SAE Engineering Events Tabletop Rules & Display Reference Guidelines

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1 SAE Engineering Events Tabletop Rules & Display Reference Guidelines The following Exhibitor Rules & Display Reference Guidelines have been established by SAE On-Board Diagnostics 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 Ballrooms 1-4, 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 unattended. There will not be security in the exhibit area. Exhibitors may not solicit in the aisles or in any other location in, around or outside the hotel except at their tabletop booth. Electricity and internet will be provided by Markey s Rental & Staging at Marriott Indy Place. If you require electricity and/or internet for your exhibit, please click on the link below to complete the on-line form. Electricity and Internet reservation link: 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. 1

2 Tabletop Package Includes: (1) 6 x 2 Skirted Table (2) Chairs (1) Symposia Registration (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 1, 2018). Event Details: Installation hours will be Tuesday, September 11 th from 8:00 am 11:45 am. Dismantle hours will be at the conclusion of Symposium on Thursday, September 13 th after 4:00 pm. Exhibits will be held in the Ballrooms 1-4, where all networking breaks, lunches and reception(s) will take place. Shipping Information: Please see complete shipping information on page 5. Ship all display materials to Marriott Indianapolis Downtown. Materials may not arrive before Wednesday, September 5 th. Inbound and outbound shipping instructions on page 5. Shipping and handling charges are identified on page 5. Return shipments must be pre-arranged by carrier. o Shipments will need to be placed in the middle of Ballrooms 1-4 following the event fully packed, taped and labeled for pick-up. 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. 2

3 Electricity and Internet Electricity and internet will be provided by Markey s Rental & Staging at Marriott Indy Place. If you require electricity and/or internet for your exhibit, please click on the link below to complete the on-line form. Electricity and Internet reservation link: For any questions, please call Markey s Rental & Staging at Marriott Indy Place at (317)

4 Renderings for Example Only 5 3 ½ ½ 4

5 Indianapolis Marriott Downtown Shipping & Handling Pricing Shipping and Handling Fees for Incoming Packages Package Type Letter/Flat Small Package (Less than 20lbs) Large Package (20 lbs or greater) Display Case Shrink-Wrapped Pallet/Skid Crate over 500 lbs Price $2.50 $5.00 $10.00 $35.00 $75.00 $ each Handling Fee for Outgoing Packages *Packages must have completed shipping labels Package Type Price All $5.00 Label and ship to: Name of Guest that is RECEIVING the package at the hotel *(This is mandatory)* Organization/Exhibitor shipping the materials Conference/Meeting name that the materials are arriving for C/O Marriott Indianapolis Downtown 350 West Maryland Street Indianapolis, IN Shipping Display Materials Materials may be shipped via a carrier of your choice. Return shipping must be pre arranged by carrier. All packages being sent to the hotel should include a full return address including the shipper s name. If shipping multiple boxes, in lower left corner, identify boxes: 1 of 4; 2 of 4; 3 of 4, etc. Hotel staff will receive items 3 days prior to event. All packages will be delivered to exhibit booths on the day of setup. Fedex and UPS carriers do not need to be contacted directly by the guest for outgoing mail if the mail is outgoing for Monday Friday. If mail is outgoing for Saturday or Sunday, guest will need to contact the carrier directly and make arrangements (IMD is not responsible for making these arrangements). All other carriers (excluding Fedex and UPS) will need to be directly contacted by the guest in order send outgoing mail. Indianapolis Marriott Downtown will not be responsible for making these arrangements. 5