Exhibitor Manual Please Read

www.IDEAgGroup.com/Northern-Illinois
DEKALB, IL
JANUARY 8-9, 2014
NIU CONVOCATION CENTER
Exhibitor Manual
Please Read
Welcome to the 32nd Annual Northern Illinois Farm Show!
NIU Convocation Center – DeKalb, IL
January 8-9, 2014
ALL exhibitor information is available ONLINE!
Visit www.IDEAggroup.com/Northern-Illinois and click “Exhibitor Services”
Login under ‘Exhibitor Log-In’ with your User ID and Password.
(Lost your User ID and/or password? Email [email protected] or call 847-969-2989)
Here you can:
•
Update/enter company information
•
Enter product category listings
•
Submit new product information to be placed in the Illinois AgriNews show program
SHOW ADDRESS:
NIU Convocation Center
1525 W Lincoln Highway
DeKalb, IL 60115
815-752-6800
Minnesota
Farm and Ranch Show
Interconnectivity
www.IDEAgGroup.com/Northern-Illinois
DEKALB, IL
JANUARY 8-9, 2014
NIU CONVOCATION CENTER
Important Deadlines
December 13 December 13 Deadline to submit product category listings
December 6 Deadline to order FREE promotional postcards & buyer invitations
December 17 December 23 Deadline to pre-order exhibitor badges
December 30 Deadline to receive discount prices from Excel Decorators
January 1
Deadline to receive advanced rate for electricity
January 6 Insurance certificate due to IDEAg Group, LLC
January 6
Shipments to the NIU Convocation Center can be received beginning on this date
(NO shipments can be received prior to this date!)
January 7
Official Set-up Begins; please adhere to your set-up time found in the email with your
login information
January 8
Show Hours: 8:00 a.m. – 4:00 p.m.*
January 9 Show Hours: 8:00 a.m. – 3:00 p.m.*
January 9
Move-Out Begins at 3:00 p.m.
(Exhibits must remain up until 3:00 p.m.)
January 9
Entire Convocation Center must be cleared by midnight!
*Please note NEW show times.
Deadline to submit Product Spotlight sponsorship
Deadline to receive special Northern Illinois Exhibitor hotel rate for
The Holiday Inn Express Hotel & Suites, Sycamore
Minnesota
Farm and Ranch Show
Interconnectivity
www.IDEAgGroup.com/Northern-Illinois
DEKALB, IL
JANUARY 8-9, 2014
NIU CONVOCATION CENTER
I. OPERATIONS
Move-in: Move-in will begin on Tuesday, January 7. Please adhere to your assigned move-in times, found in the email
along with your login information.
Shipping: No shipments can be received at the NIU Convocation Center before Monday, January 6. Please see below for
shipping address and labeling information.
Advance Shipping (To Warehouse)
To: Name of Exhibitor & Booth Number
For: Northern IL Farm Show 2014
C/O: Excel Decorators, Inc.
3600 Winchester Road
Springfield, IL 62707
Direct to Show Site:
To: Name of Exhibitor & Booth Number
For: Northern IL Farm Show 2014
C/O: Excel Desk / NIU Convocation Center
1525 W Lincoln Highway
DeKalb, IL 60115
Parking: All exhibitors should park on the west side of the Convocation Center during the show. The east parking lot is
reserved for attendees. Any trailers parked in the east or west lot will be removed.
Exhibitor entrance/parking for show days ONLY: Show Management will supply TWO complimentary parking passes
per exhibiting company. Please pick up your parking passes on Tuesday, January 7 during move-in at the Show Services
Desk. (Parking passes are not required on move-in day.) If you need more than two passes, you can
purchase them at the Show Services Desk. Long-term parking will be available in Lot C3 for trailors, etc. during the show.
On show days the only exhibitor entrance is Door 1, located on the West end of the building. The exhibitor entrance will
open one hour prior to the show.
Move-out: Move-out will begin at 3:00 p.m. on Thursday, January 9, at the conclusion of the show. The entire NIU
Convocation Center must be cleared by midnight on Thursday, January 9.
