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Exhibitor Service Manual - California Primary Care Association

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1. Conference May 4 6 2011 Monterey Portola Hotel Monterey CA american exposition services Inc American Exposition Services Inc 1627 Main Ave Ste 2 Sacramento CA 95838 916 925 3976 866 558 3316 eFax www american expo com Table of Contents american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference May 4 6 2011 Monterey Portola Hotel Monterey CA Page Heading Page Number Payment _ Page 1 of 1 He who fails to plan is planning to fail Winston Churchill Good fortune is what happens when opportunity meets with planning Alva Edison To start your exhibit experience read the Show Bulletin that highlights useful information show specifics and important dates times and tips to make welcome to American Exposition your experience a pleasant one We are a General Service Contractor in our second generation of quality service We strive Browse our catalog pages to provide our services in a timely efficient and professional manner Our efforts are driven by our ethics and the desire to produce consistent results In your event success is the only solution Once you have determined your specific needs efax or mail us We take pride in providing you with the finest exhibitor services and equipment so you may au
2. Measure of Damage If AES was negligent and the negligence caused either loss or damage to your goods then the measure of that damage will be determined by the following a Measure of damages in all situations including b amp c below will be limited by the Depreciated Value of the goods or repair costs whichever is less b The lesser of 0 30 per pound per package 50 per item or 1000 per shipment c Damages will be limited to a declared value if you fill in a Declared Value Amount check the box requesting Excess Declared Value and pay the appropriate charges for Excess Declared Value Maximum allowed declared value 50 000 e Cost Excess declared value available from AES for 1 00 per 100 of excess valuation 50 00 minimum charge per request e Not Insurance Excess declared value is not insurance AES does not offer or sell insurance AES is not liable and will not owe for loss or damage to your goods if the damage or loss was not caused by AES negligence Material Handling Order Form Please return promptly to american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Company Name Booth s CRATED SKIDDED Material that is skidded or is in any type of shipping container that can be unloaded at the dock with n
3. Authorized Signature 30 Graphic Signs amp Banners Order Form Please return promptly to american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 DIGITAL COLOR GRAPHICS Digital sign and graphic pricing includes UV Direct Print and laminating onto 3 16 Foam Core Digital files for pre designed graphics must be provided according to American Exposition specifications If files are submitted unworkable a labor charge of 65 00 hour will be added Gator board and other substrates are available by quotation Rates are based on one color copy 10 words or less I M tego ote by Request Quote by Request S Bme _ uote by Request Quote by Request S UL Easetbacts 0 5 Background Color Copy Color Font Style Corporate Jazzy American Exposition can meet any sign or graphic requirements you may have Please contact us at 916 925 3976 if you have any questions or need additional information Indicate Sign Copy Here please attach additional sign copy if necessa Preferred Application A PC Based Adobe Illustrator eps file This should be a VECTOR file as opposed to a bitmap image Any letters or text in the file should be converted to curves or shapes before being saved as an eps file The above
4. based upon the status of move in work performed and or AES set up costs or expenses Exhibitor further agrees to late fees up to 1 5 per month on any balance not paid at the conclusion of the event or balance left without appropriate credit card on file In the event any balance is not paid as agreed the exhibitor agrees to pay a collection fee equal to 40 of the unpaid balance In the event Fire Regulations amp Information CPCA CFO Conference Portola Monterey Hotel May 4 6 2011 Booth Requirements All exhibit booths shall be constructed with non combustible or limited combustible materials Wood booths must be one quarter inch 77 thick or greater Electrical appliances and cords must be U L approved All temporary electrical wiring will stay accessible and be free from debris and storage materials Hardback booths must be at least nine inches 9 from rear booth boundary line Gas appliances must be A G A approved General Conditions Storage booth construction easels chairs and signs shall not block access to any fire life safety equipment and shall not impede exit access exit doors or aisles Storage Literature on display shall be limited to reasonable quantities Reserve supplies shall be kept in closed containers and stored in a neat and compact manner No more than a one 1 day supply of combustible storage is allowed beneath tables No storage of any kind will be allowed behind curtains or walls of booths in a
5. 136 50 Waste Basket 19 69 2559 side Draping Adi 328 4266 umm Ea ME m 4 Side Draping Add 32 81 42 66 Aluminum Easel 32 81 42 65 mE Deduct 25 for unskirted 4 6 or 8 table Garment Rack 98 44 127 96 DRAPED COUNTERS ALL COUNTERS ARE 24 WIDE X 42 HIGH Chrome Bag Rack 98 44 127 96 If no color is selected we will match the show colors Chrome Sign Stand 78 75 102 38 Select Skirt Color Royal Black Red U Silver Green Literature Rack 6 pocket 223 13 290 06 Burgundy Navy Teal Gold Plum White 2 x8 Grid Panel w legs 85 31 110 90 Qty Description ___ Discount Regular Ticket Tumbler Table Top _ 85 31 110 90 M Counter Draped 4 Sides 105 00 136 50 Fishi Bowl 52 50 68 25 Draped 3 Sides 126 00 163 80 Poster Board 4 x8 gun s counter Draped 3 Sides 153 56 199 63 OVertical or QHorizontal 156 25 203 13 SPECIAL DRAPING 4 Side Draping Add 39 38 51 19 Qty Description Discount Regular Total p E E UE ft 8 High Draping per linear ft 812 50 91625 FETA filo High Draping perineart 10 00 1200R Select Color Royal Black Q Red Silver Q Green 42 High Pedestal Table Burgundy Navy O Gold Plum White TABLETOP RISER PAYMENT POLICY amp TOTAL Description Discount Regular Total Advance Discount To obtain the discount pricing full payme
6. 2011 Last day for shipments to arrive at exhibit site We understand that your calculation is only an estimate Invoicing will be done from the actual inbound weight Adjustments will be made accordingly PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER 11 Outbound Shipping Instructions american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 PICKUP ADDRESS Monterey Portola Hotel Two Portola Plaza Monterey CA 93940 STEP BY STEP INSTRUCTIONS STEP 1 NOTIFY DESIGNATED CARRIER OR EXHIBITOR PREFERRED CARRIER OF PICK UP NOTE SPECIAL PICKUP TIMES STEP 2 PICK UP AND FILL OUT AMERICAN EXPO BILL OF LADING AND OTHER NECESSARY PAPERWORK AT THE AMERICAN EXPO SERVICE DESK STEP 3 FILL OUT ALL NECESSARY SHIPPING LABELS GENERIC OR CARRIER SPECIFIED STEP 4 PACK UP ALL OUTBOUND SHIPMENTS LABEL EACH PIECE AND INDICATE PIECE COUNT ON BILL OF LADING STEP 5 LEAVE ALL FREIGHT INSIDE BOOTH SPACE EXCEPT FOR SMALL ITEMS AND RETURN BILL OF LADING TO THE SERVICE DESK ONCE ALL FREIGHT IS READY FOR OUTBOUND SERVICE PAPERWORK YOU NEED If you are shipping freight and materials out of the event an outbound Bill of Lading must be prepared for each shipment destination and turned into the American Expo Service Desk prior to leaving the exhibit area This is in addition to any Freight Bills provided to you by your shipper Shippin
7. American Express Credit Card Credit Card Exp Date Credit Card Code Cardholder Printed Name o Cardholder Signature Phone 831 649 4511 Ext 186 Fax 831 649 4115 Page 2 of 2 The above pricing is valid when a formal quote has been accepted by the Hotel and the Hotel is the principle provider of Audio Visual Internet and Telecom products and services This pricing to subject to change July 2010 35
8. BY DATE ORDER RECEIVED Inbound Shipments Material Handling american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 IMPORTANT If your exhibit requires more materials than can be carried by hand by one person in one trip without the use of dollies hand trucks or other mechanical equipment you must order material handling services e American Exposition Services Inc is the official material handling contractor for this event and will have jurisdiction on the operation of all material handling equipment all unloading and reloading and handling of empty containers e American Exposition Services Inc is responsible for coordination of all incoming and outgoing freight and materials at the show site Enforcing safety regulations and maintaining clear aisles is our responsibility Please help us by following all material handling rules and guidelines e This event venue has no facility for receiving and handling advance shipments All advance shipments should be sent to the address indicated for advance shipments All freight must be shipped PREPAID and labeled accordingly Hotel Bellman Show Management Venue employees or other outside labor source are not to provide any material handling services on the event floor without permission from American Exposition Services Inc prior to service 1 Determine your method of inbound ship
