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TRANSCRIPT
• Exposition Schedule
• Key Contacts
• Items Included in Space Charge
• Deadline Checklist
• Prize Drawing & Giveaway Approval Form
• Exhibitor Appointed Contractor Form
• Onsite Contact Information Form
• Motorized Vehicle Approval Form
• Display Height Restrictions
• Hospitality Suites Guidelines
• Exhibit Hall and Facility Regulations
• Security Tips
T a b l e o f C o n t e n t sE x h i b i t o r E s s e n t i a l s
Sunday, August 1 1:00pm – 5:00pm Monday, August 2 8:00am – 6:00pm Tuesday, August 3 8:00am – 2:00pm ALL EXHIBITS MUST BE SET BY 2:00PM ON TUESDAY, AUGUST 3, 2010. After this time Show Management reserves the right to use any empty space in a way that will complement the overall appearance of the exposition. If you foresee any difficulty in meeting this deadline, you must request a variance. Please contact Tanja Bossert at 703.631.6200 or email [email protected] by 5:00pm (EST) on Monday, JULY 26, 2010.
Tuesday, August 3 5:00pm ‐ 7:30pm Wednesday, August 4 9:30am – 5:00pm Thursday, August 5 8:30am – 2:30pm All exhibits must be staffed during exhibit hours!
Thursday, August 5 2:30pm – 10:00pm Friday, August 6 8:00am – 2:00pm With respect to fellow exhibitors and attendees on the exhibit floor, no display may be dismantled or packing started before 2:30pm on Thursday, August 5, 2010. To avoid any damage to or loss of your equipment, please remain with your exhibit until crates are returned, materials are packed and your shipment has been picked up. You as the exhibitor, assume all risk and damage due to a loss of equipment and of items left unattended.
M O V E ‐ I N
Only official contractors, exhibitor appointed contractors and exhibiting company personnel are permitted on the show floor during move‐in and move‐out.
NO ONE under the age of 18 is permitted on the show at any time
M O V E ‐ O U T
S c h e d u l e S u b j e c t t o C h a n g e !
S H O W H O U R S
E X H I B I T S A R E L O C A T E D I N T H E E A S T & W E S T E X H I B I T H A L L
EXPOSITION MANAGEMENT J. Spargo & Associates 11208 Waples Mill Road, Suite 112 Fairfax, VA 22030 Phone: 703‐631‐6200
OFFICIAL DECORATOR Brede Exposition Services 6801 Mid‐Cities Avenue Beltsville, MD 20705 Phone: 301‐937‐8600
REGISTRATION J. Spargo & Associates 11208 Waples Mill Road, Suite 112 Fairfax, VA 22030 Phone: 703‐631‐6200
HOUSING J. Spargo & Associates 11208 Waples Mill Road, Suite 112 Fairfax, VA 22030 Phone: 703‐631‐6200
COMPUTER/AUDIO VISUAL SERVICES CR Production Group Attn: Brian Lloyd 5765‐F #358 Burke Center Parkway Burke, VA 22015 Phone: 202‐468‐0753 Email: [email protected]
ELECTRIC/INTERNET/PHONE Tampa Convention Center 333 S. Franklin Street Tampa, Florida 33602 Phone: 813‐274‐8511
BOOTH SECURITY SERVICES Accurate Event Services 2419 Hollywood Blvd., Suite C Hollywood, FL 33020 Phone: 954‐927‐4155
FOOD & BEVERAGE ARAMARK Tampa Convention Center 333 S. Franklin Street Tampa, Florida 33602 Phone: 813‐274‐7885
For the most current exhibitor information please visit the official LandWarNet 2010 Exhibitor Website.
For up to date conference related information such as session schedule etc, visit the official LandWarNet2010 Conference Website.
K E Y C O N T A C T S
Display Space.
8’ high draped back wall (Colors: Blue, White, Red, White, Blue) 36” high draped side rails (Color: Blue).
Aisle carpet. (Color: Blue) Individual booth carpet is NOT included! It is a Show Management requirement that all spaces be carpeted at the exhibitor’s expense by 2:00pm on Tuesday, August 3, 2010. After that time Show Management reserves the right to install any color carpet available in stock at the exhibitor’s expense. Only the aisles will automatically be cleaned. Individual booths will only be cleaned if ordered by the exhibiting company. Services for individual booth cleaning can be ordered from Brede Exposition Services.
Company identification sign ‐ 7”x44”.
