NPI Service Manual - National Procurement Institute
Contents
1. Origin of Shipment Shipping Date Origin of Shipment Shipping Date Approximate Arrival Date Approximate Arrival Date Approximate Arrival Date Approximate Arrival Date Total Number of Containers Total Weight of Shipment Carrier Total Number of Containers Total Weight of Shipment Carrier Total Number of Containers Total Weight of Shipment Carrier Total Number of Containers Total Weight of Shipment Carrier Pro Pro Pro Pro Page 6 EXHIBITING FIRM BOOTH yy Cathy Gilbert Project Manager _ io A COPA 895 Central Florida Parkway GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 A Cut Above The Rest E mail cathy gemsevents com Phone 407 438 5002 ext 113 GEMS Discount Deadline October 1 2012 National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas MATERIAL HANDLING RATES e 58 00 per hundred weight or fraction thereof Warehouse Deliveries e Ifthe inbound and or outbound receiving hours occur during overtime there will be a 25 surcharge for each occurrence e 68 00 per hundred weight or fraction thereof Show Site Deliveries e Overtime hours are Monday Friday before 8 00am and after e Minimum of 116 00 per shipment delivered 200 Ib minimum 4 00pm and all day Saturday Sunday and on Holidays e When recording weight round2. Contractor must obtain an Exhibit Crew badge at the GEMS Exhibitor Service Center IMPORTANT It is the responsibility of each Exhibiting Firm who is utilizing a Non Official Contractor to complete and return the following forms to GEMS no later than October 1 2012 e INTENT TO USE NON OFFICIAL CONTRACTORS form which is located on the following page of this manual e Liability Certificate of Insurance form which names Gilbert Exposition Man agement Inc GEMS as additionally insured for each Non Official Contractor firm being utilized Note The exhibitor appointed contractor must maintain at least 1 million in Employer s Liability General Liability Automobile Liability amp Worker s Compensation as required in the state the exposition is located INTENT TO USE NON OFFICIAL CONTRACTORS NOTIFICATION DEADLINE October 1 2012 EXHIBITING FIRM BOOTH AUTHORIZED NAME AND TITLE AUTHORIZED SIGNATURE FULL NAME OF NON OFFICIAL CONTRACTOR COMPLETE ADDRESS CITY STATE ZIP CODE AUTHORIZED NAME AND TITLE AUTHORIZED SIGNATURE PHONE NUMBER FAX NUMBER NON OFFICIAL CONTRACTOR SHOW SITE REPRESENTATIVE if not same as above DIRECT PHONE NUMBER TYPE OF SERVICE TO BE PERFORMED Page 10 Cathy Gilbert Project Manager y P ENA OLP 895 Central Florida Parkway GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 F
3. GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas FLORAL SERVICE ORDER FORM Call for Additional Information QUANTITY ITEM DESCRIPTION UNIT PRICE TOTAL Flower Arrangement 96 00 Seasonal Flowering Plants ie Mums Azalea etc 61 50 Large Fern 59 50 2 Green Plant 59 50 3 Green Plant 65 00 4 Green Plant 76 00 5 Green Plant 87 00 6 Green Plant 98 00 Plants may vary from pictures in color and size Subtotal Tax 7 BOOTH CLEANING ORDER FORM Cleaning orders placed during move in will be charged an additional 25 CARPET SERVICE Check One 0 40 saq ft X Vacuum Booth Carpet Daily 0 30 saq ft X sq ft X days __ Vacuum Booth Carpet One time Before exhibits open Before exhibits open and each morning before exhibits Indicate dates required open PORTER SERVICE ____ Empty wastebaskets police floor at 2 hour intervals 67 00 per day Indicate dates required Booth Cleaning Total NOTE All rental carpets are clean upon delivery to your booth space However during set up the carpet can become soiled We suggest that you order cleaning service at least once prior to the exhibit opening Please
4. do not pick up on time Where the exhibitor makes no disposition materials will be either taken to a warehouse to await exhibitor s shipping instructions in which case extra charges will be the responsibility of the exhibitor or shipped to the exhibitor s address The consignment or delivery of a shipment to GEMS or its subcontractors by the exhibitor or by any shipper on behalf of the exhibitor shall be construed as an acceptance by such exhibitor and or other shipper of the terms and conditions set forth in the above section Page 8 yy Cathy Gilbert Project Manager E mail cathy gemsevents com A gt OLP 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas INSTALLATION AND DISMANTLING LABOR ORDER Straight Time 75 00 per personnel hour Overtime 85 00 per personnel hour Overtime rates prevail before 8 00AM and after 4 30PM daily and all day on Saturdays Sundays amp Holidays A minimum charge is one hour per labor personnel PLAN A Installation and dismantling of display PLAN B Installation and dismantling of display under the supervision of I amp D GEMS under the supervision of Exhibitor Please note the following Please note the following e In add
