Wisconsin Expo, Inc.

Transcription

1 Wisconsin Expo, Inc. N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: SHOW INFORMATION Dear Exhibitor: MW Food Processors Assoc. Convention November 28-29, 2012 Monona Terrace Madison, WI Welcome to Madison, WI and the 108 th MWFPA Convention. Your show will be held November 28-29, 2012 at Monona Terrace. Wisconsin Expo is excited to be selected as your official service contractor. Our goal is to make your participation in this show absolute perfection! The following service packet includes forms describing the variety of services we can provide. Please take the time to look through the following forms and fill out completely those which are applicable to your needs and send them into Wisconsin Expo, Inc. as soon as possible. If you have any questions or concerns, please contact us at (262) Below is a list of the equipment that comes in the standard booth as well as a list of important dates to take note of. Booth Information Each 8 or 10 deep x 10 wide booth space will include the following: 8 high background drape: drape color (burgundy) 3 high side rails (burgundy) 1-2 wide x 8 long table skirted (yellow gold) 2 - folding chairs 1 - wastebasket 1-7 x44 booth identification sign aisle carpet color: black **The exhibit floor booth area is not carpeted. It is recommended for your added comfort & professional appearance, to order booth carpet from the Booth Furniture Order Form included in this packet. *No substitutions will be accepted for the provided list above. Important Dates Advance Order Deadline Date: November 12, 2012 Warehouse Shipping Acceptance Dates: November 9 23, 2012 (*Warehouse receiving times 9:00am 5:00pm) Direct Shipping Acceptance Dates: November 26 27, 2012 (*Drivers must check in by 4:00pm) Exhibitor Move In: Monday, November 26, noon 5:00pm (targeted only) Tuesday, November 27, :00am 5:00pm Show Hours: Wednesday, November 28, :30am 4:00pm Thursday, November 29, :30am 2:00pm Exhibitor Move Out: Thursday, November 29, :00pm 8:00pm *Carriers must check in by 7:00pm 1

2 108th MW Food Processing Association Convention November 28-29, 2012 Monona Terrace Madison, WI Dear Exhibitor, To guarantee the services you desire, please fax your order along with the completed credit card authorization form below. We accept checks (payable to Wisconsin Expo, Inc.) or credit cards for payments. To keep expenses manageable, for all parties concerned, we prefer payment by company check. Please indicate your intentions below: Yes, we will be mailing a check, along with order(s), to arrive on or before November 12, Please do not process the credit card information listed below. No, we prefer to pay for the indicated services with the credit card information provided. CREDIT CARD AUTHORIZATION Company Name: Booth #: Billing Address: City: State: Zip: Phone: Fax: American Express MasterCard Visa Card Number: Expiration Date: / Card Security Code: Cardholder s Address (if different than above) City: State: Zip: Cardholder s Name (print): Cardholder s Signature: N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: orders@wi-expo.com 2

