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Dear TS2 2008 Exhibitor,
Congratulations on being a part of TS2 2008 – Total Solutions Marketing for the Exhibit and Event Professional. We hope you’re as excited as we are for this year’s show.
This is your Online Exhibitor Service Manual, which has been designed to make exhibiting hassle-free. By reading the manual thoroughly and completing the forms by the deadlines indicated, your exhibiting experience will be simplified. The official general service contractor, the facility, and all other official vendors herein have provided forms necessary for ordering equipment and services prior to show time. By completing and submitting the forms early, you will minimize on-site delays and SAVE MONEY!
We wish you a successful show. If you have any questions or concerns, please feel free to contact Rhyanna Cleckley, Customer Relations Coordinator, at 800.687.7469 x242 or
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. See you in Philadelphia!
This Deadlines Checklist has been created to assist you in pre-show ordering and planning your participation as an exhibitor. The dates listed are the absolute latest that forms can be received to be considered an advance order and receive the vendors’ discounts. We recommend you order all services before the dates listed. Use this page as a reminder to yourself to place your orders and send in your forms. Be sure to retain a copy of each form you fill out for your records.
Download a PDF of the Deadlines Checklist here.
Download a PDF of the General Information page here.
EXHIBIT LOCATION
Pennsylvania Convention Center
1101 Arch Street Hall D
Philadelphia, PA 19107
Click here for directions
Phone: 215-418-4700
Web: http://www.paconvention.com/
SHOW HOURS
| Tuesday, July 29 |
11:00am - 3:00pm* |
| Wednesday, July 30 |
10:00am - 3:00pm* |
*Hours Subject to Change.
Exhibitor personnel are permitted to enter the hall at 8:00am each exhibit day. Any exhibitor requiring earlier entry must obtain written permission from Show Management the day prior and obtain a Special Work Permit. Exhibitors must exit the hall at posted times during set-up and tear-down and at the end of exhibit hours on show days.
EXHIBIT INSTALLATION HOURS
| Saturday, July 26 |
12:00pm - 4:30pm |
| Sunday, July 27 |
Dark Day |
| Monday, July 28 |
8:00am - 4:30pm |
Set-up MUST be completed by 4:30pm on July 28
Note: All displays must be in place and display material, cartons and refuse removed from the aisles by 4:30pm, Monday July 28 to facilitate the placement of aisle carpets. Exhibitors will be permitted to work within their exhibit spaces until 10:00pm with prior approval from the Show Management Office.
DISMANTLING
| Wednesday, July 30 |
3:00pm - 7:00pm |
| Thursday, July 31 |
8:00am - 4:30pm |
All materials must be removed by 4:30pm on July 31
Note: All exhibitor materials must be removed from the hall by 4:30pm, Thursday, July 31, 2008. All signed Bills of Lading must be completed and turned into the Hargrove Exhibitor Service Center by 7:00pm on Wednesday, July 30 and 4:30pm Thursday, July 31. All carriers must check-in no later than 6:00pm for shipments going out on Wednesday, July 30 or by 3:00pm for Thursday, July 31. Displays must be completely packed and ready to ship, before your carrier or vehicle will be allowed access to the loading docks. Exhibitors may not begin dismantling any portion of their booth before 3:00pm on Wednesday, July 30. All boxes/cartons are to remain out of sight until the exhibit hall has closed.
BOOTH EQUIPMENT & CARPET
Each 10' deep exhibit will receive 8' high back drape and 3' high side drape (each 10' wide back drape will include Black, White and Gold or Black, White and Orange, alternating the gold and orange in every other booth). Side drape will be Black. Also included is a 7" x 44" company ID sign. Electricity, furnishings, displays, and any other items needed are the responsibility of the exhibitor. All exhibits must have wall-to-wall carpeting or other flooring, with no concrete floor exposed. The aisle carpet color for TS² will be Black. Exhibitors are encouraged to order booth cleaning/vacuuming for each night of the show. Cleaning service can be ordered from Hargrove here.
PARKING
Parking for patrons and guests attending Pennsylvania Convention Center events is available at locations surrounding the convention center. Overnight parking is prohibited by City ordinance. For more details, see the map and list of parking locations here.
BUSINESS CENTER
The Business Center at the Pennsylvania Convention Center has computer access, wireless, fax, copier, and printer services. The business center is located in the convention center on the second level between Halls B and C. Call 215-418-4931.
SECURITY
Uniformed security guards and badge checkers will be stationed throughout the exhibit hall on a 24-hour basis and will patrol the floor during non-show hours. Every reasonable effort is made to prevent losses. The final responsibility, however, lies with the exhibitor. It is advised that items such as laptops, small monitors, or anything that is easily concealed, NOT be left unsecured in a booth over night. Private guards can be hired from the official security contractor here.
