2014 Exhibitor Handbook This handbook is a binding part of the exhibitor agreement as agreed in item 18 of the terms and conditions. Rev

Transcription

1 2014 Exhibitor Handbook This handbook is a binding part of the exhibitor agreement as agreed in item 18 of the terms and conditions. Rev EACH EXHIBITOR IS RESPONSIBLE FOR READING AND UNDERSTANDING THIS HANDBOOK. THE INFORMATION IN THIS HANDBOOK MAY CHANGE BEFORE SHOW TIME. CHECK YOUR OFTEN FOR ANY POSSIBLE UPDATE NOTICES. GENERAL INFORMATION: Show Location Cox Business Center (across the street from the BOK event center) 100 Civic Center Tulsa, OK Exhibit Halls A & B Show Dates & Hours Friday, October 17th Saturday, October 18th Sunday, October 19th 12pm to 8pm 10am to 8pm 11am to 5pm Move-In Dates & Hours For LARGE format exhibitors, exhibits including vehicles and exhibits requiring extended on-site construction Tuesday, October 14th 2pm to 8pm (Event 1 Productions layout, pipe & drape 10am to 2pm) Wednesday, October 15th 9am to 8pm For SMALL format exhibitors, and simple set-up booths Thursday, October 16th 9am to 8pm Move-Out Dates & Hours Sunday, October 19th Monday, October 20th Access Assignments Booth numbers Booth numbers pm to 9pm 8am to 12pm Overhead Doors Exhibit Hall A Exhibit Hall B Show Decorator Event 1 Productions, Inc Fall Home Expo Management Contacts Frank Sawyer frank@nuredo.com Tomye Sawyer tomye@pritulsa.com 1 of 6

2 Safety & Convenience All information, rules and regulations in this manual are intended to maximize the safety and convenience of all Exhibitors, show staff and the public. Your compliance to this manual is essential to achieve the desired results. Check-In All Exhibitors must check in before beginning set-up or moving any materials into the exhibit hall. The check-in table is located inside the exhibit hall along the west wall as indicated on the move-in map. Any required final signatures on documents and confirmation of booth payment will be made at this time. Exhibitor badges (based on booth size or as contracted) and concession vouchers (Two $ 5 00 vouchers per exhibit) will be provided at this time. Food vouchers are not replaceable if lost or stolen and replacement exhibitor badges are $ 5 00 each. Move-in & Set-up All Exhibitors are asked to be courteous and patient during the move-in process and to keep loading docks free of vehicles not actively being unloaded and to keep aisles free of vehicles and materials at all possible times so that all Exhibitors have clear pathways to access their booth space. No parking on the ramps or elevated portion of the loading dock is allowed at any time. Access to the show floor is through 1 of 2 overhead doors along the West side of the facility that faces Houston Ave. as indicated on the Access Map on page 5. Vehicles actually entering the building may use the drive up ramps or if drive-in entry is not needed then available loading docks may be used to off load. FORKLIFT: Provided courtesy of Fall Home Expo management. Schedule with Event1. FLAT BED CARTS: Provided courtesy of Sam s Wholesale Club. Available on a first come basis. Trade your driver s license for a cart at the check-in table and trade back when you are through. Please return carts as soon as possible for the benefit of all exhibitors. LARGE format exhibitors, exhibits including vehicles and exhibits requiring extended on-site construction may drive into the building during move-in hours on Tuesday, October 14th and Wednesday, October 15th ONLY. All vehicles not a part of a display are to be unloaded and driven outside PROMPTLY. Any vehicles blocking a 10-foot aisle may be asked to move. Vehicles parked in a 20-foot aisle shall be parked on the side nearest to your exhibit to allow other vehicles to pass. The overhead doors will be used for forklift and flat bed carts ONLY on Thursday, October 16th and no driving on the event floor will be allowed. Thursday is reserved for SMALL format Exhibitors, simple set-up exhibits and for finalizing all exhibits for opening day. All materials brought in on Thursday must be brought in on pallets by forklift, on the provided flat-bed carts or by hand. NO INITIAL MOVE-INS ON FRIDAY, OCTOBER 17th, unless previous arrangements have been made with show management. All items must be brought into the building/booth prior to Friday. Friday morning before the show opens is reserved for minor set-up and final arrangements only. Move-out & Tear-down Patience and courtesy are encouraged for an orderly and safe move-out process. No exhibits are to be broken down or moved out prior to show closing at 5pm on Sunday. NO EXCEPTIONS. An announcement will be made when the public has left the show floor which may be a few minutes after closing. Common area decorations must be cleared before the overhead doors will open. Our goal is to open by 6:00pm. All Exhibitors are encouraged to use this first hour to take down and pack up their materials within their booth space to make ready for transport to the loading dock and/or for vehicle loading or to hand carry out small valuables. The priority is to get small Exhibitors out first. This allows pipe & drape removal to maximize driving paths. Don t bring in vehicles until you are ready to load. Use flat bed carts or fork lift service to transport to the dock. All exhibitor materials are to be broken down and removed from the building no later than 12pm Monday, October 20th. Please remove or place all trash in appropriate containers. Any items left in the show halls after 12pm Monday will be discarded. Large items or excessive debris left behind may incur a disposal fee. Booth Set-up Booth partitions (pipe and drape) are provided without charge. The drapery colors are black and red. Each 10 X 10 booth comes with pipe & drape partition, one wastebasket and booth identification sign. Back wall height is 8 feet and the side rail height is 3 feet (where applicable). Exhibitors are responsible for tables, chairs and floor coverings. Exhibitors may provide their own or rent from Event1. Displays and/or walls may not block the view of a neighboring display within 5 feet of the aisle without consent of the neighboring exhibitor. Within 5 feet of the aisle, displays/walls and fixtures may NOT be higher than 4 feet unless they are at least 10 feet from adjoining exhibitors. Back walls may be up to 10 feet high. However, any part of the back wall over 8 feet must be finished, painted or covered with no company logos or names or text of any kind visible on the back side. All raw wood or unfinished material that extends above the pipe and drape of the booth must be painted or covered. 2 of 6