5. 00 8 Draped 120 50 162 75 Ath Side Draped 22 00 29 75 TABLE RISERS AND DRAPING Indicate Color Red Blue Black Teal __ Grey White Burgundy Quantity Description Discount Price Standard Price Total 4 x 10 x 12 Draped 35 25 47 50 6 x 10 x 12 Draped 8 x 10 x 12 Draped FOR ANY ADDITIONAL FURNISHINGS NOT LISTED ABOVE PLEASE CONTACT Subtotal THE EVENT COORDINATOR AT GEMS FOR ORDERING AND PRICING DETAILS Tax 7 EXHIBITING FIRM BOOTH Total Page 11 Cathy Gilbert Project Manager E mail cathy gemsevents com N y Pi gt Cth by 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas Qty Video Equipment Discount Standard Total Price Price DVD Player Standard 95 115 54 Roll Cart Stand with Drape 75 95 Qty LCD amp Plasma Monitors Discount Standard Total Price Price 19 Flat Screen 285 360 26 Flat Screen 565 710 42 Plasma Display 1420 1740 55 Plasma Display 1870 2340 TV Stand 100 125 EXHIBITING FIRM BOOTH Delivery 100 00 Charge Any and all rentals do not in
6. NTS TO ARRIVE BY October 19 2012 Ky I RUSH EXHIBITION MATERIALS To EXHIBITOR NAME GEMS Warehouse NPI 2012 Airways Direct Logistics Transport 16637 C W Hardy Road Houston TX 77060 Booth of Pieces Carrier yy Cathy Gilbert Project Manager _ io A COPA 895 Central Florida Parkway GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 A Cut Above The Rest E mail cathy gemsevents com Phone 407 438 5002 ext 113 GEMS Discount Deadline October 1 2012 National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas MATERIAL HANDLING RECAP 58 00 per 100 Ibs 200 Ib minimum 68 00 per 100 Ibs 200 Ib minimum 50 00 25 Ib maximum 105 00 per 100 Ibs 200 Ib minimum We will ship pieces Warehouse We will ship pieces Show Site Small Package Charge Loose Uncrated Pad Wrapped OVERTIME MATERIAL HANDLING CHARGES See Schedule On Page One Overtime rates prevail before 8 00AM and after 4 00PM daily and all day on Saturdays Sundays amp Holidays Inbound Overtime Warehouse Shipment Charged at 68 00 100 Ibs 200 Ib minimum Inbound Overtime Show Site Shipment Charged at 78 00 100 Ibs 200 Ib minimum Material Handling Straight time Material Handling Overtime NOTE We understand that your calculation is only an estimate Invoicing will be completed from the
7. National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas GEMS your Official General Contractor for show products and services is proud to announce the all new GEMS TS online ordering system Please follow these simple steps to order all your show services online Logging In amp Ordering Online You will be receiving an email from GEMS with your login information show code and important information If you do not receive an email please contact your GEMS Project Manager see below Please use your login information to view your service manual important show information and use the GEMS TS online ordering system The online ordering system allows you the exhibitor to order view past orders and make changes to your order for up to 6 hours without penalties or surcharges All you need to do is login choose the services you would like to order and click add to cart then checkout If you choose not to use the GEMS TS online ordering system a 6 processing fee will be added to your total invoice As always if you have any questions feel free to contact GEMS yy Cathy Gilbert Project Manager E mail cathy gemsevents com EN OLIA 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institut
8. actual weight as listed on the inbound Bills of Lading Adjust ments will be made accordingly and must be paid at Show site If you have any questions about material handling please call 407 438 5002 For complete information and instructions on shipping and material handling refer to the SHIPPING INSTRUCTIONS and MATERIAL HANDLING RATES Material Handling Total When recording weight round up to the next one hundred 100 pounds Shipments received without individual carrier receipts or freight bills such as UPS FEDERAL EXPRESS EXPRESS MAIL PARCEL POST or PRIVATE VEHICLE etc will be delivered to the booth without guarantee of the piece count or condition FREIGHT INFORMATION GUIDE PLEASE NOTE To enable our tracking delayed shipments please fax duplicate Bills of Lading to 407 852 0286 COLLECT SHIPMENTS WILL NOT BE RECEIVED Shipments arriving at Show site before the designated move in date could be refused rerouted or held by the facility You are responsible for all related charges incurred at Show site INSTRUCTIONS FOR OUTGOING SHIPMENTS AFTER THE SHOW Consign to Company Name Telephone Street Address City State Zip Carrier Circle One PREPAID COLLECT Total Number of Containers Total Weight of Shipment INCOMING SHIPMENT INCOMING SHIPMENT INCOMING SHIPMENT INCOMING SHIPMENT Origin of Shipment Shipping Date Origin of Shipment Shipping Date
