Exhibitor Service Manual (ESM)
Contents
1. e Both screen and printer fonts Postscript level one or two no Multiple Master or True Type fonts accepted e Be sure to include all fonts from your graphic images i e Illustrator if fonts are not outlined If you have any questions please contact Tim Giganti at tgiganti rfidjournal com RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City EXHIBITOR MARKETING amp PROMOTIONAL TOOLS Connect with your targeted audience and get purchasing decision makers to proactively seek you out at the show To ensure maximum exposure be sure to take advantage of all the marketing opportunities listed below 4 Easy Ways to Maximize Your Exposure at RFID in Fashion 2009 Deadline Action Item Cost Online Marketing Promote your participation in the event by posting the Ongoing event logo Web site URL banner and or text calendar FREE listing on your company s Web site All creative can be designed in sizes and specifications to suit your needs Customized HTML Invites ASAP thru Request a customized html email invitation to promote your June 30 participation and provide a special 10 discount to your top prospects and best customers Media Program ASAP thru Submit new product information or other news announcements to be included on the RFID in Fashion 2009 FREE June 30 f web site as well as in an email that will be sent out2. newsletter subscribers and to pre registered RFID in Fashion 2009 attendees a few weeks prior to the event This is a unique opportunity to promote awareness of new product launches and reach the entire RFID community interested in purchasing and implementing RFID hardware software and services To participate in the Media Program please send your news announcements as soon as possible to Tim Giganti at tgiganti rfidjournal com and note that it is an RFID in Fashion 2009 announcement Don t wait until the last minute take advantage of these tools today RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City REGISTRATION INFORMATION Exhibitor Conference Passes With the Conference fast approaching your next step will be to take advantage of your complimentary exhibitor Conference passes These complimentary passes provide access to the keynote main conference exhibit hall opening reception and all meal functions Speaker and Panelist Passes If your sponsorship includes a speaking or panelist opportunity this badge is in addition to the allotted badges below Please email Deb Hughes dhughes rfidjournal com and let her know who will be speaking on behalf of your company The allotted number of Complimentary Cornerstone Sponsor 6 passes Exhibitor Conference Passes included in your Platinum Sponsor 4 passes sponsorship and or exhib
3. accept direct shipments We suggest shipping any equipment to your hotel and bringing it over via cab You can bring in equipment to the Great Hall at the FIT entrance on 28 Street between 7 and 8 Avenue The double doors can accommodate equipment 6 H x 66 W If the equipment is larger than that delivery must be made to the loading dock further down on the same street Items must be unloaded and brought to the Great Hall without the assistance of anyone from FIT or RFID Journal Hand trucks and other material handling equipment WILL NOT be available All equipment must be removed from the Fashion Institute of Technology by 4pm on August 13 Please schedule pick up of your equipment prior to 4pm Here are some recommended vendors in the area FedEx 326 7 Avenue New York NY 10001 1 800 Go FedEx 212 239 8890 UPS 328 8 Avenue 26 amp 27 St New York NY 10001 212 337 3104 Store5613 theupsstore com RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City RULES amp REGULATIONS Aisle Space Exhibitors shall not solicit business and distribute literature in aisles or engage in any activity that leads to congestion in the aisles Aisle logos such as gels or footprints are not allowed Badges All attendees and exhibitors must wear the official RFID in Fashion badge at all times in the exhibit area and conference sessions
4. low quality and CANNOT be used for printing Photos Your photo images must be in one of the following formats e Digital CMYK or RGB color format Hi Res 300 dpi in a TIFF or J PEG format RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City Please note 72 dpi standard from your Web Site prints in a very low quality and cannot be used for printing e Standard photo print color preferred RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City ON SITE PROGRAM GUIDE SPECI FI CATIONS continued Speaker Bio 75 word maximum biography Please note Any submission exceeding these word maximums will be edited at our discretion Advertisements Please submit your advertisements by July 10th in one of the following formats Digital Note Film will not be accepted EMAIL your artwork to email J ohn Hull jhull rfidjournal com and telephone 416 461 7393 for confirmation receipt We are on a Macintosh platform and can also accept a Mac Formatted CD in the following applications 1 QuarkXPress 2 Illustrator 3 In Design 4 Print resolution PDF Standard Page Size please confirm with your sales representative Full Page Trim 8 375 by 10 875 Bleed 8 625 by 11 125 Always include the following e All supporting graphics
5. RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City Dear RFID in Fashion Exhibitor On behalf of our events team we are excited to have you participating in our upcoming event August 12 13 2009 at the Fashion Institute of Technology New York and are pleased to send you this RFID in Fashion 2009 Exhibitor Service Manual Please use this as a reference tool to understand the opportunities that you have as an exhibitor Due to the constraints of the venue we would like to stress the Less is Best approach for this event Show Information Location Fashion Institute of Technology Seventh Avenue at 27th Street New York NY 10001 5992 Exhibit Hall Hours Move In amp Set up Wednesday August 12 12 00 pm 4 00 pm Note The Fashion Institute of Technology cannot accommodate shipment of equipment Please see the Shipping section of this Kit for details Exhibit Hall Open Wednesday August 12 6 00 pm 7 30 pm Opening Reception in Exhibit Hall Thursday August 13 7 00 am 8 30 pm Breakfast in Exhibit Hall Thursday August 13 10 15 am 10 45 am Refreshment Break in Exhibit Hall Thursday August 13 12 15 pm 2 15 pm Luncheon in Exhibit Hall Tear Down amp Move out Thursday August 13 2 30 pm 4 00 pm Exhibit Tabletop Displays Include 8 back drape Black 3 side rails Black One 7 x 44 tabletop display ide
6. The Conference is open to the trade only No one under 18 years of age will be allowed on the exhibit floor at any time No one will be allowed on the exhibit floor without a proper badge Cameras Recordings No Cameras are permitted during show hours If exhibitors wish to take photos of their tabletop displays they must do so prior to show opening Use of recording equipment in the exhibit area or meeting rooms is prohibited by Event Management Cartons Empty cartons and cases must be removed from the exhibit area They may not be stored behind the pipe and drape or tabletop displays RFID Journal will provide EMPTY stickers to affix to boxes We will collect and store the boxes then return them to you shortly after the closing of the Exhibit Area Demonstrations and Tabletop Display Activities Including Sound Levels Exhibitors shall not solicit business in aisles or engage in any activity that leads to congestion in the aisles Exhibitors wishing to include demonstrations presentations drawings or crowd gathering activities of any type must confine such activity within their specific tabletop display space and during exhibit hours only If you have any type of interactive display you must have a three foot clearance from the aisle s to allow for crowds All demonstrations must maintain a professional presence Any demonstration found to be in poor taste or not within the scope of the event by Event Management is not permitted Please ta
7. ent for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City RULES amp REGULATIONS continued Flammable Hazardous Materials Regulations Hazardous operations including the use of flammable explosive or toxic materials are not permitted The Fashion Institute of Technology restricts the use of the following hazardous materials including but not limited to compressed flammable gasses flammable gasses and aerosol cans with flammable propellants Any material equipment substance or object which reasonably may endanger the life of or cause bodily injury to any person in The Fashion Institute of Technology or which may reasonably constitute a hazard to the building or to any property therein will not be permitted Helium filled product balloons and helium tanks are also restricted See the Fire Regulations Information in the Rules amp Regulations Section Due to facility regulations the following items are not permitted on the premises e Stickers or adhesive backed decals e Glitter or confetti e Helium or Mylar balloons Noise Levels Music must be kept at minimum sound levels Speakers are required to be turned inward to the tabletop display If after a warning is given by show management complaints continue to arise from neighboring exhibitors the sound system must be turned off Promotional Materials and Handouts Promotional materials may only be dis
8. g 3 Select the banner or text advertisement to suit your specifications and link it directly to the RFID in Fashion 2009 Web site at http www rfidjournalevents com fashion Don t see what you need To request custom sizes please contact Tim Giganti at tgiganti rfidjournal com RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City EXHIBITOR MARKETING amp PROMOTIONAL TOOLS continued Customized Email Invitations Deadline ASAP thru June 30 Invite your customers to see you and your products in action As more and more products enter the marketplace the ability to foster intimate relationships with customers is vital Engaging customers and prospects in an interactive setting is the best way to garner new business and close deals Request a customized HTML email which includes a 10 registration discount offer and a hyperlink to a PDF of our latest event brochure Send out the email on your own or have the RFID in Fashion Event Management Team email the invitations on your behalf No need to worry about having an email designed or coded we ll take care of everything Take advantage of this FREE marketing tool which is an easy and proven method of attracting more potential buyers and prospects to visit your booth Sample Custom Email RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fas