INSURANCE
It is each exhibiting company’s responsibility to maintain liability and property insurance covering its trade show exhibit presence. Per the exhibit space contract, exhibitors agree that NTP, its agents and employees and the Pennsylvania Convention Center: (a) Will not be responsible for any damage to or for the loss or destruction of the exhibitor's property or injuries to the exhibitor, his/her representatives, agents or employees, all claims for any such loss, damage, destruction, or injury being expressly waived by the Exhibitor; (b) Will be exempted from or indemnified for any claims for injury to any of the Exhibitor's representatives, agents, or employees.
PRIORITY SPACE SELECTION
Selection of exhibit space for TS² 2009 in Chicago will take place on the show floor during exhibit hours at this year’s TS², and will be based on a Priority Space Selection list. Details on this process will be sent to you later this spring.
EVENT SCHEDULE
OFFICIAL CONTRACTORS
ADDITIONAL HELPFUL FORMS
Budget Projection Form
Cost Savings Tips
Download a PDF of the Registration & Hotel/Travel Information page here.
EXHIBITOR REGISTRATION
The badging system is essential for the safety and security program at any event. Therefore, Show Management has instructed security personnel to allow only badged personnel within the exhibit area. Under no circumstances will anyone be allowed on the exhibit floor without proper show identification. We ask for your cooperation and attention in complying with this system; it is to the benefit of all concerned.
ONLINE EXHIBITOR PRE-REGISTRATION - WEB SITE & PASSWORD
TS² exhibitor pre-registration will be available online at the show web site, http://www.ts2show.com/register. You will receive an e-mail update with instructions and your password to register online for your exhibitor badges. Registrations received by July 7, 2008 will receive a badge in the mail. Registrations received after July 8, 2008 will be required to pick up a badge on site. Badges allow access to all education sessions, the exhibit floor during show days, Tuesday’s TS² Block Party and installation/dismantling. If you plan to attend any sessions, please note that as part of our green effort, we are going all electronic for handouts. This means that handouts will not be copied this year. They will be posted online for you to review and print before the conference and bring to the session with you. A printer will be available to session attendees on site.
BADGE ALLOTMENT
Each exhibitor is entitled to three complimentary exhibit hall badges per 100 square feet of contracted space. Badges allow access to all education sessions, the exhibit floor during show days, Tuesday’s TS² Block Party and installation/dismantling. Additional exhibit hall badges (over your company’s allotment) may be purchased for $50 per badge.
BADGES & BADGE HOLDER PICK-UP
Registrations received by July 7, 2008 will receive a badge in the mail. Registrations received after July 8, 2008 will be required to pick up a badge on site. All exhibitors must pick up a badge holder on site. On site registration is located at the entrance to Hall D at the Pennsylvania Convention Center.
EXHIBITOR REGISTRATION HOURS
Monday, July 28
8:00 am – 5:30 pm – Registration Open
Tuesday, July 29
7:30 am – 5:00 pm – Registration Open
Wednesday, July 30
8:00 am – 5:00 pm – Registration Open
Thursday, July 31
8:00 am – 2:00 pm – Registration Open
CANCELLATION REFUND POLICY
Cancellations received in writing on or before July 1, 2008 will receive a 100% refund, less a $50 processing fee. Cancellations received in writing after July 1, 2008 will not receive a refund. All approved refunds will be issued at the close of TS² 2008.
SUBSTITUTIONS
If you register, but are unable to attend, TS² will gladly accept a substitute, at no additional charge. Please call Registration Customer Service at 508-743-8513 or e-mail
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.
WHO SHOULD REGISTER AS AN EXHIBITOR?
Employees of exhibiting companies setting-up, working, and dismantling your booth. If registration is not submitted prior to the event, company identification will be required on site in order to get an exhibitor badge printed. Exhibitors will be provided with badges, admitting them into the hall during installation, show hours and dismantling. The badges will include the exhibitor's name, title and company. Do not use your exhibitor registrations for Exhibitor Appointed Contractor (EAC) personnel. If you will be using a non-official contractor, you and your contractor must complete the EAC Intent Form and the EAC Badge Request Form. During installation & dismantling, temporary booth workers (contractors and exhibitor personnel) can use worker buttons, which will be available for pick-up at the registration area on site.
HOTEL & DESTINATION INFORMATION
PARKING
No parking is permitted in the loading dock areas or any location posted, "No Parking". Unauthorized vehicles will be removed at owners expense. Overnight parking is prohibited by City ordinance. See Parking Map and Information.
