Table of Contents
Welcome letter
Important Facts & Details
Register Information (to attend the Convention & Exhibitor Badges)
Hotel & Airport Information
2016 Product Show Sponsorships, Contract
Great Ways to Enhance your SMACNA Product Show Exhibit Experience
Shepard- General Contractor forms
Important Dates
General Information
Shepard Terms & Conditions
Third party payment authorization
Exhibitor Appointed Contractor
Shepard Logistics Services
Shepard Glossary
TSE Electrical Service Form
PSAV Audio Visual Order Form
IAEE Exhibitor Handbook
Exhibit Rules & Regulations
2016 SMACNA Product Show
Welcome Exhibitors!!
Thank you again for participating in the 2016 SMACNA Product Show.
This Exhibitor Service Manual furnishes all forms and information needed to prepare for a successful
show. The checklist includes deadlines for advance pricing. Take a moment to familiarize yourself
with these opportunities and capitalize on better service and savings for your exhibit.
Our official show contractor is, Shepard. Standard booth equipment consists of an 8’ high back wall
of draperies with metal uprights and stanchions, 36” inch high division rails covered with draperies,
show colors are flax (light tan) and the table skirt is brown. The exhibit hall has a multi-colored
carpet.
We have worked hard to make your set-up and dismantle as streamline as possible. If you are not
personally ordering the services or setting up the booth, give a copy of this manual to the person(s)
doing the work, preparing any shipments, and other show related details.
As a SMACNA Product Show Exhibitor, your booth cost also includes:
• Pipe & drape, one 6’ draped table, two (2) chairs, waste basket and id sign
• Free breakfast for booth personnel. It will be available at 6:30am for your convenience.
• Free attendance at any of the eight (8) New Technology Sessions taking place on the show floor.
• Free lunch for booth personnel.
• (4) badges per 10’x10’ exhibit for Booth personnel
• Expanded Free listing on the SMACNA Show website at www.smacna.org
• Free listing in the SMACNA official Show Guide
Finally, read this manual with care. All SMACNA Product Show exhibitor fees and invoices must be
paid in full prior to the show without jeopardizing booth set-up privileges. Make your hotel
reservations EARLY! You will find the Housing link on our website under the Exhibitor Login tab.
Save time and money by returning the appropriate forms by the stated deadlines.
If you have any questions, don’t hesitate to contact Kristina Unger at 770-632-0026 or
[email protected] , or call the appropriate service contractor listed in this manual.
See you soon!
Kristina Unger, CEM
Operations Director
Important Facts & Details
Exhibit Location:
Grand Saguaro Ballroom
J.W. Marriott Desert Ridge Resort & Spa
5350 East Marriott Drive
Phoenix, AZ 85054
Exhibitor Set-Up:
Monday, October 17, 2016
11:00am – 5:00pm
Exhibit Hours:
Tuesday, October 18, 2016
7:00am – 1:30pm
Exhibitor Move-Out:
Tuesday, October 18,2016
1:30pm – 5:00pm
(Note: All freight must be removed from the show floor by 5:00pm)
Official Contractor:
Shepard
235 E. Pima Rd, Suite 105
Phoenix, AZ 85004
[email protected]
Booth Package Includes:
10’x10’ booth with an 8’high backwall Beige drape and
3’ high side drapes
Booth ID sign
6’ Beige skirted table
2 chairs
Wastebasket
Note: Exhibit Hall has gold/dark red multi-colored carpet
REGISTRATION
Q: How do I register for SMACNA Product Show badges?
A: Registration opened on April 1, 2016. Each exhibitor received instructions by email from the
CMR Registration Company, on how to access your registration link to the registration portal for
exhibitors to register their staff for the SMACNA 2016 Product Show Badges.
Exhibitors may register their Product Show booth staff through the exhibitor registration website.
Once you have registered your Product Show booth staff you may arrange hotel
accommodations through the exhibitor housing website. Please note that a registration
confirmation number will be required to book each individual hotel reservation.
Q: I would like to attend some SMACNA Conference courses and networking events.
How do I register for the SMACNA Conference?
A.: SMACNA encourages exhibitors to attend the full SMACNA Conference. Attendee
Registration is open and can be done online at www.smacna.org.
Q: What is the Pre-Registration deadline?
A: The Pre-Registration deadline is July 15, 2016 for the early bird discount and Aug 31, 2016
for late registration pricing.
Q: How do I avoid the long lines at Registration to obtain badges for my staff?
A: We encourage you to pre-register as many of your staff in advance as possible to minimize
the amount of time spent on-site at Registration. You can easily pre-register on-line at
www.exhib.cmrreg.com/smacna2016exhibadmin. Another option is to register on-site during
Exhibitor Move-In at Exhibitor Registration. All badges will be picked up on-site. We
recommend doing this online in advance or during Exhibitor Move-In to avoid the crowds.
Hotel &
Airport Information
Q: Where can I make my hotel reservation and find out hotel prices?
A: Go online to www.smacna.org, look up under “Events & Education” for the Annual Convention Tab, then look on the
left side bar for Hotel Information to see how to reserve a hotel room at the J.W. Marriott Desert Ridge Resort & Spa and
to register on-line!
Q: How do I get to the J. W. Marriott Desert Ridge?
Phoenix Sky Harbor International Airport:
The airport is approximately 22 miles NE / approx. 30 minutes from the hotel and serviced by all of the major airlines
Phoenix Airport website: www.phoenix.gov/AVIATION
Airport Shuttle Service and other transportation options:
This hotel does not provide shuttle service from the airport to the hotel.
Alternate transportation option:
• Transtyle: 1-800-410-5479 or www.transtyle.com ; fee $65 (one way); Reservations are required.
• SuperShuttle: 602-244-9000 or www.supershuttle.com: fee varies (one way); Reservations are recommended.
Taxis and car rental services also are available at the airport’s main terminal areas. Estimated taxi fare: $65 (one way)
If you require the services of a travel agent you may contact SMACNA’s agent, Corporate Travel Management (CTM), at
(703) 318-9400 from 8:30 a.m. to 5:30 p.m. EST.
Rental Cars: SMACNA has established discounted rates as follows:
HERTZ: U.S. or Canada 1-800-654-2240. Hertz is available at J.W. Marriott for on-site hotel rentals.
Refer to Meeting CV #010M0028
AVIS: U.S. 1-800-633-3469; Canada 1-800-331-1600
Refer to AWD No. T690099
Parking:
Optional valet parking is available for $29 per day to all overnight guests. Self-parking at The JW Marriott Desert Ridge
Resort & Spa is complimentary for SMACNA convention attendees. Complimentary accessible parking / Valet Parking
fee reduced to $19 with paid resort fee.
Phoenix Weather:
In October, temperatures begin moderating from the summer’s heat, leaving days mild and nights cool. Daytime
temperatures average in the low-80-90s, with nighttime temperatures falling into the low-50-60s.
SMACNA 2016 P
S
S
SMACNA Product Show sponsorships have never been more powerful or more effec ve. Your sponsorship strategy should focus on
delivering an enhanced a endee experience combined with mee ng your company's goals and objec ves. This strategy should be
used to measure the success of a sponsorship.
Once again, SMACNA has put together a comprehensive package of opportuni es offered to 2016 Product Show exhibitors! Use a
Sponsorship to deliver your message, and connect directly with industry leaders & decision‐makers and make sure your sponsorship is
integrated into an overall marke ng plan. All sponsors are recognized on the website, on‐site, and in the Conven on Daily News.
Official Conven on Tote
Cost: $6,500 SOLD Mestek Machinery
Imagine every a endee walking around the 2016 SMACNA Conven on & Product Show with your logo
prominently displayed. This quality canvas zippered bag, complete with water bo le pockets, will surely go
home with everyone! It has great post‐conven on uses, which keeps your branding front and center, such as
a beach bag; gym bag; grocery bag, gardening tools, etc.
Lunch + Raffle Prizes on the Product Show Floor
With the expanded show hours, we have a great chance for five lucky companies to really stand out from your compe on this year
and connect directly with industry leaders and decision‐makers. A ach your company name to this huge opportunity. Sponsors will
receive great signage & announcements thanking our Lunch & raffle sponsors. Sponsors will also help draw the winning cket and
then escort the winner back to your booth to collect their prize & have their photo taken.
Lunch + GoPro HERO04
Cost: $5,000 (2 available)
 Professional 4K30, 2.7K60 and 1080p120 video, 720p240 video for super slow‐mo on
playback and 12MP photos at up to 30 frames per second
 Built‐in Wi‐Fi and Bluetooth® support the GoPro App, Smart Remote and more
 Improved camera control and built‐in video trimming lets you create and save short video
clips right on your camera
 Protune(TM) with SuperView(TM) delivers cinema‐quality capture and advanced manual
control for photos and video with the world's most immersive wide‐angle field of view
Night Photo and Night Lapse offer customizable exposure se ngs for nigh me shoo ng
Reserve your sponsorship today. Contact Kris na Unger at 770‐632‐0026 or [email protected]
SMACNA 2016 P
S
C
Lunch + DJI Quadcopter Drone
K
R
U
770‐632‐0026
S
.
Cost: $5,000 (1 s ll available) 1 SOLD: Federated Insurance
The Phantom 3 Standard is the best way to start enjoying aerial photography,
even with no prior experience. With the all‐in‐one ready to fly design and
simple GPS‐ assisted flight, the Phantom 3 Standard lets you focus on taking
great pictures and videos from the sky. With a range of over half a mile and
crystal clear live video streaming over Wi‐Fi to your mobile device on the free
DJI Go app, the Phantom 3 Standard delivers sophis cated func onality with
a simple learning curve.
 View a live image streamed from the drone up to a half mile away on the
free DJI Go app using your mobile phone or tablet
 GPS assisted flight features let you concentrate on ge ng great images while the drone helps you fly safely. You can achieve
advanced camera perspec ves with the Point of Interest, Follow Me and Waypoints modes (pending app feature availability)
 Fly up to 25 minutes with the included intelligent ba ery
A range of accessories is included:1 ba ery and charger, 2 full sets of propellers, radio controller, 8GB micro SD card
Official Mobile App Adver sing
Cost: $1,300 each SOME SOLD
The majority of SMACNA contractors depend on the official mobile app to navi‐
gate their way through the many opportuni es of the Annual Conven on and
Product Show.
Your company logo could be what they see each me they open the app to
review the agenda and exhibitor lis ng. We offer rota ng banner ads on the
top le corner of the mobile app. Only a few spots are available, so grab yours
today!
Reserve your sponsorship today. Contact Kristina Unger at 770‐632‐0026 or [email protected]
SMACNA Sponsorship Contract
All requests must be in writing, submitted on this official form. Fax transmissions or emails of the sponsorship contract will be accepted.
Once the request is accepted, and deposit received, Sponsor will receive written confirmation. Sponsorships are on a first come, first served basis; if the item you select is no longer available, you will be contacted to discuss alternative opportunities. If you are interested in
exclusive sponsorships or a customized package, please contact Kristina Unger immediately at 770-632-0026 or [email protected] .
1. IDENTIFICATION INFORMATION
The following information will be listed when recognizing sponsors in directories, and any other formats.
Company Name___________________________________________________ Contact Name _______________________________
Address ____________________________________________________________________________________________________
City__________________________________________________________________ State___________ Zip Code ______________
Phone______________________________ Fax____________________________ Email ___________________________________
2. SPONSORSHIP SELECTION (Please list all desired sponsorships)
Event Name___________________________________
Sponsored Item__________________________________________
Price __________
Event Name ___________________________________
Sponsored Item__________________________________________
Price__________
TOTAL # of Sponsorships
____________________
TOTAL_________
When submitting this form, email an updated high resolution and web quality full color digital file of your
company logo for use in promotional materials.
Send via email to [email protected] Reference: Sponsorship Logo
ACCEPTANCE AND PAYMENT METHOD
ACCEPTANCE. We understand that this application becomes a binding contract upon acceptance by SMACNA and is subject to all the
terms, conditions, rules and regulations that hereto constitute a part of, or are included in this application and contract. SMACNA reserves
the right to reject any sponsorship application for any reason.
PAYMENT SCHEDULE. A 50% nonrefundable, nontransferable deposit. MUST accompany your completed application in order to be
processed. The final 50% remaining balance will be invoiced and must be paid no later than August 1, 2016.
_______ Visa
_______ MasterCard _______ American Express
_______ Check Mailed (check #____________)
Credit Card #_______________________________________________
Exp. Date______________ CV2 Security Code _________
Amount to Charge___________________________________________
Name on Card ___________________________________
Billing Address______________________________________________
City/State/Zip ___________________________________
Signature__________________________________________________
Date ___________________________________________
SMACNA reserves the right to reject any application. This contract becomes valid only after acceptance by SMACNA and is subject to the
attached Terms and Conditions. Upon acceptance, all monies are nonrefundable and nontransferable.
Signature: _______________________________________________ Print Name: ______________________________________________
Title: ___________________________________________________ Date: __________________________________________________
By signing and executing this Contract, the above signed consents to receiving communications from or on behalf of SMACNA via
telephone, email, and/or facsimile at the telephone number(s), email address(es), and facsimiles number(s) as indicated above.
SMACNA SPONSORSHIP CONTRACT TERMS AND CONDITIONS
This Contract, properly executed by Sponsor, shall upon written acceptance by SMACNA, constitute a valid and binding Contract.
Term of Contract: In order for Sponsor to qualify for a sponsorship, Sponsor must occupy booth space at SMACNA 2016 Product Show, pursuant
to a fully executed Exhibit Space Contract executed by and between the parties. Sponsor agrees to abide by all Show rules and regulations.
Sponsor is responsible for obtaining applicable permits or licenses required by law and shall abide by all federal, state and local laws. Sponsor is
responsible for the payment of all taxes, fees and charges required by any legal authority associated with the Sponsorship. During the term hereof,
Sponsor shall not under any circumstances, without the event in which contract is secured, through the Materials (as hereinafter defined), or any
other media or communication of any kind which may be displayed or distributed by or on behalf of Sponsor in or about the Building (including,
without limitation, Sponsor’s booth space).
Signs and Advertising: Any demonstrations, signs and/or solicitations shall be permitted only in areas designated in SMACNA’s sole discretion.
Distribution by Sponsor of any printed matter, samples or other articles shall be restricted to the areas designated in SMACNA’s sole discretion and
subject to SMACNA’s prior written consent. Sponsor shall not have or operate any display or exhibit, which in the sole discretion of SMACNA, is the
source of objectionable noises, odors, or has materials which are considered by SMACNA to be objectionable, including without limitation, signs,
lights, and the costuming of personnel. Locations may be determined, modified and/or removed by SMACNA for any reason, including, without
limitation, to allow repairs or changes to the Building and to insure that the sponsorship and related materials do not interfere with safe operations
of the Building.
Materials: Sponsor agrees to provide final art, in electronic format (the “Materials”) by the deadline to be determined. All Materials must be in
the form more particularly described in the Materials specifications /mechanical requirements of certain sponsorships. Sponsor is responsible for all
production costs necessary to prepare the Materials to the required format. Materials received in any other form than listed in the Materials
specifications/mechanical requirements shall be considered incomplete, and SMACNA reserves the right to reject such Materials or to assess
Sponsor any costs necessary to correct such Materials. Sponsor waives all proofing opportunities of corrected Materials. SMACNA may reject any
content which it deems objectionable in its sole opinion. SMACNA makes no representations or warranties regarding the accuracy or currency of
the Materials, and Sponsor will not hold SMACNA, its agents, employees, contractors and/or representatives, liable for any claims, causes of
action, losses or damages of any kind or nature whatsoever in connection with the use of the Materials.
Waiver and Indemnity: In consideration of the sponsorship, Sponsor agrees to indemnify and hold SMACNA, its members, agents, employees,
affiliates, contractors, successors and assigns harmless from and against any claims, damages, actions, liabilities and/or losses in connection with
the Sponsorship, publication and/or advertising placed by or on behalf of Sponsor. SMACNA, its agents, employees, contractors and
representatives, shall not be responsible for any damage to the sponsorship once the same are installed, nor for any errors or omissions contained
within the sponsorship. Furthermore, Sponsor agrees to waive and release any and all claims for liabilities, losses, damages, or injuries, including
without limitation, loss of income, against SMACNA, its agents, employees, contractors and representatives, suffered by Sponsor in connection with
the sponsorship or breach of this Contract by SMACNA, its agents, employees, partners, invitees, contractors, and/or representatives.
Default: Sponsor acknowledges and agrees that the total amount due and owing pursuant to the terms of this Contract shall be paid to SMACNA
on the dates indicated in the Contract. Should Sponsor not strictly comply with the terms and conditions of this Contract, including without
limitation, the failure to timely pay any monies due and owing to Owner, Sponsor acknowledges and agrees that SMACNA, in its sole discretion and
in addition to any other rights hereunder or at law, may revoke Sponsor’s sponsorship at the Show. Failure to pay according to the terms of this
Contract may result also in termination of this Contract, reassignment of any locations previously assigned to Sponsor, and/or in Sponsor’s name
being deleted from all Owner’s publications, promotions and/or advertisements. In the event of the occurrence of any default, then it is agreed and
understood, and the parties contemplate that the damages to SMACNA arising from such breach shall include all expenses incurred, including
without limitation, SMACNA’s actual attorneys’ fees and/or collection agency fees. Any default in the terms and conditions of the Exhibit Space
Contract by Sponsor shall constitute a default under this Contract by Sponsor and any default by Sponsor under this Contract shall also constitute a
default under the Exhibit Space Contract by Sponsor.
Insurance: Sponsor and its contractor(s) shall maintain Comprehensive General Liability Insurance and Personal Injury coverage at its sole cost
and expense for all of its activities at the Show, and shall have SMACNA, its managing agent and any parties designated by SMACNA named as
additional insured on all such policies. Policy limits shall be at least $1,000,000 / $1,000,000 Bodily Injury and Property Damage combined.
Sponsor and its contractor(s) shall also maintain, at its sole cost and expense, Workers Compensation Insurance for employees participating in the
Show, as required by law. Sponsor warrants that by signing this Contract it has compiled specifically with the insurance requirements of the
Contract. Evidence of insurance coverage in the form of a valid Certificate of Insurance specifying the above coverages, including activities at the
Show must be provided to SMACNA at its request.
Cancellation: If the Show or any part thereof is prevented from being held, or is canceled by SMACNA or if the Sponsorship contracted for herein
becomes unavailable because of war, fire, strike, government regulations, public catastrophe, act of God or the public enemy, or any other cause
beyond Owner’s control, SMACNA shall not be liable in anyway, nor be obligated to comply with the terms of this Contract. SMACNA shall
determine and refund to Sponsor its proportionate share of the Sponsorship Fee received which remains after deducting expenses incurred by
Owner and reasonable compensation to SMACNA, but in no case shall the amount of refund to Sponsor exceed the amount of the Sponsorship Fee
paid. If Sponsor withdraws from participation in the Show or is requested by SMACNA to leave the Show, Sponsor shall be responsible for full
payment of the Sponsorship Fee. No refunds will be given and no credit will be offered for participation in future shows. If Sponsor cancels the
Sponsorship for any reason, Sponsor is held liable for full payment of the Sponsorship Fee.
Controlling Law: This Contract shall be construed and enforced under the laws of the State of Virginia.
Miscellaneous: In the event any term or provision of this Contract shall to any extent be deemed invalid or unenforceable, the remainder of this
Contract shall be valid and enforceable to the fullest extent permitted by law. The parties acknowledge and agree that this is the final
understanding and Contract between the parties and supersedes any and all prior negotiations, understandings and Contracts relating to this
matter.
Send this Completed Application to:
Fax : 770-632-7922
Email: [email protected]
Make Checks Payable to:
SMACNA
Questions?
770-632-0026
Mail Payments to:
SMACNA
156 Peachtree East Shopping Center #229
Peachtree City GA 30269
Great Ways to Enhance Your SMACNA
Product Show Exhibit Experience!
Product Show Website Description
1- Tell your story…your way. SMACNA is using a new web program that allows:
- Expanded company descriptions
- Contact information
- Website Links
- Media releases posted right along-side their exhibitor descriptions.
Log-in to the Exhibitor Console, enter your company password and update your information.
http://s15.a2zinc.net/clients/SMACNA/SMACNA2016/Public/e_Login.aspx
Post Company Media Releases with Your Company Description
2- Post Your Releases on the NECA Convention Website
Exhibitors can have their product Press Releases posted right with their exhibitor descriptions. Log-in to
your Exhibitor Console http://s15.a2zinc.net/clients/SMACNA/SMACNA2015/Public/e_Login.aspx and upload
your press releases so attendees and media can get a preview of what you will showcase at your Product
Show booth.
Join the Conversation
3- Social Media
FACEBOOK:
https://www.facebook.com/SMACNA
By “fanning” SMACNA Facebook, you will join the industry community including convention-goers and
exhibitors. These professionals are all excited to see what this year’s Product Show has to offer, including
blog posts, photo albums and videos. Add your comments and “like” our posts, or leave a message on our
wall.
TWITTER: Follow us and Tag Your Tweets!
Kicks your tweets into high gear during the Product Show. To start receiving our updates, follow
https://twitter.com/SMACNA and send a tweet to @SMACNA us know you will be at the SMACNA Product
Show so we can follow and re-tweet your tweets to our followers, too! Exhibitors have also started making
special Twitter offers during the Product Show for Show-goers who follow their company like free goodies
for the next five people who come to their booth to say they got the message on Twitter. Make sure to include your
booth # when you live-tweet from the Product Show so they know how to find you!
Important deadline dates for discounted rates and completed forms
READ the manuel carefully for additiontal services, plan ahead to save time & money!
Checklist for Services & Vendor Order Forms
Deadline Date
Completed
July 8, 2016

August 2, 2016

July 15, 2016

August 31, 2016

September 19, 2016

October 3, 2016

October 3, 2016

Discount
Deadline Date
Completed
Sept. 20 - Oct. 10, 2016

September 16, 2016

September 20, 2016

September 27, 2016

NOT Before October 17, 2016

FINAL BOOTH PAYMENT - SMACNA 2016
OFFICIAL SHOW GUIDE DIRECTORY - printed company description only
(submit NOW via your online Booth Print Exhbitor Profile)
EARLY BIRD Registration Ends
(Opening Reception, Closing Dinner & Show, Golf)
EXHIBITOR BADGE Pre-Registration Ends
HOTEL - Reservations - CMR Housing
ELECTRICAL order form - TSE
AV & COMPUTER order form - PSAV
Shepard Company Forms
Warehouse Freight
Custom Order form
Exhibitor Appointed Contractor (EAC) form
Standard Shepard Order forms
Show Site Shipping
Questions: Contact Kristina Unger (770) 632-0026 or [email protected]
Shepard Help Desk - (602) 253-1113 or [email protected]
SHOW INFORMATION
SMACNA Convention & Exhibition
Shepard Exposition Services
October 18, 2016
235 E. Pima Street, Suite 105, Phoenix, AZ 85004
Customer Service Phone:
(602) 253-1113
JW Marriott Desert Ridge Resort & Spa, Phoenix, AZ
Customer Service Fax:
(602) 253-1114
Event Code: P142741016
Customer Service Email:
[email protected]
BOOTH PACKAGE
Items provided in your booth, per exhibitor:
8' High backwall drape, 3' High sidewall drape
7" x 44" Cardstock Identification Sign
(1) 6' Skirted Table - Beige
(2) Side Chairs
(1) Wastebasket
Show drape color(s):
Aisle carpet color:
Beige
Facility is carpeted
EXHIBIT SHOW SCHEDULE
General Exhibitor Move-in:
Monday, October 17, 2016
11:00 AM - 5:00 PM
Exhibit Hours:
7:00 AM - 1:30 PM
Exhibitor Move-out:
1:30 PM - 5:00 PM
Freight Re-route Time:
5:00 PM
IMPORTANT DEADLINES
Exhibitor appointed contractor notification deadline:
Tuesday, September 20, 2016
Discount price deadline for standard Shepard orders:
Tuesday, September 27, 2016
Discount price deadline for custom Shepard rentals:
Friday, September 16, 2016
First day for warehouse deliveries without a surcharge: Tuesday, September 20, 2016
Last day for warehouse deliveries without a surcharge: Monday, October 10, 2016
First day freight can arrive at show facility:
Monday, October 17, 2016 at 8:00 AM
SHIPPING ADDRESSES
Advance Shipments Address
[Exhibiting Co. Name & Booth Number]
Direct Shipments Address
c/o Shepard Exposition Services
235 E. Pima Street
Phoenix, AZ 85004
[Exhibiting Co. Name & Booth Number]
JW Marriott Desert Ridge Resort & Spa
5350 Marriott Drive
Phoenix, AZ 85054
ALL UTILITY AND ANCILLARY FORMS SHOULD BE FAXED TO THE NUMBER INDICATED ON FORM. PLEASE DO NOT SEND UTILITY
AND/OR ANCILLARY FORMS TO SHEPARD.
ONLINE ORDERING INSTRUCTIONS
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
***ATTENTION EXHIBITORS***
ORDER NOW! Follow these simple steps to order Shepard Services Online:
1. GO TO: www.shepardes.com/intro.asp
2. Click on SMACNA Convention & Exhibition
3. LOG IN from the Show Information page.
4. ENTER your email address and password then click
a. NEW users : User name = Your Email Address (provided by Show Management)
Password = SMACNA16
b. Previous users :
User name = Your Email Address
Password = Your pre-existing password
5. Don't remember your password? Click the link "Forgot your password?"
and follow the prompts to have your password sent to the registered email address.
6. Once logged in, you will be prompted to review your profile information.
a. If your information is correct, click
OR
b. If your information is not correct, please click "here" as indicated on the webpage, update your
profile, and submit changes.
7. Welcome to Shepard Online Ordering!
Some helpful tips:
buttons to scroll through all your options.
Use the
or
Use the
button to add an item to your cart, BEFORE proceeding to the next screen.
To NAVIGATE to a specific page, use the menu headers at the top of the page.
To VIEW your shopping CART, click on
To DELETE an item from your shopping cart, click
next to the item you wish to remove.
QUESTIONS? Do not hesitate to contact us for assistance!
Shepard Customer Service
(602) 253-1113
[email protected]
PAYMENT AUTHORIZATION
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
Discount Deadline: September 27, 2016
Please complete the information requested below and return this form with your orders. You may choose to pay by credit card,
check payable to Shepard Exposition Services, or bank wire transfer. However, we require your credit card authorization to be on
file before we process your order(s) for service. We will use this authorization to charge your credit card account for any
additional amounts incurred as a result of show site orders placed by your representative to include material handling charges for
shipments received on your company's behalf and any unpaid balance due for Shepard services. Credits for services will be
issued at show site only.
WIRE TRANSFER
In order to accurately process the transfer of funds from your account, please complete the following information and fax it along with a copy of
the wire receipt to the fax number printed on the header of this page. A $50 service charge will be added for processing checks drawn on foreign
banks. A $25 service charge will be added for processing U.S. wire transfers. $50 service charge for international wire transfers.
The following information must be included on the bank copy of the wire transfer confirmation:
Name of show that you are attending
Exhibiting company name
Booth number
Account Name:
-
Shepard Exposition Services, Inc.
Routing Number:
041000124
SWIFT CODE (US):
PNCCUS33
Bank Name:
Account Number:
PNC Bank N.A., Pittsburgh, PA 15219 USA
42-6061-9772
SWIFT CODE (INTL): PNCCUS33
If payment is not received by the date shown above, I hereby agree to have the balance owed to Shepard Exposition Services, Inc. charged to the credit
card indicated in the next section.
** Please be sure to include the show name or show code and your booth # as well as the wire fee if you are sending a wire
transfer, ACH payment, or check.
EXHIBITING COMPANY INFORMATION
Please fill out the following information:
COMPANY NAME:
BOOTH #
COMPANY ADDRESS:
PHONE:
CITY, ST, ZIP:
FAX:
CONTACT NAME:
EMAIL:
CREDIT CARD INFORMATION
Type of Card:
Pay by Check*
Credit Card #:
Pay by Wire*
Expiration Date:
Month
Billing Address:
Security Code:
City, ST, Zip:
Name on Card:
Authorized Signature:
*Please note: You may choose to pay by Check or Wire Transfer, though a credit card is required on file to process all orders.
** Are you tax exempt for the state this event occurs in?
Yes
No
If you are tax exempt, you must provide a tax exemption certificate for the state in which the show is being held.
Please submit tax exemption certificate to:
[email protected]
Year
SHEPARD TERMS & CONDITIONS
PAYMENT POLICY
Show Site Orders: Services ordered at show site will require full payment at the time the order is placed. Purchase orders may not be used in lieu of payment. Regular prices will apply
to all show site orders. Floor orders are limited to availability.
Third Party Orders: If you contract your work to a display or exhibit house and require services from Shepard, the payment policy stated above applies. Please pass this information on to
them. A Third Party Payment form must be completed and submitted three weeks prior to show opening.
Invoices: Prior to close of show, an invoice will be prepared and delivered to your booth for your review. Credits will be issued at show site only. If you have any questions or want to pay
your invoice by check or cash, please see our customer service representatives at the service desk on site.
Charges: All charges, regardless of amount, must be paid in full by cash, check, or credit card. If credit card method is used, please ensure that the card limits are high enough to cover
your expected charges.
Past Due Accounts: The buyer understands that there will be a 1 1/2% monthly (18% per year) finance charge on past due accounts and agrees to pay all costs incurred by Shepard
Exposition Services while endeavoring to collect this account.
Outbound Services: All outbound services will be processed on your credit card. A copy of the receipt and invoice will be mailed within 10 days of the close of the show.
International Customers: International customers must pay for all services in U.S. funds. A $50 service charge will be added for processing checks or wire transfers drawn on foreign
banks.
U.S. Wire Transfers: A $25 service charge will be added for processing U.S. wire transfers. Please complete the wire transfer portion of the Payment Authorization form. The credit card
portion of the form must still be completed before your order will be processed.
Tax Exempt Status: If you are tax exempt in the state where the show is held, a copy of the certificate must accompany your order.
Rental Responsibility: All materials are on a rental basis and shall remain the property of Shepard. The customer shall be held financially responsible for any damage to Shepard
equipment used by the customer.
Price Quotes: Prices quoted are for the duration of the show and include installation, rental, and removal except where indicated.
Default Colors: If skirting and carpet colors are not selected, show colors will prevail.
Exchanges and Cancellations: Onsite exchanges and cancellations in orders will be assessed a 100% pick-up fee.
DEFINITIONS AND SHEPARD RESPONSIBILITIES
The name "Shepard" shall be construed within the meaning of this contract as Shepard Exposition Services, Inc. and its employees, officers, agents, and assigns including any
subcontractors Shepard may appoint. The term "exhibitor" refers to any party who contracts for services with Shepard. Shepard shall be responsible only for those services which it
directly provides, and hereby agrees to execute its contracted duties in good faith. Shepard assumes no responsibility for any person, parties, or other contracting firms not under
Shepard's direct supervision and control. Shepard shall not be responsible for loss, delay, or damage due to strikes, lockouts, work stoppages, natural elements, vandalism, acts of
God, civil disturbances, power failures, acts of terrorism or war, or any other causes beyond Shepard's reasonable control; or for ordinary wear and tear in the handling of materials.
Due to the security and liability requirements, Shepard personnel will unload all vendor materials from the loading docks to the booths.
INDEMNIFICATION
The exhibitor agrees to indemnify, forever hold harmless, and defend Shepard and its employees, officers and agents from and against any and all claims, causes of action, fines,
penalties, damages, liabilities, judgments, and expenses on account of personal injury or death, damage to or loss of property or profits arising out of, or contributed to by any of the
following: (1) exhibitor's negligent supervision of any labor secured through Shepard or the negligent supervision of such labor by any of the exhibitor's employees, agents,
representative, invitees, and/or exhibitor appointed contractor (EAC); (2) exhibitor's negligence, willful misconduct, or deliberate act, or such actions of exhibitor's employees, agents,
invitees, representatives, or EACs at the show to which this contract relates, including but not limited to the misuse, improper use, unauthorized alteration, or negligent handling of
Shepard equipment; or (3) exhibitor's violation of Federal, State, or Local ordinance; or violation of show regulations and/or rules as published by the Facility and/or Show
Management.
CLAIM(S) FOR LOSS AND PAYMENT FOR SERVICES
Exhibitor agrees that any and all claims for loss or damage shall be submitted to Shepard prior to the conclusion of the show when the alleged loss or damage occurred
prior to that time, and in all cases within 30 days of the conclusion of the show. For claim reporting purposes, the "conclusion" of the show shall be construed as the end of
the day on which exhibitor must vacate the show site. All claims reported after the 30-day period will be rejected. In no event shall a suit or action be brought against
Shepard more than one year after the date the loss or damage occurred. Payment for services may not be withheld. In the event of any dispute between Shepard and the
exhibitor relative to any loss or damage claim, the exhibitor shall not be entitled to and shall not withhold payment for Shepard services as an offset against the amount of
the alleged loss or damage. Any claim against Shepard shall be considered a separate transaction and shall be resolved on its own merit.
