General Show Information
For assistance, please contact our Exhibitor Service Department at
888-334-8720, 203-840-5600 (if calling outside the U.S.)
TIME & COST SAVINGS TIPS
- Make sure all of your service and rental order forms from Freeman are submitted by December 23, 2009 to take advantage of the advanced rates. For additional information visit their website at www.myfreemanonline.com or call 702-407-4696
- To get the best rate on your lead retrieval systems, order before December 22, 2009 to get the advanced rate.
- Register your booth staff by January 12, 2010. There is a $25.00 fee for each badge ordered after this deadline or on-site.
- Make your hotel reservations before the cut-off date of December 1, 2009 to take advantage of the discounted rates for this event.
- Labor straight time is Monday through Friday, 8:00am – 5:00pm. Any labor ordered outside of these days/hours will be charged overtime. Make sure you have properly scheduled labor during move-out. When the show closes, Freeman will roll the carpet and then start delivering empties. This process takes approximately 1½ hours to two hours.
- Make sure all of your freight is clearly marked with your company name and booth number. Bring copies of all shipping papers with contact information and tracking numbers with you. If you are using a courier (ie Fedex, UPS) for small packages, we recommend sending it to your hotel so that your materials will be delivered on time and not misplaced.
- Bring copies of all your service orders onsite along with any vendor contact information. If you are not attending the show, then make sure your company representative has copies and that they are aware of everything that has been ordered.
- IMPORTANT! All exhibitors should refer to the target move-in map located in the shipping section as well as the Freeman section to review your targeted time to begin set up.
- If you have any questions regarding the Shot Show 2010, please contact our customer service department at 888-334-8720.
EXHIBITOR ACTION CHECKLIST
PLEASE NOTE: Double-check the dates for these services by going to the forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below.
|
Things To Do Or Order |
Order or Submit Before Below Date Listed –
Discounts May Apply |
For Details & Order Form |
|
HOTEL ROOM |
December 1, 2009 |
Hotel & Travel Section |
|
Lead Retrieval |
December 22, 2009 |
Exhibitor Badges/Lead Retrieval |
|
Internet/Network |
December 23, 2009 |
Facility/Utilities |
|
Telecommunications |
December 23, 2009 |
Facility/Utilities |
|
Electric |
December 23, 2009 |
Facility/Utilities |
|
Security Order Form |
December 23, 2009 |
Official Contractor |
|
Plumbing |
December 23, 2009 |
Facility/Utilities |
|
Catering |
December 23, 2009 |
Facility/Utilities |
|
Audio / Visual Rental |
December 23, 2009 |
Official Contractor |
|
New Generation Furnishings |
December 23, 2009 |
General Contractor |
|
Modular Rental Exhibits |
December 23, 2009 |
General Contractor |
|
MIS Accessories |
December 23, 2009 |
General Contractor |
|
Booth Cleaning |
December 23, 2009 |
General Contractor |
|
In-Booth Forklift |
December 23, 2009 |
General Contractor |
|
Display Labor |
December 23, 2009 |
General Contractor |
|
Hanging Sign |
December 23, 2009 |
General Contractor |
|
Custom Signs |
December 23, 2009 |
General Contractor |
|
Panels |
December 23, 2009 |
General Contractor |
|
Booth Carpet |
December 23, 2009 |
General Contractor |
|
Furniture Package |
December 23, 2009 |
General Contractor |
|
Classic Furnishings |
December 23, 2009 |
General Contractor |
|
Freight Transportation |
December 23, 2009 |
General Contractor |
|
Computer Rental |
December 23, 2009 |
Official Contractor |
|
Request to Use an Exhibitor Designated Contractor |
December 18, 2009 |
Exhibitor Designated
Contractors |
|
Exhibitor Badges |
January 12, 2010 |
Exhibitor Badges/Lead Retrieval |
|
Shipments to Warehouse |
December 14- January 6 |
General Contractor |
|
Shipments Direct to Show |
January 13 (check your target date) |
General Contractor |
The following have no deadlines but the sooner you order the better…
|
Things To Do Or Order |
|
For Details & Order Form |
|
Floral |
Advance pricing valid before move-in begins |
Official Contractor Tab |
|
Hostess/Demonstrator |
|
Official Contractor Tab |
|
Marketing Promotional Materials |
|
Marketing Tab |
|
Photographer |
|
Official Contractor Tab |
MOVE-IN, SHOW and MOVE-OUT HOURS
MOVE-IN AND SET-UP HOURS:
The installation of exhibits will take place based on the color-coded target map (see shipping section for target map). Please keep in mind that this map reflects when your shipment for booth set-up is to arrive and be delivered to your booth space – you may set up your booth at anytime during the move-in dates and times (please allow enough time for the laying of carpet and electrical lines). If you have questions regarding move-in, please contact FREEMAN information at 702-407-4696.
