2017 IIABSC Spring Conference

Transcription

1 2017 IIABSC Spring Conference EXHIBITOR GUIDE Independent Insurance Agents and Brokers of South Carolina 800 Gracern Road Columbia, SC (phone) (fax)

2 Conference Dates: March 15 16, 2017 EXHIBITOR FACT SHEET 2017 Spring Conference Conference Loca on: Embassy Suites, 200 Stoneridge Drive, Columbia, SC Target A endance: Total: Agents: *Exhibit Hall Loca on: Exhibit Hours: Wednesday, March 15 Exhibits will be located in Ambassador Ballrooms and foyer Exhibitor Set up: Exhibit Hall Open/ Lunch with Exhibitors: Break in Exhibit Hall: Exhibitor Apprecia on Recep on *Exhibitor Breakdown 8:30 am 10:30 am 11:00 am 1:00 pm 3:00 pm 3:30 pm. 5:15 pm 6:30 pm 6:30 pm 7:30pm Exhibit Hall Diagram: Exhibit Hall Drawings: Direc ons to Load/Unload: View EXHIBIT HALL MAP on the website for most recent updates. Agent Drawing: Agents must visit each exhibitor and have them ini al their Agent Drawing form to be eligible for the $500 cash prize drawing, which will be held Wednesday evening. Exhibitor Booth Drawings/Forms: Exhibitors holding booth drawings will be able to post winner s names/business cards on the EXHIBITOR DRAWING sign in the exhibit hall by 5:15pm, Wednesday. All exhibitors will have a space provided. Exhibitors who are bringing their own exhibit booth set up can enter through the main or side entrance doors from hotel parking lot. Upon Arrival: ALL PRE REGISTERED EXHIBITORS: name badges, programs, and event materials will be at your booth. There is no need to check in at the registra on desk unless assistance is needed. Any addi onal materials needed (extra handouts, lanyards, ribbons, etc. ) can be found at the Informa on Table in the lobby. Any UN registered addi onal exhibitors will need to locate the ONSITE registra on desk to complete a registra on form in order to receive a name badge and event materials. Exhibitor Registra on Fee Includes: Exhibit booth display area with pipe & drape, two chairs and one 6 or 8 skirted table Complimentary food & beverages in exhibit hall/entry to all CE Sessions Lis ng on conference signage, materials and the IIABSC website Mailing list of a endees available on the IIABSC website TWO weeks prior to conven on *Addi onal Charges: ELECTRICITY: Electrical and Shipping are not included. See below for order informa on. Exhibitors must make arrangements for booth electricity in advance, by selec ng the BOOTH ELECTRICITY op on when registering online. Booth Electricity includes one power strip and is $25.00 per booth should you choose this op on. SHIPPING: Booth materials MUST be shipped through PRX Exposi on Services (formerly known as Displays Unlimited) using the order forms a ached in this packet. Return completed forms directly to Displays Unlimited and follow their guidelines to ensure delivery and return if needed. The hotel will NOT accept any deliveries shipped directly to them. Independent Insurance Agents and Brokers of South Carolina 800 Gracern Road Columbia, SC (phone) (fax)

