EXPOSITION INFORMATION

Transcription

EXPOSITION INFORMATION
Select any item below to be taken directly to that page.
EXHIBITOR ESSENTIALS

Exposition Schedule

Key Contacts

Deadline Checklist

Items Included with Exhibit Space

Shipping Addresses

Housing Information – ONLINE ONLY – Please click here to access.

Badge registration – ONLINE ONLY – Please click here to access.

Parking Information
RULES AND REGULATIONS

Contract Rules and Regulations

Exhibit Hall Rules and Regulations

Height and Non-blocking Regulations
SERVICE ORDER FORMS

Lead Retrieval (includes lead retrieval units, mailing lists & listing upgrades) - DirectLead

Official Service Contractor (includes furniture, labor & material handling) - Valley Expo & Displays

Utility Services – Edlen Electrical

Telecommunications/Internet – Navy Pier

Audio Visual Services

Floral Order Form – Floral Exhibits
MANDATORY FORMS
•
Onsite Contact Information – ONLINE ONLY – Please click here to access.
•
EAC Notification– ONLINE ONLY – Please click here to access.
•
Auxiliary Event Request– ONLINE ONLY – Please click here to access.
•
Prize Drawing Sign Up– ONLINE ONLY – Please click here to access.
TIPS AND REMINDERS

Security Tips

Important Exhibitor Reminders

Tips for Saving Time & Money

Glossary of Trade Show Terms
EXPOSITION SCHEDULE
*Schedule is tentative and subject to change. Should a change occur, exhibitors will be notified in writing.
INSTALLATION
Monday, April 22, 2013
1:00 PM – 5:00 PM*
Tuesday, April 23, 2013
7:30 AM – 11:30 AM*
SHOW HOURS
Tuesday, April 23, 2013
1:30 PM – 4:00 PM*
Wednesday, April 24, 2013
12:30 PM – 2:30 PM*
DISMANTLING
Wednesday, April 24, 2013
2:30 PM – 6:00 PM*
PLEASE NOTE
ALL EXHIBITS MUST BE SET BY 11:30 AM ON TUESDAY, APRIL 23, 2013. Any booths not set by 11:30 AM on
Tuesday, April 23, 2013 will be forfeited to Exposition Management to use in a way that will compliment the
overall appearance of the exposition. If you have any scheduling problems with the posted move-in hours,
please contact Exposition Management at (800) 564-4220 or (703) 631-6200, or email
[email protected] to request a variance for set up.
NO EXHIBIT MAY BE DISMANTLED PRIOR TO 2:30 PM ON WEDNESDAY, APRIL 24, 2013. This rule is in place
for the courtesy and safety of other exhibitors and attendees that are in the exhibit hall until the end of the
exposition.
KEY CONTACTS
Exposition Sales & Management, Registration,
Housing, and Lead Retrieval:
J. Spargo & Associates, Inc.
11208 Waples Mill Road, Ste. 112
Fairfax, VA 22030
Tel: 800-564-4220 or 703-631-6200
Drayage & Decorating Contractor:
Valley Expo & Displays
4950 American Road
Rockford, IL 61109
Tel: 877-332-4292
Fax: 815-873-1544
[email protected]
Telecommunications (Phone and Internet):
Exhibitor and Technical Services at Navy Pier
600 East Grand Avenue
Chicago, IL 60611
Tel: 312-791-6113
Fax: 312-791-6159
[email protected]
Exhibit Booth Catering
Navy Pier Catering
600 East Grand Avenue
Chicago, IL 60611
Tel: 312-595-5130
Fax: 312-595-5079
QUESTIONS:
Audio Visual, Video & Computer Rentals:
CCR Events
7220 Oakley Industrial Blvd.
Union City, GA 30291
Tel: 877-292-0101
Fax: 770-907-0103
[email protected]
Utilities:
Edlen Electrical
2500 S. Loomis Street, Ste 101
Chicago, IL 60608
Tel: 312-492-4148
Fax: 312-873-3864
[email protected]
Plant & Flower Rental:
Floral Exhibits
1420 S. Rockwell Street
Chicago, IL 60608
Tel: 773-277-1888
Fax: 773-277-1919
www.floralexhibits.com
Drayage & Decorating Contractor:
4950 American Road
Rockford, IL 61109
Tel: 877-332-4292
Fax: 815-873-1544
[email protected]
All questions regarding exhibit policies should be addressed to Exposition Management:
Tel: (800) 564-4220 or (703) 631-6200
E-mail: [email protected]
All questions and instructions pertaining to shipping, storage, labor, utilities, furniture, floor coverings,
special decorations, visual aids, sound equipment, floral, etc. should be addressed to the appropriate
firm(s) within this manual.
DEADLINE CHECKLIST

March 22, 2013
Company information to be included in the show program

March 22, 2013
EAC Notification form due

March 22, 2013
Shipments may begin arriving at the advance warehouse

March 25, 2013
Early Bird price deadline for marketing package (includes mailing list, lead
retrieval, and virtual booth/featured exhibit upgrade)

April 1, 2013
Sampling order form due to Navy Pier if bringing food/beverage samples

April 8, 2013
Valley Expo & Displays and Edlen Electrical discount price deadline

April 8, 2013
Onsite contact form due

April 8, 2013
Audiovisual discount deadline

April 9, 2013
Internet services discount price deadline

April 18, 2013
Last day for advance shipments to arrive at the warehouse without surcharge

