JANUARY 19-21, 2018 GREATER COLUMBUS CONVENTION CENTER

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1 Information Kit JANUARY 19-21, 2018 GREATER COLUMBUS CONVENTION CENTER Friday: Saturday: Sunday: 12 p.m. 7 p.m. 10 a.m. 7 p.m. 11 a.m. 4 p.m. AAAGreatVacations com

2 GENERAL SHOW INFORMATION SHOW DATES AND HOURS Friday, January 19: 12 p.m. 7 p.m. Saturday, January 20: 10 a.m. 7 p.m. Sunday, January 21: 11 a.m. 4 p.m. SHOW LOCATION Greater Columbus Convention Center Halls C and D 400 N. High Street For directions to the Greater Columbus Convention Center - and parking information, see the link from the online Exhibitor Resource Portal. SHOW OWNER AAA Ohio Auto Club 90 E. Wilson Bridge Road Worthington, Ohio SHOW PRODUCER CONTACT Jason Houze Event Marketing Group 454 E. Main Street, Suite phone fax Jason@EventMarketingGroup.com SHOW DECORATOR CONTACT Lynn Garvin Fern Exposition & Event Services 1500 Old Leonard Avenue Columbus, Ohio phone fax Lgarvin@FernExpo.com SHOW PUBLIC RELATIONS CONTACT Amy Weirick Weirick Communications, Inc. 633 High St. Worthington, Ohio phone fax Amy@WeirickCommunications.com 2

3 GENERAL SHOW INFORMATION SHOW HOST HOTEL A special exhibitor discounted rate is available at the EXPO s host hotel, The Hilton Columbus Downtown. Hilton Columbus Downtown 401 N. High Street Rate: $149 per night, plus taxes and fees (parking: $20/day) Reservations: (reference: AAA Travel EXPO, group code: AAA18 ) Deadline for discounted rates: December 19, 2017 For additional details about the special amenities available at this hotel, see the link to the host hotel flysheet from the online Exhibitor Resource Portal. SHOW OFFICE AND EXHIBITOR REGISTRATION The Show Office opens at 9:00 a.m. on Thursday, January 18. Registration is during move-in hours. Prior to the opening of the show, all exhibitors must register with the Show Office to receive a Welcome Kit, which includes exhibitor credentials providing access to the show during operating hours. The Show Office is open during all event operational hours. DIRECTIONS AND SHOW PARKING Registration to participate in the AAA Great Vacations EXPO does not include parking. A number of parking options are available in close proximity to the Greater Columbus Convention Center. For directions to the Convention Center, and an outline of area parking locations, see the link from the online Exhibitor Resource Portal. INTERNET CONNECTIVITY Wi-Fi Internet connectivity is supplied at no additional charge as part of your participation in the EXPO. Instructions on how to connect to the Convention Center s Wi-Fi service will be included in your Welcome Kit. If you require specialized connectivity services (e.g. hard-wired service, etc.), please contact the Convention Center s Internet provider, SmartCity, at Additional charges apply. 3

4 EXHIBIT REQUIREMENTS BOOTH APPEARANCE Remember, quality booth appearance is a must! The first impression you make with show visitors is through the quality of your exhibit. It is very IMPORTANT to your success that you plan your display carefully to maximize your share of this profitable marketplace. The following rules and regulations are for your protection and for that of EXPO guests. Exceptions are granted infrequently and must be obtained in writing in advance. Please avoid problems by reading the following material carefully. 1. All booth arrangements shall conform in all respects to the dimension and height requirements specified by the EXPO. Exhibits shall be arranged so as not to obstruct the general view or access to surrounding displays, aisles or public space within the exhibit facilities. (See the Booth Definitions and Guidelines section of this kit.) 2. Exhibits must remain intact until the scheduled conclusion of the show at 4 p.m. on Sunday, January 21. Failure to comply can be grounds for non-renewal of exhibit space. 3. Booth height shall not exceed 8 from floor (exceptions apply for bulk space) and booth size cannot exceed the space contracted. (See the Booth Definitions and Guidelines section of this kit.) 4. All booths must have a full back wall or drapery. The EXPO provides 8 tall drapery back walls and 3 tall side walls for all 10 x 10 booths. 5. Helium balloons, stickers and laser pointers are prohibited. No signage is permitted on exhibit hall posts or walls. No nails, bolts, screws, etc., may be used on walls, posts or floors of the exhibit halls. 6. Carpeting in your booth (or some type of floor covering) is required. It looks better and is more comfortable. 7. No demonstrations or solicitations are permitted outside of the exhibitor s assigned space. No signs or placards may be displayed on persons or in any other manner - outside of exhibit space. Distribution by the exhibitors of any printed materials, samples or other articles are restricted to the confines of the exhibitor s booth. 8. Exhibitors may not have or operate any display or exhibit that is the source of objectionable noises or odors, or has decorations or other aspects which the EXPO deems as obscene, inappropriate or objectionable, including signs, lights and the costuming of exhibit personnel. 9. Exhibitors operating audio broadcast devises, video equipment, or any other noise-creating devices, may do so only at a level that does not interfere with other exhibitors or create any undue acoustic inconvenience. 4

