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Exhibitor Service Manual - Shepard Exposition Services

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1. Hilton Baltimore Convention Center Hotel Baltimore Maryland Event Code M187450215 SHIP TO ADDRESS COMPANY NAME DELIVERY ADDRESS CITY STATE ZIP CONTACT NAME BOOTH Number of Pieces Number of Labels Requested Crate Skia Cases Carton Total Weight CARRIER SELECTION C OFFICIAL SHOW CARRIER SHEPARD LOGISTICS C OTHER If selecting a carrier other than Shepard Logistics you must schedule the pickup If using FedEx or UPS you must have and apply their shipping labels Type of Service In the event your designated carrier fails to pickup Ground Overnight J2na Day Reroute via show carrier Return to Warehouse Shipping Options Inside Delivery Residential Lift Gate No Loading Docks OUTBOUND SHIPMENT REQUIREMENTS 1 Shepard will print and deliver your BOL with Shipping Labels to your booth prior to the close of the show 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 4 Please see the SES service desk if you do not receive a BOL 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
2. 66474 66475 66477 66478 The Madison The Grant The Harrison Company Name nemarni r m Ta j og 7 E edil di i m lp Tay Description Discount Regular Qi Description Discount Regular D roue 2476 25 ara 10x20 4120 00 5356 00 ay Description Discount Regular 10x10 3373 25 4385 25 10x20 4956 90 644395 66484 66485 66486 66487 66492 66493 All Exhibit Booth Rentals include installation dismantling and graphic panels as shown not all booths have graphic panels Prices quoted are for print ready graphics If graphics submitted are not print ready additional fees may apply Please contact the Exhibit Solutions Department with any questions you may have at 404 720 8652 Please Note Carpet is not included To order please refer to the Carpet 8 Cleaning form Please fax completed form to Exhibit Solutions Department at 404 720 8757 Please complete the following Company Name Booth Subtotal So Contact Name Phone 6 000 Tax So Authorized Signature Amount Due S 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 mo
3. 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 Rental items not ordered and found in use in your booth are subject to Regular rate billing All tax rates are subject to change lt Shepard Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 410 737 9274 baltimore shepardes com SPECIALTY CHAIRS AND TABLES 36 Diameter 4 f 24 W x 18 H Qty Item Discount Regular Amount 51086 DirectorsChair 86 25 11215 51090 Director s Stool 154 30 200 60 51089 Ped Table 42 23775 30910 50032 Ped Table 30 226 75 294 80 50030 __ Rnd Side Table 109 70 14260 50031 Sq Side Tabie 109 70 14260 MISCELLANEOUS ITEMS Customer Service Fax Customer Service Email 42 o0r30 H Qty item Discount Regular Amount _ soras Drawing Bow soso esso soose e Upright 5020 2025 50080 Crossbar 2005 2605 8 High 3 High sidewall backwall drape drape Sa SPECIAL DRAPERY BACKGROUNDS Per linear foot Must be ap
4. 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 lbs 300 Ibs 100 Ibs 3 X RATE Amount or minimum charge whichever is greater Standard Material Handling Signature Series Material Handling Weight Description Price Total weisnt Description Price Total Direct Shipments to Showsite Direct Shipments to Showsite 138 75 208 25 180 50 125 00 187 50 162 50 35030 35033 35043 35038 35390 35395 35391 35399 35394 35402 Advance Shipments to Warehouse Advance Shipments to Warehouse 153 00 199 00 137 75 179 00 Special Handling Special Handling 35010 35013 35393 35397 35392 35401 Pieces Small Packages FedEx UPS DHL under 30 Ibs Overtime Overtime 30 fee for every overtime o 35048 35045 RATES ARE PER 100 LBS WITH A 200 LB MINIMUM For credit card payments please complete the payment authorization form Any additional overtime charges will be invoiced at Subtotal show site and are subject to change pending move in move out schedule N A Tax We understand that your calculation is only an estimate Invoicing will be calculated from actual certified weight ticket or reweigh Amount Due ticket on inbound material handling receiving report Adjustme
5. BAR TABLES CAFE TABLES COCKTAIL TABLES Executive Chair XC2 Luxor High Back Black Crepe G30BMS Bar Table G30DMS Caf Table G30CMS Cocktail Table Executive Chair 25 L25 D 43 H Maple Top Maple Top Maple Top Mid Back Black Leather Adjustable V2 L26 D AZ or 7251526455305 We L26 D res al VA Nae DEAN e Adjustable OTO Perth Chair G30BMW Bar Table G30DMW Caf Table G30CMW Cocktail Table High Back Black W Grommet Holes W Grommet Holes W Grommet Holes XC1 Luxor ZOE DA Maple Top Maple Top Maple Top Executive Chair Adjustable 72 L 26 D 42 H TON AHI SGP Te 7124 2B EUR High Back Black Leather 27 NE 2 ED A ale G30BWS Bar Table G30DWS Caf Table G30CWS Cocktail Table Adjustable White Top White Top White Top 12418262 42 12a18264P S046 Z ZOD bl XC5 Altura Executive Chair G30BWW Bar Table G30DWW Caf Table G30CWW Cocktail Table Mid Back Black Crepe W Grommet Holes W Grommet Holes W Grommet Holes 25 L 25 D 37 H White Top White Top White Top Adjustable 72 L 26 D 42 H 72 L 26 D 30 H ZAZ BARSTOOLS BARSTOOLS BS001 Shark Swivel Barstool White Plastic W Arms Chrome Base ZZO BA BS002 Zoey Swivel Barstool White Vinyl Chrome Base Sek IA DS IS SA BS003 Zoey Swivel Barstool Black Vinyl Chrome Base 15 7 31 35 BSN Jetson Barstool Black Sree AB U BS1 Ohio Barstool Red Chrome IE Rondo MH Adjustable BS2 Ohio Barstool Black Chrome Ie Rotmna MH Adjustable BS3 Ohio Barstool Grey Chrome 18 Round 31 H
6. Baltimore Maryland lt Shepard Exhibit Solutions Sales Fax 404 720 8757 Event Code M187450215 Exhibit Solutions Email ESSRentals shepardes com Discount Deadline January 26 2015 Let our Exhibit Solutions team make Exhibiting EZ with a Turnkey Rental Booth Custom Design for Rentals Onsite Logistics Management Freight Management Graphic Development Printing Installation Dismantle Custom Furniture Rental Please visit us online for additional options and information http www shepardes com shep gallery html The Monroe ay Description Discount Regular a 20 x 20 8433 15 10963 10 Tay Description Discount Regular m 20 x 20 12553 15 16319 10 aly T Description Discount Regular a 20 x 20 11793 50 15331 55 Tay T Description Discount Regular a 20 x 20 12102 50 15733 25 66368 All Exhibit Booth Rentals include installation dismantling and graphic panels as shown for print ready graphics If graphics submitted are not print ready additional fees may apply Please contact the Exhibit Solutions Department with any questions at 404 720 8652 Please Note Carpet is not included to order please refer to the Carpet amp Cleaning form Please fax completed form to Exhibit Solutions Department at 404 720 8757 Please complete the following Company Name Booth Subtotal Contact Name Phone 6 000 Tax S Authorized Signature Amount Du
7. Code City ST Zip Name on Card Authorized Signature Are you tax exempt for the state this event occurs in Yes No If you are tax exempt you must provide a tax exemption certificate for the state in which the show is being held Please submit tax exemption certificate to baltimore shepardes com A EXHIBITOR APPOINTED CONTRACTOR Shepard gt 2015 Conference of The National Society of Black Physicists Shepard Exposition Services PAR February 25 27 2015 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Deadline Date January 28 2015 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
8. Minimum There will be no charge to return material to the booth at the close of the show Accessible storage is not considered secure and is stored at the sole risk of the Exhibitor 35166 POST SHOW TRANSPORTATION AND HANDLING Shepard Exposition Services will store your shipments in our warehouse both before and after your event Please take note of the important information below All shipments selected to be returned to warehouse are subject to applicable transportation and handling fees Please note that Onsite Material Handling Fees do not include transportation or handling to and from the warehouse Return to Warehouse Service Fee At the customer s request each shipment returned to the Shepard warehouse will incur the following charge 20 00 per cwt 400 00 min 35005 Storage per Month Service Fee Monthly storage is 10 00 per cwt per month 100 00 min Storage fee will automatically be charged for shipments that are returned to Warehouse and stored in excess of three 3 business days Monthly storage is charged the current year 35006 Special instructions or remarks Where will your shipments be going AFTER they have been stored Shippea to another destination as arranged via Shepard Logistics Services Transport to another SES show Delivery Date 1 Pick up arranged with another carrier Please complete the following Company Name Booth Contact Name Phone f Authorized Signature Sig
9. Sponsors do not maintain insurance covering the exhibitor s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor NSBP suggests that exhibitors contact their insurance brokers who can secure an exhibit rider policy that will provide all risk insurance covering exhibit property while absent from home premises for exhibition purposes Liability The exhibitor assumes entire responsibility and hereby agrees to protect indemnify defend and save NSBP Associated Universities Inc Strategic Partnerships International Shepard Exposition Services Hilton Baltimore Hotel and its employees and all Sponsors and agents harmless against all claim losses or damages to persons or property governmental charges or fines and attorneys fees arising out of or caused by the exhibitor s installation removal maintenance occupancy or use of the exhibition premises or part thereof excluding any such liability caused by the primary negligence of NSBP or Hilton Baltimore and its employees and agents HHHH SHOW INFORMATION 2015 Conference of The National Society of Black Physicists Shepard Exposition Services February 25 27 2015 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland lt gt Shepard Customer Service Fax 410 737 9274 Event
10. Table coverings are Blue If you require additional 6x30 tables please contact us at NsbpAdmin spi meetings com Specialty tables may be ordered through Shepard the Exhibit Service Contractor e Your exhibit registration includes access to all program events including the luncheons and dinners where indicated e Exhibit badges must be worn at all times throughout the conference week There will be a 25 cost to replace your badges if lost Key Information To Review e Show Information Online Ordering Instructions Payment Authorization Shepard Logistics Services Shipping Label Instructions Material Handling Authorization Hilton Telecommunication Form Additional PSAV Audio Visual Service Form 2015 Conference of The National Society of Black Physicists BRE VISIONING THE FUTUR EN FEBRUARY 29 28 2 205 i NE j Gi Ape HILTON BALTIMORE HOTEL BALTIMORE MD zs S Advanced Shipping Information to the Shepard Warehouse First Day the Warehouse can receive deliveries without surcharge is Wednesday January 28 2015 Final Advance Warehouse Delivery Deadline Without Surcharge February 18 2015 Exhibit Hall Schedule Setup Wednesday February 25 4 00pm 7 00pm Welcome Opening Reception Wednesday February 25 7 00pm 9 00pm Exhibit Hours Thursday February 26 9 00am 5 00pm Coffee Break Exhibitor Recruitment 10 00am 11 30am Coffee Break Exhibitor Recruitment 3 30pm 4 00pm Friday Februar