Each exhibiting company will receive unlimited booth personnel badges and for every 10x10 booth two (2) Exhibitor Attendee Registrations, which will entitle those individuals to attend all sessions, Wednesday and Thursday lunch and all social events. Additional Exhibitor/Attendee Passes may be purchased in advance for $320 per person. All exhibitors, conference and/or booth personnel are allowed to attend the evening events.
Your company’s descriptive paragraph will be published in the show program and on the AFCEA website. Click here to upload your paragraph as soon as possible.
Access to the exhibit hall for move‐in/out and during show hours for all exhibitor booth personnel with 2010 LandWarNet Exhibitor Badges.
General exhibit hall lighting and heating/air conditioning.
General exhibit hall perimeter security service.
I T E M S I N C L U D E D I N S P A C E C H A R G E
June 25 Lead Retrieval (Advance Discount Deadline)
June 30 Exhibitor Appointed Contractor Form
July 6
Include your Company Profile in the Show Program July 12
Hotel Reservations
Motorized Vehicle Approval Form
Food & Beverage Orders
Utility Orders (Electric, Internet & Phone)
Booth Cleaning
Onsite Contact Information Form
AV/Computer Rentals July 19
Prize Drawing/Giveaway Approval Form
D e a d l i n e C h e c k l i s t
Exhibitor giveaways (including those through prize drawings) cannot exceed $20. Please fill out and return this form if you are planning to hold a prize drawing and/or distribute any
giveaways. (Bite size candy/chocolate does NOT need approval!) Company Name: ________________________________________________ Booth #: _________ Contact Person Name: ____________________________________________________________ Address: _______________________________________________________________________ City: __________________________________________ State: ___________ Zip: ___________ Phone: _____________________________________ Email: ______________________________ Item(s) needing Approval Approved Not Approved
______________________________________________ □ □
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______________________________________________ □ □ _____________________ □ □
RETURN THIS FORM TO: Tanja Bossert
Email: [email protected] Fax: 703.654.6931
P r i z e D r a w i n g & G i v e a w a y A p p r o v a l F o rm
D e a d l i n e : J u l y 1 9
An “Exhibitor Appointed Contractor” is a company other than the official contractors listed in the exhibitor manual, providing a service (installation and dismantling, florist, photography, audio visual, and other related services) and needing access to your booth during move‐in and move‐out. All exhibitors who choose to use an Exhibitor Appointed Contractor MUST complete this form, comply with all rules & regulations and supply all necessary information by the June 30, 2010 deadline. THIS FORM WILL ONLY BE ACCEPTED IF FILLED OUT BY AN AUTHORIZED REPRESENTATIVE OF THE EXHIBITING
COMPANY AND MUST BE ACCOMPANIED BY THE EAC’S CERTIFICATE OF INSURANCE.
Insurance certificates must list AFCEA, J. Spargo & Associates, Brede Exposition Services, and the Tampa Convention Center as additional insured.
EXHIBITOR INFORMATION Company Name: ________________________________________________________ Booth #: _____________ Address: _____________________________________ City: __________________ State: ______ Zip: _________ Phone: _______________________ Fax: ____________________ Email: ________________________________ Signature: ___________________________________________________________________________________ EXHIBITOR APPOINTED CONTRACTOR INFORMATION Contractor/Display House: ______________________________ Contact Person: _____________________ Address: _______________________________ City: __________________ State: ______ Zip: _________ Phone: _______________________ Fax: ____________________ Email: ___________________________ Arrival Time and Date for Move‐In: __________________________________________________________ Arrival Time and Date for Move‐Out: ________________________________________________________ Description of Proposed Service for Exhibitor: _________________________________________________
Fax or email this form including insurance certificate to Show Management at 703.654.6931 or [email protected].
DEADLINE: Wednesday, June 30, 2010
E X H I B I T O R A P P O I N T E D C O N T R A C T O R F O R M
In the event that we need to contact someone from your company while you are attending the event, we are requesting that you fill out and send us the following information: NOTE: This information is for emergency use only and is kept confidential. Company Name: _____________________________________________________________________________ Contact Person at Event: _______________________________________________________________________ Hotel: ______________________________________________________________________________________ Arrival Date: _________________________________ Departure Date: ________________________________ Phone Number: ______________________________________________________________________________ Cell Phone Pager Office Other ________________________________
Contact at Office in the event that the above person is unreachable: Name: ______________________________________________________________________________________ Phone Number: ______________________________________________________________________________
PLEASE RETURN THIS FORM TO:
Exposition Management C/o J. Spargo & Associates, Inc. 11208 Waples Mill Rd., Suite 112
Fairfax, VA 22030 OR
Fax: 703.654.6931 Attn: Exposition Management
Deadline: Monday, July 19, 2010
NO COVER SHEET NECESSARY!
