1 copyright © 2010 global experience specialists, inc. (ges) all rights reserved. our mission to...

1Copyright © 2010 Global Experience Specialists, Inc. (GES) All Rights Reserved.

OUR MISSION

To create the world’s most meaningful and memorableexperiences for marketers, show organizers and event attendees.

Karen Novak, Exhibitor Services ManagerDoug Bennett, Director of Sales

WELCOME TO THE HOLIDAY SHOWCASE WEBINAR!Before we begin, please press the “mute” button on your

phone (or in the menu on the right side of your screen).

To ask questions during the webinar, simply type them into the Chat Box on the right.


A Tour of the Exhibitor Services Manual


GES is the official services contractor for Holiday Showcase at Hyatt Regency, Chicago

Our team will provide the labor, equipment and services to the exhibitors required to produce the event.

If at any time during the planning process you are unsure where to turn, just ask us.

We truly are AT YOUR SERVICE.

Who is GES®?


Use your General Contractor as a resource.Our representatives are knowledgeable and can assist you with the navigation of the Exhibitor Manual and placement of orders;https://ordering.ges.com/Show/Info/071003040

Online Chatwww.ges.com/chat

Our Hours of Operation•6:00 am to 5:00 pm Pacific Time•9:00 am to 8:00 pm Eastern Tim•(800) 475-2098

GES Call Center

https://ordering.ges.com/Show/Info/071


Information/Exhibitor Services


Exhibitor Services Manual http://www.ges.com/eComm/2011/Q4/71-03040

One Source for All your Exhibiting

Needs

GES National Servicenter and the Holiday Showcase Exhibitor Kit contain

information and resources for all Exhibiting requirements.

Important dates & deadlines

Booth rules and regulations

Information to order furniture, carpet & electric

How to get your material to the show

Ordering Labor

Show site work rules

http://www.ges.com/eComm/2011/Q4/71-03040


Exhibitor Services Manual http://www.ges.com/eComm/2011/Q4/71-03040

o Show Information (G-1) Exhibitor Services 800-475-2098

or 702.515.5970 Advanced to Warehouse Nov 10th DISCOUNT DEADLINE- Nov 23rd

(Saves Money!!)

o Services Most Needed Material Handling Furniture and Booth Accessories Electrical Labor…….

http://www.ges.com/eComm/2011/Q4/71-03040


• GES provides confirmation of all orders placed.

−Once your order has been processed at GES you will automatically

receive a confirmation within 3-5 business days. All orders placed on line

receive immediate confirmation.

• Notification of Receipt of Fax

• Notification of Upcoming Deadline Dates

• Exhibitors must provide GES with fax and email information

in order to receive notifications.

Order Notification


SAVE MONEY AND TAKE ADVANTAGE

OF THE DISCOUNT PRICES!

Advanced Deadline Date for best pricing is:

Wednesday, November 23rd

Order Notification


Although the venue is carpeted, you may choose

to bring your own carpet or rent carpet from GES.

Order carpet in advance and have it installed prior to your arrival.

• Carpet order form C-1 Discount Deadline is November 23rd

• Padding adds comfort for you and your customers

Carpet


Electrical does NOT come with your paid booth space

• Electrical is done by the Hyatt Regency (Freeman) See order forms in the exhibitor kit.

Advanced Deadline Date for best pricing is:

Tuesday November 29th

Electrical


Booth Rules and Regulations


Linear Booths

Linear Booth• Linear Booths have only one side exposed to an aisle and are generally arranged in a

series along a straight line. They are also called “in-line” booths.

Dimensions• Linear Booths at Holiday Showcase are eight feet wide and eight feet deep (8’x8’)• Maximum back wall height limit: 8 ft. (2.5m)

Use of Space• Regardless of the number of Linear Booths utilized, display materials should be

arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8 ft. (2.44m) is allowed only in the rear half of the booth space, with a 4 ft (1.22m) height restriction imposed on all materials in the remaining space forward to the aisle.

Corner Booth• A Corner Booth is a Linear Booth exposed to aisles on two sides. All other guidelines

for Linear Booths apply.


Hanging Signs and Graphics

• Please note that for Holiday Showcase 2011, Association Forum will strictly enforce IAEE Guidelines for Display Rules & Regulations. Remember that you need to comply with line-of-sight requirements. Hanging signs and graphics whether suspended from above, or supported from below should comply with all ordinary use-of-space requirements. Hanging signs and graphics should be set back 8 feet from adjacent booths and be directly over only contracted space. Banners hanging across the aisle are not allowed.

• Approval for the use of Hanging Signs & Graphics should be received from Show Management at least 60 days prior to installation. Drawings should be available for inspection.

http://www.associationforum.org/files/FileDownloads/IAEE_Display_Rules.pdf


Getting Materials to the show


Get Your Materials to the Show

• Transportation• Drayage/Material Handling• Save money on logistics

– Consolidate shipments– Transportation Plus / Round-trip

Planning

What is Drayage/Material Handling?