SHEPARD'S LIMITS OF LIABILITY
If found liable for any loss or damage, Shepard's sole and maximum liability for loss or damage to exhibitor's materials will be limited to the repair or replacement with like
kind and quantity, subject to a dollar amount not to exceed $5.00 (five dollars) per pound based on the weight of the articles for which Shepard specifically acknowledges
receipt in writing. Shepard shall in no event be liable for collateral, exemplary, indirect costs or damages, or loss of sales resulting from, or related to, a claim for loss of or
damage to material.
INBOUND AND OUTBOUND SHIPMENTS
Consistent with trade show industry practices, there may be a lapse of time between the delivery of shipment(s) to the booth and the arrival of the exhibitor or his representative.
During such time, the materials will be left unattended. Shepard is not, and cannot be, responsible for loss, damage, theft, or disappearances of exhibitor’s materials after same have
been delivered to the exhibitor’s booth. Similarly, there may be a lapse of time between the completion of packing and the actual pick up of exhibitor’s materials from the booth for
loading onto a carrier. During such time, the materials will be left unattended. Shepard shall not be responsible for loss, damage, theft, or disappearance of exhibitor’s materials
before same have been picked up for loading after the show. All materials will be checked at the booth at the time of loading using document(s) submitted by the exhibitor and
notations of exceptions to conditions of materials or piece counts will be made on said document. Shepard assumes no responsibility for loss, damage, theft, or disappearance of
exhibitor’s materials after same have been delivered to exhibitor’s appointed carrier or agent for transportation after the show. Shepard loads materials onto the carrier’s truck
under the supervision of the carrier driver who checks and signs for the materials. Shepard assumes no liability for any materials after the carrier assumes custody of materials. If
exhibitor’s designated carrier fails to show by the move out deadline after a show, Shepard shall have the authority to route exhibitor’s shipment via an alternate carrier, or return
shipment to a local warehouse for disposition at exhibitor’s expense.
PACKAGING, CRATES, AND EMPTY CONTAINERS
Shepard shall not be responsible for surface damage to loose or uncrated materials, pad-wrapped, or shrink-wrapped materials. Shepard shall not be responsible for concealed
damage, damage to carpets in bags or poly, or damage to materials improperly packed. Shepard shall not be responsible for crates and packaging unsuitable for handling, partially
assembled, or having prior damage. Affixing “Empty” storage labels to containers is the sole responsibility of the exhibitor or his representative. All previous labels should be
removed. Shepard assumes no responsibility for removal or misdelivery of containers with old labels or incorrect information on labels or for loss or damage to materials stored in
containers labeled “empty.”
THIRD PARTY PAYMENT AUTHORIZATION
(602) 253-1113
(602) 253-1114
[email protected]
October 18, 2016
The following information must be completed and the form returned to Shepard by the deadline date.
Both parties MUST sign this form indicating acceptance; otherwise, request will be denied.
When a third party is handling your display and/or paying for any services on your behalf, we will agree to this third party arrangement if the following
payment is agreed upon and all signatures are properly completed.
By signing this form, both parties agree and understand that the exhibiting firm is responsible for all charges.
In the event that the named third party does not make payment by show close, Shepard will be paid by the exhibiting firm on demand at show site.
The show site invoice may or may not include any outbound services, such as additional material handling, rigging, and/or shipping charges.
SERVICES TO BE COVERED BY THIRD PARTY
All services
Rental Furniture
Exhibit Display Rentals
Overhead Rigging/Labor
Carpet
Cleaning
Installation/Dismantling Labor
Logistics/Transportation
Other (please specify):
Material Handling *Please complete the Material Handling Authorization Form
Notes:
THIRD PARTY INFORMATION
COMPANY NAME:
CONTACT NAME:
COMPANY ADDRESS:
PHONE:
FAX:
CITY, ST, ZIP:
EMAIL:
AUTHORIZED SIGNATURE:
EXHIBITING COMPANY INFORMATION
COMPANY NAME:
BOOTH #
COMPANY ADDRESS:
PHONE:
CITY, ST, ZIP:
FAX:
CONTACT NAME:
EMAIL:
AUTHORIZED SIGNATURE:
THIRD PARTY CREDIT CARD INFORMATION
Type of Card:
Credit Card #:
Expiration Date:
Month
Billing Address:
Security Code:
City, ST, Zip:
Name on Card:
** Are you tax exempt for the state this event occurs in?
Yes
No
If you are tax exempt, you must provide a tax exemption certificate for the state in which the show is being held.
Please submit tax exemption certificate to:
[email protected]
Year
EXHIBITOR APPOINTED CONTRACTOR
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
Deadline Date: September 20, 2016
Please read the following information entirely prior to signing form and returning to Shepard.
Complete this form for each non-official contractor used. Only the official show contractor or the facility may provide building services, utilities, rigging,
material handling, cleaning, and furniture rental.
As the official show contractor, Shepard will provide all standard trade show services, including installation/dismantling labor, but exhibitors may appoint a
non-official contractor to provide installation/dismantling labor provided all the following conditions are met:
~ EXHIBITOR must inform Shepard Exposition Services that they have contracted with a non-official contractor by completing this form and returning it by
deadline date. If form is not submitted by deadline date, the Exhibitor Appointed Contractor will not be allowed to perform work in the hall except to
supervise the official contractor provided labor.
~ The CONTRACTOR hired by the exhibitor must, by the deadline date, provide Shepard with a current Certificate of Insurance with minimum limits of
$500,000 property damage per occurrence, $1,000,000 personal injury per occurrence, workers compensation aggregate coverage of $1,000,000 per
occurrence, and naming Shepard Exposition Services as the certificate holder for the time period of the event, including move-in and move-out days. Listing
Shepard Exposition Services as an additionally insured only will not be accepted, and may prevent EAC from working on the premises. If EAC does not have
minimum coverage and proper documentation, they will be subject to employing Shepard Exposition Services for labor services.
~ The CONTRACTOR must abide by the rules and regulations of the show and all pertinent union regulations.
~ CONTRACTOR employees must wear approved identification badges at all times while in the work area. Badge will be issued at show site to authorized
contractor representatives when all requirements have been met.
~ If the non-official contractor is empowered to incur expense on behalf of the exhibitor, a Third Party Payment Authorization form must be completed and
returned to Shepard. The exhibitor agrees that he is ultimately responsible for the cost of all services provided in connection to the exhibitor's booth.
~ The non-official contractor agrees to have evidence, in the booth, that it has a valid authorization from the Exhibitor for services.
~ The non-official contractor must confine its operations to the exhibit area of its clients. No service desks, storage areas or other work facilities will be
located anywhere in the facility. Show aisles and public areas are not part of the Exhibitor's booth space.
~ The non-official contractor may not solicit business on the exhibit floor.
~ The non-official contractor must have all business licenses, work permits and insurance required by State and City governments and Facility Management
before beginning work, and shall provide Show Management with evidence of compliance.
~ If required, the non-official contractor must be able to provide evidence that it has current and applicable labor contracts and must comply with all labor
agreements and jurisdictions. The non-official contractor must not jeopardize the production of the event by any act or practice that would lead to work
stoppages, strikes or labor disputes.
~ Non-official contractor employees must wear approved identification badges at all times while in the work area. Badges will be issued at show site, to
authorized representatives, when all requirements have been met.
The following information must be completed and the form returned to Shepard by the deadline date.
Name of Non-Official Contractor:
Services to be performed:
Contact Name:
Email:
Contact Phone:
Fax:
Contact Address:
Exhibitor's Signature:
Exhibiting Company Name:
Date:
Booth #
(404) 720-8652
(404) 720-8757
October 18, 2016
EVENT CODE
DISCOUNT DEADLINE
P142741016
September 16, 2016
[email protected]
Signature Series
FX2 Package: 10' Wide x 8' High Full color fabric back wall with 40" high freestanding counter
20' Wide x 8' high Full color fabric back wall with 40" high freestanding double counter
*Mounted monitor also available
FABEX Booth Rentals
(66537)
(66535)
*Optional Header can be added to 10' or 20' FX2 Packages
FX3 Package: 10' Wide x 8' High Full color fabric back wall with inset and (1) 40" high freestanding counter
20' Wide x 8' High Full color fabric back wall with (1) 40" high freestanding single counter
(66544)
(66542)
(66539)
Please note: Freestanding counter is not fabric but standard 1 meter wide with graphic front.
(66541)
Package Options and Pricing
QTY
FABEX Signature FX2 Options
Standard
Item Description
QTY
Standard
Item Description
66534
10' Backwall Package
1980.00
66538
2904.00
66536
3432.00
66540
4382.40
66542
10' Backwall package with Header
20' Backwalll Package with Header
2442.00
3828.00
66544
Qty
** Add mounted monitor to the back wall (66546) for FX2 & FX3 Options!
Price
1500.00
66546
(Please note: Maximum 42" monitor. Standard monitor placement is centered on backwall, please call for details. Client is responsible for ordering electrical services)
All FABEX Signature Packages must be ordered 30 days before move in for confirmed availability.
Approved, print ready graphics MUST be received 30 days from show for availability.
Carpet is not included. To order please refer to Carpet and Cleaning Form.
Total FABEX Signature Packages: $
Please complete the following.
8.600% Tax*: $
Company Name: _____________________________________________________________________
Amount Due: $
Contact Name:
______________________________________________________________________
Booth Number:
______________________________ Phone Number: __________________________
Payment authorization must be completed and returned with order. No refunds or cancellations once order has been placed.
*All tax rates are subject to change.
(404) 720-8652
(404) 720-8757
[email protected]
October 18, 2016
EVENT CODE
DISCOUNT DEADLINE
P142741016
September 16, 2016
Signature Series
Freestanding 10' or 20' Backlit backwall with full color graphics
FABEX Backlit Booth
Rentals
FX1 ‐ 10' Wide x 8' High Freestanding Backlit Wall with full color graphics FX1.2L ‐ 20' Wide x 8' High Backlit wall with (1) Endcap and full color graphics FX1L‐ 10' Wide x 8' High Backlit wall with (1) Endcap and full color graphics (66530)
FX1 also available in:
20' Wide x 8' High (66532) 30' Wide x 8' High (66547)
(66531)
(66533)
**Endcap measures 1 Meter Wide x 8' High
***
FX1F ‐ Backlit Freestanding Panel
Available in Double sided or Single sided
FX1U ‐ 20' Wide x 8' High Backlit wall with (2) Endcaps and full color graphics (66549)
**Endcaps measure 1 Meter Wide x 8' High
(66548)
Package Options and Pricing
QTY
Standard
Item Description
QTY
Standard
Item Description
66530
FX1-10' Freestanding Backlit Wall
1996.50
66531
FX1L-10' Backlit Wall with Endcap
66532
FX1.2-20' Freestanding Backlit Wall
3085.50
66533
FX1.2L-20' backlit Wall with Endcap
3478.75
66547
FX1.3-30' Freestanding Backlit Wall
4174.50
66549
FXU-20' Backlit Wall with Endcaps
3872.00
66548
FX1F- Freestanding Backlit Panel
786.50
2389.75
All FABEX Signature Packages must be ordered 30 days before move in for confirmed availability.
Approved, print ready graphics MUST be received 30 days from show for availability.
Carpet is not included. To order please refer to Carpet and Cleaning Form.
Total FABEX Signature Packages: $
8.600% Tax*: $
Company Name: _____________________________________________________________________
Amount Due: $
Contact Name:
______________________________________________________________________
Booth Number:
______________________________ Phone Number: __________________________
(602) 253-1113
(602) 253-1114
[email protected]
October 18, 2016
EVENT CODE
DISCOUNT DEADLINE
P142741016
September 16, 2016
Natural Feel
Business Stool
Signature Series
Furniture
Natural Feel
Business Table 30"
Natural Feel
Business Table 40"
Natural Feel
Business Chair
6 Foot Fabric Table Cover w/ Table
Lighting & Accessories
Available Colors:
Natural Feel Furniture
Qty.
Item
50704
Natural Feel Business Chair
Natural Feel Business Stool
Natural Feel Business Table 30"
Natural Feel Business Table 40"
50705
50706
50707
Fabric Table Covers
Qty.
Item
Discount
Regular
130.30
158.60
266.25
277.60
169.40
206.20
346.15
360.90
Natural Feel Accessories
Qty.
Item
Amount
50709
50710
50708
Natural Feel Floor Lamp
Natural Feel Table Lamp
Natural Feel Waste Receptacle
Discount
Regular
141.65
101.95
62.30
184.15
132.55
81.00
(50700)
Discount Amount
White - Fabric Table Cover w/ Table
220.95
Red - Fabric Table Cover w/Table
220.95
Blue - Fabric Table Cover w/Table
220.95
Black - Fabric Table Cover w/Table
220.95
All Signature Series Furnishings must be ordered 30 days before move-in for availability.
Total Signature Furnishings: $
8.600% Tax*: $
Company Name: _____________________________________________________________________
Contact Name:
______________________________________________________________________
Booth Number:
______________________________ Phone Number: __________________________
Must order by discount deadline to receive discounted pricing. Payment authorization must be completed and returned with order.
Amount Due: $
Amount
(602) 253-1113
(602) 253-1114
[email protected]
Elevated
Hardwood Flooring
October 18, 2016
EVENT CODE
DISCOUNT DEADLINE
P142741016
September 16, 2016
Signature Series
Flooring
Premium Plush Carpet
50 oz.
Light Maple
Rustic Cherry
Blackwood
Ivory
Barnwood
Checkerboard
Premium Vinyl Floor Covering
Use the below formula to calculate the square footage (sq. ft.)
X
=
sq. ft.
length
Premium Plush Carpet
Item
Sq. Ft.
(22)
Navy
width
Premium Vinyl Floor (46005)
Item
(46004)
Per Sq. Ft Amount
Amount
Sq. Ft.
Per Sq. Ft
8.60
(83)
Light Maple
11.10
(74)
Crimson
8.60
(84)
Graphite
8.60
(80)
Rustic Cherry
Blackwood
11.10
(73)
(03)
White
8.60
(31)
Ivory
11.10
(06)
Black
8.60
(85)
Barnwood
11.10
(90)
Hot Pink
8.60
(82)
Checkerboard
11.10
(91)
Electric Blue
(77)
Bay Blue
8.60
8.60
(48)
Hunter
8.60
(99)
Sun Gold
8.60
(98)
Paprika
8.60
50712
Light Oak - Elevated Hardwood Floor
(07)
Burgundy
8.60
50711
Dark Oak - Elevated Hardwood Floor
Amount
11.10
Elevated Hardwood Floor
Elevated Hardwood Floor
Sq. Ft.
Item
Per Sq. Ft
Amount
Amount
Call for Quote
Call for Quote
* Please refer to the labor order form to order labor for the installation
of your elevated floor
All Signature Series Flooring must be ordered 30 days before move-in for availability.
Minimum 100 square feet is required per flooring order.
Total Signature Flooring: $
8.600% Tax*: $
Company Name: _____________________________________________________________________
Amount Due: $
Contact Name:
______________________________________________________________________
Booth Number:
______________________________ Phone Number: __________________________
(602) 253-1113
(602) 253-1114
October 18, 2016
EVENT CODE
DISCOUNT DEADLINE
P142741016
September 27, 2016
[email protected]
Booth Cleaning
Carpet is delivered clean, but may become dirty during setup.
Booth cleaning is suggested at least once prior to show opening.
Orders based on 100 Sq Ft Minimum
All cancelations must be received 48 hours prior to show opening
As the General Service Contractor, Shepard has the exclusive cleaning contract for this show
and other service contractors will not be permitted to provide this service on the show floor.
Booth Vacuuming
Mopping/Shampooing
Vacuum Once
Mopping
Item
Sq Ft
Discount
Amount
Item
Sq Ft
Discount Amount
47050
0-399 sq ft
0.44
0.55
47042
Once Before Initial Opening per sq ft
0.55
0.70
47051
400-900 sq ft
0.40
0.50
47022
Daily per sq. ft.
0.55
0.70
47052
900+ sq ft
0.35
0.45
Shampooing
Vacuum Once with One Touch Up
Sq Ft
Item
Discount
Amount
47045
0-399 sq ft
0.54
0.70
47046
400-900 sq ft
900+ sq ft
0.50
0.45
0.65
0.60
Discount
Amount
47047
Item
Sq Ft
47003
Discount Amount
Once Before Initial Opening per sq ft
0.60
0.80
*Touch Up Service Date:
Display Wipe Down
Daily Vacuum
Item
Sq Ft
47055
0-399 sq ft
0.44
0.55
47056
400-900 sq ft
0.40
0.50
47057
900+ sq ft
0.35
0.45
*2 hr minimum per day
Display Wipe Down
ST
Hours
Item
47043
Once Before Initial Opening
Item
Hrs per day
47044
Porter Service
Booth Porter Services
Sq Ft
Item
47030T
47031T
Porter Service Once
Daily Porter Service
Discount
Amount
0.45
0.45
0.60
0.60
Daily service
Date
Start Time
Date
Start Time
Date
Start Time
Date
Start Time
Porter Service includes emptying wastebaskets within the booth every
two hours during the show.
Please note: booth cleaning and porter service are taxable for this show.
Yes, I have read and accept the terms and conditions as outlined in the Exhibitor Service Manual.
Yes, I have completed and included the payment Authorization Form.
Total Cleaning: $
8.600% Tax*: $
Company Name: _____________________________________________________________________
Amount Due: $
Contact Name:
______________________________________________________________________
Booth Number:
______________________________ Phone Number: __________________________
97.25
OT
145.88
ST
OT
97.25
145.88
BOOTH CARPETING
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
Carpet lends the booth a warm, inviting atmosphere.
Select the carpet that will enhance your exhibit and draw customers in. Remember
to provide your guests extra comfort with the upgrade of padding.
PREMIUM CARPET - 28 OZ., 100% ULTRA CUT PILE WITH ACTION BACK OR JUTE BACKING
Choose Color:
Red (01)
Silver Cloud (18)
Deep Navy (22)
Qty.
Charcoal (17)
Black (06)
Cobalt (21)
46001
46003
Item
Discount
Regular
Rental/sq ft
6.05
7.85
Amount
Rental 1000+/sq ft
5.25
6.85
Rental includes installation and removal of carpet and visqueen.
Minimum 100 sq. ft. required.
PURCHASED PREMIUM CARPET
Qty.
46002
Item
Discount
Regular
Purchase/sq ft
14.45
18.80
Amount
Minimum 100 sq. ft. is required. No refunds on cancellations.
Please note - Premium White is available for purchase only.
BOOTH DIMENSIONS
PADDING & VISQUEEN
Item
Discount
Regular
50009
1/2" Padding
1.05
1.35
50008
1" Padding
2.10
2.75
50010
Visqueen
0.35
0.45
Qty.
What is your booth size (ft.)?
X
=
sq. ft.
Amount
EXPO CARPET - 13 OZ.
Choose Color:
Red (01)
Blue (05)
Tuxedo (50)
Item
Discount
Regular
50255
10' x 10'
206.90
268.95
50256
10' x 20'
393.90
512.05
50257
10' x 30'
587.55
763.80
Qty.
Black (06)
Teal (13)
Burgundy (07)
Amount
50258
10' x 40'
781.10
1015.45
Variation in dye lot may occur when ordering more than one cut of carpet
unless ordered as Special Cut Carpet.
SPECIAL CUT EXPO CARPET
Item
Discount
Regular
50580
0 - 399 sq ft*
4.25
5.55
50581
400 - 900 sq ft
3.85
5.00
Qty.
Amount
50582
900+ sq ft
3.50
4.55
Rental includes installation and removal of carpet and visqueen protective
covering.
*Minimum 100 square feet
Prices quoted above include installation and taping of front edge only. All rental carpet is delivered clean to your booth space, but during setup, carpet
may become dirty. Please order cleaning service at least once before show opening.
Total Carpeting $
8.60%
Tax*: $
Amount Due: $
Company Name:
Booth #:
Contact Name:
Phone #:
Signature also indicates you read and accept the Payment Policy and Terms and Conditions.
Must order by discount deadline date to receive discounted pricing. Payment Authorization must be completed and returned with order.
There are no exchanges or refunds once item has been delivered to your booth. Cancellation must be received in writing 48 hours prior
to first exhibitor move-in day.
* All tax rates are subject to change.
EXPO FURNISHINGS
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
TABLES - ALL DISPLAY TABLES ARE 24" WIDE
Code
Qty.
Gold (04)
Blue (05)
Black (06)
Burgundy (07)
Grey (10)
Teal (13)
SKIRTED TABLES
Discount
Size
Color
Regular
Item
Discount
Regular
Side Chair
74.95
97.45
50021
Arm Chair
104.25
135.55
50024
Stool w/back
124.50
161.85
Code
Choose drape color (place color code next to order):
Red (01)
Green (02)
White (03)
STANDARD SEATING
Qty.
50020
Amount
STANDARD ACCESSORIES
Amount
50042
4'L X 30"H
117.70
153.00
50046
6'L X 30"H
144.65
188.05
50050
8'L X 30"H
183.25
238.25
50043
4'L X 42"H
143.05
185.95
50047
6'L x 42"H
183.20
238.15
50051
8'L x 42"H
215.45
280.10
50052
4th Side 30"
71.55
93.00
Code
50171
4th Side 42"
71.55
93.00
50091
Qty.
Item
Discount
Regular
Wastebasket
20.85
27.10
Tables are skirted 3-sided, must order 4th side for all
50094
Floor Easel
42.30
55.00
sides to be draped on 6' and 8' tables.
50245
Literature Rack
156.20
203.05
Item
Discount
Regular
Bag Rack
206.85
268.90
Amount
UNSKIRTED TABLES
Size
Discount
Regular
50040
4'L X 30"H
83.80
108.95
Code
Qty.
50044
6'L X 30"H
100.05
130.05
50048
8'L X 30"H
118.00
153.40
50041
4'L X 42"H
94.45
122.80
50045
6'L x 42"H
118.00
153.40
50049
8'L x 42"H
131.60
171.10
Amount
Code
Qty.
50175
Code
RISERS - WOODEN PLANKING, 8" WIDE
50092
Coat Rack
73.45
95.50
DRAPED RISERS
50093
Garment Rack
206.85
268.90
Qty.
Color
Size
50082
4'L X 6"H
Discount
Regular
47.45
61.70
Amount
Amount
50084
6'L X 6"H
61.20
79.55
50086
8'L X 6"H
82.00
106.60
50083
4'L X 12"H
102.75
133.60
50085
6'L x 12"H
127.95
166.35
Code
Item
Discount
Regular
50087
8'L x 12"H
142.50
185.25
50427
Tensabarrier Stanchion
87.25
113.45
50095
Sign Holder, 22x28
96.35
125.25
Qty.
Amount
UNDRAPED RISERS
SKIRTING OF EXHIBITOR EQUIPMENT-per linear ft.
Discount
Regular
50076
4'L X 6"H
24.40
31.70
50058
50078
6'L X 6"H
34.30
44.60
Please select sateen color from below:
Red (01)
Gold (04)
Green (02)
Blue (05)
White (03)
Black (06)
Code
Qty.
Size
50080
8'L X 6"H
44.45
57.80
50077
4'L X 12"H
47.35
61.55
50079
6'L x 12"H
67.65
87.95
50081
8'L x 12"H
82.60
107.40
Amount
Sateen Skirting
16.15
21.00
Burgundy (07)
Grey (10)
Teal (13)
Total Expo Furnishings: $
Please complete the following:
8.600%
Tax*: $
Company Name:
Booth #:
Amount Due: $
Contact Name:
Phone #:
to first exhibitor move-in day. Rental items not ordered and found in use in your booth are subject to "Regular" rate billing.
SPECIALTY FURNISHINGS & ACCESSORIES
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
SPECIALTY CHAIRS AND TABLES
36" Diameter
42" or 30" H
Discount
Item
Qty.
51086
Director's Chair
51090
Director's Stool
51089
Ped. Table,42"
50032
Ped. Table,30"
50030
50031
Rnd Side Table
Sq. Side Table
78.95
SHOWCASES
Full View
24" W x 18" H
Regular
Amount
Qty.
1013.35
141.25
183.65
50068
Full View 6'
859.75
1117.70
269.30
50069
Quarter View 4'
779.50
1013.35
197.55
256.80
50070
99.45
99.45
129.30
129.30
Regular
50185
Drawing Bowl
38.85
50.50
50088
8' Upright
27.35
35.55
50349
6'-10' Crossbar
18.20
23.65
50348
7'-12' Crossbar
4’ x 12” Display
18.20
23.65
87.35
113.55
GRID AND GRID ACCESSORIES
Amount
Size
Discount
Regular
50236
2'x8' w/legs, each
186.40
242.30
50237
2'x8' w/o legs, each
139.70
181.60
Amount
12.80
16.65
50242
7-Ball Waterfall
Other accessories available, please call customer service for more
information.
VELCRO TACK BOARD
108.75
141.40
Riser *
* These display risers are stackable up to four (4) shelving units. It is
also important to note that all risers will be delivered to your booth, but
it is your responsibility to install them.
50065
50061
8' High
backwall drape
3' High
sidewall drape
Amount
Quarter View 6'
859.75
1117.70
Standard Showcases are a gray finish.
Qty.
Riser *
6’ x 12” Display
Regular
779.50
207.15
Discount
50297
Discount
50067
Item
50296
Item
Full View 4'
102.65
MISCELLANEOUS ITEMS
Qty.
Quarter View
50060
Item
Discount
Regular
50060
4' x 8' Horz.
252.40
328.10
50061
4' x 8' Vert.
252.40
328.10
Qty.
Amount
SPECIAL DRAPERY BACKGROUNDS - Per linear foot
Must be approved by show management.
Item
Discount
Regular
50073
8' High
19.80
25.75
50074
3' High
14.70
19.10
Lin. Ft.
Choose Color:
Red (01)
White (03)
Amount
Minimum 10 linear feet rental required
Blue (05)
Black (06)
Grey (10)
Burgundy (07)
Total Specialty Furnishings/Accessories: $
8.600%
Tax*: $
Amount Due: $
Company Name:
Booth #:
Contact Name:
Phone #:
SOFAS &
SECTIONALS
HEA08
NPLSOF
| NPLSOP
FAIRSW
SFA002
SO1
TANSOF
KEYSOF
SFA003
| SFAPWR
HS008
SO2
KEYLOV
NPLLOV
| NPLLOP
LOVESEATS
SOFAS &
SECTIONALS
FAIRSW | Fairfax Sofa
White Vinyl, Brushed Metal
62"L 27"D 30"H
HEA08 | Heathrow Sofa
Black Vinyl
48"L 24"D 28"H
SFA002 | Allegro Sofa
Blue Fabric
73"L 34.5"D 30"H
SO1 | South Beach Sofa
Platinum Suede
69"L 29"D 33"H
SFA003 | Roma Sofa
White Vinyl
78"L 31"D 33"H
NPLSOF | Naples Sofa
Black Vinyl
87"L 30"D 28"H
HS008 | Heathrow
3 pc. Sectional
Black Vinyl
72"L 48"D 28"H
TANSOF | Tangiers Sofa
Beige Textured
78"L 37"D 36"H
KEYSOF | Key Largo Sofa
Black Fabric
79"L 35"D 34"H
SO2 | South Beach
3 pc. Sectional
Platinum Suede
152"L 40"D 33"H
LOVESEATS
KEYLOV | Key Largo
Loveseat
Black Fabric
57"L 35"D 34"H
NPLLOV | Naples Loveseat
Black Vinyl
62"L 30"D 28"H
CLUB
CHAIRS
KEYCHR
FAIRCW
CHR003
| CHRPWR
CHR002
NPLCHR
| NPLCHP
TANCHR
OCB
HCH08
HC008
OCH
BCW
CCE
ACCENT
CHAIRS
MADGRY
SWAN
LABREA
OCMESP
OCMTAU
OCMWHT
MEETING
CHAIRS
CLUB CHAIRS
FAIRCW | Fairfax Chair
White Vinyl, Brushed Metal
30"L 27"D 30"H
CHR003 | Roma Chair
White Vinyl
37"L 31"D 33"H
CHR002 | Allegro Chair
Blue Fabric
36"L 34.5"D 30"H
NPLCHR | Naples Chair
Black Vinyl
36"L 30"D 28"H
KEYCHR | Key Largo Chair
Black Fabric
35"L 35"D 34"H
TANCHR | Tangiers Chair
Beige Textured
34"L 37"D 36"H
OCB | Key West Tub Chair
Black
31"L 31"D 31"H
HCH08 | Heathrow Chair
Black Vinyl
24"L 24"D 28"H
HC008 | Heathrow Corner
Chair
Black Vinyl
24"L 24"D 28"H
ACCENT CHAIRS
MADGRY | Madden
Arm Chair
Light Gray, Vinyl
27"L 32"D 33"H
SWAN | Swanson Swivel
Chair
White Vinyl
28"L 25"D 18"H
OCH | Madrid Chair
Black Vinyl
30"L 30"D 31"H
BCW | Madrid Chair
White Vinyl
30"L 30"D 31"H
LABREA | La Brea Swivel
Chair
Charcoal Gray, Fabric
35"L 27"D 40"H
CCE | Ice Chair
Transparent, Chrome
17.25"L 20"D 32"H
MEETING CHAIRS
OCMESP | Meeting
Chair
Espresso Vinyl
25.5"L 23.5"D 34"H
OCMTAU | Meeting Chair
Taupe Fabric
25.5"L 23.5"D 34"H
OCMWHT | Meeting Chair
White Vinyl
25.5"L 23.5"D 34"H
OTTOMANS
BN075
BNO08
OTS
SAL
END01B
END01W
END02B
END02W
CUBL20
OSC
OTH
VIB05
VIB06
VIB07
VIB08
VIB01
VIB02
VIB03
VIB04
OTTOMANS
BNO08 | Bench Ottoman
Black Vinyl
60"L 20"D 18"H
BNO75 | Bench Ottoman
White Vinyl
60"L 20"D 18"H
OTS | South Beach Wedge
Ottoman
Platinum Suede
25"L 31"D 18"H
SAL | Sally Stool
White
12" Round 17"H
END01B | Endless Curved
Ottoman
Black
60.5"L 37.5"D 15"H
END01W | Endless Curved
Ottoman
White
60.5"L 37.5"D 15"H
END02B | Endless Square
Ottoman
Black
34"L 34"D 15"H
END02W | Endless Square
Ottoman
White
34"L 34"D 15"H
CUBL20 | Edge LED Cube
Ottoman
White Plastic
20"L 20"D 20"H
A/C power only
OSC | Milano Cube
White Vinyl
17"L 17"D 18"H
OTH | Milano Cube
Black Vinyl
17"L 17"D 18"H
Vibe Cube Ottomans
Waterproof
18"L 18"D 18"H
VIB05 | Yellow Vinyl
VIB06 | Gold/Bronze Vinyl
VIB07 | Beige Vinyl
VIB08 | Orange Vinyl
VIB01 | Green Vinyl
VIB02 | Blue Vinyl
VIB03 | Pink Vinyl
VIB04 | Red Vinyl
COCKTAIL
TABLES
Also available with powered
tops. See page 1 for details.
COLI
C1E
REGBEN
C1K
C1F
C1C
C1W
| C1WP
C1Y
| C1YP
TMBTBL
NEMSAC
ETBL
AURA
EOLI
E1E
REGOTT
E1K
CUBTBL
E1F
E1C
E1W
E1Y
CDYTB
SIDE AND
END TABLES
COCKTAIL TABLES
COLI | Oliver Cocktail Table
Walnut Finish
47"L 27"D 19"H
C1E | Silverado Cocktail
Table
Glass, Chrome
36" Round 17"H
REGBEN | Regis Bench/
Table
Brushed Metal
47"L 15.5"D 16"H
C1K | Inspiration Cocktail
Table
Glass, Brushed Steel
48"L 28"D 18"H
C1F | Geo Cocktail Table
Glass, Black
50"L 22"D 16"H
C1C | Geo Cocktail Table
Glass, Chrome
50"L 22"D 16"H
SIDE & END TABLES
TMBTBL | Timber Table
Wood
16" Round 17"H
EOLI | Oliver End Table
Walnut Finish
22" Round 22"H
E1F | Geo End Table
Glass, Black
26"L 26"D 20"H
E1E | Silverado End Table
Glass, Chrome
24" Round 22"H
E1C | Geo End Table
Glass, Chrome
26"L 26"D 20"H
REGOTT | Regis End Table
Brushed Metal
16"L 15.5"D 16.5"H
E1W | Sydney End Table
White, Brushed Steel
27"L 23"D 22"H
C1W | Sydney Cocktail Table
White, Brushed Steel
48"L 26"D 18"H
NEMSAC | Mosaic Tables,
Set of 3
12"L 14"D 16"H
16.5"L 15"D 18"H
20.5"L 16"D 20"H
C1Y | Sydney Cocktail Table
Black, Brushed Steel
48"L 26"D 18"H
ETBL | E Table
Wood
21"L 15.5"D 27.5"H
E1K | Inspiration End Table
Glass, Brushed Steel
24"L 28"D 22"H
E1Y | Sydney End Table
Black, Brushed Steel
27"L 23"D 22"H
AURA | Aura Round Table
White Metal
15" Round 22"H
CUBTBL | Edge LED
Cube Table
Plexi Top, White Plastic
20"L 20"D 20"H
A/C power only
CDYTB | Candy Table
White/Black Top
18"L 18"D 18"H
EXECUTIVE FURNITURE
October 18, 2016
Customer Service Phone: (602) 253-1113
(602) 253-1114
[email protected]
SEATING
Discount
Item
Qty.