3 ADVANCE WAREHOUSE SHIPPING FORM SHIPPING INFORMATION ADVANCE WAREHOUSE ADDRESS 1. All shipments must be sent prepaid. Collect shipments will be refused. Certified weight tickets are required for unloading. *Label each piece of your shipment(s) as follows: 2. Shipments must arrive, at the warehouse, November 9-23, 2012 between 9:00am-5:00pm, Monday thru Friday. No shipments will be received at the warehouse on weekends or holidays. YRC Freight c/o WI Expo, Inc Progress Road 3. Please be advised that any shipments sent to the advance warehouse Madison, WI after the deadline may be refused and redirected to the direct 108 th MWFPA Convention shipping address (carriers such as UPS/Fed-Ex and van lines may not redirect shipments). Exhibitor Space #: Receiving Dates: November 9-23, An additional 25% will be assessed to shipments received after the published dates and times listed. 5. Shipments received without receipts, freight bills or specified unit IMPORTANT DATE REMINDERS counts on the receipts or freight bills, such as UPS or van lines, will be delivered to the exhibitor s booth without guarantee of piece count or condition. WI Expo, Inc. will assume no liability for such shipments. First date to ship to WAREHOUSE w/o added storage fees: November 9, 2012 Consignment or delivery of a shipment to WI Expo, Inc., or its subcontractors by an Exhibitor or Shipper on behalf of the Exhibitor Last date to ship to WAREHOUSE w/o penalty: November 23, 2012 will be construed as an acceptance by the Exhibitor of the freight terms, conditions and rates listed. INSURANCE Be sure your materials are insured from the time they leave your company until they are returned after the show. It is suggested that exhibitors arrange all risk coverages riders through your existing policies. WI Expo, Inc. is not responsible for the security of items after they are delivered to each booth or until items are picked up at the booth for reloading at the close of the show. Please take all necessary precautions. Rates below include receipt of your freight on straight time, storage at warehouse for up to 10 working days, delivery to booth at the convention site, storage and return of empty containers, reloading of materials on outbound carrier at the close of show. A 200 lb. minimum charge per shipment applies. CATEGORY DESCRIPTION RATE / 100 LBS. 200 LB. MINIMUM A Shipments via common carrier ie: YRC, ABF etc $54.25/cwt $ B Shipments via Van Lines or Specialized Carrier; Special Handling $70.55/cwt $ C DRAYAGE RATE SCHEDULE Small Package Shipments NOT EXCEEDING 50 LBS PER SHIPMENT (Shipment totaling any number of pieces with a combined weight not to exceed 50 lbs. that is received on the same day, from the same shipper & delivered by the same carrier.) DRAYAGE PAYMENT CALCULATION ADVANCE ORDER DEADLINE: This option allows you the flexibility to ship your materials, i.e. crates, cases, cartons or skids well in advance of the show move-in dates. Your freight will be in your booth prior to general exhibitor move-in. $37.00 first carton* Maximum weight is 50 lbs./shipment *Each additional carton = $9.00 Number Weight Category Rate/ 100 lbs of Pieces (Min. 200 lbs) Shipment 1 lbs. x =$ Shipment 2 lbs. x =$ 108 th MWFPA Convention November 28-29, 2012 Total Due =$ Company Name: Booth #: Address: Phone: Ordered By: Signature: Date: Totals N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: orders@wi-expo.com 3

4 FOR ADVANCE WAREHOUSE ONLY Advance Warehouse Shipping Labels FOR ADVANCE WAREHOUSE ONLY YRC FREIGHT c/o WI EXPO, INC PROGRESS ROAD MADISON, WI YRC FREIGHT c/o WI EXPO, INC PROGRESS ROAD MADISON, WI RECEIVING DATES: November 9-23, 2012 RECEIVING DATES: November 9-23, 2012 FOR ADVANCE WAREHOUSE ONLY FOR ADVANCE WAREHOUSE ONLY YRC FREIGHT c/o WI EXPO, INC PROGRESS ROAD MADISON, WI YRC FREIGHT c/o WI EXPO, INC PROGRESS ROAD MADISON, WI RECEIVING DATES: November 9-23, 2012 RECEIVING DATES: November 9-23,

