SAE Engineering Events Tabletop Rules & Display Reference Guidelines

Transcription

1 SAE Engineering Events Tabletop Rules & Display Reference Guidelines The following Exhibitor Rules & Display Reference Guidelines have been established by SAE International Powertrains, Fuels & Lubricants Meeting Show Management. These guidelines are created to promote continuity and consistency among tabletop exhibitors and follow industry tabletop exhibitor standards. Tabletop displays are considered static displays and do not require booth staffing at all times. Please note, the displays will be located in the Ballroom Foyer, where all networking breaks will take place. Exhibitor Rules: Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. Floor standing banners are not permitted in front or on the side of the tabletop. Any pop-up banner MUST be placed behind your table. There will be approximately three (3) feet behind the table which includes the space needed and room for your provided chairs. Do not bring Pop-Up Displays unless approved by Show Management. Exhibitors are encouraged to display promotional items on the tabletop. Table display banners must not exceed five (5) feet in height and four (4) feet in width and/or floor standing display banner stands (behind your table) must not exceed eight (8) feet in height and three and a half (3 ½) feet in width. Please do not leave valuables at your tabletop space overnight. There will not be security in the exhibit area during closed hours/overnight. Exhibitors may not solicit in the aisles or in any other location in, around or outside the hotel except at their tabletop booth. If you require electricity and/or internet for your exhibit, please complete the form on page 4 and return it to Jesse Garcia at PSAV Presentation Services. jesse.garcia@psav.com Fax: Questions: Exhibitors may be asked to remove any display items not in compliance with these guidelines. Storage will not be provided. Please place any items under your skirted table display. No tape, adhesive, or any items are to be used to hang or attach signs or display materials to the hotel facility walls. You may have your table removed to place a piece of machinery or furniture in its place. The machinery must be manufactured and sold by the company. It must conform to the dimensions of the table and must be approved prior to the conference.

2 Tabletop Package Includes: (1) 6 x 2 Skirted Table (2) Chairs (1) Full Meeting Registration (includes access to: technical sessions, plenary session, food & beverage functions, & exhibits) Company listing and 50-word profile in the printed event guide and electronic exhibitor directory (due December 3 rd ) Post-event attendee list (name, company & country) Event Details: Installation hours will be Monday, January 21 st from 12:00 pm 4:00 pm. Dismantle hours will be at the conclusion of Symposium on Thursday, January 24 th after 10:30 am. Exhibits will be held in the Ballroom Foyer, where all networking breaks will take place. Shipping Information: Ship all display materials to The San Antonio Marriott Riverwalk. Materials may not arrive before Thursday, January 17 th. Please review the detailed inbound and outbound shipping instructions on page 6. o Exhibitors will need to schedule their own pick-up with UPS and FedEx. Shipments can be placed in the Foyer following the event fully packed, taped and labeled for pickup. Please complete the necessary shipping form on page 7. Business Center costs can be found on page 8. Please Note: With written permission, variances may be allowed. Requests for variations must be submitted to Show Management no later than 30 calendar days prior to the set-up day for the show. Tabletop Assignment Policy: Requests for table locations will be handled on a first-come, first-served basis. If extra space is needed, please let your Sales Manager know as it may require purchase of a second space. Tables will be assigned only after full payment has been received. Show Management reserves the right to determine final exhibit table assignments. SAE reserves the right to relocate table top displays to ensure maximum exposure for exhibiting companies to the event attendees. This may include relocation to a different meeting space/location and may include in the General Session room. If this is the case, exhibitors will be notified in advance. QUESTIONS? Contact: SAE Customer Sales Toll-free: (U.S. and Canada) (outside U.S. and Canada) CustomerSales@sae.org PLEASE NOTE! SAE International neither endorses nor sponsors FAIR-Guide or its publishers. Anyone desiring to sign with FAIR-Guide should carefully read their agreement to ascertain what they think they will be receiving in return for their money.

