March 13-15, 2015 Chantilly, VA BOOTH EXHIBITOR KIT
Exhibitor Fast Facts Below are the answers to a few "frequently asked questions:" When is final payment due for exhibit space? Final payment is due 60 days prior to show opening. All balances on accounts must be paid in full before exhibitors will be allowed to enter or set up in the exhibit hall, no exceptions. Show hours: Friday: Noon 8pm, Saturday: 10am 7pm Sunday: 11am 5 pm Am I allowed to share a booth with another exhibitor? No. Booth sharing is absolutely not allowed. Is there free parking? Yes parking is free. Does Show Management handle electric? No. All arrangements must be made directly through the venue. Forms are available online at www.dullesexpo.com or ksink@dullesexpo.com. What comes with my exhibit space? Each space is designated with pipe/drape (4ft high side rails, 8ft. high backdrop). Tables, chairs, etc. are available through the show decorator for an additional charge. Can I bring my own tables and chairs? Yes. No additional charge will apply. Do I need to present my Wallet Card for the duration of the show? Yes, each exhibitor MUST present their Wallet Card credentials in order to be admitted on the show floor. These are non-transferable and no one will be admitted onto the show floor without proper credentials. Do I need to charge sales tax on purchases made at the show? Yes. Appropriate sales tax must be charged on items sold during the show. Please refer any additional questions to Joe Edwards at 804-337-8931 2
EXHIBITORS TIMELINE January 12 Final balance due for exhibit space February 20 Discount ticket form due to show office February 21 Exhibitor services order must be placed with Hale (show decorator ) to receive discount prices February 23 Cutoff for discount room reservations at Holiday Inn - Select March 4 Electrical service orders due to you must order online to receive the discounted price March 12 Booth move-in begins - Noon 6pm March 13 Show opens at Noon March 15 & 16 Move-out Sunday from 5pm to 8pm and Monday 8am to Noon All move-out must be completed by NOON Monday! Please refer any additional questions to Joe Edwards at 804-337-8931 3
MOVE-IN: Thursday, March 12 th from Noon to 6 pm and Friday, March 13 th from 8 am to 10 am. There will be no vehicle access to the building Friday, so it is strongly suggested that all move-in activities be scheduled for Thursday. You must be show ready no later than 10 am Friday, March 13 th! MOVE-OUT: Sunday, March 15 th from 5 pm to 8 pm and Monday, March 16 th from 8 am to Noon. ALL MOVE- OUT MUST BE COMPLETED BY NOON ON MONDAY, March 16 th. INSURANCE: Update your risk, comprehensive and general liability insurance to cover your vehicles and employees during move-in, the show and move-out. GS Events and WILL NOT BE responsible for loss or damage of any property. Fax required Certificate of Insurance to 270-438-4723. WALLET CARDS: Each company will receive six (6) wallet cards. Wallet cards are issued at the show. These are used for exhibitors to gain admission to the show, but are not needed for set-up. Because we use wallet cards in lieu of name badges, we suggest you wear your company name badge at the show. COMPLIMENTARY TICKETS: Each company will receive six (6) complimentary tickets at the show. Tickets are NOT to be given away to people in line or in the parking lot of the show. They are for preferred customers, family and friends. Additional tickets are available at a discounted price of $6 each, in limited quantities. Use the attached Discount Ticket Order Form to purchase. LODGING: A special room rate of $84+tax single/double is available at the Holiday Inn-Select - located at 4335 Chantilly Shopping Center. To receive this rate, call the hotel at 888-269-9583 and refer to Code DFJ. Reservations must be made by February 23 rd to qualify for the special rate. Discount rates based on availability. ELECTRIC SERVICE: If any electrical outlets are needed, service is provided by the. To receive the reduced rate, you MUST ORDER ONLINE at www.dullesexpo.com. If you do not order