Regular
Amount
Qty.
Discount
Item
Sofas & Sectionals
Regular
SO1-South Beach Sofa, P. Suede
768.45
999.00
CCE-ICE, Transparent/Chrome
306.45
398.40
HEA08-Heathrow Sofa, Black Vinyl
768.45
999.00
OCH-Madrid Black Leather
864.60
1124.00
1125.15
2015.85
2620.60
BCW-Madrid Chair, White
865.50
SFA002- Allegro Sofa
808.50
1051.05
LABREA-La Brea Swivel Chair
475.85
618.60
NPLSOF-Naples Sofa, Black Vinyl
968.65
1259.25
OCB-Key West Tub, Black
460.45
598.60
NPLSOP-Naples Sofa, powered
1178.10
1531.55
SCD-Fusion, Green/White
161.70
210.20
SO2-3pc. South Beach, P. Suede
1844.90
2398.35
SCC-Fusion, Clear/White
161.70
210.20
768.45
999.00
SCE-Fusion, Red/White
161.70
210.20
210.20
HS008-Heathrow 3 pc. Sectional
TANSOF-Tangiers Sofa, Beige
SFA003-Roma Sofa, White
SFAPWR-Roma Sofa, powered
KEYSOF-Key Largo Sofa
FAIRSW-Fairfax Sofa
Amount
Group & Accent Chairs
922.45
1199.20
SCF-Fusion Chair, Black/White
161.70
1178.10
1531.55
MADGRY-Madden Arm Chair,Grey
491.25
638.65
546.70
552.85
710.70
718.70
SWAN-Swanson Swivel, White Vinyl
414.25
Loveseats
538.55
Club Chairs
814.65
1059.05
1014.85
1319.30
423.50
Meeting Chairs
550.55
OCMESP-Meeting Chair, Espresso
321.85
418.40
OCMTAU-Meeting Chair,Taupe
315.70
410.40
OCMWHT-Meeting Chair, White
290.95
378.25
478.45
OSC-Cube, White Leather
146.30
190.20
475.85
618.60
OTH-Cube, Black Leather
146.30
190.20
BN075-Bench, White Leather
475.85
618.60
VIB03-Vibe Cube, Pink
161.70
210.20
END02B-Square, Black Leather
414.25
538.55
VIB06-Vibe Cube, Gold/Bronze
161.70
210.20
END02W-Square, White Leather
414.25
538.55
CUBL20-Edge Lighted Cube
227.90
296.25
VIB02-Vibe Cube, Blue
161.70
210.20
VIB08-Vibe Cube, Orange
161.70
210.20
VIB04-Vibe Cube, Red
161.70
210.20
SAL Sally Stool
107.25
139.45
VIB05-Vibe Cube, Yellow
161.70
210.20
VIB01-Vibe Cube, Green
161.70
210.20
VIB07-Vibe Cube, Champaigne
161.70
210.20
Discount
Regular
Discount
Regular
NPLLOV-Naples, Black Vinyl
HC008-Heathrow Corner, Black Vinyl
645.25
838.85
NPLLOP-Naples Loveseat, powered
HCH08-Heathrow Chair, Black Vinyl
999.00
878.85
KEYLOV-Key Largo Loveseat
NPLCHR-Naples Chair, Black Vinyl
768.45
676.05
NPLCHP-Naples Chair, powered
731.50
950.95
TANCHR-Tangiers Chair, Beige
498.60
648.20
CHR002-Allegro Chair
568.25
738.75
CHR003-Roma Chair, White
629.85
818.80
CHRPWR-Roma Chair, powered
731.50
950.95
KEYCHR-Key Largo Chair
361.90
470.45
FAIRCW-Fairfax Chair
398.85
518.50
OTS-South Beach Wedge
368.05
BNO08-Bench, Black Leather
Ottomans
COCKTAIL AND END TABLES
Qty.
Item
Amount
Qty.
Item
Occasional Cocktail Tables
C1E-Silverado
321.85
418.40
E1E-Silverado
306.45
398.40
C1K-Inspiration
358.80
466.45
E1K-Inspiration
337.25
438.45
C1F-Geo Rect., Glass/Black
291.05
378.35
E1F-Geo, Glass/Black
284.90
370.35
C1C-Geo Rect., Glass/Chrme
291.05
378.35
E1C-Geo, Glass/Chrme
284.90
370.35
COLI - Oliver Cocktail Table
277.20
360.35
EOLI-Oliver End Table
246.40
320.30
C1W-Sydney, White
326.50
424.45
E1W-Sydney, White
294.15
382.40
C1Y-Sydney, Black
326.50
424.45
E1Y-Sydney, Black
294.15
382.40
C1YP-Sydney Black, powered
414.25
538.55
CUBTBL-Edge LED Cube
229.45
298.30
C1WP-Sydney White, powered
414.25
538.55
CDYTB-Candy Table
244.85
318.30
G30CMS-Table, Maple
429.65
558.55
AURA End Table
167.85
218.20
G30CMW-Table w/ Grmt, Maple
429.65
558.55
ETBL-E Table, Wood
206.35
268.25
G30CWS-Table, White
429.65
558.55
NEMSAC Mosaic Tables, Set of 3
337.25
438.45
G30CWW-Table w/ Grmt, White
429.65
558.55
TMBTBL Timber Table, Wood
198.65
258.25
REGBEN-Regis Bench Table
331.10
430.45
REGOTT-Regis End Table
244.85
318.30
Amount
Occasional End Tables
Subtotal $
Company Name:
Booth #:
8.600%
Tax: $
Amount Due: $
Contact Name:
Phone #:
There are no exchanges or refunds once item has been delivered to your booth. Cancellation must be received 24 hours prior to
first exhibitor move-in day.
GROUP
SEATING
CS8
CS9
XCHR
SC1
CH002
SC10
DUET
RSTDIN
SC4
SCF
SCC
SCE
SCD
SC3
XC3
XC6
CO4
GROUP SEATING
RSTDIN | Rustique Chair
with arms
Gunmetal
20"L 18"D 31"H
DUET | Duet Chair
Black, Chrome
21"L 23"D 33"H
CS8 | Berlin Chair
Black, White
18"L 22"D 32"H
CS9 | Berlin Chair
Red, White
18"L 22"D 32"H
XCHR | Christopher Chair
White Vinyl, Chrome
17"L 19"D 35"H
SC1 | New York Chair
Black, Maple
18"L 17"D 34"H
CH002 | Wendy Chair
Clear Acrylic
15"L 20"D 36"H
SCE | Fusion Chair
Red, White
19"L 21"D 32"H
XC3 | Luxor Guest Chair
Black Vinyl
27"L 28"D 40"H
SC10 | Razor Armless Chair
White
15.38"L 15.5"D 30.5"H
SCD | Fusion Chair
Green, White
19"L 21"D 32"H
XC6 | Altura Guest Chair
Black Crepe
25"L 20"D 34"H
SCF | Fusion Chair
Black, White
19"L 21"D 32"H
SC4 | Jetson Chair
Black
19"L 18"D 31"H
CO4 | Iso Mesh Chair
Black
26"L 24"D 38"H
SCC | Fusion Chair
Clear, White
19"L 21"D 32"H
SC3 | Brewer Chair
Onyx, Black
20"L 20"D 32"H
CONFERENCE
TABLES
PWRUSB
Powered Conference Table Module
(black) 5"L 2.25"D 2"H
Includes 2 AC and 2 USB outlets. Available for all conference
tables except the Manhattan, Geo, Merlin and Work Tables.
CE1
CF1
CE2
CF2
CONF42
CB1
CC5
CG1
OCT6W
6'–CB2
8'–CB3
6'–CC6
6'–CT06GR
8'–CC7
10'–CC8
8'–C508GR
10'–CT10GR
MERLIN
WD3
CONFERENCE
TABLES
CC5 | 42" Round Table
Mahogany
42" Round 29"H
CONF42 | 42" Round Table
White Laminate
42" Round 29"H
CB1 | 42" Round Table
Graphite Nebula
42" Round 29"H
CE1 | Geo Table, Rounded
Square
Glass, Chrome
42"L 42"D 29"H
CF1 | Geo Table, Rounded
Square
Glass, Black
42"L 42"D 29"H
CE2 | Geo Table,
Rectangular
Glass, Chrome
60"L 36"D 29"H
CF2 | Geo Table,
Rectangular
Glass, Black
60"L 36"D 29"H
CG1 | Manhattan Table
Glass, Black
42" Round 29"H
CC6 | 6' Table
Mahogany
72"L 36"D 29.5"H
C508GR | 8' Table
Granite
96"L 44"D 29"H
OCT6W | Nova Oval Table
White, Silver Powder Coated
Legs
71"L 36"D 29"H
CT06GR | 6' Table
Granite
72"L 36"D 29"H
CT10GR | 10' Table
Granite
120"L 46"D 29"H
CC7 | 8' Table
Mahogany
96"L 48"D 29.5"H
MERLIN | Merlin Multi Use
Table
Gray Laminate, Black
46"L 29"D 30"H
CB2 | 6' Conference Table
Graphite Nebula
72"L 42"D 29"H
CB3 | 8' Conference Table
Graphite Nebula
96"L 48"D 29"H
CC8 | 10' Table
Mahogany
120"L 48"D 29.5"H
WD3 | Work Table
White Laminate, White
48"L 24"D 30"H
EXECUTIVE
CHAIRS
PROEXE
G30
COMMUNAL
TABLES
PROEXB
PROGB
XC2
XC1
PROMID
XC5
XC4
(G30 Powered Tables)
(Solid Top Tables Or With Grommet Holes)
POWER DETAIL
G30BWP
G30BMS
G30BMW
G30BWS
G30BWW
G30DWP
G30DMS
G30DMW
G30DWS
G30DWW
G30CWP
G30CMS
G30CMW
G30CWS
G30CWW
(ADAPTW)
G30 Powered Tables come with
2 white Charging Adapters
TABLE TOP
OPTIONS
(G30 Powered Tables only
available in white)
MAPLE
WHITE
EXECUTIVE CHAIRS
PROEXE | Pro Executive
High Back Chair
White Classic Vinyl
25"L 24"D 48"H Adjustable
PROEXB | Pro Executive
High Back Chair
Black Vinyl
PROGB | Pro Executive
Guest Chair
Black Vinyl
24"L 22"D 36"H
Denotes AC and USB
charging outlets
PROMID | Pro Executive
Mid Back Chair
White Classic Vinyl
XC4 | Altura High Back
Executive Chair
Black Crepe
XC2 | Luxor Mid Back
Executive Chair
Black Vinyl
G30 COMMUNAL
TABLES
XC1 | Luxor High Back
Executive Chair
Black Vinyl
XC5 | Altura Mid Back
Executive Chair
Black Crepe
G30 POWERED TABLES
White Top
G30BWP | Bar Table
72"L 26"D 42"H
G30DWP | Café Table
72"L 26"D 30"H
G30CWP | Cocktail Table
72"L 26"D 18"H
Bar Table
G30BMS | Solid Top
G30BMW | Grommet Holes
Maple Top
72"L 26"D 42"H
Bar Table
G30BWS | Solid Top
G30BWW | Grommet Holes
White Top
72"L 26"D 42"H
Café Table
G30DMS | Solid Top
G30DMW | Grommet Holes
Maple Top
72"L 26"D 30"
Café Table
G30DWS | Solid Top
G30DWW | Grommet Holes
White Top
72"L 26"D 30"H
Cocktail Table
G30CMS | Solid Top
G30CMW | Grommet Holes
Maple Top
72"L 26"D 18"H
Cocktail Table
G30CWS | Solid Top
G30CWW | Grommet Holes
White Top
72"L 26"D 18"H
CAFÉ TABLES
ZTK
ZTP
ZTN
ZTQ
30MHSC
ZTG
ZTC
30GRHC
36GRHC
30MTHC
36MTHC
36WTHC
30MHHC
30BRHC
30BBHC
30ORHC
30SBHC
ZTJ
ZTB
30STHC
CAFÉ TABLES
Standard Black Base
30" Round 29"H
ZTJ | Graphite Nebula Top
ZTB | Brushed Red Top
ZTK | Maple Top
30MHSC | Mahogany Top
ZTG | Silver Textured Top
ZTC | Brushed Blue Top
Standard Black Base
36" Round 29"H
ZTN | Graphite Nebula Top
ZTQ | White Laminate Top
ZTP | Maple Top
Hydraulic Chrome Base
30" Round 29"H
30M6HC | Maple Top
30GRHC | Graphite Nebula
Top
30MHHC | Mahogany Top
30STHC | Silver Textured Top
30BRHC | Brushed Red Top
30BBHC | Brushed Blue Top
30ORHC | Orange Top
30SBHC | Liquid Steel Blue
Top
36" Round 29"H
36MTHC | Maple Top
36GRHC | Graphite Nebula
Top
36WTHC | White Laminate
Top
EXECUTIVE FURNITURE
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
CONFERENCE TABLES & CHAIRS
Qty.
Discount
Item
Regular
Amount
Qty.
Discount
Item
Regular
CF2-Geo Table, Black
522.05
678.65
Duet-Black, Chrome
75.45
98.10
CE1-Geo Table, Sq. Chrome
368.05
478.45
RSTDIN-Rustique w/ arms, Gunmetal
167.85
218.20
CF1-Geo Table, Sq. Black
522.05
678.65
CS8-Berline Chair, Black
146.30
190.20
CG1-Manhattan Table, Black
383.45
498.50
CS9-Berlin Chair, Red
146.30
190.20
CE2-Geo Table, Chrome
522.05
678.65
XCHR-Christopher Chr, White Vinyl
121.65
158.15
CB2-6' Graphite Table
546.70
710.70
SC1-New York Chair
223.90
291.05
CB3-8' Graphite Table
645.25
838.85
CH002-Whendy Chair, Acrylic
137.05
178.15
CD2-6' Grey Nebula Table
506.90
658.95
SC10 Razor Chair
90.85
118.10
CD3-8' Grey Nebula Table
614.45
798.80
SCF Fusion Chair, Black White
161.70
210.20
CC6-6' Mahogany Table
546.70
710.70
SCC Fusion Chair, Clear White
161.70
210.20
645.25
838.85
SCE Fusion Chair, Red White
161.70
210.20
968.00
1258.40
SCD Fusion Chair, Green White
161.70
210.20
CB1-42" Round, Graphite Nebula
484.65
630.05
SC4-Jetson Chair
223.90
291.05
CC5-42" Round, Mahogany Table
445.05
578.55
SC3-Brewer Chair, Onyx
201.75
262.30
OCT6W-Nova, Oval White
614.45
798.80
XC3-Luxor Guest Chair
401.95
522.55
CT06GR Conference Table 6' Granite
257.20
334.35
XC6-Altura Guest Chair
357.30
464.50
C508GR Conference Table 8' Granite
312.75
406.60
CO4-Iso Mesh Chair
340.35
442.45
CT10GR Conference Table 10' Granite
469.10
609.85
87.80
114.15
PWRUSB-Powered Table Module
Utility Chairs
Executive Seating
PROEXE-Pro Executive Chair
429.65
558.55
PROEXB-Executive Chair High Back
429.65
300.30
272.60
465.10
558.55
390.40
354.40
604.65
Discount
Regular
PROGB-Guest Executive Chair
PROMID-Executive Chair Mid Back
XC1-Luxor Executive, High-back
Amount
Group & Guest Seating
Conference Tables
SY1-Altura Task Chair
229.45
298.30
DF1-Altura Drafting Stool
352.65
458.45
Executive Seating
XC2-Luxor Executive Chair
XC4-Altura Executive, High-back
XC5-Altura Executive Chair
437.35
469.30
392.70
568.55
610.10
510.50
Discount
Regular
CAFÉ TABLES
Qty.
Item
Amount
Qty.
Item
Café Tables- Black Base
Café Tables - Chrome Base 30", Hydraulic
ZTK-30" Maple Top/Black Base
260.25
338.35
30MTHC-Maple Top, Chrome
346.50
450.45
ZTP-36" Maple Top/Black Base
283.35
368.35
30GRHC-Graphite Nebula, Chrome
346.50
450.45
ZTJ-30" Graphite Top/Black Base
260.25
338.35
30MHHC-Mahogany Top, Chrome
346.50
450.45
ZTN-36" Graphite Top/Black Base
283.35
368.35
30STHC-Silver Textured, Chrome
346.50
450.45
ZTG-30" Silver Textured Top
260.25
338.35
30BRHC-Brushed Red Top, Chrome
346.50
450.45
ZTE-36" Brandy Top/Black Base
324.65
422.05
30BBHC-Brushed Blue Top, Chrome
346.50
450.45
ZTQ-36" White Laminate Top
283.35
368.35
30ORHC-Orange Top, Chrome
346.50
450.45
ZTB-30" Red Top/Black Base
260.25
338.35
30SBHC-Steel Blue Top, Chrome
346.50
450.45
ZTC-30" Blue Top/Black Base
260.25
338.35
Café Tables - Chrome Base 36", Hydraulic
36MTHC-Maple Top, Chrome
377.30
490.50
36GRHC-Graphite Nebula, Chrome
377.30
490.50
36WTHC-White Top, Chrome
377.30
490.50
COMMUNAL TABLES
Bar Tables
Café Tables
G30DMS-Café, Maple Top
614.45
798.80
G30BWS-Bar Table, White
768.45
999.00
G30DMW-Café w/ Grmt, Maple
614.45
798.80
G30BWW-Bar w/ Grmt, White
768.45
999.00
G30DWS-Café, White Top
614.45
798.80
G30BMS-Bar Table, Maple
768.45
999.00
G30DWW-Café w/ Grmt, White
614.45
798.80
G30BMW-Bar w/ Grmt, Maple
768.45
999.00
G30DWP-Café Table, powered
706.85
918.90
G30BWP-Bar Table, powered
907.05
1179.15
Cocktail Tables
G30CWP-Cocktail Table, powered
506.65
658.65
Company Name:
Booth #:
Contact Name:
Phone #:
Subtotal $
8.600%
Tax: $
Amount Due: $
Amount
BAR TABLES
VTJ
VTN
VTK
VTP
30MHSB
VTG
VTB
VTC
36GRHB
30MTHB
36MTHB
36WTHB
30MHHB
30STHB
30BRHB
30BBHB
30ORHB
30SBHB
VTW
30GRHB
TABLE TOP OPTIONS
MAPLE
GRAPHITE NEBULA
WHITE LAMINATE
MAHOGANY
SILVER TEXTURED
BRUSHED RED
BAR TABLES
Standard Black Base
30" Round 42"H
VTJ | Graphite Nebula Top
VTK | Maple Top
30MHSB | Mahogany Top
VTG | Silver Textured Top
VTB | Brushed Red Top
VTC | Brushed Blue Top
Standard Black Base
36" Round 42"H
VTW | White Laminate Top
VTN | Graphite Nebula Top
VTP | Maple Top
BRUSHED BLUE
ORANGE
LIQUID STEEL BLUE
30" Round 45"H
30GRHB | Graphite Nebula
Top
30MTHB | Maple Top
30MHHB | Mahogany Top
30STHB | Silver Textured Top
30BRHB | Brushed Red Top
30BBHB | Brushed Blue Top
30ORHB | Orange Top
30SBHB | Liquid Steel Blue
Top
36" Round 45"H
36GRHB | Graphite Nebula
Top
36MTHB | Maple Top
36WTHB | White Laminate
Top
BARSTOOLS
APS08
APS59
APS75
APS12
RSTSTL
XBAR
ROLLGY
ROLLRD
ROLLWH
ROLLBL
BS001
BS002
BS003
BSN
BCE
BSS
BST
BSD
BSC
BSL
BARSTOOLS
Apex Barstools
21"L 21"D 33"H
APS08 | Black Vinyl
APS59 | Red Vinyl
APS75 | White Vinyl
APS12 | Blue Ultra Suede
RSTSTL | Rustique Barstool
Gunmetal
13"L 13"D 30"H
ROLLWH | Lift Barstool
White Vinyl
15" Round 23–33.5"H
BS003 | Zoey Barstool
Black, Chrome
15"L 16"D 26-30.5"H
BST | Banana Barstool
White, Chrome
21"L 22"D 30"H
XBAR | Christopher Barstool
White Vinyl, Chrome
19"L 15"D 41"H
ROLLBL | Lift Barstool
Black Vinyl
15" Round 23–33.5"H
BSN | Jetson Barstool
Black
18"L 19"D 29"H
BSD | Oslo Barstool
Blue
17"L 20"D 30"H
ROLLGY | Lift Barstool
Gray Vinyl
15" Round 23–33.5"H
BS001 | Shark Barstool
White, Chrome
22"L 19"D 34–44"H
BCE | Ice Barstool
Transparent, Chrome
16"L 14"D 33"H
BSC | Oslo Barstool
White
17"L 20"D 30"H
ROLLRD | Lift Barstool
Red Vinyl
15" Round 23–33.5"H
BS002 | Zoey Barstool
White, Chrome
15"L 16"D 26-30.5"H
BSS | Banana Barstool
Black, Chrome
21"L 22"D 30"H
BSL | Gin Barstool
Maple, Chrome
16"L 16"D 29"H
WORK/MULTI
USE TABLES
WD3
MERLIN
PEDESTALS &
PRODUCT
DISPLAY
POWER DETAIL
POWER DETAIL
Denotes AC and USB
charging outlets
Powered Locking Pedestals
come with one black or white
charging adapter
36"– PDL36W
42"– PDL42W
ET2
ADAPTB
36"– PDL36B
42"– PDL42B
ADAPTW
PDL
(Power outlets rotate 180 degrees, allowing devices to be charged from
inside the locked cabinet or on the surface)
ET1
UTILITY
CHAIRS
SY1
DF1
WORK/MULTI USE
TABLES
PEDESTALS &
PRODUCT DISPLAYS
PDL | Locking Pedestal
Black
24"L 24"D 42"H
MERLIN | Merlin Multi Use
Table
Gray Laminate, Black
46"L 29"D 30"H
Powered Locking Pedestal
Black
PDL36B | 24"L 24"D 36"H
PDL42B | 24"L 24"D 42"H
ET1 | Etagere
Pewter, Metal Glass
30"L 16"D 70"H
WD3 | Work Table
White Laminate, White
48"L 24"D 30"H
Powered Locking Pedestal
White
PDL36W | 24"L 24"D 36"H
PDL42W | 24"L 24"D 42"H
ET2 | Etagere
Black, Metal Glass
30"L 16"D 70"H
BC6 | Bookcase
Mahogany
36"L 13"D 71"H
UTILITY CHAIRS
SY1 | Altura Steno Chair
Black Crepe
25"L 26"D 21"H
DF1 | Altura Drafting Stool
Black Crepe
25"L 26"D 34"H
BC6
DESKS & CREDENZAS
Denotes AC and USB
charging outlets
POWER DETAIL
Powered Tech Desk includes
one black charging adapter
ADAPTB
TECH3B
TECH
CR6
JD6
TECH3
FILES &
FRIDGES
VF4
DESKS & CREDENZAS
TECH3B | Tech Desk,
Powered w/3 Drawer File
Cabinet
Black Metal, Laminate
60"L 30"D 30"H
TECH | Tech Desk, Powered
60"L 30"D 30"H
TECH3 | 3 Drawer File
Cabinet on Castors
16"L 20"D 28"H
JD6 | Executive Desk
Mahogany
60"L 30"D 29"H
CR6 | Credenza
Mahogany
72"L 24"D 29"
R1R
L26
VF2
FILES & FRIDGES
VF4 | Vertical File, 4 Drawer
Light Gray
27"L 19"D 52"H
VF2 | Vertical File, 2 Drawer
Light Gray
27"L 19"D 28"H
L26 | Lateral File
Mahogany
36"L 20"D 29"H
R1R | Refrigerator, Large
White
14.0 cubic feet
28"L 28"D 64"H
R1Q | Refrigerator, Small
White
4.0 cubic feet
20"L 22"D 33"H
R1Q
BARS
BRC
Suggested Uses of Martini Bar
BR1
BARS
BRC | Martini Bar Circle
Comprised of three
BR1 Martini Bars
100"L 100"D 45"H
BR1 | Martini Bar
Gray Metal, Frosted Glass
Top
67"L 22"D 45"H
MOBILE
TABLET
STANDS
(BACK VIEW)
TBBCHR
TBSHLF
TBPNTR
LAMPS
Mobile Table Stands
Includes 3 AC and 2 USB
Charging Outlets
TBSTDW
LA15
LA14
TBSTND
LIGHTED
PRODUCTS
LED light availible in white, red,
green, blue and rolling color
CUBL20
MOBILE TABLET
STAND ACCESSORIES
MOBILE TABLET
STANDS
TBBCHR | Brochure Holder
Black
8.625"L 1.1"D 11.325"H
TBSTND | Mobile
Tablet Stand
Black
14"L 13"D 44.5"H
TBSHLF | Charging Shelf
Black
14.85"L 7.17"D 1"H
TBPNTR | Wireless Printer
Holder
Black
3.3"L 1.9"D 5.28"H
TBSTDW | Mobile
Tablet Stand
White
14"L 13"D 44.5"H
CUBTBL
LAMPS
LIGHTED PRODUCTS
LA15 | Mason Floor Lamp
Brushed Silver
1" Round 55"H
CUBL20 | Edge
LED Cube Ottoman
White Plastic
20"L 20"D 20"H
A/C power only
LA14 | Mason Table Lamp
Brushed Silver
16" Round 26"H
CUBTBL | Edge LED
Cube Table
Plexi Top, White Plastic
20"L 20"D 20"H
A/C power only
EXECUTIVE FURNITURE
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
BAR TABLES, BARS, & BAR STOOLS
Qty.
Discount
Item
Regular
Amount
Qty.
Discount
Item
Bar Tables - All Black Base
Regular
VTK-30" Maple Top/Black Base
284.90
370.35
30GRHB-Graphite Nebula, Chrome
346.50
450.45
VTP-36" Maple Top/Black Base
281.60
366.10
30MTHB-Maple Top, Chrome
346.50
450.45
VTJ-30" Graphite Top/Black Base
284.90
370.35
30MHHB-Mahogany Top, Chrome
346.50
450.45
VTN-36" Graphite Top/Black Base
306.45
398.40
30STHB-Silver Texture, Chrome
346.50
450.45
VTG-30" Silver Textured Top
284.90
370.35
30BRHB-Brushed Red, Chrome
346.50
450.45
VTE-36" Brandy Top/Black Base
295.70
384.40
30BBHB-Brushed Blue, Chrome
346.50
450.45
VTW-36" White Laminate Top
306.45
398.40
30ORHB-Orange Top, Chrome
346.50
450.45
VTB-30" Red Top/Black Base
284.90
370.35
30SBHB-Steel Blue Top, Chrome
346.50
450.45
VTC-30" Blue Top/Black Base
284.90
370.35
36GRHB-Graphite Nebula, Chrome
377.30
490.50
BRC-Circle Martini Bar
4482.95
5827.85
36MTHB, Maple Top, Chrome
377.30
490.50
BR1-Martini Bar
1556.95
2024.05
36WTHB-White Top, Chrome
377.30
490.50
Bar Tables - Chrome Base 36", Hydraulic
Bars
Barstools
Barstools
394.40
BST-Banana, White/Chrome
288.00
374.40
BSD-Oslo, Blue
303.40
BSS-Banana, Black/Chrome
288.00
374.40
BSC-Oslo, White
303.40
394.40
BS001-Shark, Swivel White
368.05
478.45
BSL-Gin, Maple
229.45
298.30
BS002-Zoey, Swivel White
337.25
348.45
152.45
258.70
258.70
258.70
258.70
207.90
438.45
453.00
198.20
336.30
336.30
336.30
336.30
270.25
BSN-Jetson, Black
308.00
269.55
244.85
244.85
244.85
244.85
400.40
350.40
318.30
318.30
318.30
318.30
Discount
Regular
BS003-Zoey, Swivel Black
RSTSTL-Rustique Barstool, Gunmetal
APS08-Apex Black Vinyl
APS59-Apex Red Vinyl
APS75-Apex White Vinyl
APS12-Apex Blue Ultra Suede
XBAR-Christopher White Vinyl
Amount
Bar Tables - Chrome Base 30", Hydraulic
BCE-Ice, Transparent /Chrome
ROLLBL-Lift Barstool, Black Vinyl
ROLLGY-Lift Barstool, Grey Vinyl
ROLLRD-Lift Barstool, Red Vinyl
ROLLWH-Lift Barstool, White Vinyl
MISCELLANEOUS ITEMS
Qty.
Discount
Item
Regular
Amount
Qty.
Item
Desks, Credenzas, Lateral Files, Files
BC6-Bookcase, Mahogany
445.05
578.55
ET2-Etagere, Black
406.90
528.95
JD6-Executive Desk, Mahogany
624.45
811.80
ET1-Etagere, Pewter
398.85
518.50
L26-Lateral File, Mahogany
504.40
655.70
CR6-Credenza, Mahogany
645.25
838.85
LA15-Mason Silver Floor Lamp
254.10
330.35
VF4-Vertical File, 4-drawer
294.15
382.40
LA14-Mason Silver Table Lamp
166.30
216.20
VF2-Vertical File, 2-drawer
215.60
280.30
TECH3B-Tech Desk w/drawers, Pwr
645.25
838.85
R1R-White 14 Cubic Feet
1004.10
1305.35
TECH-Tech Desk, Powered
522.05
678.65
R1Q-White 4 Cubic Feet
352.65
458.45
TECH3-3-drawer File Cbnt w/Castors
172.50
224.25
Product Display- Pedestals
Lamps
Refrigerators
Work & Multi-Use Tables
MERLIN-Multi Use Table
398.85
518.50
WD3-Work Table
383.45
498.50
PDL-42"H Pedestal, Locking
552.85
PDL36B-Ped, Locking, Powered
616.65
801.65
PDL42B-Ped, Locking, Powered
691.45
898.90
TBSTDW-Mobile Tablet Stand, Black
161.70
210.20
PDL36W-Ped, Locking, Powered
583.65
758.75
TBSTND-Mobile Tablet Stand, White
161.70
210.20
PDL42W-Ped, Locking, Powered
691.45
898.90
TBBCHR-Tablet, brochure holder
75.45
98.10
TBSHLF-Tablet, charging shelf
75.45
98.10
TBPNTR-Tablet, print stand
75.45
98.10
718.70
Charging Items
ADAPTB-Charging Adapter, black
27.70
36.00
ADAPTW-Charging Adapter, white
27.70
36.00
Amount
Product Display- Etageres
Mobile Tablet Stands*
* Please note that all tablet stands must be ordered separately
Subtotal $
Company Name:
Booth #:
8.600%
Tax: $
Contact Name:
Phone #:
Amount Due: $
INLINE BOOTH RENTALS
October 18, 2016
1531 Carroll Drive, NW Atlanta, GA 30318
Exhibit Solutions Sales Phone:
404-720-8652
Exhibit Solutions Sales Fax:
404-720-8757
Exhibit Solutions Email:
[email protected]
EXHIBIT SOLUTIONS INLINE BOOTH RENTALS
Let our Exhibit Solutions team make Exhibiting EZ with a Turnkey Rental Booth!!
*Custom Design for Rentals
*Graphic Development/Printing
*Onsite Logistics Management
*Installation/Dismantle
*Freight Management
*Custom Furniture Rental
Please visit us online for additional options and information: http://www.shepardes.com/shep-gallery.html
The Eddie
Qty.
The Jonathon
Description
Discount
Regular
Description
Discount
Regular
Description
Discount
Regular
10' x 10'
3002.65
3903.45
10' x 10'
2094.75
2723.20
10' x 10'
2598.30
3377.80
10' x 20'
4889.65
6356.55
10' x 20'
3666.70
4766.70
10' x 20'
4933.50
6413.55
Qty.
Subtotal
(66474, 66475)
(66470, 66471)
The Madison
(66477, 66478)
The Grant
Qty.
Discount
Description
Discount
Regular
10' x 10'
3150.90
4096.15
10' x 10'
3325.90
10' x 20'
3734.40
4854.70
10' x 20'
4609.60
Description
The Harrison
Regular
Description
Discount
Regular
4323.65
10' x 10'
3057.50
3974.75
5992.50
10' x 20'
4492.90
5840.75
Qty.
Subtotal
Subtotal
(66484, 66485)
Qty.
Subtotal
Subtotal
Qty.
The Pierce
(66486, 66487)
Subtotal
(66492, 66493)
All Exhibit Booth Rentals include installation/dismantling and graphic panels as shown (not all booths have graphic panels). Prices quoted
are for print-ready graphics. If graphics submitted are not print-ready, additional fees may apply. Please contact the Exhibit Solutions
Department with any questions you may have at 404-720-8652.
**Please Note** Carpet is not included. To order please refer to the Carpet & Cleaning form.
Please fax completed form to Exhibit Solutions Department at 404-720-8757.
