DISPLAY AREA
Exhibitors are only allowed to use the area of the show floor that they have under contract for the display of their exhibit and the solicitation of attendees. Under no circumstances may an exhibitor extend his display into the aisle or adjoining space even if it is not being used. Personnel working for an exhibiting company are prohibited from soliciting outside their designated booth space. This includes the use of personnel in costumes, distributing promotional materials or bags and the use of mechanical robots or toys.
FLOOR COVERINGS
Exhibitors are required to provide or rent carpet or some other type of floor covering material. The purpose of this is to ensure that all areas of the concrete floor are covered. To order carpet through Freeman, refer to Tab 4.
VARIANCES
Any exceptions or alterations to the restrictions and boundaries described herein must meet with the approval of Show Management, and must be obtained prior to the booth set up. If, at the Expo, Show Management determines that your exhibit obstructs or interferes, in any way, with other exhibits in the area, you will be asked to conform to the rules during the show. If you are unable to comply with the rules, you may be instructed to dismantle your booth, or the part of the booth that does not conform. Show Management will not give refunds to any exhibitors asked to dismantle their booth. Show management reserves the right to adopt rules and/or regulations from time to time governing such matters pertaining to the Event. Exhibitors shall observe and abide by such additional rules and/or regulations that may not be specifically covered by the terms and conditions of the Organizer/Exhibitor contract.
MULTI-LEVEL EXHIBITS
The Jacob K. Javits Convention Center regulations regarding structures installed by exhibitors may in some cases, require exhibitors to acquire an approved building notice if it is possible to walk beneath, walk up onto or under (any form of ceiling or roof) or a second tier booth. All exhibitors with multi-story exhibits must submit booth plans/diagrams to Show Management/Operations Department by April 9, 2012 for approval.
DECORATIONS
The use of glitter, helium balloons and adhesive backed decals is not permitted in the Jacob K. Javits Convention Center. No signs or decorative materials may protrude into the aisle or encroach upon neighboring booths. No obstruction may be placed in any aisle, passageways, lobbies, or exits leading to any fire extinguishing devices. Nothing shall be posted, tacked or otherwise attached to columns, walls, floors or other parts of the building or furniture. All exposed parts of constructed displays must be ‘finished’ to present an attractive appearance when viewed from aisles or other adjoining booths. Exposed back and side walls may not display copy, logos, graphics or other advertising if they adjoin a neighboring booth. Exhibitors using curved pop-up backdrops/displays may be required to provide side masking drape at their expense if the curvature exposes more than two feet of the back scaffolding. Any special requests involving the use of any above mentioned decorations must be submitted to Show Management by April 9, 2012.
CAMERAS/VIDEO EQUIPMENT
Due to the nature of our show, no photography is allowed in the Exhibit Hall. This policy will be strictly enforced by our security guards. Cameras, camcorders, etc. are NOT allowed in the show. These items must be checked before you will be admitted to the exhibit hall. Only members of the Press will be permitted to have cameras in the exhibit hall. Press Individuals may register at the Press Office.
CATERING
Centerplate is the exclusive contractor for catering at the Jacob K. Javits Convention Center. All food, beverages and alcoholic products must be provided and/or ordered through Centerplate (See “Catering Menu” in Tab 6) .
CLEANING SERVICE FOR BOOTHS
Booth cleaning is the responsibility of each exhibitor. This includes vacuuming and emptying of wastebaskets in your booth before the opening of the show each day. Show Management provides aisle cleaning only. Cleaning service must be ordered through the Jacob K. Javits Convention Center. Please be advised, exhibitors must refrain from emptying their booth debris into the aisle trash bins. These trash bins are for visitor’s use only.
FREE STANDING SIGNS AND GIVEAWAYS
No signage/advertising is permitted outside the boundaries of individual stands or pavilions. Show Management reserves the right to remove signage that does not comply with this regulation. Exhibitors are also prohibited from handing out giveaways, including company literature outside the perimeter of their booth. All solicitation is restricted to the exhibitor’s booth.
STORAGE AND HANDLING OF CRATES
The fire Marshall prohibits the storage of empty containers in the exhibit hall. Freeman will store empty crates, cartons and boxes that are identified with “EMPTY” labels. Exhibitors can obtain empty labels at the Freeman service desk on-site and should affix the labels to their empty crates, cartons or boxes. Exhibitors must indicate their company name and booth number on the label.
