SAVE THIS HANDOUT - REQUIRED STUDY MATERIAL FOR THE CTSM EXAM

C T S M R E Q U I R E D S E S S I O N

       

 

SESSION 20615

March 1-5, 2015 | Mandalay Bay Convention Center

Show Operation Basics - Part I:Pre-Show Planning

CANDY ADAMS

All Materials Copyrighted by Candy Adams© 2015 Rochester, MN

PRODUCED BY EXHIBITOR MEDIA GROUP

Q U I Z P R O C E D U R E S F O R R E C E I V I N G C E U C R E D I T S

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SHOW OPERATION BASICS ‒

PART I: PRE-SHOW PLANNING SESSION 20615

Faculty:

Candy Adams, CTSM, CEM, CMP, CMM

at

EXHIBITORLIVE! March 3, 2015 and March 5, 2015

Mandalay Bay Convention Center, Las Vegas, NV

CTSM Required Seminar

All Materials Copyrighted by Candace Adams, CTSM, CEM, CMP, CMM © 2015 Vista, CA

TABLE OF CONTENTS PREFACE .............................................................................................................. i ABOUT THE INSTRUCTOR (or “What’s a Booth Mom®”?) ................................... ii ESSENTIAL LEARNING COMPONENTS ................................................................ 1 MURPHY’S LAW OF EXHIBITING ........................................................................... 2 ELC # 1: SHOW RULES AND REGULATIONS Where to Find Show Rules and Regulations .......................................................... 3 Sample: IAEE Display Guidelines 2011 Update ..................................................... 4-19 Common Industry Rules and Regulations ............................................................ 20-21 Sample: Exhibitor 2014 Request for Variance ...................................................... 22 Common Fire Safety Regulations .......................................................................... 23 Sample: Americans with Disabilities Act (ADA) ................................................... 24 ELC #2: SHOW SERVICES PROVIDERS Glossary of Contractor Terms ................................................................................ 25 Who’s Who at a Trade Show? ................................................................................ 26 ELC #3: CRITICAL SHOW FORMS MATRIX On-Site Service Forms ............................................................................................ 27 ELC #4: EXHIBIT TRANSPORTATION Glossary of Exhibit Transportation Terms ............................................................ 28-29 Five Modes of Specialized Exhibit Transportation ............................................... 30-31 Template: Request for Transportation Quote/Transportation Order ................. 32 Sample: Exhibitor 2014 Exhibit Transportation Form .......................................... 33 What are a Bill of Lading and Uniform Material Handling Agreement? .............. 34 Sample: Short Form Straight Bill of Lading .......................................................... 35-36 ELC #5: MATERIAL HANDLING (a.k.a. DRAYAGE) Glossary of Material Handling (Drayage) Terms .................................................... 37-38 Material Handling (a.k.a. Drayage) Costs .............................................................. 39-40 Shipping to the Advance Warehouse vs. Direct to Show Site .............................. 40 Material Handling (Drayage) 101 100 Q & A ........................................................... 41-42 Sample: Exhibitor 2014 Material Handling Costs .................................................. 43 Sample: Exhibitor 2014 Freight Services ............................................................... 44 Sample: GES Material Handling Agreement ........................................................... 45-46

PREFACE This instruction is designed to acquaint seminar participants with the basics of trade show pre-planning and on-site implementation of exhibit installation and dismantle operations on the show floor as a part of their overall trade show program planning process. This class is required for the CTSM designation; credit for it can also be received by attending the all-day Trade Show Rookies “Quick-Start” Program. CEUs are available upon successful completion of this session program. Visit the CTSM office for additional information and details. For CTSM required courses, the content must be fully assimilated by CTSM program candidates. Material from these sessions are incorporated into quizzes and a comprehensive exam which must be passed in order to attain the CTSM credential. NOTE: CTSM required courses are all numbered in five digits. The following seminar materials will be shown on the screen during the lecture presentation. The handout materials are presented in a manner to first acquaint you with the definitions associated with the industry jargon of exhibit and show operations, and then provide information and checklists with show order forms found in the exhibitor services manual. These materials are very detailed to ensure that you do not have to take extensive notes during the session and may concentrate fully on the material being presented. The forms from the official ExhibitorLIVE! Exhibitor Guide and Service Manual used in this workshop are courtesy of ExhibitorLIVE! and their vendors and Freeman, the show’s General Services Contractor. I’d also like to thank Cathy Breden of IAEE for permission to include the 2014 Updated Display Guidelines for Rules & Regulations. As someone who cried through most of her first trade show when Murphy’s Law kicked in and it all fell apart, I want to share both my good and not-so-good experiences to cut your learning curve. The templates and checklists were originated to organize myself and communicate with my employers, clients and vendors. They have been compiled after working in a number of trade show environments, markets, and cities. Please feel free to fold, spindle, mutilate or otherwise customize my forms to fit your needs! If you’d like a copy of my “Booth Mom’s Boot Camp Survival Tool Kit” of Excel and Word documents (including many of those in this handout), please email me with your request at 0HCandyAdams@BoothMom.com.

My sincere thanks to my mentors and friends in the trade show industry for their initial training and continued support: my first trade show boss, Steve Clark; my mentor, Mike Kropp (retired), founder of First Choice Transportation; David Lewis, Trade Show Transportation; Ed Gitelson and Christy Akin, Freeman Decorating; Todd Iverson, Fern Exposition & Event Services; Tony Barras, The Term Group; Mike Hughes, Red 7 Media; Cathy Breden, IAEE; Tina Vickery, Hall-Erickson, Inc.; and Jan Nelson and Sue Haasis, Exhibitor Media Group. I couldn't have done it without you!

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ABOUT THE INSTRUCTOR (or What’s a “Booth Mom®”?) Candy Adams, CTSM, CEM, CMP, CMM, (a.k.a. “The Booth Mom®”) is a self-acclaimed trade show junkie and virtual corporate exhibit and event manager. As the founder of Trade Show Consulting, she provides exhibit project management for companies without an in-house exhibit manager, one-on-one pre-show and on-site training and mentoring of rookie exhibit managers, strategic and tactical exhibit management services, and customized training to corporate exhibitors and Show Managers for 3D event marketing programs. She is also a certified exhibit staff trainer and coach for The Hill Group (www.HillGroup.com) providing “seriously fun training” where boothmanship meets improv! Her corporate background includes Event Manager for Intel’s Network Equipment Division, International Trade Show and Event Manager at ENCAD, and Marketing Specialist at Optigraphics. She has managed over 440 trade show exhibits and events in her 24 years as a corporate exhibitor, trade show exhibition manager and consultant. Candy is the only exhibit management consultant who has earned five trade show and event management industry certifications: Certified in Exhibition Management (CEM) through IAEE in May 2004, the Certification in Meeting Management (CMM) through Meeting Professionals International in December 2002, Certified Trade Show Marketer (CTSM) through the Exhibitor Show in April 2001, Certified Manager of Exhibits (CME) from the Trade Show Exhibitors Association in October 1998 (which has since disbanded), and Certified Meeting Professional (CMP) through the Convention Industry Council in January 1997. She has also served as an advisor in the CTSM Program since receiving her CTSM designation. In 2003, Candy was named as one of Tradeshow Week’s “25 Most Influential Women to Know”. Candy served from 1995 through 1999 on the Exhibitor Show Conference Advisory Board and has been a highly-rated faculty member of every Exhibitor Show since 1995. She has presented at International Association for Exhibitions and Event (IAEE) EXPO! EXPO!, Texas and California Societies for Association Executive, and worked with MHIA, CES, IMTS, Surf Expo and various exhibit houses to provide live training for their exhibitors and clients. She has presented audio conferences and Webinars for Exhibitor FastTrak, the Trade Show Exhibitors Association (TSEA), CONEXPO-CON/AGG, NMSA, SemiCon West, and Nimlok Exhibits. Candy served on IAEE’s committee in 2014 to revise their Guidelines for Display Rules & Regulations. Candy has served as Program Coordinator and faculty member at the University of California San Diego (UCSD) for the Trade Show and Exhibit Specialist Program; Advisory Board and faculty member for the Exhibits and Trade Show Program at Cal State Fullerton, and on the faculty of Mira Costa College’s Meeting and Events Planning Program and the Cal State University San Marcos Meeting and Event Planner Certificate Program. She is a longtime award-winning monthly columnist for Exhibitor Magazine, penning over 250 articles for “Exhibiting 101”, CEIR blogs and Exhibit City News. She edited the exhibits chapter of the 7th edition of the Convention Industry Council Manual used for the CMP test and wrote and edited the chapter on trade shows for the MPI Meetings and Conventions: A Planning Guide, Second Edition. Candy resides and maintains an office in San Diego. Trade Show Consulting 938 Juniper Lane, Vista, CA 92081 Cell Phone: 760.271.0366 e-Fax: 888.272.0688 candyadams@boothmom.com www.BoothMom.com