April 19, 2013
Hotel group rate reservation deadline

April 23, 2012
Direct shipments to exhibit site may begin arriving at 8:00 AM

April 23, 2013
All exhibits must be set by 11:30 AM; EXHIBITS OPEN AT 1:30 PM

April 24, 2013
All exhibitor materials must be removed by 6:00 PM
ITEMS INCLUDED WITH BOOTH PACKAGE
Each 10’x10’ exhibit space includes the following:
• Standard booth equipment, consisting of flameproof 8' draped back wall (silver, white,
green) and 36” draped side rails (green)
• Booth carpeting (pepper)
• Standard 7” x 44” company ID sign
• Standard 6’ draped table (silver)
• Waste basket
• General exhibit hall lighting and heating/air conditioning (full service during show hours)
• General exhibit hall perimeter security service
• Three exhibitor registrations per 10’x10’ space (additional badges available for purchase)
• Daily aisle cleaning (individual booth cleaning and carpet vacuuming must be ordered
separately)
• Post show attendee list with full demographics and opt-in email addresses
• Use of Buyer Appointment Planner software with assistance from Exhibitor Concierge
• Listing in the conference program
PLEASE NOTE: Standard equipment is provided as listed above. Any changes or additions to
the above booth package are the financial responsibility of each exhibitor.
Page 8 of 59
Register Here for Online Ordering…
www.valleyexpodisplays.com
EMAIL: [email protected]
FAX: 815.873.1544
SHIPPING
INFORMATION
HSMAI’s MEET Mid-America 2013
Navy Pier, April 23 - 24, 2013
Please read this information carefully, and call us if you have questions.
Freight Handling Charges: Valley Expo & Displays is prepared to receive your freight in advance at one of our
warehouse locations, or directly at the show site. All shipments must be sent prepaid; collect freight shipments
will be refused. Valley Expo freight handling charges are based on incoming weight, rounded up to the nearest 100
lbs. For rates and schedule information that apply to this convention, please refer to the Freight Handling Order
Form.
Advance Shipments: A.
B.
C.
D.
Receiving at our warehouse up to 30 days prior to the first day of move in
Delivery to your exhibit booth
Storage of empty containers, and return of empty containers to your booth
Reloading freight for outbound shipping
Please complete your bill of lading, and label your shipment as follows:
EXHIBITING COMPANY NAME
BOOTH NUMBER
YRC FREIGHT
C/O VALLEY EXPO & DISPLAYS
2000 LINCOLN HIGHWAY
CHICAGO HEIGHTS, IL 60411
Direct Shipments to the Show Site:
BOOTH NUMBER
NAVY PIER
600 EAST GRAND AVE
CHICAGO, IL 60611
First day freight will be accepted at advance location: 3/22/13
Last day freight will be accepted: 4/18/13
A.
B.
C.
D.
Receiving at the show site, and delivery to your exhibit booth
Storage of empty containers
Return of empty containers to your booth
Reloading for outbound shipment
Do not send shipments to arrive in advance of 4/22/13 to the
show site. The facility has no means of storage, and will refuse your
shipment.
Days freight will be accepted at show site: 4/22/13; 1:00PM - *5:00PM
4/23/13; 7:30AM - *11:30AM
*Drivers must check in by 4:00PM on 4/22 and by 10:30AM on 4/23
Authorization To Provide Freight Services: By completing the Freight Handling Order Form, it is understood that Valley Expo
& Displays and its subcontractors do not automatically insure materials, that insurance, if any, shall be arranged by the Exhibitor
and the amounts payable to Valley Expo & Displays for drayage services are based on the value of the material handling services
and the scope of Valley Expo & Displays liability as herein set forth. The amounts payable to Valley Expo & Displays are unrelated
to the value of the Exhibitor’s property being handled by Valley Expo & Displays or its subcontractor. It is impractical and
extremely difficult to fix the value of each shipment handled by Valley Expo & Displays or its subcontractors. It is agreed therefore
that if Valley Expo & Displays or its subcontractors should be found liable for loss or damage to Exhibitor’s materials, the liability
shall be limited to the specific article that was physically lost or damaged. Such liability shall be limited to a sum equal to 30 cents
per pound per article, with a maximum liability of $500 per item, or $1,000 per shipment, whichever amount shall be less, as
agreed upon damages bit as a penalty, and such agreed upon damages shall be the Exhibitors exclusive remedy. Exhibits left on
exhibit floor without return instructions will be returned to our warehouse and held for disposition at an additional charge. Valley
Expo & Displays will not be responsible for condition, count or content until such time as exhibits or materials are picked up for
removal after the close of the exhibition
Make certain all your material is properly insured against fire, theft and all hazards while in transit to and from your booth and for
the duration of the exhibition.
The Freight Handling Order Form must be completed and returned with payment to
Valley Expo & Displays before exhibit freight can be handled!
4950 AMERICAN ROAD · ROCKFORD, IL 61109 · PHONE: 815.873.1500 · FAX: 815.873.1544
CERTIFIED WEIGHT TICKETS ARE REQUIRED FOR ALL
SHIPMENTS. Drivers must check in by 2:30 pm to be guaranteed same day
unloading. Warehouse receiving hours are MON-FRI, 9:00am - 3:00pm.
Carrier_______________________________________
Number______________of______________pieces
Carrier_______________________________________
Number______________of______________pieces
VALLEY EXPO & DISPLAYS
YRC TRANSPORTATION
Shipment Should Arrive Between:
March 22, 2013 thru April 18, 2013
YRC TRANSPORTATION
BOOTH NUMBER
BOOTH NUMBER
EXHIBITING COMPANY
SHOW NAME
C/O
TO:
ADVANCE SHIPMENT
SHOW NAME
EXHIBITING COMPANY
ADVANCE SHIPMENT
FROM:
EXHIBITOR MATERIAL
EXHIBITOR MATERIAL
C/O
TO:
FROM:
RUSH
RUSH
Page 9 of 59
Carrier_________________________________________
Number____________of______________pieces
Carrier________________________________________
Number____________of_____________pieces
Shipment Should Arrive:
April 22, 2013; 1:00PM – 5:00PM
April 23, 2013; 7:30AM – 11:30AM
NAVY PIER
FESTIVAL HALL B
600 E. GRAND AVENUE
CHICAGO, IL 60611
CERTIFIED WEIGHT TICKETS ARE REQUIRED FOR ALL SHIPMENTS.
April 22, 2013; 1:00PM – 5:00PM
April 23, 2013; 7:30AM – 11:30AM
NAVY PIER
FESTIVAL HALL B
600 E. GRAND AVENUE
CHICAGO, IL 60611
BOOTH NUMBER
BOOTH NUMBER
EXHIBITING COMPANY
SHOW NAME
C/O
TO:
DIRECT SHIPMENT
SHOW NAME
EXHIBITING COMPANY
DIRECT SHIPMENT
FROM:
EXHIBITOR MATERIAL
EXHIBITOR MATERIAL
C/O
TO:
FROM:
RUSH
RUSH
Page 10 of 59
DRIVING, PARKING & PUBLIC TRANSPORTATION
BY CAR
•
•
•
•
•
•
From the north, take Lake Shore Drive (US 41) to the Grand Avenue exit.
From the northwest, take the Kennedy Expressway (I-90/94) to the Ohio Street Exit, south on Orleans to
Illinois Street and proceed east.
From the west, take the Eisenhower Expressway (I-290) to Columbus Drive, north to Illinois Street and
proceed east.
From the southwest, take the Stevenson Expressway (I-55) to Lake Shore Drive (US 41), north to Illinois
Street and proceed east.
From the south, take the Dan Ryan Expressway (I-90/94) east to the Stevenson Expressway (I-55) to Lake
Shore Drive (US 41), north to Illinois Street and proceed east.
From the southeast, take Lake Shore Drive (US 41) north to the Illinois Street exit.
PARKING
Standard Parking operates on-site parking garages accommodating 1,700 cars at Navy Pier.
• Current rates:
Monday through Thursday - a flat rate of $20.00 per day*
Friday through Sunday - a flat rate of $24.00 per day*
Holidays - a flat $24 fee per day*
For more information, contact Standard Parking directly at 312-595-5072.
*Prices Subject to Change.
NEW AUTOMATED PARKING PAY STATIONS!
For your convenience, Navy Pier has installed parking pay stations at various locations
throughout the Pier. Pay for parking in advance anytime during your visit.
Navy Pier on site parking garages affords convenience to all our attractions and venues.
When electronic signage and traffic aides inform you that Navy Pier lots are full, there are
ample alternate parking sites near Navy Pier.
Illinois Lot Entrance
456 East Illinois
(Located one block west of Navy Pier and along the free trolley route located at Pestigo and Illinois Street and
are serviced by the free Navy Pier trolley).
Grand Ave. Lot Entrance
403 East Grand
(Located one block west of Navy Pier and along the free trolley route located at McClurg and Grand Street)
The Free Navy Pier trolley stops conveniently at each of these lots to pick you up and drop you back off at the
lot during Navy Pier operating hours seven days a week. The free Navy Pier trolley provides convenient
transportation to and from remote lots. This Navy Pier trolley runs from Navy Pier down Grand Street West to
Grand and State. The Trolley then travels east up Illinois street back to Navy Pier.
Hours of operation are Sunday - Thursday 10am - 11pm and Friday and Saturday 10am to 1am.
BY TAXI
Navy Pier has three convenient taxi drop-off and pick-up points. One is at the west end of Navy Pier, serving
Dock Street and the Family Pavilion. At the mid-point, Entrance 1 serves the west end of Festival Hall, RIVA,
and WBEZ Radio. Entrance 2 serves the east end of Festival Hall, the Grand Ballroom and the Navy Pier Beer
Garden.
BY CITY BUS
The CTA provides seven bus lines with more than 200 buses serving Navy Pier daily. These are #29 State St,
#65 Grand Ave, #66 Chicago Ave. and the #124 Navy Pier Express (serving METRA lines, Millenium
Park/Randolph St., Ogilvie and Union Stations). During weekday rush hours, the #2 Hyde Park Express (stops
running at 9:10pm), #120 Northwestern/Wacker Express (serving the Ogilvie Transportation Center), and the
#121 Union/Wacker Express (serving Union Station) run every fifteen minutes from 9 am to 12am throughout
the summer and 9am to 10pm the rest of the year. All buses are equipped with bike racks and are ADA
accessible.
ON METRA
Metra commuter rail is a convenient travel alternative. On weekends and select holidays, up to 3 children
under 12 travel free when accompanied by a fare-paying adult. The CTA's #124 bus provides convenient and
direct service from Ogilvie Transportation Center and Union Station to Navy Pier. For Metra fare and schedule
information visit www.metrarail.com or call 312-836-7000.
HSMAI’S MEET Mid-America Exposition Rules
1. Purpose
The objective of the HSMAI’s MEET Mid-America is to further HSMAI’s objectives by
providing a forum through exhibits and technical sessions. Exhibitors are limited to firms,
organizations and agencies whose exhibits are in harmony with the purpose of this
Exposition. Active selling or order taking is NOT permitted.
2. Location of Exhibits
The Exposition will be held at the Navy Pier, Chicago, IL.
3. Subleasing
Exhibitor may not sublet his exhibit space, nor any part thereof, nor exhibit, offer for sale,
Exhibitors not participating in MEETS’ booth sharing program; which limits each 10’X10’
booth to 1 (one) additional exhibiting company to share exhibit space for synergistic comarketing purposes, are subject to adhere to the following: Exhibitor may not sublet his/her
exhibit space, nor any part thereof, nor exhibit, offer for sale, or advertise articles not
manufactured or sold by the exhibiting company, except where such articles are necessary
for proper demonstration or operation of the exhibitor’s display, in which case identification
shall be limited to the manufacturer’s normal regular nameplate. Exhibitor may not permit
non-exhibiting company representatives to operate from his/her booth. Ruling of HSMAI
shall, in all instances, be final with regard to use of exhibit space. The Maximum number of
represented exhibiting companies of 2 (two) per 10’x10’ booth shall include the primary
exhibitor who contracted for the space. Participating in the booth sharing program includes
having all sharing companies complete a Co-Exhibitor Program Listing & Industry Contact
Form (provided by show management).
4. Occupancy Default
Any exhibitor failing to occupy space contracted for shall not be relieved of the obligation of
paying the full rental charge of such space. If not occupied by the time set for completion of
the installation of the displays, such space shall be taken by HSMAI, and re-allocated or
reassigned for such purposes or use HSMAI may see fit.
5. Eligibility
HSMAI has the sole right to determine the eligibility of any company or product for inclusion in
the Exposition.
6. Cancellation or Change of Exposition
In the event that the premises in which the Exposition is conducted should become unfit for
occupancy or substantially interfered with by reason of any cause or causes not reasonably
within the control of HSMAI or its agents, the Exposition may be canceled or moved to
another appropriate location, at the sole discretion of HSMAI. HSMAI shall not be
responsible for delays, damage, loss, increased costs, or other unfavorable conditions arising
by virtue of cause or causes not reasonably within the control of HSMAI. Causes for such
action beyond the control of HSMAI shall include, but are not limited to: fire, casualty, flood,
epidemic, earthquake, explosion, accident, blockage, embargo, inclement weather,
governmental restraints, act of a public enemy, riot or civil disturbance, impairment or lack of
adequate transportation, inability to secure sufficient labor, technical or other personnel, labor
union disputes, loss of lease or other termination by the Navy PIer, municipal, state or federal
laws, or act of God. Should HSMAI terminate this agreement pursuant to the provisions of
this section, the exhibitor waives claims for damage arising therefrom. Refunds of “Paid
Exhibit Space Fees” in the event of event termination or cancellation shall be made to
exhibitors at the sole discretion of HSMAI and in any case, will not exceed the amount of
each exhibitor’s paid exhibit space fee less any pro rata adjustments based on nonreimbursable direct and/or indirect event costs or financial obligations incurred by HSMAI
through the date of exhibitors’ notification of event termination or cancellation or through the
completion of event termination or cancellation processes, whichever is later.
7. Cancellation by Exhibitor
In the event of cancellation by an exhibitor, HSMAI shall determine an assessment covering
the reassignment of space, prior services performed, and other damages related to
cancellation, according to the following schedule: Until December 21, 2012, 0% of total booth
rental fee. From December 21, 2012 – 120 days prior to the first day of the event, 50%
of total booth rental fee. After 120 days prior to the first day of the event, 100% of total
booth rental space fee.
HSMAI must receive written notification of the cancellation. Date cancellation notice is
received by HSMAI will determine above assessment charges. In the event of either a full or
partial cancellation of space by an exhibitor, HSMAI reserves the right to reassign canceled
booth space, regardless of the cancellation assessment. Subsequent reassignment of
canceled space does not relieve the canceling exhibitor of the obligation to pay the
cancellation assessment. Appropriate payment must be received within 15 days of
cancellation.
8. Limitation of Liability
Exhibitor agrees to make no claim for any reason whatsoever against HSMAI, its employees,
agents, or representatives for loss, theft, damage, or destruction of goods; nor for any injury,
including death, to himself, employees, agents or representatives; nor for any damage of any
nature, including damage to his business for failure to provide exhibit space; nor for failure to
hold the Exposition as scheduled; nor for any action or omission of HSMAI. The exhibitor is
solely responsible for his own exhibition material and products, and should insure exhibit and
products from loss or damage from any cause whatsoever. It is understood all property of an
exhibitor is in his care, custody, and control in transit to, or from, or within the confines of the
exhibit hall. HSMAI shall bear no responsibility for the safety of the exhibitor, its personnel,
employees, agents or representatives or personal property.
9. Insurance
Exhibitors shall, at their sole cost and expense, procure and maintain through the term of this
contract, the following insurance: Comprehensive General Liability insurance with limits not
less than $1,000,000 including Contractual Liability and Products Liability coverage and
Workman’s Compensation in full compliance with all laws covering the exhibitor’s employees.
Proof of such insurance shall be provided to HSMAI or its agent or representative upon
request.
10. Union Labor
Exhibitor shall employ only union labor, as made available by official contractors in the setting
up and dismantling of the exhibits and in the operations when required by union agreements.
Exhibitors planning to build special displays should employ union display companies in their
fabrication, carpentry and electrical work.
11. Installing, Exhibiting, Dismantling
Hours and dates for installing, exhibiting, and dismantling shall be those specified by HSMAI.
Exhibitor shall be liable for all storage and handling charges resulting from failure to remove
exhibit material from the Exposition before the specified conclusion of the dismantling period
set by HSMAI.
12. Damage to Property
Exhibitor is liable for any damage caused by exhibitor, exhibitor’s agents, employees or
representatives to building floors, walls, or columns, or to standard booth equipment, or to
other exhibitor’s property. Exhibitor may not apply paint, lacquer, adhesive or other coatings
to building columns, floors or walls, or to standard booth equipment.
13. Floor Loading
Under no circumstances may the weight of any equipment or exhibit material exceed the
specified floor load limit of the exhibit hall. Exhibitor accepts full and sole responsibility for
injury or damage to property or persons resulting from failure, knowingly or otherwise, to
distribute the exhibit material and products in conformity with the maximum floor load
specifications.
14. Alcoholic Beverages
The dispensing, distribution or use of alcoholic beverages in the Exposition hall is prohibited
without the express prior approval of HSMAI.
15. Flammable Materials
No flammable fluids or materials of any nature, including decorative materials, use of which is
prohibited by national, state, or city fire regulations may be used in any booth.
16. Lotteries or Contests
The operation of games of chance or lottery devices, or the actual or simulated pursuit of any
recreational past time is permitted only on written approval from HSMAI.
17. Noise and Odors
Noisy or obstructive work will not be permitted during open hours of the Exposition, nor will
noisily operating displays, nor exhibits producing objectionable odors. HSMAI shall have sole
discretion in determining what is noisy, obstructive or objectionable.
18. Music
Any exhibitor using music must ensure that licensing fees have been paid to the appropriate
agency, i.e., ASCAP or BMI. HSMAI is not responsible for any licensing fees for music
played in exhibitor’s booth.
19. Obstruction of Aisles or Booths
Any demonstration or activity that results in excessive obstruction of aisles or prevents ready
access to nearby exhibitor’s booth shall be suspended for any periods specified by HSMAI.
20. Attendance
Admission policies shall remain, at all times, the prerogative of HSMAI, and may be revised
or amended to suit unforeseen conditions.
21. Booth Personnel
Exhibitor representatives are restricted to personnel engaged in the display, demonstration,
application or sale of the company’s product or services. Booth personnel shall wear
“exhibitor” badge identification furnished by HSMAI at all times while they are in the exhibit
area. All other employees and representatives of the exhibiting companies must register as
Show Attendees. HSMAI reserves the right to restrict or limit the number of booth
representatives. All exhibits must have personnel present during show hours.
22. Height and Non-Blocking Regulations
All exhibit display construction design must conform to the regulations set forth in the “Display
Rules and Regulations,” a copy of which is supplied to each exhibitor by HSMAI. “Display
Rules and Regulations” provides details as to what is allowed for exhibitor’s booth so as to
enable use of the space without detriment to neighboring exhibitors or the Exposition.
23. Electrical Safety
All wiring on booths or display fixtures must meet underwriters’ rules and standard fire
department inspection. This applies to booth construction only and not to pre-wired radio and
electronic equipment.
24. Use of Space
Displays and demonstrations are limited to the confines of an exhibitor’s own booth, as is the
distribution of literature or other items.
25. Display
HSMAI shall have full authority for approval or arrangement and appearance of items
displayed. HSMAI may, at its discretion, require replacement, rearrangement, or
redecoration of any item or any booth, and no liability shall attach to HSMAI for the costs that
may evolve upon exhibitor thereby. Exhibitors with special backgrounds or side dividers must
make certain that such material is furnished in such a manner as to not be unsightly to
exhibitors in adjoining booths. If such surfaces remain unfinished three hours before the
scheduled opening of the show, HSMAI shall authorize the official decorator to effect the
necessary finish and the exhibitor must pay all charges involved thereby.
26. Exhibitor Representative’s Responsibility
Exhibitor agrees to indemnify HSMAI, its employees, agents, or representatives against—
and hold them harmless for—all claims arising out of the acts of negligence of exhibitor,
exhibitor’s agents, employees or representatives, and any claims for injury to exhibitor, its
employees, agents, representatives, or event attendees.
27. Waiver of Rights
Any rights of HSMAI under this contract shall not be deemed waived in any manner except
as specifically waived in writing and signed by an authorized officer of HSMAI.
28. Relocation and Floor Plan Revisions
HSMAI retains the exclusive right to revise the exhibition hall floor plan and/or move assigned
exhibitors as necessary.
29. Amendment and Addition Rules
Any matters not specifically covered by the preceding rules shall be subject solely to the
decision of HSMAI. HSMAI may, at any time, amend or add further rules to these rules, and
all amendments made shall be binding on exhibitor equally with the foregoing rules and
regulations.
30. Agreement to Rules
Exhibitor, for himself or itself, his or its personnel, employees, agents or representatives,
agrees to abide by the foregoing rules and those provided and contained in the Exhibitors
Manual, and by any amendments and additional rules that may be put into effect by HSMAI.
EXHIBIT HALL & FACILITY RULES
•
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 Web site at
www.usdoj.gov/crt/ada/adahom1.htm.
•
Animals are NOT permitted in the facility unless they are service animals or part of a scheduled event.
•
Balloons (Helium) are not permitted in the exhibit hall.
•
Booth Set-Up Guidelines - Only official contractors, exhibitor appointed contractors and exhibiting company
personnel are permitted on the show floor during move-in, move-out and NO ONE under the age of 18 is
permitted on the show floor during that time. It is the responsibility of Exposition Management to ensure the
overall appeal of the exhibit area. We need your cooperation in assuring an attractive Exposition. Guidelines
addressing height, depth, structural integrity, storage and important detail for each type of booth construction
follow in this section.
o Exposition Management complies with any policy the Fire Marshal mandates, and adheres to the official
2011 IAEE Guidelines for Display Rules and Regulations. Should your exhibit not conform you will be
asked to modify it on-site at your expense. Show Management will advise you if you are in violation and
give you the opportunity to make adjustments prior to the Fire Marshal walkthrough.
•
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 for hanging products). Canopies for Linear
or Perimeter Booths should comply with line of sight requirements. The bottom of the canopy should not be
lower than seven feet (7’) from the floor within five feet (5’) of any aisle. Canopy supports should be no wider
than three inches (3”). 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. Please contact the Official Service Contractor with questions.
•
Carpet/Flooring – Booth carpeting is included in your booth price. Exhibitors reserve the right to select an
alternate carpet color at their own expense to carpet over the installed pepper carpeting. If you have your own
carpet that you traditionally use with your display you may bring it. You may also order carpet and extra
padding through Valley Expo & Displays. Please refer to their order forms in the SERVICE ORDER FORMS
section.
•
Ceiling Height – Exhibits are located in Festival Hall B in which the ceiling height is 60’ at the highest point;
though your booth and signage MUST comply with show rules. Booth height should not exceed 20’ from the
floor to the top of the structure or hanging sign. Should you have any questions please contact Show
Management at 703-631-6200.
•
Children are not permitted in the exhibit areas during the exposition. This is extremely important during movein and move-out. Only individuals over the age of 18 are permitted in the exhibit hall.
•
Cleaning – Booth and Aisle Areas - Aisles will be vacuumed daily and trash placed in the aisle after the show
closes each day will be removed. Services for individual booth cleaning, including first day cleaning, should be
ordered from Valley Expo & Displays. Please refer to the order form in the SERVICE ORDER FORMS section.
•
Crate Removal, “Empty” Storage and Crate Return – Valley Expo & Displays is the EXCLUSIVE contractor for
crates and carton removal and storage. Exhibitors will NOT be permitted to store empty crates or boxes in their
booth areas during the show period. However, empty crates or boxes, when properly marked and identified by
the exhibitor will be removed, stored and returned to the booth at no additional charge if the exhibitor uses the
Official Service Contractor to handle their freight in and out of the show. Empty stickers are available at the
Valley Expo & Displays Service Desk in the exhibit hall. – Absolutely no storage of material of any type is
allowed behind or between booths.
•
Demonstrations - As a matter of safety and courtesy to others, exhibitors should conduct 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.
Special caution should be taken when demonstrating machinery or equipment that has moving parts, cooking
equipment with open flame, or any product that is otherwise potentially dangerous. Exhibitors should establish a
minimum setback of three feet (3’) and/or install hazard barriers as necessary to prevent accidental injury to
spectators. Sound demonstrations should not exceed 85 decibels. Additionally, demonstrations should only be
conducted by qualified personnel.
•
Direct Cash sales from the show floor are NOT permitted.
•
Electrical Service – The Navy Pier does not automatically provide 24-hour electrical service. To order 24-hour
electrical service or to order any other utilities, please complete the appropriate Edlen Electric order form in the
SERVICE ORDER FORMS section.
o 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 cord, lamp cord, open clip sockets, and twowire clamp-on fixtures are not recommended and are often prohibited. Cube taps are not
recommended and often prohibited.
 Power strips (multi-plug connectors) should be UL approved, with built-in over-load protectors.
•
End-Cap-Draping – Any portion of your exhibit with visible unfinished sides or backs exposed MUST BE DRAPED
OFF. (Example: metal grid behind pop-up displays) by 11:30AM on Tuesday, April 23, 2013. After 11:30AM Show
Management reserves the right to drape of any unsightly areas at your expense. You may contact Valley Expo &
Displays to arrange for end-cap draping. The sides and the back of the outside of your booth may also not carry any
signs or other copy that would detract from the adjoining exhibit.
•
Firearms are strictly prohibited. The only exception is for law enforcement officials or as part of a related
firearms show or exhibit. All exceptions must have the authorization of Show Management and the Facility.
•
Fire Regulations
o All draperies, backdrops, bunting and other decorations must be flameproof; exhibitors must have
certificate of flame retardancy!
o All paper and other flimsy materials used for decorative purposes, including flameproof paper are
prohibited.
o The use of liquid petroleum and gases is prohibited.
o Helium Balloons and tanks are prohibited.
o No liquid propane tanks – full or empty are allowed in the building.
o All gasoline-powered vehicles used for indoor exhibits must contain less than 1/8th a tank of fuel per
vehicle, have locking gas caps or heavy duct tape (no paper tape) placed over the fuel spout, and have
both battery leads disconnected and taped. Tanks cannot be refueled or emptied inside the Navy Pier.
The engine cannot be operated during event hours.
o Flammable or combustible mixtures, waste, liquids and other hazardous materials are not permitted
without approval of the Chicago Navy Pier.
o Combustible crates and packaging boxes MUST be removed after set-up period to the storage area.
•
Food & Beverage - Any Food or Beverage dispensed or given away at booths must be supplied and prepared by
Chicago Signature Service, the exclusive caterer at the Chicago Navy Pier, who has exclusive food and beverage
distribution rights.
•
Glitter/Stickers/Confetti are NOT permitted in the facility.
•
Hanging Signs and graphics are ONLY permitted in Island Booths. 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 (20’ to the top of the sign from the floor) for the booth type.
Hanging signs & graphics should be set back ten feet (10’) from adjacent booths.
•
Lighting - Exhibitors should adhere to the following suggested minimum guidelines when determining booth
lighting:
o 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.
o Lighting, including gobos, should be directed to the inner confines of the booth space. Lighting should not
project onto other exhibits or exhibition aisles.
o Lighting, which is potentially harmful, such as lasers, or ultraviolet lighting should comply with facility rules
and be approved in writing by exhibition management.
o 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.
o Currently, some convention facilities are not allowing quartz halogen lighting fixtures in exhibits due to
potential fire hazards. If you plan to use this type of lighting, please check with Show Management for
facility regulations.
•
Nails, Staples, etc. – Do not nail, staple, tape, spray, hang or attach anything to walls ceilings, fixtures, and
floors.
•
Parking is not allowed in any of the loading dock areas. Any vehicle parked in an unauthorized area will be
towed at the owner’s expense.
•
Shipments of Exhibit Material – Please follow all shipping instructions outlined in the SERVICE ORDER FORMS
section. Be sure to ship all exhibit related materials to either the Advance Warehouse or the On-Site shipping
address provided in the information to avoid misplaced or missing shipments.
•
Side Rails on a corner booth may be taken down at the exhibitor’s request.
•
Smoking is strictly prohibited in the exhibit hall.
•
Soliciting/Suitcasing outside of your exhibit space is prohibited.
•
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. Exhibitors should be aware that music
played in their booths, whether live or recorded, might 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.
•
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. 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.
•
Tips & Gratuities to union employees are strictly prohibited.
•
Towers – A tower is a freestanding exhibit component separate from the main exhibit fixture. The height restriction
is the same as that which applies to the appropriate exhibit configuration being used. Towers in excess of 8’ feet
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.
The above Rules and Regulations cover most of the common questions exhibitors seek answers to. If you
cannot find the information you are looking for above or you feel that your display may not pass Show
Management requirements, please contact Show Management at 703-631-6200 for additional Rules and
Regulations.
It is the financial obligation of each exhibitor to leave the facility, floors and walls in the
same condition as they were originally.
HEIGHT AND NON-BLOCKING REGULATIONS
LINEAR EXHIBITS
Back wall height limitation of all structures including logos is 8’.
NO HANGING SIGNS PERMITTED!
Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors.
The maximum height of eight feet (8’) is allowed only in the rear five feet (5’) of the booth space, with a four-foot
(4’) height restriction imposed on all materials in the remaining space forward to the aisle. This rule applies
regardless of the number of linear booths utilized (10’x20’, 10’x30’, or larger).
CORNER EXHIBITS
A corner booth is a linear booth (“In-Line”) exposed to aisles on two sides. All other guidelines for linear booths
apply.
ISLAND EXHIBITS
Height limit INCLUDING signage is 20’. (Top of sign at 20’ from the floor)
An island booth is any size booth exposed to aisles on all four sides.
Dimensions: An island booth is typically 20’x20’ or larger, although it may be configured differently.
Use of Space: The entire cubic content of the space may be used up the maximum allowable height.
PENINSULA EXHIBITS
Back wall height limitation of all structures including logos is 8’.
A peninsula booth is exposed to aisles on three (3) sides and composed of a minimum of four booths. There are
two types of Peninsula Booths: one which backs up to linear booths, and one which backs to another peninsula
booth and is referred to as a “Split Island Booth.”
Dimensions: A peninsula booth is usually 20’x20’ or larger. When a peninsula booth backs up to two linear
booths, the back wall is restricted to four feet (4’) high within five feet (5’) of each aisle, permitting adequate line
of sight for the adjoining Linear Booths
HEIGHT AND NON-BLOCKING REGULATIONS
END-CAP EXHIBITS
Back wall height limitation is 8’.
An End-cap Booth is exposed to aisles on three sides and composed of two booths.
Dimensions: End-cap Booths are generally ten feet (10’) deep by twenty feet (20’) wide. The maximum back wall
height of eight feet (8’) is allowed only in the rear half of the booth space and within five feet (5’) of the two side
aisles with a four foot (4’) height restriction imposed on all materials in the remaining space forward to the aisle.
ADDITIONAL RULES
1. A canopy or false ceiling meeting the following specifications is permitted:
a. Forty-five degree taper (as viewed from above) from a point of not more than 3' forward of the rear
corner of an adjacent booth.
b. Minimum clearance, including sign headers, above floor level is 7'. Maximum height of canopy is 8'.
c. Vertical supports no larger than 3" in diameter or 3" square, and not “grouped” to cause blocking.
2. High equipment, or equipment placed on tables or pedestals, must be positioned in the rear of the exhibit,
in the best way possible, to prevent blocking the view of neighboring exhibits. Equipment and signage
placed on tables or pedestals, may not exceed the height restriction for the appropriate exhibit
configuration being used.
PLEASE NOTE: Detailed plans for an exhibit not in compliance with Height and Non-Blocking Regulations as
stated above MUST BE submitted to Show Management, in writing, for approval. Approvals will be limited to
cases where booth location or configuration allows for variances.
Please refer to the diagrams immediately following for a pictorial description of the blocking rules and height
restrictions.
PENINSULA BOOTH LAYOUT DIAGRAM – “C”
LINEAR BOOTH LAYOUT – “A” & “B”
MARKETING PACKAGE ORDER FORM
HSMAI’s MEET Mid-America 2013 | April 23–24, 2013 | Navy Pier | Chicago, Illinois
Contact Information (Please Print or Type Clearly)
Booth Number: __________________________ Contact:____________________________________________________________________
Company Name: ___________________________________________ Address: __________________________________________________
City: _____________________________________________State: ___________ Zip: ______________Country: _________________________
Tel:___________________________ Fax:__________________________________ Email:____________________________________________
Onsite Contact: ___________________________________________ Mobile Phone: ______________________________________________
Order by Mail or Fax
11208 Waples Mill Rd., Suite 112, Fairfax, VA 22030
Phone: 703-995-1800 • Fax: 703-562-9047
Order Online
https://www.directlead.com/order/midamerica13
Marketing Package Options:
AdvanceStandard
By: 3/25/13
After: 3/25/13 Quantity
Total
Complete Marketing Package . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $595
$695
______$_________
$400
______$_________
$400
______$_________
$345
______$_________
(Includes DirectLeadTM Mobile Handheld [DMH] & 2013 Pre-show attendee list)
Lead Retrieval Only
DirectLead™ Mobil Handheld [DMH]* . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $350
Battery Operated; & Leads provided on USB stick in an Excel spreadsheet when unit returned at close of event
DirectLead™ Handheld Touch [HHT]* . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $350
Battery Operated; Leads provided on a USB Stick in an Excel spreadsheet when unit returned at close of event
iLeads App. for iPhone & iPad [ILA] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $295
iPads require WiFi service or an iPad with 3G. Instructions for App download will be provided 7 days prior to event
Optional Accessories:
Wireless Thermal Printer [WTP]* . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $100
$150______$_________
Custom Lead Qualifiers [CC]* (complete page 2) . . . . . . . . . . . . . . . . . . . . . . . $95
$125______$_________
Pre-Show Mailing List Only
2013 Pre-Show Mailing List (includes addresses and emails) . . . . . . . . . . . . $375
N/A______$_________
A Post Show list will be sent automatically on a complimentary basis on May 8, 2013
*For use with DirectLeadTM Mobile Handheld and Handheld Touch
Total: $_________
MARKETING PACKAGE ORDER FORM continued
License Agreement and Equipment Contract
Mailing List License Agreement
As an exhibitor you may order an attendee list and benefit from exhibiting at the HSMAI’s MEET Mid-America Conference. Use of
the mailig list is meant to facilitate your company’s pre-show and or post-show marketing efforts. The data will be provided in an Excel Spreadsheet. This License Agreement allows for the multiple use of the mailing list for six months following the date of purchase.
The mailing list may not be reproduced or distributed to any other organization, individual or instutution without the expressed
written consent of J. Spargo & Associates, Inc. Exhibitor records are not available for purchase. This offer is valid to HSMAI’s MEET
Mid-America Conference exhibitors only. Publishers, competing organizations, associations and producers of trade shows, conferences and professional meetings are excluded from this offer.
 Please check the box and sign below that you have read and understood the terms of this agreement
Signature______________________________________________________________________________________
Lead Retrieval Equipment Usage Agreement
All equipment is the sole responsibility of the exhibitor during the rental period. The rental period ends 1 hour past the close of the
posted exhibit hall hours. Equipment damaged or not returned is subject to an additional charge up to $2,500.00 per unit. This
charge may be imposed, without further notice, to the credit card on file. Your signature authorizes your credit card to be charged
for the total payment due. JS&A reserves the right to charge the correct amount if different from the total listed above. Your order
must be submitted on or prior to the discount deadline to receive the discounted rate.
 Please check the box and sign below that you have read and understood the terms of this agreement
Signature______________________________________________________________________________________
Payment Method:
Cancellation of order is subject to a $50.00
administrative fee.
 Check made payable to: J. Spargo & Associates, Inc.
No refunds after April 19, 2013 or once mailing list has
been sent.
 Visa  MasterCard  American Express
Card Number: _______________________________________ Total: $______________
Exp. Date: ________________ Name on Card: _________________________________
Signature: ________________________________________________________________
(Signature Required)
You will be charged up to $2,500.00 per unit damaged
or not returned.
Units must be picked up at the Lead Retrieval Counter.
No credit issued for unit(s) not picked up.
Please allow 1-3 business days to receive confirmation
of your order.
All mailing lists will be provided via email in an excel
spreadsheet.
Order by Mail or Fax
11208 Waples Mill Rd., Suite 112, Fairfax, VA 22030
Phone: 703-995-1800 • Fax: 703-562-9047
Order Online
https://www.directlead.com/order/midamerica13
