2023 EXHIBITOR INSTRUCTIONS
September 22 - 24, 2023 | I-X Center, Cleveland, OH
In order to ensure a successful show please read the following. This page will provide you all the information you need for load-in, parking, load-out and any number of other questions you may have in our FAQ below. If you still have questions, please contact us at tickets@gamecleveland.com
LOAD-IN SCHEDULE
-
FRIDAY, SEPTEMBER 22, 2023: 10:00AM - 8:00PM
LOAD-IN LOCATION
-
1 I-X CENTER DRIVE, CLEVELAND, OH 44135
-
North Hall, Load-in from Exhibitor Entrance (Dock 35)
LOAD-IN INSTRUCTIONS
-
We have a total of TEN HOURS for load-in on Friday, September 22, 2023
-
Load-in is required on Friday, September 22, 2023
-
Vendor check-in/load-in will begin at 10:00AM and continue until 8:00pm
-
Exhibit hall is NOT open to the public on Friday and NO SALES WILL BE ALLOWED
-
Reminder: We are entirely on the main floor of Hall E at the IX Center (no basement) this year
-
Upon arrival please proceed to the Exhibitor Entrance at Dock 35 to check-in and load-in
-
At check-in you will receive your Exhibitor Welcome Packet along with the corresponding number of Exhibitor Badges you have purchased or were made available based on the number of booths you've purchased (see below for details)
-
If you need to purchase additional Exhibitor Badges please do so in advance here.
-
Drive-in privileges will be available for purchase directly from the IX Center if you wish to drive your vehicle directly into the convention center. These are currently $50 and entirely optional and for your convenience if you wish.
-
If you have NOT purchased drive-in/load-in privileges you will unload at Truck Docks and our staff will guide you to the show floor and load-in from the Truck Docks
-
Parking is FREE for exhibitors if you enter the IX-Center Parking Lot BEFORE 5:00PM on Friday, September 22
-
After 5:00PM you may be charged $10.00 for parking
-
No vehicles will be allowed on the show floor after 5:30PM.
-
The show will open for Preview Night at 6:00PM on Friday, September 22, 2023
-
The vendor Exhibit Hall will be closed at this time. There are NO SALES on Friday, September 22, 2023.
-
Security detail for the Exhibit Hall will be provided for the duration of the event, evening and overnight
PARKING
MISCELLANEOUS
SATURDAY, SEPTEMBER 23
-
Exhibitors can arrive starting at 8:00AM
-
LAST CALL load-in hours are from 8:00AM - 9:30AM. ALL VENDORS SHOULD PLAN TO LOAD-IN ON FRIDAY, SEPTEMBER 22ND WITHIN THE TEN (10) HOUR WINDOW WE HAVE PROVIDED FOR YOUR CONVENIENCE.
-
No unloading will be allowed after 9:30AM on Saturday, September 23rd - no exceptions as the show opens at 10:00AM
-
Parking will be free until 9:00AM for exhibitors, after 9:00AM you may be charged $10.00 for parking
-
The show will open to the public at 10:00AM for early-access ticketholders
-
Exhibit Hall will close at 6:00PM
-
Security detail for the Exhibit Hall will be provided for the duration of the event, evening and overnight
-
Zone B Exhibitors will be permitted to teardown at 6:00PM
-
No early teardown is permitted whatsoever
SUNDAY, SEPTEMBER 24
-
Exhibitors can arrive starting at 8:00AM
-
Parking will be free until 9:00AM for exhibitors, after 9:00AM you may be charged $10.00 for parking
-
The show will open to the public at 10:00AM
-
Exhibit Hall will close at 4:00PM
-
Security detail for the Exhibit Hall will be provided
-
No early teardown is permitted whatsoever, no exceptions.
-
Exhibitors will be permitted to teardown at 4:00PM
FREQUENTLY ASKED QUESTIONS
Q: What if I need to purchase a table, chairs, or other items I have not purchased yet and have decided I want to rent from the show?
A: The cutoff window for additional items, i.e. tables, chairs, linens for your tables, etc. will be communicated. If you did not order these items through us - you will be required to supply them. ALL TABLES ARE REQUIRED TO BE COVERED. We recommend simply using a standard table cloth that will cover a 8' table. These are generally anywhere from $5 - $15 (see example here). If you need to add these items please do so as early as possible for us to order through our decorator. Order here.
Q: What if I now need electrical to my booth space?
A: The preorder bank for electrical is now closed. If you did not order electrical in advance with our Community Electrical option, you will need to order this onsite through Edlen Electrical.
Q: Can I bring my own extension cord, if I did buy electrical access?
A: Yes. You will need to bring your own extension cord if you did buy electrical access to power. We are NOT providing extension cords, but only access to power. You are responsible for your own cords.
Q: What if I decided I want to purchase a drive-in parking pass for load-in/load-out privileges in the IX Center?
A: You will have the opportunity to buy drive-in parking pass privileges directly from the IX Center upon check-in. These are optional. If you do not have drive-in privileges you should assume you will unload your car outside the venue and be able to hand-carry, cart, dolly, or use other reasonable means necessary to bring your wares into the North Hall.
Q: Will WIFI be provided to me?