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ESSENTIAL LEARNING COMPONENTS (ELC’s)

Show Operation Basics - Part I: Pre-Show Planning

1. Show Rules and Regulations Show Management sets rules and regulations for each show. These can be found in a number of places, including the show prospectus, booth space contract and exhibitor services manual. The International Association of Exhibitions and Events’ (IAEE) Guidelines for Display Rules and Regulations publishes industry standards regarding exhibits which may be referenced but not fully published in the official exhibitor services manual or exhibit space contract’s terms and conditions. 2. Show Services Providers An exhibit manager’s role is to match the needs of their internal and external clients with the resources of internal and external vendors. Outsourcing and subcontracting of many services is commonplace in this industry. Before completing the show services forms, you should understand the hierarchy and relationships of the Show Organizer, Show Management, the General Services Contractor, Official Contractors, Exclusive Contractors, and Exhibitor-Appointed Contractors (EACs). 3. Critical Show Forms. There are some forms in the exhibitor services manual which are mandatory regardless of the size of your exhibit. A matrix is provided which can be used to determine which forms need to be submitted for linear, peninsular and island booths, and to whom. 4. Exhibit Transportation There are several modes of transportation to convey your exhibit properties to trade shows: common carriers, van lines, airfreight carriers, and personally-owned/privately-operated vehicles. A basic understanding of their service levels and costs is needed to select the right type of carrier for your needs. Providing your carrier with all of the information they need is crucial to meeting time-critical deadlines often associated with the handling of show freight. 5. Material Handling (Drayage) Material handling (also known as drayage) is the unloading of your freight from your truck and movement to your booth space; removal of your empty crates, pallets, and cartons; return of those cartons after the show; and outbound loading of your truck. As one of the largest expenditures at a show, it is important to understand the differences between the rates charged for delivery to the advance warehouse vs. show site, by common vs. specialized carrier, and crated, mixed and pad-wrapped loads and the paperwork that must be submitted and when.

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MURPHY’S LAW OF EXHIBITING

IF ANYTHING GOES WRONG AT A TRADE SHOW

THE PROBLEM WILL APPEAR AT THE LAST MOMENT

IN A FAR-AWAY CITY

WITH AN UNYIELDING UNION ENVIRONMENT

ON A WEEKEND WHEN YOUR EXHIBIT HOUSE IS CLOSED

WITH A WIDGET SPECIFIC ONLY TO YOUR BOOTH

WHEN YOU DON’T HAVE A RENT-A-CAR

and

YOUR CREDIT CARD IS “MAXED” TO THE LIMIT!

Candy Adams CTSM, CEM, CMP, CMM

“The Booth Mom®” Trade Show Consulting

760.271.0366 2

ELC #1: WHERE TO FIND SHOW RULES AND REGULATIONS

Exhibitor Prospectus

The exhibitor prospectus is a marketing piece from Show Management. It is promotional; not a contract to produce qualified attendees or results. Read this carefully and ask questions about audited figures and who has audited the show. Talk with other exhibitors regarding show growth or contraction and the past history of number of exhibitors and attendees.

Beware of scams where space is being sold at non-existent, first-time shows. Space Contract – Take time to read the contract! It should include information on:

- date/hours, show schedules (move-in, set-up, tear-down, move-out) - floor plan - rules and regulations you are agreeing to abide by; breach of contract - eligibility requirements - space and/or package costs - the deposit and payment policies - downsizing, cancellation and refund policies - hold harmless clause - insurance provisions - security issues.

Official Exhibitor Services Manual (a.k.a. Exhibitor Kit)

All show manuals have common sections and information, but are arranged very differently. Read it cover to cover. Mark any questions you need to ask of Show Management or show vendors. Reorganize it with tabs. Mark deadlines. Integrate the show’s deadline list with your internal deadlines to create your own master timeline. Communicate YOUR deadlines to both your internal and external clients and vendors.

IAEE Guidelines for Display Rules and Regulations

Within the rules and regulations listed in the official exhibitor services manual or in the Terms and Conditions of the exhibit space contract, the Guidelines for Display Rules and Regulations recommended by International Association for Exhibitions and Events (the association for trade show/exhibition and event managers) are sometimes referred to. They are the industry benchmark to many show rules/regulations/policies.

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COMMON INDUSTRY STANDARDS, DEFINITIONS, RULES AND REGULATIONS (U.S.)

Different booth space types have standard rules for both their height and whether or not a hanging sign can be hung above them:

Exhibit Type Exhibit Height Hanging Signs Allowed Linear (In-Line) 8’ No Perimeter 12’ No Peninsula (≥ 20’ x 20’) 16’ Yes Island (≥ 20’ x 20’) 16’ Yes

Line of Sight. Not blocking the sight line of the in-line exhibit “next door” is known as “line of sight”. This means you can’t set up items in the front half of your space that block the view into the exhibit next to you. Items set up in the front half of your exhibit space can’t exceed 4 feet in height. But, if you’re doing gift or craft shows, this rule is often eliminated and all cubic content can be used. Hanging Signs. Hanging signs are generally only allowed above island and peninsula exhibits equal to or larger than 20’ x 20’. And signs must only hang above your exhibit and at least 10’ away from adjacent booths. Drawings approved by a structural engineer are usually required and signs must be sent to the advance warehouse before the show to be hung by riggers before direct-to-site exhibitor freight arrives. Fire Regulations. Make sure both you and your exhibit house understand the rules about using fire retardant materials. Fire Marshals have a 3-second test of holding a flame to an exhibit property, in which time it must not combust. Also, plan on giving a wide berth to any type of fire apparatus situated on the show floor because there will be an area around the fire hose or extinguisher that can’t be blocked or hidden from visibility. Watch the spaces you select from the floor plan; fire apparatus will be noted on floor plans (i.e. FHC for fire hose cabinet, FAS for fire alarm strobe or FA for fire apparatus). If you’re building rooms in your exhibit with ceilings, the Fire Marshal may also require either smoke alarms or full sprinkler systems for the covered areas plus fire extinguishers in the room, depending on the size of the covered space. Electrical Regulations. Before bringing your own extension cords and power strips to a show, check with the facility’s electricians to see if they allow their use or if you must rent theirs. Generally, the criteria for conforming electrical cords is that they must be Underwriters Laboratory (UL) approved, 14-gauge flat (not round) wire, and grounded with a 3rd prong. Most venues prefer use of gaffer tape rather than duct tape to adhere wiring to the floor since it doesn’t leave an adhesive residue. Most UL-rated power strips with surge protection are allowed, but it’s always safer to ask. Vehicles. If you’re planning on bringing a car or motorcycle to display in your booth, you should investigate both Show Management’s and the Fire Marshal’s rules. The general rules of thumb are that vehicles on display should have no more than 1/8 to 1/4 tank of gas, the gas tank filler cap will have to be sealed with tape, battery disconnected and the vehicle driven on the floor by someone from Material Handling, who will also keep the keys during the show. (Always keep a spare set of keys, just in case!) Confines of Booth. Your space contract and Exhibitor Services Manual refer to “confines of booth” as any and all activities you plan taking place within the perimeter of the space you’ve rented. Don’t plan on distributing literature in front of the convention center or in the aisles inside the exhibit halls. And navigating talking robots or hiring a marching band to parade in the aisles around your exhibit is also a “no- no”.