CUSTOMIZED LEAD QUALIFIERS ORDER FORM
Company Name:_______________________________________________________________________________________
Contact Name:______________________________________________________ Booth #:___________________________
Please type or clearly print your Custom Lead Qualifiers below. Qualifiers are limited to 18 characters per line.
Sample Lead Qualifiers
Custom Lead Qualifiers
By 3/25/13 �� $95
• Send Brochure
After 3/25/13�� $125
• Add to Mailing List
• Have Sales Rep Call
• Have Tech Rep Call
• Immediate Interest
1._____________________________________________________________
2._____________________________________________________________
3._____________________________________________________________
4._____________________________________________________________
• Need Demonstration
5._____________________________________________________________
• Send Price List
6._____________________________________________________________
• Send Proposal
7._____________________________________________________________
• Purchasing Authority
8._____________________________________________________________
• Current Customer
9._____________________________________________________________
• Distributor
10._____________________________________________________________
• Reseller
11._____________________________________________________________
• End User
12._____________________________________________________________
• Government
• Corporate / Civilian
• < 5K Budget
• 5 - 10K Budget
• 10 - 25K Budget
• 25 - 50K Budget
• > 50K Budget
13._____________________________________________________________
14._____________________________________________________________
15._____________________________________________________________
16._____________________________________________________________
17._____________________________________________________________
18._____________________________________________________________
19._____________________________________________________________
20._____________________________________________________________
11208 Waples Mill Road, Suite 112, Fairfax, VA 22030
Phone: 703-995-1800 • Fax: 703-562-9047
Email: [email protected]
ORDER ONLINE: https://www.directlead.com/order/midamerica2013
Exhibitor Services
Dear HSMAI’s MEET Mid-America 2013 Exhibitor:
This Exhibitor Service Kit details important information to allow Valley Expo & Displays, Show Decorator, to
help ensure your success at the HSMAI’s MEET Mid-America 2013, at the Navy Pier, April 23 - 24, 2013.
VALLEY ONLINE ORDERING
For your convenience Valley Expo & Displays offers online ordering.
You can order your Valley services, view show schedule, and review your account information.
To place online orders you will be required to enter your unique Login User and Password.
Once your show is available online you will receive an email which will include a direct link and
your login information to Valley Expo & Displays online ordering. Click on the link to be directed
to our website and begin ordering.
If you do not have a Login User and password, visit www.valleyexpodisplays.com. Click on
“Register and get your Password Here” to request your online credentials. Fill out the required
information and submit.
Once your request is processed you will receive an email with your login information.
HELPFUL HINTS
Order early and take advantage of the advance pricing to receive discounted rates.
Ship early to avoid delays. Shipments arriving late at show site will cost you money, time and
business.
Please read each form carefully, and return them to the address shown on each form. Other suppliers
may be used for some services (i.e. electrical) and orders with payment should be sent separately to
them for those services.
Valley Expo & Displays does not take orders over the phone. All orders must be entered online
(www.valleyexpodisplays.com), faxed (815-873-1544) or, emailed ([email protected]).
Valley Expo & Displays will accept no orders without payment in full.
Please contact our Exhibitor Services Department at
877.332.4292, with any questions you may have.
Thank you for your business and we look forward to seeing you at the show!
Page 1 of 59
FAX: 815.873.1544
GENERAL
SHOW
INFORMATION
ADVANCED PRICE DEADLINE:
April 8, 2013
Valley Expo & Displays is the official general service contractor for this event. We will have
clearly identifiable representatives on the show floor during set up to answer your questions. Prior
to set up, please direct your questions to our exhibitor services department in our main office
listed below. Our goal is to help you make your participation in this event a success!
This Exhibitor Information Packet contains shipping instructions for this event. You can
guarantee a smooth installation by completing these forms and sending them with
payment to Valley Expo & Displays as soon as possible.
Please read each form carefully, and return them to the address shown on each form.
Sometimes other suppliers are used for some services (i.e.: electrical), and orders with payment
should be sent separately to them for those services.
Please note: We strongly recommend that you pay for your services in advance using a credit
card. This allows your representative at the show site to order additional needed furniture and
equipment without having to arrange for payment on the show floor. Valley Expo & Displays will
accept no orders without payment in full.
Official
Contractor:
4950 American Road
Rockford, IL 61109
Phone: (877) 332-4292
Fax:
(815) 873-1544
Email: [email protected]
Booth Package: A standard 10;x 10’ booth will include:
Green/Silver/White/Silver/Green 8’ Back Drape and Green 3’ Side Drape
(1) 6’ Silver Skirted Table
(1) Wastebasket
(1) Pepper Booth Carpet
(1) 7” x 44” Identification Sign
Your exhibit area is NOT carpeted with facility carpet. Aisle are carpeted in pepper color carpet.
Additional equipment and services may be ordered using the attached forms.
Important Schedule Information:
Schedule is tentative and subject to change
Advance Price Deadline:
Monday
April 8, 2013
Exhibitor Move In:
Monday
Tuesday
April 22, 2013
April 23, 2013
1:00PM - 5:00PM
7:30AM - 11:30AM
Show Hours:
Tuesday
April 23, 2013
Wednesday April 24, 2013
1:30PM - 4:00PM
12:30PM - 2:30PM
Exhibitor Move Out:
Wednesday April 24, 2013
2:30PM - *6:00PM
*Carriers must check in by 4:30PM
All the information you need is contained on the attached forms. If at any time you have
questions, please call our Exhibitor Services Department at (877) 332-4292.
Page 2 of 59
RECAP OF
COST &
PAYMENT
FAX: 815.873.1544
One copy of this form with your credit card information, and all applicable order forms must be
forwarded to Valley Expo & Displays at the address below. Advance prices apply only to orders received with payment in full by
the advance price deadline date listed on the General Show Information sheet. All orders received afterward, or at the show site
will be subject to floor rates. We cannot accept phone orders, however, you may fax your order to us, provided we have your
complete, valid credit card information. No invoice or statement will be issued.
BOOTH NUMBER:
April 8, 2013
For your convenience, when you pay with a credit card, any additional charges incurred for equipment and services by your show
site representative will be billed to your card. In any event, no services will be rendered until payment in full has been received.
COMPANY NAME:
Exhibitors who have applied for special billing considerations, and to whom credit is extended agree to pay as a service charge 1 1/2% per month (18% per annum) and to pay all costs of collection, including a reasonable attorney’s fee on all charges not paid
within 30 days of invoice date. Payment for labor and services ordered by the exhibitor, their display house or other third parties is
the responsibility of the exhibitor. The undersigned (jointly or severally) hereby does primarily and unconditionally guarantee the
payment and discharge at maturity of each and every obligation incurred by this designate or assigns (display house or third party
agent) in such transaction and agrees in the event of default by such third party of any such obligation to pay and otherwise make
good on demand by Valley Expo & Displays or its assigns at any time thereafter, any sums and obligations then owing by the
exhibitor to Valley Expo & Displays. 50% Surcharge on all refunds. No refunds will be issued after 14 days from the last day
of the event. NO EXCEPTIONS!
Please complete all the blanks below:
SERVICES AND EQUIPMENT ORDERED
$_______________
$_______________
$_______________
$_______________
$_______________
$_______________
$_______________
$_______________
$_______________
$_______________
Booth Furniture Order Form
Booth Carpet Order Form
Freight Handling Order Form
Forklift Service Order Form
Portable/Modular Display Rental Order Form
Event Labor Order Form
Booth & Exhibit Porter Service Order Form
Plant & Floral Order Form
Sign & Banner Order Form
TO RECEIVE WRITTEN CONFIRMATION OF ORDER (add $5.00)
$
Total Now Due
Please provide the following information so we may credit your account properly.
Company Name
Booth #
Address
City & State
E-Mail Address
Name (please print)
Phone
Date
Zip
Fax
___ Visa
MC
Amex
Card Number
Exp. Date ___/___ CVC2
(SIGNATURE REQUIRED BELOW ON ANY CREDIT CARD CHARGES)
X
Cardholder Signature
Cardholder's Name (please print)
Please retain copies of all paperwork...no invoices or receipts will be mailed unless requested above.
Page 3 of 59
FAX: 815.873.1544
THIRD
PARTY
BILLING
This form is to be used if you wish to have a Third Party handle your display, and be billed for
services.
BOOTH NUMBER:
The Recap of Costs Payment Form should be completed by the Third Party to be billed for
services, however, we must also be provided with the Exhibiting Company’s credit card
information below for our files. Unless otherwise requested, all charges incurred will be billed
to the Third Party.
All information below must be completed by the respective parties:
Third Party Information
Exhibiting Company Information
Third Party
Exhibiting Company
Billing Address
Billing Address
City
State
Phone
Fax
Zip
City
State
Phone
Fax
COMPANY NAME:
It should be understood that the Exhibiting Company is ultimately responsible for payment of
charges. If your Third Party does not pay all charges in full before the end of the show, all
charges will revert to the exhibiting company, due on receipt.
Zip
x
x
Authorized Signature
Authorized Signature
————————————————————————————————————
Print Authorized Name
————————————————————————————————————
Print Authorized Signature
_________________________________________
EMAIL ADDRESS
EMAIL ADDRESS
____
Please indicate any services that should not be billed to the Third Party:
Exhibiting Company’s credit card information:
___ Visa ___ MC ___ Amex
___/___ Exp. Date
CVC2
Account #: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___
X
Cardholder’s Signature
Cardholder’s Billing Address
Print Cardholder’s Name
City
State
Zip
Third Party billing cannot be arranged without the Exhibiting Company’s complete credit card information!
Page 4 of 59
EXHIBITOR
APPOINTED
CONTRACTOR
FAX: 815.873.1544
AUTHORIZATION FORM
BOOTH NUMBER:
NAME OF SHOW
COMPANY NAME
ADDRESS
(STREET)
(CITY)
FAX #
ORDERED BY
TITLE
SIGNATURE
(STATE)
(ZIP)
COMPANY NAME:
PHONE #
DATE
E-MAIL ADDRESS
If your company plans to use a contractor, which is not the official service contractor as designated by Show Management, please complete this form and mail to the address listed above.
Company Name:
Booth No:
Contact At Show:
Exhibitor Appointed Contractor:
Address of Contractor:
Type of Service to be performed:
Inform your Exhibitor Appointed Contractor that they must send a copy of their General Liability Insurance Certificate no later than 30 days prior to the first day of exhibitor move-in or they will
not be permitted to service your exhibit.
It is the responsibility of the exhibitor to see that each representative of an Exhibitor Appointed
Contractor abides by the official rules and regulation of this event.
Page 5 of 59
FAX: 815.873.1544
OFFICIAL
CONTRACTORS
INFORMATION
EXHIBITOR APPOINTED CONTRACTORS
Exhibitors may employ the service of independent contractors to install and dismantle their display, providing the
Exhibitor and the installation and dismantling contractor comply with the following requirements:
COMPANY NAME:
1. The exhibitor must notify Show Management and Valley Expo & Displays of the intention to utilize an independent
contractor no later than 30 days prior to the first day of move-in, furnishing the name, address and telephone
number of the firm.
2. The Exhibitor shall provide evidence that the Exhibitor Appointed Contractor has proper certificates of insurance
with at least the minimum as described below, unless Show Management requires more.
a. Comprehensive General Liability not less than $1,000,000 with respect to injuries to any one person in an
occurrence.
b. $2,000,000 with respect to injuries to more than one person in any occurrence.
c. Workers’ Compensation Insurance including employee liability coverage in the minimum amount not less than
$1,000,000 of individual and/or aggregate coverage and/or statutory limitation.
d. Valley Expo & Displays, J. Spargo & associates, Inc., HSMAI, and the Navy Pier must be named as
additional insureds.
3. The exposition floor, aisles, loading docks, service and storage areas will be under the control of the Official Service Contractor, Valley Expo & Displays.
4. For services such as electrical, plumbing, telephone, and cleaning and drayage, no contractor other than the Official Service Contractor will be approved. This regulation is necessary of licensing, insurance, and work done on
equipment and facilities owned by parties other than the Exhibitor. Exhibitors shall provide only the material and
equipment they own and is to be used in their exhibit space.
5. The Exhibitor Appointed Contractor:
a. Must agree to abide by all rules and regulations of the show, as outlined in this exhibitor kit, including all union rules and regulations.
b. Will share with Valley Expo & Displays all reasonable costs related to its operation, including but not limited to
overtime pay for stewards, restoration of exhibit space to its initial condition.
c. Must furnish Show Management and Valley Expo & Displays with the names of all on-site employees who will
be working on the exposition floor and see that they have and wear at all times necessary identification
badges as determined by Show Management.
d. Shall be prepared to show evidence that it has a valid authorization from the Exhibitor for services.
The exhibitor Appointed Contractor may not solicit business on the exhibit floor.
e. 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 building. The show aisles and public space are not a part of the
Exhibitor’s booth space and must be kept clear.
f. Shall provide, if requested, evidence to Valley Expo & Displays that it possesses applicable and current labor
contracts and must comply with all labor agreements and practices. The Exhibitor Appointed Contractor must
not commit or allow to be committed by persons in its employment any acts could lead to work stoppages,
strikes, or labor problems.
g. Must coordinate all of its activities with Valley Expo & Displays.
h. Must comply with all reasonable rules and regulations of the venue, Show Management and Official Service
Contractor in order to create a safe work environment. A failure to do so can result in a delay or termination
of your right to continue if the condition cannot be corrected.
6. All information must be received by Valley Expo & Displays’ office no later than 30 days prior to the first day of
move-in.
BOOTH NUMBER:
Page 6 of 59
BOOTH
FURNITURE
FAX: 815.873.1544
Orders with payment in full must be received by April 8, 2013, for Advance Prices.
All orders subject to availability of equipment. Prices include delivery to booth, set up and removal. All equipment
remains property of Valley Expo & Displays. No orders will be accepted without payment in full. Orders refused
after delivery to booth will be subject to a 100% service charge. Thank you for your order!
Skirting Color Selection:
BOOTH NUMBER:
April 8, 2013
□Blue □White □Gold □Green □Black □Burgundy □Red □Teal □Silver □Purple
Skirted Tables
Quantity
Advance
Floor
$
$
116.65
137.30
$
$
151.70
176.85
8' L x 30" H
$
152.95
$
197.25
4' L x 42" H
$
144.95
$
186.85
6' L x 42" H
$
173.90
$
224.50
8' L x 42" H
$
185.55
$
241.30
Plain Tables
Quantity
Advance
Floor
4' L x 30" H
6' L x 30" H
8' L x 30" H
$
$
$
80.55
101.10
116.70
$
$
$
104.75
129.90
150.15
4' L x 42" H
$
103.55
$
139.85
6' L x 42" H
8' L x 42" H
30" x 13' Skirting Only (4th Side)
42" x 13' Skirting Only (4th Side)
White Table Vinyl, 8' Long
$
$
$
$
$
137.80
159.35
46.90
55.15
12.85
$
$
$
$
$
177.50
198.65
61.00
71.70
16.75
Cocktail Tables
Quantity
30" Round, 30" High
30" Round, 42" High
Chairs
Advance
$
$
Quantity
Folding Chair
Black Contour Chair
Padded Arm Chair
Bar Stool with Back
Miscellaneous
Tripod Adjustable Easel
Wastebasket
Garment Rack
3' Drape (Side) per LnFt
8' Drape (Back) per LnFt
Literature Stand
Table Riser 1' x 1' x 4 White Skirted
Posterboard 4' x 8' Horizontal/Vertical (circle one)
*6' Full View Showcase w/lights, locks, 2 shelves
*Showcase not available at showsite
181.10
187.75
Floor
$
$
Advance
$
$
$
$
Quantity
30.70
63.40
90.20
95.80
Advance
$
$
$
$
$
$
$
$
$
45.10
16.65
78.35
13.30
14.90
115.85
35.15
144.05
522.85
Total
Total
39.95
82.50
115.70
124.55
Floor
$
$
$
$
$
$
$
$
$
Total
235.35
244.05
Floor
$
$
$
$
COMPANY NAME:
4' L x 30" H
6' L x 30" H
Total
Total
58.55
21.60
101.85
17.25
19.35
150.55
45.70
187.25
679.70
Subtotal
8% Rental Tax
Order Total
Page 7 of 59
BOOTH
CARPET
FAX: 815.873.1544
Orders with payment in full must be received by April 8, 2013, for Advance Prices. All orders
subject to availability of equipment. Prices include delivery to booth, set up and removal. All equipment remains
property of Valley Expo & Displays. No orders will be accepted without payment in full. Orders refused after
delivery to booth will be subject to a 100% service charge. Thank you for your order!
BOOTH NUMBER:
April 8, 2013
Standard carpet rental includes installation, front edge taping and pickup at the close of the show. If carpet is ordered
in multiples of two or more, the carpets are not guaranteed to be a color match. Carpet orders received without
color indicated will receive Foreman’s choice.
Carpet Color Selection:
□Blue □Green □Black □Burgundy □Red □Gray
Quantity
Advance
Floor
Total
9' x 10'
$
164.40
$
217.45
9' x 20'
$
324.10
$
419.80
9' x 30'
$
477.70
$
621.00
LnFt $
1.20
$
1.55
Additional taping per foot
COMPANY NAME:
Standard Carpet
Carpet price includes taping front aisle edge only
Custom Carpet - Booths Larger than 30'
Carpet Size
_______ x ________
Quantity
=
Advance
SqFt $
Floor
3.15
$
Total
4.10
Custom size booth carpet is available in 10' widths only. This carpet is cut specifically to your booth measurements. Rental includes installation,
all necessary taping, and pick up at the close of the show. Include a layout for carpet installation if your carpet is different from your booth size. If
you require additional carpet to cover steps, skids, or display fixtures, please include a floorplan and a quotation will be forwarded to your before
we proceed.
Luxury Booth Carpet
Carpet Size
_______ x ________
Quantity
=
Advance
SqFt $
Floor
3.40
$
Total
4.45
This luxurious carpet is cut specifically to your booth measurements. Rental includes installation, all necessary taping, plastic covering for your
protection and pickup at the close of the show. Include a layout for carpet installation if your carpet is different from your booth size. If you require additional carpet to cover steps, skids, or display fixtures, please include a floorplan and a quotation will be forwarded to your before we
proceed. Purchase options are available. Samples are available upon request.
Foam Padding and Visqueen
Quantity
Advance
Floor
Total
Padding
SqFt $
1.25
$
1.60
Visqueen
SqFt $
0.70
$
0.90
Subtotal
8% Rental Tax
Order Total
Page 8 of 59
FAX: 815.873.1544
SHIPPING
INFORMATION
Please read this information carefully, and call us if you have questions.
Freight Handling Charges: Valley Expo & Displays is prepared to receive your freight in advance at one of our
warehouse locations, or directly at the show site. All shipments must be sent prepaid; collect freight shipments
will be refused. Valley Expo freight handling charges are based on incoming weight, rounded up to the nearest 100
lbs. For rates and schedule information that apply to this convention, please refer to the Freight Handling Order
Form.
Advance Shipments: A.
B.
C.
D.
Receiving at our warehouse up to 30 days prior to the first day of move in
Delivery to your exhibit booth
Storage of empty containers, and return of empty containers to your booth
Reloading freight for outbound shipping
BOOTH NUMBER
YRC FREIGHT
Direct Shipments to the Show Site:
BOOTH NUMBER
NAVY PIER
600 EAST GRAND AVE
CHICAGO, IL 60611
First day freight will be accepted at advance location: 3/22/13
Last day freight will be accepted: 4/18/13
A.
B.
C.
D.
Receiving at the show site, and delivery to your exhibit booth
Storage of empty containers
Return of empty containers to your booth
Reloading for outbound shipment
Do not send shipments to arrive in advance of 4/22/13 to the
show site. The facility has no means of storage, and will refuse your
shipment.
Days freight will be accepted at show site: 4/22/13; 1:00PM - *5:00PM
4/23/13; 7:30AM - *11:30AM
*Drivers must check in by 4:00PM on 4/22 and by 10:30AM on 4/23
Authorization To Provide Freight Services: By completing the Freight Handling Order Form, it is understood that Valley Expo
& Displays and its subcontractors do not automatically insure materials, that insurance, if any, shall be arranged by the Exhibitor
and the amounts payable to Valley Expo & Displays for drayage services are based on the value of the material handling services
and the scope of Valley Expo & Displays liability as herein set forth. The amounts payable to Valley Expo & Displays are unrelated
to the value of the Exhibitor’s property being handled by Valley Expo & Displays or its subcontractor. It is impractical and
extremely difficult to fix the value of each shipment handled by Valley Expo & Displays or its subcontractors. It is agreed therefore
that if Valley Expo & Displays or its subcontractors should be found liable for loss or damage to Exhibitor’s materials, the liability
shall be limited to the specific article that was physically lost or damaged. Such liability shall be limited to a sum equal to 30 cents
per pound per article, with a maximum liability of $500 per item, or $1,000 per shipment, whichever amount shall be less, as
agreed upon damages bit as a penalty, and such agreed upon damages shall be the Exhibitors exclusive remedy. Exhibits left on
exhibit floor without return instructions will be returned to our warehouse and held for disposition at an additional charge. Valley
Expo & Displays will not be responsible for condition, count or content until such time as exhibits or materials are picked up for
removal after the close of the exhibition
Make certain all your material is properly insured against fire, theft and all hazards while in transit to and from your booth and for
the duration of the exhibition.
The Freight Handling Order Form must be completed and returned with payment to
Valley Expo & Displays before exhibit freight can be handled!
Carrier_______________________________________
Number______________of______________pieces
Carrier_______________________________________
Number______________of______________pieces
YRC TRANSPORTATION
YRC TRANSPORTATION
BOOTH NUMBER
BOOTH NUMBER
EXHIBITING COMPANY
SHOW NAME
C/O
TO:
ADVANCE SHIPMENT
SHOW NAME
EXHIBITING COMPANY
ADVANCE SHIPMENT
FROM:
EXHIBITOR MATERIAL
EXHIBITOR MATERIAL
C/O
TO:
FROM:
RUSH
RUSH
Page 9 of 59
Carrier_________________________________________
Number____________of______________pieces
Carrier________________________________________
Number____________of_____________pieces
April 22, 2013; 1:00PM – 5:00PM
April 23, 2013; 7:30AM – 11:30AM
NAVY PIER
FESTIVAL HALL B
600 E. GRAND AVENUE
CHICAGO, IL 60611
April 22, 2013; 1:00PM – 5:00PM
April 23, 2013; 7:30AM – 11:30AM
NAVY PIER
FESTIVAL HALL B
600 E. GRAND AVENUE
CHICAGO, IL 60611
BOOTH NUMBER
BOOTH NUMBER
EXHIBITING COMPANY
SHOW NAME
C/O
TO:
DIRECT SHIPMENT
SHOW NAME
EXHIBITING COMPANY
DIRECT SHIPMENT
FROM:
EXHIBITOR MATERIAL
EXHIBITOR MATERIAL
C/O
TO:
FROM:
RUSH
RUSH
Page 10 of 59
Page 11 of 59
Exhibit Services
Simply reliable success
Page 12 of 59
The show must go on
YRC is ready to customize
transportation solutions for any
exhibit shipment, any size load.
With increased reliability, quality
and speed, YRC gives you the
freedom to choose the level
and speed of service most
appropriate for your shipment.
YRC offers Guaranteed Precision,™
Expedited Precision™ and Sealed
Exhibit™ security. Specialized
Solutions™ and caravan services
deliver efficient transportation from
show to show.
And so will your business, with the confidence to focus on your
customers, not the whereabouts of your tradeshow booth. YRC
is the first and only provider to offer customers a free inbound
guarantee.* Be confident your booth will arrive on time with YRC.
Gain the on-site advantage
Move in, set up and move out. It’s simple when you work with
the exhibit experts. YRC professionals are at the big trade
shows, ensuring your materials arrive on time and depart
quickly – so you don’t miss the next tradeshow deadline.
Secure success
YRC guarantees safe delivery with our patented Sealed Exhibit™
protection and security solution. Pay for only the space your
shipment occupies. Your exhibit is sealed behind a locked partition
and is protected from pickup through delivery to the show site.
Shipment visibility provides
additional peace of mind. Enjoy
* Subject to applicable tariffs and Rules and Conditions publications.
the transportation management
tools on my.yrc.com, and gain
online control of your shipment
from start to finish.
Be Confident. It’s a YRC Delivery.™
yrc.com | 800.531.EXPO (3976)
[email protected]
Copyright ©2010 YRC Inc. Printed in U.S.A. YRC-014 6/10
Page 13 of 59
FAX: 815.873.1544
INBOUND
SHIPPING TIPS
Valley recommends that exhibit materials be shipped to the
warehouse address published in this kit rather than directly to
the Hotel.
Freight arriving directly at the hotel will either be diverted to
the warehouse, or held for Valley to deliver to the appropriate
exhibit booth on the first day of set up. Published rates will
apply for this service.
COMPANY NAME:
Storage space is limited at the hotel and current union
jurisdictions prevent hotel personnel from delivering material
to exhibit booths.
BOOTH NUMBER:
Any questions regarding shipping or pre-planning can be
directed to Valley Customer Service at 815.873.1500.
Thank You,
Page 14 of 59
FREIGHT
HANDLING
FAX: 815.873.1544
This Freight Handling Form must be completed and returned with payment to Valley Expo & Displays before your freight
will be handled.
Immediately upon shipping, please forward a copy of your freight bill of lading to us. Exhibitor shipments by carriers not giving delivery receipts
or bills of lading, such as UPS, FedEx or US Postal Service, will be accepted and delivered to your booth space with no guarantee of piece count
or condition. No liability whatsoever will attach to Valley Expo & Displays for those shipments. Valley Expo & Displays assumes no liability for
lost or damaged items stored during any event.
COMPANY NAME
BOOTH #
ADDRESS
CITY
FAX
STATE
ZIP
E MAIL ADDRESS
AUTHORIZED SIGNATURE
COMPANY NAME:
PHONE
PRINT AUTHORIZED NAME
NAME OF FREIGHT CARRIER
FREIGHT HANDLING SERVICES
Crated:
Special Handling:
Uncrated:
Straight Time :
Overtime:
Double Time:
BOOTH NUMBER:
Material that is skidded or is in any type of shipping container that can be unloaded a the dock with no additional handling required.
Material delivered by a carrier in such a manner that it requires additional handling, such as ground unloading, stacked or constricted
space unloading, designated piece unloading, shipment integrity, alternate delivery location, loads mixed with pad wrapped material,
carpet and/or pad only shipments, no documentation and shipments that require additional time, equipment or labor to unload.
Federal Ex press, UPS, Airborne Express & DHL are included in this category due to their delivery procedures.
Material that is shipped loose or pad-wrapped, and/or skidded machinery without proper lifting bars or hooks.
8:00 AM to 4:30 PM Monday through Friday
4:30 PM to 8:00 AM Monday through Friday; All day Saturday
All day Sunday and Holidays
(Overtime/Double Time will be applied to all freight received at the warehouse and/or show site that must be moved
into or out of booth during above listed times)
DESCRIPTION
PRICE PER CWT 200 LB. MIN.
RATE CLASSIFICATIONS:
Warehouse Shipment (200 lb. Minimum)
Crated or Skidded Shipment
Special Handling Shipment
Showsite Shipment (200 lb. Minimum)
Uncrated or Pad Wrapped Shipment
Small Package - Maximum weight is 50 lbs. per shipment*
First Carton
Each Additional Carton
$ 119.95
$ 137.60
$ 239.90
$ 275.20
$ 104.60
$ 133.30
$ 163.90
$ 209.20
$ 266.60
$ 327.80
x Weight
=
Estimated Charges
$ 52.55
$ 12.65
*A small package shipment is a shipment totaling any number of pieces with a combined weight not to
exceed 50 lbs. that is received on the same day, from the same shipper and delivered by the same carrier.
Mobile Unit
ADDITIONAL SURCHARGES (In addition to the above rates)
Shipment Delivered after Deadline Date
Warehouse Shipment after 4/18/13
Showsite Shipment after 4/23/13
Small Package - First Carton
Small Package - Each Additional Carton
Overtime Charge - Inbound/Outbound Monday-Friday & Saturday
Double Time Charge - Inbound/Outbound Sunday & Holidays
$ 183.15
$ 23.95
$ 23.20
$ 10.55
$ 2.60
$ 30.00
$ 34.45
$ 41.00
$
$
$
60.00
68.90
82.00
$ 59.95
$ 68.85
$ 82.00
$ 119.90
$ 137.70
$ 164.00
Total
Outbound shipments from your booth: Exhibitor routings on outbound shipments will be honored when possible. However, we reserve the right to reroute as necessary. All outbound shipments must be tendered with a Bill of Lading. If you prefer to assign your own carrier to handle outbound shipping, you must have your carrier check-in by the designated time. Copies of any
outbound shipping forms should be left at our service desk. In the event the designated carrier fails to pick up by the specified time, such shipments will be rerouted by Valley Expo & Displays.
Specified (freight force) time can be obtained at the Valley Expo & Displays Service Desk or by calling customer service.
In any event, do not simply abandon your freight! Our representative on site must be given the appropriate paperwork and outbound shipping instructions
49
Page 15 of 59
FAX: 815.873.1544
FREIGHT SERVICE
QUESTIONNAIRE
ALL EXHIBITORS SHIPPING FREIGHT
MUST RETURN THIS FORM
1. Estimate total number of pieces being shipped:
BOOTH NUMBER:
6. What is the minimum number of days required to
set your displays?
Crated
Uncrated
Total
7. What is the weight of the single heaviest piece
that must be lifted?
Lbs.
2. Indicate total number of trucks in each category
that you will use:
Van Line
Common Carrier
COMPANY NAME:
Machinery
8. What is the total weight of your exhibit or equipment being shipped?
Lbs.
Flatbed
Company Truck
9. Is there any special handling equipment required
to unload your exhibit materials, i.e. extended
forklift blades, special slings, lifting bars, etc.?
Overseas Container
3. List carrier name(s):
4. If using a Customs Broker, please print name:
It is the responsibility of the Exhibitor to provide
proper special handling instructions. Failure to
provide these instructions will result in the
elimination of any liability for loss or damage by
Valley Expo & Displays.
DIRECT SHIPMENTS ONLY:
Phone
1. What date and time are you scheduling your
shipment(s) to arrive on-site?
5. Print the name of person in charge of your movein:
Phone
Page 16 of 59
FAX: 815.873.1544
FREIGHT
SERVICES
As the official service contractor, Valley Expo & Displays is the exclusive provider of freight services. Material handling includes unloading your exhibit material, storing
up to 30 days in advance at the warehouse address, delivering to the booth, the handling of empty containers to and from storage, and removing of material from cost to
transport your exhibit material to and from the convention or event. You have two options for shipping your advance freight—either to the warehouse or directly to show
site (if applicable).
Shipping to the Advanced Warehouse
 We may accept freight up to 30 days prior to show move-in. Please check the Freight Handling page for specific dates.
 To ensure timely arrival of your materials at show site, freight should arrive by the deadline date listed on the Shipping Information page.
BOOTH NUMBER:
Your freight will still be
received after the deadline date, but additional charges will be incurred.
Shipping to Show Site
 Please refer to the Shipping Information page for the specific dates and times direct freight will be accepted.
 All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight.
 Certified weight tickets must accompany all shipments.
COMPANY NAME:
 The warehouse will receive shipments Monday through Friday, except holidays.
 The warehouse will accept crates, cartons, skids, trunks/cases and carpets. Loose or pad-wrapped material must be sent directly to show site.
 All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight.
 Certified weight tickets must accompany all shipments.
 Warehouse freight will be delivered to the booth prior to exhibitor setup.
 Please call our Exhibitor Services Department at 877.332.4292 if you want to ship oversized material that requires special equipment to the warehouse.
Prepaid or Collect Shipping Charges
 Collect shipments will be returned to the delivery carrier.
 To ensure that your freight does not arrive collect, mark your bill of lading “prepaid”.
 “Prepaid” designates that the transportation charges will be paid by the exhibitor or a third party.
Labeling Your Freight
 The label should contain the exhibiting company name, the booth number and the name of the event.
 The specific shipping address for either the advance warehouse or show site is located on the Shipping Information page.
Estimating Material Handling Charges
 Charges will be based on the weight of your shipment.
Each shipment received is considered separately. The shipment weight will be rounded to the next 100 lbs.
Each 100 lbs. is considered one “cwt” (one hundred weight). All shipments are subject to reweigh.
 On the Freight Handling order form, select whether the freight will arrive at the warehouse or be sent directly to show site (if applicable).
 Next, select the category that best describes your shipment. There are three categories of freight:
Crated: material that is skidded or is in any type of shipping container that can be unloaded at the dock with no additional handling required.
Special Handling: material delivered by the carrier in such a manner that it requires additional handling, such as ground loading, stacked or
constricted space, unloading, designated piece unloading, loads mixed with pad-wrapped material, loads failing to maintain shipping integrity,
carpet or labor to unload. Federal Express and UPS are included in this category due to their delivery procedures.
Uncrated: material that is shipped loose or pad-wrapped, and/or unskidded machinery without proper lifting bars or hooks.
 Add overtime charges for inbound if material is delivered to the booth during the overtime period. This includes both warehouse and show-site shipment.
 Add overtime charges for outbound if material is loaded onto the outbound carrier during the overtime period.
 Add the late delivery charge listed on the Freight Handling order form if material is loaded onto the outbound carrier during the overtime period.
 Add the late delivery charge listed on the Freight Handling order form if the shipment is accepted at the warehouse or at show site after the deadline date.
 Shipments received without receipts or freight bills, such as UPS and Federal express, will be delivered to the booth without guarantee of piece count or condition.
Empty Containers
 Pick up “Empty Labels” at “Exhibitor Services”.
Place a label on each container. Labeled containers will be picked up periodically and stored in a non-accessible
storage during the show.
 At the close of the show, the empty containers will be returned to the booth in random order.
Depending on the size of the show, this process may take several
hours.
Protecting Materials
 Consistent with trade show industry practices, there may be a lapse of time between the delivery of your shipment(s) to your booth and your arrival.
The same is true
for the outbound phase of the show-time between your departure and the actual pickup of your materials. During these times, your materials will be left unattended.
We recommend that you arrange for a representative to stay with your materials or that you hire security services to safeguard your materials.
Shipping Materials After the Close of Show
 Each shipment must have a completed Bill of Lading in order to ship materials from the show.
All pieces must be labeled individually. Bill of Ladings are available at
Exhibitor Services at show site.
 After materials are packed, labeled and ready to be shipped, the completed Bill of Lading must be turned in at Exhibitor Services.
Do not leave this in your booth with
your shipment.
 Call your designated carrier with pick-up information.
Please refer to the General Information page for specific dates and times. In the event your carrier fails to show
on final move-out day, your shipment will be rerouted to Valley Expo & Displays’ carrier of choice at exhibitor’s expense.
 For your convenience, the show-recommended carrier may be on site to handle outbound transportation.
Page 17 of 59
FAX: 815.873.1544
SPECIAL
HANDLING
Special handling applied to shipments that are loaded by cubic space and/or packed in such a manner as to require
additional labor/handling, such as ground loading, constricted space loaded, designated piece unloading, carpet/pad only
shipments or stacked shipments. Also included are shipment integrity, alternate delivery locations, mixed shipments and
shipments without individual bills of lading. Shipments loaded in this manner require additional time, labor, or equipment to
unload, sort and deliver.
BOOTH NUMBER:
Ground Loading/Unloading
Vehicles that are not dock height, preventing the use of loading docks, such as U-hauls, flat bed trailers, double drop trailers, company
vehicles with trailers that are not at dock level, etc.
Designated Piece Loading/Unloading
Drivers that require the loading crew to bring multiple pieces of the freight to the rear of the trailer to select the next piece, having to remove freight from the trailer then reload to fit the trailer that must be loaded in a sequence to ensure all items fit.
COMPANY NAME:
Constricted Space Loading/Unloading
Trailer loaded “high and tight” shipments that are not easily accessible. Freight is loaded to full capacity of trailer—top to bottom, side to
side. One example of this is freight loaded down one side of a trailer that must be by-passed to reach target freight.
Stacked Shipments
Shipments loaded in such a manner requiring multiple items to be removed to ground level for delivery to booth. Stacked or “cubed out”
shipments, loose items placed on top of crates and/or pallets constitute special handling.
Shipment Integrity
Shipment integrity involves shipments on a carrier that are intermingled, or delivered in such a manner that additional labor is needed to
sort through and separate the various shipments on a truck for delivery to our customers.
Alternate Delivery Location
Alternate Delivery Location refers to shipments that are delivered by a carrier that requires us to deliver some shipments to different levels
in the same building or to other buildings in the same facility.
Mixed Shipments
Mixed shipments are defined as shipments of mixed crated and uncrated goods, where the percentage of uncrated is minimal and does
not warrant the full uncrated rate for the shipment, but does require special handling. Valley defines special handling for mixed loads as
having less than 50% of the volume as uncrated.
No Documentation
Shipments arrive from a small package carrier (including, among others, Federal Express, UPS, Airborne Express and DHL) without an
individual Bill of Lading, requiring additional time, labor and equipment to process.
Carpet Only Shipments
Shipments that consist of carpet and/or carpet padding only require special handling because of additional labor and equipment to unload.
Crated vs. Uncrated Shipments
Crated shipments are those that are packed in any type of shipping container that can be unloaded at the dock with no additional handling
required. Such containers include crates, fiber cases, cartons, and properly stacked skids. An uncrated shipment is material that is
shipped loose or pad wrapped, and/or unskidded without proper lifting bars and hooks.
SPECIAL
HANDLING
Page 18 of 59
FORKLIFT
SERVICE
FAX: 815.873.1544
PLEASE COMPLETE THIS FORM FOR ALL IN-BOOTH FORKLIFT AND LABOR NEEDED. TO DETERMINE IF YOU NEED IN-BOOTH
FORKLIFT AND LABOR, PLEASE READ THIS FORM CAREFULLY.



