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 Thermal Management Systems Symposium 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 Pavilion, where all networking breaks, lunches and reception(s) 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 below (page 4) and return it to Encore Event Technologies. marriottmissionvalley@encore-us.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 tapes, adhesives, 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) 8 x 8 Area (1) 6 x 2 Skirted Table (2) Chairs (2) Symposia Registrations (includes access to: technical sessions, food & beverage functions & tabletop exhibit) Company listing and 50-word profile in either the printed event guide and/or the electronic exhibitor directory (due August 23, 2018) Post-event attendee list (name, company & country) Event Details: Installation hours will be Monday, October 8 th from 12:00pm 4:00pm. Dismantle hours will be at the conclusion of Symposium on Thursday, October 11 th after 12:00pm. Exhibits will be held in the Pavilion, where all networking breaks, lunches and reception(s) will take place. Shipping Information: Ship all display materials to The Marriott San Diego Mission Valley. Materials may not arrive before Saturday, October 6 th. If you are shipping boxes to your attention at the hotel, they must be addressed with the following: Marriott San Diego Mission Valley TMSS October 9-11, 2018 Recipient & Company Name 8757 Rio San Diego Drive San Diego, CA Handling and shipping charges apply to all shipments (incoming and outgoing). o Boxes: $10.00 USD per box o Pallets: $75.00 USD per pallet For return shipments, please complete the necessary shipping form below (page 8) and bring to the front desk with payment. Exhibitors will need to schedule their own pick-up with UPS and FedEx. Shipments can be placed in the Pavilion following the event fully packed, taped and labeled for pickup. 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 San Diego Mission Valley Exhibit Order Form EXHIBITOR INFORMATION Event Name SAE 2018 Thermal Management System Symposium Exhibit Dates October 9-11, 2018 Ballroom Pavilion Company/Exhibitor Booth# Contact Name Address Address City State Zip Phone# Fax # UNIQUE. CREATIVE. INNOVATIVE. P: F: E: MarriottMissionValley@encore-us.com

5 San Diego Mission Valley Exhibit Guide 110/120 VOLT Note: All Power is Per Show inclusive of labor and priced per day: A 24% service charge applies. Quantity Set Date Strike Date Show Price Total 500 Watts (5 amps) $90.00 per day = $ 1000 Watts (10 amps) $ per day = $ 2000 Watts (20 amps) $ per day = $ 208/220 VOLT - Call for quote ADDITIONAL LABOR IF NEEDED (Minimum Charge for Orders - 1 hour) 110/120 VOLT outlet prices power include delivery of the service to one location at the rear of the booth in peninsula and in-line booths. All island booths will require labor. If you require outlets in other locations, have lights or electrical items to hand or erect, or have other electrical requirements pleas add an estimated 1 hour minimum to the order. Straight Time (per hour) Monday - Saturday, 7:00 am 5:00 pm $ Overtime (per hour) Monday - Saturday, 5:00 pm 7:00 am (All day Sunday) $ Holiday $ ADDITIONAL INFORMATION A scaled floor plan is required for orders with multiple outlet locations and/or island booths. If a power location in an island booth is not provided prior to show move-in, a location will be determined by Encore in order to maintain delivery schedules. Relocation of the service will be charged on a time and material basis. If a dedicated circuit is required, please order 2000 watts/20 amps. Separate outlets should be ordered for each piece of equipment and/or each power location. NO refunds will be applied to electrical services cancelled after installation. QTY ITEMS SHOW RATE QUANTITY TOTAL A/C Extension Cable $15.00 Power Strip $15.00 Extension/Power Strip Combo $25.00 ELECTRICAL TOTAL UNIQUE. CREATIVE. INNOVATIVE. P: F: E: MarriottMissionValley@encore-us.com

6 San Diego Mission Valley Exhibit Order Form EVENT TECHNOLOGY GUIDE Audio Equipment Qty Items Daily Rate Days Total JBL Powered Loudspeaker w/stand $ SM-58 Hardwire Microphone w/stand $50.00 UHF Wireless Microphone (Handheld or Lavaliere) $ PC/MP3 Adapter $ Channel Mono Mixer $55.00 All microphones, laptop audio, MP3 players, etc. must have an audio mixer and house sound patch/ speaker. Video Equipment Qty Items Daily Rate Days Total VGA Cable (for PC, projectors and monitors) $20.00 Computers, Internet & Phone Lines Qty Items Daily Rate Days Total PC Laptop Computer $ Desktop Computer w/mouse & Keyboard $ Hardwire Internet Connection (single user) $ Wireless Internet Connection (single user) $15.00 Polycom Speaker Phone $ Telephone w/did Analog Line (Domestic Calling $ Electrical Total ENTER > $ Equipment Total ENTER > $ Labor (service charge does not apply) ENTER > $ (Does not include 8% LA Tax and 24% Service) GRAND TOTAL $ UNIQUE. CREATIVE. INNOVATIVE. P: F: E: MarriottMissionValley@encore-us.com

7 San Diego Mission Valley Exhibit Order Form CREDIT CARD AUTHORIZATION FORM Please make your selection below and or fax completed to: Encore Event Technologies: FAX: (619) I authorize Encore Event Technologies & Marriott Mission Valley to charge my credit card for: Date of Function Name of Event/Group: Type of Card (Check One): American Express Visa MasterCard The hotel may place applicable charges on my credit card for the estimated amount 14 days prior to the function. Card Holder Name: Card Holder Address: Card Number: Expiration Date: CCID: Total Estimated Charges: $ Phone Number: Date: Signature: ALL ORDERS SUBJECT TO LIMITS OF LIABILITY AND RESPONSIBILITY AS SET FORTH BELOW. By executing this order form, Lessee agrees as follows: 1. Cancellation: In the event Lessee cancels this order, Lessee will be charged a cancellation fee equal to 10% of one day s rental of the subject equipment. Cancellation made within 48 hours of the delivery date will be charged a cancellation fee equal to one day s rental plus handling charges. 2. Risk of Loss: Rental Equipment is the responsibility of Lessee. Any equipment which is lost, damaged, or stolen while in Lessee s care of possession will result in Lessee being charged for replacement cost, labor, or parts for repair, as the case may be. 3. Insurance for the subject equipment is Lessee s responsibility. 4. Payment tendered for the specified equipment with this reservation form is an estimate only and any changes in equipment requirements and any labor charges will affect this estimate. Lessee is responsible for all charges. 5. It is the responsibility of the exhibitor to advise an Encore Event Technologies representative of any problems with their order at show site to the number listed in the bottom header. Absolutely no credits will be issued after show closing. UNIQUE. CREATIVE. INNOVATIVE. P: F: E: MarriottMissionValley@encore-us.com

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