Alphabetical Table of Contents December 4-6, 2015

Transcription

Alphabetical Table of Contents
Serving the Community
Since 1979
December 4-6, 2015
Dulles Expo Center • Chantilly, VA
Page
Audio Visual Rental
Advertising Opportunities/Print & Online
Badge Information— MANDATORY
Balloons
Booth Cleaning (Dulles Conv. Center)
Booth Equipment/Regulations
Booth Set Up Guidelines & Regulations
Cart Service
Deadlines/Important Dates & Checklist
Directions to the Convention Center Parking
Dulles Conv. Center Order forms and Info
Electrical Form & Information (Dulles Conv. Center)
Exhibitor Appointed Contractors/Non-Official Contractor Insurance Requirements
Exhibitor Service Desk
Fire Dept. Rules
Food Service
Furniture, Carpet & Accessories Form (Total Expo)
Hall Regulations
Hotel Registration/Reservation Form
Insurance MANDATORY
Internet /WIFI (Dulles Conv. Center)
Labor Rates/Installation & Dismantle (Total Expo)
Lead Retrieval
Liability
Literature Distribution
Move In—Special Concession for Wheelchairs/Bicycles/Tricycles
Offensive Materials
Photograph & Video Taping
Privately Owned Vehicle (POV)
Product Demos
Rules & Regulations
Security
Shipping /Material Handling Information (Total Expo)
Shipping Labels (Total Expo)
Show Colors
Show Directory (Online, Print, Advertising)
Show Management/Staff
Show Schedule (Hours/Move In/Move Out)
Sign Hanging (Only for booths 20’x20’ or larger, Thru Hale Expo)
Sound Level
Storage
Telephone Order Form (Dulles Conv. Center)
Total Expo Online Payment, Credit Card Authorization Form , Order Recap
Total Expo Rules & Regulations
Traffic (Booth and Exhibit Hall)
Vehicle Spotting (Total Expo)
Welcome Letter from Abilities Expo
Welcome Letter from Total Expo
1
12, 36
6, 7
12
14
39
12
10, 11
14, 32
3, 19
9
37-39
37
13, 32
13
35
13
25
13
8, 13
13, 17 - 20
14, 37
31
14
14, 33
14
4, 32
14
14
14, 30
15
15
15
15, 26, 27
28,29
16
5, 6, 7
4
4, 19
40,41
16
16
37
22 - 24
34
16
16, 30
2
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Welcome Letter
December 4-6, 2015
Since 1979
Welcome to the 2015 Abilities Expo DC Metro!
We are pleased to present you with the on-line version of your Exhibitors Manual! This kit will only be provided
online and contains all of the information that you need to successfully transport, set-up/tear down and equip
your booth with furnishings. Please print the pages that you will need to complete all the appropriate forms as
well as the important information included.
Although not every exhibitor requires every form, we advise you to…..
Read the manual thoroughly and pay close attention to the order details and deadlines, as it will save you time
and money later!
Total Expo, the official service contractor is available to assist in your planning and answer any questions
pertaining to Decorator Show Services for this event. Exhibitor services may be reached at 1-800-868-2539.
IMPORTANT Policies and Guidelines
1. No one under the age of 18 (including infants) is permitted on the show floor during move-in or move out.
2. All exhibitors MUST carry general liability and workman’s compensation insurance and keep a copy of your
policy in your booth with you at the show. Please carefully review the details on coverage located on your
exhibitor contract as well as in this kit. This is for your own protection!!
3. Move out does not begin until 4:00 PM on Sunday, December 6. Please do not plan to tear down your
booth until 4:00 PM and schedule your flights accordingly.
4. All exhibits and freight MUST be removed from the show floor by 11:59 pm on Sunday, December 6. Please
make arrangements to comply with this deadline or it will be necessary for Total Expo to remove your
freight from the show floor, and to make alternative arrangements for the return of your freight. You will be
charged extra should this action become necessary.
5. Refer to the Union Rules & Regulations for important planning information.
6. If you are hiring an outside Exhibitor Appointed Contractor (EAC) to help you set up and dismantle your
booth, you must return the EAC Approval Form in the manual to Total Expo as per the form in this kit.
Be sure to visit www.abilitiesexpo.com for continuous updated show information!
If there is anything we may do to assist you, please contact me or your Sales Representative.
We look forward to greeting you at Abilities Expo DC Metro 2015!
Caryn C. Bates, CEM
Operations / Abilities Expo
Phone:818-522-2792
Email: [email protected]
2
Important Dates & Checklist
December 4-6, 2015
Since 1979
Early Bird Discounts
Deadline Dates
Marketing & On-line Directory
Directory Advertising - artwork due by
Sponsorship Opportunities
Show Directory Data Input Online

Oct. 30
ASAP
November 9
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

Hotel Reservation Form (Par Avion)
(Reduced rate and availability deadline)
November 5

November 23

Hotel Registration
Exhibitor Badges
Exhibitor Name Badges
General Contractor—Total Expo
Order Recap & Billing
Credit Card Authorization
Furnishings & Accessories
Online Ordering

November 16
November 16
November 16
November 23
Installation & Dismantle Labor (Total Expo)
Exhibitor Appointed Contractor (EAC)
Third Party Authorization (Total Expo)
Move In Vehicles (Total Expo)
November 16
November 16
November 16
November 16
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November 25
November 16
November 19
November 19
November 19
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
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November 27
December 2 & 3

