Halloween Extreme Exhibitor Kit
Contents
1. All exhibitors at any TransWorld Trade Shows are now required to supply a Certificate of Insurance for general liability Exhibitors will not be allowed onto the show floor until a COI has been presented to TransWorld If you would prefer to physically mail in your forms and Certificate of Insurance please send them to TransWorld Trade Shows LLC 1001 Green Bay Rd Suite 308 Winnetka IL 60093 Below is a sample screenshot of the form you ll see at your custom URL H you ane n mors Tin one Tracwifwond vivos pesare 1 from me CODON below Citeme May 2015 Trans World Online Directory Form Halloween Extreme May 2015 Peary 6 maii State Cerectary Conantny Qwestary W 0 Y man manang campan name Dee On Posta Conte Phara Corecnery Ta Poma v fadges This form is for employees manting Pe Booth cy You Ranges can be pickad up at Ihe negiaccaoon Courter dung move in Pessa cons Inet you wii need tp show pou pica vp pow badge edi nct be malle Presse by Apri 22 2015 Becges 41 Eades 1 Lesson Batons 4 Matges PI Beoges av tasaw Bespren anctores 16 bannan Ranges 2 i a2. EXHIBITOR KIT Location The DoubeTree Hotel at Universal Studios Universal Ballroom 5780 Major Blvd Orlando FL 32819 Phone 407 351 1000 Show Hours Friday May 15th 3pm To 11pm VIPs may enter at 2 00 pm Saturday May 16th 11am To 8pm VIPs may enter at 10 00 am Sunday May 17th 11am To 5pm VIPs may enter at 10 00 am Exhibitor Move In Hours Thursday May 14th 12pm To 6pm Friday May 15th 8am To 3pm Exhibitor Move Out Hours Sunday May 17th 5pm To 9pm Exhibitor Desk Registration Hours Friday May 15th 3m 11pm Saturday May 16th 11am To 9pm Sunday May 17th 11am To 5pm Halloween Extreme Produced By TransWorld Trade Shows amp Netherworld May 15 17 2015 www HalloweenExtreme com Phone 888 320 8494 Fax 847 453 9472 Please review the following Contractor s Exhibitor Kits for all of your booth needs General Contractor BH amp L Decorators Deadline for discounted pricing April 30th Phone 800 995 4245 Fax 407 851 3090 Electricity Air amp Water Contractor Production Electriks Deadline for discounted pricing May 5th Phone 407 251 0413 Email david productionelectriks com IT amp Telecommunication Contractor DoubleTree Phone 407 206 7044 Fax 407 386 7448 Email dalton morgan ihrco com KEY CONTACTS Please contact Show Management at any time with questions regarding your exhibit space show schedule registration or marketing opportunities HALLOWEEN EXTREME Halloween Extre
3. RMATION THREE OPTIONS FOR MOVING FREIGHT IN OUT OPTION 1 Hand Carry Two Wheel Cart Exhibitors may hand carry product during move in and move out at NO CHARGE provided that they use their own two wheel carts to assist them The use of four wheel carts or four wheel dollies is not permitted by exhibitors hand carrying product OPTION 2 Freight That Does Not Exceed 200 Pounds In Weight Exhibitors arriving in POV s may use cart service provided by BH amp L to assist them provided that their freight weighs no more than 200 pounds and can be moved in out on one cart in one trip by one laborer The charge for this service is 60 00 one way and 100 00 round trip inclusive of overtime The use of this service requires that two representatives of the exhibiting company be available one person to stay with the vehicle one person to accompany the freight to the booth Exhibitors using carts to move in out without the assistance of labor will be charged the cart rate for facility access OPTION 3 Freight That Exceeds 200 Pounds In Weight Freight that exceeds 200 pounds in weight must be handled by BH amp L and published material handling rates will apply The rates are 35 00 100 pounds each way inclusive of overtime with a 200 pound minimum Round trip rates are based upon incoming weight but freight may be reweighed on the outbound trip for a fee of 50 00 plus tax Please refer to the BH amp L Material Handling Assistance page
