Exhibits Information
Contents
1. All information below must be provided on the shipping labels 6 Annual NationalSmall Farm Conference Exhibiting Company Name Booth C O Hicks Convention Services Memphis Cook Convention Center 255 N Main Memphis TN 38103 901 576 1200 Note Shipping to show site might cause a delay in getting your freight to your booth It is based on the time the driver arrives and the number of deliveries ahead of them It is advised that you send your shipments in advance to the warehouse to receive them in a timely matter at the show Electrical service may be ordered through the facility Telephone service may be ordered through the facility Please call Hicks Convention Services 800 798 0262 or 901 272 1171 and ask for the CUSTOMER SERVICE DEPARTMENT You may also FAX us 901 272 9491 6 National Small Farm Conference Memphis Cook Convention Center September 18 20 2012 Discount Deadline September 7 2012 RETURN VIA FAX 901 272 9491 PAYMENT POLICY Form Payment Policy 100 including applicable tax is due at show site Full payment must be included with all advance orders to obtain discount prices Purchase Orders are not considered advance payment Payment may be made by company check or credit card authorization Any additional costs incurred for orders or services placed at show site are due and payable upon presentation of the invoice All adjustments must be made at show site ABSOLUTELY NO2. Exhibitor Service Manual 6 National Small Farm Conference Memphis Cook Convention Center September 18 20 2012 ZORSSSAOmMZA SOT 6 National Small Farm Conference Memphis Cook Convention Center September 18 20 2012 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk We are pleased that Hicks Convention Services has been selected as your Official Service Contractor Our goal is to assist in making your participation a success BOOTH EQUIPMENT INSTALLATION SHOW HOURS DISMANTLE FORCE FREIGHT TIME Each in line booth will be set with 8 high panels of back drape and 3 high side divider drape All items provided are on a rental basis Any damage to Hicks materials will be the responsibility of the exhibitor Each 10 x10 inline booth will consist of 1 Skirted table 2 Chairs 1 Waste basket w liner 1 Vendor ID Sign Provided by Show Management Exhibitors may begin set up Tuesday September 18 2012 All exhibits must be set by Tuesday September 18 2012 Dismantle of exhibits may begin Thursday September 20 2012 All exhibit materials must be cleared from the facility by Immediately following the show IMPORTANT Exhibitors may begin teardown immediately after the show closes Hicks Convention Services will NOT be responsible for any booth contents that become missing or damaged during the move out Drivers must be check
3. CREDITS WILL BE ISSUED AFTER SHOW CLOSING All accounts must be settled at the Hicks Convention Services Desk prior to show closing Your show site representative must be made aware of this policy and have means of payment unless credit card authorization is provided In the event that you have arranged for an agent to handle your display your agent will be required to adhere to this policy as we will not bill a third party If this policy is not adhered to the exhibitor shall then be liable for payment INTERNATIONAL EXHIBITORS We require 100 pre payment of advance orders Payment must be rendered by cash company check payable in U S dollars drawn on a U S account American Express MasterCard or Visa Credit Cards Exhibitors will be assessed a 25 00 service charge for any returned check s A finance charge of 1 1 2 per month 18 per annum will be added to any outstanding invoices gt PLEASE PRINT CLEARLY OR TYPE This form must be signed and accompany your order Company Name Booth Street Address City State Zip Authorized Person please print Title Signature Phone Fax 6 National Small Farm Conference Memphis Cook Convention Center September 18 20 2012 Discount Deadline September 7 2012 RETURN VIA FAX 901 272 9491 CHARGE AUTHORIZATION FORM etease PRINT CLEARLY OR TYPE Complete sign and return this form with your orders Company Name Booth Billing Address Cit State Zip Or
4. Ib minimum CWT 100 Ibs Charges for these services will be based on the inbound weight per shipment and will be rounded up to the nearest hundred weight lbs x 57 50 per CWT lbs x 55 00 per CWT Due to insurance amp liability reasons the use of forklifts dollies hand trucks and moving equipment is strictly prohibited and will require the use of Hicks Labor Please contact your Hicks Representative at 800 798 0262 SCHEDULE OF RATES ALL WAREHOUSE SHIPMENTS RECEIVED AFTER LATE HANDLING CHARGE 2012 WILL BE SUBJECT TO A 25 SURCHARGES Fed Ex UPS DHL loose uncrated or improperly packaged materials or those delivered by a carrier not providing supporting paperwork will be assessed a 25 special handling fee A surcharge will be assessed for special trips handling of shipments arriving at the warehouse after initial installation date or for shipments arriving at Show Site after scheduled set up times Hicks Convention Services will not be responsible for damage to uncrated and or un skidded exhibit material nor will we be responsible for concealed damage to material SHIPPING INSTRUCTIONS AT CLOSE OF SHOW Consign To Street Address Type of Motor Freight Van Line Carrier If Prepaid Bill To City State and Zip ALL SHIPMENTS MUST ARRIVE PREPAID 1 Shipments must be consigned to Hicks Convention Services as the hotel and convention site do not have the facilities to rece
