Exhibitor On-Site Guide - 2015 General Membership Meeting

2015 Exhibitors
ICI at 75: Facing the Future
May 6–8, 2015 • Marriott Wardman Park Hotel • Washington, DC • http://gmm.ici.org
Exhibitor On-Site Guide
WHERE TO GO FOR HELP BEFORE THE SHOW
Registration questions
Lin Zieman, Conference Registrar
202-326-5968
Exhibit move in/move out
Brede Exposition Services
301-937-8600
Advance/direct shipping
Brede Exposition Services
301-937-8600
All other Exhibit Hall inquiries
Shani Armon
[email protected]
WHERE TO GO FOR HELP AT THE SHOW
Tuesday, May 5
Brede service desk
8:00 a.m.–4:00 p.m.
Location: Exhibit Hall A
Wednesday, May 6
Exhibitor registration
9:00–11:00 a.m.
Location: Exhibit Hall A, Main entrance
Note: Exhibitors and booth personnel register from 9:00 a.m. until 11:00 a.m. After 11:00 a.m., you will not have an opportunity to
register until main registration opens at noon in the Marriott Ballroom Foyer. All exhibitors will be required to have a badge to enter
the Exhibit Hall.
Noon–7:00 p.m.
Location: Lobby level/ICI general registration area
Brede service desk
8:00 a.m.–7:00 p.m.
Location: Exhibit Hall A
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Thursday, May 7
Exhibitor registration
7:00 a.m.–7:00 p.m.
Location: Lobby level/ICI general registration area
Brede service desk
7:00 a.m.–7:00 p.m.
Location: Exhibit Hall A
WHERE TO GO FOR HELP AFTER THE SHOW
All inquiries
Shani Armon
202-326-5966
[email protected]
Reminders and On-Site Tips
EXHIBITOR REGISTRATION
Exhibitors will be able to register and pick up name badges and materials on Wednesday, May 6, beginning at 9:00 a.m. We
recommended that you register online before May 1. The exhibitor registration desk will be located outside of the main
entrance to Exhibit Hall A from 9:00 a.m. to 11:00 a.m. If you have not registered by this time, you will be able to do so there.
Please note: ICI will not be able to register non-exhibitors, speakers, or members of the media during this time. After
11:00 a.m., you will not have an opportunity to register until main registration opens at noon in the Marriott Ballroom Foyer.
IMPORTANT: Starting at noon on Wednesday, May 6, no one will be allowed into the Exhibit Hall without a badge—no
exceptions. Please be sure to pick up your badge or register on-site by this time.
Reminder: Anyone who needs access to the Exhibit Hall during non-show hours must be registered as an exhibitor,
not an attendee. All personnel who are on-site to set up and dismantle booths will get wristbands allowing access to the
Exhibit Hall only during the setup and dismantle times listed below. If you need a wristband, please contact Tonya Bouley at
[email protected] by Tuesday, April 28th.
Exhibit Setup Hours
Exhibit Dismantle Hours
Show Hours
Tuesday, May 5
8:00 a.m.–4:00 p.m.
Wednesday, May 6
8:00–11:00 a.m.
Thursday, May 7
7:15–9:00 p.m.
Note: Exhibitors are not to tear down any earlier
than 7:15 p.m. on Thursday.
Friday, May 8
8:00–10:00 a.m.
Wednesday, May 6
1:00–3:00 p.m.
Reception
4:45–7:00 p.m.
Welcome Reception and Sweet! Candy Shoppe
Thursday, May 7
7:30–8:45 a.m.
Breakfast Buffet
11:45 a.m.–12:45 p.m.
Reception
Beignet station sponsored by Northern Trust
5:15–7:15 p.m.
An evening in the park reception with specialty
bar sponsored by Deloitte
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STANDARD BOOTH EQUIPMENT
Each 10' x 10' booth includes the following standard equipment:
»» 8' high draped back wall
»» 3' high draped side rails
»» One 7" x 44" identification sign with company name and booth number
The Exhibit Hall is carpeted.
TEAMSTERS UNION
The Local 639 claims work relating to delivery of freight, loading and unloading of freight, movement to and from storage
areas, and the operation of all mobile equipment, tow motors, and electric jacks at the site of the exhibition within
jurisdictional boundaries. Any 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. When exhibitors choose to hand-carry in accordance with the
foregoing, they will not be permitted access to the loading dock area(s).
FREIGHT HANDLING
Brede Exposition Services is responsible for receiving and handling all exhibit materials and empty crates, managing docks,
and scheduling vehicles for smooth and efficient move in and move out of the Exhibit Hall. Brede will not be responsible for
any material it did not handle.
Forced Labor Note: If there is freight in a booth that is not set up by 11:00 a.m. on Wednesday, May 6, Brede will set up the
booth and bill the exhibitor.
FREIGHT MOVE OUT TIMELINE
Wednesday, May 7
7:15 p.m.
Exhibitor move out officially begins.
9:00 p.m.
Deadline for driver check-in for materials going out Thursday evening.
10:00 p.m.
Loading dock closes. Exhibitor move out ends.
Thursday, May 8
8:00 a.m.
Exhibitor move out resumes.
9:00 a.m.
Deadline for driver check-in for materials going out Friday.
10:00 a.m.
Exhibitor move out ends.
WORK PASSES
Exhibitor-appointed contractors are permitted in the Exhibit Hall during setup and dismantle hours only (wristbands will
be provided). Please send the names of those needing wristbands to Tonya Bouley, [email protected] by Wednesday, April 29.
ICI does not issue one-day or Exhibit Hall–only passes.
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EXHIBIT HALL SECURITY
ICI will provide 24-hour security to prevent entry into the Exhibit Hall from Tuesday, May 5 at 7:00 p.m. through Friday, May 8
at noon. Show management, facility personnel, and the security contractor will try to guard against theft and damage, but the
ultimate burden falls on the exhibitor.
»» Business tools such as laptop computers, recording devices, and giveaway items are the items most often stolen. They
should be guarded and stored safely at night. You are responsible for all items left in your booth.
»» Never display one-of-a-kind items or irreplaceable samples unless someone is present at the booth.
»» Do not list the contents of crates and cartons. For example, a label marked “27-inch color monitor” is an open invitation
for thieves.
»» Never store items in containers marked “empty.”
IMPORTANT! HOTEL CHECK-IN
The guest check-in time at the Marriott is 4:00 p.m. The hotel has a full house and will NOT be able to accommodate guests
wishing to check in early. Please do not arrive at the Marriott expecting an early check-in.
Conference Hotel
Marriott Wardman Park Hotel
2660 Woodley Road, NW
Washington, DC 20008
202-328-2000
Fax: 202-234-0015
CONFERENCE SESSIONS
Exhibitors are encouraged to attend all conference sessions.
DRESS CODE
Business dress is customary for all conference events. Note: ICI reserves the right to make final space assignments or change
existing space assignments at its sole discretion.
TWITTER
ICI staff members will be tweeting throughout the 2015 GMM. We encourage exhibitors and attendees to follow @ICI on
Twitter and use #ICIGMM to join the conversation.
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