4. abeled I confirm that my Directory information is now complete Once you have completed all sections in the Online Directory form you will receive an email letting you know that this form has been completed and submitted BADGES Badges will be required to access the show floor at all times Temporary staff badges will be available inside the doors you may wear these temporary badges until you come up to the registration counter to pick up your permanent badges 4 Exhibitor Badges will be issued per FIRST 10 x 10 booth reserved 1 Exhibitor Badge will be issued per each additional 10 x 10 booth reserved 3 Exhibitor Badges will be issued per table top reserved 1 Exhibitor Badge will be issued per each additional table top reserved e Up to 2 more additional Exhibitor Badges may be purchased for 25 each via the credit card form at the end of this kit This form must be completed by April 22 2015 You may pick up your Exhibitor Badges on site at the Exhibitor Registration Counter starting Thursday May 14th at 12 00 pm A photo ID must be presented for each badge pickup Please Note If your company fails to fill out the online directory form your company information will be pulled from our database for the HE show directory only TransWorld Trade Shows and the Halloween Extreme will not be responsible for errors or omissions in the Show Directory Certificate of Insurance information can be found on Page 2 of this Exhibitor Kit
5. c BADGES Every person on the exhibit floor must wear a badge at all times 4 Exhibitor Badges will be issued per FIRST 10 x 10 booth reserved 1 Exhibitor Badge will be issued per each additional 10 x 10 booth reserved 3 Exhibitor Badges will be issued per table top reserved 1 Exhibitor Badge will be issued per each additional table top reserved e Up to 2 more additional Exhibitor Badges may be purchased for 25 each via the credit card form at the end of this kit This form must be completed by April 22 2015 Please be sure to pick up a temporary Exhibitor Badge inside the ballroom doors when you arrive You may pick up your Exhibitor Badges on site at the Exhibitor Registration Counter starting Thursday May 14th at 12 00 pm A photo ID must be presented for each badge pickup CERTIFICATE OF INSURANCE All exhibitors at Halloween Extreme are required to supply a Certificate of Insurance for general liability Exhibitors will not be allowed onto the show floor until a Certificate of Insurance is presented to TransWorld Halloween Extreme its employees and contractors are not responsible for any loss to exhibitor by reason of theft transportation perils fire breakage etc Halloween Extreme requires each exhibitor to carry liability insurance in an amount not less than 1 000 000 bodily injury and property damage combined Show management requires exhibitors to file a Certificate of Liability Insurance naming Halloween Extrem
6. e and TransWorld Trade Shows LLC as additional insured or as their interest may appear Please make sure that your COI is valid for move in trade show and move out dates Exhibitors displaying or demonstrating rides must also supply a Certificate of Insurance that includes coverage for rides both static and moving as well coverage for audience participation games and events Exhibitors that will have a vehicle in their booth must also supply a Certificate of Insurance for Vehicle Comprehensive General Liability All certificates must be uploaded into the Exhibitor Directory Online Form by April 22 2015 You will receive a custom URL to access your Directory Form and upload your certificate SALES TAX Vendors making sales in Florida must register with the State of Florida and collect and remit sales tax unless sales are exempt Halloween Extreme will not be held responsible for vendors failure to collect report and submit sales tax charges Please visit www myflorida com dor to register your business by submitting Florida Business Tax Application Form DR 1 to the Florida Department of Revenue DAMAGE TO PROPERTY The exhibitor is liable for any damage caused to building floors walls or columns to standard booth equipment or to other exhibitors property The exhibitor may not apply paint lacquer adhesives or other coatings to building floors or to standard booth equipment The exhibitor may a also not drill drive nails or screws into o
