SHOW INFORMATION Florida Vascular Society Annual Meeting
Contents
1. Carpet is delivered clean but may become dirty during setup We Porter Service includes emptying wastebaskets within the booth every suggest that you order vacuuming at least once before show two hours during the show It may be ordered once for only the first opening day of the show or daily Please note booth cleaning and porter service are taxable for this show Total Carpeting amp Cleaning 6 50 Tax Amount Due Company Name Booth Contact Name Phone Authorized Signature Signature also indicates you read and accept the Payment Policy and Terms and Conditions Must order by discount deadline date to receive discounted pricing Payment Authorization must be completed and returned with order There are no exchanges or refunds once item has been delivered to your booth Cancellation must be received in writing 48 hours prior to first exhibitor move in day All tax rates are subject to change Shepard Exposition Services 603 W Landstreet Rd Orlando FL 32824 407 888 9669 407 888 2301 orlando shepardes com 7 Shepard Customer Service Phone Customer Service Fax Customer Service Email Event Code F135880513 SPECIALTY CHAIRS AND TABLES anai f pr F a l me rT l 36 Diameter 24 W x18 30 or 42 H an nem Discount Regular amount 50031 __ Sq Side Table _81 10__ 10545 MISCELLANEOUS ITEMS Cow tem Discount Regular Amount Te crossba2. Oo o O o s sS Return Form To _ 7 OUrLt SF Presentation Services Orlando Bonnet Creek 14100 Bonnet Creek Resort Lane PLEASE CHECK ONE Method of Payment Card Number SSID 3 or 4 Digit American Express Orlando FL 32821 Se CX Date Discover C Ishree Singh email isingh psav com Cardholder s Name printed as appears on card Visa L PH 407 597 3930 MasterCard L Todd Jones email tjones psav com Cardholders Signature Room L PH 407 597 3931 S AV m a FAX 407 597 3934 PRESENTATION SERVICES
3. Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 Discount Deadline April 12 2013 Please complete the information requested below and return this form with your orders You may choose to pay by credit card check payable to Shepard Exposition Services or bank wire transfer However we require your credit card authorization to be on file before we process your order s for service We will use this authorization to charge your credit card account for any additional amounts incurred as a result of show site orders placed by your representative to include material handling charges for shipments received on your company s behalf and any unpaid balance due for Shepard services Credits for services will be issued at show site only WIRE TRANSFER In order to accurately process the transfer of funds from your account please complete the following information and fax it along with a copy of the wire receipt to the fax number printed on the header of this page A 50 service charge will be added for processing checks drawn on foreign banks A 25 service charge will be added for processing U S wire transfers 50 service charge for international wire transfers The following information must be included on the bank copy of the wire transfer confirmat
4. AOLCDMonitorwStandSSCSC C CSCSCSSCSC d S70 SHOOTS 46 LOD MontorwStan fs 980 00 S 1 240 00 H CANCELLATIONS 52 LCD Monitor w Stand 1 000 00 1 325 00 A Cancellation of equipment ordered must be received 63 Plasma Monitorw Stand s 200 00 147500 48hours porto every date to avoid a Desktop LCD Projector s mools 950 00 minimum one day charge Wii Gaming Station Package w 46 LOD Montor 1 25000 1 500 00 8 ifservices have aready been provided atthe tme of cancelation 100 of original charges wil be applied Other o Soo To o EO E Show rate is considered to be under 5 days of usage Qty xX SHOW RATE Total Audio Equip ment Advanced On Site SHOW NAME Powered Speaker Stand T 1250078 15000 Sound System with 2 powered speakers 2 stands and 650 00 750 00 1 Wireless Microphone Handheld or Lavalier circleone 1T TT SS sS 65000 750 00 5 Bose L1 Slimline Sound System w 1 Wireless Microphone 650 00 750 00 Delivery Information a 3 A OOOO O l OC O O oo TOTALS PAYMENT IS DUE WHEN ORDER IS PLACED TOTALEQUIPMENT O O O O O OOOO OoOo O o aO Poba fim O OoOO O O O OO DELIVERY SETUP PICKUP 24 Service Charge T T SSS susrora O OO o o U O o STATE SALES TAX 65 C C T aq for Processing torao
5. 5 00 five dollars per pound based on the weight of the articles for which Shepard specifically acknowledges receipt in writing Shepard shall in no event be liable for collateral exemplary indirect costs or damages or loss of sales resulting from or related to a claim for loss of or damage to material INBOUND AND OUTBOUND SHIPMENTS onsistent with trade snow Industry practices there may be a lapse of time between the delivery of snipment s to the booth and the arrival of the exhibitor or his representative During such time the materials will be left unattended Shepard is not and cannot be responsible for loss damage theft or disappearances of exhibitor s materials after same have been delivered to the exhibitors booth Similarly there may be a lapse of time between the completion of packing and the actual pick up of exhibitors materials from the booth for loading onto a carrier During such time the materials will be left unattended Shepard shall not be responsible for loss damage theft or disappearance of exhibitors materials before same have been picked up for loading after the show All materials will be checked at the booth at the time of loading using document s submitted by the exhibitor and notations of exceptions to conditions of materials or piece counts will be made on said document Shepard assumes no responsibility for loss damage theft or disappearance of exhibitors materials after same have been delivered to exhibi
6. Shepard equipment or 3 exhibitor s violation of Federal State or Local ordinance or violation of show regulations and or rules as published by the Facility and or Show Management CLAIM S FOR LOSS AND PAYMENT FOR SERVICES Exhibitor agrees that any and all claims for loss or damage shall be submitted to Shepard prior to the conclusion of the show when alleged loss or damage occurred prior to that time and in all cases within 30 days of the conclusion of the show For claim reporting purposes the conclusion of the show shall be construed as the end of the day on which exhibitor must vacate the show site All claims reported after the 30 day period will be rejected In no event shall a suit or action be brought against Shepard more than one year after the date that loss or damage occurred Payment for services may not be withheld In the event of any dispute between Shepard and the exhibitor relative to any loss or damage claim the exhibitor shall not be entitled to and shall not withhold payment for Shepard services as an offset against the amount of the alleged loss or damage Any claim against Shepard shall be considered a separate transaction and shall be resolved on its own merit SHEPARD S LIMITS OF LIABILITY If found liable for any loss or damage Shepard s sole and maximum liability for loss or damage to exhibitor s materials will be limited to the repair or replacement with like kind and quantity subject to a dollar amount not to exceed
7. Follow these simple steps to order Shepard Services Online 1 GO TO www shepardes com intro asp 2 Click on Florida Vascular Society Annual Meeting 3 LOG IN from the Show Information page 4 ENTER your email address and password then click a NEW users User name Your Email Address provided by Show Management Password FVS13 b Previous users User name Your Email Address Password Your pre existing password 5 Don t remember your password Click the link Forgot your password and follow the prompts to have your password sent to the registered email address 6 Once logged in you will be prompted to review your profile information a If your information is correct click OR b If your information is not correct please click here as indicated update your profile and submit changes 7 Welcome to Shepard Online Ordering Some helpful tips Use the or CD buttons to scroll through all your options Use the button to add an item to your cart BEFORE proceeding to the next screen To NAVIGATE to a specific page use the menu headers at the top of the page To VIEW your shopping CART click on To DELETE an item from your shopping cart click Ge next to the item you wish to remove QUESTIONS Do not hesitate to contact us for assistance Shepard Customer Service 407 888 9669 orlando shepardes com A Shepard Exposition Services PAYMENT AUTHORIZATION lt gt Shepard 603 W Landstreet Rd
8. Force freight through preferred carrier Send shipment back to Shepard warehouse 400 min fee please check all that apply o Furniture o A V Equipment o Telephone Internet Services You Have Ordered o Electrical o Booth Cleaning Electrical Information o Electrical should go under the carpet diagram is attached o Electrical drawings are attached O Electrical drawings are with exhibit in crate number o Electrical drawings were sent to the official contractor Booth Phone Must order by discount deadline date to receive discounted pricing Payment Authorization must be completed and returned with order Orders cancelled without written 48 hour notice will be charged a one 1 hour cancellation fee All tax rates are subject to change SHEPARD LOGISTICS SERVICES Florida Vascular Society Annual Meeting May 2 4 2013 Waldorf Astoria Orlando Florida Shepard Exposition Services 1531 Carroll Drive NW Atlanta GA 30318 888 568 8858 404 720 8733 logistics shepardes com F135880513 Shepard Logistics Phone Shepard Logistics Fax Shepard Logistics Email Event Code EXHIBIT MATERIALS TRANSPORTATION INBOUND PICK UP LOCATION INFORMATION Payment Authorization form must be on file to pick up as charges will be Items to be shipped included on your show services invoice Number of Pieces SHIPPING INFORMATION Est Weight Crates Cartons cardboard Requested Pick Up D
