Here you’ll find important guidance and submission deadlines to help sponsors and exhibitors prepare for the 2024 NC Traffic Safety Conference & Expo at the Greenville Convention Center. This page will be updated as the event date nears so be sure to check back for new information!

Email all questions to our event co-planner Kate Davison at kbdaviso@ncsu.edu.

Sponsor / Exhibitor Contacts

• Lead Coordinator: Kate Davison, kbdaviso@ncsu.edu
• Co-Lead Coordinator: Eugene Murray, eemurra2@ncsu.edu
• Decorator and Shipping Services: Ted Pugh, Hollins Exposition Services, tpugh@hollins-expo.com

Deadlines:

Logo Artwork
If you did not upload a file of your organization’s logo artwork with your online registration, please email your file to kbdaviso@ncsu.edu or email a link to download your artwork from a file sharing service such as Google Drive. Artwork must be received by March 15, 2024 to guarantee inclusion in the printed event materials. EPS file format is preferred as it can be scaled to various sizes without loss of image quality. JPG and PNG file formats are acceptable; at least 300 dpi resolution and 12″ high is recommended for best quality reproduction from these formats.

Door Prizes
All sponsors are invited to offer door prizes. Prize drawings will be held during the conference lunches. If you have prizes to offer, please contact Cheryl Leonard at cleonard2@ncdot.gov or 984-365-1329 by April 8, 2024 and let us know the type and quantity of prizes. Your organization will be recognized during the drawing. Bring the door prizes with you to move-in day on Monday, April 22.

Cvent LeadCapture
We have partnered with Cvent to provide lead retrieval services through their LeadCapture product. We appreciate your support at our event and want you to be able to track the impact of attending our Conference.

How It Works:

• Scan badges to gather lead information
• Score leads and takes notes
• Export leads to any database on demand

To learn more about how to order LeadCapture app licenses see the LeadCapture brochure.

Exhibit Spaces and Decoration

All exhibits will be located in the Greenville Convention Center (GCC). A floor plan of the GCC with booth numbers is below. You will be contacted by conference staff the week of April 8 with your booth number and additional details for move in.

Exhibit spaces assignments are determined by your registration date and sponsorship level.

Exhibit space sizes:

• Diamond and Platinum sponsors: 20′ x 20′ space.
• Gold sponsor: 10’ x 20’ space.
• Silver, Bronze and Exhibitor sponsors: 10′ x 10′ space.
• Vehicle exhibitors may need a 10’ x 20’ or larger space. Contact Kate Davison at kbdaviso@ncsu.edu to determine the space size needed for your vehicle.

All exhibit spaces will include these items:

• 8′ high back wall drape and 3′ high side divider drapes. Drape color is black.
• One 8’ skirted table, 2 chairs, and wastebasket. Skirt color is black.
• Identification sign listing your organization hung on the back wall drape.
• Carpeted ballroom floor.

If you need additional decoration items and services for your exhibit space, contact Kate Davison at kbdaviso@ncsu.edu.

Electrical, Internet and Other Utilities

Your exhibit space will include a 110v electrical outlet if it was requested with your conference registration. Free basic wireless Internet service in the Exhibit Hall and other meeting spaces will also be provided.

Vehicle Displays

Per the City of Greenville Fire Code, all vehicles on display must abide by the following:

• Gas tank shall have no more than 1/4 tank of fuel.
• Battery cables should be disconnected while in the GCC Facility.
• Exhibitors shall not, without the written consent of the GCC Operator, put up or operate any engine, motor, or machinery at the Facility or use oils, explosives, fireworks (including sparklers), burning fluids, camphene, kerosene, naphtha, gasoline or any other petroleum distillates for either mechanical or other purposes. Exhibitors will be responsible for the cost of any fire watch during the Event.

Our event coordinators will schedule a specific time on Monday, April 22 for you to arrive and move your vehicle into the building.

Decorations and Fire Safety

All materials used for decorative purposes must be fire retardant or flameproof and approved by the Greenville Fire Department. All exhibits shall also abide by the following:

• No confetti, glitter, and/or helium balloons shall be used at the GCC Facility;
• No nails, tacks, or screws shall be driven into any part of the Facility building, fixtures, or equipment.
• No signs, stickers, banners, cards, or posters shall be posted within the Facility without the express written consent of the GCC Operator.
• No hazer or fogger machines shall be used without prior written approval of the GCC Operator.

All GCC users shall not do or permit to be done anything in or upon any portion of the Facility, including the Event Space, or bring or keep anything therein or thereupon which will in any way conflict with the laws relating to fires or with the regulations of the Greenville Fire Department, or with any of the rules, regulations or ordinances of the City of Greenville or in any way obstruct or interfere with the rights of the other users of the Facility.

Move-in / Move-out

See the Exhibitor Schedule below for general move-in / move-out dates and times. Exhibitors should move your materials only during the scheduled times. Vehicles for display will be assigned specific times to arrive and move in. All exhibitors are invited to stay through Thursday lunch and move out that afternoon. Exhibitors have the option of moving out Wednesday evening if needed. Contact Kate Davison at kbdaviso@ncsu.edu if you plan to move out Wednesday evening or have any questions about moving in or out.

Exhibitor Schedule

Shipping / Delivery of Exhibit Materials

Hollins Exposition Services is our exclusive provider for receiving and drayage services. Hollins will receive and store your materials up to 30 days prior to the event, and transport your materials to the event venue. Hollins must receive your materials by April 18, 2024. See the Hollins Exhibitor Kit for shipping and pricing details, and contact Ted Pugh, 336-315-5225 office, tpugh@hollins-expo.com for more information.

Additional Obligations for All GCC Facility Users

• All uses of the Facility, and particularly the Event Space, shall be in a safe and careful manner, conducted with full regard for public safety.
• Users shall not violate any federal, state, or local statute, law, or ordinance, and agrees to abide by all regulations and requests by duly authorized agencies and personnel responsible for public safety and the rules and regulations of the Facility promulgated by the GCC Operator.
• Users shall not bring onto the Facility grounds or into the Facility any material, substance, equipment, or object which will constitute a safety or health hazard to the Facility or the people in the Facility. In the event of a dispute as to whether a material, substance, equipment, or object constitutes such a hazard, the GCC Operator’s judgment shall be binding upon the User in determining what constitutes such a hazard.
• Users shall not make any alterations to the Facility, any fixtures, building systems, or equipment. At the end of the Event, Users shall leave the Event Space in a clean (subject to the GCC Operator’s obligations of post-Event cleaning) and safe condition.
• Users will not permit chairs or other objects to be or remain in the passageways or exit ways and will keep all passageways and exit ways clear at all times. Sidewalks, grounds, entries, passages, vestibules, halls, elevators, abutting streets and all ways of access to public utilities of the Facility shall not be obstructed or used for any purpose other than ingress to and egress. Users may not use any portion of the Facility’s sidewalks, entries, passageways other than for ingress or egress to and from the Event Space.