In-Booth Forklift and Labor may be required to assemble displays or when uncrating, positioning, and reskidding equipment and machinery.
BOOTH NUMBER:
April 8, 2013
A forklift is required for moving equipment and materials weighing 200 pounds or more.
If you require a forklift, a crew will be assigned consisting of a Rigger Foreman, forklift with an operator and one laborer.
IMPORTANT INFORMATION & RATES
The minimum charge for labor and equipment is one (1) hour per worker and forklift. Equipment and labor thereafter is charged in half (1/2) hour
increments. GRATUITIES IN ANY FORM, INCLUDING CASH, GIFTS OR LABOR HOURS FOR WORK NOT ACTUALLY PERFORMED ARE
PROHIBITED BY VALLEY. Valley requires the highest standards of integrity from all employees. Please call us to report fraudulent or unethical
behavior. All rates are subject to change if necessitated by increased labor and material costs.
COMPANY NAME:
All exhibitors requesting labor must go to labor dispatch to confirm labor requests. All labor and equipment requests should be confirmed by 2:00
pm the day prior, with the exception of the first day of move in. Requested starting times cannot be guaranteed, however, every effort is made to
meet all requests. Valley reserves the right to dispatch all labor calls based upon availability of labor crews and the order that the requests are
confirmed. Upon completion of work, an exhibitor representative must return to labor dispatch to sign the completed work ticket and confirm
accuracy of the word order. No adjustments will be made after the fact. Equipment and labor cancelled without a 24 hour notice will be charged
a one (1) hour cancellation fee per worker and equipment ordered. If the labor and equipment is not used at the time confirmed there will be a
one (1) hour no-show fee charged per work and equipment ordered.
5000 lb FORKLIFT: $95.00 A 8% tax will be added to the price of the forklift.
ADVANCE LABOR RATES AS FOLLOWS IF ORDERED BY ABOVE DEADLINE DATE:
Straight Time
Monday through Friday 8:00 AM to 4:30 PM
Overtime
Monday through Friday 4:30 PM to 6:30 PM
Double Time
All other times, Saturdays, Sundays & Holidays
FORKLIFT CREW
$352.35 per hour
$528.55 per hour
$704.70 per hour
ONSITE LABOR RATES AS FOLLOWS IF ORDERED AFTER ABOVE DEADLINE DATE:
Straight Time
Monday through Friday 8:00 AM to 4:30 PM
Overtime
Monday through Friday 4:30 PM to 6:30 PM
Double Time
All other times, Saturdays, Sundays & Holidays
$440.30 per hour
$660.45 per hour
$880.60 per hour
If an individual laborer has worked for eight straight hours between 8:00 AM and 4:30 PM, Monday through Friday (excluding holidays),
the overtime rate will apply during the hours of 4:30 PM through 8:30 PM on that same day for that laborer.
PLEASE INDICATE SERVICE
Valley is responsible for the Following:
Uncrating
Leveling
Reskidding
Unskidding
Dismantling
Positioning
Recrating
PLACE ORDER HERE
SCHEDULE
DATE(S)
SCHEDULE
START TIME
SCHEDULE TOTAL # OF
END TIME
HOURS
TOTAL # OF
FORKLIFTS
LABOR
RATE
TOTAL
$
$
$
$
Valley
I agree in placing this order that I have
accepted Valley Payment Policy and
Terms & Conditions of Contract.
1. Total Labor Ordered
$
2. 8% Forklift Tax
$
3. Total Due
$
Please estimate the number of forklifts and/or workers and hours per forklift and/or work
needed for installation and dismantling above. If you do not require a forklift, order the
number of laborers required. Invoice will be calculated according to actual hours worked.
Page 19 of 59
PORTABLE
MODULAR
DISPLAY RENTAL
FAX: 815.873.1544
April 8, 2013
Orders with payment in full must be received by April 8, 2013, for Advance Prices. All orders subject to
availability of equipment. Prices include delivery to booth, set up and removal. All equipment remains property of
Valley Expo & Displays. No orders will be accepted without payment in full. Orders refused after delivery to booth
will be subject to a 100% service charge. Thank you for your order!
BOOTH NUMBER:
Graphics: Headers do not include graphics. Headers can be one color or full four color digital
process. There are several graphic options. Headers, Small panels, Backlit panels, Full length
panels. Design is available and all proofing can be done via Email. Call (877) 332-4292 for all
services available.
Size
129
Counter
$701.00
$1052.00
$1701.00
Black or Grey
134
Counter
$198.00
$297.00
$1236.00
Black or Grey
1160
Tabletop
$525.00
$788.00
$1236.00
Black or Grey
1000
10’ x 10’
$973.00
$1459.00
$3864.00
Black or Grey
1001
10’ x 10’
$1159.00
$1738.00
$3905.00
Black or Grey
1134
10’ x 10’
$1769.00
$2652.00
$5730.00
White, Black or Grey
1179
10’ x 10’
$1544.00
$2315.00
$5155.00
1192
10’ x 20’
$1507.00
$2260.00
$8275.00
Black or Grey
1193
10’ x 20’
$3683.00
$5525.00
$15619.00
1575
10’ x 20’
$3291.00
$4936.00
$11291.00
1087
20’ x 20’
$6617.00
$9925.00
$26240.00
1027
20’ x 20’
$3102.00
$4654.00
$17967.00
Black or Grey
1541
20’ x 20’
$7366.00
$11048.00
$29341.00
1744
20’ x 20’
$6209.00
$9313.00
$29973.00
Hardware
Sale Price*
Color Choice
Qty
Total
COMPANY NAME:
Hardware
Hardware
Regular
Advanced
Rental Price* Rental Price*
Item #
*Graphics, taxes and shipping are not included.
Rental Units Include:
Material handling, installation & dismantle of exhibit and nightly cleaning.
1-150 watt Arm Light/Table Top Unit
2-150 watt Arm Light/Floor Unit
(Electrical Service and Labor to Install Lights is Not Included)
9’ x 10’ Standard Carpet (circle color)
Blue
Red
Grey
Green
Burgundy
Black
Tabletop includes draped table (circle color) Blue White Gold Green Black Burgundy Red Teal Silver Purple
CALCULATION OF ORDER - Include Sales and/or Use Taxes as indicated.
Make payments in U.S. funds drawn on a U.S. Bank.
Orders confirmed only upon request.
Total Items Ordered: $__________
Add 8% Rental Tax: $__________
Total Due This Page: $__________
Page 20 of 59
more value.
more service.
more possibilities.
Islands . Inlines . Backwalls . Tabletops . Kiosks . Counters . Tension Fabric . Banner Stands . Accessories . Services
Exhibit Options
brought to you by:
www.nomadicdisplay.com
Page 21 of 59
Save time and money with custom tailored exhibit options.
Valley Expo has teamed up with Nomadic Display, the world’s
leading producer of portable and modular exhibits, to offer you
this special selection of display solutions that are contemporary
in style, cost-effective and convenient.
Valley’s in-house graphics department can supply all of your
graphic design needs. And whether we design the graphics or
use your artwork, we provide full production services from vinyl
to photographic, digital and dye sub prints for backlit, reflective
or fabric applications. And all proofing can be done via e-mail.
Please use the Order Form to place your order for one of our
most popular designs or contact us to create one that will meet
your individual needs.
Kit 129 features:
• Freestanding Platinum counter constructed of a laminate base
and black laminate top
Counter
• Locking doors for secure storage
Kit 134 features:
• Convert 2 Rolluxe Cases into a free-standing counter constructed
Counter
of fabric panels and black molded top
Kit 1160 features:
• Instand Classic 6’ tabletop
• Tabletop features your choice of black or grey FabriColor panels
10x10
for Velcro® compatible detachable graphics
Kit 1000 features:
• Instand Classic 10’ pop-up
• Backwall features your choice of black or grey FabriColor panels
10x10
for Velcro® compatible detachable graphics
815.873.1500
Page 22 of 59
Kit Options
Kit 1001 features:
• Backwall and counter feature your choice of black or grey
FabriColor panels for Velcro® compatible detachable graphics
10x10
• Case converts to a counter
Kit 1134 features:
• DesignLine brushed aluminum extrusion with tension fabric
panels available in your choice of black, grey, or white
• Oval counter available in your choice of black or grey FabriColor
10x10
panels for Velcro® compatible detachable graphics
Kit 1179 features:
• Oval counter available in your choice of black or grey FabriColor
10x10
panels for Velcro® compatible detachable graphics
Kit 1192 features:
• Two Instand Classic 10’ pop-ups connected to form seamless
serpentine wall
• Backwall and capsule counter feature your choice of black or grey
10x20
Kit 1193 features:
• Backwall and oval counter feature your choice of black or grey
10x20
Trademarks & Logos shown in this production are the property of the respected owners thereof; and the owner of
this copyright claims no rights in any such mark. Items in this presentation are shown for illustration purposes only.
www.nomadicdisplay.com
800.732.9395
Page 23 of 59
Kit Options
Kit 1575 features:
• Backwall and oval counter feature your choice of black or grey
10x20
• Semi-private conference area
Kit 1087 features:
• Two Platinum reception counters available in your choice of
20x20
black, grey or off white laminate
Kit 1027 features:
• Two Instand Classic and Plus pop-ups
• Backwall and capsule counters available in your choice of
black or grey FabriColor panels for Velcro® compatible
20x20
detachable graphics
Kit 1541 features:
• Platinum tower and reception counter available in your choice
of black, grey or off white laminate
• Two Platinum fan counters/kiosks available in your choice of
20x20
black, grey or off white laminate
Kit 1744 features:
• DesignLine brushed aluminum extrusion round tower with
tension fabric panels available in your choice of black, grey,
or white
• Two DesignLine kiosks available in your choice of black, grey
or off white laminate
20x20
• Two semi-private conference areas
Additional designs are available upon request. Call us today for more information!
815.873.1500
Page 24 of 59
FAX: 815.873.1544
SUPERVISED LABOR
INSTALLATION &
DISMANTLE
PLEASE COMPLETE THE FOLLOWING INFORMATION IF VALLEY IS SETTING UP
AND/OR DISMANTLING YOUR DISPLAY . THIS INFORMATION WILL HELP US BETTER SERVE YOU.
Contact Person _________________________________________________________ Phone___________________________________
Freight will be shipped to Warehouse___________ Show Site____________ Date Shipped______________________
Total # of Crates___________ Cartons_____________ Fiber Cases________________ Special Handling_____________________
Setup Plans/Photo: Attached______________ To be sent with Exhibit_______________ In Crate No._______________________
BOOTH NUMBER:
Company_______________________________________________________________ Booth No_______________________________
Carpet: With Exhibit_______________ Rented From Valley __________ Color _______________Size______________
Electrical Placement:_________________________________________________ Please attach diagram with placement
Graphic: With Exhibit_____________________ Shipped Separately ________________________
Comments______________________________________________________________________________________________________
_______________________________________________________________________________________________________________
Special Tools/Hardware Required____________________________________________________________________________________
_______________________________________________________________________________________________________________
SHIP TO ____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
COMPANY NAME:
OUTBOUND SHIPPING INFORMATION
____________________________________________________________________
METHOD OF SHIPMENT
COMMON CARRIER(NAME)_________________________________________ UPS _______ FED EX________
SHOW CARRIER________
IF LABLES ARE PROVIDED WHERE WILL THEY BE_______________________________________________
FREIGHT CHARGES: Prepaid__________ Collect______________
Bill to
________________________________________________________
________________________________________________________
________________________________________________________
In the event a selected carrier fails to show on the final move out time and day, Valley
will force shipment accordingly via show carrier
Page 25 of 59
FAX: 815.873.1544
April 8, 2013
Display Installation: To ensure prompt and efficient processing of your labor request for installation and dismantling
of displays, please review the information on this page carefully, and contact us if you have any questions.
All installation and dismantling will be performed by qualified personnel in compliance with any applicable labor
contracts. If the convention facility is not governed by union contract, exhibitors are welcome to perform their own
installation & dismantling. If you wish to hire Valley Expo & Displays to perform this work, please complete this form,
and return it with payment to Valley Expo. Orders with payment in full must be received by April 8, 2013, for
Advance Prices. All floor orders subject to availability of labor at the show site.
Straight Time, Overtime, Double Time: Straight Time rates apply between 8:00 AM and 4:30 PM on weekdays.
Double time rates apply before 8:00 am and after 4:30 pm on weekdays and Saturday. Overtime is Saturday between
8:00 am and 4:30 pm. Double time is all day Sunday and holidays. We will attempt whenever possible to perform the
work on straight time, however, the schedules of the show producer or convention facility may make this impossible.
Supervision: If Valley Expo personnel are to perform work without your supervision, please forward all necessary
instructions, drawings or diagrams in advance with this order. We add a 25% supervision fee.
Requested Starting Time can only be guaranteed at the start of the working day (8:00AM), or the official beginning of
set up, if later in the day. We will make every attempt to provide labor at times subsequent to 8:00 AM (or start of
official set up), however such starting time must be approximate since labor is assigned to jobs at the start of the day,
and it is impossible to gauge completion times of the first job assignments.
COMPANY NAME:
A minimum charge of one hour per man will apply to all labor orders, with the time commencing upon assignment of
labor in accordance with your order. IT IS IMPORTANT, THEREFORE, THAT YOU CHECK IN AT THE VALLEY
EXPO & DISPLAYS SERVICE DESK TO PICK UP THE LABOR YOU HAVE ORDERED, AND TO RETURN THOSE
PEOPLE TO THE SERVICE DESK UPON COMPLETION. IF YOU FAIL TO PICK UP LABOR YOU HAVE
ORDERED, A ONE HOUR PER MAN NO-SHOW CHARGE WILL APPLY.
BOOTH NUMBER:
EVENT
LABOR
CARPENTERS
DECORATORS
Authorization to Provide Labor Services: By completing the Event Labor Form, it is understood that Valley Expo & Displays and its
subcontractors do not automatically insure materials, that insurance, if any, shall be arranged by the Exhibitor and the amounts payable to Valley
Expo & Displays for labor services are based on the value of the services rendered and the scope of Valley Expo & Displays’ liability as herein set
forth. The amounts payable to Valley Expo & Displays are unrelated to the value of the Exhibitor’s property being handled by Valley Expo &
Displays or its subcontractors. It is impractical and extremely difficult to fix the value of each item handled by Valley Expo & Displays or its
subcontractors. It is agreed therefore that if Valley Expo & Displays or its subcontractors should be found liable for loss or damage to Exhibitor’s
materials, the liability shall be limited to the specific article that was physically lost or damaged. Such liability shall be limited to a sum less than or
equal to the charges for services rendered as agreed upon damages bit as a penalty, and such agreed upon damages shall be the Exhibitors
exclusive remedy.
Labor Rates:
Installation & Dismantling: (Straight Time)
Advance
$110.45 man/hour
Floor
$143.55 man/hour
Supervision Rate: (Straight Time)
Advance
$138.05 man/hour
Floor
$179.50 man/hour
Installation & Dismantling: (Overtime)
Advance
$165.70 man/hour
Floor
$215.35 man/hour
Supervision Rate: (Overtime)
Advance
$207.10 man/hour
Floor
$269.25 man/hour
Installation & Dismantling: (Double Time)
Advance
$220.90 man/hour
Floor
$287.10 man/hour
Supervision Rate: (Double Time)
Advance
$276.10 man/hour
Floor
$359.00 man/hour
Computation of Labor Charges:
# of workers
Installation
Dismantling
x
# of hours x labor rate
Grand Total
$
Requested start date and time for:
Installation:
Dismantling:
TOTAL DUE THIS PAGE $____________
Page 26 of 59
BOOTH & EXHIBIT
PORTER SERVICE
FAX: 815.873.1544
Carpet Vacuuming: Booth carpeting is clean upon installation, however vacuuming services are
available. Charges are based on booth square footage. Display installation can result in soiled
carpet, so we recommend at least ordering vacuuming once prior to show opening. Orders
received with payment in full by April 8, 2013, to qualify for Advance prices.
Porter Service: Includes wipedown & dusting of all display surfaces and furnishings, emptying of
wastebaskets.
COMPANY NAME:
Standard Booth Size (10’ x 10’ ) = Square Footage ( 100 square feet per booth )
Vacuuming Once Prior to Show Opening
Sq. Ft.
Sq. Ft. of Booth Space x Price
Vacuuming Prior to Show Opening Each Day
Sq. Ft.
Sq. Ft. of Booth Space x Price x #Days of Show
Carpet Shampooing Once Prior to Show Opening
Sq. Ft.
Porter Service Prior to Show Opening Each Day
Sq. Ft. of Booth Space x Price x # Days of Show
0.46
Advance
$
Sq. Ft.
0.54
Advance
$
Porter Service Once Prior to Show Opening
Advance
$
0.60
Advance
$
Sq. Ft.
0.54
Advance
$
0.46
Floor
$ 0.69
Floor
$ 0.61
Floor
$ 0.77
Floor
$ 0.69
Floor
$ 0.61
# Days
BOOTH NUMBER:
April 8, 2013
Total
N/A
# Days
Total
2
# Days
Total
N/A
# Days
Total
N/A
# Days
Total
2
Total Due
Page 27 of 59
SIGN &
BANNER
FAX: 815.873.1544
This form can be used to order custom show cards and banners for your exhibit booth. Custom
signs and banners can be ordered in advance only. We must receive your order with payment
by April 8, 2013, to guarantee delivery.
BOOTH NUMBER:
April 8, 2013
Labor to install signs or banners is not included. Please refer to the Display Installation Order
Form for assistance in installing your signs if it will be needed.
All signs are printed on white background. 10 word limit per sign. Additional words and logos are
extra. Attach your sign copy to a separate page. Please provide us with a contact name,
E-mail address and phone number in case we have questions.
Foamcore Signs - White Background/One Color
11" x 14"
14" x 22"
22" x 28"
28" x 44"
Quantity
Foamcore Signs - White Background/Two Color
22" x 28"
28" x 44"
Quantity
Vinyl Banners - White Background Only
2' x 4'
2' x 6'
2' x 8'
Grommets for handing are included
Quantity
Miscellaneous
Quantity
Price
$
$
$
$
47.90
69.80
85.20
115.90
Price
$
$
Total
124.80
157.20
Price
$
$
$
Easel Back
Logos
Sign Grommets
Color Background
Total
Total
133.15
199.65
266.25
Price
$
$
COMPANY NAME:
Contact for sign questions: _________________________________________
Total
8.90
Call for Price
3.20
Add 25%
Subtotal
8% Rental Tax
Total
Sign copy to be arranged:
□Horizontally
□Vertically
Color of Printing (one color only):_____________________
Our sign shop can produce any type of sign or banner you need, including multiple colors,
photographic reproductions, etc. If an option or feature you want is not listed on this form, please
call us for a special quote.
Page 28 of 59
FAX: 815.873.1544
SHOW SITE
WORK RULES
Union Information
To assist you in planning your participation in your Chicago show, we are certain you will appreciate knowing in
advance that union labor will be required for certain aspects of your exhibit handling.
BOOTH NUMBER:
There are six major unions which have jurisdiction over trade shows. The following guidelines will help you in
preparing your exhibit to conform to union jurisdiction. Adherence to these guidelines can save you a substantial
amount of money.
Teamsters
Handle all material in and out of the hall. Exhibitors are permitted to carry small packages into the hall without the
use of wheeled carts and/or dollies.
Carpenters
Uncrating of exhibits and display materials, installation and dismantle of exhibits including cabinets, fixtures, shelving
units, furniture, etc. laying of floor tile, carpet, recrating of exhibits and closing of machinery crates. Installation and
dismantling of scaffolding, bleachers and binding of chairs.
COMPANY NAME:
Riggers
Uncrating, unskidding, positioning and leveling of all machinery and reskidding of all machinery.
Decorators
Hanging all non-electrical signs, drape and cloth installation and tacked fabric panels.
Electricians
Responsible for assembly, installation and dismantle of anything that uses electricity as a source of power. This
includes electrical wiring, hook-ups, interconnections, etc.
Plumbers
Handle all plumbing work such as compressed air, water, drain or natural gas.
Helpful Hints
Exhibitors may perform the following functions as long as they are a fulltime employee of the exhibiting company:
 Hand carry small items and pop-up displays. No hand trucks or carts are permitted.
 Install and dismantle displays within a 300 sq. ft. or less booth space if one person can accomplish the
task in 1/2 hour or less without the use of tools.
 Install graphics and small signs, and logos and graphics that are attached with pre-cut velcro strips.
 Make technical, electrical connections and interwire equipment for computers providing the cables do not
exceed 10’ in length.
 Perform simple electrical requirements, such as installing light bulbs.
If you encounter any difficulty with any laborer or if you are not satisfied with the work performed, please
bring this to the attention of Valley Expo & Display. Please refrain from voicing complaints directly to labor.
Gratuities
Our work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product or gifts of any kind by any
employee (union or non-union). Our employees are paid appropriate wages denoting professional status, therefore
tipping of any kind is not allowed.
Always Ethical
Valley Expo & Display requires the highest standards of integrity from all employees. Please give us a call to report
fraudulent or unethical behavior.
Page 29 of 59
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Order Form
Phone: 212-736-4200
EVENT INFORMATION
BILLING INFORMATION
EXHIBITOR INFORMATION
Phone:
E-mail :
PAYMENTS:
- In order to guarantee delivery, all orders must be received and full payment made no later than 10 days prior to the event.
- If you do not receive confirmation within 7 days, please contact us at 212-736-4200.
- Payment must be made by credit card or check drawn on a U.S. bank
LATE ORDERS:
- Orders received within 10 days prior to the event opening are subject to a 20% late fee.
ON-SITE ORDERS:
- Order received on show site will be subjected to a 30% late fee.
CANCELLATIONS:
- If canceled within 5 days prior to move-in a 50% restocking fee will be charge.
- If canceled within 36 hours or less before move-in, no refund will be processed
PAYMENT INFORMATION
Expiration
Date:
Fax 212-736-4205 Page 50 of 59
AGILE 2011 PRICE LIST
Pg
2
3
4
Code
Item Description
Code
Item Description
LC 8001
Miami Right Arm Unit - White
Price
$395
Pg
LC 608
Pacifica Sofa Plum*
$500
LC 8003
Miami Chaise - White
$395
LC 607
Pacifica Club Chair - Plum*
$365
LC 8004
Miami Tail Ottoman - White
$295
LC 617
Pacifica Bench - Plum*
$260
LC 8002
Miami Armless - White
$395
FL 102
Floor Lamp - Black Chrome
$130
LC 8006
Miami Round Ottoman - White
$295
LC 703
Cube - Black
LC 712
Cube - Titan White
$85
LC 702
Cube - Red
$85
$85
8
Price
$85
LC 6004
Boca Corner Unit - White
$295
LC 6004B
Boca Corner Unit - Black
$295
LC 704
Cube - Sunflower
LC 6002
Boca Armless Unit - White
$249
LC 701
Cube - Concentric Print Red
LC 6002B
Boca Armless Unit - Black
$249
LC 708
Kobe - Citrus
$155
$85
LC 6001
Vero High Back Corner - White
$345
LC 706
Kobe - Black
$155
LC 6000
Vero High Back Armless - White
$295
LC 707
Kobe - Plum
$155
LC 709
Kobe - Tangerine
$155
LC 800
Malibu Sofa - White
$595
Available in, Oyster,Merlot, Black
LC 803
Malibu Sofa - Red
$595
TO 601
Sterling Coffee Table
LC 801
Malibu Chair & Half - White
$475
TO 602
Sterling End Table
$155
LC 804
Malibu Chair & Half - Red
$475
TO 501
Hampton Coffee Table
$170
LC 802
Malibu Bench - White
$400
TO 502
Hampton End Table
$165
LC 805
Malibu Bench - Red
$400
TO 101
Westchester Coffee Table
$175
LC 603
Barcelona Club Chair - White
$365
TO 102
Westchester End Table
$160
LC 601
Barcelona Club Chair - Red
$365
TO 401
Hamilton Coffee Table
$185
LC 605
Barcelona Club Chair - Black
$365
TO 402
Hamilton End Table
$180
LC 604
Barcelona Ottoman - White
$175
TO 201
Princeton Coffee Table
$170
LC 602
Barcelona Ottoman - Red
$175
Barcelona Ottoman - Black
$175
Princeton End Table
Cube Table - Black (24 x 24 x 21)*
$165
LC 606
TO 202
TO 605
LC 612
Paloma Swivel Chair - Red
$210
TO 603
$190
LC 613
Paloma Swivel Chair - Charcoal
$210
To 604
$220
9
$165
$235
*Cube Table available in White
5
LC 9031
Outdoor Arm Chair *
$350
LB 3005
LED Buffet Table
LC 9030
Outdoor Armless Chair*
$325
LB 3003
LED Communal Table
LB 3000
LED Light Bar
$995
LC 611
Sausalito Sofa - Black
$405
LB 3001
High Bar Table
$695
LC 609
Sausalito Club Chair - Black
$260
AC 112B
Bar - Black
$270
LC 618
Sausalito Club Chair - Cobalt Swirl
$305
AC 112W
Bar - White
$270
LC 610
Sausalito Loveseat - Black
$370
AC 201
Extension Bar
$345
LC 303
Princeton Sofa - Black
$470
AC 200
Corner Bar
$345
LC 301
Princeton Club Chair - Black
$340
LC 302
Princeton Loveseat - Black
$415
SB 202
Silk Black Bar Stool
$150
LC 614
Tribeca Sectional - Black
$260
SB 203
Bombe Bar Stool
$170
LC 615
Tribeca Corner - Black
$285
SB 208
Trave Bar Stool
$170
LC 616
Tribeca Bench - Black
$260
SB 201
Lennox Bar Stool
$170
SB 204
Euro Black Bar Stool
$150
SB 209
Park Ave Bar Stool
$160
*Available in White, Red, Yellow, Black
6
7
10
11
$999
$1,199
LC 403
Cambridge Sofa
$455
LC 401
Cambridge Club Chair
$305
SB 505W
Hourglass Bar Stool - White
$165
LC 402
Cambridge Loveseat
$400
SB 505B
Hourglass Bar Stool - Black
$165
LC 103
Westchester Sofa
$520
SB 501W
Napa Stool
$160
LC 101
Westchester Club Chair
$350
SD 100
Drafting Stool w/Arms
$175
LC 705
Westchester Ottoman
$175
SD 101
Drafting Stool no Arms
$170
LC 102
$455
LC 203
Westchester Loveseat
Manhattan Sofa *
LC 201
Manhattan Club Chair*
$310
LC 202
Manhattan Loveseat*
$400
$460
*Available in CH-Chocolate/CN-Cimmaron/CM-Camel
continued on page 2
updated 8/12/2010
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Page 51 of 59
Pg
12
13
Code
Item Description
Price
Code
Item Description
CH 800W
Panton Chair - White
$125
TG 400
Chrome & Glass Table - 5'
$380
CH 800B
Panton Chair - Black
$125
TG 403
Chrome & Glass Table - 42"d
$275
CH 307
Silk Black Chair - no arms
$95
TG 401
Trestle Table - 4'
$280
CH 308
Silk Black Chair - with arms
$100
TG 402
Trestle Table - 32"d
$260
CH 301
Euro Black Chair - no arms
$85
PE 100
Storage Pedestal - Black
$365
CH 302
Euro Black Chair- with arms
$90
PE 105
Storage Pedestal - Grey
$365
CH 309
Euro Maple Chair
$120
PE 110
Storage Pedestal - White
$365
CH 311
Park Ave. Cafe Chair
$140
TC 700
Computer Counter
$175
CH 900
Queen Anne Chair
$130
TC 701
Computer Desk
$165
CH 904
Traditional Mahogany Chair
