Exhibitor Service Manual
Contents
1. Exhibitor Service Manual Apartment Association of Greater Memphis Agricenter International September 16 2015 Z0OH 5 gt 20 7ZH SZOT Apartment Association of Greater Memphis Agricenter International September 16 2015 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkxk 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 3 high side divider drape All items provided are on a rental basis Any damage to Hicks materials will be the responsibility of the exhibitor Each 10 x10 inline booth will consist of 1 Skirted table 2 Chairs 1 Waste basket w liner 1 Vendor ID Sign Provided by Show Management Exhibitors may begin set up September 16 2015 8 00am All exhibits must be set by September 16 2015 3 00pm September 16 2015 VIP Hour starts at 4 00pm Trade Show floor closes between 8 00 9 00pm Dismantle of exhibits may begin Immediately following the show All exhibit materials must be cleared from the facility by September 16 2015 10 00pm IMPORTANT Exhibitors may begin teardown immediately after the show closes Hicks Convention Services will NOT be responsible for any b2. 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 To avoid confusion remove all expired shipping labels before shipment 9 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 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 A
3. 6 2015 Discount Deadline September 4 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 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 Please C
4. 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 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 nearest 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 Limi
5. ER FORM When ordering signs please provide the following information e size e Exact copy as you wish it to appear e Color s for copy and show card e Indicate vertical or horizontal e Easel back if desired Quantity Horizontal Vertical Color Easel Back TOTAL 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 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 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 EN SIGN COPY AS FOLLOWS or attach copy with order TOTAL OF ITEMS ORDERED To receive discount price payment in full SALES TAX 6 _____ for all advance orders must accompany order BALANCE DUE PLEASE PRINT CLEARLY OR TYPE Company Name Booth Address City State Zip Telephone Fax Authorized by Title Signature Apartment Association of Greater Memphis Agricenter International September 1
6. IA 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 pg 77 00 per day Daily Indicate Dates pe 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 Authorized by Title Signature Apartment Association of Greater Memphis Agricenter International September 16 2015 Discount Deadline September 4 2015 RETURN VIA FAX 901 272 9491 SIGN ORD
7. availability Note All charges for rental items include container delivery to booth and removal at close of show Fem 40 00 Green Plants for Table TOP sveve 37 00 2 2 tO 3 Foot Green Plants Lusuauvstasapminennnmnmnnoenneekdmnv venleg ed eeo enact vnaneueran 52 00 A FOOL Green Planie eene a aa a see a E EEES 62 00 9 0 Foot Green PIAS oeei r a a A 82 00 T Fool Green PI ea a E EE EEE E EN E E E 122 00 Small Flower ArrangemeMisissanissieres in a a A A a EAEE R 57 00 Large Flower Arrangement annrunnnnnnvnnnnnnnnnnnenunnvunnrunnvunnrunnnunneunnnvnneunnnvunnuunnnunnnunnvunnnunnvuneen 82 00 37 00 VIN ree nti wen eee es ee TE E E TIT EE E E A AS T TE E E E TTE mien T T TT OR CIN RE EN RE 52 00 Custom Design Arrangements call for quote xnrannrnnnnnennvnnnnnnnrnennnnnnnnnnnnnennnnnnnnnnnnennnnnnnnen 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 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 Apartment Association of Greater Memphis Agricenter International September 16 2015 Discount Deadline September 4 2015 RETURN V
8. booth This will result in charges from Hicks Convention Services and the facility Show site Shipping address All information below must be provided on the shipping labels Apartment Association of Greater Memphis Exhibiting Company Name Booth C O Hicks Convention Services 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 Apartment Association of Greater Memphis Agricenter International September 16 2015 Discount Deadline September 4 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 upo
9. crated and or un skidded exhibit material nor will we be responsible for concealed damage to material SHIPPING INSTRUCTIONS AT CLOSE OF SHOW ds 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 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 physicall
10. heck 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 een Dismantle Other Services Available Please indicate if needed Please Indicate o Forklift Labor Up To 3 000 Ibs x n 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 id 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 Telephone Fax Authorized by Title Signature Apartment Association of Greater Memphis Agricenter International September 16 2015 Discount Deadline September 4 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 12 2014 WILL BE REFUSED
11. iscount Price Standard Price TT ee 95 00 125 00 10 0 EE 190 00 220 00 VET ca ereeseeseie cestode eandaeeo esses 285 00 288 00 04 Len 380 00 410 00 Custom carpet ft x ft 1 87 sa ft 2 35 sa ft CIRCLE COLOR tno Black Red Blue Grey Burgundy Teal Plum Selected Hicks will do so at no risk Carpet PADDING Comfort Carpet Padding per sa ft 1 25 Plastic covering per SQ ft rrrrrnrrnnnnnnnrnnvrnnrnrrnnnnnnnnnne 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 Discount deadline 2012 PLEASE PRINT CLEARLY OR TYPE Company Name Booth Address City State Zip Telephone Fax Authorized by Title Signature Apartment Association of Greater Memphis Agricenter International September 16 2015 Discount Deadline September 4 2015 RETURN VIA FAX 901 272 9491 Floral Order Form Orders placed after September 4 2015 will be filled on availability and assessed a 25 service charge Rental Price Quantity Total Price MISC Flowering PANTS scciecaueeceiccaensioneeneeceae ces cctannsesieteecokuncaseneeaseseseceadeneonenas 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
12. n presentation of the invoice All adjustments must be made at 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 PLEASE PRINT CLEARLY OR TYPE This form must be signed and accompany your order Company Name Booth Street Address City otate Zip Authorized Person please print Title Signature Phone Fax City otate Zip Authorized Person please print Title Company Name Booth Apartment Association of Greater Memphis Street Address Agricenter International September 16 2015 City State Discount Deadline September 4 2015 Au
13. ooth contents that become missing or damaged 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 Z0H3 gt 230 1ZH4 ZOT TELEPHONE CUSTOMER SERVIGE WAREHOUSE SHIPMENTS Hicks Convention Services will accept crated boxed or skidded materials beginning August 24 2015 to the warehouse address below Any shipment received after September 12 2015 will be charged a 25 late surcharge Shipments arriving after September 14 2015 will be refused Warehouse shipping address All information below must be provided on the shipping labels Apartment Association of Greater Memphis 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 July 15 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
14. our skirt color below Stand Price Booth 8 O Fe Q Q Booth State Zip Fax Contact allnew recapofservicesordered pub Apartment Association of Greater Memphis Agricenter International September 16 2015 FURNITURE ORDER FORM 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 or 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 Booth Billing Address ee Ordered B ee FURNITURE CARPETING AND PADDING CLEANING 9 25 SALES TAX Ordered By TPERPER BED 925 Amt due EEE pg FURNITURE Company Nam GARPETING AND PADDING Aade TJEN VID AA YUT m o p i o qit HAD Wiad Draped Tables Stale de Snes Circle plastic top skirted on 3 sides Circle DEE Prape Colo Nei BRASH BASWPE Booth i eee OE Re Ee Tplgonofeonga0 ngh rg s4000 soo ND ME Er Apartment Association of Greater Memphis Agricenter International September 16 2015 Discount Deadline September 4 2015 RETURN VIA FAX 901 272 9491 CARPET amp PADDING orper Pre cut CARPET Standard Sizes includes front tape D
15. partment Association of Greater Memphis C O Hicks Convention Services 935 Rayner St Memphis TN 38114 ADVANCE FREIGHT MUST BE DELIVERED BY September 11 2015 Booth optional No of pieces EXHIBITOR MATERIALS From Shipper Exhibitor Name Apartment Association of Greater Memphis C O Hicks Convention Services 935 Rayner St Memphis TN 38114 ADVANCE FREIGHT MUST BE DELIVERED BY September 11 2015 Booth optional No of MOA Ar lt DD gt NNZ gt lt DD gt EXHIBITOR MATERIALS From Shipper Exhibitor Name Apartment Association of Greater Memphis C O Hicks Convention Services 7777 Walnut Grove Rd Memphis TN 38120 WE WILL START ACCEPTING SHOW SITE FREIGHT ON September 15 2015 Booth optional of No EXHIBITOR MATERIALS From Shipper Exhibitor Name Apartment Association of Greater Memphis C O Hicks Convention Services 7777 Walnut Grove Rd Memphis TN 38120 WE WILL START ACCEPTING SHOW SITE FREIGHT ON September 15 2015 Booth optional No of SODHn MHH wHn SOOTY Meee wh
16. ted 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 ShowName __ C O Hicks Convention Services Agricenter International 7777 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 4 2015 WILL BE SUBJECT TO A 25 LATE HANDLING CHARGE SURCHARGES 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 un
17. thorized Person RETURN VIA FAX 901 272 9491 please print Title CHARGE AUTHORIZATION FORM PLEASE PRINT CLEARLY OR RAPE Zara sign and return this form with id orders please prin Company Name Booth I DIGNature Billing Address I Pate Zip RA 1 Date a BOO eee POR BT EASE PRINT CLEARLY OR TYPE Check the appropriate box list card number and expiration date CARPETING AND PADDING cLEAMING american Express Master Card isa v code FLOR EXPIRATION DATE LABOR ORDER FORM ESTIMATED SEN AFUAE DAN ARDINSLESHMASEPhppears on card OTHER PRINT NAME as it appears on card 9 25 SALES TAX PRINT NAME OF PERSON s AUTHORIZED TO SIGN AT SHOWSITE Fil SP Q TOTAL ESTIMATED RETURN VIA FAX VIT Ni ov sitebatances or charges for outbound freight labor or nog Sus pe Pi wilk Arged to your credit card account where applicable your skirt color below Apartment Association of Greater Memphis Agricenter International September 16 2015 Discount Deadline September 4 2015 RETURN VIA FAX 901 272 9491 RECAP OF SERVICES ORDERED Company Name Billing Address Cit Ordered By Phone FURNITURE CARPETING AND PADDING CLEANING SIGNS FLORAL LABOR ORDER FORM ESTIMATED M RE AR INANIDERRLG GBrIMARED Camigany Name Gases City TENT E Mail RETURN VIA FAX 901 272 9491 30 Wide Draped Tables white plastic top skirted on 3 sides Circle y
18. y 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 designated 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
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