Exhibitor
Information Kit
a guide to your exhibit experience
September 10-11, 2013
Hyatt Regency Denver
Dear Exhibitor:
Thank you for choosing to Exhibit with us at APEX! This Information Kit has been compiled to furnish you w...
Page
General Information…………………………………………………………………………………………………………………………………………………… 04
Exhibit set up/admission/strike hours
...
Event Details
September 10, 2013 | 5:30pm-9:00pm
September 11th, 2013 | 7:00am – 7:00pm
Hyatt Regency Downtown Denver
at C...
Colorado Technology Association Subscribing Members……….…..$1,800
Non-Members………………………………...………………….…………..…..……$2,200
What ...
<< BACK TO LETTER
We are thrilled to have you join us at APEX 2013. This section has information to help you take
maximum ...
These general questions will help us understand what will make this event successful from your point of view:
1. What moti...
To help exhibitors get all the information to Colorado Technology Association and the contractors on time and to help them...
Floorplan
9
Booths 16 – 21 are available to Stage Sponsors only
In order to curate the most interactive and engaging floor...
Booth Layout and Dimensions
10
Booth Layout and Dimensions
These booths will be in a
pod-type layout featuring two
5’ corn...
Booth Layout and Dimensions
11
These booths will be in a
back-wall layout featuring
one 10’ back wall and two 3’
side wall...
Directory of Service Providers and Preferred Vendors
12
Power & Internet ServicesExposition Services
YellowDog Printing & ...
What is not included with our booth fee?
Services not provided by Colorado Technology Association include, but are not lim...
Will there be security overnight after set up?
CTA will be hiring an on-site security guard between Sept 10 at 4pm and Sep...
What can I participate in during the day?
This year's APEX technology conference features more than 20 speakers during pan...
Where do I ship my booth?
Brede is coordinating all pre-shipped booths. Please see page 6 for contact information. Please ...
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Floor information kit

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Thank you for choosing to Exhibit with us at APEX! This Information Kit has been compiled to furnish you with all of the information needed for the successful execution of your floor experience.

In this manual you will find forms for services offered by the exhibitor Service Providers. If you are utilizing outside contractors (contractors not specifically mentioned in this manual), please notify them of the insurance requirements for access to the show floor, and inform Colorado Technology Association staff of their company names and personnel.
 
In order for this packet to be of benefit to you, please familiarize yourself with all the information it contains. In particular, please reference the Deadline Date Checklist and the Directory of Event Specialists and Preferred Vendors. A Floor Experience Crew Member will be calling you shortly to introduce him/herself and go over the Information Survey with you over the phone, so please review this survey (on page 13) at your earliest convenience. Your Experience Crew Member will be your point of contact for all types of information, whether you need more details about a resource or would like creative suggestions for your floor space.

Please fill out online the APEX Floor Participation Form by August 9th.

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Floor information kit

  1. 1. Exhibitor Information Kit a guide to your exhibit experience September 10-11, 2013 Hyatt Regency Denver
  2. 2. Dear Exhibitor: Thank you for choosing to Exhibit with us at APEX! This Information Kit has been compiled to furnish you with all of the information needed for the successful execution of your floor experience. With more than 900 technology companies involved, Colorado Technology Association is the premier IT and technology association in the state, attracting leaders from across the region. Our mission is to foster innovation and a positive growth environment enabling the Colorado technology industry to compete on a global basis. We provide professional development, advocacy, industry reports, peer-to-peer connections, best practices and business opportunities for a wide-spectrum of technology companies. Colorado Technology Association is pleased to present the 8th Annual APEX Awards, Challenge and Conference on September 10th and 11th in Denver, Colorado. The “must attend” event of the year, APEX once again plays host to the companies that are shattering the status quo and redefining how we approach our personal, social and business lives. Designed for creative encounter and collaboration, APEX is the Colorado technology industry’s annual conference to celebrate accomplishment and set the direction for the coming year by