exhibitor manual - aiea...the exhibitor package includes complementary conference registration for...
TRANSCRIPT
AIEA 2020 Annual Conference
EXHIBITOR MANUAL
2020 AIEA Annual Conference
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CONTENTS General Information | Page 3
Organizers and Contact Details Venue and Exhibition Area
Exhibitor Details | Page 4
Exhibitor Package Exhibit Hall Schedule Internet Access Exhibitor Equipment, Electricity, and Audio/Visual Orders Shipping, Receiving, and Delivery Guidelines Exhibit Hall Assignments & Layout
Prior to the Exhibit | Page 7
Hotel Reservations Scam Warning Parking Complimentary Conference Registration Conference Attendees
At the Conference | Page 9
On-Site Registration Process Exhibitor Badges Registration Desk Hours Exhibitor Break Room
Important Dates | Page 10
Appendix 1: Exhibit Hall Layout
Appendix 2: Exhibitor Order Form – PSAV
Appendix 3: Shipping Label – Washington Marriott Wardman Park Hotel
Appendix 4: RainProtection Liability Insurance Enrollment Form
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GENERAL INFORMATION Thank you for exhibiting at the 2020 AIEA conference in Washington, DC. We are pleased to be working with you to make this a successful event. Please visit https://www.aieaworld.org/2020-annual-conference- for more information -- we look forward to seeing you there!
2020 AIEA Annual Conference Theme: Rethinking Comprehensive Internationalization for a Global Generation February 16-19, 2019 in Washington, DC Washington Marriott Wardman Park
CONTACT DETAILS Association of International Education Administrators
AIEA Contact: Katy Rosenbaum 811 Ninth Street, Suite 215 Durham, NC 27705 Phone: +1 (919) 893-4980 Email: [email protected]; [email protected]
On-Site Contacts: Jo Ann O’Connell, Katy Rosenbaum During the conference, you can reach the AIEA contacts through the Registration Desk.
VENUE AND EXHIBIT HALL
The AIEA 2020 annual conference will be held at the Washington Marriott Wardman Park Hotel.
Washington Marriott Wardman Park 2660 Woodley Rd. NW Washington, DC 20008 Phone: +1 (202) 328-2000 https://www.marriott.com/hotels/travel/wasdt-washington-marriott-wardman-park/
The exhibit hall will be located in Salon 1 of the Marriott Ballroom, Conference Level Hotel Sr. Event Manager: Olga Sanclemente
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EXHIBITOR DETAILS
The AIEA conference hosts an exhibit hall for attendees to engage with organizations in the field of international education. All conference breaks as well as the Opening Reception will be held in the exhibit area to ensure time for quality engagement with participants. AIEA limits the number of exhibitors in order to maximize the exhibitors’ time with conference attendees.
Exhibitor Package • Each exhibitor receives one exhibit table (6 feet wide x 3 feet deep) with covered linen and 2
chairs.• Exhibit booth display must fit behind the table and not extend into walkways or neighboring
exhibitor spaces.• Exhibit wall must have a back covering any structure (and cannot have a company logo). If your
display is double-sided, please arrange to cover the back side of the display. If you do not havearrangements, a limited number of kits with black material and clamps available for purchase atthe registration desk.
• Exhibit space will be open allow maximum visibility; there will be no pipe and drape on theback of booth nor on the sides.
• Each exhibitor package includes a full complementary registration for one person. Additionalrepresentatives from the organization will need to register separately for the conference.
• Exhibitors are listed in the Exhibitor Directory in the conference program.
Please Note:
• Audiovisual, electricity, and dedicated internet connections can be ordered through PSAV, thepreferred supplier of the Washington Marriott Wardman Park Hotel. Orders can be placeddirectly with PSAV and paid for independently.
• AIEA is not responsible for exhibitor equipment or displays or valuables left in the booth• Exhibitors are required to provide a Certificate of Insurance with liability coverage up to
$1,000,000. If you need to purchase insurance, use the attached form provided by RainProtectionfor $94 USD.
• Exhibitor fees are non-refundable.
Exhibit Hall Schedule (Note: the exhibit hall will be closed for all plenary events)
Sunday, February 16 Exhibitor Set-Up: 4:00 p.m. – 9:00 p.m.
Monday, February 17 Exhibit Hall Open: 10:00 a.m. – 4:45 p.m. Exhibit Hall Open (during Opening Reception): 6:30 p.m. – 8:00 p.m.
Coffee Break in Exhibit Hall: 2:45 p.m. – 3:30 p.m.
Tuesday, February 18 Exhibit Hall Open: 9:15 a.m. – 4:45 p.m.
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Coffee Breaks in Exhibit Hall: 10:30 a.m. – 11:00 a.m., 3:00 p.m. – 3:30 p.m.
Wednesday, February 19 Exhibit Hall Open: 9:00 a.m. – 2:30 p.m.
Coffee Break in Exhibit Hall: 9:15 a.m. – 10:15 a.m.