$190
BC 103
Bookcase - Grey
$325
CH 905
Traditional Mahogany Chair with casters
$195
CR 100
Crendenza - Grey
$370
CH 907
Parson Chair
$130
DE 102
Desk - Grey
$375
TB 103
Lennox Bar Table
$205
CR 212
Credenza - Maple
$450
TB 102
Bombe Bar Table
$235
DE 136
Single Pedestal Desk - Maple
$470
TB 206
Silk Bar Table - 30"d
$170
DE 131
Double Pedestal Desk - Maple
$475
TB 207
Silk Bar Table - 36"d
$175
LF 206
Lateral File - Maple
$315
TB 100
Trave Bar Table
$235
CR 205
Credenza - Walnut
$450
TC 504
Euro Chrome Cafe Table - 30"d*
$170
DE 206
Double Pedestal Desk - Walnut
$420
TC 505
Euro Chrome Cafe Table - 36"d*
$175
DE 201
Exec Dble Pedestal Desk - Walnut
$460
TC 108
Euro Chrome CafeTable - 42"d*
$180
LF 204
Lateral File - Walnut
$310
TC 502
Euro Black Cafe Table - 30"d*
$170
BC 107
Bookcase - Mahogany
$450
TC 503
$175
BC 109
Bookcase - Walnut
$340
TC 107
$180
CR 301
Credenza - Mahogany
$495
TB 204
Euro Black Bar Table - 30"d*
$170
DE 300
Double Pedestal Desk - Mahogany
$495
TB 205
Euro Black Bar Table - 36"d*
$175
TC 500
Park Ave. Cafe Table - 30"d
$170
LF 101
File - 2 Drawer Lateral Grey
$285
TC 501
Park Ave. Cafe Table - 36"d
$175
LF 106
File - 2 Drawer Lateral Black
$285
TB 200
Park Ave. Bar Table - 30"d
$170
AC - 111
TB 201
Park Ave. Bar Table - 36"d
$175
PE 101
Refrigerator Small
Pedestal - Black (14 x 14 x 42)
$240
TC 102
Euro Maple Cafe Table
$195
PE 102
$205
PE 103
$185
PE 106
Pedestal - Grey (14 x 14 x 42)
$240
BC 121
Carmel Etagere
Pg
16
17
$415
*Euro Café/Bar Tables available in White
14
15
Price
$290
CH 200
Conference Chair - Mid Back
$170
PE 107
$205
CH 201
Conference Chair - High Back
$180
PE 108
$185
CH 202
Conference Chair - Sled Base
$160
PE 111
Pedestal - White (14 x 14 x 42)
$240
CH 100
Conference Chair - Mid Bk Leather
$190
PE 112
$205
CH 101
Conference Chair - High Bk Leather
$225
PE 113
$185
CH 102
Conference Chair - Sled Base Leather
$185
PE 104
$290
CH 400
Task Chair - with arms
$130
PE 109
$290
CH 401
Task Chair - no arms
$135
PE 114
$290
CH 203
Conference Chair - High Back Grey
$180
SR - 100
Stanchion - Chrome
CH 908
Traditional Mahogany Chair - Leather
$235
SR - 101
Stanchion Rope 6'
$50
AC - 100
Coat Tree
$90
18
$60
TC 600
Conference Table - 6' Maple
$415
ES - 100
Easel Wood
TC 601
Conference Table - 8' Maple
$450
AC - 104
Literature Rack-Black
$130
TC 312
Conference Table - 6' Black
$415
TC 307
Conference Table - 6' Mahogany
$415
TO 303
Metropolitan - Console Table
$195
TC 309
$415
TO 302
Metropolitan - End Table
$160
TC 302
Conference Table - 8' Mahogany
$450
TO 301
Metropolitan - Coffee Table
$175
TC 303
$450
AC 108
Literature Stand-Silver
$140
TC 301
Conference Table- 10'-Black
$520
VF 202
Verical File - 4 Drawer Black
$285
TC 104
Queen Anne Conference Table
$375
VF 203
Vertical File - 4 Drawer Grey
$285
DE 601
Queen Anne Writing Desk
$290
VF 200
Verical File - 2 Drawer Black
$145
VF 201
Verical File - 2 Drawer Grey
$145
FL 100
TL 100
Corona - Floor Lamp
Corona - Table Lamp
$140
$80
TL 101
Rialto - Table Lamp
FL 101
Floor Lamp - chrome/frosted glass
19
$90
$80
$140
updated 8/12/2010
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Page 52 of 59
ELECTRICAL ORDER FORM
COMPANY:
ELECTRICAL EXHIBITION SERVICES
2338 S. Indiana Ave, Suite 200, Chicago, IL 60616
Phone: (312) 674-1100 Fax: (312) 873-3864
[email protected]
M
E
Advance Payment Deadline Date: 04/09/13
BTH #
EVENT:
HSMAI-MID AMERICA
FACILITY:
Navy Pier
DATES:
4/23/13—4/24/13
(043094CH)
FOR YOUR CONVENIENCE PLACE YOUR ORDER ONLINE AT WWW.EDLEN.COM
ORDER INSTRUCTIONS
ELECTRICAL OUTLETS Approximately 120V/208V A.C. 60 Cycle - Prices are for entire event
120 VOLT POWER DELIVERY
The cost of 120-Volt outlets includes
delivery to one location in island booths
and to one location at the rear of inline or
peninsula booths.
If you require the
outlets to be distributed to any other
location, material and labor charges apply.
There is a minimum charge of 1 hour for
installation & 1/2 for removal. Complete
and return the Electrical Labor Order Form
along with a floor plan layout of your booth
space indicating outlet locations.
208/480V POWER DELIVERY
AND CONNECTIONS
The delivery and connection of high
voltage services is done on a time and
material basis. There is a minimum 1
hour for installation & 1/2 hour for
removal. Edlen electricians must make all
high voltage connections and disconnects.
Please complete the Electrical Labor
Order Form to schedule your estimated
connection time and return it with this
order.
ISLAND BOOTHS
Include a floor plan layout of your booth
space indicating all outlet locations with
measurements and orientation. If a main
power drop/delivery location is not
indicated on the floor plan, Edlen will
deliver to the most convenient location.
24 HOUR SERVICES
Electricity will be turned on within 30
minutes of show opening and off within 30
minutes of show closing, show days only.
If you require power at any other time
order 24 hour power at double the outlet
rate.
120 VOLT
QTY
QTY
Show
Hours Only
24hrs/day
500 WATTS (5 AMPS)
Double rate
ADVANCE REGULAR
PAYMENT PAYMENT
PRICE
PRICE
94.00
141.00
1000 WATTS (10 AMPS)
179.00
269.00
205.00
308.00
235.00
353.00
20 AMPS
396.00
594.00
30 AMPS
425.00
638.00
60 AMPS
465.00
698.00
100 AMPS
975.00
1463.00
20 AMPS
526.00
789.00
30 AMPS
560.00
840.00
60 AMPS
605.00
908.00
100 AMPS
975.00
1463.00
20 AMPS
1006.00
1509.00
30 AMPS
1202.00
1803.00
60 AMPS
1574.00
2361.00
100 AMPS
2070.00
3105.00
TOTAL
COST
208 VOLT SINGLE PHASE
208 VOLT THREE PHASE
480 VOLT THREE PHASE
TRANSFORMER(S) Boost 208 Volt to 230 Volt
Transformer (20 amp minimum charge)
Total Amps: ___________ x 4.50 =
MATERIAL RENTAL (Exhibitor must pick up items at electrical service center on show site)
15’ EXTENSION CORDS
23.00
POWER STRIPS
23.00
DEDICATED OUTLETS
For a dedicated outlet order a 20 amp
outlet.
MATERIAL DELIVERY
Material requested on this order form must
be picked up by the exhibitor at the Edlen
service desk on show site.
ELECTRICAL LABOR
ST (Mon-Fri, 8am-4:30pm; excluding holidays)
SUB TOTAL
8% SALES TAX IS DUE ON OUTLETS AND MATERIAL ONLY. SALES
TAX DUE UNLESS EXEMPTION CERTIFICATE ACCOMPANIES ORDER.
SALES TAX IS DUE
UNLESS EXEMPTION
PLACE TOTAL HERE
PRINT NAME:
AUTHORIZED SIGNATURE:
EMAIL:
Form 120/208-042012CH
178.00
Sunday & Holidays)
TERMS & CONDITIONS
I agree in placing this order that I have
accepted Edlen’s payment policy and the
terms and conditions of contract.
133.50
DT (M-F 12am-6am; Sat after 8 hours; all day
CANCELLATIONS
Credits will not be made for services
delivered and not used. See back of form
for additional details.
89.00
OT (Mon-Fri, 4:30pm-12am; first 8 hours on Sat.)
PHONE #:
The “Method of Payment Form” must be completed and returned with this order form.
Page 53 of 59
TERMS & CONDITIONS
1.
Order with payment & floor plan (for island booths or any booth requiring distribution of electrical services) must be received no later than the
deadline date on the front of this form for advance payment rates to apply. Orders faxed or mailed without payment and required floor plan will
not be guaranteed advance rates. Orders received after the deadline date will be charged at the regular rate. A purchase order or photocopy
of a check are not considered valid forms of payment for securing advanced rate.
2.
In the event order totals are calculated incorrectly, Edlen reserves the right to make the necessary corrections and charge the corrected amount.
Exhibitors will be notified by email or fax of any such corrections.
3.
Outlet rates listed include bringing the services to one location in island booths and to one location at the rear of in-line and peninsula booths.
4.
Outlet rates listed do not include the connection of any equipment, special wiring, or distribution of the outlets to other location’s within the booth
space. Distribution to all other locations regardless of booth type require labor and is performed on a time and material basis. Exhibitors are
invited to contact the local Edlen office to discuss any additional costs that may be incurred.
5.
A separate outlet must be ordered for each location where an electrical service is required. 5 amps or 500 watts is the minimum amount of
power that can be ordered for any one location. Power must be ordered according to peak amperage ratings.
6.
Island booths - If a floor plan showing main power location is not submitted to Edlen prior to our first move-in date, Edlen will deliver the power to
the most convenient location.
7.
Labor rates are based on current wage scales and are subject to change in the event of a wage increase after rates have been published.
A
minimum charge of (1) hour labor will apply for all installation work. The removal of this work will be charged a minimum of 1/2 hour or 1/2 the
total time of installation.
8.
In the event 1000 watt overhead quartz lights cannot be mounted to existing catwalks in the convention hall, lift and labor charges will apply.
Please contact our local office to discuss any additional charges.
9.
Edlen employees are authorized to cut floor coverings when essential for installation of services unless otherwise directed.
10.
Edlen is the exclusive provider of all material and equipment used in the distribution of temporary electrical services throughout the exhibit hall
including the exhibitors booth space. This material is provided on a rental basis ONLY and remains the property of Edlen. It shall be removed
only by Edlen employees.
11.
Any extension cords or power strips ordered on the front of this form should be picked up at the service desk. Credit will not be not issued for
unused items.
12.
Standard wall and other permanent building utility outlets or sockets are not part of a booth space and may not be used by exhibitors unless
electrical services have been ordered through Edlen.
13.
All equipment regardless of source of power, must comply with federal, state and local codes. Edlen reserves the right to inspect all electrical
devices and connections to ensure compliance with all codes, for which labor charges can be incurred. Edlen is required to refuse connections
where the Exhibitor wiring or equipment is not in accordance with electrical codes.
14.
All electrical equipment must be properly tagged and wired with complete information as to the type of current, voltage, phase, cycle,
horsepower, etc., required for operation.
15.
All Exhibitors’ cords must be a minimum of 14 gauge, 3 wire and grounded. Two (2) wire extension cords are not allowed. All exposed, noncurrent carrying metal parts of fixed equipment which are liable to be energized, shall be grounded.
16.
Payment in full must be rendered during the event. Exhibitors ARE NOT billed for services provided. Services may be interrupted if payment is
not received.
17.
Credit will not be given for services installed and not used. All orders are subject to a 25% cancellation fee if cancelled in writing & received by
Edlen within 14 calendar days prior to show opening. Except sales tax, Edlen will not refund overpayment in amounts less than $50.00 unless
specifically requested in writing.
18.
Claims will not be considered or adjustments made unless filed in writing by Exhibitor prior to the close of the event.
19.
Exhibitor holds Edlen harmless for any and all losses of power beyond Edlen’s control, including, but not limited to, losses due to utility company
failure, permanent power distribution failure, power failure caused by vandalism, faulty Exhibitor equipment or overloads caused by Exhibitor.
20.
It is agreed that in the event it becomes necessary to turn this matter over to an attorney for collection, or to file a lien, or foreclosure, or
otherwise, Exhibitor will pay Edlen its attorney fees or applicable agency fees.
21.
A service charge of 1.5% per month on any unpaid balances will be assessed starting 10 days after date of invoice. A $25.00 service charge will
be assessed for all returned checks and credit cards. Exhibitor agrees to reimburse Edlen for all applicable rental taxes.
22.
By signing this and/or the Method of Payment form, exhibitor hereby agrees to all terms and conditions on this order form.
COMMONLY ASKED QUESTION - WHERE WILL MY OUTLET BE LOCATED?
Outlets are located as depicted below for inline & peninsula booths. All other locations require labor on a time & material basis. Exhibitors with hard wall
booths must make arrangements with Edlen to bring power inside the booth on a time and material basis.
X
X
308
Aisle # ____
5 ft
4 ft
5A X
5A
4 ft
5A X
12 ft
4 ft
Aisle # 600
X
ISLAND BOOTHS
Aisle # 500
6 ft
EXAMPLE-FLOOR POWER
5 ft
4 ft
5A X
5A
4 ft
5A X
12 ft
Aisle # 900
302
A scaled floor plan must
accompany your order
with main power location,
add’l outlet locations &
booth orientation.
MAIN DROP
LOCATION
Aisle # 500
6 ft
Aisle # 900
203
(IN-LINE BTHS) (PENINSULA)
MAIN DISTRIBUTION
POINT
Aisle # ____
Aisle # ____
X
201
104
102
Aisle # ____
100
4 ft
Aisle # 600
EXAMPLE-CEILING POWER
(BACK TO BACK PENINSULAS)
FOR OTHER COMMONLY ASKED QUESTIONS VISIT OUR WEB SITE @ WWW.EDLEN.COM
OR CALL THE NUMBER ON THE FRONT OF THIS FORM.
Page 54 of 59
ELECTRICAL LABOR FORM
COMPANY:
EVENT:
HSMAI-MID AMERICA
FACILITY:
Navy Pier
DATES:
4/23/13—4/24/13
Phone: (312) 674-1100 Fax: (312) 873-3864
[email protected]
BTH #
(043094CH)
ELECTRICAL JURISDICTION
The work described below falls within the jurisdiction of the electrical union and cannot be performed by any other union, I&D house or
exhibitor. Please feel free to contact our office for clarification of scope of work.
ELECTRICAL LABOR IS REQUIRED FOR THE FOLLOWING WORK
1.
Electrical distribution under carpet
6.
Wiring of overhead signs
2.
Hardwiring of any electrical apparatus
7.
Overhead power distribution
3.
Connection of all 208V or higher services
8.
Assembly & installation of lighting hung from truss or ceiling
4.
Install any and all sound systems and provide labor to
operate
9.
Set, hang and dismantle monitors, plasmas, video screens and
computers
5.
Installation of lighting in booth space
10.
Motor, truss, rigging installation and cabling
POWER DISTRIBUTION - PLEASE PROVIDE THE FOLLOWING INFORMATION
1.
Floor Plan layout of your booth space
A. Floor plans must include exact outlet locations with dimensions or be to scale
B. Floor plans must reflect booth orientation. Please note surrounding booth or aisle numbers
C. Power comes from the floor. Identify a main power location we can deliver the power to. Power is distributed from that point.
The Following Illustration is an Example: 20x30 Island Booth
Aisle 500
4’
5’
X
1-5A
EXAMPLE ONLY
EXAMPLE ONLY
Main Distribution Point
Center of booth
X
2-20A
EXAMPLE ONLY
Aisle 700
1-5A
X
5’
4’
2.
Date you will begin building your booth _______________________________________ Estimated time _______________________
3.
Show Site Contact with authority to make additions or changes to your order
Contact Name _____________________________________________________________
Contact Company __________________________________________________________
Contact Cell # ____________________________________________________________
4.
Credit card information must be on file before any labor begins in your booth space. Please provide this information on your method
of payment form.
PLEASE USE THE BACK OF THIS FORM TO REQUEST ALL OTHER ELECTRICAL LABOR
Page 55 of 59
ELECTRICAL LABOR FORM
COMPANY:
BTH #
EVENT:
HSMAI-MID AMERICA
FACILITY:
Navy Pier
DATES:
4/23/13—4/24/13
(043094CH)
ELECTRICAL LABOR/LIFT RATES & RULES
Please be advised that labor start times cannot be guaranteed. If no time is provided, work will be performed on a firstcome first-serve basis. A representative must come to Edlen’s Labor Desk prior to each individual labor call to confirm
that booth is ready for such labor. If labor is dispatched at the requested time and no “exhibitor supervisor” is available,
a minimum 1/2 hour labor charge per electrician will apply. A minimum labor charge of 1 hour will apply per man for
installation. Dismantle time will be calculated at 1/2 of the total installation time.
LABOR RATES
Straight Time …………………………………………………………………………………… $89.00 per hour
Monday-Friday 8:00am - 4:30pm, excluding holidays
Over Time ………………………………………………………………………………………
$133.50 per hour
Monday-Friday 4:30pm - 12:00am, first 8 hours on Saturday
Double Time ……………………………………………………………………………………. $178.00 per hour
Monday-Friday 12:00am-6:00am, Saturday after 8 hours, all day Sunday
& Holidays
LIFT RATES
Lift …………………………………………………………………………………………………. $227.00 per hour
Lift charges will apply to for all overhead work such as; light installation overhead, power or data cable distribution
overhead, hanging signs, etc. Lift cost does not include operator.
LABOR REQUIRMENTS (Please complete all the sections below)
If you require any additional electrical work in your booth, please provide us with a production schedule with the dates,
times, number of men required and the type of work requested. This will assist us in accommodating your labor needs.
Example:
Day
Monday
Date
1/5
# Men
4
Time
8:00 am
Work required Assemble & hang truss/lights
Day
Tuesday
Date
1/6
# Men
1
Time
12:30pm
Work required Wire electric sign
Day
Date
# Men
Time
Work required
Day
Date
# Men
Time
Work required
Day
Date
# Men
Time
Work required
Day
Date
# Men
Time
Work required
Day
Date
# Men
Time
Work required
Day
Date
# Men
Time
Work required
SHOW SITE SUPERVISOR
Contact Name:
Company:
Cell Number:
Email address:
PLEASE PROVIDE CREDIT CARD INFORMATION
ON THE METHOD OF PAYMENT FORM
Credit card information must be on file before any of the requested labor is performed.
Page 56 of 59
METHOD OF PAYMENT FORM
COMPANY:
Phone: (312) 674-1100 Fax: (312) 873-3864
[email protected]
BTH #
EVENT:
HSMAI-MID AMERICA
FACILITY:
Navy Pier
DATES:
4/23/13—4/24/13
(043094CH)
EXHIBITOR INFORMATION
COMPANY NAME:
PHONE:
ADDRESS:
FAX:
CITY:
ST:
ZIP:
COUNTRY:
CELL:
EMAIL:
METHOD OF PAYMENT
All transactions require a credit card on file with proper authorization. In addition to checks, Edlen also accepts
American Express, Master Card, Visa, Discover and Wire Transfers. Indicate form of payment below.
COMPANY CHECK
BANK WIRE TRANSFER INFORMATION *
Please make check payable to: Edlen Electrical. All foreign
checks must be drawn on U.S. Banks only. Please reference
the Event # listed above on your remittance.
Bank transfer to Bank of America
Wire Transfer:
ABA#: 026009593
Acct: 33855214
International Wire Transfer:
Swift Code: BOFAUS3N Acct: 33855214
ACH Direct Deposit
ABA# 125000024
Acct: 33855214
CREDIT CARD
* $25 processing fee MUST be included with transfer.
For your convenience, we will use this authorization to charge
any remaining balances on your account prior to event closing.
A copy of final charges will be sent to the email address
provided in the payment information section.
VISA
MASTERCARD
AMX
DISCOVER
CHECK AND CREDIT CARD INFORMATION
CHECK #
CREDIT CARD NUMBER:
EXP DATE:
CARD HOLDER SIGN:
PRINT NAME:
EMAIL ADDRESS:
THIRD PARTY:
YES or NO
CREDIT CARD ADDRESS INFORMATION IF DIFFERENT THAN INFORMATION ABOVE
ADDRESS:
CITY:
By signing and placing this order, I accept all payment
policies and the terms and conditions outlined on all
service order forms completed.
ST:
SERVICE TOTALS
ELECTRICAL/LABOR/MATERIAL
PLUMBING
PLEASE
SIGN
LIGHTING
SUB TOTAL
AUTHORIZED SIGNATURE
PRINT NAME
DATE
8% SALES TAX IS DUE ON OUTLETS &
MATERIAL ONLY. Sales tax is due unless
exemption certificate accompanies this
order.
TOTAL DUE
ZIP:
Page 57 of 59
ELECTRICAL LAYOUT FORM
COMPANY:
Phone: (312) 674-1100 Fax: (312) 873-3864
[email protected]
BTH #
EVENT:
HSMAI-MID AMERICA
FACILITY:
Navy Pier
DATES:
4/23/13—4/24/13
(043094CH)
Use the grid below to indicate the location of each electrical outlet ordered. If power is only required at
the rear of an in-line booth this form is not necessary.
Indicate booth type: Island
□
Peninsula
□
Inline
□
Provide aisle or adjacent booth #’s for orientation
Power is brought to one location in island booths and then distributed from that point. Indicate this location and
all other outlet locations using the legend below:
X = Main Distribution Point
= 5amp/500watt
= 10amp/1000watt
= 15amp/1500watt
= 20amp/2000 watt
Indicate the layout scale and total square footage. Example: 1 Square = 1 Foot
_____Square = _____Ft
Total Square Footage = __________
Adjacent Booth or Aisle # _______________
Page 58 of 59
Sampling Policy
For additional services or information, please contact Chicago Signature Services:
600 East Grand Avenue, Chicago, IL 60611 • Main Telephone: (312)595-5130 • Fax: (312)595-5079 • www.navypiercatering.com
Sampling and Serving of Food and Non-Alcoholic Beverages
Chicago Signature Services retains the exclusive right to provide and control all food and beverage services throughout the Navy Pier Festival Hall,
Grand Ballroom and related spaces for events, including concessions and the sale of alcoholic and non-alcoholic beverages, and to provide,
control and retain any revenues therefore.
Sponsoring organizations and/or their exhibitors may distribute packaged sample food and/or beverage product only upon express written
authorization from Chicago Signature Services management using the attached Authorization Request Form.
Items dispensed are limited to those products that are manufactured, processed or distributed by the entity requesting permission as long as
those items are closely related to the central theme of the show.
Free samples are limited to 1 oz. portions served in 2 oz. portion cups for food and beverage.
Exhibitors and Show Managers are not permitted to bring food, beverage and/or alcoholic beverages for use in hospitality or backstage areas.
Any exhibitor giving away packaged or unpackaged food or beverage products will be fully responsible for any and all liabilities that may result
from consumption of their products.
Sampling of Alcoholic Beverages
Any Exhibitor requesting to give away samples of alcoholic beverages must obtain a special event liquor license from the Liquor Control Board of
the State of Illinois, or employ the services of Chicago Signature Services bartenders in order to be covered under our liquor license. Samples
dispensed are limited to those products which are manufactured, processed or distributed by the entity requesting permission as long as those
items are closely related to the central theme of the show.
Samples are limited to one ounce of beer or wine and ½ ounce of spirituous liquors.
Persons dispensing alcoholic beverages must be 21 years of age or older. Samples are only to be served to persons 21 years of age or older. Each
booth must provide a visible sign, stating: “Guests must be 21 years of age to participate in sampling of alcoholic beverages. Picture I.D. is required.”
Vendors must submit proof of holding $1,000,000.00 in liability insurance naming Chicago Signature Services, LLC and Metropolitan Pier and
Exposition Authority as additional insured.
All products that are to be samples must be delivered and stored through the show contractor.
All Food and Beverage that is not part of a sampling must be contracted through Chicago Signature Services. Please see your Catering
Manager for menus and ordering procedures.
Menu Offerings as of March 1, 2011 – All pricing subject to change without notice. All listed prices are subject to applicable sales tax (currently 11%)
and gratuity (currently 21.5%). All bottled sodas and carbonated waters are subject to City of Chicago soda tax (currently 3%).
Page 59 of 59
Authorization Request Form
For additional services or information, please contact Chicago Signature Services:
600 East Grand Avenue, Chicago, IL 60611 • Main Telephone: (312)595-5130 • Fax: (312)595-5079 • www.navypiercatering.com
Chicago Signature Services holds the exclusive rights to all food and beverage service within the Festival Hall Complex at Navy Pier. This exclusive
agreement prohibits exhibitors or other event participants from importing ANY food or beverage into Navy Pier without the written approval of
Chicago Signature Services. This policy is strictly enforced. Violations will result in products being removed from the show floor.
Please complete this form to receive authorization to distribute food or beverages not purchased through Chicago Signature Services.
Name of Show/Event:
Event Date(s):
Booth Number:
Company Name:
Address:
Chicago Signature Services holds the exclusive rights to all food and beverage service within the Festival Hall Complex at Navy Pier. This ex
Pier. This exclusive agreement prohibits exhibitors or other event participants from importing ANY food or beverage into Navy Pier without
City:
State:
ZIP Code:
Pier without the written approval
of
Chicago Signature Services. This policy is strictly enforced. Violations will result in products being removed from the show floor.
Contact Person:
Phone Number:
floor.
Fax Number:
E-Mail Address:
Please complete this form to receive authorization to distribute food or beverages not purchased through Chicago Signature Services.
On-Site Contact (if
different from above):
Services.
Signature:
Name of Show/Event:
Date:
Event Date(s):
Products you wish to distribute:
Booth Number:
Company Name:
Address:
Size of portion to be dispensed:
City:
Reason for offering samples:
Authorization Requ
Form
Anticipated Quantity:
State:
Contact Person:
Additional Comments:
Fax Number:
ZIP Code:
For additional services or information, please contact C
Services:
Phone Number:
600 East Grand Avenue, Chicago, IL 60611 • Main Telephone: (312)595-5130 •
E-Mail Address:
Fax: (312)595-5079 • www.navypiercate
If you do not meet
the conditions
required
forfrom
sample
distribution, corkage or service fees will be quoted. Any such fees must be paid in advance
On-Site
Contact (if
different
above):
of the show. All food and beverage distribution must receive advance approval from Chicago Signature Services.
This policy is strictly
enforced. Exhibitors who do not comply will be askedDate:
to remove items from the facility. Please return to
Signature:
Chicago Signature Services at least two weeks prior to the start of the show.
Approved:
Products you wish to distribute:
Approved:
Catering Manager
Size of portion to be dispensed:
General Manager
Anticipated Quantity:
Reason for offering samples:
Menu Offerings
as of March 1, 2011 – All pricing subject to change without notice. All listed prices are subject to applicable sales tax (currently 11%)
Additional
Comments:
and gratuity (currently 21.5%). All bottled sodas and carbonated waters are subject to City of Chicago soda tax (currently 3%).
HSMAI’S MEET Mid-America
April 23-24, 2013
Utility Deadline Date
APRIL 9, 2013
Need Help Completing The Forms?
CONTACT US:
312-595-5266 (Call Center)
312-595-5267 (Fax)
[email protected] (E-Mail)
SAVING TIPS
Following are some of the most important tips that will help contribute to a successful event and save
you money.
• Save time by ordering your utility services via our Online Ordering System.
Visit us at www.navypier.com.
• Provide floor plans with all utility service orders.