Wednesday, January 13, 2010 7:00 a.m. – 5:00 p.m. (Follow Target Schedule)
Thursday, January 14, 2010 7:00 a.m. – 5:00 p.m. (Follow Target Schedule)
Friday, January 15, 2010 7:00 a.m. – 5:00 p.m. (Follow Target Schedule)
Saturday, January 16, 2010 8:00 a.m. – 5:00 p.m. (By Appointment Only)
Sunday, January 17, 2010 8:00 a.m. – 5:00 p.m. (Follow Target Schedule)
Monday, January 18, 2010 7:00 a.m. – 5:00 p.m. (Follow Target Schedule)
* Saturday is a target move-in by appointment only. Please refer to the target map in the shipping section and in the Freeman Section.
OVERTIME CHARGES APPLY to any work performed before 8:00am and after 5:00pm on weekdays and anytime on Saturday and Sunday and on observed Union Holidays.
SHOW HOURS:
Tuesday, January 19, 2010 8:30 a.m. – 5:30 p.m.
Wednesday, January 20, 2010 8:30 a.m. – 5:30 p.m.
Thursday, January 21, 2010 8:30 a.m. – 5:30 p.m.
Friday, January 22, 2010 8:30 a.m. – 4:00 p.m.
*Badged exhibitors will have access to the Exhibit Hall at 7:00am each morning the show is open.
DISMANTLING AND MOVE-OUT HOURS:
Friday, January 22, 2010 5:00 p.m. – 9:00 p.m.
Saturday, January 23, 2010 8:00 a.m. – 5:00 p.m.
Sunday, January 24, 2010 8:00 a.m. – 5:00 p.m.
Monday, January 25, 2010 8:00 a.m. – 5:00 p.m.
All carriers must check-in no later than 10:00 a.m. on Monday, January 25, 2010. If your outside carriers do not check-in prior to 10:00 a.m. on Monday, January 25th, 2010, Freeman will reroute the shipment via the most convenient manner available.
In accordance with the display rules and regulations, no exhibits or display may be dismantled before the official close of the show at 4:00pm on Friday, January, 22 2010.
SHOW INFORMATION (A-Z Guide)
AGE RESTRICTIONS:
In accordance with display rules and regulations and security measures, no one under the age of 16, including infants and strollers, will be admitted in the exhibit hall at any time. There will be no exceptions.
AUDIO VISUAL:
Freeman AV is the official audio/visual services. They will maintain a full staff on site. Refer to the Official Contractors Section for order forms.
BOOTH FURNISHINGS:
Booth equipment, services and furnishings are available through the Official General Contractor, FREEMAN. Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all forms. Refer to the General Contractor Section for further information and order forms.
BUSINESS CENTER:
The Sands Expo and Convention Center will operate a full service business center on-site to provide copy and fax services, cell phone and pager rental, and small package shipping, etc. Refer to the Facilities/Utilities Section for order forms.
CARPET
All booths must be carpeted. Refer to the General Contractor section to order carpet.
“CASH & CARRY” IS PROHIBITED
As stated in the Exhibitor Application & License Agreement:
Retail sales are absolutely prohibited during the exhibition. Infraction of this rule will result in exhibitor’s booth being repossessed by management. Subject to the foregoing, the distribution of samples, souvenirs, publications, etc., or other sales or sales promotion activities must be conducted by exhibitor only from within its booth. The distribution of any articles that interferes with the activities of, or obstructs access to, neighboring booths, or that obstructs aisles, is prohibited. No article containing any product other than the product or materials made or processed or used by exhibitor in its product or service may be distributed except by written permission of management. In no event shall exhibitor use its booth to promote any other exhibition or conference. However, consumer (public) shows will not be subject to this restriction. The exhibitor shall conduct and operate its exhibit so as not to annoy, endanger or interfere with the rights of other exhibitors and visitors. Any practice resulting in complaints from any other exhibitor or any visitor which, in the opinion of management, interferes with the right of others or exposes them to annoyance or danger, may in its sole discretion be prohibited by management.
CATERING:
Sands Expo & Venetian Catering has exclusive rights to all catering in the facility. Please refer to the Official Contractor section for information and order forms.
CLEANING:
Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth -- vacuuming, shampooing, trash removal – you can order these services by using the form in the section under Facilities/Utilities. Show Management does not provide cleaning or vacuuming for booth carpet at any time.