9. CARD For your convenience we will use this authorization to charge your credit card account for your advance orders and any additional amounts incurred as a result of show site orders placed by your representative or services rendered during this event These charges may include American Exposition Services Inc or any charges which American Exposition Services Inc may be obligated to pay on behalf of Exhibitor including without limitation any shipping charges or material handling Please complete the information requested below Please check the appropriate card LlAmerican Express WVisa LiMasterCard Account Number Expiration Date L IJ Security Customer Code Db Authorized Signature Authorized Name Please Print Date Billing Address if different from above PAYMENT POLICY PAYMENT FOR SERVICES THIRD PARTY BILLING Full payment for services must be included with each order Further we require a credit card If your company contracts work to a display house and requires service from American Exposition authorization with your initial order For your convenience we will use this authorization to charge Services Inc the above terms shall apply Each exhibiting company is ultimately responsible for your account for services which may include material handling labor or electrical charges that its own booth charges and will be accountable for payment in the event that the display house fails may differ from the i
10. Online resources e 24 7 shipment tracking provides real time visibility e Electronic bills of lading streamline shipment processing Visit us at upsfreight com tradeshow or call 800 988 9889 O Copyright United Parcel Service of America Inc UPS the UPS brandmark and the color brown are trademarks of United Parcel Service America Inc All rights reserved 0197056 3 07 american exposition services inc Shipping amp Mat Handling Guidelines Terms American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 Material Handling 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 onto your outbound carrier This is not to be confused with the cost to transport your exhibit material to and from the event Benefits of Advance Shipping to the American Exposition Warehouse e Storage of materials for up to 30 days prior to your show e Delivery of Shipments to your booth by the first day of move in schedule permitting e Some convention centers and hotels do not have facilities for receiving or storing freight Saves valuable set up time e Remove all old shipping and empty storage labels e Fill out and attach enclosed Advance Shipping labels e Complete the enclosed Material Handling Order Form Remember to confirm receipt of your sh
11. dismantle labor please allow time for the return of your empty containers to your exhibit space As an exhibitor you are responsible for and required to follow all labor jurisdictions Please refer to the Rules amp Regulations section of the Se rV Ces aval lab e exhibitor service manual that American Exposition will provide support and coordination through the entire exhibit governs your event process including e Preplanning and consultation e Service coordination with furnishings electrical floral etc e On site supervision e Inbound shipping and storage management e Graphic production looking for or have questions be e Emergency repairs sure to contact our exhibitor e Skilled labor force representatives at the number e Venue and work force compliance e Safety e Outbound shipping A 2 5 0 LIX If you don t see what you re provided or at expo com Additional information may be available at exhibitor supervising If you plan to supervise our labor yourself your labor supervisor must check in with us at the service desk to pick up laborers At the conclusion of work the supervisor must return to the service desk to release the labor Our labor works on one hour minimums and is billed in half hour increments following Start times are guaranteed only when labor is requested for the start of the working day american expo supervising Exhibits ar
12. full payment must be included with your order and received by the Discount Deadline NO EXCEPTIONS Cancellation Charge Items cancelled within 7 days of move in will be charged 50 and 100 after installation Custom order items will not be subject to credits PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER 24 Be sure to check the Show Information page of the Exhibitor Service Manual It will indicate what the floor surface is and if booth carpet is included in your booth space Many locations have preexisting carpeting but it may contrast your exhibit colors Our carpet options can add the finishing touch If you don t see what you re looking for or have questions be sure to contact our exhibitor representatives at the number provided or at expo com Additional information may be available at www american expo com American Exposition Services 1627 Main Ave Ste 2 Sacramento CA 95838 Main 916 925 3976 Fax 916 925 3975 eFax 866 558 3316 Page 1 of 1 e p If you are covering a concrete or hard surface floor carpet padding will add that extra cushioning you ll notice at the end of the day Please remember that these are samples so actual colors may vary slightly to cover or not to cover Whether it s for vanity or comfort American Exposition has you covered when it comes to exhibit carpeting Our Standard Custom Cut or Premier car
13. have completed the form please FAX to the number below The below products and services are provided through the Portola Hotel amp Spa Audio Visual department A limited number of telephone lines exist and are available on a first come first served basis Order received within 15 days of the event may incur a 25 surcharge AII Telephone lines go through the Hotel PBX AII local and toll free outgoing calls on these lines are billed at the rate of 0 75 for the first 30 minutes and 0 10 per minute thereafter Long Distance calls are billed at the prevailing Hotel rates prices are per unit per day unless otherwise noted and includes labor for a single set up and tear down Operator labor is available for an additional fee M Telephone Internet Internet EH Au O _ Best Value for Credit Card Machine calls pil9Ow Gog Dieet Diala Coming Dial 9 Out Going Direct Dial In Coming Long Distance SinglelinePhone S20prday Polycom 100 Conference Phone half Duplex llOperday Polycom Premier or VTX 1000 160perday Internet Connection DHCP Access Single User 300 per day Private Secure VLAN for High Speed Internet Access Static IP Single User MAC po Deoa __ Each additional Internet User l00perday __ Each additional Static IP w o bandwidth l160perday _____ __
14. or storage charges must be settled before a shipment will be released to any carrier If you choose to use FedEx UPS DHL or any other small package carrier please make sure you have prepared and attach the appropriate shipping documents with your account clearly visible These carriers have very specific requirements regarding this type of service and it is your responsibility to make sure they are met Please schedule and confirm pickup during designated hours only and notify the service desk by completing an outbound bill of lading MATERIALS LEFT ON EXHIBIT FLOOR AT CLOSE OF SHOW Materials and or freight abandoned without proper paperwork on file or for shipments not picked up at the show site by your designated carrier will either be forced using UPS Freight or will be returned to our warehouse our choice Materials returned to our warehouse will incur a return to warehouse fee minimum 200 00 along with storage charges when applicable IMPORTANT TIMES 11 00 am Close of show 11 00 am 1 00 pm Freight carriers may check in for pick up and outbound shipping 1 00pm All freight not pickup up by carriers will be forced with UPS Freight or loaded onto AES trucks SHIPPING MATERIALS amp SERVICES see Service Desk Generic Shipping Labels Complimentary American Expo Bill of Lading Complimentary Packing Tape 2 clear box tape 5 00 Roll Stretch Wrap Service includes labor and materials 40 00 Pallet Banding Service includes labor
15. page for diagrams All packages include one standard text header standard color carpet 9 x10 one track light or arm light per panel power not included installation and dismantle labor and opening day cleaning 10 x 10 Rental Exhibits Package WAR 1510 00 2190 00 I ZEE 1670 00 2422 00 7 p 1835 00 2661 00 1 10 x 20 Rental Exhibits Package D 3100 00 4495 00 o Package E 3575 00 5183 00 Package F 3900 00 5655 00 I 20 x 20 Rental Exhibits Package carpet cut to fit sess 8700 00 12 615 00 Package carpet cut to fit sssssssseneee Quote Quote Table Top Rental Exhibits 585000 86080 S 0 00 5000 s Customize Package no booth carpet or cleaning included Package J no booth carpet or cleaning included Material Type Laminate Panels Choose Color White Grey Q Black Fabric Panels Velcro friendly Grey Black Or L Custom Graphics call me w quote Carpet Color Grey Black Blue Red Teal Green Letter Color Black Q Blue Q Burgundy LJ Green Grey Red Qty optional Graphic Logo Header i 150 00 225 00 Payment Terms 4 Total Advance Discount To obtain the discount pricing full payment must be included with your order and received by the Discount Deadline NO EXC
16. 2 Adio Visual FlipChat with Pad amp Markers 47perday __ Whiteboard with Eraser amp Markers 47perday _ Easel Brass Tripod o S l perday 20 LCD Flat Panel Display 250perday 42 PasmsTV 1 1 1 37500prday 60 PlasmsTV 20 2 J 42500prday Tripod Projection Screen w Skirt Only Must fit in within 85 per day display space Page of 0 1 AudeViua 9 _8 Foot Insta Theater Only Must fit in within display space 816000 Projector Stand with Skirt J 1500 1100 Lumens XGA LCD Projector 325perday 2200 Lumens XGA LCD Projector 425perday 3000 Lumens XGA LCD Projector 525perday Laptop with XP and MS Office 225perday E e es EEE Electrical EE Equipment Must Be Grounded and UL Listed amp CE At the conclusion of the event each day please turn off all equipment and lighting to prevent incurring additional electrical fees 20 per day _ Power Strip 6 Outlets 20 per day 120 VAC 15 Amp Outlet Single Phase 75 00 per day Custom Electrical May have a three week lead time Call for Quote p QD Allpricesareperunitperday Card Type Circle One Visa Master Card