If you are ordering Internet services, please call 312-595-5266 to ensure that the services you are
ordering are correct for your needs.

Please pay attention to the DEADLINE DATE. Having your conventional order, floor plans and full
payment submitted by your Utility DEADLINE DATE will save you approximately 33% on your utility
order.

Bottled gases normally require a two-week advanced order, as gases are not stocked on our premises.
Refer to page 10 for additional information.

Be sure to check in at the Navy Pier Utilities Service desk upon your arrival to notify our staff when you
are ready for your services. Our labor rates are as follows:
LABOR RATES
Straight Time: $99.00 per hour
Over Time:
$146.00 per hour
Double Time:
$193.00 per hour
Table of Contents
Welcome............................................ 1
Facility Regulations
Animals & Pet .............................. 15
Placing a Conventional Order ............ 1
Balloons & Radio-Operated
Air Devices ................................. 15
Hanging Items ................................... 2
Exhibits in Meeting Rooms .......... 15
Fire Hose Cabinets, Pull Stations,
Telephone Services ............................ 3-4
Aisles and Exits ........................... 15
Smoking ....................................... 15
Cable TV Access ................................. 4
Vehicle Displays ........................... 15
Internet Services ................................ 4-5
Description of Services ................. 4-5
Terms & Conditions ..................... 6-7
Safety Regulations
Fire and Safety Regulations......... 16
Booth Storage ............................. 16
Plumbing Services .............................. 8
Fire Retardancy ........................... 16
Hazardous Demonstrations......... 16
Navy Pier Utilities Order Forms
Display Materials/Pyrotechnics .. 17
Ordering Guide ............................ 9
Prohibited Materials ................... 17
Payment & Cancellation Policy .... 10
Cooking and Heat-Generating
Limitation of Liability ................... 10
Devices ........................................ 17
Submitting Your Order ................. 10
Multiple Levels or Ceilings
Order & Payment Summary ........ 11
(Including Tents) .......................... 18-19
Utility Order Forms ...................... 12-13
Floor Plan Template..................... 14
Welcome!
The Navy Pier, Inc. (NPI) has built a reputation as the country’s premier destination for meetings and conventions. We have offered our customers the very best in location, marketing and service amenities. We have
dedicated ourselves to continually making the Chicago experience better..
On behalf of all Navy Pier employees, we look forward to welcoming you to our facilities. Our Navy Pier
Utilities Department is your utilities supplier. Our services include plumbing, telecommunications and
internet. With our new lower labor (at cost), service rates and the most skilled work force in the country,
our Navy Pier Utilities Department is second to none. From the time you place your order, through the move
out of your event, we are here to serve you in a professional, efficient, and customer friendly manner.
CONTACT US:
312-595-5266 (Call Center)
312-595-5267 (Fax)
[email protected] (E-mail)
Order utility services on-line at www.navypier.com
PLACING A CONVENTIONAL ORDER
When placing an order, pay particular attention to the utility deadline date. If you place your order by the
deadline date, you may save up to 33%. Orders received after the deadline date or orders received without
full payment will be billed at the standard rate.
The Advance rates apply when your complete order and payment are received by us on or before the
deadline date. The Standard rates apply to all orders received after the deadline date (Late Order), orders
received before the deadline date without full payment and floor plans (Partial Order), and all orders placed
or changed on site (On-Site Order). To save money and help us to plan effectively, place your order by the
deadline date.
A Complete Order contains all of the following elements:
•The completed Utility Service Order Form (SO1)
• The completed Floor Plan Template (FT1)
• Full and proper payment
During the event you will receive an On-Site Invoice for your utility services including itemized inbound labor and non-itemized tear out labor. You will remit payment for the On-Site Invoice at this time.
This invoice will not include any telephone usage. Telephone usage is calculated at the close of the event
and charged to your credit card at that time.
1
HANGING ITEMS
Any materials, including but not limited to, signs and machinery, which are hung from or
attached to ceilings, exhibit structures or building supports.
Hanging items must not be hung from electrical fixtures, raceways, water, gas, air, fire protection, communication lines, piping, supports or hangers.
Hanging Items Approval Requirements
All requests for hanging items must be reviewed and approved by Show Management
PRIOR TO MOVE-IN.
Requests that are submitted to Navy Pier Utilities Department must be received 60 days prior to
the first move-in date.
Fax: (312) 595-5267
E-mail: [email protected]
U.S. Mail: 600 East Grand Avenue, Chicago, Illinois 60611
2
TELEPHONE SERVICES
1.
Once installed, telephone service is active 24 hours a day for the entire length of the event. Dial
tone is typically deactivated in the morning following the last day of the event. If you require
service beyond that, please contact the Navy Pier Utilities Service Desk. Reactivating fees apply if service
needs to be reestablished.
2.
The cost of our telephone service does not include telephone usage. All telephone calls made from
your telephone line once it is installed are your responsibility. Credit will not be given for telephone calls
made over installed lines. To guard against unauthorized use, please be sure to secure your telephone
each night. Telephone usage will be billed to your credit card shortly after the close of the event. If
you need a detail of all calls made, contact the Navy Pier Utilities Department at (312) 595-5266.
3. Telecommunications Tax: In the State of Illinois and the City of Chicago a Telecommunications Tax is
required. These taxes are based upon current communications tax rates, and are subject to change
without notice.
4.
There is a charge of $0.50 per 800 number dialed.
DESCRIPTION OF TELEPHONE SERVICES
Telephone usage is billed after the close of the event and billed to your credit card.
Analog Single Line Service: Includes the installation of a touch-tone line and rental of a single line
telephone instrument.
Digital Multi-Line Service: Includes the installation of a touch-tone line and one multi-line telephone with
a maximum capacity of up to eight appearances of the telephone line. Voicemail is included along
with fixed features such as hold, conference and transfer.
Voicemail System: Our system is designed to ensure that all incoming calls to your booth will always be
answered. Voicemail is operational 24 hours a day for the duration of the event.
Other Carrier Services: Any service delivered by an outside vendor such as POT’s (Plain Old Telephone),
T1’s and ISDN.
3
CABLE TELEVISION ACCESS
Order Form on page 15
INTERNET SERVICE
Order Form on page 15
Navy Pier is pleased to announce the availability of Complementary Wi-Fi for Visitors, Exhibitors,
Attendees & Show Management. This Service is provided for General Web Browsing and Email
access. Navy Pier is committed to delivering the highest quality internet and Networking services
in the industry. However, experience has shown that wireless service is inherently vulnerable to
interferences from other devices. It is for this reason that we highly recommend that if you plan
to use the Internet to demonstrate or present products that are mission critical to your exhibit, a
hard-wired service is the best way to go.
We offer a full menu of Internet connectivity solutions that provide continuous, dedicated access to
the Internet at a variety of speeds. Once connected, you have access to the Internet 24 hours a day
for the entire length of the event. The Internet Technical Services Department, will work with you
and your staff to meet your needs. If you have Internet questions, contact the Navy Pier Utilities Department at (312) 595-5266 or [email protected]
Please note:
• The State of Illinois and the City of Chicago require a telecommunications tax for all Internet Services.
4
DESCRIPTION OF INTERNET SERVICES
The following chart highlights the services offered. Please note the number of additional IP addresses available with
each service. All services are digital and delivered by Ethernet based connectivity using Category 5 wiring with RJ45
terminated ends. You must supply a computer with an Ethernet NIC (Network Interface Card), have TCP/IP installed,
and an Internet browser. There are no firewalls or filtering on our connection to the Internet. Please consider your
vulnerabilities; make sure you have up-to-date anti-virus software installed on your computer and consider the use
of a firewall. Please contact the Internet Department at (312) 567-8060 if you have any questions.
All Internet prices are a flat rate; no per minute usage or connection charges apply.
Service
Shared Ethernet
Connection Speed
256 kbps minimum
Limit of Additional Addresses
Includes 1 IP address, up
to 6 additional can be
ordered.
Recommended Uses
For up to 7 computers with low
bandwidth needs (e-mail, simple websites, small downloads).
For up to 11 computers with medium
bandwidth needs.
Ethernet 512
512 kbps minimum
Includes 5 IP addresses,
up to 6 additional can
be ordered.
Ethernet 768
768 kbps dedicated
Includes 11 IP addresses, up to 12 additional
can be added.
Half T1 speed for larger numbers of
computers or higher bandwidth applications.
Ethernet 1.55
1.55 mbps dedicated
Includes 29 IP addresses
Full T1 speed for high bandwidth applications or large numbers of computers.
VLAN connection
10mbps (default)
Please call for assistance
(Virtual Local Area Network)
100 mbps (additional
charges may apply)
To create networks to link location
through the Navy Pier complex.
Dedicated Ethernet 5mbps
5mbps dedicated
5 million bits per second.
Dedicated Ethernet 10mbps
10mbps dedicated
10 million bits per second.
Save time by ordering your utility services Online. Visit us at www.navypier.com
5
NAVY PIER, INC.
TERMS AND CONDITIONS FOR NETWORK - INTERNET SERVICES
1.
Pricing and taxes. Customer agrees to pay the fees and other charges for Internet services and other services
and products provided hereunder. The prices listed on this Agreement do not include Federal, State, or Local
taxes will be included in your final bill.
2. Additional costs. NPI reserves the right to bill the Customer for any additional cost NPI incurs in: 1) assisting in
trouble diagnosis or problem resolution found not to be the fault of Navy Pier Inc. or 2) collecting information
required to complete the installation that customer fails to provide.
3. Use of Internet Services.
A. Customer agrees that the network attachment to be provided by Navy Pier Inc. shall be limited for
use by the directors, officers and employees of the Customer, its guests, and its agents and
consultants while performing service for the Customer and cannot be resold or distributed to other
companies. The services being provided by Navy Pier Inc. will facilitate communications between
the Customer’s authorized users and the entities reachable through the national internet. Users
of the NPI’s services shall use reasonable efforts to promote efficient use of the networks to
minimize, and avoid if possible, unnecessary network traffic and interference with the work of
other users of the interconnected networks.
B. Customer is solely responsible for the content of any transmissions of and by any Customer and any
third party utilizing Customer’s facilities or NPI’s network, as a whole or any equipment of system
forming part of the network support system, or any services provided over or in connection with any
of the Navy Pier Inc. or other associated network.
C. Customer agrees to comply with all applicable laws with regard to the transmissions and use of
information and content. Customer further agrees not to: use the Internet service for illegal
purposes; solicit any activity that is prohibited by applicable law over the Internet;
interfere with or disrupt any of the NPI’s or other associated networks as a whole or
any equipment of system forming part of their systems, or any services provided over, or
in connection with any of NPI’s or other associated networks; interfere with or
disrupt any other network users, network services or network equipment.
D. Customer agrees not to use the NPI’s services to transmit any communication where the
meaning the message, or its transmit distribution, would violate any applicable law or regulation or
would likely be highly offensive to the recipient or recipients thereof.
4.
Wireless Specific. The use of any wireless device that interferes with the facility wireless data
frequency is prohibited.
5.
Performance Disclaimer. NPI does not warrant that the services provided hereunder will meet Customer’s
requirements or that Customer’s access to and use of the services will be uninterrupted or free of errors or
omissions. NPI cannot and does not guarantee the privacy, security, authenticity and non- corruption of any
information transmitted through, or stored in any system connected to the internet. NPI shall not be responsible for any delays, errors, failures to perform, or disruptions in the Hosting services caused by or resulting
from any act, omission or condition beyond NPI’s reasonable control. In situations involving performance or
nonperformance of services furnished under this Agreement, Customer’s sole remedy shall be a refund of a
prorated portion of the price paid for services which were not provided. Credit will only be issued for periods
of loss greater than 24 hours.
6
TERMS AND CONDITIONS FOR NETWORK - INTERNET SERVICES (Cont.)
6.
Internet Security Disclaimer. NPI does not provide security, such as, but not limited to, firewalls, for any Internet
service it provides. It is the sole responsibility of the Customer to provide any necessary security. With execution of
this document, Customer agrees to the Terms and Conditions of this Agreement and will hold NPI, it’s board members, officers, employees, agents, and consultants harmless for any and all liabilities arising from the use of nonsecured Internet services.
7.
No Warranties. NPI makes no warranty of any kind with respect to services and products provided
under this Agreement. NPI disclaims all warranties, express and implied, including the warranties of
merchantability and fitness for a particular purpose.
8. Limitation on Liability. NPI will not be liable for any damages Customer may suffer arising out of acts of God, use or
inability to use NPI’s Internet services or related products unless such damages are caused by an intentional and willful act of NPI. NPI will not be liable for any special or consequential damages, or for loss, damage, or expense directly
or indirectly arising from Customer’s use or inability to use the system either separately or in combination with other
equipment or software or for commercial loss of any kind, including loss of business profits, based upon breach of
warranty, breach of contract, negligence, strict tort, or any other legal theory whether or not NPI or its suppliers or its
subcontractors have been advised of the possibility of such damage or loss. In no event shall the liability of NPI exceed an amount equal to the price of products and services purchased by Customer during the twelve-month period
preceding the event which caused the damages or injury.
9.
Indemnity. Customer agrees to indemnify and hold NPI, its board members, officers, employees, agents, and consultants harmless against any claim or demand by any third party due to or arising out of the use by Customer of
Internet services and related products provided hereunder.
10.
Termination. Customer’s failure to comply with the terms and conditions of this Agreement will result in immediate
termination of Internet services provided hereunder. Customer acknowledges that NPI reserves the right to
terminate this Agreement for convenience.
11. Changes. NPI reserves the right to change these terms and conditions at any time. The terms and
conditions in effect at the time of services are ordered shall apply. Customer may view the most current terms
and by visiting: www.navypier.com.
12. Miscellaneous. This Agreement constitutes the entire agreement of the parties and supersedes any prior or
contemporaneous agreements between the parties with respect to the subject of this Agreement. This
Agreement shall be governed by and construed in accordance with the laws of the State of Illinois without
regard to its conflict of laws principles.
7
PLUMBING SERVICES
Anchoring - All anchoring is done by the Navy Pier Utilities Department Plumbers. The exhibitor must submit
a copy of their floor plans a minimum of 60 days prior to the event move-in date. Your floor plans and request must be faxed to the Navy Pier Utilities at (312)595-5267.
Removal of Hazardous Chemicals - Our Plumbers will pump these liquids into 55-gallon drums for disposal by
your licensed waste hauler. UNDER NO CIRCUMSTANCE SHOULD DISPOSAL OF HAZARDOUS CHEMICALS BE
HANDLED IN ANY OTHER MANNER.
FACILITY PRESSURES TO KNOW

Compressed Air - Constant pressure of 100 pounds per square inch (psi). If an exhibitor needs
more than 180 cfm, a second air line must be ordered.

Hose Pressure - All of our hoses are rated at 250 psi (pounds per square inch) bursting pressure,
and any hoses brought in by clients must also have this rating.

Natural Gas - A one-inch gas line provides a constant one pound pressure per square inch.

Water Pressure - Constant pressure of 60 pounds per square inch (psi).

