52 nd Louisville Boat RV & Sportshow General Information

Transcription

1 NATIONAL MARINE MANUFACTURERS ASSOCIATION 143-A Arnold Drive, Shepherdsville, KY Phone: (502) Fax: (502) Exhibitor Fact Sheet - Louisville Boat RV & Sportshow WHERE: Kentucky Exposition Center 937 Phillips Lane, Louisville, KY South Wings A & B, East Hall WHEN: Saturday, January 24 February 1, 2009 NEW HOURS: Saturday January 24 10:00 a.m. 9:00 p.m. Sunday January 25 10:00 a.m. 5:00 p.m. Monday January 26 5:00 p.m. 9:00 p.m. Tuesday January 27 5:00 p.m. 9:00 p.m. Wednesday January 28 5:00 p.m. 9:00 p.m. Thursday January 29 5:00 p.m. 9:00 p.m. Friday January 30 12:00 p.m. 9:00 p.m. Saturday January 31 10:00 a.m. 9:00 p.m. Sunday February 1 10:00 a.m. 4:00 p.m. PAYMENT DUE: The balance on your exhibit space rental is due December 1, Make checks payable to: National Marine Manufacturers Association. The correct mailing address is: NMMA, Treasury Center, Chicago, IL All balances must be received no later than December 1, After this date, Show Management reserves the right to retain the payments received and re-sell booth space with no obligation to the previous exhibitor. MOVE-IN: Bulk Exhibitors: Exhibitors must be paid in full before move-in will be permitted. An Exhibitor Certificate of Insurance must be on file in the Show Office prior to exhibit move-in. The Louisville Boat RV & Sportshow is able to offer exhibitor insurance through NMMA Boat Shows. Please see the NMMA Boat Shows General Liability Form for more information. Move-in will begin on Tuesday, January 20, 2009 and conclude on Friday, January 23, Move-in hours will be from 8:00 a.m. to 10:00 p.m. A move-in schedule will be available in the online Exhibitor Kit & ed to you in an exhibitor newsletter prior to the Show. Please review it carefully for your move-in time. Arriving before or after your scheduled time may hinder your move-in efforts. Each exhibitor s cooperation and willingness to work together is greatly appreciated. Due to the layout, it is very important that each exhibitor show consideration for the needs of their fellow exhibitors during moving. It is best to enter through the overhead door that is closest to your exhibit. Inner exhibits movein first; Center exhibits move-in second; exhibits closest to the door move-in last. Please make arrangements with your manufacturers to have specialty exhibits in time for your move-in. If other exhibits have moved in, a late arrival may not be able to get into the show. Your move-in letter will contain information regarding staging areas and doors that cannot be used for move-in/move-out. All products must be new and have an unassigned certificate of origin. If requested, exhibitors must present the certificate to show management. Failure to present a certificate on a questionable product will result in that product not being able to movein the show.

2 MOVE-IN: 10x10 / Booth Exhibitors: Exhibitors must be paid in full before they can move-in. An Exhibitor Certificate of Insurance must be on file in the Show Office prior to move-in. Move-In dates and hours: Thursday, January 22 from 1:00 p.m. 8:00 p.m. Driving into the building is permitted. Friday, January 23 from 8:00 a.m. 8:00 p.m. Driving into the building will NOT be permitted. All exhibits should be set-up and ready by 8:00 p.m. Friday evening. SMOKING: The KY Exposition Center is a "NON SMOKING" FACILITY. Smoking is allowed outside the building ONLY. CONDUCT OF EXHIBITS: Exhibits must be manned during show hours. Consumers are on the floor until the last minute of the show and expect exhibitors to be in their displays. Only firms who have contracted and paid for space are permitted to demonstrate products, solicit orders or distribute advertising material at the show. Confine sales, distribution of literature, models and signs to your exhibit space. DEMONSTRATIONS: The aisles are the property of the entire show and each exhibitor has the responsibility to assure proper flow of traffic through the entire show. When large crowds gather to watch a demonstration or for sampling and interfere with the flow of traffic in aisles or create excessive crowds in neighboring booths, it is an infringement on the rights of other exhibitors. AISLES MUST NOT BE OBSTRUCTED AT ANY TIME. Listed below are a few rules of reasonable conduct of your exhibit that the KY Exposition Center has asked us to pass along to you. 1. Decorations, signs, banners, etc. may not be taped, nailed, tacked, stapled or otherwise fastened to ceilings, walls, doors, painted surfaces or columns unless done by the KY Exposition Center staff. 2. NO holes may be drilled, cored or punched in the building. 3. NO painting of signs, displays or other objects is permitted in the building. 4. NO adhesive-backed (stick-on) decals or similar items (except name tags) may be distributed or used in the building. 5. NO sample food and/or beverage products may be distributed by exposition-sponsoring organizations and/or their exhibitors except upon written authorization by the Director of the KY Exposition Center. 6. NO balloons are permitted in the building. 7. Parking on the loading docks or inside the building (except for loading or unloading) is prohibited; violator's vehicles will be towed at owner's expense. 8. NO food or beverage may be brought into the KY Exposition Center.