9. ager E mail cathy gemsevents com A gt Cth bey 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas SHIPPING INSTRUCTIONS ADVANCE SHIPMENTS TO THE WAREHOUSE SHIPMENTS TO SHOW SITE Shipments must be sent PRE PAID All collect shipments will be refused e All shipments arriving at the facility prior to October 22 2012 will be refused amp rerouted e Crated shipments may be sent to the warehouse in advance up to thirty 30 e NOTE Shipments will only be received at the Show site during the move in days prior to the Show move in date Such shipments must arrive on or before periods SEE PAGE ONE OF THE SERVICE MANUAL October 19 2012 between 8 00am amp 4 00pm Monday through Friday As an exhibitor it is your responsibility to instruct your carrier of the proper No shipments will be received at the warehouse on weekends or holidays To Career el een ae SNOWTACIIY trace thearrival ofa shipment call407 498 5002 Bills of Lading indicating weight must accompany freight delivery The driver s signature on the Show site receiving report will verify the total e HAVE PRO NUMBER AND CARRIER INFORMATION AVAILABLE count and weight e NOTE Shipments arriving at S
10. ase call exhibitor services at 407 438 5002 or visit our Service Desk during setup and move out Please complete the information and return payment in full with this form and your orders You may choose to pay by credit card check or bank wire transfer however we require your credit card charge authorization to be on file with GEMS You agree to late fees up to 1 5 per month on any balance not paid at the conclusion of the Show or balance left without appropriate credit card on file Page 2 Cathy Gilbert Project Manager E mail cathy gemsevents com GEMS Discount Deadline 895 Central Florida Parkway Phone 407 438 5002 ext 113 GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 October 1 2012 Fax 407 852 0286 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas THIRD PARTY PAYMENT AND STATEMENT OF TERMS GEMS will present invoices to third parties at the Show site for payment of all services rendered to exhibitors provided the following conditions are met 1 The exhibitor is required to complete the INTENT TO USE NON OFFICIAL CONTRACTORS form located on page 11 of this manual 2 The payment record of the third party must be acceptable to GEMS Also the charge card information must be completed and submitted to GEMS as a deposit for the Show 3 If there is any doubt who is to be invoiced for a service the charges for the ser
11. ax A Cut Above The Rest E mail cathy gemsevents com Phone 407 438 5002 ext 113 October 1 2012 407 852 0286 GEMS Discount Deadline National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas ADDITIONAL FURNISHINGS amp ACCESSORIES CHAIRS AND ACCESSORIES Quantity Description Discount Price Standard Price Basic Side Chair 40 75 55 00 Basic Black Stool with Back 120 00 135 00 Waste Basket 15 50 21 00 Easel Chrome 32 00 39 75 Tack Board 150 00 175 00 42 High Round Caf Table 175 00 210 00 Bag Rack 60 00 80 00 SPECIAL DRAPERY BACKGROUNDS Ordered In 10 Increments Indicate Color Red Blue Black Teal _ Grey White Quantity Description Discount Price Standard Price 3 Drapery Installed per linear foot 9 25 13 75 8 Drapery Installed per linear foot DRAPED DISPLAY TABLES 30 High x 24 Wide Indicate Color Red Blue Black Teal __ Grey White Burgundy Quantity Description Standard Price Total 4 Draped 89 75 115 50 6 Draped 99 25 138 50 8 Draped 107 25 154 50 ee ee DRAPED DISPLAY COUNTERS 42 High x 24 Wide Indicate Color Red Blue Black Teal Grey White Burgundy Quantity Description Discount Price Standard Price Total 4 Draped 95 75 129 25 6 Draped 108 75 147
12. ble for all charges incurred on its behalf GEMS reserves the right to institute collection action against the exhibitor if the author ized third party does not pay See Third Party Billing Request form material handling not covered by your first payment PEO Tax Exempt For your convenience we will use this authorization to charge your credit card for any additional amounts ordered by your representative for products and services rendered to your company for this event If you are tax exempt in the state in which you will be exhibiting you must provide a Sales Tax Exemption Certificate for that state Please send the above infor mation with your orders for the show GEMS must receive your certificate with your Method of Payment order otherwise tax will appear on your invoice GEMS accepts MasterCard VISA Discover American Express amp Check Purchase orders are not considered payment All payments must be made in U S Funds drawn on a U S Bank Exhibitors will be charged a 25 00 fee for returned NSF checks Adjustments and Cancellations Adjustments to your invoice will not be made after the close of show Some items services and labor are subject to cancellation fees Cancellation fees will apply if written notice of cancellation is not received within 15 business days of the show move in No credits will be issued after delivery or attempted delivery If you have any questions regarding our payment policy ple
