Expo and Facility Guide January 2018 Expo Guide - Arlington International 1
Table of Contents Map of Grounds pg. 3 Parking pg. 4 Overnight Parking Building pg. 5 pg. 8 Permits & Insurance Signage & Décor Carts Flooring Vehicle Displays Animals & Livestock Hazardous Demonstrations & Displays Smoking Policy Prohibited Items Utilities & Services pg. 9 pg. 11 Materials & Supplies Staffing & Labor Catering & Concessions Housekeeping Lighting Electrical (see electrical order form) Security Phone & Internet Audiovisual Shipping, Deliveries & Storage Sponsorship & Advertising Safety pg. 12 EMT Fire Safety Fireguard & AHFD Show pg. 13 pg. 17 Move-In & Move-Out Clubhouse Entrance Grandstand Entrance Apron Level Trackside Opening the Show Closing the Show Coat Check Booth & Exhibit Guidelines Client Responsibilities Expo Guide - Arlington International 2
Expo Guide - Arlington International 3
PARKING Parking Public attendees enter off Euclid Ave and park in the Valet lot and Lots A, B, and C. Handicap parking is available for attendees along the Clubhouse Horseshoe. Exhibitors enter off Wilke Road and park in Lots E or F. Handicap parking is available for exhibitors in Lot E. If additional handicap spots are needed, please ask your Event Manager to arrange with the Arlington Operational Team. Vehicles are prohibited from parking on the East horseshoe during show hours. Parking is Free to Both Exhibitor and Attendees courtesy of Outdoor Spots Group All vehicles in the lots must display either an exhibitor or attendee parking pass Arlington will provide signage in the lots directing guests to the designated parking area. No flyers, solicitation, or any non-approved vendors are allowed in the parking lots. OVERNIGHT PARKING Exhibitors and guests may park their cars overnight in Lots E/F only if a vehicle release document is filed with Arlington. Exhibitors are not permitted to sleep in their cars overnight, nor are campers, RVs or mobile homes allowed. Trailers and trucks that need overnight parking should park in Trackside Lot G. Arlington International reserves the right to ticket and/or tow vehicles that are in violation of the above stated rules. Expo Guide - Arlington International 4
CARTS Building Carts (including hand carts, dollies, pallet jacks, flatbeds) are not permitted on marble floors, escalators, passenger elevators or stairs. Forklifts, Gators, golf carts or any other type of motorized transport mechanisms are not allowed inside the building at anytime. All materials must be brought in by push cart or pallet jack. If a forklift is required to transport or remove any item from a truck, the forklift may drop off items near the building s entrance (exact location to be determined by Arlington), but product must still be carried in the remainder of the way. Carts are not allowed on the show floor during hours that the show is open to the public. Carts may be only on the floor during move-in, move-out and re-stock hours. Carts may be asked to be put away during other times. Arlington does not supply or provide carts, dollies, or pallet jacks. Carts should be in good working order and able to transport items without causing damage to Arlington property. FLOORING No carts are allowed on Marble floors at any point during the event. Abrasive material should not be placed on any flooring in the building. A buffer material should be used. Items such as spray paint, duct tape or any other tape that leaves residue should not be used on floors. Painters Tape is the only approved substance that may be placed on the floor. Exhibits located on marble floor areas should be limited to pop up table top displays that are easy to assemble and light exhibits. No hard-walled, home remodeling or other such heavy exhibits are allowed. It is the Client s responsibility to ensure exhibits located on the Marble floors are appropriate. Expo Guide - Arlington International 5
VEHICLE DISPLAYS Building Any motor vehicle display inside the building must be approved by Arlington in advance. Under no circumstances are gas-powered vehicles allowed to be running inside of the building. The entry and movement of such vehicle should be done manually. Arlington s Team can provide the best entry point for the vehicle. Auto related shows may be given special consideration. This must be negotiated in the contracting phase. Any indoor vehicle display must adhere to the following safety measures: Fuel tank must be at least ¾ empty An oil pan must be placed under the car for accidental drips Battery of the vehicle must be disconnected Carpet or other protective material must be placed under the tires to protect flooring Keys and vehicle release form must be kept on file with Arlington s Public Safety department ANIMALS/ & LIVESTOCK With the exception of registered working animals, animals and livestock are not allowed on site. Client must provide any working papers to Arlington no later than 14 days prior to the first move-in day. Acquiring the necessary permit and following all state and federal laws in regards to animals is the responsibility of the Client. Expo Guide - Arlington International 6