Note: Please do not break down/pack exhibits from 12:30 p.m. – 2:15 p.m.
Exhibitors wishing to leave prior to the Plenary Luncheon should be packed by 12:30 p.m.
In the interest of exhibit hall visitors, please make sure that your stand is staffed at all times during open hours. The exhibit hall will be closed during plenaries and luncheons. All luncheons are included in the exhibitor’s package. Exhibitors are welcomed and encourage to join for lunch and maximize networking opportunities. The plenaries and luncheons will be held in the Marriott Ballroom. The exhibit area is at the entrance to the Marriott Ballroom, with an open flow design.
Internet Access
AIEA provides limited-bandwidth general free wireless internet at the 2020 AIEA exhibit hall. Please note that there will be no on-site technical support provided for the use of the free wireless network. Please be advised that this network will only be suitable for checking email, etc. but not for uploading or downloading large amounts of data or showing online presentations.
The free wireless internet may not be as reliable as a wired connection. See instructions below for ordering individual wireless internet connection or a wired internet connection if a reliable or fast connection is required.
Exhibitor Equipment, Electricity, and Audio/Visual Orders
For any equipment, electricity, internet, or audio\visual needs, exhibitors should contact the hotel Event Manager. Exhibitors will need to make these arrangements directly with the hotel and have that billed to their hotel account. (Carefully read the Appendix 2: Exhibitor Order Form -- PSAV for more details.)
Contact Information: Saundy Plummer Sales Manager – PSAV Washington Marriott Wardman Park 2660 Woodley Road, NW Washington, DC 20008
office: 202.600.2280 mobile: 252.512.0414 fax: 866.312.5410
Raheel Khan, Sr. Sales Manager PSAV – Washington Marriott Wardman Park Hotel Office: 202.559.6095 Mobile: 571.344.1907 Fax: 866.312.5410
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Shipping, Receiving, and Delivery Guidelines
The shipment and delivery of all exhibit materials will be coordinated and facilitated by the Hotel Event Manager, Olga Sanclemente. Exhibitors may use the shipping label provided in Appendix 3 of this Exhibitor Manual.
Exhibitors are responsible for any and all handling and shipping fees associated with exhibit materials and handouts. This includes fees for inbound and outbound shipments.
Guest packages should be labeled as follows:
Washington Marriott Wardman Park Hotel Guest: Your Name, Company Name, Table Number C/O 2020 AIEA Conference 2660 Woodley Rd. NW Washington, DC 20008
Incoming Materials:
A guest may receive standard envelopes free of charge. Shipments, other than envelopes, will be assessed a receiving and handling fee of $2 per pound handling fee; $5 per pound handling and delivery fee.
Due to limited storage space, shipments should NOT arrive any earlier than three (3) days prior to the group’s arrival. Storage fees are applicable if received more than three (3) days prior to the group’s arrival or left for more than three (3) days after the group’s departure. Boxes arriving more than three (3) days prior to the event will incur a $15.00 per day storage fee per piece and crates/cases/skids arriving more than three (3) days prior to the event will incur a $25.00 per day storage fee per piece.
Any packages received for a registered guest will have a message left in the room stating that they can pick--up their packages at shipping and receiving. Any guest packages not claimed will be held up to a maximum of thirty (30 days). Packages will be properly removed if not claimed by a guest.
Ship-out of Guest & Exhibitor Materials:
The Package Room also provides shipping services. You may use your own FedEx or UPS account. However, the hotel has a handling fee of $1.00 per pound.
If it is necessary to use the hotel’s account we will apply a $10.00 account usage fee per piece, $1.00 per pound handling fee plus the cost of shipping.
Packing:
Shipping supplies such as boxes, packing tape and bubble wrap may be purchased in the Package Room. Full service packing is also available and fees are assessed per item.
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Exhibit Hall Assignments & Layout
AIEA will assign exhibitor locations and will notify exhibitors in December 2019.
See Appendix 1: Exhibit Hall Layout for details.
PRIOR TO THE EXHIBIT
Hotel Reservations: Sleeping Rooms
Exhibitors should contact the hotel directly to make room reservations. AIEA has secured a special rate
of $199.00 per night for 2020 conference attendees. (This rate does not include the Washington, DC
sales tax.) The deadline for hotel reservations at this rate is January 10, 2020.
NOTE: Rooms at the AIEA conference rate may not be available if the conference block sells out prior
to January 10. Please make your reservations early we do expect record attendance at the 2020 AIEA
Annual Conference.
Online Reservations: 2020 Conference Hotel Reservations
(https://book.passkey.com/gt/217527549?gtid=8f73df6d1393b8388fd44d11cf7238d0)
To make reservations by phone (ask for AIEA Annual Conference):
US and Canada toll free: 1-877-212-5752
Worldwide: +001 202-328-2000
Note: To receive the AIEA Conference discount, you MUST use the website or phone number listed
above.