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COMMON INDUSTRY STANDARDS, DEFINITIONS AND RULES AND REGULATIONS (continued)

No Suitcasing. Suitcasing is the term used to describe those attendees who want to sell within the exhibit hall but don’t purchase an exhibit. So, they try to do business out of their suitcase. No Outboarding. Outboarding refers to non-exhibitors who get hotel or meeting room space near the convention center to hold meetings and events. These guerilla tactics have been decried by the Trade Show Exhibitors Association (TSEA) and IAEE to protect the interests of those exhibitors who do purchase their space and have their off-meetings approved by Show Management. Sound Levels. Put yourself in your booth neighbors’ places when cranking up your sound. And, if the combination of hall noise and the sound you’re generating exceed the standard 85-decibel limit or the limit listed in your Exhibitor Services Manual (i.e. 75-db for meeting rooms), plan on getting a visit from Show Management and their decibel meter, asking you to turn it down. They’ll ask nicely once, the second time generally becomes a warning that they can and will disconnect your electrical power. And the next time they have to come back to your booth, you’ll be sitting in the dark...and quiet! Sound from your booth space is only supposed to be heard to the center of the aisles surrounding your exhibit. Lighting. Be sure any lighting in your exhibit is within the boundaries of your exhibit and directed into your exhibit space. Many Show Managers prohibit flashing, spinning or pulsating lights and lighting that could be potentially harmful, like lasers and ultraviolet lighting. Structural Integrity. Exhibits should be designed to withstand some contact, including wind coming through open freight doors and minor bumps from attendees and fork trucks. Exhibits with second stories and upper decks need to be approved by a structural engineer licensed in the state of the venue (not the state where the exhibit was built), and are also subject to advance approval by the facility’s structural engineer to confirm their safety and conform to the local building code. Other general rules that Show Management may enforce include: Food/Beverage. If you are a food or beverage distributor, you will generally be allowed to provide sample-sized amounts of your product. But, if you are not in the food business, check with the exclusive caterer in most convention centers before planning to distribute food or beverage items, such as bottles of water with your corporate logo on the label. The exclusive caterer will generally work with you to determine the amount of product you are distributing that they would have sold and come to an agreement on the amount of their lost revenue in the form of a “waiver fee”, which you’ll have to pay. No Drinking or Smoking on the Show Floor. Most convention centers have rules against serving alcoholic beverages not sold under the facility’s liquor license and smoking on the show floor. Insurance Regulations. An increasing number of shows are requesting a Certificate of Insurance, not just from your Exhibitor-Appointed Contractors (EACs), but from the exhibiting company itself. You may be asked to name as additional insureds on the Certificate: the Show Organizer, Show Management, the facility, the show itself and the general service contractor. Standard policies are for $1.0 to $2.5 million comprehensive general liability and $250,000 in workers compensation coverage. Other Banned, Nuisance Items and No-No’s. Banned items that you could get a bill for cleanup or removal include nuisance items like glitter, confetti, popcorn, any kind of adhesive stickers, Mylar or helium balloons, flashing lights or lights projected outside contracted booth space, lasers, horns, or use of mechanical devices that create objectionable noises, odors, congestion or other negative distractions.

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EXHIBITORLIVE! REQUEST FOR VARIANCE

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COMMON FIRE SAFETY REGULATIONS REGULATIONS VARY BY FACILITY • Fire safety regulations are set by local law and enforced by the fire marshal with

jurisdiction over that specific convention center or hotel. • Beware of thinking you know fire codes because you have exhibited there before; Las

Vegas has some venues in the city and some in Clarke County and the fire regulations are different.

FIRE SAFETY REGULATIONS ARE SET FOR THE SAFETY OF ALL • For the safety of all exhibitors and attendees

COMMON FIRE RULES • Fire Marshal must approve all versions of exhibit hall floor plans • Check the exhibit hall floor plan for mandatory set-backs (open space) required for fire

apparatus i.e. FHC (Fire Hose Cabinet), FA (Fire Apparatus) and FAS (Fire Alarm Strobe)

• No smoking in public convention centers and many hotels • “NO FREIGHT AISLES” unobstructed • Unobstructed exits • Accessible, visible and identified fire equipment (fire extinguishers, fire hoses and

sprinkler closets) • Fire retardant (non-combustible) exhibit and exhibit materials (3-second rule) • 9-18” between linear exhibits • Sprinklers or smoke detectors in closed areas above designated square footage

– May require 2-A; 10-BC rated fire extinguisher • Grounded (3-prong) electrical cords in accordance with National Electrical Code • Under-carpet electrical work done or supervised by show’s official electrical contractor • Flammable/combustible liquids generally prohibited • Compressed gas cylinders prohibited • Vehicles have little fuel, fuel caps taped, batteries disconnected, Visqueen under

vehicle • No storage of combustible materials under or behind exhibits • Helium and Mylar balloons generally prohibited • Local Fire Department has jurisdiction

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EXHIBITORLIVE! ADA EXHIBIT COMPLIANCE

FROM EXHIBITOR LIVE! RULES AND REGULATIONS

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ELC #2: SHOW SERVICES PROVIDERS

GLOSSARY OF CONTRACTOR TERMS

EXCLUSIVE CONTRACTOR – Any contractor appointed by the facility’s building management as the sole provider of specified services. Exclusive contractors often include those contractors dealing with the facility’s infrastructure, i.e. electrical, plumbing, compressed air, telecommunications, Internet and wireless communications, and catering. To enhance revenue, some venues also claim exclusive right over the audio-visual and computer rental services and floor cleaning (vacuuming). EXHIBITOR-APPOINTED CONTRACTOR (EAC) – Any company (other than the “official” contractor) providing a service and needing access to an exhibit during installation, show dates, and dismantling. Often used to refer to a subcontractor who is appointed by an exhibitor to install and dismantle their exhibit. Notification by the exhibitor to Show Management and/or the General Services Contractor of this relationship may be required. Also known as an INDEPENDENT CONTRACTOR or NON-OFFICIAL CONTRACTOR. At medical shows, known as the EXHIBITOR-DESIGNATED CONTRACTOR (EDC). EXHIBITOR-APPOINTED CONTRACTOR FORM (EAC Form) – A form completed by the exhibitor 30-60 days in advance of the show submitted to notify the Show Manager or General Services Contractor of the exhibitor’s intent to have an Exhibitor-Appointed Contractor perform services at the show. A nominal fee for processing may be charged to file this form that is generally paid by the EAC but may be passed through as a cost to the exhibitor. GENERAL SERVICES CONTRACTOR – The contractor hired by Show Management to set up the trade show. Responsibilities often include material handling (drayage); marking booth spaces on the show floor; decoration (pipe and drape); production and placement of directional and aisle signs; laying show floor carpet; setting up the registration area; rental of standard and or custom furnishings, booth accessories, rental displays; providing exhibitors with at-show labor; accessible storage; and cleaning. Also called the GENERAL CONTRACTOR (GSC), OFFICIAL CONTRACTOR or OFFICIAL GENERAL SERVICES CONTRACTOR. INDEPENDENT CONTRACTOR – A contractor hired by an exhibitor to perform trade show services independently of Show Management- or venue appointed contractors. Also called EXHIBITOR-APPOINTED CONTRACTOR or NON-OFFICIAL CONTRACTOR. OFFICIAL CONTRACTOR – A select group of contracted companies (contracted by Show Management or the General Services Contractor) responsible for various tasks or services needed to set up, maintain, and dismantle the exhibits. These services could include providers of rental plants, photography, various types of exhibit transportation carriers, temporary help, security, custom furnishings, radio or cell phone rental, audio visual and computer rentals. There is often a revenue sharing arrangement between the Show Organizer or General Services Contractor and the official contractors for being named “official”.

