first time exhibitor guide
Contents
1. 2 Can I dismantle my own booth a The same rules apply breaking down your booth as installing your booth If you have a 10x10 you may break it down yourself If your booth is larger labor rates will apply 3 What do I do with the items rented from vendors a Furniture rented from Freeman may be left in your booth If you rented a SWAP Portal Unit from Experient it will need to be returned to the Lead desk for proper credit All other rentals should be clarified upon rental or pick up 4 When will my empty crates be returned after the show a Empty crates will be returned in random order once the show closes and the floor is cleared Crates could take several hours to be returned Freeman does offer priority crate return which allows exhibitors to pay a fee to have their crate delivered shortly after the close of the show This service may be ordered onsite at the Freeman service desk 5 What if leave the show without tearing down my booth a Show Management will hire labor to tear down your booth and ship it to you Labor charges and return shipping charges will be at your expense Marketing Sponsorships In addition to promoting your products at your booth ad tech also offers opportunities for exhibiting companies to promote their products before during and after the show Marketing and sponsorship opportunities available can be obtained by contacting your Sales Manager 12 Glossary A Advance Order Goods and or serv2. and computers you may need Submit d cor material handling cleaning and electrical orders with Freeman Arrange labor through Freeman to install booth hang banners Submit internet telecomm orders with Moscone Order lead retrieval units from Experient Place catering orders through Savor Finalize security arrangements with Maloney for additional booth security Place AV order through ETS Confirm shipment s to advance warehouse Booth Types Inline Exhibit space with another booth on either side with one opening to the aisle Corner Exhibit space with opening to aisles on at least two sides Inline and corner booths includes the following items e Pipe and drape 8 back wall and 3 side walls all drape is black Pipe and Drape Tubing with drapes which separate exhibit booths 10 MAX HT 10 MAX HT 4 1 22 M MAX HT JS 5052M J susam TWO OR MORE INLINE BOOTH UNITS 4 1 22M MAX HT SINGLE INLINE BOOTH UNIT Display fixtures over 4 1 22 M high must be confined to that area of the booth that 10 2 5 M is at least 5 1 52 M from the aisle line L MAXHT 10 2 5 M y iG q 7 4 1 22M C MAX HT Y 5 1 52M E MAX HT i 4 1 22M oi g GA v2 5 1 52 M CO MAX HT i i i YZ MAX HT AISLE Island Exhibit space with opening to aisles on all four sides 24 Max Height All exhib
3. of the Facility Combustible materials or explosives are not permitted in or around the exhibit areas Exhibitor shall not allow its display to block the view of or impede access to fire alarm boxes fire hose cabinets fire extinguishers or other safety equipment Smoking is prohibited in the Facility Registration Exhibitor Registration is open It may take up to 48 hours after contract and full payment is received to access the registration system Based on your exhibit investment you are entitled to a certain allotment of Exhibitor Expo Floor Keynote passes In addition each company with 100 square feet or greater of booth space will receive one complimentary Exhibitor All Access Pass You have the ability to purchase additional passes at 25 off the current price All exhibitor pass types allow you access to the expo floor during move in one hour before it opens to attendees 30 minutes after the show floor closes and during move out Available Pass Types Exhibitor All Access Pass includes access to all conference breakout sessions keynotes sponsored workshops expo floor and special events Exhibitor All Access Pass does not include lunch Exhibitor Expo Floor Keynote Pass includes access to keynotes sponsored workshops and expo floor Exhibitor Expo Floor Pass includes access to the show floor only during specified exhibitor set up tear down and show hours This pass type is only available once your allotte
4. the Freeman service desk Can I use aisle space for set up a Main aisles need to remain clear so forklifts and freight can be moved around the show floor If you need additional space for your freight while moving in please contact your Floor Manager What if need to set up late a Late move in s need to be approved through Show Management Please contact Mary Kate Martin at MaryKate ad tech com with detailed information time you will arrive size of booth what you will be constructing for approval Labor may or may not be available for the times you will be there however union rules still apply Please plan your travel carefully around these hours What is a marshaling yard a In order to keep the docks at the facility controlled and organized all common carriers must check in at an off site staging area to wait their turn to be unloaded Once the driver checks in they will be issued a number once their number comes up and space is open at the center Freeman will send trucks to the docks For a map to the marshaling yard please refer to the Exhibitor Service Manual During the Show 1 Each exhibitor is expected to read the rules and regulations and adhere to each one Show Management will enforce violations as they see fit Booth Cleaning Booth cleaning is not included with your exhibit space investment at ad tech but is available as an additional service through Freeman To order cleaning services please see the Ex