5 EXHIBIT REQUIREMENTS CLEANING AND MAINTENANCE The EXPO aisles are vacuumed nightly after closing at no cost to the exhibitor; however, exhibitors are required to keep booths clean and neat at all times. RENTAL EQUIPMENT AND FURNISHINGS Rental equipment, furnishings and special services are available from the EXPO s decorator, Fern Exposition and Event Services. (See the link from the online Exhibitor Resource Portal.) Be sure to act quickly to take advantage of special pricing on advance orders. CONVENTION CENTER SERVICES Electric, hard-wired Internet, telephone, compressed air, water, drainage, gas, cleaning and rigging services are available through the Convention Center. (See the link from the online Exhibitor Resource Portal.) Be sure to act quickly to take advantage of special pricing on advance orders. SAMPLING OF EDIBLE PRODUCTS The sampling of edible products and non-alcoholic beverages is permissible, however, exhibitors are only permitted to conduct sampling of products that are manufactured, processed or distributed by exhibiting companies. The sampling of products must be dispensed and distributed in accordance with Local and State laws and health codes. The sampling of products must be registered in advance with the Convention Center s exclusive food service provider, Levy Restaurants. For more information, see the Sampling of Edible Products link from the online Exhibitor Resource Portal. There is no fee associated with the sampling of edible and non-alcoholic beverages, but written approval must be obtained from Levy Restaurants at least 7 business days prior to the opening of the EXPO. SAMPLING OF ALCOHOLIC BEVERAGES The sampling of alcoholic beverages is permitted, however, it s only permissible if your company manufactures, processes, or distributes alcoholic beverages and the product is related to your involvement in the EXPO. The sampling of alcoholic beverages must be dispensed and distributed in accordance with Local and State laws and health codes. Products must be legally procured and must be registered in advance with the Convention Center s exclusive food service provider, Levy Restaurants. Charges apply. For more information, see the Sampling of Edible Products link from the online Exhibitor Resource Portal. CONTESTS AND PRIZES You are welcome to conduct contests within your booth for the giveaway of prizes. You are not required to register such contests with show management, but prizes should relate directly to your area of business. And please note, per Ohio law, it shall be a deceptive act of practice in connection with a consumer transaction for a supplier to, in any way, notify any consumer or prospective consumer that he/she has: 1) won a prize or will receive anything of value, or 2) been selected, or is eligible, to win a prize, receive anything of value, conditioned on; listening to or observing a sales promotion effort or the payment of a deposit, service charge, handling charge, mailing charge or similar charge. SECURITY The EXPO provides 24-hour guard service for surveillance of the premises; however, you are responsible for your own products. We highly recommend that portable products, which are not securely fastened to your display, be removed from the exhibit when it is not occupied. 5