5 ADVANCE ORDER DEADLINE: DIRECT TO SHOW FREIGHT FORM This plan is for those exhibitors shipping direct to show site who have opted not to or are past the deadline date to use the Net Square Foot Package Plan. Rates below include receipt of your freight on straight time, delivery to booth at the convention site, storage and return of empty containers, reloading of materials on outbound carrier at the close of show. A 200 lb. minimum charge per shipment applies. CATEGORY DESCRIPTION RATE / 100 LBS. 200 LB. MINIMUM A Shipments via common carrier ie: YRC, ABF etc $51.45/cwt $ B Shipments via Van Lines or Specialized Carrier; Special Handling $66.90/cwt $ C SHIPPING INFORMATION 1. All shipments must be sent prepaid. Collect shipments will be refused. Certified weight tickets are required for unloading. 2. Shipments must arrive, at the convention facility, November 26-27, 2012 at the designated times listed. Any shipments arriving prior to the first day of scheduled move in will be refused and returned to the local trucking terminal. 3. It is your responsibility to instruct your carrier of the proper dates and time for direct deliveries to the convention facility 4. An additional 25% will be assessed to shipments received after the published dates and times listed. 5. Shipments received without receipts, freight bills or specified unit counts on the receipts or freight bills, such as UPS or van lines, will be delivered to the exhibitor s booth without guarantee of piece count or condition. WI Expo, Inc. will assume no liability for such shipments. Consignment or delivery of a shipment to WI Expo, Inc., or its subcontractors by an Exhibitor or Shipper on behalf of the Exhibitor will be construed as an acceptance by the Exhibitor of the freight terms, conditions and rates listed. Small Package Shipments NOT EXCEEDING 50 LBS PER SHIPMENT (Shipment totaling any number of pieces with a combined weight not to exceed 50 lbs. that is received on the same day, from the same shipper & delivered by the same carrier.) DRAYAGE PAYMENT CALCULATION DIRECT TO SHOW ADDRESS *Label each piece of your shipment(s) as follows: $37.00 first carton* Maximum weight is 50 lbs./shipment *Each additional carton = $9.00 Number Weight Category Rate/ 100 lbs of Pieces (Min. 200 lbs) Shipment 1 lbs. x =$ Shipment 2 lbs. x =$ Exhibitor Space #: Receiving Dates: Monona Terrace c/o Wisconsin Expo, Inc. One John Nolen Drive Madison, WI th MWFPA Convention November 26-27, 2012 IMPORTANT DIRECT SHIPMENT DATES Direct shipments will be accepted on: Monday, November 26, 2012: Tuesday, November 27, 2012: 9:00AM 5:00PM 9:00AM 5:00PM **Any shipments arriving prior to the first day of scheduled move in will be refused and returned to the local trucking terminal. INSURANCE Be sure your materials are insured from the time they leave your company until they are returned after the show. It is suggested that exhibitors arrange all risk coverages riders through your existing policies. WI Expo, Inc. is not responsible for the security of items after they are delivered to each booth or until items are picked up at the booth for reloading at the close of the show. Please take all necessary precautions. 108th MWFPA Convention November 28-29, 2012 DRAYAGE RATE SCHEDULE Total Due =$ Company Name: Booth #: Address: Phone: Ordered By: Signature: Date: N113 W18750 Carnegie Drive Germantown, WI Totals Phone: Fax: orders@wi-expo.com 5

6 Direct to Show Shipping Labels DIRECT SHIPMENT TO SHOW SITE DIRECT SHIPMENT TO SHOW SITE MONONA TERRACE c/o WISCONSIN EXPO, INC. ONE JOHN NOLEN DRIVE MADISON, WI MONONA TERRACE c/o WISCONSIN EXPO, INC. ONE JOHN NOLEN DRIVE MADISON, WI SHIPMENT WILL BE ACCEPTED: Nov , 2012 SHIPMENT WILL BE ACCEPTED: Nov , 2012 DIRECT SHIPMENT TO SHOW SITE DIRECT SHIPMENT TO SHOW SITE MONONA TERRACE c/o WISCONSIN EXPO, INC. ONE JOHN NOLEN DRIVE MADISON, WI MONONA TERRACE c/o WISCONSIN EXPO, INC. ONE JOHN NOLEN DRIVE MADISON, WI SHIPMENT WILL BE ACCEPTED: Nov , 2012 SHIPMENT WILL BE ACCEPTED: Nov ,