13. by Gilbert Exposition Management Inc GEMS or its subcontractor Gilbert Exposition Management Inc GEMS will not be responsible for improperly packed or concealed damages to exhibits The placing of an order for the services or laborers and the use of equipment by an exhibitor or any agent of the exhibitor shall be construed as an acceptance by such exhibitor or agent of terms and conditions set forth in Section 1 through 6 above Gilbert Exposition Management Inc GEMS and its subcontractors shall not be liable to any extent whatsoever for any actual potential or assumed loss of profits or revenues or for any collateral costs which may result from any loss injury or damage to an exhibitor s material or personnel which may make it impossible or impractical to exhibit exhibitor s materials EXHIBITING FIRM BOOTH y Page 9 14 Cathy Gilbert Project Manager E mail cathy gemsevents com A gt CLR bd 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas NON OFFICIAL CONTRACTORS RULES amp REGULATIONS Gilbert Exposition Management Inc GEMS has been selected as the Official Service Contractor and must be used for all material handling furniture r
14. clude wires or cords Subtotal except power cords If you need any additional Tax 7 wires or cords please contact your project Total manager for availability Please call for items not listed A 40 surcharge applies to orders placed within 72 hours of delivery No credits will be issued after delivery or attempted delivery Appropriate cancellation fees will apply to orders cancelled within 15 days of delivery A 4 Cathy Gilbert Project Manager E mail cathy gemsevents com ENY OLP 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas STANDARD CARPET ORDER CARPET Carpet Ordered in Multiples are not Guaranteed a Color Match Indicate Color ___Black Blue Grey Burgundy Red Quantity Description Discount Price Standard Price 137 50 175 50 8 x 20 250 00 326 75 8 x 30 375 00 490 00 8 x 40 490 00 653 50 Carpet Padding per 10 space 75 00x__ 95 00x_ DELUXE amp SPECIAL CUT CARPET ORDER Enhance the impression of your booth plus enjoy the added choices of designer colors by ordering our custom carpeting It is available for one time rental or outright purchase for use at further S
15. e October 23 2012 The Westin Galleria Houston Houston Texas During the Show GEMS is proud to be your Exposition Management team The NPI Event The following are important dates and information to keep at hand e GEMS maintains an on site Exhibitor Center throughout the show If there is anything you forgot to order or new require ments arise during the show we will be happy to help you Just visit us at the Exhibitor Service Center for assistance Official General Contractor GEMS Gilbert Exposition Management Services 895 Central Florida Parkway Orlando Florida 32824 Phone 407 438 5002 Fax 407 852 0286 Show Information SHIPPING ADDRESSES Back wall Drape Hunter Green White Aa Wareh Side wall Drape Hunter Green vance to Warehouse Carpet Color Multi Colored Carpet in Ballroom Booth Size 8 x10 GEMS Warehouse Booth Includes Pipe and drape and 1 ID sign provided Company Name amp Booth NPI 2012 Airways Direct Logistics Transport 16637 C W Hardy Road Houston TX 77060 Important Dates Direct to Show Site Friday September 21 2012 Shipments may start arriving at the GEMS warehouse The Westin Galleria Houston c o GEMS Company Name amp Booth Tuesday October 1 2012 DISC MEK aVSKC CGE NP 2012 z 5011 WestHeimer Post Oak received with payment Houston TX 77056 Friday October 19 2012 Last day for shipments to arri
16. ental signs rigging cleaning and installation and dismantling of decorations A NON OFFICIAL CONTRACTOR IS Any individual who is not a full time permanent employee of an exhibiting firm who is providing a service to an exhibitor on site and does not represent one or more of the official contractors i Each representative on a Non Official Contractor must physically pick up in person an Exhibit Crew badge at the GEMS Exhibitor Service Center If a representative of a Non Official Contractor does not have any identification which verifies his her employment by a Non Official Contractor he she must be accompanied to the GEMS exhibitor Service Center by a representative who has verifying identification 2 These services shall not conflict with existing labor regulations or contracts and in fulfilling his obligations the representative of a Non Official Contractor shall adhere to the regulations set up by the hall and Show management regarding entrance 3 The representative of a Non Official Contractor shall have a true and valid order for service from an Exhibitor in advance of the move in date and shall not solicit business on the Show floor 4 The representative of a Non Official Contractor will share with the Official Service Contractor all reasonable costs related to his operation including overtime pay for stewards restoration of exhibit space to its initial condition etc It is the responsibility of the Exhibitor to