5. your booth properties in advance of the show All freight that is shipped to this location will be waiting for you in your booth prior to your arrival onsite Please see Exhibitor Service Manual for deadlines and pricing This option is the best way to ensure your items will be available when you schedule your labor or arrive to set up your booth 2 Ship directly to the Facility Freeman will accept freight on your behalf beginning Tuesday May 19th Received items will then be moved to your booth upon receipt Freight is delivered as quickly as possible but depending on the quantity of items they receive for all exhibitors this process could take several hours Please see Exhibitor Service Manual for exact dates and pricing 3 Bring your materials with you If you decide to bring your materials with you please note that the Moscone West Center is a union facility and strict rules will apply to what you are allowed to hand carry into the facility Official Service Contractors The ad tech team contracts with vendors as the official service contractors These are the preferred vendors of the show Pricing and order forms for each of these vendors can be found in the Exhibitor Service Center Below is a list of these vendors Vendor Service s Provided Freeman D cor freight labor cleaning electrical Experient Lead retrieval Units SWAP Moscone Telecommunications Savor Catering including water Maloney
6. Security Security ETS Audio Visual Judy Venn and Associates Models and spokespeople National Plants amp Floral Inc Plants and floral Our exclusive service partners Hotels Travel Show Management contracts with hotels for a limited number of hotel rooms for the show Book your accommodations early directly through the hotel as often times they sell out The official hotels of ad tech are as follows Intercontinental SF 888 Howard Street San Francisco CA 94103 415 616 6500 Marriot Marquis San Francisco 780 Mission Street San Francisco CA 94103 415 896 1600 Parc 55 Wyndham 55 Cyril Magnin Street San Francisco CA 94102 415 392 8000 The Palace 2 New Montgomery Street San Francisco CA 94105 415 512 1111 The St Regis Hotel SF 125 3 Street San Francisco CA 94103 415 284 4000 The W San Francisco 181 3 Street San Francisco CA 94103 415 777 5300 Park Central San Francisco 50 Third Street San Francisco CA 94103 415 974 6400 The Westin St Francis 335 Powell Street San Francisco CA 94102 800 937 8461 Villa Florence 225 Powell Street San Francisco CA 94102 415 397 7700 Show Schedule Move in hours are hours designated for exhibitors to enter the exhibit hall and install their booths All booths must be set by 5 pm on Tuesday May 19 unless previous arrangements have been made with Show Management and occupied at least 30 minutes prior to opening Show Management reserves th
7. ad tech Tradeshows 101 Thank you for your support of ad tech San Francisco 2015 We are expecting a fantastic show and that is largely in part from your participation The tradeshow 101 guide is designed to help exhibitors who have not participated in an ad tech San Francisco show as well as those who have never been a part of a tradeshow at all The Exhibitor Service Center located on our website houses all the information you will need to complete the tasks outlined in this guide as well as the Exhibitor Service Manual If at any time you have any questions please feel free to contact us and we will be happy to help you We look forward to seeing you in San Francisco The ad tech Team Operations plan amp ad tech com Sales Joe Dewbre Companies A K all s joe ad tech com 214 915 8809 Kenny Lester Companies L Z kenny ad tech com 214 915 8847 As an exhibitor proper planning in advance of the show translates to a better onsite experience The tasks below will give you an outline of items that can be done ahead of time Order forms for items listed can be found in our Exhibitor Service Manual ESM located in the Exhibitor Service Center Complete online booth profile for website and mobile app Log in and complete exhibitor registration Decide on travel and hotel reservations for each of your team members attending the show Create a layout of your booth space this should include booth properties electrical outlets
8. d passes have been used Exhibitor Exhibitor Exhibitor Type Expo Keynote Passes All Access Passes NEXT Pod 3 0 Hybrid 80 sq ft 3 0 10x10 Meeting Room 3 0 10x20 Meeting Room 6 0 10x30 Meeting Room 9 0 20x20 Meeting Room 12 0 10x10 booth space 5 1 per company 10x20 booth space 10 1 per company 20x20 booth space 20 1 per company 20x30 booth space 20 1 per company Exhibitor Appointed Contractors EAC An EAC is any company other than the designated official service contractors listed in the exhibitor service manual that provides a service that requires access to your booth during the installation and dismantling period of the expo Exhibitors may elect to employ an Exhibitor Appointed Contractor EAC to install and dismantle properties within their booth space The exhibitor will need to designate these companies through our online EAC designation form and the EAC will need to provide proof of insurance to Show Management before they will be allowed access to the show floor EACs should at no time be issued an exhibitor badge They can obtain a wristband from security when they arrive on show site Unions There are three major unions that have jurisdiction over trade shows The following should help you in conforming to union jurisdictions and its adherence to them when required DISPLAY LABOR By definition the installation or dismantling of exhibits which requires the use of hand tools or take