SHIPMENT AND RECEIPT OF GOODS
Exhibit display, materials, samples, etc. may be sent directly to the show site, the Jacob K. Javits Convention Center or may be shipped in advance to the warehouse. Freeman has been designated as the official drayage contractor responsible for unloading, delivering, reloading and processing of all exhibitor freight shipments Freeman will manage the loading docks and schedule vehicles for a smooth and efficient move-in and move-out of the exhibition. Freeman is not responsible for any material they do not handle.
All shipments must be accompanied by a Certified Weight Ticket.
ADVANCE SHIPMENTS TO THE FREEMAN WAREHOUSE
Freeman will receive crated, boxed or skidded shipments prior to the shows move-in, store them until set-up day, and then deliver them to the exhibitor’s booth at the convention center. A 200 pound minimum will apply. (See “Shipping Instructions” and “Material Handling Service & Rates” in Tab 4)
Shipments of exhibit material to the warehouse should be addressed as follows:
Spa and Resort / Medical Aesthetics Expo and Conference
Exhibitor Name:
Booth #:
c/o Freeman
909 Newark Turnpike
Kearny, NJ 07032
All shipments must be sent prepaid. Collect shipments cannot be accepted. To avoid late charges, shipments must be scheduled to arrive at the warehouse between May 16, 2012 and June 11, 2012.
Direct Shipments to the Jacob K. Javits Convention Center
Exhibitors have the option to ship their exhibit materials directly to the Jacob K. Javits Convention Center but shipments MUST be scheduled to arrive on Monday, June 18, 2012 (8:00am to 5:00pm).
Shipments of exhibit material sent directly to the Jacob K. Javits Convention Center should be addressed as follows:
Spa and Resort / Medical Aesthetics Expo and conference
Exhibitor Name:
Booth No.
Jacob K. Javits Convention Center
c/o Freeman
39th Street, Between 11th and 12th Avenue
New York, NY 10001
PLEASE NOTE: UPS and Federal Express consolidate all shipments at their local NYC terminals and usually deliver the day before the Show opens.
FREIGHT
Hand Carried Freight
Only the exhibitor’s full time employees will be allowed to hand carry items. Hand carry items must be brought in through the front of the convention center at the designated Spa and Resort Expo and Conference Hand Carry location. Exhibitors may only use two wheeled devices such as luggage carts. The use of hand trucks, dollies or flats by exhibitors is strictly prohibited. Vehicles parked in the front of the convention center must not be left unattended at any time.
Official International Freight Forwarder/Customs Broker
Rock-it Cargo has been selected as the international freight forwarder / customs broker for the show. Rock-it Cargo will assist exhibitors with arrangements associated with customs clearance, delivery of their freight to the show and re-export at the shows conclusion. (See “Freight Forwarder/Customs Broker” in Tab 6 for more information).
We strongly urge all shipments originating from overseas to be shipped via the Official Freight Forwarder/Customs Broker.
MATERIAL HANDLING / DRAYAGE
Material handling is the charge for the movement of your show shipment from the exhibit hall dock area to your exhibit space; removing empty cartons for storage during the show; returning these empty cartons at the close of the show; and the movement of your show shipment from your exhibit space to the exhibit hall dock area and loading on the trucks for outbound shipment.
Exhibit display, materials, samples, etc may be sent directly to show site or may be shipped in advance to the Freeman warehouse. Freeman has been designated as the official drayage contractor responsible for unloading, delivering, reloading and processing of all exhibitor freight shipments. Freeman will manage the loading docks and schedule vehicles for a smooth and efficient move-in and move-out of the exhibition. Freeman is not responsible for any material they do not handle.
For material handling rates, please refer to Tab 4.
You will need a certified weight ticket indicating the weight of your shipment in pounds (lbs.). You will be charged by “cwt” or “per 100 lbs.” Save money by consolidating your shipments since there is a minimum charge for each individual shipment (200 lbs.). Be sure to double check the deadline dates for Freeman to receive your freight. You can avoid paying unnecessary late charges. All shipments must have a bill of lading or delivery slip showing the number of pieces, certified weight, and type of merchandise.
All shipments must be accompanied by a Certified Weight Ticket. Certified Weight Tickets are obtained through your designated shipping carrier. Please inform your carrier of this requirement.
DISPLAY SPECIFICATION