Scam Warning
It has come to our attention that several housing companies claiming to have a relationship with AIEA or
the Marriott are offering hotel reservation services for the 2020 AIEA Annual Conference. These
companies and others like it are NOT in any way affiliated with AIEA or the Marriott and should NOT
be used to make hotel reservations. Please only make reservations for the conference through the
information listed above.
Note: The Marriott and AIEA do not/will not make phone calls to members, exhibitors, or conference
attendees encouraging you to book with them and does not make registrant information available to third
parties. If you have received any communication either via email or telephone, please ignore any further
requests, and contact us at [email protected].
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Parking
Parking is available at the Washington Marriott Wardman Park:
Self-Parking: $48 USD daily
Valet parking: $55 USD daily
Garage height clearance: 5 feet 10 inches
Complimentary Conference Registration
The exhibitor package includes complementary conference registration for one person. Each exhibitor
will receive a code and link to register using the complementary registrations. Instructions will be sent to
the exhibitor contact by December.
All exhibitor representatives must register for the conference. If additional representatives from your
organization plan to exhibit, they must register separately for the conference at
https://www.aieaworld.org/register-now-aiea-2020
If your exhibitor contact has not received instructions for conference registration by December 15, 2019,
please contact Katy Rosenbaum [email protected]. The deadline for exhibitors to complete
their conference registration is December 16, 2019.
Conference Participant List
The list of conference attendees will be sent out after each registration deadline. This list will include
name and institution, but will not include contact information. Please note exhibitors are not permitted
to send mass or unsolicited emails to participants. If you would like to purchase use of this list, please
contact [email protected].
Registration Deadlines: Early Registration: December 16, 2019
Regular Registration: January 16, 2020
Late Registration: January 17-February 5, 2020
The complete participant list will be sent out after the conference. Additionally, the final participant list
will be available on--site in paper format for each registered conference attendee.
Exhibitors should plan to bring materials for 800 conference attendees.
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AT THE CONFERENCE
On-Site Registration Process
Exhibitors will need to check in at the registration desk.
Full registration includes the following: • Conference bag, name tag and program• Access to all conference events and exhibit hall• Three meals (two luncheons: Tuesday and Wednesday; one breakfast: Tuesday)• Two receptions (Mon. opening reception, Tues. networking reception)• Note: One-day registration only includes access to the events for that day
Exhibitor Badges Make sure you ask for an EXHIBITOR ribbon to put under your name tag when you check in at the conference registration desk
Registration Hours Sunday, February 16 7:30am—6:00pm Monday, February 17 7:30am—6:00pm Tuesday, February 18 7:30am—6:00pm Wednesday, February 19 7:30am—Noon
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IMPORTANT DATES
December 16: Early Registration Deadline
December 16: Deadline to send program ads to AIEA
December 18: Sponsor and Exhibitor Booth Assignment Begins
January 10: Deadline for conference hotel discount (if not already sold out)
January 16: Conference Registration (Regular Registration)
February 5: Last day to register online
February 12: Exhibitor shipments to arrive at hotel
February 14-19: AIEA Secretariat on-site in Washington, DC
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Appendix 1 -- Exhibit Hall Layout The exhibit hall will be located in Salon 1 of the Marriott Ballroom.
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Appendix 2- Exhibitor Order Form – PSAV
20 Marriott Confidential & Proprietary Information
Section II
Audio Visual ––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Presentation Services Audio Visual
Presentation Service Audio Visual is the hotel's official audio visual contractor. PSAV is
dedicated to providing the most comprehensive number of services to the meetings,
convention and exhibit industry and their rental services include: audio visual,
production, computers, interpretation equipment, and communications (including
telephone and Internet).
Contact Information: PSAV Presentation Services
Main: 202-332-4178
Fax: 886-312-5410
Email: [email protected]
Irina Batchelor, Director of Sales
Direct Phone: 202-559-6096
Fax: 202-387-5436
Email: [email protected]
Websites: http://partner.psav.com/Marriottwardmanpark.aspx
Services Offered: Audio visual rentals
Video rentals
Production Services
Rigging
Power
Computer Rentals
Telecommunication
Internet
To preserve the integrity of the flooring and ceilings, nailing, screwing or similar actions
into staging, ceilings, flooring, or walls is strictly prohibited. When hanging equipment
from ceilings or walls, it is Mandatory that you contact Presentation Services, our In-
house Audio Visual Provider, for the hiring of Riggers that will be utilized by the meeting
planner, third party audiovisual vendor or Production Company. Contact information
can be obtained from your Event Manager or through Presentation Services. Schedules
for setups and load-ins involving rigging must be submitted to your Event Manager at
least twenty-one (21) days in advance.
The Marriott Wardman Park Hotel has a pre-rigged truss pre-set in the ceiling. A layout of
this truss and lighting capabilities is available by contacting Presentation Services.
21 Marriott Confidential & Proprietary Information
Lighting Services
We have special display lighting available. Prices quoted upon request.
