August 21-22, 2024

Irving Convention Center

Irving, Texas (Dallas)

Exhibitor Resources

Welcome to the Cocina Sabrosa 2024 Exhibitor Services Manual

The information below is designed to help guide exhibitors through the planning process of exhibiting at Cocina Sabrosa 2024. Schedules and deadlines as well as links to additional information, online ordering sites, and downloadable printable order forms are included for your convenience.

Show Schedule

Exhibitor Set Up
Tuesday, August 20, 2024, | 9:00 AM – 5:00PM

Show Hours
Wednesday, August 21, 2024, | 10:00 AM – 5:00 PM
Thursday, August 22, 2024 | 10:00 AM – 4:00 PM

Exhibitor Breakdown
Thursday, August 22, 2024, | 4:00 PM – 7:00 PM

Show Management Contacts

Brand Director
Andrea Ferrando Fletcher
andrea.fletcher@emeraldx.com

Account Executive
Jurgen Oliver
jurgen.oliver@emeraldx.com

Operations Director
Tim Berry
tim.berry@emeraldx.com

Marketing Manager
Lorena Bouwer
lorena.bouwer@emeraldx.com

Show Location -Transportation & Housing

Where is the Irving Convention Center located?
The Irving Convention Center is located at 500 W Las Colinas Blvd, Irving, TX 75039.

 Is there parking available at the ICC?
Yes, parking is available in the attached garage at posted rates, more information available here.

Which airport should I fly into?
DFW, serving most major airlines, and DAL, serving primarily Southwest Airlines, are both located 8 miles from the ICC.

Is there a discounted hotel block available?
Please visit the Hotel & Travel section of our website for up-to-date information.

Order Forms and quick links

To order from the general services contractor, LVE: Order online, or email Exhibitor Services

To order electrical and internet: Order online from the Irving Convention Center

To apply for exhibitor insurance: Complete the Online Application and then upload toy certificate of insurance here

To order lead retrieval: View more information from Maritz Global Events

To apply for  cooking/warming and sampling Complete this form

To apply for refrigeration services complete this form

Exhibitors who will be cooking/warming food at their booth must submit a booth diagram for Fire Marshal review and approval here 
8×6 Booth Diagram Worksheet
10X10 Booth Diagram Worksheet
10×20 Booth Diagram Worksheet

To log into the Exhibitor’s console click here 

Advance Warehouse Shipping Label  

Direct to show site shipping label  

Exhibitor Services Manual

 

Cooking & Sampling Information

Can I distribute food and/or non-alcoholic beverage samples at my booth?
Yes, after approval by Show Management and the Irving Convention Center. Please review the guidelines outlined in the Exhibitor Services Manual regarding size, distribution, cooking, etc.

Can I distribute alcohol samples at my booth?
Alcohol that is approved by TABC to be sold in Texas may be ordered from the in-house caterer, Savor, at the Irving Convention Center for sampling and must be poured by a Savor bartender. Exhibitors are responsible for ordering the alcohol and bartender from Savor at their own expense. Please review the guidelines outlined in the Exhibitor Services Manual regarding size, distribution, etc.

Alcohol that is not approved by TABC for sale in Texas can be displayed at your booth only, it may not be opened or distributed.

Can I cook and/or warm food samples at my booth?
Yes, cooking and warming are allowed pursuant to the rules and regulations outlined in the Exhibitor Services Manual. Only electrical cooking appliances and/or warming dishes using canned heat are allowed. Open flame cooking is not allowed. Gas and propane cooking appliances are not allowed. All preparation must be done inside of your booth. The facility kitchen and other areas including outdoor areas are prohibited from being used for food preparation.

Do I need a temporary food permit in order to distribute samples?
No, this is a private event and the City of Irving does not require you to have a temporary food permit.

Do I need to have a hand washing station at my booth?
No.