3 REGULATION: Demonstration areas must be organized within the exhibitor s space so as not to interfere with any aisle traffic. Sampling or demonstration tables must be placed a minimum of 2' (60 cm) from the aisle line. Should attendees interfere with the normal flow of traffic or overflow into neighboring exhibits, Show Management will have no alternative but to request that the presentation or sampling be eliminated. SOUND: Exhibitors must police their own booths to be sure the noise level from demonstrations is kept to a minimum and does not interfere with others. Show Management reserves the right to determine at what point sound constitutes interference with others and must be discontinued. *Source: National Association of Exposition Managers (NAEM) For full exhibit display guidelines, the NMMA Allocations Procedures and Exhibit Display Guideline information can be downloaded from our website: in the Exhibitor Kit. EXHIBITOR ENTRANCES: In compliance with NMMA Shows policy, no persons will be permitted to enter the showroom floor prior to 2 hours before Show open. Designated exhibitor entrances are: E9 pedestrian doors, and the South A Lobby (RV entrance) and South B Lobby (Boat entrance). These doors will be open two hours prior to the show opening times. EXHIBITOR PARKING: Lot D has been set aside for Exhibitor Parking. It is on the Northeast side of the South Wing. Under no circumstances will parking be allowed under any overhangs. Lot D is for passenger vehicle parking only. Trailers, etc. will be towed at the owner s expense. Lot K has been set aside for parking trailers, etc. When you have unloaded your exhibit, please move your trailers to this lot. EXHIBITOR PARKING PASSES: Parking Passes are available for purchase through the Louisville Boat RV & Sportshow office. A pass will be required if the facility gates are manned for events occurring during our move-in. The cost for a parking pass to cover move-in, show dates, and move-out is $ Please see the Exhibitor Parking Pass order form for details. Orders received by the deadline will be mailed via Priority Mail/Signature Required. Orders received after the deadline will be held for pickup in the Show Office during move-in. EXHIBITOR SHOW PASS/BADGES: Exhibitors must be paid in full prior to receiving badges. Please use the Exhibitor Show Pass order form to order your badges. Punch passes will not be issued this year.

4 EXHIBITOR SHOW PASS/BADGES: Badges will be mailed to the official Show Contact person at the address listed on the contract unless otherwise specified. Badges will be distributed as follows: Booth Badges: Bulk Badges: (200 sq. ft. or less) 6 Exhibitor passes sq. ft = 10 Exhibitor passes sq. ft = 12 Exhibitor passes sq. ft = 15 Exhibitor passes 3500 sq. ft or more = 20 Exhibitor passes A Registration/Will Call desk will be set up near the Show Office. Exhibitors may leave badges here for pick up. We recommend this option if you are expecting multiple persons to man your area throughout the Show. You may also leave a list of names of people authorized to pick up the badges. SECURITY: We will have security guards on duty 24-hours beginning on move-in day, Tuesday, January 20. However, we caution you to insure all merchandise in your exhibit. Valuables such as TV s, VCR s, etc. can be stored with security at night. Stop by the show office during move in or during regular show hours to find out more information. EXHIBIT MAINTENANCE/CLEANING: At the end of each day please sweep all of the trash that may accumulate in your booth into the isle. Maintenance staff has been instructed, by our security, that under no circumstances are they to enter an exhibitor s booth. The Kentucky Exposition Center offers cleaning services. Please review that order form for more information. MOVE-OUT: Move-out will begin after all attendees have safely exited the building, and not prior to 4:05 p.m. on Sunday, February 1, All 10x10 booth exhibits must exit the building Feb 1 st. Move-out will continue on Monday, Feb 2, 2008 from 8:00 a.m. 5:00 p.m. All exhibits, paraphernalia, merchandise, and supplies used in the exhibits shall be removed no later than the final move-out day and time as stated above. Upon failure to do so, show management may remove and store the same at the expense of the exhibitor. Exhibits that can not be removed from the building will be charged the daily wing rental rate payable to the Kentucky Exposition Center. You may not begin to dismantle or remove your exhibit until after 4:05 p.m. closing Sunday, Feb 1 st, NMMA Exhibitor Guest Ticket: Discounted tickets for exhibitors only. Order and distribute all the tickets you like, pay only for those redeemed at the show. NMMA will bill the exhibitor for half the regular admission price ($4.50) for each ticket redeemed at the gate. Please see ticket order form for more information. NMMA Preferred Customer Tickets: Preferred Customer Tickets are designed with your company name, logo and advertisement. Distribute as many as you like, we ll bill you half the regular admission price for each ticket redeemed at the gate. Please see ticket order form for more information.