3 EXHIBITOR RULES & REGULATIONS 2017 Spring Conference Payment Policy: Payment is due in FULL at the me your exhibitor registra on is submi ed, unless paying by check. All checks must be received by IIABSC within 2 weeks of submi ng your registra on in order to hold your space. Any checks or payments not received within 3 weeks prior to the event will incur a late charge and your booth is subject to being released. No exhibitor will be allowed to set up a display booth unless paid in full. Cancella on Policy: For cancella ons received within 30 days of the event, 50% of the total registra on fee is refundable. There will be no refunds for cancella ons received within 10 days of the event. All booths should be fully set up at least 30 minutes before the opening of the exhibit hall. Do not remove or disassemble display materials prior to the official breakdown me. All booths must be broken down no sooner than 6:30pm on March 16, Exhibit booth Breakdown outside of specified breakdown mes is strictly prohibited. Those in viola on of this regula on will incur a penalty fine of $500. IIABSC assumes all exhibitors agree to these terms unless special requests or permission is indicated in wri ng prior to event. All display items should be firmly supported or securely fastened. Exhibitors are expected to be respec ul and observe the rights of all other exhibitors. Excessively noisy or visually distrac ve displays will be adjusted to acceptable levels by show management. Displays must not block the walkway or prevent easy access to other exhibitors. Exhibitors are responsible for choosing their own booth loca on preferences and booths are assigned on a first come first reserve basis, based on availability. Please note that it is a possibility that other and/or adjacent exhibitors may offer compe ng products. Priority selec on of exhibit booths and sponsorships is given to our annual Palme o Partner Sponsors who's booths will be highlighted with red pipe and drape. To learn more about becoming a Palme o Partner, visit our website. Please note: The exhibit hall diagram is a close representa on of the exhibit hall but is not drawn exactly to scale. IIABSC reserves the right to make any logis cal changes necessary or as required by the hotel or fire marshal. Security: The exhibit hall will not require security lock down since this is a single day trade show. However, we encourage all exhibitors to keep close watch over any personal items at your booth. Please note: Any exhibit tables in the foyer are outside of the exhibit hall and visible to other hotel guests. All Exhibitors are encouraged to remove any items that are of value when not at your booth. The exhibit area is off limits to non conference a endees; however, IIABSC will not be held responsible for any lost or stolen items. Exhibitors are NOT permi ed to make any announcements from the main stage microphone. Microphones in the Exhibit Hall are for the use of IIABSC and designated event staff/commi ee only. Exhibitors are encouraged to bring giveaways/promo onal items and are permi ed to hold prize drawings at their booth. Exhibitors must post prize winners on the board in the BACK of the exhibit hall. Booth drawings are separate from any IIABSC drawings or prize giveaways. Exhibitors are responsible for their own drawings and for contac ng the winners to collect their prize at the event. **Any informa on provided in this guide may be amended solely by IIABSC with due considera on being given to all conference a endees. Independent Insurance Agents and Brokers of South Carolina 800 Gracern Road Columbia, SC (phone) (fax)

4 Dear Exhibitor, PRX Exposition Services is pleased to provide complete exhibitor services for the IIABSC Spring Conference held March 15-16, 2017 at the Embassy Suites. We have prepared this exhibitor kit detailing all of the information and services available to you from beginning to end to ensure you have a successful event! Please return all completed forms via to prx@prexposition.com or via fax to For additional items not listed, please call our office at (803) PRX Contacts Rebecca Mangum Tradeshow & Convention Manager Cheryl White Tradeshow Consultant Office: rmangum@prexposition.com Office: cwhite@prexposition.com Important Exhibitor Dates Event Date Time Freight Due Date* 3/6/2017 By 5:00 pm Booth Order Deadline** 3/6/2017 By 5:00 pm Exhibitor Setup 3/15/2017 8:30 am 10:30 am Exhibitor Breakdown 3/15/2017 6:30 pm 7:30 pm *Freight received after the deadline can be refused and may not make it to the show. **Orders received after the deadline or on floor orders will be subject to a 30% price increase.

5 EXHIBITOR BOOTH FURNISHING FORM Event Date: March 15-16, 2017 Booth #: Event Name: IIABSC Spring Conference 2017 Company Name: Address: City, State, Zip: Phone #: Please Select Skirt Color (height noted): Ordered By: QTY Tables No Skirt Price Total QTY Booth Accessories Price Total 4 L x 2 W $30 Black Folding Chair $12 6 L x 2 W $30 Counter High Chair $35 8 L x 2 W $30 Wooden Stool $30 QTY Skirted Tables Price Total Easel $20 4 L x 2 W $65 Wastebasket $15 6 L x 2 W $70 24" Round Table $15 8 L x 2 W $75 36" Round Table $30 4th Side Draped $25 48" Round Table $45 QTY 42 High Tables No Skirt Price Total 60" Round Table $50 4 L x 2 W $55 24" x 42" Cocktail Round $20 6 L x 2 W $60 Cocktail Round Linen 8 L x 2 W $65 (black or white only) $16 QTY 42 High Tables Skirted Price Total QTY Additional Curtains Price Total 4 L x 2 W $80 3 Curtains $30 6 L x 2 W $85 8 Curtains $30 8 L x 2 W $90 4th Side Draped $25 Please Select Addt l Curtain Color: Black Burgundy Beige Red Blue Orange Black Gold Red Gray Blue Green White Navy 30 Brown Purple Teal Beige 30 Yellow Burgundy Green Purple 30 Teal Forest Green Gold Berry Navy Plum White Carolina Blue