7 PACKAGE INCLUDES: Direct Shipments ONLY Assistance in planning your exhibit move-in/move-out scheduling and a WI Expo representative will be present during unloading of equipment to monitor activities. Unloading and reloading of all exhibit display material and machinery (from dock to booth and from booth to dock) received at show site. One time spotting of machinery within a 6 tolerance, provided an exhibitor or designated representative is present at time of spotting. Storage of all empty containers. PACKAGE DOES NOT INCLUDE: Any shipment sent in advance to the WI Expo, Inc. (YRC Freight) warehouse. Any additional shipments sent after your targeted move-in date. Work that requires special rigging equipment (i.e. special lift bars, special slings, rigging, cranes). Machinery in excess of 20,000 lbs. will be assessed at rigging labor and equipment time. Crane services will be quoted separately. Any overtime labor, off target scheduling or tardiness caused by the exhibitor, exhibitor representative or their shipper. Second time moving and/or spotting of machinery; unskidding or reskidding of machinery, installing, assembling, disassembling or dismantling of machinery. The following will apply to all shipments received off target: Shipments containing machinery will be charged at the published rates on the Option 2, Machinery Drayage Order Form. Shipments that do not contain machinery will be charged at the published rates on the Direct to Show Freight Form. TO QUALIFY FOR PLAN, EXHIBITOR MUST: OPTION 1: NET SQUARE FOOT PACKAGE PLAN OPTION 1 DEADLINE: Have an exhibitor or representative present during the targeted time of their unloading. Fill out the order form below and submit with payment by the deadline date indicated below. If you DO NOT ORDER the net square foot package plan by the cut-off date, your freight shipments will be billed according to the published rates under the Direct to Show Freight Form or the Option 2: Machinery Drayage Order Form. COST: NET SQUARE FOOT PACKAGE PLAN Length X Width = X $2.75 per square foot = $ Total Plan not available after November 12, Orders received after Nov. 12, 2012 will be required to use the Direct Shipment published rates or Option 2. Total Due $ Payment Policy: We accept checks (payable to Wisconsin Expo, Inc.) or credit cards for payment. Please complete the information below and send completed information to Wisconsin Expo, Inc. offices, payments must accompany orders. No credit will be given after close of event on items or services ordered, but not received. 108th MWFPA Convention November 28-29, 2012 Company Name: Booth #: Address: Phone: Ordered By: Signature: Date: N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: orders@wi-expo.com 7

8 OPTION 2 DEADLINE: PACKAGE INCLUDES: Direct shipments ONLY The unloading of all machinery shipments and delivery to your booth. Spotting of machines within a 6 tolerance, provided an exhibitor or designated representative is present at a time of spotting. Storage and return of all empty containers. Reloading of your freight or machinery onto your preferred carrier during exhibitor move-out. PACKAGE DOES NOT INCLUDE: OPTION 2: MACHINERY DRAYAGE ORDER Non-machinery shipments or warehouse shipments (See applicable Warehouse or Direct to Show Service & Rate Forms). Machinery over 20,000 lbs. requiring special forklift or crane services will be quoted separately. Second time moving and/or spotting of machinery; unskidding or reskidding of machinery, installing, assembling, disassembling or dismantling of machinery. Any hourly forklift rate for unloading or reloading. Overtime Shipments handled in or out of the hall at times other than straight time hours will be charged an additional 25% each way. MACHINERY DRAYAGE RATES: All machines and equipment must be SKIDDED appropriately for forklift use. The area within the booth must be clearly marked to indicate the machine s position. No rigging, bolting or unbolting, unskidding or attaching to other equipment can be done. See Forklift/Labor Order Form for this service. You must meet your targeted date in order to avoid any possibility of additional rigging labor charges. SHIPMENT WEIGHT RATE PER 100 LBS (Round Trip) OVERTIME 1 lb to 500 lbs $ lbs to 1,000 lbs $ ,001 lbs to 2,500 lbs $ ,501 lbs to 10,000 lbs $ ,001 lbs to 19,999 lbs $ LB MINIMUM PER SHIPMENT APPLIES. ALL SHIPMENTS MUST BE ACCOMPANIED BY A CERTIFIED WEIGHT TICKET. Straight Time (ST) hours are from 8:00am 4:30pm, Monday thru Friday. Overtime (OT) hours applies to all hours before 8:00am and after 4:30pm Monday thru Friday, all day Saturday, Sunday and Holidays. COST: MACHINE DRAYAGE Category Number of Pieces Weight (Min. 200 lbs) 25% additional inbound and/or outbound Rate/100 lbs Shipment 1 lbs. x = $ Shipment 2 lbs. x = $ Totals Total Due = $ Payment Policy: We accept checks (payable to Wisconsin Expo, Inc.) or credit cards for payment. Please complete the information below and send completed information to Wisconsin Expo, Inc. offices, payments must accompany orders. No credit will be given after close of event on items or services ordered, but not received. 108th MWFPA November 28-29, 2012 Company Name: Booth #: Address: Phone: Ordered By: Signature: Date: N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: orders@wi-expo.com 8