3 Renderings for Example Only 5 3 ½ ½

4 EXHIBITOR SERVICES ORDER FORM Exhibit Booth Info Please complete the requested information below San Antonio Marriott Rivercenter & Marriott Riverwalk Address Program: Set up Date: Set up Time: Booth # End Date: 1/24/2019 End Time: 5:00 pm $ $ X = Additional Toner $ $ X = 40" LCD Monitor w/ Floor Stand * $ $ X = 55" LCD Monitor w/ Floor Stand * $ $ X = PC Laptop Computer* $ $ X = $60.00 $85.00 X = Pre-Event On-Site Qty Days TOTAL $ $ X = DVD/ VHS Player $75.00 $ X = City, State, Zip LCD Projector Lumens $ $ X = ( ) 20"-36" AV Stand or Cart w/skirt $30.00 $55.00 X = ( ) 101 Bowie Street San Antonio, TX PSAV Office: (210) Fax: (210) COMPANY INFORMATION EXHIBITOR COMPANY NAME ON-SITE CONTACT NAME Address Telephone Number Fax Number Payment Terms & Conditions Full payment, including sales tax, is due in advance. Purchase orders are not accepted. Cancellations less than 24 hours prior to exhibit load-in will be charged a one-day rate. A representative must be in your booth to sign for delivery of equipment. B&W Laser Jet Printer* Computer Display Equipment Remote PowerPoint Slide Advancer * On-site requests may take up to 5 hours to fulfill, based upon availability. Video Equipment / Other 24" LCD Monitor (XGA)* 6x6 Tripod Screen $90.00 $ X = Laptop Speakers DID Telephone Line* Miscellaneous Equipment *Long-distance charges will apply - call for details Internet Access Wired High Speed Internet- Single User Access Wireless High Speed Internet-Single User Access Powertrains, Fuels & Lubircants Meeting 1/21/2019 Pre-Event Rate On-Site Rate Qty Days Pre-Event On-Site Qty Days TOTAL $45.00 $75.00 X = $ $ X = Pre-Event On-Site Qty Days TOTAL $ $ X = $ $ X = TOTAL The equipment requested in this order is being rented for the specified period of time only. Any equipment rented is for use in the exhibit booth only. Equipment may not be removed without the written permission of PSAV All equipment must be returned to PSAV in the same condition as it was in at the time of delivery, normal wear and tear excluded. Exhibitor agrees to be billed for any damages or loss of equipment while in exhibitors care or control Lighting & Rigging Services Vinyl Banner Hanging (Per Banner) Banners to be hung on Airwall Only, under 32 ft² Pre-Event On-Site Qty Days TOTAL $ $ X = Please see page 2 for the PSAV Electrical Services Rental Form (Required for exhibit booth power needs) For specialty equipment not listed, including special lighting & RIGGING requests, please call for quote. **If ordering only Internet or Telephone Services, only Page 1 will need to be completed. Order Forms with payment arrangements made less than 15 days before exhibit set-up will be charged on-site rates. FAX (210) Payment Please complete the requested information below: PAGE 1 TOTAL COST Acceptance Signature: Equipment Total $ Printed Name: For your security and to adhere to PCI Security Standards, please call PSAV directly to finalize payment arrangements with a Credit Card. Office # (210) **On-site rates apply for payment arrangements made less than 15 days prior to the start of exhibit set-up.** Names of authorized on-site contacts for additions: Labor (estimated by PSAV) SUBTOTAL* *8.25% Sales Tax will be added to every order $ $ Onsite Contact Mobile Phone #: PAGE 1 TOTAL $ PSAV Exhibit Services San Antonio Marriott Rivercenter