9. e right to complete all booths not complete by the deadline at the exhibitor s expense No exhibitor is allowed to dismantle their booth prior to the show closing on Thursday May 21 All exhibitor materials must be removed from the exhibit facility by the Friday May 22 at 10 am To ensure you meet this deadline please have all carriers check in by Friday May 22 at 8 am Move In Installation Tuesday May 19 8 am 5 pm Show Hours Wednesday May 20 10am 6 pm Thursday May 21 10am 4 pm Move Out Dismantle Thursday May 21 4 15 pm 8 pm Friday May 22 8 am 10 am When you arrive on site a Pick up badges at exhibitor registration Exhibitor registration will open at 2 pm on Tuesday May 19 If you arrive before 2 pm you may obtain a wrist band from security at the entrance to the Expo Floor for admittance until registration opens Exhibitors that are not paid 100 will not be allowed access to the Expo Floor until the balance due is paid b Familiarize yourself with the facility We recommend you take a few moments to walk around find key areas such as the restrooms exhibitor service desk etc c Take inventory of your freight Any items you had shipped to the advance warehouse will be waiting for you in your booth when you arrive If your freight is coming directly to show site you will need to wait until they arrive to make sure everything has been accounted for Be sure t
10. hibitor Service Manual for rates and order forms Resources for questions or concerns Please visit the Exhibitor Service Desk located at the back of the Expo Floor You may also seek out the Floor Manager who will be roaming the Expo Floor Security during the show Uniformed Security Guards and Badge Checkers will be stationed throughout the facility and Expo Floor on a 24 hour basis and will patrol the floor during non show hours Every reasonable effort is made to secure the Expo Floor The final responsibility however lies with the exhibitor t is advised that display materials of value and or items such as laptops small monitors etc be removed with the exhibitor at the end of each day At the conclusion of the show if you have any materials items being shipped out please remain in 11 your booth until Freeman has picked up your boxes Individual Private booth security is available and optional for exhibitors See the order form located in the Utilities amp Additional Service section of the Exhibitor Service Manual for additional information Moving Out FAQs 1 When can I tear down my booth a All exhibitors must stay on the Expo Floor until the close of the floor on the last day Early dismantling is not allowed Once all attendees have been cleared from the floor you may begin breaking down your booth Empty crates will be returned at this time in random order but please note this could take several hours to be completed
11. ices ordered prior to setup Aisle Carpet Carpet installed in aisles AV Contractor Official supplier of audiovisual equipMent and services B Bill of Lading Document or form listing goods to be shipped Also known as a Material Handling Unit Bone Yard On site storage area for contractor materials Could be a trailer Booth ID Sign Traditionally 7 x 44 sign indicating Exhibiting As name C Carpenter Skilled craftsmen used in the installation of exhibits and displays Common Carrier Transportation company that handles crated materials Consignee Person to whom goods are shipped Contractor One who contracts to supply certain labor services or materials Corner Booth Exhibit space with aisles on two sides Customs Broker Person or company which provides customs clearing services to shippers of goods to and from another country CWT Cost per Hundred weight Equivalent of 100lbs D Decorator Craft person used to install drape fabric signs etc Dismantle Take down and removal of exhibits Drayage See MATERIAL HANDLING E Exhibitor Appointed Contractor EAC Any company other than the designated official contractors listed in the Exhibitor Service Manual providing a service display installation and dismantling audio visual etc and needing access to an exhibit any time during installation show dates and or dismantling Exhibitor Service Manual ESM Manual containing general information labo
12. ion jurisdiction that may occur V Van Shipment Shipment of exhibit properties via van lines often consisting of large pieces crated or uncrated such as furniture or exhibit materials 15
