Exhibitors Manual
Thank you for joining us as an Exhibitor for the 2023 Green Sports Alliance Summit! We are thrilled to host you at Climate Pledge Arena, one of the most sustainable event venues in the world. This Exhibitor Manual provides some of the preliminary details to help you prepare for the June 26 – June 28 event. As you peruse this guide, any text in green and all buttons are action items like forms and points of contact.
Additional and updated details can be found on this Exhibitors page, so be sure to check back.
Your primary points of contact are:
Mara Mote, 765.969.8937
Matt Adler, 734.417.0588
Use the App to Connect and Navigate!
Get connected to Summit attendees and share your Exhibitor details by completing your Exhibitor profile in Whova, our event app. All confirmed Exhibitors should have a designated poc and email address associated with their Whova Exhibitor profile.
Important Sustainability and Procurement Details
Linked for quick and easy access is the 2023 Summit Procurement Guide. Please review the document now as it will inform booth engagement, way-finding, and more ways to ensure the Summit is truly a sustainable event. These guidelines are provided in partnership with Climate Pledge Arena.
Shipping Details
Inbound Shipments: Must be sent to the below address between June 19 – June 23. Please include your booth number on your shipping label(s).
Eco Movers c/o Green Sports Alliance
206-971-6895
Please put this label on each box, and include your company name and booth number on all labels.
Outbound Shipments: will need to be prepared to go out of Climate Pledge Arena immediately following the Summit. Exhibitors should make arrangements in advance to have any packages picked up at the Loading Dock of Climate Pledge Arena at or around 5:00pm via FedEx/UPS/etc. We strongly recommend pre-printing return labels and scheduling pick-up at least a few days in advance, with the outbound address of:
Bring your space to life!
Booth Dimensions: 8’ wide x 6’ deep, with 3’ high pipe + drape as a side divider and 10’ high p+d as your backdrop, with option to hang items from the backdrop. We recommend bringing heavy duty s-hooks for hanging (option).
(1) 6’ table and (2) chairs will be provided
Access to power: 120v power strips will be available for each vendor. If you have questions or additional power needs, please contact Mara no later than 10 days prior to the Summit.
Wifi access: Venue wifi is open and available for all Exhibitors. If you have specific wifi needs/requests, please contact Mara Mote no later than 10 days prior to the Summit
Rentals
Rentals: Big Rock Productions can supply monitor screens for rent, at EXHIBITOR cost.
Green Sports Alliance Summit | GSA0001
To submit an order:
- Complete the GSA Summit Monitor Order Form & choose monitor type
- Fill out the Credit Card Authorization Form
- Send completed forms to anessa@bigrockproductions.com by Tuesday, JUNE 20
Once we have received a request, you will receive a confirmation receipt with the total final cost from Big Rock Productions
FAQs:
- Rental Items Available:
- 50” monitor on floor stand – OR
- 24” table monitor
- Rentals will come with power supply & HDMI cable
- Tech team can support connecting your device to the monitor
- We will NOT supply the following:
- Playback devices
- Device dongle connectors
- Content or playlists
- Audio enhancement equipment (speakers or microphones)
- Wi-fi connections or hotspots
Please Note: Carpet is not permitted in the Living Wall area of Climate Pledge Arena. Carpet will not be available for rent and please do not plan to bring your own.
- It is the responsibility of the booth owner to confirm their booth number and update Big Rock Productions if you move locations prior to set up day
- Payment MUST be received prior to cut-off date for order to be confirmed – orders placed after June 20th will not be honored
- Credit card is the only form of payment accepted. There will be a standard 3% processing fee added to each order
- Booth owners are responsible for the care of the rental equipment while in your space for the duration of the event. If you are having technical difficulties, contact the Big Rock Productions team to assist.
- Please indicate monitor placement on your order so power can be dropped accordingly. Any moving of the 50” monitors will require the onsite team to facilitate.
- Volume levels are restricted to the internal device speakers only. External speakers or microphones are prohibited in the space.
Load in & Load out
Set Up/Teardown timing:
Load-in for Exhibitors is from 11:00am – 5:00pm Pacific on June 26, 2023. Please schedule your approximate load-in window with Mara ONE WEEK before the Summit.
*If your scheduling allows, we invite you to join us for our Community Impact event from 1-4pm that day as well.
Load-Out for Exhibitors All event materials must be loaded out of the Arena by 5:00pm Pacific on June 28. Arrangements for any outbound shipping should be made in advance of that time.
Loading Dock Details: Vehicles access the Loading Dock from 1st Ave.
Certificate of Insurance Evidencing Additional Insured Status (COI request)
Your insurance company needs to name our company, Green Sports Alliance as “Additional Insured’s” by providing a Certificate of Liability Insurance on a Commercial General Liability insurance policy that contains the Additional Insured’s information (see points below for more explanation).
Producer Box: Your insurance company/broker information goes here.
Insured Box: Your company information goes here.
Insurers Affording Coverage: Insurance company(s) name/NAIC # goes here.
Coverage: Exhibitor agrees, at its sole expense, to procure and maintain during the term of the License: Commercial General Liability insurance in the amount of $1,000,000 combined single limit, $2,000,000 in the aggregate, covering bodily injury and property damage with following form umbrella or excess policy or policies totaling $2,000,000 in excess of $1,000,000 and Automobile Liability insurance in the amount of $1,000,000. Exhibitor agrees, at its sole expense, to procure and maintain during the term of this Agreement, workers compensation and employers liability insurance with employers liability limits in accordance with all statutory requirements covering all employees, which shall be evidenced on the certificate of insurance required to be provided.
Description of Operations/Locations/Vehicles/Exclusions Added by Endorsement/Special Provisions Box: The certificate should read- “Additional Insured: Green Sports Alliance, and each of their respective parents, subsidiaries, and affiliates, and each of their respective owners, directors, officers, employees, representatives, agents, lenders, sponsors, successors and assigns. All such insurance shall be primary insurance and shall provide that any right of subrogation against exhibitor and their successors and assigns are waived.”
Certificate Holder Box:
Green Sports Alliance
601 SW 2nd Avenue Suite 1140
Portland, OR 97204
Delivery: You or your insurance provider should provide the digital COI to Mara no later than TEN DAYS PRIOR TO THE EVENT.