HOSPITALITY SUITES
TS² wants its exhibitors to get the most out of their participation in the show and encourages you to plan activities for your prospects and industry colleagues during non-show hours. If you would like to host an activity in a hospitality suite or meeting room at the official TS² hotel, please use the Hospitality Function Request Form. TS² encourages attendee participation in official TS² convention events while they are being held. Therefore, TS² will not release any suites or meeting space under its control for use by exhibitors during official convention activities and events (per your exhibit space contract).
Download a PDF of the Marketing Opportunities page here.
SHOW DIRECTORY AND TS² WEB PROFILE LISTING
As a TS² 2008 exhibitor, some information about your company is already listed on the show web site. Please complete your company description and product information online. The Exhibitor Portal Setup Wizard is your official online exhibitor interface for TS² 2008 and the myTS² online community of registrants planning to attend the event. This is a new system we are using to provide you a powerful way to access pre-registered attendees. For detailed instructions on logging into your portal, click here.
The DEADLINE for the TS² 2008 Show Directory is May 19, 2008.
You should have already received a username and password via email to logon to the Exhibitor Portal Setup Wizard. If you did not receive your username and/or password, please contact us at
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, or 800.687.7469 x242 (1.703.683.8500, x242).
SPONSORSHIPS
FREE EXPOSITION PASSES
Expo Passes will be mailed to each exhibitor in May, with a personalized version sent via email for you to send and/or print at your convenience. You are encouraged to send these to your customers and prospects or to give to your sales force for distribution to your key customers in advance of the show. Should you require additional paper tickets, you may order them at http://www.ts2show.com/expo_tickets.html.
TS² PREMIERE ZONE
Has your company introduced a new product or service since TS² 2007? If so, you don’t want to miss this opportunity to enter it in the TS² Premiere Zone. Attendees come to TS² to see new products and services – so make sure yours is in the spotlight. This year you’ll get even more exposure including: a pre-show press release and web site postings, a designator for your booth, as well as automatic entry in the 2008 Best of the Best Awards … all for free! To enter your product or service in the TS² Premiere Zone – and a chance to be named TS² 2008 Best of the Best – go to http://www.ts2show.com/premiere.html.
EXHIBITOR SHOWCASES
As a TS² exhibitor, you have the unique opportunity to put your company front-and-center with trade show and corporate event industry professionals by submitting a proposal for the TS² Exhibitor Showcase Presentations. These 30-minute briefings will be held throughout each afternoon of the July 29-30, 2008 TS² Exposition in Philadelphia.
The briefings should demonstrate an area of expertise for your company that addresses the needs of the trade show and corporate events industry. NOTE: This CANNOT be a sales presentation on your product.
Please submit all proposals ONLINE at http://www.ts2show.com/exhibitor_showcase.html by May 30, 2008.
SHOW SPECIALS COUPON BOOK
If you plan to offer a special discount, drawing or give-away at TS2 2008, submit it to us and we’ll add it to a show specials coupon book that all attendees will receive at registration. This book will guide attendees directly to your booth to check out your show-exclusive deal. To have your special added to the coupon book, go to http://www.ts2show.com/show_special.html by June 30, 2008.
PUBLIC RELATIONS
PRE- AND POST-SHOW ATTENDEE LISTS
Rent the TS² 2008 pre-registered attendee mailing list for pre-show promotions and the post-show attendee mailing list to follow-up with attendees after TS². The rental form can be found in this section of the ESM as well as online at http://www.ts2show.com/attendee_list.html.
TS2 LOGO & WEB BANNER AD
As a TS² 2008 exhibitor, you have the right to use the official TS² 2008 logo and web banner ads in your marketing and promotional materials. Let everyone know you’re part of the total solutions marketing event for exhibit and event professionals. Download the official logo and web banner ads and include them on printed material and your web site with a note including your booth number and link back to the TS² web site so visitors can register for TS².
TS² 2008 Logo
TS² 2008 Web Banner Ad1
TS² 2008 Web Banner Ad2
IN ZONE BAR DRINK TICKETS
The TS² 2008 IN Zone will once again feature a bar, open for happy hour show days from 2:00 pm – 3:00 pm. This year the bar will not be accepting cash, only drink tickets. Treat your clients, customers and leads to a drink in the IN Zone. Drink tickets will also be accepted at the bar during Wednesday afternoon’s keynote session from 3:15 pm – 4:15 pm. Purchase your drink tickets here. Tickets are $10 each in advance and $12 each on site.
Download a PDF of the Rules and Regulations page here.
AGE RESTRICTIONS
Expo: No one under the age of 18 is permitted in the exhibit hall during show days or during move-in and move-out.
