Exhibitor’s Manual
Exhibitor’s Manual
Wednesday, April 28, 2010
NC State Fairgrounds- Jim Graham Building
Sponsored by
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Table of Contents
Page Number
Timeline………………………………………………………………….………...3
Schedule of Events...………………………………………………………………4
Expo Guidelines/Rules and Regulations………………………………………...…………………………….5-8
Timeline
March 26, 2010 ** Deadline for the Information Form/Nametag list due to the Greater Raleigh Chamber of Commerce.
March 26, 2010 ** Deadline for ordering electricity for your booth. Electricity will not be available to order the day of the show.
April 7, 2010 ** Deadline for information concerning retail sales tax licenses due to the Greater Raleigh Chamber of Commerce if you are selling your product at Expo.
April 7, 2010 ** Advanced pricing ends for rentals from the Geo. E. Fern Company (carpeting, additional furniture, lighting, etc.) These items may be rented at regular price through April 27th.
April 27, 2010 ** Business Expo Exhibitor/Sponsor listing printed in The News & Observer
April 27, 2010 ** Set-up day at the Jim Graham Building. All set-up day information will be mailed to you two weeks prior to the show.
April 28, 2010 ** Show day. Booths open at 9:30 a.m. Please arrive early so you are settled when we open the doors. The show ends at 5 pm and everything from your booth has to be out of the Jim Graham Building by midnight.
Schedule of Events
Tuesday, April 27 Installation of exhibits by service companies *(Please notify the Chamber if you are having an Exhibit company set-up your booth or if you are bringing a vehicle in for display)
*Vehicles only permitted in Large Display Island and Gold Sponsor booths. This must be scheduled ahead of time due to booth set-up that may restrict vehicle entry.
Tuesday, April 27
10 a.m. – 5 p.m. Installation of exhibits (all exhibits must be completed by 6 p.m.)
Wednesday, April 28
9:30 a.m. - 5 p.m. Booths open
Expo Guidelines/Rules and Regulations
Booths
Size: A standard booth is 10’x10’. Any equipment that does not fit into space purchased will not be allowed in the exhibit area. All items and staff working the booth must be contained within the booth area. Vehicles are only permitted to be displayed in Large Display Islands (P, Q, R, S) or Gold Sponsor Booths (A-O).
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Height Restrictions: Exhibit should not exceed 8’ tall. Items over 8‘ in height should be placed at the back of the booth and should not extend beyond 4’ from the back of the booth so as not to obstruct the general view or the view of adjoining booths. Permission to display equipment taller than 8’ must be obtained from the Expo task force. Any covering of the booth must be approved by the Greater Raleigh Chamber of Commerce and the Raleigh Fire Department.
Limitations and Expectations: Aisles are not to be used for exhibit purposes, displays or signs, solicitation or distribution of cards, circulars, samples or other promotional materials. Exposed parts of display backs or sides must be finished or covered so they do not present an unsightly appearance when viewed from adjoining exhibits or aisles. Exhibitors are expected to keep exhibit space in good order during show hours. Exhibit personnel must be clothed in acceptable attire. Management reserves the right to approve the character of all exhibits. Any exhibit that does not meet management’s approval shall be removed from the show.
Payment and Cancellation Policy: Standard booth price is $540. The exhibit fee must be paid in full with the signed registration form. NO refunds will be made after January15, 2010.
Standard Equipment Supplied to You: Consists of one 2’ x 6’ skirted table and a table cover (silver), backdrop and side drape, two folding chairs and small company sign.
Signs: You will be provided a 7”x 40” sign with your company name and booth number printed in black. You may use your own sign or banner if you prefer. Signs must be professional, appropriate size and nature and displayed within the limits of the leased exhibit space. Show management reserves the right to remove any sign deemed unacceptable.
Extra Tables, Chairs and Carpet, etc.: You may bring your own equipment/furnishings if you wish. You may also rent furniture, floral arrangements, etc. from Geo. E. Fern Co. by using the contract provided in the Geo E. Fern Exhibitor Kit.
Electricity: Contracts for electricity are required for those that wish to use any power during the event. Power will be hooked-up on Tuesday, April 27th. Please read the electricity order form carefully.
Nametags
Pre-printed exhibitor nametags will be available to pick up on set-up day, April 27th, prior to the Expo. The deadline to provide information for the nametags is March 26, 2010. Exhibitor names will be taken directly from the nametag form. Nametags will not be typed at set-up or on the day of the show. Blank nametags will be available both of these days at the Chamber booth for additional names.
Security
The Jim Graham Building will be secured at 6 p.m. on Tuesday, April 27, 2010. There will be on-site security guards until the booths open at 9:30 a.m. on Wednesday, April 28. There will not be any admittance to the booths except for exhibitors until 9:30 a.m.
We realize that some exhibitors do not want to bring expensive equipment into the Jim Graham Building until the day of the show. To avoid exhibitors unloading the day of the show, we have arranged for a secured area at the Jim Graham Building for the night of Tuesday, April 27. Please let Chamber staff know if you would like to store anything in this room.
Exhibitors will be admitted to the Expo area at 7 a.m. on April 27 through the EXHIBITOR ENTRANCE on the West side of the building on the day of the show. It is not recommended that you wait and bring lots of booth materials that morning. Exhibitors must be wearing an exhibitor nametag with a ribbon. Nametags and ribbons will be available to pick up on Tuesday, April 27. Security officers will be stationed at the Fairground’s parking lots to ensure that vehicles will not block entrances during unloading, throughout the show and during dismantling.