9. he Fashion Institute of Technology New York City FREQUENTLY ASKED QUESTIONS Do need Insurance for my exhibit space Exhibitors must obtain adequate insurance at their own expense RFID Journal requires that Exhibitor shall at its own expense secure and maintain through the term of this contract including move in and move out days the insurance listed below All such insurance shall be primary of any other valid and collectible insurance of Exhibitor and shall be written on an occurrence basis Claims made policies are not acceptable and do not constitute compliance with Exhibitor s obligations under this paragraph A Worker s Compensation insurance B Employers Liability insurance with limits not less than 1 000 000 each accident C Comprehensive General Liability insurance with limits not less than 1 000 000 each occurrence 2 000 000 aggregate combined single limit for bodily injury and property damage including coverage for personal injury contractual and operation of mobile equipment products and liquor liability if applicable D Automobile Liability insurance with limits not less than 500 000 each occurrence combined single limit for bodily injury and property damage including coverage for owned non owned and hired vehicles including loading and unloading operators Comprehensive General Liability and Automobile Liability insurance policies shall name the Organizer and Exhibit Facility as additional insureds Exhibit
10. hion Institute of Technology New York City Aug 13 14 2008 Fashion Institute of Technology New York City RFD JOURNAL BSAA A aoe eke en 11D oe TO CUT COSTS AND BOOST SALES MA seis LEARN HOW YOU CAN TOO Aeri bobwear a i REGISTER BY At this year s conference aN JUNE 20 AND you ll learn how leading l 3 retailers are using RFID to SAVE UP TO 300 gt Cut labor costs peri gt Enhance the customer experience gt Deter theft diversion and counterfeiting gt Increase delivery speed and accuracy VIP Discount gt Track high value products Save an Extra 15 with code gt Improve on shelf availability gt Reduce excess inventory and markdowns PLUS hear how advances in RFID are reducing CORNERSTONE A xx SPONSOR DENNISON deployment costs Contact Tim Giganti at tgiganti rfidjournal com for more information RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City EXHIBITOR MARKETING amp PROMOTIONAL TOOLS continued Media Program Deadline ASAP June 30 Take advantage of our media program and get the word out about new products and other announcements related to the event The media program provides key benefits e A headline blurb and hyperlink to your news story will be put on the RFID in Fashion 2009 event announcements page e A special email with event announcements will be sent to our 30 000
11. itor package is Silver Sponsor 2 passes outlined to the right Exhibitor 2 passes ONLINE REGISTRATION How to Register Your Staff Customers amp Prospects Instructions 1 The person you provided to us as your primary point of contact for this event should have received an email from webreg signup confirmation com 2 This email contains your unique URL and instructions for registering your complimentary passes Please follow the instructions carefully 3 Should you require further assistance please contact either fashion rfidjournal com or Cheryl Johnson at cjohnson rfidjournal com at 508 778 1974 Please note that your exhibitor account is pre programmed with the number of complimentary passes that you are entitled to Once you use up that number of complimentary passes the system will require that you pay for any additional passes at the rates indicated below Exhibitor Conference Preconference Pass esses 899 Exhibitor Conference Pass eee 699 Exhibitor Preconference Pass 399 Exhibit Booth Staff Passes 199 Upgrade from Complimentary Conference Pass to Conference Preconference Pass eee 199 Please note that if you wish to upgrade you will need to contact a registration customer service representative by emailing fashion rfidjournal com RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City If you have questions regardi
12. ke into consideration the placement of speakers and theater presentations when designing your tabletop display properties and face the speakers so as to direct sound into the tabletop display rather than into the aisle Sound demonstrations should remain at a reasonable level and not disrupt neighboring exhibitors Nothing louder than 85 decibels is allowed in the tabletop display at any time Exhibits Tabletop displays must be set up staffed and ready to open by the start of each dedicated exhibit area display viewing period Tabletop displays must remain intact until the close of the exhibit area Early tear down of tabletop displays is strictly prohibited Exhibit Set up and Union J urisdictions As our event venue is a University there will be no on site labor to assist with set up or tear down of your tabletop display area It is important that your display can be installed and dismantled easily by one person without the use of hand tools or ladders Exhibitor Events RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City It is Event Management policy that exhibitors cannot plan events that interfere with exhibit or conference hours or with the Opening Night Reception If you have any questions about whether your event interferes with the conference scheduling please contact your Sales Manager or Chery Johnson at 508 778 1974 RFID The ev