7. ght breaking down their booth before that time will be charged a 500 penalty which must be paid before being allowed to book a booth for 2016 ATMOSPHERIC PRODUCT RULES No fog snow or other atmospheric products may be dispersed or sampled on the show floor However these products may be sold FIRE REGULATIONS All display materials must be fire resistant or treated with flame retardant solution to meet requirements of the standard flame test as provided in the local municipal code for fire protection No obstruction such as chairs tables displays easels or stanchions will be allowed to protrude into the aisles Access to all four sides of the hall columns must be maintained Each exhibitor is charged with the knowledge of all laws ordinances and regulations pertaining to health fire prevention and public safety while participating in the show Compliance is mandatory and the sole responsibility of each exhibitor Storage behind booth space is a fire hazard and will not be permitted FIRE HOSE CABINETS PULL STATIONS AISLES EXITS LOADING DOCKS DOORS amp RAMPS Each of these must be visible and accessible at all times including inside exhibit space Chairs tables product and display equipment must be kept dear of aisles corridors stairways and other exits MUSIC All exhibitors agree to obtain necessary licenses to play or perform live or recorded music and agree to defend indemnify and hold harmless Show Management from any damages o
8. in the document BH amp L Decorators Exhibitor Service Manual for further information and to order any of the above described services Available at http www halloweenextreme com exhibitors exhibitor manuals forms Spooky Empire and Halloween Extreme DoubleTree Hotel Universal Ballroom May 15 17 2015 ROLLUP DOOR BH amp L Decorators Inc 7601 Chancellor Dr Orlando FL 32809 P 407 851 9080 F 407 851 3090 aor oo a ote ois oie oo 6 2 309 18 6 Tables 41 10x10 booths 4 10x20 booths Plan current 3 24 15 PS Pull Switch FE Fire Extinguisher S Strobe 7 Height The online forms must be completed by April 22 2015 Each exhibitor will receive a unique URL via email that will direct you to the Online Directory form Please fill out your company information staff badge names and upload your Certificate of Insurance form to the Exhibitor Directory online form This information will be used for the official HEShow Directory and to issue staff badges for your company As a reminder badges must be picked up on site at the Exhibitor Registra tion counter they will not be mailed to you Each exhibitor must present their ID to pick up their badge as well as staff badges for their employ ees Online Directory forms must be completed by April 22 2015 and you will receive a reminder email periodically until you complete the Directory and check the box l
9. me P 847 453 4285 1001 Green Bay Road Suite 308 888 320 8494 Winnetka IL 60093 F 847 453 9472 www HalloweenExtreme com MANAGEMENT PRESIDENT Jennifer Braverman 847 453 4285 847 323 5109 847 453 4285 rich haashow com 412 812 1773 847 453 4285 stephanie amp haashow com 847 453 4285 daire amp haashow com OPERATIONS Stephanie Geitner W C VICE PRESIDENT Rich Bianco W C W MARKETING Claire Adair W To help ensure the safety and security of all persons in the exhibit hall Halloween Extreme the general contractor and the exhibit hall put the following Exhibit Rules amp Regulations together If at any time you have a question or concern regarding the Exhibit Rules amp Regulations please contact Halloween Extreme at 888 320 8494 AGREEMENT TO RULES amp REGULATIONS By participating in Halloween Extreme exhibitors are responsible for compliance with all exhibit hall general contractor and Halloween Extreme rules amp regulations Please familiarize yourself with all rules and regulations The general regulations governing Halloween Extreme are printed on the back of your exhibit space contract AISLES All aisle space belongs to Show Management No exhibit display product or equipment will be allowed to extend beyond the space assigned to the exhibitor This also prohibits extending items in the air over aisles i e banners display trusses vehicle arms scaffolding et
