Conference 2009

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Arrival Procedures

Staggered Arrival Plan

All arrival groups are currently being updated. After arrival plans are updated, please find your school name on the links provided below.

Hint: The school closest to Hot Springs will have earlier arrival times.

Arrival Group 1
Arrival Group 2
Arrival Group 3

Not on one of the lists above? Don't worry; we want you to tell us which arrival group is most convenient for you. Please choose the Arrival Group that works best within your travel schedule and email conference@eastproject.org with your choice.

Once You Arrive

During your group's scheduled arrival time, your school should accomplish the following:

  • Line Up for the Loading Dock - Please do NOT park or unload in the loading dock earlier than your group's scheduled time. Schools that show up early will NOT be allowed to unload and will be asked to come back at the appropriate time.
  • Unload - Please have your students unload very quickly and take their materials to their booth.
  • Register - Instructions below.
  • Start Booth Set Up - As time allows, your students can begin to set up their booth. At the end of your group's arrival time, all schools in your group will be asked to leave the Exhibit Hall to make room for the next arrival group.

With your arrival group, you will have 2 hours to unload and begin your booth setup. The Exhibit Hall will be open to all schools again from 1:00 PM - 2:45 PM to complete your booth set up. During the time you are not in the Exhibit Hall, you are free to go check in to the hotel, have lunch, etc.

Onsite Registration

While students are unloading the bus, a facilitator (not a student) must make their way to the Registration Booth to register your school. Registration will be divided into four groups (A-D, E-K, L-N, and O-Z). Your school will be classified under the first letter of your school name that appears on our website (i.e. J for Joe. T. Robinson High School).

At the registration booth, the facilitator will need to review the names of the all registered participants from your school (facilitators, chaperones, students, and guests). They will be asked to make necessary adjustments to the names and number of attendees so we may have accurate information for your registration bags (such as the number of tickets and name badge holders).

Then the facilitator will verify that they have the correct number of tickets in their bag. If additional tickets are needed after the verification at registration, they will need to be purchased.

If you did not upload your students PIA presentation ahead of time, you will be asked to turn in your presentation on CD at this time.

Registration Packet Contents

  • Your school's registered participants
  • Exhibitor Booth Assignments
  • Exhibitor promotional items
  • Lanyards & badge holders for your prepared name tags
  • Program Impact Assessment judging schedule
  • Tickets for the Banquet (All attendees must have these to get into the Banquet.)
  • Tickets for t-shirts
  • Programs
  • Hotel and Emergency Form

This page was last updated on Tue, Dec 9, 2008 at 11:13 AM | View all updates | Site Map