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WHO’S WHO AT A TRADE SHOW

Show OrganizerFor-Profit Co.or Association

|Show Management

---------------------------------------------^-----------------------------------------------I | I

Official Contractors or | IMay be Appointed | I

by Exhibitors (EAC) | General Contractor| | Appointed by

Official or EAC Specialty Subcontractors Show Management Exclusive Contractors| | | |

Show Mgt. Offers "Official" Show Mgt. Provides and General Contractor Provides Under the Facility's Exclusive but Exhibitors Can Choose Exhibitors have no Choice and Exhibitor have no Choice Contract

| | I |Audio-Visual Perimeter Security Drayage (Mat'l Handling) Electrical

| | | |Carpet and Carpet Pad Registration Service I & D Labor/Riggers Telecom/Internet

| | | |Computer Rentals Lead Retrieval Service Cleaning* Plumbing/Water/Gas

| | |Customs Brokerage Furniture (Standard) Compressed Air

| | |Exhibit Rentals Furniture (Custom)* Catering

| | |Floral/Plants Accessible Storage Audio-Visual**

| |Furniture (Custom)* Cleaning**

|Housing

|I & D Labor (EAC)

|Photography

|Security (In-Booth)

|Shipping

|Temporary Help/Hostesses

|Travel (Air/Car Rental)

* Some GC's subcontract cleaning and custom furniture rental ** Some venues claim these services as "exclusives"

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ELC #3: ON-SITE SERVICES FORMS MATRIX

What forms should I complete? Island/ Submit

Linear Peninsular with Type of Exhibit Exhibit Drawing(s) Contractor Comments/Clarification

Accessible Storage Order Form X X GSC May only be available to order on-site (no form in book)Audio-Visual X X O/SBadge Order Form M M SCarpet/Pad Rental X (P) X GSCCarpet Laying Labor X (P) X GSCCatering X X E/FCompressed Air X X GSC/FCleaning X X GSC/FComputer Rental Order Form X X O/SCredit Card Authorization M M GSCEAC Appointment Form X X GSC For ANY Exhibitor Appointed Contractor Electrical Order Form X (P) X X E/F/SExhibit System Rental X (P) X GSCFloral Order Form X X O/SForklift/Scissor Lift (Rigging) Order Form - X GSC For lifting/hanging (not freight movement)Furniture Rental (Custom) Order Form X X SFurniture Rental (Standard) Order Form X (P) X GSC Standard booth package comes with 6' draped table,

2 chairs, wastebasket and 7" x 44" signGraphics Order Form X X GSCHanging Sign Approval Form - X X GSCHanging Sign Equipment Order Form - X GSCHousing Reservation Form X X SInternet Access Order Form X X F/SLead Retrieval Systems Order Form X X O/S Unless you own outside system or don't take leadsLabor Order Form (Installation and Dismantle) X X GSC If choosing GSC Labor over EAC LaborMaterial Handling (Drayage) Information Form X M GSCMaterial Handling (Drayage) Order Form X (P) M (P) GSC May be part of overall exhibit space packageOrder Summary Form X M GSCPhotography Order Form X X O/S May take photos of own boothPlumbing Order Form X X F/SPromotional Opportunities X X S Signs, banners, co-sponsorship opportunitiesRigging - X GSCSecurity X X S Signage Order Form X (P) X GSCShipping Information Form X M GSC Not necessary for hand carried itemsTelephone Order Form X X F/STemporary Staffing (hostesses/hosts) X X O/SThird Party Billing Form X X GSC If someone other than exhibitor is paying bill to GCLegend:E = Handled by Exclusive ContractorF = Handled by FacilityGSC = Handled by General Services ContractorM = Mandatory for all ExhibitsO = Official Contractor (named by Show Management or General Services Contractor) but not ExclusiveP = May be part of a package S = Handled by Subcontractor X = May need this form If you are not using the service, you do not have to complete the form for that service unless the form states otherwise.

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ELC #4: EXHIBIT TRANSPORTATION GLOSSARY OF EXHIBIT TRANSPORTATION TERMS

AIR EXPRESS – Expedited air freight, usually referring to overnight air. AIR FREIGHT – Materials that need to be shipped quickly to the next destination, which are usually shipped by air; but in the situation of nearby locations, may be sent by expedited truck. AIR RIDE SUSPENSION – Special suspension on trailers to absorb shock and protect freight during shipping, made possible by two to four air bags located at the rear axle. BILL OF LADING (B/L) – A document that establishes the terms of a contract between a shipper and a transportation company under which freight is to be moved between specified points for a specified charge. Usually prepared by the transportation carrier on the inbound shipment and the trade show manager or I & D supervisor on forms provided by the carrier on the outbound shipment. It serves as a document of title, a contract of carriage, and a receipt of goods and is the single most important document in the shipping process. Often confused with the UNIFORM MATERIAL HANDLING AGREEMENT. CARRIER – Transportation line moving freight (i.e. van line, common carrier, airline, or rail car). CLEAN BILL OF LADING – A receipt for goods issued by a carrier with an indication that the goods were received in apparent good order and condition, without damages or shortages, or other irregularities; compare with a FOUL BILL OF LADING. COMMON CARRIER – A shipper which transports crated, cased or skidded materials and consolidates freight of more than one customer into one shipment headed for a particular location via terminals. CONSIGNEE – Person to whom goods are shipped; the receiver. CONSIGNOR – Person who ships the goods; the shipper. DECLARED VALUE – Shipper’s stated value of the entire shipment in dollars. DEFERRED AIR FREIGHT – Long haul air freight that waits until cargo space is available (usually 1-2 days) at a reduced rate. DEFERRED FREIGHT – Long haul freight that will travel, usually by expedited truck, reaching a domestic destination in 3-5 days. DISPATCHER – The person a trucker checks in with when he/she arrives at a particular destination. DOCK – A place where freight is loaded onto and taken from vehicles. DRAYAGE – Historic term for material handling, referring to a horse-drawn cart (a dray) that was used to move heavy loads. EXCLUSIVE USE – Rental of an entire truck or van by one shipper. FORCING THE FLOOR – Removal of freight from the show floor which was not picked up by an exhibitor’s carrier or shipments left behind at the booth at the close of the show. Depending on the choice made on the outbound Bill of Lading, the freight will either be removed from the hall and forwarded to your original destination at a non-discounted rate or removed and held by the General Services Contractor or official transportation carrier until payment is made for local cartage and storage, and then rerouted. Also referred to by some General Services Contractors as FREIGHT RECOVERY.

