Exhibitor Manual

Exhibitor Action Checklist

What to do and when to do it…

PLEASE NOTE:  Double-check the dates for these services by going to the forms in this manual.  Show Management will not be held accountable for any misprints to any of the dates that are listed below.  The responsibility lies with the exhibitor.

MOVE-IN, SHOW and MOVE-OUT HOURS

Move-In And Set-Up Hours:

The installation of exhibits will take place during the following schedule.  Obviously, your installation cannot begin until your freight is delivered. 

OVERTIME CHARGES APPLYto any work performed before 8:00am and after 4:30pm on weekdays and anytime on Saturday and Sunday.

Show Hours:

*Friday - Badged exhibitors will have access to the Exhibit Hall at 7:30am each morning.

Dismantling And Move-Out Hours:

In accordance with the display rules and regulations, no exhibits or display may be dismantled before the official close of the show on Saturday, April 30th at 5:00pm.

Show Information (A-Z Guide)

Audio Visual:

Freeman Audio Visual is the official audio/visual services.  They will maintain a full staff on site.  Refer to the General Contractor section of this manual for order form.

Booth Furnishings:

Booth equipment, services and furnishings are available through the General Contractor, Freeman Decorating.  Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing.  Please be sure to indicate your booth number on all forms.  Refer to the General Contractor section.

Business Center:

The Direct Energy Center will operate a full service business center on-site to provide copy and fax services, cell phone and pager rental, and small package shipping, etc.

Catering:

Centerplate has exclusive rights to all catering in the facility.  Menus can be found in the Official Contractors section.

Cleaning:

Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours.  If you need cleaning services in your booth -- vacuuming, shampooing, trash removal – you can order these services by using the form in the Official Contractors Section of the manual.  Show Management does not provide cleaning or vacuuming for booth carpet at any time.

Copyrighted Music:

If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner.  The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.

The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI.  We advise you to contact these agencies as listed below to acquire the proper licenses:

Adherence to these federally mandated copyright licensing laws is of critical importance.  Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.

Crate Removal, Storage And Return:

Empty crates will be removed to storage and returned to your booth at the end of the Show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth.  Do not store merchandise in crates or cartons marked for empty storage.

Display Rules And Regulations:

The following rules and guidelines specify what an exhibitor can and cannot do with his booth space.  These rules and guidelines are based on the physical characteristics of the Exhibit Hall, the intent to be equally fair to all exhibitors, and the safety of all concerned.  Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.

Demonstration Areas:
Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles.  Exhibitors must contract sufficient space to be able to comply with this rule.

When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other Exhibitors.  Aisles may not be obstructed at any time.

Demonstration Equipment:
Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.

Exposed Areas Must Be Finished:
All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces.  No graphics, logos, or print facing into another booth is allowed.  Any company advertisement or promotion must face into the aisle.

In-line and peninsula booths must have a finished back wall covering the back of the booth.  See-through back walls or displays which do not cover the back wall completely will not be allowed.

Please note that all fire hose cabinets must be kept visible and clear.

At 8:00am on Friday, April 29th , any part of a booth with unfinished side or backwalls will be draped by Show Management at the expense of the exhibitor.

Graphics On Neighbors' Side:
The backside of walls - the common border facing a neighboring booth - must be clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.

Height Limitations:
This event follows the line of sight rule, which allows exhibitors to make maximum use of their booth space.  Under the line of sight rule, exhibitors April build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.

The following maximum height limits will be strictly enforced.  No height variances will be granted prior to or on site at the show.  Please plan your booth display and sign structures accordingly.

PLEASE NOTE: Nothing will be permitted above these maximum heights, including signs, banners, truss structures, lighting, and display materials

Inspection Deadline:
Any booth not occupied by 3:00pm on Thursday, April 28th, will be presumed abandoned.  If there is freight in the booth and Show Management believes the Exhibitor will be late, then Freeman Decorating will set up the display as best they can with the information available.  If there is no freight in the booth and/or Show Management believes the Exhibitor will not participate in the show, the booth will be reassigned.  Exhibitors arriving after this time will be given space available and April incur additional costs. 

All exhibits must be completely set by 5:00 pm on Thursday, April 28th. Absolutely no shipment, equipment, or material may be brought onto the show floor during show hours.

Electrical:

All electrical work will be done exclusively by Hynes electricians.  Refer to the Electrical order guide in the Official Contractors section.

Exhibitor Registration:

Exhibitor staff personnel wishing to enter the exhibit floor must wear an Exhibitor Badge at all times.  Refer to the Exhibitor Badges info in the Marketing section for order information.

Exhibitor Service Area:

Freeman Decorating will maintain a Service Center during set-up, show days and dismantling.  All other official show contractors will also be set up in this area as well.  Refer to the Fast Facts page in the General Contractor section for hours of operation.

All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services.  Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.

The person in charge of your exhibit should carefully inspect and sign for all work order forms.  If you disagree with a bill presented for your signature, question it immediately.  If you cannot come to a satisfactory agreement with the contractor, contact Show Management.  Do not put it off.  Once the show has ended, it becomes very difficult to resolve issues.

Floral/Plant Rental:

Spring Valley Floral is the official florist. Please refer to the Official Contractors section for order form.

International Shipping:

Commerce Tradeshow Logistics is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show.  All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport.  It is the sole responsibility of the exhibitor to adhere to customs and international guidelines.  The exhibitor must insure that all documents are valid and complete and procedures are followed correctly.  Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments.  Please refer to the Official Contractors section for additional information.

Liability And Insurance:

Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance.  Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.

License Agreement:

Please be sure you have read the space application for your booth for all exhibition rules and regulations.  It is the exhibitor’s responsibility to adhere to all rules pertaining to your license agreement.

Material Handling (Drayage) Services:

Freeman Decorating is the exclusive material handling provider on the exhibit floor.  They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Direct Energy Center. Material handling includes return of your empty cartons and crates at the close of the Show.  Please refer to the General Contractor section for more details.

Security:

Century Security will provide perimeter guards on the exhibit floor on a 24 hour basis during the entire period of the show (including installation and dismantle).  Every reasonable effort will be made to prevent any loss, however the final responsibility lies with the exhibitor.  If you have items in your booth that are vulnerable to theft, take advantage of the complimentary storage room to lock up your merchandise during non-show hours.

Sound Levels:

Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits.  Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.

Telephone Services/Internet Lines:

All telecommunication services including internet lines will be handled through The Direct Energy Center.  Refer to their order form in the Official Contractors section of the manual.

Vendor Invoices:

Freeman Decorating will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies.  If there is any question as to the charges made, please consult with our show representatives before paying the bill.  Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.

Show Management Contacts

If you have questions: