1. ddbw paw nyc 2011 exhibit services manual
TRANSCRIPT
EXHIBITOR SERVICES MANUAL
Predictive Analytics World
http://www.PredictiveAnalyticsWorld.com
Hilton New York 1335 Avenue of the Americas
New York, NY 10019
Programed by Produced by
All Order Forms can be accessed by clicking on the following link:
www.myfreemanonline.com
Dear Sponsor, Welcome to Predictive Analytics World, a part of Data Driven Business Week at the Hilton New York, New York. This manual has been designed to make your planning process move smoothly and assist you in making all the necessary arrangements for your sponsorships and display. It contains all of the necessary information to ensure your success at Predictive Analytics World. All of Freeman’s Order forms as well as all of the other Specialty Vendor forms will be made available on www.myfreemanonline.com. Freeman will not be sending out a separate Exhibitor Kit this year. You will have the option to download and fax in their forms or order directly through their site. Please pay close attention to the deadlines on page 3 for sponsorship deadlines and returning forms, as this will greatly assist with the smooth running of the event and maybe even save you time and money. Remember to bring all your forms on site, as it will assist with any questions. Should you have any questions or concerns, please do not hesitate to contact me directly at: + 1 (604) 484-9280 or via email: [email protected]. Yours sincerely, Stephanie Redlich Event Operations Manager Rising Media, Inc.
Page 1
IMPORTANT DEADLINES & CHECKLIST ....................................................................................................... 3
EVENT MANAGEMENT CONTACTS ............................................................................................................. 4
EVENT SERVICES CONTACTS ....................................................................................................................... 5
EVENT SCHEDULE ........................................................................................................................................ 6
SPONSOR REGISTRATION ............................................................................................................................ 7
Full Conference Passes ............................................................................................................................................................ 7 Social Networking Passes ........................................................................................................................................................ 7 Registration ............................................................................................................................................................................. 7 Sponsor On-Site Check-In / Badge Pick-Up ............................................................................................................................. 8
EXHIBITOR INFORMATION .......................................................................................................................... 9
Exhibit Hall Move-In ................................................................................................................................................................ 9 Exhibit Hall Move-Out ............................................................................................................................................................. 9 Post Show Paperwork & Labels ............................................................................................................................................... 9
SPONSOR PACKAGE DELIVERABLES .......................................................................................................... 10
Show Guide Entry .................................................................................................................................................................. 10 Ads in Show Guide ................................................................................................................................................................. 10 Ad Specifications ................................................................................................................................................................... 10 Presentations ........................................................................................................................................................................ 11
Diamond, Platinum & Gold Sponsors ................................................................................................................................ 11 Sponsor Level Presentation Length ................................................................................................................................... 11 Elevator Pitch .................................................................................................................................................................... 11
Chair Drop in Session ............................................................................................................................................................. 12 Diamond, Platinum, Gold & Silver Sponsors ...................................................................................................................... 12
Attendee list .......................................................................................................................................................................... 12 Lead Retrieval ........................................................................................................................................................................ 12
VENUE INFORMATION .............................................................................................................................. 13
Hotel ...................................................................................................................................................................................... 13 Transportation ....................................................................................................................................................................... 13
Airport Information ........................................................................................................................................................... 13 Airport Shuttle ................................................................................................................................................................... 13 Taxi Service ........................................................................................................................................................................ 13 Parking .............................................................................................................................................................................. 13
SHIPMENTS & DELIVERABLES ................................................................................................................... 14
General Services Contractor .................................................................................................................................................. 14 Booth Material .................................................................................................................................................................. 14
* Click on an item in the Table of Contents to go directly to that section within this manual.
Table of Contents
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STANDARD DISPLAY PACKAGE .................................................................................................................. 15
Diamond Sponsors ............................................................................................................................................................ 15 Platinum & Gold Sponsors ................................................................................................................................................. 15 Silver & Bronze Sponsors ................................................................................................................................................... 15 Newcomers Pavilion Sponsors ........................................................................................................................................... 15
EXHIBITOR RULES & REGULATIONS .......................................................................................................... 16
EXHIBITOR DISPLAY SPECIFICATIONS ........................................................................................................ 19
Island Exhibit ..................................................................................................................................................................... 19 Towers ............................................................................................................................................................................... 20 Linear Booth ...................................................................................................................................................................... 21 Corner Booth ..................................................................................................................................................................... 21 Perimeter Booth ................................................................................................................................................................ 22 Hanging Signs .................................................................................................................................................................... 22
INDEPENDENT CONTRACTORS FORM....................................................................................................... 23
HILTON ELECTRICAL & CABLE SERVICES FORM ........................................................................................ 24
HILTON PACKAGE ROOM SHIPPING .......................................................................................................... 26
Appendix 1 – Hilton Telecom Order Form Attachment 1 – Freeman Quick Facts and Order Forms
* Click on an item in the Table of Contents to go directly to that section within this manual.
Table of Contents
Page 3
DEADLINE SERVICE COMPLETED
ASAP 150 word Company description & high resolution .EPS logo due
September 9 Freeman Begins Accepting Freight at Storage warehouse
September 13 Show Guide Ad for Approval
September 13 Sponsor Presentation Title & Description for Approval
September 16 Hotel Reservation Deadline
September 23 Artwork Deadline for Show Guide Ads
September 23 Sponsor Presentation (Speaker & Description)
September 23 Deadline for Sponsor Staff Registrations
September 30 Lead Retrieval Opt-in Request Due
October 3 Internet & Electrical Advance Pricing Orders Due
October 3 Hilton New York Telephone Service Orders
October 4 Elevator Pitch Information Due: Speaker Name, Title & Presentation
October 4 Independent Contractors Form Due
October 4 Advance Shipments to Freeman Warehouse Ends
October 11 Chair Drops must be sent to Freeman’s Warehouse October 14
Show Guide Addendum (Booth # changes, Company Name Changes & Presentations Updates)
October 18 Freeman Begins Accepting Freight at the Hilton New York
TBD AV Request Form Due
Important Deadlines & Checklist
Page 4
Sponsor and Speaker Relations Management & Liaison Stephanie Redlich Event Operations Manager Phone: (604) 484-9280 Fax: (928) 244-1477 Email: [email protected] Event Operations Director Chrissie Cinquegrano Event Operations Director Phone: (508) 644-0640 Fax: (928) 244-1477 Email: [email protected] Registration Manager Roxanne Glavina Event Operations Manager Phone: (717) 798-3495 Fax: (916) 314-9080 Email: [email protected] Advertising, Sponsorship & Exhibit Sales Paul Gillis Chief Revenue Officer Phone: (508) 644-0641 Fax: (508) 401-2561 Email: [email protected] Marketing & Public Relations Patty Caron Marketing Director Phone: (508) 644-0639 Email: [email protected] Social Media Jillian Wilson Marketing Manager Phone: (508) 834-3109 Email: [email protected]
Event Management Contacts
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All Order Forms can be accessed by clicking on the following link:
www.myfreemanonline.com
FREEMAN is your contact for the following services:
Booth Cleaning Booth Rentals Carpeting & Booth Accessories
Labor Material/Freight Handling Sign & Banner Production
Freeman 909 Newark Turnpike Kearny, NJ 07032 Phone: (201) 299-7575 Fax: (469) 621-5618 [email protected] www.myfreemanonline.com
Other important Event Services Contacts: Computer & AV Rental ~ Deadline: TBD ~ To be determined. Food and Beverage Hilton New York 1335 Avenue of the Americas New York, New York 10019 Tel: (212) 586-7000 Hilton New York Website Housing & Hotel Services ~ Deadline: September 16 ~ Hilton New York 1335 Avenue of the Americas New York, New York 10019 Tel: (212) 586-7000 Hotel Reservations
Internet & Electrical Services ~ Deadline: October 3 ~ Hilton New York 1335 Avenue of the Americas New York, New York 10019 Tel: (212) 586-7000 Lead Retrieval Systems ~ Deadline: September 30 ~ Rising Media, Inc Stephanie Redlich Phone: (604) 484-9280 Email: [email protected] Telephone Services ~ Deadline: October 3 ~ Hilton New York 1335 Avenue of the Americas New York, New York 10019 Tel: (212) 586-7000
Event Services Contacts
Page 6
Sunday October 16 Registration 8:00am – 5:00pm Workshops 9:00am – 5:00pm
Monday October 17
Registration 8:00am – 5:00pm Workshops 9:00am – 4:30pm
Tuesday October 18
Registration 8:00am – 5:00pm Workshops 9:00am – 4:30pm Exhibitors Set-up 8:00am – 8:00pm
Wednesday October 19
Registration 7:30am – 7:30pm Exhibit Hall Open 10:00am – 7:30pm Conference 9:00am – 6:10pm Cocktail Reception 6:10pm – 7:30pm
Thursday October 20
Registration 7:30am – 5:30pm Exhibit Hall Open 10:00am – 4:30pm Conference 9:00am – 5:15pm Exhibitors Set-down 4:30pm – 10:00pm
Friday October 21
Registration 8:00am – 4:00pm Workshops 9:00am – 4:30pm
Event Schedule
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FULL CONFERENCE PASSES The number of Full Conference passes that a company receives is determined by their sponsorship level. Please review the following chart to find out how many passes your company receives:
Diamond Platinum Gold Silver Bronze Newcomers
Full Conference
6 4 3 2 2 0
These passes give you full access to both the exhibit area and the conference sessions for Predictive Analytics World. You will be able to purchase additional 2 Day Summit Passes for a special price of $1,265.00, [Super Early Bird Price $1,490.00, Early Bird Price $1,690.00, Regular Price $1,890.00, and Onsite Price $2,090.00], using the discount code SPEXSP. NB: No need to register for a booth pass if you have a conference pass.
VERY IMPORTANT: If your Sponsor Package includes a speaking slot, the speaker must be allocated one of the full conference passes.
SOCIAL NETWORKING PASSES In addition to the Full Conference Passes, sponsors are entitled to Social Networking Passes for their Booth Staff. The number of Social Networking Passes a company receives is determined by their sponsorship level. Please review the following chart to find out how many passes your company receives:
Diamond Platinum Gold Silver Bronze Newcomers
Social Networking
3 3 3 3 2 2
Social Networking Passes include not only access to the Exhibit Hall, but also morning and afternoon PAW Keynote sessions, lunches, the PAW evening reception and an Predictive Analytics World Bag. You will be able to purchase additional Social Networking Passes for a special price of $75, which is 50% off of the regular price, using the discount code SPEXSP.
Sponsor Registration
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REGISTRATION
1. Go to this page: https://www.eiseverywhere.com/PAWNY11?categoryid=74678 2. Click on “New Registration” 3. Enter your email address 4. Promotional codes:
a) if you are registering for Full Conference Passes, please enter the promotional code you were given, which ends with FC
b) if you are registering for the Social Networking Passes, please enter the promotional code ending with SN [for additional passes over and above your allocation use the discount code SPEXSP]
5. Follow the rest of the instructions Please note the following guidelines with regard to badges: • Each individual sponsor attendee must pick-up his/her own badge. • Photo ID and Business ID (i.e. a business card) will be required to pick-up a badge or to register on-site. • Badges must be worn at all times.
SPONSOR ON-SITE CHECK-IN / BADGE PICK-UP WHEN: 8:00am – 5:00pm, Tuesday October 18 8:00am – 7:30pm, Wednesday October 19 8:00am – 4:00pm, Thursday October 20
WHERE: Hilton New York 1335 Avenue of the Americas New York, New York 10019 Tel: (212) 586-7000
Hilton New York Website / Map & Directions to the Hilton New York KEY LOCATIONS* Registration: Second Floor Promenade Exhibit Hall: Rhinelander Gallery on the Second Floor Session Tracks: Gramercy A & B and Murray Hill A on the Second Floor *All locations are subject to change without notice. Please consult the conference agenda on the web PAW Agenda Overview for up to date information.
Sponsor Registration
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EXHIBIT HALL MOVE-IN Tuesday October 18 from 8:00am to 8:00pm ALL sponsors MUST be set by Tuesday October 18 by 8:00pm. Note: Children under the age of 18 are not permitted in the Exhibit Hall during installation and dismantling.
EXHIBIT HALL MOVE-OUT Thursday October 20 from 4:30pm to 10:00pm Dismantling of displays may begin once the hall has been cleared of all visitors on Thursday October 20
and must be completed by 10:00pm. Please do not leave any rubbish behind after dismantling.
Please do not dismantle your display prior to 4:00 pm.
POST SHOW PAPERWORK & LABELS IMPORTANT TIP: Pack your valuable items first. Do not leave your tools, personal effects or valuables unattended at any time during tear down. Exhibitors are responsible for making the proper arrangement for shipping event materials. Please refer to the Freeman Exhibitor Services Manual or access Freeman OnLine® to learn more about outbound shipments? ON-SITE TIP: Although Freeman is available to assist post-event, we recommend that you review your work orders and final Freeman invoices while on-site. It is easier to resolve any discrepancies with the on-site Freeman personnel versus waiting until you get back to the office. Bring a copy of your pre-event order forms and work requests; this will assist you when researching any billing errors.
Exhibitor Information
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SHOW GUIDE ENTRY Deadline September 23
All Sponsors are entitled to have their company logo and a 150 word Company description posted on the predictiveanalyticsworld.com website and in the Onsite show guide. We will use the same company description and logo for both unless a request is received by September 23. Company logo must be submitted in a vector .EPS format that can be used for online and for printed materials. Submit company description & logo to [email protected]. We will not automatically use any previous logo’s or description unless we receive written permission.
ADS IN SHOW GUIDE Deadline September 23
AD SPECIFICATIONS
For all ads that bleed, keep type .25” from Trim
Resolution and Color: 300 DPI, CMYK, no PMS colors or RGB Artwork
Preferred file format: .tif or .eps vector with fonts outlined, saved as v. CS3
Acceptable file format: .jpg files and Quark 5-7 files collected for output
Layout should be portrait orientation
Please email low-res PDF proof to [email protected] for approval
Once the ad has been approved please send the file to Matthew Kornhaas [email protected]
For files 10MB and over, please use transfer services such as yousendit.com or similar
Predictive Analytics World is not liable for color inaccuracies.
Opportunity Sponsor Level Finished Size Bleed Size Trim Non-bleed Ad
Full Page 4 colors Diamond & Platinum
8 .375” x 10.875” 8.625” x 11.125” 8.375” x 10.875” 8.125” x 10.625”
Half Page Vertical 4 colors Gold 3.625" x 9" n/a n/a 3.625" x 9"
Half Page Horizontal 4 colors Gold 8.375" x 4.875" 8.625” x 5” 8.375” x 4.875” 7.375" x 4.5"
Quarter Page Island 4 colors Silver 3.625" x 4.875" n/a n/a 3.625" x 4.875"
Quarter Page Strip 4 colors Silver 7.375" x 2.25" n/a n/a 7.375" x 2.25"
Sponsor Package Deliverables
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PRESENTATIONS Deadline September 23
Diamond, Platinum & Gold Sponsors Your sponsorship level allows you the ability to make a presentation to the entire audience. The length of the presentation varies and is based on your sponsor level. Sponsor Level Presentation Length Diamond: 20 Minutes Platinum: 10 Minutes Gold: 5 Minutes Through this opportunity we will publish your presentation information pre-event via the Conference website and on-site in the Show Guide. We would appreciate receiving this information as soon as possible, to allow us to begin promoting your session on-line as early as possible. To have your presentation included in printed materials please submit the following to [email protected] no later than September 23:
a. Presentation Title b. Speaker’s Name c. Speaker’s Company Name (if different) d. Speaker’s Title e. Speaker’s Biography (maximum 250 words) f. Speaker’s Photo (web version) g. 150 word presentation description
Elevator Pitch Each sponsor has two minutes to convince the audience why they should stop by your booth – slides are permitted but must be submitted in advance so they can be slotted into the sequence (there is no time allowed for switching laptops/plugging in memory sticks). Presentations and the following information must be submitted to [email protected] no later than September 23:
a. Speakers Name b. Speakers Email c. Will Speaker be using a presentation?
Sponsor Package Deliverables
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CHAIR DROP IN SESSION Deadline September 23
Please send 650 pieces. Diamond, Platinum, Gold & Silver Sponsors Chair drop must be a tchotchke and not a promotional piece. The Chair Drops must be sent to the Freeman Warehouse by September 23 and we must receive the following in order for us to guarantee that your item will be placed in the conference session. Submit tracking information to [email protected]:
a. A description of the item b. Carrier Number c. Tracking Number d. Number of Boxes
The Freeman Warehouse address is below:
SHOW MANAGEMENT- CHAIR DROP Data Driven Business Week 2011 featuring Predictive Analytics World
C/O Freeman 909 Newark Turnpike
Kearny, NJ 07032
If your company decides not to take advantage of the chair drop we must receive notification in writing by September 23.
ATTENDEE LIST The PAW Pre-Event and Post-Event Attendee list will no longer be provided.
LEAD RETRIEVAL Deadline September 30
Lead Retrieval has been automatically been added to every sponsorship for an additional $200 fee, unless you have opted out of this on your sponsorship contract. If you would like to opt-in of the automatic Lead Retrieval charge, submit your request in writing to [email protected] no later than September 30. Lead Retrieval Systems will be made available for pick up on Tuesday October 18 from 8:00am to 8:00pm at Registration and must be returned to the Registration by 5:30pm on Thursday October 20.
Sponsor Package Deliverables
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Book your hotel reservation here:
Book Your Hotel Now
HOTEL Deadline September 16
Hilton New York 1335 Avenue of the Americas New York, New York 10019 Tel: (212) 586-7000
Hilton New York Website / Map & Directions to the Hilton New York There are a limited number of rooms available at the conference rate of $369 per night plus tax. You can book your hotel reservation by going to: Book Your Hotel. Hotel Room Block Cut-off Date is September 16, 2011.
TRANSPORTATION Airport Information La Guardia Airport (LGA) [Travel Distance: Approx. 8.0 miles] John F. Kennedy International Airport (JFK) [Travel Distance: Approx. 17.0 miles] Newark International Airport (EWR) [Travel Distance: Approx. 15.0 miles] Airport Shuttle The Hilton New York does not provide complimentary shuttle service. There is a Special Conference Transfer Rate available through SuperShuttle. You can book directly with them using this link: Airport Transfers Online. On the Welcome page, fill in the ‘Book a Ride’ details on the left. Enter “BTCMJ” in the Group/Discount code box and following the instructiojn listed on the site. Upon arrival into any New York City Airport, claim your luggage, locate the courtesy phone next to Ground Transportation Desk. Connect with “SuperShuttle” dispatch, identify yourself and give them your confirmation number. Taxi Service Taxis to and from John F. Kennedy International Airport (JFK), LaGuardia Airport (LGA) and Newark International Airport (EWR) will cost between $45 and $65 USD, depending on which airport you use. Parking There is parking available for $51 USD for up to 24 hours.
Venue Information
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All Order Forms can be accessed by clicking on the following link:
www.myfreemanonline.com
GENERAL SERVICES CONTRACTOR Booth Material Freeman will begin accepting freight to the warehouse starting on September 9 and will accept freights until October 4. Direct shipments to the Hilton Package Room will be turned away if received prior to October 18.
Exhibiting Company Name / Booth # _____ Data Driven Business Week 2011 featuring Predictive Analytics World
C/O Freeman 909 Newark Turnpike
Kearny, NJ 07032 Freeman is the official general services contractor for Predictive Analytics World. Freeman will provide you with information and guide you through the pre-show procedures and forms, shipping and delivery and on-site move-in and move-out. For more information, please refer to the Exhibitor Services Manual from Freeman or you can use Freeman OnLine® to order all Freeman Services, view the exhibitor schedule, or print order forms.
To place online orders you will be required to enter your unique Login ID and Password. If this is your first time using Freeman OnLine®, click on the “Login” link in the top right corner to create a new account. NOTE: Material arriving after October 11 will be received at the warehouse with an additional after-deadline
charge. Freeman will receive shipments at the exhibit facility NO EARLIER than Tuesday, October 18. Direct Shipping to the Hilton Package Room Refer to page 28 for details and applicable fees or contact the Hilton Package Room directly at (212) 586-7000 ext. 5284. Boxes should be labeled the following:
[Name] (of person who will be on-site) Data Driven Business Week – Predictive Analytics World – BOOTH #______
C/O Hilton New York 1335 Avenue of the Americas
New York, New York 10019 ATTN: Package Room
Shipments & Deliverables
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Questions?
Contact Stephanie Redlich at +1 (604) 484-9280 or at [email protected]
Each booth is constructed from pipe and drape. The booth includes 8’ high black back drape and 3’ high black side dividers. Diamond Sponsors will receive a 20’x20’ booth space which includes four 6’ black draped tables, eight opal side chairs, four wastebaskets and daily trash removal. Platinum & Gold Sponsors will receive a 10’x20’ booth space which includes two 6’ black draped tables, four opal side chairs, two wastebaskets, a 7”x44” one-line identification sign and daily trash removal. Silver & Bronze Sponsors will receive an 10’x10’ booth space which includes one 6’ black draped table, two chairs and a wastebasket, a 7”x44” one-line identification sign and daily trash removal. Newcomers Pavilion Sponsors will receive one Pod unit, two chairs, a wastebasket, one lockable cupboard, one free standing literature rack, electricity and wireless internet connection. Please refer to the Freeman Exhibitor Services Manual or access Freeman OnLine® to learn more about ordering additional furnishings for your booth.
Booth packages do not include hard-wired internet.
Electrical, Internet, telephone services and additional services can be arranged directly through the approve vendors listed in this manual and on www.myfreemanonline.com.
Standard Display Package
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Rules & Regulations for Display Participating Company agrees to abide by all rules and regulations governing the Conference, which are promulgated by Show Management. Rules and regulations have proven effective in administering expositions and promoting continuity in exhibit design and set up. It is the intent of Show Management that a professional atmosphere for the attendees and a viable marketplace for the exhibitors exist. The Rules and Regulations for Display that govern Predictive Analytics World are those developed by the International Association for Exhibition and Events (IAEE). Hilton New York Union Regulations 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 100 sq. ft. (10'x10') or less and the following conditions are met: a) The set-up can be reasonably accomplished in 1/2 hour or less; b) No tools are used in the assembly or dismantle; c) 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" for 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 10’ 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 Show Manager or Freeman beforehand. Animals The use of animals as part of an exhibit display or promotion is not permitted. Balloons The use of balloons as part of an exhibit display or promotion is not permitted. Care of Premises Show Management encourages exhibitors to leave the facility in the same condition that they found it. Please remember no part of an exhibit, signs or other materials may be posted, nailed, taped or otherwise affixed to walls, doors or floor surfaces in a way that will mar or deface the premises. Exhibitors will be responsible for any damage to facility. Please inform your personnel and Exhibitor Appointed Contractor of this policy. Exhibit Floor Covering The Exhibit hall is carpeted, however exhibitors can use their own floor covering.
Exhibitor Rules & Regulations
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Floor plan, Revisions & Relocation Show Management retains the exclusive right to organize and revise the exhibit hall floor plan and/or move Participating Company to another location, as Show Management deems necessary. Lighting Presentations Flashing-chaser lights are NOT PERMITTED in hanging or tower signs. Receptions/Publicity Participating Company may not host or sponsor any activity prior to, during, or after the Conference, including, but not limited to, receptions, seminars, symposiums, and press receptions, whether such activities are held at the Conference Site or elsewhere, unless such activity is pursuant to a sponsorship agreement with Show Management. Security Security will be posted; however, Show Management is not responsible for lost, stolen, or broken items. Please take laptops, hand-held computers and other items of value to your guestrooms. Sound Presentations Sound systems or public address systems are not permitted in the exhibit hall. Staffing It is mandatory that your location on the exhibit floor be staffed during all open hours, and at least one half-hour before opening. Wednesday 9:30am – 7:30pm and Thursday 9:30am – 4:30pm. Exhibit hall opens at 10:00 am each day. Storage Boxes may not be stored in the exhibit space and will need to be removed along with your exhibit crates at the end of Move-in and will be returned during move-out. Contact Freeman on-site to get Empty Stickers place on all of your items you would like returned. Any items removed from the show floor are subject to a labor and storage fee. These items will not be returned until the end of the event. Subleasing Participating Company may not sublease all or any part of its booth space, or demonstrate, offer for sale, or advertise articles not manufactured or sold by the Participating Company, except where such articles are necessary for the proper operation of Participating Company’s display, in which case the identification of the other party shall be limited to the manufacturer’s normal nameplate. Participating Company may not permit non-participating company representatives to operate from the booth. Use of Exhibits All demonstrations or other promotional activities must take place within your exhibit space. Sufficient space must be provided within the exhibit for the comfort and safety of persons watching demonstrations and other activities.
Exhibitor Rules & Regulations
Page 18
No combustible materials, merchandise or signs shall be attached to, hung from, or draped over displays, or attached to table skirting facing aisles, unless flame proofed. It is the sponsor’s responsibility to ensure proper exhibit display construction. All fabric, carpet, and plastic exhibit material must be fire retardant. No promotional materials may be distributed to attendees outside of your exhibit space. Participating Company may not affix or distribute brochures or promotional material of any kind pertaining to its products and/or services in hotel rooms, common meeting areas or public areas of the venue. Any violation of this regulation will result in a cleaning fee charged by the venue and will be passed onto the violating sponsor for the removal of this material.
Any matter not specifically covered by the preceding rules shall be subject solely to the decision of Show
Management. Show Management at any time may amend or add rules, and all amendments and additions made shall be binding on the Participating Company.
Exhibitor Rules & Regulations
Page 19
Island Exhibit Exhibits with one or more display levels in four or more standard units with aisles on all four sides and is
larger than 400 square feet. Because an island booth is automatically separated by the width of an aisle from all neighboring exhibits, full use of the floor plan is permitted.
Signs and Structures cannot exceed 8' in height as the Exhibit Hall ceiling height is 9'.
There is no 8-foot draping provided for island booths and it is required that all walls must be finished on both sides so as not to be unsightly to attendees and neighboring exhibitors. If show management finds any walls that are unfinished or unsightly in your contracted exhibit space, then the exhibitor will be required to pay any additional expenses to finish the wall and/or will be automatically charged for exhibit drape to cover the unfinished/unsightly wall. Walls may be installed in any portion of the booth; however 30% of the perimeter must be left open. If you have any type of interactive display, you must have a 3-foot clearance from the aisle(s), to allow for crowds.
Please note:
For every 50 feet of continuous wall space, there must be an accessible exit.
Exhibitor Display Specifications
Page 20
Towers
A tower is a freestanding exhibit component separate from the main exhibit fixture. The height restriction is the same as that which applies to the type of exhibit space contracted.
Signs and Structures cannot exceed 8' in height as the Exhibit Hall ceiling height is 9'.
Structural Integrity/Engineer Certification Booth structures cannot exceed 8' in height. Two storey exhibits, regardless of occupancy or not, will require engineering certification verifying the structural integrity of the exhibit. Acceptable certification is a certified structural engineer’s stamp or seal directly on the exhibit blueprints. This certification must be at show site and available to Show Management, upon request. Please contact Hilton New York for local building codes that regulate temporary structures.
Exhibitor Display Specifications
Page 21
Linear Booth Linear booths have only one side exposed to an aisle and are usually arranged in a straight line.
Linear booths are 10 feet (10') wide and 10 feet (10') deep or 20 feet (20') wide by 10feet (10') deep with a
back wall height limitation of 8 feet (8') which includes all fixtures and signs.
The maximum height of 8 feet (8') is allowed only in the rear half of the booth space, with a 4-foot (4') height restriction imposed on all materials in the remaining 5 foot space forward to the aisle. This is to ensure that the sightlines of neighboring exhibits are not obstructed. Please refer the diagram on the following page.
No hanging signs are permitted in linear booths.
Important Space dimensions shown on floor plan are from the centerline of booth equipment, such as side rails and/or back drape. Exhibit structures must be constructed to allow sufficient tolerance and for utility
service at the rear of the booth.
Corner Booth A Corner Booth is a Linear Booth exposed to aisles on two sides. All other rules and regulations for Linear Booths apply.
Exhibitor Display Specifications
Page 22
Perimeter Booth A perimeter booth is a linear booth that backs to a wall of the exhibit facility rather than another exhibit.
Perimeter booths are 10 feet (10') wide and ten feet (10') deep or twenty feet (20') wide by ten feet (10')
deep with a back wall height limitation of eight feet (8') which includes all fixtures and signs.
The maximum height of eight feet (8') is allowed only in the rear half of the booth space, with a 4-foot (4') height restriction imposed on all materials in the remaining 5 feet s forward to the aisle. This is to ensure that the sightlines of neighboring exhibits are not obstructed. Please refer the diagram on the following page.
Important Space dimensions shown on floor plan are from the centerline of booth equipment, such as side rails and/or back drape. Exhibit structures must be constructed to allow sufficient tolerance and for utility
service at the rear of the booth.
Hanging Signs
Hanging signs are not permitted.
Exhibitor Display Specifications
Page 23
Deadline October 4 Fax Form to (928) 244-1477
Sponsors who plan to use an outside exhibit display company for the installation and dismantling of their displays, must complete and return this form. Show Management will provide the independent exhibit display company with guidelines and requirements in order to obtain access into the exhibit halls. PROOF OF INSURANCE IS MANDATORY BEFORE ACCESS TO HALLS IS ALLOWED. NO INDEPENDENT EXHIBIT DISPLAY COMPANY WILL BE ALLOWED ACCESS TO SHOW HALLS WITHOUT PRIOR WRITTEN APPROVAL.
d
Exhibit Display Company_______________________________________________________________
Contact Name _______________________________________________________________________
Phone Number _________________________ Fax Number_________________________
Email_____________________________________________________
Address_____________________________________________________________________________
City ___________________________ State__________ Postal/Zip Code____________________
Hired By:____________________________________________________________________________
Name of Exhibiting Company____________________________________________________________
Name_______________________________________________________________________________
Independent Contractors Form
Page 24
Hilton Electrical & Cable Services Form
Page 25
Hilton Electrical & Cable Services Form
Page 26
Exhibitors If shipping boxes to the Hotel Package Room:
Exhibitors should ship wooden crates to the designated Drayage Company who will deliver them to the booth.
Please be advised the Hotel package Room will not accept or store crates.
The Package Room Management reserves the right to NOT accept boxes which are damaged during shipping, unsafe, or too large.
Package Room Shipping & Receiving Processing Fees Boxes up to 15 lbs. $4 Boxes up to 30 lbs. $6 Boxes up to 50 lbs. $12 Boxes up to 75 lbs. $18 Boxes up to 99 lbs. $25 Boxes 100 lbs. PLUS $25 ($0.20/lb over 100 lbs.) Display Cases $35 All Pallets additional $60 (per pallet) Note: Storage fees are based on quantity and size of parcel. Package Room Address 1335 Avenue of The Americas New York, New York 10019 (212) 586-7000 Ext. 5284 Located on the 2ND Floor
Package Room General Information Please contact the Hotel Package Room for information on shipping items via UPS, FedEx, Etc. We provide pick-up and transfer of materials to any internal areas of the hotel. In addition, the Business Center services include: packaging, boxing, taping, and securing your items for shipment. You may direct your charges to your Guest Bill, Major Credit Card, or Cash. Hours of Operation Monday to Saturday 7:00am-8:00pm Sunday 8:00am-6:00pm Note: Hours may vary depending on Hotel Convention Business.
Hilton Package Room Shipping
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Shipping Have boxes from all sources uniformly addressed. Suggested format:
[Name] (of person who will be on-site) Data Driven Business Week featuring Predictive Analytics World – BOOTH #______
C/O Hilton New York 1335 Avenue of the Americas
New York, New York 10019 ATTN: Package Room
Shipping Tips
Exhibitors –See exhibitor section.
Parcels are accepted 3 days prior to arrival.
Number each box and know its contents. This helps when a specific box needs to be located immediately. (i.e. 1 of 2; 2 of 2)
If there is more than one on-site location, label the boxes with their specific delivery location and time.
Provide written advance notice to the Meetings & Conventions or Catering Manager. Be specific with regard to:
a. The # of boxes shipped. b. Where they were shipped from. c. When they will arrive. d. Where the boxes should be delivered upon arrival. e. The size, weight, and relative condition of the boxes. f. Any other information that will assist the Package Room to facilitate delivery in-house.
