Exhibitor Service Manual
Contents
1. Exhibitor Service Manual Mistletoe Merchants Agricenter International October 2 4 2015 ZOE POT ZA SOE Mistletoe Merchants Agricenter International October 2 4 2015 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkxkxkkxk We are pleased that Hicks Convention Services has been selected as your Official Service Contractor Our goal is to assist in making your participation a success BOOTH EQUIPMENT INSTALLATION SHOW HOURS DISMANTLE FORCE FREIGHT TIME Each in line booth will be set with 8 high panels of back drape and 8 high side divider drape All items provided are on a rental basis Any damage to Hicks materials will be the responsibility of the exhibitor SHOW COLORS Black Provided by Show Management Exhibitors may begin set up Wednesday September 30 2015 12pm 6pm Thursday October 1 2015 8am 6pm All exhibits must be set by Thursday October 1 2015 by 6pm Friday October 2 2015 from 9am to 9pm Saturday October 3 2015 from 9am to 8am Sunday October 4 2015 from 11am to 5pm Dismantle of exhibits may begin Sunday October 4 2015 from 5 01pm to 12am All exhibit materials must be cleared from the facility by Sunday October 4 2015 by Midnight IMPORTANT Exhibitors may begin teardown immediately after the show closes Hicks Convention Services will NOT be responsible for any booth contents that become missing or damaged2. or attach copy with order TOTAL OF ITEMS ORDERED SALES TAX 9 25 BALANCE DUE PLEASE PRINT CLEARLY OR TYPE Company Name Address City Telephone Authorized by Signature gt To receive discount price payment in full for all advance orders must accompany order Booth State Zip Fax Title Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 LABOR ORDER FORM e All labor is performed by trained amp skilled e As indicated on the Notification of Intent to Use Non personnel To insure ample availability of Official Service Contractor form labor and services labor PLEASE ORDER IN ADVANCE ordered for exhibitor by other contractors must be e Starting time can be guaranteed only when labor authorized prior to show setup in writing by the is ordered for 8 00 AM Hicks Convention exhibiting company A Certificate of Insurance must also be presented to Hicks prior to any other contractor ordered times however in some cases it may beginning work on the show floor Payment for labor be impossible to have labor at an exact given and services is the responsibility of the exhibitor time LABOR RATES 52 00 hour Straight time Weekdays 8 00 AM 4 30pm 104 00 hour Overtime All other hours on weekdays Saturday Sunday and Holidays All labor will be billed in one hour increments Services will attempt to provide labor
3. Services and the facility Show site Shipping address All information below must be provided on the shipping labels Show name Mistletoe Merchants Exhibiting Company Name Booth C O Hicks Convention Services Show Site Address Agricenter International 7777 Walnut Grove Rd Memphis TN 38120 Note Shipping to show site might cause a delay in getting your freight to your booth It is based on the time the driver arrives and the number of deliveries ahead of them It is advised that you send your shipments in advance to the warehouse to receive them in a timely matter at the show Electrical service may be ordered through the facility Telephone service may be ordered through the facility Please call Hicks Convention Services 800 798 0262 or 901 272 1171 and ask for the CUSTOMER SERVICE DEPARTMENT You may also FAX us 901 272 9491 Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 PAYMENT POLICY Form Payment Policy 100 including applicable tax is due at show site Full payment must be included with all advance orders to obtain discount prices Purchase Orders are not considered advance payment Payment may be made by company check or credit card authorization Any additional costs incurred for orders or services placed at show site are due and payable upon presentation of the invoice All adjustments must be made a
4. during the move out Drivers must be checked in by Two hours after the close of show SHIPPING INFORMATION ALL SHIPMENTS ARE REQUIRED TO HAVE CERTIFIED WEIGHT TICKETS ELECTRICAL ZO SPO TZ ZOT TELEPHONE CUSTOMER SERVICE WAREHOUSE SHIPMENTS Hicks Convention Services will accept crated boxed or skidded materials beginning August 31 2015 to the warehouse address below Any shipment received after September 15 2015 will be charged a 25 late surcharge Shipments arriving after September 25 2015 will be refused Warehouse shipping address All information below must be provided on the shipping labels Show name Mistletoe Merchants Company Name Booth Optional Hicks Convention Services 935 Rayner St Memphis TN 38114 The warehouse will receive shipments Monday through Friday during the hours of 8 00 am 4 00 pm SHOW SITE SHIPMENTS Hicks Conventions Services will accept show site shipments on September 28 2015 at the address below DO NOT ship your materials to arrive prior to these date s All shipments must be consigned c o Hicks Convention Services to enable us to accept them for handling The facility will not accept direct shipments consigned to them as they have no means for receiving or storing freight If exhibit material is shipped to the facility the facility may turn it over to Hicks Convention Services for distribution to your booth This will result in charges from Hicks Convention