online, there is NO discount. Please note that charges are made per 1000 watts. One outlet may be sufficient for all your needs and can accommodate several plugs if you bring three-wire extension cords and plug strips. To receive the advance order price, the must receive your electrical order by March 4 th. INTERNET SERVICE: In appreciation of your continued support of the National Capital Boat Show, we are pleased to provide FREE internet service for the 2015 show. To take advantage of this, simply ask for an access code when you get to the show. Please note - one access code is provided per company. EQUIPMENT RENTALS: Attached is a rental order form for Hale Northeastern. They are the official supplier of draped and undraped tables, carpet, additional backdrops, etc. Each booth is supplied with an 8 foot fabric backdrop and 3 foot side rails at no charge. If you need to order any supplies, you must return the order form and payment to Hale by February 21 st for advance discount prices. Hales phone number is 716.896.6170 or 800.333.4253. PARKING: There is no charge for parking. FOOD SERVICE: The concessionaire at the has EXCLUSIVE rights to serve any food consumed in the building. No food or beverages can be carried into the building. GENERAL EXHIBIT GUIDELINES: All decorative material is to be flame retardant in a manner satisfactory to the Fire Marshal. The Fire Marshal will inspect all exhibits prior to and during the show. Gasoline caps on all vehicles must be locked or sealed and batteries disconnected. Fuel tanks must be filled to no more than 1/8 capacity. No engine can be run during the show. All LP gas tanks must be removed from boats or other vehicles. Only tanks that have never contained any amount of LP gas will be allowed. These will be inspected by the Fire Marshal. Any built-in tanks that cannot be removed must be empty. These will be inspected by the Fire Marshal. SHOW OFFICE TELEPHONE: Call our office at 800-848-6247 if you have any questions during set-up. 4
National Capital Boat Show Discount Ticket Order Form Discount Ticket Order Form These tickets are ideal for hand-outs in your showroom for customers who are not quite ready to buy, valued customers, employees who will not be working the show and family members. Please send me tickets at the advance discount price of $6 each - cost at show $10) (quantity) Total enclosed: $ I understand these tickets are not to be distributed at the facility (Unless left in Will Call at the Show Office.) These are non-refundable tickets. ATTN: Company: Address: City, State, Zip: Return this form and payment to: GS Media & Events 250 Parkway Drive Suite 270 Lincolnshire, IL 60069 Deadline for ordering Discount Tickets is February 20 th 5
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All exhibitors must submit a current Certificate of Insurance (sample below) 7
EXHIBITOR SERVICE MANUAL Save Money & Time! Pre-order by February 21 st to receive substantial discounts! 20 th Annual National Capital Boat Show Hale Northeastern is pleased to have been selected as the official service contractor for the 20th Annual National Capital Boat Show. This exhibitor service manual contains information and order forms for many of the services we offer. We have found it most efficient if this manual gets to the person who is responsible for what happens in your booth. Please take time to read through it, complete the necessary forms and return them to us. Our goal is to help make your show participation a success. Please note: If you are looking for information regarding electric, telephone, internet or booth cleaning, please take advantage of the s online ordering at www.dullesexpo.com. Hale Northeastern, Inc. cannot process Forms. HOW TO CONTACT US: Hale Northeastern Exposition Services 828 East Ferry Street Buffalo, NY 14211 Phone: (716) 896-6170 Fax: (716) 896-8908 www.haleexpo.com csr@haleexpo.com BOOTH INFORMATION: Booth Size: 10 x 10 Includes: 8 high BLUE & WHITE flameproof back drape 32 high BLUE flameproof side drape PRE-ORDER DEADLINE DATE: Ordering