Exhibitors Manual. 5 th - 8 th March 2016 Jacob K Javits Convention Center North Javits, 655 West 34 th Street New York, NY

Transcription

1 Exhibitors Manual 5 th - 8 th March 2016 Jacob K Javits Convention Center North Javits, 655 West 34 th Street New York, NY

2 Dear Exhibitor Welcome to New York Build 2016! We are delighted that you will be exhibiting at New York Build 2016 and hope that you are looking forward to this new event. New York Build 2016 brings together across 2 days the key players in the market, providing you valuable opportunities for face-to-face networking with both existing customers and potential new business partners. By choosing to exhibit, you have given yourself the opportunity to meet thousands of construction professionals and secure up to a years worth of business in just one day. During the course of the event New York Build will feature free Conference sessions and Workshops. Attended by over 40 expert speakers from government and the construction industry, the conference sessions and workshops will cover the latest strategies, opportunities and developments in the region s construction industry. The conference sessions and workshops will provide attendees with the unique opportunity to learn about the latest construction opportunities as well as to network and interact with construction industry experts, key stakeholders and business partners. Please read this Exhibitor Manual carefully and endeavour to carry out all of the actions required by the dates advised. Time spent reading the manual now will avoid last minute inconvenience and expenses for you. This Manual will be a very useful tool in helping you to plan for your attendance at the Exhibition. During your planning for New York Build 2016 if you have any queries please don t hesitate to call and I will be able to help you. We look forward to welcoming you to the Javits Center and to having a very successful event. With best regards Tom Knight Head of Operations tom.knight@oliverkinross.com Direct: +44 (0) Telephone: +1 (917)

3 CONTENTS Page Welcome Letter 2 Contents 3 What to do next 4 Event Contacts 5 Event Information 6 Build up and Breakdown Timetable 7 Rules, Regulations & Information

4 WHAT TO DO NEXT It is important you spend time reading this manual to understand the full terms and conditions of your participation at New York Build Expo Visit our Exhibitor Downloads page by clicking here to download the following -FREEMANS CONTRACTOR KIT: includes General Contractor Information, Payment Information, Shipping & Material Handling, Furnishings & Carpet, Rental Exhibits & Graphics, Labor Services -JAVITS VENUE KIT: includes Utilities Order Forms, In-House Catering, FedEx, American Express, SuperShuttle Information -Risk Assessment & Method Statement: Template forms you can complete specific to the Javits Venue 2. If you have yet to do so already, please all of the below points to at your earliest convenience; - Your Main Point of Contact (include name, contact and address) -Copy of your public liability insurance with shows (i) a minimum amount of $5,000,000 USD and (ii) names OLIVER KINROSS LTD on that policy -Completed Risk Assessment and Method Statements this can be downloaded from the link in point 1 above. - The below information for marketing/printing purposes: Company Name you are exhibiting as: Company Address: (one) Telephone Number: (one) Address: Website: High Resolution Company Logo (JPEG or PNG only) 185 word (max) Company Profile 3. Please ensure you register all of your staff who will be attending the event as EXHIBITORS. This can be done by clicking here - you will be asked to input a password to prove you are an Exhibitor - this is Exh0703 (case sensitive) 4

5 EVENT CONTACTS Event Organiser: Oliver Kinross Ltd Ground Floor, Archway House, 1-3 Worship Street, London, EC2A 2AB Main: + 44 (0) Event Line: (+1) Fax: + 44 (0) Exhibitor Contact: Tom Knight Direct: (0) Fax: + 44 (0) tom.knight@oliverkinross.com Event Website: Official Contractor: Freemans Exhibtor Services Gladys Nieves, Senoir Exhibition Rep. Direct: +1 (201) Exhibitor Services: +1 (201) gladys.nieves@freemanco.com freemannewyorkes@freemanco.com Freemans are the official contractor for the following exhibitor services; Computer Rentals Custom Services Exhibit Rentals Furnishings and Carpeting Graphics and Signage Installation and Dismantling Supervision Labor and Rental of Mechanized Equipment Material Handling Services Overhead Rigging Labor and Equipment Transportation The JAVITS CONVENTION CENTER are the official contractor for the following exhibitor services; Audio Visual Cleaning Electrical Services 5

6 EVENT INFORMATION Venue: On-Site Contact: JAVITS NORTH HALL Jacob K Javits Convention Center North Javits, 655 West 34 th Street New York, NY Evonda Robertson Senior Event Solutions erobertson@javitscenter.com +1 (212) Note that any questions you have regarding your participation should be directed at the EVENT ORGANISER or CONTRACTOR (page 4). Please do not contact the venue directly unless prior approval has been given by event organiser. Exhibition Times: Monday 7 th March hrs Tuesday 8 th March hrs Exhibition Layout: Please click here to view the latest New York Build 2016 floorplan. This floorplan is updated every 2 weeks. The event organiser reserves the right to edit this if and when required, however you will be notified of any changes or edits if this affects your stand or participation in anyway (directly or indirectly). Any queiries or concerns relating to the floor plan please get in touch with tom.knight@oliverkinross.com immediately. Function Area Timings: Conference Times Monday 7 th March hrs Tuesday 8 th March hrs Workshop Times Monday 7 th March hrs Tuesday 8 th March hrs The full conference & workshop programmes can be found online Dress Code: Business or smart casual. Age of Attendees: Exhibition attendees must be over 16 years of age. 6

7 Build Up and Breakdown Timetable 5 th March 2016 Set Up Day hrs Mark Out & shell scheme construction commences hrs Raw space only exhibitors have access hrs Exhibition hall closes for the evening 6 th March 2016 Set Up Day hrs Raw Space only construction continues hrs Shell scheme exhibitors have access hrs Shell scheme & Raw Space exhibits to be fully built and complete hrs Exhibition hall closes for the evening 7 th March 2016 Show Day hrs Exhibitors can enter halls for minor stand preparations hrs Exhibition opens hrs Exhibition closes 8 th March 2016 Show Day 2 & Breakdown hrs Exhibition opens hrs Exhibition closes hrs Exhibitors start to dismantle stands hrs Shell scheme exhibitors to have cleared stands of all exhibits. Shell scheme exhibitors to have left the halls hrs Raw Space only exhibitors to have cleared entire exhibit stands and to have left the exhibition halls. It should be noted the Organiser reserves the right to schedule the delivery and collection times for each exhibitors stand equipment. Should this be required Exhibitors will be contacted to make the necessary arrangements. The Organiser reserves the right to amend the above timetable. 7

8 Event Rules & Regulations These rules and regulations must be read in conjunction with the New York Build 2016 Standard Terms & Conditions and in conjunction with the Javits Convention Rules & Regulations (which can be found inside the JAVITS Kit) What Exhibitors CAN do themselves Contrary to popular belief, exhibitors are allowed to do some work within the privacy of their own booths. Exhibitors may install and dismantle their own exhibit and lay their own carpet in their own exhibit area as long as the booth size is 250 sq ft or less and the following conditions are met: 1) No tools are used in the assembly or dismantle; 2) Individuals performing the work must be full time employees of the exhibiting company and carry identification to verify this fact. Exhibitors are allowed to unpack and repack their own products (if in cartons, not crates) and are allowed to do technical work on their machines, such as balancing, programming, cleaning of machines, etc. Exhibitors may hand carry or use nothing larger than a two wheel baggage cart (rubber or plastic wheels only) to move their items. Exhibitors may move a pop-up display (equal or less than 25' in length) capable of being carried by hand by one person. The individuals moving the items must be full time employees of the exhibiting company and must carry identification to verify this fact. We hope the above will help you. If you are in doubt, do not wait until you get to the show to ask questions. Call the the Event Organiser or Contractor (contact details on page 5). To order labor through our official contractor, please refer to page 71 of the FREEMAN Contractor Kit. Training Workshops & Conference Sessions Alongside the exhibition, New York Build 2016 will feature 50+ expert level speakers within the conference sessions and training workshops. The conference will offer a unique insight into some of the leading construction projects in Scotland, as well as highlighting the latest developments and opportunities across the country. The CPD accredited training workshops will assist the audience in expanding their knowledge and skill set in the construction industry, covering areas such as marketing, regulation, business skills & innovation, architecture design, BIM, sustainable building, building solutions, materials, safety & security. Accommodation We have set up some great partnerships with three fantastic hotels, all of which are walking distance or a short taxi ride away from the Javits. All hotels have given special discounted rates to participants of New York Build. To book these rooms please click here. All hotels have provided a personalised link to book directly online with their discounted rates. Any questions or queries relating to a booking must go directly to the respective hotel, not to event organiser. 8

9 Catering Hot and cold drinks and food will be available for purchase by exhibitors and exhibition visitors in the exhibition hall. As an exhibitor you can also place an order with the in-house caterer, Centerpiece, by completeing the order form inside the JAVITS KIT, pages Cleaning & Waste Disposal All cleaning and waste disposal is the responsibility of each exhibitor. To do this, you can refer to the JAVITS KIT on page 13 to order this service. Exhibitors are responsible for removing at their own cost all construction and waste materials from their stands before, during and after the Exhibition. No wood or metal is to be disposed of in the halls by Exhibitors. Exhibitors should for details regarding disposal of waste materials should you wish to have assistance in this respect. The Organiser reserves the right to invoice exhibitors for the removal of waste or other such items. Any exhibits or other items left on March 8th after hrs for shell scheme contractors, and hrs for raw exhibitors will be disposed of without any prior notice to the Exhibitors. Damage to the Javits Any damages to the Javits caused by an Exhibitor will be investigated by show management and appropriate damage costs will be charged back to the Exhibitor for repaire. This applies to any part of the premises (not just the exhibition hall), whether caused by themselves, their agents, contractors, sub-contractors or by any person(s) employed or engaged on their behalf. Electrics & Rigging As electrical power supplies will be switched off for periods overnight. Should Exhibitors require a 24 hour power supply or any other amendments to their electric supply (including additional power, lights, AV and eletrical truss) this should be ordered through the Electrical Form in the JAVITS KIT on pages Exhibitor Badges Exhibitor badges can be obtained by visiting the registration desk at the entrance. Registration will be open from the 6 th March at 15:00 for all exhibitors. Floor Loading No load in excess of 350lbs/sq.ft. in the show hall hall shall be placed on the show floor. Note that the nothing in excess of 100lbs/sq.ft can be brought in via the Link building. Floor loadings in excess of the above may be permitted on application to and with the approval of the Javits. Exhibitors wishing to bring heavy equipment into the exhibition hall must immediately contact Freemans using the contact information on page 4. 9

10 Health & Safety Risk Assessment The Exhibition is subject to all statutory or local regulations in relation to the Javits Operational procedures which can be found here. All Exhibitors should produce their own Risk Assessment and Work Method Statement for the construction, dismantling and operation of their exhibition stands. These documents must be sent to the event organiser no later than Februay 20 th Working at Height, Lifting Operations, Provision and Use of Work Equipment and all other potentially hazardous operations must be carried out safely and in accordance with statutory and local regulations. Safe Working Practices must be adhered to at all times. All materials used must entirely consist of fire-retardant materials as required by the prevailing fire regulations. Materials used for the construction of exhibition booths should be non-combustible. There will be no flames of any kind, i.e. candles, temporary gas lamps, smoke emitting equipment, heat producing equipment or other such items in the Exhibition. The use of any electrical, mechanical or other devices is to be agreed in writing with the Organisers in advance. No toxic or hazardous material including pyrotechnics, flammable liquids, compressed gas, and dangerous chemicals will be permitted in the Exhibition. No vehicles will be allowed in the Exhibition during exhibition open times without prior written permission from the Organiser. Lifting Equipment If you require any equipment to transport any of your materials you must contact the official contractor, FREEMANS, whom you can purchase this service from. Full service and price list, including a material handling and cartloard order form, can be found within the FREEMANS CONTRACTOR KIT on page No Exhibitor is to bring their own lifting equipment into the exhibition halls. Medical Services In the event of an emergency medical services will be available during build up, breakdown and when the exhibition is open. All medical emergencies should report to the Regisrtation area who will radio the medic team. Public Transport & Parking There is no parking at the Javits Convention Center, however you can park in one of the nearby car parks. For further information, including best public transport options, can be found online by clicking here. Noise Levels The use of any sound equipment should be agreed in writing with the Organiser prior to 10

11 the event. Such equipment must not interfere with or cause disturbance to any other exhibitors or conference Stand Boundaries All exhibits and displays must be confined within the boundaries of each exhibition stand. The Organisers will remove any items placed outside the confines of an exhibition stand. Any costs incurred in removing items will be charged to the Exhibitor. Temporary Staffing Constant representation at exhibits, displays and stands are the exhibitor s responsibility, however should exhibitors wish to hire brand ambassadors to promote your brand/company or have extra staffing needs, please contact tom.knight@oliverkinross.com if so. Security The Organiser will employ security personnel as necessary, however the security of individual stands and equipment on the stands cannot be guaranteed. Should exhibitors have concerns regarding the security of their exhibits they should hire their own on stand security. Please notify tom.knight@oliverkinross.com if so. Exhibitors are strongly advised not to leave valuable items of equipment unattended on their stand at any time but especially during the dismantling phase of the exhibition. Deliveries, Freigh & Hand Carry Regulations We urge you to use our contractor to arrange deliveries directly to your stand. This can be sorted by reading the delivery instructions in the FREEMANS CONTRACTOR KIT. The official freight forwarder for the venue is FedEx; you can arrange to use this service by reading the JAVITS KIT. As a remidner the above documents can be downloaded from the exhibitor section of our website (click here). JAVITS CENTER RULES AND REGULATIONS FOR POV HAND CARRY OPERATIONS POV HAND CARRY OPERATION You will be notified 20 days prior to the event with exact maps and instructions. Econoline/E1150 vans or smaller are allowed in these designated POV areas trucks and sprinter vans are NOT permitted in these areas and need to be unloaded at the loading docks by Freeman. Only those with 2-wheeled hand trucks are able to move their items in/out of these locations with the exception of a 4-wheeled garment rack and 4-wheeled Jewelry cases. 4-WHEELED HANDTRUCKS WILL NOT BE PERMITTED All POV s are allotted 30 minutes only for unloading and the exhibitor must arrive with a 2 nd person to remain in the vehicle 11

12 APPROVED DURING HAND CARRY OPERATIONS There must be two licensed drivers in the car of van (under 10ft) to enter the hand carry area. Javits is a state building and homeland security does not permit unattended vehicles at any time. Individuals moving these items must be employees of the exhibiting company and must carry ID to verify their position. Exhibitors moving items must use doors and routes designated. Hand carried items may be moved in at specified times, as long as traffic regulations are obeyed. Exhibitors may use nothing larger than a two wheeled baggage cart (plastic or rubber wheels only) to move their items. Hanging clothing racks with four wheels are allowed for moving hanging garments Pop up displays equal or less than 10 feet in length and capable of being carried by hand by one person The Javits Center reserves the right to search any box, bag, container, crate, etc. to ensure full compliance with the building s regulation PROHIBITED DURING HAND CARRY OPERATIONS Power tools, ladders or any other type of carpenter/ construction equipment are not permitted into the building (unless specified written approval is obtained in advance) Any freight from a vehicle larger than an Econoline 9-passenger van; Any freight moved on equipment larger than a two wheeled baggage cart; Any freight that cannot be hand carried by one person; and Any freight moved by a moving or Freight Company, contractor or any persons other than official freight handlers that Freeman must hire from Javits Center or direct employees of an exhibiting company engaged in approved hand carry operations. 12