5 HOTEL/LODGING: Our host hotel is The Hilton Garden Inn Louisville Airport 2735 Crittenden Drive, Louisville, KY Phone: Fax: Please give the code: NMV to receive the exhibitor rate of $105 per night for Double/Queen or King room rates. The cutoff date for reservations using this code is December 24, RV PARKING/EXHIBITORS: For information on RV parking at the Kentucky Exposition Center, please call (502) Tent camping is not offered. For a list of local campgrounds, please contact the Greater Louisville Convention & Visitors Bureau at (502) or or visit OFFICIAL SHOW DECORATOR: A.G. Exhibitions is the official decorator of the show. Please contact the decorator directly to receive an order form or you can access the order forms in the Exhibitor Kit online at A.G. Exhibitions P.O. Box Louisville, KY Phone: (502) Fax: (502) The decorator will have a booth set up beside the Show Office from 8:00 am to 4 pm during move-in. Tables, chairs, booth carpeting, etc. can be ordered from the decorator. Each 10x10 booth is provided with an 8 back drape, 3 side drapes, a small booth ID sign. Reminder: To qualify for the discount rate, all orders must be received in the decorator s office 10 days before show move-in. INSURANCE: Neither the 52 nd LOUISVILLE BOAT RV & SPORTSHOW, KY Exposition Center, nor the Show contractors can be responsible for the loss of merchandise before, during or after the show. We recommend that you contact your insurance company and secure, for nominal fee, an all risk rider for all merchandise and equipment from the point of shipment, while at the show, and for return to point of shipment. Another avenue available to exhibitors is our NMMA BOAT SHOWS EXHIBITOR'S INSURANCE. If you are unable to find reasonable insurance rates for your exhibit look over those in Order Forms. For more information contact Wells Fargo Insurance Services at (206)

6 KENTUCKY EXPOSITION CENTER FACILITY INFORMATION KEC Building Rules & Regulations: KEC Labor Equipment form: KY Fire Marshal Rules & Regulations: Enclosed is a list of the Kentucky Exposition Center s rules and regulations that will be enforced during all events. Please review this form, especially if you plan to have balloons, canopies, etc. Enclosed is an advance order form for KEC labor and equipment services. Order services from KEC at least 10 days prior to the Show to avoid paying the floor rate for the use of forklifts, hanging banners, etc. Enclosed are the Fire Marshal s rules and regulations for all shows and exhibits. The Fire Marshall will check each exhibit for adherence to these regulations. Shipping: Shipping freight and express shipment should be consigned directly to: Exhibitor (Your company or exhibit name) c/o KEC, Louisville Boat RV & Sportshow, (Your Booth # ) 937 Phillips Lane, Louisville, KY All freight and bills of lading must be prepaid or will not be accepted by KEC. A service form is enclosed for your convenience. ELECTRICITY: Current available in the exhibit hall is 110/220 volts, sixty cycle, single phase. NMMA does not furnish electricity nor do we collect the electric charge this is handled through the Kentucky Exposition Center. An order form is enclosed for you to order electricity from KEC. Reminder: In order to receive the advance order rate, orders must be postmarked no later than ten (10) days prior to the first day of the event and payment must accompany the order. KEC number (502) ask for Electric Department. TELEPHONE/INTERNET: CCPI is the official facility provider for telecommunications, internet service, and networking. All orders and payments must be handled through the CCPI office at: CCPI, 800 Convention Place, Seattle, WA Online: Fax to: Phone: On order form is available in our on-line exhibitor kit under Kentucky Exposition Center Order Forms.

7 SECURITY PRECAUTIONS SUGGESTIONS & PRECAUTIONS Ship in locked trunks or crates. Do not indicate contents on shipping container. Furnish your shipping company with accurate bills-of-lading. Cover your displays each night. Do not leave briefcases, calculators, cameras, tape recorders, etc. in unattended booth(s). Pack quickly upon receiving your empty crates at show break. Report any damaged or lost cartons to the Show Office immediately! DURING SHOW BREAK ON SUNDAY, FEBRUARY 1 st, PLEASE SPEND A FEW MOMENTS SECURING THE MERCHANDISE IN YOUR EXHIBIT.