3 Hanging Signs Each Exhibitor has the right to have signage hung from the ceiling in the air space directly over their booth and bounded by the dimensions of the booth. Sign hanging services are ordered from and paid to Event1. Electrical Service One 110-volt electric duplex outlet is available within 50 feet of each booth space at no additional charge. Exhibitors needing power must supply their own 14-guage extension cords and suitable power strips. PLEASE BE AWARE A power box may be located in your booth space that other Exhibitors will need to access in order to gain power for their booths. If this is the case, you will need to allow and provide for reasonable access to the power box by your neighboring exhibitors. Their is one power box for each island of booths per the layout. Children & Animals Due to safety and liability concerns, please DO NOT bring children or animals into the building during set-up or tear down. Service animals are permitted and must be leashed. This item will be strictly enforced. Damages Exhibitors may not nail, tape or in any manner affix anything to facility walls, floor or pillars. Additionally, no stickers or adhesive type material or markers of any kind may be distributed as a promotional item from any booth. If any Exhibitor material is affixed to any interior surface, the Exhibitor will be charged for its removal plus the cost to repair the surface. Direct Shipments May Be Sent To: Your Company Name & Booth # Fall Home Expo c/o SMG/Cox Business Ctr Attn: Brian Puza 100 Civic Center Tulsa, OK (918) Shipments will be accepted October 14th, 15th & 16th between 9am and 4pm ONLY. BOOTH RULES Booth Assignment and Fulfillment All booth space is assigned by show management with due consideration of an Exhibitor s preference. However, show management retains the right to re-assign booth space in its sole discretion as deemed in the best interest of the Show. No Exhibitor will be allowed to enter the building to begin set-up unless their contract for the booth space is fully paid and check-in is complete. Late Move-In Any Exhibitor who has not set up or notified show management that they will be late by Thursday, October 16th at noon will forfeit their booth space. No refunds will be due or given. At this point, show management at its discretion may re-sell, re-assign or use the forfeited booth space in any manner of its choosing. Balloons BALLOONS ARE ABSOLUTELY PROHIBITED. NO EXCEPTIONS. They may NOT be used in any manner during the show (inflated or not). Responsible Exhibitor will be charged a removal fee for any balloons that find their way to the ceilings of any area of the facility. Staffing and Conduct Booths must be staffed at all times during the Show s hours of operation. All Exhibitors and their staff are expected to dress in a professional manner and to conduct themselves in a similar fashion. Show management reserves the right to remove anyone who is inappropriately dressed or acting in an objectionable manner such as to detract from the show or to interfere with other Exhibitors. Smoking No smoking or vaping is allowed within the Cox Business Center. Go outside to a designated area to smoke or vape. Animals No animals are allowed in the show unless they are service dogs for assisting the physically limited. Any Exhibitor who violates this rule will be removed from the show. 3 of 6