9. OT Total Type ST ST ST OT OT OT Price e Price crated 64 25 83 50 9650 crates 5775 75 00 86 75 Sp Handing 83 50 108 50 125 25 Sp Handing 75 00 97 50 11250 Small Packages FedEx UPS DHL under 30 Ibs ST ST ST OT OT OT RATES ARE PER 100 LBS WITH A 200 LB MINIMUM Subtotal Price Per Carton 32 25 4200 4850 o N A Tax Total Total Min per ship 64 50 83 75 96 75 Per carton 35425 ST ST 35426 ST OT 35427 OT OT Amount Due Minimum per shipment 35428 ST ST 35429 ST OT 35430 OT OT For credit card payments please complete the payment authorization form Any additional overtime charges will be invoiced at show site and are subject to change pending move in move out schedule We understand that your calculation is only an estimate Invoicing will be calculated from actual certified weight ticket or reweigh ticket on inbound material handling receiving report Adjustments will be made accordingly Any adjustments to charges must be made at show site Single pieces weighing more than 5000 pounds CANNOT be accepted at the warehouse Loose easily damaged uncrated or blanket wrapped shipments should be shipped directly to the show site If you have any questions about material handling please contact Shepard Customer Service department Please complete the following Company Name Booth Contact Name Phone Authorized Signature Shepard Exposition
10. Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 Discount Deadline April 12 2013 The following information must be completed and the form returned to Shepard by the deadline date Both parties MUST sign this form indicating acceptance otherwise request will be denied When a third party is handling your display and or paying for any services on your behalf we will agree to this third party arrangement if the following payment is agreed upon and all signatures are properly completed By signing this form both parties agree and understand that the exhibiting firm is responsible for all charges In the event that the named third party does not make payment by show close Shepard will be paid by the exhibiting firm on demand at show site The show site invoice may or may not include any outbound services such as additional material handling rigging and or shipping charges SERVICES TO BE COVERED BY THIRD PARTY _ Jan services Rental Furniture Hasni Display Rentals Hovernoad Rigging Labor Carpet Cleaning Installation Dismantling Labor Material Handling Please complete the Material Handling Authorization Form Logistics Transportation Notes Other please specify THIRD PARTY INFORMATION COMPANY NAME COMPANY ADDRESS PHONE CITY ST ZIP FAX CONTACT NAM
11. charged as standard material handling for a lower rate ENVELOPE DELIVERIES Surcharge 10 50 per envelope 35007 During show hours at the show facility a charge will apply to receiving and delivering envelope packages to your booth SECURED STORAGE Surcharge 80 sq ft Minimum 20 00 Min one hour labor fee for each trip 35400 Only Shepard personnel have access to secured storage A minimum one hour material handler charge at show rates will apply each time material is handled to or from storage There is no charge to return materials to your booth at the close of the show ACCESSIBLE STORAGE Surcharge Based on applicable Labor rate refer to labor order form 35166 Accessible storage will be accessible during the show but not necessarily by exhibitors There will be no charge to return material to the booth at the close of the show WAREHOUSE STORAGE Shipments arriving at the warehouse more than 30 days ahead incur storage fees Transportation of freight to the warehouse after the show at the exhibitor s request incurs return to warehouse RTW fees and storage fees Return to Warehouse Service Fee Surcharge 20 00 per CWT Minimum 400 00 35005 crated materials only uncrated materials will not be accepted at warehouse Storage per month Surcharge 10 00 per CWT Minimum 100 00 35006 MOBILE SPOTTING FEE Surcharge 150 00 round trip 35106 Vehicles operated by exhibitors may be allowed on the exhibit hall floor for loading or unlo
12. delivered or carrier has not checked in during assigned target date time PADDED VAN DELIVERIES Surcharge 8 00 CWT 35041 A padded van surcharge applies to van line carriers that transport freight at cubic displacement rates operate a non standard dock height equipment require freight on the truck to be unloaded in a specific order or orientation or require that freight on the truck be moved to unload the actual delivery MARSHALING YARD Surcharge Maximum 25 00 35250 Where Shepard Exposition Services as the show contractor must lease space for marshaling yard operations because no space is provided by the facility Shepard may charge a one time fee per shipment processed inbound and or outbound through the marshaling yard REWEIGH OF SHIPMENTS Surcharge 25 00 per forklift load 35282 An additional charge per forklift load will be applied to shipments that have to be reweighed at the dock due to the lack of a certified weight ticket or an incorrect or understated weight on a delivery document EMPTY CRATE STORAGE Surcharge 10 00 per piece Minimum 40 00 35105 A charge per crate carton or skid applies when Shepard handles the storage and return of empties from a shipment not received by Shepard and therefore not subject to material handling charges Small Package Consolidation Cartons weighing 30lbs or less will qualify for the small package rate Should one delivery contain 15 or more small packages it can be consolidated and
13. exhibitor 19 As the official Electrical Contractor we will be responsible for All under carpet distribution of electrical wiring All motor and equipment hook ups requiring hardware connections The above items require electrical labor which may be ordered in the Electrical Labor sections on the reverse side 20 In the interest of public safety exhibits in the convention facilities may be inspected to determine if any violations exists If they are found qualified electricians are available to correct the problems This work will be performed on a time and material basis If the exhibitor does not wish to have the fault corrected electrical service to the offending booth will not be connected If an exhibitor is not informed or does not understand basic safety standards for electrical wiring an electrician should be consulted Serious risks are involved which can be eliminated by understanding basic requirements of safe wiring inside your booth For the safety of you and the public remember these points All wiring must have a 3 wire grounded cord with a minimum of 14 gauge The use of clip on sign sockets latex or lamp cord wire in displays or the use of 2 wire clamp on fixtures is prohibited by order of fire prevention bureaus at trade shows and conventions e Zip cords or two wire cords are ungrounded and could result in safety hazards Their use is forbidden in all convention facilities 21 Electricity will be turned on wit
14. for any person parties or other contracting firms not under Shepard s direct supervision and control Shepard shall not be responsible for loss delay or damage due to strikes lockouts work stoppages natural elements vandalism acts of God civil disturbances power failures acts of terrorism or war or any other causes beyond Shepard s reasonable control or for ordinary wear and tear in the handling of materials Due to the security and liability requirements Shepard personnel will unload all vendor materials from the loading docks to the booths INDEMNIFICATION The exhibitor agrees to indemnify forever hold harmless and defend Shepard and its employees officers and agents from and against any and all claims causes of action fines penalties damages liabilities judgments and expenses on account of personal injury or death damage to or loss of property or profits arising out of or contributed to by any of the following 1 exhibitor s negligent supervision of any labor secured through Shepard or the negligent supervision of such labor by any of the exhibitor s employees agents representative invitees and or exhibitor appointed contractor EAC 2 exhibitor s negligence willful misconduct or deliberate act or such actions of exhibitor s employees agents invitees representatives or EACs at the show to which this contract relates including but not limited to the misuse improper use unauthorized alteration or negligent handling of