Company Name:
Booth #:
Subtotal $
8.600%
Tax*: $
Contact Name:
Phone #:
Amount Due: $
INLINE BOOTH RENTALS
October 18, 2016
Exhibit Solutions Sales Phone:
404-720-8652
404-720-8757
[email protected]
EXHIBIT SOLUTIONS INLINE BOOTH RENTALS
Let our Exhibit Solutions team make Exhibiting EZ with a Turnkey Rental Booth!!
*Custom Design for Rentals
*Graphic Development/Printing
*Onsite Logistics Management
*Installation/Dismantle
*Freight Management
*Custom Furniture Rental
Please visit us online for additional options and information: http://www.shepardes.com/shep-gallery.html
The Jackson
Qty.
The Lincoln
Description
Discount
Regular
10' x 10'
3261.70
10' x 20'
4930.55
Qty.
Description
Discount
Regular
4240.20
10' x 10'
3092.55
6409.70
10' x 20'
4259.55
Subtotal
Description
Discount
Regular
4020.30
10' x 10'
3238.40
4209.90
5537.40
10' x 20'
5134.75
6675.20
Qty.
Subtotal
(66490, 66491)
Subtotal
(66482, 66483)
The Lucy
Qty.
The Roosevelt
(66488, 66489)
The Dale
Description
Discount
Regular
10' x 10'
1925.55
2503.20
Qty.
Subtotal
Description
Discount
Regular
10' x 10'
3360.95
4369.25
Subtotal
(66481)
(66473)
All Exhibit Booth Rentals include installation/dismantling and graphic panels as shown (not all booths have graphic panels). Prices quoted are for print-ready
graphics. If graphics submitted are not print-ready, additional fees may apply. Please contact the Exhibit Solutions Department with any questions you may
have at 404-720-8652.
**Please Note** Carpet is not included, to order please refer to the Carpet & Cleaning form.
Please fax completed form to Exhibit Solutions Department at 404-720-8757.
Company Name:
Booth #:
Subtotal $
Contact Name:
Phone #:
8.600%
Tax*: $
Amount Due: $
EXHIBIT RENTAL ACCESSORIES
October 18, 2016
Exhibit Solutions Sales Phone: 404-720-8652
404-720-8757
[email protected]
SHOWCASES AND LOCKING CABINETS
Quarterview Showcase
Square Showcase
LC3
4' 6" W X 1' 9" D x 3' 3" H
1' 9" W x 1'' 9" D x 7' H
3' 9" W x 2' 3" D x 3' 6" H
Showcases
Code
Qty.
66270
Description
Discount
Regular
Quarterview
996.00
1294.80
Please choose metal color:
66272
Code
□
Black (06)
Qty.
66282
□
Black (06)
□
Silver (15)
□
Silver (15)
LC1 - 1 meter wide
1397.50
□
White (03)
738.20
□
Black (06)
□
Black (06)
Please choose panel color:
□
□
White (03)
Black (06)
Amount
□
Silver (15)
□
Silver (15)
LC2 - 1.5 meters wide
1164.60
□
White (03)
544.55
LC3
3' 6" W x 1' 9" D x 3' 6" H
959.65
895.85
LC2
66284
White (03)
Locking Cabinets
Description
Discount
Regular
LC1
66283
□
1075.00
Square
Amount
5' W x 1' 9" D x 3' 6" H
707.90
□
White (03)
RECEPTION COUNTERS AND COMPUTER STANDS
RC1
RC2
RC3*
7' 9" W x 3' 5" D x 3' 9" H
4' 9"W x 2' 3"D x 3' 3"H
5' 3"W x 3' 3"D x 3' 6"H
Reception Counters and Computer Stands
Code
66274
Qty
Description
RC1
□
66275
CS1*
CS2*
CS1 - 3' W x 1' 9" D x 6' 3" H
CS2 - 2' 3" W x 1' 6" D x 6' 3" H
Discount
2054.30
□
Amount
□ Wood (W)
Chrome (CH)
759.15
986.90
RC2
Regular
2670.60
Black (06)
□
White (03)
66276
RC3*
1646.80
2140.85
66285
CS1*
957.70
1245.00
66286
CS2*
558.20
725.65
□
Silver (15)
*Item includes graphics. A Shepard Representative will contact you with art requirements.
PRODUCT DISPLAY AND TRAFFIC BUILDERS
Product Display
Code
Qty
66277
Description
Gondola
□
Discount
517.30
Regular
672.50
□
White (03)
Black (06)
66278
GL1*
511.40
664.80
66279
GL2*
881.50
1145.95
Amount
□
Silver (15)
Gondola
3' 6" W x 1' 9" D x 5' H
*Item includes graphics. A Shepard Representative will contact you with art requirements.
Phone Charging Station
Code
66430
Qty
Description
Phone Station*
Discount
1692.15
Regular
2199.80
Amount
GL1*
GL2*
GL1 - 5' 4" W x 1' 3" D x 8' H
GL2 - 4' 3" W x 1' 3" D x 7' H
Please fax completed form to the Exhibit Solutions Department at 404-720-8757.
Please note that electrical
services must be ordered
separately .You may find the
forms in the Utilities section of
the service manual.
Company Name:
Booth #:
Subtotal $
8.600% Tax*: $
Contact Name:
Phone #:
Amount Due: $
SIGN ORDER FORM
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
SIGNS, BANNERS AND ACCESSORIES
Code
Qty.
Description
Discount
Regular
Amount
Code
Qty.
Description
Discount
Regular
Vinyl Banners with Digital Printing
Standard Foamcore Signs, Single-sided
70009
Vertical, 22" x 28"
157.85
205.20
70065
grommets, per sq.
ft.-Vertical
70010
Horz., 22" x 28"
157.85
205.20
70071
grommets, per sq.
ft. - Horizontal
20.00
26.00
70011
Vertical, 28" x 44"
240.50
312.65
70066
Pockets, per sq.
ft. - Vertical
21.50
27.95
70012
Horz., 28" x 44"
240.50
312.65
70072
Pockets, per sq.
ft.- Horizontal
21.50
27.95
70025
Meterboard, 39" x
90.75"
486.75
632.80
70017
70021
20.00
26.00
Replacement ID Sign - Cardstock
Accessories
Blank Foamcore,
4' x 8'
Velcro, per ft, min.
5 ft.
Amount
42.90
55.75
2.75
3.60
70004
7" x 44" Horz.
47.20
61.35
Sign prices are based on customer supplying print-ready graphics in the requested format (see below).
Subtotal $
Company Name:
Booth #:
8.600% Tax*: $
Contact Name:
Phone #:
Amount Due: $
Graphic files/requests must be received by discount deadline date to qualify for discounted prices.
There are no exchanges or refunds once sign has been ordered and processed.
SIGN SUBMISSION INFORMATION
Please follow these requests, so Shepard can provide the highest of quality signs for your show.
File Submission Media
Artwork Dimensions & Color Specifications
~ CD-ROM
~ All artwork submitted should be created at 100% actual size
~ Email attachment (4 mgs or smaller only)
or in 10% reduction increments (please indicate scale used)
~ FTP (.zip compression), call for FTP information
~ Specify target colors as PMS C or U, and send us 100% accurate
When sending disks, please label them with the following:
proofs with your disk. (Color variations may occur due to output devices.)
Exhibitor Co. Name, Booth #, Show Name, Show Date
Acceptable Software & Formats
Other Graphic Services Available
~ Adobe Illustrator (AI/EPS), InDesign, Photoshop & Acrobat
~ Artwork/graphic design serivces
(70067)
~ Files should be formatted in high-resolution quality, 100-300 dpi
~ Logo reproduction
(70052)
~ Vector-based artwork preferred with fonts converted to outline
~ Special artwork mounting
(70069)
Please note: If customer-provided graphic files are not to exact specifications/requirements, a design-time surcharge will apply.
UNION JURISDICTIONS
ARIZONA
UNION LABOR
Arizona is a “right-to-work” state. Full time employees of the exhibiting companies may set up their own exhibits. Union
Labor, however, is available to assist in the installation and dismantling of exhibit booths. Exhibit labor, freight and
rigging labor, electricians and plumbers can be arranged for at established rates, using the enclosed order forms.
EXHIBIT LABOR JURISDICTION
Union exhibit labor claims jurisdiction for the installation, dismantling, and first cleaning of prefabricated exhibits and
displays when this work is done by persons other than company personnel. They may be employed by completion of
labor forms enclosed in this manual.
Union Labor is not required to put your products on display, to open cartons containing your products, nor to perform
testing, maintenance or repairs on your products.
If, however, you hire any labor to assist you, it must be through the Official Contractor or a contractor which meets all of
the regulations as an Exhibitor Appointed Contractor.
MATERIAL/FREIGHT HANDLING JURISDICTION
Shepard Exposition Services has the responsibility of receiving and handling all exhibit materials and empty crates. It is
Shepard’s responsibility to manage docks and schedule vehicles for the smooth and efficient move-in and move-out of
the exhibition. Shepard will have complete control of the loading docks at all times.
Exhibitors may hand carry their own materials into the facility. The use or rental of dollies, flat trucks and other
mechanical equipment is not permitted. Shepard will not be responsible for any materials they do not handle.
Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at the owner’s expense.
The Fire Marshal absolutely prohibits the storage of empty containers in the exhibit hall. Arrangements have been made
with Shepard Exposition Services to store empty crates. Please refer to the Material Handling Information sheet in this
service manual for the handling of empties, disposal of skids, etc.
GRATUITIES /BREAKS
Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration
for services rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the union has a 15
minute paid break. Meal breaks are one hour. Any attempt to solicit a gratuity by an employee for any service should be
reported immediately to Shepard Exposition Services.
IN GENERAL
Craftsmen at all levels must be instructed to refrain from expressing any grievances or directly challenging the practices
of the exhibitor. All questions originated by labor are to be expressed only to Shepard Exposition Services. Exhibitors are
asked to refrain from voicing labor complaints to craft personnel. Any questions regarding contract labor should be
immediately directed to Shepard Exposition Services.
SAFETY
Safety of everyone working in the hall is of our utmost concern at all times. Standing on chairs, tables and other rental
furniture is prohibited. This furniture is not engineered to support your standing weight. Shepard Exposition Services
cannot be held responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in
assembling your booth, please order labor on the Labor Order Form included in this manual and the necessary ladders
and tools will be provided.
LABOR ORDER FORM
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
INSTALLATION & DISMANTLING LABOR ESTIMATE AND QUESTIONNAIRE
How many laborers will you require?
_________ Installation
_________ Dismantling
Date of installation: _____________________________
Requested start time: ________________
Est. Hours ______
Date of dismantling: ____________________________
Requested start time: ________________
Est. Hours ______
I will need Shepard Supervised Labor for (please check one):
□ Installation
Code
□ Dismantling
Qty.
Item
I will need Exhibitor Supervised Labor for (please check one):
□ Both Install/Dismantle
Discount
Regular
Sup. Fee
□ Installation
Amount
Code
□ Dismantling
Qty.
Item
Shepard Supervised Labor (Exhibitor not present)
□ Both Install/Dismantle
Discount
Regular
68066
ST
97.25
126.45
30% **
68060
ST
97.25
126.45
68067
OT
145.88
189.65
30% **
68061
OT
145.88
189.65
68068
DT
194.50
252.85
30% **
68062
DT
194.50
252.85
Dismantle:68070/68071/68072
Amount
Exhibitor Supervised Labor
Sup install: 68069 Sup dismantle: 68073
Dismantle: 68063/68064/68065
**Supervisory fee is 30% of total cost or $60, whichever is greater.
Please note:
- Hours are based on estimates, you will be invoiced for actual time incurred.
Subtotal $
- Requested times are not guaranteed and are based on availability.
N/A
- Minimum one hour will be charged. Additional time will be billed in in half-hour increments.
Tax*: $
Amount Due: $
- When ordering dismantle labor, due to show break down and returning empties to your booth,
labor ordered through Shepard at the close of the event may not be available until one hour after show close.
Labor Hours
ST - Straight time:
OT - Overtime:
Monday-Friday: 8:00 am - 4:30 pm
Monday - Friday: 4:30 pm - Midnight; Saturday: 8:00 am - Midnight
DT - Double time:
All other hours and holidays
If you are shipping carpet to the show and require Shepard to install it for you, please complete the following:
What is your booth size (ft.)?
Exhibitor-Owned Carpet Installation/Dismantling
Code
SQ FT
Description
Discount
Regular
68080
Flooring Only
1.00
1.30
68083
Padding + Flooring
1.50
1.95
68079
MINIMUM
194.50
252.85
Amount
X
=
Subtotal $
Requested install date/time:
N/A
Flooring type(s):
Carpet
SQ FT
Tax*: $
Amount Due: $
Padding
Other
SHEPARD SUPERVISION INFORMATION
Please complete this section if you have chosen Shepard to supervise your installation and/or dismantling.
Inbound Freight Information
Outbound Freight Information
Carrier Company Name:
# of pieces:
Weight of Shipment:
Is shipment? □ Crated
□ Uncrated
Tracking/Pro #:
Estimated arrival date:
Shipment to arrive at:
□ Warehouse
□ Show site
Carrier Company Name:
Deliver Shipment To:
Address:
City, ST, Zip:
Type of Service (air, van line, ground, etc.):
If for any reason your shipment is not picked up by your carrier,
please choose one of the following options:
Set-up Information for Installation
Force freight through preferred carrier:
Send shipment back to Shepard warehouse:
Please check all that apply and provide information where requested.
Booth Size:
x
Forklift required?
□ Yes
□ No
Carpet is?
□ owned
□ rented from Shepard
Carpet padding?
□ Yes
□ No
Drawings are?
□ Faxed to Shepard
□ Shipped w/exhibit crates
On-site Exhibitor Contact Information
Name:
Hotel:
Arrival date/time:
Phone #:
Services You Have Ordered
($400 min. fee)
(please check all that apply)
□ Electrical
□ Furniture □ A/V Equipment
□ Booth Cleaning
□ Telephone/Internet
Electrical Information:
□ Electrical should go under the carpet (diagram is attached)
□ Electrical drawings are attached
□ Electrical drawings are with exhibit in crate number
□ Electrical drawings were sent to the official contractor
Departure date/time:
Company Name:
Booth #:
Contact Name:
Phone #:
Signature also indicates you read and accept the Payment Policy and Terms and Conditions. All tax rates are subject to change.
Orders cancelled without written 48-hour notice will be charged a one (1) hour cancellation fee.
SHEPARD LOGISTICS SERVICES
October 18, 2016
Shepard Logistics Phone:
888-568-8858
Shepard Logistics Fax:
404-596-5620
Shepard Logistics Email:
[email protected]
FAX OR EMAIL THIS FORM ONLY IF YOU ARE SHIPPING YOUR EXHIBIT MATERIALS BY SHEPARD LOGISTICS SERVICES
INBOUND PICK UP LOCATION INFORMATION
SHIPPING INFORMATION
▪ Payment Authorization form must be on file to pick up as charges will be Items to be shipped
Number of Pieces
included on your show services invoice.
Est. Weight
Requested Pick Up Date:
Crates
Hours of Operation:
Cartons (cardboard)
Cases/Trunks (fiber) (color)
Company
Skids/Pallets
Address
Carpet (color)
TV/Monitor
Other
(City)
(State)
(Zip)
Total Pieces
Size of largest piece:
SHIP TO
□
Total Wt.
L
□ Yes
Loading Dock
W
□ No
Residential
Inside Pick up
Special Instructions:
I will be shipping to the WAREHOUSE
H
Lift Gate __________
Inside Delivery _______
(Company Name, Booth #)
235 E. Pima Street
Phoenix, AZ 85004
▪ Please note: All Shepard Logistics quotes include transportation cost
only. Additional material handling fees may apply on show site
OUTBOUND SHIPPING INFORMATION
October 10, 2016
Warehouse Deadline
Date
□
I will be shipping to SHOW SITE
like to schedule Outbound Transportation. Please provide me with
□ aI would
Material Handling Agreement at show site for my shipping instructions and
signature. So we may deliver your Outbound Material Handling Agreement
and labels, please complete the following information.
Ship to Address:
(Company Name, Booth#)
5350 Marriott Drive
Phoenix, AZ 85054
Contact Name:
Phone:
Deliver By Date:
Number of labels:
October 17, 2016
Delivery date:
Special Instructions:
TRANSPORTATION CHARGES
TYPE OF SERVICE - Choose One
Next Day Air
2nd Day Air
Charges for transportation and material handling services provided by
Shepard shall be billed to the Credit Card on file.
Type Card
Service via Air Transportation is charged based on Dimensional weight or
Actual weight whichever is greater.
Logistics/Material Handling ONLY
Authorize ALL charges
Credit Card #:
Expiration Date:
Security Code:
Billing Address:
Standard Ground
Other (Truck Load, Specialized)
City, ST, Zip:
Name on Card:
A REPRESENTATIVE FROM SHEPARD LOGISTICS WILL CONFIRM RECEIPT OF YOUR EXHIBIT TRANSPORTATION REQUEST.
Exhibiting Co. Name:
Contact Name:
Email:
Booth #:
Phone #:
Fax #:
Signature indicates you have read and accept the Payment Policy and Terms and Conditions.
Orders must be received within 24 hours of requested pickup date. Service level may be changed in order to meet delivery date.
ShepardLogistics
CompleteTransportationServices
AdvantagesofShepardLogistics
Ͳ 10%materialhandlingdiscountforroundtripSLScustomershipments
Ͳ Volumediscountingforlargershipments
Ͳ GuaranteedpricequotesonlinewithonlinebookingandscheduledpickͲup
Ͳ Preferredandconfirmedtargettimesinbound
Ͳ PreͲprintedbillsandshippinglabelscorrectlyformattedinboundoroutbound
Ͳ Free30ͲdaypreͲeventstoragecharges
Ͳ Shipdirecttoshowsiteandavoidwarehousechargeswhenfacilitypermits
Ͳ Automatedtrackinganddeliverystatusreportsviaemail
Ͳ Nodriverwaitingtimechargesinboundoroutbound
Ͳ Noadditionaltradeshowfees
Ͳ PriorityEmptyReturnLabelstoallinboundLogisticsCustomers
Ͳ GuaranteedpickͲupoutboundfromshow,withimmediateloadingfollowingemptyreturn
Ͳ GuaranteedonͲtimedeliverytodestinationcity,facility,orwarehouseoritisfree
PROOF
BenefitsofShepardLogistics
Ͳ
Ͳ
Ͳ
Ͳ
Security;immediateoutboundloadingreducesriskofpilferageormisloading
Convenience;lesspaperworkandlesstracking
Efficiency;schedulingtravel,laborreliably,andpossiblyavoidingweekendovertimechargesinbound
CostSaving;discountingofmaterialhandlingcharge
TotakefulladvantageoftheShepardAdvantage,contact
888.568.8858
[email protected]
SHIPPING LABELS
ADVANCE SHIPPING ADDRESS LABELS
R
U
S
H
ADVANCE WAREHOUSE
TO:
(EXHIBITING CO. NAME)
Booth #:
235 E. Pima Street
Phoenix, AZ 85004
Delivery Hours: M-F, 8-4:30 PM
For:
R
U
S
H
First day freight can arrive w/o a surcharge:
ADVANCE WAREHOUSE
TO:
Booth #:
235 E. Pima Street
Phoenix, AZ 85004
For:
September 20, 2016
September 20, 2016
Last day freight can arrive w/o a surcharge:
October 10, 2016
October 10, 2016
DIRECT TO SHOW SITE SHIPPING ADDRESS LABELS
R
U
S
H
DIRECT TO SHOW
TO:
Booth #:
C/O:
SHEPARD EXPOSITION SERVICES
5350 Marriott Drive
Phoenix, AZ 85054
For:
MUST NOT BE DELIVERED PRIOR TO:
October 17, 2016
@
8:00 AM
R
U
S
H
DIRECT TO SHOW
TO:
Booth #:
C/O:
SHEPARD EXPOSITION SERVICES
5350 Marriott Drive
Phoenix, AZ 85054
For:
MUST NOT BE DELIVERED PRIOR TO:
October 17, 2016
@
8:00 AM
HANGING SIGN SHIPPING LABELS
HANGING SIGN SHIPPING ADDRESS LABELS
HANGING SIGN: If you have a sign or anything (truss, etc.) that has been approved to hang from the ceiling, send it to the
advance shipping warehouse address. Hanging items must be identified and readily available since they are installed first,
before the show floor becomes encumbered by freight.
ADVANCE WAREHOUSE
R
U
S
H
HANGING SIGN
TO:
Booth #:
235 E. Pima Street
Phoenix, AZ 85004
For:
September 20, 2016
October 10, 2016
ADVANCE WAREHOUSE
R
U
S
H
HANGING SIGN
TO:
Booth #:
235 E. Pima Street
Phoenix, AZ 85004
For:
September 20, 2016
October 10, 2016
MATERIAL HANDLING AUTHORIZATION
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
SHIPMENT INFORMATION
Please complete the following information:
□ Advance Warehouse
We plan to ship to:
We plan to ship on (date):
Our materials should arrive on (date):
Carrier Name:
Pro #:
Origin of Shipment (city, state):
Please indicate number of pieces and the estimated weight:
# of Pieces
Weight
Description
□ Direct to Show Site
Crates
Cartons
Cases
Carpet
Please provide a contact name and number for any questions Shepard may have
Miscellaneous
in regards to this shipment:
Total Weight
Name:
Phone:
MATERIAL HANDLING RATES AND ESTIMATE WORKSHEET
SHIP WITH SHEPARD LOGISTICS AND RECEIVE A 10% DISCOUNT ON MATERIAL HANDLING WITH
Signature Series Shipping.
To set up your Signature Series Shipping, please call 888-568-8858, or complete the Shepard Logistics Order Form included in this
manual. Signature Series Shipping does not apply to shipments considered small package, local or shipments over 10,000 lbs.
Roundtrip SLS shipping is required to qualify for Signature Series Shipping. (35572 )
COMPUTATION OF MATERIAL HANDLING SERVICES
The following services, whether used completely, or in part, are offered as a package. When recording weight, round up to the next 100 lbs. For example: 285 lbs.
= 300 lbs./100 lbs. = 3 X RATE = $ Amount or minimum charge, whichever is greater.
Standard Material Handling
Description
Direct Shipments to Showsite
Weight
Price
Total
Description
Price
Advance Shipments to Warehouse
Weight
$74.00
$111.00
$96.25
$78.25
$101.75
Crated
Uncrated
Special Handling
Crated
Special Handling
35030
35043
35038
35010
$39.25
$51.00
$78.50
Each carton
Special handling
Min. per shipment
35048
35268
35045
35036
Overtime
Small Packages (FedEx/UPS/DHL under 30 lbs.)
Pieces
Total
Overtime: 30% fee for each overtime application based on ST rate
Double Time
Double Time: 50% fee for each double time application based on ST rate
RATES ARE PER 100 LBS. WITH A 200 LB. MINIMUM
For credit card payments, please complete the payment authorization form. Any additional overtime charges will be invoiced at
Subtotal $
show site and are subject to change pending move-in/move-out schedule.
Tax*: $
N/A
We understand that your calculation is only an estimate. Invoicing will be calculated from actual certified weight ticket or
Amount Due: $
reweigh ticket on inbound material handling receiving report. Adjustments will be made accordingly. Any adjustments to charges
must be made at show site.
Single pieces weighing more than 5000 pounds CANNOT be accepted at the warehouse. Loose, easily damaged, uncrated, or
blanket-wrapped shipments should be shipped directly to the show site.
If you have any questions about material handling, please contact Shepard Customer Service department.
A disposal fee & minimum 1 hr labor will be charged for all booth materials (booth displays, flooring, etc.) that are left unclaimed after show move-out.
Company Name:
Contact Name:
Booth #:
Phone #:
Shepard Exposition Services is authorized to perform material handling services on behalf of the exhibiting company named above. Signature also indicates you have
read and accept the Payment Policy and Terms and Conditions, sign and return to Shepard.
Payment Authorization must be completed and returned with Material Handling Worksheet. Other charges may apply, please review Material Handling
Information form included in this manual.
STORAGE AUTHORIZATION FORM
Customer Service Phone: (602) 253-1113
(602) 253-1114
[email protected]
October 18, 2016
Please Note: This form is for Accessible/Secured Storage only.
STORAGE AUTHORIZATION
Please fill out the information below:
Company Name:
Booth #:
Contact Name:
Phone #:
● For liability reasons, only shipments for which material handling drayage charges have been paid to Shepard will be eligible for Shepard
storage services.
● All packages must be properly packed & labeled. Shepard Exposition Services’ limit of liability will be $5.00 per pound or $500.00 per
package or container , whichever is less. No uncrated material will be accepted at the warehouse.
SHOWSITE STORAGE
Secured Storage: Materials will be placed into secured storage and will be returned to your booth after the close of the show. The
materials will be accessible during the show by Shepard personnel only. A minimum one-hour material handling labor charge at show
rates will apply each time material is handled to or from storage. There is no charge to return materials to your booth at the close of the
show. Secured storage rates are eighty (80) cents per square foot per day ($100.00 Minimum).
(35400)
Accessible Storage: Materials in accessible storage will be accessible during the show but not necessarily by exhibitors. The charge for
Accessible Storage is a daily storage fee plus labor each time materials are moved. There will be a $35.00 per day charge for pallet/skid,
$80.00 per day for 1/2 trailer usage and $120.00 per day for full trailer usage. When Shepard personnel are required to move materials
into or out of storage, will be billed at the material handling labor rates each time material is moved. This fee is in addition to the labor
charge each time stored items are accessed. ($100.00 Minimum)
There will be no charge to return material to the booth at the close of the show during the standard empty return process. Accessible
storage is not considered secure and is stored at the sole risk of the Exhibitor.
(35166)
POST SHOW TRANSPORTATION AND HANDLING
Shepard Exposition Services will store your shipments in our warehouse both before and after your event. Please
take note of the important information below.
All shipments selected to be returned to warehouse are subject to applicable transportation and handling fees. Please note that Onsite
Material Handling Fees do not include transportation or handling to and from the warehouse.
Return to Warehouse Service Fee: At the customer’s request, each shipment returned to the Shepard warehouse will incur the following
charge: $20.00 per cwt. ($400.00 min.) (35005)
Storage per Month Service Fee: Monthly storage is $10.00 per cwt per month ($100.00 min) . Storage fee will automatically be
charged for shipments that are returned to Warehouse and stored in excess of three (3) business days.
(Monthly storage is charged the current year.) (35006)
Special instructions or remarks:
Where will your shipments be going AFTER they have been stored?
Shipped to another destination as arranged via Shepard Logistics Services
Transport to another SES show:
Delivery Date:
Pick-up arranged with another carrier
Company Name:
Booth #:
Contact Name:
Phone #:
MATERIAL HANDLING INFORMATION
(602) 253-1113
[email protected]
October 18, 2016
MATERIAL HANDLING INFORMATION & ADDITIONAL CHARGES
SPECIAL HANDLING
Rate as shown on Material Handling Authorization Form
A special handling charge applies if your shipment requires extra labor for stacking or unstacking containers on a truck (cubic loading), tarping or untarping
freight or containers, rigging pieces for loading or unloading on a truck or from the ground, loading or unloading materials in a freight elevator, carpet and/or
pad only shipments, or other circumstances requiring the rehandling of materials including but not limited to freight on the truck needing to be unloaded in a
specific order/orientation or requires freight on the truck to be moved to unload actual delivery. Shipments that arrive bulk via small package carrier such as
FedEx Express Service, UPS small package service, DHL small package service and Airborne Express may be charged a special handling rate due to their
delivery procedures.
DISPOSAL FEE
A disposal fee & minimum 1 hr labor will be charged for all booth materials (booth displays, flooring, etc.) that are left unclaimed after show move-out.
Double Time: 50%
Overtime: 30%
Surcharge:
OVERTIME/DOUBLE TIME
Shipments that are moved and/or handled on overtime and/or double time hours will incur a surcharge based on the handling times noted on the
receiving/shipping documents. Drivers picking up outbound shipments will be sequenced for loading ONLY after a bill of lading is submitted to the Shepard
Service Desk AND the driver has checked in.
Surcharge:
Overtime: 30%
Double Time: 50%
WAREHOUSE OVERTIME/DOUBLE TIME
Advanced shipments may be received during straight time hours at the warehouse location, however an overtime/double time surcharge may be applied to an
advanced warehouse shipment due to required delivery schedule based on show move-in and move out hours beyond our control. This would also be true if
freight was received after hours at the warehouse trapping facility.
$50.00
25%
35003
EARLY/LATE SHIPMENTS TO WAREHOUSE
Surcharge:
Minimum:
A surcharge will apply to shipments not arriving within the published dates (refer to Show Information page for dates) for advance warehouse or arriving on
show site after show opening. Any shipment arriving to showsite after show open will be charged a surcharge.
UNCRATED SHIPMENTS
An additional charge of 50% (or as stated on Material Handling Authorization page) of the applicable material handling charge at the time of delivery shall be
charged for all loose, uncrated, or unprotected shipments received at the show site docks. The charge is a one-time charge that includes both move-in and
move-out of the show, and is based on the weight of the shipment handled.
MIXED SHIPMENTS
Mixed shipments that are uncrated by 50% or more are considered special handling and additional rates will apply.
15%
$50.00
35004
OFF-TARGET DELIVERIES
Surcharge:
Minimum:
For targeted shows (exhibitors who received/requested a Targeted Date/Time), a surcharge will apply if shipment is not delivered (or carrier has not checked
in) during assigned target date/time.
$30 per Shipment
35250
Surcharge:
MARSHALING YARD
Where Shepard Exposition Services as the show contractor must lease space for marshaling yard operations because no space is provided by the facility,
Shepard may charge a one time fee per shipment processed inbound and/or outbound through the marshaling yard.
$25.00 per forklift load
35282
REWEIGH OF SHIPMENTS
Surcharge:
An additional charge per forklift load will be applied to shipments that have to be reweighed at the dock due to the lack of a certified weight ticket, or an
incorrect or understated weight on a delivery document.
35105
$25.00 per piece, Minimum $50.00
Surcharge:
EMPTY CRATE STORAGE
A charge per crate, carton or skid applies when Shepard handles the storage and return of empties from a shipment not received by Shepard and therefore
not subject to material handling charges.
SMALL PACKAGE CONSOLIDATION
Cartons weighing 30lbs or less will qualify for the small package rate. Should one delivery contain 15 or more small packages, it can be consolidated and
charged as standard material handling for a lower rate. Packages exceeding 30lbs will be billed standard Material Handling fees at the prevailing show rates.
$10.50 per envelope
ENVELOPE DELIVERIES
Surcharge:
During show hours at the show facility, a charge will apply to receiving and delivering envelope packages to your booth.
If you have any questions about material handling, please contact Shepard Customer Service department.
35007
MATERIAL HANDLING 101
October 18, 2016
MATERIAL HANDLING Q&A
What is material handling (also referred to as drayage)?
Material handling is the process of unloading your freight from your shipping
carrier, either at the warehouse or show site, delivering it to your booth, storing
your empty containers (empties) if required, returning of your empties at the close
of show, and then reloading your freight back onto your shipping carrier.
What is the definition of "freight"?
What is the difference between material handling and shipping?
Shipping is the process of carrying your shipment from your location, pickup area to it's destination and also the process of returning your shipment
back to your location after the close of the show. Material handling begins
at the time your shipment arrives to the docks (please refer to "What is
material handling?" for the full definition.)
Any exhibit materials that are shipped or delivered to the advance warehouse or
show facility via shipping carrier, POV, or delivery truck.
What is a "certified weight ticket"?
A printed weight ticket from a scale certified or inspected by a government
authority such as the Dept. of Agriculture, indicating the date weighed, the weight
of the shipment and the vehicle ID of the unit being weighed.
IMPORTANT FACTS ABOUT ADVANCE SHIPMENTS
What are advance shipments?
Do I need to order a fork lift to unload or reload my freight?
No, please do not order a forklift for unloading/reloading of your materials.
What does CWT mean?
CWT is an acronym for Century Weight, therefore it means per 100 lbs.
All shipments that are addressed to the advance warehouse address (please
refer to "Advance Warehouse" shipping labels included in this manual).
Shepard will begin accepting your shipments 30 days prior to first show open day
(date may vary depending on show schedule).
The warehouse will receive shipments Monday-Friday, 8:00am - 4:00pm,
excluding holidays.
Shipments must arrive by advance warehouse deadline date to avoid a late
surcharge. (Please refer to the "Show Information" page included with this
manual for deadline date.)
Crates, cartons, skids, fibercases, and carpets can be accepted at the
warehouse, but DO NOT ship crates weighing over 5,000 lbs., loose/uncrated
shipments and/or machinery to warehouse. You must ship those items direct to
show site.
All shipments must have a bill of lading or delivery slip indicating number of
pieces and weight. Certified weight tickets required.
All shipments must be prepaid, no collect on delivery shipments will be accepted.
IMPORTANT FACTS ABOUT DIRECT SHIPMENTS
What are direct shipments?
All shipments that are addressed directly to the exhibit facility (please refer
to "Direct to Show" shipping labels included in this manual).
