EXHIBITOR SERVICE KIT

Transcription

1 EXHIBITOR SERVICE KIT March 18-20, 2011 Dulles Expo Center Chantilly, VA

2 February 2011 Dear Exhibitor: Welcome to, March 18-20, 2011 in Chantilly, VA -- DC s Largest Pet Shopping Extravaganza! Please note that we are using the South Hall. Here s the official Exhibitor Service Kit and all the information that you require to insure a successful show. Please read through the kit thoroughly and make sure you do not miss any deadlines, or show rules and regulations. A checklist with due dates and deadlines is included in the kit to make sure you receive substantial discounts by ordering your tables, chairs, electricity and other services early and before the deadline dates. Within this packet, you will find the following: 1. Show Fact Sheet 2. Exhibitor checklist 3. Customer Invitations 4. Hotel Accommodations 5. Directions and Map 6. Exhibitor Information & Show Rules 7. Additional Exhibitor Pin Order Form 8. Tips on Having a Great Show 9. Furniture Rental Order Form (sent directly to Hale Exposition) 10. Shipping Order Form (sent directly to Hale Exposition) 11. Electrical Order form (sent directly to Dulles Expo Center) 12. Telephone and Internet Order form (sent directly to Dulles Expo Center) 13. VA Department of Taxation Form 14. Floor Plan 15. Exhibitor List to Date NOTE: We encourage you to invite your customers and friends to visit you at the Show. Your customers can buy tickets online at and save 37% off the regular retail price by entering the promo code EXHVA11. Plus kids 12 and under attend for free (one per adult) when tickets are purchased online. Marketing is a key ingredient for a successful event. We have a comprehensive campaign that includes radio, television, newspaper and outdoor/billboard advertising, but we need your help as well. Inviting your customers and friends to the show through mailing and ing discount coupons will further build a more successful even for everyone! We appreciate your business and look forward to seeing you in a few weeks. If you have any questions or need our help in any way, contact us at x103 or nkader@superpetexpo.com. Sincerely, Liz Masich Group Show Director

3 Show Location FACT SHEET Dulles Expo Center 4368 Chantilly Shopping Center Chantilly, VA Show Dates & Hours Set-Up: Thursday, March 17 3 PM to 6 PM Friday, March 18 8 AM to 3 PM Note: Exhibitors with trucks, large SUV s and vehicles with trailers are only allowed to drive into the Exhibit Hall on Thursday between 3 PM and 6 PM. If you wish to drive your car, small SUV or van into into the Exhibit Hall, you must arrive between 8 AM and noon on Friday, March 18. All vehicles must be removed from the show floor by 12:30 PM on Friday. All Exhibits must be set up by 3 PM on Friday. Exhibit Hours: Friday, March 18 4 PM to 9 PM Saturday, March AM to 7 PM Sunday, March AM to 5 PM Exhibitors are able to gain access to the exhibit hall at 9 AM on Saturday and Sunday. Tear Down: Sunday, March 20 5 PM to 9 PM Show Information 8 Backwall Drape: Royal Blue 3 Sidewall Drape: Royal Blue Exhibit Hall Floor: Concrete Floor What is Included in the Booth Fee 10x10 exhibit space Company Identification Sign Five (5) Exhibitor Pins to be picked up at the show Listing in official Show Program info@superpetexpo.com