15. of front edge only All rental carpet is delivered clean to your booth space but during setup carpet may become dirty Please order cleaning service at least once before show opening PREMIUM CARPET 32 0Z 100 ULTRA CUT PILE WITH ACTION BACK OR JUTE BACKING Choose Color Tay tem Discount Regular Amount Red 01 Charcoal 17 46001 Rentavsat 470o 6 10 Silver Cloud 18 Black 06 46003 Rental 1000 sa ft 4 00 520 Deep Navy 22 Cobalt 46002 Purchase s ft 12 00 1560 Rental includes installation and removal Purchase carpet please fill out Labor Order Form carpet installation ee tare ET In order to protect premium cut carpet during set up Visqueen will 21 Minimum 100 sq ft is required No refunds on cancellations section to have carpet installed automatically be installed at published rate listed below BOOTH DIMENSIONS PADDING amp VISQUEEN Tay nem Discount Regular Amount sooo __ Paang ors 100 sooo _1 Padding 175 230 soo10 Visqueen oso o4 BOOTH CLEANING Minimum 100 sq ft PERIODIC PORTER SERVICE Booth cleaning rates are per square foot Porter Service Rates are per square foot Qty Item Discount Regular Amount Qty ELA 47011 VacuumOnce 0 37 oso 47030T __ Porter SveOnce 0 50 47012 Daily vacuum 0 74 0 95 47031TL__ _ Daily Porter Sve_ 1 50 What is your booth size ft
16. 14 3 with ground ALL exposed noncurrent carrying metal parts of fixed equipment which are liable to be energized shall be grounded 11 A 25 00 service charge will be assessed for all returned checks and credit cards 12 Material and equipment furnished by EDLEN for this service order is furnished on a rental basis and remains the property of Edlen and shall be removed ONLY by EDLEN Employees Price also includes all necessary disposable supplies 13 EDLEN Employees are authorized to cut floor coverings when essential for installation of service otherwise indicated 14 Claims will not be considered or adjustments made unless filed in writing by the exhibitor prior to close of event and this claim must be verified by an EDLEN Employee prior to close of event 15 Credit will not be given for service installed and not used 16 It is agreed that in the event it becomes necessary to turn this matter over to an attorney for collection or to file a lien or foreclosure or otherwise exhibitor will pay EDLEN its attorney fees or applicable agency fees 17 Aservice charge of 1 5 per month on any unpaid balances will be made starting 10 days after the date of invoice 18 Exhibitor holds EDLEN harmless for any and all losses of power beyond EDLEN s control including but not limited to losses due to utility company failure permanent power distribution failure power failure caused by vandalism faulty exhibitor equipment or overloads caused by
17. ADDRESS LABELS lt Shepard DIRECT TO SHOW EXHIBITING CO NAME Booth C O SHEPARD EXPOSITION SERVICES Waldorf Astoria 14200 Bonnet Creek Resort Ln Orlando FL 32821 For Florida Vascular Society Annual Meeting MUST NOT BE DELIVERED PRIOR TO May 2 2013 8 00 AM DIRECTTOSHOW TO SHOW EXHIBITING CO NAME Booth C O SHEPARD EXPOSITION SERVICES Waldorf Astoria 14200 Bonnet Creek Resort Ln Orlando FL 32821 For Florida Vascular Society Annual Meeting MUST NOT BE DELIVERED PRIOR TO May 2 2013 8 00 AM Shepard Exposition Services MATERIAL HANDLING AUTHORIZATION 603 W Landstreet Rd Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 SHIPMENT INFORMATION Please complete the following information Please indicate number of pieces and the estimated weight We plan to ship to Advance Warehouse o Direct to Show Site of Pieces Description Weigh We plan to ship on date o oos o Our materials should arrive on date oo ooo caos S SOS Carrier Name Pro po cases Origin of Shipment city state po aret Please provide a contact name and number for any questions Shepard may have fs Miscellaneous sd in regards to this shipment Total Weight Name Phone MA
18. D OUTLET POWER STRIP 32 00 REAR O D ST Mon Fri 8 00am 4 30 iai al Lees eaa gt on Fri 8 00am 4 30pm Except Holidays D 0A 0O a BOOTH OT Mon Fri 4 30pm 8 00am enue T Sat Sun Holidays AUS q Malad SUBTOTAL PAYMENT MUST ACCOMPANY FULL PAYMENT DUE PRIOR ALL ORDERS 10 BUSINESS DAYS i PRIOR TO SHOW SET UP TOTAL DUE o FOR DISCOUNT PRICE TO APPLY TO SHOW OPENING Master Card U Visa LIAMX U Check Credit Card EXP DATE ALL ORDERS MUST BE PAID Cardholders Name Print eee IN ADVANCE ON U S BANKS Authorized Signature NAME OF SHOW NAME FACILITY Waldorf Astoria FIRM NAME SHOW DATES BOOTH ADDRESS TELEPHONE CITY STATE ZIP FAX SIGNATURE PRINT NAME 06 07 WHITE EDLEN YELLOW CUSTOMER REGULATION AND GENERAL INFORMATION 1 Calculate your lighting needs by adding wattage in each location EXAMPLES OF HOW TO READ METAL PLATES ON EQUIPMENT 2 For other equipment read the ratings from the metal plate vi20PHi 120V Single Phase 230 Volts attached to the unit See example If the rating is in watts order Hz60 60 Cycle 30 Amps in wattage If the rating is in amps order in amperage W1000 j 1000 Waits 3 Phase 3 Separate locations require separate outlets 500 watt min POWER LOCATIONS X Indicate location of outlet One drop within booth wh WHERE WILL MY OUTLET BE LOCATED ource ih ceiling or ane Eaton at Your outlet will be located as depicted below unless a a oe E a floorplan is received ind
19. E EMAIL AUTHORIZED SIGNATURE EXHIBITING COMPANY INFORMATION COMPANY NAME BOOTH COMPANY ADDRESS PHONE CITY ST ZIP FAX CONTACT NAME EMAIL AUTHORIZED SIGNATURE THIRD PARTY CREDIT CARD INFORMATION kr Type of Card 0o mp Bo Month Year Billing Address Security Code ooo City ST Zip Name on Card Authorized Signature Shepard Exposition Services EXHIBITOR APPOINTED CONTRACTOR 603 W Landstreet Rd Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 Deadline Date April 5 2013 Please read the following information entirely prior to signing form and returning to Shepard Complete this form for each non official contractor used Only the official show contractor or the facility may provide building services utilities rigging material handling cleaning and furniture rental As the official show contractor Shepard will provide all standard trade show services including installation dismantling labor but exhibitors may appoint a non official contractor to provide installation dismantling labor provided all the following conditions are met EXHIBITOR must inform Shepard Exposition Services that they have contracted with a non official contractor by completing this form and returning it by deadline da
20. Internet for a duration of up to 5 calendar days m Single Day and Meeting Shared Services cannot be combined ALL Meeting services are valid for a maximum of 5 calendar days m Prices effective through June 2013 and are subject to change without notice Please call to verify rates m After hours installations before 7 a m and after 6 p m will incur a 150 00 per man hour charge On site orders will incur a 100 00 pop up fee m Orders cancelled with less than forty eight 48 hours notice will incur a 50 cancellation fee Waldorf Astoria Orlando Hilton Orlando Bonnet Creek Order Form 4 Services provided by our Internet Partner XpoNet W H t Attention XpoNet Event Coordinator WALDORF ASTORIA 1itO Phone 407 597 5500 Email wahbc xponet net ORLANDO Orlando Bonnet Creek 14200 Bonnet Creek Resort Lane Orlando FL 32821 TERMS AND CONDITIONS PLEASE NOTE WIRELESS ACCESS POINTS MAY NOT BE INSTALLED ON PROPERTY WITHOUT THE EXPRESS WRITTEN CONSENT OF XPONET AND THE WALDORF ASTORIA ORLANDO HILTON ORLANDO BONNET CREEK SYSTEMS DEPARTMENT THE RESALE OF ANY CONNECTIVITY PURCHASED AT THE HOTEL IS STRICTLY PROHIBITED Payment and order must be received no later than 21 days prior to the first day of the show to obtain the Incentive Discount Rate Base Rate applies to all orders received with payment from 1 One to 20 Twenty days before the show has started Use of Network Connection The network attachment to be provided by XpoNet may b
21. M Freight Re route Time Saturday May 4 2013 12 00 PM IMPORTANT DEADLINES Exhibitor appointed contractor notification deadline Friday April 5 2013 Discount price deadline for all Shepard orders Friday April 12 2013 First day for warehouse deliveries without a surcharge Friday April 5 2013 Last day for warehouse deliveries without a surcharge Friday April 26 2013 Last day for warehouse deliveries Wednesday May 1 2013 First day freight can arrive at show facility Thursday May 2 2013 at 8 00 AM SHIPPING ADDRESSES Advance Shipments Address Direct Shipments Address Exhibiting Co Name amp Booth Number c o Shepard Exposition Services Florida Vascular Society Annual Meeting Exhibiting Co Name amp Booth Number c o Shepard Exposition Services Florida Vascular Society Annual Meeting 603 W Landstreet Rd Waldorf Astoria Orlando FL 32824 14200 Bonnet Creek Resort Ln Orlando FL 32821 ALL UTILITY AND ANCILLARY FORMS SHOULD BE FAXED TO THE NUMBER INDICATED ON FORM PLEASE DO NOT SEND UTILITY AND OR ANCILLARY FORMS TO SHEPARD A Shepard Exposition Services ONLINE ORDERING INSTRUCTIONS lt Shepard 603 W Landstreet Rd Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 ATTENTION EXHIBITORS ORDER NOW
22. PANY NAME DELIVERY ADDRESS CITY STATE ZIP CONTACT NAME BOOTH NUMBER OF LABELS REQUESTED CARRIER SELECTION OFFICIAL SHOW CARRIER SHEPARD LOGISTICS OTHER If selecting a carrier other than Shepard Logistics you must schedule the pickup OUTBOUND SHIPMENT REQUIREMENTS 1 Shepard will print and deliver your BOL and Shipping Labels to your booth prior to the close of the 2 Exhibtors must properly package and label all materials 3 Completed BOL must be turned in to the Shepard Service Desk including piece count and estimated weight Please note If utilizing FedEx UPS as your carrier you must supply your own outbound labels TRANSPORTATION CHARGES BILLING ADDRESS _ SAME AS SHIP TO ADDRESS Company Name Address City State Zip Please complete the following Company Name Booth Contact Name Phone Authorized Signature Signature also indicates you read and accept the Payment Policy and Terms and Conditions WK WALDORF ASTORIA ELEC aeration FORM EDLEN ELECTRICAL EXHIBITION SERVICES OF ORLANDO 11483 Rocket Blvd Orlando FL 32824 Tel 407 854 9991 Fax 407 854 9992 Email support edlenelectrical com ELECTRICAL OUTLETS Approximately 120V A C 60 Cycle Regul SEE REVERSE SIDE FOR 120 VOLTS QUANTITY sa PRICE COST ieee AND CONDITIONS 500 WATTS 5 AMP 15 115 00 0 500 WATTS S AMPS _____ _800 DA SPECIAL REQUIREMENTS 1001 1500 WATTS 15 AMPS 150 00 220 00 or 24 Hour Service Requir