in advance enables you to take advantage of special pricing. The last day to receive Hale s pre-order pricing is February 21, 2015. INSTALLATION: Tuesday, March 10 Wednesday, March 11 Thursday, March 12 12:00 pm 6:00 pm 8:00 am 6:00 pm 8:00 am 7:00 pm SHOW HOURS: Friday, March 13 Saturday, March 14 Sunday, March 15 DISMANTLING: Sunday, March 15 Monday, March 16 12:00 pm 8:00 pm 10:00 am 7:00 pm 11:00 am 5:00 pm 5:00 pm 7:00 pm 8:00 am 2:00 pm The South Hall is serviced by (4) loading docks and one drive-in overhead door. The floor is concrete and the ceiling height is 25 high. The building lighting is provided by overhead mercury vapor lamps. Hale Northeastern, Inc. will maintain a service desk with a professional staff to assist you when requested during the setup and dismantling of the exhibition. If you have any special requirements or questions concerning our services, please do not hesitate to call. Orders can be accepted by mail, fax (716-896-8908) or by scanning the completed documents and emailing to csr@haleexpo.com. Please remember that there are substantial savings if you place your order by February 21, 2015. Yours very truly, HALE NORTHEASTERN INC. Exhibitor Services Department DH13
PAYMENT POLICY Save Money & Time! Pre-order by February 21 st to receive substantial discounts! 20 th Annual National Capital Boat Show PLEASE BECOME FAMILIAR WITH THIS POLICY BEFORE ORDERING ANY SERVICES No telephone orders can be accepted. Please mail, fax (716-896-8908) or scan and email your order to csr@haleexpo.com. Payment MUST accompany your order.. If you have any questions or special requirements, please contact our Exhibitor Services Department. Items cancelled at show site will be charged 50% of the original price. Failure to pay within the terms of this Payment Policy will cause service charges to be assessed on all unpaid balances. The service charge rate is 2% per month or 24% per annum. In the event of default the customer agrees to pay all costs of collections, including attorney fees and court costs. Payment for Services Hale Northeastern requires payment at the time services are ordered. Hale also requires that all exhibitors using our services provide a credit card authorization with their initial order. The credit card authorization will be used to cover all services not paid for by the initial payment and balances left unpaid at the closing of the show. This may include labor, material handling and/or other on-site services. Method of Payment Hale Northeastern accepts cash, company checks, Visa, MasterCard, American Express and Discover. A service charge of $50.00 will be assessed to individuals or companies for returned checks or chargebacks. Pre-Order Price Discount Save Money and Time To qualify for the pre-order prices, your forms must be received on or before the pre-order date with payment in full. Late orders and orders without payment will be charged floor prices. Tax Exempt If your company is tax exempt, a copy of your Tax Exempt Certificate (not Resale Certificate) must accompany your order. Your exemption MUST be issued in the state the show takes place in. Questions and Adjustments Any discrepancy in items ordered and items received or any complaint or question concerning services must be reported to the Hale Service Desk immediately. Your problems will be resolved and any valid adjustments in your account will be made at that time. Credits and adjustments will not be made based on information received after the show closes. DH13