A: There is a public WIFI available to you intended for general use for small transactions, email, messaging, etc.; however, depending on total attendance you may be required to use your own data plans accordingly. Please plan accordingly. Otherwise, if you would like your own private exhibitor wireless internet this is available to you for purchase from the IX Center's wireless service provider, Smart City - and they will be available onsite. If it is important you have a secure, reliable and dedicated network - consider purchasing this from Smart City - it's worth it.
Q: Since we are loading-in on Friday, will my items be safe overnight?
A: Yes, we have specifically hired an overnight security shift to have security in the IX Center for the duration of the event. So even when the venue is closed, we are hiring security to be onsite and in the Exhibit Hall.
Q: Where is the show floor plan? When will this be provided?
A: As we continue to add content, exhibitors, games and more - we are making behind-the-scenes changes to the floor plan as a show management team. You will receive the floor plan in advance (planned for September 1) along with a booth number and assignment.
Q: How many exhibitor passes to we get with our booth purchase?
A: Each booth space comes with a fixed corresponding number of Exhibitor Badges. You will receive a quantity of Exhibitor Badges equal to the number of booth spaces you've purchased. So if you've bought multiple booths you will receive the number of Exhibitor Badges x Booth Spaces purchased.
See the following below for details:
-
Zone A Booth Space: 2 Exhibitor Badges
-
Zone B Booth Space: 2 Exhibitor Badges (valid Saturday only)
-
Zone A Premium End Cap: 3 Exhibitor Badges
-
Zone A Big Boss Booth: 4 Exhibitor Badges
-
Tabletop Games: 2 Exhibitor Badges
-
Indie Dev Standard: 2 Exhibitor Badges
-
Indie Dev Pro: 4 Exhibitor Badges
Q: What if I need to purchase additional Exhibitor Badges for helpers in my booth?
A: If you need additional, you will need to purchase additional Exhibitor Badges here.
Q: When do I get my Exhibitor Badges/passes?
A: They will be in your Exhibitor Packet at check-in.
Q: What if I'd like to purchase additional booth spaces to expand my booth?
A: Please do so as quickly as possible. At this time we cannot guarantee acceptance or placement (subject to change).
Q: What will load-in look like this year?
A: We are entirely on the main floor (no basement) of the IX Center this year. You can bring your own dolly and/or carts. Do not expect them to be provided for you.
Q: Where do I go to check-in?
A: You will check-in at the Exhibitor Entrance at Dock 35 to the North Hall. Upon check-in you will receive your Exhibitor Packet with further instructions.
Q: What if it's raining during load-in?
A: Please plan accordingly.
Q: What time does the Exhibit Hall close each day?
A: 6:00PM Saturday. 4:00PM Sunday.
Q: Can my booth encroach into the aisles?
A: No.
Q: Can I swap booth spaces with someone?
A: No.
Q: When do you I load-in?
A: Friday, September 22 from 10AM - 8PM (that's 10 hours both during and after normal business hours to load-in).
Q: Will I have to move my car, truck or vehicle after load-in?
A: Yes. All exhibitors will be required to move their vehicles after load-in to the exhibitor lot to allow ample parking for guests.
Q: Can I leave my vehicle overnight at the IX Center if I have a large truck, trailer, etc.?
A: Yes. Please contact a member of show staff for specific instructions on where to park these vehicles.
Q: If I purchased drive-in privileges is my vehicle inside for the duration of the show/overnight?
A: No.
Q: Are there in-and-out parking privileges for exhibitors the day-of-show?
A: No. If you leave the parking lot after 9AM the day-of-show you will be required to pay to park.
Q: Is there a fee to park on Friday, September 22nd?
A: Not before 5:00PM.
Q: Do vendors/exhibitors have to pay for parking on Saturday and Sunday?
A: No, if you arrive before 9AM, you will not have to pay for parking. Arrival after 9AM will require a $10 parking pass for the day.
Q: What if I am parking on display car/vehicle on the show floor?
A: Requirements are as follows and must be followed: Vehicle must have 1/8th tank of gas or less, battery terminals must be disconnected and taped and vehicle must have a locking gas cap or taped.
Q: Is outside food/beverage permitted?
A: No.
Q: Am I allowed to bring a cooler?
A: No.
Q: Can I bring my pet?
A: No, unless it is a service animal.
Q: Can I sell any food items, snacks, beverages, etc.?
A: No, you must contract through the IX Center prior to the event.
Q: What if I have to leave early one day?
A: Exhibitors are expected to remain at their booth for the entire show unless being granted special permission by show management. Try seeing if you can find coverage from a friend or family member - that's why we give you two (2) Exhibitor Badges.
Q: What are the sales tax requirements for exhibitors?
A: Exhibitors are responsible for determining their sales tax requirements for the State of Ohio.
Q: What hotel partnership is available for a discounted rate?
A: See link here for hotel partnerships minutes from IX Center.
Q: I need to cancel my table/booth at the show? How do I get a refund?
A: Unfortunately at this time, the period for cancellations are subject to our cancellations terms described on our Exhibitor Page. Once we are less than 30 days from the show and exhibitors will not be offered refunds any further at this point in time.
Q: Who can we contact with additional questions?