Supplies and Equipment
What will be provided
- The requested number of tables; chairs (2 per exhibit).
- Access to electricity (if requested).
- Access to a water source (if requested).
- Tent (if requested).
- Poster stand or easel (if requested).
- Food and drinks in Forbes 2064 and ISTC 116 during the event.
- Volunteers to help.
What you need to bring
- Supplies, displays, and brochures/handouts related to your exhibit.
- A 6–12 ft. extension cord and power strip if you requested access to power.
- Water buckets, if you need water for your activity.
- Water bottle or mug.
- Comfortable, closed-toe shoes. Dress for the weather if outside – hats and sunscreen are encouraged!
- Tape and other supplies to set up your exhibit.
- Extra chairs (optional).
- Lunch food, snacks, or drinks for the Expo staff potluck, May 2–3 (encouraged – please drop off at Forbes 2064 and ISTC 116).
Locations
Before arriving, please be aware of where you will be located and how you will transport exhibit materials to and from your vehicle. Note: most exhibit locations are outside on a lawn. See the map for additional locations.
Exhibits
Please refer to your exhibit number assignments.
- Exhibits #1–12: Inside, Forbes Natural History Building (Forbes)
- Exhibits #13–26: Outside, East of Forbes
- Exhibits #27–30: Parking Lot E46
- Exhibits #31–37, #39, #42–43: Outside, South of Evers Lab
- Exhibits #38, #40–41: Outside, South of Natural Resources Studies Annex (Annex)
- Exhibits #44–46: Outside/Inside, Annex Greenhouse Area
- Exhibits #47–54: Inside at Illinois Sustainable Technology Center (ISTC)
Loading Zones and Parking
- Exhibits INSIDE or NEAR Forbes or Lot E46, please unload from Lot E-46 or the parking lot on the west side of the building.
- Exhibits NEAR Evers Lab or Annex, please unload along the drive between Evers and Annex.
- Exhibits INSIDE ISTC, please unload at ISTC.
Please be mindful of other people, vehicles, and University property.
After unloading, please move your vehicle to a permitted space or parking meter to avoid congestion around the loading areas. Free parking is available at the Atkins Buildings, located at 1800 S Oak St (north of Forbes), and in Lot E46 for those with a permit north of Kirby.
Schedule
Thursday, May 1st, 12 to 4:30 p.m.
Setup Checklist
- Locate your exhibit space corresponding to your exhibit number. Tables, chairs, and tents (if applicable) will be set up or in the process of being set up when you arrive. Please be mindful of the people setting up and moving equipment.
- Exhibitors using an electrical connection should bring a 6- to 12-foot-long extension cord or power strip to make their connection to power. *IMPORTANT*: Please test all electrical equipment on Thursday!
- Exhibits with Tents: Ensure tent weights are attached and secured.
- Exhibit equipment and non-valuable items should remain at your exhibit space overnight. For 10-foot tents, please lower the canopy down to cover these items. DO NOT LEAVE VALUABLE ITEMS OUTSIDE OVERNIGHT.
- Pick up T-shirts and name tags on the 1st floor, in the main foyer inside Forbes.
- Water for exhibits will be located inside the Forbes building near the front entrance and in the Annex Greenhouse. Please bring buckets to transport water to your exhibit.
- Familiarize yourself with the nearest safe shelters, lunch areas, restrooms, fire extinguishers, and other locations.
Friday, May 2nd, 8 a.m. to 4 p.m.
8 a.m. (or earlier)
Arrive at your exhibit location and finish setting up.
Parking is available at permitted or meter spaces or at the Atkins building lot north of Forbes.
Drop off food at the designated rooms at Forbes or ISTC.
8 to 8:45 a.m.
Final setup, safety Inspection. Identify safety concerns and remedy potential risks (i.e., tripping hazards, electrical hazards, precarious items). Rope, zip ties, and tape will be available at the information booths. Send extra exhibitors to greet buses.
9 a.m.
Expo opens to the public.
11 a.m. to 1:30 p.m.
Exhibitor & Volunteer Lunch at Forbes on the 2nd floor (Room 2064) and ISTC (Room 116)
2 – 3 p.m.
PRI Staff and guests visiting the Expo.
3 p.m.
Expo closes for the day; relocate valuable items to a secure location. Tents only – drop canopies, ensure weights are secured. Unplug electrical cords and move power strips off the ground.
4 – 6 p.m.
Expo Happy Hour at Riggs Brewery, 1901 S High Cross Rd, Urbana, IL, 61802.
Saturday, May 3rd, 9 a.m. to 5 p.m.
9 a.m. (or earlier)
Arrive at your location and finish setting up. Parking is free on Saturday. Drop off food at the designated rooms at Forbes or ISTC.
9 to 9:45 a.m.
Final setup, safety Inspection. Identify safety concerns and remedy potential risks (i.e., tripping hazards, electrical hazards, precarious items). Rope, zip ties, and tape will be available at the information booths.
10 a.m.
Expo opens.
11 a.m. to 1:30 p.m.
Exhibitor & Volunteer Lunch at Forbes on the 2nd floor (Room 2064) and ISTC (Room 116)
3 to 5 p.m.
Expo closes for the day. All PRI items must be returned to their original location.
Teardown/Cleanup Checklist
- Stack and store all rented tables, chairs, and tents (if applicable) before leaving.
NOTE: Many tables and chairs used inside Forbes and ISTC are owned by PRI and must stay in their respective buildings. - Unplug any extension cords. Event personnel will collect these items.
- Collect all personal items and dispose of any trash.
- Check the area for any forgotten items.
- Report any damage or issues to event personnel.