Ballroom Electrical Power Requirements
When additional electrical power is requested for rear-view projection installation,
orchestra or stage productions, etc., requirements must be confirmed by PSAV at least
two (2) weeks in advance with a production schedule. All power needs requiring an
electrician will be quoted based on totaled amperage, time, and materials. Charges
will be determined at that time, and will be made on a time and material basis to show
management and NOT to another supplier or agency.
Breakout Room Electrical Power Requirements
Basic power charges for outside AV companies will be charged at a rate of $150.00 per
room.
Additional basic power drops are as follows:
20 amp Circuit $150.00
Quad Box/Power Strip 1-3 units $50.00, a per hour labor fee will be added
above 3 units at $90.00 per hour
TV Network Coverage
The hotel electrician will quote power and TV portable truck hook-up and/or set-up
charges connection, at prevailing rates. Client must furnish their own materials and
security.
Call PSAV for rates and further information and to make an appointment.
EVENT NAME:
DATES:
COMPANY:
QTY Days Advanced Rate Rate
$165.00 $255.00
$365.00 $465.00
$565.00 $665.00
$920.00 $1,010.00
$260.00 $350.00
$155.00 $245.00
$440.00 $540.00
$110.00 $110.00
QTY Rate
$870.00
$305.00
$300.00
$100.00
Please Call
$600.00
1 $110.00
QTY Rate
$175.00
$270.00
$350.00
$45.00
$45.00
1 $110.00
SUBTOTAL
ESTIMATED TOTAL CHARGES
Please return completed form to:
PSAV
2660 Woodley Road, NW
Washington, DC 20008
Phone: 202.332.4178
Fax: 866.312.5410
*Pricing vaild through December 31, 2019
SUBTOTAL
EXTENSION CORD $30.00
Set & Strike Fee* $110.00 $110.00
1000 WATTS/ 10 AMP - 120 VOLTS $210.00
2000 WATTS/ 20 AMP - 120 VOLTS $270.00
POWER STRIP $30.00
Additonal Power Services available including 208 service
Exhibit Booth uplighting (includes 4 LED Lights)
EXHIBIT BOOTH POWER
SERVICE - SHOW RATE Advanced Rate TOTAL
500 WATTS/ 5 AMP - 120 VOLTS $135.00
1
SUBTOTAL
$110.00Set & Strike Fee*
Write in:
INTERNET AND TELEPHONE SERVICE
All IP Address information is assigned automatically via DHCP. Please ensure that that the TCP/IP is ENABLED and configured to "OBTAIN AN IP ADDRESS AUTOMATICALLY". If your computer is normally networked in an office
setting, please verify compatibility with your IT representative. Outside routers, hubs, or access points are NOT permitted and will NOT operate correctly with our system.
SERVICE - SHOW RATE Advanced Rate TOTAL
Wireless Internet Service - 1 Device
Connection with SSID and Conference Code
Please indicate: Source - VGA, DVI, HDMI ** MONITORS DO NOT SUPPORT USB CONNECTION **
Advanced Rates are available 10 days before show opening
Once your order is submitted a PSAV Representative will contact you with confirmation
30" - 37" Monitor including Stand (Table stand only)
55" Monitor including Stand (Floor stand only)
40" - 47" Monitor including Stand (Floor or Table)
Laptop or Desktop Computer (doesn’t include monitor)
Blu-ray or DVD Player - Please indicate
TOTAL
ROOM:
SERVICE - PER DAY
17" - 20" LCD Monitor (Table stand only)
AUDIO VISUAL
BOOTH #:
IF YOU EXPERIENCE AN ISSUE ON SITE PLEASE CONTACT PSAV AT 202.332.4178. NO REFUNDS WILL BE
PROVIDED WITHOUT REPORTING THE ISSUE ONSITE TO A MANAGER.Place on next page
6% Tax
AUDIO VISUAL TOTAL
25% SERVICE CHARGE
EXHIBIT POWER TOTAL
Payment information and placement is on next page
INTERNET AND PHONE TOTAL
If you have checked the LDW box, I have been offered and refused to purchase Loss Damage Waiver (LDW). I
understand that I will be held fully liable for any damage and/or loss to the above listed rented equipment.
*
PSAV is not responsible for voltage fluctuations or power failure due to temporary conditions. No verbal orders are
accepted. No credits for unused services. Orders will not be processed without Booth number and form of payment
noted. Advanced orders are guaranteed to be installed prior to show opening. There will be no refunds once services
are rendered. If customer cancels the event or the provision of all or a portion of audiovisual equipment and services
by PSAV, cancellation charges will apply. If cancellation is under 72 hours, 50% of the equipment proposal estimate
and 100% of labor charges, plus actual expenses incurred by PSAV in preparing for the event will be charged.
*Additional Labor may be required for larger orders. **Large Speakers at additional cost
PRICES SUBJECT TO CHANGE WITHOUT NOTICE.