5. VERED BY September 17 2012 Booth optional No of pieces OZ ee e MOA Ar ACS EXHIBITOR MATERIALS From Shipper To Exhibitor Name 6 National Small Farm Conference C O Hicks Convention Services Memphis Cook Convention Center 255 N Main Memphis TN 38103 WE WILL START ACCEPTING SHOW SITE FREIGHT ON September 18 2012 Booth optional No of EXHIBITOR MATERIALS From Shipper To Exhibitor Name 6 National Small Farm Conference C O Hicks Convention Services Memphis Cook Convention Center 255 N Main Memphis TN 38103 WE WILL START ACCEPTING SHOW SITE FREIGHT ON September 18 2012 Booth optional No of pieces Somma team Sone Mere wn
6. d for disposition at an additional charge Hicks Convention Services will not be responsible for condition count or content until such time as exhibits or materials are picked up for removal after the close of the exhibition 4 Make certain all your material is properly insured against fire theft and all hazards while in transit to and from your booth and for the duration of the exhibition 5 Exhibitor routings on outbound shipments will be honored when possible However we reserve the right to reroute as necessary All outbound shipments must be tendered with a Bill of Lading In the event the designated carrier fails to pick up by the specified time such shipments will be rerouted by Hicks Convention Services Specified freight force time can be obtained at the Hicks Service Desk or by calling customer service All shipments requiring special handling for any reason or due to length width or height will be handled on a time and material basis 7 Hicks Convention Services as the Drayage Contractor shall have control over all freight docks doors elevators and crate storage areas Any shipment not handled by Hicks Convention Services but for which Hicks Convention Services is required to handle the storage of the empty shipping containers a charge will be assessed To avoid confusion remove all expired shipping labels before shipment 9 Collect shipments will not be accepted unless written authorization is furnished by the shipp
7. dered By Date gt Any charge back fee resulting from invalid charge disputes will incur a 25 00 fee per occurrence Phone Fax PLEASE PRINT CLEARLY OR TYPE Check the appropriate box list card number and expiration date L American Express L master Card L Msa V Code FLT TTT TTI TT tt ttl EXPIRATION DATE SIGNATURE OF CARDHOLDER as it appears on card PRINT NAME as it appears on card PRINT NAME OF PERSON s AUTHORIZED TO SIGN AT SHOWSITE IMPORTANT Any show site balances or charges for outbound freight labor or miscellaneous items not paid will be charged to your credit card account where applicable 6 National Small Farm Conference Memphis Cook Convention Center September 18 20 2012 Discount Deadline September 7 2012 RETURN VIA FAX 901 272 9491 EXHIBIT SHIPPING INFORMATION amp DRAYAGE RATE SCHEDULE Ship Prepaid Only Collect Shipments will be Refused ANY ADVANCE SHIPMENTS RECEIVED AFTER September 17 2012 WILL BE REFUSED AND SHOULD BE REROUTED FOR DELIVERY TO THE SHOW SITE Loose and Uncrated Materials will be Received at Show Site Only All Charges are Based on In Bound Weights Only ADVANCE SHIPMENT Rates Include Unloading crated material Storing at Hicks warehouse for up to 30 days Reloading onto trucks and delivery to exhibit site Unloading materials and delivery to your booth Removing of empty shipping containers from your booth storing and returning at close of show e Reloading materials ont
8. ed in by Two hours after the close of show ALL SHIPMENTS ARE REQUIRED TO HAVE CERTIFIED WEIGHT O TICKETS N ELECTRICAL TELEPHONE CUSTOMER SERVICE SHIPPING INFORMATION WAREHOUSE SHIPMENTS Hicks Convention Services will accept crated boxed or skidded materials beginning August 18 2012 to the warehouse address below Any shipment received after September 7 2012 will be charged a 25 late surcharge Shipments arriving after September 17 2012 will be refused Warehouse shipping address All information below must be provided on the shipping labels 6 Annual NationalSmall Farm Conference Company Name Booth Optional Hicks Convention Services 935 Rayner St Memphis TN 38114 The warehouse will receive shipments Monday through Friday during the hours of 8 00 am 4 00 pm SHOW SITE SHIPMENTS Hicks Conventions Services will accept show site shipments on September 18 2012 at the address below DO NOT ship your materials to arrive prior to these date s All shipments must be consigned c o Hicks Convention Services to enable us to accept them for handling The facility will not accept direct shipments consigned to them as they have no means for receiving or storing freight If exhibit material is shipped to the facility the facility may turn it over to Hicks Convention Services for distribution to your booth This will result in charges from Hicks Convention Services and the facility Show site Shipping address
9. er to accept the shipment There will be a 25 surcharge 15 00 minimum based on the amount advanced by Hicks Convention Services HICK CONVENTION SERVICES WILL ROUTE ALL SHIPMENTS UNLESS SPECIAL ADVANCE ARRANGEMENTS ARE MADE INSURANCE Hicks Convention Services will not be responsible for the count or content of material after it has been placed in the exhibit area before or during installation time or at the conclusion of the event or prior to taking physical count and possession in preparation to moving such materials You agree to hold harmless Hicks Convention Services for responsibility for concealed and or apparent damage to uncrated and or un skidded exhibit material Attention of City State e s To assure the orderly processing of your material handling service requirements it is absolutely essential that this form be READ COMPLETED and SIGNED by an officer of your organization and RETURNED PROMPTLY TO Hicks Convention Services 935 Rayner St Memphis TN 38114 EXHIBITOR MATERIALS From Shipper To Exhibitor Name 6 National Small Farm Conference C O Hicks Convention Services 935 Rayner St Memphis TN 38114 ADVANCE FREIGHT MUST BE DELIVERED BY September 17 2012 Booth optional No of pieces EXHIBITOR MATERIALS From Shipper To Exhibitor Name 6 National Small Farm Conference C O Hicks Convention Services 935 Rayner St Memphis TN 38114 ADVANCE FREIGHT MUST BE DELI
10. ive such shipments and may refuse them 2 Hicks Convention Services will not be responsible for piece count or condition of shipments that are delivered without supporting bill of lading or delivery slip i e FedEx UPS 3 Itis understood that Hicks Convention Services and its subcontractors do not automatically insure materials that insurance if any shall be arranged by the Exhibitor and the amounts payable to Hicks for drayage services are based on the value of the material handling services and the scope of Hicks liability as herein set forth The amounts payable to Hicks are unrelated to the value of the Exhibitors property being handled by Hicks Convention Services or its subcontractor It is impractical and extremely difficult to fix the value of each shipment handled by Hicks Convention Services or its subcontractors It is agreed therefore that if Hicks Convention Services or its subcontractors should be found liable for loss or damage to Exhibitors materials the liability shall be limited to the specific article that was physically lost or damaged Such liability shall be limited to a sum equal to 30 cents per pound per article with a maximum liability of 500 per item or 1 000 per shipment whichever amount shall be less as agreed upon damages and not as a penalty and such agreed upon damages shall be the Exhibitors exclusive remedy Exhibits left on exhibit floor without return instructions will be returned to our warehouse and hel
11. o outbound transportation Advantage e 30 Day window for receipt of materials e Materials in your booth prior to your arrival e Ability to trace freight in advance of exhibition e Advance notification in the event of visible damage to materials Exhibitors should label and consign shipments as follows Your company name Your booth 6 Annual National Small Farm Conference C O Hick Convention Services 935 Rayner St Memphis TN 38114 Warehouse 57 50 per CWT with a 200 Ib minimum CWT 100 lbs Charges for these services will be based on the inbound weight per shipment and will be rounded up to the nearest hundred weight SHOW SITE SHIPMENT Rates Include e Unloading materials when received and delivery to your booth e Removal of empty shipping containers from your booth storing and returning at close of show e Reloading materials onto outbound transportation Important Factors e Materials must be received only on designated date s e Limited control of delivery time schedule e Unloading will occur on a first come first serve basis as off loading area s become available e Tracing capabilities diminish e Limited time for repair replacement in the event of damage Exhibitors should label and consign shipments as follows Your company name Yourbooth _ 6 Annual National Small Farm Conference C O Hicks Convention Services Show site address Show Site 55 00 per CWT with a 200
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