General Information
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Move-in, Show and Move-out Hours
MOVE-IN HOURS:
The installation of exhibits will take place during the following schedule. Your installation cannot begin until your freight is delivered. Please do not schedule labor until at least the ending time of your target block. For example, if your target freight time is 10:00 am – 1:00 pm, we suggest not scheduling labor until at least 1:00 pm. Please allow enough time for the laying of carpet and electrical lines as well.
Targeted Floorplan Level 3
Targeted Floorplan Galleria
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Monday, March15, 2010 |
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8:00am to 6:00pm (Targeted) |
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Tuesday, March 16, 2010 |
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8:00am to 6:00pm (Targeted) |
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Wednesday, March 17, 2010 |
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8:00am to 6:00pm |
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Thursday, March 18, 2010 |
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8:00am to 6:00pm |
*Please pay close attention to your Targeted Move-in Time when planning your booth set-up.
SHOW HOURS:
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Friday, March 19, 2010 |
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9:30am to 6:00pm |
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Saturday, March 20, 2010 |
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9:30am to 6:00pm |
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Sunday, March 21, 2010 |
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9:30am to 5:00pm |
*Badged exhibitors will have access to the Exhibit Hall at 8:00am each morning.
In accordance with the display rules and regulations, no exhibits or display may be dismantled before the official close of the show on Sunday, March 21 at 5:00pm.
DISMANTLING AND MOVE-OUT HOURS:
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Sunday, March 21, 2010 |
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5:01pm to 9:00pm |
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Monday, March 22, 2010 |
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8:00am to 5:00pm |
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Tuesday, March 23, 2010 |
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8:00am to 12:00pm |
In accordance with display rules and security measures, no one under the age of 18 will be admitted in the exhibit hall during the move-in and move-out periods of the show.
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Show Information
AGE RESTRICTIONS: In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall at any time during move in and move out. There will be no exceptions.
AUDIO VISUAL: KVL Audio Visual is the official audio/visual services. They will maintain a full staff on site. Refer to the Official Contractors section of this manual for order form.
BOOTH FURNISHINGS: Booth equipment, services and furnishings are available through the Official General Contractor, Freeman. Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all forms. Refer to the General Contractor section.
BUSINESS CENTER: Fedex/Kinko’s operates a full service business center on-site to provide copy and fax services, cell phone and pager rental, and small package shipping, etc.
CATERING: Centerplate has exclusive rights to all catering in the facility. Menus can be found in the Official Contractor Services section.
CLEANING: Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth -- vacuuming, shampooing, trash removal – you can order these services by using the form in the Jacob K. Javits section of this manual. Show Management does not provide cleaning or vacuuming for booth carpet at any time.
COMPUTER RENTAL: National MicroRentals (NMR) is the official computer supplier. They will maintain a full staff on site for all of your computer needs. Please refer to the Official Contractors section for order information.
COPYRIGHTED MUSIC: If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.
The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:
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ASCAP Licensing Dept.
1 Lincoln Plaza
New York, NY 10023
Tel: 212-621-6000 |
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BMI (Broadcast Music, Inc.)
10 Music Square East
Nashville, TN 37203-4399
Tel: 800-925-8451, 615-401-2000 |
Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.
CRATE REMOVAL, STORAGE AND RETURN: Empty crates will be removed to storage and returned to your booth at the end of the Show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage.
DISPLAY RULES AND REGULATIONS: The following rules and guidelines specify what an exhibitor can and cannot do with his booth space. These rules and guidelines are based on the physical characteristics of the Exhibit Hall, the intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.
DEMONSTRATION AREAS: Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule.
When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other Exhibitors. Aisles may not be obstructed at any time.
DEMONSTRATION EQUIPMENT: Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.
EXPOSED AREAS MUST BE FINISHED: All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle.
In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back wall completely will not be allowed.
Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR.
After 5:00pm on Thursday, March 18, 2010, any part of a booth with unfinished sides or backwalls will be draped by Show Management at the expense of the exhibitor.