11. of your 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 MOTORIZED UNIT VEHICLE SPOTTING FEE 2015 Conference of The National Society of Black Physicists lt gt Shepard Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 February 25 27 2015 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Discount Deadline February 4 2015 MOTORIZED UNIT VEHICLE SPOTTING FEE As the Official General Service Contractor Shepard Exposition Services is responsible for all motorized units vehicles entering and exiting hall Vehicles operated by exhibitors may be allowed on the exhibit hall floor for loading or unloading if Shepard determines such activity to be operationally feasible and safe All vehicles on the exhibit hall floor must be escorted by Shepard personnel Th
12. 00 675 00 I 55 LCD Monitor Includes Monitor Stand 710 00 875 00 60 LCD Monitor Includes Monitor Stand 825 00 1 000 00 70 LED LCD Monitor Includes Monitor Stand 200000 om 80 LED LCD Monitor Includes Monitor Stand 2 500 00 mal oo 90 LED LCD Monitor Includes Monitor Stand 4 000 00 mal ipod Screen ds sw O F We do not supply labor for mounting Plasma Monitors to your hara sets jo Speaker package includes speaker stand patch cables et 10500 516000 Cable TV Hookup for Monitor or Projector 250 00 D The total charge per item is determined by multiplying the guantity by the daily rate by the number of days to be used D Please include applicable Sales Tax on eguipment rental TAX EXEMPT STATUS If you are exempt from payment of sales tax we require you to forward an exemption certificate for the state in which the services are to be provided To guarantee equipment availability and advanced rate this order should reach us 14 days prior to delivery D Operator labor if reguested is subject to the prevailing hourly rate with a 4 hour minimum D CANCELLATIONS A Cancellation of equipment ordered must be received 48 hours prior to delivery date to avoid a Laptop Computer w CD DVD Drive 250 00 350 00 A Please Note Specific Software Hardware Needs Below Note Daily Rat
13. 1 40 VTC 30 Blue Top Black Base 32415 421 40 Additional Bar Tables Barstools Bars G30BMS Bar Table Maple G30BMW Bar w Grmt Maple BST Banana White Chrome BSS Banana Black Chrome BS001 Shark Swivel White BS002 Zoey Swivel White BS003 Zoey Swivel Black BRC Circle Martini Bar BR1 Martini Bar Taw tem Discount Regular Amount Bar Tables Chrome Base __ wrk 30 mape TopChrome Base 39145 508 90 __ wrP 36 Mape Topichrome Base 431 05 560 35 __ wtu s0 Graphite TopChrome Base 411 00 53430 7 __ wrw 36 Graphite TopiChrome Base 431 05 560 35 WTM Grey Topictrome Base 431 05 560 35 WTE Brandy Topichrome Base 431 05 560 35 u WTF 30 Met Silver Top Chrome Base 452 65 588 45 WTB 30 Red Top Chrome Base 391 45 50890 La WTC 30 Blue Top Chrome Base 391 45 50890 Additional Bar Tables o G30BWW Bar w Grmt White 888 40 115490 Barstools EDOso Bio 345 90 449 65 7 _ esc Osio white 345 90 449 65 7 _ BsL cin mape 262 80 341 65 7 __ esn etson Black 373 50 48555 7 jin 306 30 39820 7 BCE lce Transparent Chrome MISCELLANEOUS ITEMS Cow tem Discount Regular Amount Training Room _ ors computerTabie Graprite 54150 703 95 _ roskiosk BiackMaple 648 25 842 75 fportssumPoaun cem 411 00 53430 WD2 Writing Desk Graphite CO4 Flex Back Chair Charc
14. 1201 For 2015 Conference of The National Society of Black Physicists MUST NOT BE DELIVERED PRIOR TO February 25 2015 8 00AM MATERIAL HANDLING AUTHORIZATION 2015 Conference of The National Society of Black Physicists February 25 27 2015 lt gt Shepard Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com SHIPMENT INFORMATION Please complete the following information Please indicate number of pieces and the estimated weight We plan to ship to o Advance Warehouse o Direct to Show Site We plan to ship on date Pt rates O Our materials should arrive on date PT Cartons sd Carrier Name Pro ff es Origin of Shipment city state RS S Please provide a contact name and number for any questions Shepard may have Miscellaneous sd in regards to this shipment Total Weight Name Phone MATERIAL 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
15. 2015 Conference of The National Society of Black Physicists REV ONINC THE FUTUR EN FEBRUARY 20 28 2 2015 CA DIS RCE HILTON BALTIMORE HOTEL BALTIMORE MD Oe Nis Dear NSBP 2015 Exhibitor On behalf of the National Society of Black Physicists NSBP we thank you for your participation in the 2015 NSBP Annual Conference The exhibit portion of the conference will be held on February 25 27 2015 at the Hilton Baltimore Hotel Key Ballroom 1 6 located on the second floor of the hotel There will be signage to direct you accordingly The Exhibitor Service Manual includes comprehensive information to help you prepare for the Conference It takes less than an hour to review this material and doing so now will help you control costs and enable you to find streamlined ways of managing your exhibit The service manual also highlights the rules regulations and services provided by Shepard Exhibit Contractor for the show Please read carefully as it contains all the necessary information and forms for the NSBP conference Please pay particular attention to the deadlines on each order form Meeting these cut off dates will ensure billing at advance order discounted rates where available Also please note the following important points e The exhibit show colors for the conference will be Blue and Gold The exhibit hall is carpeted NSBP provides your draped table s and chairs according to the terms of your booth contract
16. 227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Discount Deadline February 4 2015 GROUND RIGGING FORKLIFT RENTAL DO NOT USE THIS FORM FOR MATERIAL HANDLING SERVICES Please complete the following of pieces to be spotted Heaviest piece to be spotted Requested date time Description of work to be performed times are not guaranteed PLEASE NOTE 35028 Straight time Hourly Rental 32070 41700 O 35039 Overtime HourlyRental_ 399 85 51975 O 35067 Double time Hourly Rental 47890 62250 code aw Rem Description Discount Regular Amount 35029 Straght ime Hourly Rental 64140 8878 35049 OverimeHomyRena 790 70 1039 50 35060 Double ime Hourly Rental 957 80 1245 28 Code oy item Description Discount Regular Amount 35035 Straight ime Hourly Renta 96210 125075 35066 Overtime Hourly Rental 1199 55 155950 36070 Double ime Hourly Rental 1436 70 186775 CRANE RENTAL AVAILABLE UPON REQUEST ST Straight time Monday Friday 8 00 AM 4 30 PM OT Overtime Monday Friday 4 30 PM Midnight All day Saturday amp Sunday DT Double time All other hours and holidays including union holidays RIGGING LABOR RATES Rate structure includes forkli
17. 8 00 482040 66473 All Exhibit Booth Rentals include installation dismantling and graphic panels as shown not all booths have graphic panels Prices quoted are for print ready graphics If graphics submitted are not print ready additional fees may apply Please contact the Exhibit Solutions Department with any questions you may have at 404 720 8652 Please Note Carpet is not included to order please refer to the Carpet 8 Cleaning form Please fax completed form to Exhibit Solutions Department at 404 720 8757 Please complete the following Company Name Booth Subtotal So Contact Name Phone 6 000 Tax BS Authorized Signature Amount Due C 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 Rental items not ordered and found in use in your booth are subject to Regular rate billing All tax rates are subject to change ISLAND BOOTH RENTALS 2015 Conference of The National Society of Black Physicists Shepard Exposition Services February 25 27 2015 1531 Carroll Drive NW Atlanta GA 30318 Exhibit Solutions Sales Phone 404 720 8652 Hilton Baltimore Convention Center Hotel
18. Adjustable BS1 BST BSD BST Banana Barstool White Chrome 2141522 D320 BSS Banana Barstool Black Chrome De 22 TB BO a BCE Ice Barstool Transparent Chrome 675 B16D 377595 BSD Oslo Barstool Blue 1B20D 30 BS003 BSN BS2 BS3 _ P NS BSS BCE BSC BSL BSC Oslo Barstool White 2053055 BSL Gin Barstool Maple Chrome 16 L 16 D 29 H 11 12 BAR TABLES VTF 30 VTK 36 VTP VTB 30MHTB VTC 30 VTJ 36 VTN VTM WTF WTB 30MHSB WTC TABLE TOP OPTIONS BAR TABLES Standard Black Base 30 Round 42 H VTK Maple Top VTJ Graphite Nebula Top 30MHSB Mahogany Top VTF Metallic Silver Top VTB Brushed Red Top VTC Brushed Blue Top Standard Black Base 36 Round 42 H VTP Maple Top VTN Graphite Nebula Top VTM Grey Nebula Top BRUSHED BLUE MAPLE GRAPHITE NEBULA GREY NEBULA Tulip Chrome Base 30 Round 42 H WTK Maple Top WTJ Graphite Nebula Top 30MHTB Mahogany Top WTF Metallic Silver Top WTB Brushed Red Top WTC Brushed Blue Top Tulip Chrome Base 36 Round 42 H WTP Maple Top WTN Graphite Nebula Top WTM Grey Nebula Top MAHOGANY METALLIC SILVER BRUSHED RED CAFE TABLES ZTF XTM 36 ZTP ZTB 5 30MHTC 30 ZTJ 36 ZTN ZTC XTF ZTM XTB 30MHSC 36 XTN XTC SAMPLE BAR TABLE SETS CAF TABLES Standard Blac
19. 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 SR EXPO FURNISHINGS 2015 Conference of The National Society of Black Physicists Shepard Exposition Services E February 25 27 2015 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Discount Deadline February 4 2015 TABLES ALL DISPLAY TABLES ARE 24 WIDE STANDARD SEATING EEEIEE Choose drape color place color code next to order Code Qty Item Discount Regular Red 01 Gold 04 Burgundy 07 50020 SideChar 82 70 10750 Green 02 Blue 05 Grey 10 50021 AmChair 115 00 149 50 _ White 03 Black 06 Teal 13 50024 Stoolwback 134 75 175 20 Code Qty Color _ Size Discount Regular Amount STANDARD ACCESSORIES sooo Jeu xeon 20220 26285 A O s0048 Je xan 16780 20515 a BX sos Je xa 26770 20000 Goose atnsideaor 70 95 10265 Discount Regular F m 50171 athSide42 78 95 10265 Wastebasket 23 70 30 80 Tables are skirted 3 sided must
20. Cobalt 21 46002 Purchaselsgt 1645 2140 Minimum 100 so ft is reguired No refunds on cancellations Rental includes installation and removal of carpet and visqueen Purchase carpet please fill out Labor Order Form carpet installation section to have carpet installed BOOTH DIMENSIONS PADDING amp VISQUEEN Qty item Discount What is your booth size ft 50009 1 2 Padding 1065 x _ s 50008 Padaing 245 k 50010 Visqueen 040 BOOTH CLEANING Minimum 100 sq ft PERIODIC PORTER SERVICE Booth cleaning rates are per square foot Porter Service Rates are per square foot RITES Vacuum Once 044 7 470307 Daily Vacuum 132 47031T 47011 47012 Porter Sve Once 050 DalyPonerSe 150 Porter Service includes emptying wastebaskets within the booth every two hours during the show It may be ordered once for only the first day of the show or daily Carpet is delivered clean but may become dirty during setup We suggest that you order vacuuming at least once before show opening Please note booth cleaning and porter service are taxable for this show Total Carpeting amp Cleaning 6 00 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
