2016 EXPO EXHIBITOR KIT

Transcription

1 2016 EXPO EXHIBITOR KIT 2016 Alabama League of Municipalities Annual Convention EXPO May 15-16, 2016 VON BRAUN CIVIC CENTER HUNTSVILLE, AL

2 Alabama League of Municipalities - General Show Information Download event documents here: or here: Expo Hall Schedule included at end of document. Show Dates and Hours Sunday, May 15, 2016 Bulk Space Load in 8:00 a.m. 9:00 a.m. Sunday, May 15, 2016 Exhibitor Load in 9:00 a.m. 4:00 p.m. Sunday, May 15, 2016 Show Opens 5:30 p.m. 7:00 p.m. Monday, May 16, 2016 Expo Open/Vendors 7:15 a.m. Monday, May 16, 2016 Expo Breakfast/Lunch 8:00 a.m. 2:15 p.m. Monday, May 16, 2016 Exhibitor Breakdown* 2:15 p.m. Show Location Show Colors Exhibitor Service Desk Von Braun Center 700 Monroe Street, SW Huntsville, AL Convention Registration Desk # will be sent prior to show. Hunter Green and Bright White Back draping is alternating bright white and hunter green; Table skirt is hunter green; Side drape is hunter green. An Exhibitor Service Desk will be set up in the center of the Expo Hall (EXPO CENTRAL). Exhibitors needing to order booth supplies, turn in name badge changes or have questions answered can do so at the Exhibitor Service Desk. Show Manager Cindy Price cindyp@alalm.org Until May 12, 2016 at this telephone number Beginning May 14, 2016 Located at ALM Expo Central, Von Braun Center. ALM Convention Registration Desk # will be sent prior to show. *As per the signed Contract, all exhibitors must remain fully assembled until 2:15 p.m., Monday, May 16th. Early packing or breakdown is not permitted. This is a safety issue since there are still attendees in the Hall. The League takes this safety issue very seriously and removes violators from future conference invitations. Any vendor who breaks down early may be fined $1,000 and may not be allowed to exhibit in future League Expos. All exhibitors must breakdown removing materials and equipment immediately follow the close of the show. The Alabama League of Municipalities, Von Braun Center, Veal Convention Services are not responsible for any items left behind by exhibitors. Rules and Requirements Vehicle Unloading An exhibitor may unload vehicles by utilizing the Loading Dock at the Von Braun Center. A facility map is included. Make sure to follow the procedures as move in day is very busy. These procedures are designed to maintain safety and allow for a well organized and smooth set up day. If clarification is needed, contact cindyp@alalm.org.

3 Beverages and Food Items Alcoholic beverages, non alcoholic beverages and/or food may not be brought into the Von Braun Center. Any food sampling must be a direct component of your business, and must be approved prior to show start. You may bring small treats for yourself or attendees. We do ask that if you have any food items in your booth area please make sure your space remains tidy during all EXPO hours. Booth Exhibitor Restrictions 1. Height: Nothing can be displayed higher than the 8 backdrop drape, without prior approval. 2. Overhead: No canopies or tents of any kind are permitted in booth areas. 3. Balloons are not permitted in the Exhibit Hall. Construction and Placement of Signs and Banners All exhibit signs must be freestanding or floor type signs. No signs, banners, plaques, pennants, etc. can be hung from the ceiling, walls or perimeter drapes. All signs must be professionally manufactured and have a finished surface on all edges and sides. Signs cannot block the view of other exhibitors. Fire Regulations Exhibitors must comply with all federal, state, and local fire codes which apply to places of public assembly, in particular, Chapter 5, 8 and 31 of the Life Safety Code. All curtains, bunting, draping, etc., of any kind must be flameproof. Special care should be taken not to block or obstruct any fire hose or fire extinguisher cabinets, fire pull boxes or entrances and exits within the Von Braun Center. Licensing All exhibitors must be licensed to do business in the State of Alabama. The Alabama League of Municipalities does not secure a retail sales license for this event therefore direct selling from the Show Floor is not permitted. Parking Parking map is included in this packet. Exhibitor parking is available at lots P1 P5. P1 is the parking under the expo hall and is most convenient. Each lot has a parking fee and it is indicated on the map. Liability Each exhibitor is entirely responsible for the space allotted him through his contract. Each exhibitor agrees to reimburse the Von Braun Center for any damage to the floors, ceilings or walls within his contracted area. Decorations, signs, banners and streamers may not be attached, taped, nailed or otherwise fastened to any ceiling, window, painted surface or wall of the Von Braun Center. Under NO circumstances are helium balloons to be given away or permitted to be used in the Von Braun Center. Any cost incurred for the use or removal of these items will be charged to the exhibitor. The Von Braun Center assumes no liability or responsibility for any loss or theft. Therefore, it is the exhibitor's responsibility to provide their own insurance coverage for vehicles, exhibits, materials and so forth. Proof of this coverage is required before arriving onsite for the show. It is kept on file with your exhibitor registration. Contact Cindy Price via cindyp@alalm.org or No Smoking Policy The Von Braun Center is a non smoking facility. Security