5 PSAV / SAN ANTONIO MARRIOTT RIVERCENTER & MARRIOTT RIVERWALK ELECTRICAL SERVICES FORM FUNCTION DATE January 21-24, 2019 COMPANY NAME FUNCTION LOCATION CONVENTION GROUP BOOTH # ON-SITE CONTACT - PH. NO. Office: VOLT/SINGLE PHASE SERVICES: Ballroom Foyer, Marriott Riverwalk SAE / IPFL Jesse Garcia DATE TIME SET-UP BREAKDOWN 1/21/19 DATE 1/24/19 12:00-4:00 pm TIME ELECTRICAL # DAYS Quantity ADVANCE ORDER # DAYS Quantity FLOOR ORDER Per Day Cost 5:00 pm ***FAX YOUR REQUEST TO: *** YOUR ORDER MUST BE RECEIVED NO LATER THAN 15 BUSINESS DAYS BEFORE DATE OF SERVICE TO ENSURE TIMELY INSTALLATION STANDARD LABOR RATES: MONDAY - FRIDAY 8AM - 5PM. ADDITIONAL LABOR CHARGES MAY APPLY FOR AFTER HOURS, HOLIDAY AND WEEKEND SERVICE. Per Day Cost Single Outlet Service (5 amps) NOT DEDICATED $ $ Single Outlet Service (20 amps) DEDICATED $ $ Power Strip (rated for 15amps) $ $ ' - 50' Extension Cord $ $ ' Extension Cord $ $ TOTAL PRICE ADDITIONAL ELECTRICAL SERVICES SERVICES AVAILABLE: # DAYS Quantity ADVANCE ORDER # DAYS Quantity FLOOR ORDER 30 AMPS EACH $ $ AMPS EACH $ $ AMPS EACH $ 1, $ 1, AMPS EACH $ 3, $ 3, TOTAL PRICE GENERAL INFORMATION: Wall outlets or columns are not a part of the rental space and are not to be used. Charges for electrical service listed, do not include repair of outside equipment or any control wiring. Service does include power to one point and one connection. Motors of one-half housepower or more must be equipped with a safety switch. If 24-hour service is required, please describe your requirements and our staff will furnish a quote. PSAV and/or Marriott reserves the right to refuse connections where wiring constitutes a safety or fire hazard. All materials and equipment furnished by PSAV and/or Marriott will remain the property of PSAV and/or Marriott. Prices subject to change without notice. ELECTRICAL RATE SCHEDULE: For request of more than 4 outlets, you must request a heavy duty service and specify the number of outlets required. Four outlets constitutes a 20 AMP circuit. NOTE: Please include a diagram of floodlight and outlet locations. Cable for dimmer boards or special outlets must be supplied by the exhibitor/outside co. SPECIAL SERVICE UNITS: In those instances where your needs cannot be classified under either Standard Service or Heavy Duty Service, please describe your requirements. This work will be done and charged on a time and material basis. PAYMENT INFORMATION Electrical Subtotal $ Tax (8.25% of subtotal) $ Labor (estimated by PSAV) $ Electrical TOTAL $ Acceptance Signature: Please complete the requested information below: Printed Name: For your security and to adhere to PCI Security Standards, please call PSAV directly to finalize payment arrangements with a Credit Card. Office # (210) *On-site rates apply for payment arrangements made less than 15 days prior to the start of exhibit set-up.* Authorized on-site contact for additions: Onsite Contact Mobile Phone #:

6 In-Bound Shipping Instructions San Antonio Marriott Riverwalk Hotel Shipping Instructions To eliminate any package delays please utilize the addressing instructions below. All packages received by The UPS Store require a signature release before leaving The UPS Store custody. Release signatures are captured at the time of package pickup at The UPS Store, or during delivery to the recipient. In-bound receiving and handling fees will be applied to all package(s). Fees applied are in addition to standard shipping rates. Use only the individual guest name for the field below who will be on site to sign for the package(s). Please DO NOT address your packages to a hotel employee or Event Manager as this could cause the package to be delayed. Deliveries can be scheduled prior to arrival at the hotel by calling The UPS Store at , or upon arrival by calling ext from a house phone. To ensure proper delivery time for your event, please schedule your package to be delivered to the hotel one or more days prior to the start of your event. Packages scheduled to be delivered on the day of your event Shipments for Meetings: Affix a label with the following information in addition to the airbill San Antonio Marriott Riverwalk Hotel (Event Name) (Arrival Date) Hold for Guest (Guest name) (Guest Cell Number) (Guest Company Name) (Booth Number) 889 East Market Street San Antonio, TX Shipments for Individual Guests: San Antonio Marriott Riverwalk Hotel Hold for Guest (Guest Name) (Arrival Date) (Guest Cell Number) 889 East Market Street San Antonio, TX Out-Bound Shipping Instructions Please affix a completed carrier airbill to each package to expediate the process for out-bound shipments. If you do not have a completed airbill see The UPS Store for assistance. Boxes, carrier envelopes, and shipping supplies are available at The UPS Store. Pickup of out-bound shipments by any carrier other than UPS or FedEx must be coordinated with The UPS Store. Out-bound fees are in addition to standard shipping rates. Handling Fees Fees are in addition to standard shipping rates. All handling fees can be applied to a guest room/master account or paid in The UPS Store with a credit card or cash. Storage Fees Weight 0-9 lbs lbs lbs lbs lbs lbs 100+ lbs Crates up to 149 lbs Crates from 150 lbs Pallets (shrink wrapped) Display box/poster/tube Display case Handling Fee $5.00 $10.00 $15.00 $20.00 $35.00 $60.00 $90.00 $ $ $ $30.00 $60.00 A $25/day fee is applied to each package that is stored for more than 5 calendar days. Terms & Conditions: Receiving and storage charges are payable at the time of pickup or delivery. Recipient may be required to present government-issued photo identification and sign for delivery. Shipper must comply with all applicable local, state and federal laws, including those governing packing, marking, labeling and shipping. OBTAIN FIRE, CASUALTY AND ALL OTHER INSURANCE ON PACKAGE CONTENTS PRIOR TO SHIPPING. Neither Marriott nor The UPS Store provide such insurance. Neither Marriott, The UPS Store nor the employees, agents or contractors of either firm will be liable for any damages, whether direct or indirect damages, relating to or arising out of any loss or damage to any package or its contents, unless a package is lost after receipt at the Hotel, in which case such liability shall be limited to the lesser of $100 or the liability of the carrier indicated above. By sending your package to the Hotel, you agree to be bound by any additional terms and conditions that Marriott or The UPS Store may establish for receiving and delivering your packages. **Prices are subject to change. Revised

7 Exhibitor Shipping Authorization Marriott Riverwalk 889 E Market St San Antonio, TX (210) Phone store6140@theupsstore.com Total Number of Parcels Each item will be weighed to ensure accurate billing Handling Fee: Boxes/Cartons 1-9 lbs $ lbs $ lbs $ lbs $ lbs $ lbs $ lbs + $90.00 Crates <149 lbs $ Crates >150 lbs $ Pallets (shrinkwrapped) $ Display box/poster/tube $30.00 Display Case $60.00 Booth # Contact Name: Phone Number: Shipping : Please affix your preprinted shipping labels to your parcels. If you do not have your own account number for shipping we can create a shipping label for you. SHIP TO: San Antonio Marriott Riverwalk ATTENTION: PHONE: ADDRESS: 889 East Market Street CITY/STATE/ZIP: San Antonio, TX Next Day Early AM Next Day Air Next Day Air Saver 2nd Day Air 3 Day Select Ground Insurance: $ (UPS covers damage/loss up to the first $100.00) Billing/Payment: Guest Name/Room Number: OR Credit Card Number: Expiration Date: Billing Zip Code: Cardholder Name: Signature: Phone Number: Date: Address: **Receipts and any tracking numbers associated with shipments will be sent to the address above**