ALL FLOORS MUST BE COVERED: All exposed booth floors must be covered with an appropriate floor covering. Approved floor covering includes carpet, carpet tiles, foam floor tiles. All floor coverings must be flame retardant in conjunction with the rules and regulations of the New York City Fire Department. Carpet may be rented through Freeman. Any booths that do not have an appropriate floor covering by the close of move-in will be provided carpet by Freeman at the cost to the exhibitor. This includes any labor to move already set displays on unfinished floor.
GRAPHICS ON NEIGHBORS' SIDE: The backside of walls - the common border facing a neighboring booth - must be clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.
HEIGHT LIMITATIONS: Vision Expo follows the cubic content rule, which allows exhibitors to make maximum use of their booth space. Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.
Examples of Cubic Content
HEIGHT LIMITATIONS continued: The following maximum height limits will be strictly enforced. No height variances will be granted prior to or on site at the show. Please plan your booth display and sign structures accordingly.
| Linear & Galleria BoothBounded by 1 or 2 aisles |
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8’ |
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Peninsula Booth
Bounded by 3 aisles |
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15’ |
| Hall 3D Peninsula Booths: |
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14’ |
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| Island Booth – less than 1,000 sq ftBounded by 4 aisles |
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20’ |
| Hall 3D Island Booths: |
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14’ |
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| Islands Booth – 1000 sq ft or more |
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30’ |
| Bounded by 4 aisles |
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| Hall 3D Island Booths: |
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14’ |
PLEASE NOTE: Nothing will be permitted above these maximum heights, including signs, banners, truss structures, lighting, and display materials
INSPECTION DEADLINE: Any booth not occupied by 2:00pm on Thursday, March 18 will be presumed abandoned. If there is freight in the booth and Show Management believes the Exhibitor will be late, then Freeman will set up the display as best they can with the information available. If there is no freight in the booth and/or Show Management believes the Exhibitor will not participate in the show, the booth will be reassigned. Exhibitors arriving after this time will be given space available and may incur additional costs.
All exhibits must be completely set by 5:00pm on Thursday, March 18. Although exhibitors may fine tune their booth after 5:00pm on Thursday, March 18 and before show opening on Friday, March 19, no shipments will be accepted past 5:00pm on Thursday, March 18, or at any time on Friday, March 19Absolutely no shipment, equipment, or material may be brought onto the show floor during show hours.
ELECTRICAL: All electrical work will be done exclusively by Javits electricians. Refer to the Javits Electrical Exhibition Services order guide in the official contractors section.
EXHIBITOR REGISTRATION: Exhibitor staff personnel wishing to enter the exhibit floor must wear an Exhibitor Badge at all times. Refer to the Exhibitor Badges/Lead Retrieval section for order information or visit our website at
www.visionexpoeast.com and select “Register Exhibitors” for more information.
EXHIBITOR SERVICE AREA:
Freeman will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will also be set up in this area as well. Refer to the Quick Facts page in the General Contractor section for hours of operation.
All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.
The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact Show Management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.
FIRE AND SAFETY REGULATIONS: The New York City Fire Marshal, in conjunction with the Jacob K. Javits Center, has very specific fire regulations/restrictions and permit requirements regarding display material within the exhibit hall. These regulations are detailed in the Display Regulations section of this manual.
FLORAL/PLANT RENTAL: Spring Valley Floral is the official florist. A service representative will be available on-site. Please refer to the Official Contractors section for order form.
HOTEL/TRAVEL DISCOUNTS: Call the Vision Expo Travel Desk at (800) 388-8106 or visit our website at vision@ttgonline.com
for discounted rates on hotel, airline and car rental. Please see the Hotel/Travel section of the manual for details on hotels and important deadlines.
INTERNATIONAL SHIPPING: TWI Group is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. The exhibitor must insure that all documents are valid and complete and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. Please refer to the shipping section for additional information.
LABOR REGULATIONS: The City of New York has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. Freeman is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the General Contractor section. If you have any further questions or would like a quote for labor services, you may contact Freeman directly at (201) 246-2160.