gathering the community, recognizing excellence, sparking innovation, introducing disruption and proposing opportunity. This inspiring, full-day event features cutting-edge demos, engaging keynotes, lively panel discussions and noted speakers from Colorado, the West Coast, the East Coast and everywhere in between. Colorado Technology Association brings together an eclectic mix of innovators representing software, Internet, entertainment, healthcare, science, social networking, mobile communications and more. In this manual you will find forms for services offered by the exhibitor Service Providers. If you are utilizing outside contractors (contractors not specifically mentioned in this manual), please notify them of the insurance requirements for access to the show floor, and inform Colorado Technology Association staff of their company names and personnel. In order for this packet to be of benefit to you, please familiarize yourself with all the information it contains. In particular, please reference the Deadline Date Checklist and the Directory of Event Specialists and Preferred Vendors. A Floor Experience Crew Member will be calling you shortly to introduce him/herself and go over the Information Survey with you over the phone, so please review this survey (on page 13) at your earliest convenience. Your Experience Crew Member will be your point of contact for all types of information, whether you need more details about a resource or would like creative suggestions for your floor space. Please fill out online the APEX Floor Participation Form by August 9th. To facilitate the “move-in” period of the show, all order forms should be completed and returned to the appropriate party by their deadline dates. Failure to do so could result in additional charges or delayed service. Please do not hesitate to contact the appropriate service contractor or any of the Colorado Technology Association staff if you have any questions. We look forward to seeing you. Again, thank you for creating an outstanding experience with us! Regards, Aimee Charlton Event Program Manager 303.592.4067 acharlton@coloradotechnology.org 2
  3. 3. Page General Information…………………………………………………………………………………………………………………………………………………… 04 Exhibit set up/admission/strike hours Exhibit services table Advance shipping information Sponsorship Opportunities Booth Pricing……………………………………………………………………………………………………………………………………………………………… 05 What does this include? Additional Services Available What is the flo?.………………………………………….…..……………………………………………………………………………………….…….…………. 06 Experience Survey (To Be Completed ASAP) ……………………….…………………………………………………..……………………..……….… 07 Deadline Date Checklist……………………………………………………….………………………………………………………….…….…...……..………. 08 Area Floor Plan……………………………………………………………………………………………………………………………..…………..……………….. 09 Mock Up ……….………………………………………………………………………………………………………………………………………………….…… 10-11 Directory of Service Contractors……………………………………………………………………………….………………………………………………… 12 Booth pricing Booth package details Additional services that can be ordered Portable Displays, Print & Graphic Design Services Hotel Accommodations Frequently Asked Questions……………………………………………………………………………………………………….…………….…………… 13-16 Brede Exposition Kit…………..……………………………………………………………………………………………………….…………….…………… 17-63 Exposition services and order forms 17-32 Shipping and handling 33-44 Brede rental and custom exhibits 45-50 Floral and plants 51 Electrical and power 52-58 Internet 59-63 Table of Contents 3
  4. 4. Event Details September 10, 2013 | 5:30pm-9:00pm September 11th, 2013 | 7:00am – 7:00pm Hyatt Regency Downtown Denver at Colorado Convention Center 650 15th Street Denver, Colorado, USA, 80202, 303.436.1234 Booth Package 100sqft space 8' high white hard back wall see configuration choices on pages 8-9 Electric - Standard 5 AMP Circuit WiFi Connection One (1) 30” wide x 42” high black pedestal table Two (2) black stools One (1) wastebasket One (1) identification sign Company description and logo on the APEX website and in the event program* Two tickets to the APEX conference *Inclusion in the printed program dependent on submission date. Please see Deadline Checklist. Set up/Strike Hours Tuesday, September 10th 11:00am – 4:00pm Load In/Set Up To ensure that all booths are set up on time, your company must have someone on-site by 3pm for load in. If you have any questions or concerns the day of, please contact Aimee Charlton via her cell (303.330.6798). Wednesday, September 11th 5:30am Exhibit area opens for final preparations 7:00am Exhibit area opens to event attendees Exhibitors have your booth set up and staffed by this time. 7:00am – 7:00pm Floor area open Please have your booth staffed by at least one person during this time. 5:00pm – 7:00pm Floor reception Reception will take place in and amongst the