TS² EXHIBIT DISPLAY REGULATIONS
Show Management has developed these Exhibit Display Regulations in accordance with the guidelines adopted by the International Association for Expositions and Events (IAEE). All exhibits must conform to these regulations. Exhibits not in compliance must be brought into compliance prior to the end of exhibit set up. These regulations will ensure all exhibitors regardless of size, an equal opportunity, within reason, to present their product(s) in the most effective manner possible.
Exhibitors may not begin dismantling their exhibits until the close of the show. Any exhibitor who begins to dismantle or pack part of its exhibit before the close of the show will incur a loss of priority points.
In addition to the terms on the exhibit space contract your company signed, these rules are made an integral part of our contract with you. If you have any questions, or need an explanation of a regulation, please contact Show Management at 800.687.7469, x242 (or 703.683.8500, x242). Please view the Hargrove: Furnishings, Labor & Material Handling page for guidelines concerning union labor.
DIMENSIONS
Width of exhibit space shown on the floor plan is measured from the center line of the side rails. Depth is the overall measurement from the face of the front post to the back of the rear post.
DISPLAY REGULATIONS
LINEAR BOOTH/STANDARD BOOTH:
Linear Booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. They are also called “in-line” booths. Booths are ten feet (10’) wide and ten feet (10’) deep, i.e. 10’x10’. In-line booths have an eight-foot (8’) height limit. This height may be maintained on the sidewalls of your booth up to a distance of 5' from the aisle. Remaining length of the sidewall may be no higher than 4'.
PERIMETER BOOTH:
Perimeter Booths are linear booths that back to a wall of the exhibit facility rather than to another exhibit. They are offered in 10' widths, and can be combined to create an exhibit of almost any length. Perimeter Booths have a twelve-foot (12’) maximum height limit. This height may be maintained on the sidewalls of your booth up to a distance of 5 feet from the aisle. Remaining length of the sidewall may be no higher than 4 feet.
PENINSULA BOOTH:
A Peninsula Booth is exposed to aisles on three (3) sides and composed of a minimum of four booths. A Peninsula is 20’x20’ or larger. The maximum height permitted for any sign, display, product, fixture, or decoration within the exhibit is 18'. Back walls may be no higher than 4 feet for a distance of 5 feet from either aisle and for a depth of 10 feet from the back wall. Other points in the back wall may be 18 feet in height (ceiling height permitting).Any portion of the booth bordering another exhibitor's exhibit space must have the back side of that portion finished.
* Please note: Some exhibit booths have an overall lower height restriction of 13’ in certain portions of their booth. Please see the Ceiling Height Restricted Floor Plan in this section indicating the affected booths. These booths are highlighted in yellow.
SPLIT ISLAND BOOTH:
A Split Island Booth is a Peninsula Booth which shares a common back wall with another Peninsula Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back wall line of sight restrictions. Eighteen Feet (18’) is the maximum height allowance, including signage.
ISLAND BOOTH:
An Island Booth is any booth exposed to aisle on all four sides. An island exhibit is typically 20’x20’ or larger. The entire cubic content of the space may be used up to the maximum allowable height, 18’. Since there are no adjacent exhibitors, signs and displays up to 18' in height may be located anywhere within the exhibit.
* Please note: Some exhibit booths have an overall lower height restriction of 13’ in certain portions of their booth. Please see the Ceiling Height Restricted Floor Plan in this section indicating the affected booths. These booths are highlighted in yellow.
EXTENDED HEADER BOOTH:
An Extended Header Booth is a Linear Booth that is 20’ or longer with a center extended header. All guidelines for Linear Booths apply to Extended Header Booths, except that the center extended header has a maximum height of 8’, a maximum width of 20 percent of the length of the booth, and a maximum depth of 9’from the back of the wall.
PAVILION EXHIBITORS
If exhibit space is occupied on both sides of an aisle, the exhibitor must keep the 10' aisle clear of all product, displays, staff, etc. in order to allow for easy traffic flow through the aisle.
If the exhibitor occupies at least 5 exhibit spaces (10’x 50’) on each side of a common aisle, they may request to bridge the exhibits with a sign or display structure. The structure must be at least 8' above the floor, and no more than 20’ from the floor to the top of the sign. Signs and structures cannot exceed 10' in height/width and must be set back at least 10' from any neighboring exhibit.
Exhibitor must receive written permission from Show Management to replace the aisle carpet or bridge the aisle.
DISPLAY VEHICLES
Vehicles may be allowed in the building for display purposes provided they meet the requirements of the Pennsylvania Convention Center. Batteries shall be disconnected in an approved manner. Vehicles shall not be fueled or defueled within the building. Fuel in the tank shall not exceed one quarter of the tank capacity or five gallons, which ever is less. Fuel systems shall be inspected for leaks. Fuel tank openings shall be locked and sealed to prevent escape of vapors. Additionally, plastic must be placed under each vehicle once it is placed for display.