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Labor/Move-in & Move-Out
Other Services
Audio Visual Rental
Booth Cleaning
(Total Expo)
Electrical (Dulles discount pricing online order only)
Internet (Dulles discount pricing online order only)
Telephone (Dulles discount pricing online order only)
Shipping & Drayage Information
Freight
Advanced Shipping to warehouse
Direct Shipments to Show Site
(last day to arrive)
(only allowed these days)
3
Important Show Information
December 4-6, 2015
Since 1979
SHOW MANGEMENT STAFF
We will be easily identifiable on site! Look for our mango polo shirts, with the AE logo or if it’s cold, our purple
AE fleece jackets. We will be onsite from move in to move out. People in white T shirts with the AE logo are
temporary staff assigned to various show duties during the event. Stop by the Accessibility Help Desk if we may
be of assistance.
Title
President/CEO
Operations
Sales
Sales
Name
David Korse
Caryn Bates
Julienne Dallara
Valerie Teague
Education/Events/Org.Sponsors Sarah Laucks
Chairman
Lew Shomer
Office Phone
310-405-1317
818-522-2792
818 -441-8948
310-450-8831, ext. 4
717-244-3623
SHOW SCHEDULE
Move -In & Set-up
Wednesday, Dec. 2
NOTE:
Thursday, Dec. 3
Hours
12pm – 5 pm
On-site Freight
Received
9am – 5 pm
Wed MI Only: 20’x20’ booths and larger
PLUS Vehicle Placement
8 am — 5 pm
8 am — 5 pm
Email
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Exhibitor Registration Open
not open Wed
noon — 5 pm
Friday, Dec. 4
8 am — 10 am
8 am — 5pm
Last minute hand carry only — Freight Door closes at 10 am SHARP
Please note: Exhibitors already in the hall at 5pm on Thursday will be allowed to continue work in progress with appropriate
Union labor until 6pm. Exhibitors may not re-enter the hall after posted hours. Any exhibitors arriving after posted hours will
not be allowed into the hall and must return the next morning. Exhibitors who have not arrived or made plans to have their
booth set up by Friday at 10:00 am will either have their exhibit erected by Show Management at prevailing labor rates, or
the exhibit may be removed from the floor.
As a special concession, the following items may be rolled into the exhibit area by an exhibitor on
their own: Wheel Chairs, Bicycles and Tricycles. Items not included are: crates, pallets or other
receptacles loaded with wheel chair, bicycle or tricycles, which will be handled as drayage or cart load if
applicable. This also does not include furniture, displays, shelving, or other items that may be on wheels. An
exhibitor May transport from the dock area, across the exhibit floor, any amount that can be hand carried in
ONE TRIP. Exhibitors may also use their own 2 wheel luggage type carriers to wheel items to their booth and
will be limited to ONE TRIP.
Exhibit Hall Open
Friday, Dec. 4
Saturday, Dec. 5
Sunday, Dec. 6
Move –Out
Sunday, Dec. 6
Hours
11 am – 5 pm
11 am – 5 pm
11 am - 4 pm
Hours
4 pm – 10:00 pm
Exhibitors Allowed On Floor
as of 8am
as of 10am
as of 10 am
Freight Forced off Floor
10 pm– 11:59 pm
4
Registration Open
8 am – 5pm
10 am – 5 pm
10 am — 3 pm
Show Directory
December 4-6, 2015
Since 1979
Dear Abilities Expo Exhibitor,
Thank you for reserving your booth space! We welcome your participation in the upcoming Abilities Expo event
to be held December 4-6, 2015, at the Dulles Convention Center, 4320 Chantilly Shopping Center, Chantilly,
Virginia 20151.
You don’t have to wait until the event to reach out to the thousands of prospective customers. We have
valuable marketing opportunities available to you through www.abilitiesexpo.com as part of your exhibitor
package. Our Comprehensive Online Directory is your opportunity to introduce your company to thousands of
prospects each month by presenting a complete description of your company and your contact information.
The sooner you take advantage of this benefit, the more impact you will have on your purchasing audience. Our
research shows that the majority of Abilities Expo attendees prefer to access the website and plan their event
experience ahead of time.
YOU SHOULD HAVE RECEIVED A BOOTH CONFIRMATION EMAIL UNDER SEPARATE COVER WITH YOUR
PERSONAL USER NAME AND PASSWORD. PLEASE IMMEDIATELY BEGIN THE PROCESS TO ENTER
ONLINE DIRECTORY INFORMATION. IF YOU DID NOT GET THIS EMAIL, PLEASE EMAIL
[email protected] AND IT WILL BE RESENT TO YOU.
DEADLINE TO INPUT DATA FOR THE PRINTED DIRECTORY IS NOON PST, NOV.9
Your information will be located on our show website http://www.abilitiesexpo.com/sanjose/index.html on the
Exhibitor List page which can all be found under the Exhibitors tab and The Expo drop-down menus. In
addition, there are numerous reference links to these pages throughout the rest of the site.
If you were participating in other Abilities Expo events in 2015, we will save you time by repopulating the same
data for the other shows. You will also have the ability to modify your content at any time by using your login
data.
The sooner in the calendar cycle you confirm your participation at future events, the longer your products and
services will be listed and available for visitors to review on the website.
Please don’t delay—enter your information TODAY!
EXHIBITORS WITH NO CHANGES IN THEIR DIRECTORY LISTING FROM PREVIOUS EXPOS SHOULD
NOT HAVE TO RE-ENTER THEIR SHOW DIRECTORY INFORMATION, HOWEVER WE SUGGEST YOU
VERIFY YOUR LISTING IS CORRECT BY USING YOUR LOGIN DATA.
YOUR BOOTH NUMBER WILL BE UPDATED AUTOMATICALLY.
THERE IS A 500 CHARACTER LIMIT ON COMPANY DESCRIPTION,
5
Abilities Expo 2015 Insertion Order
Name ___________________________________Title _______________________ Company Name___________________________________
the Community
StreetServing
Address
_______________________________________________________________________________________________________
Since 1979
City ________________________________State/Province _________ Zip/Postal Code ______________Country (if other than US) _____________
Phone Number (
)__________________Fax Number (
)___________________E-Mail address _____________________________
For the print and onsite advertising opportunities, please place a (X) in show columns that apply and multiply the total number by the price. For the featured product
on the show home page, please place a (X) in the show columns that apply and multiply the total number of checks by the appropriate price per show. For the
email sponsorship, select the number of emails that you would like to sponsor for each show. If you select 1-3 per show, multiply the total emails by $750. If you
select all 4 emails for one show, the total cost for that show will be $2500. For the rest of the web advertising, please select the months that you are interested in
advertising and multiply the total number by the price. All final costs should be recorded in the total column.
A LA CARTE
PRICE
Premium position, full-page 4-color directory ad
(inside front/back cover, back cover)
P
R
I
N
T
$995
SOLD
SOLD
Chicago Houston Boston
SOLD
SOLD
SOLD
Run in all 2015
directories?
DC
Metro
SOLD
YES
NO
$1295
YES
NO
Full-page, 4-color directory ad
$695
YES
NO
Half-page 4-color directory ad
$395
YES
NO
Shaded directory listing
$295
YES
NO
Insert into show bag
$995
Conference session sponsorship
$995
4-color logo on one side of show bag
$2995
Special Event Arena sponsorship
$5000
Belly Band (Wraps around Show Guide with your Ad/message)
$5000
Pre-show email sponsorship
$750
$2500
Single email price
Show price (all 4 emails)
W
E
B
NY
Metro
Center spread, 4-color directory ad
Print Deadline to Receive Artwork
O
N
S
I
T
E
Los
Angeles
Feb. 9
Mar. 30
May 11
June 29
Aug. 17
Oct. 30
SOLD
SOLD
SOLD
SOLD
SOLD
SOLD
1
2
1
2
1
2
1
2
1
2
1
2
3
4
3
4
3
4
3
4
3
4
3
4
Abilities Buzz sponsorship tile ad (per month)
$750
Select
Months:
JAN
JULY
FEB
AUG
MAR
SEPT
APR
OCT
MAY
NOV
JUN
DEC
Rotating footer banner ad (per month)
$750
Select
Months:
JAN
JULY
FEB
AUG
MAR
SEPT
APR
OCT
MAY
NOV
JUN
DEC
Rotating header banner ad (per month)
$1250 Months:
Select
JAN
JULY
FEB
AUG
MAR
SEPT
APR
OCT
MAY
NOV
JUN
DEC
(max of 5 ads per month)
Advertiser: ________________________________________________________________ AbilitiesExpo Rep: ________
Signature / Date
Method of payment (Please check one):
Check
Visa
MasterCard
American Express
TOTAL
TOTAL
A 3% convenience fee is applicable
on all purchases paid by credit card.
CC# _________________________________________ Exp. Date __________________ Security Code ________________________________
Billing Address __________________________________________________________________________________________________________
City ____________________________State/Province ___________________ Zip/Postal Code ________________________________________
I authorize this credit card as payment for my Abilities Expo order.
Total amount authorized: ________________________________________________________________________________________________
Name as it appears on card: _____________________________________________________________________________________________
Signature___________________________________________________________________________Date:_____________________________
Make an impact on your target market through Abilities Expo. Fax your insertion order back to 424-238-6358
Abilities Expo • 16501 Ventura Blvd. • Suite 5106 • Encino, CA 91436 • www.abilitiesexpo.com
Directory/Web Ad Specifications
Since 1979
DIRECTORY AD/BELLY BAND REQUIREMENTS
AD MEASUREMENTS
TRIM SIZE: 81 ⁄ 2” wide by 11” high.
LIVE SIZE
Formats:
BLEED SIZE
FULL PAGE:
8” x 101 ⁄ 2”
HALF PAGE:
8” x 5 1 ⁄ 4”
CENTER SPREAD: 161 ⁄ 2” x 101 ⁄ 2”
8 3⁄ 4” x 111⁄ 4”
8 3⁄ 4” x 5 5⁄ 8”
171⁄ 4” x 111⁄ 4”
Graphics, Colors and Fonts:
8 3/ 4 inches
8 inches
ABILITIES EXPO PREFERRED FORMAT IS PDF. Please use Adobe Acrobat Distiller, 4.0. or higher.
We will accept Quark, In-Design, Photoshop and Illustrator files. We will not accept Microsoft
Word, Freehand, PageMaker or PowerPoint files.
Full Page Ad
(no bleed)
(with bleed)
8” x 101/ 2”
83/ 4” x 111/ 4”
Half Page Ad
Half Page Ad
(no bleed)
(with bleed)
8” x 51/ 4”
8 3/ 4” x 5 5/ 8”
All colors must be CMYK. Files not provided in CMYK will be converted and we are not responsible
for any variations or color shifts that occur during this conversion.
Only PostScript fonts are accepted. Do not use TrueTypes, MM, Type 3, Quick Draw or other
fonts.
Proofs:
8 3/ 4 inches
8 inches
51/ 4”
11 1/ 4 inches
Full Page Ad
5 5/ 8”
101/ 2 inches
All screen and printer fonts and graphics must be included. PDF files must have all fonts
embedded. Please use only TIFF and EPS graphics in layouts.
A digital proof is suggested for all black and white and color ads. All proofs should be printed at
100% size. We are not responsible for ad quality if you have not sent us a proof.
ONLINE AD REQUIREMENTS
Formats: JPEG, GIF or PNG (no rotating artwork or animation)
17 1/ 4 inches
16 1/ 2 inches
101/ 2 inches
111/ 4 inches
Center Spread Ad
(with bleed)
17 1/ 4” x 111/ 4”
Center Spread Ad
(no bleed)
16 1/ 2”
x
101/ 2”
All files must be RGB, 72 dpi and optimized for web. Provide the URL address for the link back to
your site.
SIZE (Pixels)
Buzz e-newsletter:
Header:
Footer:
Product Showcase:
120 x 90
468 x 60
728 x 90
FILE SIZE
40k
40k
40k
Format: Provide image of product with a white background as a jpeg, gif, png, eps or pdf.
Text: Include the name of your company and product.
Pre-show Email Sponsorship:
Text: Include a message of no more than 35 words.
BELLY BAND SPECS
TRIM SIZE: 181 ⁄ 2” wide by 2” high.
BLEED SIZE: 183⁄ 4” wide by 21⁄ 4” high.
18 3/ 4”
2 1/4”
Belly Band w/bleed
LOGO SUBMISSIONS
Formats: EPS, TIFF, JPEG, GIF or PNG (eps files preferred)
All files must be 300 dpi measuring at least 4 inches in one direction in RGB, CMYK and/or
Grayscale. Anything smaller is not acceptable.
DELIVERY/CONTACT INFO
Formats: Zipped or self-extracting compressed file • MAC formatted-CD’s and DVD’s.
YOUR MESSAGE HERE
Email submissions must contain advertiser name, show name, show date and contact information
in message field.
Ads provided on CD or DVD disk must be labeled with advertiser name, ad contact/telephone
number, show name, show city and show date.
E-mail all Directory Ad files and/or technical questions to: [email protected]
or mail to: PELICO and Associates, 10945 Westwood Blvd., Culver City, CA. 90230.
E-mail all Online Ad files and/or technical questions to: [email protected]
Wraps around entire booklet
All other inquiries e-mail: [email protected] or call: 818-522-2792
16501 Ventura Blvd. • Suite 510 • Encino, CA 91436 • Tel: 310.450.8831 • Fax: 424-238-6358 • www.abilitiesexpo.com
7
Hotel Reservation Form
December 4-6, 2015
Since 1979
OFFICIAL HOUSING FORM FOR ABILITIES EXPO DC METRO 2015 – RESERVATION DEADLINE NOVEMBER 5, 2015
Hotel Information
Distance to Convention Center
Holiday Inn Chantilly-Dulles Expo
4335 Chantilly Shopping Center
(0.18)
King / Double-Double/ ADA. . . . . . .$89.00
Complimentary Wi-Fi is available for all Abilities Expo Attendees.
Rates do not include current tax of 12% or any other applicable hotel fees (Subject to change without notice.)
Four easy ways to make your reservations:


https://resweb.passkey.com/go/AEDC2015
(866) 364-9508 Toll Free
(310) 590-4729 Local

(310) 649-3554

Par Avion Meetings & Conventions Abilities
15901 Hawthorne Blvd, Suite 440.,Lawndale, CA 90260
Contact Information
Name:_____________________________________________________
Zip/Postal Code:________________________________
Company Name:_____________________________________________
Phone: _______________________________________
Address:___________________________________________________
Fax: _________________________________________
City: __________________________________State:________________
Email: ________________________________________
Individual Guest Booking
Bed Type:  King (max occ: 2)
Guest Name:_________________________________________________
 ADA Standard (ADA room type on request only)
 Double/Double
Arrival Date:__________________ Departure Date:_________________
Group Booking (up to 5 rooms)
Indicate the Bed type request and number of rooms required per night. For more than five rooms please contact our reservation
department at (866) 364-9508 or (310) 590-4729.

Event Days

Bed Type
Tue, Dec 1
Wed, Dec 2
Thu, Dec 3
Fri, Dec 4
Sat, Dec 5
Sun, Dec 6
Mon, Dec 7
All reservations must be guaranteed with major credit card or 1st night’s deposit by check. Credit card information must be provided until
check arrives. Check must be received by October 23, 2015. Room rates are on space available basis and do NOT include tax. Last day to
make reservations for the discounted rates is November 5, 2015.
Card Type:  American Express
 Diners Club
 Discover
 MasterCard
 Visa
Card Number: ____________________________________________ Expiration Date: __________
Name on Card: ____________________________________
Signature: __________________________________________
RESPONSIBILITY AND LIABILITY: Par Avion Meetings and Conventions (travel program producer) and 5Net4 Productions, LLC. (travel program sponsor)
and/or their agents act only in the capacity as agents for customers in all matters pertaining to hotel accommodations, and as such are not responsible for any
damage, expenses or inconvenience caused by late train or plane arrivals or departures, or by any change of schedule condition from any loss, injury or
damage to any person or property from any cause whatsoever. Baggage handling throughout the program is entirely at the owner's risk. The customer
agrees that 5Net4 Productions, LLC and Par Avion shall not be held responsible in the event of any errors or omissions in any promotional material.
8
Directions to Convention Center
December 4-6, 2015
Since 1979
PLEASE VERIFY YOU ARE WITHIN THAT RANGE.
DIRECTIONS TO DULLES CONVENTION CENTER
www.dullesexpo.com or http://www.abilities.com/dcmetro/directions.html
FROM Washington DC:








Traveling west on Constitution Avenue, follow signs to I-66 West to Virginia.
Remain on I-66 West for approximately 25 miles.
Take exit 53B, Route 28 North (Dulles Airport).
Drive 3 miles North on Route 28.
Take the Willard Road interchange exit.
At the top of the ramp turn right onto Willard Road.
Take the first left off of Willard Road into the Chantilly Shopping Center.
Follow signs to Dulles Expo Center.
FROM National Airport:




From the airport, follow signs to 395 South.
Take 395 South and drive approximately 10 miles.
Take I-495 North (Washington D.C. Beltway) towards Tysons Corner.
Drive approximately 6 miles. Stay in the left lane towards the end of the 6 miles because you will be making a left
lane exit off of I-495 North.
Take Route 66 West and drive approximately 10 miles.