Drayage is the unloading of your exhibit materials, delivery to your booth, handling of empty containers to and from storage, and removal of your materials from your booth for reloading. Material handling charges are calculated on a per hundred lbs weight basis.


Below are some guidelines to help your shipments to show site

become more efficient and easy:

• Separate labels for each package

• Show name, exhibitor name, facility name, booth number, cell phone number

• Use labels provided in your Exhibitor Manual

• Remove old labels

• Make sure NOT to ship to the Hyatt Regency before December 14th

• Always bring your shipping information with you

• Keep track of pro numbers and carrier contact information.

Shipping Guidelines/Tips


• To ensure the maximum set up time, ship early to the warehouse

• Ship to arrive on or before the published deadline for warehouse

receiving to avoid incurring a “late to warehouse” surcharge

• Advance dates November 10th – December 9th.

• You can confirm that your freight has arrived

• Contact GES® National ServiceCenter (800)475-2098

• For a few dollars more….avoid the waiting process of unloading

trucks at show site.

Advance to WarehouseTAKE ADVANTAGE OF 30 DAYS FREE STORAGE!


Remember:

• There will be many trucks and vehicles to be unloaded, and this process will take time to complete. Please be patient!

• Make sure the items needed first are loaded last so they can be unloaded first. This will provide you with the opportunity to start your installation while the remainder of your shipment is being unloaded.

Direct Shipments to Show site Freight UnloadingDECEMBER 14th 8:00am to 4:30pm


Remember:

• Aisle carpet must be removed prior to any empties coming into the hall

• Color coded empty stickers by booth location

• Cartons/boxes are returned first, after which the crates will be returned. Crate return is random, so please be patient.

Empties


Union Jurisdictions


Union Regulation for Hyatt Regency, Chicago (Form G-6)

There are six major unions which have jurisdiction over trade shows. The following guidelines will help you in preparing your exhibit to conform to union jurisdiction.

• Teamsters – are responsible for handling all material in and out of the hall. Exhibitors are permitted to carry small packages into the hall without the use of wheeled carts and /or dollies.

• Carpenters – are responsible for uncrating of exhibits and display materials, installation and dismantle of exhibits including cabinets, fixtures, shelving units, furniture, etc. laying of floor tile, carpet, re-crating of exhibits and closing of machinery crates. Installation and dismantling of scaffolding, bleachers and binding of chairs.

• Decorators – are responsible for hanging all non-electrical signs, drape and cloth installation and tacked fabric panels. Decorators are also responsible for Velcro signs used in a booth that requires tools or more than one person for installation.

• Electricians – are responsible for assembly, installation and dismantle of anything that uses electricity as a source of power. This includes electrical wiring, hook-ups, interconnections, etc. Plumbers Responsible for all plumbing work such as compressed air, water, drain or natural gas.


Union Regulation - Helpful Hints

Exhibitors may perform the following functions as long as they are a full-time employee of the exhibiting company:

• Hand carry small items and pop-up displays. No hand trucks or carts are permitted.

• Install and dismantle displays within a 100 sq. ft. or less booth space if one person can accomplish the task in 1/2 hour or less without the use of tools.

• Install graphics and small signs, and logos and graphics that are attached with pre-cut velcro strips.

• Make technical, electrical connections and interwire equipment for computers providing the cables do not exceed 10' in length.

• Perform simple electrical requirements, such as installing light bulbs.

If you encounter any difficulty with any laborer or if you are not satisfied with the work performed, please bring this to the attention of Global Experience Specialists, Inc. (GES). Please refrain from voicing complaints directly to labor.


If you need to hire labor, GES I&D services provides trained installation

specialist to install, maintain and dismantle your exhibit.

Please order labor in advance!

Why order in advance: PRICE & Availability!!

• Price! The DISCOUNT rate is $112.50 per straight time hour

• The REGULAR rate is $140.50 per straight time hour

• The SHOW SITE rate is $168.75 per straight time hour

• Onsite orders will be filled when labor is available. Wait times are unpredictable.

Ordering Installation & Dismantling Labor


Resources / Housekeeping

• Safety First – wear closed-toe shoes and be vigilant to the activities and movement around you

• Avoid aggravation by understanding how move in dates, clean floor policy, empty return and the move-out schedule affect you

• Look for your contact information for your GES Service Executive at show site. You will receive a tent card in your booth with their picture and contact information, as well they will have service kiosks out on the show floor

• GES National Servicenter is available 9:00 a.m. – 8:00 p.m. Monday through Friday EST. GES Chat feature available www.ges.com/chat

• Official Holiday Showcase Vendors– refer to the Exhibitor Manual for phone numbers and Web sites for the following services: Audio Visual, Floral, Electrical, Telephone and Telecommunication, Cleaning, Lead Retrieval.

http://www.ges.com/chat


Questions?

Karen [email protected] line: 773.284.4844

Kasia [email protected] line: (312) 924-7022

mailto:[email protected]

mailto:[email protected]

1 copyright © 2010 global experience specialists, inc. (ges) all rights reserved. our mission to...

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