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2019 Sponsor and Exhibitor Resources

We are so grateful to be partnering with you and want your experience to be as smooth as possible. Below please find some common questions and answers.  Please contact our office if you have any additional questions.

What are the dates of the conference?
The conference is October 13-15,2019.

Where will the sponsors and exhibitors be within the Mayo Civic Center?
Sponsors and exhibitors will be in the Exhibit Hall.

Where do I park at the Mayo Civic Center?
When attending events at Mayo Civic Center, look for the Parking Logo which will direct you to available lots and ramps. 

  • The Civic Center Ramp is located on the west side of Civic Center Drive across the street from the center and is attached by a climate-controlled skyway.  
  • The Civic Center South Lot is located across the river from the Mayo Civic Center and offers an additional 240 parking spaces.
  • Civic Center flat lot is North of the building. All-day parking is $3.00.

Free Parking - Park FREE in any City ramp on weekdays after 5:00 pm and until 1:00 am and weekends from 9:00 am to 1:00 am.

Parking Meter Hours - Meters are enforced 8:00 am to 5:00 pm Monday through Friday, except major holidays. Meters are not enforced after 5:00 pm on weekdays or on Saturdays or Sundays.

Accessible Parking - All Rochester public parking ramps have marked designated accessible parking spaces available. There are also a few designated spots on the Center Street bridge near Mayo Field. Vehicles with state issued disability plates or permits may park at city meters for up to 4 hours, with the exception of 30 minute meters. These vehicles are also eligible for a 50% discount when parked in a cashiered municipal ramp. 

When is the Exhibit Hall open?
Monday, October 14 - 10:00 a.m. - 5:00 P.M. Sponsors are welcome to join the attendees for a Social Hour from 5:30-6:30 p.m.

How do I select my booth and when will I know what booth number has been assigned to me?
Specific booth numbers will be assigned once logos and weblinks have been submitted. Attached is the Booth Assignment List and a map of the Exhibit Hall.

What is included with my booth?
All booths include draping, a 8’ skirted table, 2 chairs, a wastebasket and your company name on the back wall of the booth.

When can I set up my booth?
The Exhibit Hall will be open on Monday, October 14 from 7:00 - 10:00 a.m. for set up. It is in use for another event on Sunday evening, so no Sunday set up will be available.

I have a product/service that I want to giveaway at the conference, how do I do this?
Thank you so much for providing a giveaway for the attendees! You are welcome to giveaway your item directly from your booth at a time that is convenient for you. We encourage you to take advantage of our conference app, Whova, by either posting your giveaway details on the app or sending an email to have us schedule a notification.

Does my sponsor/exhibitor booth come with electricity?
We have found that most of our sponsors/exhibitors do not need electricity and so have not included that in our packages in order to keep your costs as low as possible. However, if you need electrical services, you may order directly through the Mayo Civic Center.

Can I order additional furniture?
Additional furniture may be ordered directly through the Mayo Civic Center.

How do I ship my items to the Mayo Civic Center?

  • Material Handling Services prior to October 11- Mid America Convention Service will warehouse and transfer all exhibits that are directed to them, both in and out of the exhibit area through their advanced warehouse material handling services. all Inbound freight must be received at the MidAmerica Advanced warehouse no later than October 11. All correspondence, including securing material handling services, notices of shipments, and phone calls should be directed to MidAmerica Convention Service at 507-876-2200 or email. Exhibitor equipment is not covered by Mid America Convention Service insurance. If insurance is desired, the exhibitor must secure it. Services provided by Mid America Convention Service includes: receipt of inbound shipments at advanced warehouse, delivery to exhibitor's booth, removal of empty containers, return of empty containers once show breaks, removal of shipment and release to carrier. We strongly recommend that exhibitors use Mid America Convention Service for shipping of all of their materials.
  • Material Handling Services between October 12-14Mayo Civic Center will accept this advanced freight for the event on behalf of the selected decorator, if the Freight Handling Form is submitted PRIOR to shipment of freight. Freight will be refused if this form is not filled out completely and submitted prior to shipment. Mayo Civic Center does not take responsibility for incomplete, mislabeled shipments, un-packing, opening of crates and disposal. If a vendor is shipping weight restrictive items, it is the responsibility of the Exhibitor/Vendor to arrange assistance with these types of items. The vendor will need to coordinate with MidAmerica Convention Service (507-876-2200) on delivery to the booth once it is delivered to Mayo Civic Center.

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