21. Code M187450215 Customer Service Email baltimore shepardes com BOOTH PACKAGE Items provided in your booth per exhibitor 8 High backwall drape 3 High sidewall drape 7 x 44 Cardstock Identification Sign 1 6 x 30 Skirted Table Blue 2 Side Chairs 1 Wastebasket Show drape color s Blue Gold EXHIBIT SHOW SCHEDULE General Exhibitor Move in Wednesday February 25 2015 4 00 PM 7 00 PM Exhibit Hours Wednesday February 25 2015 7 00 PM 9 00 PM Thursday February 26 2015 9 00 AM 5 00 PM Friday February 27 2015 9 00 AM 5 00 PM Exhibitor Move out Friday February 27 2015 5 00 PM 7 30 PM Freight Re route Time Friday February 27 2015 7 30 PM IMPORTANT DEADLINES Exhibitor appointed contractor notification deadline Wednesday January 28 2015 Discount price deadline for standard Shepard orders Wednesday February 4 2015 First day for warehouse deliveries without a surcharge Wednesday January 28 2015 Last day for warehouse deliveries without a surcharge Wednesday February 18 2015 First day freight can arrive at show facility Wednesday February 25 2015 at 8 00 AM SHIPPING ADDRESSES Advance Shipments Address Direct Shipments Address Exhibiting Co Name amp Booth Number c o Shepard Exposition Services 2015 Conference of The National Society of Black Physicists Exhibiting Co Name amp Booth Number c o Shepard Exposition Services 2015 Conference of The National Society of Black Physici
22. Contact Name Authorized Signature Oty item Discount Regular Amount Occasional End Tables ete siveraco 356 20 463 05 EDSoro SteclCnocoite 449 90 584 85 etkcinspiration 382 05 496 65 etF ceo Glassiaiack 323 65 420 75 _ etc ceo ciassichme 333 90 434 05 eotroiverenarane 21245 276 20 etw syeney white 338 75 440 40 ery sycney Bak 338 75 440 40 CUBTBL Edge LED Cube 270 40 351 50 covte cany Table 280 05 364 05 Subtotal S 6 000 Tax Amount Due S Booth Phone 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 24 hours prior to first exhibitor move in day lt gt Shepard EXECUTIVE FURNITURE 2015 Conference of The National Society of Black Physicists Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 410 737 9274 baltimore shepardes com Customer Service Fax Customer Service Email February 25 27 2015 Hilton Baltimore Convention Center Hotel Baltimore Maryland Event Code M187450215 Discount Deadline February 4 2015 CONFERENCE TABLES CHAI
23. Double time Monday Friday 8 00 AM 4 30 PM Monday Friday 4 30 PM Midnight All day Saturday amp Sunday All other hours and holidays including union holidays 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 hour increments esoso sart 10 130 Booth size tx 68079 MINIMUM 20250 263 25 Carpet install date time Hours are based on estimates you will be invoiced for actual time incurred Subtotal 8 NA Tax Amount Due 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 Crated o Uncrated Tracking Pro Estimated arrival date Shipment to arrive at o Warehouse oc Show site Set up Information for Installation Please check all that apply and provide information where reguested pooth size Jx Forklift required o Yes o No Carpet is o owned a rented from Shepard Carpet padding o Yes o No Drawings are o Faxed to Shepard o Shipped w exhibit crates On site Exhibitor Contact Information Name Phone Hotel A
24. Material 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 tarping or untarping freight or containers or rigging pieces for loading or unloading on a truck or from the ground o
25. NFIRM 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 xperience Shepard Logistics Complete Transportation Services Advantages of Shepard Logistics 10 material handling discount for round trip SLS customer shipments Volume discounting for larger shipments Guaranteed price quotes online with online booking and scheduled pick up Preferred and confirmed target times inbound Pre printed bills and shipping labels correctly formatted inbound or outbound Free 30 day pre event storage charges Ship direct to show site and avoid warehouse charges when facility permits Automated tracking and delivery status reports via email No driver waiting time charges inbound or outbound No additional trade show fees Priority Empty Return Labels to all inbound Logistics Customers Guaranteed pick up outbound from show with immediate loading following empty return Guaranteed on time delivery to destination city facility or warehouse or it is free Benefits of Shepard Logistics Security immediate outbound loading reduces risk of pilferage or misloading Convenience less paperwork and less tracking Efficiency scheduling travel labor reliably and possibly avoiding weekend overtime charges inbound Cost Sa
26. RS Cou item Discount Regular Amount Conference Tables oraceo Tabie Black 557 75 725 10 _ cet ceoTabie sq chrome 399 00 518 70 ort ceo Table Sa Black 378 55 492 10 Jocr Manatan Table Black 41120 53455 _ oce2ceo Table chrome 578 20 75165 Joss Graphite Tabie 61545 800 10 Jesse Graphite Tabie 755 25 981 85 CD26 Grey Nebula Table 576 00 748 80 ooe e Grey Nebula Table 698 25 907 75 eso mahogany Table 578 20 75165 ocr mahogany Table 71245 926 20 Jocs 10 mahogany Tabie 1133 80 1473 95 _ oai 42 Round Graphite Nebula 510 95 664 25 for s2 Round Grey Nebula 472 45 614 20 __ ocs 42 Round Mahogany Table 508 15 660 60 _foctew Nova Oval white 483 30 628 30 _ cT06cR Conference Table 6 Granite 292 25 379 95 oson Conference Tales Grante 355 40 462 00 _ cti0gr Conference Table 10 Grantd 533 05 692 95 Oty Item Discount Regular Amount O ecsranon cran unie 26870 349 00 _ scerexcharwinwnecs 221 80 28835 C fsornenvoncner 25445 5080 Jesemaa 25445 5080 fsccmematen char 180 40405 _ scaronercnaicrey 238 20 309 65 fscsarewrcnar on 238 20 30965 sos rterocute char azoo 54225 frcsuor Guest cer 50080 651 05 icaeoeo 502 50 65225 forwoBeame nea 57820 75165 rose uest
27. S2 Please choose metal color I Black 06 I White 03 Silver 15 CS1 3 Wx1 9 Dx6 3 H e RY eo 20 CS2 2 3 Wx 1 6 Dx6 3 H Paes er oe n es CS2 61580 80055 Item includes graphics A Shepard Representative will contact you with art reguirements i PRODUCT DISPLAY AND TRAFFIC BUILDERS Code Aw Description Discount Regular Amount Please choose metal color CI Black 06 White 03 1 Silver 15 Gondola im Item includes graphics A Shepard Representative will contact you with art reguirements Qty Description Discount Regular Amount 66430 PhoneStation 1866 90 2426 95 GL1 GL2 GL1 5 4 Wx1 3 Dx8 H GL2 4 3 Wx1 3 Dx7 H Please note that electrical Wm services must be ordered Please fax completed form to the Exhibit Solutions Department at 404 720 8757 separately You may find the forms in the Utilities section of the service manual Please complete the following Company Name Booth Subtotal N Contact Name Phone 6 000 Tax Authorized Signature Amount Due is i 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 exhibi
28. SOM Key West Sofa 152 L 40 D 33 H 64 L 36 D 34 H Black 05 835 D595hl CLUB CHAIRS EE OCB CHROO1 MPC CHR002 k i l i CHROO3 CHC CHD COD k OCCASIONAL O CHAIRS i EER lt orn N OCA OCH BCW OCU MEETING CHAIRS OCMESP OCMTAU CLUB CHAIRS CHC Lisbon Chair CHD Newport CCE Ice Chair OCU Globus Chair Black Leather Armless Chair Transparent Chrome White Vinyl Chrome CHR003 Roma ZDE sion BY s Charcoal Leather Vie EO Die k 20402640 Zorn White Vinyl ZD EEE CHR001 Mirabel Brown Leather SOE D32 l CHR002 Allegro Blue Fabric 56 0345 D30 H CHN Marrakesh Chair Light Beige SAL 0D OCB Key West Tub Chair Black SIMS RDS RE MPC Memphis Chair Mini Size Black 2725105175 027540 24 L 34 D 33 H COD Newport Corner Charcoal Leather SAD OCCASIONAL CHAIRS CH001 Casper Chair Clear Acrylic ZE ED 36 52 OCA T Vac Chair Translucent Chrome 25 L 23 D 30 OCH Madrid Chair Black Leather 0300 A BCW Madrid Chair White Leather Son 30D 31 F MEETING CHAIRS OCMESP Meeting Chair Espresso 25 9 C23 DAH OCMTAU Meeting Chair Taupe 2575 E23 DASA OTTOMANS VIBO5 WW y W VY OTS VIBO6 OTO VIBO1 VIBO2 VIBO7 ke oe gt OTN VIBO8 VIBO3 VIBO4 PUZ2SW OTM OTTOMANS Vibe Cube Ottoman Waterproof IS 182D 18 VIBO1 Green Vinyl VIBO2 Blue Vinyl VIBO3 Pink Vinyl VIB04 Red V
29. ansportation cost 4710 Trident Court only Additional material handling fees may apply on show site Baltimore MD 21227 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 Warehouse Deadline _____ February 18 2015 signature So we may deliver your Outbound Material Handling Agreement Date and labels please complete the following information LI will be shipping to SHOW SITE Ship to Address c o Shepard Exposition Services Company Name Booth 2015 Conference of The National Society of Black Physicists Hilton Baltimore Convention Center Hotel Contact Name 401 West Pratt Street Phone Baltimore MD 21201 Deliver By Date Number of labels Delivery date February 25 2015 Special Instructions TYPE OF SERVICE Choose One TRANSPORTATION CHARGES i Next Day Air ij 2nd Day Air Charges for transportation and material handling services provided by Shepard shall be billed to the Credit Card on file wec sa Service via Air Transportation is charged based on Dimensional weight or Actual weight whichever is greater Logistics Material Handling ONLY Authorize ALL charges Credit Card Expiration Date Security Code Billing Address _ standara Ground Other Truck Load Specialized City ST Zip Name on Card Authorized Signature A REPRESENTATIVE FROM SHEPARD LOGISTICS WILL CO
30. are based on when labor was performed ST OT DT Logistics Point to point transportation services for freight by an appointed carrier Marshaling Yard A lot where trucks gather for orderly dispatch to Event site When Shepard provides a marshaling yard all carriers must check in present a weight ticket and will be guided to the docks to unload when a space is available The same is true for the out of the show Applicable fee applies Move In Refers to the date and time that exhibitors gain access to a facility and are able to begin the construction and or set up of their booth Mobile Spotting Fee The charge for Shepard personnel to safely guide vehicles operated by exhibitors on the exhibit hall floor when approved by show management and 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 All local fire marshal rules and regulations apply Please call customer service for details Move out The date time specified by Event management for dismantling exhibits and clearing the exhibition floor Also referred to as Tear Down Padded Van Shipment Uncrated goods covered with blankets or other protective padding and shipped via van line Perimeter Booth A booth space on an outside wall Pipe and Drape Tubing covered with draped fabric to make up rails and back wall of a trade show Porter Service A service that i
31. be Table W Plexi Top White Plastic 205520820 CONFERENCE TABLES CG1 CF2 8 CB3 CE2 OCT6W T 6 CB2 qe 6 CD2 8 CD3 Li 6 CTO6GR 8 CC7 8 C508GR 10 CC8 10 CT10GR D1 SETS i CONFERENCE TABLES CE1 Geo Table CD3 Table C508GR Table CD1 Table Square Rounded Glass 8 Grey Nebula 8 Granite Grey Nebula CG1 Manhattan Table Chrome 96 L 36 D 29 H 96 L 44 D 29 H 42 Round 29 H Glass Black 22142 D 27 42 Round 29 H CC6 Table CT10GR Table CF1 Geo Table 6 Mahogany 10 Granite CF2 Geo Table Square Rounded Glass 72315 5629 29 Sul 120 L 46 D 29 H Rectangle Glass Black Black F 60 L 36 D 29 H 42 L 42 D 29 H CC7 Table CC5 Table 8 Mahogany Mahogany CE2 Geo Table CB2 Table 96 L 48 D 29 5 H 42 Round 29 H Rectangle Glass Chrome 6 Graphite Nebula 60 L 36 D 29 H 72 L36 D 29 H CC8 Table CB1 Table 10 Mahogany Graphite Nebula OCT6W Nova Oval Table CB3 Table 120 E48 D29551 42 Round 29 H 6 White Silver Powder 8 Graphite Nebula Coated Legs 76136 D291 CTO6GR Table CT42GR Table 71 L36 D 29 H 6 Granite Granite CD2 Table 72 L 36 D 29 H 42 Round 29 H 6 Grey Nebula NERD 20 10 EXECUTIVE CHAIRS XC2 XC1 XC5 XC4 G30 COMMUNAL BAR CAF amp COCKTAIL l G30BMS G30BMW G30BWS G30BWW TABLES nr a ee J i i i G30DMS G30DMW G30DWS G30DWW y u G30CMS G30CMW G30CWS G30CWW TABLE TOP OPTIONS MAPLE WHITE EXECUTIVE CHAIRS XC4 Altura