4 Exhibitor Checklist Due Date Immediately Activity/Requirement Review the rules and regulations for Dulles Expo Center: Questions? Contact Khrysta Sink or Immediately Fax ( ) or your certificate of insurance for liability, workman s compensation and automobile. Commonwealth of Virginia Department of Agriculture requirements for exhibitors: Any exhibitors that sell pet foods, treats or animal remedy products must be licensed in the Commonwealth of Virginia. You are required to have a Commercial Feed License and registrations for all packaged products. BEFORE offering your product for sale, you must obtain a license or written verification from the Commonwealth of VA office that they have received your application. Failure to do so can result in withdrawal of distribution orders. Additional information is available at You may also contact Connie White at or connie.white@vdacs.virginia.gov Immediately Review Terms and Conditions of (back of Exhibit Space Agreement). Immediately Review the VA Department of Taxation Form. Immediately Book Hotel Room at Holiday Inn Chantilly Dulles Expo only $83/night. Call March 4 Last day to submit any required forms for electricity, telephone, etc. to the Dulles Expo Center for Advance Rate. Also the last day to submit equipment rental (chairs, tables, etc.) to Hale Exposition. March March 17 Move-in takes place between 3 PM and 6 PM. Exhibitors with trucks, large SUV s and attached trailers are only allowed to drive into the Exhibit Hall on Thursday between 3 PM and 6 PM. March If you wish to drive your car, small SUV or van into the Exhibit Hall, you must arrive between 8 AM and noon on Friday, March 18. All vehicles must be removed from the show floor by 12:30 PM. Check-in with show management at the Exhibitors Service Desk upon arrival. March March 20 NOTE: Drive-in s must check in prior to noon on Friday, March 18. Exhibitors in cars, small SUV s, and vans will be permitted to drive into the building of Friday between 8 AM and Noon on a first-come, first-served basis only. You have 30 minutes to unload. Show Hours Friday: 4 PM to 9 PM Saturday: 10 AM to 7 PM Sunday: 10 AM to 5 PM Teardown display 5 PM to 9 PM. Booth space must be completely cleared of all trash and materials. NOTE: Booths may not be torn down prior to 5 PM. No booth materials or merchandise will be permitted to be removed from the Hall prior to 5 PM. Exhibitors violating this will not be allowed to exhibit at future shows. info@superpetexpo.com

5 Invite Your Customers to Visit you at the Show We encourage you to invite your customers and friends to visit your booth at. Sending an encouraging them to stop by your booth for a show special will further enhance your relationship. It also enables you to offer them a special discount on show admission. Your customers are able to save 37% when purchasing tickets to our show. They must buy tickets online and use the discount coupon code EXHVA11. Adult admission is $13 and by using this code your customers will be able to buy discounted tickets. Plus kids 12 and under attend for free (one per adult) when tickets are purchased online. A week or two prior to the show, send an such as the following. Subject Line: Visit us at and Save 37% on Tickets (Insert your company name here) will have an exhibit space at, March at the Dulles Expo Center in Chantilly, VA. We will have an exhibit space and would like to invite you to stop by booth #(insert booth # here). Save 37% on adult admission tickets when you purchase them online at Just use discount coupon code EXHVA11. Plus kids 12 and under attend for free (one per adult) when tickets are purchased on line. Bring a copy of this to our booth and (insert special offer here). We hope to see you at the show. There is no downside to taking a few minutes of your time and promoting your presence at the show.

6 Official Hotel Holiday Inn Chantilly-Dulles Expo 4335 Chantilly Shopping Center Chantilly, VA Ask for the $83/night Rate! Group Code X21 Holiday Inn Select If interested in an alternate hotel please click on the following link:

7 Driving Directions and Map Dulles Expo Center 4368 Chantilly Shopping Center Chantilly, VA From Washington, DC: 1. Go West on Constitution Avenue and follow the signs from I-66 West to Virginia. 2. Continue on I-66 West for approximately 25 miles. 3. Take Exit 53B, Route 28 North (Dulles Airport). 4. Drive 3 miles. 5. Turn right onto Willard Road. 6. Take the second left off of Willard Road into Chantilly Shopping Center. From Richmond: 1. From I-95, take I-495 North towards Tysons Corner. 2. Drive approximately 6 miles. Get in the left lane towards the end of the 6 miles because you will be making a left lane exit off of I-495 North. 3. Take Route 66 West and drive approximately 10 miles. 4. Take Exit 53B, Route 28 North (Dulles Airport). 5. Drive 3 miles North on Route Turn right onto Willard Road. 7. Take the second left off of Willard Road into Chantilly Shopping Center. From Maryland: 1. Take I-495 West. 2. Follow the signs for Northern Virginia. 3. Take Exit 45A, Route 267 West (Dulles Toll Road) for 11 miles. 4. Take Exit 9A, Route 28 South (Sully Road). 5. Continue on Route 28 South for approximately 6 miles. 6. At the first light past Route 50, take a left onto Willard Road. 7. Take the second left off of Willard Road into Chantilly Shopping Center. info@superpetexpo.com