6 EXHIBIT MOVE-IN AND MOVE-OUT EXHIBIT MOVE-IN HOURS Unless previous arrangements have been made, the exhibit move-in hours are outlined below. Drop off of equipment and the installation of your booth cannot begin before the times designated. Thursday, January 18: Friday, January 19: 9 a.m. 6 p.m. 8 a.m. 10:30 a.m. All exhibits must be completely installed by 11 a.m. on Friday, January 19. ACCESSING HALLS FOR EXHIBIT MOVE-IN The EXPO takes place in Halls C and D of the Greater Columbus Convention Center. For access to the Hall for equipment and exhibit unload during move-in, please enter via the Convention Center s loading docks, located on the East side of the facility. Directions to the loading docks: From I-670 West Take I-670 West. Exit at 4-B and follow the signs to the Greater Columbus Convention Center. The loading docks are located directly in front of the exit. From High Street (Front Entrance of the Convention Center) Continue North on High Street to Goodale Blvd. (located at the Northeast corner of the Convention Center). Turn right (East). Take Goodale Blvd. to Convention Center Drive. Turn right. The loading docks are located to the right. EXHIBIT MOVE-IN POLICIES AND PROCEDURES *PLEASE READ CAREFULLY* The Convention Center is a non-union hall. You may unload your own vehicle and transport equipment to and from your booth. Vehicle access into the exhibit hall is not permitted. The Convention Center s loading docks are available for unloading of equipment and exhibit items and materials. Short term parking is not available at the loading docks. Upon arrival to the loading docks, you will be asked to surrender your driver s license and will be issued a 20-minute dock pass for the purposes of unloading equipment and materials from your vehicle. A limited number of four-wheel carts will be available during move-in hours to help you move equipment to and from your vehicle and booth; however, the transportation and handling of equipment are your sole responsibility. Please pack all materials in a way that allows for easy unloading and transporting to and from your booth. Please follow the steps below to ensure a smooth move-in process: Upon arrival to the loading dock, you will be asked to surrender your driver s license and will be issued a 20-minute dock pass from the loading dock attendant. Your vehicle can remain in the loading dock area for no longer than 20 minutes. Unload equipment from your vehicle onto a four-wheel cart. Take the loaded cart to your assigned exhibit space. Quickly unload your equipment and materials into your exhibit space. Do not set up your exhibit at this time. Return the four-wheel cart to the loading dock. Remove your vehicle from the loading dock and drive to a nearby parking location. (Be sure to return the dock pass to the dock attendant your driver s license will then be returned to you.) Return to the Convention Center to set up your booth. 6

7 EXHIBIT MOVE-IN AND MOVE-OUT SHOW OFFICE CHECK-IN/EXHIBITOR CREDENTIALS While you re in the exhibit hall for move-in, be sure to check in at the Show Office to pick up your Welcome Kit. Exhibitor credentials (badges), which provide access to the EXPO during operating hours, are included in your Welcome Kit. These badges, including your company name, are issued based on the size of your booth space. Six badges are provided for each standard exhibit booth and twelve badges for each bulk exhibit space. Exhibitor credentials are not mailed prior to the show. EXHIBIT MOVE-OUT *PLEASE READ CAREFULLY* For the benefit of EXPO guests, all exhibits MUST remain in place until the show closes at 4 p.m. on Sunday, January 21. NO EXCEPTIONS PLEASE. Exhibit move-out hours are: Sunday, January 21: 4 p.m. 9 p.m. Monday, January 22: 8 a.m. 12 p.m. All exhibits must be completely removed from the Hall by no later than 12 p.m. on Monday, January 22. For improved security during move-out, make sure all materials that can easily be picked up and carried are removed first, and not left overnight. Make arrangements to have help during move-out. One person should remain in your exhibit space during this period. Vehicle access to the loading docks for move-out is not permitted until the close of the show at 4 p.m. on Sunday, January 21. The Convention Center does not permit the staging of vehicles outside of the loading dock area prior to the close of the Show. Short term parking is not available at the loading docks. Upon arrival to the loading docks for exhibit move-out, you will be asked to surrender your driver s license and will be issued a 20-minute dock pass for the purposes of loading equipment and materials into your vehicle. A limited number of four-wheel carts are available during move-out hours to help you move equipment to and from your booth and vehicle; however, the transportation and handling of equipment are solely your responsibility. Please pack all materials in a way that allows for easy loading and transporting to and from your booth. To ensure a smooth move-out process, please follow these steps: Upon the close of show at 4 p.m., you may begin dismantling your booth. Once you have dismantled your booth, retrieve your vehicle from its parked location and drive to the loading dock area. Upon arrival to the loading dock, you will be asked to surrender your driver s license and will be issued a 20-minute dock pass from the loading dock attendant. Your vehicle can remain in the loading dock area for no longer than 20 minutes. Load equipment from your booth onto a four-wheel cart. Take the loaded cart to the dock area to load your exhibit equipment and materials into your vehicle. Return the four-wheel cart to the loading dock attendant. Depart the facility and have a safe trip. (Be sure to return the dock pass to the dock attendant your driver s license will then be returned to you.) 7