32. booth as well as the wire fee if you are sending a wire transfer ACH payment or check EXHIBITING COMPANY INFORMATION Please fill out the following information COMPANY NAME BOOTH COMPANY ADDRESS PHONE CITY ST ZIP FAX CONTACT NAME EMAIL CREDIT CARD INFORMATION a Type of Card ome VISA 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 Are you tax exempt for the state this event occurs in Yes No If you are tax exempt you must provide a tax exemption certificate for the state in which the show is being held Please submit tax exemption certificate to baltimore shepardes com SHEPARD TERMS amp CONDITIONS lt Shepard 2015 Conference of The National Society of Black Physicists 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 site orders Floor orders are limited to availability 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 com
33. by completing this form and returning it by deadline date 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
34. ck Physicists Shepard Exposition Services February 25 27 2015 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland lt Shepard Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Discount Deadline February 4 2015 EXPO CARPET 16 OZ Choose Color Qty item Discount Regular Amount Red 01 Black 06 50255 10x 21975 28570 Blue 05 Teal 13 50256 10x20 41830 54380 Tuxedo 50 Burgundy 07 50257 10x30 62400 8120 50258 10x40 82955 107840 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 440 570 Rental includes installation and removal of carpet and visqueen Prices quoted above include installation and taping 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 OZ 100 ULTRA CUT PILE WITH ACTION BACK OR JUTE BACKING Choose Color Qty item Discount Regular Amount Red 01 Charcoal 17 46001 Renalsgt 690 895 Silver Cloud 18 Black 06 46008 __ Rental 1000 sqft 59 775 Deep Navy 22
35. confine its operations to the exhibit area of its clients 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 CARPETING amp CLEANING 2015 Conference of The National Society of Bla
36. ct click proceed to ordering 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 continue gt 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 x next to the item you wish to remove QUESTIONS Do not hesitate to contact us for assistance Shepard Customer Service 410 737 9270 baltimore shepardes com o gt Shepard PAYMENT AUTHORIZATION 2015 Conference of The National Society of Black Physicists Shepard Exposition Services ne February 25 27 2015 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Discount Deadline February 4 2015 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 t
37. cutive Chair With Arms Onyx Black 26A 255D 3A CO4 Iso Mesh Chair Black 26 L 24 D 38 H XC3 Luxor Guest Chair Black Leather Z ele 28 D 4O R SC10 SC SCF SC3 SC5 E ey CSB XC6 Altura Guest Chair Black Crepe 25 120 D 34 H CS5 Vista Chair Black Chrome Legs 2098 235D 331A CS8 Berlin Chair Black IB L 22 D 32 7 CS9 Berlin Chair Red o 22 D 32 569 SCD CO4 CS9 OCCASIONAL COCKTAIL TABLES OCCASIONAL END TABLES OCCASIONAL COCKTAIL TABLES COLI Oliver Cocktail Table al 2D CIE Silverado Cocktail Table 36 Round 17 H C1D Soho Cocktail Table Steel Base Chocolate Top 2821D SA C1K Inspiration Cocktail Table 42 L 28 D 18 H CDYTB C1F Geo Cocktail Table Glass Black S08 22D 16 1 C1C Geo Cocktail Table Glass Chrome SOE 22 D 63h C1W Sydney Cocktail Table White 48 L 26 D 18 H C1Y Sydney Cocktail Table Black 48 L 26 D 18 H OCCASIONAL END TABLES CDYTB Candy Table White Black To lenin ey EOLI Oliver End Table 22 Round 22 H E1E Silverado End Table 24 Round 22 H E1D Soho End Table Steel Base Chocolate Top 201 ZCr lO 29 al E1K Inspiration End Table 24 L 28 D 22 H EV E1F Geo End Table Glass Black 26422640 2046 E1C Geo End Table Glass Chrome 265 ZOD ZO E1W Sydney End Table White 274C 23D 221 E1Y Sydney End Table Black 2 E2 D22 EIC CUBTBL CUBTBL Edge LED Cu
38. d 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 LOGISTICS SERVICES 2015 Conference of The National Society of Black Physicists Shepard Exposition Services February 25 27 2015 1531 Carroll Drive NW Atlanta GA 30318 Shepard Logistics Phone 888 568 8858 Hilton Baltimore Convention Center Hotel Baltimore Maryland lt gt Shepard Shepard Logistics Fax 404 720 8733 Shepard Logistics Email logistics shepardes com Event Code M187450215 EXHIBIT MATERIALS TRANSPORTATION INBOUND PICK UP LOCATION INFORMATION SHIPPING 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 Est Weight Requested Pick Up Date Crates Hours of Operation Cartons cardboard Cases Trunks fiber color Company Skids Pallets Address Carpet color Other Total Pieces Total Wt City State Zip Size of largest piece L W H SHIP TO Loading Dock C Yes O No Lift Gate Residential Inside Pick up Inside Delivery CT 1 will be shipping to the WAREHOUSE Special Instructions Company Name Booth 2015 Conference of The National Society of Black Physicists c o Shepard Exposition Services Please note All Shepard Logistics guotes include tr
39. d outside the confines of the booth NSBP reserves the right to determine the acceptable sound level in all instances Failure to comply will result in the discontinuation of the use of all sound equipment in that exhibitor s booth 2015 Conference of The National Society of Black Physicists REV ONINC THE FUTUR L FEBRUARY 29 28 2 2015 C2 Gi ashore HILTON BALTIMORE HOTEL BALTIMORE MD Oe Nis NSBP ANNUAL CONFERENCE DISPLAY REGULATIONS Continued Damage to Facility Nothing may be posted tacked nailed or screwed to columns walls floors or other parts of the Hilton Baltimore Hotel Any damage or defacement caused by the infraction of this rule will be repaired at the exhibitors expense Security During exhibit hall hours only individuals wearing their NSBP Conference badge will be admitted to the exhibit area If you see anyone in the exhibit hall without a conference badge please notify NSBP staff immediately Exhibitors are reminded to protect personal items and valuables at all times including cash and portable electronic devices NSBP provides general hall security when the exhibits are closed however exhibitors should remove cash boxes and valuable items from your display when you are not at your booth including overnight Insurance Exhibitor acknowledges that NSBP Associated Universities Inc Strategic Partnerships International Shepard Exposition Services Hilton Baltimore Hotel and its employees and all
40. dling of materials including but not limited to freight on the truck needing to be unloaded in a specific order orientation or requires freight on the truck to be moved to unload actual delivery Shipments that arrive via small package carrier such as FedEx Express Service UPS small package service DHL small package service and Airborne Express will be charged a special handling rate due to their delivery procedures OVERTIME Surcharge 30 35301 Based on show move in move out schedule and or late driver check 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 an overtime surcharge may be applied to your advance warehouse shipments if due to scheduling conflicts beyond our control the shipment is moved into or out of the exhibit hall on overtime and or loaded into or out of the truck 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 WAREHOUSE OVERTIME Warehouse Material Handling rates may be subject to inbound overtime fees should the move in schedule dictate overtime is required to deliver all warehouse freight prio
41. e So 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 Rental items not ordered and found in use in your booth are subject to Regular rate billing All tax rates are subject to change A ISLAND BOOTH RENTALS gt Shepard 2015 Conference of The National Society of Black Physicists Shepard Exposition Services P February 25 27 2015 1531 Garroll Drive NW Atlanta GA 30318 Exhibit Solutions Sales Phone 404 720 8652 Hilton Baltimore Convention Center Hotel Baltimore Maryland Exhibit Solutions Sales Fax 404 720 8757 Event Code M187450215 Exhibit Solutions Email ESSRentals shepardes com Discount Deadline January 26 2015 EXHIBIT SOLUTIONS ISLAND BOOTH RENTALS Let our Exhibit Solutions team make Exhibiting EZ with a Turnkey Rental Booth Custom Design for Rentals Onsite Logistics Management Freight Management Graphic Development Printing Installation Dismantle Custom Furniture Rental Please visit us online for additional options and information http www shepardes com shep gallery html The Adams 20 x 20 12231 25 15900 65 Tay Description Discount R
42. e Fire Marshal requires SES to verify that the following safety regulations are adhered to Less than 1 4 tank of gas Battery disconnected Gas tank taped shut Surcharge Each Way Total Amount Motorized Unit Vehicle Spotting 35106 100 00 v Subtotal 6 00 Tax Amount Due Please complete the following Company Name Booth Contact Name Phone Authorized Signature Shepard Exposition 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 OUTBOUND BILL OF LADING SHIPPING LABEL REQUEST lt gt Shepard 2015 Conference of The National Society of Black Physicists Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 February 25 27 2015 Customer Service Phone 410 737 9270 Customer Service Fax 410 737 9274 Customer Service Email baltimore shepardes com PRE PRINTED OUTBOUND BILL OF LADING AND SHIPPING LABELS 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
43. e is subject to change reliant upon software hardware needs minimum one day charge Single Phase 120 Volt 5 AMP 50 00 75 00 Single Phase 120 Volt 20 AMP ne 125 00 200 00 LL Three Phase 210v 100 AMP cam lock tails only De 675 00 850 00 Pt Power Distribution Unit distro 200 00 300 00 Additional Power Strips f f sof 15 00 Additional Extention Cords 15 00 15 00 On Site Contact n Show Convention Name Time Firm Name Special Instructions 7 Ordered By Telephone EQUIPMENT TOTAL 23 SERVICE CHARGE Pickup Date Presentation Services Inc email T W x at the Hilton Baltimore Convention Center Contact our sales team at HiltonBaltimoreExhibits PSAV com Save first then Click here to E Mail 401 W Pratt Street Baltimore Maryland 21201 443 683 8556 PHONE 443 683 8560 FAX PoOAV Technology Meets Inspiration Baltimore If you don t see something you need please call 443 683 8556 for assistance Exp Date CCV on back of card American Express Cardholder s Name as appears on card Visa MasterCard Cardholders Signature UO oO Discover
44. ead 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 24 hours prior to first exhibitor move in day INLINE BOOTH RENTALS 2015 Conference of The National Society of Black Physicists Shepard Exposition Services February 25 27 2015 1531 Carroll Drive NW Atlanta GA 30318 Exhibit Solutions Sales Phone 404 720 8652 Hilton Baltimore Convention Center Hotel Baltimore Maryland Exhibit Solutions Sales Fax 404 720 8757 Event Code M187450215 Exhibit Solutions Email ESSRentals shepardes com Discount Deadline January 26 2015 Let our Exhibit Solutions team make Exhibiting EZ with a Turnkey Rental Booth Custom Design for Rentals Onsite Logistics Management Freight Management Graphic Development Printing Installation Dismantle Custom Furniture Rental lt Shepard Please visit us online for additional options and information hitp www shepardes com shep gallery html The Eddie The Jonathon to x10 eser 4306 60 oeo 5994 65 7013 05 ee Law Description Discount Regular oxo 2311 05 200435 ioeo 4045 30 5258 00 Qty Description Discount Regular 10x10 2866 65 3726 65 10x20 54295 707585 TE 66470 66471
