Freight Handling Form
Exhibitor Service Order Form
Contact your event host or promoter for event specific details. Submit your services (and other) forms to the DeltaPlex at least 2 weeks in advance to avoid premium pricing. Please contact the DeltaPlex if you do not receive confirmation or a receipt prior to the event.
email: april@deltaplex.com
fax: 616-559-8001
Please make sure to read important exhibitor information below:
Thank you for participating as an exhibitor at an event at the DeltaPlex Arena & Conference center. We look forward to working with you! The following policies are in addition to those provided by the event promoter.
Exhibitor Guidelines:
Exhibitor Vehicle Access During Move In/Out
Must use approved loading areas/docks only. Once your vehicle is unloaded please move your vehicle out of the loading area to allow others exhibitors access to this space.
Exhibitor Building Access During Move In/Out & Event
You may use approved loading areas to load-in and out of the event. During event hours access to loading areas and backstage areas are for building personnel only or with management approval. If you need to leave the building, or enter the building during event hours please do so via the event entrance.
Carts
There are a limited number of flatbed carts available on a first come, first served basis. Carts are checked out at the loading dock. Please return the cart when finished. You are encouraged to bring your own cart to expedite the load in process.
Parking
The DeltaPlex offers convenient on-site parking. There may be a charge during events hours. To avoid paying for parking please make sure you are on-site at least 1 hour prior to the event. Once unloaded, exhibitors are asked to park in the parking lot and out of loading areas.
Passes & Identification
You will need to communicate with your event organizer or promoter regarding passes for yourself and any staff. Without this pass your or any of your staff will be required to purchase a ticket to enter the event.
Some events require age restrictions to those working behind a booth or on the show floor or loading areas. Please check with your event organizer.
Tape
The use of duct tape is strictly prohibited on any surface of the DeltaPlex. We suggest using masking tape, gaff tape, or painters tape. Please check with your decorator for other approved material.
Exhibitor Utilities
Utilities must be ordered 7 days prior to the event (electrical, internet, freight, telephone services, etc). Service Order forms are available on this website or from the DeltaPlex Arena. Please fill out forms completely to ensure you receive the best service. Services ordered during move-in or at the event are at premium rates.
Exhibitor Fire Safety and Decoration
All fire, safety and DeltaPlex guidelines must be strictly followed. No propane, acetylene or other flammable or explosive materials are allowed.
Vehicles
No motorized vehicles are allowed to be left inside of the facility without Management’s approval. Approved gasoline powered vehicles may be displayed with a maximum of ¼ tank of gas, vehicle gas cap must be taped or locked, and the battery cables disconnected.
Exhibitor Signs, Decorations or Banners
Decorations may not be attached to any surface in the building. No holes may be drilled, cored, or punched into the building or ground. You will be billed for any damages caused to the building. Decorations may not include lighter than air (helium) balloons, crepe paper, cellophane, confetti, glitter, streamers, etc. You will be billed for any additional event cleanup these items may cause.
Exhibitor Food, Beverage, and Samples
Exhibitors may not sell or provide food or beverage items that may be consumed on the premises without DeltaPlex Managements approval. The sale of food items is allowed only with DeltaPlex Management approval and must be pre-packaged.
Exhibitors with Food or Beverage items for consumption on the premises should contact DeltaPlex Management to arrange to be a food vendor. Participation is at the sole discretion of the DeltaPlex.
Those who manufacture, process or distribute food as their normal course of business and wish to provide food samples may do so with and only with DeltaPlex Management approval. This is provided food samples are no larger than bite size and beverage sizes no larger than 3 ounces. Please contact your event organizer or DeltaPlex management for approval.
An exhibitor, who does not manufacture process or distribute food as their normal course of business and would like to distribute food items, must purchase these items from the DeltaPlex Arena. Please contact our Food and Beverage Manager, Lindsey, to make arrangements at Lindsey@deltaplex.com.
All cooking plans must be submitted in advance for approval by the Fire Department .Plans must adhere to General Fire Safety/Cooking Guidelines.
Any required food permits or licenses are the sole responsibility of the exhibitor.
Exhibitor Giveaways
Exhibitors may not include hand out stick-on decals, lighter than air (Helium) balloons, glitter, and on occasion cuzzies.
Tobacco
The DeltaPlex Arena & Convention Center is a smoke and tobacco-free building. Smoking is strictly prohibited within the facility. Smoking is allowed in designated areas outside of the facility only.
Freight
Freight handling MUST be coordinated and paid for at least 7 days in advance (no exceptions). No items will be accepted on a collect basis. Deliveries are to be made during designated times only. Packages and items must be labeled with the Event Name, Company, and Booth Number. Please notify Management of the expected delivery date and time via your freight handling form. Arrangements for freight move-out are the responsibility of the exhibitor and must also be arranged with the DeltaPlex in advance. Packages or pallets must be out of the building by the end of the designated move-out hours unless otherwise arranged with DeltaPlex Management. Items left are considered not wanted and become the property of the DeltaPlex. See freight handling order form for more details.
Animals
Personal pets are not allowed inside of the building with the exception of guide/service animals, exhibit, demonstrative, entertainers and must be approved by the Events Director or Events Coordinator. All animal waste cleanups are the sole responsibility of the owner or persons accompanying the animal.
Space Occupation
Exhibitors and space contents are required to occupy their booth during all event hours and may not pack up early without permission of the promoter and/or DeltaPlex Management.