8 Exhibitor Information & Show Rules No damage to the facility ncluding driving any nails, hooks, tack, or screws. No affixing of anything to the facility by means of paste, tape or other adhesive including duct tape, plastic double-sided tape, or masking tape. No flammable materials, such as bunting, tissue paper, crepe paper, etc. shall be used. All materials used for decorative or advertising purposes must be flame retardant. Smoking is prohibited at alll times inside the building There is no sharing of booths one company per booth! During move-in/out, vehicles are permitted into the hall for loading/unloading only. This will be done on a first-come, first served basis. You will need to check in with Show Management before entering the building with your vehicle. Carts and/or dollies are permitted. Exhibitors will need to provide their own. Virginia State Tax (currently 5%) must be collected and paid by Exhibitors. Helium tanks and helium balloons are strictly prohibited. Use only the front entrancee and exit. Opening of other interior doors creates a security breach, endangering you and your merchandise. Your booth cannot block sight lines of neighboring Exhibitors. Merchandise and Displays must stay inside your booth and may not extend into aisles. Please do not pack up your booth early. Unsold merchandise and booth materials will not be permitted to be removed from the hall prior to 5 PM on Sunday. Exhibitors moving out early will not be welcome at future shows. No tents larger then 10x10 will be permitted in booths as per the Fire Marshall.

9 ADDITIONAL EXHIBITOR PIN ORDER FORM--VA Each 10x10 Booth comes with five (5) complimentary Exhibitor Pins -- 10x15 s and 10 x 20 s have seven (7), 20x20 s have ten (10). These pins may be used by multiple people if they are returned to the Exhibitor Check-In desk when someone leaves the Hall. If you anticipate having need for more Exhibitor Pins you may pre-order them, and they will be available at the Exhibitor Check-In. Pre-ordering them will make it easier on your exhibit staff, as they will not need to have to come up with the cash on-site. Please note that children under 16 may not be issued an Exhibitor pin. There are no exceptions. It is an insurance regulation. If you bring your child with you, you will need to buy them a ticket. You may pre-order at Exhibitor Check-In, so that you do not need to stand in the ticket a special Children s Day Ticket that will be available line. We need additional Exhibitor Pins: Exhibitor Pin Children s Day Ticket Quantity Advance At Show Total $9.00 each $13.00 each $ $5.00 each $6.00 each $ Please provide names of the people picking up the pins/tickets: Organization Name Contact Name Phone Credit Card (circle one) VISA MASTERCARD Card Number Cardholder Name Exp. Date CVV# Cardholder Address Authorized Signature FAX THIS FORM TO

10 Tips on How to Have a Great Show 1. Remember that you are going to be spending long hours on your feet so wear comfortable shoes! 2. Order electrical and furniture early. You ll save money! Check when you arrive to make sure that you have everything that you requested, and bring copies of your order forms with you. 3. Bring a hand truck and/or dolly. 4. Set up early! Remember trucks and trailers are allowed to move in on Thursday between 3 PM and 6 PM. 5. Be in your booth early. Doors will open promptly at 10 AM on Saturday and Sunday. 6. Never leave your exhibit unattended. There will always be someone at your booth wanting to buy the moment you walk away! 7. Send/ discount coupons to your customers, prospects, friends and family. Your customers can buy tickets online at and save 37% off the regular retail price by entering the code EXHVA11. Plus kids 12 and under attend for free (one per adult) when tickets are purchased online. 8. Promote your presence at the show in advance. Offer show only prices. 9. Make your booth inviting! Don t barricade yourself in. 10. Do not allow your staff to read books or magazines (and don t do it yourself!) in your booth. Customers hate to disturb someone happily engrossed in reading. 11. People are more likely to visit you in your booth if you are standing up and looking attentive. Smile and invite them into your booth. Customers don t want to interrupt you if you are all sitting around engrossed in a conversation. 12. Look happy -- even if you re not! 13. Offer service, advice and a friendly face people always return to places they feel welcome. 14. Have a drawing for a special item an excellent and easy way to develop a mailing list! l 15. Come to the show prepared! Bring your own hand truck or cart. A broom for sweeping out your space at night. An extension cord. Your power source is not always where you need it! An electrical power strip. Sheets for covering your merchandise at night.