45. egular 20 x 20 9006 05 11707 85 66495 The Garfield Tay Description Discount Regular m 20 x 20 8819 40 11465 20 66496 All Exhibit Booth Rentals include installation dismantling and graphic panels as shown for print ready graphics If graphics submitted are not print ready additional fees may apply Please contact the Exhibit Solutions Department with any questions at 404 720 8652 Please Note Carpet is not included to order please refer to the Carpet amp Cleaning form Please fax completed form to Exhibit Solutions Department at 404 720 8757 Please complete the following Company Name Booth Subtotal Bb oo Contact Name Phone 6 000 Tax o Authorized Signature Amount Due o 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 Rental items not ordered and found in use in your booth are subject to Regular rate billing All tax rates are subject to change EXHIBIT RENTAL ACCESSORIES 2015 Conference of The National Society of Black Physicists Shepard Exposition Services February 25 27 2015 1531 Carroll Drive NW Atlanta GA 30318 Exhibit Solutions Sa
46. eight from a common carrier Corner Booth An exhibit space with exposure on at least two aisles usually found at the end of a row of inline booths CWT Century Weight or hundredweight The total weight of a crate is divided by 100 to obtain billable weight 51 000 Ibs 100 510 cwt Drayage The service that includes delivery of materials to an exhibit space removal of empty crates storage of crates during the Event return of crates at the end of the Event and delivery of materials to the carrier loading area DT Labor Double time labor or work performed on double time and charged at twice the published rate Empty Sticker A colored sticker used to mark empty crates and boxes for storage provided in the material handling service See Service Desk for Empty Stickers Exclusive Contractor One who holds an exclusive contract with a facility or event manager to provide specified services to that facility or Event Exhibitor Approved Contractor EAC Also called an independent contractor a supplier hired by an exhibitor to perform trade Event services independently of Event management appointed contractors Exhibitor Kit Also known as a Service Manual this is package of information that contains all rules regulations and ordering forms relating to an exhibition provided to exhibitors by Event management Facility Carpeted Indicates the exhibit hall and or ballroom in which the Event is taking place is a
47. epard Exposition Services MATERIAL FREIGHT HANDLING JURISDICTION Shepard Exposition Services has the responsibility of receiving and handling all exhibit materials and empty crates that comes in via over the road carriers 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 Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Shepard Exposition Services Rates for material handling services are enclosed in this exhibitor service manual One individual from each exhibiting company is permitted one trip to hand carry items into exhibit facility The use of dollies hotel baggage carts flat trucks 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 considerat
48. f 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 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 C
49. ft and 1 operator only Minimum crews are based on scope of work and area jurisdiction Additional labor and groundmen will be billed at the hourly rate The minimum charge for labor and equipment is one 1 hour Labor and equipment thereafter is charged in half 1 2 hour increments Orders cancelled without 24 hour notices will be charged a one 1 hour cancellation fee code aw Rem Description Discount Regular Amount 36085 Strighttime Hourly Rate 12656 16455 35086 Overtime Hourly Rate 18988 24685 3609 Doubleime Hourly Rate 25818 32905 SS code ay em Description Discount Regular Amount RIGGERS AND MATERIAL HANDLERS PER MAN HOUR 35087 Straight time Hourly Rate 101 25 131 65 35100 Overtime Hourly Rate 151 90 197 45 35101 Double time Hourly Rate 202 50 263 25 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 PLEASE NOTE The minimum charge for labor and equipment is one 1 hour Labor and equipment thereafter is charged in half 1 2 hour increments Orders cancelled without 24 hour written notice will be charged a one 1 hour cancellation fee Subtotal S NA Tax Amount Due S Must order by discount deadline date to receive discounted pricing Payment Authorization must be complete
50. he 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 exhibitors 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 THIRD PARTY PAYMENT AUTHORIZATION lt gt Shepard 2015 Conference of The National Society of Black Physicists Shepard Exposition Services February 25 27 2015 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Discount Deadline February 4 2015 The following informa
51. his 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 confirmation Name of show that you are attending 2015 Conference of The National Society of Black Physicists 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 Please be sure to include the show name or show code and your
52. ide credit card information below A credit card is always reguired for telephone line orders to cover cost of outgoing phone calls The credit card covers the cost Card Member Name Major Credit Card type Card Number Exp Date Master Account agree to be responsible for all usage charges made in connection with local and long distance Authorized Signature Local and Long Distance Charges Local and long distance usage charges per line will be billed separately to the credit card of your choice as completed above All telephone calls are charged the AT 8 T operator dial business day rate plus 50 A local call is 1 00 and an 800 877 855 866 is 4 00 and an additional 0 10 per minute after 60 minutes on local 800 888 calling card credit card third party calls and calls made through other common carriers 950 10xx CD T Hilton ag BALTIMORE AUDIOVISUAL SERVICES From helping small gatherings create a great impact to amplifying a stage experience for hundreds of attendees PSAV s event technology enhances every image note and nuance of your important communication Our goal is to achieve yours effectively delivering your messages and making your meeting a Memorable success 5 POPULAR PACKAGES S POPULAR COMPONENTS Meeting Room Projector Package 690 Conference Speaker Phone 180 AV Cable Lot Laptop Computer 245 LCD Projector LED Wash Light 90 Projection Stand Powered Speaker 135 Tripod screen Presiden
53. inyl VIBOS Yellow Vinyl VIB06 Gold Bronze Vinyl VIBO7 Champagne Vinyl VIBO8 Orange Vinyl OTL PUZ2SW Puzzle Bench Ottoman White 1641824 B os OTS South Beach Ottoman Wedge Platinum Suede 25426 Doan OTO Square Ottoman White Leather 40 L 40 D 17 H COZ OTN Bench Ottoman White Leather PAPE CAD Zk CUBL20 OTP Square Ottoman Black Leather 40 L 40 D 17 H OTM Bench Ottoman Black Leather ZW Ban OTK Half Round Ottoman Black Leather Gales AK H OTL Half Round Ottoman White Leather o EOB m CCZ Circle Ottoman Black White Leather oy 6 D 17 H CCB Circle Ottoman Black Leather 66D k CCW Circle Ottoman White Leather 66D 17 A CCW OTH Milano Cube Black Leather AD Ss OSC Milano Cube White Leather 1 L B kon CUBL20 Edge Lighted Cube Ottoman White Plastic DOV ZAG BY 20 Tr SAL Sally Stool White 12 Round Zah GROUP SEATING SC4 GROUP SEATING SCE Fusion Chair Red White 122122 SC10 Razor Chair White I5 L 155 D 305R SC9 Panton Chair White 2O L 24 D saa SC1 New York Chair Onyx Seat Maple Back Chrome Legs 23 AD 3551 SC8 Flex Chair W Wheels DASA 9B n SCC Fusion Chair Clear White 124182145524 SCF Fusion Chair Black White OZ DZ SCD Fusion Chair Green White 1296 Z1 D 32 SC4 Jetson Chair Black IQ L 18D 315 ece SC2 Brewer Chair Grey Chrome 20 L 20 D 32 R SC3 Brewer Chair Onyx Black 20 L 20 D 720 SC5 Tilt Exe
54. ion 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 employee 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 lt Shepard LABOR ORDER FORM 2015 Conference of The National Society of Black Physicists Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 410 737 9270 410 737 9274 baltimore Ashepardes com Customer Service Phone Customer Service Fax Customer Service Email February 25 27 2015 Hilton Baltimore Convention Center Hotel Baltimore Maryland Event Code M187450215 Discoun
55. ith fonts converted to outline Special artwork mounting 70069 Please note If customer provided graphic files are not to exact specifications requirements a design time surcharge will apply UNION JURISDICTIONS MARYLAND DC AREA UNION LABOR Maryland is NOT a right to work state The installation and dismantling of prefabricated displays comes under the jurisdiction of the Carpenters union 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 Carpenter union exhibit labor claims jurisdiction for the installation dismantling and first cleaning of prefabricated exhibits and displays However two 2 full time exhibiting company employees may work without Carpenter Labor for one 1 hour on the installation move in and 1 one hour on the dismantle move out without union labor on booths that are larger than 10x10 Exhibitors may work in booths 10x10 or smaller without the use of union labor Exhibitors are not permitted to use Power Tools electric drills power saws etc on booths of any size Manual tools such as hammers screwdrivers ratchets pry bars etc are allowable for exhibitor use within the size and time frame limitation Exhibitors may not borrow tools ladders or other equipment from the exhibit facility or from Sh
56. k Base 30 Round 29 H ZTK Maple Top ZTJ Graphite Nebula Top 30MHSC Mahogany Top ZTF Metallic Silver Top ZTB Brushed Red Top ZTC Brushed Blue Top Standard Black Base 36 Round 29 H ZTP Maple Top ZTN Graphite Nebula Top ZTM Grey Nebula Top Tulip Chrome Base 30 hound 27 a XTK Maple Top XTJ Graphite Nebula Top 30MHTC Mahogany Top XTF Metallic Silver Top XTB Brushed Red Top XTC Brushed Blue Top Tulip Chrome Base 36 Round 2931 XTP Maple Top XTN Graphite Nebula Top XTM Grey Nebula Top 13 14 TRAINING ROOM CP5 POI PO3 WD2 BOOKCASES amp PRODUCT DISPLAYS PMB42 BC7 PDL ET UTILITY CHAIRS TRAINING ROOM PO1 Lecturn Podium Cherry ZA e OBS Oat CP5 Computer Table Graphite Nebula Sa OD AZA PO3 Kiosk Black Maple 24 L 21 D 42 H WD2 Writing Desk Graphite 48 L 24 D 30 H BOOKCASES amp PRODUCT DISPLAYS Plastic Pedestal Black PMB36 24 L 24 D 36 H PMB42 24 L 24 D 42 H BC6 Bookcase Mahogany Soe eB BC7 Bookcase Granite 36 EB B T PDL Locking Door Pedestal Black ZEME DARD 47 ET2 Etagere Black SORE lo 7055 ET1 Etagere Pewter SOE ODO SY1 DF1 UTILITY CHAIRS SY1 Altura Steno Chair Black Crepe 25 L26 D 21 R DF1 Altura Drafting Stool Black Crepe 25 L 26 D 34m DESKS amp CREDENZAS JD6 CR6 JD7 CR7 VF4 VF2 R10 DESKS amp CREDENZAS FILES FRIDGES JD6 Executive Desk VF4 Vertical Fi
57. le R1R Refrigerator Mahogany 4 Drawer White COMPS0 D 2751 ZD 52h 14 0 cubic feet 28 L 28 D 64 H JD7 Executive Desk VF2 Vertical File Granite 2 Drawer R10 Refrigerator COM DD 29e DUES 9 Bs a White 4 0 cubic feet CR6 Credenza L26 Lateral File 20E 22D Mahogany Mahogany 7 2AE 22410296 3008 207020 rl CR7 Credenza L27 Lateral File Granite Granite V245 A 29 Sous 204D 29 MOBILE TBSTDW TBSTND TBBCHR TBSHLF TBPNTR p la re a gt de i i LA15 M y LA14 TRW TRH PRODUCTS M CUBL20 CUBTBL MOBILE TABLET MOBILE TABLET LAMPS LIGHTED PRODUCTS STANDS STAND ACCESSORIES LA15 Mason Floor Lamp CUBL20 Edge TBSTDW Mobile TBBCHR Brochure Brushed Silver es Cube Ottoman Tablet Stand Holder 18 Round 55 H Dan White creas BD NES 254 14 L 13 D 44 5 H LA14 Mason Table Lamp CUBTBL Edge LED TBSHLF Charging Brushed Silver Clibe Table TBSTND Mobile Shelf 16 Round 26 H W Plexi Top Tablet Stand OS ZD lela White Plastic Black TRW Trovato LED ZO 08 202Di 200 14 L 13 D 44 5 H TBPNTR Wireless Printer Floor Lamp Holder White SDS 23 al FLA Dine 1s 16 TRH Trovato Table Lamp White Vlt ZO BARS Suggested Uses of Martini Bar SZ BARS BR1 Martini Bar BOSE 50 D 47 A BRC Circle Martini Bar Comprised of three BR1 Martini Bars 1007 1002D47 n We lt Shepard Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 410 737 9274 balti