Do I need a fire extinguisher at my booth?
Only booths that are using canned heat and/or fryers must have a fire extinguisher located within their booth. The fire extinguisher specifications are included in the Exhibitor Services Manual. Fire extinguishers may be self-provided or rented from the Irving Convention Center.

Will a dish washing station be available?
A 3-compartment sink will be available inside the expo hall’s concession stand for shared exhibitor use starting 1 hour prior to show opening until 1 hour after the show closes. The other areas of the concession stand including the refrigerators and cooking appliances are strictly off limits.

Will cold storage be available?
Yes, LVE will maintain a reefer trailer with accessible storage. Please refer to the cold storage order form in the Exhibitor Service Manual for further information. Access to the trailer is restricted to LVE union labor and charges are outlined in the ESM for review. Exhibitors may not retrieve their own product from the trailer.

Individual refrigeration units for booths are also available for rental in the ESM via Lowe. Material handling fees and any electrical connection costs are separate and billable to the exhibitor.

Will ice be available?
Ice can be ordered from the Irving Convention Center here.

Who do I contact if I have questions about cooking, sampling, or booth requirements?
Contact Tim Berry, Director of Operations, tim.berry@emeraldx.com

Booth Logistics

Can I move in early?
Exhibitors with major footprints and/or complex setups may request early move in starting at 1pm on Monday, August 19th. Requests will be reviewed by show management.

When is standard move-in?
Standard move in begins Tuesday, August 20th at 8am and must be completed by 5pm.

Is electrical included in my booth package?
No, booths do not include electrical connections. You must order electrical directly from the Irving Convention Center, linked here. Please carefully review your electrical needs and order the appropriate amount for the equipment at your booth. Electrical cooking appliances often require higher levels of power and under-ordering will result in tripped connections and may disrupt your cooking ability at your booth. Onsite power modifications will incur higher rates and associated labor charges.

Is carpet required in my booth?
No, carpet is not required. If you would like your booth carpeted, it can be ordered through the General Services Contractor, LVE, here.

Do I need to submit a booth diagram?
Any exhibitor that will be cooking/warming food in their booth must submit a booth diagram and list of cooking/warming devices for review by the Irving Fire Department. The diagram may be a technical drawing or hand drawn, ad must follow the rules outlined in the Exhibitor Services Manual. Worksheets are available for download in the Exhibitor Services Manual for hand drawing. Completed diagrams should be submitted here.

 May I hand carry materials into my booth?
Yes, full-time employees of the exhibiting company may hand carry materials into their booth via the front public doors of the Irving Convention Center as long as items can be freely carried and/or transported in a suitcase with no more than two wheels. Exhibitors may not illegally park in front of the convention center while unloading, they must utilize the parking garage.

Any items requiring a hand truck, flat bed cart, and/or arriving via the loading dock must be handled by union labor with appropriate charges billed to the exhibitor.

What time do I need to have my booth broken down?
Booths may begin breaking down at 4pm on Thursday, August 22nd. You must be clean and clear from the expo hall no later than 7pm unless other arrangements have been requested and approved by Show Management and LVE.

Do I need to have insurance for my booth?
Yes, insurance is required for all exhibiting companies. Requirements are outlined in the Exhibitor Service Manual. Insurance is available for purchase for this show for $65 + tax from TotalEvent at this link.

 Completed COI forms must be submitted to this link by August 2, 2024.

Internet & Audio Visual

Is WiFi available in the convention center?
Yes, low-bandwidth public shared WiFi is available free of charge in the exhibit hall.

 Is upgraded WiFi available?
A wireless connection with a static IP address is available for an additional fee, but the bandwidth is shared with the public WiFi so speeds may be impacted during times of compressed usage. Dedicated hardline internet with higher speeds is available for an additional fee and may be ordered through the Irving Convention Center here.

 Are monitors/other AV equipment available for rental?

Yes, more information regarding rentable AV equipment is coming soon.