O N S I T E C O N T A C T I N F O R M A T I O N
Any exhibiting company planning to bring a motorized vehicle to display indoor and/or outdoor MUST return this form to
Show Management by no later than July 20, 2009.
Any exhibiting company planning to bring a motorized vehicle to display indoor and/or outdoor MUST return this form to Show Management by no later than July 12, 2010.
ABOUT THE EXHIBITOR Company Name: _______________________________________________ Booth Number: ______________ Vehicle Show Site Contact Person: ______________________________________________________________ Contact Person’s Cell Phone #: __________________________________________________________________ ABOUT THE VEHICLE Vehicle Type: ________________________________________________________________________________ Vehicle Dimensions & Weight: _________________________________________________________________ Special Requirements (i.e. must be mobile and outside; need exposure to southern sky; need electric and/or internet; need to connect indoor and outdoor display etc.): ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________
After receiving the form we will be in touch with the person you list below in order to coordinate move‐in and
move‐out of the vehicle as well as any other logistical needs.
PLEASE RETURN THIS FORM TO:
LandWarNet Exposition Management Fax: 703.654.6931
(NO COVER SHEET NECESSARY)
M O T O R I Z E D V E H I C L E A P P R O V A L
Deadline: Monday, July 12, 2010 Vehicle display requests received after July 12, 2010 or vehicles brought to the show without notifying
Show Management BEFORE the show are not guaranteed permission.
LINEAR EXHIBITS (“IN‐LINE”) Back wall height limitation of all structures including logos is 8’. NO HANGING SIGNS PERMITTED! Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of eight feet (8’) is allowed only in the rear 5’ of the booth space, with a four‐foot (4’) height restriction imposed on all materials in the remaining space forward to the aisle. (Note: When three or more Linear Booths are used in combination as single exhibit space, the four foot (4’) height limitation is applied only to that portion of exhibit space which is within ten feet (10’) of an adjoining booth.) Corner Exhibits A Corner Booth is a Linear Booth (“In‐Line”) exposed to aisles on two sides. All other guidelines for Linear Booths apply. ISLAND EXHIBITS Height limit of all structures INCLUDING signage is 20’ to the top of any signs/structures.* An Island Booth is any size booth exposed to aisles on all four sides. Dimensions: An Island Booth is typically 20’x20’ or larger, although it may be configured differently. Use of Space: The entire cubic content of the space may be used up the maximum allowable height. *Hanging signs are only permitted in island exhibits 20x20 and larger! PENINSULA EXHIBITS Back wall height limitation of all structures including logos is 8’. NO HANGING SIGNS PERMITTED! A Peninsula Booth is exposed to aisles on three (3) sides and composed of a minimum of four booths. There are two types of Peninsula Booths: one which backs up to Linear Booths, and one which backs to another Peninsula Booth and is referred to as a “Split Island Booth.” Dimensions: A Peninsula Booth is usually 20’x20’ or larger. When a Peninsula Booth backs up to two Linear Booths, the back wall is restricted to four feet (4’) high within five feet (5’) of each aisle, permitting adequate line of sight for the adjoining Linear Booths. End‐cap Exhibits An End‐cap Booth is exposed to aisles on three sides and composed of two booths. Dimensions: End‐cap Booths are generally ten feet (10’) deep by twenty feet (20’) wide. The maximum back wall height of eight feet (8’) is allowed only in the rear half of the booth space and within five feet (5’) of the two side aisles with a four foot (4’) height restriction imposed on all materials in the remaining space forward to the aisle.
D I S P L A Y / B O O T H H E I G H T R E G U L A T I O N S
I N ‐ L I N E B O O T H L A Y O U T & H E I G H T R E S T R I C T I O N S
P E N I N U S L A B O O T H L A Y O U T & H E I G H T R E S T R I C T I O N S
Platinum Patrons only are eligible to reserve a Hospitality Suite or Meeting Room, on a first‐come, first‐ served basis. Qualifying Patrons should contact the AFCEA Patron POC Gina McGovern, at 703‐631‐6236 or [email protected], who will handle initial coordinating with the hotel, to determine availability. In order to ensure the integrity of the Conference, Platinum Patrons reserving Hospitality Suites or Meeting Rooms must adhere to the following rules:
♦ AFCEA must receive, and approve, in advance of Conference an agenda of activities to be held in Hospitality Suite/Meeting Room.
♦ No demos or displays permitted.
♦ No formal activities which conflict in time schedule with any "official" Conference activities.