exhibitors. Please have your booth staffed by at least one person during this time. 7:15pm – 10:00pm Strike/Load Out Exhibitor Help Desk Upon arrival, please check in at the Brede Exhibitor Help Desk. Brede will maintain an efficient, business‐like service desk, which will be staffed from the first day of move‐in through the last day of move‐out. Our on‐site support staff is always ready to assist exhibitors and show management with any questions or requests. The Service Center will be staffed by courteous and professional personnel, ready to assist in any way. Please note that Brede staff will charge for any manual labor not previously arranged and the CTA volunteers are not able to help you physically move equipment or set up your booth. Should you need assistance in this area, please order additional labor from Brede. General Information 4 Sept 11th Event Agenda (details subject to change) 7:00am Floor Time/Registration/Breakfast 8:30am Show (part 1) Begins 10:30am Floor Time 11:00am Show (part 2) Begins 12:05pm Floor Time & Lunch 1:30pm Show (part 3) Begins 2:35pm Floor Time 3:00pm Show (part 4) Begins 5:05pm Floor Time & Happy Hour 5:30pm Floor Time & Awards Show
  5. 5. Colorado Technology Association Subscribing Members……….…..$1,800 Non-Members………………………………...………………….…………..…..……$2,200 What does that include? 100sqft space 8' high white hard back wall see configuration choices on pages 8-9 Electric - Standard 5 AMP Circuit WiFi Connection One (1) 30” wide x 42” high black pedestal table Two (2) black stools One (1) wastebasket One (1) identification sign Company description and logo on the APEX website and in the event program* Two tickets to the APEX conference *Inclusion in the printed program dependent on submission date. Please see Deadline Checklist. Additional Services Available If you would like to order additional services, please see the Directory of Event Specialists and Preferred Vendors on the following page. An average estimate of additional services is approximately $500 depending on your company’s individual booth design. Additional services may include, but are not limited to: · Additional Power · Additional Internet (wired) · Booth Furnishings and Accessories · Rental Booths · Plasma Rentals · Signs or other printed materials · Load in/load out labor · Installation/Dismantle Labor Advanced shipping of crated, boxed or skidded materials Booth Pricing 5 Not a member of CTA? Company memberships start at only $595. Becoming a member of Colorado Technology Association will save you money. Contact CTA at 303.592.4070 or mmarek@coloradotechnology.org to learn more today. Increase your exposure on-site by taking advantage of one of our sponsorship opportunities or display advertisements and make the most of your marketing dollar!. For sponsorships, contact Liz Iracki, 303.382.5924 or liracki@coloradotechnology.org. We have included detailed sponsorship materials online. Sponsorship Benefits Details For display advertising, contact Julie Chiron, 303.592.4069 or jchiron@coloradotechnology.org. Program advertisements are 1/6 vertical (2.25” x 4.75”) or 1/6 horizontal (4.75” x 2.25”) in conference program workbook distributed to 1200 attendees. Upgrade your exhibit package with a display ad for only $275 (member or $300 (non-member). Exhibitor provides art. Must be purchased before August 1.
  6. 6. << BACK TO LETTER We are thrilled to have you join us at APEX 2013. This section has information to help you take maximum advantage of APEX 2013’s exciting and creative new approach to floor space and overall look and feel. APEX 2013 casts aside the traditional booths, tables, and popup signs for a celebration of the intensity, excitement and magic of technology. Your floor space offers engaging, interactive and immersive experiences for visitors. Guaranteed there will be some unforgettable people and events during the conference. You’ll want to take advantage of Denver’s casual, innovative, geeky atmosphere. Don’t get caught out of place in a suit and tie. After all, Comic Con’s APE Expo and Halloween are both in October. No reason to use those outfits only once! Your “booth” is a space/time continuum where memorable encounters and connections are made. Think of enticing, captivating, collaborating and connecting with visitors. Let your imagination transform your space. For example, go for the WOW…cool furniture, bright colors, lights, interactivity, engagement! To help you get the most out of this event and go with the energy and flow you’ve been assigned your own personal Experience Crew Member. He or she will call you soon to spark and support your ideas and ambitions for attracting APEX participants. We want you have a successful lift off and flight. Exhibitor Journey 6 What is an Pitch Pad and what kind of Pitch Pad should I put together?