17. ADING LOADING POV Rates include One worker and a 3 x4 flat cart round trip delivery from Exhibitor s vehicle non common carrier to exhibit booth RATE FOR ST ST ST OT OT OT Straight time Monday Friday 8 00 am 4 30 pm Overtime All other times Saturdays Sundays Holidays POV VALET CART maximum weight per load is 200 Ibs Includes small autos and pickup trucks that do not CARTLOAD 90 00 cart 112 50 cart 135 00 cart require forklift Select rate by move in time and move out time based on ST straight time and OT overtime PLACE ORDER HERE Our shipment will be delivered to d American Exposition Warehouse d Exhibit Site We are shipping Ibs Q per 100 Ibs 200 Ibs min per shipment round up by 100 We will need POV Cartload service cartloads 200 Ibs max per cart ARRIVAL DATES AND SURCHARGES FOR SHIPMENTS In placing this order the 85 Advance Dates exhibitor agrees that they have Total Estimated Charges 04 04 2011 Shipments may begin arriving at American Expo warehouse location accepted the payment policy 04 27 2011 Last day for shipments to arrive at warehouse without 30 surcharge and the rules and regulations o 05 02 2011 shipments will be refused after this date i i 30 Late Arrival Surcharge according to American Direct Dates Exposition Services regarding Total Due 05 04 2011 Direct shipments may begin arriving at the exhibit site freight and material handling 05 06
18. EPTIONS Cancellation Charge Items cancelled within 7 days of move in will be charged 50 and 100 after installation Custom order items will not be subject to credits Exhibit Rental Accessories Please return promptly to American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Counters 72 Meter Pedestal 72 meter x 7 meter x 42 high 1 Meter Counter w doors 1 meter x 72 meter x 42 high 1 Meter Radius Counter 1 meter x 72 meter x 42 high 1 Meter Radius Counter w doors 1 meter x 7 meter x 42 high 2 Meter Counter w doors 2 meter x 72 meter x 42 high Counter Shelf inside Cabinet Lock iscount 225 00 325 00 500 00 750 00 650 00 Quote 20 00 Laminate Panel Color White LGrey Black Material Type amp Color or W Fabric Panel Velcro Friendly Color Grey LJ Black Display Racks Meter Board Panel w base 1 meter x 8 high Q Laminate Panel Color White Grey W Black Material Type amp Color or Fabric Panel Velcro Friendly Color Grey LJ Black Other Accessories Halogen Arm Light 100W use only on rentals EN Flat Shelf 37 x 12 use only on rentals EE Angled Shelf 37 x 12 use only on rentals Literature Pocket for 8 72 x 11 material Advance Discount To obtain the discount pricing
19. G TO AMERICAN EXPOSITION WAREHOUSE This is the preferred method of shipping This will ensure timely delivery of freight directly to your booth at show site ARRIVAL DATES AND SURCHARGES FOR ADVANCE SHIPMENTS Show Name Exhibiting Company Name 00 00 2011 Shipments may begin arriving at American Expo warehouse Booth 00 00 2011 Last day for shipments to arrive at warehouse without 30 m late surcharge C O American Exposition Services UPS Freight Warehouse receiving hours are 8 00am 4 00pm Monday Friday 8900 Terabyte Ct Late Shipments Shipments will be accepted at this address after this Reno NV 89521 timeframe however a 30 late fee will apply DIRECT SHIPPING TO GRAND SIERRA RESORT ARRIVAL DATES AND SURCHARGES FOR DIRECT SHIPMENTS Show Name thiti 00 00 2011 Shipments may begin arriving 1 00pm 5 00pm Exhibiting Company Name 00 00 2011 Shipments may begin arriving 7 00am 12 00pm Booth C O American Exposition Services Do not ship any materials to show site address before this time frame Venue will not accept any early shipments Grand Sierra Resort 2500 East Second St Late Shipments Shipments will be accepted at this address after this Reno NV 89595 timeframe however a 30 late fee may apply LABOR Union labor may be required for your exhibit installation and dismantle Please carefully read the UNION INFORMATION section of Rules amp Regulations to determine your needs Exhibitor
20. LCD Flat Panel Monitor w table stand 260 00 32 LCD Flat Panel Monitor w table stand 358 00 598 00 26 54 Monitor Cart with Drape 33 00 5650 00 552 00 39 00 33 00 533 00 26 00 130 00 Tripod Video Screen 75 00 98 00 NO Orders are based on availability at time of order Any equipment modifications must be made by AES personnel AES is not responsible for compatibility issues W gt 2 U c fo jem o 2 O O 2 2 O Sim lt O Q Replacement charges will be billed for misuse or loss of equipment Exhibitor is responsible for equipment until AES returns for pickup at close of show O lt t gt lt 2 D 2 X PAYMENT POLICY B 1 Full payment must accompany all orders 2 To obtain the discount pricing full payment must be included with your order All orders D Add Delivery Fee 50 00 must be received by the indicated deadline to qualify No telephone orders accepted 3 See Rules and Regulation for full payment policy CANCELLATION amp REFUNDS 1 No credits will be issued for equipment ordered delivered and not used 2 Cancellations received before discount deadline will be credited a full refund Orders cancelled after discount deadline will be charged 50 10096 restocking fee All grievances must be made before the close of the event Any questions or concerns regardin
21. Out Friday May 6 2011 11 00am 1 00pm Force Freight Clear Floor Friday May 6 2011 1 00pm American Exposition will begin returning empty shipping containers at 11 00am on Friday May 6th This process should take approximately 15 minutes Please keep this in mind when scheduling labor and freight pick up All outbound freight carriers must check in no later than 1 00pm on May 6 2011 IMPORTANT DATES amp DEADLINES Discount Deadline April 27 Discount deadline for Exhibitor orders and full payments Advance Freight April 4 Start receiving shipments at Advance Warehouse location see A labels April 27 Advance Warehouse shipment deadline Warehouse shipments will be accepted after the deadline however surcharges will be assessed for late delivery Shipments and POV services will be accepted at show site during exhibitor Direct Freight May 4 installation hours see D labels Show Bulletin american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 If you need to ship or are bringing materials for the event please read Inbound Material Handling Instructions and fill out the Material Handling Order Form and return it to our office Inbound freight must be shipped prepaid and labeled according to the instructions Please include the payment authorization form with the material handling form to avoid any freight delays ADVANCE SHIPPIN
22. ace For all other starting times check in at the labor desk one half 1 2 hour before time requested Labor cancelled without a 24 notice shall be charged a one 1 hour cancellation fee per worker If exhibitor fails to use the workers at the time confirmed a one 1 hour no show charge per worker will apply The minimum charge for labor is one 1 hour per worker Labor thereafter is charged in half 1 2 hour increments Gratuities in any form are prohibited by American Exposition Services All rates are subject to change if necessitated by increased labor and material costs RATES LABOR FORKLIFT Straight Time Monday Friday 8 00 AM 4 30 PM 74 50 hr 98 00 hr Overtime Monday Friday 4 30 PM 11 30 PM Saturday Sunday 8 00 AM 4 30 PM Holidays 111 75 hr 147 00 hr Double Time Any day 12 00 AM 8 00 AM Saturdays Sundays and Holidays 4 30 PM 11 30 PM 149 00 hr 196 00 hr INDICATE SERVICE TYPE ORDER HERE Date s Start Time End Time Hours Workers Rate Total AES SUPERVISED LABOR TO PROCEED AM AM AES will supervise labor to qu _ e Unpack and install display before exhibitor arrival at show site e Dismantle pack and label for outbound shipment od M 0 bo A 2596 25 00 minimum surcharge will be added to the labor rates above for this professional supervision Dod o M bo EXHIBITOR SUPERVISED LABOR DO NOT PROCEED od M bo a PM PM Exhibitor will supervise
23. and materials 45 00 Pallet Advanced Advanced WAREHOUSE RN WAREHOUSE EXHIBITION FREIGHT EXHIBITION FREIGHT Delivery Dates April 4 2011 April 27 2011 Delivery Dates April 4 2011 April 27 2011 EXHIBITORS NAME z TO C O AMERICAN EXPOSITION SERVICES i a 1627 MAIN AVE STE 2 C O AMERICAN EXPOSITION SERVICES SACRAMENTO CA 95838 1627 MAIN AVE STE 2 SACRAMENTO CA 95838 CFO CONFERENCE CPCA CFO CONFERENCE BOOTH BOOTH CARRIER OF CARRIER OF DIRECT DIRECT i SHOW SITE EXHIBITION FREIGHT Must Arrive May 4 2011 8 00am 4 00pm TO u EXHIBITORS NAME C O AMERICAN EXPOSITION SERVICES MONTEREY PORTOLA HOTEL TWO PORTOLA PLAZA MONTEREY CA 93940 BOOTH CARRIER TO CARRIER SHOW SITE EXHIBITION FREIGHT Must Arrive 4 2011 8 00 4 00 EXHIBITORS NAME C O AMERICAN EXPOSITION SERVICES MONTEREY PORTOLA HOTEL TWO PORTOLA PLAZA MONTEREY CA 93940 BOOTH OF CFO CONFERENCE ET Each event is different so please read the Show Bulletin page included in the service manual to determine what furnishings are included with each booth space If you don t see what you re looking for or have questions be sure to contact our exhibitor representatives at the number provided or at expo com A
24. custom booths standard packages table top displays sales counters graphic displays offices computer kiosks and all of the necessary accessories If you think sure to contact our exhibitor it we can build it looking for or have questions be representatives at the number amiserat haften me Advantages of a modular display unit are expo com Additional vl e Turnkey exhibits e No storage shipping or labor costs e Unlimited design opportunities e Multiple colors and materials to choose from information may be available at www american expo com Let American Exposition Services help you build the booth that sets you apart color options To complete your exhibit choose from our standard color options or we can order custom colors to make your exhibit stand out Standard colors materials available are as follows American Exposition Services Sza Ez Grey Hardwall White Hardwall Black Hardwall Grey Fabric Black Fabric 1627 Main Ave Ste 2 Sacramento CA 95838 Main 916 925 3976 Fax 916 925 3975 eFax 866 558 3316 american exposition services inc 22 Exhibit Rental Order Form Please return promptly to american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Rental Exhibits please refer to catalog