10. mm X Carer acsi Badges 0 Batges MO Batges 0 1 Reges ars anges Uptoed f raina Forms Tre Cartficams of inascance form is Mandatory l ahibieses pissse compista by April 22 2015 This sacon required te Directory E 72 2015 ad of Te Oresa Directory Form is corpi credit card authorization for extra HALLOWEEN Extreme eXhibitor badges only A Halloween amp Horror Explosion Rosen Centre Orlando FL May 15 17 2015 P 847 453 428 847 453 9472 E stephanie haashow com Cardholder s name as it appears on card Billing Address Address of cardholder City State Zip Telephone Number of cardholder Exhibitor Company Name For whom card is being used Telephone of Exhibitor I The undersigned hereby authorizes TransWorld Trade Shows LLC TTS to charge the following amounts on the above referenced credit card to satisfy payments due by Exhibitor to TTS 4 NO REFUNDS The undersigned understand and agree that by Additional badges if any contracting with TTS certain exhibit advertising space and or 25 each 2 Max 22222222222 services have been reserved solely for Exhibitor and thus are longer available to TTS s other customers Therefore the
11. r expenses incurred by Show Management due to exhibitors use or authorization of use of such music SOUND LEVEL Exhibitors must keep sound levels in their booth space to a reasonable level during the show Halloween Extreme reserves the right to determine when excessive sound music or other display activities interfere with other exhibitors ability to conduct business A reasonable level of below 80db will be enforced Decibel levels will be monitored on the show floor during all show days SAFETY DEVICES All exhibitors agree to accept full responsibility for compliance with national state and city regulations in the provision and maintenance of adequate safety devices on all exhibited equipment Exhibitors also agree to comply with all exhibit hall Fire amp Safety regulations If planning a demonstration of equipment please notify show management by April 22 2015 SHOW REGULATIONS Exhibitors shall abide by and observe all laws rules and regulations of the the United States State of Florida City of Orlando DoubleTree Orlando BH amp L Decorators and Halloween Extreme Exhibitors shall observe and abide by additional regulations as published in this Exhibitor Service Kit SPECIAL SERVICES Please contact TransWorld Trade Shows if you or a member of your staff has a disability that requires special services Please submit your request in writing to Stephanie Geitner at stephanie haashow com or call 888 320 8494 MATERIAL HANDLING INFO
12. r otherwise damage building floors or booth equipment DEMONSTRATIONS AND SPECIAL EVENTS All demonstrations interviews and special activities must be contained within the limits of an exhibitor s assigned exhibit space Distribution of printed material outside your assigned exhibit space is prohibited unless approved by Show Management Special events must be coordinated with Show Management Under no circumstances will special events be permitted to conflict with official show hours No promotional activi ties or marketing activities may be conducted in the parking lot or in surrounding areas outside the exhibit hall during the show DISABILITY PROVISIONS Exhibitors shall have sole responsibility for ensuring that their exhibit is in full compliance with the Americans with Disabilities Act and any other regulations implemented by that Act DISMANTLING OF BOOTH Exhibitors display and product may not be dismantled and packed in preparation for removal prior to the official closing of the show Move out and dismantling of display material and equipment cannot begin until the show floor has been cleared of attendees Opening of freight doors will not proceed until the official closing of the show Please keep all exhibit materials out of the aisles until the Visqueen plastic sheeting has been completely installed EARLY BOOTH BREAKDOWN PENALTY Exhibitors may not start to break down their booths until 5 00 pm on Sunday May 17th Exhibitors cau
13. undersigned understand and agree that all amounts charged to TOTAL the credit card are nonrefundable 9 d K The undersigned further agree a to waive any right to any charge back 1 This credit card authorization is valid until the expiration date noted on the face of the credit card b that any dispute will be taken up directly with TTS and c that any claim with the entity issuing the card resulting charge back TTS shall 2 In the event a charge is not honored the undersigned person ally guarantees payments of the above amounts due by Exhibitor constitute dibredchiof contract 3 A facsimile of this credit card authorization shall be regarded and have the ame force and effect as an original CARDHOLDER AUTHORIZED REPRESENTATIVE OF EXHIBITOR DATE DATE
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