HAZARDOUS DEMONSTRATIONS & DISPLAYS Building When horses are on property, construction or building of equipment may become a safety hazard. Please consult with your Event Manager to confirm type of construction, timing and location. The use of hazardous devices, materials and displays are prohibited without prior written approval of Arlington International and the Arlington Heights Fire Department. They may also require the need for additional permits from the Village of Arlington Heights, in which case the Client should contact the village and apply for. The following items are considered hazardous and require a written request and approval for use in close proximity to the building. Heating appliances Pyrotechnics Grills Lasers Smoke producing devices Compressed gas Gasoline Kerosene Welding, brazing or cutting equipment Any flammable, toxic liquid, solid or gas Radioactive materials SMOKING POLICY Smoking is not permitted anywhere in the building. Designated smoking areas can be found at the East or West entrance, at least 15 feet away from the door. Vapor and tobacco-like products are also subject to this policy Expo Guide - Arlington International 7
PROHIBITED ITEMS Building The following items are prohibited on Arlington property: Commercially prepared food and all forms of alcohol Helium tanks or balloons Alternate forms of gambling Firearms or weapons Open flame or cooking devices such as ovens Car batteries Hover boards Arlington reserves the right to prohibit any items that post a threat to Public Safety or Arlington Property. Expo Guide - Arlington International 8
MATERIALS & SUPPLIES Utilities & Services Arlington does not supply items such as carts, dollies, ladders, pallets, tape, extension cords, power strips, stanchions, pipe and drape or tools. Client or the decorator are responsible for these types of supplies. Rental of these items can be arranged with your Event Manager at least 14 days prior to the first move in day or the Client may use one of our preferred vendors. CATERING & CONCESSIONS Levy Restaurants has the exclusive right to all catering, concessions or any type of food and beverage service. Any booths or exhibits that are sampling or selling food and beverage items must be preapproved by Arlington International and Levy Restaurants. A comprehensive list must be submitted no later than 14 days prior to the first move-in date. Concessions can be defined as any sort of product packaged to be consumed by the public while on site. Exhibits should sell food items with the purpose to be taken home and consumed. The determination of what is permissible is at the discretion of Levy Restaurants. Any food vendors that wish to exhibit with the intent to consume on site, must register with Levy Restaurants. They will require 35% of all vendor sales and all necessary F&B permits or licenses. No food or beverage, including alcohol, is permitted outside of the building or in the parking lots. Arlington will provide an eating area for this purpose. Food samples should be 2oz or less. Beverage samples should be 4oz or less. If beverage samples include alcohol, a copy of the liquor license must be on file with Arlington. Many catering and concessions options are available for your staff, exhibitors and guests. Please consult with your Event Manager for options. Expo Guide - Arlington International 9
HOUSEKEEPING Utilities & Services Arlington housekeeping will clear all debris left in the aisles at the end of the day as well as 30 minutes prior to show opening. Debris and trash should be compiled by a trash receptacle for removal. During show hours, housekeeping will be responsible for trash removal, clean up and restroom maintenance. Please contact Arlington via radio if an area requires special attention. LIGHTING Emergency lighting only will be on during move-in and move-out. We highly encourage day time hours for this purpose as this is generally not sufficient one the sun goes down. Full overhead lighting will be provided during scheduled show hours of the event. Should full lighting be required at any other time, there will be a $750 charge per day. Specialty lighting needs should be arranged with your Event Manager at least 14 days prior to the first scheduled move-in day. Lighting effects are available through a preferred vendor and may require a special permit from the Village of Arlington Heights. ELECTRICAL Electrical orders are due to OSG no later than 10 days prior to the first scheduled move-in day. All orders taken after this time are subject to a late fee and may not be guaranteed due to product and labor resource availability. Arlington may arrange all electric with exhibitors or Client may choose to do this. Client is entitled to lower electrical prices than exhibitors. This process is at the discretion of the client. If Client chooses to handle all electrical requests and collect payments, Arlington will require copies of the electrical order list which includes the purpose the electric is being used for and booth number. Electric is dropped for each exhibitor that has ordered it and placed by a Union Electrician based on the purpose listed. Sharing electric between booths is strictly prohibited. Car batteries, generators or similar devices are not permitted to power booth displays and will be removed by management. Expo Guide - Arlington International 10