Exhibitors using contractors other than Freeman for labor and/or supervision must return the EXHIBITOR DESIGNATED CONTRACTOR form to Show Management prior March 21. NO EXCEPTIONS CAN BE MADE AFTER THIS DATE.
LEAD RETRIEVAL SYSTEMS: Refer to the exhibitor badges/lead retrieval section for more information.
LIABILITY AND INSURANCE: Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.
LICENSE AGREEMENT: Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor’s responsibility to adhere to all rules pertaining to your license agreement.
MATERIAL HANDLING (DRAYAGE) SERVICES:
Freeman is the exclusive material handling provider on the exhibit floor. They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Jacob K. Javits Center. Material handling includes return of your empty cartons and crates at the close of the Show. Please refer to the General Contractor section for more details.
MEETINGS IN YOUR BOOTH: If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Chris Kinney at (203) 840-9486 or email ckinney@reedexpo.com by March 13, 2010 . PLEASE NOTE: All attendees and booth personnel must have a badge to enter the exhibit hall. Please send your VIP tickets to your guests to register themselves, and use the Exhibitor Badge Form in the Exhibitor Badges section to register your booth personnel.
- A letter requesting early access to the Show floor for non-exhibitor personnel. Please state the exhibiting company and booth number.
- List the non-exhibitor personnel and type of badge they will be wearing.
- State the time and date of the meeting (meetings cannot be scheduled prior to the show opening on Friday, March19, 2010.
- State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth.
- Access to the floor during non-show hours will be denied unless Show Management receives this written request in advance.
OVERNIGHT SECURITY/STORAGE: Complimentary overnight secured storage is available to all exhibitors at Vision Expo. Simply take any items you wish to secure/store to the overnight security room in the back of the 2000 aisle. You are strongly encouraged to take advantage of this service for any items of value.
SECURITY: Show Management will provide uniformed guards on the perimeter of the exhibit floor on a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent losses; however the final responsibility lies with the exhibitor. Do not leave items such as computers, laptops, digital cameras, cellular phones, wallets, prototype eyewear, or any other item of value unattended in your booth at any time, including overnight. You are strongly encouraged to either take these items with you each night or use the complimentary storage room to lock up your merchandise during non-show hours. Also, please note that merchandise is at its most vulnerable during the first few hours after the show closes. Please make sure that all of your product is secure before leaving the convention center.
SOUND LEVELS: Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.
TELEPHONE SERVICES/INTERNET LINES: All telecommunication services including internet lines will be handled through the Javits Center. Refer to their order form in the Official Contractors section of the manual.
VENDOR INVOICES: Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies. If there is any question as to the charges made, please consult with our show representatives before paying the bill. Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.
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Vision Show Contacts
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Exhibitor Deadlines
PLEASE NOTE: Double-check the dates for these services by going to the forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below. The responsibility lies with the exhibitor.
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Things To Do Or Order |
Do Before This Date – Discounts May Apply |
For Details & Order Form |
Date Finished |
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Request to Use an Exhibitor Designated Contractor |
February 15, 2010 |
Exhibitor Designated
Contractors |
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Exhibitor Badges |
February 26, 2010 |
Exhibitor Badges/Lead Retrieval |
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Lead Retrieval |
March 5, 2010 |
Exhibitor Badges/Lead Retrieval |
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Hotel / Travel |
February 23, 2010 |
Hotel / Travel |
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New Generation Furnishings |
NA |
General Contractor |
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Modular Rental Exhibits |
NA |
General Contractor |
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MIS Accessories |
NA |
General Contractor |
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Classic Furnishings |
NA |
General Contractor |
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In-Booth Forklift |
NA |
General Contractor |
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Display Labor |
NA |
General Contractor |
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Hanging Sign |
NA |
General Contractor |
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Custom Signs |
NA |
General Contractor |
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Panels |
NA |
General Contractor |
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Booth Carpet |
NA |
General Contractor |
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Furniture Package |
NA |
General Contractor |
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Booth Cleaning |
NA |
Facility/Utilities |
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