ORDER SUMMARY Save Money & Time! Pre-order by February 21 st to receive substantial discounts! 20 th Annual National Capital Boat Show Company Name: Booth No.(s): Phone: Fax: Booth Dimensions: x Show-Site Representative: Email: Credit Card Authorization (will be used for Hale services only): A CREDIT CARD IS REQUIRED TO BE ON FILE BEFORE ANY ORDER IS PROCESSED. Please fill out the credit card information as requested below. This will authorize Hale Northeastern to charge the amount of your order and any additional charges incurred as a result of show site orders placed by you or your representative, to your credit card account. We accept American Express, Visa, MasterCard and Discover Card PLEASE PRINT LEGIBLY OR TYPE ALL INFORMATION Billing Address: City: State: Zip: Print name as it appears on card: Signature: Please note that your signature above signifies your acceptance of Hale Northeastern s Payment Policy and Hale s Terms & Conditions of Contract. Account#: Exp. Date: / V-Code: V-Code: MasterCard, Visa, Discover = 3-digit code on back, American Express = 4-digit code on front Your credit card statement will read Hale Northeastern, Inc. Order Summary: Pre-Order Deadline Date: 2-21-15. Orders received after 2-21-15 are Floor Orders. *** PLEASE ENSURE THAT YOUR COMPANY NAME APPEARS ON ALL FORMS *** CARPETING, PERFBOARD, SPECIAL BACKGROUND DRAPE $ FURNITURE RENTAL $ ADD 6% SALES TAX $ TAXABLE SUBTOTAL $ NON-TAXABLE ITEMS SIGN HANGING $ NON-TAXABLE SUBTOTAL: $ GRAND TOTAL: $ Electric, Telephone/Internet, Cleaning, Plumbing Forms & Payment go directly to the *Exempt customers must provide a tax exempt certificate for the state the show takes place in. Resale certificates will not qualify for sales tax exempt status. There is a 50% restocking fee for any item cancelled after delivery Orders can be accepted by mail, fax (716-896-8908) or may be scanned and emailed to csr@haleexpo.com DH13
CARPETING, PERFBOARD, SPECIAL BACKGROUND DRAPE Company Name: Standard Booth Carpeting & Additional Carpet Taping 20 th Annual National Capital Boat Show Booth No.(s): Pre-Order Deadline Date: February 21 st Note: Variations in dye lot of carpet may occur in a combination of standard sizes. Standard booths include taping of aisle sides only. Additional taping is 45 /ft. Please indicate below if you require additional taping. Size Pre-Order Floor Order Quantity Total 9 x 10 $166.00 $191.00 $ 9 x 20 $332.00 $382.00 $ 9 x 30 $498.00 $572.00 $ 9 x 40 $664.00 $763.00 $ 18 x 20 $664.00 $763.00 $ For longer sizes, multiply 10 increments by: $166.00 $191.00 ft. $ Additional taping: Total feet: x 45 /ft = $ Carpet Padding Size Pre-Order Floor Order Quantity Total 9 x 10 $102.00 $117.00 $ 9 x 20 $204.00 $234.50 $ 9 x 30 $307.00 $353.00 $ 9 x 40 $409.00 $470.50 $ 18 x 20 $409.00 $470.50 $ For longer sizes, multiply 10 increments by: $102.00 $117.00 ft. $ Please Circle Color Choice Red Blue Gray Black Burgundy Forest Green Teal If no color is selected, show colors will be installed. Visqueen (Heavy-Duty Plastic) If heavy equipment needs to be placed on your carpet, or are using any oil or grease substances, Visqueen must be ordered to cover these areas. Calculate Square Feet: ft. x ft. = sq.ft. Pre-Order Floor Order sq.ft. Total 1.05 /sq.ft. 1.25 /sq.ft. ft. $ Special Background Drapes (includes 8 base & post and crossbar) Size Pre-Order Floor Order Linear Ft. Req d Total 32 high drape $7.00/ft. $8.50/ft. $ 8 high drape $10.00/ft. $11.50/ft. $ 12 high drape $17.00/ft. $19.50/ft. $ Perfboard, Tape (Perfboard orders include 1-dozen loop hooks) Description Pre-Order Floor Order Quantity Total Tackboard, 4 x 8 One.-sided $ 94.50 N/A $ Tackboard, 4 x 8 Dbl.-sided $140.00 N/A $ Perfboard 4 x 4 Panel $84.50 N/A $ Perfboard 4 x 8 Panel $128.00 N/A $ Perfboard 4 x 8 Shelf $24.50 N/A $ Clear Packing Tape $12.00 $12.00 $ Double-face Tape $22.00 $22.00 $ Special Drape Colors Beige Black Blue Brown Burgundy Dusty Rose Forest Gold Lime Orange Peach Purple Red Silver White PAGE SUMMARY Total Services: $ Enter total on the Order Summary (Applicable taxes not included) DH13 Orders can be accepted by mail, fax (716-896-8908) or may be scanned and emailed to: csr@haleexpo.com