4% LDW (check to decline)
$190.00
Additional connections - Wireless $60.00
Standard Internet connection - Wired $665.00
Additional connections - Wired $225.00
Set & Strike Fee* $110.00 $110.00
SUBTOTAL
Dedicated Internet Service or Static IP Address Please Call
All services include local and toll free numbers. All long distance call are billed at the prevailing hotel rate and billed through the hotel via the credit card provided below. Calling cards can not be used.
Phone Line (DID or DOD) - Headset or Fax/Credit Card $465.00
Exhibitor Form
EVENT NAME:
DATES:
COMPANY:
T = Telephone
A = Audio/Visual
I = Internet
P = Power
Wire Transfer Check
Card Holders Name:
City: Zip: Credit Card Account Number: (Last 4 Digits Only) CCV#:
Phone: Expiration Date: Billing Zip Code:
Email Address:
X
CARDHOLDERS SIGNATURE Signature confirms acceptance of terms and conditions DATE
Please return completed form to:
PSAV
2660 Woodley Road, NW
Washington, DC 20008
Phone: 202.332.4178
Fax: 866.312.5410
Updated 10/18 MZ
Fax:
Onsite Contact and Number:
Address:
State:
Estimate Total from previous page
BILLING CONTACT INFORMATION CREDIT CARD INFORMATION
Name: Credit Card
If paying by Check or Wire Transfer please send the form back with no payment information and you will receive
an email with the total due. Checks should be made out to PSAV. We will call to get Credit Card information.
Phone Number to call for CC info:
ROOM:
BOOTH LAYOUT
Please indicate placement of Booth Power, Internet/Phone and Audio Visual
Adjacent Booth or Aisle # ___________ BACK
Power drops are placed at the back of the booth. Other power placement including under carpeting or other places in booth will require additional labor and equipment.
All orders placed will receive a confirmation email with exact pricing within a week of submitting form.
PSAV is not responsible for voltage fluctuations or power failure due to temporary conditions. No verbal orders are accepted. No credits for unused services. Orders will not be processed without Booth number
and form of payment noted. Advanced orders are guaranteed to be installed prior to show opening. There will be no refunds once services are rendered. If customer cancels the event or the provision of all or a
portion of audiovisual equipment and services by PSAV, cancellation charges will apply. If cancellation is under 72 hours, 50% of the equipment proposal estimate and 100% of labor charges, plus actual
expenses incurred by PSAV in preparing for the event will be charged. *Additional Labor may be required for larger orders. *
IF YOU EXPERIENCE AN ISSUE ON SITE PLEASE CONTACT PSAV AT 202.332.4178. NO REFUNDS WILL BE PROVIDED WITHOUT REPORTING THE ISSUE ONSITE TO A MANAGER.
BOOTH #:
Exhibitor Form
Adja
cent
Booth
or
Ais
le#
___________
LEFT
Adja
cent
Booth
or
Ais
le#
___________
RIG
HT
Adjacent Booth or Aisle # ___________ FRONT
$
2020 AIEA Annual Conference
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Appendix 3: Shipping Label – Washington Marriott Wardman Park Hotel
26 Marriott Confidential & Proprietary Information
FedEx Shipping Information
Shipping and Receiving hours are as follows:
7:00 am – 7:00 pm Monday – Friday
8:00 am – 2:00 pm Saturday
12:00 pm – 4:00 pm Sunday
To speak to someone please call 202-328-5621
Exhibit Materials
Please note that the Washington Marriott Wardman Park Hotel DOES NOT
ACCEPT EXHIBIT CRATES. Exhibit materials sent to the attention of a decorator
such as Freeman Decorating Company, Brede Exposition or Hargrove Inc. will
NOT be accepted.
Check with your Event Manager to coordinate and facilitate the package
operation and FedEx Shipping fees.
Guest Packages
Guest packages should be labeled as follows: (See Event Manager for printable
labels)
Washington Marriott Wardman Park Hotel
Attention: “Guest Name” – Guest
“Name of Show”
2660 Woodley Road, NW
Washington, DC 20008
(PLEASE DO NOT SEND TO THE ATTENTION OF YOUR EVENT MANAGER)
Handling & Delivery Fees
Weight Inbound or Outbound Handling Fee Handling Fee + Delivery Fee
0 – 1 pound packages $2.00 $5.00
1.1 – 10 pounds $10.00 $15.00
10.1 – 20 pounds $15.00 $20.00
20.1 – 30 pounds $20.00 $30.00
30.1 – 40 pounds $25.00 $40.00
40.1 – 50 pounds $25.00 $50.00
50.1 – 60 pounds $35.00 $60.00
60.1 + pounds $35.00 $70.00
Pallet or Crate $.75 per lb ($150.00 minimum) $.75 per lb ($150.00 minimum)
27 Marriott Confidential & Proprietary Information
Storage Fees
Weight Pre-Package (or Pallet/Crate) Fee
Flat Envelopes No Charge
0 – 10 pounds $5.