Outdoor displays/trailor parking: There will be no outside displays or parking of trailers in the regular parking
area surrounding the NIU Convocation Center. Anyone who violates the rule will have their equipment towed at the
owner’s expense. A long-term parking lot is located on the north side of the building.
Decorator: Excel Decorator (phone: 217-528-4024, fax: 217-528-4026) is the official service provider for the show. Please
see enclosed forms.
Forklifts: A forklift will be available on Tuesday, January 7, for move-in and Thursday, January 9, for move-out. The
forklift will be available at no charge. Please be aware the forklifts have a maximum capacity of 5,000 lbs.
Electricity: Electricity may be ordered by completing the enclosed form and returning it to the Convocation Center. If
you have any questions, please call 815-752-6800.
Painting: The use of ArmorAll or any other petroleum based spray products is prohibited in the NIU Convocation Center.
Announcements: Only Show Management will be able to make announcements over the Public Address System.
Minnesota
Farm and Ranch Show
Interconnectivity
www.IDEAgGroup.com/Northern-Illinois
DEKALB, IL
JANUARY 8-9, 2014
NIU CONVOCATION CENTER
Exhibitor badges: Badges must be ordered by December 17 for on site pick-up. A packet of all exhibitor badges for
your company can be picked up on move-in day near the show office in the NIU Convocation Center. After December
17, badges MUST be created on site during move-in.
Please plan ahead and anticipate anyone who may be working at your booth so that the badges will be ready for them.
Exhibitors will need badges to gain access to the NIU Convocation Center during non-show hours.
Exhibitor Badges:
Create an Excel file with all the names of your booth staff as follows:
First Column: First Name
Second Column: Last Name
Third Column: Company Name
Email the completed Excel form to [email protected]
Insurance: Exhibitors shall secure and maintain, at its expense, at all times during the Event, the following insurance
with limits no less than listed below: (a) Workers compensation and employer’s liability insurance in accordance with the
laws of the State where the Event is located; (b) Comprehensive general liability insurance for personal injury, contractual
liability, and operation of mobile equipment, and products liability; (c) automobile liability insurance; and (d) sufficient
insurance to protect the Company’s personal property and the property of its employees, representatives, agents,
servants, contractors, guests, licensees and invitees at the Event.
General Liability - $1,000,000 each occurrence and $2,000,000 each occurrence
Automobile Liability - $500,000 each occurrence
All such insurance shall be primary and shall name IDEAg and the Event facility owner and manager as additional
insureds. All coverage shall be written on an occurrence basis.
Exhibitors are required to mail or fax a copy of their Insurance Certificate to IDEAg Group LLC by Friday, January
6. Click here for a sample insurance form. Please send the form to Cailey Lantz, 1501 E. Woodfield Road, Ste 300W,
Schaumburg, IL 60173, by fax at 847-969-2752, or via email to [email protected].
II. LODGING/MISCELLANEOUS
Hotel: The Holiday Inn Express Hotel & Suites, Sycamore is the official hotel of the 2014 IDEAg Northern Illinois Farm
Show. They have established a commercial room rate of $91.95 + tax per night for exhibitors. You can make a reservation
by calling 815-748-7500. Be sure to mention that you are an exhibitor at the IDEAg Northern Illinois Farm Show when
calling to receive the discounted rate. The deadline to reserve rooms at this rate is December 23, 2013.
III. QUESTIONS/COMMENTS
If you have any questions or need additional assistance, please contact Wayne Koenig at 651-768-2192 or via email at
[email protected]
Minnesota
Farm and Ranch Show
Interconnectivity
Northern
Farm Show
www.IDEAgGroup.com/Northern-Illinois
DEKALB, IL
JANUARY 8-9, 2014
NIU CONVOCATION CENTER
DIRECTIONS TO THE NIU CONVOCATION CENTER
From the West
From US 20 to I-39: I-39 to Route 38. East on Route 38 to the Convocation Center.