17. es or other causes beyond its control or for ordinary wear and tear in handling of equipment GEMS and its subcontractors shall not be responsible for the materials after they have been delivered to the booth or before they have been picked up for loading at the exhibit hall GEMS shall not be responsible for damage to uncrated materials materials improperly packed or concealed damage All Bills of Lading covering outgoing shipments which are given to GEMS by exhibitors will be checked at the time of pickup from the booth at which time corrections will be made where discrepancies exist Furthermore the exhibitor recognizes there may be a lapse of time between the completion of packing and the actual pickup of materials from the booth for loading onto a carrier During such time the materials will not be under the care or responsibility of GEMS GEMS and its subcontractors shall not be liable to any extent whatsoever for potential or assumed loss of profits or revenues for any collateral costs which may make it impossible or impractical to exhibit Same claims for loss or damage which are not submitted to GEMS within thirty 30 days of the close of the Show shall be considered waived No suit or action shall be brought against GEMS or its subcontractors more than one year after accrual of the cause or action thereof In order to expedite removal of materials from the Show site GEMS shall have the authority to change designated carriers if such carriers
18. esk during move out and get an out bound bill of lading National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas PAYMENT amp CREDIT CARD CHARGE AUTHORIZATION Calculation of Orders Material Handling Installation amp Dismantle Labor Standard Furnishings amp Accessories Custom Furniture Rental GEMS Rental Exhibits Floral Service Booth Cleaning Other Credit Card Charge Authorization Total All Information Must Be Provided __ MasterCard _ VISA __ American Express __ Corporate __ Personal EXPIRATION DATE O i i i Card Holders Name AJAJAJA A Please Print Billing Address To simplify payment send a check payable to GEMS for your entire order or note the amount to be charged to your credit card FULL PAYMENT in U S funds drawn on a U S Bank City Phone Number Fax Number Email Address Please list all authorized persons for Card Holders Signature credit card use at show site below Company Name Payment Policy Payment for Services Third Party Billing GEMS requires payment in full at the time services are ordered GEMS requires that you provide 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 labor amp Each exhibiting firm is ultimately responsi
19. g is available at 0 95 per linear foot plus one half hour minimum labor e Mobile equipment will be moved in amp out of the exhibit hall on a time amp material basis with a minimum 250 charge per round trip Page 7 yy Cathy Gilbert Project Manager E mail cathy gemsevents com A gt OLP 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas MATERIAL HANDLING RATES CONTINUED AGREEMENT OF TERMS The exhibitor accepts responsibility for the payment of charges in connection with the handling of shipments and guarantees payment to GEMS for the incurred services described herewith OUTBOUND SHIPPING Each exhibitor or his representative will be expected to label his exhibit materials and furnish shipping information Labels and Bills of Lading will be available at the Exhibitor Service Center Previous shipping labels should be removed GEMS accepts no responsibility for misdirected shipments as a result of old shipping labels remaining on containers GEMS will route all shipments unless special advance arrangements are made Exhibits and materials for which arrangements have not been made with GEMS or which have not been removed from the exhibit area on removal day will be transpor
20. how site before the designated move in date will be refused rerouted or held by the facility You re responsible for all related charges incurred at site amp by GEMS Shipping prior to move in could delay your shipment to your booth Please follow the outlined shipping guidelines NOTE Shipments that arrive at the warehouse after Show move in has begun will be charged an additional 25 overtime rate of the advance warehouse rate Label each package or crate as follows e Label each package or crate as follows TO ARRIVE ON OR BEFORE DO NOT DELIVER PRIOR TO October 22 2012 October 19 2012 The Westin Galleria GEMS Warehouse Houston c o GEMS Company Name amp Booth Company Name amp Booth NPI 2012 NPI 2012 Airways Direct Logistics Transport 5011 WestHeimer Post Oak 16637 C W Hardy Road Houston TX 77056 Houston TX 77060 Please note the following general shipping information e Shipments received without receipts freight bills or specified unit counts on the receipts or freight bills such as UPS or van lines will be delivered to the exhibitor s booth without guarantee of the piece count or condition No liability will be assumed by GEMS for such shipments e Crated materials will be received at the warehouse up to 28 days in advance and delivered to respective booths at the Show facility Empty containers will be removed from the booth placed in storage and returned to the booth at
