Arrival Procedures

Staggered Arrival Plan

All arrival groups are currently being updated. Check back to find your school name in one of the groups below. The schools closer to Hot Springs will have earlier arrival times.

Arrival Group 1 (8:30 a.m.–10:00 a.m.)
Arrival Group 2 (9:30 a.m.–11:00 a.m.)
Arrival Group 3 (10:30 a.m.–noon)

If your school is further than 200 miles from the convention center or if you are traveling by plane, you may choose the arrival group that works best with their travel schedule. Email your preference to events@eastproject.org by February 2.

Once You Arrive

During your group’s scheduled arrival time, you should accomplish the following:

  • Line up at the loading dock. Do NOT park or unload in the loading dock earlier than your group’s scheduled time. Schools arriving early will NOT be allowed to unload and will be asked to come back at their scheduled time.
  • Unload. Unload very quickly and take all materials to the booth. 
  • Check-In. On-site registration instructions below. 
  • Start booth set-up. Set up as much of your booth as possible. At the end of your group’s arrival time, you will be asked to leave the Exhibit Hall to make room for the next arrival group.

Your arrival group will have 1.5 hours to unload and begin booth set-up. The Exhibit Hall will be open from 12:00–1:45 p.m., as well as after Opening Plenary until 6 p.m., for completion of booth set-up. On leaving the Exhibit Hall, you are free for hotel check-in, lunch, etc.

On-site Registration

While students unload, a facilitator (not a student) must check your school in at the registration desk. Registration will be divided into four groups (A-D, E-K, L-N, and O-Z), according to first letter of school name (i.e. J for Joe T. Robinson High School).

At registration, the facilitator will confirm or revise your school’s list of registered participants (facilitators, chaperones, students and guests) and ensure the correct number of tickets and name badge holders. If additional tickets are needed after registration, they must be purchased separately. 

Hotel & Emergency Contact Form

Facilitators will be asked to complete a Hotel & Emergency Contact Form to be used by EAST staff in case of an emergency during the event.  Expedite the registration process by completing this form in advance and bringing it with you to registration. 

Registration Packet Contents

  • List of your school’s registered participants 
  • Exhibitor booth assignments
  • Exhibitor promotional items
  • Lanyards & badge holders for your prepared name tags
  • Program Impact Assessment judging schedule
  • Banquet tickets (All attendees must have ticket to attend Banquet.)
  • T-shirt tickets
  • Programs
  • Hotel and Emergency Form

This page was last updated on Wednesday, November 3, 2010 at 2:20:20 PM | View update history