  7. 7. These general questions will help us understand what will make this event successful from your point of view: 1. What motivated you to be an Exhibitor at this year’s APEX? 2. Who do you want your space to attract and engage? 3. What outcomes are you looking to achieve from being an exhibitor? These specific thought-provoking questions are designed to trigger your creative side. The Experience Crew can also provide suggestions if you need help: 1. What impact do you want your floor experience to have on visitors? For example: a. What new information will they have when they walk away? b. How will they feel about your company/organization, product or services? c. What would you like them to do next after engaging with you? d. What do you want them to say to others? 2. Of the things your company/organization offers, what do you think is most interesting or exciting to share at APEX? 3. What is unique, unusual, or distinctive about your company/organization and its products/services? 4. How can the way your booth looks prompt people to stop rather than walk past? 5. How can what people see happening in your space prompt people to stop rather than walk past? 6. Once people have stopped at your space, what will make them want to stay and interact for a while? Also, please have any updated contact information ready so we can collect this during the interview. We really want to give you everything you hope for as a result of your participation. Welcome aboard! Experience Survey 7 We want to make this event as successful as possible for you. If at all possible, please review these questions before the initial phone call with your Experience Crew Member.
  8. 8. To help exhibitors get all the information to Colorado Technology Association and the contractors on time and to help them receive lower rates. Please feel free to use this checklist in your planning. Deadline Date Checklist 8 ACTION ITEMS DEADLINE DATE COMPLETED Experience Survey ASAP (to be discussed during initial phone call with Experience Crew Member) ______________ APEX Participation Form *Forms filled out after August 7th are not guaranteed to appear in the event program. 8/7/2013 11:59pm ______________ Booth Payment to Colorado Technology Association 8/7/2013 ______________ Electrical Form Completed (if applicable) 8/23/2013 (for guaranteed service) ______________ Internet Form Completed (if applicable) 8/23/2013 (for guaranteed service) ______________ Signs Ordered (if applicable) 8/27/2013 ______________ Booth Furnishings/Accessories Form (if applicable) 8/27/2013 (for advance discount) ______________ Labor Form Completed (if applicable) 8/27/2013 (for advance discount) ______________ Modular Rental Booths Order (if applicable) 8/27/2013 (for advance discount) ______________ Freight-Advance Warehouse Shipping (arrive by) 9/7/2013 (for advance discount) ______________ Main Event Attendee Registration 10/1/2013 (for Early Bird Discount) ______________
  9. 9. Floorplan 9 Booths 16 – 21 are available to Stage Sponsors only In order to curate the most interactive and engaging floor, CTA will assign the first round of booth floor assignments on August 12th. Neither CTA or your Experience Crew member will be able to tell you which booth you will be assigned to prior to August 12th.
  10. 10. Booth Layout and Dimensions 10 Booth Layout and Dimensions These booths will be in a pod-type layout featuring two 5’ corner walls. Booths 05,06,11-14 will be 100 sqft with a 10’x10’ layout. Booths 26-38 will be 102 sqft with an 8’x12.75’ layout Booths 16-21 are 133 sqft and are reserved for Stage Sponsors Green denotes 5’ wall placements
  11. 11. Booth Layout and Dimensions 11 These booths will be in a back-wall layout featuring one 10’ back wall and two 3’ side walls. Booths will be 100 sqft with a 10’x10’ layout. Green denotes 10’ & 3’ wall placements Booth Layout and Dimensions
  12. 12. Directory of Service Providers and Preferred Vendors 12 Power & Internet ServicesExposition Services YellowDog Printing & Graphics 303.765.2000 Matt Wood mwood@yellowdogprinting.com www.yellowdogprinting.com *CTA Members receive a 10% discount Hyatt Regency Denver Hotel 650 15th St Denver, CO 80202, United States 303.436.1234 www.denverregency.hyatt.com Brede 303.320.5100 www.brede.com Order form at the end of this kit Portable Displays/Print/GraphicsHyatt Hotel Services Swank Audio Visual & Swiscomm Order form within Brede order form CTA will provide (1) wireless connection and (1) 5amp power drop. All additional needs must be ordered through this form. Hotel Accommodations Hotel Teatro (0.6 mile from Hyatt) 1100 Fourteenth St Denver, CO 80202, United States 1-303-228-1100 www.hotelteatro.com The Curtis (0.4 mile from Hyatt) 1405 Curtis St Denver, CO 80202, United States 1-303-571-0300 www.thecurtis.com Crowne Plaza Hotel Denver 0.8 mile from Hyatt) 1450 Glenarm Place Denver, CO 80202, United States 1-888-444-0401 www.ichotelsgroup.com Hyatt Regency Denver Hotel (Site of the event) 650 15th St Denver, CO 80202, United States 303.436.1234 www.denverregency.hyatt.com Magnolia Hotel Denver (.5 mile from Hyatt) 818 17th St Denver, CO 80202, United States 1-303-607-9000 www.magnoliahoteldenver.com Sheraton Downtown Denver (0.6 mile from Hyatt) 1550 Court Pl Denver, CO 80202 303.893.3333 www.starwoodhotels.com Lighting/AV/Design Services O2 Group Warren Kuchel 303.389.9854 ext.508 warren@o2Group.com