FROM Dulles Airport:







From the airport, follow exit signs for Washington D.C.
Stay toward the right. Drive for approximately 1 mile and take Route 28 South towards Centerville.
Drive for approximately 6 miles South on Route 28.
At the top of the ramp turn left onto Willard Road.
FROM Richmond:









From I-95, take I-495 (Washington Beltway) North towards Tysons Corner.
Drive approximately 6 miles.
Take exit 49A to Route 66 West and drive approximately 10 miles.
Take the first left off of Willard Road into Chantilly Shopping Center.
FROM Winchester:






Take Route 7 East toward Tyson's Corner and drive approximately 35 miles.
Take Route 28 South (Sully Road) toward Dulles Airport. Follow Route 28 for approximately 10 miles.
Take first left off of Willard Road into the Chantilly Shopping Center.
Follow signs to the Dulles Expo Center.
FROM Strasburg/Front Royal:








Take Route 81 to Route 66 East.
Follow Route 66 East for approximately 50 miles.
Take Exit 53B, Route 28 North (Sully Road) toward Dulles Airport.
Take first left off of Willard Road into the Chantilly Shopping Center.
Follow signs to the Dulles Expo Center.
FROM Frederick/Hagerstown:









From Frederick, Maryland take the I-270 SPUR S towards I-495 S / Northern Virginia (Northern Virginia / Tyson's
Corner).
Merge onto I-495 S the Capital Beltway and travel approximately 9 miles.
Take I-66 W via exit # 49 going towards Manassas / Front Royal and travel approximately 11 miles.
Take exit 53B for Sully Road (Route 28 North).
Follow Signs to Dulles Expo Center.
FROM Baltimore:





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
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Take I-95 South to I-495 (Washington D.C. Beltway) West.
Take Exit 45A, Route 267 West (Dulles Toll Road) for 11 miles.
Take Exit 9A, Route 28 South (Sully Road).
Continue on Route 28 South for approximately 6 miles.
9
Booth Specification Sheet
Any
exception
to these guidelines must be submitted to Abilities Expo Show Management in writing with a diagram at least four (4) weeks
Since 1979
prior to the move in date. You may mail (Abilities Expo, 2601 Ocean Park Blvd., #200, Santa Monica, 90405) fax (310-450-9305) or
scan/email ([email protected]) your request. A written response will be issued within 48 hours after your submission.
SPECIFICATIONS AND MEASUREMENTS
Linear Booth
Linear Booths, also called “in-line” booths, are generally arranged in a straight line and have
neighboring exhibitors on their immediate right and left, leaving only the front of the booth
exposed to the aisle.
Dimensions
Linear Booths are most commonly 10ft wide and 10ft deep, i.e. 10ft by 10ft . There is a
maximum back wall height limitation of 8ft.
Use of Space
Regardless of the number of Linear Booths utilized, e.g. 10ft by 20ft, 10ft by 30ft, 10ft by 40ft
etc. display materials should be arranged in such a manner so as not to obstruct sight lines of
neighboring exhibitors. The maximum height of 8ft is allowed only in the rear half of the booth
space, with a 4ft height restriction imposed on all materials in the remaining space forward to
the aisle. Note: When three or more Linear Booths are used in combination as a single exhibit
space, the 4ft height limitation is applied only to that portion of exhibit space which is within
10ft of an adjoining booth. Hanging signs are not allowed over this type of booth.
Corner Booth
A Corner Booth is a Linear Booth at the end of a series of in-line booths with exposure to
intersecting aisles on two sides. All other guidelines for Linear Booths apply.
Hanging signs are not allowed over this type of booth.
End-cap Booth
An End-cap Booth is exposed to aisles on three sides and comprised of two booths.
Dimensions
End-cap Booths are generally 10ft deep by 20ft wide. The maximum back wall height of 8ft is
allowed only in the rear half of the booth space and within 5ft of the two side aisles, with a
4ft height restriction imposed on all materials in the remaining space forward to the aisle.
Hanging signs are not allowed over this type of booth.
10
Booth Specification Sheet
Since 1979
SPECIFICATIONS AND MEASUREMENTS
Peninsula Booth
A Peninsula Booth is exposed to aisles on three sides, and comprised of a minimum of
four booths. There are two types of Peninsula Booths: (a) one which backs to Linear
Booths, and (b) one which backs to another Peninsula Booth and is referred to as a “Split
Island Booth.” Hanging signs are allowed over this type of booth. There is a charge for
this service. A Hanging Sign form will be emailed to you under separate cover.
Dimensions
A Peninsula Booth is usually 20ft by 20ft or larger. When a Peninsula Booth backs up to
two Linear Booths, the back wall is restricted to 4ft high within 5ft of each aisle, permitting
adequate line of sight for the adjoining Linear Booths. A typical maximum height range
allowance is 16ft to 20ft including signage for the center portion of the back wall. Doublesided signs, logos and graphics shall be set back ten feet (10’) from adjacent booths.
Split Island Booth
A Split Island Booth is a Peninsula Booth which shares a common back wall with another
Peninsula Booth. The entire cubic content of this booth may be used, up to the maximum
allowable height, without any back wall Line-of-Sight restrictions. A typical maximum
height range allowance is 16ft to 20ft including signage.
Use of Space
The entire cubic content of the space may be used up to the maximum allowable height.
Double-sided signs, logos and graphics shall be set back ten feet (10’) from adjacent
booths. Hanging signs are allowed over this type of booth. There is a charge for this
service. A Hanging Sign form will be emailed to you under separate cover.
Island Booth
An Island Booth is any size booth exposed to aisles on all four sides.
Dimensions
An Island Booth is typically 20ft by 20ft or larger, although it may be configured differently.
Use of Space
The entire cubic content of the space may be used up to the maximum allowable height,
which is usually a range of 16ft to 20ft including signage. Hanging signs are allowed over
this type of booth. There is a charge for this service. A Hanging Sign form will be emailed
to you under separate cover.
11
General Information
Since 1979
December 4-6, 2015
GENERAL INFORMATION
Audio-Visual Equipment
Any exhibitor wanting to rent equipment such as monitors, projectors, sounds systems or laptops, please use
the form in this kit or contact: AVX – Audio Visual Experts , Dale Garbett, [email protected] , 703-2469500
Badges/Exhibitor Registration
Please cut and paste this link into your browser https://boomset.com/apps/eventpage/18067 to register staff
working in your booth and submit the names by November 23 for the DC Metro Abilities Expo:
Badges will not be mailed in advance, but will be available at Exhibitor Registration at the Expo during move in
and show days. Persons under the age of 18 are not permitted on the Exhibit Floor during move-in & move out.
Exhibitors with an outstanding booth balance upon arrival at the exhibit hall will not be given Exhibitor Badges
or allowed to set up until the balance has been paid either by certified check, traveler’s checks, money order,
credit card or cash.
All Exhibitors and booth personnel must have an Exhibitor Badge in order to have access to the exhibit hall
during move in, show days and move out.
Booth Equipment
The standard equipment included in your linear booth consists of a polished aluminum telescopic frame with
flameproof 8’ high plum and white back wall drape and 36” high white side rail and a one line identification
sign with your company name and booth number.
HINT: Design your booth with traffic flow in mind. Do not block the aisle in front of you. It is the front door of
your booth. Anything in its way hinders your customer’s ability to enter.
Booth Regulations
Please refer to the back of your contract for specific regulations. Please note:




Island booths only may exceed the 8’ height limit (the only exception to this rule is when the product itself
is over 8’)
All other booths may not exceed the 8’ limit
Balloons of any type are NOT ALLOWED under any circumstances.
Canopies and tents MUST be submitted and approved in writing to [email protected] at least 3
weeks pre-move in.
Show Management has the right to eliminate booth set-ups that exceed height restrictions, block the line of
vision or have noise levels above those considered reasonable
12
General Information
December 4-6, 2015
Since 1979
Exhibitors Service Desk
Total Expo will have an Exhibitors Service Desk located within the exhibit hall. The Service Desk will have
representatives for labor, furnishings, freight, etc. After you have checked in at the Exhibitor Registration Desk,
we suggest you go to the Service Desk to confirm your pre-ordered services and equipment. The
representative from your company in charge of your booth set up should carefully inspect and personally sign
off for all work order forms. If you disagree with an invoice presented for signature, question it immediately. If
you cannot come to a satisfactory agreement with the Service Contractor, contact Show Management. DO NOT
PUT IT OFF and DO NOT IGNORE IT, as once the event comes to an end, it becomes extremely difficult to
resolve any differences.
Exhibitor Appointed Contractors (EAC’s)
Exhibitors using the services of display firms/independent contractors must fill out the EAC approval form
enclosed within this manual and submit to Total Expo, show contractor, at least 30 days prior to the show.
Notification must include a current Certificate of Insurance that meets all the Convention Center, Show
Management and Official Show Contractor specifications for insurance. The contractor must abide by all the
rules and regulations of the Convention Center, Show Management and Union regulations. Additional
information and pricing are available in this kit, please refer to the Table of Contents for appropriate pages.
Food Service
Food and beverage consumed or distributed in the exhibit facility must be purchased through the authorized
in-house food service supplier. Exhibitors are not permitted to dispense “samples” of food and beverage in
their booths without approval from the Convention Center and the Santa Clara County Health Department.
Coffee service will be available during the morning hours prior to show opening. Concession stands will be
open during show hours and you will be able to purchase drinks, food and snacks throughout the day.
Hall Regulations