25. dditional information may be available at www american expo com American Exposition Services 1627 Main Ave Ste 2 Sacramento CA 95838 Main 916 925 3976 Fax 916 925 3975 eFax 866 558 3316 standarda Page 1 of 3 JES x To save money make sure and place your orders by the discount deadline indicated on each order form comfort style and convenience are found here American Exposition Services is continually increasing our already vast inventory of event furnishings and decor As an exhibitor you want a reaction from your guests and there s no better way to set yourself apart Working within your budget our helpful staff is not only a key part of your pre show planning process but we also often carry extra furnishings on site for those last minute additions Allow us to help you create your own stylish look or simply supply you with various comforts and convenience our most popular chairs stools racks amp accessories AGAM displays amp accessories draped tables pedestal tables american exposition services inc 15 standard furnisl chairs contour side chair padded side chair draped tables draped table amp counter pedestal tables pedestal table 30 high black navy plum red pedestal table 42 high padded arm chair burgundy royal Page 2 of 3 padded stool gold silver m teal w
26. e etc require protection around equipment so the public cannot be injured during demonstration Approved welding screens will be required for welding equipment See permit section for use of compressed gases Machinery Operation of any electrical mechanical or dust producing equipment which incorporates moving parts or could cause injury to the public require protection around machinery for the viewers protection if safeguards are not currently in place This does not apply to normal electrical appliances such as lamps computers radios etc Candles Use of any decorative candles must be securely supported on a substantial non combustible base so located as to avoid danger of ignition of combustible materials The candle flame shall be protected by a non combustible container Helium Helium cylinders shall be secured in an upright position Fire Places All appliances shall be U L approved and a protective screen shall be provided in front of the fireplace All natural gas connections shall be conducted by a licensed plumbing contractor through the Official Service Contractor Class III or Greater Lasers Lasers must be self contained inside equipment and shall not scan the audience Lasers used for any other purpose require Fire Department approval THE FOLLOWING ITEMS REQUIRE A SHOW PERMIT Note A Show Permit form shall be submitted for approval a minimum of 14 days prior to show opening Flammable or Combustible Aerosols Li
27. e Zip Sign and Banner Hanging Information and Instructions LI Showsite Sign Weight Banner will be shipped to Warehouse Sign Size L x W LI Sign materials needed for hanging Single Sided Sign L1 Double Sided Sign Does your sign require Electricity Other Sided Sign Assembly Additional Support Parts Please use layout chart below to show location direction and positioning within the booth space Lbs Sign Composite Height from floor to top of sign Ft Explain If yes please provide set up instructions and or information Section C Emergency Showsite Contact Information Name Mobile Telephone Email Arrival Date Back of Booth Indicate Adjacent Booth or Aisle 4 Indicate adjacent booth or Aisle Indicate adjacent booth or Aisle Front of Booth Indicate Adjacent Booth or Aisle 33 Portola Hotel amp Spa At Monterey Bay Two Portola Plaza Monterey CA 93940 Phone 831 649 4511 x 186 PORTOLA HOTEL amp SPA Fax 831 649 4115 AT MONTEREY BAY Attn Audio Visual Available in Meeting Spaces HDX Telepresence LR Video Conferencing amp Streaming Available Pay Per Use amp Throughout Lobby amp Foyer Billing Address State Zip Phone End Date 0 0 0000 End Date End Date Exhibitors Vendors 3 Parties Outside Firms and Contractors Please call if you have additional questions or special requests After you
28. e of services from the carrier you know and trust Freight services e Ground freight e Air freight e Urgent Package services e Ground e Air e nternational UPS Freight Trade Show Services Dedicated trade show experts available at 800 988 9889 or via email at tradeshowQupsfreight com Full range of services Urgent e ime specific delivery by air or ground e Expedited air and ground to and from shows Standard e ntact and on time delivery from coast to coast or within the same city two to five days standard time Package e On site coordination of package and freight shipping Tips for smoother trade show shipping e Remove all old shipping labels and affix new shipping labels e Take advantage of our advance warehouse capabilities to eliminate tight delivery windows e nclude deliver by date on bill of lading for advance warehouse shipments e nclude target move in date on bill of lading if shipping directly to show site e nclude booth number and phone number on bill of lading and on freight and package labels n the event that UPS Freight fails to deliver the shipment by the agreed time and date freight charges will be canceled UPS Freight is not liable for any consequential damages arising from failure to deliver as agreed See UPS Freight s Tariff and Terms and Conditions at ltl upsfreight com and any other applicable contract as other restrictions may apply Multimodal capabilities
29. e set up prior to your arrival under the supervision of American Exposition Our American Exposition Services supervision rate is 25 of the total cost of labor with a minimum charge of 25 1627 Main Ave Ste 2 Sacramento CA 95838 Main 916 925 3976 Fax 916 925 3975 eFax 866 558 3316 american exposition services inc 28 Labor Order Form Please return promptly to American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 american exposition services inc CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Company Name Booth s American Exposition Services offers two options for the installation and dismantle of your booth Our skilled labor will provide professional qualified service to help make your booth installation more efficient safe and worry free To determine if you need display labor please read this form carefully Display labor is required for all installation and dismantling of exhibits including signs and floor covering installation Exhibitor may unpack and place merchandise Exhibitor may set up exhibit display if one person can accomplish the task in less than one hour without the use of tools IMPORTANT INFORMATION Starting time can be guaranteed only when labor is requested for the start of the working day at 8 00 AM All exhibit labor for 8 00 AM start time will be dispatched to booth sp
30. g information forms and shipping labels will be available at the Service Desk Make sure that someone from your company will be on site to oversee the outbound shipment of your display and product DESIGNATED FREIGHT CARRIER UPS Freight has been chosen as the designated freight carrier for this show and will be available at the close of the show to pick up any outbound freight you may have All material handling return to warehouse and or storage charges must be settled before a shipment will be released to any carrier Labels and Bills of Lading will be available at the service desk for your use prior to the close of show EXHIBITOR SELECTED CARRIERS Should you prefer to use a carrier other than UPS Freight you the Exhibitor are responsible to make the necessary arrangements for them to pick up your materials at the close of the show In the event your designated carrier fails to make the pick up at show site during the designated break down time below American Exposition reserves the right to force any shipment onto UPS Freight LTL in order to be able to clear the facility by the required deadline As part of the material handling charges we will gladly load other carriers but we are not able to make pick up arrangements on your behalf with other carriers Carriers should arrive prepared with the company name number of pieces and destination for any shipment they have been designated to pick up All material handling return to warehouse and
31. g services can be made at our service desk during event hours No credits will be issued after the close of the event Total Due w I PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER L e e e m m Key Information Please return promptly to American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 american exposition services inc CPCA CFO Conference Portola Monterey Hotel May 4 6 2011 Company Name Check all that apply Exhibit Installation Section A Section A Exhibit Installation and Dismantle L Sign or Banner Installation Section B Completed Section C Carrier Shipped By Number of Pieces Weight Shipped To Showsite Set Up Information for American Exposition Installation Warehouse Set Up Drawings Attached Set Up Drawings with Exhibit Fill amp Drain Service Case Crate Number Approx Gallons Outbound Freight Information Outbound Freight Charges Prepaid Bill To L Collect Return to American Exposition warehouse for outbound delivery Section B Sign or Banner Installation and Removal Date Pro Tracking Rental Carpet Own Carpet L1 Carpet Padding Electrical Under Carpet Yes No L Special Equipment Required Use chart below for positioning instructions Consigned To Address City Stat
32. g your order Tips to Save on Material Handling Remember separate shipments received are weighed and billed as separate minimums Consolidate shipments when total weight is less than 200 Ibs For Example 3 Separate Shipments 1 Consolidated Shipment 60 Ibs charged 200 Ibs 111 30 3 pieces one shipment 52 Ibs charged 200 Ibs 111 30 177 lbs charged 200 Ibs 111 30 65 Ibs charged 200 Ibs 111 30 Total 111 30 Total 333 90 Added Benefit your smaller items are less likely to get misplaced when packaged with larger items UPS Kit Simplified shipping solutions Inbound to the show e Contact with a trade show specialist provides the right solution for moving your exhibit to and from the show well before it begins e Advance warehousing streamlines the shipping process prior to shows and ensures priority delivery to the show floor e Round the clock tracking capabilities give you real time information on exhibit materials and your booth Outbound from the show e On site UPS representatives advise on freight and package transportation options e Our full range of freight and package services includes ground or air service as well as guaranteed and time definite urgent services e Coordinated package and freight pickups at the show help get you to the airport on time Contact Trade Show Services at 800 988 9889 or via email at tradeshowQupsfreight com B complete rang