Shipments must arrive during published exhibitor move-in times only. Do not
ship direct to show site in advance. If delivery cannot be guaranteed to
arrive during exhibitor move-in, shipment must go to advance warehouse.
All shipments must have a bill of lading or delivery slip indicating number of
pieces and weight. Certified weight tickets required.
Crates weighing over 5,000 lbs. or loose/uncrated shipments must be
shipped direct to show site to arrive during exhibitor move-in times.
All shipments must be prepaid, no collect on delivery shipments will be
accepted.
MATERIAL HANDLING CHARGES
What determines how much I'm charged?
Charges are based off the weight from your inbound weight ticket included with
your shipment.
How do I calculate material handling charges?
Material handling services, whether used completely, or in part, are offered as a
package. When recording weight, round up to the next 100 lbs.
EXAMPLE: 285 lbs. = 300 lbs./100 lbs. = 3 X RATE = $ Amount or minimum
charge, whichever is greater.
Will there be any additional charges?
Additional charges may apply. Please review the Material Handling Authorization
and Material Handling Additional Services forms included in the manual for all
applicable fees.
LIABILITY INSURANCE
What is and why would I need liability insurance?
Accidents happen, therefore, most show organizers and facilities require
liability insurance. Please refer to your booth contract for exact minimums
required.
Please make sure your materials are covered from the moment they leave
your company location to the time they return after the close of the show.
If applicable, included in your manual is information and an application for
liability insurance and booth coverage can also be purchased to protect your
valuable exhibit materials.
SMALL PACKAGES
OUTBOUND SHIPMENTS
What are small package carrier shipments?
Shipments that arrive via small package carrier such as FedEx Express Service,
UPS small package service, DHL small package service, and other carriers in
this category and do not have a certified weight ticket included with shipment.
This applies to packages weighing under 30 lbs.
You must complete a Shepard Material Handling Agreement (MHA) for all
outbound shipments. A MHA will be distributed at show site if all services
have been paid in full, or you can request one at the customer service desk.
How do I calculate my small package carrier shipment?
Charges for small package carrier shipments are based on per carton, per delivery.
Example: I'm shipping 3 packages via FedEx, how much will I be charged?
3 x per carton rate = $ amount charged (plus any additional fees that may apply)
Please be advised that your whole shipment may not arrive to its destination at
one time. Therefore you may be charged per each delivery, and minimum
charges may apply.
CRATED~UNCRATED~SPECIAL HANDLING
What are CRATED materials?
Materials delivered that are skidded or in a container that can easily be
unloaded/reloaded with no special handling required.
What are UNCRATED materials?
Materials delivered that are loose, pad-wrapped or unskidded without proper
lifting bars and/or hooks.
What is SPECIAL HANDLING?
Shipments delivered that require extra labor for stacking or unstacking
containers on a truck, tarping or untarping freight or containers, or rigging
pieces for loading or unloading on a truck or from the ground, or other
circumstances requiring the rehandling of materials. Cannot be completed
solely with one forklift and operator.
Upon completion of packing and labeling of your materials, complete the bill
of lading with all required information, and return to customer service. If you
have questions on how to complete your bill of lading, please ask a Shepard
customer service representative located at the customer service desk.
If you are NOT using the designated shipping carrier, you must call your
carrier with pick-up information. If your carrier fails to pick up your shipment,
Shepard will either reroute your freight through the carrier of our choice or
return to the local warehouse (whichever is indicated on your MHA).
SIGNATURE SERIES SHIPPING
How can I make shipping my show materials easier?
Signature Series Shipping will make it easier with the following
benefits:
~
~
~
~
~
~
Receive a 10% discount off of material handling rates (restrictions apply).
Worry-free shipping to and from your show.
Priority Empty Service - priority of empty return at the close of show
Volume discounted shipping rates
Charges will be billed to your show invoice-one less invoice/bill to keep track of.
No driver wait fees.
CARTLOAD MATERIAL HANDLING SERVICE
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
CARTLOAD SERVICE
Cartload service includes one laborer, one cart, one trip per rate listed below.
Code
# of trips
Item Description
Rate
Amount
ONE-WAY STRAIGHT TIME RATES
35152
Booth to Dock - ST
100.00
35151
Dock to Booth - ST
100.00
ONE- WAY OVERTIME TIME RATES
35154
Booth to Dock - OT
100.00
35153
Dock to Booth - OT
100.00
Subtotal $
N/A
ST - Straight time:
Monday-Friday: 8:00 am - 4:30 pm
Tax: $
Amount Due: $
OT - Overtime: Monday - Friday: 4:30 pm - Midnight; Saturday: 8:00 am - Midnight
DT - Doubletime:
All other hours and holidays
CARTLOAD SERVICE RESTRICTIONS
Cartload services are provided to those exhibitors arriving in privately-owned vehicles and have small hand-carried items that need to
be delivered to and from the dock/booth location.
If you arrive in a truck (such as a U-Haul, Penske, etc.) you will not qualify for this service.
All items must fit on flat bed cart (approximately 3'x4' in size). If items are designated by Shepard personnel to be too large or too
heavy, materials will be billed at regular material handling rates.
Company Name:
Booth #:
Contact Name:
Phone #:
Shepard Exposition Services is authorized to perform material handling services on behalf of the exhibiting company named above.
Signature also indicates you have read and accept the Payment Policy and Terms and Conditions, sign and return to Shepard.
OUTBOUND BILL OF LADING/SHIPPING LABEL REQUEST
October 18, 2016
(602) 253-1113
(602) 253-1114
[email protected]
PRE-PRINTED OUTBOUND BILL OF LADING AND SHIPPING LABELS
All outbound shipments require a Bill of Lading and shipping labels. Shepard offers complimentary pre-printing of
these items. To take advantage of this service, please complete this request and submit to Shepard.
Your pre-printed BOL and labels will be delivered to your booth prior to the close of the show.
*Note: All third parties must pick up BOL/labels at the Shepard Service Desk.
SHIP TO ADDRESS:
COMPANY NAME
DELIVERY ADDRESS
CITY
STATE
CONTACT NAME
ZIP
BOOTH
Number of Pieces:
Number of Labels Requested:
Crate
Skid
Cases
Carton
Total Weight
CARRIER SELECTION
OFFICIAL SHOW CARRIER: SHEPARD LOGISTICS
OTHER:
**If selecting a carrier other than Shepard Logistics, you must schedule the pickup.
** If using FedEx or UPS you must have and apply their shipping labels
Type of Service:
Ground
In the event your designated carrier fails to pickup:
Overnight
2nd Day
Reroute via show carrier
Return to Warehouse
Shipping Options:
Inside Delivery
Residential
Lift Gate
No Loading Docks
OUTBOUND SHIPMENT REQUIREMENTS:
1. Shepard will print and deliver your BOL with Shipping Labels to your booth prior to the close of the show.
2. Exhibtors must properly package and label all materials.
3. Completed BOL must be turned in to the Shepard Service Desk including piece count and estimated weight.
4. Please see the SES service desk if you do not receive a BOL
**Please note: If utilizing FedEx/UPS as your carrier you must supply your own outbound labels
TRANSPORTATION CHARGES BILLING ADDRESS:
SAME AS SHIP TO ADDRESS
Company Name
Address
City
State
Zip
Company Name:
Booth #:
Contact Name:
Phone #:
Register at www.insurance4exhibitors.com! It's easy and you get an immediate certificate!
General Liability Insurance for $1,000,000 per Occurrence / $2,000,000 Aggregate
COMPANY LIABILITY
INFORMATION
GENERAL
INSURANCE PREMIUM RATES / EVENT INFORMATION
______ 1 Event Day:
$89.00
______ 2-3 Event Days: $109.00
______ 4-10 Event Days: $119.00
______ 11-30 Event Days: $199.00
______ 6 Month Policy: $475.00
______ Annual Policy: $650.00
NAME OF EVENT:_________________________________________ EVENT START DATE:__________ End Date:__________
EVENT WEBSITE:___________________________ EVENT CONTACT:______________________ PHONE # _______________
VENUE ADDRESS with City, State & Zip:_______________________________________________________________________
EXHIBITOR INFORMATION – REGISTER AT www.insurance4exhibitors.com
Exhibiting Company/Insured:_____________________________________ Contact Name:_______________________________
Address:___________________________________City:_____________________State:
Email: ___________________________________ Country:
Zip code:_____________
Telephone: ____________________________
Description of Business/Exhibit: ______________________________________________________________________________
Does your exhibit or business involve any of the excluded activities below? ______YES ______NO
Alcohol Serving
Disc-Jockeys
Fireworks, Firearms, Weapons
Installation/Service/Repair
Medical Testing
Tattooing or Piercing
Amusement Devices
Bands
Health Supplements
Massage
Motor Sport Activities
Vehicles in Motion
Animals
Entertainment & Film Industry
Hot Wax Impressions
Mechanical/Amusement Devices
Oxygen / Aromatherapy
Weight-Loss Products
Athletic Participation
Mazes
Equipment Rental
Tobacco
Inflatables
Water Activities
Storefront Operations
Watercraft Exhibits on Water
If yes, describe (we can still get you insurance)___________________________________________________________________
Additional Insured: Most event planners or venues require you to name them as an additional insured. We need the
name and address for each Additional Insured to issue a certificate. Don't list your employees. Just leave blank if you do not know.
Additional Insured #1:_______________________________
Address,City,ST,Zip: _______________________________
Additional Insured #2: ________________________________
Address,City,ST,Zip: ________________________________
Any special wording or coverage needed: ______________________________________________________________________
Any Additional Information or notes: __________________________________________________________________________
METHOD OF PAYMENT - BY SIGNING BELOW YOU AUTHORIZE US TO CHARGE YOUR CREDIT CARD
Payment Form: __ American Express __ MasterCard __ Visa __ Discover __ Check (Payable to "Insurance for Exhibitors")
Card Number ________________________________ Expiration Date: ___________ Security Code: __________
Cardholder Name:______________________
Cardholder Address:_________________________________________________
Has any prior coverage been cancelled or non-renewed? _____ Yes ______ No
TERMS and CONDITIONS
Coverage is only provided for law suits brought in the U.S. and events held in the United States. I understand that the insurance company, in determining
whether to provide insurance coverage, will rely on the information contained in this form and all other information being submitted. I hereby warrant,
represent, and confirm that to the best of my knowledge al information provided is complete, true and correct. Signing this application does not bind the
Applicant or the Company to complete the insurance, but it is understood and agreed that the information contained herein shall be the basis of the contract
should a policy be issued. If any of the above questions have been answered fraudulently or in such a way as to conceal or misrepresent any material fact or
circumstance concerning this insurance or the subject thereof, the entire policy shall be void. I understand that this policy includes an Agency fee which is not
charge by the insurance company. The exact amount of the fee has been disclosed. I also understand all agency fees are not refundable once they are
incurred. I also understand that this general liability policy does not provide any property coverage. By typing my name below, I am signing and agreeing.
I accept and understand the terms and conditions, Cardholder Name (Print)__________________________________
I understand that no property is covered on this policy: _____ I want a quote for property coverage: ________
Insurance for Exhibitors
30285 Bruce Industrial Parkway, Suite B
Solon, OH 44139
Online: http://www.insurance4exhibitors.com
Phone: 440-349-6650
Fax: 440-815-2154
Shepard Glossary Advanced Freight – Refers to freight that has been sent to Shepard’s warehouse prior to the Event move in. Advance Order – An order for services sent to service contractor prior to installation date. Aisle Carpet – The carpet that is placed on the Event floor in the aisles to separate the booths. Back Wall – Refers to the drape used at the rear of a standard booth. Bill of Lading – A legal document that establishes the terms between the shipper (exhibitor) and transportation company (carrier) for the transport of goods between specified points for a specified charge. A bill of lading is required to be filled out and turned in at the Shepard Service Desk at the close of the show, after the exhibitor is all packed up, in order to Shepard to release the freight to the transportation company (carrier) Booth Package – This term describes the equipment supplied to exhibitors from show management. Certified Weight Ticket – Certified weight ticket is a required documented measurement used for shipping exhibit properties. All carriers checking into a Shepard marshaling yard are required to present a certified weight ticket at check in. Common Carrier – A transportation company moving exhibitor freight, which usually only accepts crated materials that it can consolidate with the properties of other customers into one shipment bound for the same destination. Only Shepard can accept freight from a common carrier. Corner Booth – An exhibit space with exposure on at least two aisles, usually found at the end of a row of inline booths. CWT – “Century Weight” or “hundredweight”. The total weight of a crate is divided by 100 to obtain billable weight. 51,000 lbs / 100 = 510 cwt Drayage – The service that includes delivery of materials to an exhibit space, removal of empty crates, storage of crates during the Event, return of crates at the end of the Event, and delivery of materials to the carrier loading area. DT Labor – Double‐time labor, or work performed on double time and charged at twice the published rate. Empty Sticker – A colored sticker used to mark empty crates and boxes for storage provided in the material handling service. See Service Desk for Empty Stickers. Exclusive Contractor – One who holds an exclusive contract with a facility or event manager to provide specified services to that facility or Event. Exhibitor‐Approved Contractor (EAC) – Also called an independent contractor, a supplier hired by an exhibitor to perform trade Event services independently of Event management‐appointed contractors. Exhibitor Kit – Also known as a Service Manual, this is package of information that contains all rules, regulations and ordering forms relating to an exhibition, provided to exhibitors by Event management. Facility Carpeted – Indicates the exhibit hall and/or ballroom in which the Event is taking place is already carpeted. Floor Order – An order for product or service placed after Advance Deadline therefore not eligible for discounted rates. Floor Port – A utility box recessed in the floor containing electrical, telephone or plumbing connections. Freight – Exhibit properties and other materials shipped for an exhibit. Freight Desk – The area where inbound and outbound exhibit materials are handled at a trade event. Forklift /Ground Rigging – Handling and assembly of machinery that requires the use of a forklift. This includes positioning and/or re‐skidding of exhibitor material, machinery and equipment. Hard wall – A type of exhibit construction in which walls are made of a solid material, rather than fabric. I&D – Installation and dismantling of an exhibit by a labor source. Exhibitors may orders this service from the general contractor. ID Signs – Typically a 7” x 44” cardstock sign that contains exhibitor name and booth number. In‐line – An exhibit that is constructed in a continuous line with other exhibits. Island Exhibit – An exhibit with aisles on four sides. There is no pipe and drape construction provided to Island booths. Labor – Contracted workers who perform services. When labor is ordered, hours are based on estimates and will be billed actual time incurred. Requested times are not guaranteed and are based on availability. Minimum of one hour will be charged. Additional time will be billed in increments. Rates are based on when labor was performed: ST, OT, DT. Logistics – Point to point transportation services for freight by an appointed carrier. Marshaling Yard – A lot where trucks gather for orderly dispatch to Event site. When Shepard provides a marshaling yard, all carriers must check in, present a weight ticket, and will be guided to the docks to unload when a space is available. The same is true for the out of the show. Applicable fee applies. Move In – Refers to the date and time that exhibitors gain access to a facility and are able to begin the construction and/or set up of their booth. Mobile Spotting Fee – The charge for Shepard personnel to safely guide vehicles operated by exhibitors on the exhibit hall floor when approved by show management and if Shepard determines such activity to be operationally feasible and safe. All vehicles operated on the exhibit hall floor must be escorted by Shepard personnel. All local fire marshal rules and regulations apply. Please call customer service for details. Move‐out – The date/time specified by Event management for dismantling exhibits and clearing the exhibition floor. Also referred to as Tear Down. Padded Van Shipment – Uncrated goods covered with blankets or other protective padding and shipped via van line. Perimeter Booth – A booth space on an outside wall. Pipe and Drape – Tubing covered with draped fabric to make up rails and back wall of a trade show. Porter Service – A service that includes the emptying of wastebaskets within the booth at specific intervals during the show. Quad Box – Four electrical outlets in one box provided by the electrical contractor. Registration – This refers to an area that Event management uses to register and check in Event exhibitors, buyers and attendees. This is the place in which show badges can be obtained. Rigger – A skilled worker responsible for handling and assembly of machinery. Right‐to‐Work state – A state where no person can be denied the right to work because of membership or non‐membership in a labor union. See the Union Rules and Regulations within your manual for specific guidelines. Service Desk – The location at which exhibitors order services. Side Rails – The wall between two booths used to divide exhibits, typically 3’ high. Skirting – Decorative covering around tables and risers. Tables are skirted on 3 sides unless additional skirting is ordered. Special Handling: An additional charge that applies to exhibits shipments requiring extra labor, equipment, or time for delivery to exhibit space. ST labor – Straight time labor, or work performed during normal hours at the standard rate. Targets – Exhibitor move in date/time prior to general move‐in available by appointment only. Visqueen – A clear heavy plastic sheeting that is placed over exhibiting carpeting after it is laid in order to protect it until show opens. TSE Electrical Special Events and Production Power Order Form
Please complete an order form for each location & event
EVENT:
GROUP NAME:
*LOCATION:
DATE/TIME INSTALLATION:
DATE/TIME REMOVAL:
REQUESTED BY:
CONTACT PHONE:
INVOICE#
Power Outlets
Quantity
Quantity
Advanced
Order
$90.75
$150.70
$181.50
$231.00
Watts
500 Watts
1000 Watts
1500 Watts
2000 Watts
Price
208 Volt Single Phase
Advanced
Order
Amps
20 Amps
$307.26
30 Amps
$351.81
60 Amps
$486.81
100 Amps
$667.98
200 Amps
$1,194.75
Price
Moon Balloon
Advanced
Order
$125.00
Quantity
Quantity
208/120 Volt Three Phase
Advanced
Order
Amps
30 Amps
$490.59
50 Amps
$590.76
60 Amps
$829.82
100 Amps
$1,122.12
200 Amps
$1,879.58
400 Amps
$3,069.36
Cable
Quantity
Product
15' Extension Cord
Power Strip - 6 way
Per Ft. over 50'
Price
Price
Labor
Advanced
Order
$18.00
$18.00
$2.00
Price
Quantity
Labor Fee
Straight Time
Per Hour
Price
$85.00
Price
(Monday-Friday 8:00am - 4:30pm)
Overtime
$125.00
(Monday-Friday 7:00am-8:00am and 4:30pm-11:59pm.
Sat & Sun 8:00am-4:30pm)
Doubletime
All cable installed/dismantled on a time and material basis.
$170.00
(Monday-Friday Midnight-6:59am; All other times Sat-Sun, All day
Holidays)
Stand By Time
$85.00
(For over 600 Amps)
For TSE Use Only
Completed By
SUMMARY OF CHARGES
Start Time
End Time
M/I
M/O
Total Electrical Drops
Total Labor Charges
NOTES:
Sub-Total
8.3% Sales Tax
Grand Total
RULES & REGULATIONS
1. TSE is obligated to refuse connections where wiring is not in accordance with local electric code.
2. A supervising electrician is required, on a time/material basis, when TOTAL power requirement exceed 600 AMPS.
3. All electrical work done in a non-weather controlled environment requires a supervising electrician on a stand by
basis as deemed necessary.
4. Production orders must be received 5 working days prior to the event in order to receive
discount prices. Orders received after the deadline will be charged a 50% surcharge.
5. All electrical charges will be billed through the master account only.
*Please Attach Layout
Print Name:
Date:
Date:
1740 S. 40th Ave., STE 150 Phoenix, AZ 85009 * PHONE: 602-567-1041 * FAX: 602-567-1044
Phone: (480)293-3980
Fax: (480)293-3767
CUSTOMER INFORMATION
Company:
Address:
City:
State:
Zip Code:
Phone:
Fax:
Email:
5350 East Marriott Drive
Phoenix, AZ 85054
**Please Type Information**
DELIVERY INFORMATION
Convention Name:
Room:
Booth/Table
Contact:
Delivery
Pick-Up
Date:
Date:
Time:
Time:
* If your exhibit booth ends early, please notify Hotel (ext.1234) to pick up your equipment (see rental agreement box below)
* Equipment must be ordered within 10 days of event to qualify for rates and availability
* Other equipment is available; please call to inquire.
Qty.
Days
EQUIPMENT ITEMS
Each
Data Support Package includes screen, cart and power
$200.00
XGA LCD Projector w/cart and tripod screen
$670.00
Laptop Computer w/ Office 2007
$350.00
20" LCD w/ tabletop stand
$150.00
52" LCD HD Monitor w/stand
$630.00
60" LCD HD Monitor w/ stand
$920.00
Flip Chart (w/ paper and colored markers)
$70.00
Basic Audio Support System
$250.00
Wireless Microphone (Lav or HH)
$190.00
Polycom Speakerphone
$250.00
Dial Out Line - Dial "9" Local&Long Distance (plus calls)
$100.00
Direct Inward Dial Phone - bypasses Resort PBX
$200.00
Equipment Subtotal
Qty.
Days
Internet - Setup/Removal on Wired Only
Total
Each
Wired Internet Per Line
$190.00
Wireless Internet per connection
$100.00
$0.00
Total
Dedicated Bandwidth (please call)
All charges are Per Day.
A PSAV representative will contact
you for payment information.
Internet Subtotal
$0.00
Equipment Subtotal
Internet Subtotal
**Setup and removal labor (25%)
Hotel Service Charge (24%)
Tax @ 8.6%
Grand Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Print Name:
Signature:
Date:
TM
www.iaee.com
THE EXHIBITOR’S HANDBOOK
2014 Update
The Exhibitor’s Handbook: 2014 Update
TABLE OF CONTENTS
PREFACE.....................................................................................................................................................4
1. GETTING STARTED..................................................................................................................................4
2. EXHIBIT SPACE.......................................................................................................................................5
SPACE ASSIGNMENT................................................................................................................................5
EXHIBIT SPACE FEES................................................................................................................................5
WHAT IS INCLUDED IN EXHIBIT SPACE FEES?...........................................................................................5
EXHIBIT HALL FLOOR PLANS....................................................................................................................5
EXHIBIT BOOTH/STAND DESIGN...............................................................................................................5
3. FREIGHT AND DRAYAGE.........................................................................................................................6
PREPARING THE BOOTH/STAND EQUIPMENT FOR SHIPPING.....................................................................6
BILLS OF LADING.....................................................................................................................................6
TYPES OF SHIPMENTS.............................................................................................................................7
Advance...............................................................................................................................................7
Direct...................................................................................................................................................7
Van Line...............................................................................................................................................7
Product Only........................................................................................................................................7
FREIGHT TARGET ASSIGNMENTS..............................................................................................................7
GENERAL MATERIAL HANDLING INFORMATION.........................................................................................8
REMOVAL OF EMPTY CRATES, CARTONS AND SKIDS................................................................................8
4. EXHIBITION FACILITY FIRE PREVENTION REQUIREMENTS....................................................................8
5. EXHIBIT INSTALLATION..........................................................................................................................9
INSTALLATION OF EXHIBITS......................................................................................................................9
LATE SETUP AREAS & FREIGHT AISLES.....................................................................................................9
ELECTRICAL SERVICE DURING INSTALLATION...........................................................................................9
EXHIBITORS OPENING BULLETIN............................................................................................................10
6. EXHIBITION HALL LABOR.....................................................................................................................10
CAN I SET UP MY OWN EXHIBIT?............................................................................................................10
SETUP LABOR: WHO DOES WHAT?.........................................................................................................10
LABOR WORK RULES.............................................................................................................................11
LABOR CALLS........................................................................................................................................11
ADVANCE PLANNING LABOR...................................................................................................................11
LABOR/SERVICE ORDERS.......................................................................................................................12
LABOR SUPERVISION.............................................................................................................................12
7. SHOW CONTRACTORS..........................................................................................................................12
CONTRACTOR SERVICES........................................................................................................................12
CONTRACTOR SERVICE DESKS...............................................................................................................13
PAYMENT POLICIES................................................................................................................................13
8. FLOOR MANAGERS...............................................................................................................................13
9. EXHIBIT HALL SECURITY......................................................................................................................14
10. STAFF PREPARATION..........................................................................................................................14
STAFFING THE EXHIBIT ..........................................................................................................................14
STAFF ORIENTATION...............................................................................................................................15
GOAL SETTING/SALES LEADS.................................................................................................................15
11. DEMONSTRATIONS AND HOSPITALITY...............................................................................................15
BOOTH/STAND ACTIVITIES......................................................................................................................15
ENTERTAINMENT & SOCIAL FUNCTIONS.................................................................................................16
12. EXHIBIT DISMANTLING......................................................................................................................16
CLOSING/DISMANTLING OF EXHIBITS.....................................................................................................16
DISMANTLING UTILITY SERVICES...........................................................................................................16
DISMANTLING LABOR............................................................................................................................16
RETURN OF EMPTY CRATES, CARTONS AND SKIDS................................................................................17
RENTAL EQUIPMENT PICK-UP/RETURN...................................................................................................17
13. OUTBOUND FREIGHT AND DRAYAGE..................................................................................................17
OUTBOUND SHIPMENTS.........................................................................................................................17
OUTBOUND MATERIAL HANDLING AGREEMENT......................................................................................17
14. WRAP IT UP – FOLLOW IT UP.............................................................................................................18
GLOSSARY OF INDUSTRY TERMS............................................................................................................18
ADDITIONAL EXHIBITOR RESOURCES......................................................................................................30
©2014 International Association of Exhibitions and Events, All rights reserved.
PREFACE
The 1990s saw double-digit growth of the exhibitions industry. The industry was solid and financially
successful. The 21st century began with a worldwide recession, which has greatly impacted the
exhibition industry over the past several years. A combination of factors including rising business travel
costs, increasing federal policy/government regulation, corporate belt tightening, reduced travel and
entertainment budgets and security concerns have contributed to turmoil in the industry.
Studies support the cost effectiveness of exhibition participation. In the CEIR Report SM37, The Cost
Effectiveness of Exhibiton Participation: Part I, it was determined that meeting a prospective customer at an
exhibition versus through traditional sales calls in the field saves an organization nearly $1,000. In addition,
CEIR Report SM38, The Cost Effeciveness of Exhibition Participation: Part II, reported that over 50 percent
of sales that initiated with a lead from an exhibition are closed with fewer sales calls. The results of these
two studies clearly illustrate the value of exhibitions as a marketing medium.
Hotel and convention center exhibition halls can be overwhelming to a novice. It is with this in mind that
this handbook has been prepared. The goal of this handbook is to better prepare the exhibit manager for
what lies ahead in the complex world of exhibiting.
Most exhibitions are held either within hotel exhibition halls, privately-operated exhibition halls, or
municipally-owned convention centers and/or fairgrounds. Hall rules and regulations will vary greatly
from one facility to another, and more distinctively, from one city to another. Because of the variety of
facilities and the broad variation of rules from hall to hall and city to city, it is difficult to state general rules
that will apply at all times. This handbook provides general guidelines; be sure to check with exhibition
management and/or official general service contractor for the event specific questions.
Direct, early contact with exhibition management and/or staff can be the key to success as an exhibitor. Do
not hesitate to ask the obvious questions or verify conflicting information. Keep in mind that each question
answered in advance is one less problem to be solved on-site. Many times exhibition management will
refer questions to one of their official contractors. In most cases, these contractors transact business on
a regular basis with the exhibition facility throughout the year. Their familiarity with the workings of the
facility, local codes and regulations, and local labor jurisdictions will be a valuable resource.
IAEE extends a special thank you to the following individuals for sharing their industry knowledge and
expertise to prepare the Exhibitor’s Handbook.
• Larry Arnaudet, Executive Director, Exhibition Services & Contractors Association (ESCA)
• David Causton, General Manager, McCormick Place
• Bob Dallmeyer, CEM, RD International
• Richard Lewis, Vice President National Sales, Exposition Services, Freeman
• Mike Lynn, CME, CMM, CMP, CEM, CPC, Director, Exhibitions, Events & Protocol, L-3 Communications
• Barry Siskind, President, International Training & Management Company
• Mark Zimmerman, General Manager, Georgia World Congress Center
1. GETTING STARTED
In general, the first step to initiating participation in an exhibition is making a telephone call or sending
an email to request application information from show management. Many times, an application may
be completed on the event’s website. Be sure to clearly indicate your organization’s exhibition goals and
target audience. Carefully review the exhibition’s historical information (if available) which should include
registration figures, audience profile, size of the exhibition and number and names of exhibiting companies.
Events that have registration figures audited by an independent third party add more credibility to the
numbers that are being reported. All current and past information should be considered to determine if the
exhibition will accomplish your organization’s objectives.
4
Find out if the exhibition floor is divided by product type or category. If it is, and your organization is
interested in peripheral or vertical markets, consider which of the categories or product areas will best suit
your overall needs.
Finally, review the application form, exhibition rules, local codes and regulations and payment schedules
before submitting the application. Check the application to make sure that all required information has been
provided. Often, incomplete applications will be returned to the exhibitor and valuable time may be lost.
2. EXHIBIT SPACE
SPACE ASSIGNMENT
It is safe to say there are no general rules when it comes to the space assignment procedures followed by
show management. Most exhibitions have a point system which may be based on the number of years a
company has exhibited, the size of their booth/stand space, date of application receipt, full payment with
application, association membership, advertising in publications, sponsorship level or any combination
thereof. Either the show rules and regulations or the application form should indicate what, if any, process
is used to determine booth/stand locations.
EXHIBIT SPACE FEES
Similar to space assignment, there are no general rules when it comes to exhibit space fees. Many shows
will charge a price per square foot for all space. Others may bracket space fees based on location and
size of booth/stand. In most cases, a premium will be charged for corner, peninsula (end cap), and island
booth/stand spaces for the additional exposure/visibility. In some cases, where multi-level exhibits are
allowed, rates may be based on each level of space occupied. The specific policies of each show should be
contained in the exhibition rules and regulations.
WHAT IS INCLUDED IN EXHIBIT SPACE FEES?
It is very important to find out from the start what is included in the exhibit space fee. Generally, exhibit
space fees will include only the most basic items: the right to occupy the designated amount of space
on the exhibit floor; back wall and side drape (usually in show colors); and standard booth/stand sign
indicating name, address and booth/stand number. In such cases, electrical, floor covering, furniture, etc.,
are additional costs to the exhibitor.
Some exhibitions, however, may include items ranging from tabletop exhibit materials to turnkey booth/
stand systems. The exhibit application information from exhibition management should state specifically
what is included.
Additional materials may be necessary depending upon the exhibition facility. Exhibit hall floors are
generally sealed concrete which would more than likely require carpet. Hotel exhibit halls, on the other
hand, often double as ballrooms and often the floor will be carpeted. Other factors regarding additional
materials may include local labor costs, length of set-up period and type of show.
EXHIBIT HALL FLOOR PLANS
Frequently, in advance of the show, updated floor plans will be issued periodically. Review each of these
floor plans carefully as substantial changes may be made from one floor plan to another. When changes
in the floor plan affect booth/stand location, the exhibitor should be consulted prior to any relocation. This
notification is not only done as a courtesy, but is generally a part of the exhibition management contract.
EXHIBIT BOOTH/STAND DESIGN
One difficult aspect of exhibiting is designing an exhibit which is acceptable for use at all exhibitions. Some
exhibition managers care little about what is done with exhibit space as long as no one complains. More
commonly there will be exact specifications regarding placement of display components, products and
product demonstration areas. These rules are usually a part of the contract with show management. A
good rule to follow is not to design an exhibit which another exhibitor may find objectionable.
5
If using an exhibit designer, be sure that the designer has a copy of the regulations for the show(s) the
booth/stand is being designed. The designer has the experience to quickly analyze the show requirements
and find the pertinent limitations.
Many exhibition managers with more exacting booth/stand design and construction specifications will
require a proposed plan be submitted for approval. When this is the case, always submit a copy of the plan
prior to construction by the display house.
Exhibitors often wait until the booth/stand is in construction to submit these plans. By the time the
exhibition manager reacts to the plan and advises the exhibitor of required revisions, it may be too late
to modify the design without incurring substantial additional costs in design and construction time. If the
exhibit rules and regulations are not clear as to booth/stand design, check with the exhibition manager.
3. FREIGHT AND DRAYAGE
PREPARING THE BOOTH/STAND EQUIPMENT FOR SHIPPING
A significant portion of the on-site labor charges can be greatly reduced or eliminated by following some
simple suggestions:
• Prior to shipment, make sure (as much as possible) the electrical interconnection and complex wiring to
the equipment is functional.
• When possible, use standard “twist-lock” receptacles and similar devices to eliminate on-site electrical
wiring labor charges.
• Contact the show’s electrical contractor or exhibitor/event services department at the facility prior to the
show to discuss electrical needs. There is no charge for this advice, which can save on costly on-site
modifications.
• Ship as much of the material in crates or cartons as possible. This will reduce on-site “special handling”
charges and minimize damage to equipment. Always include copies of set-up instructions and floor
plans in every crate.
• Consolidate shipments of several small boxes into one large crate or skid. This may not
only save money, but also will minimize the occurrence of lost or misdirected freight.
• For security purposes, when packing equipment and materials do not indicate the contents
on the outside of cartons or crates. This is particularly important when shipping electronic
items such as plasma screens, personal computers or other items which might be
disposed of easily. It is suggested that each crate or carton be numbered and the contents
be documented in a manifest for dispersal at the show site. Be sure to keep extra copies of
the manifest on hand and with the set-up plans in each crate/container.