COMPUTER RENTAL:
National Micro Rentals Staging & Events is the official computer supplier. They will maintain a full staff on site for all of your computer needs. Please refer to the Official Contractors section for order information.
COPYRIGHTED MUSIC:
If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.
The proper license must be posted in your booth and available for inspection at the request of show management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:
ASCAP Licensing Dept. BMI (Broadcast Music, Inc.)
1 Lincoln Plaza 10 Music Square East
New York, NY 10023 Nashville, TN 37203-4399
Tel: 800-95-ASCAP Tel: 800-925-8451, 615-401-2000
Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.
CRATE REMOVAL, STORAGE AND RETURN:
Empty crates will be removed to storage and returned to your booth at the end of the show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage.
DISPLAY RULES AND REGULATIONS:
The following rules and guidelines specify what an exhibitor can and cannot do with his booth space. These rules and guidelines are based on the physical characteristics of the Exhibit Hall, the intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.
Click here!
Click Here for requirements for Multi-Level and Covered Exhibits
Click here to view both diagrams of columns for level 1 and level 2 of Sands Expo and Convention Center
Booth diagrams Level 1
Booth diagrams Level 2
Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR.
INSPECTION DEADLINE:
Any booth not occupied by 5:00 p.m. on last move-in day (Monday, January 18, 2010), will be presumed abandoned. If there is freight in the booth and show management believes the exhibitor will be late, then FREEMAN will set up the display as best they can with the information available. If there is no freight in the booth and/or show management believes the exhibitor will not participate in the show, the booth will be reassigned. Exhibitors arriving after this time will be given space available and may incur additional costs. If you have questions or need to alert show management of late arrival please call Marybeth Liberty at (203) 840-5495 or via email at: mliberty@reedexpo.com
Sands Expo GUIDELINES:
Please refer to the Facility/Utilities section for all facility rules and regulations including exhibitor structures and building permit information.
ELECTRICAL:
All electrical work will be done exclusively SES (Sands Electrical Services) Electricians. Refer to the Electrical Order Form in the Facilities/Utilities Section of this manual.
EXHIBITOR REGISTRATION:
Exhibitor staff personnel wishing to enter the exhibit floor must wear an exhibitor badge at all times. Refer to the Exhibitor Badges/Lead Retrieval Section for order information.
EXHIBITOR SERVICE AREA:
FREEMAN will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will be set up in this area as well. Refer to the Quick Facts page in the General Contractor Section for hours of operation.
All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.
The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact show management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.
FIRE AND SAFETY REGULATIONS:The City of Las Vegas Fire Department, in conjunction with the Sands Expo & Venetian Convention Center, has very specific fire regulations/restrictions and permit requirements regarding display material within the exhibit hall. These regulations are detailed in the Facility/Utilities Section of this manual.
FLORAL/PLANT RENTAL:
Expo Ease is the official florist. A service representative will be available on-site. Please refer to the Official Contractors Section for order form.
FOOD & BEVERAGE DISTRIBUTION:
All exhibitors serving food and/or beverage must comply with the rules and regulations set forth by the Sands Expo & Venetian Catering Departments. Please refer to the Exhibitor Menu form found in the official contractor section of this manual for all rules and regulations pertaining to Food Service. No Outside Food & Beverage is allowed and Sands Expo & Venetian Catering is the exclusive provider of all catering services at the Sands Expo & Venetian Convention Center.
HOTEL/TRAVEL DISCOUNTS:
Call the Shot Show Travel Desk at 800-388-8104 or 1-(312) 527-7300 International (outside the US) or visit our website at www.shotshow.org for discounted rates on hotel, airline and car rental. Please see the Hotel & Travel Discounts section of the manual for details on hotels and important deadlines.
ICE/WATER COOLERS:
Ice and/or water coolers may be ordered through Sands Expo & Venetian Catering. If you require ice or water coolers, please complete the order forms located in the Facilities & Utilities Section.
INTERNATIONAL SHIPPING:
TWI Group is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. The exhibitor must insure that all documents are valid and complete and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. Please refer to the Shipping Section for additional information. View International Shipping Information and Forms.
LABOR REGULATIONS:
The City of Las Vegas has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. FREEMAN is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the General Contractor Section. If you have any further questions or would like a quote for labor services, you may contact FREEMAN directly at 702-407-4696.
Exhibitors using contractors other than FREEMAN for labor and/or supervision must return the exhibitor designated contractor form to show management prior to September 18. No exceptions can be made after this date.