33. hipments An Outbound Material Handling Form Bill of Lading must accompany all outgoing shipments Shipping information outbound forms and labels will be available at the AES Service Desk Exhibitors selecting non official carriers will need to make their own arrangements for pickup Make sure that someone from your company will be on site to oversee the outbound shipment of your display and product AES is not responsible for shipments left on the show floor by the Exhibitor We will count and ship pieces as we find the shipment At the close of the show if carriers fail to pick up or refuse to accept shipment we reserve the right to reroute such shipments or haul material to a warehouse pending advice from the exhibitor who will be charged accordingly for this service No liability will be assumed as a result of such rerouting or handling AKA force freight See Material Handling Order Form for rates Machinery Labor and Equipment Labor and equipment for uncrating unskidding positioning leveling dismantling recrating and reskidding machinery and or equipment must be ordered separately Place your order for this labor using the Installation amp Dismantle Services order form If your material requires specialized rigging equipment please notify us promptly so that we can make arrangements When possible supply your own rigging equipment with shipments and pre rig your material Insurance All of your goods should be i
34. hite TET MA 2 american exposition services inc 16 Page 3 of 3 standard furn racks 8 accessories 4 literature rack stanchion w rope chrome sign stand aluminum easel chrome bag rack garment rack poster board grid panel AGAM displays amp accessories meter counter meter radius counter yp gondola pegboard american exposition services inc 17 Standard Furnishings Order Form Please return promptly to american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Company Name Booth s DRAPED TABLES CHAIRS amp STOOLS ALL TABLES ARE 24 WIDE X 30 HIGH T iia show colors Qty Description Discount Regular Total Plastic Contour Chair 39 38 51 19 Em Select Skirt Color Q Royal Black U Silver U Green Chrome Padded Chair 45 94 59 71 Burgundy U Teal U Gold Plum U White Padded Arm Chai 52 50 68 25 Qty Description ___ Discount Regular Total 4 Table Draped 4 Sides 78 75 102 37 Faddod Stool w Back 06 ACCESSORIES e Tanie Draped Sites solas so Qu Description Discount Regular Tota __ Tabie Draped 3 sides 105 00 _
35. ing is completed The loading zone is located at The front of the Monterey Portola Hotel 2 Prepare your shipment A For Advance and Direct shipments please use labels provided in this packet marked A Advance or D Direct Please fill in the information requested and place one label on each piece Print extra labels as needed Extra labeling may be required by your shipper Because of the 200 Ib minimum charge for Advance and Direct shipments consolidate shipments when applicable to save on extra charges see below B Contact your preferred carrier for pickup and delivery to the appropriate address according to the appropriate dates Please keep record of all tracking information to confirm delivery The preferred LTL freight carrier for this event is UPS Freight They can be reached at 800 988 9889 or on the web at www upsfreight com tradeshow Please remember all shipments must be sent prepaid Tip You may want to schedule your return shipment and prepare return labels and documents during this same time 3 Complete and return the Material Handling Order Form and Payment Authorization Form If you plan to send materials or use any other material handling services a completed Material Handling Order Form and Payment Authorization Form must be returned prior to completion of service Delays and or surcharges may be incurred without a completed order and payment Please read Material Handling Rules amp Regulations prior to sendin
36. ipment prior to leaving for the show e All shipments must have a bill of lading or delivery slip showing the number of pieces weight and type of merchandise e Certified weight tickets must accompany all shipments Take the time to ensure that your display and products are packed neatly and securely e Do not ship uncrated materials to warehouse e Rates are based on incoming weights only Where weight tickets are not available our estimated weights will be used e Separate shipments received will be weighed and billed as separate minimums e Consign all shipments c o American Exposition Services e Remove all old shipping and empty storage labels e Fill out and attach enclosed Direct Shipping labels e Complete the enclosed Material Handling Order Form All shipments must have a bill of lading or delivery slip showing the number of pieces weight and type of merchandise e Certified weight tickets must accompany all shipments e Take the time to ensure that your display and products are packed neatly and securely e Rates are based on incoming weights only Where weight tickets are not available our estimated weights will be used e Separate shipments received will be weighed and billed as separate minimums Select a carrier with experience in handling exhibition materials Make sure to give your carrier explicit information as to where and when to check in Delivery and pick up times are often out of the range of normal de
37. ition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Company Name Booth s BOOTH CLEANING SERVICES To ensure your booth is show ready specify your requirements below Please call us if you have a special need American Exposition Services Inc is the official cleaning contractor for your show and will handle all cleaning services on the show floor Booth Cleaning price includes vacuuming and or sweeping of booth and emptying of any waste baskets Calculate Quantity OF DAYS X OF BOOTHS 7 po Booth Cleaning Before Show Opens Only 50 00 Booth Cleaning Daily 43 75 OTHER CLEANING SERVICES Description Discount Regular Mopping amp Waxing Shampoo Available upon request Periodic Porter Service American Exposition will empty waste baskets and wipe down counters at two hour intervals during show hours for the duration of the show Vacuum not included 275 00 day 357 50 day PAYMENT POLICY amp TOTAL Advance Discount To obtain the discount pricing full payment must be included with your order and received by the Discount Deadline NO EXCEPTIONS Cancellation Charge Orders cancelled within 24 hours of the service shall be charged 50 of the service total PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER 27 Page 1 of 1 When scheduling
38. labor to e Dismantle and pack display e Fill and Drain Service Extra water charges may apply EE The Exhibitor assumes all responsibility for materials and property during installation and dismantle FORKLIFT SERVICE EXHIBITOR SUPERVISED AES will provide one driver and a 5 000 Ib forklift to Please estimate the number of workers and hours per worker needed for e Assist with in booth exhibit construction m installation and dismantling above Charges will be calculated according e Positioning leveling uncrating recrating unskidding to actual hours and times worked reskidding machinery and or equipment e Full payment must accompany order for any work to be completed Please complete and send Key Information form along with order PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER 29 Non Official Contractor Notification Please return promptly to american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Portola Monterey Hotel May 4 6 2011 Booth s Show Management acting in behalf of all Exhibitors and in the best interest of the named event has selected American Exposition as the Official Service Contractor to perform and provide necessary services and equipment required for this event If your company plans to use a firm other than American Exposition or your own you
39. livery hours Make sure your carrier is committed to meeting your target dates and times While making shipping plans to the show also plan for the return shipment if necessary Confirm your delivery date and time with your carrier and have all pertinent shipping information in the hands of your representative at show site You may also want to review the return of your goods at the end of the show Handling charges are based on the weight of the freight Shipments are billed by the hundred weight and rounded up to the nearest hundred Minimum per Shipment may apply see enclosed Material Handling Order Form for details Please prepay all shipping charges AES cannot accept or be responsible for collect shipments Crated and uncrated shipments must be separated and clearly identified on separate bills of lading with separate weight tickets otherwise AES will invoice the entire load at the Uncrated rate e Crated Material that is skidded or is in any type of shipping container that can be unloaded at the dock with no additional handling required e Uncrated Material that is shipped loose or pad wrapped and or unskidded machinery without proper lifting bars or hooks e Special Handling Defined as shipments that are loaded by cubic space and or packed in such a manner as to require special handling such as ground loading side door loading constricted space loading and designated piece loading or stacked shipments Also included are mi