  13. 13. What is not included with our booth fee? Services not provided by Colorado Technology Association include, but are not limited to: · Power (CTA will provide up to 5amps of power, however, if you require more, you will need to order this) · Wired Internet (CTA will provide wireless internet, however, if you require a hard line, you will need to order this) · Booth Furnishings and Accessories · Rental Booth · Plasma Rentals · Signs or other printed materials · Load in/Load out labor/Installation/Dismantle labor · Advanced shipping of crated, boxed or skidded materials Please visit page 6 of this kit for a list of service providers and preferred vendors you can order additional services through. How do I reserve my booth? Please fill out the online participation form then pay for your booth. Once we have received both your form and payment, we will review your information and assign you your booth number within 48 hours. You will receive an email with this and other information you will need to prepare for APEX. How can I find out more about APEX? Please visit www.APEXcolorado.com for more information about this year’s APEX. What is the Colorado Technology Association? Founded in 1994, the Colorado Technology Association is a 501(c)(6) not-for-profit organization dedicated to advancing the technology industry. Our mission is to foster growth and opportunity for the technology industry by: •Engaging and unifying stakeholders to build a strong collective voice to policy makers •Driving influential leadership in critical areas: job creation, economic development, innovation •Leveraging insights and trends to help businesses optimally perform in a global marketplace •Ensuring Colorado’s technology companies are recognized for their leadership and innovation Where can I find a copy of the APEX Participation Form? The APEX Participation Form can be found here or on the information page of the APEX website. (The Participation Form is different from the Experience Survey within this Kit). When is the participation form due? The APEX Participation Form needs to be submitted online no later than August 7th at 11:59pm to be included in the printed APEX event programs. You may submit after this date, up until September 3rd at 11:59pm, however, you are not guaranteed to appear in the event printed program. You will appear in all digital formats. How should I submit my application for space? You can sign up for space by filling out the APEX Participation Form May I hand carry my booth materials into venue? Yes. Materials may be hand carried and/or wheeled in on your own two wheeled dolly. If any additional labor, flat bed dolly and/or crate are needed, you will need to order those additional services through Brede. Please see page 6 for contact information. Frequently Asked Questions 13
  14. 14. Will there be security overnight after set up? CTA will be hiring an on-site security guard between Sept 10 at 4pm and Sept 11 at 7am. Colorado Technology Association is not liable or responsible for any missing and/or damaged property. Colorado Technology Association recommends that you do not leave items such as laptops or portable devises overnight at the venue. May I set up the morning of the event? No. All booths must be set up by 4PM on Tuesday, September 10th. Load in hours are 11AM – 3PM, however, you may continue to set up until 4PM. You may set up last minute additions or smaller equipment like laptops or portable devises the morning of Wednesday, September 11th between the hours of 5:30 – 7:30AM. All booths must be fully set up and ready by 7:30AM on Wednesday. How are booths assigned? On the APEX Participation Form, you will be asked for your first three choices of booth assignments. Space is first come first serve and Colorado Technology Association cannot guarantee you will get your first choice. If your first choice has already been requested by another company, you will be assigned your second choice, and then your third. How do I register my company employees to attend the event? Visit www.APEXColorado.com and click on the Register Now button. If you have registration questions please contact call the main line at 303.592.4070. May I order exhibitor services online? No. Please Brede’s Exhibitor Services Form at the end of this kit. To order, fill out this form and submit to Brede. May I make sales on the show floor? Yes. We encourage Colorado companies to do business with other Colorado companies. Please feel free to swap business cards, schedule business meetings, or even close sales transactions on the floor. May I break down my booth before the show closes? No. All booths must be staffed by at least one employee between the hours of 7:30AM and 7PM on Wednesday, September 11th. Strike/load out will not begin until 7:15PM. Booths who tear down prior to 7:00PM will be subject to a $500 fine. Is there anything I should remember to bring for set up? Colorado Technology Association will not be able to provide you with any additional power chords, tools, tape, zip ties, etc… please remember to think through both your booth needs and your set up needs and bring all necessary items with you. May I leave my booth during the conference? All booths must be staffed by at least one employee between the hours of 7:30AM and 7PM on Wednesday, September 11th. Please communicate within your on-site team to determine who will be at the booth at what times. There is plenty to go see and participate in, so we encourage you to look at the event agenda prior to September 11th to work out who would like to attend what. Frequently Asked Questions 14