LEAD RETRIEVAL SYSTEMS: Refer to the Exhibitor Badges/Lead Retrieval Section for more information.
LIABILITY AND INSURANCE:
Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.
LICENSE AGREEMENT:
Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor’s responsibility to adhere to all rules pertaining to your license agreement.
MATERIAL HANDLING (DRAYAGE) SERVICES:
FREEMAN is the exclusive material handling provider on the exhibit floor. They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Sands Expo and Convention Center. Material handling includes return of your empty cartons and crates at the close of the show. Please refer to the Drayage Program and the Material Handling form in the General Contractor Section for more details.
MEETINGS IN YOUR BOOTH:
If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Marybeth Liberty at 203-840-5495 or email mliberty@reedexpo.com by
Tuesday, January 12, 2010.
PLEASE NOTE: All attendees and booth personnel must have a badge to enter the exhibit hall. Please send your VIP tickets to your guests to register themselves, and use the Exhibitor Badge Form in the Exhibitor Badges section to register your booth personnel.
- A letter requesting early access to the show floor for non-exhibitor personnel. Please state the exhibiting company and booth number.
- List the non-exhibitor personnel and type of badge they will be wearing.
- State the time and date of the meeting (meetings cannot be scheduled prior to the show opening on Tuesday, January 19, 2010).
- State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth.
- Access to the floor during non-show hours will be denied unless show management receives this written request in advance.
PARKING:
No overnight parking is allowed, the Venetian has ample parking lots located onsite at the Venetian and Palazzo Hotels
PHOTOGRAPHY:
Oscar/Einzig Photography is the official photographer. Refer to the Oscar/Einzig Order Form under the Official Contractors Section.
PERSONALLY OPERATED VEHICLES (POVs)
All personally owned vehicles (POVs) will unload/load at the POV staging area located on Sands Avenue between Koval Lane and Manhattan Road (before Paradise). Please enter from Sands Avenue. Please refer to the POV Service map located in the Shipping section of this manual.
SECURITY:
Show Management will provide uniformed guards along the perimeter of the exhibit floor on a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent losses; however the final responsibility lies with the exhibitor. If you have items in your booth that are vulnerable to theft, take advantage of the complimentary storage room to lock up your merchandise during non-show hours.
SOUND LEVELS:
Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.
TELEPHONE SERVICES/INTERNET LINES:
All telephone and internet services will be handled through SES (Sands Electrical Service). Refer to their order forms in the Facility Utilities Section of the manual.
VENDOR INVOICES:
Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies. If there is any question as to the charges made, please consult with our show representatives before paying the bill. Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.
SHOW MANAGEMENT CONTACTS
GREEN INITIATIVES
The Shot Show 2010 is committed to reduce, reuse, and recycle approach to planning and producing our shows. Recycling waste, trash and other paper products and using recycled products are just a few of the steps we have taken toward “green” tradeshow experience.
For example sending out this Service Manual in a web based format conserves over 150,000 pieces of paper previously used for the 3-ring binder format!
Here are a few examples of what you can do to help the environment:
- Reduce, Reuse, Recycle
- Sign your office up for a recycling program: paper, plastic, cans, etc.
- Develop an online ordering system for your buyers.
- Reduce marketing on paper by opting for more electronic communication, email attendees after the show.
- Design your booth display to last for 5 years or longer using natural fibers.
- Practice Green Purchasing where ever possible by specifying Environmentally Preferable Products (EPP). These products or services contain recycled content, minimize waste, conserve energy or water, and reduce the amount of toxics disposed or consumed.
- Reduce packing material by utilizing recyclable materials and take advantage of convention center recycling options for packaging.
- Donate extra amenities or promotional products to local charities rather than shipping them back or tossing them in the trash.
Reed Exhibitions has implemented the following programs and purchasing habits in an effort to reduce the amount of waste generated and encourage our clients and vendors to Reduce, Reuse and Recycle whenever possible.
- We have successfully implemented Express Badge on many shows, allowing attendees to print their badge on demand at show site. This process reduces the printing and mailing of unnecessary badges.
- Our offices are set up to recycle paper, plastic, cans.
- We design a show look for a minimum of 3 year lifecycle and recycle graphics for the same period.
- We have reduced paper communications both internally and externally by opting for electronic communication.
- Producing an on-line exhibitor manual reduces our paper consumption by over 150,000 sheets on this show alone.
- Where ever possible we partner with local charities to provide donation opportunities for our exhibitors as a way to “reuse” leftover products and merchandise, thus saving on packing materials and carbon emissions by not shipping home. A great way to “Reuse” material for a good cause.