Important Dates

July 1
LVE Advance Warehouse Shipping Begins (Accepted through Monday, August 5 without surcharge)

July 19
Update Show Directory Listing
Order Electricity and Internet from Irving Convention Center

July 26 
Book Your Hotel – Coming Soon!

August 2
LVE Discount Deadline for Online Orders (Furnishings, booth cleaning, labor)
Upload Certificate of insurance – or –  Purchase insurance
Order Electricity and Internet

August 16
LVE Advance Warehouse Closes
Must now ship direct to show site with arrival date of August 19 or 20 ONLY

August 19-20
Direct show site shipments accepted
August 19: 1:00 pm – 5:00 pm
August 20: 8:00 am – 5:00 pm

Shipping Information

Where do I ship materials for my booth?

LVE’s advance warehouse will start accepting materials on Monday, July 1st through Monday, August 5th, 2024. Late fees will be assessed for shipments received August 6-16th.
The shipping address is:
Crane Freight – LVE
4050 Valley View Lane, Suite 100
Irving, TX 75038

Direct to show site shipments can be received only on Monday, August 19th from 1pm – 5pm and Tuesday, August 20th from 8am – 5pm.
The shipping address is:
Irving Convention Center – LVE
500 W. Las Colinas Blvd
Irving, TX 76039

Is there a fee for receiving shipments?
Material handling fees apply for all shipments. Please review the material handling information in the Exhibitor Services Manual for further information.

Can I ship cold items for storage?
Items for cold storage can only be shipped direct to show site arriving on Monday, August 19th from 1pm-5pm or Tuesday, August 20th from 8am-5pm for placement into the cold storage reefer trailer. Please review the information in the Exhibitor Services Manual for further details including cold storage shipping labels, storage fees, and labor charges for item retrieval.

How do I ship out from show site?
LVE will handle all outbound shipping from show site at their onsite service desk. There is not an onsite FedEx/UPS center.

Booth Staff Registration

Booth personnel may be registered online here.

Badges will not be mailed. Staff registered will need to pick up their badges onsite at registration upon arriving at the Irving Convention Center. Exhibitors will not be allowed to pick up badges for anyone else and everyone must present photo I.D. when picking up their badge.

All exhibitor personnel must have and visibly wear their Exhibitor badge while in the exhibit hall during move-in, move-out and official show hours.

Each exhibiting firm receives booth staff badges based on the booth package purchased:

  • 8 x 6 Booth: 2 staff badges
  • 10 x 10 Booth: 2 staff badges
  • 10 x 20 Booth: 4 staff badges
  • 10 x 30 Booth: 6 staff badges
  • 20 x 20 Booth: 8 staff badges

Additional exhibitor registrations are available for a fee. Buyers, customers, and exhibitor appointed contractor personnel should not be registered as exhibitors.

Admission Policy

Children

  • Children under the age of 16 must be accompanied and supervised by an adult while on the exhibit floor.
  • Registration for children is complimentary and must be done onsite.
  • All children except infants in backpacks or slings must be registered and badged to be admitted to the exhibit areas.
  • Strollers for children are permitted in the exhibit areas during published show hours.
  • Attendees assume all risks associated with the use of strollers on the show floor, including but not limited to personal injury or property damage.

    Exhibitor Appointed Contractors (EAC)
    All contracted personnel must pick up wristbands daily at the EAC Check-In areas before admission to the exhibit floor. Each
    individual person must sign-in and present photo I.D. each day to be issued a wristband. Wristbands cannot be picked up for others.

    Guests

    All guests must have and visibly wear their Guest badge while in the exhibit hall, sessions, or any function held by COCINA
    SABROSA during move-in, move-out or show hours.

Exhibitor Directory Listing

The Exhibitor Hub is the gateway to your digital booth where you can showcase your products and connect with attendees. Visit the exhibitor hub to upload your artwork and designs, company information, and more, to maximize your exposure. For step-by-step instructions on how to log in and update your profile, click here.

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