23. Services is authorized to perform material handling services on behalf of the exhibiting company named above Signature also indicates you have read and accept the Payment Policy and Terms and Conditions sign and return to Shepard Payment Authorization must be completed and returned with Material Handling Worksheet Other charges may apply please review Material Handling Information form included in this manual All tax rates are subject to change A Shepard Exposition Services MATERIAL HANDLING INFORMATION E a Shepard 603 W Landstreet Rd Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 Customer Service Email orlando shepardes com MATERIAL HANDLING INFORMATION amp ADDITIONAL CHARGES SPECIAL HANDLING Rate as shown on Material Handling Authorization Form The standard material handling applies to shipments that can be readily handled off or onto a truck using a conventional forklift or pallet jack equipment without rehandling A special handling charge applies if your shipment requires extra labor for stacking or unstacking containers on a truck cubic loading tarping or untarping freight or containers or rigging pieces for loading or unloading on a truck or from the ground or loading or unloading materials in a freight elevator or other circumstances requiring the rehandling of materials OVERTIME Surcharge 30 35301 Based on show move in move out schedule and or late driver check
24. Shepard Exposition Services SHOW INFORMATION 603 W Landstreet Rd Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 BOOTH PACKAGE Booth Package Tabletop Package 8 High backwall drape 3 High sidewall drape 7 x 44 Cardstock Identification Sign 7 x 44 Cardstock Identification Sign 1 6 x 30 Skirted Table Gold 1 6 x 30 Skirted Table Gold 2 Side Chairs 2 Side Chairs 1 Wastebasket 1 Wastebasket Show drape color s Blue Gold Aisle carpet color Facility is carpeted EXHIBIT SHOW SCHEDULE General Exhibitor Move in Thursday May 2 2013 3 00 PM 5 00 PM Exhibit Hours Thursday May 2 2013 The Welcome Reception will be held outdoors on the Promenade from 6 00 PM 7 30 PM All exhibitors are invited to attend this special networking opportunity with the physicians Friday May 3 2013 7 00 AM 12 30 PM Exhibit Hall Open 7 00 AM 8 00 AM Breakfast in the Exhibit Hall 10 15 AM 10 45 AM Morning Break in Exhibit Hall Saturday May 4 2013 7 00 AM 10 30 AM Exhibit Hall Open 7 00 AM 8 00 AM Breakfast in the Exhibit Hall 10 00 AM 10 30 AM Morning Break in Exhibit Hall Exhibit hours subject to change based on the scientific program Exhibitor Move out Saturday May 4 2013 10 30 AM 12 00 P
25. TERIAL HANDLING RATES AND ESTIMATE WORKSHEET SHIP WITH SHEPARD LOGISTICS AND RECEIVE A 10 DISCOUNT ON MATERIAL HANDLING WITH Signature Series Shipping To set up your Signature Series Shipping please call 888 568 8858 or complete the Shepard Logistics Order Form included in this manual Signature Series Shipping does not apply to shipments considered small package local or shipments over 10 000 lbs Roundtrip SLS shipping is required to qualify for Signature Series Shipping COMPUTATION OF MATERIAL HANDLING SERVICES The following services whether used completely or in part are offered as a package When recording weight round up to the next 100 Ibs For example 285 Ibs 300 lbs 100 Ibs 3 X RATE Amount or minimum charge whichever is greater Standard Material Handling Signature Series Material Handling Direct Shipments to Showsite Direct Shipments to Showsite Type ST ST ST OT OT OT Total Type ST ST ST OT OT OT Price Price Total crated 56 25 7325 saso crated 50 75 66 00 7025 Tineraied 84 50 10975 12675 Corcra 7625 99 25 maso Sp Handling 1000 Sp Handia 06 00 8575 9900 Uncrated 35413 ST ST 35414 ST OT 35415 OT OT Uncrated 35434 ST ST 35435 ST OT 35436 OT OT Special Handling 35416 ST ST 35417 ST OT 35418 OT OT Special Handling 35437 ST ST 35438 ST OT 35439 OT OT Advance Shipments to Warehouse Advance Shipments to Warehouse Type ST ST ST OT OT
26. ading if Shepard determines such activity to be operationally feasible and safe All vehicles operated on the exhibit hall floor must be escorted by Shepard personnel In such cases a MOBILE SPOTTING FEE will be charged All local fire marshal rules and regulations apply Please call customer service for details If you have any questions about material handling please contact Shepard Customer Service department gt Shepard Shepard Exposition Services What is material handling also referred to as drayage Material handling is the process of unloading your freight from your shipping carrier either at the warehouse or show site delivering it to your booth storing your empty containers empties if required returning of your empties at the close of show and then reloading your freight back onto your shipping carrier What is the definition of freight Any exhibit materials that are shipped or delivered to the advance warehouse or show facility via shipping carrier POV or delivery truck What is a certified weight ticket A printed weight ticket from a scale certified or inspected by a government authority such as the Dept of Agriculture indicating the date weighed the weight of the shipment and the vehicle ID of the unit being weighed IMPORTANT FACTS ABOUT ADVANCE SHIPMENTS What are advance shipments All shipments that are addressed to the advance warehouse address please refer to Advance Warehouse shippin
27. and material basis 5 Rates are based on current wage scales and are subject to change in the event of wage changes prior to opening or during the operation of the show A minimum charge of one and a half 1 1 2 hour labor for installation and one 1 hour to dismantle will apply and time will commence upon exhibitor s request Failure to start labor at requested time will result in a one 1 hour charge per electrician requested unless 24 hour advance notice is provided in writing 6 Additional service charges and labor charged may be assessed for installations Payment must be rendered in FULL when billed during the event Service may be interrupted if payment is not received 7 All equipment regardless of source of power must comply with Federal State and local codes EDLEN reserves the right to inspect all electrical devices and connections to insure compliance with all codes EDLEN is required to refuse connections where the exhibitor wiring is not in accordance with local Electrical Code 8 Standard wall and other permanent building utility outlets or sockets are not part of booth space and may not be used by exhibitors A separate outlet must be ordered at regular price for each piece of equipment to be connected 9 All electrical equipment must be properly tagged and wired with complete information as to the type of current required for operation voltage phase cycle horsepower etc 10 All exhibitor s cords must be minimum of
28. arrive during exhibitor move in times All shipments must be prepaid no collect on delivery shipments will be accepted SIGNATURE SERIES SHIPPING How can make shipping my show materials easier Signature Series Shipping will make it easier and here s why Receive a 10 discount off of material handling rates restrictions apply Worry free shipping to and from your show Priority Empty Service priority of empty return at the close of show Volume discounted shipping rates Charges will be billed to your show invoice one less invoice bill to keep track of Nodriver wait fees LIABILITY INSURANCE What is and why would I need liability insurance Accidents happen therefore most show organizers and facilities require liability insurance Please refer to your booth contract for exact minimums required Please make sure your materials are covered from the moment they leave your company location to the time they return after the close of the show If applicable included in your manual is information and an application for liability insurance and booth coverage can also be purchased to protect your valuable exhibit materials OUTBOUND SHIPMENTS You must complete a Shepard Material Handling Agreement MHA for all outbound shipments A MHA will be distributed at show site if all services have been paid in full or you can request one at the customer service desk Upon completion of packing and labeling of you