58. les Phone 404 720 8652 Hilton Baltimore Convention Center Hotel Baltimore Maryland Exhibit Solutions Sales Fax 404 720 8757 Event Code M187450215 Exhibit Solutions Email ESSRentals shepardes com Discount Deadline January 26 2015 SHOWCASES AND LOCKING CABINETS E FT Ghee Quarterview Showcase Square Showcase LC3 4 6 WX1 9 Dx3 3 H 1 9 Wx 1 9 Dx7 H 3 9 Wx2 3 Dx3 6 H Pp Showcases Cd cote Ja T pescon scout Romar Amour 50270 Quarterview 1098 90 1428 55 ae Square 60600 LCA 1 meter wide Please choose metal color 1 Black 06 O White 03 O Silver 15 Please choose metal color O Black 06 I White 03 I Silver 15 3 6 Wx 1 9 Dx3 6 H e8282 LCI 81445 1058 80 i TT Please choose metal color 1 Black 06 O White 03 O Silver 15 66283 a LC2 988 40 1284 90 LC2 1 5 meters wide Please choose metal color Black 06 O White 03 O Silver 15 5 Wx1 9 Dx 3 6 H em 16 Please choose panel color I Black 06 L White 03 Locking Cabinets ode ay Description Discount Regular Amount RECEPTION COUNTERS AND COMPUTER STANDS lt RC1 RC2 RC3 7 9 Wx 3 5 Dx3 9 H 4 9 W x 2 3 D x 3 3 H 5 3 W x 3 3 D x 3 6 H Reception Counters and Computer Stands Code Qty Description Discount Regular Amount ee Re 2266 45 204640 Please choose metal color I Chrome CH I Wood W em me 897 55 1080 00 CS1 C
59. lready carpeted Floor Order An order for product or service placed after Advance Deadline therefore not eligible for discounted rates Floor Port A utility box recessed in the floor containing electrical telephone or plumbing connections Freight Exhibit properties and other materials shipped for an exhibit Freight Desk The area where inbound and outbound exhibit materials are handled at a trade event Forklift Ground Rigging Handling and assembly of machinery that requires the use of a forklift This includes positioning and or re skidding of exhibitor material machinery and equipment Hard wall A type of exhibit construction in which walls are made of a solid material rather than fabric 1 amp D Installation and dismantling of an exhibit by a labor source Exhibitors may orders this service from the general contractor ID Signs Typically a 7 x 44 cardstock sign that contains exhibitor name and booth number In line An exhibit that is constructed in a continuous line with other exhibits Island Exhibit An exhibit with aisles on four sides There is no pipe and drape construction provided to Island booths Labor Contracted workers who perform services When labor is ordered hours are based on estimates and will be billed actual time incurred Requested times are not guaranteed and are based on availability Minimum of one hour will be charged Additional time will be billed in increments Rates
60. more shepardes com Customer Service Fax Customer Service Email EXECUTIVE FURNITURE 2015 Conference of The National Society of Black Physicists February 25 27 2015 Hilton Baltimore Convention Center Hotel Baltimore Maryland Event Code M187450215 Discount Deadline February 4 2015 SEATING ay item Discount Regular Amount Sofas amp Sectionals _ so1 sou Beach Sofa P suede 895 65 1164 35 soc Lisbon sofa ak Leather 1038 25 1349 75 __ son Marrakesh Sofa Light Beige 781 15 1015 50 sraco2 Ategrosofa 61420 798 45 somey west sofa Beek 789 75 1026 70 ps Memptis sota 743 00 965 90 __ s02 2p0 South Beach P Suede 1807 00 2349 10 SED 3pc Newport Charcoal Leather SFA003 Roma Sofa White SFA001 Mirabel Sofa Brown Leather 938 30 Club Chairs 470 70 611 90 CHD Newport Armless Charcoal COD Newport Corner Charcoal CHC Lisbon Chair Black Leather MPC Memphis Chair CHN Marrakesh Chair Light Beige CHR003 Roma Chair White CHR001 Mirabel Chair Brown Leathe OTS South Beach Wedge OTQ Square White Leather VIBO7 Vibe Cube Champaigne vieor vibe cube Green 119 25 155 05 _ wia0e vibe cube orange 182 80 23765 sat saison 12190 158 45 OTN Bench White Leather OTP Square Black Leather OTM Bench Black Leather VIB02 Vibe Cube Blue VIB04 Vibe Cube Red VIB05 Vibe Cube Yellow Oty i
61. nature asooww ca w emt we 71455 928 90 Subtotal S 6 000 Tax Amount Due E j Booth Phone 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 24 hours prior to first exhibitor move in day lt gt Shepard Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 410 737 9274 baltimore shepardes com Customer Service Fax Customer Service Email EXECUTIVE FURNITURE 2015 Conference of The National Society of Black Physicists February 25 27 2015 Hilton Baltimore Convention Center Hotel Baltimore Maryland Event Code M187450215 Discount Deadline February 4 2015 BAR TABLES BARS amp BAR STOOLS aw item Discount Regular Amount Bar Tables Black Base _ vtk s0rMapie TopBackBase 324 15 42140 7 MTP Maple TopBackBase 320 00 416 00 M30 Graphite TopBaokBase 324 15 421 40 V300 Graphite TopBaokBase 336 00 436 80 Tma Grey TopBack Base 336 00 436 80 MTE Brandy TopiBlack Base 336 00 436 80 a VTF 30 Met Silver Top Black Base 367 55 477 80 VTB 30 Red Top Black Base 308 75 40
62. nature 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 Rental items not ordered and found in use in your booth are subject to Regular rate billing All tax rates are subject to change lt gt Shepard MATERIAL HANDLING INFORMATION Shepard Exposition Services 2015 Conference of The National Society of Black Physicists 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Customer Service Email baltimore 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 cannot 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 rigging pieces for loading or unloading on a truck or from the ground loading or unloading materials in a freight elevator carpet and or pad only shipments or other circumstances requiring the rehan
63. ncludes the emptying of wastebaskets within the booth at specific intervals during the show Quad Box Four electrical outlets in one box provided by the electrical contractor Registration This refers to an area that Event management uses to register and check in Event exhibitors buyers and attendees This is the place in which show badges can be obtained Rigger A skilled worker responsible for handling and assembly of machinery Right to Work state A state where no person can be denied the right to work because of membership or non membership in a labor union See the Union Rules and Regulations within your manual for specific guidelines Service Desk The location at which exhibitors order services Side Rails The wall between two booths used to divide exhibits typically 3 high Skirting Decorative covering around tables and risers Tables are skirted on 3 sides unless additional skirting is ordered Special Handling An additional charge that applies to exhibits shipments requiring extra labor equipment or time for delivery to exhibit space ST labor Straight time labor or work performed during normal hours at the standard rate Targets Exhibitor move in date time prior to general move in available by appointment only Visqueen A clear heavy plastic sheeting that is placed over exhibiting carpeting after it is laid in order to protect it until show opens CD Hilton Baltimore Telecommunications Regue
64. nts 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 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 lt 5 Shepard STORAGE AUTHORIZATION FORM 2015 Conference of The National Society of Black Physicists Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 February 25 27 2015 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Customer Service Email baltimore shepardes com Event Code M187450215 STORAGE AUTHORIZATION Please fill out the information below Company Name Booth C
65. oal Desks Bookcases Credenzas Lateral Files Files CR6 Credenza Mahogany on7 Crecenza Graphite 679 50 883 35 vra vericalFie cramer 338 75 440 40 vre vertcalrie cramer 24720 321 35 Product Display Pedestals PDL 42 H Pedestal Looking 637 15 828 30 Please complete the following Company Name Contact Name Authorized Signature BC6 Bookcase Mahogany BC7 Bookcase Graphite JD6 Executive Desk Mahogany JD7 Executive Desk Graphite L26 Lateral File Mahogany L27 Lateral File Graphite aw tem Discount Regular Amount Product Display Etageres ET2Etagere Back 462 40 60110 JETt Etagere Pewter 462 40 60110 Lamps _ rrW Trovato White FoorLamp 383 80 498 95 TRH Tiovat white Table Lamp 28450 369 85 _ iaiswasonsherFcortane 200 45 260 60 LAtamason Siver Table Lamp 135 75 176 50 Refrigerators RiR wite 14 Cubic Feet 1080 40 1404 50 E R1Q White 4 Cubic Feet 377 50 Mobile Tablet Stands TESTDW Mobile Tablet Stand Black 280 05 364 05 TESTND Mobie Tabiet Stard white 276 20 359 05 _ TEBCHR Tablet brochure holder 86 95 113 05 TESHLF Tabket charging shet 86 95 113 05 TEPNTR Tabiet print stana 86 95 113 05 Please note that all tablet stands must be ordered separately Subtotal o 6 000 Tax Amount Due Booth Phone Signature also indicates you r
66. onar 445 80 57965 foawapeumeoar 490 65 657 85 foru pase norse 533 30 693 30 Jooo char morsa mac 61070 79890 Jessem orar sex 15020 195 25 Less voi crar mad 15020 195 25 sv ras cnr 27078 352 00 Jorratwraorating so 40120 52155 Jesomeaa amoo 55430 one 10500 156 50 CAFE TABLES Cow tem Discount Regular Amount Eo noeromekece 28070 26400 Ers wape roepa 31225 405 05 Eo crepe Tapec sese 28070 36490 ferns nome restera 91225 40595 fans crey Tock base 31225 405 05 Es randy rede 36806 47065 ferrari Swer Towe se 308 05 393 05 Eos rereana 26780 84750 Ecsrmeromexaee 26780 34750 Cow tem Discount Regular Amount _ Firsts Tepcnene sexe 368 05 470 05 foes wape Tocame base 42096 547 25 fro cepiteTepivonesase 38740 503 60 frre apt ropcrone base 42096 547 25 eros crey ropcmomesue 42095 547 25 __ xTE 36 Brandy TopiGhrome Base 400 95 521 25 __ x7F s0 Met Silver Top Ghrme Base 406 50 528 45 KB Red Top Chrome Base 49770 647 00 __ x10 50 ue Topichrome Base 497 70 64700 Additional Caf Tables __ csoous cat Maple Top 714 55 928 90 _ asoows cate wniteTop 71455 928 90 lesouwos wom Mane 71455 928 90 Please complete the following Company Name Contact Name Authorized Sig
67. one Amount Due S 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 Graphic files requests must be received by discount deadline date to qualify for discounted prices There are no exchanges or refunds once sign has been ordered and processed All tax rates are subject to change SIGN SUBMISSION INFORMATION Please follow these requests so Shepard can provide the highest of quality signs for your show File Submission Media Artwork Dimensions amp Color Specifications CD ROM All artwork submitted should be created at 100 actual size Email attachment 4 mgs or smaller only or in 10 reduction increments please indicate scale used FTP zip compression call for FTP information Specify target colors as PMS C or U and send us 100 accurate When sending disks please label them with the following proofs with your disk Color variations may occur due to output devices Exhibitor Co Name Booth Show Name Show Date Acceptable Software amp Formats Other Graphic Services Available Adobe Illustrator AI EPS InDesign Photoshop amp Acrobat Artwork graphic design serivces 70067 Files should be formatted in high resolution quality 100 300 dpi Logo reproduction 70052 Vector based artwork preferred w