21. hows at a very reasonable cost Carpeting is 30 oz stain resistant Zeftron Nylon Other colors may be available please call the number below for additional colors and prices Also consider foam padding for comfort and added luxury feeling Gunmetal Misty Grey Bay Water Cherry Red Burgundy Silver Mist Baby Blue Ebony Navy Sky Blue Dusty Rose Light Teal Please fill out your choice below There is a minimum order of 200 square feet for custom carpet If additional carpet is required to cover steps skids and display cases please send a floor plan A quotation will be forwarded to you before we proceed RENTAL PRICE order includes installation carpet padding poly covering and removal Carpet Color BoothSie OX COs Ft 3 25 Saq Ft PURCHASE PRICE order includes installation carpet padding poly covering and removal Freight handling charges at the close of the Show will be additional Carpet Color __________ BoothSie OX LSS Ft 4 25 Sq Ft CARPET PADDING order includes installation and disposing of padding Padding is only offered at the purchase price Carpet Color Booth Size X Sq Ft 0 75 Sq Ft EXHIBITING FIRM Subtotal BOOTH Page 14 4 Cathy Gilbert Project Manager E mail cathy gemsevents com A SS Cth bey 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline
22. include any specific instructions Please retain one copy for your files Page 15 O yy Cathy Gilbert Project Manager E mail cathy gemsevents com gt Cth bey 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas SIGN ORDER FORM SHOWCARDS QTY DESCRIPTION DISCOUNT PRICE STANDARD PRICE 7 x11 27 75 48 75 7 x44 36 86 57 56 14 x 22 37 36 58 40 14 x 44 62 66 100 07 22 x 28 63 68 101 40 28 x 44 81 94 157 48 40 x 60 179 63 315 50 BANNERS QTY DESCRIPTION DISCOUNT PRICE STANDARD PRICE TOTAL DIGITAL BANNER 15 00 psf 24 00 psf FORMULA x ADDITIONAL SERVICES QT DESCRIPTION DISCOUNT PRICE STANDARD PRICE CARDBOARD EASEL 7 25 per sign 14 50 per sign Loco SCAN 49 00 per logo 63 50 per logo PLEASE CALL FOR GRAPHICS PRICING SIGN SPECIFICATIONS PLEASE INDICATE YOUR PREFERENCES TEXT STYLE BLock ROMAN SCRIPT CASUAL SCHOOL PANEL STYLE VERTICAL HORIZONTAL LETTER COLOR BACKGROUND COLOR INDICATE SIGN COPY HERE PLEASE PRINT IMPORTANT NOTE Any in house work needed to prepare non digital art f
23. ition to the above listed rates a 35 supervision fee will apply to the Labor personnel must be picked up at GEMS Exhibitor Service Center when above rates with a 50 00 minimum charge under exhibitor supervision Work will be done on a straight time basis if possible However overtime e Aone hour no show charge will be applied if exhibitor fails to pick up labor charges will be invoiced if necessary personnel as ordered e Notice of cancellation should be made at least 24 hours prior to the e Notice of cancellation should be made at least 24 hours prior to the Show move in to avoid a one hour minimum charge move in to avoid a one hour charge per requested personnel Workers are assigned to orders at 8 00AM daily and completion time of first assignments is uncertain FORKLIFT ORDER Straight Time 75 00 per personnel hour Overtime 85 00 per personnel hour Forklift 50 00 per hour A forklift crew will consist of one forklift one driver and one spotter Please note that a forklift crew should be ordered if you need equipment spotted in your booth area removed from crates positioned or repositioned once it is in your booth area Forklift crews do not need to be ordered if it is part of the Material Handling Process The same rules and regulations apply to forklift crew labor as to all other labor services INSTALL amp DISMANTLE RECAP Please check the appropriate line ___ GEMS Supe
24. l of Lading does not identify the various classifications the whole shipment will be charged at the special handling rate INBOUND BILL OF LADING OR DELIVERY RECEIPT All shipments must have a Bill of Lading or delivery receipt showing number of pieces weight and description of merchandise The charges will be computed based on this weight In the event that no weight is indicated on the documents presented GEMS shall estimate the weight and all charges will be based on these estimates The estimates will be binding on both parties A 25 fee will be applied to your invoice if GEMS finds it necessary to provide this weigh scale service No adjustments will be made after the Show closes Copies of the Bills of Lading including pro number should be mailed to GEMS as soon as shipments are made This will assist in tracking if necessary EMPTY CONTAINER LABELS Empty labels for storage of containers during the Show will be available at the Exhibitor Service Center Affixing the labels is the sole responsibility of the exhibitor or representative All previous labels should be removed GEMS assumes no liability for errors to the above procedure removal of containers with old labels improper information or valuables stored in containers with old empty labels Empty crates or containers will not be accessible after removal unless prior arrangements are made for accessible storage at the Exhibitor Service Center SPECIAL RATES AND SERVICES Steel bandin