8 SHIPPING INSTRUCTIONS You may choose to ship exhibit materials in advance to the EXPO via services provided by the EXPO s decorator, Fern Exposition and Event Services. Please note that handling fees apply. To avoid handling fees, you can arrange to have shipments arrive at the Greater Columbus Convention Center; however, shipments must arrive during the specified times listed below. ADVANCE FREIGHT SHIPPING To send materials in advance of exhibitor move-in, follow the instructions in the packet supplied by the Fern Exposition and Event Services. (See the link from the online Exhibitor Resource Portal.) This service is billable to the exhibitor. SHIPPING DIRECTLY TO THE CONVENTION CENTER There are no handling costs for materials shipped directly to the Convention Center. (Materials reach the Center s dock via your selected transportation company.) Shipments must be scheduled to arrive only during the receiving hours listed below, or shipments will not be accepted by the Convention Center. Shipment Receiving Hours: Tuesday, January 16: Wednesday, January 17: Thursday, January 18: Friday, January 19: Saturday, January 20: Sunday, January 21: 9 a.m. 5 p.m. 9 a.m. 5 p.m. 9 a.m. 5 p.m. 9 a.m. 5 p.m. 10 a.m. 5 p.m. 11 a.m. 4 p.m. Shipments scheduled to arrive ON or AFTER Tuesday, January 16, should be sent PREPAID to: Exhibit Name, Booth # c/o AAA Great Vacations Travel EXPO Greater Columbus Convention Center - Halls C and D 500 N. High Street 8

9 RULES AND REGULATIONS INSURANCE REQUIREMENTS Exhibitor agrees to protect and hold harmless AAA Ohio Auto Club ( AAA ), Event Marketing Group ( Producer ) and the Greater Columbus Convention Center ( The Facility ) against any and all claims for loss, injury or damage to persons or property arising out of the activities (whether negligent, intentional or reckless) of the Exhibitor, his agents, employees, invitees, licensees, or guests, to defend AAA, Producer and Venue against any and all such claims and to reimburse and indemnify AAA, Producer and Venue for any loss, damage, expense (including, but not limited to, reasonable attorneys fees) or payment suffered thereby. The exhibitor shall maintain in effect and, upon request, shall supply AAA with certificates of insurance for comprehensive general liability insurance with combined bodily injury and property damage limits of $500,000 each occurrence and $1,000,000 aggregate, and an umbrella liability insurance policy with limits of $1,000,000. FIRE SAFETY REQUIREMENTS These guidelines, established by the State of Ohio and City of Columbus, must be carefully and completely followed. Failure to do so can jeopardize your participation in this and future events. 1. Smoking is prohibited in the Greater Columbus Convention Center. 2. Blocking of any Fire Exit is prohibited. No fire suppression equipment shall be obstructed or concealed. 3. All display vehicles or machinery must adhere to the following: - Equipment is to have no more than one gallon of fuel. - Gas caps must be taped to prevent leakage of fumes from tank. - Both battery cables must be disconnected and taped together away from battery. - Transfer of fuel must be accomplished outside the building and must be into proper containers. 4. No cut trees or other similar decorations will be allowed for display in the Convention Center without prior approval. All decorative material, including drapes and fabric-covered displays or devices, must be fire retardant. The exhibitor must make available to the Fire Marshal the current certificate of flammability, if requested to do so, prior to the exhibition of material. Living plants must be watered daily. 5. Use of any open flame is prohibited. All tank cylinders are to be secured. 6. Propane tanks are not permitted in the facility without written approval from the Columbus Division of Fire. 7. No storage of exhibit material is permitted in the utility aisle behind booths. 8. Indoor tents or canopies must be fire proof, with certificate. CONVENTION CENTER RULES AND REGULATIONS Please note the following general rules and regulations of the Greater Columbus Convention Center ( the facility ): 1. Animals are not permitted in the facility except in conjunction with an approved exhibit, display, or performance legitimately requiring the use of animals. Properly registered service animals are permitted for physically disabled persons. 2. Decorations may not be taped, nailed, tacked or otherwise fastened to ceilings, painted surfaces, columns or fabric and decorative walls. 9