13. isual equipment installation of all lighting hung from truss or beams amp distribution of all cabling throughout the booth amp truss structures San Francisco includes the lighting truss assembly and hanging All stage hand labor used in the exhibit area will be supplied through Freeman with exception of their company representative supervisor Unless contracted directly with the in house AV Internet provider all data and coaxial cable run within the booth overhead or on the floor will be installed by our electricians Electrical services are provided on a time and material basis and cannot be performed by other unions 18 D houses or Exhibitors SWAP Lead Management Exhibitor Portal SWAP is a lead capture native application for Android iPhone iPad and iPod touch and a web based app for other data aware smartphones SWAP Exhibitor Portal allows you to easily access sales leads and executive level summaries on demand transforming your data into information that drives business decisions from a smartphone tablet or desktop Information and order forms can be found in the Exhibitor Service Manual Shipping Your Materials You have several choices when choosing how you will transport your materials to the show Sample shipping labels to each location are also available in the shipping section of the Exhibitor Service Manual 1 Ship to advance warehouse Freeman maintains a warehouse close to the facility where you are able to ship
14. itors receive the following e Online profile listed on the event website and the mobile app e Company name and booth number listed in the Quick Reference Guide e Exhibitor Expo Floor Keynote badges and Exhibitor All Access Badge see registration section for more information on how many badges you will receive with your booth Contract and full payment must be received no later than April 4 2015 to be included 4 Rules and Regulations A complete list of ad tech rules and regulations is listed in the ESM for your review A few important rules you should be aware of when planning your booth are listed below however please take the time to read over the entire document as you will be required to adhere to all of them e 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 unless they are purchased as an official sponsorship e Fire Regulations Flame Proofing Exhibitors must make arrangements for accessible onsite storage if needed Fire regulations prohibit storage of any kind behind exhibits or in the utility channel at the back of the booth This includes empty packing materials and supplies of literature The order form is located under the Decorator Services heading in the Exhibitor Services Manual This will be strictly enforced Exhibitor must conform to all standard fire codes
15. labor rates P Pipe and Drape Tubing with drapes which separate exhibit booths POV A privately owned vehicle such as a passenger car van or small company vehicle as distinguished from trucks tractor trailers and other over the road vehicles R Rental Booth Complete booth package offered to exhibitors on a rental basis Rigger Skilled person used in the handling and assembly of machinery steel contraction and heavy materials S Security Cage Metal Cage provided by security contractor to lock up exhibitor materials Show Management Company responsible for an exposition Side Rail Low wall usually pipe and drape used to separate one exhibit space from another Skirting Decorative covering around tables or risers Special Handling Applies to material shipments requiring extra labor equipment or time in delivery to exhibit space ST Labor Labor performed on straight time as specified in the Exhibitor Service Manual Subcontractor Company retained by exclusive general service contractor to provide services T Targeted Floorplan A colored coded floorplan letting exhibitors know when their scheduled move in time begins Terminal Freight handling or dock area Time amp Materials Method of charging on a cost plus basis U Union Steward On Site union official The steward is elected by his co workers to oversee his particular union s work in the facility Stewards are responsible for resolving disputes over un
16. ne Booth Exhibit space with another booth on either side with one opening to the aisle K Kit See EXHIBITOR SERVICE MANUAL Also known as Exhibitor Service Kit Show Kit L Labor Call 1 Method of securing union employees 2 Time specified for labor report as in 7 00 AM labor call 3 Minimum amount for which labor must be paid Linear Booth Exhibit space with another booth on either side with one opening to the aisle Loading Dock Area of facility where freight is received Lock up Secure Storage area that is either guarded or locked M Marshaling Yard Control point at which all freight is checked in Freight is then dispatched to the appropriate loading dock as space becomes available This process ensures a safe and expedient fashion in which freight is delivered to the exhibit hall Material Handling Transfer of freight from point of arrival to exhibit space Material Handling Charge The dollar cost based on weight Drayage is calculated by 100 pounds unit or hundred weight abbreviated CWT There is usually a minimum charge Move in Date specified for beginning of exhibit installation Move Out Date specified for dismantling of exhibits 14 o Official Service Contractor Company designated by exposition management to provide labor and or services to exposition management and exhibitors On Site Order See FLOOR ORDER OT Labor Work performed on overtime billed at either time and one half or twice the published