29. ate Hours of Operation Cases Trunks fiber color Company Skids Pallets Address Carpet color Other Total Pieces Total Wt City State Zip Declared Value Available at exhibitors expense at the rate of 1 00 per 100 00 of value declared Minimum charge of 10 00 SHIP TO Size of largest piece L W H Cl willbe shipping to the WAREHOUSE Loading Dock O Yes O No Lift Gate Company Name Booth Residential Inside Pick up Inside Delivery Florida Vascular Society Annual Meeting Special Instructions c o Shepard Exposition Services 603 W Landstreet Rd Orlando FL 32824 OUTBOUND SHIPPING INFORMATION would like to schedule Outbound Transportation Please provide me with a Material Handling Agreement at show site for my shipping instructions and April 26 2013 signature So we may deliver your Outbound Material Handling Agreement Date and labels please complete the following information Warehouse Deadline O will be shipping to SHOW SITE Ship to Address c o Shepard Exposition Services Company Name Booth Florida Vascular Society Annual Meeting Waldorf Astoria 14200 Bonnet Creek Resort Ln Orlando FL 32821 Contact Name Phone Deliver By Date Number of labels Delivery date May 2 2013 Special Instructions TYPE OF SERVICE Choose One Next Day Air 2nd Day Air TRANSPORTATION CHARGES Charges for transportation services provided by Shepard shall be billed to the Cre
30. ceive discounted pricing Payment Authorization must be completed and returned with order There are no exchanges or refunds once item has been delivered to your booth Cancellation must be received in writing 48 hours prior to first exhibitor move in day Rental items not ordered and found in use in your booth are subject to Regular rate billing All tax rates are subject to change ce Shepard Exposition Services CARPETING amp CLEANING gt Sh epard 603 W Landstreet Rd Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 Discount Deadline April 12 2013 EXPO CARPET 16 OZ Choose Color Cay tem Discount Regular amount Red 01 Black 06 soass ioo 18500 20150 Blue 05 Teal 13 so2s8 10x20 2500 s8350 Tuxedo 50 Burgundy 07 s0257 1 xs0 sooo s7200 Variation in dye lot may occur when ordering more than one cut of carpet unless ordered as Special Cut Carpet SPECIAL CUT EXPO CARPET 50006 __ Per Square Foot 2 90 3 75 Visqueen will automatically be installed at published rate listed below to protect Special Cut carpet during move in Please note all carpet is a maximum of ten feet wide and is installed accordingly Prices quoted above include installation and taping
31. d 1 000 00 1 250 00 Credit Card Billing Address 52 LCD Monitor w DVD amp Stand 1 100 00 1 350 00 63 Plasma Monitor w DVD amp Stand 1 300 00 1 500 00 City 6 or 8 Tripod Projection Screen S 170 001 255 00 States Zips o RollcatwSkirt 00D S 80 00 Ordered By S teleport Other at a Re Qty xX SHOW RATE Total Comp uter Equip ment Advanced OESIE 26500 350 00 ee ee S a Ordering Instructions MACLaptop 875 0018 450 00 CALL FOR DAILY RATE Maopo J fs 450 00 850 00 E Thetta chage per temis determined asa SHOW MAC Desktop 520 00 6oo o0o RATE that is the requested items selected are 225 00 375 00 charges of the actual time of the exhibition 75 00 100 00 m Please include applicable Sales Tax on equipment esktop Computer Speaker S YN S C sS rental TAX EXEMPT STATUS you are exempt hen CSS CEA TF aexemtin critcat forthe state in which he D i E K Qty X SHOW RATE Total services are to be provided ISp ay quip men t Advanced On Site m To guarantee equipment availability and advanced rate 17 LCD Flatscreen fs 255 0018 saooofs submityourrequest 30 days prior to devers po LOD Faseren T fs sooje eooo S E Operator labor requested is subject to the proving 32 LCD Monitor w Stand 350 00 400 00 hourly rate with a 5 hour minimum
32. dit Card on file LGS l Security Code Type Card Service via Air Transportation is charged based on Dimensional weight or Credit Card Expiration Date Actual weight whichever is greater Billing Address City ST Zip Name on Card Standard Ground Other Truck Load Specialized Authorized Signature A REPRESENTATIVE FROM SHEPARD LOGISTICS WILL CONFIRM RECEIPT OF YOUR EXHIBIT TRANSPORTATION REQUEST Please complete the following Exhibiting Co Name Booth Contact Name Phone Email Fax Authorized Signature Signature indicates you have read and accept the Payment Policy and Terms and Conditions SHIPPING LABELS Florida Vascular Society Annual Meeting ADVANCE SHIPPING ADDRESS LABELS lt Shepard ADVANCE WAREHOUSE EXHIBITING CO NAME Booth c o Shepard Exposition Services 603 W Landstreet Rd Orlando FL 32824 Delivery Hours M F 8 4 30 PM For Florida Vascular Society Annual Meeting First day freight can arrive w o a surcharge April 5 2013 Last day freight can arrive w o a surcharge April 26 2013 ADVANCE WAREHOUSE EXHIBITING CO NAME Booth c o Shepard Exposition Services 603 W Landstreet Rd Orlando FL 32824 Delivery Hours M F 8 4 30 PM For Florida Vascular Society Annual Meeting First day freight can arrive w o a surcharge April 5 2013 Last day freight can arrive w o a surcharge April 26 2013 DIRECT TO SHOW SITE SHIPPING
33. drawn on foreign banks U S Wire Transfers A 25 service charge will be added for processing U S wire transfers Please complete the wire transfer portion of the Payment Authorization form The credit card portion of the form must still be completed before your order will be processed Tax Exempt Status If you are tax exempt in the state where the show is held a copy of the certificate must accompany your order Rental Responsibility All materials are on a rental basis and shall remain the property of Shepard The customer shall be held financially responsible for any damage to Shepard equipment used by the customer Price Quotes Prices quoted are for the duration of the show and include installation rental and removal except where indicated Default Colors If skirting and carpet colors are not selected show colors will prevail Exchanges and Cancellations Onsite exchanges and cancellations in orders will be assessed a 100 pick up fee DEFINITIONS AND SHEPARD RESPONSIBILITIES The name Shepard shall be construed within the meaning of this contract as Shepard Exposition Services Inc and its employees officers agents and assigns including any subcontractors Shepard may appoint The term exhibitor refers to any party who contracts for services with Shepard Shepard shall be responsible only for those services which it directly provides and hereby agrees to execute its contracted duties in good faith Shepard assumes no responsibility
34. e used only by the directors officers and employees of company and its agents and consultants while performing services for company and cannot be resold or distributed to other companies The services being provided by XpoNet will facilitate communications between the company s authorized users and the entities reachable through the national Internet Users of XpoNet services shall use reasonable efforts to promote efficient use of the networks to minimize and avoid if possible unnecessary network traffic and interference with the work of other users of the interconnected networks Users of XpoNet services shall not disrupt any of the XpoNet networks or other associated networks as a whole or any equipment or system forming part of their systems or any services provided over or in connection with any of the XpoNet networks or other associated networks XpoNet networks shall not be used to transmit any communication where the meaning of the message or its transmission or distribution would violate any applicable law or regulation or would likely be highly offensive to the recipient or recipients thereof No Warranties Limitation of Liabilities NEITHER XPONET NOR THE WALDORF ASTORIA ORLANDO HILTON ORLANDO BONNET CREEK MAKE ANY EXPRESS OR IMPLIED WARRANTY OF ANY KIND SPECIFICALLY THERE IS NO EXPRESS OR IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE FOR THE SERVICES TO BE PROVIDED HEREUNDER The protocols used on the XpoNet ne
35. ed a ES no 1501 2000 WATTS 20 AMPS S 1000 _ 250 00 If yes double electrical outlet or For Outdoor Events 20 AMP Minimum Required electrical service connection charge ELECTRICAL SERVICE CONNECTIONS Approximately 208V A C 60 Cycle Rental Rates quoted cover 208 VOLTS SINGLE PHASE Labor of 1 1 2 Hrs Hook up amp 1 Hr Dismantle will be charged for 208 Volt Services any portion of a 7 seven day 20 AMPS 285 00 425 00 consecutive period 30 AMPS 330 00 540 00 There is a minimum labor charge of 1 1 2 one and a half hours for hook up and 60 AMPS 810000 _ 78000 SSS 1 one hour to dismantle for special events 100 AMPS 720 00 925 00 island booths and 208 Volt services RATES FOR HIGHER WATTAGES VOLTAGE 208 VOLTS THREE PHASE Laborof1 1 2 vere ae charged for 208 Volt Services OR SPECIAL LIGHTING ON REQUEST 20 AMPS a SPECIAL HANGING OR INSTALLATION 30 AMPS 450 00 720 00 DONE ON TIME AND MATERIAL BASIS 60 AMPS 660 00 1000 00 SPECIAL INSTRUCTIONS 100 AMPS _ 880 00 _ 1080 00 _ 200 AMPS 1480 00 _ 1785 00 _ 400 AMPS 220 00 2700000 LIGHTING EQUIPMENT including Current Consumed Aisle 150 WATT FLOOD LIGHT 71 00 106 00 a re ISLAND BOOTHS 300 WATT FLOOD LIGHT 8 __ 185 00 ee A scaled floor plan must accompany orders 300 WATT QUARTZ LIGHT 65 00 85 00 showing locations of electrical outlets con nections and lighting equipment EXTENSION CORDS Electricity Not Included SINGLE OUTLET 25 00 Aisle E QUA