Drain - Four inch drainage is available in the floor.
BOTTLED GASES
We do not stock any bottled gases on premise. Please call the Navy Pier Utilities Department at (312)5955266 for a list of our available gases. Many of our gases require a minimum of two weeks advance notice, so
please plan accordingly.
In order to comply with the City of Chicago Fire Code, all flammable gases, i.e. acetylene, hydrogen, methane,
and any red tagged gases, must be removed from the event floor at the close of each day. If you order any
flammable gas from us, we will remove, safely store, and return the tanks each morning at no additional cost
to you. If you bring your own flammable gases, you must contact the Navy Pier Utilities Services Department
to make arrangements to remove, store, and return the tanks on a daily basis. No Propane, MAPP, or Butane
in any size are permitted in Navy Pier.
Plumbing Utility Services are as follows:
Water*
Festival Hall A
Festival Hall B
Floor Ports
Floor Ports
Drain
Floor Ports
Floor Ports
Air
Gas
Columns
North and West
Walls
Columns
North Wall
* All of our water is cold. If you need hot water, you will need to bring a hot water heater or
you may rent one from us. Please contact us to identify the correct required electrical service
for the water heater.
8
Navy Pier Utilities
Utility Services Can Be Ordered Online via: www.navypier.com
Utility Orders:
If you are placing a Utility Order, complete and submit Forms OP1, SO1,
and FT1.
Hanging Items:
If your event allows hanging items please contact your contractor for
instructions.
Please include your company name and booth number on all order forms.
Contact Us:
(312) 595-5266 (Office)
(312) 595-5267 (Fax)
[email protected] (E-Mail)
www.navypier.com (Web)
9
PAYMENT POLICY
Your on- site representative must be aware of this payment policy and be prepared to make payment upon installation of our
utility or Internet service(s). Payment must be made by credit card, company check, travelers check or cash. Regardless of the
method of payment you select, an approved credit card must be on file.
The exhibiting firm is responsible for payment. If an agent is hired to handle display and/or billing for any services, the exhibiting firm and its agent must complete the section entitled THIRD PARTY AUTHORIZATION on the Order and Payment Summary
Form (Op1). Upon confirmation of your third party agent’s satisfactory credit rating, third party billing arrangements will be
made.
For charges that are invoiced, payment is due upon receipt of invoice. Any charges unpaid 30 days after the invoice date will
incur a finance charge of 1.5% per month, 18% annually, or the maximum legally allowable rate, whichever is lower. In addition,
all future orders will be on a pre-paid basis only.
This payment policy agreement shall be governed by and construed in accordance with laws of the STATE OF ILLINOIS.
CANCELLATION POLICY
For full cancellation of all utility or Internet services ordered, a cancellation fee in the amount of 30% of the value of the utility
service ordered will be charged.
For partial cancellation of utility or Internet services ordered, but not yet installed, no cancellation fees will be incurred.
For partial cancellation of utility services ordered and installed, but not yet used by the exhibitor, a cancellation fee of 30% plus
the installation labor costs will be charged.
For cancellation of an Internet line that has been installed but not yet used, a 50% cancellation fee will be charged.
For cancellation of utility or Internet service that has been installed and used, the full cost will be charged.
LIMITATION OF LIABILITY
Any liability of Navy Pier Inc. for the provision of services, or the failure to provide services or with respect to any claim, loss
or cause of action arising from the provision of services or the failure to so provide is limited to the amount actually paid for
the services in question.
SUBMITTING YOUR ORDER
ALL PAYMENTS MUST BE IN U.S. FUNDS DRAWN ON A U.S. BANK. MAKE CHECK PAYABLE TO:
“NAVY PIER AN SMG MANAGED FACILITY”
To Send Overnight Express and US mail (please allow ten days for mail) :
Navy Pier
Attn: Trade Shows/Accounts Receivable
600 East Grand Avenue, Chicago IL 60611.
You may fax your complete order information. The Navy Pier Utilities Department will return a confirmation notice of
receipt of your faxed order. Fax to (312) 595-5267
Wire Transfer:
JPMorgan Chase Bank
Chicago, IL 60603
ABA # 021-000-021
Account # 117198780(wire)
ACH ABA# 071-000-013 (ACH & Electronic Checks)
Attn: Navy Pier, Inc. Merchant Account with SMG as Agent
All transfers should include the following information:
• Your company name • The event/show name • Your booth/space number
10
Navy Pier Utilities Department
Order and Payment Summary Form (OP1)
COMPANY NAME:
BOOTH#:
ADDRESS:
PHONE:
EMAIL:
ON-SITE CONTACT NAME:
CITY:
EVENT NAME:
EVENT CODE:
DEADLINE DATE:
EVENT DATES:
SQ FT:
STATE:
FAX:
ZIP:
CELL:
TODAY’S DATE:
SUBMITTED BY:
22683
April 9, 2013
April 23-24, 2013
DATE RECEIVED:
ORDER #:
CUST #:
BATCH #:
FOR OFFICE USE ONLY
CK AMT $:
CK#:
WHEN ORDERING ANY UTILITY SERVICES, THIS FORM MUST BE COMPLETED AND RETURNED WITH THE FLOOR PLAN TEMPLATE (FT1) AND THE UTILITY
SERVICE ORDER FORM (SO1). PLEASE INDICATE BELOW THE METHOD OF PAYMENT FOR SERVI0CES PROVIDED. MAILING INSTRUCTIONS ARE FOUND ON
PAGE 13. PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE. REGARDLESS OF THE METHOD OF PAYMENT YOU SELECT, AN APPROVED CREDIT CARD
PLEASE MARK ALL APPROPRIATE BOXES BELOW.
COMPANY CHECK NUMBER _____________________
 WIRE TRANSFER  CREDIT CARD
ALL PAYMENTS MUST BE IN U.S. FUNDS DRAWN ON A U.S. BANK, PAYABLE TO: “NAVY PIER, INC”
□ THIS AUTHORIZATION WILL BE USED TO CHARGE YOUR CREDIT CARD ACCOUNT FOR YOUR ADVANCE ORDERS AND ANY ADDITIONAL AMOUNTS INCURRED AS A RESULT OF SHOW SITE ORDERS PLACED BY YOU OR YOUR REPRESENTATIVES AND ANY ASSOCIATED MEETING ROOM COSTS. THESE CHARGES MAY INCLUDE LABOR, MATERIAL AND TELEPHONE USAGE. PLEASE COMPLETE THE INFORMATION BELOW.
OR
□ FULL ORDER PAYMENT IS ENCLOSED. THE CREDIT CARD INFORMATION
BELOW IS REQUIRED TO BE KEPT ON FILE. YOUR CREDIT CARD WILL NOT BE
CHARGED UNLESS THERE IS AN OUTSTANDING BALANCE ON YOUR ACCOUNT
AT THE END OF YOUR SHOW AND PAYMENT IS NOT RECEIVED FOR SUCH BALANCE PRIOR TO YOU LEAVING OUR FACILTY.
EXHIBITOR AUTHORIZATION
□ FOR THE USE OF AN EXHIBITOR APPOINTED CONTACTOR:
WE UNDERSTAND AND AGREE THAT WE, THE EXHIBITING FIRM,
ARE ULTIMATELY RESPONSIBLE FOR PAYMENT OF THE CHARGES. IN THE EVENT THAT THE NAMED THIRD PARTY DOES NOT
DISCHARGE PAYMENT OF THE INVOICE PRIOR TO THE LAST DAY
OF THE SHOW, CHARGES WILL REVERT TO THE EXHIBITING COMPANY. ALL INVOICES ARE DUE AND PAYABLE UPON RECEIPT, BY
EITHER PARTY.
THIRD PARTY AUTHORIZATION
CREDIT CARD NO.:
EXPIRATION DATE:
□ PERSONAL CREDIT CARD
CREDIT CARD NO.:
□ COMPANY CREDIT CARD
CARDHOLDER’S NAME (PRINT):
EXPIRATION DATE:
□ PERSONAL CREDIT CARD
□ COMPANY CREDIT CARD
CARDHOLDER’S SIGNATURE:
BILLING ADDRESS:
CARDHOLDER’S NAME (PRINT):
CITY/STATE/PROVINCE/ZIP:
CARDHOLDER’S SIGNATURE:
CONTACT US:
CITY/STATE/PROVINCE/ZIP:
(312) 595-5266 (Office)
FAX:
PHONE (EXT):
PLEASE CALCULATE YOUR SUB-TOTAL FROM EACH SECTION
TELEPHONE
PG.15
$
CABLE TV
PG.15
$
INTERNET
PG.15
$
*TEL/INT TAX
PG.15
$
PLUMBING
PG.16
$
GRAND TOTAL
FAX:
PHONE (EXT):
BILLING ADDRESS:
$
PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE
Order and Full Payment Must Be Received By Deadline Date For Advance Rate
Labor Not Included
(312) 595-5267 (Fax)
[email protected]
www.navypier.com (Web)
Your Signature Indicates That You Have Read And Fully
Understand Our Payment Policy Terms And Conditions.
Signature:
11
Utility Service Order Form (SO1)
ORDERANDFULLPAYMENTMUSTBERECEIVEDBYDEADLINEDATEFORADVANCERATE
EVENT NAME: HSMAI’S MEET Mid-America
EVENT DATE: April 23-24, 2013
COMPANY NAME:
BOOTH:
DATE:
ADDRESS:
CITY:
STATE:
ZIP:
PHONE:
FAX:
CELL:
EMAIL ADDRESS:
ON-SITE CONTACT:
SUBMITTED BY:
DIGITAL INTERNET SERVICES
TELEPHONE SERVICES
CODE
QTY
DESCRIPTION
SINGLE LINE MAIN –
includes the use of our
telephone instruments.
3310
MULTI-LINE MAIN – Includes voicemail and the use
of our telephone instruments; if additional instruments that share the same
phone number are required
also order code 3322 extension service.
MULTI-LINE EXTENSION –
cannot be ordered without at
least one MAIN service,
code 3315; service includes
the use of our telephone
instruments.
3315
3322
ADVANCE RATE
PER UNIT
STANDARD
RATE PER
UNIT
$265.00
$398.00
TOTAL
All services include the installation of ONE 10Base T network cable, terminated on an
RJ45 end. Additional wiring is done by Telecommunications Department labor on a
time and materials basis. You must supply all necessary hardware and software.
COD
E
$580.00
3351
$870.00
3369
QTY
DESCRIPTION
SHARED ETHERNET
ETHERNET 512
3352
ETHERNET 768
3353
DEDICATED Ethernet 1.55 MBPS
$400.00
STANDARD
RATE
PER UNIT
$500.00
$1500.00*
$1800.00*
ADVANCE
RATE
PER UNIT
Please call for
pricing information
ADDITIONAL SERVICES
$290.00
$435.00
3368
ADDITIONAL BANDWITH
Call for
assistance
Call for
assistance
3311
AUDIX (Voice Mail) Per
Telephone Line
$60.00
$90.00
3366
VLAN CONNECTION
3319
OTHER CARRIER SERVICES
$265.00
$398.00
3354
3358
ADDITIONAL TCP/IP ADDRESS
HUB RENTAL – If you’re connecting
more than one computer, you’ll need
a hub. We offer hubs in 8, 16 and 24
port varieties.
$100.00*
8- $125
3367
Firewall rental – We offer Cisco Pix ®
firewalls (basic Programming).
$500.00
3378
WIRELESS ACCESS POINT RENTAL – We offer Cisco 1200 ® Series
Wireless Access Points for rent. This
is a device rental and does not
provide Internet connectivity.
Please order an Internet service from
above.
3376
SUB-TOTAL HERE
3377
CABLE TELEVISION SERVICES
Code
Qty
Description
TOTAL
Advance Rate
Per Unit
Standard Rate
Per Unit
1560
CABLE ACCESS
$238.00
$357.00
1570
EACH ADD. CONNECTION/
EXT FROM THE MAIN SERVICE
$31.00
$46.00
Total
$125.00*
16- $200
$300.00
SUB-TOTAL HERE
TAX BREAKDOWN:
7% State Excise, 0.50% State Infrastructure, 7% City Excise
** See terms and conditions. We cannot guarantee speeds
on the Internet. Speeds listed are determined by your device
and our Internet gateway. By placing an order, you agree to
all terms and conditions.
* One connection only. Additional drops or fanning of cables
within the booth will be done on a time & materials basis.
12
Utility Service Order Form (SO1) Continued
ORDERANDFULLPAYMENTMUSTBERECEIVEDBYDEADLINEDATEFORADVANCERATE
EVENT NAME:
ORDER NUMBER:
April 23-24, 2013
COMPANY NAME:
EVENT DATES:
COMPANY NUMBER:
BOOTH /SPACE #:
BOTTLED GASES
PLUMBING SERVICES
CODE
DESCRIPTION
QTY
ADVANCE
RATE PER
UNIT
STANDARD
RATE PER
UNIT
TOTAL
Water Line
2200
Number of connections _______
$449.00
$674.00
CODE
Size of connections ________
Drain Line
2201
$449.00
$672.00
Size of connection _________
Compressed Air
2202
$502.00
WE CAN SUPPLY A COMPLETE LINE OF ANY 2, 3 OR 4 MIXTURES AND QUANTITY
WITH ADVANCE NOTICE. WE DO NOT STOCK ANY BOTTLED GASES ON PREMISES.
MANY OF OUR GASES REQUIRE A MINIMUM OF 2-WEEKS NOTICE
$753.00
Size of Connections _________
NATURAL GAS 1” = 1 LB.
Size of Connections ___________
$461.00
$693.00
WATER FILLING AND DRAINING
DESCRIPTION
ADVANCE
RATE
PER UNIT
STANDARD
RATE PER
UNIT
2026
ARGON – 336 CU. FT.
$170.00
$254.00
2131
CO2 TANK G SIZE 50 LBS.
$146.00
$220.00
2052
HELIUM 0 244 CU. FT.
$175.00
$263.00
2135
HELIUM “T” TANK 291 CU. FT.
$183.00
$276.00
2073
NITROGEN – 230 CU. FT.
$139.00
$209.00
2075
NITROGEN ULTRA HIGH PURITY
GRADE 5 230 CU. FT.
$197.00
$295.00
2159
NITROGEN PRE-PURIFIED “T”
TANK GRADE 4.8 -304 CU. FT.
$176.00
$264.00
2078
NITROGEN CRADLES (12
TANKS) W/ DEMMURAGE – 3584
CU. FT.
$697.00
$1046.00
Number o f Connections _______
2203
QTY
TOTAL
SUB-TOTAL HERE
Subject to time and materials *
2298
Water fill and Drain*
Gallons
A 2-WEEK NOTICE IS REQUIRED FOR THE FOLLOWING RENTAL ITEMS:
2000
SINK RENTAL DOUBLE
$125.00
N/A
2001
SINK RENTAL SINGLE
$65.00
N/A
2102
WATER HEATERS (52 gallons) **
$148.00
N/A
$36.00
2003
FIRE EXTINGUISHERS (ABC)***
N/A
$25.00
Recharge fire extinguishers
2004
2005
2006
2007
2008
2010
2013
2014
2015
2018
2019
BALLOON BLOWERS
AIR BLOW GUN
AIR REGULATOR
WATER REGULATOR
GAS REGULATOR
WATER FILTER
TANK STANDS
SUMP PUMPS
GASOLINE OR ELECTRIC WELDER
FAUCET
BASKET STRAINER
$36.00
$36.00
$36.00
$62.00
$36.00
$36.00
$36.00
$36.00
$64.00
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
$36.00
$16.00
N/A
N/A
Bottled Gases and Medical Grade Gases can be ordered online
at www.navypier.com.
For more information please call (312) 595-5266
IMPORTANT:
Please submit a separate floor plan template for plumbing
services..
N/A
UTILITIES MAY BE DRAWN FROM YOUR BOOTH FOR A
NEIGHBORING EXHIBIT EVEN THOUGH YOU HAVE
NOT ORDERED PLUMBING CONNECTIONS FOR YOUR
BOOTH.
SUB-TOTAL HERE
**ALL WATER HEATERS REQUIRE AN ELECTRICAL CONNECTION**
13
Navy Pier Utilities Department Floor Plan Template (FT1
Event Name:_HSMAI’S MEET Mid-America
Event Dates: _April 23-24, 2013__________
Deadline Date: _April 9, 2013__________ Company Name: _______________________
Booth #: __________________________
Cell#: ________________________________
On-Site Contact Name: ______________________ Arrival Date: _____________________
Equipment Deliver Date: _____________________ Carpet Installation Date: ____________
Using the legend below, please complete this utility form for all utility services ordered. A change of location on an installed
or partially installed service may result in additional costs to you. If you are submitting your own detailed drawing, please
be sure to include the following items:

Your company name, booth number, your cell number of your on-site contact and their expected arrival date, your
equipment delivery date and your carpet or flooring installation date.

Be sure to check in a the Service Desk upon your arrival to notify our staff when you are ready for your service.
TO AVOID BOOTH INSTALLATION CHARGES PLEASE BE SURE TO SUBMIT FLOOR PLANS ALONG WITH YOUR ORDERS.
1 square = 1 square foot (Unless otherwise noted)
BOOTH DIMENSIONS:
Adjacent Booth #
Adjacent Booth #
Telecom
Plumbing
- TELEPHONE JACKS
COMPRESSED:
CAL – AIR LINE (DIAMETER IN INCHES)
- INTERNET ACCESS
BOOTH DIMENSIONS:
_______ (L) X _______ (W)
14
WL – WATER LINE
DL - DRAIN LINE
(DIAMETER IN INCHES)
DIAMETER IN INCHES)
NG – NATURAL GAS
FACILITIES REGULATIONS
Animals and Pets

Domestic animals: If you plan to use a domestic animal (i.e., cat or dog) in your exhibit, be sure to contact your Show
Manager for approval. An insurance disclaimer will need to be completed. Upon proof of show management approval,
disclaimer forms can be obtained through the Navy Pier Utilities Department.
Balloons and Radio-Operated Air Devices

Radio-operated blimps and similar devices are permitted on the event floor with pre-approval in writing from Show
Management and with a certificate of accident insurance.

To prevent escape to the ceiling, helium-filled balloons and similar objects must be secured. If they do escape to the
ceiling, you may be charged removal fees.

Helium-filled balloons or any other helium-filled object may not be distributed.
Exhibits in Meeting Rooms

if a meeting room has been assigned to your company for exhibit or meeting use, please contact the Navy Pier Event
Manager at (312) 595-5300 for specific meeting room guidelines.

Storage of combustible materials in meeting rooms, ballrooms or service corridors is prohibited.

Crates, cartons, pallets, pallet jacks, forklifts, etc., are not allowed in meeting rooms. All freight must be uncrated or
removed from pallets prior to entering the room. Movement of freight should be done using flat trucks dedicated to
carpet use. If other flat trucks or dollies are used, appropriate floor protection (Visqueen or Masonite) must be installed.

Storage of containers, skids, etc. is prohibited inside the facility. These items must be moved to the appropriate crate
storage area. Please contact your Contractor or the official event service contractor to assist you. Removal of such
items is a Fire Safety regulation and subject to inspection by the Fire Marshal.
Fire Hose Cabinets, Pull Stations, Aisles and Exits

Each of these fire safety supports must be visible and accessible at all times. Contact your Show Manager immediately if you find any within your exhibit area. Adjustments to space and equipment may be required.

Stay within your designated booth area. Chairs, tables and other display equipment must be clear of all aisles, corridors, stairways and other exit areas.
Smoking

In accordance with the City of Chicago Fire Department and the City of Chicago, smoking is not permitted in Navy
Pier. Smoking stations are located outside of the facility.
Vehicle Displays

Any vehicle or other apparatus which has a fuel tank and is part of a display, is required to be equipped with a locking
(or taped) gas cap and can contain no more than 1/8 tank of fuel.

Battery cables must be disconnected once the vehicle is positioned. The engine cannot be operated during event
hours.

Refueling must be done off property.
15
FIRE AND SAFETY REGULATIONS
The fire prevention and safety regulations enforced at Navy Pier are taken from the Chicago Fire
Prevention Code, the National Fire Protection Association (NFPA) and the Navy Pier Utilities Department.
You must comply with section 1 (2-36-220) of the Municipal Code of Chicago on Fire Prevention. The Chicago Fire Department Bureau of Fire Prevention reserves the right to make any final decisions. Adjustments
for non-compliance can be costly.
Contact Fire Safety at (312) 595- 5354 for more information.
Booth Storage

A one-day supply of advertising materials, product or literature may be kept in your booth, but not behind
your booth backwall.

You may not store empty cartons in or behind your booth backwall.

The event’s official service contractor will temporarily remove your empty crates, cartons, containers
(including plastic) and packed materials if you label them with stickers marked “empty” which are found at
Fire Retardancy
Your exhibit’s construction and decoration materials must be fire retardant. It is suggested that you have a
certificate of retardancy at the show to prevent the need for possible on-site testing of the material. Fabrics
must pass the NFPA-701 Code, and all other construction and decoration materials must pass the NFPA-703,
Chapter 2 Code as well as the UL-1975 test.

Backdrops, dust and table covers, drapes and similar fabrics.

Corrugated cardboard/display boxes.

Wood and wood by-products.

Polyurethane form, plastic and similar products.
Hazardous Demonstration/Display Materials/Pyrotechnics
When designing your demonstrations and displays, note that the following devices require pre-approval
by Navy Pier:

Up to 2 aerosol cans may be used for demonstration purposes only.

Lasers, open flames (including candles).

Smoke-producing devices.

Indoor pyrotechnics have special permitting procedures through the City of Chicago.
Contact our Fire Safety Office for details.

Heating appliances.

Welding, brazing or cutting equipment.

Radioactive materials.

Compressed gas or compressed liquid cylinders used in the booth must be securely anchored to prevent toppling.

Gasoline, kerosene, or other flammable, toxic liquid, solid or gas. These materials cannot be stored overnight.

All fuel transfers must utilize safety cans.
16
Hazardous Demonstration/Display Materials/Pyrotechnics (cont.)
Approval requests must be sent in 60 days before move-in of the event. In your request, state how the demonstration
will avoid hazards to people or nearby objects. Plexiglas or similar protection is required whenever sparking may occur.
Fire extinguishers will also be required.
Any chemical, substance or material deemed hazardous by O.S.H.A. required pre-approval and must be accompanied
with the appropriate M.S.D.S. the Navy Pier Fire Safety Office will need copies of the M.S.D.S. before the materials arrive.
Prohibited Materials
The following items are prohibited in Navy Pier:

All L.P. gases, Hay and straw, Charcoal, Untreated Christmas Trees, cut evergreens or similar trees
Propane, MAPP gases, Wood fireplace logs and similar materials.
•
Untreated mulch and Spanish moss trees
Cooking and Heat-Generating Devices
If you plan to use a cooking or heating appliance, it must be powered electrically or by natural gas. Stoves
and heaters for booth usage must be UL-approved and also be adequately ventilated. Nothing combustible may be
placed near any heat-producing appliance. A UL-approved, 2-1/2 lb. ABC-type fire extinguisher is required in such
exhibits.
Multiple Levels or Ceilings (Including Tents)
Before discussing Navy Pier requirements, make sure that your event allows these booths. Give your show manager the
planned height of your exhibit and ask if the exhibit hall ceiling is high enough to accommodate it.
“Double Decker” booths or booths with ceilings (including tents) were previously required to be equipped with fire safety
devices. However, our Fire Safety Department and major show contractors have worked with the Chicago Fire Department
to develop specific codes for the trade show environment which would offer a safe and cost-effective alternative to sprinklers. These specific requirements apply to all exhibits that have a ceiling or second story.
Your booth will fall into one of the five following booth formats:

Format 1: Exhibits with two stories under 225 sq. ft.

Format 2: Exhibits with two stories at or over 225 sq. ft.

Format 3: Exhibits with ceilings under 225 sq. ft.

Format 4: Exhibits with ceilings at or over 225 sq. ft.

Format 5: Multiple-level exhibits, which require automatic sprinklers or any of the above exhibits with installed automatic sprinklers. You will need to follow separate fire code items.
The Chicago Fire Department requires that if your exhibit booth falls into either Format 2, 4, or 5, as defined, you must
inform your show manager at the time you buy your exhibit space.
For booth formats 1 and 4, you will need to comply with the fire code items marked “yes” in the table. Details are presented in the following “Fire Code Items” section.
17
FIRE CODE COMPLIANCE
Exhibits with Multiple Levels or Ceilings
FIRE CODE ITEM
BOOTH FORMAT
2
3
1
1.
Max Dimensions
2.
3.
4.
Second Level
Exit Stairways
Smoke Detectors
5.
6.
7.
8.
Fire Extinguishers
Fire Guards
Posted Certificate of Fire Retardancy
Certified Approval
9.
Fire Marshall Review
4
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
Yes
No
No
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
No
Yes
No
Yes
Yes
Yes
No
No
Yes
Yes
Yes
Yes
For exhibits using automatic sprinklers, the amount and type of sprinkler coverage you need depends on
your booth specifications. If you would prefer automatic sprinklers, or are required to do so, contact our Fire
Safety Office to discuss your options.
Fire Code Items for Multiple Level Booths:
Maximum Dimensions: To avoid the sprinkler requirement, your exhibit must be less than or equal to 2 levels high
(maximum 30’ elevation) or 5000 sq ft. of enclosed area.
Second Level: Second levels must remain open and uncovered. If they are covered, sprinkler protection will be required. Booths with a third level or more must also have special sprinkler coverage.
Staircases: Staircases between levels must meet the following requirements, as well as A.D.A. compliance guidelines.

Minimum of 3 feet in width.

Provide a handrail on at least one side.

Provide handrails a maximum of 1-1/2” in circumference and turned into walls.