No BALLOONS OR CANOPIES/TENTS ARE ALLOWED.
Storage of compressed gases is prohibited..
Animals are not allowed in the venues unless they are service or assistance animals.
Dulles Expo requires the use of only the following approved tape flooring. They are Echo Brand – Double
Coated Carpet Tape (DC-W188F) or Shur Brand – Residue Free (DF-545). No high tack tape please. They
can be purchased at Home Depot or Lowes or Dulles Expo will have a supply on hand to sell to the
exhibitor. Charges will be the exhibitor’s responsibility if tape residue must be removed from the floor.
Smokeless Electronic Cigarettes (Vapor Cigarettes) are prohibited from the Dulles Convention Center.
Any sampling of food or beverage or cooking must be approved by Dulles Convention Center.
A surge protector is required for any electrical used. Exhibitors may bring their own or rent one from the Expo.
For more information see Electrical form.
Hotel Registration
See page 8 for HOTEL registration information. Be sure to book your room through Par Avion in order to receive
the special room rate. Only Par Avion is authorized to book our housing, please ignore solicitations from other
housing companies.
Insurance
Exhibitors are responsible for obtaining and keeping in your booth a mandatory certificate of General Liability
Insurance. Please go to http://www.abilitiesexpo.com/pdfs/insurance-dc.pdf which takes you to
Rainprotection, Inc, our official insurance vendor. See Table of Contents for additional insurance information
including a sample insurance form with appropriate dates and the names of required additional insured.
13
General Information
Since 1979
December 4-6, 2015
Internet/WIFI
WIFI and hardwired internet are both available at the Dulles CC for a charge. Please see Table of Contents for
appropriate form to order either of these services from the Dulles Convention Center, online ordering only at
discounted rates.
Lead Retrieval
A new Lead Retrieval system is being offered by Boomset our new Registration company, at $150 per unit. It uses
your Smart Phone, there is no additional device required. It is a simple app that will allow you to capture leads
from the show. A list of your leads will be generated and emailed to you after the show. Attendees will now
have badges (no more wristbands) and all you do is scan their Attendee Badge QR code when they come to
your booth. Closer to the event we will send out directions on how to download and use the app. Boomset will
also be on show site in the Registration Area, able to assist with any on site questions. If you do have a
question prior to the show, please contact Boomset at [email protected]
Liability
Exhibitors are liable for any damages to floors, walls, or columns of the exhibit hall. No cement or paste is to be
used for fastening floor coverings. Tape used to secure carpets, linoleum or tile should have a cloth rather than
a paper binding to facilitate its complete removal from the floor. Show Management will hold the
exhibitor responsible for removal of all tape or adhesives placed on the exhibit floor.
Literature Distribution
Canvassing in any part of the exhibit hall, lobbies or corridor is prohibited . Printed or product promotion
materials may be distributed only at the Exhibitor’s booth. Exhibitors must restrict their activities to the space
for which they have contracted. Any unauthorized solicitation, whether by an Exhibitor or Attendee, should be
brought to the attention of Show Management.
Offensive Materials
Show Management reserves the right to require Exhibitors to remove from their exhibits any materials that we
determine, in our discretion, to be inappropriate. Including, for example, materials that may be offensive,
disparaging, or discriminatory.
Photography & Video Tapings
Unauthorized photography or video taping of exhibits is prohibited. Exhibitors May photograph their own
exhibits only. See Show Management for any exceptions to this policy. Show Management will have an official
photographer and videographer on site with appropriate release forms.
Privately Owned Vehicle (POV) & Cart Services
This service is available only for small pieces of freight and other materials that are brought to the show floor in
a private car, SUV, or trailer no longer than 12’ in length. Items cannot be crated, palletized freight and/or
heavy material, as what might be delivered by a common carrier. If these types of items are brought through
the small-item hand carry area, you will be charged as if it were standard drayage. Each cart will handle a load
comprising of 3’x 4’ height and for safety reasons the freight supervisor will determine the load, capacity and
number of pieces carried per trip. Please proceed to the freight table at the freight dock for this service. You
must pre pay for the service. Additional information and pricing are available in this kit, please refer to the
Table of Contents for appropriate pages.
14
General Information
December 4-6, 2015
Since 1979
Product Demos
All demonstrations of your products must take place within your booth space, or in the case of wheelchairs,
scooters, bikes and the like, demos are permitted within reasonable proximity to your booth provided they do
not block the aisles, or cause harm to any attendee or exhibitor. Insurance regulations prohibit non-show
areas (behind drapes, the parking lot) from being used for product demos.
Rules and Regulations
Exhibitors agree to abide by all rules and regulations by virtue of signing the exhibitor contract. If you need a
copy of the rules and regulations, please email [email protected] to request a copy.
Security/Exhibit Hall Guard Service
Show Management will provide 24 hour security guard service from move-in until move out. Show
Management and the Convention Center are not responsible for lost or stolen items. Security for individual
booths and their contents is the responsibility of each Exhibitor. If you wish to hire security for your booth
please call 818-522-2792. There is an additional cost to you for this service.
Security/Product - Hints & Suggestions:
1. If you have product that you allow people to touch and feel, be sure that each potential customer is
supervised. To avoid theft, consider asking for a credit card or drivers license as a form of deposit from
people who you allow to demo your equipment.
2. Remove all small items from your booth every night. This would also include any electronics, computers,
cameras or video equipment.
3. Hire a private security guard for your booth from the security vendor.
4. Be sure to have back-up and replacements either available on site, with a local distributor, or stand-by at
your office with someone who can overnight shipments to you.
5. Do not list contents of your boxes on the outside of the box.
Shipping your Exhibit
Three ways to get your exhibit to the Exhibit Hall: Ship it in Advance, Ship it to Show Site or Hand Carry to the
Show. Additional information and pricing are available in this kit, please refer to the Table of Contents for
appropriate pages.
Advance Shipments to Contractor’s Warehouse
Freight shipped to Total Expo’s designated warehouse will be placed in the Exhibit Hall first. All freight that has
been prepaid in advance upon arrival will be placed in your booth. If you have not paid for the freight in
advance, you will need to go to the Total Expo Service Contractor’s desk to pay for your shipment and arrange
for delivery. For your convenience we have included shipping labels in this kit for your use to both the Advance
Shipping Warehouse as well as a Ship to Show Site label. Please refer to the Table of Contents for appropriate
pages.
Show Site Shipments
Shipments to show site may not arrive until the first day of move in. Please see shipping labels in this kit for
appropriate dates and address to ship. Anything shipped to arrive prior to that date will be turned away and
returned as the Convention Center will not accept and does not store freight. All freight must be brought into
the hall from the freight and loading dock area. Please look for the FREIGHT/LOADING DOCK directional signs
and follow the instructions and supervision of the Freight Dock Supervisor. Keep and carry a detailed list of
15
General Information
December 4-6, 2015
Since 1979
what you have shipped, in what type of box it was packed and repack the same way. Double check your
shipment when it arrives back at your office. Any questions regarding freight, shipping or loading dock, please
contact TotalExpo, Inc. at 310-320-4203 or 800-868-2539.
Show Colors: Plum and White
Sound Level
Exhibitors sound level shall not intrude or violate the rights of any and all adjacent exhibit areas. Exhibitors
shall not be permitted to operate audio amplification systems at levels that are greater than the ambient noise
level when measured in any neighboring display area. This also applies to product demonstration if you are
demonstrating a product that creates noise above the ambient noise level. Sound Pressure level
measurements will be made during the show by Show Management. Show Management will inform the
exhibitor of the violation. The exhibitor shall correct the violation immediately upon notice. If the exhibitor fails
to correct the violation, Show Management is authorized to cut-off the supply of electricity without any
liability. The use of sound systems or equipment producing sound is an exception to the rule, but not a right.
Storage
Per order of the Fire Marshall, there shall be no storage behind an exhibitor’s booth drape. Please design your
booth so that there is adequate storage area for your product. If it is not possible to store your product in your
booth, please arrange for storage space with the general contractor, Total Expo.
Traffic
Show Management encourages promotional plans/demonstrations but asks that you do not interfere with
normal traffic flow in the aisles or traffic into any neighboring exhibits. Demonstration areas must be
organized within the exhibitor’s space so as not to interfere with any aisle traffic.
Vehicle Placement (Spotting)
All vehicle displays must be approved by Show Management prior to moving vehicles to show floor. There is a
Spotting Fee charge for each vehicle that is moved onto the show floor.
Vehicles being display on the show floor may arrive between 12:00 pm and 4:00 pm on Wednesday, Dec.2.
The last vehicle will be allowed to roll onto the show floor no later than 4 pm. All vehicle move in and move out
must be assisted by the Show Decorator. No un-assisted vehicle move in or move out will be allowed.
Vehicles will not be allowed on the show floor for the sole purpose of loading and unloading. All loading and unloading must be done through the freight doors.
All vehicles displayed on the show floor must meet Fire Marshall Requirements. The specific guidelines are as
follows:
1. Batteries must be disconnected during all hours while on the show floor.
2. Gas caps shall be taped shut or locked.
3. Gas tanks may be no more than 1/8 tank full.
Additional information and pricing are available in this kit, please refer to the Table of Contents for appropriate
pages.
16
General Information
Since 1979
December 4-6, 2015
Exhibitor Liability Insurance Requirements
As an exhibitor in Abilities Expo, and in accordance with the Terms and Conditions of the booth sales
agreement, Exhibitor agrees to maintain adequate insurance to fully protect the venue, Total Expo,
Abilities Expo and its affiliates, co-sponsors, service contractors and the Hall and Hall Management
from any and all claims, arising from Exhibitor’s activities including, but not limited to, the
installation, operation and dismantling of Exhibitor’s display. The foregoing insurance requirement
includes claims under the Worker’s Compensation Act or for personal injury, death, or for damage to
property. Exhibitor understands that neither Show Management nor the Hall maintains insurance
covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such
insurance.
Exhibitor is responsible for any and all damages caused by Exhibitor or Exhibitor’s agents,
employees or guests. Exhibitor agrees to indemnify, defend and hold harmless:
Dulles Expo, LLC and any of their affiliate corporations or other business entities, its
members and manager on or about the subject premised, Total Expo its affiliates,
subsidiaries, agents, assigns and employees from and against any liability for loss or damage
of any kind, and Abilities Expo, its affiliates, subsidiaries, agents, assigns and employees
from and against any liability for loss or damage of any kind, which Exhibitor may directly or
indirectly cause.
Exhibitors in the Show must carry: Statutory limits for workers’ compensation coverage; and
Commercial general liability including products and completed operations, independent contractor’s
personal injury and blanket contractual liability insurance limits of at least $1,000,000 per
occurrence, $2,000,000 aggregate. These coverages must be evidenced by a Certificate of
Insurance with a 30-day notice of cancellation provision to the holder.
Obtaining a Certificate of Liability Insurance naming Abilities Expo & Subsidiaries at 2601 Ocean
Park Blvd. #200, Santa Monica, CA, 90405, Total Expo at 1161 Sandhill Ave., Unit D, Carson, CA
90746 and Dulles Expo, LLC, 4320 Chantilly Shopping Center, Chantilly, Virginia 20151 as
additional insured’s is easy to do. Simply contact your general liability insurance provider and
request that they provide proof of insurance according to the attached CERTIFICATE OF LIABILITY
INSURANCE format. Most insurance carriers will provide this Certificate of Liability Insurance free of
charge, while some may charge you a nominal processing fee.
Dates to use are from move in 8:00 am, 12/2/15 to move out 12/6/15, 11:59pm.
If you do not currently have insurance you have the option of purchasing a temporary policy. If you
choose to take advantage of ed a temporary certificate of insurance as per page 18 of this kit. Or
you may cut and paste this into your browser: http://www.abilitiesexpo.com/pdfs/insurance-dc.pdf
and fill out the form online.
Please keep a copy of your insurance in your exhibitor booth in case it is needed on show site.
17
Since 1979
Your Insurance Agency
Address, City, State, Zip
Companies must be acceptable to Certificate
Holder and must have a current A.M. Best
rating of at least A-V or better.
Your Company Name & Address Here
POLICY NUMBER
A
A
12/02/15
12:01 AM
12/06/15
12:01 AM
12/02/15
12:01 AM
12/06/15
12:01 AM
1,000,000
X
X
X
1,000,000
X
Abilities Expo & Subsidiaries at 2601 Ocean Park Blvd. #200, Santa Monica, CA, 90405, Total Expo at 1161 Sandhill Ave., Unit D, Carson, CA 90746 and Dulles Expo
Center Authority, 4320 Chantilly Shopping Center Chantilly, VA 20151 are named as additional insured as respects to the event being held at Dulles Expo Center.
– move-in through end-of show dates: 12/02/15 – 12/06/15.
8/3-8/5/2012
Abilities Expo, 2601 Ocean Park Blvd., #200, Santa Monica,
CA 90405 and its subsidiaries, Dulles Expo Center, VA, and
Total Expo, 1161 Sandhill Ave., Unit D, Carson, CA 90746
are named as additional insured as respects to the event
being held at Dulles Expo Center Authority, 4320 Chantilly
Shopping Center Chantilly, VA 20151 December 2-6, 2015.
18
Rainprotection is an Authorized Offical Insurance
Supplier of Abilities Expo.
Since 1979
Exhibitor Liability Insurance Program
As a standard requirement for all exhibitors, it is necessary to provide proof of general liability coverage from an insurance
company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate.
5Net4Productions dba Abilities Expo, Total Expo and Dulles Expo Center shall be named as additional insured. This insurance
must be in force during the lease dates of the event, December 2-6, 2015.
Purchase Your Liability Insurance Now
There is no application to fill out. Simply purchase your Exhibitor Insurance, which is already pre-filled with all of the proper
show information, directly online by using a credit card.
Click the Link Below to Purchase Your Insurance for just $79:
https://securevendorinsurance.com/Rainprotection/ApplicantInformation?GroupEventKey=4a01cd0ed92d
Your Insurance Certificate is instantly emailed to you and a copy is sent to show management.
After clicking the link above, please choose the following from the drop down list on the second page of
the online application:
"Product or Service Display Exhibits"
This program is valuable for:
*Exhibitors who do not have any insurance.
*International Exhibitors whose liability insurance will not cover them at a U.S. show.
*Companies who do not have the time to deal with all of the certificate arrangements.
* Exhibitors who find it easier or advantageous to use this program rather then their corporate insurance; similar to when you
rent a car and do not want to use your own auto insurance.
*Should there be a claim, it will not tarnish your policy and rates. And, unlike most corporate policies, there is no deductible.
Proof of Insurance is Mandatory
Having insurance will protect your company, employees, and volunteers, should a claim arise against you for something that
occured at your booth.
Please keep a copy of your
insurance
certificate
with you in your booth in case it is required on show site.
If you do not have coverage, it can easily be secured through the link provided above.
We also offer affordable short term
Equipment/Merchandise/Display Insurance
All exhibitors are strongly urged to obtain full-coverage temporary insurance for their merchandise
and displays while in transit and while at the exposition.
Please complete and return the Enrollment Form below:
Click Here for the Instant Equipment Insurance Enrollment Form
Click Here for Brochure which explains this coverage
If you are an International Company (exhibitor), please read further instructions on Page 2.
19
Since 1979
INTERNATIONAL EXHIBITORS - Address and phone number instructions
When filling in your company information it will ask for a phone number and address. Please use our phone number
and the address of the Venue (Dulles Expo Center).
Here is the phone number you should use:
Here is the address you should use:
4320 Chantilly Shopping Center
Chantilly, VA 20151
800-528-7975
Please feel free to direct all insurance questions to
Rainprotection Insurance:
(800)528-7975
[email protected]
www.Rainprotection.net
20
1161 Sandhill Ave., Unit D ▪ Carson, CA 90746 ▪ Phone (310) 320-4203 ▪ Fax (310) 320-4265 ▪ [email protected]
Dear Exhibitor,
We are happy that the Abilities Expo has selected TotalExpo, Inc. as the Official Service Contractor for the
Abilities Expo DC Metro 2015, to be held at Dulles Expo Center, South Hall. TotalExpo, Inc. is pleased to provide
you with all of your expo needs. Orders can now be placed online! Please see the following page for details. As
always, orders can still be faxed to 310-320-4265 or emailed to [email protected].
Each numbered booth includes:
8’ Back Wall Draping (Plum, White, Plum)
3’ Side Rail Draping (Plum)
One 7” x 44” ID Sign
Exhibitor Move-In:
Wed, December 2nd
Expo Hours:
Fri, December 4th
Sat, December 5th
Sun, December 6th
11am-5pm
11am-5pm
11am-4pm
Exhibitor Move-Out:
Sun, December 6th
4pm-10pm
Show Colors: Plum & White
12pm-5pm Vehicle Spotting/Placement and 20’x20’
or larger booths only
rd
Thu, December 3
8am-5pm*
th
Fri, December 4
8am-10am
*Exhibitors using TotalExpo labor to set up display will be permitted to stay past 5pm to complete the job.
No exhibitor move in will be permitted after 5pm*
Please note the following:
 Dates to remember:
Mon, November 16th at 4:30pm deadline for TotalExpo discounted rates and services.
Mon, November 23rd at 4:30pm last day for online ordering.
For all other providers please check their deadlines.
Fri, October 30th - Fri, November 27th 9:00am-3:00pm Only dates for the receipt of shipments to the advance
warehouse. Please keep in mind that Thu, November 26th is Holiday and no shipments will be received.
5. Wed, December 2nd & Thu, December 3rd Dates when direct shipments will be received at show site.
6. All exhibitors with outside freight carriers should make arrangements to have their freight carrier check in by
5:30pm on Sun, December 6th. If your carrier has not checked in by that time, freight will be rerouted via the show
carrier, YRC, at the exhibitor’s expense. Please keep in mind that UPS and FedEx will not pick up on Sundays.
Please direct all orders and questions regarding service providers other than TotalExpo to that specific
provider.
TotalExpo, Inc. does not issue credits or substitutions for unused items included with your booth.
Please complete the credit card authorization form or include one check for your entire TotalExpo, Inc.
order.
We accept Visa, MasterCard, American Express, and Discover.
1.
2.
3.
4.