36. ee for any service should be reported immediately to Shepard Exposition Services IN GENERAL Exhibitors do not have to respond to grievances or complaints from union and trade personnel with respect to work jurisdictions Please refer all such disputes and or questions to Shepard management personnel immediately SAFETY Safety of everyone working in the hall is of our utmost concern at all times Standing on chairs tables and other rental furniture is prohibited This furniture is not engineered to support your standing weight Shepard Exposition Services cannot be held responsible for injuries or falls caused by the improper use of this furniture If assistance is required in assembling your booth please order labor on the Labor Order Form included in this manual and the necessary ladders and tools will be provided Shepard Exposition Services 603 W Landstreet Rd Orlando FL 32824 407 888 9669 407 888 2301 orlando shepardes com F135880513 Customer Service Phone Customer Service Fax Customer Service Email Event Code LABOR ORDER FORM Florida Vascular Society Annual Meeting May 2 4 2013 Waldorf Astoria Orlando Florida Discount Deadline April 12 2013 INSTALLATION amp DISMANTLING LABOR ESTIMATE AND QUESTIONNAIRE Please complete the following Are you requesting this labor for assembling your hanging sign How many laborers will you require Installation Date of installation Date of dismant
37. ent Policy and Terms and Conditions Must order by discount deadline date to receive discounted pricing Payment Authorization must be completed and returned with order There are no exchanges or refunds once item has been delivered to your booth Cancellation must be received in writing 48 hours prior to first exhibitor move in day Rental items not ordered and found in use in your booth are subject to Regular rate billing All tax rates are subject to change UNION JURISDICTIONS ORLANDO FL UNION LABOR Florida is a right to work state Exhibitor personnel may set up their own exhibits if so desired using their own tools and company personnel Union Labor is available to assist in the installation and dismantling of exhibit booths Exhibit labor freight and rigging labor electricians and plumbers can be arranged for at established rates using the enclosed order forms EXHIBIT LABOR JURISDICTION Union exhibit labor claims jurisdiction for the installation and dismantling of prefabricated exhibits and displays when this work is done by persons other than company personnel They may be employed by completion of labor forms enclosed in this manual Union Labor is not required to put your products on display to open cartons containing your products nor to perform testing maintenance or repairs on your products If however you hire any labor to assist you it must be through the Official Contractor or a contractor which meets a
38. erial Handling Additional Services forms included in the manual for all applicable fees SMALL PACKAGES What are small package carrier shipments Shipments that arrive via small package carrier such as FedEx Express Service UPS small package service DHL small package service and other carriers in this category and do not have a certified weight ticket included with shipment This applies to packages weighing under 30 Ibs How do I calculate my small package carrier shipment Charges for small package carrier shipments are based on per carton per delivery Example I m shipping 3 packages via FedEx how much will be charged 3 x per carton rate amount charged plus any additional fees that may apply Please be advised that your whole shipment may not arrive to its destination at one time Therefore you may be charged per each delivery and minimum charges may apply CRATED UNCRATED SPECIAL HANDLING What are CRATED materials Materials delivered that are skidded or in a container that can easily be unloaded reloaded with no special handling required What are UNCRATED materials Materials delivered that are loose pad wrapped or unskidded without proper lifting bars and or hooks What is SPECIAL HANDLING Shipments delivered that require extra labor for stacking or unstacking containers on a truck cubic loading tarping or untarping freight or containers or rigging pieces for loading or unloading on a truck or from the
39. g labels included in this manual Shepard will begin accepting your shipments 30 days prior to first show open day date may vary depending on show schedule The warehouse will receive shipments Monday Friday 8 00am 4 00pm excluding holidays Shipments must arrive by advance warehouse deadline date to avoid a late surcharge Please refer to the Show Information page included with this manual for deadline date Crates cartons skids fibercases and carpets can be accepted at the warehouse but DO NOT ship crates weighing over 5 000 Ibs loose uncrated shipments and or machinery to warehouse You must ship those items direct to show site All shipments must have a bill of lading or delivery slip indicating number of pieces and weight Certified weight tickets required All shipments must be prepaid no collect on delivery shipments will be accepted MATERIAL HANDLING CHARGES What determines how much I m charged Charges are based off the weight from your inbound weight ticket included with your shipment How do I calculate material handling charges Material handling services whether used completely or in part are offered as a package When recording weight round up to the next 100 Ibs For example 285 lbs 300 Ibs 100 Ibs 3 X RATE Amount or minimum charge whichever is greater Will there be any additional charges Additional charges may apply Please review the Material Handling Authorization and Mat
40. ground or other circumstances requiring the rehandling of materials MATERIAL HANDLING 101 Florida Vascular Society Annual Meeting MATERIAL HANDLING Q amp A What is the difference between material handling and shipping Shipping is the process of carrying your shipment from your location pick up area to it s destination and also the process of returning your shipment back to your location after the close of the show Material handling begins at the time your shipment arrives to the docks please refer to What is material handling for the full definition Do I need to order a fork lift to unload or reload my freight No please do not order a forklift for unloading reloading of your materials What does CWT mean CWT is an acronym for Century Weight therefore it means per 100 lbs IMPORTANT FACTS ABOUT DIRECT SHIPMENTS What are direct shipments All shipments that are addressed directly to the exhibit facility please refer to Direct to Show shipping labels included in this manual Shipments must arrive during exhibitor move in times only Do not ship direct to show site in advance If delivery cannot be guaranteed to arrive during exhibitor move in shipment must go to advance warehouse All shipments must have a bill of lading or delivery slip indicating number of pieces and weight Certified weight tickets required Crates weighing over 5 000 Ibs or loose uncrated shipments must be shipped direct to show site to
41. hin 30 minutes of show openings and turned off within 30 minutes after the closing Waldorf Astoria Orlando Hilton Orlando Bonnet Creek Order WX GD Form Services provided by our Internet Partner XpoNet J Attention XpoNet Event Manager Hi to Phone 407 597 3839 Email wahbc xponet net WALDORF ASTORIA Fax 407 641 8455 14200 Bonnet Creek Resort Lane Orlando FL 32821 een O O Contact Name Company Name ORLANDO Orlando Bonnet Creek Phone Email required Credit Card Type CC Exp Date Authorized Signature Service Information required Install Time Booth Internet and Networking Services Wireless Internet Services Shared Access Roaming Quantity Single Day Wireless Internet 1 user 24 hours Event Wireless Internet Per 1 User up to 5 days per user en 249 00 Event Wireless Internet 10 users up to 5 days per user 1 295 00 2 900 00 Event Wireless Internet 25 users up to 5 days per user Single Day Wired Internet 1 user 24 hours no show floors 150 00 Event Wired Internet 1 user 5 days 695 00 Each additional User 1 user 5 days 200 00 Static IP must be purchased in conjunction with Internet connection Call XpoNet Representative for Pricing 407 597 3839 ROAMING ALLOWS FOR ACCESS IN ANY MEETING ROOM WITHIN THE CONVENTION SPACE DOES NOT INCLUDE GUEST ROOMS u Shared Access is limited to a maximum of 1 Mbps per user not guaranteed over a shared connection to the
42. icating otherwise Please see Regulation 4 below INLINE BOOTHS PENINSULA BACK TO BACK PENINSULA BOOTHS ISLAND BOOTHS 1 Orders must be received with payment a minimum of ten 10 business days prior to scheduled event set up for discount rates Orders received less than ten 10 business days prior to scheduled event set up or without payment will be charged at the floor order rates 2 Edlen electrical is not responsible for voltage fluctuatation or power failure due to temporary conditions For your protection you should install a surge protector on your computer s All electrical installations and connections to all electrical service should be made by an Edlen Electrical electrician Edlen Electrical will not be responsible for any damage or loss of equipment component computer hardware or software and or damage or injury to any person caused by the installation connection or plugging into any electrical outlet by person other than an Edlen Electrical electrician 3 Aseparate outlet must be ordered for each location where electricity is needed 4 Rates listed for all connections include bringing the service to booth in the most convenient manner for EDLEN and DOES NOT INCLUDE connecting equipment materials special wiring or labor Normally all electrical outlets will be placed on the floor in back of booth Island booth outlets may be brought to one 1 location at our discretion if no information is provided and this charge is on a time