25. or production or to correct digital files to a production ready state is billed at 65 00 per hour with a one half 12 hour minimum TOTAL OF ALL ITEMS ORDERED 7 SALES TAX yy Cathy Gilbert Project Manager E mail cathy gemsevents com A SS OLP 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest
26. rvision _ Exhibitor Supervision _ Forklift Crew Install Date Time Total Laborers Hours per Laborer Dismantle Date Time Total Laborers Hours per Laborer GEMS Supervision Install 35 GEMS Supervision Dismantle 35 Forklift Fee 50 00 ESTIMATED COST FOR INSTALLATION DISMANTLE LABOR AND OR FORKLIFT LABOR LIMITS OF LIABILITY amp RESPONSIBILITY FOR LABOR 4 Claims for loss injury or damage which are not submitted to Gilbert Exposition Management Inc GEMS within thirty 30 days of the close of the Show on which the loss injury or damage occurred shall be considered waived No suit or action shall be brought against Gilbert Exposition Management GEMS or its subcontractor more than one year after the accrual of the cause of action Gilbert Exposition Management Inc GEMS amp its subcontractors shall not be responsible for loss delay or damage due to strikes lockouts or work stoppages of any kind Gilbert Exposition Management GEMS will not be responsible for improper packing of exhibitor material and products or incorrect labeling if working under the supervision of the exhibitor Gilbert Exposition Management Inc GEMS and its subcontractors shall not be responsible for loss injury or damage cause by laborers or equipment furnished by Gilbert Exposition Management Inc or its subcontractors except when such laborers are working or operating equipment under direct supervision of a supervisor designated
27. see that each representative of a Non Official Contractor abides by the Official Rules amp Regulations of this Exposition If both the INTENT TO USE NON OFFICIAL CONTRACTORS form and CERTIFICATE OF INSURANCE are not supplied to GEMS by October 1 2012 then any representative of the Exhibiting Firm or Non Official Contractor will be required to order labor from GEMS INTENT TO USE NON OFFICIAL CONTRACTORS A NON OFFICIAL CONTRACTOR IS Any individual who is not a full time permanent employee of an exhibiting firm who is providing a service to an exhibitor on site at the Show facility and does not represent on or more of the official contractors 1 Exhibitors who choose to use a Non Official Contractor must complete and sign this form It must be received at Gilbert Exposition Management Services Inc GEMS no later than the Deadline Date NO EXTENSIONS OR EXCEPTIONS WILL BE GRANTED AFTER THE OFFICIAL PUBLISHED DEADLINE 2 The Non Official Contractor must provide GEMS with a copy of valid Certificate of Insurance This certificate must be received no later than the deadline date NO EXTENSIONS OR EXCEPTIONS WILL BE GRANTED AFTER THE OFFICIAL PUBLISHED DEADLINE 3 Failure to provide GEMS with items 1 and 2 above will result in said firms being required to hire installation and dismantling labor from GEMS Non Official Contractors will be able to provide supervision only All representatives of the Non Official
28. ted to our warehouse at an additional charge to await disposition GEMS reserves the right to route exhibit material via an alternate carrier in the event that the requested carrier fails to pick up the shipment or refuses to accept shipments within five 5 business days following the close of the Show No liability will be assumed by GEMS as a result of such re routing or handling Any freight brought back to the warehouse for special pick up will be given an additional charge SHIPMENTS RETURNED TO THE WAREHOUSE At the close of the Show should shipments need to be brought back for any reason there will be an additional charge of 89 00 per CWT for straight time and 178 00 per CWT for overtime with a 500 Ib minimum LIMITS OF LIABILITY All shipments should be insured by the exhibitor from the time they leave their firm until they are returned after the Show All exhibits or materials handled by GEMS and insured by the exhibitor are not to exceed a value of 0 25 per pound and are not to exceed a maximum of 50 00 per item or 1000 00 per claim whichever is less GEMS and its subcontractors are not insurers The amounts paid to GEMS are based on the value of the material handling services and are unrelated to the value of the property being handled GEMS and its subcontractors shall not be responsible for loss delay or damage due to strikes lockouts work stoppage fire theft windstorm water vandalism acts of God mysterious disappearanc