40. m exhibit site There will be a 200 Ib minimum charge per shipment RATE FOR CRATED UNCRATED DIRECT Direct ST ST rate is direct received freight that will be handled on straight time both ways Changes ST ST 63 00 CWT 1 00 Ibs 94 50 CWT may result in higher rates SPECIAL HANDLING SHIPMENT Rates Include Materials delivered by a carrier in such a manner that it requires additional handling such as ground unloading stacked or constricted space unloading designated piece unloading loads mixed with pad wrapped material carpet and or pad only shipments no documentation and shipments that require additional time equipment or labor to unload There will be a 200 Ib minimum charge per shipment RATE FOR SPECIAL HANDLING SPECIAL HANDLING rate also includes shipments received without advanced orders or payment on file Fed Ex UPS and DHL SPECIAL 90 44 CWT 1 00 Ibs shipments are included in this category SMALL PACKAGE SHIPMENT Rates include Unloading of small cartons or envelopes and delivery to booth with no empty container or outbound service These are items that do no ship out Only Fed Ex UPS or DHL shipments RATE FOR SMALL PACKAGE t SMALL 50 00 1 Carton SMALL PACKAGE maximum weight is 40 Ibs per shipment Cartons and envelopes received without documentation will be PACKAGE 15 00 Each Additional delivered without guarantee of piece count or condition VALET CART SERVICE SMALL VEHICLE UNLO
41. ment and material handling needs Services available for this event are Advance Warehousing Direct Shipments to Show Site Pov Valet Cart Service Advance Warehousing Shipments will be received up to 30 days see schedule prior to event move in at the designated warehouse address see A shipping label and delivered to exhibit space upon move in Please read all rules and regulations pertaining to this service Label each piece of freight using the shipping label A and fill in information where indicated for delivery Direct Shipments to Show Shipments will be received at show site address see D shipping label during move in days and hours designated and delivered to exhibit space Please read all rules and regulations pertaining to this service Please do not ship materials to arrive any earlier than May 4 2011 Early shipments may result in excess charges or refusal POV Valet Cart Service POV Personal Owned Vehicle cart service will be available during exhibitor designated move in hours only Valet Cart Service is provided on a first come first served basis to those exhibitors using their own vehicles Workers will unload your materials onto rolling carts or pallets which we will provide and move directly to your booth space Your vehicle must not be left unattended at any time If you wish to accompany your materials to your booth someone must remain with your vehicle and be able to move it from the loading zone as soon as load
42. must complete this form and return it to our office Exhibitor must v Notify American Exposition of the intention to utilize an independent contractor no later than 30 days prior to the first move in day furnishing the name address and telephone number of the firm v Agree that they are ultimately responsible for all services in connection with their exhibit including freight drayage rentals and labor v Sign a copy of this page indicating your understanding of the rules and regulations covering the use of non official service contractors and return it to us along with any additional information requested Failure to send this signed copy and the information requested will negate the right to use a non official service contractor Notification of Non Official Service Contractor We Indicated Exhibitor propose to use the following contractor to perform services for installation and dismantle labor only in connection with our exhibit at the indicated show We understand and agree that they will abide by all of the regulations required by Show Management and the Official Service Contractor and those outlined below Rules and Regulations for Non Official Service Contractor Persons or organizations other than the designated Official Service Contractor American Exposition Services Inc for the show who are proposed for the performance of any services within the exhibit hall for an exhibitor will 1 Abide by the same rules and regulati
43. nd require a considerable amount of time and expense to edit PAYMENT POLICY m 1 Full payment in advance must accompany all orders Graphic Printing Charges 2 To obtain the discount pricing full payment must be included with your order and received by the Discount Deadline NO EXCEPTIONS 3 See Rules and Regulation for full payment policy Graphic Design Charges CANCELLATION amp REFUNDS 1 No credits will be issued for signs banners orders once processed and produced PAYMENT AND CALCULATION FORM I I MUST ACCOMPANY YOUR ORDER I Lm m Audio Visual Order Form Please return promptly to american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Company Name Booth s Street Address Booth Size lt e c N Email e n AUDIO VISUAL EQUIPMENT Quantity Regular 72 VHS Videocassette Player 50 00 65 00 Total DVD Player 60 00 78 00 DVD Player Blue Ray 70 00 91 00 CD Player 60 00 78 00 40 LCD Flat Panel Monitor w floor stand 400 00 520 00 52 LCD Flat Panel Monitor w floor stand 500 00 650 00 19 LCD Flat Panel Monitor w table stand 100 00 130 00 26
44. ng onto outbound carriers Additionally if you have need for transportation of your materials to and from the event contact us about our preferred freight provider UPS Freight Sacramento CA 95838 Main 916 925 3976 Fax 916 925 3975 eFax 866 558 3316 american exposition services inc 1 Show Bulletin American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 american exposition services inc American Exposition Services Inc is pleased to have been selected as your official Service Contractor for the California Primary Care Association CFO Conference May 4 6 2011 Enclosed you will find all of the necessary information guidelines rules and regulations and order forms for this event Please read the following information carefully before filling out any exhibitor order forms Please fax or mail the appropriate forms and payment to the location below as soon as possible to help expedite your service SHOW COLORS EACH EXHIBIT BOOTH INCLUDES Backwall Drape Royal Blue Booth Size 8 deep X 10 wide 1 8 high back wall drape Siderail Drape Royal Blue 2 3 high siderail drape 1 6 draped table w blue skirt Exhibit Hall Carpet Color Multi Color 2 Contour chairs 1 Exhibitor 1 0 sign EVENT SCHEDULE Exhibitor Move In Wednesday May 4 2011 12 00pm 4 00pm Show Hours Thursday May 5 2011 8 00am 5 00pm Friday May 6 2011 8 00am 11 00am Exhibitor Move
45. nitial order to remit full payment METHOD OF PAYMENT ADJUSTMENTS amp CANCELLATIONS American Exposition Services Inc accepts cash check Visa MasterCard or American Express All grievances must be made before the close of the event Any questions or concerns regarding We do not accept purchase orders as payment All funds must be U S Funds drawn on a U S services can be made at our service desk during event hours No credits will be issued after the Bank Note A 25 00 fee will be charged for declined credit cards and returned NSF checks All close of the event Orders cancelled by the exhibitor are subject to cancellations fees equal to forms of payment require a credit card backup 50 100 of the total order based upon the status of move in work performed and or American Exposition Services set up costs or expenses DISCOUNT PRICING In order to qualify for discount pricing we must receive your full order with payment by the Exhibitor further agrees to late fees up to 1 5 per month on any balance not paid at the deadline date above NO EXCEPTIONS conclusion of the event or balance left without appropriate credit card on file CALCULATION FURNITURE amp ELECTRICAL ELECTRICAL CARPET INSTALLATION DISMANTLE MATERIAL OTHER MATERIAL ACCESSORIES SERVICES LABOR LABOR LABOR HANDLING HANDLING SIGN amp BANNER BOOTH PACKAGE HANGING SIGNS SPECIAL CLEANING EXHIBIT RENTALS OTHER TOTAL ORDER OFFICE USE ONLY ENTERED
46. nstallation all taping and removal Custom cut carpet may not be available as an on site order Calculate square feet LENGTH X WIDTH SQ FT Custom Cut Booth Carpet 2 56 sq ft 3 33 sq ft PREMIER CARPET Premier Carpet 28 oz price includes delivery installation taping plastic covering and removal Select a Carpet Color 28 oz 0 Cabernet 0 Navy O Red O Mocha O Silver O Black O Oceanic Oj Emerald O White O Charcoal Calculate square feet LENGTH X WIDTH A minimum order of 100 square feet is required Custom Cut Booth Carpet 3 75 sq ft 4 88 sq ft CARPET PADDING amp VISQUEEN Price includes delivery installation taping and removal Calculate square feet LENGTH XWIDTH_ A minimum order of 100 square feet is required Description Discount Regular Carpet Padding 77 1 00 sq ft 1 30 sq ft Visqueen Plastic Covering 0 63 sq ft 0 81 sq ft PAYMENT POLICY amp TOTAL Advance Discount To obtain the discount pricing full payment must be included with your order and received by the Discount Deadline NO EXCEPTIONS Cancellation Charge Any Standard Carpet cancelled will be charged 50 after move in begins and 100 after installation Custom Cut Carpet and Premier Carpet orders are non refundable PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER 26 Booth Cleaning Order Form Please return promptly to american exposition services ine American Expos
47. nsured by your own insurance policy Although we do our best to handle your goods as our own there are many variables in shipping and handling that can affect your exhibit and products AES has published Rules amp Regulations within this service manual Please read them carefully It is recommended that your goods be insured e AES will not be responsible for any shipping or associated charges Exhibitor agrees to indemnify and hold AES harmless for any claims or disputes regarding such charges These charges are between Exhibitor and the carrier AES shall not be responsible for any concealed damage damage to uncrated materials or materials improperly packed AES shall not be responsible for loss theft or disappearance of Exhibitor s materials after they have been delivered to Exhibitor s booth AES shall not be responsible for any loss damage or delay caused by events beyond its reasonable control including without limitations fires floods earthquakes weather lockouts strikes or other labor disputes AES shall not be liable to any extent whatsoever for any special consequential indirect incidental or punitive damages As such AES shall not be liable for any actual potential or assumed loss of profits or revenues or any collateral costs which may result from loss of or damage to Exhibitor s materials Liability AES is liable for loss or damage to your goods only if the loss or damage was caused by AES negligence