8 The UPS Store San Antonio Marriott Riverwalk 889 East Market Street San Antonio, Texas Tel Store Hours Monday Friday 7:00am-3:30pm Saturday & Sunday CLOSED

9 PACKAGING, SHIPPING & RECEIVING SERVICES / SUPPLIES SHIPPING SERVICES Domestic International Other Carrier Services Corporate Accounts POSTAL SERVICES UPS Next Day Air UPS 2nd Day Air UPS 3 Day Select UPS Ground Letters, Packages USPS, FedEx, DHL Subject to Hotel Package Management Services Postage Stamps, Meter Mail, Priority Mail, Parcel Post PACKAGING SERVICES Professionally trained staff Highest packaging standards Any size, value, shape or weight Crating & Palletizing HOTEL PACKAGE MANAGEMENT SERVICES Parcels & Overnight Letters (Incoming / Outgoing) 1-9 lbs. $ lbs. $ lbs. $ lbs. $ lbs. $ lbs. $ lbs. $90.00 Crates (Incoming / Outgoing) Crates up to 149 lbs. $ Crates from 150 lbs. $ Pallets (Shrink Wrapped & Self Contained) Pallets (delivered to meeting room) $ Display Cases (Incoming / Outgoing) Display box, posters, large tube $30.00 Display Case each $60.00 *Labor Fee - $60/hr or portion thereof / setup, etc. Storage: First 5 calendar days are complimentary, each day after incurs a $25/day storage fee. DOCUMENT SERVICES DIGITAL BLACK & WHITE COPIES 20 lb. bond white paper (8.5 x 11 or 8.5 x 14) Quantity of Prints , ,001-2, ,001+ Ask for a Quote 11 x 17 is double the 8.5 x 11 price Two-sided originals count as two copies Reduction / Enlargement.50/setting Editing Function 1.00/setting DIGITAL COLOR COPIES 28 lb. bond white paper, single sided Quantity of Prints 8.5 x x x Ask for Quote Ask for Quote Ask for Quote 250+ Ask for Quote Reduction / Enlargement.50/setting Editing Function 1.00/setting FINISHING SERVICES Hand Collation Ask for a Quote Machine Stapling.02/per staple Cutting.02/sheet/cut $2.50 Setup Folding.02/fold $5.00 Setup Padding Ask for a Quote COMB & SPIRAL BINDING 8.5 X 11 Paper Only <1 $ X 11 Paper Only >1 $3.25 Clear Cover & Black Backing $1.00 LAMINATING Luggage Tag / Business Card $1.99 Letter 8.5 x 11 $2.79 Legal 8.5 x 14 $3.79 Tabloid 11 x 17 $4.79 SPECIALTY PAPERS Per sheet in addition to copy charge 8.5 x lb. Gloss Text.20 NCR (2-5 Part) per part lb. Glossy Cover.25 Pastel.06 Astrobright.06 Resume.15 Transparencies 2.00 DIGITAL SERVICES Digital Scanning (per file, 1 page) $2.00 Digital Scanning Additional Pages.25 File Saved to Thumb Drive $5.00 File Saved to CD $5.00 (Send to Receiver) $5.00 GRAPHIC DESIGN & EDITING Graphic Design per hour $ File Editing per ¼ hour $ Flyers, signs, letterhead, forms, etc. Ask for a Quote COMPUTER TIME RENTAL Computer Rental $16.00/hr $4.50/15min NOTARY SERVICES Notary Signature $6.00 FAX SERVICES Incoming and Outgoing Domestic $2.00/pg. Outgoing International* $7.50/pg. *Most Destinations PACKAGING SUPPLIES Packaging Peanuts $4.25/cu. ft. Packaging Tape $5.99/roll Bubble Wrap $3.00/ft. Shrink Wrap $15.00/pallet Boxes Various Sizes Available Markers $2.99 each