13. ng Online Registration please contact fashion rfidjournal com or Cheryl J ohnson at cjohnson rfidjournal com TRAVEL amp HOTEL DETAILS Hotel Reservations Because the event is being held at Fashion Institute of Technology there is no official conference hotel For your convenience a complete listing of hotels in the area can be found at http www rfidjournalevents com fashion hotel php New York Weather Mid August temperatures range from the high 90s during the day to the low 60s at night Appropriate Attire Business casual attire is recommended for all sessions and functions at RFID Journal RFID in Fashion Airport Information La Guardia Airport is approximately 20 minutes driving time from the Fashion Institute of Technology John F Kennedy International Airport is approximately 30 minutes driving time from the Institute Newark Liberty International Airport is approximately 20 minutes driving time from the Institute Taxis Taxi fares from La Guardia are approximately 25 to 30 Allow 25 to 35 minutes in travel time From Kennedy taxi fares are approximately 35 to 40 Allow 35 to 45 minutes in travel time From Newark fares are approximately 25 to 35 Allow 30 to 35 minutes in travel time Location Fashion Institute of Technology Seventh Avenue at 27th Street New York NY 10001 5992 The Fashion Institute of Technology s Center for Professional Studies is located on the south side of 28th Street near the
14. ntification sign displaying your company name One 6 skirted table One electrical connection Exhibit Area Fashion Institute of Technology Great Hall RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City RFID IN FASHION CONTACT LIST Cheryl M J ohnson Director Events Management 508 778 1974 t cjohnson rfidjournal com 508 778 0003 f Contact Cheryl re Operations and Logistics Move in and Move Out Tabletop Display Set and Shipping Info Alan McIntosh Director of Sales 212 584 9400 x4 t amcintosh rfidjournal com 212 409 8434 f Contact Alan re Additional Sponsorship Opportunities Matthew Singer Director of Sales 212 584 9400 x6 t msinger rfidjournal com 212 409 8434 f Contact Matthew re Additional Sponsorship Opportunities Deb Hughes Editorial Director Events 561 504 2627 t dhughes rfidjournal com Contact Deb re Conference Program Leadership Forum Cornerstone Session and Silver Sponsor Panel Tim Giganti Marketing Coordinator 212 584 9400 x3 t tgiganti rfidjournal com 212 409 8434 f Contact Tim re Sponsor Company profiles Sponsor Company logos Program Guide Ads Kim Ray VP of Events 860 461 7168 t kray rfidjournal com 617 663 6223 f Contact Kim re General Conference Questions RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 T
15. ors wishing to insure their exhibit materials against theft or damage must do so at their own Expense Neither the Fashion Institute of Technology RFID Journal AAFA nor Aramark will be responsible for loss or damage to any property in storage in transit to or from the exhibit building while in exhibit building or for any loss of income as a result of any reduced sales due to such loss or damage Do I need to carpet my tabletop display The exhibit hall has a tile floor Carpet is not necessary How many badges do I receive with my exhibit space This depends on your company s level of participation Please refer to the Registration amp Travel Section of this Service Kit for a detailed description Where can I find my tabletop display location At the end of this Service Kit there is a current floor plan and exhibitor listing in alpha order Can I ship my materials direct to Fashion Institute of Technology The Fashion Institute of Technology does not have the capability to accept direct shipments See Shipping Section details RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City SECURITY TIPS The Great Hall will be locked overnight Event Management will provide 24 hour perimeter access control throughout the show but assumes no liability for loss or damage to exhibitor s property Event Management does not carry insurance on exhibito
16. ortunity to communicate your company s message and capabilities to the attendees Please note that copy submitted for the Program Guide will be edited based on the RFID Journal style and final copy approval for the Program Guide remains at the discretion of RFID Journal Depending upon your level of participation please submit the following to tgiganti rfidjournal com on or before July 10 2009 CORPORATE PROFILE Cornerstone Sponsor e Corporate Profile 100 words maximum e Speaker Biographies and Photograph 50 words maximum Platinum Sponsor e Corporate Profile 75 words maximum e Speaker Biographies and Photograph 50 words maximum Silver Sponsor e Corporate Profile 50 words maximum e Speaker Biographies and Photograph 50 words maximum Exhibitor e Corporate Profile 30 words maximum Please email your corporate profile and other deliverables to Tim Giganti at tgiganti rifdjournal com on or before J uly 10 2009 to ensure inclusion in the Program Guide Program Guide Specifications Please use the specifications below as your guide when submitting your graphic items Logos Your company logos must be submitted in the following format Digital e Preferred Vector Image EPS Original Adobe Illustrator with fonts outlined e Secondary Preference Photoshop CMYK or RGB color format Hi Res 300 dpi in a TIFF or J PEG format Please note 72 dpi standard from your Web Site prints in a very
17. r s materials or displays Exhibitors are responsible for extending a rider on their present insurance policy to cover damage or theft of their materials or displays while in transit to and from and during the event Suggestions on protecting your display v Do not mark the outside of your shipping cartons or boxes with the contents use a code y Furnish your shipping company with an accurate and complete bill of lading Do not leave materials in containers to be stored with empties v Whenever the exhibit area is closed or your tabletop display is unattended remove valuable items or secure them in a safe place v Do not leave valuable exhibit materials or proprietary information under tables or behind displays when the exhibit area is closed v When the exhibit area closes pack as quickly as possible and do not leave your display unattended v During move out remain with your display and equipment until it has been packed and is ready to ship v Prior to shipping be sure to insure your shipment with your designated shipper RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City ON SITE PROGRAM GUIDE SPECIFICATIONS Deadline July 10 The RFID in Fashion Program Guide will be distributed to attendees at the event Key industry buyers will refer to the Guide both during and after the conference The Program Guide offers you the opp
18. southwest corner of 7th Avenue between 7th and 8th Avenues Transportation venues nearby include the New Jersey Path train station subway lines A C E 1 2 3 and 9 and Metro North to Grand Central and Penn Station with access to NJ Transit Amtrak and the Long Island Railroad RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City LOGISTICS The Exhibit Area is located inside the Great Hall of the Fashion Institute of Technology All tabletop displays include 1 8 high black draped back wall and 3 high side rails 2 One 7 x 44 tabletop display identification sign displaying your company name 3 One 6 draped table black drape 4 One electrical outlet Internet Access Internet access is available at 25 per connection and must be ordered by July 31st to Cheryl Johnson cjohnson rfidjournal com Sign Requirements amp Limitations Signage for standard tabletop display exhibits of 8 x10 may not exceed an overall height of 8 feet Hanging banners are not permitted in tabletop displays Only 22 by 28 signs will be allowed with a maximum of 2 signs per unit Signage or graphics are permitted to be attached or affixed to the 8 back drape provided in the exhibit space PLEASE NOTE Sponsors must bring their own method of affixing signage Shipping The Fashion Institute of Technology does not have the capabilities to
19. stricted from future participation RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City Violations Exhibitors are expected to comply with all RFID in Fashion Rules and Regulations as well as all the exhibitor policies governing the Fashion Institute of Technology
20. to attendees to gain extra pre event visibility FREE Program Guide Ad Contact your July 10 Place an ad in the Official Event Program Guide that will be sales rep for distributed to all attendees at registration pricing RFID The event for retail apparel footwear and accessory companies Aug 12 13 2009 The Fashion Institute of Technology New York City EXHIBITOR MARKETING amp PROMOTIONAL TOOLS continued Time to Prep According to Business Week approximately 75 of tradeshow attendees plan their show schedule in advance which makes letting your customers know where you will be imperative Don t wait until the last minute to brief staff customers and prospects on your organization s involvement in the event Post the RFID in Fashion 2009 logo banner and or calendar listing on a prominent page of your company s Web site or in your newsletter as soon as possible Sample Web Banners f A RFI B Savvy retailers are using RFID to cut costs and boost sales August 13 14 The Fashion Institute of Technology NYC AUG 13 14 2008 NYC Leading retailers are using RFID to REI D Advances in RFID are reducing deployment costs August 13 14 The Fashion Institute of Technology NYC Downloading images or text ads is easy simply follow these 3 steps 1 On your Internet Browser proceed to http www rfidjournalevents com media 2 Find RFID in Fashion 2009 Event listin
21. tributed from your tabletop display No promotional material of any kind may be handed out in the aisles or outside the exhibit hall Exhibitors are also cautioned that if their promotional materials are found affixed to exhibit area property they will be responsible for cost of its removal Storage Accessible Fire regulations prohibit storage of any kind behind exhibits including empty packing materials Please tag all your empties and have RFID Journal store them until move out Reserve quantities of literature must be stored away from electrical cables or junction boxes Taxes and Licenses Exhibitors shall be responsible for obtaining any licenses permits or approvals required under local or state law applicable to their activity at the exposition which includes any music licensing needed under the ASCAP and BMI copyright laws Exhibitors shall be responsible for obtaining any tax identification numbers and paying all taxes license fees or other charges that shall become due to any government authority in connection with their activity at the conference Tipping Work Rules prohibit the solicitation and or acceptance of tips by any employee including all employees representing RFID Journal LLC AAFA or the Fashion Institute of Technology Unsportsmanlike Conduct Tampering with another party s exhibit will not be tolerated In such case the offender will be immediately removed from the exhibit floor at his her own expense and will be re
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