43. in an overtime surcharge per occurrence applies to shipments handled at show site during overtime hours Your advance warehouse shipments may be received during straight time but due to scheduling conflicts beyond Shepard s control may be moved into the exhibit hall on overtime Any additional overtime charges will be invoiced at show site and are subject to change pending move in move out schedules Handling times will be documented on shipping documents Drivers picking up outbound shipments will be sequenced for loading ONLY after a bill of lading is submitted to the Shepard Service Desk AND the driver has checked in LATE SHIPMENTS Surcharge 25 35003 A surcharge will apply to shipments not arriving within the published dates refer to Show Information page for dates for advance warehouse or arriving on show site after show opening UNCRATED SHIPMENTS Rate as shown on Material Handling Authorization Form An additional charge of 50 or as stated on Material Handling Authorization page of the applicable material handling charge at the time of delivery shall be charged for all loose uncrated or unprotected shipments received at the show site docks The charge is a one time charge that includes both move in and move out of the show and is based on the weight of the shipment handled OFF TARGET DELIVERIES Surcharge 15 35004 For targeted shows exhibitors who received requested a Targeted Date Time a surcharge will apply if shipment is not
44. ion Name of show that you are attending Florida Vascular Society Annual Meeting Exhibiting company name Booth number Account Name Shepard Exposition Services Inc Bank Name PNC Bank N A Pittsburgh PA 15219 USA Routing Number 041000124 Account Number 42 6061 9772 SWIFT CODE US PNCCUS33 SWIFT CODE INTL PNCCUS33 If payment is not received by the date shown above hereby agree to have the balance owed to Shepard Exposition Services Inc charged to the credit card indicated in the next section CREDIT CARD INFORMATION Type of Card VISA E Pay by Check Pay by Wire Month Year Billing Address Security Code City ST Zip Name on Card Authorized Signature Please note You may choose to pay by Check or Wire Transfer however a credit card is required on file to process all orders EXHIBITING COMPANY INFORMATION Please fill out the following information COMPANY NAME BOOTH COMPANY ADDRESS PHONE CITY ST ZIP FAX CONTACT NAME EMAIL Please be sure to include the show name or show code and your booth as well as the wire fee if you are sending a wire transfer ACH payment or check SHEPARD TERMS amp CONDITIONS Florida Vascular Society Annual Meeting PAYMENT POLICY Show Site Orders Services ordered at show site will require full payment at the time the order is placed Purchase orders may not be used in lieu of payment Regular prices will apply to all show
45. ling will need Shepard Supervised Labor for please check one O Installation O Dismantling O Both Install Dismantle Code Qty Item Discount Regular Sup Fee Amount Shepard Supervised Labor Exhibitor not present esoset st 61 00 79 30 30 esoe7t oT 9150 118 95 30 O Yes oO No Dismantling Requested start time Est Hours Requested start time Est Hours I will need Exhibitor Supervised Labor for please check one O Installation O Dismantling O Both Install Dismantle Code Qty Item Discount Regular Amount Exhibitor Supervised Labor esoco sT 61 00 7930 esoe or 95o 1895 68068T DT 122 00 158 60 30 esoset DT 122 00 158 60 30 Supervisory fee is 30 of total cost or 60 whichever is greater Labor Hours ST Straight time OT Overtime DT Double time Monday Friday 8 00 AM 5 00 PM All other hours and holidays esoszt DT 12200 158 60 Dismantle 68063 68064 68065 Sup install 68069 Sup dismantle 68073 Monday Friday 5 00 PM Midnight Saturday Sunday 8 00 AM 5 00 PM If you are shipping carpet to the show and require Shepard to install it for you please complete the following Exhibitor Owned Carpet Installation Dismantling Please note Requested times are not guaranteed and are based on availability Minimum one hour will be charged Additional time will be billed in in half h
46. ll of the regulations as an Exhibitor Appointed Contractor MATERIAL FREIGHT HANDLING JURISDICTION Shepard Exposition Services has the responsibility of receiving and handling all exhibit materials and empty crates It is Shepard s responsibility to manage docks and schedule vehicles for the smooth and efficient move in and move out of the exhibition Shepard will not be responsible however for any materials they do not handle Shepard will have complete control of the loading docks at all times Exhibitors may hand carry their own materials into the exhibit facility however the use or rental of dollies flat trucks pallet jacks and other mechanical equipment is not permitted Vehicles must not be left unattended at the loading areas Any unattended vehicles will be towed at the owner s expense The Fire Marshal absolutely prohibits the storage of empty containers in the exhibit hall Arrangements have been made with Shepard Exposition Services to store empty crates Please refer to the Material Handling Information sheet in this service manual for the handling of empties disposal of skids etc GRATUITIES BREAKS Tipping is expressly prohibited This includes such practices as giving money merchandise or other special consideration for services rendered Do not give coffee breaks other than mid morning and mid afternoon when the union has a 15 minute paid break Meal breaks are one hour Any attempt to solicit a gratuity by an employ
47. one Customer Service Fax Customer Service Email Event Code orlando shepardes com Discount Deadline April 12 2013 TABLES ALL DISPLAY TABLES ARE 24 WIDE STANDARD SEATING F135880513 OVC Choose drape color place color code next to order Red 01 Gold 04 Burgundy 07 Green 02 Blue 05 Grey 10 White 03 Black 06 Teal 13 Code Qty Color Size Discount Regular Amount _ 50042 fae X30 H 96 00 12480 50046 6 X30 H 118 00 15340 50050 fa X30 H 14950 19435 50043 4 X42 H 11670 15170 50047 leLxs H 14945 19430 50051 fat xaar 17570 228 40 50052 hsdeso 58 35 75 85 5071 ath side aa 58 35 75 85 Tables are skirted 3 sided must order 4th side for all sides to be draped on 6 and 8 tables Code Qty Size Discount Regular Amount 50040 fa xsoH 6840 sso 50044 et x30 H 80 05 104 05 50048 eLxsoH 9625 12515 50041 f LxazH 77 00 10010 50045 fet x42 H 96 25 12515 50049 fax a2 107 35 13955 RISERS WOODEN PLANKING 8 WIDE DRAPED RISERS Code Qty Size Discount Regular Amount jsoos2 a xe H 4140o 5380 s0084 ot xe H 5275 eseo jsoose eLxe H 6690 seos so0s3 ax 12 H 8385 109 00 50085 fel xt2 H 104 35 13565 50087 exin 11630 15120 UNDRAPED RISERS Code Qty Size Disco
48. our increments esosor SQ FT 100 130 Booth size esoz t Minimum 122 00 158 60 Carpet install date time Hours are based on estimates you will be invoiced for actual time incurred ft x ft Subtotal S 6 500 Tax Amount Due iS SHEPARD SUPERVISION INFORMATION Please complete this section if you have chosen Shepard to supervise your installation and or dismantling Inbound Freight Information Carrier Company Name of pieces Weight of Shipment Is shipment oO Crated o Uncrated Tracking Pro Estimated arrival date Shipment to arrive at o Warehouse o Show site Set up Information for Installation Please check all that apply and provide information where requested Booth Size C Forklift required o Yes o No Carpet is O owned o rented from Shepard Carpet padding o Yes a No Drawings are Oo Faxed to Shepard O Shipped wexhibit crates On site Exhibitor Contact Information Name Phone Hotel Arrival date time Departure date time Please complete the following Company Name Contact Name Authorized Signature Signature also indicates you read and accept the Payment Policy and Terms and Conditions Outbound Freight Information Carrier Company Name Deliver Shipment To Address City ST Zip Type of Service air van line ground etc If for any reason your shipment is not picked up by your carrier please choose one of the following options
49. r 1485 1980 l 8 High backwall drape SPECIAL DRAPERY BACKGROUNDS Per linear foot DRAPERY BACKGROUNDS Per linear SPECIAL DRAPERY BACKGROUNDS Per linear foot 50089 3 High sidewall dra Must be approved by show management inre item Discount Regular Amount Choose Color Minimum 4 panel rental required Red 01 Blue 05 Grey 10 White 03 Black 06 Burgundy 07 Please complete the following Company Name Contact Name Authorized Signature SPECIALTY FURNISHINGS ACCESSORIES Florida Vascular Society Annual Meeting May 2 4 2013 Waldorf Astoria Orlando Florida Discount Deadline April 12 2013 Full View Quarter View Cow tem Discount Regular Amount Colors and styles of showcases may vary depending on location and availability GRID AND GRID ACCESSORIES 50236 4 2 X8 wilegs each 152 00 197 60 50237 2 X8 w o legs each 113 95 148 15 50242 7 Ball Waterfall 10 45 13 60 Other accessories available please call customer service for more information 1 4 PERFBOARD amp VELCRO TACK BOARD Vertical 50065 S55 50064 50064 Horizontal PERFBOARD SINGLE SIDED Tay nem Discount Regular Amount 50064 xe Horz 1 4 holes 205 20 266 75 Total Specialty Furnishings Accessories gS 6 500 Ta Amount Due Bo Booth Phone Signature also indicates you read and accept the Paym