*It is ultimately the responsibility of the Exhibitor to ensure that these measures are taken to prevent any potential damage or safety hazard.
INSTALLATION EXCLUSIONS
All exhibits must be free standing. No bolts, screws, hooks, or nails shall be driven into or otherwise attached to the walls or floors of the exhibit areas. No part of the display may be attached to, or otherwise secured to, the drapery backdrop or side dividers. In addition, no decals or other adhesive materials shall be applied or affixed to the walls, pillars or floor of the exhibit areas. Exhibitor shall not post any sign of any description except within the confines of the exhibit space assigned.
UNFINISHED AREAS
All open or unfinished sides of the exhibit which may appear unsightly must be covered or Show Management will have them covered at exhibitor's sole expense. Any portion of the exhibit bordering another exhibitor's space must have the backside of that portion finished and not have any identification signs, lettering, or graphics that would detract from the adjoining exhibit.
STORAGE OF CRATES, CARTONS & EXTRA MATERIALS
Storage of any materials in the space behind the booth is PROHIBITED. This area is for the electrical raceway ONLY!
FACILITY EQUIPMENT
Exhibitors are prohibited from using building equipment, i.e., ladders, tools, chairs, tables, stanchions, dollies, forklifts, vacuums, brooms, etc.
HANGING SIGNS
Hanging signs may not exceed height limitations established for that particular style of exhibit and must be finished on all sides. Hanging signs are allowed ONLY in peninsula and island booths which are greater than 10 feet in depth and occupy 400 square feet or more.
The length of a hanging sign may not exceed 50% of the corresponding dimension of the exhibit space. Signs may be no taller than 4 feet in height, must hang at or below 18 feet* (measured from floor to top of sign), and the sign’s bottom must not hang lower than 2 feet above the top of other structures in the booth. Signs must be set back at least 25% of the booth’s dimension from the corresponding side line. (i.e., a 20’x 40’ booth may have a sign that is up to 10’x 20’x 4’ in dimension, which must be set back into the booth by 5’ from the 20’ side lines, and 10’ from the 40’ side lines.) Maximum weight per sign is 200 pounds. Be sure to complete and submit your sign-hanging paperwork. NO corporate identification can be visible above the height limitations stated in each booth diagram NO corporate identification can be visible above the height limitations stated in each booth diagram.
* Please note: Some exhibit booths have an overall lower height restriction of 13’ in certain portions of their booth. Please see the Ceiling Height Restricted Floor Plan in this section indicating the affected booths. These booths are highlighted in yellow.
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PRODUCT DEMONSTRATIONS
All displays, product demonstrations, and sales activities in the exhibit hall must be kept within the confines of your contracted booth space. Selling in the aisles, hosting audiences in the aisles, booth encroachment into the aisles, distributing literature in the aisles, etc., will not be tolerated. This is not only unfair to your fellow exhibitors, but blocking aisles creates a potentially unsafe situation which could lead to the show floor being shut down by the fire marshal. Please be considerate to your fellow exhibitors – refrain from soliciting their business during show hours (when they are trying to make a sale).
LITERATURE DISBURSEMENTS & SURVEYS
Literature samples and give-aways can be disbursed from within (and all surveys can be done from) your exhibit space ONLY!
PEEL-OFF LABELS, STICKERS, TAPE
The distribution of peel-off labels and decals is prohibited. Tape cannot be used to adhere signs to building walls or pillars, and may not be used to adhere items to any building flooring or other surfaces outside the exhibitor’s booth. Removal and repair will be billed to the exhibitor.
SELLING (CASH & CARRY POLICY)
"Cash and Carry" sales are not permitted on the show floor. This regulation will be strictly enforced.
PHOTOGRAPHY REGULATIONS
Any attendee, exhibitor, or media representative who wants to take pictures of displays (other than their own) must first obtain permission from any exhibitor whose display will appear in the photograph. Should an exhibitor object to his display being photographed, photographs of that display will be prohibited. Show Management has appointed an Official Photographer to provide commercial photographs of exhibits. No other commercial photographer will be admitted to the exhibits unless special arrangements are made with Show Management.
BALLOONS
Helium balloons may not be distributed in the PCC. However, helium balloons may be used if permanently attached to authorized displays and approved through your Event Coordinator. If helium balloons become detached from the display, the labor cost to retrieve the balloons will be charged to the Customer. A deposit may be required prior to installation.