Do not
indicate
contents on
the outside
of the cartons
or crates.
• Ship hanging signs separately to the advance warehouse to make sure they are accessible
for early installation.
BILLS OF LADING
A bill of lading (or way bill) contains instructions to the carrier who will deliver the materials to the
warehouse or exhibit hall. The bill of lading should indicate the number and a description of the pieces in
the shipment (carton, crate, skid, machine, etc.). At the point of shipment, the carrier will verify the number
and type of pieces in the shipment and provide a copy of the bill of lading. Be sure to request from the
carrier(s) that a certified weight ticket accompany each shipment.
To aid in tracking the shipment, a copy of this bill should be forwarded to the consignee of the shipment
and the official material-handling contractor for the show. Be sure to keep a copy and bring it to the show.
6
TYPES OF SHIPMENTS
There are four basic types of shipments an exhibitor might take to an exhibition:
1.Advance Shipments are shipments sent to the warehouse of the official material-handling contractor
in advance of the exhibition. Shipments will usually be received at the warehouse as many as 30 days
in advance of the exhibition at a per CWT rate (CWT rate is the cost per one hundred pounds or fraction
thereof). Advance shipments should be labeled as follows:
EXHIBITING ORGANIZATION’S NAME
BOOTH/STAND NUMBER
EXHIBITION NAME
CONSIGNEE (Warehouse)
STREET ADDRESS
CITY, STATE/PROVINCE, POSTAL CODE
COUNTRY
2.Direct Shipments are consigned directly to the exhibition site. These shipments will usually be received
at the loading dock and delivered to your exhibit space at a per CWT rate. Direct shipments should be
labeled as follows:
EXHIBITING ORGANIZATION’S NAME
BOOTH/STAND NUMBER
EXHIBITION NAME
EXHIBITION FACILITY NAME
STREET ADDRESS
CITY, STATE/PROVINCE, POSTAL CODE
COUNTRY
3.Van Line Shipments are shipments made directly to the facility and then to the exhibit
space during the setup period by prior arrangement with the official general service
contractor. When space is available, these shipments will often be unloaded on the exhibit
hall floor near the booth/stand space to save time and unnecessary labor.
Check the Service Kit for Material Handling Rates for Van Line Shipments. In some
cases van line shipments are received at the direct shipment CWT rate. However, it is
important to note that a “special handling charge” may be levied when shipments are
uncrated or packed tightly in the van requiring additional labor. This surcharge may be as
much as 50 percent.
All Van Line Shipments Must Be Coordinated with the Official Material Handling
Service Contractor. Van line shipments should be labeled the same as direct shipments.
Shipping via van line as opposed to common carrier (regular trucking company) is often
beneficial when shipments contain sensitive or delicate equipment.
Shipping
via van line
is often
beneficial
when
shipments
contain
sensitive
or delicate
equipment.
4.Product Only Shipments may also be arranged with the official material handling service contractor.
Product-only shipments should be listed on a separate bill of lading from the booth/stand equipment.
Arrangements can be made in advance for these shipments to be held at the warehouse for delivery to
the exhibit space on a designated date. Product-only shipments will be billed at the advance shipment
CWT rate if sent to the warehouse in advance.
FREIGHT TARGET ASSIGNMENTS
Many exhibitions, especially those at which large or heavy equipment is displayed, will schedule the
delivery of freight according to booth/stand location and/or booth/stand size. This is called “targeting,” and
will generally be done to facilitate a smoother move-in and move-out process. It is important to know if the
exhibition has been targeted. Often, if an exhibitor misses their target date/time, substantial penalties may
be incurred and valuable set-up time lost.
7
Target times are usually indicated on the floor plan. If there is uncertainty about whether or not the
exhibition is targeted, check the services kit or contact the official material handling service contractor. If
the exhibition is targeted, it is very important that the carrier is notified well in advance.
However, always keep in mind that the target time is just what it says – a target. Due to logistical
problems, slow move-in, etc., target time is approximate and can fluctuate up to two hours. This should
be taken into consideration when placing an advance labor order. Keep in close communication with the
official service contractor for timing adjustments to on-site set-up.
GENERAL MATERIAL HANDLING INFORMATION
All material handling rates – advance, direct, van line, mixed load, special handling and product-only – will
be published in the service kit. Should there be questions regarding any of these types of shipments, refer
to the service kit or contact the official material handling contractor.
Rates for shipments generally include receiving and unloading at the advance warehouse; storage for up
to 30 days; drayage of materials to the exhibition hall; unloading and movement from the loading dock
to the exhibit space; removal of empty crates and cartons to storage for the event days; return of empty
containers to the exhibit space; and loading on outbound carriers at the conclusion of dismantle. However,
once delivery to the exhibit space is complete, handling and unloading from skids and machinery set-up
are done by local labor at an additional cost to the exhibitor.
In some cases, material handling rates are round-trip based on inbound weight; other times, separate inbound and out-bound weights will be taken. Be sure to consult the service kit or official material handling
contractor in advance to confirm all rates.
REMOVAL OF EMPTY CRATES, CARTONS AND SKIDS
“EMPTY” stickers should be available at all official contractor service desks and/or from the floor manager,
if present.
As equipment is removed from its crate, carton, skid, etc., “EMPTY” stickers should be
completed with the organization’s name and booth/stand number and affixed to the outside of
the packing material. Items marked with “EMPTY” stickers will be removed from the exhibit
hall to storage. At the close of the exhibition, the materials will be returned to the booth/stand.
The cost of handling these materials is usually included in the CWT material handling rate.
Do not leave empty packing materials unmarked in the aisles. All unwanted packing materials
should be deposited in the nearest receptacle for removal by housekeeping. This adds greatly
to traffic congestion and negatively impacts the entire freight operation.
Do not leave
empty packing
materials
unmarked in
the aisles.
4. EXHIBITION FACILITY FIRE PREVENTION REQUIREMENTS
Facility fire regulations should be included in the service kit. Regulations will vary greatly
from one exhibit hall to another and from one city to another, making it very important to
review the regulations for the show in advance.
Following are some basic fire prevention/safety guidelines which may help in the preparation
of the exhibit:
• All materials used in the construction and decoration of an exhibit must be flame-retardant.
• Exhibits which have enclosed ceilings of 100 square feet or more may require written
approval from the local fire marshal. In some cases, fire extinguishers, smoke detectors
and even automatic fire protection systems may be required. Check the service kit for the
regulations for the show.
• Requirements related to vehicles on display will vary from city to city, so always check with
the official general service contractor for the regulations specific to the event. Generally,
any vehicle brought into the facility for display should not have more than one-quarter tank
of fuel. Battery cables on vehicles should be disconnected after positioning.
8
Whenever
possible, try to
place smaller
containers
inside larger
containers,
reducing the
amount of space
required for
storage and
helping to speed
up the return
process for all.
• Fuel tanks on any vehicle to be displayed should be equipped with a locking gas cap. If locking caps are
not available, regulations may require that the caps are sealed by an alternate method such as tape.
• Storage of empty cartons, promotional materials or other combustible items behind back drapes or
display walls is generally prohibited.
• All cartons, crates, containers and packing materials necessary for repacking should be labeled with
“EMPTY” stickers for removal from the exhibit hall to a designated storage area .
• Fire hose cabinets, pull stations and emergency exits, including those inside an exhibit space, must
remain visible and accessible at all times.
• Exhibits using large amounts of electricity, or using gasses, may be required to have approved CO2 or
Halon 1211 fire extinguishers displayed in accessible areas of the booth/stand at all times. Be sure to
check local requirements with the official general service contractor.
5. EXHIBIT INSTALLATION
INSTALLATION OF EXHIBITS
Exhibit installation will usually begin with large island booths or those booths requiring additional time
for set-up. This is done for a variety of reasons, primarily the logistics of moving full trailer loads of
exhibit materials and/or machinery onto the exhibit floor and the size and complexity of the larger freeform exhibits.
A complete schedule of official show setup and dismantling hours, as well as any restrictions to the same,
should be included in either the service kit or the exhibition rules and regulations. Contact the official
general service contractor for assistance with any specifics on move-in and move-out schedules.
(Also see Freight Target Assignments, page 7).
LATE SETUP AREAS & FREIGHT AISLES
Areas designated as “late setup” or “freight aisle” may be indicated on the floor plan. To assist with the
overall logistics of move-in, setup may not begin in these areas until a day or two before the show opens.
Where exhibits are located in front of freight doors, setup may be delayed until the afternoon before the
show opens. It is important that the locations of these doors are taken into consideration when selecting
exhibit space. These areas will generally be limited to smaller exhibits which do not require a substantial
amount of time to set up. Contact show management to make special arrangements or to request
relocation if this presents a problem.
ELECTRICAL SERVICE DURING INSTALLATION
The official electrical service contractor will require a detailed floor plan that shows exact placement of all
electrical service required within the booth space. Electrical service will generally be provided only during
official setup and exhibit hours. If electricity is required beyond these hours, contact the official electrical
service contractor in advance to make arrangements.
Unit prices may be doubled for 24-hour electrical service. Also, in the case of 480-volt power, depending
on local code requirements, 24-hour service may call for a standby electrician. When 24-hour electrician
services are utilized an additional premium charge and the cost of the electrician will be charged back to
the exhibitor.
If 480-volt power is being split-off within the exhibit space to feed 120- and 280-volt equipment and 24-hour
service is required, the 480 volt line would remain live. Therefore, charges for 480-volt power may apply.
Should this be the case, individual 120- and 280-volt lines might be advisable for a 24-hour service area. In
such cases, consult with the official electrical service contractor prior to setup.
9
EXHIBITORS OPENING BULLETIN
During the installation period, show management will usually distribute an opening bulletin including
information on setup hours, security and housekeeping, as well as other important details pertinent to
exhibition activities.
6. EXHIBITION HALL LABOR
CAN I SET UP MY OWN EXHIBIT?
In many cities, exhibition halls are governed by existing union contracts either with the venue or the
Official Service Contractor. In such cases, although exhibitors may supervise and direct local labor, actual
installation and dismantling of an exhibit may need to be performed by the appropriate local labor union.
Although personnel (union or management) from your company may be prohibited from performing any
installation or dismantling labor, it is always best to check with the Official Service Contractor to confirm
actual work rules and regulations applicable to the specific event prior to making plans.
SETUP LABOR: WHO DOES WHAT?
The following section contains general guidelines describing which union personnel usually perform
specific services. As union jurisdictions vary from city to city, and contracts change, these guidelines may
not apply to all locations at all times, nor are there any definitive rules governing which trades are used
for any specific work across the country. That is determined by union contracts and prior precedent in the
respective cities.
• Material Handling: Teamsters are generally responsible for handling all material in and out of the
exhibit hall, except machinery in a few cities. (Exhibitors are permitted to hand-carry small packages
into the exhibit hall.)
• Machinery Rigging: Riggers are generally responsible for the movement, uncrating, un-skidding,
positioning and re-skidding of machinery, as well as erecting structured steel and other heavy
construction.
• Installation and Dismantle of Exhibits: Carpenters or decorators are generally responsible for
uncrating and re-crating of exhibits and display materials; installation and dismantling of exhibits
including cabinets, fixtures, shelving units, furniture, etc.; laying floor tile or carpet; installation and
dismantling of scaffolding and bleachers; and ganging of chairs.
• Electrical: Electricians are generally responsible for assembly, installation and dismantling of anything
that uses electricity as a source of power. This includes, but is not limited to, electrical wiring, hook-ups,
interconnections, electrical signs, television/plasma screens and other connections, audio and lighting.
Extensive audio visual setups may also require projectionists and stage hands in some locations.
• Decorating: Decorators generally handle the installation of drape cloth and tacked fabric panels and
hanging of all signs except electrical signs.
• Plumbing: Plumbers are generally responsible for assembly, installation and dismantling of plumbing
fixtures that supply air, water, waste, gas lines, tanks and venting.
• Telecommunications: Each facility has personnel that is responsible for the installation and maintenance
of all telephone lines and circuits, wiring telephone and/or telecommunications cable inside booth/stands
for exhibitor-owned systems, and installing Internet access and/or routers for the service. As many
installers may also be electricians, house electricians are sometimes used to perform this work.
Exhibitors will usually be allowed to do the technical work on their machines, including fine-line balancing,
programming and cleaning.
In most cases, plumbers and telecommunications installers are employed by the facility. All other trades
are employed by the official service contractors or by the exhibitor’s appointed contractor.
10
Important Note: The information provided above is not intended to be universal in application. However,
it should provide some very basic guidelines as to what an exhibitor may expect in union exhibit halls and
facilities. For specific information about the exhibition, refer to the exhibitor service kit, the official service
contractor or contact the exhibition manager.
LABOR WORK RULES
Exhibit hall work rules will vary from city to city and from exhibit hall to exhibit hall. The use of drugs
or alcohol, abusive language, sexual harassment, solicitation of gratuities and general intimidation are
prohibited. Should any such difficulties with behavior or performance of labor be encountered, bring it to
the attention of show management and/or the official general service contractor. Direct confrontation of
labor in such cases has little effect and may cause even more problems.
LABOR CALLS
Labor should be ordered as far in advance as possible. Based on labor orders received each day, official
and independent contractors will contact the union hiring halls with their “labor call,” for the following day.
The labor call will indicate the number of workers required and the time they are to report for work.
In order to assist the official service contractors with keeping their costs as reasonable as possible, be sure
to confirm all requirements at least 30 days in advance of move-in.
ADVANCE PLANNING LABOR
When planning the installation and dismantling of an exhibit, keep in mind the different labor jurisdictions
and the combinations of labor the exhibit will require. Carefully develop a labor plan before submitting
labor orders. Track progress using this plan on-site to insure that one craft is not waiting for another to
become available. (Also see Freight Target Assignments, page 7).
All labor is billed portal to portal (from the time signed out at the service desk to the time signed back
in), usually in increments of one hour or fraction thereof. Regardless of whether or not the laborers in
the booth/stand are actually working, charges are being incurred. Therefore, when the group of laborers
has finished, return to the appropriate service desk and sign them out as quickly as possible to avoid
unnecessary charges.
If a specific number of workers is requested in advance and later determined to be unnecessary,
immediately change the order at the appropriate service desk. If labor ordered in advance reports to the
exhibit, it may be billed for a minimum of one hour per person regardless of whether or not they work.
In cases of Sunday, holiday or overtime labor, the exhibitor may be liable for as many as four hours per
person minimum, regardless of the amount of time they are actually needed.
Sample Labor Plan
While there can be many elements to a labor plan, and each exhibition is quite different, the example
provided below should provide some direction.
Utilities Installation – Two Electricians for one (1) hour
Carpet Installation – Two Decorators for 1½ hours
Exhibit Installation – Four Carpenters for five (5) hours
Note: Based on the Utilities Installation beginning at 8:00am, the Decorators should be ordered for a
9:00am start on the carpet installation. Assuming there are no “issues” with the utilities and carpet
installation, Carpenters should be ordered for a 10:00am start and after a one hour lunch break, should be
complete by approximately 4:00pm.
Dismantle – Empty container/crate return can require anywhere from one to four hours and there is no
way to anticipate when your containers will arrive at your booth space. With this in mind, you should never
order labor at the exact close of the event. Dismantle and packing the exhibit will require approximately
two (2) hours.
11
LABOR/SERVICE ORDERS
The exhibitor service kit will contain order forms for labor and services from official contractors. Substantial
savings can be realized by placing orders in advance. As the order forms will indicate, surcharges of as
much as 50 percent may be added to labor/service orders placed on-site or after the deadline dates listed
on the forms.
Generally, only those labor orders requesting 8 a.m. start times will be guaranteed for a specific time
unless special arrangements are made in advance with the official service contractor. All other requests for
labor will normally be filled on an availability basis.
Upon rendering labor or services on-site, labor/service orders will be presented for the exhibitor’s signature
and approval. The person in charge of the exhibit should carefully inspect all labor/service orders prior
to signing. If there are any questions about any of these orders and the hours/services listed, bring the
question to the appropriate service desk and discuss it with the supervisor on duty. Adjustments and/or
credits to billed services are difficult to negotiate after the fact so it is strongly advised to take care of any
adjustments made on-site.
LABOR SUPERVISION
Supervision of all labor within the exhibit is the responsibility of the exhibitor, even in such cases where a
foreman may be responsible for recording hours worked and materials used. The direction and supervision
of all work crews is still the exhibitor’s responsibility unless advance arrangements are made with the
specific official service contractor. This can vary from city to city.
Contractors will generally provide supervisory services if requested. However, this service is available at an
additional cost to the exhibitor and arrangements must be made in advance.
7. SHOW CONTRACTORS
CONTRACTOR SERVICES
Exhibition management will designate official contractors to provide all necessary services to exhibitors.
These contractors will be listed in the exhibitor service kit. Although the option is sometimes open to select
a contractor other than the official contractor, in most cases, specific labor must be used. Some of these
services are provided on an exclusive basis due to safety, security and coordination of logistics involved.
These “official services” are:
•Audio/Visual
• Cleaning – exclusive
• Material Handling – exclusive
• Electrical – exclusive
•Floral
•Install/Dismantle
•Photography
•Modeling
• Plumbing – exclusive
• Overhead Rigging – exclusive
•Security
• Telecommunications –exclusive
12
Independent service contractors (other than designated official contractors) may also be used to provide
services such as display installation and dismantling labor, model/demonstrators, floral, photography,
audiovisual, etc. However, should the exhibitor use an independent service contractor, a written request is
required by the exhibition manager in advance. The service kit should contain details and deadline dates
for such requests. If there is not information in the service kit relative to procedures to follow when using
“exhibitor appointed contractors,” show management should be contacted for specific details as far in
advance as possible.
CONTRACTOR SERVICE DESKS
Official contractors usually have service desks in a central Exhibitor Service Center. This is one of the first
stops an exhibitor should make at the show site. All advance labor/service orders should be confirmed
upon arrival. At this point any labor/services not requested in advance should be ordered immediately.
The service desk is also the central location to direct any questions regarding specific labor or services,
labor jurisdictions and other operational questions. If any questions arise regarding labor or service orders
or charges, bring them to the appropriate service desk. Do not direct the questions to craft personnel.
PAYMENT POLICIES
The service kit will contain detailed information regarding payment policies of each contractor/vendor.
Generally, discounts are offered for services that are ordered and paid for in advance. Many suppliers will
add surcharges to on-site orders. In most cases, all invoices will be required to be paid on-site prior to the
close of the exhibition.
Most suppliers accept American Express, VISA and MasterCard/EuroCard credit cards for payment of labor
or services. If credit cards are not acceptable, U.S. currency, U.S. dollar travelers cheques or checks drawn
on a U.S. bank (in U.S. funds) may be used. Advance arrangements should be made if paying by check.
Important Note: To international (outside U.S.A.) exhibitors
Before shipping materials to the exhibition, it is important to know if the exhibition has been designated
an International Trade Fair by the United States Department of Commerce. Designation as an International
Trade Fair will determine what, if any, import duty U.S. Customs will charge.
Under the provisions of the U.S. Trade Fair Act of 1958, international companies may bring their products
into the United States for the purpose of exhibiting at an international trade fair without payment of import
duty. However, those products which enter the United States under the Trade Fair Act must be shipped
out of the United States within 30 days of the close of the exhibition. United States Customs reserves the
right to hold any and all parts of a shipment, if there are any outstanding charges owed to United States
companies. At the discretion of the customs service, these items may be sold at auction with the proceeds
divided equally to satisfy claims of United States creditors.
A customs broker or international freight forwarder can provide complete details regarding the U.S.
Trade Fair Act. Show management will designate a customs broker and/or freight forwarder for use by
international exhibitors.
8. FLOOR MANAGERS
Many exhibition managers provide experienced floor managers to assist exhibitors with questions or
difficulties, particularly as they apply to show management during setup, dismantling and show dates. At
larger exhibitions the exhibit floor may be divided into several sectors, each covered by a specific floor
manager. During setup, the floor manager assigned in the area usually visits each exhibit, and checks for
problems and offers solutions. The floor manager will also check back periodically throughout the show.
Many exhibitions provide stations on the exhibit floor where an exhibitor can contact the floor manager to
solve problems. Also, the exhibitor service center and/or show’s headquarter office are normally able to
reach floor managers by radio immediately.
The floor manager may also assist with questions regarding contractor services, building services and
other operational inquiries; however, their primary function is to represent show management.
13
9. EXHIBIT HALL SECURITY
Show management will normally provide general perimeter security during setup, show dates and
dismantling.
Many exhibition halls are now requiring workers to wear the Exhibition Services & Contractors Association
(ESCA) Worker Identification System (WIS) photo identification badge for access into the exhibition floor. Labor
provided by the official contractors will generally all be properly badged for access. However, if labor will be
used from an exhibitor appointed contractor, the exhibitor should ensure that the labor and supervisors they
are providing have been properly registered in the ESCA WIS system and are badged at all times. Visit
www.esca.org. for more information.
There may be circumstances where an exhibitor may wish to request individual exhibit guard coverage.
Advance order forms for booth/stand guards will be included in the service kit. On-site orders for booth/
stand guards may be placed at the security office. Individual booth/stand guard service is provided at the
exhibitor’s expense.
The following are offered as some general guidelines to help minimize the incidence of equipment loss:
• Small electronic equipment such as DVD players, monitors, cameras, computers, etc. should never be
left unattended in the exhibit space.
• Show management will sometimes provide an overnight lock-up area, staffed 24-hours a day, in or
near the exhibit hall. This service is generally complimentary. If secure storage is not provided by show
management, arrangements can normally be made with the official general service contractor.
• In cases where valuable equipment may not be removed to storage on a daily basis, an exhibitor may
wish to seek the services of a private booth/stand guard. As stated above, booth/stand guards may be
ordered on the form provided in the service kit or on-site at the security office.
• Do not ship valuable equipment (i.e. technology) in the manufacturers’ cartons. Place these cartons
inside larger crates or have special packaging made which does not indicate contents. Locking
containers are also a good idea for valuable equipment.
• At the close of the show, when materials have been packed and bills of lading prepared, turn the
completed bills of lading in at the material handling desk. Do not leave bills of lading in a booth/stand or
attached to crates. Be sure to keep copies on hand.
• If special routing on a specific carrier other than the “official carrier” is desired, arrangements must be
made in advance with that carrier and coordinated with the official general service contractor.
• Report any losses to show security.
10. STAFF PREPARATION
STAFFING THE EXHIBIT
Most exhibitor rules and regulations require that the exhibit be staffed and fully operational during
published exhibit hours. Exhibit schedules will generally appear in the rules and regulations or on the floor
plans provided by show management.
The days can be long on the exhibit floor. Many exhibiting companies will schedule their exhibit staff in
shifts. By planning exhibit coverage in advance, sales/marketing personnel will be able to better schedule
appointments with prospective customers. To maintain a balance, do not over-staff or under-staff the exhibit.
Consider the size of the exhibit space when scheduling staff. The practical rule is not to exceed two people
per 100 square feet. If the booth/stand is larger than 10 feet x 10 feet, a multiplier of 2.5 people per 10
feet x 10 feet unit will be most comfortable for staff and visitors to the exhibit booth/stand. This will allow
ample room for company staff and also provide a comfortable environment for attendees to view the
exhibit and equipment. Check the exhibition rules and regulations regarding booth/stand attendants.
14
Many shows will specify a limit of three or four exhibitor personnel per booth/stand. As a matter of
courtesy to other exhibitors and to eliminate aisle congestion, exhibitor personnel should be inside their
assigned booth/stand space at all times while in the exhibit hall. At no time should personnel work the
aisles or other exhibitors’ booth/stand spaces.
The exhibit should not be left unattended at any time during the published exhibit hours. Show managers
often hear from attendees that they arrived late in the day and several of the companies they wanted to
see were already closed. Aside from creating ill-will with that prospective customer, an empty booth/stand
projects a negative image on the company as a whole. Check the show rules and regulations as there are
often penalties assessed for exhibitors who leave their booth/stand unattended.
To make the days more manageable and reduce fatigue, plan regularly scheduled breaks every couple of
hours. This will help keep staff at their physical peak and will help prevent burn-out by the second or third
day of the show.
STAFF ORIENTATION
The dynamics of exhibit marketing and selling are quite different from direct sales. Acquaint staff with
these differences by scheduling staff orientation sessions prior to the show. There are several publications
available, as well as marketing consulting firms which can be helpful in preparing staff for exhibition
selling. As the days are long and tiring on the exhibit floor, remind staff to wear comfortable shoes. Staff
should be dressed in professional business attire. What customers or prospective customers see from the
booth/stand personnel will impact his/her overall opinion of the exhibiting company.
Staff should not be sitting in the back of the booth/stand reading, having coffee, using their smartphone or
tablet or chatting amongst themselves. Staff should be standing, alert and ready to greet attendees as they
enter the booth/stand. It is also helpful to make staff aware of the different areas around the exhibit (rest
rooms, food service, etc.) as attendees will inquire about these areas.
GOAL SETTING/SALES LEADS
The booth/stand staff should have a clear understanding of the objectives for exhibiting. Set goals for
hourly, daily and/or overall objectives.
As a guideline, one out of five contacts in the booth/stand will result in a qualified lead. A qualified lead
is defined as a contact which could generate a significant purchase within 24 months. If the dollar value
of the average sale is known, the minimum goal should be to generate enough leads to cover the cost
of attending the exhibition. Other reasons for choosing to exhibit include marketing objectives such as
branding, creating a presence or establishing awareness.
Depending on the show, staff may want to split the day up by prospecting for new customers and working
with current customers in attendance. Most show managers provide a sales lead system to assist
exhibitors in the tracking and follow-up of leads from the show. Check the service kit for the system used
and cost of the show’s sales-lead system. The Center for Exhibition Industry Research (CEIR) has an ROI
calculator that can be used (see www.ceir.org).
Make certain that booth/stand staff is aware of the sales lead system and is trained in how it operates. This
is particularly important when the exhibitor codes the lead forms. In cases where show managers provide
a sales lead tracking system, printouts of these leads are usually available within days or weeks of the
close of the show. In staff orientation it is important to stress the need for immediate and thorough followup from the sales team. If an electronic system is not available then a manual lead sheet can be used.
11. DEMONSTRATIONS AND HOSPITALITY
BOOTH/STAND ACTIVITIES
Just as booth/stand design may be regulated by exhibition rules and regulations, so may booth/stand
activities. Depending on the type of show and the demographics of the audience, activities within the
exhibit may be wide open or closely regulated. It is important to review the exhibition rules and, if
necessary, check with show management prior to planning booth/stand activities to verify that they
conform to the rules. As a general rule, activities should be limited to the exhibitor’s individual booth/stand
space, not occurring in or overflowing to aisles or corridors.
15
Audiovisual presentations should not be so loud as to become offensive or annoying to neighboring
exhibitors. Models and/or demonstrators are usually allowed provided they are used in good taste. Many
shows prohibit the use of mimes, clowns, magicians and side-show type tactics. Raffles and drawings may
also be prohibited. Food and beverage service, in limited quantities, may or may not be allowed. In the U.S.,
show rules and regulations may prohibit the distribution of alcoholic beverages on the show floor.
ENTERTAINMENT & SOCIAL FUNCTIONS
The rules and regulations governing exhibitor entertainment and social functions may vary greatly from
one show to another. Social functions and entertainment are generally prohibited during show hours to
minimize dilution of the general attendance in the exhibit hall. Some shows may require that all such
programs, regardless of the scheduled time, be approved in advance by show management. There may
also be limits placed on the number of guests which may be invited to any one function. This is generally
done as an equalizing factor so as not to give companies with the largest entertainment budget a monopoly
on the free time of the attendees.
If there is not a section of the exhibition rules and regulations which deals with such matters, check with
show management when planning these events. Considerable amounts of time and money can easily be
wasted planning events which may not conform to the show’s rules.
12. EXHIBIT DISMANTLING
CLOSING/DISMANTLING OF EXHIBITS
Show management will usually issue a closing bulletin (sometimes called move-out notice) which provides
specific information on the dismantling schedule. Read this document carefully and schedule staff and
labor accordingly. Immediately at the close of the show, the official contractor personnel will begin moveout operations in the following sequence: (1) return of all cartons; (2) disconnect all electrical equipment;
(3) remove all vehicles; (4) remove aisle carpet; and (5) return all empty crates. It is important to make
advance arrangements for any electrical power that is required for dismantling, as all power service is
normally terminated one hour after the close of the exhibition.
• Do not place equipment or booth/stand property in the aisles until all vehicles and aisle carpet
have been removed.
• Do not leave the exhibit unattended during the initial dismantling period.
During the early stages of dismantling, there will be a lot of activity in and out of the exhibit halls.
Equipment and booth/stand property may easily be misdirected during this period. The return of empty
containers will normally require several hours and there is no way to determine when in that time period
a particular container will be available. Arrangements must be made in advance with the official general
service contractor if critical timing is required for materials.
DISMANTLING UTILITY SERVICES
The closing bulletin will outline the times when utility service will be disconnected.
Electricians will disconnect equipment at their earliest convenience, generally within one
hour after the close of the exhibition to allow time for repositioning equipment for outbound
shipment. Should electrical service be required beyond this period, arrangements must be
made prior to the close of the exhibition. It will be extremely difficult and costly to reconnect
electrical to an exhibit after the close of the exhibition if arrangements have not been made
in advance. This applies only to electricians and plumbers. All other craft personnel must be
ordered in advance from the appropriate contractor.
DISMANTLING LABOR
As is the case with installation of the exhibit, labor for dismantling should be ordered as
far in advance as possible. This will ensure that craft personnel are available and will avoid
unnecessary delays.
16
If critical
timing is
required for
materials,
arrangements
must be made
in advance
with the
official general
service
contractor.
RETURN OF EMPTY CRATES, CARTONS AND SKIDS
As soon as all aisle carpet has been removed, all crates and large containers labeled as “EMPTY” on the
installation will be returned to each exhibit. This process may take several hours due to the number of exhibitors
and the size of exhibits. If empty crates are required for dismantling, be sure to schedule labor accordingly.
The cost of handling empty crates is usually included in the outbound CWT material handling rate. If this
is included in the show contract, do not pay anyone to return crates to the exhibit. Should anyone solicit a
gratuity or attempt to charge a fee for this service, immediately notify the official general service contractor
and/or show management.
RENTAL EQUIPMENT PICK-UP/RETURN
Make arrangements in advance with the electrician and audio visual contractor to have audio visual
equipment picked up immediately at the close of the show. Unions involved in this process will vary in
each city.
Furniture, plants and other rental equipment will also be picked up at this time. Make certain that the personnel
staffing the exhibit at closing are aware of what equipment is company property and what is rented.
The exhibitor is responsible for the return of any rental equipment such as lead retrieval scanners in the
exhibit space. Failure to return these items can result in the forfeiture of a deposit. Be sure to get a receipt
which clearly indicates that the items were returned.
13. OUTBOUND FREIGHT AND DRAYAGE
OUTBOUND SHIPMENTS
Outbound shipments will usually be billed at the standard material handling rate. However,
special handling and uncrated materials may result in an extra premium charge for additional
handling. Exact rates should be published in the service kit.
During the dismantling period, the exhibit space should not be left unattended until all
materials have been picked up for an outbound shipment. Valuable items awaiting pick-up
can often be left in the security lock-up areas on a will-call basis for a particular outbound
carrier. If this is not an option, consider hiring a booth/stand guard to safeguard materials.
OUTBOUND MATERIAL HANDLING AGREEMENT
When the exhibit has been totally dismantled and packed for shipment, an outbound material
handling agreement or bill of lading must be prepared and submitted to the service desk. Do not
leave the completed material handling agreement in the booth/stand or on the freight containers.
If advance arrangements have been made with a van line or trucking company to pick up
freight, advance arrangements must be made with the official general service contractor.
Make certain to indicate the name of the company on the bill of lading and material
handling agreement. In cases where no carrier is specified, the official general service
contractor will ship materials by the most convenient method available.
The highest
rate of
property loss
occurs on the
last night of
setup and the
first night of
dismantling.
Consider
making special
security
arrangements
during these
periods.
For exhibits that need to be at a specific location in the near future, advance arrangements should be
made with a carrier who can guarantee delivery by the desired date. The official general service contractor
should be notified immediately so that the pick-up arrangements can be coordinated properly.
A time will be specified by show management as to when all freight must be removed from the exhibit
hall. Any freight not picked up by that time will be shipped via a carrier designated by the official material
handling contractor or the official freight carrier. If arrangements have been made for a specific carrier,
and they do not arrive to pick up the materials prior to the move-out deadline, the official general service
contractor will try to contact a company representative for “options.” If contact cannot be made, the
materials may be returned to the contractor’s warehouse to determine disposition. Additional handling and
storage fees will be incurred until directions for shipping can be obtained.
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14. WRAP IT UP – FOLLOW IT UP
The first priority post-show will be to distribute the sales lead information gathered at the exhibition to the
various departments, branches, districts, etc. for follow-up, possibly during an informal debriefing session
with each sales group. This is an excellent opportunity to solicit their feedback on the exhibition.
• Ask about impressions of the exhibition. Did the exhibit itself work?
• How can the display components be modified to better display the product?
