Arrival

Freight must arrive between 8:30 a.m. and 4:00 p.m., Monday – Friday and may not arrive more than five (5) days before the start date of the conference. Any shipment arriving greater than 5 days in advance will be charged a $25.00 storage fee per box per day. All shipments are delivered to the Grand Summit Loading Dock.

 

Tentative Exhibitor Schedule 

All conference break buffets will be setup in exhibitor hall allowing attendees to visit exhibitor booths. 

 

Exhibitor Move-In 

Monday, July 10 10:00 a.m. – 12:00 p.m. 

 

Exhibit Hall Open (tentative schedule)

• Monday, July 10 12:00 p.m. – 1:00 p.m. 

• Monday, July 10 2:40 p.m. – 3:10 p.m. 

• Tuesday, July 11 9:25 a.m. – 10:00 a.m.

• Tuesday, July 11 2:45 p.m. – 3:15 p.m. 

• Wednesday, July 12 10:15 a.m. – 11:45 a.m.

 

Exhibitor Move-Out 

Wednesday, July 12 1:00 p.m. – 3:00 p.m.

 

Security 

The exhibit hall will be in an open foyer area. Exhibitor materials will not be secured in that space. The Grand Summit Resort and The Coalition do not guarantee to protect exhibitors against any loss or damage of any kind. Should materials need to be placed in a locked room, Exhibitor items can be stored with other conference staff materials.

 

Shipping and Receiving 

 

Inbound Shipment

Approximate Delivery Times:

Early AM UPS & First Overnight FedEx – 10:00 AM

FedEx Priority & UPS Next Day Air – 10:30 AM

FedEx Standard Overnight, UPS 2nd Day & UPS Ground – 3 PM

 

Incoming Freight

Exhibitors with large amounts of packages and/or oversized, heavy items should be encouraged to ship by freight companies on pallets. This will save them money and help us in keeping it all organized. Be aware that The Canyons is not an exhibition hall and therefore has limited storage space for group shipments.

 

Handling Fees

Small Boxes: $7.00 (Up to 12”x12”x17”; less than 20lbs)

Medium Boxes: $12.00 (Up to 36”x36”x36”; between 21 and 51lbs)

Large Boxes: $25.00 (Up to 72”x30”x30”; between 51 and 100lbs)

Pallets and Crates: Flat $125 per item

*Additional fees based on weight and size may be assessed for oversized shipments

 

Please fill out a Vendor and Exhibitor Drayage Form to expedite delivery onsite.

 

Shipping Address:

 

Attn: On-Site Recipients Name 

Group Affiliation, Exhibitor 

Park City Resort-Canyons Village- Grand Summit 

4000 Canyons Resort Drive 

Park City, UT 84098 

Phone: (435) 615-8040

 

Outbound Shipment

The exhibitor’s sole responsibility is to take care that his/her shipments get picked up. The hotel and The Coalition shall not be responsible for items that are left in the exhibit space. Any item that is not picked up by the carriers or returned due to improper information will be disposed of after 15 days.

 

Exhibitors will be responsible for box packaging. The packaging must meet the carrier’s standards or the carrier may refuse the shipment.

 

Each box requires an address label or shipping document before pick-up from the Grand Summit Conference Area. Exhibitors are responsible for taping up all boxes and affixing labels.

 

The Hotel will not be responsible for damages due to improper packaging or shipping costs of items returned to us by the carriers of non-deliverable items.

 

Each label/shipping document is required to have:

• Shippers name, address, and phone number

• Phone number and contact person are very important in case there is a problem with the shipment and we need to contact the shipper.

• Recipient’s name, complete address, and phone number

• Payment information, carrier account number or credit card must be listed or the carrier will not pick up the item.

 

 

Additional Information

 

If you haven’t already done so, please submit the following items via email to marjorie.tatlonghari@adventhealth.com

• Logo to be included in materials

• Social media handles 

• Website address 

 

If including materials in the attendee packets, please submit a sample for approval.