Not be spiral or winding.
If the top deck is designed to hold over 10 people, or exceeds 1200 sq. ft. in area, a second stair case is required which
must be remote from the main staircase and meet the same construction requirements.
Smoke Detectors: All areas under the second level or ceiling, including closets, need to be equipped with a UL- approved (or similarly approved), battery-operated smoke detector. If this space is enclosed after hours, the smoke detector must be audible outside the enclosed area.
Fire Extinguishers: A UL-approved (or similarly approved) 2-1/2 lb. ABC-type fire extinguisher must be posted in a
clearly visible and readily accessible area for each 500 sq. ft. enclosure.
18
Fire Guards: Once a multiple level booth or a booth with a ceiling is built and completed, and whenever the exhibit or
event is closed for business, special fire watch coverage is required. Use of individuals designated as Fire Guards is subject
to prior approval by Navy Pier’s Assistant Director of Fire Safety.
Certified Approval: After your exhibit has been designed, the blueprints must be approved and stamped by a licensed
professional structural engineer. These blueprints must include dimensions and an isometric rendering.
Fire Marshal Review: Send your stamped blueprints to Navy Pier for review at least 60 days before your event opens to
allow sufficient time for any needed corrections. In addition, all areas requiring sprinkler protection must be highlighted. If
you do not provide your plans on time, it may cause delays or disapproval of your booth to occur during the pre-event fire
inspection.
All exhibits must comply with the Americans with Disabilities Act.
19
(10 Days prior to Show)
STANDARD
SHOW RATE
Dell Pentium IV 3Ghz, 1 Gig, 100 Gig HD, DVD/CDRW
$95.00
$110.00
Lenovo Core 2 Duo 2.53Ghz, 2 Gig, 160 Gig HD, DVDRW
$125.00
$145.00
HP i5 3.10Ghz, 4 Gig, 500Gig HD, DVDRW
$175.00
$205.00
Mac Mini Dual Core 2.4Ghz, 2 Gig, 320 Gig HD, DVDRW
$195.00
$225.00
Imac 21" Core 2 Duo 3.06Ghz, 4Gig, 1 TB, DVDRW
$295.00
$340.00
Imac 27" Core 2 Duo 3.06Ghz, 4Gig, 1 TB, DVDRW
$350.00
$405.00
ADVANCE RATE
STANDARD
SHOW RATE
Lenovo Dual Core 1.6Ghz, 1 Gig, 120 Gig HD, DVDRW
$150.00
$175.00
ADVANCE RATE
QTY
QTY
QTY
QTY
QTY
PERSONAL COMPUTERS
LAPTOP COMPUTERS
Lenovo Core 2 Duo 2.1Ghz, 3 Gig, 250 Gig HD, DVDRW
$195.00
$225.00
HP i3 2.2Ghz, 4 Gig, 320Gig HD, DVDRW
$225.00
$260.00
MacBook Pro 13" i5 2.3Ghz, 4 Gig, 500 Gig HD, DVDRW
$250.00
$290.00
iPad 2/3 16GB WiFi
$125.00
$150.00
iPad 2/3 16GB WiFi Standing Kiosk
$275.00
$325.00
ADVANCE RATE
STANDARD
SHOW RATE
Wireless Keyboard
$20.00
$25.00
Wireless Mouse
$20.00
$25.00
Computer Multimedia Speakers
$10.00
$15.00
4 Port Ethernet Hub
$25.00
$30.00
8 Port Ethernet Hub
$35.00
$40.00
Surge Protector 6 Outlet
$10.00
$15.00
ADVANCE RATE
STANDARD
SHOW RATE
Hewlett Packard Laserjet 2430N/3005N (35ppm)
$150.00
$175.00
Hewlett Packard Laserjet 4240N (40ppm)
$195.00
$225.00
Hewlett Packard Color Laserjet CP2025N (21ppm)
$295.00
$345.00
ADVANCE RATE
STANDARD
SHOW RATE
Wired Microphone: Handheld, Lavalier, Headset (circle one)
$35.00
$40.00
Shure UHF Wireless Microphone Kit
$175.00
$200.00
Mackie 1202 Mixer (4 Mic Inputs)
$50.00
$60.00
FBT Powered Speaker With Wall Mount or Floorstand (80 Watts)
$95.00
$110.00
FBT Sound System: 2 Speakers With Floor Stands and Mixer (160 Watts)
$200.00
$230.00
JBL Powered Speaker With Floor Stand (150 watts)
$150.00
$175.00
JBL Sound System: 2 Speakers With Floor Stands and Mixer (300 watts)
$300.00
$350.00
Call for Quote
Call for Quote
COMPUTER PERIPHERALS
PRINTERS
AUDIO EQUIPMENT
Custom Sound Systems Available
Revised 7/29/2011
TOTAL
TOTAL
TOTAL
TOTAL
TOTAL
Page 1 of 2
STANDARD
SHOW RATE
Call for Quote
Call for Quote
6' Tripod Screen
$65.00
$75.00
8' Tripod Screen
$75.00
$85.00
Flipchart Stand, Pad & Marker
$75.00
$85.00
ADVANCE RATE
STANDARD
SHOW RATE
20" LCD Display (1280 X 1024)
$95.00
$110.00
20" LCD Touch Screen Display (1920 X 1080)
$195.00
$225.00
24" LCD Display (1920 x 1200)
$150.00
$175.00
26" LCD Display (1280 x 768)
$175.00
$195.00
32" LCD Display (1920 x1080)
$195.00
$225.00
37" LCD Display (1920 x 1080)
$275.00
$325.00
42" LCD Display (1920 X 1080)
$350.00
$405.00
$595.00
$685.00
46" LCD Display (1920 X 1080)
$395.00
$450.00
$795.00
$925.00
52" LCD Display (1920 X 1080)
$495.00
$570.00
65" LCD Display (1920 X 1080)
$950.00
$1,100.00
80" LCD Display (1920 X 1080)
$1,495.00
$1,725.00
$125.00
$145.00
ADVANCE RATE
STANDARD
SHOW RATE
26" LCD TV / DVD Combo With Auto Repeat
$250.00
$295.00
32" LCD TV / DVD Combo With Auto Repeat
$295.00
$345.00
ADVANCE RATE
QTY
PROJECTION EQUIPMENT
LCD Projectors 3K, 5K,10K, Available
FLAT SCREEN LCD DISPLAYS
QTY
Floor Stand for LCD (Available for CCR Displays Only)
QTY
VIDEO DISPLAYS
TOTAL
TOTAL
TOTAL
IMPORTANT: UNION LABOR / SETUP - DISMANTLE CHARGES. EXHIBITOR IS RESPONSIBLE FOR
ORDERING ELECTRICIAN LABOR REQUIRED FOR THE INSTALLATION AND DISMANTLE OF ALL
CCR EQUIPMENT. THIS CAN BE ARRANGED ON SITE AT EXHIBITOR SERVICE DESK.
SHOW NAME:
SUBTOTAL
BOOTH #:
LOCATION:
EXHIBITING COMPANY:
CCR Delivery/PU
ORDER DATE
EMAIL ADDRESS:
ADDRESS:
PHONE#:
AMEX / VISA / MC #:
CARDHOLDER NAME:
$95.00
TOTAL
ORDERED BY:
CITY:
7% SVC CHG
DELIVERY DATE
STATE:
ZIP CODE:
DELIVER TIME
FAX #:
PICKUP TIME
SHOW CLOSE
EXP. DATE:
CID#:
CREDIT CARD BILLING ADDRESS:
SIGNATURE:
PLEASE NOTE: All orders are to be prepaid unless guaranteed by credit card. A company representative must accept delivery at the designated time. All on-site
cancellations will be charged 100% of the rental rate. All orders cancelled within 10 Business days prior to show opening, will be charged 50% of the rental rate.
Revised 7/29/2011
Page 2 of 2
2013
PLANT & FLORAL ORDERING BROCHURE
Plant Architecture & Branded Booth Enhancements
Living walls, garden props and other unique plant structures help
you to frame and define your exhibit. Our graphics department
can incorporate your company logo or theme to magnify the
brand statement of your booth.
Plant Architecture
13’ TRIANGLE PALM
TOP DRESSED IN CONTAINER
$650
PLANTER 36”X36”X36”
MODERN PLANTER
37”X18.5”
$275
BLACK, GRAY OR WHITE
MODERN PLANTER 48”X18”X24”
$550
20” SQUARE PLANTERS
$245 EACH
Themed Exhibits
1420 South Rockwell
Chicago, IL 60608
773.277.1888 (O)
773.277.1919 (F)
http://www.floralexhibits.com/
1420 South Rockwell St.
Chicago, IL 60608
3’ Marginata
3’ Spathiphyllum
4’ Majesty Palm
4’ Ficus Bush
5’ Majesty Palm
5’ Marginata
6-7’ Areca Palm
6-7’ Marginata
6-7’ Ficus Tree
Boston Ferns
Ivy
Pothos
Chrysanthemums
Azaleas
Begonias
Bromeliads
Orchid Plant
3’ Arboricola
t:773.277.1888
|
f: 773.277.1919
|
w w w . fl o r a l e x h i b i t s . c o m
April 23-24, 2013
Navy Pier – Chicago, IL
Show Name:
Exhibitor:
Bill to:
Address:
Phone:
Purchase Order #:
DEADLINE: April 2, 2013
Booth Number:
Email:
City:
Fax:
Job #:
State:
Zip:
Company Representative:
Date Ordered:
COMPLETE THIS BOX ONLY IF DESIGNER IS NEEDED ON SITE
Booth Contact:___________________
Contact Phone:___________________
Available Time/Date:______________
PAYMENT INFORMATION
Circle one VISA
MC
AMEX
DISCOVER
Name: ___________________________________________
Card #:___________________________________________
Exp. Date:_______________
CVV code:___________
Signature:_________________________________________
• Foliage plants and architectural containers on rental basis.
• Price includes: PLANT INSTALLATION, ARCHITECTURAL
CONTAINERS, SERVICING THROUGHOUT THE SHOW, &
DISMANTLING AT END OF SHOW
• NO ADJUSTMENTS NOR REFUNDS CAN BE MADE AFTER THE
SHOW OPENING.
Rental Items
Quantity
Price
Plants/ Accessories
(Please specify quantity, heights, and variety)
Small Potted Ferns
Large Potted Ferns
Hanging Plants
2’ Plants
3’ Plants
4’ Plants
5’ Plants
6’-7’ Plants
8’-9’ Plants
Containers for Plants:
$28.00
$33.00
$33.00
$37.50
$41.50
$51.50
$61.50
$71.50
$120.00
Black _____
White _____
SUBTOTAL 1
Tax (8%)
TALLER PLANTS ARE AVAILABLE, PLEASE INQUIRE IN ADVANCE (Apply Rental Tax To Subtotal 1)
Purchase Items
Blooming Plants
Potted Mums (Yellow, White, & Lavender)
Potted Azaleas (Red, Pink, & White)
Bromeliads
Bubble Bowls (Great for business cards & promotional items!)
$22.00
$33.00
$33.00
$35.00
Floral Arrangements
Please Choose Tropical or Seasonal
(Please indicate desired colors)
Single Stem Phalaenopsis Orchid Plant (Fuchsia or White) Long Lasting!
Double Stem Potted Orchid Plant (Fuchsia or White) Long Lasting!
Small Arrangement (12”x12”)
Medium Arrangement (18”x14”)
Large Arrangement (24”x18”)
$95.00
$135.00
$75.00
$95.00
$115.00
Custom Arrangement (please ask for quote)
SUBTOTAL 2
(Apply Purchase Tax To Subtotal 2)
(Add Subtotals + Taxes)
Floral Exhibits, Ltd.
1420 S Rockwell St.
Chicago, IL 60608
Phone #: 773.277.1888
Fax #: 773.277.1919
www.floralexhibits.com
PLEASE RETAIN A COPY FOR YOUR RECORDS
Tax (9.50%)
TOTAL
Total
SECURITY TIPS
HSMAI will provide perimeter security and roving security personnel throughout the exposition area in Festival
Hall B at the Chicago Navy Pier. Even though security will be provided during installation, show days, and
dismantling, it is always the exhibitor’s responsibility to ensure the security of his/her exhibit and its contents.
HSMAI, J. Spargo & Associates, Inc., the Chicago Navy Pier, and all organizations and individuals who are
employed by or associated with the convention and exposition, will not be responsible for injury that may
occur to an exhibitor, his/her employees, or agents, nor for the safety of an exhibit or other property against
theft, fire, accident or any other destructive causes. Exhibitors should check their insurance coverage.
The following security tips are offered:
1. NEVER leave small electronic equipment such as laptop computers, cell phones, personal electronic
equipment, etc. unattended in your booth. This rule should apply to personal items such as briefcases,
purses, etc. “Hiding” them under a draped table does not work.
2. Do not ship DVD players, PCs and other electronic equipment in the manufacturer's cartons.
3. Empty cartons and crates are not stored in a secure area. Some of the "empties" are stored off-site. Do
not store valuables in them.
4. For those exhibits featuring theft-prone products, some thought should be given to displaying a replica or
bringing extras.
5. Use locking display cases and expose the locks and obvious security measures.
6. Cover your products before and after show hours. Use Velcro or grommets to secure the fabric over the
products. Sometimes out of sight is out of mind.
7. Use lighting or other highlighting techniques to accent the product within the exhibit. When attention is
drawn to a product, it is less likely to disappear during show hours.
8. At the close of the exposition and after your materials are packed, turn in your bills of lading at the
Exhibitor Service Center. Do not leave them in your booth or attached to crates. Stay with your
equipment, if possible.
IMPORTANT REMINDERS
**PLEASE SHARE THESE REMINDERS WITH ALL STAFF WHO WILL BE MANNING YOUR BOOTH**
1. ALL EXHIBITS MUST BE FULLY SET BY 11:30 AM, ON TUESDAY, APRIL 23, 2013. After this time, Exposition
Management reserves the right to use any empty space in a way that will compliment the overall
appearance of the exposition. Exhibitors may lose their right to exhibit if they do not adhere to this
schedule. If you foresee any difficulty in meeting this deadline, please call Show Management at
(800) 564-4220 or (703) 631-6200 AT LEAST forty-eight hours prior to move-in or e-mail
[email protected] to request a variance.
2. LABOR RULES - If you require labor to set up your booth, please contact the Official Service Contractor,
Valley Expo & Displays for information. Please refer to the page entitled “Show Site Work Rules”, in the
SERVICE ORDER FORMS section of this manual, so that you fully understand the rules of the Chicago Navy
Pier. REMEMBER THAT UNION RULES VARY FROM CITY TO CITY.
3. DURING NON-EXHIBIT HOURS - Exhibitors should stay in their own exhibit areas, not in other unstaffed
exhibit booths.
4. NO EXHIBIT MAY BE DISMANTLED PRIOR TO 2:30 PM, ON APRIL 24, 2013 - Exhibitors may lose their right
to exhibit at other HSMAI events if they do not adhere to this schedule. This policy is in place as a courtesy
to other exhibitors and attendees who will be conducting business in the exhibit hall until closing time.
5. BOOTH ETIQUETTE - Vendors should not ask other vendors for giveaways. While we encourage exhibitor
interaction, it is the attendee that the exhibiting companies provide giveaways for.
6. NO SUITCASING - Anyone observed to be soliciting business in the aisles or other public areas, or in the
booth of another company, will be asked to leave immediately. Additional penalties may also be applied.
Please report any violations to Show Management.
EXHIBITING TIPS FOR SAVING
TIME AND MONEY
•
Read the exhibitor manual thoroughly, and be certain that forms are completed by someone familiar with your show needs
and the on-site person.
•
Be sure to complete all the Show Management required forms-such as exhibitor registration, program listing, lead retrieval
etc.
•
Make sure that your on-site representative has copies of all orders, invoices and paperwork associated with exhibiting and
shipping.
•
Order by the deadlines shown on the forms to take advantage of generous discounts.
•
Provide diagrams whenever possible…for hanging signs, electrical placement/distribution, booth installations, etc.
•
Be sure to comply with Fire Marshal and Show Management Rules & Regulations regarding booth design for the
construction and design of your exhibit. On-site changes can be costly due to unapproved exhibits.
•
Consider the costs of rental displays, carpet and booth furnishing versus shipping and material handling charges for the
same.
•
Meet your freight target times, and instruct your drivers to check in at the marshaling yard (if applicable) before the
deadline noted in the service manual to avoid additional surcharges.
•
If you provide your own booth carpet, ensure that it is packed at the rear of the truck so that it can be offloaded and
installed first. Also consider shipping it in advance to allow for straight-time installation when possible.
•
Please, make sure that all of your display items are packed securely in crates or boxes. Loose, pad-wrapped and nonpalletized items are charged at higher rates.
•
Work closely with your freight carrier representative to ensure that items being shipped are classified and labeled
accurately.
•
Ship hanging signs in advance to allow for straight-time installation when possible.
•
Place a rider on your existing company insurance policy to ensure that your exhibit or product is covered from the time they
leave your possession to the time they are returned, or purchase show insurance. Show Management and official
contractors are not responsible for lost, stolen, damaged exhibits or products.
•
Submit exhibitor personnel badge requests in advance.
•
Submit Exhibitor Appointed Contractor paperwork and appropriate insurance no later than 30 days prior to move-in.
•
Take necessary security precautions, such as not leaving laptops in your booth over night, etc.
•
If you have a dispute regarding ANY payments for services or for damages to property, please be sure to notify a member of
Show Management before the show closes. Show Management will be able to provide you with information on what steps
you may want to consider taking next.
•
Be sure to look over all products when delivered to your exhibit and document ANY damage. Be sure to provide Show
Management with a copy of your report.
•
If you plan to dispute any charges provided by any “Official Service Provider” please notify Show Management immediately
we may be able to lend assistance.
GLOSSARY OF TRADE SHOW TERMS
A
Advanced Order-An order for show services sent
to the contractor before move-in.
Booth Number-Number designated to identify each
exhibitor’s space.
C
Air Freight-Materials shipped via airplane.
CAD-Computer-Aided Design
Air Walls-Movable barriers that partition large areas.
May be sound resistant, but not necessarily
soundproof.
Canopy-Drapery, awning, or other room-like covering.
Aisle Signs-Signs, usually suspended, indicating aisle
numbers or letters.
Audio/Visual-Equipment, materials and teaching aids
used in sound and visual. (Also A/V)
B
Capacity-Maximum number of people allowed in any
given area.
Carpenter-Union that is responsible for uncrating of
exhibits and display materials, installation and
dismantle of exhibits including cabinets, fixtures,
shelving units, furniture, etc., laying of floor tile and
carpet, and recrating of exhibits and machinery.
Backloader-Truck, which loads from back opening
door.
Cherry Picker-Equipment capable of lifting a
person (s) to a given height. (Also HIGH JACKER,
SCISSOR LIFT)
Backwall-Panel arrangement at rear of booth area.
Chevron-Type of cloth used for backdrops.
Backwall Booth-Perimeter booth
Corkage-The charge placed on beer, liquor, and wine
brought into the facility but purchased elsewhere. The
charge sometimes includes glassware, ice and mixers.
Baffle-Partition to control light, air, sound, or traffic
flow.
Bill of Lading (B/L)-Document of form listing goods to
be shipped.
Blanket Wrap-Non-crated freight shipped via van line
covered with protective blankets or padding.
Blister Wrap-Vacuum formed transparent plastic
cover.
Bone Yard-Contractor storage area at show site.
Cross Bar-Rod used in draping or as a support brace.
Cut & Lay-Installation of carpet other than normal
booth or aisle size.
CWT-Hundred weight. A weight measurement for
exhibit freight. Usually 100 pounds.
D
Decorating-Dressing up exhibition with carpet,
draping, plants, etc.
Decorator-Union that is responsible for hanging all
signs except electrical signs, drape and cloth
installation, and tacked fabric panels.
Direct Billing-Accounts receivable mailed to individuals
or firms with established credit.
Dismantle-Take down and removal of exhibits.
Display Builder-Company, which fabricates display.
Dock-A place where freight is loaded onto and taken
away from vehicles. (Also see LOADING DOCK)
Dolly-Low, flat, usually two feet square, platform on
four wheels used for carrying heavy loads.
Drayage-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.
Exhibit Booth-Individual display area constructed to
exhibit products or convey a message.
Exhibit Directory-Program book for attendees listing
exhibitors and exhibit booth location. (Also SHOW
GUIDE)
Exhibit Manager-Person in charge of individual exhibit
booth.
F
Fire Exit-Door, clear of obstructions, designated by
local authorities to egress.
Fire Retardant-Term used to describe a finish (usually
liquid) which coats materials with a fire-resistant
cover.
Flameproof-Term used to describe material, which is,
or has been treated to be fire-retardant.
Drayage Charge-The dollar cost based on weight. 100pound units; or hundredweight, abbreviated CWT,
calculates drayage. There is usually a minimum
charge.
Floor Manager-Person retained by show management
to supervise exhibit area and assist exhibitors.
Duplex Outlet-Double electrical outlet.
Floor Order-Goods and/or services ordered on-site.
E
Floor Plan-A map showing layout of exhibit spaces.
Electrical Contractor-Company contracted by Show
Management to provide electrical services to the
exhibitors.
Foam Core-Lightweight material with a Styrofoam
center used for signs, decorating, and exhibit
construction.
Electrician-Union that handles installation of all
electrical equipment.
Fork Lift-Vehicle with power-operated pronged
platform for lifting and carrying loads.
Empty Crate-Reusable packing container in which
exhibit materials were shipped. When properly
marked with “EMPTY” sticker indicating booth number
and company name, they are removed, stored and
returned at no charge.
Freight-Exhibit properties, products and other
materials shipped for an exhibit.
Exclusive Contractor-Contractor appointed by show or
building management as the sole agent to provide
services. (Also OFFICIAL)
Floor Marking-Method of marking booth space.
Freight Aisle-Aisle to remain clear for incoming freight.
Freight Forwarder-Shipping company.
Full Booth Coverage-Carpet covering entire area of
booth.
G
J
Garment Rack-Frame, which holds apparel.
Job Foreman-One who is in charge of specific projects.
General Contractor-Company, which provides all
services to exhibition management and exhibitors.
K
Guarantee-The number or servings to be paid for,
whether or not they are actually consumed; usually
required forty-eight hours in advance.
H
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.
Hardwall Booth-Booth constructed with plywood or
similar material as opposed to a booth formed by
drapery only.
Header-1. Fascia 2. Overhead illuminated display sign.
Hospitality Suite-Room or suite of rooms used to
entertain guests.
Kiosk-Freestanding pavilion or light structure.
L
Labor-Refers to contracted workers who perform
services.
Labor Call-Method of securing union employees.
Labor Desk-On-site area from which service personnel
are dispatched.
Light Box-Enclosure with lighting and translucent face
of plastic or glass.
Loading Dock-Area on premises where goods are
received.
Lobby-Public area which serves as an entrance or
waiting area.
Lock-up-Storage area which can be locked up.
I
I&D-install and dismantle.
M
ID Sign-Booth identification sign.
Marshalling Yard-Check-in area for trucks delivering
exhibit material.
Illuminations-Lighting available in hall, built into
exhibit, or available on a rental basis.
Modular Exhibit-Exhibit constructed with
interchangeable components.
Infringement-Use of floor space outside exclusive
booth area.
Move-In-Date set for installation. Process of setting up
exhibits.
Inherent Flameproof-Material that is permanently
flame resistant without chemical treatment.
Move-Out-Date set for dismantling. Process of
dismantling exhibits.
Installation-Setting up exhibit booth and materials
according to instructions and drawings.
Mylar-Trade name for plastic material.
Island Booth-An exhibit space with aisles on all four
sides.
N
Net Square Feet-The amount of space occupied by
exhibits in a facility, not including aisles, columns,
registration area, etc.
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.
O
Pre-registered-Registration which has been made in
advance with necessary paperwork.
Press Room-Space reserved for media representatives.
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 below).
On-Site Order-Floor order placed at show site.
POV Line-Special loading dock reserved for POV’s
where materials are unloaded at prevailing drayage
rates. To get on a POV line, driver reports first to
marshalling area.
On-Site Registration-Process of signing up for an event
on the day of, or at the site of, the event.
Private Security-Security personnel hired from a
privately operated company. (Also BOOTH SECURITY)
O.T. Labor-Work performed on overtime. Work
performed before 8:00am and after 4:40pm Monday
through Friday, and all hours on Saturdays, Sundays
and Holidays.
Pro-Number-Number designated by the freight
forwarders to a single shipment, used in all cases
where the shipment must be referred to.
Official Contractor-General contractor or decorator.
P
Package Plan-Management providing furniture and/or
services to exhibitors for a single fee.
Padded Van Shipment-Shipment of crated or uncrated
goods such as product or display materials. (Also VAN
SHIPMENT, AIR-RIDE).
Pallet-Wooden platform used to carry goods. (Also
SKID)
Pegboard Panel-Framed
hardboard.
panel
of
perforated
Perimeter Booth-Exhibit space located on an outside
wall.
Pipe and Drape-Tubing with drapes, which separate
exhibit booths.
Planting-Floral décor to enhance the appearance of
the exhibition.
Q
Quad Box-Four electrical outlets in one box.
R
Rail-Low drape divider between exhibit booths. (Also
SIDE RAIL)
Rear-Lit-Method of lighting transparency from behind.
Registration-Process by which an individual indicates
their intent to attend a trade show.
Rental Booth-Complete booth package offered to
exhibitors on a rental basis.
Rigger-Union that is responsible for crating,
unskidding, positioning, and reskidding of all
machinery.
Riser-A platform for people or product.
S
Security Cages-Cages rented by exhibitors to lock up
materials.
Service Charge-Charge for the services of
waiters/waitresses, housemen, technicians, and other
food function personnel.
Shop-Service contractor’s main office and warehouse.
Showcard-Material used for signs.
Showcase-Glass-enclosed case for articles on display.
Show Manager-Person responsible for all aspects of
exhibition.
Show Office-Management office at exhibition.
Shrink Wrap-Process of wrapping loose items on pallet
with transparent plastic wrapping.
Side Rail-Low divider wall in exhibit area, usually 36”
high.
Skirting-Decorative covering around tables/risers.
Smoker-Ash stand.
Space Assignment-Booth space assigned to exhibiting
companies.
Space Rate-Cost per square foot for exhibit area.
Stop Job-When an exhibitor is doing some type of
work in the booth which is claimed by a union, that
union’s steward will request that you go to the service
desk so that the contractor can supply the exhibitor
union labor.
S.T. Labor-Work performed on straight time. Usually
work performed 8:00am to 4:30pm, Monday through
Friday.
T
Target Date-Move-in date assigned to exhibitors over
300 square feet by the general contractor and the
show management.
Teamster-Union that handles all material in and out of
the hall except machinery. Exhibitors are permitted to
hand carry small packages into the hall.
Tent-Portable canvas shelter for outside.
Time & Materials-Method for charging services on a
cost-plus basis. (Also T & M)
Traffic Flow-Movement of people throughout an area.
U
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 matters pertaining to their
employment.
Special Handling-Applies to display and/or product
shipment requiring extra labor, equipment, or time in
delivery to booth area.
Union Steward-On-site union official.
Staging Area-Area adjacent to main event area for setup, dismantling, and temporary storage.
Velcro-Material used for fastening.
Stanchions-Decorative posts which hold markers or
flags to define traffic areas. Ropes or chains may be
attached.
V
W
Waste Removal-Removal of trash from the building.

EXPOSITION INFORMATION

Transcription

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