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FORKLIFT, FORKTRUCK – Vehicle used to transport load, unload, and transport heavy exhibit materials short distances. Also called a TOW MOTOR. FOUL BILL OF LADING – A receipt for goods issued by a carrier with an indication that the goods were damaged when received or that the piece count is incorrect; compare CLEAN BILL OF LADING. FREIGHT – Exhibit properties, products, equipment and other materials shipped for an exhibit. FREIGHT DESK – At a trade show, this location handles the management of inbound and outbound exhibit materials, usually from the dock area. LESS THAN TRUCKLOAD (LTL) – Shipping rates applicable when the quantity of freight is less than the volume of truckload minimum weight. MARSHALING YARD – An area managed by the General Services Contractor in the vicinity of the trade show venue where trucks carrying inbound freight check in, turn in their bills of lading and weight slips and wait to unload pending open dock space at the convention center or hotel docks. At show close, trucks congregate in the marshaling yard to wait to be called to the docks to reload. MATERIAL HANDLING – The delivery of exhibit materials to exhibitor’s booth space, removing empty crates and cartons, returning crates and cartons at the end of the show for re-crating and delivering materials for carrier re-loading. Also referred to as DRAYAGE. OFFICIAL CARRIER – A shipping carrier designated by the Show Manager or General Services Contractor; will usually have representatives/agents on-site for the inbound and outbound shipments of a show. Use of these carriers is recommended by not required; a revenue-sharing arrangement may be in place affecting the cost of services to the exhibitor. Exhibitors generally cannot negotiate pricing with official carriers. PRO NUMBER – Shipment number assigned by the carrier to a single shipment. It is usually assigned as soon as the order is placed for shipping. This number is vital if you need to trace a lost shipment. Also known as a TRACKING NUMBER. SHIPPER – Company or individual to whom exhibit materials are consigned for transportation. SPECIAL EQUIPMENT – Carriers consider lift gates, blankets for pad-wrapped shipments, J-bars, pallet jacks, tie-downs and stacking bars as special equipment, as not all trucks are equipped with these. SPLIT PICK-UP/DELIVERY – Pick-up or delivery of multiple shipments at more than one place of business. Additional fees generally apply for additional pick-ups or deliveries. TARIFF – Rules and rates of a specific carrier. TRUCKLOAD (TL) – A shipment which fills a truck. VAN LINE – A carrier that specializes in shipping uncrated exhibits, high-tech equipment and delicate materials that require special handling. WEIGHT SLIP – A document showing the weight of a shipment, secured by the transportation company and given to the freight supervisor at show check-in, on which each exhibitor’s drayage costs are based, rounded to the next highest hundredweight (CWT). Also known as a CERTIFIED WEIGHT SLIP.

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MODES OF SPECIALIZED EXHIBIT TRANSPORTATION Common Carriers (Motor Freight) - Compare to a bus with multiple stops - Least expensive mode of transportation for crated/palletized goods - Will handle only floor-loaded crated or palletized goods that can be moved with a forklift Note: Common carriers do not stack crates to save room or ship pad-wrapped materials - Less-than-truckload shipments unload at multiple terminals for rerouting (cross-docking) - Increased times freight is handled can cause a greater possibility of freight loss/damage - Usually slower delivery than direct van lines due to more cross-docking (unloading/reloading) at various terminals - Require individual Bills of Lading for multiple pick-ups or deliveries - Drivers paid by the mile and therefore don't like to wait in line to unload at shows; can be a potential problem with time-sensitive targeted deliveries and long waits - May or may not have air-ride suspension to reduce jarring and risk of damage from road shock - Beware of 48-inch drop test (carrier can literally drop freight 48” without liability) - Many have satellite tracking of trucks in transit - Common carriers are marketing more to trade shows - May offer discount if your freight does not show up on time but is this adequate compensation? Examples: YRC (formerly Roadway/Yellow Freight), ABF, etc. Van Lines - Compare to taxi or shuttle with a “shared ride” - Medium priced: cost varies with additional services needed (pad wrap, expedited delivery, additional pick-ups, special equipment) and minimum size; waiting time may be extra) - Types of Van Line Service:

- Pad-wrapped (wrapped in moving blankets and taped) - Most expensive for both shipping and material handling - Stacked loose in truck or on pallets

- Mixed load (some pad-wrapped, some crated) - Crated (wooden crates or palletized shipments) - Van Line Loads are either TL (truck load) or LTL (less than a truck load) - Air ride (cushioned suspension) trailers reduce jarring and risk of damage - Freight can be stacked for more efficient use of space or can floor load - Multiple pick-ups/deliveries on one Bill of Lading - Drivers trained in trade show procedures (certified weight slips, waiting at marshaling yard, targeted shipments, etc.) - Can expedite shipment with team drivers to drive twice as many hours (based on hours-of-service limits) - Most van line trucks have satellite-tracking systems Examples: Tantara, Threeway, Bekins, United/Mayflower, Allied/STI, etc. Air Freight - Compare to a commercial airliner with first class, coach, stand-by - Cost-effective for small and deferred shipments - High cost for large, quick shipments - Can choose overnight, 2nd day, or 3-5 day deferred delivery in most cases - Freight must be boxed, palletized or crated (no pad-wrap) - Paperwork for shipment is referred to as an “air waybill” or “air bill” - Moved to airport in non-air ride trailers; not handled with "kid gloves" - Not all airfreight goes by air: short distances/deferred freight often shipped by expedited truck Examples: Airways Freight, ELITEeXPO, Transit Air Cargo, etc.

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Small Package Carrier - There is no official Bill of Lading (B/L) that is acceptable to the GSC, which can cause additional handling and fees at the show’s shipping docks for writing up material handling documents. - Drivers drop truckloads directly at a designated dock without waiting in marshaling yard Note: You should not be charged marshaling yard fees by the General Services Contractor for packages delivered by small package carriers, as these trucks usually come directly to the freight dock without waiting at the marshaling yard. - Entire truckload of small package shipments is usually signed for with 1 signature; because of no individual B/L or signature, shipments can be difficult (or impossible) to track. - Multi-piece shipments from one origin may be separated and arrive at destination at different times, causing multiple minimum material handling fees (policy varies by GSC). - Just because you ship for 8 a.m. or 10 a.m. delivery, there are no assurances of when you’ll actually receive your freight in your booth due to material handling’s check-in procedure and time required to deliver to booth space. - Exhibitors are usually charged a 200-300 pound minimum material handling charge for each trip to your booth unless General Services Contractor has set a small package minimum (25-35#) - These carriers may not be able to pick up your outbound shipments from most convention centers due to union jurisdictions. You will have to deliver outbound packages to their shipping site (i.e. a FedEx Office which may be offsite from the convention) for return shipment). Examples: UPS, Fed Ex, Airborne, etc. Privately-Operated Vehicle (POV)/Cartload - Company truck or van, or rental vehicle - Make sure your company driver understands trade show freight handling procedures including target deadlines, certified weight slips, marshaling yard, waiting time, material handling, etc. - There may be a specially designated dock(s) at the convention center for small loads (freight that will fit on a single cartload). - Check with the General Services Contractor re. location and hours before shipping to the show. Mixed Mode/Rail - Some shipments will be shipped via more than one mode, i.e. truck to airport; truck to rail terminal, etc. - Rail (putting trailers – TOFC -- and containers – COFC -- on flat cars) is unreliable for time-sensitive trade show shipments; can be used if there is more than sufficient time to arrive at the destination, but additional time required for clearing/transferring from rail to truck. No recovery from timing glitches. Hybrids of all of the above Some carriers, through partnerships, alliances, and subcontracting, will say they can handle all types of shipments. Find out what their level of control is with their shipping partners and what percentage of the subcontractor’s business is derived from trade shows. Not recommended. Warnings: 1) Use a carrier with a dedicated trade show division who understands the time-critical nature of the trade show process. 2) Ask if your freight will be subcontracted -- and to whom.

REMEMBER: THE WORST SHOW IS A “NO SHOW”!

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REQUEST FOR TRANSPORTATION QUOTE / TRANSPORTATION ORDER

Requestor Name: Show Name:Email: Show Date:Phone: FAX: Show Times: Exhibit House: Exhibit House Contact:Exhibit House Phone: I & D Contact:Service Level: Overnight Air - Next Day Air - 2nd Day - 3-5 Day Economy - Van Line - Van Line w/Liftgate - Common Carrier

ORIGIN INFORMATION Pick-Up Date:Contact: Pick-Up Time:Phone #: Contact Email:Exhibitor:Address:City, State, Zip:Booth #:

DESTINATION INFORMATION Arrival Time at Marshaling Yard:Contact: Targeted Inbound Date/Time At Hall:Phone #: Contact Email:Exhibitor:Address:City, State, Zip:Booth #:

SHIPMENT DESCRIPTIONITEM

QUANTITY DESCRIPTION PACKAGING SERIAL # L" W" H" WEIGHT

Total

REMARKS * Need Certified Weight Slip at Marshaling Yard* Request EXPERIENCED trade show driver* Do NOT break down pallets* Please note targeted inbound* Please note multiple pick-ups/deliveries* Please note special equipment required: lift gate truck, stacking bars, moving pads, J-bar, pallet jack, etc.