From US Hwy 30 to I-39: North on I-39 to Route 38. East on Route 38 to the Convocation Center
entrance.
From the East
From I-90: Exit onto Route 47 South. Take Route 38 West approximately 20 miles to the Convocation
Center entrance. From I-80: Take I-39 to Route 38. West on Route 38 to the Convocation Center.
From the South
From I-39: Exit I-39 East on Route 38 to the Convocation Center entrance.
From the North
From I-39: Exit I-39 to Route 38. East to the Convocation Center entrance.
NOTE: If you are hauling a wide load to the show, we do not recommend using I-88.
Minnesota
Farm and Ranch Show
Interconnectivity
www.IDEAgGroup.com/Northern-Illinois
DEKALB, IL
JANUARY 8-9, 2014
NIU CONVOCATION CENTER
EVENT AND TRADESHOW GUIDELINES
A Message From The CONVOCATION CENTER
The CONVOCATION CENTER is anxious to see you at the Northern Illinois Farm Show and successfully displaying your
products during the event. Please read the following guidelines carefully.
The CONVOCATION CENTER does not allow the use of ArmorAll or any petroleum based spray products; wipes are
okay.
The CONVOCATION CENTER does not allow the use of duct, masking, scotch, or double-sided tape for any application.
We require that only wrestling mat tape be used in the facility. This may be purchased at sporting goods stores or it will
be available for sale during move-in for $20.00 per roll.
The CONVOCATION CENTER does not allow the use of any kind of tapes or adhesives in its meeting room facilities.
Easels or some other kind of holder must be used for all signage.
The CONVOCATION CENTER does not allow outside food and beverages in the facility. All authorized samples are
limited in size to “bite size” or 2 oz by weight of food products and 4 oz by volume of beverage products.
The CONVOCATION CENTER does not allow small decorative helium balloons to be used anywhere in the arena.
Large tethered advertising balloons may be used in your display area but before inflating them, please sign a waiver
at the utility table in the NW corner of the upper level.
The CONVOCATION CENTER is unable to accept any shipments for vendors prior to the start of, or after the conclusion
of your show. If you need to ship items prior to arriving for move-in, please send them directly to the decorator that has
been designated for your event.
A CONVOCATION CENTER exhibitor utility order form will be included in your vendor packet. Please note that all
requests must be received with full payment seven days prior to the beginning of your show in order for us to honor the
advance rate price of these services.
The CONVOCATION CENTER is a smoke free facility.
If you have any questions regarding the facilities, the CONVOCATION CENTER can be reached directly at 815-752-6800.
Minnesota
Farm and Ranch Show
Interconnectivity
www.IDEAgGroup.com/Northern-Illinois
DEKALB, IL
JANUARY 8-9, 2014
NIU CONVOCATION CENTER
YOU’RE INVITED TO THE
EXHIBITOR APPRECIATION NIGHT!
DATE: Wednesday, January 8
TIME: 5:00 p.m.
LOCATION: Fatty’s Pub & Grille
We appreciate your continued support of the IDEAg Northern Illinois Farm Show!
Minnesota
Farm and Ranch Show
Interconnectivity
NORTHERN ILLINOIS FARM SHOW
NIU CONVOCATION CENTER, DEKALB, IL
JANUARY 8-9, 2014
Dear Exhibitor:
We are pleased to see that you will be among the exhibitors at the NORTHERN IL FARM SHOW.
•
•
Exhibits (included with your exhibit fee paid to NIFS):
Each 10’x 10’ exhibit space will be provided with a back drape 8’ high and side drapes 3’ high
1 - 7” x 44” one-line identification sign
IMPORTANT NOTE:
Drapery colors will be blue and white. Floor at this location is concrete.
As part of our contract with show management, EXCEL DECORATORS has
been chosen as the exclusive provider of furniture, drayage, labor, floral and
sign services for the show. This means that these services need to be
contracted through EXCEL.
All ELECTRICAL hookups
and CLEANING services
should be arranged in
advance through the NIU
Convocation Center. The
form is available in your
exhibitor service kit.