FURNITURE Save Money & Time! Pre-order by February 21 st to receive substantial discounts! Company Name: 20 th Annual National Capital Boat Show Booth No.(s): Phone: Fax: Booth Dimensions: x Show-Site Representative: Email: Pre-Order Deadline Date: February 21 st Draped Display Tables, (6 & 8 tables are draped on 3 sides only. For 4 th side draping, see option below) Size Pre-Order Floor Order Quantity Total 4 x 2 x 30 $86.50 $99.50 $ 6 x 2 x 30 $108.50 $125.00 $ 8 x 2 x 30 $141.00 $162.00 $ 4 x 2 x 42 $105.50 $121.00 $ 6 x 2 x 42 $129.00 $148.50 $ 8 x 2 x 42 $158.00 $181.50 $ 4 th side - all 6 & 8 tables $35.00 $40.25 $ Skirt for Exhibitor s Table $65.00 $74.75 $ Undraped Display Tables Show Colors: Blue & White Please Circle Table Drape Color Choice Gold Red Blue White Silver Black Teal Peach Hunter Green Burgundy Plum Beige if no color is chosen, show colors will be installed. Size Pre-Order Floor Order Quantity Total 4 x 2 x 30 $34.50 $39.50 $ 6 x 2 x 30 $45.25 $52.00 $ 8 x 2 x 30 $53.25 $61.25 $ 4 x 2 x 42 $43.00 $50.00 $ 6 x 2 x 42 $50.00 $57.50 $ 8 x 2 x 42 $61.00 $70.00 $ Vinyl Topper (for undraped tables) $10.50 $ Table Risers / Shelves Size Pre-Order Floor Order Quantity Total 4 x 10 white drape $36.50 $42.00 $ 6 x 10 white drape $45.25 $52.00 $ 8 x 10 white drape $55.50 $64.00 $ Chairs, Stools & Pedestal Tables Description Pre-Order Floor Order Quantity Total Padded Arm Chair $50.50 $58.00 $ Padded Side Chair $42.50 $49.00 $ Folding Chair $13.00 $15.00 $ Stool w/ padded back $61.00 $70.25 $ 30 x 30 Round, Undraped $88.00 $101.25 $ 30 x 42 Round, Undraped $99.00 $114.00 $ Accessories Description Pre-Order Floor Order Quantity Total Wastebasket $16.00 $17.00 $ 8 Base & Post $19.75 $22.75 $ Cross Bar $10.00 $11.50 $ Tripod Floor Easel $25.50 $29.50 $ Literature St. 4 H, 20 Slots $111.00 $127.50 $ Bag Rack $64.50 $74.00 $ 8 Velour Rope $27.00 $31.00 $ 36 Chrome Stanchion $27.00 $31.00 $ 2 x 8 Grid Panels $16.50 $19.00 $ 22 x 28 Chrome Sign Frame $34.00 $39.00 $ Illuminated Showcase $278.00 N/A $ PAGE SUMMARY Total Services: $ Please enter the total on the Order Summary Applicable State Sales Tax not included in above prices Orders can be accepted by mail, fax (716-896-8908) or may be scanned and emailed to: csr@haleexpo.com DH13
SIGN HANGING 20 th Annual National Capital Boat Show Company Name: Booth No. (s): Phone: Fax: Booth Dimensions: x Show-Site Representative: Representative Cell: Representative Email: TO GUARANTEE SIGN HANGING, SIGNS/BANNERS MUST BE ON SHOWSITE BY: March 10, 2015 Banners not received by this date will be installed at the discretion of the decorator. Failure to adhere to this deadline date may result in an inability to have your sign/banner installed. HANGING SIGN RATES & RESTRICTIONS Pre-Order Deadline Date: February 21 st. Orders received after February 21 st is Floor Orders. PRE-ORDER PRICE: $250.00 TO INSTALL AND TAKE DOWN YOUR FIRST SIGN EACH ADDITIONAL SIGN TO BE HUNG IN THE SAME BOOTH WILL COST $100.00 FLOOR ORDER PRICE: $325.00 TO INSTALL AND TAKE DOWN YOUR FIRST SIGN EACH ADDITIONAL SIGN TO BE HUNG IN THE SAME BOOTH WILL COST $130.00 Hale Northeastern is responsible for the installation of all signs hung from the ceiling beams. No exhibitor or I & D company will be allowed to hang signs. A sketch of your sign with dimensions and weight must be sent to Hale no later than one week prior to the first day of set up. All signs to be hung from the ceiling must be delivered to show site on the first day of set up, or other arrangements may be made by calling our office. In addition to all of the above, your hanging sign must comply with show management rules and regulations. If you are in doubt regarding compliance, please contact show management before completing and returning this form to Hale Northeastern. All Signs & Banners will be removed on: Monday March 16, 2015 Please complete the following information: Number of feet from floor to top of sign: Number of feet in from left side: Number of feet in from front aisle: Do your sign require electrical connection: NO YES (If YES, please go to www.dullesexpo.com for the forms.) Restrictions ft. ft. ft. PAGE SUMMARY Total Services: $ Please enter the total on the Order Summary (Applicable taxes not included) Installation and removal times will be established by Hale Northeastern per the availability of the halls and access to area under sign. BH13 Orders can be accepted by mail, fax (716-896-8908) or may be scanned and emailed to csr@haleexpo.com