Information regarding setup, equipment, hours, and policies for all participants. Please read it carefully to ensure a smooth and successful weekend.

 

Setup & Event Schedule

 

Friday, October 10 (Optional Early Setup)

• Hours: 8:00 AM – 11:00 AM

• Details: This setup window is before the mall opens. Please be aware that if you choose to set up on Friday, your specific space may not be marked upon your arrival.

Saturday, October 11 (Main Setup & Day 1)

• Setup Hours: 8:00 AM – 11:00 AM

• Event Hours: 11:00 AM – 9:00 PM

• Important Arrival Instructions:

  • Please use the service doors or the lower-level mall entrances by Macy's and JCPenney. The Macy's entrance is closest.

  • DO NOT use the main, second-level mall entrance, as it will be closed during setup hours and is not practical for loading.

Sunday, October 12 (Day 2)

• Setup/Access Hours: 8:00 AM – 11:00 AM

• Event Hours: 11:00 AM – 6:00 PM

 

Breakdown & Move-Out

 

Breakdown may begin only after the event closes to the public at 6:00 PM on Sunday, October 12. You will have one additional hour, until 7:00 PM on Sunday, to pack up and clear your space. All personal items and displays must be removed from the venue by this time.

 

IMPORTANT: Exhibitor Equipment Requirements

 

For Vendors (10x10 Spaces): You are required to bring your own complete setup. This includes your table(s), chairs, side walls, backdrops, and any other displays you need for your space. GameAcon and the venue will not be providing these items for you.

For Artists (Table Spaces):

• One 6-foot table will be provided for you and will be at your assigned space upon arrival.

• We may have a limited number of chairs available for artists, but this is not guaranteed. We strongly recommend bringing your own chair to ensure you have one.

• Your space is located against a wall. You are welcome to use a freestanding banner stand behind your table or hang a backdrop directly on the wall. If hanging on the wall, you must bring your own non-damaging method for doing so (e.g., painter's tape, command strips). You will be responsible for any damage to the wall.

For Celebrity & Special Guests:

• One 6-foot table and two chairs will be provided for you and will be at your assigned space upon arrival.

• Your space is located against a wall. You are welcome to use a freestanding banner stand behind your table or hang a backdrop directly on the wall. If hanging on the wall, you must bring your own non-damaging method for doing so (e.g., painter's tape, command strips). You will be responsible for any damage to the wall.

For All Participants (Power): Shared access to electrical outlets will be available. You must bring your own power strips and extension cords if you require electricity at your space.

 

General Policies & Information

 

Event Map & Space Assignments: The official event map, showing the full layout, is attached to this email. Operating Hours Policy: To ensure a consistently positive experience for attendees, we require all participants to remain set up and operational for the full duration of the event hours on both Saturday and Sunday. Packing up before the event closes at 6:00 PM on Sunday is not permitted.

Security: GameAcon and The Shops at Palm Desert are not responsible for any lost, stolen, or damaged property. We highly recommend securing valuable items when you are not present.

Event Rules: All participants and their staff must abide by the general event rules, which apply to all attendees. This includes policies against face coverings (costume masks are an exception), functional weapons, etc.

We are looking forward to a fantastic and successful event with all of you. If you have any questions, please email us at info@gameacon.com.

Best regards,

The GameAcon Team