ESTIMATED COSTS# Miles ____x # LBS ____= Full Tariff $ ____- Discount ____+ Fuel Surcharge ____+ Ins. Surcharge $_____= Est. Cost: $_______Additional Transit Insurance (Valuation) required: Yes/No (circle one) Amount Required: $_______ Cost: $_______

Form Courtesy of David E. Lewis, Trade Show Transportation, 619.954.5131, FAX 760.599.0141www.TradeShowTransportation.com Representing Airways Freight and Tantara

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EXHIBITORLIVE! EXHIBIT TRANSPORTATION FORM

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WHAT’S A “BILL OF LADING” vs. A “UNIFORM MATERIAL HANDLING AGREEMENT”?

The Bill of Lading (B/L) is the single most important document in the entire shipping process. It establishes the terms of a contract between a shipper and a transportation company under which freight is to be moved between specified points for a specified charge. The B/L serves as a document of title, a contract of carriage, and a receipt of goods. Always complete all shaded sections of the Bill of Lading and read the entire form before you sign it. By signing the B/L, you are agreeing to be bound by all of its terms and conditions.

The inbound Bill of Lading to move your freight from origin to show site is usually prepared by the transportation carrier during the loading of your exhibit properties. If all pieces of freight arrive at the show in good condition, a Clean Bill of Lading is created. If any pieces are missing or damaged, a Foul Bill of Lading is created, leaving the shipment open to claim.

Completing the outbound Bill of Lading to return your freight after the show is the responsibility of the shipper (either by the exhibit manager or dismantle supervisor from your appointed I & D contractor) on a form provided by your carrier.

The General Services Contractor (GSC) provides exhibitors a Uniform Material Handling Agreement which looks like a Bill of Lading but establishes the terms of the agreement to handle your outbound loading of freight from the show. You will be given a blank Uniform Material Handling Agreement for each outbound shipment when you settle your financial account with the GSC during the show. This outbound Material Handling Form is turned in to the GSC's service desk when your dismantle is completed and you have filled in all shaded sections of it, including an accurate piece count by type of freight (cartons, cases, crates, pallets/skids, carpet, etc.). Your transportation carrier will not be called up from the marshaling yard to load your shipment until you have completed the GSC’s form and turned it in, with your carrier’s Bill of Lading. If you are not going to be at your booth throughout the complete dismantle process, make sure your dismantle supervisor knows that the Uniform Material Handling Agreement and Bill of Lading must be completed and turned in to the GSC to assure that your load is consigned to your carrier of choice.

If the Uniform Material Handling Form is not turned in to the GSC’s Exhibitor Service Desk with the name of your carrier in the "CARRIER (if known)" section, the General Services Contractor may "force the freight" (also known as “freight recovery”) onto their carrier of choice, generally the Official Common Carrier for that show or their own internal freight department. Depending on the choice you designated on the Uniform Material Handling Agreement of what to do with your freight if your carrier does not come to claim your freight, the Official Carrier will then either move your exhibit properties to their warehouse for storage pending your notification of what you want them to do with your freight or ship it to you collect at a non-discounted rate.

Both the Bill of Lading and Uniform Material Handling Agreement have several sections that the shipper must complete and these sections are typically shaded on the form. These segments require information on the shipper and origin of the shipment, the shipment's destination, the name and type of carrier being used, the quantity and type of materials being shipped, the name and address of the person responsible for paying for the shipping, and how it is being paid. It is very important for you to list the exact name of your transportation carrier, such as "XYZ Van Lines" under the section "CARRIER (if known)" as this releases your shipment only to the carrier you have chosen.

The section of the forms called "Freight Charges" is often confusing, asking you to check off a box if your shipment is "PREPAID" or "COLLECT". In the "real world" one would assume that prepaid means you have paid the shipper in advance of the shipment. In the jargon of shipping and Bills of Lading, prepaid means shipping before payment, in other words, that they will bill you after the shipment is delivered. Collect still requires a check upon delivery.

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SAMPLE: SHORT FORM STRAIGHT BILL OF LADING

1. SHIPPER (From) - Enter the company name and address of the shipper (Consignor).

2. POINT OF ORIGIN (At) - Enter the city and state of the actual shipping point.

3. DATE OF SHIPMENT - Enter the date of the shipment; that is, the date the Carrier took control of the merchandise.

4. TRUCK/FREIGHT - Check the truck block if the shipment is to move by truck, or the Freight block if the shipment is to move by rail.

5. SHIPPER'S NUMBER - Enter a unique control number to reference the shipment with the Carrier.

6. CARRIER - Enter the name of the company which will take initial control of the shipment and cause its delivery to the consignee.

7. AGENT'S NUMBER - Enter Carrier's control number, if known or required.

8. CONSIGNED TO - Enter the full of the final recipient of the shipment, the ultimate consignee, if different than destination, for Carrier notification purposes.

9. DESTINATION - Enter the street address, city, and zip code where the Carrier will make delivery to the Consignee in Field 8.

10. ROUTE - If applicable, enter the route the Carrier will take to the consignee. This Field may also be used to specify docks, warehouses, etc., and to specify any intermediate Carriers.

11. DELIVERING CARRIER - If applicable, specify the carrier which will deliver the shipment to the ultimate consignee at the Destination, but only if different than the Carrier entered in Field 6.

12. VEHICLE/CAR NO. - Enter any vehicle identifying numbers or initials, if applicable.

13. NO. PACKAGES - Enter the total number of packages per line item; if the packages are consolidated on a pallet or in an outer container, note this information on a second line. Ex: 112 PKGS 3 Pall.

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14. DESCRIPTION OF SHIPMENT - Enter the description of each line item, noting the type of package (carton, barrel, etc.) and the quantity per package. Since the correct freight classification is essential in describing an item, there must be a separate line item for each different freight classification description. If more than one type of packaging iss used per freight classification, a separate entry must be used for each type of package.

Enter any special package markings, special handling requirements, and delivery instructions. Note: For hazardous material items, special provisions must be met in completing this field.

15. WEIGHT - Enter the total gross weight, in pounds, for each line item. For Bulk shipments, the TARE and Net weights should also be referenced in the description field. For package shipments, include the weights of pallets and skids. The total weight of the merchandise should be shown after the last line item, with pallet and dunnage weights shown separately.

16. CLASS OR RATE - Enter the 5-digit class (per the Uniform Freight Classification or the National Motor Freight Classification) or a two digit Class Rate (a percentage of the First class 100 rate) per line item. This information may be determined with the Carrier.

17. WITHOUT RECOURSE - Per standard Bill of Lading terms, the shipper is ultimately liable for freight charges, even when the shipment is sent on a collect basis to the consignee. By signing this statement, the shipper is released from the liability of freight charges for collect shipments delivered by the Carrier to the consignee without the Carrier's collecting the freight charges. For prepaid shipments, leave blank.

18. PREPAID SHIPMENTS - Enter "Prepaid" if shipment is to be paid by the Shipper. If this field is left blank, the Carrier will seek to collect the freight charges from the consignee (see field 17).

19. PREPAYMENTS RECEIVED - Carrier enters any payments received in advance from the Shipper for the shipment.

20. CHARGES ADVANCED - Carrier enters any advanced charges for the shipment, if applicable.

21. C.O.D. SHIPMENT - First, check whether the freight charges are prepaid (the Carrier bills the shipper) or collect (the Carrier deducts the freight charges from the amount collected from the Consignee). Second, enter the amount to be collected for the merchandise itself - be sure to include the freight charges. Third, enter any collection fees, if applicable. Enter total charges to be collected by the Carrier.

