Hall E entrance.

    Large equipment and vehicles will move in on Tuesday, October 1 by individual appointments scheduled by Shepard


    The show opens 9am on Tuesday, October 1. We ask that all exhibitors to setup during the Move-in time before the show. Why is this important?

    The number of details involved in setting up a booth space can be unpredictable: traffic to the convention center, finding parking, bringing in or tracking down booth freight, checking in at exhibitor registration, printing booth badges, finding your booth, making sure your furnishings/ carpeting/ electricity, etc. are all set up to your specifications, troubleshooting any issues with the booth, unpacking collateral, and setting up your display. Many of these steps can present additional obstacles that are outside of the exhibitor's control. We recommend taking care of everything the day before the show, so you can fully focus on networking with attendees on Tuesday morning.


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    Conference Registration

    Early Registration : $150.00 - March 1 to July 31, 2019

    Late Registration : $200.00 - August 1 to September 23, 2019

    Registration at the Conference : $250.00

    Register Conference Schedule

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    Exhibitor/Sponsor

    As an exhibitor, you will have the opportunity to meet face to face with representatives and elected officials of local government, state government, state agencies as well as non-profit organizations providing governmental services. Sponsorship will raise your company's visibility at the conference and maximize your exposure, which will help make your time at HGACBuy '19 a huge success.

    Register as an Exhibitor Exhibitor - Sponsor Information

    Become a Sponsor

    Join us for a Contractor Orientation Webinar

    The orientation will discuss:

    • Our cooperative environment
    • Requirements for Member participation
    • Preparing Contract Pricing Worksheets
    • Purchase orders and Order Confirmations
    • Quarterly Activity Reporting

    Join us for a Contractor Orientation Webinar

    The orientation will discuss:

    • Our cooperative environment
    • Requirements for Member participation
    • Preparing Contract Pricing Worksheets
    • Purchase orders and Order Confirmations
    • Quarterly Activity Reporting

    Join us for an HGACBuy End User Orientation

    The HGACBuy End User Orientation objective is to introduce End Users to the HGACBuy program:

    • Who is HGACBuy?
    • Discuss what HGACBuy Cooperative does
    • The advantages of using HGACBuy
    • Discuss the purchasing process
    • HGACBuy Website.