50. r materials complete the bill of lading with all required information and return to customer service If you have questions on how to complete your bill of lading please ask a Shepard customer service representative located at the customer service desk If you are NOT using the designated shipping carrier you must call your carrier with pick up information If your carrier fails to pick up your shipment Shepard will either reroute your freight through the carrier of our choice or return to the local warehouse whichever is indicated on your MHA A Shepard Exposition Services OUTBOUND BILL OF LADING SHIPPING LABEL REQUEST lt gt Shepard 603 W Landstreet Rd 4 Orlando FL 32824 Florida Vascular Society Annual Meeting Customer Service Phone 407 888 9669 May 2 4 2013 Customer Service Fax 407 888 2301 Waldorf Astoria Customer Service Email orlando shepardes com Orlando Florida Event Code F135880513 PRE PRINTED OUTBOUND BILL OF LADING AND SHIPPING LABELS DEADLINE FOR REQUESTS April 26 2013 All outbound shipments require a Bill of Lading and shipping labels Shepard offers complimentary pre printing of these items To take advantage of this service please complete this request and submit by the deadline date above Your pre printed BOL and labels will be delivered to your booth prior to the close of the show Note All third parties must pick up BOL labels at the Shepard Service Desk SHIP TO ADDRESS COM
51. s No service desks storage areas or other work facilities will be located anywhere in the facility Show aisles and public areas are not part of the Exhibitor s booth space The non official contractor may not solicit business on the exhibit floor The non official contractor must have all business licenses work permits and insurance required by State and City governments and Facility Management before beginning work and shall provide Show Management with evidence of compliance If required the non official contractor must be able to provide evidence that it has current and applicable labor contracts and must comply with all labor agreements and jurisdictions The non official contractor must not jeopardize the production of the event by any act or practice that would lead to work stoppages strikes or labor disputes Non official contractor employees must wear approved identification badges at all times while in the work area Badges will be issued at show site to authorized representatives when all requirements have been met The following information must be completed and the form returned to Shepard by the deadline date Name of Non official Contractor Services to be performed Contact Name Contact Phone Fax Contact Address Exhibitor s Signature Date Exhibiting Company Name Booth Shepard Exposition Services 603 W Landstreet Rd Orlando FL 32824 407 888 9669 407 888 2301 Customer Service Ph
52. site orders Floor orders are limited to availability lt 9 Shepard Shepard Exposition Services Third Party Orders If you contract your work to a display or exhibit house and require services from Shepard the payment policy stated above applies Please pass this information on to them A Third Party Payment form must be completed and submitted three weeks prior to show opening Invoices Prior to close of show an invoice will be prepared and delivered to your booth for your review Credits will be issued at show site only If you have any questions or want to pay your invoice by check or cash please see our customer service representatives at the service desk on site Charges All charges regardless of amount must be paid in full by cash check or credit card If credit card method is used please ensure that the card limits are high enough to cover your expected charges Past Due Accounts The buyer understands that there will be a 1 1 2 monthly 18 per year finance charge on past due accounts and agrees to pay all costs incurred by Shepard Exposition Services while endeavoring to collect this account Outbound Services All outbound services will be processed on your credit card A copy of the receipt and invoice will be mailed within 10 days of the close of the show International Customers International customers must pay for all services in U S funds A 50 service charge will be added for processing checks or wire transfers
53. te If form is not submitted by deadline date the Exhibitor Appointed Contractor will not be allowed to perform work in the hall except to supervise the official contractor provided labor The CONTRACTOR hired by the exhibitor must by the deadline date provide Shepard with a current Certificate of Insurance with minimum limits of 500 000 property damage per occurrence 1 000 000 personal injury per occurrence workers compensation aggregate coverage of 1 000 000 per occurrence and naming Shepard Exposition Services as additionally insured for the time period of the show including move in and move out days The CONTRACTOR must abide by the rules and regulations of the show and all pertinent union regulations CONTRACTOR employees must wear approved identification badges at all times while in the work area Badge will be issued at show site to authorized contractor representatives when all requirements have been met If the non official contractor is empowered to incur expense on behalf of the exhibitor a Third Party Payment Authorization form must be completed and returned to Shepard The exhibitor agrees that he is ultimately responsible for the cost of all services provided in connection to the exhibitor s booth The non official contractor agrees to have evidence in the booth that it has a valid authorization from the Exhibitor for services The non official contractor must confine its operations to the exhibit area of its client
54. tor s appointed carrier or agent for transportation after the show Shepard loads materials onto the carrier s truck under the supervision of the carrier driver who checks and signs for the materials Shepard assumes no liability for any materials after the carrier assumes custody of materials If exhibitor s designated carrier fails to show by the move out deadline after a show Shepard shall have the authority to route exhibitors shipment via an alternate carrier or return shipment to a local warehouse for disposition at exhibitor s expense PACKAGING CRATES AND EMPTY CONTAINERS Shepard shall not be responsible for surface damage to loose or uncrated materials pad wrapped or shrink wrapped materials Shepard shall not be responsible for concealed damage damage to carpets in bags or poly or damage to materials improperly packed Shepard shall not be responsible for crates and packaging unsuitable for handling partially assembled or having prior damage Affixing Empty storage labels to containers is the sole responsibility of the exhibitor or his representative All previous labels should be removed Shepard assumes no responsibility for removal or misdelivery of containers with old labels or incorrect information on labels or for loss or damage to materials stored in containers labeled empty A Shepard Exposition Services THIRD PARTY PAYMENT AUTHORIZATION lt gt Shepard 603 W Landstreet Rd Orlando FL 32824 Florida
55. twork TCP IP call for end to end verification of the accuracy of any message and such verification is the sole responsibility of Company Similarly these protocols provide for end to end verification of the receipt of all of the data that is transmitted XpoNet will not be responsible for any loss of data from delays non deliveries incorrect deliveries service interruptions including those caused by the negligence errors or omissions of XpoNet or other losses or damages Use of information obtained via the services provided hereunder is at Company s own risk Company is solely responsible for a the accuracy and or quality of information obtained or data transmitted through the XpoNet network and b assuring that each message Company sends or receives has been received XpoNet does not guarantee the performance routing or throughput either express or implied of any data circuit s connectivity with regards to the Internet and or Internet backbones beyond any facility we service SPECIAL INSTRUCTIONS BOOTH DIAGRAM version 2 01 Page 2 QD DSAV wo ilton PRESENTATION SERVICES VISUAL Orlando Bonnet Creek ORDER FORM WALDORF ASTORIA ORLANDO a a Video Projection Equipment T A F A Customer Information vanced On Site 2 LCD Monitor w DVD amp Stand 650 00 750 00 SHOW NAME 40 LCD Monitor w DVD amp Stand ES 850 00 950 00 fee Company Name 46 LCD Monitor w DVD amp Stan
56. unt Regular Amount jsoo76 fa xe H 1990 2585 soo7s fet xeH 2800 364o jsoos0 fat xe H 3625 azs jsoo77 fa x12H 38 65 50 25 jsoo79 fou xt2 H 5520 71 75 50081 exin 6745 e770 Please complete the following Company Name Contact Name Authorized Signature EXPO FURNISHINGS Florida Vascular Society Annual Meeting May 2 4 2013 Waldorf Astoria Orlando Florida item Discount Regular Amount Side Chair 6000 7800 Arm Chair 8500 11050 Stoolwiback 95 00 12350 W astebasket 17 50 Floor Easel 34 50 Literature Rack 132 60 Literature rack styles may vary based on location and availability il l ate Code Qty item Discount t Amount Bagrak 16875 21940 50092 CoatRack 5990 7785 50093 GarmentRack 168 75 21940 Code Qty item Discount Regular Amount 50101 Chrome Stanchion 4920 6395 5002 VeletRope 7 7860 10220 Regula 50095 Sign Holder 22x28 116 80 15185 SKIRTING OF EXHIBITOR EQUIPMENT per linear ft 5oo58 Sateen Skirting 1315 1710 Please choose color from skirted table section 6 500 Tax Amount Due I Total Expo Furnishings is Booth Phone Signature also indicates you read and accept the Payment Policy and Terms and Conditions Must order by discount deadline date to re
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