29. the close of the Show Material is then moved from the booth to the dock and reloaded on designated vehicles Charges will be based on in bound weight only IMPORTANT Refer to the MATERIAL HANDLING RATES in the Exhibitor Service Manual for rate information Page 4 yy Cathy Gilbert Project Manager E mail cathy gemsevents com A gt OLB bd 895 Central Florida Parkway Phone 407 438 5002 ext 113 GEMS Discount Deadline GILBERT EXPOSITION MANAGEMENT SERVICES Orlando Florida 32824 Fax 407 852 0286 October 1 2012 A Cut Above The Rest National Procurement Institute October 23 2012 The Westin Galleria Houston Houston Texas FOR ADVANCE SHIPMENTS TO ARRIVE BY October 19 2012 Ky RUSH EXHIBITION MATERIALS To EXHIBITOR NAME GEMS Warehouse NPI 2012 Airways Direct Logistics Transport 16637 C W Hardy Road Houston TX 77060 Booth of Pieces Carrier FOR ADVANCE SHIPMENTS TO ARRIVE BY October 19 2012 Ky I RUSH EXHIBITION MATERIALS To EXHIBITOR NAME GEMS Warehouse NPI 2012 Airways Direct Logistics Transport 16637 C W Hardy Road Houston TX 77060 Booth of Pieces Carrier FOR ADVANCE SHIPMENTS TO ARRIVE BY October 19 2012 Ky RUSH EXHIBITION MATERIALS To EXHIBITOR NAME GEMS Warehouse NPI 2012 Airways Direct Logistics Transport 16637 C W Hardy Road Houston TX 77060 Booth of Pieces Carrier FOR ADVANCE SHIPME
30. up to the next one hundred 100 pounds Rates are calculated on a round trip basis SMALL PACKAGE SHIPMENTS Shipments received without individual carrier receipts or freight bills such as UPS FEDERAL EXPRESS EXPRESS MAIL PARCEL POST or PRIVATE VEHICLE etc will be delivered to the booth without guarantee of the piece count or condition GEMS will assume no liability for these shipments 50 00 per shipment will be charged for packages 25 pounds and under LABOR AND EQUIPMENT Labor will be available for un crating un skidding assembling positioning leveling dismantling re crating and re skidding machinery and or equipment of exhibitors Please see the INSTALLATION AND DISMANTLING LABOR ORDER FORM in this manual SPECIAL HANDLING Add 50 to the quoted Show facility rate for un crated or loose display shipments or shipments by any truck which because of height or truck bed cannot be unload ed at the docks Uncrated and loose display shipments will not be received at the warehouse This form of shipment should be sent directly to the Show facility scheduled to arrive during the move in time These shipments will not be accepted prior to the move in dates Uncrated and loose display shipments are defined as open displays not crated or cased or un skidded machinery on an open flatbed truck without proper lifting bars or hooks If the crated materials are combined with un crated or loose materials in the same shipment and the Bil
31. ve at GEMS warehouse without surcharges Shipments arriving at show site before the designated move in date will be refused rerouted or held by the DO NOT SHIP TO SHOW SITE PRIOR TO Pech es VOR are responsible for all related Tuesday October 23 2012 charges incurred at show site and b y GEMS Shipping prior to move in could delay your shipment to your booth Please follow the outlined shipping guidelines After the Show Feel free to contact GEMS throughout the year for assistance with any trade shows Special Events exhibit rentals installation and dismantle labor or material storage We look forward to serving you in the future A GEMS Project Manager is specifically assigned to this event in order to help you with all of your booth needs Please do not hesitate to contact her with any questions GEMS wants your event to shine SHOW HOURS Monday October 22 2012 Exhibitor Move In 1 00 pm 6 00 pm Tuesday October 23 2012 Exhibits Open 7 00 am 11 00 am 1 00 pm 4 30 pm Exhibits Move Out 4 30pm 7 00 pm Airways Freight Trade Show will be on location if you would like to ship with the Show carrier Please inform your drivers to be checked in at the loading area by 6 15 pm on Tuesday October 23 2012 Freight not picked up by 7 30 pm on Tuesday October 23 2012 will be redirected All Exhibit Materials must be off the show floor by 7 30 pm Stop by the GEMS D
32. vice will be charged to the exhibitor The exhibiting firm is ultimately responsible for the payment of all charges If the Non Official Contractor requires GEMS to fax an invoice from the Show Facility a 75 00 service charge will be added 4 The following form is to be completed signed and returned by both parties by the deadline date indicated at the bottom of this page Otherwise the request will be denied Please do not forget to fill out the credit card authorization form We understand that we the exhibiting firm are ultimately responsible for payment of charges incurred In the event that the named third party does not make payment upon presentation of the invoice at the Show site such charges will be presented to the exhibiting firm for payment ALL INVOICES MUST BE SETTLED BY THE CLOSE OF THE SHOW Please fill out the form below completely EXHIBITING FIRM BOOTH AUTHORIZED NAME amp TITLE AUTHORIZED SIGNATURE DISPLAY HOUSE NAME THIRD PARTY PAYER COMPLETE ADDRESS CITY STATE ZIP CODE AUTHORIZED NAME amp TITLE AUTHORIZED SIGNATURE PHONE NUMBER FAX NUMBER ITEMS TO BE BILLED TO THIRD PARTY ___ MASTERCARD __VISA ___ DISCOVER ___ AMERICAN EXPRESS ACCOUNT NUMBER EXPIRATION DATE NAME ON CARD SIGNATURE COMPANY NAME BOOTH COMPANY ADDRESS CITY STATE ZIP CODE PHONE NUMBER FAX NUMBER y Page 3 AS 14 Cathy Gilbert Project Man
Download Pdf Manuals
Related Search