Hilton Package Room Shipping
Exhibit Booth Telecommunications Request Form
Fax Back to 212-261-5877 or Email to [email protected]. For Questions, call 212-261-5755
Full Name of Event: Company Name:
Customer Contact: Phone: Fax:
Email:
Address: City: State: Zip:
Booth Number
Installation Day: *Note Weekend installation labor charges in grid below Disconnection Day:
Installation Date: There will be a 25% surcharge on same day orders. Disconnection Date:
Time: *Note Off Hours installation labor charges in grid below Time:
TOTAL
Wired High Speed Internet Connection - First Device (PC) in the room - Shared DS3 Connection 875.00$ ………… -$ Each Additional Device (PC) in the room - Shared DS3 Connection 400.00$
Static IP Address (included in Enhanced and Premium Wired Internet Below) 100.00$ -$
Enhanced Wired High Speed Internet Connection - First Device (PC) in the room - 3MB Private VLAN 1,375.00$ ………… -$ Enhanced Wired - Each Additional Device (PC) in the room - - 3MB Private VLAN 675.00$
Premium Wired High Speed Internet Connection - First Device (PC) in the room - 6MB Private VLAN 1,675.00$ ………… -$ Premium Wired - Each Additional Device (PC) in the room - 6MB Private VLAN 975.00$
Wireless Internet - Exhibit Booth -- Please Indicate Number of Users (below) VariesNumber of Users (Users are unique devices over duration of event, not concurrent users at any one time) -$ Number of Days Rate is $100 per wireless device per day with open Exhibit Hall hours
Exhibit Hall setup days are provided free of charge
Fee to Extend Third Party Circuit (Fiber, T1, ISDN, POTS, etc) from Hotel Main Phone Closet (D-MARK) to your booth 1,675.00$ ………… -$ This is a line you order from the telephone company and pay installation and first month service direct to phone company
ISDN - Hotel supplied ISDN line (save phone company costs by renting ISDN direct from hotel) 1,975.00$ ………… -$
DSL - Hotel supplied DSL Line (save phone company costs by renting DSL direct from hotel) 1,975.00$ ………… -$ (All phone lines are PLUS cost of calls-see below)
Telephone Line (Line Only - No Device) (Note: if you install a credit card machine or other device, it will need to dial "9" to get out) 325.00$ ………… -$
Telephone Line with Single Line Phone Set (includes cost of telephone line) 395.00$ ………… -$
Voicemail or Hunt (Rollover) features per line 100.00$ ………… -$
Telephone Line with /Two Line Phone Set, includes voicemail, message waiting light and hunt on first line (includes cost of line) 475.00$ ………… -$
Telephone Line with Deluxe Six Line Digital Set, includes voicemail, message waiting light, hunt on first line (includes cost of line) 600.00$ ………… -$
Telephone Line with Polycom Speaker Phone (includes cost of telephone line) 595.00$ ………… -$
Additional Microphones for Polycom Speaker Phone (Extend the reach of your Polycom) 100.00$ ………… -$
Conference Dial-In Number to Host Audio Conference (does not include line or phone) 100.00$ ………… -$
See Grid Labor Additional Labor Rate for Installations prior to 8:00 am or after 3:00 pm, Applies every day. See grid below. See Grid ………… -$ Additional Rates also apply Saturdays, Sundays and Holidays between 8:00 am – 3:00 pm
Comments (please attach a diagram of phone and internet placement in your room)Sub Total -$
(No tax on Internet) Tax (8.875%) ………… -$ TOTAL CHARGES ………… -$
.
Mon Tue Wed Thu Fri Sat Sun2,400$ $ 1,200 $ 1,200 1,200$ 1,200$ 1,200$ 2,400$
450$ $ 450 $ 450 450$ 450$ 1,650$ 1,650$ 300$ $ 300 $ 300 300$ 300$ 1,500$ 1,500$ 300$ $ 300 $ 300 300$ 300$ 1,500$ 1,500$
No labor Charge No labor Charge No labor Charge No labor Charge No labor Charge No labor Charge No labor Charge300$ $ 300 $ 300 300$ 300$ 1,500$ 1,500$ 300$ $ 300 $ 300 300$ 300$ 1,500$ 1,500$ 450$ $ 450 $ 450 450$ 450$ 1,650$ 1,650$ 600$ $ 600 $ 600 600$ 600$ 1,800$ 1,800$ 750$ $ 750 $ 750 750$ 750$ 1,950$ 1,950$ 900$ 900$ 900$ 900$ 900$ 2,100$ 2,100$
1,050$ 1,050$ 1,050$ 1,050$ 1,050$ 2,250$ 2,250$ 1,200$ 1,200$ 1,200$ 1,200$ 1,200$ 2,400$ 2,400$
PAYMENT: Please provide credit card information below. If prepayment is enclosed, a credit card is still required for telephone line orders. The credit card covers the cost of any outgoing phone calls.
Card Member Name: Major Credit Card Name:Card Number: Expiration Date:
Master Account:
I agree to be responsible for all usage charges made in connection with local and long distance service.Authorized Signature: Date:┼Local and Long Distance ChargesLocal and long distance usage charges per line will be billed separately to the credit card of your choice as completed below. All LD telephone calls are charged at the AT&T operator dial business day rate plus 35%. A local call is $2.00 and an800/877/855/866 call is $2.00 in addition to $0.10 per minute after 60 minutes. Applies to all local, 800/888, calling card, credit card, collect, third party calls and calls made through other common carriers(950/10xx).
Dbl Click & Arrow Down
MEETING ROOM HIGH SPEED INTERNET SERVICES
Telephone
Internet Connections (Per Room)# OF DEVICES/PCS # OF DEVICES/PCS
8:00 AM - 3:00 PM4:00 PM
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Exhibit Booth Form Do
not use for Meeting Rooms
7:00 AM
Labor Rate Grid
6:00 AM
2011
9:00 PM10:00 PM11:00 PM
12:00 AM - 4:00 AM5:00 AM
5:00 PM6:00 PM7:00 PM8:00 PM
2 0 1 1
Each “Device/PC” refers to each device with an IP address, including but not limited to
computers, hubs, switches, routers, printers, and PDA’s. Hotel technicians must provide and install all network cabling drops to devices on
the network If you would like to discuss pricing for
doing your own networking on our drop, please call us.
Note on Tax: There is no tax on Wired or Wireless Internet. Tax applies to Telephone and Labor Charges only.