• Were the right people at the exhibition? If not, was staff prepared for the audience they did encounter?
• Is the exhibition delivering enough value to exhibit in again?
• Is there an exhibition that might be a better or additional event to showcase the product/service?
It is advisable to sit down with the display builder and the installation contractor soon after the exhibition
to review logistical problems that may have existed. Keeping a log of problems or problem areas will allow
for proper review with the appropriate supplier(s). Explore whether there are design modifications which
may simplify and hasten the setup and dismantling of the display. Review any damage to the display and
schedule maintenance and repair work.
GLOSSARY OF INDUSTRY TERMS
This glossary provides definitions of frequently used industry terms.
Provided by Freeman
A
Advance Mailer – Promotional literature sent to
prospective attendees prior to an event’s opening.
Advance Order – An order for show services
sent to the service contractor before move-in and
usually less expensive than an order placed on site.
Advance Rates – Fees associated with advance
orders, which typically include discounts when paid
in advance.
Advance Receiving – Location set by show
management to receive freight before the start of
the show. Freight is stored at this location and then
shipped to the show at the appropriate time.
Advance Warehouse – Location set by show
management to receive freight before the start
of the show. Freight is stored at this location and
then shipped to the show at the appropriate time.
(Synonymous with Advance Receiving)
Agent – An individual authorized to act on behalf of
another person or company.
Air Freight – Materials shipped via airplane.
Air Ride Shipment – The safest, smoothest ride
made possible by two or four air bags located at
the rear axle of the trailers, tractor and/or fifth
wheel as opposed to spring ride. (Also called Van
Shipment, Air Ride)
Air Walls – Movable barriers that partition large
areas. They may be sound-resistant, but not
necessarily sound-proof.
Aisle – Area for audience traffic movement.
Aisle Carpet – Carpet laid in aisles between booths.
Color to be determined by show management.
Aisle Signs – Signs, usually suspended, indicating
aisle numbers or letters.
Arm Lights – A light with an extended arm;
typically clamp-on style.
Assembly – The process of erecting display
component parts into a complete exhibit.
Assigned Broker – A broker assigned to handle the
freight for an exhibitor for an international shipment.
Attendee – A visitor to the exhibition; a potential
buyer or customer.
Audio Visual – Equipment, materials and teaching
aids used in sound and visual. (Also called A/V)
Authorized Signature – Signature of a person who
is authorized to execute a binding legal agreement.
A/V – Audio/Visual support such as television
monitors, sound systems, projection systems, VCRs
or taped music.
A/V Contractor – A supplier of audio/visual
equipment and services. (Also see A/V)
18
B
Backloader – Truck that loads from back-opening
door.
Backwall – Panel arrangement at rear of booth area.
Backwall Booth – Perimeter booth.
Badges – A form of identification; every exhibitor
and attendee must wear a badge when on the
show floor.
Baffle – Partition to control light, air, sound, or
traffic flow.
Banner - A suspended decorative or communicative
panel; usually a vinyl or cloth structure.
Bill of Lading – A document that establishes
the terms of a contract between a shipper and a
transportation company under which freight is to
be moved between specified points for a specified
charge. (Also referred to as a Packing List or
Waybill)
Blanket Wrap – Uncrated goods covered with
blankets or other protective padding and shipped
via van line. (Also called Pad Wrap)
Blister Wrap – Vacuum-formed, transparent plastic
cover.
Blueprint – A scale drawing of booth space layout,
construction and specifications.
Bobtail – A term used for a vehicle that is truck and
trailer combined. U-Haul and Ryder trucks are in
this category. Typically less than 24 feet of box.
Boneyard – An area used to store exhibitors’
packing materials, decorators’ extra furniture and
any other equipment not being used during show
hours.
Booth/Stand – A display designed to showcase an
exhibitor’s products, message and business ideas.
Booth Carpet/Padding – Carpet and padding
purchased by the exhibitor, used to enhance the
exhibit look and feel.
Booth Number – Number designated to identify
each exhibitor’s space.
Booth Personnel – Staff assigned to represent
exhibiting company in assigned space.
Booth Size – Measure of assigned space. Can be
represented by the booth dimensions (e.g., 10’ x
10’) or by square feet (e.g., 100 sq. ft.).
Booth Space – The amount of floor area occupied
by an exhibitor. (Also see Booth Size)
C
Canopy – Drapery, awning, or other roof-like
covering.
Capacity – Maximum number of people allowed in
any given area.
Caravan Shipping – A shipping method that
combines several clients on several trucks, from the
same origin, to the same destination, thus traveling
together (grouped for efficiencies).
Carnet – A customs document permitting the
holder to carry or send merchandise temporarily
into certain foreign countries (for display,
demonstration or similar purposes) without paying
duties or posting bonds.
Carpenter – Skilled craftsman used in the
installation and dismantle of exhibits. Also used in
the construction of exhibit properties.
Carrier – Transportation line that moves freight
from one shipping point to another (van line,
common carrier, railcar and airplane).
Cartage – (1) The fee charged for transporting
freight. (2) The moving of exhibit properties over a
short distance.
Cash on Delivery (C.O.D.) – Collection or payment
on delivery.
Caulk Block – Large wedge of plastic or rubber
used to block the tires of a truck parked at the
dock. (Also see Dock)
Certificate of Inspection – A document
certifying that merchandise was in good condition
immediately prior to its shipment.
Certificate of Insurance – A basic element of
an effective risk management program. It serves
as evidence of the financial capability of an
indemnitor who has executed an agreement in
favor of an organization.
Certificate of Origin – A document required by
certain foreign countries for tariff purposes, certifying
as to the country of origin of specified goods.
Cherry Picker – Equipment capable of lifting a
person(s) to a given height. (Also called High Jacker,
Condor Lift, Scissor Lift)
Chevron – Type of cloth used for backdrops.
19
Client-Arranged Freight – Freight movement
that has been arranged by the customer. They are
responsible for the paperwork and liability of the
freight movement.
Counter to Counter – A shipment that is made
at last minute. This will have to be delivered and
picked up from the counter of an airline or bus
depot. (Also see Expedited Freight)
Close of Business (COB) – End of business day
(usually 5:00 pm).
Crate Label – The label on the crate or container
that has the number or ID of the crate or container.
Collective Agreement – A contract between an
employer and a union specifying the terms and
conditions for employment, the status of the union
and the process for settling disputes during the
contract period. Also known as Labor Agreement or
Union Contract.
Crated Freight – Containerized freight, items
shipped in protective containers.
Column – A pillar in an exhibition facility that
supports the roof or other structures, usually
denoted on floor plan as a solid square or dot.
Crating List – A document that names the contents
of a crate (e.g., exhibit pieces, carpet, signage, etc.).
Cross Aisle – An aisle at a right angle to the main
aisle.
Cross Bar – Rod used in draping or as a support
brace.
Commercial Invoice – A detailed, itemized list of
shipped goods used for international shipments.
Custom House Broker – An individual or firm
licensed to enter and clear goods through Customs.
Common Carrier – Transportation company that
handles crated materials.
Customs – The authorities designated to collect
duties levied by a country on imports and exports.
The term also applies to the procedures involved in
such collection.
Computer-Aided Design (C.A.D.) – Computer
software program that is typically used by design
and engineering workers to draw or illustrate
simple to complex shapes and figures.
Cut & Lay – Installation of carpet other than normal
booth or aisle size.
Conference – Educational and informational
seminars generally held in conjunction with an
event or convention.
CWT – Hundred weight. A weight measurement for
exhibit freight, usually 100 pounds. Often used as
cost per hundred weight.
Consignee – Person or company to whom goods
are shipped.
D
Consignor – Person or company who sends freight.
Consumer Show – An exhibition that is open to
the public, showing what are generally known as
“consumer products.”
Contact Person (P.O.C.) – The person that is on
the show floor or origin that one can contact for
questions or answers; otherwise known as the
“point of contact.”
Contractor – An individual or company providing
services to a trade show and/or its exhibitors.
Convention Center – A facility where exhibitions
and/or conferences are held.
Corkage – The charge placed on beer, liquor
and wine brought into the facility but purchased
elsewhere. The charge sometimes includes
glassware, ice and mixers.
Corner Booth – An exhibit space with exposure on
at least two aisles.
Damage Report – A report submitted by an
exhibitor to a freight company or contractor
itemizing damage to shipped goods.
Dark Day – Terminology for a day during the movein or move-out of the convention facility when
show-site services are shut down.
Deadweight – See DW.
Decking – Term used to describe a false floor built
into a van to allow stacking of freight in order to
prevent damage as well as to utilize more of the
van’s capacity.
Declared Value – A shipper’s stated dollar value for
the contents of a shipment.
Decorating – Dressing up an exhibition with
carpet, draping, foliage, etc.
Decorator – An individual or company providing
installation and dismantling of exhibits and booth
and hall dressing services for a trade show and/
or its exhibitors. (Also called General Contractor or
Official Contractor)
20
Deferred Freight – Long-haul freight that waits
(usually one to two days) for available cargo space,
shipped at a reduced rate.
Demonstrators – Persons hired to illustrate or
explain products.
Dimensional Weight – A method that a carrier
will use, instead of actual weight of shipment,
to calculate the cost of shipment. This method
will consider a weight based on the shipment’s
dimensions instead of the shipments actual weight.
Most always, carriers will apply the more expensive
of the two.
Direct Sales – The direct personal presentation,
demonstration and sale of products and services to
customers, usually in their homes or at their jobs.
Direct-to-Show-Site – Shipments sent directly to
show location.
Dismantle – The process of tearing down, |
packing up and moving out exhibit materials after
show closes.
Display Rules & Regulations – Exhibit
construction specifications endorsed by major
exhibit industry associations. Also refers to the
specific set of rules that apply to an exhibition.
Dock – A place where freight is loaded and
unloaded from vehicles. (Also see Loading Dock)
Dock High – Usually refers to a truck or bobtail
truck that has a bed is at least 4 feet high, thus
being “dock high.”
Dolly – Low, flat, usually two feet square, platform
on four wheels used for carrying heavy loads.
Door-to-Floor – Shipment which is picked up at
origin site and is delivered direct to show floor;
shipment stays on one truck to reduce handling and
reduce risk of damages.
Double Decker – Two-storied exhibit. (Also called a
Multiple Story Exhibit)
Double-Time – Refers to a pay rate for work
performed beyond straight time and over-time.
Double-time is double the normal hourly rate.
Down-Size – When an exhibitor reduces the size
of its total exhibit space (e.g., having a 400 square
foot space and moving to a 200 square foot space).
Drayage – The movement of show materials from
shipping dock to booth for show set up and back to
dock for return shipment at end of show (Also see
Material Handling).
Drayage Contractor – Company responsible for
handling exhibit properties.
Drayage Form – Form for exhibitor requesting
handling of materials.
Duplex Outlet – Double electrical outlet.
Duty – A tax imposed on imports by the customers’
authority of a country. Duties are generally based
on the value of goods (ad valorem duties), some
other factor such as weight or quantity (specific
duties), or a combination of value and other factors
(compound duty).
DW – Abbreviation for “deadweight.” 1) Machinery
or exhibition material that is “static” – not moving.
2) Materials that have reached their final resting
place as opposed to moving across the exhibit floor
as relates to floor load capacity of the exhibition
facility. Especially concerning for machinery and
heavy equipment exhibition.
E
Egress – A direction or path or escape from harm;
to move away from.
Electrical Contractor – Company contracted by
show management to provide electrical services to
the exhibitors.
Electrician – Handles installation of all electrical
equipment.
Empty Crate – Reusable packing container in
which exhibit materials were shipped. When
properly marked with “EMPTY CRATE” labels are
completed with booth number and company name.
The empty crates are removed from the booth
area, stored and returned at no charge. (Also called
“Empties”)
Empty Crate Labels – Special stickers available
at the Exhibitor Service Center. Special crews pick
up empties during setup and return them during
tear-down; (that’s why the correct booth number is
so important).
Est. Wt. – Abbreviation for “Estimated Weight.”
Exclusive Contractor – Contractor appointed by
show or building management as the sole agent to
provide services. (Also called “Official Contractor”)
Exclusive Use – Rental of entire truck or van by
one shipper.
Exhibit Booth/Stand – Individual display area
constructed to exhibit products or convey a
message.
21
Exhibit Directory – A catalog of basic information
about the show, including exhibitors, floor plan and
schedule of events. (Also called Show Directory,
Directory of Exhibits, DOE, Final Program)
Exhibit Hall – The area in the convention center
where the exhibits are located.
Exhibit Manager – Person in charge of individual
exhibit booth.
Exhibitor-Appointed Contractor – A contractor
hired by an exhibitor to perform trade show
services independently of show management
appointed contractors. (Also called Independent
Contractor, EAC)
Exhibitor Prospectus – Promotional brochure sent
to prospective exhibitors by show management to
encourage participation in a trade show.
Exhibitor Service Center – A centralized area
where representatives of various show services can
be contacted or located (Also see Service Desk).
Exhibitor Service Manual – Manual containing
general information, labor/service order forms,
rules and regulations as well as other important
information pertaining to exhibitor participation in
an exhibit. (Also called Exhibitor Manual or
Service Manual)
Expedited Freight – Freight that is done at the
last minute and is handled in a special manner
(Expedited).
Expocard Reader – A device that electronically
reads an attendee’s name and demographics for
use by exhibitor in postshow lead follow-up.
Flatbed Truck – A truck or trailer that is equipped
with a flat bed (Not an enclosed box).
Floater – Worker(s) used by foreman to help
assigned labor for short periods of time.
Floor Manager – Individual representing show
management who is responsible to overseeing
all or part of the exhibition area. They are also
available to answer questions related to the show
floor, show hours and show services and act as the
liaison between exhibitors and the general service
contractor’s desk.
Floor Marking – Method of indicating the
boundaries of each booth space.
Floor Order – Order for services placed by the
exhibitor with the service contractor after exhibit
setup begins and is usually more expensive than an
advance order.
Floor Plan – A map showing the layout of exhibit
spaces.
Floor Port – Utility box, recessed in the floor,
containing electrical, telephone and/or plumbing
connections.
Foam Core – Lightweight material with a styrofoam
center used for signs, decorating and exhibit
Construction. (Also called Gator Foam, Gator Board)
Force Freight – Term used when drayage
contractor assigns a carrier to pickup freight from
a show.
Foreman – The person given charge of a project.
Export – Freight that leaves the country.
Fork Lift – Vehicle used to transport heavy exhibit
materials for short distances, also used for loading
and unloading materials.
Exhibition – An event in which products or services
are exhibited. (Also referred to as Exhibition, Expo,
Trade Show, Consumer/Public Show, Business-toConsumer Show, Business-to-Business Show and
Trade Fair)
Fork Truck – Vehicle used to transport heavy
exhibit materials short distances, also for loading
and unloading materials.
Exhibition/Show Manager – Person responsible
for all aspects of exhibition.
F
Four-Hour Call – Minimum work period for which
union labor must be paid.
Freight – Exhibit properties, products and other
materials shipped for an exhibit.
Fire Exit – Door, clear of obstructions, designated
by local authorities to egress.
Freight Desk – The area where inbound and
outbound exhibit materials are handled at a trade
show.
Fire Retardant – Term used to describe a finish
(usually liquid) that coats materials with a fireresistant cover.
Freight Door – A large door located on the
perimeter of an exhibit hall that accommodates
large trucks and freight management operations.
Flame Proof – Term used to describe material that
is, or has been treated to be, fire-retardant.
22
Freight Foreman – A title that is given to the person
that controls the freight movement on show site.
Freight Forwarder – Shipping company.
Freight on Board (F.O.B.) – Typically seen as
origin or destination. This term establishes at
what point the shipper releases their obligation of
responsibility or liability.
Full Booth Coverage – Carpet covering entire area
of booth.
Full Trailer – A trailer that is full.
G
Gangway – International term referring to the
“aisle.”
Garment Rack – Frame that holds apparel.
General Service Contractor – A company
providing services to a trade show and/or its
exhibitors. The general contractor is the official
contractor designated by show management for a
given show. (Also called Official Contractor)
Girth – A term used to express overall size
limitations typically on a shipping unit (package,
case, carton, crate, etc.) Formula... (Height [Length
+ Width] X 2)). (Also see Unified Inches)
Gobo Light – A stenciled light which projects an
image on to a wall or other surface.
Graphic – A photo, copy, panel or artwork applied
to an exhibit.
Graphics – Communicative elements: color, copy,
art, photographs, etc., used to illustrate a booth
theme or décor.
Gross Square Feet – Total space available in
exhibit hall as compared to net square feet, usable
exhibit space or occupied exhibit space.
Gross Weight – The full weight of a shipment,
including goods and packaging; compare tare
weight.
Guarantee – The number of food and beverage
servings to be paid for, whether or not they are
actually consumed; usually required forty-eight
hours in advance.
H
Hall – A generic term for an exhibition facility. May
also refer to an individual area within a facility, such
as “Hall A” or “Halls A-C.”
Hand-Carryable – Items that one person can carry
unaided (meaning, no hand trucks or dollies).
Hand Truck – Small hand-propelled implement
with two wheels and two handles for transporting
small loads.
Hard Card – Sometimes referred to as the shortform bill of lading. Hard card copy may also indicate
the number of the vehicle, its position in line, to
load or unload.
Hardwall – A type of exhibit construction in which
the walls are of a solid material rather than fabric.
Hardwall Booth – Booth constructed with plywood
or similar material as opposed to booth formed with
drapery only.
Hard Wire – Any electrical connection other than
receptacle-to-receptacle; charged on a time plus
material basis.
Header – A sign or other structure across the top of
an exhibit, usually displays company name.
High Cube – A term used to describe that type
of container required for a shipment that is taller
than 9 feet, typically used with regard to sea bound
shipments.
High Jacker – Equipment used to lift people to a
given height. (Also called Cherry Picker, Scissor Lift)
Hold Harmless – Clause in contracts ensuring that
a group or company will not be responsible in the
event of a claim.
Hospitality – An event or gathering either in the
exhibit or a separate location from the exhibit,
in which refreshments are served and exhibitor
personnel and invited guests socialize.
Hospitality Suite – Room or suite of rooms used to
entertain guests.
Hotel Cut-Off Date – The date agreed to in the
housing contract when the hotel is no longer
obligated to honor the room block or group rate,
usually 30 days prior to the show.
Hotel Delivery – A delivery of freight to a hotel
location. This will most always have special
considerations as they may or may not have the
adequate material handling equipment or facility.
23
I
ID Sign – Booth identification sign.
I&D/Decorator – An individual or company
providing installation and dismantle, booth and
hall dressing services for a trade show and/or its
exhibitors. Decorator services may be provided by
carpenters, sign painters or others depending upon
union jurisdiction. (Term applies to both contractor
and skilled craftsperson)
Illuminations – Lighting available in hall, built into
exhibit, or available on a rental basis.
Import – Bringing of goods or products into a
country from another.
Independent Service Contractor – Any company
(other than the designated “official” contractor listed
in the Exhibitor Service Manual) providing a service
(display installation and dismantling, models/
demonstrators, florists, photographers, audiovisual,
etc.) and needing access to an exhibit any time
during installation, show dates and/or dismantling.
Infringement – Use of floor space outside
exclusive booth area, or breaking of the official
rules and regulations.
Inherent Flame Proof – Material that is
permanently flame resistant without chemical
treatment.
Inline Booth – Exhibit space with exhibit booths on
both sides and behind, or backing up to a wall. This
type of booth will generally have only one exhibit
side open to an aisle.
Installation – Setting up exhibit booth and
materials according to instructions and drawings.
Installation/Dismantle – Also referred to as I & D.
The set-up and tear down of exhibits.
Insurance Policy – A contract between an exhibitor
and an insurance company securing payment of a
sum of money in the event of loss or damage.
Interactive Exhibits – Exhibits in which the visitor
is involved with the exhibit in a proactive way.
Inventory – Total amount of furniture and
equipment available for show.
Invoice – An itemized list of goods and services
specifying the price and terms of sale.
Island Booth – An exhibit space with aisles on all
four sides.
ISO Certified – Certification obtained by performing
to a set of standards created by the International
Organization of Standards (ISO). This outlines the
requirements for quality management systems and
functions as the model for quality management
systems and serves as the model for quality
assurance in production, installation and servicing.
It defines in generic terms how to establish,
document and maintain an effective quality system.
J
J Handle – A handle with wheels located on one
end that is used to leverage and move crates and
skids by hand.
Job Foreman – One who is in charge of
supervising and coordinating workers and projects.
Junction Box – A distribution point for electrical
power, otherwise known as Jbox.
K
Kiosk – A small structure, open on one or more
sides, for the display of a product or for use as an
information station or for material distribution.
L
Labels – A method to tag and identify exhibit
properties which includes information as to where
the shipment is to be shipped to and from.
Labor – Refers to contracted workers who perform
services for shows. (Also called craftspersons)
Labor Call – Method of securing union employees.
Labor Desk – On-site area from which service
personnel are dispatched.
Lead – The demographic information retrieved from
visitors to your booth which helps you determine
that person’s intent to buy products/services. A tool
to help your sales force close the sale.
Lead Man – The person in charge of I & D crew.
This individual is responsible for the installation or
dismantling of an exhibit booth.
Lead Tracking – A manual or automated system
used to conduct follow-up activities for sales
prospects resulting from a trade show.
Less than Truckload (LTL) – The rate charged for
freight weighing less than the minimum weight for
a truckload.
24
Liability – Legal term usually used to describe
a point or amount of responsibility damages or
injuries incurred or sustained.
Means of Egress – an approved stairway or ramp
constructed to the specification of the fire code
used for access and exiting.
Liftgate – A power lift attached to a van to enable
loading and unloading without the use of a dock.
Meter – The most common width for a backwall
panel. (1 Meter = 39.37 inches)
Light Box – Enclosure with lighting and translucent
face of plastic or glass.
Mixed Load – The term “mixed load” used by
contractors indicates pieces for separate shipments
that are loaded mixed throughout the delivery
vehicle, or shipments of crated and uncrated goods
where the percentage of uncrated is minimal and
does not warrant full uncrated rate.
Limits of Liability – A term used in a shipping
contract to specify the monetary limit that a carrier
will pay with regard to damages incurred on freight
during a shipment.
Linear Booth – Any booth that shares a common
back wall and abuts other exhibits on one or two
sides.
Linear Display – Another term for an in-line exhibit
space.
Loading Dock – Area on premises where goods
are received.
Lobby – Public area that serves as an entrance or
waiting area.
Lock-Up – Storage area that can be locked up.
Logo – A trademark or symbol, unique to each
company.
M
Make Ready – To mount or prepare artwork for
photography or reproduction. (i.e. make cameraready)
Modular – Structural elements that are
interchangeable. Allows for maximum flexibility in
arrangement and size.
Modular Exhibit – Exhibit constructed with
interchangeable components.
Move-In – Date set for installation. Process of
setting up exhibits.
Move-Out – Date set for dismantling. Process of
dismantling exhibits.
Mylar – Trade name for plastic material.
N
Net Square Feet – The amount of space occupied
by exhibits in a facility, not including aisles,
columns, registration area, etc.
Manifest – A list of cargo.
No Freight Aisle – Aisle that must be left clear
at all times during set-up and dismantle. Used to
deliver freight, remove empty boxes and trash, and
in case of emergency.
Marshalling Yard – Specific retention area (lot) for
all vehicles to park prior to going to the show hall/
convention center for loading or unloading.
Noise Decibel – A unit for measuring the relative
loudness of sounds. For example; the Consumer
Electronics Show maximum level is 85 db.
Masking Drape – A cloth used to cover storage or
other unsightly areas.
No-Show – A scheduled exhibitor who does not
show up to claim booth space or ordered services.
Material Handling – The unloading of your
shipment, transporting it to your booth, storing
and returning your empty crates and cartons and
reloading your shipment at the close of the show
(Also called Drayage).
O
Material Handling Agreement (M.H.A.) – Bill of
Lading; contract for freight movement services.
Material Handling Charge – The drayage dollar
cost based on weight. Drayage is calculated by 100
pound units; or hundredweight, abbreviated CWT;
there is usually a minimum charge.
Official Service Contractor – Show managementappointed company providing services to a trade
show and/or its exhibitors. (Also called General
Service Contractor or Decorator)
Off-Target – A move-in date which is outside
(before or after) of the officially assigned target date.
One-Time Spotting – The unloading of freight/
machinery and the placing of it in a designated
location. Exhibitors must be present for spotting of
materials. This service does not include unskidding,
balancing or extended time.
25
On-Site Order – Floor order placed at show site.
Pop-up Booth – A term generally referring to a
booth that requires minimal tools to set up and is
set up by the exhibitor.
On-Site Registration – Process of signing up for
an event on the day of, or at the site of, the event.
Portable Exhibits – Lightweight, cased display
units that do not require forklifts to move.
O.R. – Owner’s Risk.
Post-show – Refers to any activity that occurs
following the closing of the event.
On-Site – Location of exhibits or projects.
O.T. Labor – Work performed on overtime. Work
performed before 8:00 a.m. and after 4:30 p.m.,
Monday through Friday and all hours on Saturdays,
Sundays and holidays (depending on the union trade).
Overtime – Refers to work performed beyond what
is considered a standard business day. Overtime
labor is paid at time-and-a-half.
P
Package Plan – Management-provided furniture
and/or services to exhibitors for a single fee.
Packing List – A list included with a shipment
showing the quantity and description of items being
shipped, as well as other information needed for
transportation purposes. (Also referred to as a Bill
of Lading or Waybill)
Padded Van Shipment – Shipment of crated or
uncrated goods such as product or display material.
(Also see Van Shipment, Air Ride)
Pad-Wrapped (Blanket Wrap) – Non-crated
freight shipped via van line covered with protective
padding or blankets.
Pallet – Wooden platform used to support
machinery or a collection of objects for easier
handling. Also thick wood blocks attached to crates
that allow forklift access for easier handling.
(Also skid)
Pegboard Panel – Framed panel of perforated
hardboard.
Peninsula Booth – Exhibit space with aisles on
three sides.
Perimeter Booth – Exhibit space located on an
outside wall.
Pipe and Drape – Pipe material with fabric draped
from it to make up side rails and back wall of an
exhibit booth.
POV – A privately owned vehicle, such as a
passenger car, van, or small company vehicle, as
distinguished from trucks, tractor-trailers, and other
over-the-road vehicles. A POV left unattended will
almost certainly be towed away. If you must unload
a POV, use the POV line. (see the following)
POV Line – Special loading dock reserved for POVs
where material is unloaded at prevailing drayage
rates. To get on a POV line, driver reports first to the
marshalling yard.
Pre-registered – A registration that has been made
in advance with necessary paperwork.
Pre-show – Refers to any activity that occurs prior
to the show opening.
Priority Point System – Method of assigning booth
space. Often the system is based on the number of
years a company has been exhibiting, sponsorship
dollars and size of the booth.
Private Security – Security personnel hired from a
privately operated company. (Also Booth Security)
Pro Forma Invoice – An invoice sent to a buyer
prior to the shipment of merchandise, which
provides detailed information about the kinds and
quantities of goods to be shipped.
Promotional Opportunity – The ability to use
advertising to create additional publicity.
Pro-Number – Shipment number designated by
the common carrier to a single shipment used in
all cases, where the shipment must be referred to.
Usually assigned at once.
Proof – Any preliminary reproduction by
photography, typesetting or lithography, provided by
processor for approval prior to finished product.
Proof of Delivery (POD) – A carrier can supply POD
upon request.
Point of Contact (P.O.C.) – The primary contact
person with regard to a business or service.
Q
Point to Point – A shipment that is direct and never
changes trucks.
Quad Box – Four electrical outlets enclosed in one
box.
26
Qualifying – The act of determining an exhibit
visitor’s authority to purchase or recommend a
product or service on display.
Right-to-Work State – Where joining a union is not
a condition of employment. In right-to-work states,
exhibitors do not have to use union laborers.
R
Riser – A platform for people or product.
Rail – Low drape divider between exhibit booths.
(Also Side Rail)
Raw Space – The actual space for an exhibit with
no furnishings or decoration. In-line spaces do
included a pipe-and-drape back wall and side rails.
ROI (Return on Investment) – Measurement
of how much benefit a company receives from
participation in a trade show. Broadest example
formula: income – costs = ROI.
S
Rear-Lit – Method of lighting transparency from
behind.
Scrim – A light or loosely woven covering or cloth
used for decorative purposes.
Rear Projection – A video technique in which
images are projected on a screen positioned
between the projector and the audience.
Security Cages – Cages rented by exhibitors to
lock up materials.
Refurbish – To repair damage, renew surfaces and
replace graphics as necessary to recondition the
exhibit to extend its lifespan.
Registration – Process of obtaining demographic
information from an attendee in exchange for
an entrance badge to the show. An exhibitor will
also register its booth personnel in order to obtain
exhibitor badges.
Release Form – A document that by signature,
consents an individual release another from
responsibility.
Self-Contained Exhibit – A display that is an
integral part of the shipping case.
Self-Contained Unit – Type of exhibit where crate
is opened and becomes part of the exhibit.
Semi – A slang term for a tractor-trailer truck used
for hauling freight.
Serial Number – A sequential number stamped on
a product that is unique to that item. It is necessary
to list serial numbers on materials that are shipped
internationally.
Rental Booth – Complete booth package offered to
exhibitors on a rental basis.
Service Charge – Charge for the services of
waiters/waitresses, housemen, technicians and
other food function personnel.
Request for Information (R.F.I.) – This document
is requesting information be provided for the
described goods or service, or information
regarding the company and or its’ services.
Service Desk – A centrally located service area
in which exhibitors can order or reconfirm the
services provided by exhibition management such
as electrical, decorating, telecommunications, etc.
Request for Price (R.F.P.) – A formal document
from a company that is intended to provide
information about the specifics of a purchase of
goods or services. This document is requesting a
price be provided for the described goods or service.
Service Kit – Packet for exhibitor containing
information and forms relating to the exhibition.
Request for Quotation (R.F.Q.) – A formal
document from a company that is intended to
provide information about the specifics of a
purchase of goods or services. This document is
requesting a quotation/estimate be provided for the
described goods or service.
Rigger – Union or person that is responsible for
uncrating, un-skidding, positioning and re-skidding
of all machinery. Also used when special equipment
or apparatus is needed for hanging or fastening.
Shop – Service contractor’s main office and
warehouse.
Short Form B.O.L. – A document that
establishes the terms of a contract between a
shipper and a transportation company under
which freight is moved between specific point
for a specified charge.
Showcard – Material used for signs.
Showcase – Glass-enclosed case used to display
articles.
Show Daily – A daily publication produced on-site
that offers articles on exhibitors, their products/
services and show activities.
27
Show Decorator – Company or individual
responsible for hall draping, aisle carpeting and
signage. Also performs same service to individual
exhibitors.
T
Show/Exhibition Manager – Person responsible
for all aspects of exhibition.
Tare Weight – The weight of a container and/or
packing materials without the weight of the goods it
contains; compare gross weight.
Show Office – The show management office at
exhibition.
Shrink Wrap – Process of wrapping loose items on
pallet with transparent plastic wrapping.
Side Rail – Low divider wall in, usually pipe and
drape, used to divide one exhibit space from
another.
Skid – A low, wooden frame used to support heavy
objects or groups of materials for easier handling.
Usually used as a platform for objects moved by
forklift. (Also called Pallet)
Skirting – Decorative covering around tables and
risers.
Slip Sheet – Method used to protect pad wrapped
exhibit properties when loading or unloading at a
convention center.
Table-Top Display – Exhibit designed for use on
top of counter, bench or table.
Target Date – The specified date and or time to
move a shipment into and/or out of an exhibit hall/
show site.
Target Freight Floorplan – Color-coded floor plan
indicating freight delivery for individual booths.
Tariff – Rules and rates of a specific carrier.
Teamster – Union that handles all material in and
out of the hall, except machinery. Exhibitors are
permitted to carry small packages into hall.
Time & Materials – Method of charging for several
services on a cost-plus basis. (Also T&M)
Tow Motor – Forklift.
Tracking – A method used to locate a shipment or
acquire a status of a delivery.
Space Assignment – Booth space assigned to
exhibiting companies.
Trade Show – An exhibition held for members of a
common or related industry.
Space Rate – Cost per square foot for exhibit area.
Traffic Flow – A common or directed path the
audience will take through an exhibition or exhibit.
Special Handling – Applies to display and/or
product shipment requiring extra labor, equipment
or time in delivery to booth area.
Split Shipment – Pick up or delivery of multiple
shipments at more than one place of business of
the same or different companies within the confines
of origin or destination points.
Trans Ship – A shipment that is on tour; shipping
from event to event or shipments between events
that do not include a shipment to or from the point
of origin.
Truss – A collection of structural beams forming a
rigid framework.
Spotting – Placement of equipment in exact
location in booth.
U
Staging Area – A place for collection of materials,
components, delivery units, etc.
Uncrated Freight – Items shipped outside of
protective containers, typically shipped either
loosely loaded and/or pad wrapped in trailers.
Stanchions – Decorative posts which hold markers
or flags to define traffic areas; ropes or chains may
be attached.