♦ AFCEA must approve all copy on printed invitations/emails to customers concerning activities to be held
in any Hospitality Suite/Meeting Room. Patron/sponsor company will be required to sign an agreement to abide by the rules for hospitality suites upon approval. Patron/sponsor company, upon approval, will coordinate directly with hotel on all arrangements, and are responsible for all costs, associated with the Hospitality Suite/Meeting Room, (e.g. catering, A/V, telephone, etc.)
H O S P I T A L I T Y S U I T E S G U I D E L I N E S
• Americans with Disabilities Act (ADA): All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available form the U.S. Department of Justice ADA Information Line (800‐514‐0301).
• Balloons are not permitted in the exhibit hall.
• Booth Set Up Guidelines ‐ Only official contractors, exhibitor appointed contractors and exhibiting
company personnel are permitted on the show floor during move‐in, move‐out and NO ONE under the age of 18 is permitted on the show floor during that time. It is the responsibility of Exposition Management to ensure the overall appeal of the exhibit area. We need your cooperation in assuring an attractive Exposition. Exposition Management complies to any policy the Fire Marshal mandates, and adheres to the official IAEM guidelines. Should your exhibit not conform you will be asked to modify it on‐site at your expense. Show Management will advise you if you are in violation and give you the opportunity to make adjustments prior to the Fire Marshal walkthrough.
• Canopies and Ceilings: Please refer to the Structural Permit Application a separate link under the Rules
and Regulations header.
• Ceiling Height in the Exhibit Hall is 30’; though your booth and signage MUST comply with show rules, see height restriction rules in the Rules and Regulations section. Please contact Show Management if you should have any questions at 703.631.6200.
• Children under the age of 18 are not permitted in the exhibit areas during move‐in, show hours, and
move‐out.
• Crates/Carton Removal and Storage ‐ Exhibitors will NOT be permitted to store empty crates or boxes in their booth areas during the show period. However, empty crates or boxes, when properly marked and identified by the exhibitor, will be removed, stored and returned to the booth at no additional charge if the exhibitor uses the Official Material Handling Contractor to handle their freight in and out of the show. ‘Empty’ stickers are available at the Brede Service Desk in the exhibit hall.
• Demonstrations: As a matter of safety and courtesy to others, exhibitors should conduct presentations and product demonstrations in a manner which assures all exhibitor personnel, and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentation and demonstration areas to ensure compliance. Special caution should be taken when demonstrating machinery or equipment that has moving parts, cooking equipment with open flame, or any product that is otherwise potentially dangerous. Exhibitors should establish a minimum setback of three feet (3’) and/or install hazard barriers as necessary to prevent accidental injury to spectators. Sound demonstrations should not exceed 85 decibels. Additionally, qualified personnel should only conduct demonstrations.
E X H I B I T H A L L A N D F A C I L I T Y R E G U L A T I O N S
• Direct Cash sales from the show floor are NOT permitted.
• Electrical Service – The Tampa Convention Center does not provide 24‐hour electrical service. To order
24‐hour electrical service or to order any other utilities, please complete the appropriate order forms. Every exhibit facility has different electrical requirements; however, minimum guidelines are suggested: All 110‐volt wiring should be grounded three‐wire. Wiring that touches the floor should be “SO” cord (minimum 14‐gauge/three‐wire) flat cord, which is insulated to qualify for “extra hard usage”. Using zip cords, two‐wire cords, latex cords, plastic cord, lamp cord, open clip sockets, and two‐wire clamp‐on fixtures are not recommended and are often prohibited. Cube taps are not recommended and often prohibited. Power strips (multi‐plug connectors) should be UL approved with built‐in over‐load protectors.
• End‐Cap‐Draping Any portion of your exhibit with visible unfinished sides or backs exposed (Example:
metal grid behind pop‐up displays) MUST BE DRAPED OFF by 2:00pm on Tuesday, August 3, 2010. After that deadline show Management reserves the right to drape of any unsightly areas at the Exhibitors expense. You may contact Brede Exposition Services to arrange for end‐cap draping. The sides and the back of the outside of your booth may also not carry any signs or other copy that would detract from the adjoining exhibit.
• Fire Regulations
• All draperies, backdrops, bunting and other decorations must be flameproof; exhibitors must have
certificate of flame retardancy!
• All paper and other flimsy materials used for decorative purposes, including flameproof paper are prohibited.
• The use of liquid petroleum and gases is prohibited
• Helium Balloons are also prohibited.
• All gasoline‐powered vehicles used for indoor exhibits must contain less than ¼ tank of fuel per vehicle,
have locking gas caps or heavy duct tape (no paper tape) placed over the fuel spout, and have both battery leads disconnected and taped. Tanks cannot be refueled or emptied inside the Tampa Convention Center.