22. SHIPMENT DECLARED VALUE - When the weight charged by the Carrier is dependent upon the value of the shipment, the dollar value per unit of measure (ex: $100/pound) must be stated by the Shipper - enter this information in field 14.

23. SHIPPER - Enter the company name of the shipper.

24. SHIPPER'S AGENT - Enter the signature of the individual preparing the shipment for the shipper.

25. CARRIER'S AGENT - The Carrier's agent will sign here prior to taking control of the shipment.

26. PERMANENT ADDRESS - Enter the permanent (business) address of the shipper. This may be the same as for field 1.

27. CERTIFICATION - A signature is required by the Department of Transportation after this statement for all shipments of hazardous material.

From http://www.unzco.com/basicguide/figure3.html

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ELC #5: GLOSSARY OF MATERIAL HANDLING (DRAYAGE) TERMS ACCESSIBLE STORAGE – An area on show site controlled by the General Services Contractor where exhibitors can store and obtain access to exhibit property they may need access to during the show for a number of additional fees. This area is often a trailer parked at the shipping dock near the freight desk. ADVANCE WAREHOUSE – A freight warehouse managed by the General Service Contractor or subcontracted to the Official Carrier where an exhibitor may store their crated and palletized exhibit materials at no cost for approximately 30 days before a show. CERTIFIED WEIGHT SLIP – A document showing the weight of a shipment, secured by the transportation company and given to the freight supervisor at show check-in, on which each exhibitor’s material handling costs are based, rounded up to the next hundredweight. Also known as a WEIGHT SLIP. CWT – Abbreviation for hundredweight. A weight measurement used by the material handling contractor for exhibit freight equaling 100 pounds. (C is the Roman numeral for 100.) CWT is always rounded up to the next even 100 pounds, so a shipment of 304 pounds = 400 pounds or 4 CWT. EMPTY STICKERS – Stickers provided by the General Services Contractor to denote empty cartons/crates which can be removed to a storage area prior to show opening. They are often color-coded by the area of the show floor where they will be returned. (Do not leave valuables in crates or cartons marked EMPTY, as they will come back that way! See ACCESSIBLE STORAGE for storage of valuables.) FORCING THE FLOOR – Removal of freight from the show floor which was not picked up by an exhibitor’s carrier or shipments left behind at the booth at the close of the show. Depending on the choice made on the outbound Bill of Lading, the freight will either be removed from the hall and forwarded to your original destination at a non-discounted rate or removed and held by the General Services Contractor or official transportation carrier until payment is made for local cartage, and then rerouted. Also referred to by some General Services Contractors as FREIGHT RECOVERY. FORKLIFT, FORKTRUCK – Vehicle used to transport load, unload, and transport heavy exhibit materials short distances. Also called a TOW MOTOR. FREIGHT DESK – At a show, the central communications center that handles inbound and outbound exhibit materials, usually from the dock area. LOADING DOCK – An area within an exposition facility where freight is received and shipped.

MARSHALING YARD – An area managed by the General Services Contractor in the vicinity of the trade show venue where trucks carrying inbound freight check in, turn in their bills of lading and weight slips and wait to unload pending open dock space at the convention center or hotel docks. At show close, trucks congregate in the marshaling yard to wait to reload. SPECIAL HANDLING – Applies to display shipments requiring extra labor, equipment, or time in delivery to booth area; a surcharge for this service generally applies. Most delivery services other than common carrier incur special handling charges.

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TARGET DATE/TIME – A date and or time set by Show Management and the General Services Contractor to systematically unload freight at show site by specific date and/or time. Missing this time may result in financial penalties and having your freight brought into the hall after everyone else’s. Also known as a TARGETED INBOUND. Some shows are also targeting outbound freight to remove small exhibitors’ freight immediately after show close. TEAMSTER – The union generally in charge of moving freight in and out of a unionized facility. UNIFORM MATERIAL HANDLING AGREEMENT – The form presented by the General Services Contractor to the exhibitor to complete which sets the terms of the agreement between the exhibitor and the GSC to handle the exhibitor’s outbound freight between their booth space and the designated shipping carrier’s vehicle. Failure to turn it in will guarantee your freight is forced. Often confused with the BILL OF LADING, an agreement between the exhibitor and carrier.

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MATERIAL HANDLING (a.k.a. DRAYAGE) COSTS Material handling is the movement of our exhibit freight by union labor under the supervision of the General Services Contractor chosen by the Show Organizer/manager.

Material handling (drayage) costs include the General Services Contractor’s cost to procure and manage storage space, equipment, and personnel to provide the following services: - Unloading and storing your shipment at the advance warehouse, including processing of certified

weight slips and inbound Bills of Lading (B/L) and cartage (local delivery) from the advance warehouse to the exhibit hall

- Space rental for the marshaling yard - Maintaining and staffing a portable facility (trailer) at the marshaling yard for managing the

unloading of trucks and processing your certified weight slips and inbound Bills of Lading - Operation of a portable scale or forklifts with built-in scales to verify weights and weigh small

inbound shipments that do not have or have questionable certified weight slips - Personnel to staff a freight desk at the convention site to coordinate freight movement - Personnel and equipment to unload your truck onto the dock where it is checked and counted - Movement of your exhibit properties either by forklift or dolly to your booth space - Service Desk personnel to handle freight questions, billing input, empty sticker distribution. Can

also set up accessible freight storage (at additional cost of set-up, per piece or pallet, per access and pick-up and return to your booth immediately after show close).

- Removal of your empty crates, cases, and pallets to empty storage - Return of your cartons, crates and pallets to your booth after show break - Service Desk personnel to distribute invoices including inbound material handling charges and

blank Uniform Material Handling Agreements and receive completed Uniform Material Handling Agreements and Bills of Lading for each outbound shipment

- Movement of your exhibit properties either by forklift or dolly to the dock for checking and counting before loading onto your carrier.

- Service Desk personnel to add any additional material handling costs incurred on outbound, such as unplanned overtime.

Other costs which material handling (drayage) fees may help offset for the show organizer: - Production and hanging of numbered aisle signage and sponsorship banners - Design, rental, graphics and set-up labor costs of registration counters - Decorative entrance units design, graphics and set-up labor costs - Directional/informational show signage production and hanging - Aisle carpeting and labor/tape to lay it and remove it - Masking drape - Furnishing of Show Organizer/Manager’s show office and sales office and common areas (i.e.

lounges in exhibitor “no-show” booth spaces) - Shipping and/or material handling of a set number of pounds of the Show Organizer/Manager’s

freight by the show’s official shipping contractor - Anything else Show Organizer/Show Management requests in their Request for Proposal to the GSC, especially if requesting a “zero invoice”

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Drayage Rates (per CWT) Estimates the average straight-time cost per hundredweight (CWT) to US Shows: - Advance crated shipments to the General Service Contractor $89.93 - Direct, crated shipment direct to exhibit hall $84.46 - Direct, crated shipments with special handling to exhibit hall $109.74 - Direct, uncrated shipments and loose shipments to exhibit hall $126.36 Source: The 2013 Trade Show Labor Rate Benchmarking Survey by Access Intelligence, published in Expo magazine, July/August 2013 Shipping to the Advance Warehouse vs. Direct to Show Site Pros for the Advance Warehouse + Freight shipped to the warehouse will be delivered to show floor before targeted freight shipped direct to show site. Only the Show Organizer/Manager’s freight and General Service Contractor’s freight will arrive earlier on the show floor. + Exhibitors may avoid overtime charges on set-up as your freight will be on the show floor and ready for installation earlier, possibly giving you more straight time hours for set-up. + Taking advantage of the 30-days free storage in the advance warehouse usually offered by the General Services Contractor may save you local storage fees. Cons against the Advance Warehouse - Material handling costs may be greater than delivery direct-to-site because of double handling (into the advance warehouse, then transfer to the venue and onto the show floor); check your exhibitor services manual for specific rates for your show to compare. - There is a greater possibility of loss/damage with additional handling in the advance warehouse. - The exhibitor must ship farther in advance of the show, as the advance warehouse stops accepting freight a few days before general direct-to-site move-in or charges a penalty if freight arrives after their cut-off date for that show. - Exhibit materials shipped to the GSC’s advance warehouse (or their official Common Carrier) are not always stored in an actual warehouse; they may be stored in old “retired” trailers in the advance warehouse’s parking lot and are not always secure, and your freight may be moved from the warehouse parking lot to the show on these old “cartage” trailers.