48. nt must be included with your order and received by the Discount Deadline NO EXCEPTIONS 4 Table Riser with cover 52 50 68 25 Cancellation Charge Items cancelled will be charged 50 after move in begins and 100 after i installation 6 Table Riser with cover 59 06 76 78 8 Table Riser with cover 65 63 85 31 PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER I 18 Page 1 of 2 executive fL r Lisbon Black Leather Sofa Lisbon Black Leather Chair Lisbon Black Leather Loveseat Geo Cocktail Table Pewter Floor Lamp Silverado Cocktail Table Chrome or Black Blueberry Cube Raspberry Cube White Leather Cube Black Leather Cube american exposition services inc Page 2 of 2 executive Pedestal Black Locking Pedestal Black and Grey Kiosk Gin Maple Barstool with Black Banana Barstool with Maple Bar Table Brushed Red Bar Table Altura Drafting Stool Oyster Chair Flex Chair american exposition services inc Executive Furnishings Order Form Please return promptly to CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 For more from this Executive Collection please call our Exhibitor Service Representatives at 916 925 3976 Payment Policy amp Total Prices Include Delivery installation rental and removal Orders received after the discount Subtotal deadline are subject t
49. ny facility Decorative Material All drapes and materials that are used for booth separation are required to be flame retardant Canvas tents canopies awnings curtains straw hay and materials are also required to be flame retardant A copy of the California State Fire Marshal flame proof certificate or a sample of the decorative material must be provided to the Fire Marshal to verify that the approved treatment has been applied or the materials must be removed prior to show opening All flammable or combustible aerosol containers used for display purposes must be empty See permit section for use of aerosols Vehicles All liquid or gas fueled vehicles and gasoline diesel powered equipment for display shall have batteries disconnected fuel supplies at tank or five 5 gallons whichever is less and be furnished with locking gas caps or caps sealed with tape Cooking Appliances Operation of any cooking appliances i e ovens stoves barbecues hot plates deep fryers etc and all demonstrations using these appliances must be isolated away from the public or be protected with a clear plastic shield The shield must be placed along the front and the sides of the appliance A fire permit is required for the use of propane or butane for cooking purposes Quantities will be limited These requirements do not apply to microwave ovens coffee pots or popcorn wagons Heat Producing Equipment Operation of any welding equipment soldering devic
50. o additional handling required UNCRATED Material that is shipped loose or pad wrapped and or unskidded machinery without proper lifting bars or hooks SPECIAL HANDLING Material delivered by the carrier in such a manner that it requires additional handling such as these types of unloading ground side door constricted space designated piece mixed loads and or stacked shipments Fed Ex UPS and DHL shipments are included in this category ADVANCE SHIPMENT to AMERICAN EXPOSITION WAREHOUSE Rates include Unloading of crated freight storing at warehouse for up to 30 days reloading onto trucks and delivery to the exhibit site unloading freight and delivery to your booth picking up storing and returning empty shipping containers and reloading freight for return to your specified destination from exhibit site No uncrated freight will be accepted at warehouse Freight stored longer than 30 days will be charged additional fees AES will accept uncrated carpet and pad at the warehouse There will be a 200 Ib minimum charge per shipment RATE FOR CRATED ADVANCE 69 56 CWT 100 Ibs ADVANCE ST ST rate is advance received freight that will be handled on straight time both ways Changes may result in higher ST ST 7 rates DIRECT SHIPMENT to EXHIBIT SITE Rates include Unloading freight and delivery to your booth picking up storing and returning empty shipping containers and reloading freight for return to your specified destination fro
51. o availability and or substitutions Cancellation Policy Executive Furnishings are non refundable 10 days prior to move in Advance Discount To obtain the discount pricing full payment must be included with your order and received by the Discount Deadline NO EXCEPTIONS Total PAYMENT AND CALCULATION FORM MUST ACCOMPANY YOUR ORDER 21 Page 1 of 1 nypaNY NAME HERE i Is your COMPANY tip All of our exhibit packages include standard carpet with your choice of color installation and dismantle of the exhibit an identification sign one arm light per meter panel electrical not included and pre show cleaning The packages do I need graphics You don t need to order custom may be customized or modified depending on your requirements graphics as part of this exhibit package but make no mistake that designer graphics completely change the look of we proudly offer AGAM modular displays these displays f tt RJ What defines your company at a tradeshow or exposition Your exhibit does Using AGAM s aluminum modular display systems American Exposition Services offers standard package or custom built booths to create a look that both attracts business and shows off your company s assets Our experience will help design a look unique to your company and questions within your budget WOW If you don t see what you PAG Capabilities include
52. ons as an exhibitor pertaining to exhibit rules and regulations 2 Have all exhibits for which they are responsible dismantled and ready for shipping by the deadline set forth by the show manager 3 Furnish to the Official Service Contractor an insurance certificate for Commercial General Liability showing them as additional insured limits of liability of at least 2 000 000 and it must include waiver of subrogation clause as well as an insurance certificate for Workers Compensation and Employers Liability accompanying this form 4 Secure through official contractors all services required other than installation and dismantling 5 Secure through official contractors any additional labor needed over and above those normally considered regular employees 6 Check in with American Exposition prior to commencing any work 7 Furnish American Exposition with the names of all on site employees who will be working on the exposition floor and see that they have and wear at all times necessary identification badges 8 Confine its operations to the exhibit area of its clients No service desks storage areas or other facilities will be located anywhere in the building The show aisles and public space are not part of the Exhibitor s booth space Official Service Contractor I have read understand and accept the following regulations and information according to American Exposition Services regarding non official service contractors
53. pet selections come in a variety of colors and classifications that are sure to suit your needs Please see our color samples below to help select the best option for your space Standard Carpet Colors 12 oz E cu K Black Hed Premier Carpet Colors 30 oz ug z s 4 sme M 4 4 j E uas Cabernet Black Mocha Hed Emerald Navy White Charcoal Oceanic Silver american exposition services inc T Carpet Order Form Please return promptly to American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 american exposition services inc CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Company Name Booth s STANDARD CARPET Standard Carpet price includes delivery installation taping and removal Custom cut carpet is required for all booth longer than 30 or booths configured as an island or peninsula MULTIPLE LENGTHS IN THE SAME COLOR ARE NOT AVAILABLE NO EXCEPTIONS Please select color If no color is selected we will match show colors These colors are approximate and serve as an example Actual carpet colors may vary O Black O Blue O Burgundy Description Discount Regular 9 X 10 Booth Carpet 195 00 9 X 20 Booth Carpet 351 25 9 X 30 Booth Carpet 507 50 CUSTOM CUT TO FIT STANDARD CARPET Custom cut carpet pricing includes delivery i
54. quids Describe the use and amounts needed on the attached Show Permit form Include the Material Safety Data Sheet MSDS for the product Quantities may be limited Hazardous Materials Describe the use and amounts needed on the attached Show Permit form Include the Material Safety Data Sheet MSDS for the product Quantities may be limited Hazardous materials are defined in the 2001 California Fire Code Open Flame The Trade Show Inspector must be contacted prior to completing the attached Show Permit form if open flame is being used for theatrical purposes or demonstrations Propane Propane that is used in very small quantities 17 ounces or less for cooking purposes may be approved based on certain conditions Payment Authorization Please return promptly to american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 CPCA CFO Conference Discount Deadline Portola Monterey Hotel May 4 6 2011 April 27 2011 Company Name Booth s Street Address Booth Size Contact Email METHOD OF PAYMENT YOUR SIGNATURE BELOW DENOTES ACCEPTANCE OF ALL TERMS AND CONDITIONS INCLUDED IN YOUR EXHIBITOR SERVICE MANUAL LJ COMPANY CHECK Please make check payable to American Exposition Services All checks require a credit card backup Checks must be in U S Funds drawn on U S Bank Check Amount Check LICREDIT