Installation of Exhibits
Set-up may begin at 10 a.m. on Tuesday, April 27 and must be completed no later than
6 p.m. that day. All exhibitors will be assigned a specific time to unload. To guarantee quick and easy unloading, please honor this time frame. All exhibits must be completely ready for an inspection by the Expo task force at 6:00 p.m. on Tuesday, April 27. All equipment must be in booths on Tuesday, April 27. Contact the Chamber staff if you need to use the secured space on Tuesday night. (See “Security” above.)
Space Not Occupied
The Exhibitor will forfeit exhibit space not occupied by 6 p.m. on Tuesday, April 27, 2010 and this space may be resold, reassigned or used by the Expo Committee without refund.
Judging
Be creative! Determine what will attract attention to YOUR booth. Only booths meeting show guidelines will be judged, beginning at 10:00 a.m., Wednesday, April 28. Booths will be judged on general appearance, appeal, originality and presentation of product or service. Photographs of the three outstanding booths and the two winning food booths receiving recognition for design and effectiveness will be featured on the Business Expo website.
Unloading and Parking
During Set-Up: Unloading area will be assigned according to booth location. Unloading schedules will be verified and mailed two weeks prior to the show. A map will be mailed along with your Unloading Pass. Please display your Unloading Pass in the window of your vehicle.
During the Show: Parking will be available in the Exhibitors’ assigned parking lots. A map will be mailed to you two weeks prior to the show. Exhibitors are encouraged to park in the assigned parking lots.
Dismantling
Displays must not be dismantled until the close of Expo at 5 p.m. on April 28, 2010. All exhibits must be dismantled and removed from the exhibit area by midnight, Wednesday, April 28. The exhibitor authorizes The Greater Raleigh Chamber of Commerce to remove any material in the exhibit area belonging to the said exhibitor after midnight, Wednesday, April 28, 2010 at the exhibitor’s expense. Early dismantling will result in being disqualified for early registration for the 2011 Business Expo.
Prohibitions
Subleasing: Subleasing or assigning of booths or a part of a booth is NOT permitted. There is a limit of one Chamber Membership Account Number per booth. Sister companies and/or subsidiaries must be Chamber members and must reserve a booth under their company name and Chamber Account Number. A company may not reserve a booth for a sister company or subsidiary that is not a Chamber member.
Alcoholic Beverages: Absolutely no alcoholic beverages are to be served from booths!
Sound Devices: The use of sound devices, megaphones, loudspeakers or undignified methods of attracting attention is prohibited, where such methods interfere with other exhibitors.
Solicitation: Exhibits, signs or displays are prohibited in any of the public rooms, outside the entrances or elsewhere on the premises of the NC State Fairgrounds during the Expo. Aisle space may NOT be used for Exhibit purposes, displays or signs, solicitation or distribution of cards, circulars, samples or other promotional materials. All displays must be placed within the assigned space. Unwanted solicitation, including non-exhibitors who may be distributing circulars or resumes, should be reported to a Chamber staff person immediately. This conduct or any activity that is deemed disruptive to other exhibitors or attendees will not be permitted and should be reported to Chamber staff immediately.
Liabilities
The exhibitor agrees to protect, save and keep the Greater Raleigh Chamber of Commerce, NC State Fairgrounds, The News & Observer Publishing Company and the Geo. E. Fern Company and their representatives, employees and agents forever harmless from any and all damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the exhibitor or the representatives, agents or those persons acting under the express or implied authority of the exhibitor.
The exhibitor also agrees to comply with all applicable terms, conditions, rules and regulations of the Greater Raleigh Chamber of Commerce, NC State Fairgrounds, The News & Observer Publishing Company, and the Geo. E. Fern Company.
The exhibitor assumes complete responsibility and liability for all loss, damage or destruction of his/her property, employees, agents and guests. The Greater Raleigh Chamber of Commerce, The News & Observer Publishing Company, NC State Fairgrounds and the Geo. E. Fern Company, any officer, agent or employee thereof will not be liable for any loss, damage or destruction of exhibitor’s property by accident or any other cause. The exhibitor also assumes full responsibility and liability for all injury to any and all persons or property caused by the exhibitor, its agents, representatives or employees.
The exhibitor will indemnify and hold harmless The Greater Raleigh Chamber of Commerce, The News & Observer Publishing Company, NC State Fairgrounds and the Geo. E. Fern Company, their members, directors, officers, agents, representatives and employees against any and all liability whatsoever arising from any or all damage to property or personal injury or loss caused by the Exhibitor, its agents, representatives, employees or any other such persons.
Food Vendors
Restaurants, caterers or food vendors that will provide free samples of their specialties for the Expo occupy food booths. Food vendors are not allowed to sell food or beverages.
Permit to Sell
Exhibitors who plan to sell at their booths are required by law to display a valid retail sales tax license (through the State of North Carolina) that must be recorded with The Greater Raleigh Chamber of Commerce.
Amendment to Regulations
All matters and questions not covered by these regulations are subject to the decision of the Chamber. The Chamber shall have sole authority to promulgate, interpret and enforce all rules and regulations and to make any amendments necessary for the orderly conduct of the 2010 Business Expo.
The Chamber Booth is located in booth #627.
We will assist you during set-up and the day of the show if you should have a problem.
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