10.1 – 30 pounds $10.00
30.1 – 60 pounds $15.00
Over 60 pounds $25.00
Pallets and Crates $50.00
Over 6.5’ in Size $25.00
1. These fees apply per package or per pallet/crate
2. No handling fees will be charged for outbound packages weighing 0-1 pound
that are brought to Shipping by a guest
3. Delivery fees are applied when packages are delivered beyond the Business
Center or picked up from outside of Shipping: the Inbound/Outbound Handling
Fee for pallets or crate shipments is inclusive of pickup or delivery.
4. These fees apply per package or pallet/crate on the 6th day following its
receipt by FedEx. Packages that exceed either 75 inches in length or a total of
180 inches in and girth (3 ft. square box) will incur an additional one time charge
of $25.00. The length and girth of a package is length plus (two times the height)
plus (two times the width).
A labor fee of $70.00 per hour will be apply for breaking down pallets, building pallets or
excessive package handling/moving due to a customer’s request.
Packing:
Shipping supplies such as boxes, packing tape and bubble wrap may be
purchased in the Package Room. Full service packing is also available and fees
are assessed per item.
v060119_STD
PACKAGE HANDLING AND STORAGE FEES
Packages will be available for pickup at the FedEx Office business center; a handling fee will apply. Packages, pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting our staff at 202.986.4028; a delivery fee will apply. Package deliveries should only be scheduled after the recipient has completed the check-in process. In order to maintain the proper chain of custody, FedEx Office requires the package recipient’s signature before a package can be released from FedEx Office. Release signatures are captured at the time of package pickup or package delivery to the recipient.
FedEx Office offers pack and ship services and packaging supplies, such as boxes, tape, etc., which are also available for purchase at the FedEx Office business center. All outbound packages must have a completed carrier airbill affixed to each package. FedEx Express® shipping boxes and airbill forms are available and are complimentary. Outbound packages and freight to be picked up by a third party courier should be coordinated directly with those vendors, and communication should be sent to FedEx Office, indicating when those items will be picked up. FedEx Office will not make arrangements for freight or third party courier transportation and/or pickup. Outbound handling fees will be applied to all packages and freight, regardless of carrier, in addition to shipping/transportation fees.
UPON YOUR ARRIVAL
UPON YOUR DEPARTURE
Receiving, delivery and storage charges are payable at the time of delivery. Recipient may be required to present government-issued photo identification and sign for delivery. Shipper must comply with all applicable local, state and federal laws, including those governing packing, marking, labeling and shipping. OBTAIN FIRE, CASUALTY AND ALL OTHER INSURANCE ON PACKAGE CONTENTS PRIOR TO SHIPPING. Neither the Property nor FedEx Office and Print Services, Inc. provide such insurance. Neither the Property nor FedEx Office and Print Services, Inc. nor the employees, agents or contractors of either firm will be liable for any damages, whether direct or indirect damages, relating to or arising out of any loss or damage to any package or its contents, unless a package is lost after receipt on the Prop-erty, in which case such liability shall be limited to the lesser of $100 or the liability of the carrier indicated above. By sending your package to the Property, you agree to be bound by any additional terms and conditions that the Property or FedEx Office and Print Services, Inc. may establish from time to time for receiving and delivering of packages.
TERMS AND CONDITIONS
PACKAGE WEIGHTPACKAGE PICKUP OR DROP OFF BY GUEST
PACKAGE PICKUP OR DELIVERY BY FEDEX OFFICE
Envelopes up to 1.0 lb. $2.00 $5.000.0 – 1.0 lb. $2.00 $5.00
1.1 – 10.0 lbs. $10.00 $15.0010.1 – 20.0 lbs. $15.00 $20.0020.1 – 30.0 lbs. $20.00 $30.0030.1 – 40.0 lbs. $25.00 $40.0040.1 – 50.0 lbs. $25.00 $50.0050.1 – 60.0 lbs. $35.00 $50.0060.1 – 150.0 lbs. $35.00 $70.00Pallets & Crates* $150.00 or $0.75/lb. > 200 lbs. $150.00 or $0.75/lb. > 200 lbs.
A one-time package storage fee will apply to each package received and stored for more than five (5) calendar days. Items measuring over 6.5 feet in size are considered oversize and will be assessed an additional oversize fee if stored for more than five (5) calendar days.
Package weights will be rounded up to the nearest pound. * For inbound/outbound pallets or crates, the receiving and delivery charges are consolidated into asingle fee of $150.00 or $0.75/lb. > 200 lbs., which is applied to each pallet/crate handled.