4 Vehicles All motorized vehicles used in an exhibit must have the battery cables disconnected and gas caps locked or taped (or empty gas tanks). Vehicles used in a display may not be moved during show hours. Signage and Solicitation Booth rental is restricted to only the space you have contracted. No signage or construction may extend beyond this space. If a two-sided sign appears to be advertising in another booth space you will be asked to remove it or cover it. No solicitation or business activity may be done outside of your physical booth space with the exception of paid sponsorships that allow for banners and floor graphics outside of booths. Food and Drink All outside food and drinks are prohibited. All food and drink service to be consumed on premises must be purchased from the Cox Business Center food service vendor (concessions). However, for the convenience of our exhibitors, show management is supplying each exhibitor with the food vouchers mentioned earlier. Sampling Distribution of food or drink product samples from your booth must not exceed 2 ounces per sample. Exhibitor must comply with all Tulsa City-County Health Department requirements. No food or drink may be sold for on-site consumption. Bathrooms may not be used for clean up. There is a small catering kitchen area that may be used for clean up by those exhibitors who request its usage. Noise Excessive noise or visual distractions will not be permitted. Booths requiring the use of microphones, etc. have been placed in locations where in the opinion of show management when used at reasonable volume, they will not interfere with the activities of neighboring Exhibitors. Show management will make the final decision should a situtation arise and may ask the Exhibitor to lower the sound level. If the exhibitor does not comply, they will be removed from the show and no rental refund will be due. Liability and Security Permission to participate in this event as an exhibitor is given on the express understanding that Fall Home Expo, the Cox Business Center and its management company SMG, their employees and agents are not responsible for any damage, loss or theft to property that belongs to the Exhibitor. Show or facility insurance does NOT cover Exhibitor s liability or property! Exhibitors are strongly advised to adequately insure their property and their own liability for potential damages. Exhibitors are solely liable for any damage they may cause to other exhibitors or their property, or to show attendees, as well as any damage to the Cox Business Center itself. Hospitality Lounge The lounge is located across the lobby floor from the exhibit halls and provided courtesy of the show management, the exhibitor s hospitality lounge will offer Exhibitors and working staff a quiet getaway spot. Ice water will be available in the lounge at no charge to the Exhibitors. Concession food may be taken into the lounge. Please leave tables clear for others. Taxes and Licenses Each Exhibitor is solely responsible for obtaining any licenses or permits as required by any city, county or state agency or law as applicable to their booth activities. Each Exhibitor is solely responsible for collecting and or paying any and all taxes, license fees and any other charges that may be due to any governmental authority resulting from their activity or appearance at the show. Ramp B for booths Ramp A for booths of 6

5 Access Map 100 CIVIC CENTER TULSA, OK Move-In Schedule Tuesday 10/14: 2pm-8pm & Wednesday 10/15: 8am-8pm Drive-in access for LARGE space and/or exhibitors constructing displays on-site ALL VENDOR VEHICLES OUT BY 8PM WED. Thursday 10/16: 8am-8pm SMALL space and simple set-up Vendors NO MOVING VEHICLES INSIDE BUILDING Move-Out Schedule Sunday10/19: 5pm-6pm Common area clearing & in-booth pack-up NO MOVING VEHICLES INSIDE BUILDING Sunday10/19: 6pm-9pm Monday 10/20: 8am-12pm Pack up & move out. Vehicles allowed. MOVE-IN & MOVE-OUT MOVE-IN & MOVE-OUT OVERHEAD OVERHEAD A Check-In Table & B Flat Bed Cart Depot Booths Use Entrance A Booths Use Entrance B Complementary forklift and flatbed carts available during move-in & move-out. TICKET WINDOW 5 of 6

6 Parking Map Salvation Army er rch eet Str A One Technology Center New City Hall Garage Entrance 1st Parking Garage Tulsa Performing Arts Center Crowne Plaza Hotel Baptist co Fris ue n Ave Civic Center Parkade Garage Entrance et Stre100 West Williams Center Trinity Episcopal Bartlett Square cin nat i Presbytr n ue er uld Bernsen Center ue ven ea enn ey Ch 7th t ee Str n Ave Bo Dwtn Plaza ton Bos Civic Center Parkade it Cin tro De Federal Courts & Post Office Holy Family Cathedral Christ Scientist 11th Street 6 of 6 Tulsa Community College Christian