Exhibitor Set-up Information
EVENT
Dallas USA Fit Games
Kay Bailey Hutchison Convention Center
650 S. Griffin St. Dallas, TX 75202
Saturday, June 14, 2025
8:00 am – 10:00 pm
WEBSITE
Please visit our website for Expo Times, Hotel & Convention Center Information.
USAFitGames.com
SHOW MANAGER
Our show manager is in charge of answering all logistical questions that may pertain to setting up your booth. Please reach out to Steve Straka if you have any questions.
Steve Straka
Show Manager
Vision Star Entertainment, Inc.
OFFICIAL HOTEL
Hyatt Regency Dallas
300 Reunion Blvd.
Dallas, TX 75207
214-651-1234
SET UP / MOVE OUT TIMES
Kay Bailey Hutchison Convention Center
650 S. Griffin St. Dallas, TX 75202
EXHIBIT HALL TBA
Loading Dock Info:
There will be designated unloading areas for you to unload. Please make sure you bring your own cart unless you want to pay for a service. The convention center has a rule that you only have 30 mins to unload your vehicle and move it off of the docks. They will be enforcing the 30 min time frame and will write tickets or tow people who are not compliant….. so please unload quickly and move your vehicle off of the dock. More info on parking and rates can be found on the convention center website. Loading Dock Link – http://www.dallasconventioncenter.com/exhibitors/docks
Set up times
Friday June 13
1:00pm – 8:00pm
Saturday June 14
6:00am – 7:30am
Booth must be set up by the time the doors open at 8am.
Move out time
Saturday June 14
Immediately following the closing of the expo.
EXPO MAP
Check out the expo map any time on our website. If you just paid for your booth and do not see your booth located on the map, it will be updated within the next few days. https://www.usafitgames.com/cities/dallas/floor-plan/
YOUR BOOTH INCLUDES
10×10 booth
- Pipe & drape (back of your booth – pipe & drape is 8ft tall)
- (1) 6ft skirted table
- (2) chairs
- (1) trash can
10×20 booth
- Pipe & drape (back of your booth – pipe & drape is 8ft tall)
- (2) 6ft skirted tables
- (4) chairs
- (1) trash can
20×20 booth
- Pipe & drape (back of your booth – pipe & drape is 8ft tall)
- Up to (4) 6ft skirted tables
- (8) chairs
- (1) trash can
VENDOR BADGES
Vendor Badges are for the people working your booth. They must have a vendor badge on to be inside the expo at any time. They may pick up their vendor badges during set up at the VENDOR CHECK-IN TABLE. This is located at the back dock during set up hours. If your booth workers are picking up their badges they day of the expo, they will come to the WILL CALL booth located outside the expo entrance by the ticketing area.
Vendor Badge Count
10×10 Inline – 4 badges
10×10 Corner – 4 badges
10×20 Gold – 8 Badges
20×20 Island Booth – 12 Badges
VIP Sponsor – 12 Badges
TITLE Sponsor – 15 Badges
SHIPPING & EXPO SERVICES
GEMS is excited to return as the Expo Service Provider for the USA Fit Games! Our services include material handling for all freight, forklift service, labor for installation and dismantling, standard and custom furniture rental, carpet and booth cleaning.
We are excited to offer an easy way to view show info, place booth orders, find links to electrical information and download shipping labels through our online ordering portal! You will receive an email containing your log in credentials from orders@gemsevents.com. If you have not received your login information, please be sure to check your junk/spam folder and if you still don’t see it, please email me at jill@gemsevents.com and I will resend it. ALL GEMS ORDERS MUST BE PLACED ONLINE THROUGH THE PORTAL. As always, please feel free to contact me if you should have any questions.
Contact for GEMS
Jillian Zinkus
Exhibitor Services Manager
12684 International Parkway
Dallas, TX 75228
Office 214.388.5722 x1
Fax 214.388.5442
jill@gemsevents.com
Offices: Orlando, FL / Dallas, TX / Detroit, MI
ELECTRICITY
Edlen Electric is our official electric proivder for this event. Use the ordering link below to order this service. Please contact Karla with Edlen if you have any questions. kaguirre@edlen.com
2025 ELECTRIC FORM COMING SOON
WIFI & EXHIBITOR INTERNET
The KBHCC has one exclusive internet provider Smart City who handles all of the internet in the entire venue. If you need just a simple wireless internet access or need services with speeds capable of streaming, Smart City will be the provider you will need to order through or speak to regarding pricing for their services. ***Note: Streaming services through Smart City can be very expensive so if that is something you are interested in please contact them to quote in advance. The cost for those faster internet services may come with sticker shock so be sure to get a price upfront.
.
Exclusive Internet Service Provider for Dallas USA Fit Games:
Smart City
Gabria Trimble
CSSR, Customer Sales & Service
Smart City Networks – Kay Bailey Hutchison Convention Center Dallas
O: (214)853-8900
D: (214)853-8115
Email: GTrimble@smartcity.com
SAMPLING GUIDELINES
If you plan on sampling any food/beverage related items please read over the sampling guidelines below.
- 3oz dixie cup of any liquids
- 2oz sample of a protein bar / jerky / snacks
- Full size samples (whole can/bar/ snack packages). There are additional requirements for sampling. Contact owner Ed Pariso – EdPariso@gmail.com
If you have any questions about sampling please contact owner Ed Pariso EdPariso@gmail.com
STEP 1
Please make sure you complete the concessions Food/Beverage Sampling forms and send it to the contact listed below before moving onto the health department requirements.