Washington DC Marriott Wardman Park HotelShipping Instructions
PACKAGE WEIGHTSTORAGE FEEAFTER 5 DAYS
Envelopes up to 1.0 lb. No Charge0.0 – 10.0 lbs. $5.0010.1 – 30.0 lbs. $10.0030.1 – 60.0 lbs. $15.0060.1 – 150.0 lbs. $25.00Pallets & Crates $50.00Over 6.5’ in Size $25.00
ADDITIONAL SERVICES
Items that require extra handling, such as pallet/crate breakdown or build up, multiple pickup or delivery points, or collecting and disposing of packag-ing materials, will be assessed an additional fee of $70.00 per hour with a minimum of $35.00 for 30 minutes. This fee will be assessed for each FedEx Office team member dedicated to perform these additional services. Please note that FedEx Office team members cannot lend out any moving equip-ment, which includes pallet jacks, dollies, and flatbed carts.
Washington DC Marriott Wardman Park Hotel
(Guest Name) (Guest Cell Number)c/o FedEx Office at Washington DC Marriott Wardman Park Hotel 2660 Woodley Road NWWashington, DC, 20008(Convention / Conference / Group / Event Name)
FedEx Office Business Center Washington DC Marriott Wardman Park Hotel2660 Woodley Road NW Washington, DC 20008 Phone: 202.986.4028Fax: 202.986.4728Email: [email protected]
Operating HoursMon – Fri: 7:00am - 7:00pmSaturday: ClosedSunday: Closed
Meeting and event planners, exhibitors and attendees are encouraged to contact FedEx Office in advance of shipping their items to Washington DC Marriott Wardman Park Hotel with any specific questions. If you have any special needs (e.g., refrigeration require-ments, after hours delivery requests, or changes to your meeting dates or rooms), please work directly with your Event Manager, who will communicate these needs to FedEx Office in advance of your event.
In most cases, FedEx Office will complete delivery or pickup of packages within the conference and meeting rooms, lobby area and guest suites of Washington DC Marriott Wardman Park Hotel, but please consult with a FedEx Office team member for specific delivery limitations that may exist. In cases where a drayage company or a meeting decorator is used, FedEx Office team members will work closely with those vendors for proper package routing and release items directly to those vendors if they are on the property when the shipments arrive. Any decorator or drayage packages requiring overnight storage by FedEx Office will be assessed a han-dling fee. If your meeting /event is being handled by a drayage company or decorator, please ensure your shipments are being sent directly to the drayage company’s or decorator’s specified address. Items that require extra handling, such as pallet/crate breakdown or build up, multiple pickup or delivery points, or collecting or disposing of packaging materials, will be assessed an additional fee of $70.00 per hour with a minimum of $35.00 for 30 minutes. This fee will be assessed for each FedEx Office team member dedicated to perform these additional services. Please note that FedEx Office team members cannot lend out any moving equipment, which includes pallet jacks, dollies, and flatbed carts.
In most cases, FedEx Office will complete delivery or pickup of packages to guest suites at Washington DC Marriott Wardman Park Hotel, but please consult with a FedEx Office team member for any specific delivery limitations that may exist. FedEx Office is not authorized to leave packages unattended in guest suites and/or meeting rooms. A guest with authorization to sign for the delivery and approve any charges for handling and delivery fees must be present in guest rooms and/or meeting rooms.
SHIPMENTS WITH SPECIAL REQUIREMENTS
PREPARING YOUR SHIPMENTFedEx Office is committed to providing you with an outstanding experience during your stay. All guest and event packages be-ing shipped to the property must follow the address label standards (illustrated below) to prevent package routing delays. Please schedule your shipment(s) to arrive four days prior to the event start date to avoid additional storage fees. Use the name of the recipient who will be on-site to receive and sign for the package(s). Please do not address shipments using property employee names, unless the items are specifically for their use (e.g., hotel specifications, rooming lists, or signed documents); this includes arranging for deliveries to all areas on the property.
If a package has not been picked up by the recipient and no contact information is provided, the package will be returned to the sender, who will be responsible for all additional shipping fees. For more information on package retention, the Return to Sender process, or to schedule package deliveries, please contact the FedEx Office Business Center at 202.986.4028. Package deliver-ies should only be scheduled after the recipient has completed the check-in process.
PACKAGE LABELING STANDARDS AND FEDEX OFFICE CONTACT
ON-SITE PACKAGE DELIVERY
PACKAGE DELIVERY TO GUEST SUITES / MEETING ROOMS
Box ____ of ____
Shipping Instructions
23 Marriott Confidential & Proprietary Information
BRANDING/MARKETING:
FedEx is our approved/preferred vendor to provide you with all types of branding options
for your event: unique graphics from window/tv clings, column wraps, elevator wraps,
escalator decals, carpet decals, banners, foamcore signs, step and repeat banners, etc.
at our hotel.
FedEx takes responsibility to ensure surfaces are not damaged and works closely with the
hotel and your Event Manager to ensure your graphics are ready on time for your
convention. FedEx does not charge extra for set-up and clean-up.
