The Indie Discount
GDEX is a show for smaller teams and games to showcase their newest projects. Being an indie team ourselves, we understand that money is tight, but conventions are worth every cent. Because of this, we strive to make GDEX affordable to as many smaller teams and devs as possible. To help subsidize costs for these smaller developers, we have created "The Indie Discount", a discount program that allows smaller teams to get the same great booths for less.
If your team or company has less than 8 Full Time Employees and your company brings in less that $500,000 annually, than you qualify for this discount. Be sure to mark your eligibility for this discount during the application process, so that we can send you the proper checkout page. We'll see you on the showfloor!
Friday Load In
With our move to the Greater Columbus Convention Center, we are requiring that all developers load in on Friday September 29th. This will allow GDEX to run as smooth as it always has in this much more exciting and bigger venue. Please plan your schedules accordingly when planning for making your trip to GDEX
Electricity
The team at GDEX is currently working with our partners at the Greater Columbus Convention Center on the conventions need for power. Currently, all booth spaces are responsible for paying for their own power usage. The base cost for Electricity is $75
Thank you for being a part of GDEX!
Below is some basic information that you'll want to know as we move closer to GDEX Weekend.
Setup
Setup will occur on Friday September 29th from 11am-6pm. You will be given a load-in window for your exhibit space. Please make sure to bring everything you'll need for setup as GDEX volunteers cannot guarantee that
GDEX Show floor Hours
GDEX will be open 10am - 6pm on both Saturday the 30th and Sunday the 1st. You are expected to have your booth operating and staffed during those hours. Additionally, we ask all vendors to be onsite with their booth ready by 9:30 AM each morning.
Please stay tuned for additional information as we approach the event.
Exhibitors are expected to create a positive, safe, and professional space in which guests can interact. Put thought, effort, and skill/talent into your overall presence and guest experience. This includes your signage, take-away/collateral materials, videos/presentations/demos, and interaction with guests. Have back-up equipment and back-up plans in case you run into issues with any of your materials.
All exhibitors should attempt to keep their content displayed within a ‘T for Teen’ rating or below. Anything that might be deemed rated ‘M for Mature’ should have all ratings marked visibly and kept to a minimum. Content that may be deemed ‘A for Adult’ including nudity, pornography, explicit language, and other explicit content is NOT allowed under any circumstances and will not be tolerated. Exhibitors who violate these policies will be escorted from the premises by authorities and banned from all future events.
Each booth will be provided with two tables and two chairs for standard booths or 4 tables and 4 chairs will be provided to large booths, and the basic Pipe and Drape setup as a part of the exhibitor fees. ISE Spaces will consist of a tabletop in the ISE section as well as a single chair. Anything on top of these accommodations must be provided by the exhibitor.
Payments are due 30 days after the confirmation and acceptance of your booth space. If you are unable to pay for your booth within those thirty days, you are able to pay a deposit during the original due date, and then get an extended payment time of 60 days after the deposit date to pay off your remaining balance. Please contact your GDEX Representative immediately if there are any problems with the payment portal.
Every exhibitor space will come with a set amount of Exhibitor Passes (3 for small space, 6 for large space and 1 for an ISE space.). These passes will allow for exhibitors to enter the expo area and show floor. These passes will also function as a standard full weekend pass, allowing exhibitors into the various workshops and panels that will take place throughout the expo’s floor hours. Additional exhibitor passes may be purchased from our Exhibitor portal for $50.
Exhibitors may also upgrade their pass to include all of the events included with a Premiere pass for an additional $50. Exhibitors may purchase the amount of Premiere upgrades equal to the amount of exhibitor pass that an exhibitor has purchased.
GDEX Exhibitors are also permitted to purchase a pass to the GDEX Dev Day event for $50. Similar to the Premier pass upgrades, the number of Dev Day passes available are equivalent to the number of Exhibitor Badges that your company has purchased.
Booths will be provided with tables and chairs based on their size. If you are in need of extra tables or chairs, please contact your GDEX Representative and they will direct you to where those can be purchased.
Exhibitors are free to sell their products, participate in raffles/contests, endorse their social media and crowd-funding campaigns while at the Expo. However, exhibitors must do so in a non-aggressive and respectful manner. Exhibitors may not force or coerce guests to purchase, participate in, or sign-up for any products, activities, or events. Additionally, exhibitors must keep all contests and freebies within the legal bounds of Ohio law.
Multivarious reserves the right to cancel any promotions if they are deemed to be unfit or disruptive to the event.
Exhibitors are responsible for bringing enough staff to assemble, disassemble, and run your space for the duration of the Expo hours. Bringing extra volunteers is always a good idea, to allow your people to take breaks, browse the other exhibitor stations, and make new connections. Booths are expected to be operated throughout the entirety of the expo. Please do not close or break-down your spaces until the expo end times unless absolutely necessary.
