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Drop Policy

By registering for the EAST Conference ( 'Conference'), you are confirming that your school intends to participate fully at this event. Full participation is defined as utilizing your assigned booth space, attending breakout sessions, participating in the presentation judging and staying for the duration of the Conference events. In turn, EAST incurs certain non-refundable costs and expenses for your school. For this reason, any registered school canceling its registration after 3 p.m., CST, February 1, 2019, will be required to pay a $500 drop fee to cover the costs and expenses referred to above. Upon notification of the dropped registration, a fee invoice, payable upon receipt, will be sent to the school's principal. In addition, any registered schools not attending or who do not participate fully in the Conference events will also be required to pay the $500 drop fee. A fee invoice, payable upon receipt, will be sent to the school's principal following the Conference.

Dress Guidelines

EAST Conference is a professional event with business attire expected for all school participants and guests. Comfortable shoes are a must.

Tuesday & Thursday

Casual dress is appropriate. We recommend jeans, khaki or other pants and an appropriate shirt (i.e. EAST t-shirt, polo, etc.). If you are speaking or may be recognized on stage, please change into business attire prior to Opening Plenary.

Wednesday

Business professional is required during the day and at the Awards Gala. For gentlemen, this includes slacks or khakis, a dress shirt or polo, and coordinating shoes. A tie and sports jacket are optional. For ladies, this includes dresses, suits, skirts or slacks with coordinating blouses, sweaters, vests, tops or jackets, and dress shoes. High heels are not recommended for all-day wear.

Additional Dress Guidelines

  • Stomach, sides, cleavage, and back must be covered. Sleeves (not see-through) are required.
  • Dresses, skirts, and shorts must follow school length rules. Tights, pantyhose, or other spandex materials cannot substitute as an extender to dresses, skirts or shorts.
  • Pants must be fitted at the waist (no sagging) with no holes or tears in garments.
  • Headgear (i.e. hats, caps, “beanies”) is not acceptable.
  • Wear comfortable shoes. Flip-flops and house slippers are not acceptable.
  • Specialty EAST shirts designed for your school’s program may be worn as long as they do not violate the criteria mentioned and are worn in a presentable, professional manner.

Luggage Storage

Complimentary luggage storage will be provided Thursday on the Embassy Suites side of the Convention Center. Luggage will be tagged and a bellman will be available to assist.

Security

Throughout Conference, security will be onsite to monitor the Exhibit Hall and other areas in the convention center. However, EAST is not responsible for the loss of, or damage to, any valuables or other items during Conference. Here are some tips to keep your items secure:

  • Do not leave portable items unattended in public areas.
  • Label everything so we can return any lost items to the appropriate owner.
  • Please take all valuable and portable items to your hotel each evening.

Care of Premise

Damage to the exhibit space, Convention Center, related premises, booth equipment or furnishings (collectively the 'Premises') caused by any exhibitor is the full responsibility of the exhibitor. The exhibitor will be billed for any damage repair costs. In addition, no signs, exhibit parts or other materials may be pasted, nailed, hot glued or otherwise affixed to walls, doors or other surfaces in a way that could mar or deface the Premises. Any damage from failure to observe this requirement is payable by the exhibitor as well.

Valuables

EAST is not responsible for the loss of or damage to any valuables or other items of any participant in the Conference.

The terms and conditions referred to above will be governed by the laws of the State of Arkansas and all disputes that might arise in connection with them will be adjudicated in Pulaski County, Arkansas. These terms and conditions constitute the entire agreement and understanding between the parties hereto relating to the subject matter contained herein. Each party agreeing to these terms and conditions covenants that he/she has the power and authority to do so on behalf of his or her school or similar entity.

Internet Options

Wireless Internet is complimentary at the Hot Springs Convention Center. LAN lines may be purchased for your booth if you require a reliable Internet connection.

  • Advanced Order - $200 per computer
  • On-Site Order - $400 per computer

The Convention Center does not allow hubs, switches or routers to be brought on-site to connect more than one computer to a computer with Internet access. You will be invoiced for any additional computers if you bring your own device, which can and will be tracked using IP addresses. If you wish to connect multiple computers to a LAN line, the Convention Center has a limited supply of 4-port network switches available to rent for $25.00 per day. Bring your own network cables.

To make an advance order (prior to the Conference), complete the Electrical Form or contact Kelli Withers at (501) 620-5009, kwithers@hotsprings.org.

ADA Accessibility

EAST welcomes all attendees and complies fully with the Americans with Disabilities Act (ADA). Please notify EAST at least 14 calendar days prior to the event, if you need accommodations related to audio, visual, or mobility needs.

We advise attendees with mobility assistance needs to allow plenty of time to get from place to place as the convention center is very large.

Questions?

For all event related questions, please email events@EASTstaff.org.