10 RULES AND REGULATIONS 3. Helium balloons are not permitted in the facility. 4. Adhesive backed decals are not permitted in the facility. 5. The facility is the exclusive provider of the following services: telephone, internet, food and beverage, booth cleaning, electricity, plumbing and banner and theatrical rigging. 6. Truck yards and loading dock areas are for the loading and unloading of vehicles only. All vehicles parked in these areas without proper authorization will be removed at the owner s expense. 7. Exterior and loading dock area doors may not be propped open without prior authorization from the Greater Columbus Convention Center Security Coordinator. Exhibitors are not permitted to remove or tamper with automated closing devices. 8. Exhibitors using loading docks must unload their materials to booth areas using the designated elevators and entrances. High Street entrance doors are not approved loading areas. Vehicles left on loading dock areas are subject to be towed at the owner s expense. 9. All exhibits, equipment, displays, etc. must observe the floor load capacities of the building. 10. During move-in and move-out, exhibit halls, loading dock areas, truck yard and service areas are considered hazardous work areas. As such, the following will be strictly enforced: - Absolutely no drinking of alcoholic beverages or the use of controlled substances is permitted. - No horseplay. - No speeding or reckless use of equipment. 11. All crate storage during exhibit hours must be handled by the contracted decorator. 12. Under no circumstances may grease or other waste material be poured into drains. Grease and any hazardous material must be removed in proper containers in accordance with applicable regulations and ordinances. 13. All equipment, decorations, freight, etc. must be removed from the premises by 12 p.m. on Monday, January 22. Items left beyond this time will be treated as abandoned equipment and disposed of accordingly. The facility assumes no responsibility for losses suffered by the exhibitor occasioned by theft or disappearance of this or any other equipment, articles or property. 14. Exhibitors cannot bring any material, substance, equipment or object which reasonably may endanger the life of, or cause bodily injury to, any person in the facility, or which reasonably may constitute a hazard to the building or the property therein. 15. The Convention Center Manager and Security personnel reserve the right to inspect any carton, satchel, container, briefcase, luggage or package brought into or taken out of the facility. 16. The carrying of firearms and/or other weapons of any kind within the facility is limited to officers of the law unless prior written approval is attained from the Greater Columbus Convention Center Management. 17. The facility accepts no responsibility for loss of equipment left unsecured in the exhibitor s area. 18. Abusive language, threats, assault, vandalism, theft and similar acts will result in the immediate removal of the offender from the premises. In case of violation of the law, charges may be filed for prosecution. 19. Smoking is prohibited in the facility. 20. RV and trailer camping is prohibited within city limits per city code. 10

11 BOOTH DEFINITIONS AND GUIDELINES PLAN YOUR BOOTH TO ADHERE TO DISPLAY REQUIREMENTS Exhibitors whose displays do not initially meet the standards will be required to modify their booth design before the EXPO opens. An exhibitor seeking exemption from the height restrictions may apply in writing for a variance. The EXPO will approve a variance only if the proposed display clearly adds quality to the show. STANDARD BOOTH Definition One or more units measuring 10 x 10 in a straight line. Height Exhibit fixtures, components and identification signs are permitted to a maximum height of 8. Depth All display fixtures of 4 in height and placed within 10 linear feet of an adjoining exhibit must be confined to that area of the exhibitor s space which is within 5 of the back line. Intent Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the size of the exhibit. Exhibitors with larger space - 30 linear feet or more - should be able to effectively use as much of the total floor space as possible as long as they do not interfere with the rights of others. The limitation on display fixtures over 4 and within 10 linear feet of a neighboring exhibit is intended to accomplish both of these aims. ENDCAP BOOTH Definition Two units measuring 10 x 20 at the end of a run of standard booths with an aisle on three sides. Height Exhibit fixtures, components and identification signs are permitted to a maximum height of 8. Depth All display fixtures of 4 in height and placed within 10 linear feet of an adjoining exhibit must be confined to that area of the exhibitor s space, which is within 5 of the back center line of the adjoining booths to avoid blocking the sightline from the aisle to the adjoining booths. Intent Exhibitors adjoining endcap exhibits are entitled to the same reasonable sightline from the aisle as they would expect if they were adjacent to an exhibitor with a standard booth. 11

12 BOOTH DEFINITIONS AND GUIDELINES PENINSULA BOOTH Definition Exhibit with one display level in four or more standard booths back-to-back with an aisle on three sides. Height Exhibit fixtures and components are permitted to a maximum height of 8. Signage will be permitted to a maximum height of 8. Depth All display fixtures over 4 in height and placed within 10 linear feet of a neighboring exhibit, must be confined to the area within 5 of the center line to avoid blocking the sightline from the aisle to the adjoining booth. Intent Exhibitors adjoining peninsula exhibits are entitled to the same reasonable sightline from the aisle as they would expect if they were adjacent to an exhibitor with a standard booth. ISLAND BOOTH Definition Exhibit with one display level in four or more standard booths with aisles on all four sides. Height Exhibit fixtures and components are permitted to a maximum height of 8. Signage is permitted to a maximum height of 8. Depth All display fixtures over 4 in height and placed within 10 linear feet of a neighboring exhibit must be confined to the area within 5 of the center line to avoid blocking the sightline from the aisle to the adjoining booth. Intent Exhibitors in the vicinity of island exhibits are entitled to the same reasonable safety precautions they would expect if they were adjacent to a standard booth. 12

13 MAP OF COLUMBUS 1 Greater Columbus Convention Center 400 N. High Street 3 Hilton Columbus Downtown 401 N. High Street 2 Port Columbus 4 FedEx Office 180 N. High St 13