EXHIBITOR LOAD IN

Energy Day opens to the public at 11:00 am. We recommend you plan to arrive no later than 10:00 am in order to be set and in place when the first attendees arrive. If you have not arrived and set up your tent by 10:30 am, it will be dismantled prior to the beginning of the event.

DETAILS FOR FRIDAY LOAD-IN COMING SOON

BOOTH GUIDELINES

• You may not attach wires, rods, or cords to any tree, shrub, fence, railing, post, or structure.
• NO tent staking is allowed. If bringing your own tent, plan on providing an alternate way of securing your tent for the event, such as water barrels or sandbags – we can help fill barrels in the park. We cannot be held liable if your tent is unsecured and is damaged or causes damage to surrounding areas.
• Smoking on City property is strictly
• All pets are banned from City property, with the exception of service animals.
• Glass containers are not allowed on City property, with the exception of baby bottles, baby food jars, glass-lined vacuum bottles and glass-lined picnic beverage coolers.
• You must store all of your materials, boxes, etc., either in your car or within your booth. There are no storage areas available in Sam Houston Park or any of the Heritage Society buildings.
• Please do not bring items taller than 8’ unless you have notified us in writing
• Please make note of any items over 500 lbs prior to the event.

Terms and Conditions

• Eligibility: Exhibitors must be approved by the Energy Day organizing committee. The committee reserves the right to reject any application without providing a reason.
• Booth Assignment: Booth locations will be assigned by the committee. Exhibitors may not change their assigned location without prior consent from the committee.
• Setup and Dismantling: Exhibitors must adhere to the event’s schedule for setup and dismantling. All exhibits must be fully set up by the start of the event and dismantled within the designated time frame.
• Compliance: Exhibitors must comply with all local, state, and federal laws, as well as any event-specific regulations. This includes but is not limited to, health and safety regulations, fire codes, and accessibility requirements.
• Conduct: Exhibitors are expected to conduct themselves professionally and courteously at all times. Any form of harassment or discrimination will not be tolerated and may result in expulsion from the event.
• Display Restrictions: Exhibits must not obstruct the view or interfere with neighboring exhibits. Noise levels must be kept to a reasonable level to avoid disturbing other exhibitors and attendees.
• Damage: Exhibitors are responsible for any damage caused to their assigned space or the event venue. Any modifications or alterations to the venue are strictly prohibited.
• Insurance: Exhibitors are required to carry adequate insurance coverage, including liability insurance. Proof of insurance may be requested by the organizing committee.
• Cancellation: Cancellations must be submitted in writing. Refunds, if applicable, will be processed according to the event’s refund policy.
• Subletting: Subletting or sharing of booth space without prior approval from the organizing committee is prohibited.

EXHIBITOR LIABILITY

• Liability Waiver: By participating in Energy Day, exhibitors agree to release, indemnify, and hold harmless the Consumer Energy Education Foundation, Energy Day, its organizers, volunteers, and affiliates from any and all liability, claims, or demands arising from or related to their participation in the event. This includes, but is not limited to, personal injury, property damage, or loss of merchandise.
• Indemnification: Exhibitors agree to indemnify and defend the Consumer Energy Education Foundation and Energy Day against any and all claims, lawsuits, or liabilities arising from the exhibitor’s actions, omissions, or breach of these terms and conditions.
• Security: While security measures will be in place, the Consumer Energy Education Foundation and Energy Day are not responsible for any loss or damage to the exhibitor’s property. Exhibitors are advised to take precautions to safeguard their belongings.
• Force Majeure: The Consumer Energy Education Foundation and Energy Day shall not be held liable for any failure or delay in performance due to circumstances beyond their control, including but not limited to natural disasters, acts of God, war, terrorism, or any other unforeseen event.

Exhibitors who fail to comply with these terms and conditions may be subject to penalties, including but not limited to expulsion from the event and forfeiture of any fees paid.

EVENT CANCELLATION

Energy Day is an outdoor “Rain or Shine” event. In the case of severe weather, we will decide whether or not to hold the event. Please check the forecast and dress appropriately—shorts, sunscreen, and hats for hot/sunny weather, and pants, jackets, and rain gear for cold or rainy weather.

MEDIA TERMS AND CONDITIONS

When you attend the Energy Day Festival, you are entering a public area where photography, audio, and video recording will occur.

