EXCHANGE MANAGERS' CONFERENCE 2027

Renaissance Dallas Addison Hotel

15201 Dallas Parkway, Addison TX 75001 • 972-386-6000 • Hotel Website

PRESENTER & EXPO BOOTH LOGISTICS

Events (registration, meetings, meals and exhibits) for the Exchange Manager's Conference will be held at The Renaissance Dallas Addison Hotel.

LOGISTICS

PRESENTERS: Presenters will have access to their classrooms by 11:00 AM on Monday, 22 February in order to set up displays and equipment. Any shipments marked for delivery to a classroom will be delivered directly to the room. Shipping instructions will be included in the Presentation Service kit you receive after you are registered. 
 
EXHIBITORS:  Exhibitors will have access to set up starting at 2:00 PM on Tuesday, 23 February. The Expo will be held in Garden Court of the Renaissance Dallas Addison Hotel which has 30’ ceilings and marble tile floor. Ordering carpet for your booth is optional. If you choose to order carpet, it will be at your own expense. Vendors may supply their own carpet on top of the existing carpet but special material/set up MAY be required at the exhibitor's expense to ensure safety of the guests walking on it as well as protection of the carpet below.
Carpet details and shipping instructions will be included in your Exhibit Services kit you will receive in December after you are registered.

ADDITIONAL EQUIPMENT 

Should Presenters or Exhibitors require additional equipment for their classroom or booth, this can be ordered for additional charges through the official Expo Service contractor. A complete Exhibitor Service Kit with detailed order forms and information including but not limited to additional exhibitor rules and regulations, official service contractor order forms, shipping, warehousing, and drayage, utilities and building services, setting up and dismantling, etc. will be provided to registered exhibitors.
 
More detailed information about booth assignments, shipments, etc., will be posted soon and sent via email. Please check back for updates.

PRESENTER & BOOTH LOCATIONS 

Presenter Classrooms & Expo Booth locations will be assigned based on registration date. If you would like to request booth locations next to other specific booths, please indicate that on your registration in the Special Instructions section. You may also email this information directly to erin@xcelevents.us.

ELECTRICAL &
AV EQUIPMENT 

NOTE:  
PRESENTERS:  1 extension power cord IS INCLUDED with your presenter fee. Should you require more electricity, you will be able to order this directly from the hotel as an additional expense. You can also bring extra extension cords & power strips.
 
EXPO BOOTHS:  Electrical power is NOT INCLUDED with your booth fee. Should you require electricity, you will be able to order this directly as an additional expense.

Audiovisual equipment will be charged from the AV supplier as an additional expense. The hotel has agreed to allow you to use your own audiovisual equipment for presentation purposes during your session. However, services from outside companies may incur additional charges. Should you require assistance in setting up this equipment, the hotel in-house AV vendor will be available with labor charges billed to you. See Presenter & Exhibitor Agreement Terms and Conditions for more information.

MATERIALS SHIPPING

Shipping Instructions will be sent with your Exhibitor Service kit.
Freight handling charges will be charged to the vendor by the exhibitor services company based on weight of shipped materials.  Shipments sent to the advance warehouse address are processed at lower handling rates.  

***REMEMBER to always ship your materials in 1 shipment as a pallet for the lowest possible handling charges.  Individual boxes and cartons will be charged at minimum rates typically starting at 200 lbs per box.
 

Please check this website regularly as additional information will be posted regarding shipping, set up, etc. Specific information will also be outlined in your Services Kit, to be sent by early December. 

You are not required to ship to the exhibitor services company -- you may choose to bring in items on your own but not before 11:00 AM on Monday, 22 February for presenters or 2:00 PM on Tuesday, 23 February for exhibitors. Load in or out for direct shipments must be within show set up or tear down hours ONLY. 

No materials may be left at the Renaissance Dallas Addison Hotel after 6:00 PM Thursday, 25 February. Items left behind after the conference will incur removal charges to be billed and paid directly to you.