Order forms for additional equipment are now available on line. To access your
exhibitor order forms, go to:
www.exceldecorators.com
If you have questions
pertaining to electricity, call
Click on: Exhibitor Ordering
Select Event: Northern Illinois Farm Show
Select Button: Download Forms
Enter password: cubic (lower case letters)
NIU
(815) 752-6800
These forms may be downloaded, printed, and returned to Excel Decorators by fax or mail. Be sure
to reply at your earliest convenience and complete the forms properly to ensure a smooth set-up and
installation. Pre-payment is required. In order to ensure discount prices, payment or credit card
authorization MUST accompany your order. A credit card authorization form is enclosed for your
convenience.
Drayage and Material Handling: Please refer to the Drayage and Material Handling Form for
information regarding rates, shipping addresses, and deadlines. Note: DO NOT ship directly to the
facility prior to the official exhibit installation date!!! Your shipment will be refused and will be subject
to special handling charges and time penalties.
If you have any questions, or if you would prefer to receive your exhibitor order forms by fax, please
contact our office.
We are looking forward to working with you on a successful event.
Thank you,
EXCEL DECORATORS, INC.
3600 Winchester Road ● Springfield, IL 62707 ● Phone (217) 528-4024 ● Fax (217) 528-4026
Electrical Price List and Order Form
Send to: Convocation Center
Attn: Finance Department
1525 W. Lincoln Hwy.
DeKalb, IL 60115
Phone: (815) 752-6800 Fax (815) 752-6801
Name of Event:
Event Date(s):
Northen Illinois Farm Show
January 8-9, 2014
BOOTH#
COMPLETED:
OFFICE USE ONLY
Order Date:
Booth# :
Exhibitor:
Form of Payment - (CIRCLE ONE)
Address:
City, State, Zip
Cash Check Mastercard Visa Discover Amex
Credit Card #
Ordered By (Name & Title) (Please print):
Expiration Date:
Telephone #:
Fax #:
Signature:
Email:
**An email confirmation will be sent when order has been received.
NIU Convocation Center will be closed Friday, December 20, 2013 at 3:00 PM and
will re open on Thursday, January 2, 2014 at 8:30 AM.
Items requested below are at the expense of the exhibitor at the rates shown below.
Orders will be completed only after payment in full is received.
ADVANCE RATE
FLOOR RATE
Number (Must be received 7 (If received 6 days or
Qty
of days days before move in) less prior to move in)
110 Volt 20 Amp Single Outlet
X
208 Volt 20 Amp Single Phase
X
208 Volt 30 Amp Single Phase
X
208 Volt 50 Amp Single Phase
X
208 Volt 60 Amp Single Phase
X
Water (available based on location)
X
Drain (available based on location)
X
The following services based on availability
X
Telephone Line/Dial-up Internet Access
(Additional charge for long distance calls, credit card # required)
(Additional charge for long distance calls, credit card # required)
X
Wireless Access
X
LAN Line
Mat Tape
X
Other
X
X
X
X
X
X
X
X
Wed 1.1.2014
$ 15.00/day
$ 25.00/day
$ 30.00/day
$ 50.00/day
$ 60.00/day
$ 20.00/day
$ 20.00/day
X
$ 100.00/line per day
Thur 1.2.2014
$ 20.00/day
$ 40.00/day
$ 45.00/day
$ 65.00/day
$ 75.00/day
$ 25.00/day
$ 25.00/day
=
=
=
=
=
=
=
$ 115.00/line per day =
X
$ 10.00/line per day $ 15.00/line per day =
$ 100.00/line per event $ 120.00/line per event =
$ 20.00/per roll
X
$
/day
$
/day
=
TOTAL
OFFICE USE ONLY
PAYMENT RECEIVED
Amount
Check/Auth #
Cash
Check
Credit Card
Date
TOTAL
$
Payment accepted is:
Cash, Check made payable to NIU Convo
Visa, Mastercard, Amex, Discover
NO REFUNDS ARE GIVEN ONCE SERVICE IS PROVIDED