FOOD & BEVERAGE
Exhibitors may serve food and beverages from their booths; however they must order it from Aramark, the exclusive food provider for the Pennsylvania Convention Center. Please use this order form.
GRATUITIES
Convention center and union labor employees are not permitted to accept gratuities of any kind. If you are solicited for a tip by convention center employees or booth labor personnel, please report the incident to Show Management.
LIGHTING & SOUND REGULATIONS
Lighting
Lighting can be an integral part of an exciting exhibit presence, however in the interest of fairness and safety, the following guidelines have been established:
1. No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space. Exhibitors intending to use hanging light systems should submit drawings to Show Management for approval.
2. Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibits or show aisles.
3. Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by Show Management.
4. Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.
Sound
Sound – The following noise abatement policy will be enforced at TS²:
Exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Rule of thumb: Sound and noise should not exceed 85 decibels.
ELECTRICAL
1. All wiring must be three-wire and grounded. No household ungrounded 2-wire extension cords.
2. Wiring that touches the floor must be "SO" cord (minimum 14 gauge/3 wire) which is insulated to qualify for "extra hard usage." No cords are allowed to be run under carpet. Cords may be run over the carpet, provided they are concealed and do not impose a trip hazard, i.e. side curtains or under tables with skirts.
3. Cord wiring above floor level can be "SJ" which is rated for "hard usage."
4. The use of zip cords, two wire cords, latex cords, plastic cords, lamp cords, open clip sign sockets or two-wire clamp-on fixtures is prohibited. Cube taps are prohibited.
5. Power strips (multi-plug connectors) must be UL approved, with built-in over-load protectors.
MUSIC LICENSING
Exhibitors using music in their booths, either live or mechanical, must provide NTP with a copy of the exhibitor’s Licensing Agreement with ASCAP, BMI, SESAC or other such licensing organization or must expressly warrant in writing to NTP that no such license is required due to exemption under 17 U.S.C. § 110 (5) or other specified exemption. Further, should Exhibitor play music, Exhibitor agrees to indemnify and hold NTP and/or the Association harmless from any action brought against NTP or TS² by ASCAP, BMI, SESAC or other licensing organization for the playing of such music.
FIRE SAFETY REGULATIONS
The information contained in this brief outline does not by any means completely cover the ordinances and regulations contained in the local Fire Code, but it does provide the basic rules governing exhibits in any building open to the public.
1. All decorative and construction materials must be non-combustible or flameproof. Cardboard, crepe paper, corrugated paper or other combustible materials are prohibited in display construction. All material is subject to inspection and flame testing by the Fire Marshal.
2. All exit doors and aisles serving any occupied area of the building must remain unobstructed.
3. Any merchandise or material attached as table skirts must be non-combustible or flameproof.
4. The following items may NOT be used without approval by the Fire Marshal:
a. Display or storage of LPG.
b. Flammable liquid.
c. Flammable gas.
d. Straw, sawdust, or shavings.
e. Welding or cutting equipment for demonstration purposes.
f. Gas-fired appliances for demonstration purposes.
g. Salamander stoves for demonstration purposes.
h. Lit candles and lanterns for demonstration purposes.
i. Compressed gas cylinders must be empty.
5. The storage of combustible shipping containers must be confined to the areas approved by the Fire Marshal.
6. The use of open flames, burning, or smoke-emitting materials as part of an act, display, or show is prohibited.
7. Combustible waste is to be collected as it accumulates and stored in non-combustible covered containers, which are emptied at least once a day.
8. Electrical equipment must be installed, operated, and maintained in a manner which does not create a hazard to life or property.
These are basic rules and every exhibit MUST comply prior to the scheduled opening.
AMERICANS WITH DISABILITIES ACT (ADA)
Exhibitors must acknowledge their responsibilities under the Americans with Disabilities Act (ADA) to make their booth accessible to persons with disabilities. The key publications of concern to exhibitors are the ADA’s Title III Regulations and Guidelines for Small Businesses. These can be viewed via >http://www.usdoj.gov/crt/ada/publicat.htm, or ordered through the US Department of Justice’s ADA Information Line – (800)514-0301.
Exhibitors with complex displays should pay special attention to the following conditions. Platforms and steps should not be used, or alternative access must be provided in the form of ramps with a grade of not more than one inch to one foot. The maximum rise for any run is 30 inches. Ramps with a rise of more than six inches, or a run longer than six feet, should have railings on both sides. Ramps must have edge protection in the form of curbs, walls or railings, and must have level landings at the bottom and top of each ramp. Rough or unfinished edges are not permitted. Landings should be at least as wide as the ramp and should be at least five feet in length.
Exhibitors shall also indemnify and hold harmless NTP, Hargrove, and the Pennsylvania Convention Center against cost, expense, liability or damage which may be incident to, arise out of, or be caused by Exhibitor's failure to have their booth comply with requirements under the Act.
EQUIPMENT REMOVAL PASSES
An Equipment Removal Pass will be required to remove any hand-carried equipment from the exhibit hall. These passes will be available from the Show Management Office. Security will be instructed not to permit the removal of equipment from the exhibit hall without such a pass. Equipment Removal Passes will be required at all times, except during move-out, when an Exhibitor badge will be required.
SPECIAL WORK PERMITS
Exhibitors who require access to the exhibit hall outside the published hours must be issued a Special Work Permit from the Show Management Office. Please come to the Show Management Office no later than 4:00pm to obtain your Special Work Permit for that evening. Additional security may be required at the exhibitor's expense if late work permits are required. We urge you to complete your exhibit installation/dismantling during specified hours.
USE OF EXHIBITOR APPOINTED CONTRACTORS (EAC’S)
An Exhibitor Appointed Contractor (EAC) is any company, other than the designated official contractors listed in this manual that an exhibitor wishes to use and which requires access to the exhibit hall before, during or after the show. This includes independent display/installation & dismantle companies or anyone who is not an employee of your company that you will have working on your equipment and products.
Also included are delivery personnel, technicians, photographers, florists, A/V companies, and anyone hired by the exhibitor who needs access to the exhibit hall. Permission to use an Exhibitor Appointed Contractor cannot be given for utilities, booth cleaning or material handling services, as these are exclusive to the convention center and/or the general contractor. Exhibitors who plan to use Exhibitor Appointed Contractors must read and act on the remaining pages of this section, including submission fo the EAC Intent Form and the EAC Badge Request Form.
HOW TO OBTAIN AUTHORIZATION TO USE AN EAC
There are three principal steps for obtaining authorization to use an Exhibitor Appointed Contractor:
1. Exhibitor MUST make a request in writing: Exhibitors who wish to use an EAC MUST fill out the Notification of Intent to Use Exhibitor Appointed Contractor form. National Trade Productions, Inc. must receive this form no later than the deadline indicated on the form (June 27, 2008). No approvals can be granted after the deadline.
2. EAC’s must provide an ORIGINAL Certificate of Insurance: Copies and/or faxes of Certificates of Insurance will not be accepted. Every person needing access to the show floor must be covered by insurance. (Exhibiting companies are required to provide insurance certificates covering their own personnel.) Any person, who is not a direct employee of the exhibiting company, must provide his/her own proof of insurance before being allowed access to an exhibitor's booth on the show floor.
Show Management will authorize the exhibitor to use an EAC to provide services to the exhibiting firm, upon receipt of the following:
a. Certificate of Comprehensive General Liability insurance in the amount of $1,000,000 including coverage for Independent Contractors who have been authorized by Show Management to enter the premises of the show site as exhibitor appointed contractors hired by Exhibitor, with Single Limit Bodily Injury and Property Damage Coverage for each occurrence, Contractual Liability coverage, Products Liability coverage, and with completed operations coverage included.
b. Comprehensive Automobile Liability coverage, including hired and non-owned auto for not less than $500,000.
c. Workers' Compensation, Employee and Employers' Liability coverage in full compliance with all laws covering clients’ employees.
d. Written notice of cancellation of any coverage must be given to Show Management, and proof of replacement coverage meeting the same conditions as expressed above before entering the premises of the show site.
e. Any other coverage as may be required by Show Management from time to time shall be obtained on demand.
Submit insurance certificates to:
TS² Show Management
Attn: Kathleen O’Driscoll
313 S. Patrick St.
Alexandria, VA 22314
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or Fax it to 703.706.8229.
3. Written acceptance of show rules from the EAC. Written acceptance on the enclosed Exhibitor Appointed Contractor Worker Badge Request form, from EAC to Show Management, specifying that the EAC will abide by all show rules and regulations including those contained herein for exhibitor designated contractors.
This written acceptance must be received by Show Management by no later than the deadline indicated. Exhibitors will be notified directly only if authorization is NOT approved. Therefore, unless the exhibitor is so informed by Show Management, and if the listed conditions are met, approval to use an EAC is implied.
RULES & REGULATIONS GOVERNING EAC’S
1. The EAC will refrain from placing an undue burden on the Official Contractor by interfering in any way with the Official Contractor's work.
2. The EAC will not solicit business on the show floor at any time.
3. The EAC will share with the Official Contractor all reasonable costs incurred in connection with his operation, including overtime pay for stewards, security if necessary, restoration of exhibit space to its initial condition, marking of exhibit floor, etc.