SECURITY Utilities & Services Arlington does have a 24-hour Security team on site for standard operating procedures. This Security is not dedicated for your event. Should you require dedicated Security Personal for a specific location or purpose, they can be hired through your Event Manager. Outsourcing of this service is not permitted. PHONE & INTERNET Arlington does have free wireless internet in the building. If the Client or booth is dependent on making sales with this WiFi, we recommend bringing a wireless hotspot for that specific use. Phone lines are available in some locations throughout the building. The cost of standard phone line is $250 and must be arranged at least 14 days prior to the first scheduled move-in day with your Event Manager. AUDIOVISUAL For the purpose of making show announcements, a Public Announcement system will be set-up at the base of the Grand Staircase. Other Audiovisual opportunities are available. Please arrange these with your Event Manager at least 14 days prior to the first scheduled move-in day. Any outside vendor must be approved by Arlington and are not allowed to wire directly into the existing system. Audiovisual presentations should be produced and provided by the Client in.mov,.mpg,.mp4 or.ppt format and to the Event Manager at least 14 days prior to the first scheduled move-in date. SHIPPING, DELIVERIES & STORAGE All shipping in and out is at the expense of the Client or exhibitor and must be pre-approved by Arlington. Arlington has limited storage space so advanced shipping is not encouraged or recommended. If exhibitors ship to the loading dock, it is their responsibility to retrieve these items and provide pre-paid shipping labels. Any items left without a shipping label will be disposed of. Expo Guide - Arlington International 11
EMT Safety Arlington will provide an on-site EMT Standby at all times the show is open to the public. The EMT will be located at the base of the Grand Staircase FIRE SAFETY Aisles, doors, stairways, fire hoses, fire extinguishers, exits and fire lanes must remain accessible, clear and visible during show hours in accordance with local laws. Chairs, tables or other display equipment may not protrude into aisles. Exit access area and aisles require a 8ft of space. No open flame is permitted inside of Arlington International. Any and all electrical cords must be polarized plugs with ground pins. Arlington does not provide extension cords, electrical strips or spot lights. Exhibitors with an enclosed tent or booth or any cooking demonstration booth must provide a fire extinguisher within their booth space. Arlington does not provide fire extinguishers for this purpose. Any exhibit or booth that blocks access to the overhead sprinkler system must also provide a fire extinguisher or that booth may be asked to remove the item or display blocking access. FIREGUARD & AHFD Depending on the size of the show, the Arlington Heights Fire Department may require you to hire a Fireguard to be on site during all show hours. Arrangements can be made through the Fire Department at 847.368.5460. Prior to the show opening, the AHFD will conduct an official walk through that should be scheduled by the Client. Any violations listed by AHFD must be rectified prior the show s official opening. Final approval to allow public must come from Arlington International. Per the Village of Arlington Heights, food warming is permitted with a Crock Pot, Sterno or Heating plates. A fire extinguisher must be provided at these booths. Cooking of items is not permitted at booths, only food warming. Expo Guide - Arlington International 12
MOVE-IN & MOVE-OUT Show Move-in and move-out can only occur during pre-contracted hours. Exhibitors and Client may use both the Grandstand and Clubhouse Entrance as well as the Apron level sliders if it is determined safe. Any other locations require advanced notice with the Event Manager. Vehicles must be removed immediately after unloading to accommodate other guests that wish to move in. Vehicles left unattended will be towed. All vehicles should be removed from all entrances 30 minutes prior to show time. The show will not open if vehicles remain at the entrances. No booth construction is allowed in the building. This includes painting, spackling, constructing walls, framing, etc. It is the Client s responsibility to enforce this. Any exhibitors that perform this action may be asked to stop. One freight elevator located on the East side of the building will be operating during all move-in and move-out hours and will be staffed by a member of Arlington. Passenger elevators may not be used to move equipment and will be locked during move-in and move-out. Escalators will not be on during these hours. However, there are stairwells that may be utilized if necessary. The freight elevator measures 9 high, 8 wide, and 8 deep. Sliding doors located on the apron level are 7 9 tall and 12 6 wide. Any booth or pieces of an exhibit that can not safely make it in the building will not be allowed. This is up to the discretion of the Event Manager and the Arlington Team. Booths or exhibits that need special accommodations for move-in and move-out should be identified before the move in time. Your Event Manager will work with the Arlington Team to determine the safest and most efficient way of getting these items in. All items should be removed by the end of the contracted period. Any items left behind from an exhibitor, Client or decorator will be disposed of the items at the exhibitors cost. Fire lanes must remain open during move-in and move-out. Roaming Arlington staff will do their best to keep these lanes open and to ensure exhibitors and guests are adhering to building regulations. To expedite the move-out process during larger shows, a ticketing system will be used. An exhibitor must have their booth completely broken down to receive a ticket and gain vehicle access to a move-out area. Please confirm this process with your Event Manager. Expo Guide - Arlington International 13