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

If you require further assistance or need additional information, please give our exhibitor services a call at
310-320-4203. We look forward to working with you.
21
1161 Sandhill Ave., Unit D ▪ Carson, CA 90746 ▪ Phone (310) 320-4203 ▪ Fax (310) 320-4265 ▪ [email protected]
Since 1979
TotalExpo now has online ordering!
TotalExpo, Inc. has been selected as the official general service contractor for The Abilities Expo DC Metro 2015. As
an exhibitor, we understand your time is valuable as you face a list of overwhelming deadlines and decisions. Below
are instructions to order on TotalExpo, Inc.’s online marketplace, which provides an easy way for you to order all of
your show services.
Mon, November 23rd at 4:30pm is the last day for online ordering.
To place your order after this date please email it to [email protected] or fax it to 310-320-4265
For New Exhibitors
1.
2.
3.
4.
5.
6.
7.
8.
9.
Click here to access TotalExpo’s online marketplace or go to www.totalexpo.com and select “Online Ordering”.
Enter The Abilities Expo DC Metro show code Z63AB7 .
Enter the email address that should be associated with your account.
Choose a password for your account.
Enter your name.
If you’re a third party company ordering for one or more exhibitors be sure to check Third-Party Ordering.
Click on Create Account.
You’ll be taken to the My Events page. Click on your event.
On the next page click +Start New Order to begin your ordering process. If you have not already entered in your
contact information you will be prompted to do so before you can add items to your order
For Returning Exhibitors
1. Click here to access TotalExpo’s online marketplace or go to www.totalexpo.com and select “Online Ordering”.
2. Enter the email address and password associated with your account and click Login.
3. If you have forgotten your password, click Forgot Password to have a recovery code emailed to you. With this
code you can reset your password.
To add a new event to your current account
1.
2.
3.
4.
5.
6.
7.
Click here to access TotalExpo’s online marketplace or go to www.totalexpo.com and select “Online Ordering”.
Log in using the email address and password associated with your account.
You will be taken to the My Events page. Here you will see your previous event’s listed.
Click the link +Join Event listed on the right of My Events.
On the next page enter in your new show code Z63AB7 and click next.
Enter in the requested exhibitor contact information and click save.
You can begin ordering for you new event right away.
Please Note: Only one account is needed per booth. Please don’t create multiple accounts for the
same booth or enter the exhibiting company name multiple times.
If you have any questions or need any assistance with online ordering please contact us at (310) 320-4203
or send an email to [email protected].
22
1161 Sandhill Ave, Unit D, Carson, CA 90746 • P(310) 320-4203 • F(310) 320-4265 • totalexpo.com • [email protected]
Since 1979
Abilities Expo DC Metro 2015
Dulles Expo Center, South Hall
December 4th– December 6th, 2015
Exhibitor:
Booth Number:
To receive discounted rates orders with payment must be received by Mon, November 16nd at 4:30pm.
Online ordering is available through Mon, November 23rd at 4:30pm . Please email or fax your order(s) after this date.
Contact Information and Order Recap
This form must accompany your order
All fields are required, please print clearly
Company:
Contact Name:
Address:
City, State, Zip:
Phone Number and Ext.:
Fax Number:
E-mail Address:
Please complete and return this form, as well as the credit card authorization form with your orders.
Furniture, Carpet & Accessories
$
Material Handling
$
Vehicle Spotting
$
POV Cartload Service
$
Display Labor
$
Miscellaneous
$
$
$
$
Total $
All cancelled orders must be received in writing within 5 calendar days of the first event move-in date. Cancelled orders will be
assessed a 50% cancellation/restocking fee. No refunds will be given after the 5 calendar day stipulation. Please report any
discrepancies with your order or your booth to the TotalExpo service desk prior to the commencement of the event. Otherwise
no adjustments will be made on your invoice.
23
Since 1979
Exhibitor:
Booth Number:
nd
To receive discounted rates orders with payment must be received by Mon, November 16 at 4:30pm.
Credit Card Authorization
This form authorizes TotalExpo, Inc. to charge your credit card account the amount of your advance/show-site orders,
additional material handling charges, shipping costs, surcharges, and any other additional amounts incurred as a result
of show site orders place by you or your representative. Please complete the information request below and return
this form with your order.
All cancelled orders must be received in writing within 5 calendar days of the first event move-in date. Cancelled
orders will be assessed a 50% cancellation/restocking fee. No refunds will be given after the 5 calendar day stipulation
referenced above. Please report any discrepancies with your order or your booth to the TotalExpo service desk prior to
the commencement of the event. Otherwise no adjustments will be made on your invoice.
I AGREE TO THE CONDITIONS STATED IN THIS MANUAL AND THE ABOVE PARAGRAPH
Credit Card Type:
American Express
MasterCard
Visa
Discover
Account Number (Please use one box per number):
Expiration Date: ____ /____
Security Code: ________
Check if Company Card
Company Name:
Billing Address:
City
State
Phone Number:
Zip
Fax Number:
Email Address:
Cardholder’s Name (Print):
Cardholder’s Signature:
Please Note: No credits or adjustments will be made after the close of the show.
24
Exhibitor:
Booth Number:
Furniture, Carpet and Accessories
QTY
ITEM
ADVANCE
REGULAR
TOTAL
CHAIR S
QTY
ITEM
ADVANCE
REGULAR
TOTAL
CARPET
1000
Padded Side
$
78.00
$ 102.00
$
3001
10’x10’ inline booth
$ 208.00
$ 271.00
$
1001
Padded Arm
$
97.00
$ 127.00
$
3002
10’X20’ inline booth
$ 416.00
$ 542.00
$
1002
Padded Stool w/ back
$ 108.00
$ 141.00
$
3003
$ 624.00
$ 813.00
$
1003
Folding Chairs
$
$
$
3004
$ 832.00
$ 1084.00
$
44.00
58.00
ISLAND BOOTH/CUSTOM CARPET - Pre orders only
30” HIGH SKIRTED TABLES
2000
4’X24” skirted table
$ 141.00
$ 184.00
$
3010
3.25
$
3.90
$
2001
$ 172.00
$ 224.00
$
2002
$ 202.00
$ 263.00
$
Custom Plush Carpet per sq.ft.
3011 Must be ordered at least 2 weeks in advance
No refunds will be issued on custom carpet
$
4.75
$
2003
4th side table skirting
$
$
81.00
$
62.00
Island Booth Carpet per sq.ft.
$
Booth Size ________ x________
CARPET COLORS (Please circle one)
Blue ۰ Red ۰Grey ۰Teal ۰ Black
Plum ۰ Hunter Green ۰ Burgundy
42” HIGH SKIRTED COUNTER/TABLES
2003
4’X24” skirted counter
$ 178.00
$ 232.00
$
2004
$ 217.00
$ 283.00
$
2005
$ 242.00
$ 315.00
$
3300
Carpet Pad, per sq.ft
$
1.54
$
1.84
$
2301
4th side counter skirting
$
$
$
3400
Visqueen, per sq.ft.
$
1.32
$
1.59
$
73.00
95.00
ACCESSORIES
SKIRT COLORS
Red ۰ Blue ۰ White ۰ Teal ۰ Black
Hunter Green ۰ Burgundy ۰ Grey
30” HIGH UNSKIRTED TABLES
4000
Wastebasket
$
30.00
$
39.00
$
4001
Chrome Easel
$
39.00
$
51.00
$
4003
Bag Rack
$ 103.00
$ 134.00
$
2100
4’X24” unskirted table
$
92.00
$ 120.00
$
4004
Literature Rack
$ 139.00
$ 181.00
$
2101
$ 108.00
$ 141.00
$
4005
Garment Rack
$ 103.00
$ 134.00
$
2102
$ 122.00
$ 159.00
$
4006
Stanchion
$
58.00
$
76.00
$
4007
Velour Rope-8’
$
48.00
$
63.00
$
42” HIGH UNSKIRTED COUNTER/TABLES
2103
4’X24” unskirted counter $ 120.00
$ 158.00
$
4011
4’x8’ Msg. Board
$ 105.00
$ 137.00
$
2104
$ 169.00
$
4015
Glass Showcase
$ 540.00
$ 628.00
$
2105
$ 187.00
$
4100
3’ High Drape (per linear ft)
$
19.00
$
25.00
$
4101
8’ High Drape (per linear ft)
$
25.00
$
33.00
$
PEDESTAL TABLES
2201
30” round x 30” high
$ 143.00
$ 186.00
$
2202
30” round x 42” high
$ 163.00
$ 212.00
$
Total $
25
Since 1979
Exhibitor:
Booth Number:
Material Handling and Shipping Instructions
RATES BELOW WILL BE BASED ON PUBLISHED SHOW MOVE-IN AND MOVE-OUT SCHEDULE. All charges are per (100lbs) and are
rounded up to the next 100lbs. There is a 200lb. minimum charge per shipment. TotalExpo, Inc. will receive advance shipments at the warehouse and will provide up to 30 day storage prior to the show. TotalExpo, Inc. will receive direct shipments
at show site on scheduled move-in days. TotalExpo, Inc. will provide delivery to booth, storage of empty packing materials,
and return of outbound shipments to the loading dock at the close of the show. TotalExpo, Inc. “Bill of Lading” must be filled
out at close of show.
TOTALEXPO, INC. REQUIRES “CREDIT CARD AUTHORIZATION” FORM BE ON FILE FOR ALL SHIPMENTS.