• Flammable or combustible mixtures, waste, liquids and other hazardous materials are not permitted
without approval of the Tampa Convention Center.
• Combustible crates and packaging boxes MUST be removed after set‐up period to the storage area.
E X H I B I T H A L L A N D F A C I L I T Y R E G U L A T I O N S
Fire Regulations Continued
• Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.
• Floor Covering – The exhibit area is NOT carpeted. Therefore exhibitors are required to carpet their
entire booth space at their expense. Carpet and extra padding may be ordered through Brede Exposition Services. If you have your own carpet that you traditionally use with your display you may bring it.
• Food & Beverage service dispensed or given away at booths must be supplied and prepared by the
Tampa Convention Center. All Food & Beverage orders must receive prior approval from Show Management. Please contact us at 703.631.6200.
• Hanging Signs: and graphics are permitted in all standard Island Booths (20x20 and larger). Whether
suspended from above or supported from below, they should comply with all ordinary use‐of‐space requirements for example, the highest point of any structure should not exceed 20’.
• Lighting: Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting: 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 exhibition management for approval. Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibits or show aisles. Lighting, which is potentially harmful, such as lasers, or ultraviolet lighting should comply with facility rules and be approved in writing by exhibition management. 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.
• Parking is not allowed in any of the loading dock areas.
• Shipments – directly to the facility before or after the designated times and dates may be turned away
and may occur additional material handling charges. For any exposition related shipments please follow the guidelines provided in the Shipping and Material Handling section.
• Smoking – is strictly prohibited in the entire facility.
• Soliciting outside of your exhibit space is prohibited.
E X H I B I T H A L L A N D F A C I L I T Y R E G U L A T I O N S
• Sound/Music: In general, 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. Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
• Storage: Fire regulations in most facilities prohibit storing product, literature, empty containers or packing
materials behind back drapes or under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the booth area as long as these items do not impede access to utility services, create a safety problem or look unsightly. If you need to arrange for Accessible Storage please contact Brede Exposition Services at 301.937.8600.
• Structural Integrity: All exhibit displays should be designed and erected in a manner that will withstand
normal contact or vibration caused by neighboring exhibitors, hall laborers or installation/dismantling equipment such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed upon them. All covered/enclosed exhibit booths must submit the Structural Permit Application located in the Rules and Regulations section.
• Tips & Gratuities to union employees are strictly prohibited. • Towers: A Tower is a freestanding exhibit component separate from the main exhibit fixture. The height
restriction is the same as that which applies to the appropriate exhibit configuration being used. Towers in excess of eight feet (8’) should have drawings available for inspection. Fire and safety regulations in many facilities strictly govern the use of towers. A building permit may be required.
E X H I B I T H A L L A N D F A C I L I T Y R E G U L A T I O N S
The above Rules and Regulations cover most of the common questions exhibitors seek answers to. If you cannot find the information you are looking for above
and you feel that your display may not pass Show Management requirements, please contact Show Management at 703.631.6200 for additional Rules and Regulations.
The following security tips are offered:
Always remove your badge once you leave the facility. Never leave small electronic equipment such as laptop computers, cell phones, personal hand‐held
electronic devices unattended in your booth, ESPECIALLY OVERNIGHT. This rule should also apply to personal items such as briefcases, purses etc.
Shipping cartons should not identify contents. Use coded labels.
Do not ship VCR’s, PC’s and other electronic equipment in the manufacturer’s cartons. Consolidate
shipments of several boxes into one large crate or carton if possible.
Empty cartons and crates are not stored in a “secure” area. Do not leave valuables in them.
For those exhibits featuring theft‐prone products, some thought should be given to displaying a replica or bringing “extras”.
Cover your products before and after show hours. Use Velcro or grommets to secure the fabric over the
products.
Mark all crates and cartons with your company’s name and address.
When your crates have been returned to your booth for move‐out, make certain all items are accounted for.
At the close of the exposition, and after your materials are packed, turn in your bills of lading at the
Exhibitor Service Desk. Do not leave them in your booth or attached to crates. Stay with your equipment if possible.
Report any loss or damaged cartons to Show Management and to the Security Supervisor immediately.
AFCEA, LandWarNet 2010, J. Spargo & Associates, Brede Exposition Services, the Tampa Convention Center and all organizations and individuals who are employed by or associated with the conference and exposition will not be responsible for injury that may occur to an exhibitor, his/her employees or any agents or for the safety of an exhibit or other property against theft, fire, accident or any other destructive cause. Exhibitors should ensure that they have adequate insurance coverage.
S E C U R I T Y T I P S