Booth Types/Descriptions,  Requirements/Regulations and Mandatory Forms

Booth Types & Descriptions
Standard In Line Booth/In-Line Corner Booth: One side exposed to an aisle and arranged in a series along a straight line.
  • Display materials should be arranged not to obstruct sight lines
  • A maximum back wall height of 8’

Standard/Multiple In Line Booths: Exhibitors may reserve booth space in 10’x10’ increments in line exposed to one aisle. 
  • No End-Caps booths allowed
 
Perimeter Booth: Linear Booth that back to an outside wall of the exhibit facility.
  • Display materials should be arranged not to obstruct sight lines
  • A maximum back wall height of up to 10’ to 12’

Island Booth: 20x20 Booth or Larger.
  • Space can be used up to the maximum allowable height of 14’, including signage.

Split Island Booth “P”: 10x20 Booth, which has been split from a 20x20 Island and is exposed to 3 or 4 aisles.
  • Shares a common back wall with another Split Island Booth – a full 8’ high back drape goes the length of the booth (20’ of drape)
     with no side/end drapes.
  • The entire space of this booth may be used, up to the maximum allowable height of 10’ to 12’, without any back wall line of
     sight restrictions.

Booth Requirements/Regulations and Mandatory Forms
Booth Assignment
Booth Space will be assigned on a first-come, first-serve basis. If your choices are unavailable, Show Mgmt. will contact you for alternate locations. Show Mgmt. will make every attempt to assign booth space according to the Exhibitor’s request, but reserves the right to alter locations of exhibitors or booths shown on the floor plan, if deemed in the best interest of the show and to ensure an even traffic flow. Upon receipt of signed Agreement, booth confirmations will be sent via e-mail.

Booth Carpet
Exhibitors are requested to have to carpet in their booths, but it’s not mandatory.

Children in the Exhibit Hall
No children under the age of 14 years will be allowed in the Exhibit Hall during move-in hours on (Sunday & Monday) and move-out hours on (Tuesday) due to liability reasons.  All children are allowed in the Exhibit Hall only during Show Hours!
 • Move-In and Out Schedule ~ Click Here

Cooking & Heating Producing Exhibits (Form Due June 7)
Approval to cook and/or operate any heat producing device inside the Gaylord Texan Resort must be obtained from the Grapevine Fire Department, through Show Management by:
  • Completing the Exhibit Cooking & Heating Producing Form and
  • Reviewing the Grapevine Fire Regulations for Exhibits

Food & Beverage Sampling Guidelines
Exhibitors serving food and/or beverage samples of their products are not required to obtain a temporary health permit/fees as long as they follow the General Guidelines for Food & Beverage Sampling.
  • Guidelines for Food & Beverage Sampling

Vehicle Display (Form Due June 7)
If your exhibit display consists of automobiles, trucks, tractors, and other vehicles inside the Gaylord Texan Exhibit Hall and uses flammable liquid (gasoline) as a fuel, you must abide by the facility regulations and obtain approval from the Grapevine Fire Department through Show Management by: completing:
  • Completing the Vehicle Display Form and
  • Reviewing the Grapevine Fire Regulations for Exhibits

Work Authorization (Form Due June 7)
Show Management allows exhibitors to appoint contractor firms other than Freeman to install and remove exhibits, so long as these firms conform to Expo regulations and do not disrupt the orderly installation and removal of the exhibition by: 
  • Completing the Work Authorization Form

Exhibit Hall D-F Specs

Electrical & Telephone Data/Utilities: Available through columns
  • Electrical/Utilities not included with Booth Fees.
  • 120/280 V, 100 AMP, 3, 0, 5 wire heavy-duty receptacle mounted on all columns.
  • Electrical Forms available on-line in the Exhibitor Services Kit May 2010 by Freeman. Also, forms will be available on this site under
     the tab at the top labeled Current Exhibitor’s Site.

Compressed Air: Available through columns
  • 125 PSI air connections
  • Gaylord’s Utility Services supplies 1/4” D quick-release female connections.

Water & Drainage:  Water available thru columns and Drainage available depending on booth location 
  • If your exhibit REQUIRES Water and/or Drainage, it’s MANDATORY that your booth be next to a column!
  • Gaylord’s Utility Services supplies 1/2” male threaded hose connector. Exhibitor is responsible for bringing adaptor.
  • A pump for drainage may be required at an additional cost.

Exhibit Hall Ceiling Height: 24’ ceilings with all columns on 60’ centers

Exhibit Hall Column Sizes: The Exhibit Hall is equipped with two different size columns
  • 2’8” x 2’ 8”
  • 2’8” x 5’ 6”

Exhibit Hall Floor Load Capacity: 350 PSF; 225,000 lb. max load on a 30’x30’ grid around a column (250 PSF to column).

Loading Dock Ramps & Roll Up Doors:
  • One ramp on the loading dock by Hall D, which leads onto the dock itself.
  • Three roll up doors for Hall D-F.