Show CLUBHOUSE ENTRANCE Public Entrance for the show off of Euclid Ave. This entrance may be utilized for move-in through designated doors only. No carts are allowed on the marble floor in this area. Re-stock will not take place on this side unless special accommodations have been made for exhibitors. Vehicles may not park under the overhang or blocking the sidewalk entrance. Vehicle height is restricted through this entrance. For exact heights, please contact your Event Manager. Coat check will be located at this entrance and ran by Arlington International. Applicable fees may apply. The horseshoe driveway should be clear prior to show open. The show will not open if vehicles remain in the driveway. This entrance must be staffed by Client to answer all guest questions during move-in and show days. GRANDSTAND ENTRANCE Exhibitor Entrance for the show off of Wilke Road. This is the standard exhibitor move-in and move-out entrance. Re-stock for each day will also take place through this entrance only unless otherwise pre-approved. Vehicles may not park on the brick portion of the driveway. Vehicles may park on either side of the driveway, but a clear path in the center of the drive must be kept open for traffic and emergency vehicle access. Once vehicles are unloaded, they should be moved immediately to allow room for other exhibitors. The horseshoe driveway should be clear prior to show open. The show will not open if vehicles remain in the driveway. This entrance must be staffed by Client at all times to answer any exhibitor questions during move-in and show days. Expo Guide - Arlington International 14
Show APRON LEVEL TRACKSIDE This entrance is used for the sole purpose of move-in and move-out. No restocking can be done through this entrance for any show. The apron level is not open for move-in on any show dates. Access to this location must be pre-arranged with your Event Manager. The day of, the Event Manager will consult with the Arlington Public Safety Department to ensure all conditions are safe. Apron access may be restricted if icy conditions or due to falling snow. Exhibitors may access this location through the East Park Gate which is monitored by a member of the Arlington Team. The entrance is located in Parking Lot E. To preserve the integrity of the building and roadways, no trailers, oversized vehicles such as box trucks, vehicles that are deemed too heavy or any vehicle that uses a skid steer system may not access this area. Determining which vehicles are allowed is the sole discretion of Arlington International. Vehicles may not be over 11 tall. All fire lanes and drive lanes must remain open during use. Any booths that are set up along the Apron level trackside should be the last to load in. Apron level access is allowed at the sole discretion of Arlington International. Arlington can and will end the use of this area if conditions are deemed unsafe due to weather or exhibitor misuse. Arrangement should be made with your Event Manager for any oversized vehicle that requires special attention. Expo Guide - Arlington International 15
Show OPENING THE SHOW All vehicles must be cleared of the horseshoes, all exhibitors and their items must be within their booth space, carts should be off the show floor, and the AHFD must complete a walk through in order for the show to open. Vehicle gates at Euclid Ave will open ½ hour prior to official posted show start time. This is subject to change based on a Public Safety recommendation. All staff members must be in place prior to show open. CLOSING THE SHOW At the end of each show day, all lights or other electric items in booths must be powered down until the next show day. Exhibitor breakdown is prohibited until the show officially closes. Arlington staff will walk the floor to ensure all public has cleared the building and call the show closed. This is when breakdown and move-out may begin. COAT CHECK Arlington International reserves the right to provide a coat check service to your guests. Any coat check must be run by Arlington staff. Expo Guide - Arlington International 16
Show BOOTH & EXHIBIT GUIDELINES All exhibitor displays and packing materials must be stored within the leased space. Arlington does not offer or provide any storage for these items. Electric outlets are not included within the booth rental. Exhibitors are responsible for ensuring all electric powered equipment is turned off at the end of the show. Special consideration may be made for booths that require something to be continuously running. Portable heaters are not allowed within the building. Exhibits should be for display purposes only. Any interactive displays (such as playground equipment, sports equipment, demonstrations with movement, etc) should be approved by Arlington prior to the show. Exhibitors or Client may not affix anything to Arlington property unless it is done with blue painters tape. Cooking is not permitted at booths, but food warming is as long as a fire extinguisher is provided. Potable water is available throughout Arlington. Please inform your Event Manager what booths require it and they can make arrangements. Expo Guide - Arlington International 17