17. o bring all tracking information with you in case something is missing d Meet your floor manager ad tech will have a designated floor manager on the Expo Floor during all hours of move in and move out This person will be available to help you with logistical questions you may have as well as keeping move in on schedule This person will be roaming the Expo Floor e Put up your booth if 10x10 or supervise the install if larger You will want to ensure your booth has been installed to your satisfaction before you leave to guarantee you will have a smooth show opening the next morning Setting Up FAQs 1 Canlsetup my own booth a Exhibitors may install and dismantle their own exhibit as long as the booth size is 100 sq ft 10 x10 or less and the following conditions are met 1 The set up can be reasonably accomplished in 1 2 hour or less 2 No tools are used in the assembly or dismantle 3 Individuals performing the work must be full time employees of the exhibiting company and carry identification to verify this fact Exhibitors are allowed to unpack and repack their own products if in cartons not crates and are allowed to do technical work on their machines such as balancing programming cleaning of machines etc Exhibitors may hand carry their items Exhibitors may move a pop up display equal or less than 10 in length capable of being carried by hand by one person The individuals moving the items mus
18. r service order forms rules and regulations and other information pertaining to exhibitor participation in an exhibit Exhibit Hall Area s within a facility where exhibits are located F Floater Worker s used by foreman to help out assigned labor for short periods Floor Manager Person retained by Show Management to supervise the installation dismantling and operation of the exhibit area Floor Order Order for labor or services placed on site Floor Port Utility box recessed in the floor containing electrical telephone and or plumbing connections 13 Four Hour Call Minimum work period for which union labor must be paid in special circumstances Generally minimum call is one hour Freight Forwarder Shipping company G General Service Contractor Company which provides all labor and services to an exposition manager and exhibitors H Hand Carryable Items that one person can carry unaided Meaning no hand trucks or dollies A person with a package should be able to fit into a typical revolving door Hard Wire Any electrical connection other than receptacle to receptacle Charged on a time plus material basis Hold Harmless Clause in contracts ensuring that a group or company will not be responsible in the event of a claim I amp D Company Company hired to install and dismantle exhibits A type of Exhibitor Appointed Contractor Island Booth Exhibit space with opening to aisles on all four sides Inli
19. s one person more than 30 minutes or exceeds ten feet in any direction falls within the jurisdiction of the Local 510 of the Sign Display and Crafts Union You can handle and set out the products you manufacture however all background materials display boards backdrops stands anything the products are displayed upon attached to or made part of and laying of floor tile and carpets must be installed by union labor Labor can be ordered in advance by returning the Display Labor order form or on show site at Freeman Service Center MATERIAL HANDLING The Teamsters Union Local 2785 has jurisdiction over all unloading and reloading of materials The Union also has jurisdiction over the operation of all material handling equipment this includes all dollies and hand trucks You may hand carry only what you can manage by yourself one person in one trip using no equipment Since hand carried materials may not come through the freight entrance show management will designate a specific entrance for hand carried items Current union jurisdiction precludes hotel personnel from delivering material to exhibit booths ELECTRICAL IBEW Electricians jurisdiction covers all electrical labor for each booth including but not limited to cable distribution under your carpet or flooring and throughout the booth structure Included are connections amp hardwiring of all electrical equipment e g 208volt 8 higher services panels motors and audio v
20. t be full time employees of the exhibiting company and must carry identification to verify this fact 2 Can I use my own labor a Asan exhibitor you are required to follow local labor jurisdictions Union Labor may be required for your exhibit installation and dismantle Please carefully read the UNION RULES AND REGULATIONS located in the ESM to determine your needs Exhibitors supervising Freeman labor will need to pick up and release their labor at the Service Desk Refer to the order form for Display Labor for Straight time and Overtime hours Exhibitors may elect to employ an Exhibitor Appointed Contractor EAC to install and dismantle properties within their booth space An EAC is any company other than the designated official service contractors listed in the Exhibitor Service Manual that 10 provides a service that requires access to your booth during the installation and dismantling period of the expo What do I do with my empty containers a Pick up Empty Labels at the Service Center Place a label on each container Labeled containers will be picked up periodically and stored in non accessible storage during the show At the close of the show the empty containers will be returned to the booth in random order This process may take several hours Freeman does offer priority crate return which allows exhibitors to pay a fee to have their crate delivered shortly after the close of the show This service may be ordered onsite at
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