  15. 15. What can I participate in during the day? This year's APEX technology conference features more than 20 speakers during panels and presentations throughout the day discussing the newest trends in technology. In addition, many other exhibitors will be demonstrating their innovation throughout the day including a networking reception from 5-7PM on the floor. How much should I expect to pay for additional services? Your cost will vary depending on how much you order and what type of product and/or service. If you were to order wired internet for one IP address, 10 amps of power, an extension cord and a power strip, you could expect to pay approximately $400. Please see page 6 for the full list of available service providers and links to their pricing. Are there other rules and regulations I should consider? Hanging Signs & Graphics – As long as your signage fits within your booth space and is structurally stable, you are welcome to use whatever signs you need. Please be aware that stapling or pinning signs to the walls is prohibited. Zip ties are a great way to hang without any damage. To protect the venue, we regret that you are not allowed to affix anything to Hotel walls, doors or fixtures. Towers – As long as your towers fit within your booth space and are structurally stable, you are welcome to use them. Structural Integrity – All materials, displays, signs, and equipment must be structurally stable and secure. Colorado Technology Association is not liable for any damage incurred due to instability and such displays will be asked to be removed. Flammable and Toxic Materials - Flammable and toxic materials are strictly prohibited and will not be allowed on the premise. Electrical/Internet – Extra power and internet is not provided by Colorado Technology Association and must be ordered through Swank Audio Visual. You can also order extension cords and power strips should you need. Please see page 6 of this kit for Swank AV contact information. Storage – Storage will be available on-site, however, space is limited so please plan accordingly. For the overall effect of the floorshow, we ask that all left over boxes be either stored in the provided storage or under draped tables. Sound/Music – Sound and music is permitted and even encouraged, however, please be respectful of your neighbors and keep volumes at a reasonable level. Parking Hyatt Regency Denver has a limited amount of underground parking spaces available on a first come, first serve basis for in- house guests and patrons of the hotel. Underground self-parking is located off of 14th and Welton Streets. The parking office for vehicle departure is adjacent to the parking elevators on the lobby floor. Current parking rates are as follows: • Self-parking is $26.00 • Daily Valet 8+ Hours/Overnight $34.00 Charges will occur per vehicle. Prices are subject to change. Frequently Asked Questions 15
  16. 16. Where do I ship my booth? Brede is coordinating all pre-shipped booths. Please see page 6 for contact information. Please use the shipping labels that are included in this kit. Warehouse Shipping Address: TO: Exhibiting Company Name and Booth # FOR: APEX Brede Exposition Services c/o Brede Warehouse 5140 Colorado Blvd. Denver, CO 80216 Brede will accept crated, boxed or skidded materials at the above address. Material arriving after September 7, 2013 will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM – 4:00 PM. Show Site Shipping Address: TO: Exhibiting Company Name and Booth # FOR: APEX c/o Brede Exposition Services Hyatt Regency Denver at Colorado Convention Center 650 - 15th Street Denver, CO 80202 Day of Questions? Brede will maintain an efficient, business‐like service desk, which will be staffed from the first day of move‐in through the last day of move‐out. Our on‐site support staff is always ready to assist exhibitors and show management with any questions or requests. The Service Center will be staffed by courteous and professional personnel, ready to assist in any way. Please note that Brede staff will charge for any manual labor not previously arranged and the CTA volunteers are not able to help you physically move equipment or set up your booth. Should you need assistance in this area, please order additional labor from Brede. Additional questions? Please contact Aimee Charlton, Event Program Manager, 303.592.4067, acharlton@coloradotechnology.org. Frequently Asked Questions 16
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