Loading equipment & labor are furnished including removal, storage, & return of empty crates & containers.
Pad wrapped shipments will not be accepted at the Advance Warehouse.
REGULAR SHIPMENTS: Skidded, crated or material packed in a container that can be unloaded at the loading dock with forklift
or pallet jack and no additional handling required.
SPECIAL HANDLING: Material delivered on or in such a manner that would require additional handling. Example: Loose pieces,
pad wrapped shipments, ground unloading, stacked, designated piece unloading, mixed loads, carpets, pads, shipments without documentation (UPS, FedEx, etc.), shipments delivered via van lines, and any shipment that requires additional labor or
special equipment.
ADVANCE SHIPMENTS TO WAREHOUSE
All materials shipped in advance to the warehouse must arrive by Fri, October 30th - Fri, November 27th 9:00am-3:00pm. Shipments
received outside of the listed dates will incur a 35% surcharge per shipment. Shipments will be received up to 30 days prior to
move in, storage included. Freight will be delivered to booth prior to show opening & from booth to your carrier at the loading
dock upon show closing.
Service
Total Weight
x
Rate per 100lbs (200lb minimum charge)
=
Total
#6000 Regular
________________ CWT
x
$140.00 ($280.00 min. charge)
=
$
#6010 Special Handling
________________ CWT
x
$150.00 ($300.00 min. charge)
=
$
DIRECT SHIPMENTS TO SHOW SITE
Shipments will be received during the move-in hours, only on Wed, December 2nd & Thu, December 3rd . Shipments arriving prior
then will not be accepted.
Service
Total Weight
x
Rate per 100lbs (200lb minimum charge)
=
Total
#6100 Regular
________________ CWT
x
$132.00 ($264.00 min. charge)
=
$
#6110 Special Handling
________________ CWT
x
$143.00 ($286.00 min. charge)
=
$
SMALL PACKAGES To qualify for Small Packages shipments must consist of 50lbs or less for the total shipment; 3 or less items;
small packages and/or envelopes only; all 3 pieces must be received in one shipment. Items received without documentation, will be
delivered without guarantee of piece count or condition. Advance Shipments received outside of the listed dates will incur a 35%
surcharge per shipment.
$61.00 1st carton; $22.00 each additional carton (maximum of 2 additional cartons)
Advance Warehouse
Direct to Show-Site
$61.00 + 1
26
or 2
additional carton(s) at $22.00 each= $_________
Since 1979
27
Since 1979
1161 Sandhill Ave., Unit D ▪ Carson, CA 90746 ▪ Phone (310) 320-4203 ▪ Fax (310) 320-4265
Advance Warehouse Shipping Labels
Please label your advance shipment with the following
ADVANCE WAREHOUSE
EXHIBITION MATERIAL
Must be received between Fri, October 30th - Fri, November 27th 9:00am-3:00pm
(PLEASE COMPLETE)
Company Name: ________________________________
Booth Number: ________________________________
Name of Show: Abilities Expo DC Metro
TO: YRC c/o TotalExpo, Inc.
7600 Preston Dr.
Landover, MD 20785
ADVANCE WAREHOUSE
EXHIBITION MATERIAL
Must be received between Fri, October 30th - Fri, November 27th 9:00am-3:00pm
(PLEASE COMPLETE)
Company Name: ________________________________
Booth Number: ________________________________
TO: YRC c/o TotalExpo, Inc.
7600 Preston Dr.
Landover, MD 20785
28
1161 Sandhill Ave., Unit D ▪
Carson, CA 90746 ▪ Phone
Direct to Show Site Shipping Labels
Please label your direct shipment with the following
Direct to Show Site
EXHIBITION MATERIAL
Must be received ONLY on Wed, December 2nd & Thu, December 3rd
(PLEASE COMPLETE)
Company Name: ________________________________
Booth Number: ________________________________
TO: Dulles Expo Center c/o TotalExpo
4320 Chantilly Shopping Center,
Chantilly, VA 20151
Direct to Show Site
EXHIBITION MATERIAL
Must be received ONLY on Wed, December 2nd & Thu, December 3rd
(PLEASE COMPLETE)
Company Name: ________________________________
Booth Number: ________________________________
TO: Dulles Expo Center c/o TotalExpo
4320 Chantilly Shopping Center,
Chantilly, VA 20151
29
Since 1979
Exhibitor:
Booth Number:
Special For This Event
Vehicle Spotting Round-trip All vehicles that will be used in displays on the show floor will have to be moved in & out
with the assistance of the decorating company staff. The Fire Marshall has imposed the following requirements:
A. All vehicles must be ready to move in only based on this schedule Wed, December 2nd from 12pm-5pm
B. These vehicles will not be brought on the show floor to unload exhibits
C. Fuel in tanks shall not exceed one 1/8th of a tank
D. Vehicles shall not be fueled or defueled within the building
E. One cable on the battery must be disconnected
F. Fuel tanks and fill openings shall be closed and sealed to prevent tampering. If fuel tank is locking with a kay that is okay. If
not, fuel tank cover must be taped over.
G. Once parked on the show floor: unhook battery, tape off gas cap, and leave hood up for inspection. Keys must remain in
the hall with show management
D. Wheel chocks, or similar, are required at the front left and rear right tires. These must be provided by the exhibitor.
F. Vehicles may be driven out (guided out) of the show floor immediately upon closing or when the aisles are cleared.
Advance
Regular
Qty
Total
Regular Vehicles - Cars, vans & picks ups
$ 150.00
$175.00
$
Oversized Vehicles - Over 10,000lbs gross weight, buses, R.V.’s, etc.
$175.00
$200.00
$
Please state arrival time of vehicles:
Total
$
Privately Owned Vehicle Only-Cart Load Service $75.00 per cart load, per trip, each way
Please Note:
1. This service is available only for small pieces of freight and other material that is brought to the show floor in a
private car, SUV or pickup.
2. Crates, palletized freight and heavy material as well as any material delivered by common carriers are to be handled as
standard drayage as indicated in the preceding pages.
3. Each cart will handle a load comprising of 3’x4’ height and for safety reason the freight supervisors will determine the
load capacity & number of pieces carried per trip
4. Please proceed to the freight table at the dock area for this service
5. Please pre pay for this service
Estimated Number of Cart Loads In:
X $75.00=$
Estimated Number of Cart Loads Out:
X $75.00=$
Please state date & time of arrival Date:
Time:
An exhibitor may transport from the dock area, across the exhibit floor, any amount that can be hand carried in ONE
TRIP. Exhibitors may also use their own 2 wheel luggage type carriers to wheel items to their booth and will be limited to ONE
TRIP. Exhibitors MAY NOT USE their own hand trucks, pallet jacks, wagons nor any other wheeled device to transport exhibit
materials from the dock area across the exhibit floor.
As a special concession to show management, the following are the only items that may be rolled into the exhibit area
by exhibitors on their own:·Wheel Chairs, Bicycles, Tricycles
This concession does not apply to crates, pallets or other receptacles loaded with wheel chairs, bicycles or tricycles,
which will be handled as drayage or cart load, if applicable. It also does not apply to any furniture, displays, shelving or other
items that may be on wheels. The consented items are themselves not to be used as dollies to transport boxes, etc.
30
Since 1979
Exhibitor:
Booth Number:
Installation & Dismantle Labor