S.T. Labor – Work performed on straight-time, most
always 8:00 a.m. to 4:30 p.m., Monday-Friday.
Straight Time – The hours considered normal
business hours.
Strike – Dismantle exhibits.
Supplemental Invoice – An additional invoice for
services after initial invoicing has taken place.
Unified Inches – A method of calculating the size of
a shipping unit. It is calculated by adding the Height
(Length + Width) X 2. UPS has a 130 total UI limit
and FEDEX has 150 UI limit. (Another form of girth.)
Union – An organization of workers formed for
mutual protection and for the purpose of dealing
collectively with their employer in wages, hours,
working conditions and other.
Union Steward – On-site union official.
28
V
Van Shipment – Shipment of exhibit properties via
van lines, often consisting of large pieces, crated or
uncrated, such as furniture or exhibit materials.
Velcro – Material used for fastening.
Visqueen – Plastic covering over carpet for
protection.
W
Waitlist – A list of companies which are either
interested in obtaining exhibit space, or relocating
to a different space, but for whom no such space is
yet available.
Waste Removal – Removal of trash from the
building.
Waste Straight Oil Removal – Oils to be removed
at end of show. Consult Exhibit Service Manual for
form.
Waybill – List of enclosed goods and shipping
instructions, sent with material in transit.
W/B – Waybill. (Also see Waybill)
Work Time – Paid time that begins as soon as the
workers report to the exhibitor; stops when the
exhibitor releases them from work.
XYZ
29
ADDITIONAL EXHIBITOR RESOURCES
Powerful Exhibit Marketing, Barry Siskind
ICEEM.net – Exhibitor and Event Marketer resources (restricted to IAEE members)
Select CEIR Reports:
Available at www.ceir.org – no charge to IAEE/CEIR members
• Successful Boothmanship – Do’s and Don’ts of Exhibit Staffing
• The Spend Decision: Analyzing How Exhibits Fit into the Overall Marketing Budget
• Exhibitions Staff Practice Summaries
• Approaching Prospects on the Show Floor
• An Analysis of Changes in the Key Factors Affecting Exhibit Recall in the Last Decade
• How the Exhibit Dollar is Spent
• Exhibitor Sales Lead Capture and Follow-up Practice Trend
ABOUT IAEE
IAEE provides resources and assistance to all persons and organizations involved in the creation and
conduct of exhibitions and events.
For information about IAEE or membership contact:
TM
www.iaee.com
IAEE
12700 Park Central Dr., Ste. 308
Dallas, Texas 75251 USA
Telephone +1 (972) 458-8002
Fax +1 (972) 458-8119
[email protected]
www.iaee.com
©2014 International Association of Exhibitions and Events, All rights reserved.
30
Made possible by a generous grant from
Guidelines for Display Rules
& Regulations
2014 Update
Contents
(3.048M)
10'
(1.524M)
5'
(1.524M)
5'
4'
(1.219M)
(3.048M)
10'
(1.524M)
5'
PLAN VIEW
LEFT SIDE VIEW
(3.048M)
10'
10'
(1.524M)
5'
(1.524M)
5'
5'
AISLE
AISLE
4
Perimeter Booth
5
End-cap Booth
6
Peninsula Booth
7
Split Island Booth
8
4'
(1.219M)
(3.048M)
10'
LEFT SIDE VIEW
10' X 10' LINEAR BOOTH
(1.524M)
5'
10'
(1.524M)
5'
(1.524M)
12'
10'
(3.048M)
4'
(1 .219 M)
5'
5'
5'
8'
AISLE
(1.219M)
4'
4'
(3.0484M)
(2.438M)
8'
LEFT SIDE VIEW
4'
(3.658M)
12' 10'
5'
(1.524M)
Linear Booth and Corner Booth
4'
10'
FRONT VIEW
PLAN VIEW
4'
8'
(3.658M)
12'
(1.219M)
4'
(2.438M)
8'
(3.048M)
10'
(2.438M)
8'
5'
(1.524M)
5'
PLAN VIEW
MAX. PERMISSIBLE
(1.524M)
5'
4'
20'
(6.096M)
AISLE
20'
10'
(1.524M)
5'
(1.219M)
4'
20'
(6.096M)
WALL
MAX. PERMISSIBLE
WALL
END-CAP
BOOTH
WALL
AISLE
10'
5'
LEFT SIDE VIEW
AISLE
(6.096M)
PLAN VIEW
20'
(4.877M)
16'
AISLE
(6.096M)
20'
20'
20'
PENINSULA BOOTH
FRONT VIEW
AISLE
MAX. PERMISSIBLE
(3.048M)
10'
AISLE
AISLE
LEFT SIDE VIEW
4'
(1.219M)
20'
(6.096M)
AISLE
PLAN VIEW
VIEW
FRONT
20'
(6.096M)
(1.524M)
5'
10'
5'
(1.219M)
4'
(1.219M)
(1.219M)
4'
( 2.438M)
8'
(6.096M)
20'
5'
5'
10'
(1.524M) (3.048M) (1.524M)
8'
(1.524M)
5'
(2.438M)
AISLE
AISLE
(3.048M)
10'
(6.096M)
20'
10' X 10' PERIMETER BOOTH
FRONT VIEW
(1.524M)
5'
AISLE
WALL
(3.048M)
10'
PLAN VIEW
(.305M)
1'
(.305M)
1'
(6.096M)
20'
(3.048M)
10'
(1.524M)
5'
FRONT VIEW
(2.438M)
8'
(1.219M)
4'
(1.524M)
5'
LEFT SIDE VIEW
(1.524M)
5'
(3.048M)
10'
(1.524M)
5'
FRONT VIEW
8'
ISLAND BOOTH
4'
1'
4'
(1.219M)
(1.524M)
5'
4'
8'
8'
(2.438M)
8'
LEFT SIDE VIEW
8'
PLAN VIEW
5'
4'
Extended Header Booth
10
Other Important Considerations
11
20'
5'
(1.219M)
4'
(2.438M)
8'
9
(2.438M)
8'
PLAN VIEW
(3.048M)
10'
Island Booth
4'
(1.219M)
(.305M)
1'
(4.877M)
16'
(1.219M)
4'
(2.438M)
8'
SPLIT ISLAND BOOTH
FRONT VIEW
10'
FRONT VIEW
10' X 20' EXTENDED HEADER BOOTH
10'
10'
8'
5'
4'
5'
CANOPIES AND CEILINGS
2
Issues Common To All Booth Types
12-14
Advisory Notes To Exhibition Organizers
15-16
© 2014 IAEE. No cost to members in good standing for including these guidelines in exhibitor service kits
and/or in their event's rules and regulations at www.tradeshowstore.com – non member rates apply.
Guidelines for Display Rules and Regulations 2014 Update
The following Guidelines for Display Rules and Regulations have been
established by the International Association of Exhibitions and Events™
(IAEE). Guidelines for Display Rules and Regulations are created to promote
continuity and consistency among North American exhibitions and events. They
are the model for most domestic exhibitions and events. It is recommended
that exhibition organizers include a copy in the Exhibition Prospectus and/or
Exhibitor Rules and Regulations.
This revised 2014 edition of IAEE’s Guidelines for Display Rules and
Regulations is offered as a resource for exhibitions and events organizers to
use in creating consistent and fair exhibiting standards for their events. These
Guidelines afford exhibitors a maximum return on their exhibit investments.
Compliance with fire, safety, Americans with Disabilities Act (ADA), and other
state, federal or provincial government requirements has also been addressed.
However, always check with a local exhibition service contractor and the facility
for local regulations.
It is IAEE’s goal that the display rules and regulations, ultimately developed
by each exhibitions and events organizer, shall provide exhibitors with all the
information necessary to properly design and build exhibits, as well as plan their
booth’s layout and content. Show organizers should present the professional
standards expected of exhibitors. Finally, they should assure all exhibitors,
regardless of exhibit size or location, an environment conducive to successful
interaction with their audiences.
IAEE is a global association that serves as the foremost authority on exhibitions
and events management and operations.
For display rules and regulations specific to an exhibition or event,
consult the exhibition or event organizer.
3
(1.524M)
5'
Linear Booth
(3.048M)
10'
Dimensions
For purposes of consistency and ease of layout and/
or reconfiguration, floor plan design in increments
of 10ft (3.05m) has become the de facto standard
in the United States. Therefore, unless constricted
by space or other limitations, Linear Booths
(3.048M)
are most commonly 10ft (3.05m) wide
and 10ft
10'
(3.05m) deep, i.e. 10ft by 10ft (3.05m by 3.05m).
A maximum back wall height limitation of 8ft
(2.44m) is generally specified.
(1.524M)
5'
PLAN VIEW
(1.524M)
5'
4'
(1.219M)
(1.219M)
4'
FRONT VIEW
LEFT SIDE
VIEW
10' X 10' LINEAR
LEFT SIDE VIEW
(1.524M)
5'
10'
5'
10'
(1.524M)
5'
5'
5'
4'
(1.219M)
4'
(1.219M)
4'
4'
(2.438M)
8'
8'
(1.524M)
5'
Corner Booth
8'
(1.524M)
5'
(2.438M)
8'
Regardless of the number of Linear Booths utilized,
e.g. 10ft by 20ft (3.05m by 6.10m), 10ft by 30ft (3.05m
by 9.14m), 10ft by 40ft (3.05m by12.19m), etc. display
materials should be arranged in such a manner so as
not to obstruct sight lines of neighboring exhibitors.
The maximum height of 8ft (2.44m)
allowed
PLANis
VIEW
only in the rear half of(3.048M)
the
booth
space,
with a 4ft
10'
(1.22m) height restriction imposed on all materials
in the remaining space forward to the aisle. (See
Line-of-Sight exception on page 8.) Note: When three
or more Linear Booths are used in combination as a
single exhibit space, the 4ft (1.22m) height limitation
is applied only to that portion of exhibit space which
is within 10ft (3.05m) of an adjoining booth.
(3.048M)
10'
10'
(1.524M)
5'
(3.048M)
10'
Use of Space
(1.52
5
(1.524M)
5'
Linear Booths, also called “in-line” booths, are
generally arranged in a straight line and have
neighboring exhibitors on their immediate right and
left, leaving only one side exposed to the aisle.
(3.048M)
10'
10'
8'
FRONT VIEW
5'
LEFT SIDE VIEW
4'
A Corner Booth is a Linear
Booth at the end of a
PLAN VIEW
series of in-line booths with exposure to intersecting
aisles on two sides. All other guidelines for Linear
Booths apply.
10'
4'
5'
5'
4'
(1.219M)
4'
4'
(2.438M)
8'
8'
10'
10'
FRONT VIEW
4
Perimeter Booth
(1.524M)
5'
(3.048M)
10'
(1.524M)
5'
(1.524M)
5'
(1.524M)
5'
10'
4'
(1.219M)
(3.658M)
12'
(2.438M)
(3.048M) 8'
Dimensions and Use of Space
All guidelines for Linear Booths apply to
Perimeter Booths except that the typical
maximum back wall height is 12ft (3.66m).
(2.438M)
8'
(3.048M)
10'
(1.524M)
5'
A Perimeter Booth is a Linear Booth that backs
to an outside wall of the exhibit facility rather
than to another exhibit.
PLAN VIEW
4'
(1.219M)
(3.658M)
12'
(3.048M)
10'
LEFT SIDE VIEW
10'
5'
PLAN VIEW
(2.438M)
8'
12'
(3.658M)
12'
LEFT SIDE VIEW
5'
12'
FRONT VIEW
4'
(1.219M)
(2.438M)
8'
(1.524M)
5'
(1.219M)
4'
(1.524M)
5'
(2.438M)
8'
(3.658M)
12'
FRONT VIEW
(3.658M)
12'
4'
10'
4'
(1.219M)
4'
8'
5'
4'
8'
LEFT SIDE VIEW
5'
4'
10'
12'
5'
4'
4'
8'
5'
5
End-cap Booth
4'
(1 .219 M)
(1.524M)
5'
LEFT SIDE VIEW
4'
(1.219M)
PLAN VIEW
(3.048M)
10'
(3.048M)
10'
5'
4'
20'
5'
10'
4'
(1.219 M)
(1.524M)
10'
5'
(3.048M) FRONT
(1.524M)VIEW
FRONT VIEW
END-CAP BOOTH
AISLE
LEFT SIDE VIEW
PLAN VIEW
(1.524M)
5'
(3.048M)
10'
(1.524M)
5'
10'
(2.438M)
10'
8'
4'
8'
(1.219M)
(2.438M)
(1.219M)
5'
4'
(1.219M)
4'
( 2.438M)
8'
5'
20'
10'
FRONT VIEW
20'
10'
END-CAP BOOTH
END-CAP BOOTH
6
10'
8'
(1.524M)
5'
(1.219M)
LEFT SIDE VIEW
(1.524M)
5'
8'
(1.524M)
5'
(1.524M)
5'
(1.524M)
5'
5'
(1.524M)
AISLE
(1.219M)
4'
AISLE
( 2.43 8M)
8'
10'
AISLE
(3.0484M)
10'
(1.219M)
4'
(1.524M)
5'
AISLE
AISLE
5'
10'
(3.048M)
(1.524M)
Dimensions
End-cap Booths are generally 10ft (3.05m) deep
by 20ft (6.10m) wide. The maximum
AISLE back wall
height allowed is 8ft (2.44m) and the maximum
back-wall width allowed is 10ft (3.05m) at the
VIEW
center of the back-wall with PLAN
a maximum
5ft
(1.52m) height on the two side aisles. Within 5'
of the 2 side aisles, the maximum height for any
display materials
is 4'.
(1.524M)
(3.048M)
5'
(3.048M)
10'
(2.438M
(2) .438M)
10'
(3.048M)
(1.524M)
5'
5'
(1.524M)
(1.524M)
5'
5'
5'
(1.524M)
(3.048M)
10'
(3.0484M)
10'
AISLE
(1.524M)
(3.0484M)
10'
AISLE
AISLE
An End-cap configuration is essentially an
in-line (linear) booth placed in the position of a
Peninsula or Split Island. For shows that have
Line-of-Sight rules and not cubic content, this
configuration must follow the dimensions below.
For shows that have cubic content rules, the
space may be used without restriction.
Peninsula Booth
MAX. PERMISSIBLE
10'
4'
(1.219M)
5'
PENINSULA
20'
LEFT SIDE VIEW
PENINSULA BOOTH
4'
(1.219M)
4'
(1.219M)
5'
10'
MAX. PERMISSIBLE
10'
5'
MAX. PERMISSIBLE
(1.524M)
5'
20'
PENINSULA BOOTH
FRONT VIEW
20'
7
MAX. PERMISSIBLE
(1.524M)
5'
MAX. PERMISSIBLE
(1.219M)
4'
(6.096M)
20'
20'
VIEW
(1.524M)
5'
FRONT VIEW
MAX. PERMISSIBLE
(1.219M)
4'
(3.048M)
10'
20'
(3.048M)
10'
MAX. PERMISSIBLE
PLAN VIEW
LEFT SIDE VIEW
PLAN VIEW
FRONT VIEW
(1.524M)
5'
(1.524M)
5'
20'
(6.096M)
AISLE
LEFT SIDE VIEW
20'
(6.096M)
AISLE
.048M)
10'
(6.096M)
20'
4'
(1.219M)
(1.524M)
5'
(6.096M)
20'
4'
MAX. PERMISSIBLE
(1.219M)
AISLE
MAX. PERMISSIBLE
(1.219M)
4'
(6.096M)
20'
5'
5'
10'
(1.524M) (3.048M) (1.524M)
EW
(1.524M)
5'
4'
(1.219M)
(1.524M)
5'
(6.096M)
5'
5'
10'
20'
(1.524M) (3.048M) (1.524M)
MAX. PERMISSIBLE
AISLE
(3.048M)
10'
AISLE
(1.524M)
5'
M)
(1.524M)
5'
(6.096M)
20'
AISLE
AISLE
Dimensions
A Peninsula Booth is usually 20ft by 20ft (6.10m by
6.10m) or larger. When a Peninsula Booth backs up to two
Linear Booths, the back wall is restricted to 4ft (1.22m)
high within 5ft (1.52m) of each aisle, permitting adequate
5'
5'
10'
line of sight for the
adjoining
Linear
Booths. (See
(3.048M) (1.524M)
(1.524M)
Line-of-Sight exception on page 8.) A typical maximum
height range allowance is 16ft to 20ft (4.88m to 6.10m),
including signage for the center portion of the back wall.
20'
(6.096M)
Double-sided signs, logos
and graphics shall be set back
AISLE
5' ten feet (10’) (3.05m) from adjacent booths.
M) (1.524M)
PLAN VIEW
AISLE
AISLE
A Peninsula Booth is exposed to aisles on three sides, and
comprised of a minimum of four booths. There are two
types of Peninsula Booths: (a) one which backs to Linear
Booths, and (b) one which backs to another Peninsula
Booth and is referred to as a “Split Island Booth.”
PENINSULA BOOTH
20'
AISLE
20'
(6.096M)
20'
(6.096M)
WALL
WALL
WALL
WALL
20'
(6.096M)
AISLE
AISLE
20'
(6.096M)
A Split Island Booth is a Peninsula Booth which shares
a common back wall with another Peninsula Booth.
The entire cubic content of this booth may be used, up
WALL
to the maximum allowable height,
without any back
WALL
wall Line-of-Sight restrictions. A typical maximum
height range allowance is 16ft to 20ft (4.88m to 6.10m),
including signage. The entire cubic content of the space
may be used up to the maximum allowable height.
Double-sided signs, logos and graphics shall be set
AISLE
back ten feet (10’) (3.05m) from adjacent booths.
AISLE
AISLE
20'
(6.096M)
AISLE
20'
(6.096M)
Split Island Booth
AISLE
PLAN
LEFT VIEW
SIDE VIEW
PLAN VIEW
(4.877M)
16'
LEFT SIDE VIEW
WALL
WALL
WALL
WALL
WALL
AISLE
16'
AISLE
20'
20'
(6.096M)(4.877M) (6.096M)
AISLE
20'
(6.096M)
FRONT VIEW
SPLIT ISLA
FRONT VIEW
AISLE
LEFT SIDE VIEW
SPLIT ISLAND BOOTH
(4.877M)
16'
PLAN VIEW
WALL
FRONT VIEW
SPLIT ISLAND BOOTH
SPLIT ISLAND BOOTH
8
An Island Booth is any
four sides.
AISLE
(6.096M)
20'
size booth
exposed to aisles on all
AISLE
(6.096M)
20'
AISLE
Use of Space
The entire cubic content of the space may be used up to the
maximum allowable height,AISLE
which is usually a range of 16ft
to 20ft (4.88m to 6.10m), including signage.
(6.096M)
20'
AISLE
AISLE
(6.096M)
20'
Dimensions
An Island Booth is typically 20ft by 20ft (6.10m by 6.10m)
or larger, although it may be configured differently.
AISLE
Island Booth
PLAN VIEW
AISLE
FRONT VIEW
(4.877M)
16'
(4.877M)
16'
PLAN VIEW
ISLAND BOOTH
FRONT VIEW
IS
ISLAND BOOTH
9
(1.219M)
4'
(2.438M)
8'
(1.219M)
4'
(2.438M)
8'
4'
(1.219M)
(1.219M)
(1.524M)
4'
5' PLAN VIEW
(2.438M)
8'
(1.219M)
4'
Dimensions and Use of Space
All guidelines for Linear Booths apply to
Extended Header Booths, except that the center
extended header has a maximum height of 8ft
(2.44m), a maximum width of 20 percent of the
length of the booth, and a maximum depth of 9ft
(2.7m) from the back wall.
(.305M)
1'
(2.438M)
8'
An Extended Header Booth is a Linear Booth 20ft
(6.10m) or longer with a center extended header.
(6.096M)
20'
(.305M)
1'
(3.048M)
(3.048M)
10'
10'
(1.524M)
(1.524M)
5'
5'
Extended Header Booth
20ft (6.10m) or Longer
(.305
1'
(6.096M)
20'
(2.438M)
8'
PLAN VIEW
(3.048M)
10'
(2.438M)
8'
(.305M)
1'
(.305M)
1'
4'
(1.219M)
(1.524M)
5'
(2.438M)
8'
(2.438M)
8'
LEFT SIDE VIEW
FRONT VIEW
10' X 20'
8'
LEFT SIDE VIEW
FRONT VIEW
10' X 20'
4'
1'
8'
8'
8'
1'
4'
4'
5'
8'
8'
8'
4'
8'
4'
5'
4'
20'
5'
10'
20'
5'
10'
10
Other Important Considerations
(3.048M)
10'
(3.048M)
10'
(1.524M)
5'
Canopies and Ceilings
Canopies, including ceilings, umbrellas and canopy frames, can be either decorative or functional (such as to shade computer monitors
from ambient light or to allow for hanging products). Canopies for Linear or Perimeter Booths should comply with Line-of-Sight
requirements. (See “Use of Space” for Linear or Perimeter Booths).
The bottom of the canopy should not be lower than 7ft (2.13m) from the floor within 5ft (1.52m) of any aisle. Canopy supports should
be no wider than three inches 3in (.08m). This applies to any booth configuration that has a sight line restriction, such as a Linear Booth.
Fire and safety regulations in many facilities strictly govern the use of canopies, ceilings and other similar coverings. Check with the
PLAN VIEW
appropriate local agencies prior to determining specific exhibition rules.
(3.048M)
10'
5'
(1.524M)
5'
(1.219M)
4'
10'
(2.438M)
8'
(3.048M)
10'
(1.524M)
5'
10'
(1.524M)
5'
FRONT VIEW
LEFT SIDE VIEW
8'
PLAN VIEW
(1.524M)
5'
PLAN VIEW
4'
(1.219M)
CANOPIES AND CEILINGS
(1.524M)
5'
(1.219M)
4'
(2.438M)
8'
4'
5'
(3.048M)
10'
(1.524M)
5'
(3.048M)
10'
FRONT VIEW
LEFT SIDE VIEW
Hanging Signs & Graphics
(1.219M)
4'
(2.438M)
8'
Most exhibitions and events rules allow for Hanging Signs and Graphics in all standard Peninsula and Island Booths, usually to a
maximum height range of 16ft to 20ft (4.88m to 6.10m) from the top of the sign, or as determined by the show organizer. End-cap Booths
do not qualify for Hanging Signs and Graphics. The distance is measured from the floor to the top of the sign. Whether suspended from
above, or supported from below, they should comply with all ordinary use-of-space requirements. For example, the highest point of any
sign should not exceed the maximum allowable height for the booth type.
Hanging Signs and Graphics should be set back 10ft (3.05m) from adjacent booths and be directly over contracted space only.
Approval for the use of Hanging Signs and Graphics, at any height, should be received from the exhibitions or events organizer at least
60 days prior to installation. Variances may be issued atFRONT
the exhibitions
or events management’s discretion. Drawings should be available
VIEW
for inspection.
Towers
A Tower is a free-standing exhibit component separate from the main exhibit fixture. The height restriction is the same as that which
applies to the appropriate exhibit space configuration being used.
Towers in excess of 8ft (2.44m) should have drawings available for inspection. Fire and safety regulations in many facilities strictly
govern the use of Towers. A building permit or safety lines may be required.
A Multi-story Exhibit is a booth where the display fixture includes two or more levels. In many cities, a Multi-story Exhibit requires
prior approval by the exhibit facility, and/or relevant local government agency, as well as show management because it is deemed to be
a “structure” for building purposes. The city building department generally needs to issue a building permit based on an application and
drawings prepared and submitted by a licensed architect or engineer. Exhibitors should obtain local building regulations early on to ensure
that all time constraints are met. Exhibitions and events organizers should be prepared to assist exhibitors in this application process.
11
8'
Multi-story Exhibit
Issues Common To All Booth Types
Americans with Disabilities Act (ADA)
All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA), and are encouraged to
be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is
available from the U.S. Department of Justice ADA Information Line (800) 514-0301, and from the ADA website at www.ada.gov.
Some examples of how to design an exhibit for ADA compliance:
• Make exhibits wheelchair accessible by ramping raised exhibit flooring without extending a ramp into the aisle. Note: a standard
wheelchair ramp should have a grade no steeper than 1:12. This means that for every inch of rise (change in height), there should be
12 inches of run (change in length)
• Ramp the entry or use hydraulic lifts to trailer exhibits
• Avoid double-padded plush carpet to ease mobility device navigation
• Provide the same attendee experience on both levels of a two-story exhibit
• Offer a signer or other auxiliary hearing-impaired apparatus for sound presentations or have a printed copy of the presentation available
• Run an audio presentation for people with sight problems
• Arrange touch screen displays at a height to accommodate a person sitting in a wheelchair
To avoid heavy fines by the U. S. Department of Justice, exhibitors must adhere to the ADA rules. Exhibits are not exempt from ADA
compliance.
Structural Integrity
All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring
exhibitors, hall laborers, or installation/dismantling equipment, such as fork lifts. Displays should also be able to withstand moderate
wind effects that may occur in the exhibit hall when freight doors are open. Refer to local building codes that regulate temporary
structures.
It is recommended that all 20ft by 20ft (6.10m by 6.10m) and over exhibits require a drawing, plans or renderings, preferably digital, to
be submitted to the show organizer, and to the show's general service contractor.
Exhibitors should ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the
product or marketing materials to be displayed.
Flammable and Toxic Materials
All materials used in display construction or decorating should be made of fire retardant materials and be certified as flame retardant.
Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A
flame-proofing certificate should be available for inspection. Exhibitors should be aware of local regulations regarding fire/safety and
environment which must be adhered to.
Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the
Environmental Protection Agency and the facility.
Storage
Fire regulations in most exhibit facilities prohibit storing product, literature, empty packing containers, or packing materials behind back
drapes or under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within
the booth area, so long as these items do not impede access to utility services, create a safety problem, or look unsightly.
12
Issues Common To All Booth Types (continued)
Electrical
Every exhibit facility has different electrical requirements. However, minimum guidelines are suggested:
• All 110-volt wiring should be grounded three-wire.
• Wiring that touches the floor should be “SO” cord (minimum 14-gauge/three-wire) flat cord, which is insulated to qualify
for “extra hard usage.”
• Cord wiring above floor level can be “SJ” which is rated for “hard usage.”
• Using zip cords, two-wire cords, latex cords, plastic cords, lamp cords, open clip sockets, and two-wire clamp-on fixtures
is not recommended and is often prohibited. Cube taps should be prohibited.
• Power strips (multi-plug connectors) should be UL approved, with built-in over-load surge protectors.
Lighting
Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting:
• No lighting, fixtures, lighting trusses, or overhead lighting are allowed outside the boundaries of the exhibit space. Exhibitors
intending to use hanging light systems should submit drawings to exhibition management for approval.
• Lighting, including gobos, should be directed to the inner confines of the booth space. Lighting should not project onto
other exhibits or exhibition aisles.
• Lighting that is potentially harmful, such as lasers, ultraviolet lights or flashing or strobe lights that can trigger photosensitive
epilepsy should comply with facility rules and be approved in writing by exhibition management.
• Lighting that spins, rotates, pulsates, and other specialized lighting effects should be in good taste and not interfere with
neighboring exhibitors or otherwise detract from the general atmosphere of the event.
• LED lights can be very bright yet generally generate less heat.
• Currently, some convention facilities are not allowing certain types of quartz halogen lighting fixtures in exhibits due to
potential fire hazards. Check with exhibition management.
• Reduced lighting for theater areas should be approved by the exhibition organizer, the utility provider, and the exhibit
facility.
Demonstrations
As a matter of safety and courtesy to others, exhibitors should conduct sales
presentations and product demonstrations in a manner which assures all
exhibitor personnel and attendees are within the contracted exhibit space and not
encroaching on the aisle or neighboring exhibits. It is the responsibility of each
exhibitor to arrange displays, product presentation, audio visual presentations,
and demonstration areas to ensure compliance. Exhibitors should be aware of
local regulations regarding fire/safety and environment which must be adhered to.
Special caution should be taken when demonstrating machinery or equipment that
has moving parts, cooking equipment with an open flame, or any product that is
otherwise potentially dangerous. Exhibitors should establish a minimum setback
of 3ft (.91m) and/or install hazard barriers as necessary to prevent accidental
injury to spectators. Additionally, demonstrations should only be conducted by
qualified personnel.
13
Issues Common To All Booth Types (continued)
Sound/Music
In general, exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of
neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than
into the aisle. Rule of thumb: Sound and noise should not exceed 85 decibels when measured from the aisle immediately in
front of a booth. (Refer to OSHA at www.osha.gov for more information.)
Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing
the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect
copyright fees on behalf of composers and publishers of music.
Vehicles
Vehicles: Rules vary depending on the facility, but generally it is required that vehicles on display have no more than
one fourth tank of gas. The filler cap should be sealed and the batteries disconnected. External chargers are usually
recommended for demonstration purposes. Keys should always be surrendered to show management while participating
in an exhibition or event.
14
Advisory Notes To Exhibition Organizers
End-cap Booths: End-cap Booths cause more problems between exhibitors than any other type of booth, because most
exhibitors fail to observe back wall height restrictions. Exhibition managers should be alert to exhibitors reserving End-cap
configurations to ensure they do not violate Linear Booth Line-of-Sight regulations for neighboring exhibits.
Fire Equipment: Fire hoses, extinguishers, and audible or visual devices for fire alarms should be visible and accessible
at all times.
Hanging Signs: Although these Guidelines indicate 16ft to 20ft (4.88m to 6.10m) as a maximum height range from the top
of the sign, some exhibitions permit other heights, or have no height limit. Caution should be exercised so exhibitors will not
compete over air space for Hanging Signs. Most show organizers limit the height of signs.
Exhibitors should be advised to install “hanging points” at the time of manufacture of the sign or display. It is also advisable
to have Hanging Signs labeled and cased separately so that they can be easily identified on-site as they usually must be
installed before other exhibit construction can begin.
Hardwall Booths: Exhibitions that provide Hardwall Booths should specify if these structures can be used for display
and attaching products.
Full Cubic Content in Linear Space: It is the responsibility of the exhibitions or events organizer to establish rules to best
achieve the goals for their exhibition or event based on the nature of their exhibition and event, and industry sector it serves.
Cubic Content Definition: Using the perimeter lines of a booth as a guide, the exhibitor may install a booth up to these lines
and utilize all the volume of space within these lines up to the maximum height permitted by the show rules as determined
by the show organizer.
It is the choice of the exhibitions or events organizer to allow use of full Cubic Content in linear exhibit space or to observe the
Line-of-Sight set-back rule. It is common at certain types of exhibitions or events to eliminate the Line-of-Sight requirement
for Linear, End-cap, and Peninsula Booths that back up to Linear Booths. This permits exhibitors to utilize the full Cubic
Content of the booth.
Organizers that permit use of Cubic Content in Linear Booths do so for one or all of these reasons:
•
Cubic Content is more conducive to certain types of product displays or experiences.
•
Cubic Content maximizes the exhibit space and investment.
•
International exhibitions generally utilize Cubic Content making the show friendlier to international exhibitors.
•
Cubic Content reduces the need to police exhibits to enforce setback rules.
Use of Cubic Content may create situations where the organizer must address exhibits that have unfinished walls. A
determination must be made as to responsibility for finishing these unfinished walls.
It is prudent for the exhibitions or events organizer considering Cubic Content to examine the concerns, advantages and
disadvantages prior to putting Cubic Content guidelines into practice. It is often wise to consult with the exhibition’s Exhibits
Advisory Board or perhaps conduct a focus group of the exhibition’s or event's exhibitors to determine their interest and
gain their feedback and support for the concept. Exhibitions and events organizers must be proactive in communicating with
exhibitors and understanding the effect it will have on the exhibition or event.
To learn more about Full Cubic Content, read the IAEE White Paper: Evaluating and Implementing Cubic Content into
Linear Exhibit Space.
15
Advisory Notes To Exhibition Organizers (continued)
Perimeter Openings: Large Peninsulas and Islands with long high walls can create a “tunnel-like” effect. Exhibitors may
be required to install a minimum 6ft (1.83m) opening every 30ft (9.14m).
Pipe and Drape: These are commonly used at exhibitions and events in the United States to define exhibit space. Exhibitions
and events organizers often include in their rules and regulations that this equipment is not intended as a display fixture.
Therefore, product and signs should not be attached or affixed. Measurements of booths must allow for size of pipe on sides
and back.
Product Height: Some exhibitors have products that exceed display height restrictions. Exhibitions and events organizers should
establish guidelines for displaying such products. For example, some exhibitions or events require that these exhibitors reserve
only perimeter space. Products exceeding height restrictions for Islands and Peninsulas are usually permitted, providing they
are displayed in operating mode, and the names and logos, etc. on the product are as it is sold.
Height Variances: Height Variances may be issued for all types of booths. However, in a Linear Booth, the back side of any
structure over 8ft (2.44m) must be free of trademarks, graphics and/or logos.
Environmental Responsibility: Exhibitions and events, by their very nature, create waste. Properly managed, exhibitions
and events can recycle excess materials and supplies in useful and meaningful ways, and they can do so using methods that
result in minimized impact on the environment. Exhibits should utilize recycled, renewable and energy efficient materials
whenever possible.
16
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Dallas, TX 75251-1500
USA
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