Amy Vance
Senior Catering Sales Manager
Kay Bailey Hutchison Convention Center
650 South Griffin Street
Dallas, Texas 75202
Office: 214.743.2514
cell: 945.269.5082
Amy.Vance@sodexo.com
MUST FILL OUT THESE ITEMS IF YOU ARE SAMPLING:
Dallas – Sampling Authorization Form -with email 2024
Dallas – Waiver of Liability Form 2024
STEP 2
Everyone who is sampling food or beverages at the event is required to have a temporary special event food permit for their booth onsite. You will need to contact the City of Dallas Consumer Health Department to obtain a temporary special event food permit by setting up an in person appointment (scheduling is about a week out) or via mail (which you would need to handle 2+ weeks prior to the event). We have listed their office contact info below so feel free to reach out to them directly with any questions.
City of Dallas Department of Code Compliance
Consumer Health Division
7901 Goforth Rd.
Dallas, TX 75238
Phone: (214)670-8083
Please click this link below to access the site that will walk you through the process of acquiring a special event food permit.
STEP 3
To help our exhibitors GEMS has put together a code compliance kit that contains all of the items you would need in order to be compliant onsite. Information on this service and ordering instructions can be found in the virtual exhibitor kit. You can also order them directly from Jill at GEMS and her contact info is listed below as well.
Jillian Zinkus
GEMS
12684 International Parkway
Dallas, TX 75228
Office 214.388.5722 x1
Fax 214.388.5442
jill@gemsevents.com
Offices: Orlando, FL / Dallas, TX / Detroit, MI
INSURANCE REQUIREMENTS
All sponsors, vendors and/or exhibitors participating in any Vision Star Entertainment Inc events are required to hold insurance policies for all events the company is participating in if the exhibiting party is sampling food/beverages, having any sort of athletic participation activity / competition, has products for sale/display listed for sale to 18+, touching attendees for cosmetic, massage or product demonstration or are in any way engaging attendees in any way other than verbally discussing products, handing out literature or selling of items / apparel deemed safe for any age.
In no way will Vision Star Entertainment Inc. be held liable for anything that takes place within a contracted booth space or products marketed at the events. Vision Star holds the right to enforce insurance requirements on any entity involved with the events including but not limited to planning, servicing or execution of the events regardless of their involvement or risk assessment and may prohibit participation if insurance documents are not presented with correct policy verbiage.
Note: This list is not comprehensive and there maybe other activities or reasons why Vision Star may require entities to present proof of insurance prior to the event. If that is the case Vision Star will notify participating entities at the earliest possible time to give such entity time to obtain policy documents. Vision Star Entertainment Inc. requires all parties that are required to have insurance on file to have the following on their COI verbiage & endorsements.
- Vision Star Entertainment shall be listed as additionally insured and the certificate holder. Vision Star to be listed as below.
- Vision Star Entertainment Inc.
- PO Box 210145
- Bedford, TX 76095
- Waiver of Subrogation in favor of Vision Star Entertainment
- COI must display verbiage to provide proof of such coverage
- If athletic participation is involved to any degree, insurance documents shall show proof of such
- If food/beverage sampling is involved to any degree insurance documents shall show proof of such coverage
- Limits: All limits are dependent on the type of activity the entity wants to engage in on site and the assessed risk of such activity.
If you have any questions regarding insurance or whether your company needs to have insurance on file, please reach out to our show manager, Steve Straka. Steve@USAFitGames.com
STAFF LIST
Staff Log in Link
https://www.visionstarentertainment.com/checkin/
Your staff list of who is working your booth will need to be finalized 1-2 weeks before the event. You will receive an email from Steve Straka at that time. It will include your login credentials to input your staff list into the system. You will be able edit the staff list at any time. You can reach out directly to him, if you did not receive the email.
Steve@USAFitGames.com
SOCIAL MEDIA
We have listed our logo and several different graphics you can utilize on your social media below.
Feel free to plug in your logo on the Booth Graphics, or CREATE YOUR OWN graphic advertising you will be at the event! Please TAG US, so we can share these on our pages.
TAG US!
- @USAFITGAMES
- USA FIT GAMES
USA Fit Games Logo: If you are using your phone, hold down right below the logo and it will save to your phone. If you are using a desktop, just right click and save as. These are transparent backgrounds on both logos.
MUSIC WAIVER
If you plan on having music at your booth, please read and sign this music waiver and submit back to our show manager, Steve Straka.
Steve@USAFitGames.com
GET CREATIVE WITH YOUR BOOTH!
We want each and every one of you to have a successful weekend at the expo. It’s important to remember it’s all about engaging with the consumer.
How do you plan on drawing consumers to your booth? Creativity is key. Sampling and passing out giveaways are a great way to create a buzz at your booth, but a lot of companies incorporate more interaction. Some examples are: Spin the wheel for a prize, push up contests for t-shirts, competitions against other attendees for a grand prize.
Utilize this customer interaction to gather attendees’ contact information for FUTURE SALES. A lot of companies do this by bringing in their own iPads to capture the info of each attendee. This is a great way to continue to sell your products to the consumer after the initial interaction.
ADDITIONAL INFORMATION
At all of our expos you are able to bring in your own product and set up your booth on your own. We do however have a general contractor on-site, GEMS, to help with any additional assistance or items you may need. These items do come with an additional cost.
We just wanted to re-emphasize that the USA Fit Games are a family friendly fitness event. Any promotional materials including, banners, signage, shirts (for giveaway or purchase) and all marketing materials need to be free of obscenities, nudity, and/or profane language on our show floor (including music). If we see any banners or graphics that are unacceptable we will come up and discuss options with you personally on the show floor. Lastly if we see anyone wearing unacceptable clothing, we will ask them to cover it up and/or put other clothing on while at the event. Individuals who fail to comply will be removed from the show floor as necessary.
We strive to make this a well rounded family friendly fitness event and appreciate all of your cooperation in this manner.
If you have any questions about what might be prohibited for display on our show floor just shoot our show manager an email for clarification.