By entering the event premises, you consent to have your image & voice used in photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, webcasts, promotional purposes, telecasts, advertising, inclusion on websites, or any other purpose by CEA, CEEF, and the Energy Day affiliates, sponsors, partners, and their representatives. You release CEA, CEEF, the Energy Day partners and sponsors, their officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of photographs, computer images, video and/ or sound recordings.

BOOTH DETAILS

All exhibitor tents, tables, chairs will be in place by 2:00pm on Friday – except for the Street Exhibitors, whose items will be installed Friday evening. If you have banners/signs or anything that needs to be hung inside your booth, please bring a step ladder, zip ties, and any other items you may need to hang a sign such as rope, tape or scissors, as we do not have those available. Each 6’ table will have a plastic skirted table cloth (white on top with blue skirt). Please bring your own tablecloth if you prefer a different color.

SHIPPING AND MATERIAL HANDLING

Questions on Shipping Items? Contact Us

SHOW SCHEDULE

9:00 am                            Load-in – set up exhibit

11:00 am                         Energy Day begins

11:30 am – 1:30 pm       Enjoy lunch in the Vendor Hospitality tent

1:00 pm                           Energy Day Academic Program (EDAP Awards) with check presentation on stage

3:00 pm                           Energy Day ends – begin load out

EVENT PARKING

CITY HALL ANNEX/THEATER DISTRICT, LOT 3 – OPENS AT 7:30 AM; ENTRANCE IS CLOSED AT 1:30 PM

• This lot may be accessed by parking pass holders only.
• The address is 394 Walker Street, Houston, Texas 77002.
• City Hall Annex/Theater District Parking Lot 3 may be accessed from Walker Street, located under/behind the City Hall Annex Building at Walker and Bagby.
• A parking map is included below and on the parking pass itself.
• Parking Passes will be emailed to the Point of Contact listed on your exhibitor form. Please print your numbered parking pass and turn it into the parking lot attendant upon arrival. Each pass is numbered and may only be used once. Due to limited space in the garage, we are only able to provide the number of passes listed in your sponsorship.

ADDITIONAL PUBLIC PARKING

These parking fees are not reimbursable, and these garages will not accept Energy Day parking passes.

• Theatre District Lot 2 under Tranquility Park has public parking (entrance can be accessed via Rusk Street)
• The Heritage Clay Street parking garage has hourly public parking (1200 Bagby Street – entrance can be accessed via Polk Street off of West Dallas Street).
• There are also several other self-pay lots and metered spaces in the area.
• Contact Colleen McCauley if you need a map of Heritage Clay Street parking garage.

ON-SITE ASSISTANCE

In the event you have a question or need assistance, please ask one of the Energy Day Staff (wearing blue CEEF golf shirts) for help.

RESTROOMS

Portable restrooms are located on Lamar/Allen parkway.

Hand sanitizer dispensers will be available throughout the park for public use the day of the festival.

INTERNET ACCESS

Wireless internet access is not available at Sam Houston Park. If your exhibit requires internet access, use of an air card is highly recommended.

VENDOR HOSPITALITY TENT – TICKETHOLDERS ONLY

As an Energy Day Partner, we invite you to enjoy complimentary water, soft drinks, and snacks in our VH tent.

We can only provide the number of VH tent tickets listed in your sponsorship.

Tickets are in the front pocket of your blue folder; additional tickets are not available. When you arrive at the VH tent, turn your ticket in.

Generate awareness about your participation at Energy Day. The following email templates can be an effective correspondence to send to your clientele to let your customers know where and when you’ll be exhibiting at our upcoming Energy Day festival:

Subject: Join Us for Energy Day – A Fun-Filled Family Festival!

Hey friends,

Exciting news! [COMPANY NAME] will be exhibiting at Energy Day — Houston’s largest FREE family festival showcasing STEM exhibits for kids. It’s happening on October 19, 2024, from 11 AM to 3 PM at Sam Houston Park in Downtown Houston.

This will be an amazing day packed with interactive exhibits and activities that are both fun and educational. We’ll have an incredible [EXHIBIT DESCRIPTION] at our booth that you and your kids won’t want to miss!

Energy Day is the perfect opportunity to inspire our little ones with the wonders of science, technology, engineering, and math in a lively and engaging environment. Plus, it’s a fantastic way to spend time together as a family and enjoy a beautiful day outdoors.

Mark your calendars, gather your kids, and head down to Sam Houston Park to join us in the excitement. We can’t wait to see you there!

Best, [Your Name]