5. the value of the Exhibitors property being handled by Hicks Convention Services or its subcontractor It is impractical and extremely difficult to fix the value of each shipment handled by Hicks Convention Services or its subcontractors It is agreed therefore that if Hicks Convention Services or its subcontractors should be found liable for loss or damage to Exhibitors materials the liability shall be limited to the specific article that was physically lost or damaged Such liability shall be limited to a sum equal to 30 cents per pound per article with a maximum liability of 500 per item or 1 000 per shipment whichever amount shall be less as agreed upon damages and not as a penalty and such agreed upon damages shall be the Exhibitors exclusive remedy Exhibits left on exhibit floor without return instructions will be returned to our warehouse and held for disposition at an additional charge Hicks Convention Services will not be responsible for condition count or content until such time as exhibits or materials are picked up for removal after the close of the exhibition 4 Make certain all your material is properly insured against fire theft and all hazards while in transit to and from your booth and for the duration of the exhibition 5 Exhibitor routings on outbound shipments will be honored when possible However we reserve the right to reroute as necessary All outbound shipments must be tendered with a Bill of Lading In the event the d
6. 05 00 e Table risers are topped in white plastic If colors are not selected Hicks will do so at no risk Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 CARPET amp PADDING orper Pre Cut CARPET Standard Sizes includes front tape Discount Price Standard Price MONO EEE 95 00 125 00 10 20 meneere 190 00 220 00 OESO meende 285 00 288 00 NO KAO a EEE 380 00 410 00 Custom carpet _ _ sift x ft 1 87 sq ft 2 35 sq ft gt CIRCLE COLOR tno Black Red Blue Grey Burgundy Teal Plum Selected Hicks will do so at no risk Carpet PADDING Comfort Carpet Padding per sq ft 1 25 Plastic covering per sq ft anne enennnnnn nennen 2 00 TOTAL OF ITEMS ORDERED To receive discount price payment in full for all advance orders must accompany order All orders SALES TAX 9 25 ___ placed at the show will be billed at standard prices BALANCE DUE All invoices must be paid in full at the show PLEASE PRINT CLEARLY OR TYPE Company Name Booth Address City State Zip Telephone Fax Authorized by Title Signature Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 Floral Order Form Orders placed after September 15 2015 will be filled on availability and assessed a 25 service charge R
7. NG SHOW SITE FREIGHT ON September 28 2015 Booth optional No of SOTn Harn SOTW TU JJ wh
8. S Fed Ex UPS DHL loose uncrated or improperly packaged materials or those delivered by a carrier not providing supporting paperwork will be assessed a 25 special handling fee A surcharge will be assessed for special trips handling of shipments arriving at the warehouse after initial installation date or for shipments arriving at Show Site after scheduled set up times Hicks Convention Services will not be responsible for damage to uncrated and or un skidded exhibit material nor will we be responsible for concealed damage to material SHIPPING INSTRUCTIONS AT CLOSE OF SHOW a icc Type of Motor Freight Air Van Line Carrier If Prepaid Bill To City State and Zip ALL SHIPMENTS MUST ARRIVE PREPAID 1 Shipments must be consigned to Hicks Convention Services as the hotel and convention site do not have the facilities to receive such shipments and may refuse them 2 Hicks Convention Services will not be responsible for piece count or condition of shipments that are delivered without supporting bill of lading or delivery slip i e FedEx UPS 3 Itis understood that Hicks Convention Services and its subcontractors do not automatically insure materials that insurance if any shall be arranged by the Exhibitor and the amounts payable to Hicks for drayage services are based on the value of the material handling services and the scope of Hicks liability as herein set forth The amounts payable to Hicks are unrelated to
9. arest hundred weight los x 57 50 per CWT SHOW SITE SHIPMENT Rates Include e Unloading materials when received and delivery to your booth e Removal of empty shipping containers from your booth storing and returning at close of show e Reloading materials onto outbound transportation Important Factors e Materials must be received only on designated date s Limited control of delivery time schedule e Unloading will occur on a first come first serve basis as off loading area s become available e Tracing capabilities diminish e Limited time for repair replacement in the event of damage Exhibitors should label and consign shipments as follows Your company name Your booth _ Show Name Mistletoe Merchants C O Hicks Convention Services Show site address Agricenter International 7 77 Walnut Grove Rd Memphis TN 38120 Show Site 55 00 per CWT with a 200 Ib minimum CWT 100 Ibs Charges for these services will be based on the inbound weight per shipment and will be rounded up to the nearest hundred weight los x 55 00 per CWT Due to insurance amp liability reasons the use of forklifts dollies hand trucks and moving equipment is strictly prohibited and will require the use of Hicks Labor Please contact your Hicks Representative at 800 798 0262 SCHEDULE OF RATES ALL WAREHOUSE SHIPMENTS RECEIVED AFTER September 15 2015 WILL BE SUBJECT TOA 25 LATE HANDLING CHARGE SURCHARGE
10. at all other e f service A or B see below is not specified labor will not be assigned until the exhibitor reports to the labor desk e All labor is billed on a 1 man 1 hour minimum If exhibitor fails to pick up labor at time ordered a one hour per worker no show charge will be applied SCHEDULE FOR LABOR Number of Workers Dates Required Approx Hours gt Please Check Type of Service Required Service A All work performed and supervised by Hicks L_Iservice B All work performed by Hicks personnel under the direct personnel Please send any necessary information blue supervision of exhibitor s representative Should the exhibitor s prints etc representative not be present during the entire time Hicks assumes no liability The charge for supervisory services is 30 of total labor bill with a 52 00 minimum charge Please indicate Exhibitor s Rep s Name Contact Phone Number EEDE Dismantle Other Services Available Please indicate if needed Please Indicate o Forklift Labor Up To 3 000 Ibs x Number of hours x 122 00 ST Set up plans attached Number of hours x 174 00 OT Y N Photo attached o Shrink Wrapping 10 00 1 2 hr labor per standard llet Y N Self contained unit ha Set up plans in crate o Banding 1 50 per lin Ft 1 hr min labor Number of crates o Rigging Special Equipment Vehicle Spotting etc PLEASE PRINT CLEARLY OR TYPE Company Name Booth Address City State Zip Teleph
11. cate Dates 66 00 per day SPECIAL REQUESTS TOTAL OF ITEMS ORDERED BALANCE DUE PLEASE PRINT CLEARLY OR TYPE Company Name Booth Address City State Zip Telephone Fax S Authorized by Title Signature SIGN ORDER FORM When ordering signs please provide the following information Size Exact copy as you wish it to appear Color s for copy and show card Indicate vertical or horizontal Easel back if desired Quantity Horizontal 7 x 44 41 00 11 x 14 45 00 14 x 22 54 00 22 x 28 62 00 28 x 44 99 00 40 x 60 Quoted 1 There will be an additional charge for reproduction of emblems logos trademarks specialty signs custom graphics etc Quotes will be provided upon request 2 Quotes for banners specialty signs etc will be furnished upon request 3 Preserve your signs with laminate for 03 per square inch Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 Vertical Color Easel Back TOTAL 4 Easel Back add 5 00 per sign Detachable Arrows add 5 00 per sign Show site orders quoted upon request If required there will be an additional charge for sign design labor or labor to prepare logos for reproduction 7 SIGNS ORDERED AFTER DISCOUNT DEADLINE WILL BILLED AT STANDARD PRICES WHICH ARE DOUBLE THE ABOVE RATES DO SIGN COPY AS FOLLOWS
12. ental Price Quantity Total Price MISC Flowering PIAS zunne meiden ie AE EE pende Color Preference if available 40 00 If color preference is not selected or is not available Hicks will select at no risk All flowering plants are based upon availability Note All charges for rental items include container delivery to booth and removal at close of show Ferm neede ee eta nnn eases eeu eae nea entree poe eten 40 00 Green Plants for Table TOP minste tented dots Heten tented geet eenen 37 00 2 2 tO 3 Foot Green Pl ntS isis csicstinccrucanicviewveativnntvcodtvuerveuteuwenbaatiunbadieatnluctidanienkevean enact vnaneueran 52 00 A FOOL Green PIAMIS oetans nekeer Wie OE a AAEE AE 62 00 DO Foot Green PIAS nende etende deelne eenden datie euh dea lined 82 00 T Foot GEGEN PINE soenniet dee teelten se dede nnee bed ebde 122 00 Small Flower Arrangement omana deden dineerde knudde 57 00 Large Flower Arrangement oans ennn enenenenennennnenrnnrnnnnennennenennnrrnnnenneennennnnennnnenennnnnnen 82 00 37 00 VINES E A E E TE E A TIT E E E E AA nessen brenk peen toda ee ORCI PT AA A A A A EA TOE EE E AE EA E E E N son A E tei 52 00 Custom Design Arrangements call for quote aaneen ennen nennen ennneneen ennen nennen enen Size Height Color Floral orders can be placed at the Hicks Service Desk during Exhibitor move in hours A minimum of 24 hours notice must be allowed for SUBTOTAL delivery Every effort will be made to
13. esignated carrier fails to pick up by the specified time such shipments will be rerouted by Hicks Convention Services Specified freight force time can be obtained at the Hicks Service Desk or by calling customer service 6 All shipments requiring special handling for any reason or due to length width or height will be handled on a time and material basis Hicks Convention Services as the Drayage Contractor shall have control over all freight docks doors elevators and crate storage areas Any shipment not handled by Hicks Convention Services but for which Hicks Convention Services is required to handle the storage of the empty shipping containers a charge will be assessed 8 To avoid confusion remove all expired shipping labels before shipment Collect shipments will not be accepted unless written authorization is furnished by the shipper to accept the shipment There will be a 25 surcharge 15 00 minimum based on the amount advanced by Hicks Convention Services HICK CONVENTION SERVICES WILL ROUTE ALL SHIPMENTS UNLESS SPECIAL ADVANCE ARRANGEMENTS ARE MADE INSURANCE Hicks Convention Services will not be responsible for the count or content of material after it has been placed in the exhibit area before or during installation time or at the conclusion of the event or prior to taking physical count and possession in preparation to moving such materials You agree to hold harmless Hicks Convention Services for responsibility
14. fill floor orders Sub Total NOTE No credits or refunds on floral orders Damaged or stolen plants 9 25 SALES TAX are Exhibitor s responsibility to be paid at retail value TOTAL DUE Company Name Booth Address City State Zip Telephone Fax Authorized by Title Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 CLEANING ORDER FORM Vacuuming sweeping of booths or the emptying of wastebaskets is not included in your booth space rental If you desire these services you must order them All rates are based on gross square footage of your booth with a 100 square foot minimum per day WHEN ORDERING DAILY CLEANING YOU MUST ORDER FOR EVERY SHOW DAY BOOTH CLEANING Al rental carpets are delivered clean to your space However during set up the carpet can become soiled We suggest you order cleaning services at least once before the show opens Vacuuming Carpet Prior to show opening only 25 per square foot sq ft x 25 NOT REQUIRED WHEN ORDERING DAILY 22 per square foot Vacuuming Carpet Daily sq ft x 22 x days Shampooing Carpet Indicate Date s 40 per square foot s Anti Static Spraying Indicate Date 20 per square foot PORTER SERVICE This excess trash removal service is provided every 2 hours during the show up to a maximum of 8 hours straight time One Day Indicate Date ar 77 00 per day Daily Indi
15. for concealed and or apparent damage to uncrated and or un skidded exhibit material Attention of City State To assure the orderly processing of your material handling service requirements it is absolutely essential that this form be READ COMPLETED and SIGNED by an officer of your organization and RETURNED PROMPTLY TO Hicks Convention Services 935 Rayner St Memphis TN 38114 EXHIBITOR MATERIALS From Shipper Exhibitor Name Show Name Spring Market C O Hicks Convention Services 935 Rayner St Memphis TN 38114 ADVANCE FREIGHT MUST BE DELIVERED BY September 25 2015 Booth optional No of pieces EXHIBITOR MATERIALS From Shipper Exhibitor Name Show Name Mistletoe Merchants C O Hicks Convention Services 935 Rayner St Memphis TN 38114 ADVANCE FREIGHT MUST BE DELIVERED BY September 25 2015 Booth optional No of pieces MOA Ar KU S TOA Ar KU e EXHIBITOR MATERIALS From Shipper Exhibitor Name Show Name Mistletoe Merchants C O Hicks Convention Services Show site address Agricenter International 7777 Walnut Grove Rd Memphis TN 38120 WE WILL START ACCEPTING SHOW SITE FREIGHT ON September 28 2015 Booth optional No of EXHIBITOR MATERIALS From Shipper Exhibitor Name Show Name Mistletoe Merchants C O Hicks Convention Services Show site address Agricenter International 7777 Walnut Grove Rd Memphis TN 38120 WE WILL START ACCEPTI
16. one Fax Authorized by Title Signature Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 EXHIBIT SHIPPING INFORMATION amp DRAYAGE RATE SCHEDULE Ship Prepaid Only Collect Shipments will be Refused ANY ADVANCE SHIPMENTS RECEIVED AFTER September 25 2015 WILL BE REFUSED AND SHOULD BE REROUTED FOR DELIVERY TO THE SHOW SITE Loose and Uncrated Materials will be Received at Show Site Only All Charges are Based on In Bound Weights Only ADVANCE SHIPMENT Rates Include Unloading crated material Storing at Hicks warehouse for up to 30 days Reloading onto trucks and delivery to exhibit site Unloading materials and delivery to your booth Removing of empty shipping containers from your booth storing and returning at close of show e Reloading materials onto outbound transportation Advantage e 30 Day window for receipt of materials e Materials in your booth prior to your arrival e Ability to trace freight in advance of exhibition e Advance notification in the event of visible damage to materials Exhibitors should label and consign shipments as follows Your company name Your booth Show Name Mistletoe Merchants C O Hick Convention Services 935 Rayner St Memphis TN 38114 Warehouse 57 50 per CWT with a 200 Ib minimum CWT 100 Ibs Charges for these services will be based on the inbound weight per shipment and will be rounded up to the ne
17. r other rental furniture is prohibited This furniture is not engineered to support your standing weight Hicks Convention Services cannot be responsible for injuries or falls caused by the improper use of rental furniture All materials are on a rental basis and remain the property of Hicks Convention Services jon 30 Wide Draped Tables white i Qty plastic top skirted on 3 sides Circle your skirt color below leone few a O emen ea a jee wf so mem ro wa jemen wj wo mem e a emmen e om EEE EE oa Red Circle Skirt Color gt Burgundy Blue Plum Silver White Qty in white plastic Price B 4 long 30 high 29 00 39 00 4 long 42 high 39 00 49 00 En 6 long 30 high 39 00 49 00 En 6 long 42 high 49 00 59 00 8 long 30 high 49 00 59 00 8 long 42 high 59 00 69 00 Total of items Ordered 9 25 Amt due Company Name Booth Address City State Zip Authorized by please print or type Telephone Fax Signature Title EEC EEC reren 500 soo NC sno asco owners areca son sso C ee me ET KC CC OOO emu eo em C o meses aeneo 0 sm ensure ran 0 mm ET EC ensen eo am eenn eer ser Special Masking Stand Qty Drape Price mz 8 Masking 8 00 If 10 00 If P En 3 Masking 5 00 If 7 00 If P Pole Package 2 8 Uprights and 3 Crossbars per 10 space p Circle 85 00 1
18. rdered By gt Any charge back fee resulting from invalid charge disputes will incur a 25 00 fee per occurrence Phone Fax PLEASE PRINT CLEARLY OR TYPE Check the appropriate box list card number and expiration date American Express master Card hisa V Code ENEN EXPIRATION DATE SIGNATURE OF CARDHOLDER as it appears on card PRINT NAME as it appears on card PRINT NAME OF PERSON s AUTHORIZED TO SIGN AT SHOWSITE IMPORTANT Any show site balances or charges for outbound freight labor or miscellaneous items not paid will be charged to your credit card account where applicable Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 RECAP OF SERVICES ORDERED FURNITURE CARPETING AND PADDING CLEANING SIGNS FLORAL LABOR ORDER FORM ESTIMATED MATERIAL HANDELING ESTIMATED OTHER 9 25 SALES TAX Fi Ft Ft Fe Q QO Q Q Q TOTAL ESTIMATED PLEASE PRINT CLEARLY OR TYPE Company Name Booth Address City Zip Telephone Fax E Mail Contact 8 allnew recapofservicesordered pub FURNITURE ORDER FORM Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 CANCELLATION POLICY items cancelled after delivery to booth will be subject to a 50 charge of the original price USE OF EQUIPMENT Standing on chairs tables o
19. t show site ABSOLUTELY NO CREDITS WILL BE ISSUED AFTER SHOW CLOSING All accounts must be settled at the Hicks Convention Services Desk prior to show closing Your show site representative must be made aware of this policy and have means of payment unless credit card authorization is provided In the event that you have arranged for an agent to handle your display your agent will be required to adhere to this policy as we will not bill a third party If this policy is not adhered to the exhibitor shall then be liable for payment INTERNATIONAL EXHIBITORS We require 100 pre payment of advance orders Payment must be rendered by cash company check payable in U S dollars drawn on a U S account American Express MasterCard or Visa Credit Cards Exhibitors will be assessed a 25 00 service charge for any returned check s A finance charge of 1 1 2 per month 18 per annum will be added to any outstanding invoices gt PLEASE PRINT CLEARLY OR TYPE This form must be signed and accompany your order Company Name Booth Street Address City State Zip Authorized Person please print Title Signature Phone Fax Mistletoe Merchants Agricenter International October 2 4 2015 Discount Price Deadline September 15 2015 RETURN VIA FAX 901 272 9491 CHARGE AUTHORIZATION FORM Prase PRINT CLEARLY OR TYPE Complete sign and return this form with your orders Company Name Booth Billing Address City O
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