We are excited you will be joining us as an Exhibitor and/or Sponsor for BGG.Spring this May 26-29, 2023 at the Hyatt Regency DFW Airport. The following is General Info for you to prepare for Exhibiting at BGG.Spring. Please keep this information handy and refer back to it as needed.

Please read this all the way to the end. And keep an eye on your email - we will be sending out more information periodically via emails and News items as we get more details closer to November.

• Tabletop.Events (TTE)
• Code of Conduct/Health & Safety Protocols
• Exhibit Hall Hours
• Demos/Events/Tournaments
• Booth Options
• Booth Location Selection
• Shipping Rates
• Sponsorships
• Library Donations
• Exhibitor Benefits
• Hotel Rooms
• Refunds

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Tabletop.Events (TTE)

We are now using the Tabletop.Events platform to plan and organize our convention. This means it is now a multi-step process to register as an exhibitor:

• Become familiar with the TTE Exhibitor Registration Process
• Apply to exhibit here: Apply to Exhibit and/or Sponsor
• Once we approve your application you will then be able to purchase booths and/or sponsorships. Instructions will be in the email you receive confirming your application is approved.
• Once you have purchased your booth or sponsorship (See approval email for the purchase links) you will receive another confirmation email containing a summary of the information here, as well as the link to our dedicated Exhibitor hotel room block.
• Note that the booth(s) you purchase are not fixed in place yet on the exhibit hall map at time of purchase. Actual booth assignment will take place via "Booth Draft Day" (details TBD).

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Code of Conduct/Health & Safety Protocols

Exhibitors and their associated staff are subject to the following:

• Convention Policies, and specifically the Code of Conduct.
• Exhibitors and staff should not use sexualized images, activities, or other material. Booth staff (including volunteers) should not use sexualized clothing / uniforms / costumes, or otherwise create a sexualized environment. Please make sure all individuals that are assisting in your booth are aware of this.
• Health & Safety Guidelines
• Also note that all official publisher activity including demonstrations of games and promotional material must be kept inside your booth space inside the exhibit hall or during a paid sponsored event.

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Exhibit Hall hours

Day	Time	Description
Thu	1pm-6pm	Setup day (only those holding exhibitor badges will be allowed access)
Fri	8am-Noon	Setup (only those holding exhibitor and press badges will be allowed access)
Fri	Noon-5pm	Open to the Attendees
Sat	10am-5pm	Open to the Attendees
Sun	10am-5pm	Open to the Attendees
Mon	10am-3pm	Open to the Attendees

Setup: You will have access to the Exhibit Halls for setup on Thursday the 25th from 1-6pm and Friday the 26th from 8am until noon when the hall opens to the public.

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Demos/Events/Tournaments

As noted above, all official exhibitor/publisher activity including demonstrations of games and promotional material must be kept inside your exhibit space inside the exhibit hall or during a sponsored event.

If you would like to add scheduled demos at your booth to the event schedule, we can arrange that through the "Host Events" system. This document can assist with making those arrangements. Just make sure to set the Event type to "Exhibitor Events", not Board Game, Wargame, etc.

To host a larger event that will not fit within the confines of your booth space, please see the Event Sponsor option in the list of Sponsorships.

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Booth options

Standard 10x10 booth ($450) includes:

• 8’ high back wall and 3’ high sidewall pipe & drape
• 2 badges for the convention
• 1 x 6’x30” skirted table
• 1 x 6’x18” skirted table
• 4 chairs
• 1 wastebasket
• 1 ID sign

You may purchase multiple booths and additional booths may be conjoined if you wish (i.e. purchase two standard 10x10's if you want to make a single 10x20 size booth).

Note that the purchase of one or more booths is independent from selecting the location of said booth(s). Location selection is discussed in the next section

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Booth Location Selection

Once your booth has been purchased, you are guaranteed a space to demo/sell your wares.

To determine the actual location of your booth, we’re continuing something we started several years ago - Booth Draft Day. On Friday, March 24, 2023 we will hold a Zoom Call to get all of the booths assigned. You will be invited to join that virtual call sometime throughout that day when it is your turn to choose your location. The schedule will be published one week in advance and the draft order will be based on how long you’ve been exhibiting at BGG.Spring. If you can’t make the Zoom Call, email events@boardgamegeek.com with your location preferences and we will try to accommodate them.

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Shipping

You will be able to ship items directly to the hotel through the FedEx office. See HERE for hours of operation.

We have negotiated reduced rates with the FedEx business office located on the convention level of the hotel:

A discount of 15% off the FedEx Business Center pricing over the event dates, for shipping, receiving and package handling.

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Sponsorship Opportunities

Several Sponsorship Opportunities are available - See HERE.

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Library Donations

The BGG Library may be missing your latest titles. If you have released anything new within the last year, we would be pleased to receive your latest creations and make them available to our attendees. You may review our library HERE.

Library donations should be received at the following address by May 10, 2023:

• BGG.CON Library
• 4510 Duncanville Rd
• Dallas, TX 75236

or bring them directly to the convention.

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Exhibitor Benefits

Continuing this year are a couple of additional benefits for our exhibitors:

• A private "retreat" room will be set up as a place to relax for your staff. There will be a complimentary coffee service here from 8-10am and 3-5pm Thursday to Monday. This room isn't securely locked, nor is there room for any personal item storage.
• Booth lunch delivery - the banquets department of the Hyatt Regency will have a signup sheet on your booth each morning if you'd like to place an order from that day's "Grab & Go" menu delivered to you a little before lunchtime. Note we have not yet confirmed this specific benefit with the Hyatt but are hopeful it can continue in the current environment.

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Hotel Rooms

We will send an email to all Exhibitor badge holders with the appropriate hotel block code when it is available.

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Refunds

Refunds for Exhibitor booths and badges can be refunded the full amount minus any associated fees (payment processing and TTE support) up until May 23, 2023. Please contact events@boardgamegeek.com if you need assistance.

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Questions?

Let us know: events@boardgamegeek.com