9 FORKLIFT/LABOR SERVICE FORM ADVANCE ORDER DEADLINE: Forklift/Labor Services: (booth work only-not to be used for unloading/loading of freight at dock) Exhibitors requiring forklift(s) to assemble display or when uncrating, unskidding, positioning and reskidding equipment will need to estimate their needs below. A forklift is required for moving equipment or materials weighing 200 lbs. or more. Your forklift order consists of a 5,000 lb. forklift with operator. A rigger will be assigned if uncrating, unskidding and/or reskidding is involved. Riggers can be ordered independently, without the use of a forklift. Forklift/Labor Rates: The minimum charge for labor and equipment is one (1) hour per forklift and/or rigger. Equipment and labor thereafter is charged in half (1/2) hour increments. Order cancellations must be made 24 hours in advance or a 1 hour fee per forklift and/or rigger ordered will be charged. If exhibitor fails to use riggers and equipment, at the time confirmed, a one hour no show charge per forklift and/or rigger will apply. Hourly Rates Description Forklift w/operator Rigger Straight Time Between 8:00 AM 4:30 PM Weekdays $ $67.00 Before 8:00 AM and after 4:30 PM Weekdays and Overtime $ $99.00 all day Weekends and Holidays NOTE: If weight of single piece is to exceed 5,000 lbs., WI Expo, Inc. must be informed by OCTOBER 29, 2012 to give us ample time to ensure the proper forklift is onsite to handle the equipment being moved. Installation Date Start Time Ext. # of Hours # of Forklifts # of Riggers Dismantling Describe work to be done: CALCULATION: Forklift w/operator Qty Straight Time Hours Rate Total Qty Overtime Hours Rate X $ = X $ = Total Rigger X $67.00 = X $99.00 = Total Cost: $ 108th MWFPA Convention November 28-29, 2012 Company Name: Booth #: Address: Phone: Ordered By: Signature: Date: N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: orders@wi-expo.com 9

10 ADVANCE ORDER DEADLINE: MATERIAL HANDLING ORDER FORM RECAP SHIPPING ARRANGEMENTS: (select one) We plan to ship our crated, skidded material to the Advance Warehouse. We plan to ship our materials direct to show site. (Please attach copies of your bills of lading, if available) HOW TO CALCULATE YOUR ORDER: You first need to calculate your cwt or hundred weight o CWT = Weight of shipment (rounded up the nearest hundred) divide by 100 o Example: Weight of shipment = 235 lbs = 300 lbs divide by 100 = 3 cwt To find your total Amount Due multiply your cwt total by the applicable rate determined by your shipping option o Example: 3 cwt x applicable rate = Total Amount Due SHIPPING OPTION SELECTED Advanced Shipments to the Warehouse* Direct Shipments to Convention Facility* Direct Machinery Shipments to Convention Facility TOTAL SHIPPING LBS. ROUND UP TO NEXT 100 LBS. DIVIDE BY 100 MULTIPLY BY APPLICABLE RATE = x $ /cwt $ = x $ /cwt $ use sliding weight scale $ /cwt $ TOTAL AMOUNT DUE TOTAL AMOUNT DUE $ * ADVANCED SHIPMENTS AND DIRECT SHIPMENTS BOTH ARE SUBJECT TO A 200 LB. MINIMUM. **ALL MATERIAL HANDLING CHARGES MUST BE PREPAID We understand that your calculation may only be an estimate. Invoicing will be done from the actual weight as listed on the inbound bills of lading. Adjustments will be made accordingly. If you have any questions about material handling, please contact our Exhibitor Services Department. 108th MWFPA Convention November 28-29, 2012 Company Name: Booth #: Address: Phone: Ordered By: Signature: Date: N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: orders@wi-expo.com 10

