Arrival Procedures

Staggered Arrival Plan

All arrival groups are currently being updated. After arrival plans are updated, find your school name on the links provided below. The schools closer to Hot Springs will have earlier arrival times.

Arrival Group 1 (9:00 AM - 11:00 AM)
Arrival Group 2 (10:00 AM - 12:00 PM)
Arrival Group 3 (11:00 AM - 1:00 PM)

Schools with a longer driving distance or traveling by plane may choose the arrival group that works best with their travel schedule. Email your preference to events@eastproject.org by February 3, 2010.

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 setup. 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 2 hours to unload and begin your booth setup. The Exhibit Hall will be open again from 1:00 PM-3:45 PM to complete your booth setup. During the time you are not in the Exhibit Hall, you are free to go check in at your hotel, have lunch, etc.

On-site Registration

While students unload the bus, 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 the registration desk, the facilitator will confirm or revise the list of registered participants from your school (facilitators, chaperones, students, and guests) to ensure accuracy in the number of tickets and name badge holders for your group. If additional tickets are needed after registration, they must be purchased separately.

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

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 Monday, October 19, 2009 at 2:56:04 PM | View update history