68. onsistent with trade show industry practices there may be a lapse of time between the delivery of shipment 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 exhibitor s 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 exhibitors 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 t
69. ontact Name Phone e For liability reasons only shipments for which material handling drayage charges have been paid to Shepard will be eligible for Shepard storage services e All packages must be properly packed amp labeled Shepard Exposition Services limit of liability will be 5 00 per pound or 500 00 per package or container whichever is less No uncrated material will be accepted at the warehouse SHOWSITE STORAGE Secured Storage Materials will be placed into secured storage and will be returned to your booth after the close of the show The materials will be accessible during the show by Shepard personnel only A minimum one hour material handling labor 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 Secured storage rates are eighty 80 cents per square foot per day 100 00 Minimum 35400 _ Accessible Storage Materials in accessible storage will be accessible during the show but not necessarily by exhibitors The charge for Accessible Storage is a daily storage fee plus labor each time materials are moved There will be a 35 00 per day charge for pallet skid 60 00 per day for partial trailer usage and 120 00 per day for full trailer usage When Shepard personnel are required to move materials into or out of storage will be billed at the material handling labor rates each time material is moved 100 00
70. order 4th side for all Floor Easel 46 70 60 70 sides to be draped on 6 and 8 tables Literature Rack 179 40 233 20 UNSKIRTED TABLES soa Jeuxaom moso 14850 s0048 Jet xeon 15020 16025 s0045 forkan 16020 16025 i code ou oh item Discount Reguar s0049 ecran 145 20 10075 RISERS WOODEN PLANKING 8 WIDE code aw color size Discount Regular Amount soa faxen 5840 esto Garment Rack 228 20 296 65 50084 J6LX6H 6755 8780 soos J8LxX6 H 9050 11765 50083 Lx 12H 11340 14740 50085 fot xian 14115 18350 Code Qty item Discount Regular Amount 50087 BLxi2m 15725 20445 50427 Fensabanier Stanchio 96 25 12515 50095 Sign Holder 22x28 106 30 13820 SKIRTING OF EXHIBITOR EQUIPMENT per linear ft 50058 Sateen Skirting 1780 2315 Code Qty Size Discount Regular Amount 50076 axe 26 95 3505 50078 6LX6 H 3790 49 25 Please select sateen color from below 50080 8LX6 H 49 00 63 70 Red 01 Gold 04 Burgundy 07 50077 fax 12H 5225 6795 Green 02 Blue 05 Grey 10 50079 6Lx12H 7465 9705 White 03 Black 06 Teal 13 50081 fatxizH 9115 11850 Total Expo Furnishings S Please complete the following 6 000 Tax Company Name Booth Amount Due ei Contact Name Phone Authorized Signature
71. pleted 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 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
72. pping 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 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
73. proved by show management Lin Ft Item Discount Regular Amount 50073 High 2185 2840 50074 Hin 1620 2105 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 2015 Conference of The National Society of Black Physicists February 25 27 2015 Hilton Baltimore Convention Center Hotel Baltimore Maryland Event Code M187450215 Discount Deadline February 4 2015 Full View Ouarter View Qty Item Discount Regular Amount 50067 FulView4 860 00 1118 00 50068 FullViewe 948 55 1233 10 50069 Quarter View4 860 00 1118 00 50070 __ Quarter View 948 55 1233 10 7 Standard Showcases are a gray finish GRID AND GRID ACCESSORIES 50236 2 x8 w legs each 205 65 267 35 50237 aa 2 x8 w o legs each 154 15 200 40 50242 7 Ball Waterfall 14 15 18 40 Other accessories available please call customer service for more information VELCRO TACK BOARD Total Specialty Furnishings Accessories iS Amount Due 6 000 Taig Ss Booth Phone 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 ret
74. r other circumstances requiring the rehandling of materials Cannot be completed solely with one forklift and operator 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 Ibs 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 published 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 ar
75. r to the beginning of exhibitor move in This would also be true if freight was received after hours at the warehouse trapping facility EARLY LATE SHIPMENTS TO WAREHOUSE Surcharge 25 Minimum 50 00 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 Any shipment arriving to showsite after show open will be charged a surcharge 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 MIXED SHIPMENTS Rate as shown on Material Handling Authorization Form Mixed shipments that are uncrated by 50 or more are considered special handling and additonal rates will apply OFF TARGET DELIVERIES Surcharge 15 Minimum 50 00 35004 For targeted shows exhibitors who received requested a Targeted Date Time a surcharge will apply if shipment is not delivered or carrier has not checked in during assigned target date time MARSHALING YARD Surcharge 30 per Shipment 35250 Where Shepard Exposition Services as the show contrac
76. rive during exhibitor move in times All shipments must be prepaid no collect on delivery shipments will be accepted SIGNATURE SERIES SHIPPING How can I make shipping my show materials easier Signature Series Shipping will make it easier with the following benefits 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 No driver wait fees LIABILITY INSURANCE What is and why would I need liability insurance Accidents happen therefore most show organizers and facilities reguire liability insurance Please refer to your booth contract for exact minimums reguired 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
77. rrival date time Departure date time Please complete the following Company Name Contact Name Authorized Signature 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 Force freight through preferred carrier Send shipment back to Shepard warehouse __ 400 min fee Services You Have Ordered please check all that apply Electrical o Furniture o A V Equipment Booth Cleaning o Telephone Internet 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 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 Orders cancelled without written 48 hour notice will be charged a one 1 hour cancellation fee All tax rates are subject to change ET ED GROUND RIGGING FORKLIFT RENTAL 2015 Conference of The National Society of Black Physicists Shepard Exposition Services February 25 27 2015 4710 Trident Court Baltimore MD 21
78. sonable 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 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 o
79. st Form Hilton Fax to 443 573 8799 Baltimore Full Name of Event Your Company Name Customer Contact Phone Email Address City Exhibit Booth Installation Day Time Telecommunications Services Internet Connections Per Room per Booth of Devices of Days Cost 400 00 100 00 Wired High Speed Internet Connection first device in the room or booth Each additional device in the room or booth Device Any equipment PC lapto rinter network switch etc which is directly or indirectly connected to the network Daily Charges for Wired and Wireless Internet are per device per day 8400 00 o smo Wireless Internet Connection first device in the room booth Each additional device in the room booth Device Any PC or laptop which is directly or indirectly connected to the network Our wireless network does not support network printing or allow the use of additional network hubs switches Daily Charges for Wired and Wireless Internet are per device per day Telephone Line Line Only No Device Note If you install a credit card machine or other device it will need to dial 9 to get out Js sow of Lines max 2 Jrelephone Line with Single Line Phone Set includes cost of telephone line Daily Charges for Phone Lines are per day All phone lines are PLUS cost of calls see below Comments Total Charges PAYMENT Please prov
80. sts 4710 Trident Court Hilton Baltimore Convention Center Hotel Baltimore MD 21227 401 West Pratt Street Baltimore MD 21201 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 ONLINE ORDERING INSTRUCTIONS 2015 Conference of The National Society of Black Physicists lt gt Shepard Shepard Exposition Services sk February 25 27 2015 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com ATTENTION EXHIBITORS ORDER NOW Follow these simple steps to order Shepard Services Online 1 GO TO www shepardes com intro asp 2 Click on 2015 Conference of The National Society of Black Physicists 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 CNSBP15 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 corre
81. t Deadline February 4 2015 INSTALLATION amp DISMANTLING LABOR ESTIMATE AND QUESTIONNAIRE Please complete the following How many laborers will you require Installation Date of installation Date of dismantling 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 68066 ST 10125 13165 30 68067 OT 151 90 197 45 30 68067 OT 15190 19745 30 Dismantling Reguested start time Est Hours Reguested start time Est Hours will need Exhibitor Supervised Labor for please check one O Installation O Dismantling O Both Install Dismantle Code Qty tem Discount Regular Amount Exhibitor Supervised Labor soso ST 107 25 13165 soei O7 15190 10745 68068 DT 202 50 263 25 30 68068 DT 20250 263 25 30 Supervisory fee is 30 of total cost or 60 whichever is greater 68062 DT 20250 26325 Dismantle 68063 68064 68065 Sup install 68069 Sup dismantle 68073 Please note when ordering dismantle labor due to show break down and returning empties to your booth labor ordered through Shepard at the close of the event may not be available until one hour after show close Labor Hours ST Straight time OT Overtime DT
82. tem Discount Regular Amount Occasional Chairs cce ce TransparentCnrome 27290 35475 _ focat vac Translucent Chrome 368 95 47965 __ foct macrid Baok Leather 99755 1296 80 _ ecw macria chair write 1078 95 1402 65 focu ciobus wnite Leather 551 70 71720 foce key west Tub Bak 574 15 746 40 __ sco Fusion Greenwnite 160 90 209 15 scc Fusion Cleanwnite 160 90 209 15 163 20 840 65 Club Chairs 260 75 376 65 400 80 150 55 195 70 162 80 211 65 515 70 670 40 801 80 801 80 801 80 VIBO3 Vibe Cube Pink wia0s vbe Cube GodBronze 122 90 15975 Puzzsw Puz e Bench white 282 50 367 25 orowe Lighted cube 270 40 85150 515 70 670 40 COCKTAIL AND END TABLES Cou tem Discount Regular Amount Occasional Cocktail Tables cre siveraco 378 55 492 10 __Icro soho Steelcmocoime 484 30 62960 Icrkinspration 389 20 505 95 _ cir ceorect Giass Back 346 05 449 85 Caeo Rect Gass chme 366 20 463 05 __ coti oiverCocktaiTabie 226 25 204 15 crwesyaney write 365 45 47510 crv sydney sack 365 45 475 10 asocms Table ape 473 20 615 15 fesocuw rane w cm mape 473 20 615 15 fosocws Tabie white 473 20 615 15 osocww tabewicrm write 473 20 615 15 Please complete the following Company Name