6 1. Where do I ship my show material? PRX Exposition Services 196A Shop Grove Drive Columbia, SC FREIGHT FAQs 2. When does my freight need to arrive at PRX Exposition Services? All freight and show materials need to arrive 7-14 days prior to show date. If freight or show materials cannot arrive by the specified date, then your company may incur additional charges. If your freight is not in by the deadline, it can be refused by warehouse personnel and may not make it to the show. 3. Where will my freight be located when I arrive to the show? If you have already paid for PRX Exposition Services to handle your freight, your freight will be in your booth waiting for you. If you have yet to pay for freight handling, you will need to see the PRX Exposition Services representative at the show to pay for your freight handling charges. 4. How Should I label my freight? PRX Exposition Services recommends that ALL show material be marked with the shipping labels provided in your exhibitor kit. Freight not marked properly may get lost or delayed. 5. What should I do with my freight after the show? Once your show is over, pack up your freight and place the outbound labels with the freight company that your company has chosen to ship with (completely filled out) on top of your freight. A PRX Exposition Services representative will be onsite to collect your freight and answer any questions you may have. We will have extra UPS and FedEx ground shipping labels available upon request if needed. 6. When will you ship out my freight and when can I schedule a pick up at your warehouse? We will ship out your freight with the designated shipper the next business day. We ask that you schedule your freight pickups the next business day as well. Our warehouse hours are: Monday-Friday, 8am-5pm. 7. What is included in my freight handling charges? Your charges include, but are not limited to: Receiving and storing your show freight at our warehouse. Your show freight and materials delivered to your booth at setup. Collecting your freight after your show and shipping it out for you.

7 FREIGHT SERVICE TERMS & CONDITIONS PLEASE SIGN & RETURN KEEP A COPY OF THIS FORM FOR YOUR RECORDS TERMS & CONDITIONS 1. RATES ARE $75 PER 100LBS (CWT) & IT IS A MINIMUM CHARGE OF $ THE FOLLOWING ARE ADDITIONAL CHARGES & ARE $15 EACH. THEY INCLUDE: TAPING, STRAPPING, SHRINK WRAPPING, LABELING FREIGHT AND FILLING OUT ANY TYPE OF FREIGHT FORMS FOR EXHIBITORS. 2. SHIPMENTS BY WHATEVER MEANS OF TRANSPORTATION MUST BE PREPAID. COLLECT SHIPMENTS WILL NOT BE ACCEPTED. PRX EXPOSITION SERVICES WILL NOT BE RESPONSIBLE FOR PAYING ANY FREIGHT CHARGES FROM OTHER FREIGHT COMPANIES REGARDING YOUR FREIGHT, UNLESS PREVIOUSLY AGREED UPON WITH VENDOR. 3. SHIPMENTS CAN BE RECEIVED AT THE WAREHOUSE TWO WEEKS PRIOR TO THE SHOW DATE. THESE SERVICES INCLUDE RECEIVING YOUR DRAYAGE AT OUR WAREHOUSE, UNLOADING FROM MOTOR CARRIER, STORAGE AT OUR WAREHOUSE, DELIVERY FROM OUR WAREHOUSE TO THE SHOW SITE, EMPTY CRATE STORAGE, DELIVERY OF CRATES TO & FROM BOOTH, DELIVERY TO DESIGNATED OUTBOUND SHIPPING COMPANY. 4. FREIGHT DELIVERED TO WAREHOUSE AFTER THE DEADLINE DATE WILL BE REFUSED. 5. PLEASE USE THE SHIPPING LABELS PROVIDED ON THE NEXT PAGE FOR INBOUND SHIPMENTS. 6. ALL SHIPMENTS SHOULD BE INSURED BY THE EXHIBITOR/COMPANY FROM THE TIME IT LEAVES HIS OR HER FIRM, UNTIL IT IS RETURNED FROM THE SHOW. 7. PRX EXPOSITION SERVICES WILL NOT BE RESPONSIBLE FOR CONCEALED DAMAGE, MATERIAL INADEQUATELY PACKED OR FOR DAMAGE TO UN-CRATED, UN-SKIDDED OR LOOSE MATERIALS, DAMAGE OR LOSS FROM ANY CAUSE AT ANY TIME AFTER DELIVERY TO THE EXHIBITORS BOOTH AND AFTER IT IS SHIPPED OUT TO ITS NEXT DESTINATION. 8. PAYMENT FOR FREIGHT HANDLING MUST BE PAID IN ADVANCE OF THE SHOW. PRX EXPOSITION SERVICES RESERVES THE RIGHT TO HOLD THE FREIGHT UNTIL PAYMENT IS RECEIVED IN FULL. 9. PLEASE MAKE SURE THAT YOUR BILL OF LADING OR SHIPPING LABELS ARE LABELED CORRECTLY TO ENSURE A FAST RETURN OF YOUR FREIGHT TO ITS NEXT DESTINATION. IT IS THE EXHIBITORS SOLE RESPONSIBILITY TO LABEL EACH PIECE OF OUTBOUND SHIPMENTS AND SUBMIT TO PRX EXPOSITION SERVICES. BILL OF LADING COVERING EACH OUTBOUND SHIPMENT MUST BE COMPLETED BEFORE DRAYAGE CAN BE PICKED UP. 10. BILL OF LADING FOR OUTBOUND DRAYAGE WILL BE AVAILABLE AT THE END OF THE SHOW UPON REQUEST. SIGNATURE: I AGREE TO THE TERMS & CONDITIONS ABOVE