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MATERIAL HANDLING (DRAYAGE) 101 100 Q & A Material Handling, also known as Drayage, is the process which occurs when union labor (usually Teamster), under the supervision of the General Services Contractor, takes possession of your freight as it unloads at the loading dock, delivers and stages it around your booth (usually with a forklift or moving dollies); removes the empty cartons/crates/pallets before the show; returns the empties at show close; and delivers it to your transportation carrier when they arrive at the dock for outbound loading. How is material handling charged to the exhibitor? Material handling is charged by the hundredweight (or hundred pounds of weight), abbreviated as CWT (C = the Roman numeral for 100) based on the certified weight slip presented by the transportation carrier for each shipment. Shipping weights are rounded up to the next hundred pounds. Most shows charge a 200- to 300-pound minimum for shipments. At some shows, a special small package rate may be offered for small, light packages (i.e. under 30 pounds), such as Fed Ex pouches and small boxes. Is the handling of all types of freight charged the same per CWT? No, there are different rates if you ship: - to the advance warehouse vs. direct to show site - with a common carrier vs. specialized carrier (air freight carrier, van line, company truck or POV) - crated vs. mixed (some crated, some pad-wrapped) or - uncrated (the majority being pad-wrapped or loose pieces). The rationale for the higher rate for specialized shipments is that based on: - the way specialized carriers stack shipments - the air ride suspension which varies the height of the tail of the truck at the dock as it unloaded and gets lighter and requires additional equipment (called a “dock plate) to act as a bridge for the forklift - it takes additional labor and time to unload them as all freight is not immediately accessible by the forklift (i.e. pad wrapped) and may require more careful handling or - the shipment may not arrive with a separate Bill of Lading and one has to be generated by the GSC’s material handling staff, including weigh-in and write up of documentation of the shipment How is my rate determined? There are a number of different rates charged for handling your shipment (from least to most expensive): $ Crated – delivered direct to show site via common carrier $$ Crated – delivered to advance warehouse via common carrier $$$ Crated – delivered to show site via specialized carrier $$$$ Crated – delivered to advance warehouse via specialized carrier (i.e. van line) $$$$$ Mixed (crated and pad-wrapped) – delivered direct to show site via specialized carrier $$$$$$ Pad-wrapped – delivered to show site via specialized carrier What additional surcharges may I be charged? Overtime: If unloaded before 8:00 a.m. or after 4:30 p.m. (in most cities) Monday - Friday, freight moved between the advance warehouse and unloaded at show site on overtime due to scheduling,

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trucks checking in after a specified time, usually 2:30-3:00 p.m. Monday through Friday or any weekends (Saturday/Sunday) or union-contracted Holidays. Off-target: If your exhibit was part of a targeted move-in and your driver did not check in before the specified target time, or if your outbound is targeted and your truck did not check in by the designated outbound target time, you may be charged an off-target penalty. Late Arrival at the Advance Warehouse: Missing the deadline for shipments to the advance warehouse. Do I need to be in my booth space when my freight unloads? If you can be there, it is helpful to visually inspect the freight for damage and perform a piece count as it is delivered to your exhibit space. It also give you the opportunity to direct the forklift driver as to where to stage the crates where you want them for easier access. Optimum staging is with all crate doors facing into your booth space and room enough between the crates to place the crate doors (if the crate doors aren’t hinged and detach). This is a safety issue. After the initial delivery of your freight from your truck to your exhibit, you will have to place an order and pay by the hour to have a forklift driver move crates or pallets around your exhibit. Where do my empty crates go when they are labeled “EMPTY” and removed? The empty crates, pallets and cartons may be placed in empty space in the convention hall which, during the show, will be hidden behind masking drape; may be placed in trailers stored in the dock area or marshaling yard, stored in the dock area, or may be left sitting outside the convention center in the elements or stacked and tops covered with tarps. When and how will my empties be returned after show close? Material handling personnel will return the freight from the accessible storage area first, followed by boxes/cartons, then crates and pallets. Most union employees are Teamsters who perform this function, but day laborers are used in some venues when additional personnel are needed. Do I need to stay at the hall for the loading of my truck after turning in my Bill of Lading and Uniform Material Handling Agreement? This is a judgment call, based on many issues: 1) Is the freight you are walking away from something that is valuable and easily marketable if stolen? 2) Is your freight replaceable? 3) Is your freight fully insured? 3) Do you have an I & D supervisor who will be there with the freight to supervise through final loading? 4) Do you have a number of Bills of Lading to different destinations whose contents could be confused and misrouted? 5) Was it a tight load on the inbound that requires loading in a special sequence to make it fit back into the truck? 6) What is your confidence level with your specialized tradeshow carrier being there to pick up? 7) What is the reputation of the General Services Contractor for “snagging” (industry term for forcing freight that should not be forced to increase revenues) freight even when your carrier does show up to pick up your freight?

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EXHIBITORLIVE! MATERIAL HANDLING COSTS

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FREEMAN FREIGHT SERVICES

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GES UNIFORM MATERIAL HANDLING AGREEMENT

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Quiz for Session 20615:Show Operation Basics – Part I: Pre-Show Planning1. In order to know your rights and responsibilities as an exhibitor at a trade show, it is necessary to read and understand

A. The terms and conditions in your booth space contract.B. The contents of your official Exhibitor Services ManualC. Current IAEE Guidelines for Display Rules and Regulations if referred to in your Terms and Conditions or Rules and

RegulationsD. All of the above

2. You don’t need to read the fire safety information in the exhibitor services manual because all fire safety rules arestandardized at all trade show and convention venues nationwide.

A. TrueB. False

3. Which type of contractor manages the trade show facility’s infrastructure functions of electrical, telecommunication,Internet, plumbing, compressed air and catering?

A. Exhibitor-Appointed ContractorB. Exclusive ContractorC. General Services ContractorD. None of the above

4. Which type of contractor is responsible for managing the advance warehouse and material handling, hiring a pool of laboravailable for booth installation and dismantle, hanging signs and banners, and laying aisle carpet in the exhibit hall?

A. Exclusive ContractorB. General Services ContractorC. Independent ContractorD. Official Contractor

5. If you are going to hire exhibitor-appointed contractors (EACs), it is generally necessary to inform Show Management orthe General Services Contractor of your intent and have the EAC file necessary insurance paperwork at least a month inadvance of set-up.

A. TrueB. False

6. All forms included in the Exhibitor Services Manual need to be returned to the General Services Contractor whether or notyou need to order the services listed on the forms.

A. TrueB. False

7. The five most prevalent modes of transporting domestic exhibit properties to a trade show are:A. Train, common carrier (motor freight), van line, UHAUL, and bicycle courierB. Common carrier (motor freight), van line, air freight carrier, small package carrier and privately-owned vehicleC. Bus, airport shuttle, van line, air freight carrier, and privately-owned vehicleD. Segway, little red wagon, luggage cart, cruise ship and Hummer

Quiz Continued on Next Page

8. The most important piece of shipping paperwork for the exhibitor is the Bill of Lading.A. TrueB. False

9. The union whose members generally handle moving your exhibit from the dock to your booth space is:A. DecoratorsB. CarpentersC. TeamstersD. Electricians

10. When referring to the weight of the exhibit freight being moved from the dock to your booth space, the abbreviation"CWT" stands for:

A. Crate weightB. Carton weightC. Hundred weightD. None of the above