We DO NOT charge any additional fees should you order from Fed Ex for your graphics,
we want to make it easy for you and your organization and urge you to work directly
with your own designated branding consultant:
Vauchona Burrell
Events Solutions Consultant
202.308.5741 (8a-5p Monday-Friday)
[email protected] (anytime)
Should you bring in your own graphics to display in meeting space or public space within
the hotel the following fees will be added to your master account:
Graphics on the mezzanine ramp: $300/week
Graphics around the mezzanine glass: $100/section/week, 8 total sections
Wraps on Elevator Doors: $150/elevator cab/week
Carpet Stickers: $100/sticker/week
Floor Graphics in Elevator: $100/elevator cab/week
24th Street Doors: $50/door/week
Graphics over door cards: $25/each/week
Escalator Graphics: $500/escalator/week
Lobby Gobo on Floor or Ceiling: $500/gobo/week
Custom Key Packets: $2/room on peak night
Column Wraps in Public Spaces: $250/column/week
Window Cling in Guest Room: $25/room/week, inside only
Your Group Flag out Front of the Hotel: $75 Install and $75 removal
Tear Drop Flags in Front of Hotel: $50/each per day
Client is responsible for set-up and teardown if not purchased through FedEx.
Client will be responsible to pay for any re-painting or repair work needed due to
damage from graphics.
Channel 58 is an open channel available for the continuous showing of
videotapes or live closed circuit broadcasts. All items displayed on these
channels must have be pre-approved and pre-viewed by the hotel. There is a
one time charge of $2,500.00 per channel per show. If there is a change of
videotapes an additional charge of $500.00 will apply.
Custom Logo’d Keys: $2/room on peak night
(keys can be ordered through PLI @ 800.752.1017)
22 Marriott Confidential & Proprietary Information
Section IV
Hotel Services ––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Business Center (Fed-Ex Office)
A full service FedEx Office is located on the mezzanine level of the Hotel above Stone’s
Throw Restaurant.
Price quotes for equipment rentals, volume coping, and special jobs are available by
contacting the FedEx Office directly at (202) 328-2000, extension 2769 or 202-986-4028
(Direct) and [email protected] via email.
An account may be opened with charges billed to the master account.
Hours are 7:00 am – 7:00 pm Monday thru Friday, limited hours on Saturday, closed
Sunday with 24 hour self-service for computers, coping and fax, flexible hours based on
group demand are also available.
http://www.fedex.com/us/office/Hotels-Conventions/marriott-wardman-park.html
Times are subject to change based upon hotel occupancy and client needs (please
arrange with your Event Manager)
• Photocopying services include:
· High quality black and white or color copies
· 135 copies per minute on our Xerox Docutech copier
· Velo binding for booklets
· Enlargements and reductions
· Collating & stapling, large volumes
· Discounts for volume jobs
• Other services include:
· Facsimile service for sending and receiving
· Printer for computer hook-up
· Computers (including MACINTOSH) are available for self-service.
· Typewriters for self-service use or rental (IBM Quiet writer with orator font
are available)
· Office supplies
· GBC binding for presentations
· Internet Access
· High Quality Signs and Banners
· Desktop Publishing
2020 AIEA Annual Conference
13
Appendix 4: RainProtection Liability Insurance Enrollment Form
Rainprotection is an Authorized Official Insurance Supplier for Association of International Education Administrators.
Are you worried about lost, stolen, or damaged merchandise?We also offer affordable short term
Equipment/Merchandise/Display InsuranceAll exhibitors are strongly urged to obtain full-coverage temporary insurance for their
merchandise and displays while in transit and while at the exposition.
Please complete and return the Enrollment Form below:Click Here for the Instant Equipment Insurance Enrollment Form
[email protected] | (800) 528-7975 | www.Rainprotection.net
Exhibitor Liability Insurance Program As a standard requirement for all of our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate.
This insurance must be in force during the lease dates of the event, February 14-20, 2020, naming Association of International Education Administrators (811 Ninth St., Suite 215, Durham, NC 27705) as the certificate holder. The additional insureds must read as follows: Association of International Education Administrators, Washington Marriott Wardman Park and More Than Marketing, LLC.
If you currently have your own compliant insurance, please submit a copy to [email protected].
Purchase your Insurance NowSimply purchase your insurance, which is already pre-filled with all of the proper
show information, directly online using a credit card.
Click the link below to Purchase your Liability Insurance for just $94:https://securevendorinsurance.com/RainprotectionGroupVendor/ApplicantInformation?GroupEventKey=f71b6f36b6b4
NON USA EXHIBITORS - Address and Phone Number instructions: When filling in your company information it will ask for a phone number and address. Please use the following:
Address - 2660 Woodley Rd NW, Washington, DC 20008Phone Number - (800) 528-7975.
This program is valuable for:*Exhibitors who do not have any insurance.*International Exhibitors whose liability insurance will not cover them at a U.S Show.*Companies who do not have the time to deal with all of the certificate arrangements, and need coverage now.*Exhibitors who find it easier or advantageous to use this program, rather than their corporate insurance; Similar to when you rent acar and do not want to use your own auto insurance.*Should there be a claim, it will not tarnish your policy and rates. And, unlike most corporate policies, there is no deductible.