The rates listed below are per hour. Labor will be billed at a one hour minimum, and in half hour increments thereafter.
Please provide your labor schedule below. If a more detailed schedule is necessary please provide it separately.
Please Note: Dismantle Labor will be done on overtime due to the Sunday move out.
ADVANCE
REGULAR
S/T
$120.00
$145.00
Monday -Friday 8:00am -4:30pm
O/T
$160.00
$199.00
All other hours not listed above, all day on Saturday and Sunday, all day on holidays.
Date and Time
Install
Install
Dismantle (OT)
Dismantle (OT)
Labor Schedule
# Of Workers X Hours Each
=
Total Hours X Labor Rate
=
_____ workers X _____ hrs ea
=
_____ hrs X $_____ per hr
=
$
=
_____ hrs X $_____ per hr
=
$
=
_____ hrs X $_____ per hr
=
$
=
_____ hrs X $_____ per hr
=
$
Total Amount
Labor Total $
SUPERVISION OF ALL LABOR IS REQUIRED, PLEASE INDICATE SUPERVISION PLAN
Plan A — Exhibitor Supervision
Starting time can be guaranteed only in those instances where workers are requested for the start of the working day at
8:00am. It is important that the exhibitor representative CHECK IN at the TotalExpo, Inc., service desk to pick-up the
workers orders. One hour minimum charge per worker will apply if not picked up or cancelled within a 24 hour notice, in
writing. Exhibitor representative is to CHECK OUT at the TotalExpo, Inc., service desk upon completion of the work.
ALL WORK IS DONE UNDER THE SUPERVISION OF THE EXHIBITOR REPRESENTATIVE.
On-Site Contact Name:
Company:
Cell Number:
Install Dates and Times:
Dismantle Dates and Times:
Plan B — TotalExpo, Inc., Supervision
All work is done under the direction of TotalExpo, Inc., personnel. There will be no additional charge for this service, however, WE
WILL REQUIRE THE SET-UP DIRECTIONS OR DRAWINGS FOR YOUR BOOTH. TotalExpo, Inc., will set-up on straight time whenever
possible.
31
Since 1979
Exhibitor:
Booth Number:
EAC (Exhibitor Appointed Contractor)
A NON-OFFICIAL SERVICE CONTRACTOR/EAC IS: Any individual who is not a full-time, permanent employee of an exhibiting firm,
who is providing labor and service to an exhibitor on site at the convention facility and does not represent the official designated
contractor named in the exhibit kit, i.e. TotalExpo, Inc.
1. Exhibitors who choose to use a non-official contractor must complete and sign this form. It must be received at TotalExpo,
Inc. no later than Wed, December 18, 2015.
2. The non-official contractor must provide TotalExpo, Inc. with an original Certificate of Insurance naming TotalExpo, Inc. and
Abilities Expo as an additional insured no later than Wed, December 18, 2015. Coverage is to include property damage,
workers compensation and a minimum of $1,000,000.00 / $2,000.000.00 liability.
3. The exhibitor appointed contractor may not solicit business on the show floor.
4. All representatives of the non-official contractor must have proper identification during installation and dismantle.
5. Failure to provide TotalExpo, Inc. with the above items will result in said firms being required to hire installation and
dismantling labor from TotalExpo, Inc. Non-official contractors will be able to provide supervision only.
PLEASE NOTE THIS ITEM DOES NOT APPLY TO ACTIVITIES OUTSIDE THE EXHIBIT AREA
Exhibiting Company:
Booth Number:
Authorized Name & Title:
Authorized Signature:
EAC Company Name:
EAC Address:
EAC City, State & Zip Code:
EAC Phone Number:
EAC Email Address:
EAC “Show Site” Representative Name:
Type of Service Performed:
* NOTE: PROOF OF INSURANCE MUST BE RECEIVED A MINIMUM OF 14 CALENDAR DAYS PRIOR TO SHOW
INSTALLATION.*
32
1161 Sandhill Ave., Unit D ▪ Carson, CA 90746 ▪ Phone (310) 320-4203 ▪ Fax (310) 320-4265
LIMITS OF LIABILITY AND RESPONSIBILITY FOR MATERIAL
HANDLING SERVICES PROVIDED BY TotalExpo, Inc.
Insurance — It is understood that TotalExpo, Inc. is not an insurer. That insurance, if required, it is
to be obtained by the exhibitor. Exhibit materials should be insured for the duration of the event,
including point to point shipping. Endorsements to existing policies can usually be obtained for this
purpose.
TotalExpo, Inc. shall not be responsible for damage to uncrated materials, materials improperly
packed, or concealed damage.
TotalExpo, Inc. shall not be responsible for loss, theft, or disappearance of exhibit materials after
the same has been delivered to designated booth location.
TotalExpo, Inc. shall not be responsible for loss, theft, or disappearance of exhibit materials
during or after the close of a show. Bills of Lading (B/L) turned in at the TotalExpo service desk for
outbound shipments at close of the show, will be checked at time of actual pick up from booth. Any
discrepancies in piece counts with B/L will be noted at this time.
TotalExpo, Inc. shall not be liable to any extent whatsoever for any actual, potential, or assumed
loss of profits, revenues or collateral costs, which may result from any loss or damage to any
exhibit properties that are unable to be displayed.
TotalExpo, Inc.’s liability shall be limited to the physical loss or damage to the specific article which
is lost or damaged. And in any event the maximum liability shall be limited to $.30 per pound, per
article, with a maximum of $500.00 per exhibitor. Claims for the loss or damage must be submitted
to TotalExpo, Inc. prior to the close of the show.
TotalExpo, Inc. shall not be responsible for any loss, damage or delay due to Acts Of God, strikes,
lockouts or work stoppages of any kind, or to any cause beyond its control.
Acceptance — The consignment or delivery of a shipment to TotalExpo, Inc. or its affiliates, by an
exhibitor, or by any shipper to or on behalf of the exhibitor, shall be construed as acceptance by
such exhibitor and/or shipper of the terms and conditions set forth.
33
TOTALEXPO RULES AND REGULATIONS
Since 1979
To assist you in planning for you participation in the forthcoming event, we are certain you will appreciate knowing in advance that TotalExpo labor will be required for certain aspects of your exhibit setup. Please note that preordered labor is substantially less that onsite orders. To help you understand the jurisdiction we ask that you read the following:
EXHIBIT INSTALLATION/DISMANTLING
TotalExpo labor rules prevail over all set-up and dismantling of exhibits including signs and laying
of carpet. This does not apply to the unpacking and placement of your merchandise. You may
set-up your 10’ exhibit display if one person can accomplish the task in less than a half
hour without the use of tools. TotalExpo has jurisdiction on Exhibits that extends over 10 feet
in any direction. If your exhibit preparations, installation or dismantling requires more that ½ hour,
and/or the use of tools, you must use the appropriate TotalExpo personnel. One full-time
company employee may supervise/work with the TotalExpo crew.
MATERIAL HANDLING
TotalExpo has jurisdiction over the operation of all material handling equipment, all unloading and
reloading, and handling of empty containers. An exhibitor may move material that can be
hand-carried by one person in one trip, without the use of dollies, hand trucks, or other
mechanical equipment. No one, other than the official contractors, employees, is allowed to
use dollies, hand trucks or other mechanical equipment. This includes, but is not limited to, I&D
employees, hotel employees and facility employees.
TIPPING
TotalExpo, Inc. request that exhibitors do not tip our employees. They are paid an excellent wage
scale denoting a professional status, and we feel that tipping is not necessary. This applies to all
TotalExpo, Inc. employees.
SAFETY
Standing on chairs, tables or other rental furniture is prohibited. These furniture’s are not
engineered to support your standing weight. TotalExpo, Inc. cannot be responsible for injuries or
falls caused by the improper use of these furniture’s. If assistance is required in assembling your
booth, please order labor on the Display Labor order form and the necessary ladders and tools will
be provided.
34
Fire Department Rules and Regulations
INHERENTLY FIRE RETARDANT OR FLAME RETARDANT TREATMENT:
1. All exhibit decorations, drapes, signs, banners, plastic displays, hay, straw, moss, split bamboo and other
similar materials MUST BE FLAME RETARDANT to the satisfaction of the Fire Department and the State Fire
Marshal.
2. Table/skirt coverings must be flame retardant treated unless they lay flat, with an overhang of no greater than
6”.
3. Oilcloth, tarpaper, sisal paper, nylon, orlon and certain other plastic materials cannot be made flame retardant
and their use is prohibited.
4. A certificate of Flame Resistance, provided by the exhibiting company or third party, shall be available for
review by the Fire Marshal or on file with the Fire Marshal for all decorative materials.
VEHICLES/INTERNAL COMBUSTION ENGINES ON DISPLAY:
1. All autos, trucks and vehicles of any kind must show the location on the Fire Department approved floor plan
14 days prior to the show move-in date.
2. Any autos, trucks, motorcycles or other motorized vehicles displayed shall have their batteries disconnected
and terminals taped.
3. All motor vehicle tanks containing fuel or which have ever contained fuel, shall be furnished with locking-type
gas caps or sealed with tape. The level of gas in tanks cannot exceed five gallons or one-quarter tank,
whichever amount is less.
4. Garden tractors, chainsaws, power plants and other gasoline-powered equipment shall be safeguarded in a
similar manner.
COMBUSTIBLES:
1. Literature on display shall be limited to reasonable quantities. Reserve supplies shall be kept in closed
containers and stored in a neat and compact matter.
2. No cardboard boxes or any combustible materials may be stored on top of or near any electrical wiring in the
spaces behind the back-wall drapery (booth) or behind any display.
OBSTRUCTIONS:
Aisles designated on approved show floor plans shall be kept clean, clear and free of obstructions. Booth
construction shall be substantial and fixed into position in specified areas for the duration of the show. Chairs,
easels, signs and demonstration areas shall not be placed beyond booth area into aisles.
ELECTRICAL EXTENSION CORDS AND MULTI-PLUG ADAPTERS:
1. Extension cords shall service one appliance only and shall be a three wire approved type (with ground). The
extension cord cannot exceed the capacity of the circuit breaker and cannot exceed fifteen amps.
2. Multi-plug adapters must be UL approved and have a current (electricity) overload safety device. Cube
adapters and other devices with increase outlets are not acceptable unless equipped with an internal circuit
breaker.
3. All spliced wires are prohibited.
COMPRESSED CYLINDERS:
1. Compressed cylinders must be approved through Dulles Expo Center at least 30 days in advance. Please
contact Terri Harrison [email protected].
COOKING AND/OR WARMING DEVICES:
1. Cooking and/or warming devices shall be electric. Sterno may be used for warming trays. Cooking devices
shall be approved by a recognized testing laboratory; e.g., U.L., F.M., CSA.
2. Cooking, warming devices and/or heated products shall be isolated form the public either placing the device a
minimum of four feet back from the front of the booth or provide a plexiglass shield 18 inches high, ¼ inch
thick across the front, and down both sides of the demonstration area.
3. Decorative candles are NOT permitted.
HEAT PRODUCING EQUIPMENT:
1. Welding, soldering or any open flame devices are prohibited. Please contact Terri Harrison
[email protected].
35
Equipment Rental Form 2015
Quantity Item / Description
4000 Lumen LCD Projector
7000 Lumen LCD Projector
10,000 Lumen LCD Projector
36" Projector Cart with Drape
6' Tripod Screen with skirt
7' Tripod Screen with Skirt
8' Tripod Screen with Skirt
Powered Speaker with stand
Microphone Mixer
Wireless Microphone (Handheld/ Lavalier)
32" LED TV
42" LED TV
55" LED TV
70" LED TV
Floor Stand for LED TVs
RF Wireless Mouse with Laser pointer
Blu Ray Player
Daily
Weekly
Amount
$300
$900
$700
$2,100
$900
$2,700
$20
$60
$25
$75
$30
$90
$40
$120
$95
$285
$45
$135
$120
$360
$125
$375
$250
$750
$400
$1,200
$700
$2,100
$50
$150
$25
$75
$50
$150
Tax 6%
Delivery
$90.00
Total
Bill To:
Phone:
Payment:
Ship To:
Contact:
Fax:
Delivery Date:
Time:
Pickup Date
Time:
For Additional Needs, Please Contact:
Audio Visual Experts, Inc.
11278 Waples Mill Road
Oakton, VA 22124
(703) 246-9500, Fax (703) 272-8910, [email protected]
36
The Dulles Expo Center is now offering online ordering
for Exhibitor Services. To get the reduced rate you
MUST order online at
www.dullesexpo.com
Visit the Exhibitor Services Tab on our website.
For Plumbing Services or questions about
Dulles Expo Exhibitor Services, please contact:
Khrysta Sink
703-766-1312
[email protected]
37
DULLES EXPO CENTER
EXHIBITOR RULES AND REGULATIONS
Dulles Expo Center would like to welcome you and wish you a successful event at our center. We
would like to express to you that our staff and management is here to assist you in any way possible
to insure a safe and prosperous show. Dulles Expo Center Management holds the rights to control and
enforce all Rules and Regulations and all applicable laws. If you have any questions and/or concerns
in regards to the following rules, please bring it to the attention of our staff. We do appreciate your
input and we wish you a successful show at our facility.
PARKING
KEEP ALL FIRE LANES CLEAR AT ALL TIMES FOR IMMEDIATE USE BY
EMERGENCY VEHICLES
A. Parking in fire lanes is prohibited. No parking in fire lanes is allowed at any time, including
during move-in or move-out. If parked in one of these areas, your vehicle may be ticketed
and towed at your own expense.
B. Parking lot is for attendees and exhibitor parking only. Parking lot is not to be used as an
exhibit space without a written permission from Dulles Expo Management. All exhibitors are
encouraged to park in the side lots not directly in front of the building.
C. Campers, RV’s, trucks and oversized vehicles are not allowed to stay overnight at the Dulles
Expo Center. Your vehicle may be ticketed and/or towed at your own expense.
UTILITY CONNECTIONS
A. All services for electric, phones, plumbing and connection of any other utility service will be
provided exclusively by the staff of Dulles Expo Center.
B. PLEASE NOTE! A surge protector is required when connecting to the facility power
supply. This is a Fairfax County ordinance and there will be no exceptions. The exhibitor or
vendor may utilize their own surge protector, or one will be provided by the facility for an
additional charge
C. Power strips shall be polarized or grounded type, equipped with over current protection, and
shall be UL listed.
D. Power strips shall be directly connected to a permanently installed receptacle provided by
Dulles Expo.
E. Electrical cords used must be of the three-wired type, and all the equipment used must be
U.L. approved. They shall be maintained in good condition without splices, deterioration or
damage.
F. Dulles Expo Center will not be responsible for voltage fluctuation or power failure.
G. Dulles Expo Center will not be responsible for any inferior equipment.
H. All material and equipment furnished by Dulles Expo for any of the services shall remain the
property of the Center and it shall not be removed except by the staff of Dulles Expo.
I. No outside water may be brought to our facilities to fill up ponds, spas, tubs, etc.
J. The use of batteries or battery charger packs to generate electric in the facility is prohibited
under all circumstances per the Fairfax County Fire Marshal’s Office. No Exceptions.
DECORATIONS/BANNERS/SIGNAGE
A. All decorative materials must be flame retardant in accordance with the Public Safety and
Fire Regulations and to meet the Fairfax County Fire Safety Code. This includes drapes,
banners, all decorative fabrics, poster paper, foam cores board as well as hangings, curtains
and drops, projection screens, plastics and all other decorative materials. You must have in
your possession and be prepared to show documentation that the material is flame retardant.
No flammable material such as bunting, lamé fabric, tissue paper, crepe paper, straw, hay,
etc. shall be used as decorations in the facility.
Updated Dec14
38
B. Nothing may be taped, nailed or other wise affixed to ceilings, fire sprinklers, walls, painted
surfaces, doors, glass doors, columns, furniture or floor, including but not limited to:
decorations, banners, signs, adhesive-backed (stick-on) or any other material.
C. No holes may be drilled, cored or punched on the property of Dulles Expo.
D. Tape used for carpet installation must be removed immediately following the show. There
will be a fee assessed to any one who will leave carpet and/or tape residue on the show floor.
Approved carpet tape: Echo-Double Coated Carpet Tape (DC-W188F) or Shur-Residue Free
(DF-545). No high tack tape or duck tape.
E. Damage fees will be assessed for any damages done to the facility.
FOOD AND BEVERAGE
A. If your exhibit contains any selling and or sampling of food and/or beverage while at the
show, a written permission must be obtained in advance from Dulles Expo Center. There will
be no exceptions. Please call the center to arrange for the documents required.
B. If approved for cooking or warming food/beverage inside the facility, an ABC Fire
Extinguisher is required within the booth space.
C. Concession will be open during show hours unless otherwise requested by show
management. Outside food and beverage will not be allowed in the building and it will be
denied access to the facility by building security.
D. NO ALCOHOLIC beverages allowed into or out of the center. It is a violation of our ABC
license. Dulles Expo Center reserves the right to inspect coolers, vehicles, boats, RV’s, etc.
This includes the move-in and move-out periods.
E. The use of the permanent food and beverage service areas is reserved for Dulles Expo Center
except upon written permission from our management. These stands shall not be blocked at
any time.
MISCELLANEOUS
A. Under the provisions of State and County Laws, The Dulles Expo Center is a Non-Smoking
building. Smoking is strictly prohibited in all areas within the building at all times which
includes vapor cigarettes.
B. All Emergency exits and required aisles shall be kept clear of obstructions at all times.
C. NO OPEN FLAME allowed in the building, candles shall not be lit at any time.
D. No live animals, reptiles, fish or birds are permitted to enter the facility unless a written
permission has been obtained in advance from the management of Dulles Expo Center. Only
a properly muzzled “guide dog” accompanying a person in need of assistance is allowed at
the center.
E. A written permission is required for any collections, donations, whether for charity, business
or personal.
F. Tents, canopies, overhead coverings that are inside the hall may not be larger than a 10’X10’
area. The structure needs to be flame retardant and shall have the proper documents and
certification attached and available on site at all times. An ABC Fire Extinguisher is required
within a booth space with any type of cover over 100 sq.ft.
F. Black powder is strictly prohibited in the building.
G. Display vehicles must obtain written permission from the management of Dulles Expo Center
at least four weeks before show opening. Such vehicles must conform to State and County
fire codes.
These rules apply to all Liquid or Gas Fueled vehicles, boats or other motorcraft:
 Fuel in tanks shall not exceed one-eighth of a tank.
 Fuel Tanks and fill openings are closed and sealed (taped) to prevent tampering.
 Vehicles, boats or other mototcraft equipment shall not be fueled or defueled within the
building.
 Batteries shall be disconnected.
 Two wheel chocks on opposite corners of vehicle required.
 Keys must be left with show or facility management once set in booth.
Updated Dec14
39
SIGN & BANNER HANGING
Save Time and Money! Pre-Order by Nov. 20th
and receive substantial discounts!
828 East Ferry Street - Buffalo, NY 14211
Phone: (716) 896-6170 | Fax: (716) 896-8908 | Toll Free: (800) 333-4253
www.haleexpo.com | email: [email protected]
DC Metro Abilities Expo
Dulles Expo Center
December 4-6, 2015
Company Name:
Booth No. (s):
Show Site Rep.:
Phone No.:



SIGN & BANNER HANGING RULES & REGULATIONS
1.
2.
3.
4.
Suspended signs/banners are allowed in exhibit booths 200 sq. feet or larger.
The sign/banner has to be finished on the back side with no copy, unless your display is 20’ x 20’ or larger. If it is not
finished, the sign/banner will not be hung.
Please fill in the bottom portion of this form and return it to Hale Northeastern, Inc. to schedule your sign hanging.
Plan on dropping off your sign/banner at the Dulles Expo Center on December 2, 2015 between the hours of 8:00 AM
and 4:00 PM. Handwritten signs/banners will not be permitted. No magic marker, grease pencil or other
“homemade” signs/banners are permitted. Professionally made signs & banners ONLY will be allowed.
Exhibit Space Size
Maximum Size of Sign/Banner
Hanging Distance from the Ground
10’ x 20’ = 200 sq. ft.
2’ x 8’
10’ from the ground
10’ x 30’ = 300 sq. ft.
3’ x 8’
20’ x 20’ = 400 sq. ft.
4’ x 12’ Each Side
20’ x 30’ = 600 sq. ft.
20’ x 40’ = 800 sq. ft.
Pre-Order Deadline Date: November 20, 2015. Orders received after November 20, 2015 are Floor Orders.
Description of Service
Pre-order Price
Floor-order Price
INSTALLATION AND REMOVAL OF FIRST SIGN
$250.00
$325.00
INSTALLATION & REMOVAL OF EACH ADDITIONAL SIGN IN THE SAME BOOTH
$100.00
$130.00
Hale Northeastern is responsible for the installation of all signs hung from the ceiling. No exhibitor or I & D company is allowed
to hang signs. A sketch of your sign with dimensions and weight must be sent to Hale one week prior to the first day of set up.
Please complete the following information:
Number of feet from floor to top of sign:
Number of feet in from left side:
Number of feet in from front aisle:
Does your sign require electrical connection?
ft.
ft.
ft.
NO
YES (If YES, please complete the Dulles Expo Center Electrical form.)
Sign Hanging Page Total: __________
Signs & Banners will be removed on: December 6, 2015.
Actual installation and removal will be set by Hale, per the availability of the hall and access to area under your booth.
Orders can be accepted by mail, fax (716-896-8908) or may be scanned and emailed to [email protected]
40
ORDER SUMMARY
Save Time and Money! Pre-Order by Nov. 20th
and receive substantial discounts!
828 East Ferry Street - Buffalo, NY 14211
Phone: (716) 896-6170 | Fax: (716) 896-8908 | Toll Free: (800) 333-4253
www.haleexpo.com | email: [email protected]
DC Metro Abilities Expo
Dulles Expo Center
December 4-6, 2015
Company Name:
Booth No.(s):
Phone:
Email:
Booth Dimensions:
Show Site Rep.:
Cell:
Credit Card Authorization (Will be used for Hale services only)

A CREDIT CARD IS REQUIRED TO BE ON FILE BEFORE ANY ORDER IS PROCESSED.
Please fill out the credit card information as requested below. This will authorize Hale Northeastern, Inc. to charge the amount of your order and
any additional charges incurred as a result of show site orders placed by you or your representative, to your credit card account.
We accept:
PLEASE PRINT LEGIBLY OR TYPE ALL INFORMATION
Card Type:
Billing Address:
 Master Card
 Visa
 Discover
 American Express
City:
Credit Card Number:
Name On Card:
State:
Zip:
Exp. Date:
V-Code:
Signature:
V-Code Location: MasterCard, Visa, Discover = 3-digit code on back, American Express = 4-digit code on front

Please note that your signature above signifies your acceptance of Hale Northeastern’s Payment Policy and Hale’s Terms & Conditions of Contract.
By filling out this credit card authorization form, the card holder is authorizing Hale Northeastern, Inc. to charge for all services that were not
charged during initial payment and any unpaid balance at the close of the show. Charges may include (but are not limited to) onsite labor ordered,
material handling charges for shipments received onsite and or any other services that were ordered by the exhibitor onsite.
Any charges made to your credit card by Hale Northeastern, Inc. will appear on your credit card statement as a charge from Hale Northeastern, Inc.
*** PLEASE ENSURE THAT YOUR COMPANY NAME APPEARS ON ALL FORMS AND ENTER ALL PAGE TOTALS HERE ***
NON-TAXABLE ITEMS
SIGN HANGING
GRAND TOTAL
For Electric, Telephone, Booth Cleaning and Plumbing services, go to www.dullesexpo.com
$
$
Exempt customers must provide a tax exempt certificate for the state the show takes place in. Resale certificates will not qualify for sales tax exempt status.
Orders can be accepted by mail, fax (716-896-8908) or may be scanned and emailed to [email protected]
41

Alphabetical Table of Contents December 4-6, 2015

Transcription

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