The TULSA WORKSHOP Exhibitor Information

Arrival/Setup:  Booth setup may begin at 8:30AM Wednesday, March 25th at the Quik Trip Center.  The Quik Trip Center is the building with the Driller Statue in front of it.  Check out the Tulsa Expo Square’s web page for more details on their facilities:  www.exposquare.com.  When you arrive at Quik Trip Center, please register at the information desk, located just inside the North side Main Entrance doors of the Quik Trip Center.   Once you are registered you will receive your Exhibitor badges, and other important exhibitor information. All exhibitors need be setup by the time the exhibit booths open Thursday at 8:00am, unless other arrangements are made in advance.   You may drive in and out of the Quik Trip Center all day Wednesday, but all vehicles must be out by 10:00pm Wednesday night.  You are welcome to be in the building setting up as late as you need but the doors will be locked at 10:00pm.  No vehicles will be allowed back in until Saturday night at 5:15 pm. Exhibitors will be responsible for providing the means to carry their products or displays in.  Workshop golf carts or staff will not be available for this purpose.  After Wednesday, any personal golf carts will not be allowed in the Quik Trip Center, until teardown Saturday. 

Booth Hours: Booths will be open from 8:00am – 6:30 pm on Thursday and Friday, and 8:00am-5pm on Saturday.  All exhibitors need to be out of the Quik Trip Center by 6:45 pm Thursday and Friday for security purposes. You may occupy your booth as you see best suits your needs during booth hours.  The building will be open Saturday until Midnight for teardown.  All electrical items must be turned off in your booth before you leave each night.  Please be responsible about this.

Booth Teardown:  Vehicles will be allowed in at 5:15pm on Saturday.  Please dismantle and pack your booth before bringing in your vehicle to load.  Move out MUST be completed by Midnight Saturday night, March 29^th. Dismantling displays prior to takedown time negatively impacts your neighbors in the exhibit area.  It creates an awkward environment for attendees visiting the exhibit booths.  Teardown is prohibited until takedown time at 5:00pm Saturday.  Requests for early dismissal will be considered on a case by case basis and must be approved by the Exhibit Coordinator.  Because of the problems early teardown has caused in the past, there must be extenuating circumstances to warrant early booth teardown.  You will risk loss of your booth space at future workshops if you teardown without prior approval.

Booth Details:  Booth prices range from $195.00 - $495.00 depending on location.  The pipe and drape measure 3-foot high side walls, 8-foot high back wall.  All booths are 10 feet wide by 20 feet deep.  Included in the booth price are:

1 -  6ft or 8ft Table (Exhibitors are to provide table coverings for all tables.  Tables must be covered in an appropriate manner)

2 -  Chairs

Identification Booth sign (7 inches by 44 inches)

Name and Booth number in Workshop Magazine (if registered before publication deadline)

Tables & Chairs:  If you need extra tables or chairs, you may order them prior to arrival through the Tulsa Workshop or on sight at Event1’s booth, located next to Exhibitor Information.  Do not take chairs or tables from other booths or empty booths.

Decorating:  Do not have any display go beyond your curtaining.   No exhibit or display item may exceed 8ft in overall height unless prior approval has been given.  You cannot block the view from other booths in your area.  All tables will need some type of covering. You may bring your own coverings, or you may rent covering and/or skirting from our decorating company in advance or onsite.  Our decorating company (Event1) will be sending you a packet of information for ordering table covers, couches, etc in January.  If you do not receive a packet from them please call 918-245-8006 or Email them at corbin@event1inc.net.   You may also order from Event1’s website www.event1inc.net.  You are not required to order anything from them.  You may not pin anything to the drapes dividing booth spaces.  Event1 will provide special hangers if needed. (They will have a booth located next to the information desk on Wednesday and are onsite during the workshop.)

Sponsorships/On-site Advertising:  The 2009 Workshop offers the opportunity to advertise in/sponsor certain areas of the workshop.  They range from paying for a PowerPoint ad to run during breaks in the pavilion to providing the lanyards for the badges attendees wear.  Sponsorships benefit your group by getting your name and booth number out to attendees and they benefit the Tulsa Workshop by offsetting some of the cost we incur.  In addition, you provide a service that otherwise the workshop might not be able to provide.  All sponsors will be listed on our Website and in the pavilion slide show as a sponsor.  Please go to www.tulsaworkshop.org for more information on how you can become sponsor.

Quik Trip Center Facility Rules:  There will be no posting of announcements of any type in hallways, restrooms, walls or public areas.  You cannot tape, nail, or otherwise affix anything to floors, pillars or walls.  There is a $10.00 fine per item for not adhering to this rule.  There can be no lit candles or flammable substances of any type in any booth.  No helium balloons can be used, sold or given away (unless you sign a release).  No stickers may be distributed as a promotional item.  All buildings on Expo Square are non-smoking.  Failure to comply with these rules will result in extra charges being incurred by your group.