4 Security will be provided in the EXPO Hall Sunday, May 15th through the breakdown time on Monday, May 16th. The Alabama League of Municipalities, the Von Braun Center, and Veal Convention Services will take reasonable caution to protect exhibitors against damages or loss during the show. However, the Alabama League of Municipalities, the Von Braun Center and Veal Convention Services assume no liability for damage, destruction, loss or theft or exhibitor property. Exhibitor Services Electrical Services Any exhibitor needing to order electrical services should do so when completing the online exhibitor registration or by notifying Cindy Price, Show Manager, in writing via at prior to May 6, Electrical services should be evaluated and ordered pre show as services ordered on site are generally at a higher rate. Telephone Services Telephone services are available for order from the Von Braun Center. See document under Links and Documents: VBC Telephone and Internet Orders form. Internet Service Internet (hard drop or wireless) are available from the Von Braun Center. See document under Links and Documents: VBC Telephone and Internet Orders form. Name Badges 1. Exhibitor badges may be used for the sessions but there is to be absolutely no soliciting. These sessions are educational and are not to be used as an avenue to distribute literature or do any marketing. Exhibitors are invited to attend sessions, but may not make direct contact regarding their products and services outside the Expo Hall (this includes announcements, unsolicited conversations regarding their business and distribution of promotional materials). Exhibitors must wear name badges provided by ALM while in the Expo Hall or educational sessions. Badges provide admission to all nonticketed events. 2. Exhibitor Registration opens at 9 a.m. on Sunday, May 15 (set up day). Any member of your staff may take the incorrect badges to the counter and have them corrected or reissued in another name. There is no fee for this. If a staff member will not be attending for the duration of the Expo they may give their badge to another staff member. Simply take the badge to the Exhibitor Registration counter and they will reprint the badge with the replacement name. You must have the badge with you to avoid being charged. ***ALM has prepared a full listing of facts, answers and questions that is very helpful. *** This document is accessed by (1) pasting the link in your internet browser Or (2) by clicking on this link: Convention 2016 FAQ.pdf

5 2016 Expo Hall Schedule Von Braun Center Huntsville, AL Officials visit the Hall in search of business partners who will help them find answers to questions, learn solutions for problems and return home with top-rate and highly competitive products and services. Sunday, May 15, :00 a.m. Bulk Space vendors begin arriving 9:00 a.m. Vendors move in and set-up begins Beverage Station available during set-up hours 4:00 p.m. All vendors must be set-up, doors close. Exhibit set up to be completed by 5:00 p.m. 5:30 7:00 p.m. Exhibitors Showcase and Reception in the Expo Hall Passport Prize Program begins. Sunday evening reception in the Hall with heavy finger foods and open bars Monday, May 16, :15 a.m. Exhibit Hall opens to Vendors ONLY 8:00 9:30 a.m. Vendor and Attendee Breakfast Monday features breakfast, Passport Prize Program, coffee breaks as well as a boxed lunch event 12:15 1:45 p.m. 10:00 10:30 a.m. Break Service in Expo Hall 12:15 2:00 p.m. Attendee & Vendor Luncheon in the Expo Hall Attendee circulate Hall to claim vendor prizes 1:45 2:00 p.m. Attendees return to convention sessions 2:15 p.m. Exhibits close and breakdown of exhibit booths begins

6 Monroe Street Memorial Parkway Downtown Huntsville Clinton Avenue 1 North Hall Parking 5 Former Meadow Gold Lot Pollard Street 4 2 Von Braun Center Ticket Office and Handicapped Parking 3 City Parking Garage Exit South Hall Parking Big Spring Park Embassy Suites Parking VBC Parking City Parking Reserved Loading Monroe Street Holiday Inn Williams Avenue