Please keep all booth staffing dressed and presentable in a fashion that might be rated ‘E for Everyone’. Cosplay style costumes are allowed as long as all costumes and clothing are non-sexually provocative or overly revealing. Any exhibitor booth staff that may be presented as a “booth babe” is not allowed for this event. GDEX Staff have the right to request costume/clothing changes if an individual is found to be in violation of this policy.
Exhibitor booth staffing must dress in a friendly and non-sexually- provocative manner.
For ISE Spaces, we ask that you attempt to staff your area throughout all hours of the expo. Multivarious understands that there may be times in which you need to leave your space, but keep in mind that Multivarious and The Greater Columbus Convention Center are not responsible for any lost, stolen, or damaged items while you are at GDEX. We recommend not keeping valuable items that can be easily taken out in the open. Please store your extra items in your car or another personal area. We are not responsible for lost or stolen items.
Multivarious will only be providing power to ISE table users. For other booth types, you are responsible for setting up your electricity needs with The Greater Columbus Convention Center’s provider.
We have been informed that electricity will cost our exhibitors $75 for a single 5 amp outlet. You are allowed to use a power strip on this outlet at no additional cost, but please be aware that this 5 amp requirement is a hard limit, and we cannot do anything to help you if you do not have the proper amps to cover your setup.
Additional outlets should be able to be purchased before and during the event, but we recommend to plan accordingly as day of logistics incurs an additional fee that you will need to cover.
More information about power usages and needs will be made available to you as it is told to us. Please stay updated with GDEX staff to ensure you are properly prepared for the event.
We recommend that you bring everything you need to display already downloaded. The Greater Columbus Convention Center has internet available for an additional fee that the exhibitor is responsible for paying for.
If you require Internet for your booth, please contact Multivarious as soon as possible to make sure that you have the proper contacts to setup your access.
As an exhibitor, you are solely responsible for the property and materials you bring with you. Multivarious and The Greater Columbus Convention Center are not responsible for any lost, stolen, or damaged property before, during, and after the event. Multivarious, The Greater Columbus Convention Center, and any of its members/representatives are not responsible for any lost, stolen, or damaged property.
The expo space will not have extra or private security.
You need to arrive with all of your gear on Friday September 29th, 2017 for exhibitor setup. This year’s expo will have vendors set up their booth spaces the night before the event, allowing for ample time for setup.
If you need to reserve a hotel room nearby you can find discount accommodations at various hotels near The Greater Columbus Convention Center. The most up to date link can be found at https://www.thegdex.com
Arrive to the area on Friday to begin setup of the booth space. You can unload your equipment at the The Greater Columbus Convention Center loading dock, where a GDEX Staff member will help get you organized. Please listen to the GDEX Staff closely as they will be attempting to transition many vendors at the same time.
Upon Arrival to the The Greater Columbus Convention Center loading docks, you must speak with a GDEX staff member to sign in with the event. There you will be given your space location and the okay to start unloading. Please do not start unloading your vehicles until you are instructed to by GDEX staff
Volunteers will not be permitted to assist with unloading of vehicles or handling exhibitors’ property)
Your assigned space will already have the appropriate number of tables set-up. Extra Tables and Chairs for use in the event can be rented for the weekend for an additional fee, but there is no guarantee that there will be extra tables and chairs available day of event. Please have your space entirely setup and ready for guests by the time you leave the area Friday night.
The doors will open to vendors at 8:30 am. Upon arrival, check-in at the GDEX Info booth. Vendors are expected to have their booth space ready for attendees by 9:30 am.
The show floor will be open from 10 am until 6 pm. Exhibitors are expected to have their booths staffed and presentable throughout these times. If any emergencies arise, preventing the ability of having a staffed booth, please contact GDEX staff ASAP.
Most audio is allowed with the exception of profanity. This is a public event open to all ages and will not exclude anyone. As such, keep all audio rated ‘T for Teen’ or ‘E for Everyone’. Please display your game ratings prominently.
Volume: Keep your volume manageable. Do not compete with other exhibitor spaces. You as an exhibitor and all of your peer exhibitors in the expo space will be showcasing your games and technology via various digital media that produce sound. GDEX volunteers will be monitoring the show floor and will do their best to keep all exhibitor sound production at equal levels. If you feel a neighbor exhibitor is being too loud and overpowering your space and those around you, please contact a GDEX volunteer. You will be required to lower your volume if requested by GDEX Staff.
If audio is a primary and important component to your presentations, consider bringing headphones for your guests to use at your booth.
Treat all guests with respect and remember that we are all guests of The Greater Columbus Convention Center.
If you have a true problem with a guest, please let a GDEX volunteer or contact your GDEX Representative.
You can email your questions to your GDEX representative during the event, but for the most timely response please let a GDEX volunteer know. They will get you in contact with the appropriate GDEX staff member and we will assist you in any way we can.