83. the Payment Policy and Terms and Conditions Shepard Glossary Advanced Freight Refers to freight that has been sent to Shepard s warehouse prior to the Event move in Advance Order An order for services sent to service contractor prior to installation date Aisle Carpet The carpet that is placed on the Event floor in the aisles to separate the booths Back Wall Refers to the drape used at the rear of a standard booth Bill of Lading A legal document that establishes the terms between the shipper exhibitor and transportation company carrier for the transport of goods between specified points for a specified charge A bill of lading is required to be filled out and turned in at the Shepard Service Desk at the close of the show after the exhibitor is all packed up in order to Shepard to release the freight to the transportation company carrier Booth Package This term describes the equipment supplied to exhibitors from show management Certified Weight Ticket Certified weight ticket is a required documented measurement used for shipping exhibit properties All carriers checking into a Shepard marshaling yard are required to present a certified weight ticket at check in Common Carrier A transportation company moving exhibitor freight which usually only accepts crated materials that it can consolidate with the properties of other customers into one shipment bound for the same destination Only Shepard can accept fr
84. tial Microphone 90 Projection Support Package 185 Wireless Microphone 205 AV Cable Lot 4 Channel Mixer 75 Projection Stand 12 Channel Mixer 155 Tripod Screen 46 LCD Monitor 525 Podium Microphone Package House Sound 325 8 Tripod Screen 95 Podium Microphone 6 x 10 5b Fast Fold Screen 355 Meeting Room House Sound 76 x 13 4 Fast Fold Screen 395 4 Channel Mixer 9 x 16 Fast Fold Screen 440 Post it Flip Chart Package 95 10 6 x 18 8 Fast Fold Screen 580 Flio Chart Easel P gt gt STANDARD LABOR RATES Markers Setup Strike 85 hr Event Operation 95 hr Ask your representative for full details regarding labor rates which can vary based on complexity and time of operation All PSAVe solutions may be subject to our property s standard service fee Above prices do not reflect labor charges which may apply All rates are subject to applicable sales tax For more information contact your PSAV representative at 443 683 8557 or visit us on the Web at partner psav com hiltonbaltimoreconventioncenterhotel DAV 2015 Audio Visual Services Group Inc dba PSAV Presentation Services All Rights Reserved Printed on recycled paper EXHIBITOR AUDIO VISUAL EQUIPMENT ORDER FORM PONV PRESENTATION SERVICES at the Hilton Baltimore Convention Center Hotel DVD Player S seo 125 00 19 Flat Screen LCD Monitor 515000 522500 46 LCD Monitor Includes Monitor Stand 525
85. tion 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 Exhibit Display Rentals overena Rigging Labor Carpet Cleaning Installation Dismantling Labor Logistics Transportation Other please specify Material Handling Please complete the Material Handling Authorization Form Notes THIRD PARTY INFORMATION COMPANY NAME CONTACT NAME COMPANY ADDRESS PHONE CITY ST ZIP FAX AUTHORIZED SIGNATURE EMAIL EXHIBITING COMPANY INFORMATION COMPANY NAME BOOTH COMPANY ADDRESS PHONE CITY ST ZIP FAX CONTACT NAME EMAIL AUTHORIZED SIGNATURE THIRD PARTY CREDIT CARD INFORMATION E Eci Type of Card o m g Month Year Billing Address Security
86. tor 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 SIGN ORDER FORM 2015 Conference of The National Society of Black Physicists lt Shepard Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Customer Service Phone 410 737 9270 Hilton Baltimore Convention Center Hotel Baltimore Maryland Customer Service Fax 410 737 9274 Event Code M187450215 Customer Service Email baltimore shepardes com Discount Deadline February 4 2015 SIGNS BANNERS AND ACCESSORIES code aty Description Discount Regular Amount Code Qu Description Discount Regular Amount Standard Foamcore Signs Single sided Vinyl Banners with Digital Printing 70009 m Vertical 22 x28 174 15 226 40 m 70065 me S4 2205 28 65 m ft Vertical 70010 m Horz 22 x 28 174 15 226 40 a 70071 a PO 2205 28 65 a ft Horizontal 70011 m Vertical 28 x 44 265 40 345 00 a 70066 m Pockets PET 9 557 30 90 ft Vertical 70012 M Horz 28 x44 265 40 345 00 a 70072 m o pEr Sg 23 75 30 90 a ft Horizontal Meterboard 39 x Accessories Replacement ID Sign Cardstock T M ld CC O Sign prices are based on customer supplying print ready graphics in the reguested format see below February 25 27 2015 Please complete the following Subtotal l Company Name Booth 6 000 Tax Contact Name Ph
87. tor 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 25 00 per piece Minimum 50 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 charged as standard material handling for a lower rate Packages exceeding 30lbs will be billed standard Material Handling fees at the prevailing show rates 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 MOBILE SPOTTING FEE Surcharge 100 00 each way 35106 Vehicles operated by exhibitors may be allowed on the exhibit hall floor for loading or unloading if Shepard determines such activity to be operationall
88. torage by Shepard Exposition Services Exhibitor conduct Exhibitors must confine their activities such as selling and distributing samples literature or premiums to their booths No display should be arranged so that an exhibitor must stand in the aisle to conduct business Exhibitors who wish to sponsor any prizes awards drawings or contests of any kind are required to submit their request to NSBP for approval prior to the Conference Exhibitor Move out The exhibit closes on Friday February 27 at 5 00pm Dismantling can begin at 5 00pm Any exhibitor who begins to dismantle or who leaves before the official closing time may be ineligible to participate in future NSBP Conferences Exhibitors and their exhibit materials must be clear of the exhibit hall no later than 8 00 om Do not block aisles or invade neighbor s space No signs or decorative materials may protrude into the aisles or encroach upon neighboring booths No obstruction may be placed in any aisles passageways lobby or exits leading to any fire extinguishing appliances or to exit doors Good taste and the rights of others NSBP may require any exhibitor to make changes in the exhibit if in NSBP s opinion the exhibitor does not conform to prevailing standards of good taste Changes will also be required if the exhibit interferes with the rights of others Noise The use of devices for reproduction of sound is permitted but must be controlled Sound may not be projecte
89. urned 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 TRADE SHOW Product Catalog K7 Shepard h 4 PREMIER COLLECTIONS SEE INDIVIDUAL CATEGORIES FOR DETAILED PRODUCT INFORMATION ROMA Za U CHROO3 SFA003 MIRABEL ALLEGRO KEY WEST SOUTH BEACH Suggested Uses of South Beach 2 gt E O Ni MARRAKESH LISBON MEMPHIS NEWPORT Suggested Uses of Newport SOFAS amp SECTIONALS SFA001 SFA002 SO1 SOC SON SOM MPS SEL 502 LOVESEATS LSD LSM LSC SOFAS amp SECTIONALS SO1 South Beach Sofa MPS Memphis Sofa LOVESEATS Platinum Suede Mini Size SFA003 Roma ey E20 By 33h Black LSD Newport Loveseat White Vinyl DOB B 205 I Charcoal Leather Tones RDS SE SOC Lisbon Sofa 54 L 34 D 33 H Black Leather SED Newport 3 pc SFA001 Mirabel 88 L 36 D 34 H Sectional LSM Key West Loveseat Brown Leather Charcoal Leather Black Tous ar 32 ah SON Marrakesh Sofa eels 3 A Dle D eal Light Beige SFA002 Allegro Sor IE OSD SO2 South Beach 3 pc LSC Lisbon Loveseat Blue Fabric Sectional Platinum Suede Black Leather 7371 34 95 30 Hl
90. ve 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 INLINE BOOTH RENTALS 2015 Conference of The National Society of Black Physicists Shepard Exposition Services db February 25 27 2015 1531 Carroll Drive NW Atlanta GA 30318 Exhibit Solutions Sales Phone 404 720 8652 Hilton Baltimore Convention Center Hotel Baltimore Maryland lt Shepard Exhibit Solutions Sales Fax 404 720 8757 Event Code M187450215 Exhibit Solutions Email ESSRentals shepardes com Discount Deadline January 26 2015 EXHIBIT SOLUTIONS INLINE BOOTH RENTALS Let our Exhibit Solutions team make Exhibiting EZ with a Turnkey Rental Booth Custom Design for Rentals Onsite Logistics Management Freight Management Graphic Development Printing Installation Dismantle Custom Furniture Rental Please visit us online for additional options and information hitp www shepardes com shep gallery html The Jackson The Lincoln The Roosevelt Discount po a JJ T as7a 00 4644 65 _ T020 566500 750450 10 x 10 3411 90 10 x 20 4699 40 Tay Description Discount Regular 10 x 10 3598 55 10 x 20 5439 70 66490 66491 66482 66483 66488 66489 The Lucy The Dale am Deserston Discount Regular Te aan 2761 70 ee T Qty Description Discount Regular 10x10 370
91. ving discounting of material handling charge To take full advantage of the Shepard Advantage contact 888 568 8858 logistics shepardes com Shepard SHIPPING LABELS 2015 Conference of The National Society of Black Physicists ADVANCE SHIPPING ADDRESS LABELS lt gt Shepard ADVANCE WAREHOUSE EXHIBITING CO NAME c o Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Delivery Hours M F 8 4 30 PM For 2015 Conference of The National Society of Black Physicists First day freight can arrive w o a surcharge January 28 2015 Last day freight can arrive w o a surcharge February 18 2015 ADVANCE WAREHOUSE EXHIBITING CO NAME c o Shepard Exposition Services 4710 Trident Court Baltimore MD 21227 Delivery Hours M F 8 4 30 PM For 2015 Conference of The National Society of Black Physicists First day freight can arrive w o a surcharge January 28 2015 Last day freight can arrive w o a surcharge February 18 2015 DIRECT TO SHOW SITE SHIPPING ADDRESS LABELS SHEPARD EXPOSITION SERVICES Hilton Baltimore Convention Center Hotel 401 West Pratt Street Baltimore MD 21201 2015 Conference of The National Society of Black Physicists MUST NOT BE DELIVERED PRIOR TO February 25 2015 8 00AM DIRECT TO SHOW EXHIBITING CO NAME TO SHEPARD EXPOSITION SERVICES Hilton Baltimore Convention Center Hotel 401 West Pratt Street Baltimore MD 2
92. 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 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 rea
93. y 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 lt gt Shepard MATERIAL HANDLING 101 2015 Conference of The National Society of Black Physicists 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 shi
94. y 27 9 00am 5 00pm Coffee Break Exhibitor Recruitment 10 00am 11 30am Coffee Break Exhibitor Recruitment 3 30pm 4 00pm Dismantle Exhibitor and Recruiter Move Out Friday February 27 5 00pm 8 00pm lf you have questions about any of the information in this Manual or about the Conference in general please contact us via email at NsbpAdmin spi meetings com or via phone at 240 432 5271 We look forward to you joining us as we Re Vision The Future of Scientific Leadership Cordially NSBP Conference Team 2015 Conference of The National Society of Black Physicists REV ONINC THE FUTUR L FEBRUARY 20 28 2 2015 C2 Gi S HILTON BALTIMORE HOTEL BALTIMORE MD Oe eis NSBP ANNUAL CONFERENCE DISPLAY REGULATIONS The following rules and guidelines are designed to ensure a comfortable professional and safe environment for all exhibitors Exhibit space fee must be paid in full No exhibit installation will be permitted by NSBP unless the rental cost of exhibit space is paid in full in advance Exhibitor Move in Exhibitors may work in their booths on Wednesday from 5 00 to 7 00 pm All exhibits except for finishing touches must be completely set up by 7pm Booth displays must be entirely finished before the exhibit hall opens on Wednesday February 25 at 7 00pm All cartons crates packing materials etc that is necessary for repacking must be removed from sight and or labeled with empty stickers for s

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