11 OUTBOUND SHIPPING INFORMATION In preparation for the show closing, please carefully read the following move out procedures to allow for an organized, easy and safe move out. If you have any questions, please contact a Wisconsin Expo, Inc. representative at the Exhibitor Service Center. The exhibits officially close Thursday, November 29, 2012 at 2:00pm. Wisconsin Expo, Inc. will have a Service Desk Representative on site. They will be able to assist you with any outstanding invoices and can provide bills of lading and labels. Please remember that shipping is not an automatic process and you must complete the required paperwork and follow the instructions listed below to ensure the safe and timely return of your materials. ALL FREIGHT MUST BE REMOVED FROM THE EXHIBIT HALL BY 8:00PM THURSDAY, NOV. 29, ALL outbound shipments must have a completed bill of lading (this includes all carriers: YRC, UPS, FEDEX, etc.). Your completed bill(s) of lading must be turned in to the Wisconsin Expo, Inc. Service Desk when your show materials are packed, labeled and ready to ship. FedEx and UPS shipments require their own carrier specific documents in addition to a bill of lading these documents will not be provided by Wisconsin Expo. 1) If you are using the preferred show carrier YRC FREIGHT (YELLOW/ROADWAY): Wisconsin Expo, Inc has already contacted YRC Freight with the detailed shipping instruction/arrangements for your convenience Pack up all of your show materials so they are ready to ship as is Place a shipping label on ALL packages with the destination clearly written Fill out a bill of lading form in its entirety Turn in your completed bill of lading form(s) at the Wisconsin Expo Service Desk You are now DONE with the shipping process. Yes it is that easy! 2) If you are using a carrier other than YRC Freight (i.e. UPS, FEDEX etc.): If you are using a carrier, other than YRC Freight, such as FedEx, UPS, etc. YOU are responsible for contacting that carrier to make your outbound shipping arrangements to include specific pick up location, time & check in instructions (see details below): All shipments must be picked up from Monona Terrace by: 8:00pm Thursday, Nov. 29, Freight carriers must check in at the Wisconsin Expo Service Desk on: Thursday, November 29, 2012 by 7:00pm The pickup location address is: Monona Terrace One John Nolen Drive, Madison, WI Pack up all of your show materials and place labels on all packages so they are ready to ship as is Fill out a bill of lading form in its entirety Fill out your carrier specific shipping document (you are responsible for providing this document) Turn in your completed bill of lading form(s) and the carrier shipping form at the Wisconsin Expo Service Desk Important Note: In the event your designated carrier fails to pick up or refuses to accept your shipment(s), Wisconsin Expo, Inc. reserves the right to re-route your shipment via YRC Freight (Yellow/Roadway). Where no disposition is provided, material will be taken to our warehouse and held for shipping instructions from the exhibiting company. Exhibitors will be charged accordingly for this service. NO liability will be assumed by Wisconsin Expo, Inc. as a result of such re-routing or special handling. Thank you and it has been a pleasure working with you. N113 W18750 Carnegie Drive Germantown, WI Phone: Fax: orders@wi-expo.com Visit us at 11