4. The EAC will cooperate fully with the Official Contractors and will comply with existing labor/union regulations or contracts as determined by the commitment made and obligations assumed by Show Management in any contracts with the Official Contractors.
5. ALL EAC’s and their labor must be badged through Show Management by using the form in this section of the manual. No one will be allowed on the show floor without proper identification.
6. EAC’s will not be permitted to store equipment in the Convention Center. Due to limited space and fire regulations, all equipment must be stored off the premises. If found, equipment will be removed from building.
7. The EAC, under no circumstances, will be allowed to remove floor-marking tape until the close of the exposition.
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WAREHOUSE/ADVANCE SHIPMENTS
Hargrove will receive and warehouse crated exhibits prior to the show installation, between June 18, 2008 and July 21, 2008. Please see the Hargrove material handling forms for rate information. Use these shipping labels. Freight received at Hargrove’s warehouse after the above deadline date will be charged a late arrival surcharge based on the provided rates.
DIRECT SHIPMENTS TO SHOW SITE & INSTALLATION HOURS
Shipments and deliveries to the Pennsylvania Convention Center will be accepted during the official installation hours below:
| Saturday, July 26 |
12:00pm – 4:30pm |
| Monday, July 28 |
8:00am – 4:30pm |
Send your shipments to the address provided on these labels. Note the convention center union jurisdictions on the Exhibitors’ Union Rules and Regulations insert.
OUTBOUND SHIPMENTS & DISMANTLING HOURS
Exhibitors may begin dismantling exhibits as soon as the show ends at 3pm on Wednesday, July 30.
Exhibitors may not dismantle for any reason before 3pm on Wednesday, July 30. Outbound shipments may be picked up during the official dismantling hours below:
| Wednesday, July 30 |
3:00pm – 7:00pm |
| Thursday, July 31 |
8:00am – 4:30pm |
Arrangements for outbound freight and outbound freight carrier check-in must be made at the Exhibitor Service Center by 4:30pm on Thursday, July 31. Hargrove customer service representatives will assist in scheduling, filling out bills of lading, and general coordination of all outbound freight activities. Representatives from ELITeXPO will be on hand to assist with outbound domestic freight, and Phoenix Logistics will assist with international shipments. Bills of lading, once completed, must be returned to the Exhibitor Service Center freight desk. All shipments being shipped from the convention floor require a bill of lading.
We recommend that exhibitors remain in their booth area until their freight is picked up. Please do not leave the exhibit hall without checking that the Exhibitor Service Center has all paperwork for outbound shipments. This will eliminate any delays in obtaining labor and will expedite your shipment to its final destination. Any materials unclaimed or not properly labeled will be removed from the exhibit hall by Hargrove and stored at the exhibitor's expense until sufficient information for shipment is determined.
All exhibit materials must be removed from the hall by 4:30pm on Thursday, July 31.
FREIGHT SERVICES INFORMATION
In shipping your freight to the TS2 2008 Exposition, it is best to first establish your service options, then choose the most practical carrier for your particular shipment. The following is a brief summary of the services offered by common carrier, van line and air freight carriers.
Van Line Carrier
Van line shipping is often more expensive than the common carrier, however your freight is only loaded once and it remains on that truck until the final destination is reached. In addition, specifying exact pick up and delivery dates/times is easier. The shipment need not be crated. The shipment is not subject to as much handling and exposure to damage. Because van line freight often requires special handling, material handling (drayage) charges may be more expensive.
Air/Ground Freight Carrier
Air freight companies are often used for 3-5 day ground service as well as overnight and 2-day air shipments. If you have small last-minute boxes and pop-up exhibits in cases which need to be transported in a short time frame, then your carrier will generally ship via air.
International Freight Forwarder/Customs Broker
The official international freight forwarder and customs broker (Phoenix Logistics) can assist in making sure that your exhibit materials are being shipped in a timely manner from your door to the exhibition.
If you have any additional questions, feel free to contact the official TS² freight carriers.
HINTS TO HELP MINIMIZE YOUR MATERIAL HANDLING CHARGES
Consolidate your freight so it all arrives as one shipment, whenever possible - Contractors usually charge a 100-200 pound minimum per shipment over 50 lbs.
Make sure your driver checks in early – Most contractors set a check-in time in the early afternoon after which freight will likely be unloaded on overtime rates.
Ship Less Weight – Look into renting an exhibit in cities with high material handling rates.
HARGROVE FORMS
F&A Flyer
F&A Pricing
Hargrove Logistics Flyer
Hargrove Logistics Form
HMS Flyer
HMS Order Form
Material Handling & Labor Pricing
Specialty Furnishings Catalog
Speciality Furnishings Order Form
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