Banners:  If you bring a banner to hang from the ceiling above your booth, you must contact the Exhibit Coordinator (Becky Andrews) when you arrive to arrange for your banner to be hung. There will be a $100.00 per banner (3 sided banners $200.00 each), hanging fee.  This fee will be paid prior to your banner being hung by the fairgrounds on Wednesday during setup.  Make checks payable to The Tulsa Workshop.  On Saturday, the Fairground Staff cannot take the banners down until most of the exhibits are out and there is room for their machinery.  You must have someone onsite Saturday night to retrieve your banner.  The Workshop will not be able to send your banner back to you if you leave without it!

Electricity: There is a $65.00 charge for electricity.  If you need electricity please include payment with booth rent and mark the appropriate box located on the Workshop Exhibitor Registration Form.

Telephones:  All telephone needs will need to be arranged at least one week prior to the workshop, with the Quik Trip Center.  Contact the Tulsa Expo Square at 918-744-1113.

Wireless Internet:  Wireless internet is available for the entire fairgrounds area through MetroNet.  There is a nominal fee.  Please contact them directly for wireless internet service.  Their phone number is 918-806-9434.

Trash:  Exhibitors should place trash in the aisle before leaving each night.  The Quik Trip Center clean-up personnel will not enter an exhibitor’s booth to clean or empty trash containers.  Exhibitor’s who need their carpet vacuumed must make arrangements with Event1.

Products & Services: The Exhibit Area is reserved for exhibitors whose mission, product(s) and or services clearly contribute positively in various environments to various demographic groups in areas such as worship, music, preaching, educational ministry, group life/fellowship, Christian service, evangelism, cross-cultural missions, recreational ministry, membership involvement, counseling, benevolence, leadership, management, administration, office services, financial service, and/or are a part of the life and ministry of Christ’s church and/or individual Christians.  The determination of whether your organization falls within the exhibit area guidelines is left to the discretion of the Exhibit Coordinator and Workshop Director.

Food and Drink:  You are not allowed to bring any food or drink into the Quik Trip Center, to sell or to give away.

Sound:  No disruptive sound (including TV’s, VCR’s, music, etc.) will be allowed. Please be courteous to other booths, and do not have sound so loud that it disturbs others.

Singing Groups:  If you are a registered exhibitor, you may perform at your booth during the session breaks.  These breaks are scheduled at the 40 minute mark of every hour.  Singing groups may sing during these 20 minute session breaks.  You may also perform during the workshop lunch and dinner breaks.  Please check the speaker schedule to see when these breaks begin and end.  We are asking you to support and work with the performance groups in your area so that everyone has equal performance times.  Singing groups are not allowed to use instruments while singing at their booths, due to noise levels.  If you are an instrumental group, please contact Becky Andrews at becky@memorialdrive.org for other options for your instrumental performance. 

Security:  The Quik Trip Center will have security on duty every night. However, do not leave purses, billfolds, or other items of personal value in an unoccupied booth. Remove all cash from cash registers.  The workshop is not responsible for any lost or stolen items.

Taxes:  You must charge sales tax, with the exception of purchases by a church. The tax rate at the writing of this information is 5.517%. (This number subject to change if Oklahoma tax rates change)  Tax information will be in your Exhibitor Information Package.  If you do not have a valid Oklahoma Sales Tax Permit, you must turn in a vendor sales tax report and tax payment to the information desk by 5:30pm Saturday, March 28th.  You must pay your taxes by check or money order, no cash will be accepted.  Please make checks payable to the Oklahoma Tax Commission.  These will be sent along with a list of all vendors to the Oklahoma Tax Commission by the workshop.  You can also send your tax payment directly to the Oklahoma Tax Commission.  Their address will be provided on the tax form you will receive at the workshop.

Shipping:  If you need to ship items for your booth to Tulsa, ship them to the address below.  Please contact Event1 at the number below to find out the shipping costs for your items, this is not a free service.   Please do not ship to Memorial Church of Christ, or the fairgrounds packages will be refused.

Exhibitor Booth Name and Booth Number

The Tulsa Workshop

Event 1 Productions, Inc.

1601 S. 129th W. Ave.

Sand Springs, OK 74063

Please contact Event 1 Productions at 918-245-8006 or go to their website www.event1inc.net, for more details and costs.

Lodging:  Please go to www.tulsaworkshop.org for lodging details and rates.

Other workshop information may be found at www.tulsaworkshop.org.  If you need more information or have questions please contact Becky Andrews at becky@memorialdrive.org .

The Tulsa Workshop reserves the right to require modification to or removal of any items, displays, etc. that do not follow the rules and regulations required of our exhibitors.  The Tulsa Workshop also reserves the right to change the rules and regulations at any time as the need arises without prior notice.