8 C/O: PRX Exposition Services 196A Shop Grove Drive Columbia, SC C/O: PRX Exposition Services 196A Shop Grove Drive Columbia, SC IIABSC CONFERENCE IIABSC CONFERENCE C/O: PRX Exposition Services 196A Shop Grove Drive Columbia, SC C/O: PRX Exposition Services 196A Shop Grove Drive Columbia, SC IIABSC CONFERENCE IIABSC CONFERENCE

9 INBOUND FREIGHT SERVICE FORM PLEASE RETURN THIS FORM TO PRX EXPOSITION SERVICES WITH PAYMENT Event Date: March 15-16, 2017 Event Name: IIABSC Spring Conference 2017 Company Name: Booth #: Representative: Phone #: Address: City, State, Zip: Freight Carrier: Number of Pieces: Total Combined Weight: Date Shipped:

10 IIABSC Spring Conference 2017 OUTBOUND FREIGHT SERVICE FORM TERMS & CONDITIONS It is the exhibitor s responsibility to call your carrier of choice to schedule a pick up time & date. If your carrier is unable to pick up your freight 3 days after the show end date, you can be subject to storage fees. Storage fees are $12.00 per CWT per week starting 3 days after the show ends. If PRX Exposition Services handled your inbound freight & the exhibitor decided to use another carrier to pick up at the show site, it is the exhibitor s responsibility to inform PRX Exposition Services prior to leaving the show site. PRX Exposition Services will not be held responsible for any missing or damaged freight not being picked up by PRX Exposition Services. If you have chosen UPS or FedEx Ground, PRX Exposition Services will deliver your outbound freight to the designated carrier the next business day. Exhibitor: Booth #: Carrier: Account Number (with your Carrier): To: Ship To: (Destination) Address: C/O: Phone: Qty Description of Contents Weight

11 CREDIT CARD FORM Please complete this form if you are using our services. This will protect your exhibiting representative from being responsible for personally covering any additional charge that may be incurred at the event. Credit will be issued only if the form is returned prior to the show. No services can be provided without advance payment in full or completion of this credit card form. Credit Information is required for additional services, rentals ordered at show site or any freight handling services. At the conclusion of your show, a receipt will be sent to you reflecting all charges and payments. Event: IIABSC Spring Conference 2017 Company Name: Billing Address: City, State, Zip: Representative: Phone #: Name on Card: Card Number: Please Check Card Type: Master Card Visa American Express Discover *PLEASE NOTE: 8% local sales tax will be added to order total Expiration: CVV Code: Signature: