2015 Exhibitor Manual We re pleased to have you joining us!

Transcription

1 2015 Exhibitor Manual We re pleased to have you joining us! San Francisco Design Week (SFDW) and WestEdge SF are pleased to have you participating in the inaugural SF DESIGN WEEK HUB premiering at San Francisco s Pier 27 June 4-5. SF DESIGN WEEK HUB is a co-branded space between WestEdge SF and SF Design Week and will serve as the central welcome center and anchor destination during SFDW, hosting thousands of visitors for special events, educational programs and design installations. The venue will also host the official SFDW Opening Night Party on June 4.

2 TABLE OF CONTENTS EVENT LOCATION DATES & HOURS DIRECTIONS TO PIER PARKING ATTENDEE TICKETS AND REGISTRATION EXHIBITOR REGISTRATION FACILITIES FOR THE PHYSICALLY IMPAIRED SMOKING PETS SECURITY MERCHANDISE REMOVAL PASSES NSURANCES SHIPPING: RECEIVING AND LOAD-OUT/DISMANTLE UNITED STATES CUSTOMS SERVICES BOOTH INFO EXHIBITOR INSTALLATION, FREIGHT HANDLING & DISMANTLE: TOOLS AND HARDWARE PERMITTED VENDOR SERVICES: ELECTRIC: LIGHTING AND POWER RIGGING AND SPECIAL INSTALLATION NEEDS ADDITIONAL LABOR CLEANING MARKETING & PROMOTION HOTEL & TRAVEL TIPS RECOMMENDED VENDORS & RESOURCES BY PIER WESTEDGE STAFF CONTACTS FORMS INSANCE AND WAIVER OF LIABILITY FORM ELURECTRICAL ORDER FORM LAKE INSURANCE FLYER DERING HALL OFFER TO WESTEDGE SF EXHIBITORS 2

3 EVENT LOCATION: Pier 27 Cruise Terminal The Embarcadero Waterfront San Francisco, CA DATES & HOURS: Exhibitor Set-Up: Wednesday, June 3 Thursday, June 4 8 am- 11 pm 8am 10am (Set-up only. No Freight or construction permitted on this day) Booth installation must be completed by 10am, Thursday, June 4. Only exhibitor staff, exhibitors, and those individuals involved in set-up are allowed into Pier 27 prior to opening of the fair at 11am on Thursday, June 4. Fair Hours: Thursday, June 4 Thursday, June 4 Friday, June 5 10 am 6 pm 10 am 6 pm 6:30 pm 9:30 pm (Opening Night Party) FLOOR WIDE WITH EXHIBITOR BOOTHS ALL OPEN 10 am- 5 pm Exhibitor Dismantling (Move-Out): Friday, June 5 5 pm- 11;59 pm All exhibitor materials must be removed from Pier 27 by 11:59pm on June 5. Regrettably, we are unable to make exceptions to this deadline based on the schedule of Pier 27. DIRECTIONS TO PIER 27: Via Car: All vehicles must enter the terminal from the north lanes of The Embarcadero. Note: Be mindful of pedestrian and bicycle traffic when entering and departing the terminal. The Embarcadero is the eastern waterfront and roadway that runs from AT&T Park, and travels north, passing under the San Francisco Oakland Bay Bridge continues north past the Ferry Building at Market Street, Pier 39, and Fisherman's Wharf before ending at Pier 45. Therefore, it is a very popular destination for locals and tourist to enjoy the bay views, and restaurants. From North Bay: Take US-101 S, across the Golden Gate Bride After Toll Plaza, continue on US-101/Presidio Pkwy Turn left onto Marina Blvd Continue onto Laguna St Turn left onto Bay St Turn right onto The Embarcadero Make U-turn at Lombard St Pier 27 is on the right 3

4 From East Bay: Take I-80 W, across The San Francisco Oakland Bay Bridge Take the Harrison St on the left toward The Embarcadero Turn right onto Harrison St Turn left onto The Embarcadero Continue on The Embarcadero for 1.6 miles Pier 27 is on the right From South Bay: Take US-101 N Take I-80 exit toward Bay Bridge Continue onto I-80E Take the Fourth St exit Slight left onto Bryant St Turn left onto The Embarcadero Continue on The Embarcadero for 1.6 miles Pier 27 is on the right Via BART & F Train or BART & Walking: BART & F Train: Take BART to The Embarcadero Station Walk to F Train at Market St & Main St F Train toward Fisherman's Wharf via Downtown. It is a 10 minute transfer with 7 stops BART & Walking: Take BART to The Embarcadero Station Exit BART station and walk East toward The Embarcadero Turn left onto The Embarcadero Walk north for minutes Pier 27 is on the right PARKING: Parking is available at Pier 27 and in surrounding satellite lots during WestEdge. For a map of suggested parking, please visit: 4

5 ATTENDEE TICKETS AND REGISTRATION San Francisco Design Week and WestEdge SF are pleased to present SF DESIGN WEEK HUB as an event which is open to the trade and public. Complimentary admission is available during the following hours: Thursday, June 4, 10 am 6 pm Friday, June 5, 10 am 5 pm The Official Opening Night Reception for SF Design Week will take place on the show floor Thursday evening from 6:30-9:30 pm and is a SEPARATE TICKETED EVENT with all proceeds benefiting the not-for-profit San Francisco Design Week. Tickets start at $35 and can be purchased at: PLEASE NOTE ALL EXHIBITORS ARE AUTOMATICALLY INCLUDED IN THE PARTY AS THE FLOOR AND BOOTHS WILL ALL REMAIN OPEN. Unfortunately we do not have complimentary tickets to provide exhibiting brands given that the event is being completely organized by SF Design Week and is a fundraiser (SF Design Week is a not-for profit advocating for design and design education throughout the SF Bay area). Your guests can Pre-register to attend here and receive the Where SF discount card which provides great discounts and offers at hundreds of S.F. restaurants and attractions. EXHIBITOR REGISTRATION Exhibitors can register for badges by ing all staff names to Megan Reilly (megan@westedgedesignfair.com). Please submit names no later than May 29; badges can be picked up on Wednesday, June 3 at the Registration Desk. FACILITIES FOR THE PHYSICALLY IMPAIRED: Barrier-free facilities are available for the ease and comfort of those who are physically or mobility-restricted. SMOKING In compliance with San Francisco law, there is NO SMOKING allowed in any area of Pier 27 or WestEdge. PETS We love our pets, however it is the policy of Pier 27 that animals will not be permitted onto the premises during WestEdge. Animals assisting handicapped or disabled individuals are exempt from this rule. SECURITY Security services for WestEdge and the exhibition areas will be provided 24 hours a day. Service will be provided from 8am on Wednesday, June 3 until 11:59pm on Friday, June 5. Exhibitors are required to comply with all security procedures requested by Management of WestEdge and its security services. By participating in WestEdge, exhibitors assume security risks that cannot be eliminated by the fair s security services. The fair is an open booth event and exhibitors are solely responsible for the security of their exhibits, merchandise and personal property. Security for individual booths is not included under the Exhibitor Contract and exhibitors are strongly advised to obtain adequate insurance coverage. WestEdge does not secure insurance for any individual booth or for the benefit of any exhibitor. 5

6 Suggestions to increase your security: Ship in locked cartons, trunks or crates. Ship with a reputable trucker or shipper. Furnish the shipping company with an accurate and complete bill of lading. If cartons are used, be sure they are taped or banded. Do not mark cartons, trunks or crates with the name and/or type of articles inside. After installation of your booth, do not under any circumstances include merchandise in containers that you are placing in the fair s temporary storage. Do not leave portable electronic equipment or personal valuables in your booth overnight or unattended during fair hours. Be sure your merchandise is packed and secured before you leave the fair on Friday, June 5, MERCHANDISE REMOVAL PASSES Blank merchandise pass forms will be distributed to each exhibitor at the fair s office within Pier 27. Merchandise will be permitted to leave WestEdge only when accompanied by a completed and signed merchandise pass. Only exhibitors may sign merchandise passes. Each exhibitor pass holder will be required to submit a completed signature card to be maintained in the WestEdge onsite office. INSURANCES Property Insurance: Insurance for exhibits is the responsibility of exhibitors. Exhibitors should consult their insurance broker to cover all merchandise during transit to, from and during the fair. For general insurance questions and needs, we highly recommend Lake Insurance Agency (see Lake Insurance flyer at back of manual). Waiver of Liability: Each exhibitor must sign and return the Liability Release Form on page 12 of this manual. Exhibitors will not be allowed to set-up at the fair unless an executed Liability Release Form is on file with WestEdge. This document may be found in the Forms section at the end of this manual. Exhibitors must insure their property, and all property entrusted to them for display or other use in connection with the fair, against the risks of fire, theft, burglary, breakage, leakage and water damage, and the risks of damage sustained during transport to and from the event grounds. WestEdge Design Fair and Fair Management will not be liable for any loss or damage sustained by the exhibitor in connection with WestEdge 2015, or for the failure of the exhibitor to obtain insurance, or for the failure of insurance to cover any losses sustained. Exhibitors should maintain their own shipping related insurance, as customary insurance provided by shippers is usually inadequate. During set-up, it is the policy of WestEdge, not to permit entry to the exhibit halls to individuals not employed or contracted by exhibitors. Attendees that are guests of the exhibitors will not be permitted on-site until the fair s opening at 10am on Thursday, June 4. SHIPPING: RECEIVING AND LOAD-OUT/DISMANTLE Receiving: Exhibitors must coordinate their own shipments to and from Pier 27. In addition, exhibitors should maintain their own shipping-related insurance, as customary insurance provided by shippers is usually inadequate for the value of furnishing, which will be featured at WestEdge. All on-site shipments must be labeled as follows: WestEdge San Francisco 2015 (Exhibitor Name) (Booth Number) Pier 27, The Embarcadero San Francisco, CA Shipments can ONLY be received on Wednesday, June 3: 10am-6pm. 6

7 - All shipments must be delivered on a truck with a lift gate and the driver must have a pallet jack to deliver the crate to the booth. It's a short distance from the load in area to the booth. The show closes at 5pm on Friday, June 5. All shipments MUST be picked up on Friday, June 5 between 5pm and 11pm. - All shipments must be picked up by a truck with a lift gate and the driver must have a pallet jack to pick the crate up from the booth. It's a short distance from the load in area to the booth. UNITED STATES CUSTOMS SERVICES All overseas shipments to the United States must go through customs. Exhibitors may accompany their shipment through customs or arrange with their shipper to receive the shipment and file the appropriate papers with the U.S. Customs Service. WestEdge accepts no liability for inaccurate information provided to customs brokers or the U.S. Customs Service regarding contents and descriptions of shipments, for decisions made by U.S. Customs, or for duties assessed by the Customs Service. Please be aware that pursuant to all applicable laws, WestEdge is not the ultimate consignee or the appointed agent of any exhibitor or tenant of a trade show. Therefore, WestEdge will not provide its federal tax identification number to act as the importer of record for U.S. customs clearance of any international shipments for exhibitors or tenants of the trade show(s) it manages. Each exhibitor must work directly with a customs broker to clear trade show shipments in the broker s name or in the exhibitor s name through a customs power of attorney form. Additional information is available at BOOTH INFO All booths are island configurations. There are no shared walls between each individual booth space. Booths are either 10 x10 or 10 x20 and will be delineated by an outline on the show floor. See floor plan for specific location based on your booth number. San Francisco Fire safety regulations require that all booth ceilings remain 100% open. The flooring inside of Pier 27 is polished concrete. Exhibitors are welcome to use the polished concrete floor or install their own floor covering if they wish. If exhibitors install alternative floor covering(s), they are responsible for its clean removal. Exhibitorinstalled floor covering not removed at the close of the fair will be removed by Fair Management labor. All labor and materials will be billed to the exhibitor. Exhibitors are liable for any damage to Pier 27 resulting from the installation and/or removal of exhibitorinstalled floor covering. Drilling into the floor of Pier 27 is strictly prohibited. EXHIBITOR INSTALLATION, FREIGHT HANDLING & DISMANTLE: Booth Installations: Exhibitors are permitted to work in their booths without union labor (with certain restrictions). Restrictions apply to task that are exclusive to Impact Lighting & Production. See Permitted Vendor Services for clarification. Freight Handling: Exhibitors may unpack and repack their own merchandise in cartons, cases or crates, and may carry freight into their booth that can be carried by hand. Freight that is carried by hand may be loaded and unloaded using the main delivery entrance of Pier 27. All employees of Pier 27, all union and non-union labor, and employees of any contractor or vendor associated with WestEdge are adequately paid. TIPPING IS EXPRESSLY PROHIBITED. This includes such practices as giving money, merchandise, or other special consideration for services rendered. Please report immediately to WestEdge staff any discourtesies or attempts to imply that services are expedited or facilitated by tipping. Dismantle: Please note, ALL booth/display material and equipment must be dismantled and removed from the facility at the close of the show. This includes but is not limited to: wall systems, carpeting, crates, display racks, etc. In the event that any of the above is refuse, please dismantle it, place it in the center of your booth and mark it accordingly. Exhibitors who fail to dismantle any refuse items will be charged the labor rates referenced in this manual. 7

8 TOOLS AND HARDWARE Exhibitors must bring all of their own tools and hardware. Items such as power drills/drivers, hammers, ladders, mounting hardware, etc. are not available at the fair. PERMITTED VENDOR SERVICES: Hartmann Studios (Impact Lighting & Production) is the exclusive Permitted Vendor at the Venue for the following goods and services: Electric: Lighting and Power - The installation, operation and/or removal of all lighting equipment not already in place at the Venue as well as any and all power distribution including the connection to existing power and or providing generators and or HVAC. Rigging - The installation, operation, removal and/or rigging of all overhead truss, lighting, equipment, material and motor installation and operation inside as well as outside the Venue. Audio - The installation, operation and/or removal of any audio or associated equipment inside or outside the Venue. Projection and Video - The installation, operation and/or removal of any and all projection units of any brand from 27 millimeter to video projection with single or multiple source settings that need to be adjusted, cabled, routed, switched through or into video/led walls (including all transparent displays and digital canvases), retro boxes, or screens and projection surfaces of any kind, either through I-MAG front or rear projection or any switching device inside as well as outside the Venue. ELECTRIC: LIGHTING AND POWER Power: Power Drops (outlets) may be ordered from Impact Lighting & Production on the Electrical Order Form located in the forms section of this document. Electrical service can be provided in 20 or 40 amp outlets. Exhibitors that require electricity in multiple locations in their space may order multiple electric lines. Electrical converters are available for order upon request. Exhibitors that require extraordinary electrical services (e.g. high voltage, voltage conversion, etc.) should contact Impact Lighting & Production in advance of set-up for assistance. Only Impact Lighting & Production workers at Pier 27 may install, move or adjust electrical connections. Impact Lighting & Production can be reached at (510) or impactinfo@impactsf.com. Lighting: The facility is lite by traditional hi-bay fluorescent light fixtures. Supplemental lighting can be ordered from Impact Lighting & Production on the Additional Services Order Form located in the forms section of this document. RIGGING AND SPECIAL INSTALLATION NEEDS Some aspects of exhibitors installations may require special rigging and/or electrical requirements, suspension of products and/or display fixtures from the ceiling, and/or special wall installations or reinforcement. Such installations must be brought to the attention of Fair Management in advance of set-up. The costs associated with such installations are entirely the responsibility of the exhibitor. WestEdge staff can arrange for a specific quotation estimating the costs for such installations among the various vendors associated with WestEdge and/or Pier 27. If exhibitors require special installation requirements, they should contact the WestEdge staff for planning instructions and cost estimates. Exhibitors that require rigging (e.g. ceiling-hung or truss-hung) should contact Impact Lighting & Production at impactinfo@impactsf.com in advance for special assistance. Such arrangements are made and approved on a case-by-case basis. Rigging rates average $ per hour. Minimum (2) hour labor charge applies to all rigging orders. Rates do not include any rigging hardware and equipment needed. ADDITIONAL LABOR Exhibitors may request labor assistance if desired (such as general on-site material handling, installation or carpentry) through Fair Management in advance. Labor rates are set on an hourly basis. If you wish to request or discuss additional labor, please contact operations@westedgedesignfair.com. CLEANING All exhibitors are responsible for cleaning of their individual exhibit spaces. WestEdge will maintain cleaning of common areas of the fair. 8

9 MARKETING & PROMOTION MEDIA OUTREACH Lisa Davis PR, the agency of record for WestEdge SF/ SF Design Week Hub, is collecting information for use before, during and after the fair to further communicate our marketing and press initiatives to hundreds of press outlets (both print and digital). Please visit to submit our media questionnaire and your product images. The more information we have, the more effectively we can include you in media pitches and help promote your products! LISA DAVIS PR Lisa Davis SOCIAL MEDIA To actively join the conversation and help us promote your brand, we encourage you to use WestEdge Design Fair s handles and hashtags in your communication on Facebook, Twitter, Instagram and Pinterest: Facebook: Twitter Twitter Hashtag: #WestEdgeSF #SFDesignWeek Pinterest: Instagram: WestEdgeDesign WESTEDGE LOGO & BANNER ADS Visit to download the WestEdge logo and banner ads to post on your website. Exhibitors are welcome to include the logo in advertising and on other printed materials as well. CUSTOMIZED BLAST Let us assist you in promoting your company s participation in WestEdge. We ve made it easy for you to invite your clients to see you at the event, and we will provide an HTML blast file that you can forward to your guests. Please keep an eye out for that communication the week of May 21. SELLING AT THE FAIR Exhibitors may choose to sell items and/or stock an inventory at the fair if appropriate. Hand-carried items will require a paid receipt to be taken out of the fair. Larger items sold during the event may be removed from your display upon the conclusion of the fair (5pm on Friday June 5th). Please arrange for purchases to be picked-up by - or delivered to - the buyer on Friday, June 5th, during move-out hours taking place from 5 pm- 11:59 pm. BOOTH PROMOTIONS Promotions, incentives and/or special events may provide an incentive for attendees to visit your space. If you would like our assistance in promoting a cocktail reception, book signing, party, etc. in your space during fair hours, please contact Megan Reilly at megan@westedgedesignfair.com. 9

10 PROMOTIONAL OFFERS FROM WESTEDGE PARTNERS DERING HALL Boost Your Presence at WestEdge-Get 5 Complimentary Product Listings and Editorial on Dering Hall Dering Hall is where top global interior designers, architects, and landscape designers shop for high-end products. As part of our Dering Hall partnership, all WestEdge exhibitors who sell furniture, lighting, rugs, textiles, home accessories can receive 3 complimentary home furnishings product listings on Dering Hall's WestEdge Storefront. The Online Storefront will be promoted via editorial, , and social media that targets interior designers and architects. Participation is FREE. Click here for more information and to submit your products. 10

11 HOTEL & TRAVEL TIPS San Francisco Design Week has tools and resources to help you plan your visit. For travel and accommodation suggestions, please visit: RECOMMENDED VENDORS & RESOURCES BY PIER 27 FedEx Office Ship Center Office Depot 724 Battery St rd St. San Francisco, CA San Francisco, CA Financial District Hardware Cole Hardware 140 Pine St Polk St. San Francisco, CA San Francisco, CA Safeway Walgreens Starbucks 145 Jackson St. 33 Drumm St Battery St. San Francisco, CA San Francisco, CA San Francisco, CA Restaurants: Pier 39 Restaurants Pier 23 Café Fog City The Waterfront Restaurant Butterfly Restaurant Hillstone WESTEDGE STAFF CONTACTS Operations Glenn Charles Director of Trade Show Operations t glenn@westedgedesignfair.com Marketing, Sponsorships, Programming and Special Events Megan Reilly Co-Founder + Principal, Marketing t megan@westedgedesignfair.com Sales Troy Hanson Co-Founder + Principal, Sales t troy@westedgedesignfair.com Public Relations Lisa Davis Lisa Davis PR LisaDavisPR@gmail.com 11

12 WestEdge Design Fair LLC - INSURANCE RELEASE FORM (REQUIRED) WESTEDGE DESIGN FAIR- INSURANCE RELEASE FORM Please completed form to: operations@westedgedesignfair.com Show Name: WestEdge Design Fair San Francisco VENUE: Pier 27 DATES: June 3-5, 2015 DEADLINE: June 1, 2015 This signed form and Insurance Certificate must be returned no later than June 1, WestEdge Design Fair LLC must be listed as additional insured on the certificate of insurance. Exhibitors will not be allowed to enter the Show or exhibit unless they sign this form and provide a certificate of insurance. Please form to operations@westedgedesignfair.com. WestEdge Design Fair LLC will attempt to provide a safe and secure environment at the Show. Details of the Show's security arrangements are available upon request. The Exhibitor acknowledges, however, that WestEdge Design Fair, the Show Parties (as defined below), and the Show disclaim responsibility for any loss, cost or damage to your property, artwork, product, displays, etc. and that neither WestEdge Design Fair LLC nor the Show Parties carry any insurance for the benefit of Exhibitor. As further consideration for acceptance of Exhibitor's application and participation in the Show, the undersigned Exhibitor acknowledges and agrees that (a) its participation in the Show is solely at its own risk, and (b) it is required to carry insurance to cover the risks described in this Release and the Rules and Regulations for the Show. Exhibitor agrees to indemnify, protect, defend, hold harmless, release and discharge the Show, WestEdge Design Fair, and all of their respective principals, agents, owners, members, trustees, affiliates, subsidiaries, predecessors, successors, employees, and assigns, and all other related persons or entities, named or unnamed (collectively the Show Parties ), from any and all liability, claim or demand of whatever nature, actions, and causes of action, damages, costs, losses, attorney fees, injuries of any kind, and compensation for damage or loss to person or property, regardless of the cause and regardless of whether such loss, cost or damage is due to any form of negligence of WestEdge Design Fair or Show Parties. Dated:, 2015 Acknowledged and Agreed: Company Name: Booth# Signature(s):

13 Tel; ; Fax W. Ohio Avenue, Suite E, Richmond, CA Orders San Francisco 2015 Please sign and return the completed form by Name Company Please circle your answers and provide the most complete and detailed description if possible. 1. Will your space have furniture? Yes No If yes, briefly describe: 2. Will you need electricity? Yes No 3. Will you require and overhead structure? Yes No If yes, briefly describe: 4. Will your space have walls or partitions? Yes No 5. Will you have a floor covering? Yes No Signature Date

14 DESIGN WEEK San Francisco 2015 Rentals Check List Please indicate what rental items (if any) you will need from us for you to order for your booth. Please be aware, tape does not stick to the Pier 35 floor. Please sign and return the completed form by Name Company Rental Needs Item Price Quantity Total Power Drop 20 amp outlet $200 Power Drop over 40amps $350 Lighting Fixture ( floor) $175 Lighting Fixture (overhead) $250 Color Changing Moving Light $400 Single Light Stand $150 Dimming/Control $600 Signature Date

15 CREDIT CARD AUTHORIZATION FORM Name On Card Attention: Accounts Payable 70 West Ohio Ave, Suite E Richmond, CA (510) Office (510) Fax Client Name: Company Name: Contact Phone: Address: City: State: Zip Code: Payment Type: VISA MC AMEX Credit Card #: Expiration Date: CC Billing Address: City: State: Zip Code Rental/Event Date: Order Number: Amount: I authorize Impact Lighting & Production to charge the above amount to the credit card number provided* Signature of Cardholder Date * a hold in the amount of the replacement value will be placed on this credit card while equipment is out, for rental clients without a certificate of insurance.

16 FULL SERVICE INSURANCE AGENCY Annual Policies: - Business Auto - Business Umbrella - Errors & Omissions - General Liability - Workers Compensation Short Term Policies: - Event Liability - Equipment Floater (Inland Marine) - Property - Workers Compensation Rob Lake ext 214 rob@lakeins.com License #

17 WHERE INTERIOR DESIGNERS SHOP ONLINE MATTHEW STUDIOS INC. JOHN POMP STUDIOS SOANE BRITAIN JEAN DE MERRY SHINE BY S.H.O DAVID IATESTA STUDIO BOOST YOUR PRESENCE AT WESTEDGE GET 5 COMPLIMENTARY PRODUCT LISTINGS AND EDITORIAL ON DERING HALL As part of our Dering Hall partnership, all WestEdge exhibitors who sell furniture, lighting, rugs, textiles, home accessories can receive 5 complimentary home furnishings product listings on Dering Hall'sWestEdge Storefront. The Online Storefront will be promoted via editorial, , and social media that targets interior designers and architects across the world. Participation Is FREE. CLICK HERE for more information and to submit your products. JOIN THE CONVERSATION ABOUT GREAT DESIGN