55. re If assistance is required in assembling your booth please order labor on the Installation amp Dismantle order form and the necessary ladders and tools will be provided Exhibitors should treat the show areas during move in and move out as they would a construction site when work is going on Please wear proper attire during these times to ensure your safety Be aware of forklifts moving throughout the aisles and docks Please stay clear of them especially when they are carrying equipment Please keep all aisles clear from debris and booth items Utilized your booth space for setup GRATUITIES Our work rules prohibit the SOLICITATION OF ACCEPTANCE of tips in cash product or gifts in kind by any employee union or non union Our employees are paid appropriate wages denoting professional status therefore tipping of any kind is not allowed ADHESIVES Acceptable adhesives are painter s masking tape wall use only or gaffer s tape floor use only available through hardware specialty stores or AES No duct tape will be allowed on any floors or walls INSURANCE Neither Show Management any Show Management Contractor or the Facility assumes responsibility for any merchandise or display material which may become lost stolen or damaged under any circumstances You must carry your own insurance to protect your property from the time it leaves your facility until its return PAYMENT POLICY PAYMENT FOR SERVICES Full payment for
56. s supervising labor need to pick up and release their labor at the American Exposition Service Desk Please refer to the Installation amp Dismantle Labor order form for general information and Straight Time and Overtime hours ASSISTANCE If you have any questions or need special assistance regarding our exhibitor services please call an American Exposition exhibitor representative to assist you We want you to have a positive experience and success in your event Any questions or concerns regarding services or items ordered must be reported to the American Exposition Service Desk at the event or by contacting our office prior to show move in Your account will be adjusted or the issue resolved at that time No credits will be issued after close of show Phone 916 925 3976 eFax 866 558 3316 Email info american expo com w Event Rules amp Regulations american exposition services inc American Exposition Services e 1627 Main Ave Ste 2 e Sacramento Ca 95838 e ph 916 925 3976 e efax 866 558 3316 UNION INFORMATION To assist you in planning your participation in the stated event we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling DECORATOR UNION WORK RULES Members of this union claim jurisdiction over all set up and dismantling of exhibits including signs and laying of carpet This does not apply to the unpacking and placement of your merchandi
57. se You may install and or dismantle your exhibit display if one person who is a full time employee can accomplish the task in one hour or less without the use of tools If your exhibit preparation installation or dismantling requires more than one hour you must use union personnel supplied by the Official Decorating Contractor As an exhibitor you will be pleased to know that when union labor is required you may provide your company personnel to work along with a union installer on a one to one basis TEAMSTERS UNION Members of this union claim jurisdiction on the operation of all material handling equipment all unloading and reloading and handling of empty containers An exhibitor may move materials that can be carried by hand by one person in one trip without the use of dollies hand trucks or other mechanical equipment ELECTRICAL UNION Members of this union claim jurisdiction for hardwiring ordered outlets to the line side of the exhibitors equipment and wiring of caps over 120 volts to the raw cord feeding exhibitors equipment All plugs over 120 volts will be plugged in by electrical union personnel Exhibitors may plug in their own plugs of 120 volts to their ordered outlets SAFETY Standing on chairs tables or other rental furniture is prohibited This furniture is not engineered to support your standing weight American Exposition Services cannot be responsible for injuries or falls caused by the improper use of this furnitu
58. services must be included with each order Further we require a credit card authorization with your initial order For your convenience we will use this authorization to charge your account for services which may include material handling labor or electrical charges that may differ from the initial order METHOD OF PAYMENT American Exposition Services Inc accepts cash check Visa MasterCard or American Express We do not accept purchase orders as payment All funds must be U S Funds drawn on a U S Bank Note A 25 00 fee will be charged for declined credit cards and returned NSF checks All checks require a credit card backup DISCOUNT PRICING In order to qualify for discount pricing we must receive your full order with payment by the deadline date NO EXCEPTIONS THIRD PARTY BILLING If your company contracts work to a display house and requires service from American Exposition Services Inc the above terms shall apply Each exhibiting company is ultimately responsible for its own booth charges and will be accountable for payment in the event that the display house fails to remit full payment ADJUSTMENTS amp CANCELLATIONS All grievances must be made before the close of the event Any questions or concerns regarding services can be made at our service desk during event hours No credits will be issued after the close of the event Orders cancelled by the exhibitor are subject to cancellations fees equal to 50 100 of the total order
59. thorization Please also see have the best show experience possible The following are a brief selection of the services our Rules amp Regulations page available to you for safety tips helpful hints and EE Furnishings Carpet and Cleaning Freight and Material Handling Services Rental Exhibits services Digital Graphics and Signs Installation and Dismantle Labor other key info regarding our what is a general service contractor Contact our account As the General Service Contractor American Exposition will perform and or supervise the representatives at the number development and production of the entire event process Many events require a broad provided or at info american scope of services therefore American Exposition positions itself to manage relationships for all service managers involved If you re ever unsure where to turn for answers please just expo com Additional ask us we re your keystone support information may be available at Www american expo com material handling and transportation As the general service contractor we are here to help with all of your material handling needs This includes unloading of your exhibit materials and freight 30 day advance American Exposition storage at the warehouse address delivery to your exhibit space and handling of empty 1627 Main Ave Ste 2 containers to and from storage At the conclusion of the event we will remove materials from your booth for reloadi
60. type of file will allow us to import the file into our system to be used for either vinyl cutting and or inkjet printing whichever we determine as the most practical for that specific application Other preferred types of files are Gerber Graphix Advantage plt Corel Draw cdr Adobe Photoshop psd and Quark Xpress documents providing that all components of the document fonts images etc are included in the file Quark documents should not be emailed but sent on disk We can also accept some of the more common graphic format files such as tif jpg pcx gif etc However these files are bitmap images that are resolution reliant Whereas a low res jpg or gif may be fine for a web page or a business card when it is enlarged for a big sign or banner the image suffers in that it becomes blurry or pixilated with Stair Stepped edges When sending bitmap files for large graphics the higher the resolution the better As stated previously we prefer PC Based files however we can accept MAC files providing that they are sent to us on some type of digital storage media such as 3 5 Diskette ZIP Disk CD ROM as opposed to emailing as our MAC workstation is not wired into our email system If digital files are unattainable we can work from camera ready artwork Such artwork must be large clean crisp black amp white stats or laser prints suitable for scanning Business cards letterheads etc DO NOT constitute camera ready artwork a
61. xed shipments and shipments without proper delivery receipts Fed Ex UPS DHL included e Overtime Surcharges Shows that move in or move out on weekends or late in the day may be subject to overtime surcharges See enclosed Material Handling Order Form for details e Late Surcharges A surcharge will apply if advance freight is received after the published deadline date for shipments to arrive at the warehouse See enclosed Material Handling Order Form for details e Shipment Surcharges A surcharge will apply if shipments are received with incomplete information on shipping labels identifying company name and booth number and or shipments that are left on the show floor at the end of the show with no labels and no bill of lading turned in Payment Policy Full payment must accompany each order Please use the Payment 8 Calculation Form included in the exhibitor packet If you are paying by check we must also have a credit card on file for additional charges and weight adjustments Materials received without full payment on file will be billed at the late shipment rate which is a 25 surcharge Storing Empty Containers Properly labeled empty shipping cartons will be picked up stored and returned after the show Labels are available at the AES Service Desk and are for empty storage only Depending on the size of the show it can take from two to twelve hours to return empty crates Do not store any items in crates marked empty Outgoing S

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