Is it important to read the Exhibitor Service Manual?

Before doing anything else, read the Exhibitor Service Manual from cover to cover. Review key points with staff who will be on site. Download and save a pdf version of the manual to your computer desktop for reference during the event, if needed.

A typical booth is sold as a 10 x 10 space-that’s 10′ wide by 10′ deep. It is a standard “pipe & drape” booth with a curtain backdrop that is 8′ tall x 10′ wide, flanked by two similar side panels that are 3′ tall by 10′ deep. Venue configuration may result in a different booth size. The booth size and number are determined by show management and typically appear in the contract you receive when you sign up to exhibit at a show.

Items that are provided as part of your booth package have no trade-in value. If you desire an item that is not listed with the booth equipment, you must order that item separately at the published price. Ordering early will qualify for discount pricing and will save you money.

Materials ordered with full payment up to two weeks before the start of the show qualify for a discounted price. Orders received after this date and on the show floor will be provided at the standard price. See your exhibitor service manual for Advance Price Deadline date.

• Wire transfer – Be sure to include the show name, your company name, booth number, country and bank where transfer originated. Wire transfer account information is available from your Exhibitor Services Representative. Fee applies. See your Exhibitor Service Manual for details.
• Credit card – We accept MasterCard, Visa, Discover and American Express.
• Check – Be sure to include the show name, your company name and booth number on the check.
• Cash – Please do not mail cash. Cash payments may be made at the show.

Ordering and paying in advance will result in significant savings. Orders received without payment will not be processed.

Purchase orders are not considered payment; therefore, a check or credit card is required.

Special exhibitor services such as electricity or Internet connection will be provided by the official show supplier. Complete information about their service options, fees and how to order services can be found in your Exhibitor Service Manual.

All refunds are processed after the close of the show.

Drayage, also known as Material Handling, is a service provided by the show contractor to exhibitors that includes the unloading of your shipment, transporting it to your booth, storing and returning empty crates and cartons, and reloading your shipment onto your designated outbound carrier at the close of the show. Material Handling may occur at the advance warehouse or show site loading dock. Exhibitors pay a fee for this service, which varies depending upon where the shipment arrives and when it is unloaded. The fees are outlined in the Exhibitor Service Manual on the Material Handling Rate Schedule. Material Handling fees are paid to the show contractor (such as CompleteXPO Services) and are separate from and independent of freight transportation charges, which are paid to a freight carrier (e.g., Yellow Transportation, Roadway, FedEx).

Material Handling fees are calculated on a CWT basis (per hundredweight) per shipment, and vary depending on the type of shipment, the amount of handling and the time of day. Be sure to review these costs when you prepare your show budget. You may contact CompleteXPO Services in advance to get an estimate of these charges.

Savings can be realized by shipping via common carriers to avoid possible special handling surcharges. Furnishing accurate weight tickets with your shipment, proper labeling/addressing of shipments, and scheduling shipments to arrive during straight time rather than overtime periods will also save money. Consolidate your shipment whenever possible to avoid multiple minimum charges.

The three main advantages to shipping advance to the warehouse versus directly to the show site are:

• You can confirm your shipment has arrived and that everything is intact in advance of the move-in date.
• Your materials will be delivered to your booth prior to your arrival on site.
• Delivery dates and times are more flexible.

Be sure to bring with you all shipping paperwork to include carrier name, phone number, tracking numbers, delivery address, delivery date, piece count and description of items. Representatives at the Exhibitor Services Desk will assist you in tracking down the location of your freight.

Shipments that are direct to the show site must be delivered on exhibitor move-in days. You may ship to the advance warehouse up to 30 days in advance of the show. Shipping information can be found in the Exhibitor Service Manual.

In most cases, an exhibitor may bring in what can be hand-carried in one trip without the use of the loading dock. Refer to the union jurisdictions in your Exhibitor Service Manual for specific information regarding your area and show.

In almost all cities, exposition halls are governed by existing unions’ contracts. Although exhibitors may supervise and direct local labor, actual installation and dismantling of your exhibit must be performed by the appropriate labor union. If you have a “pop-up” booth that requires little time and no tools, you will usually be able to set up this type of booth yourself as long as you are a full-time employee of the exhibiting company.

We understand that you want to set up as quickly as possible and you might need a little extra time assembling your exhibit; however, you must receive permission from the show management for an early move-in or to extend your stay. While Complete XPO Services has jurisdiction over the loading docks during move-in and move-out, we will work with the show management as best we can to accommodate your request.

You are allowed to hire your own installation & dismantling (I&D) company if you wish. This type of company is referred to as an Exhibitor-Appointed Contractor (EAC) or Non-Official Contractor, and you will need to make sure the appropriate forms and insurance certificate are filled out and submitted before the deadline date listed in the Exhibitor Service Manual. Your EAC will not be permitted on the show floor to service your booth if all EAC requirements listed in the Exhibitor Service Manual are not met.

Exhibitors have two options to order labor: CompleteXPO Services-Supervised or Exhibitor-Supervised.

• CompleteXPO Services-Supervised – For a nominal fee, CompleteXPO Services will supervise the installation of your exhibit in your absence so that it is ready when you arrive.
• Exhibitor-Supervised – A representative from your company must check in at the labor desk to pick up scheduled workers. Your employee is then responsible for supervising all work performed.

If you have crates or boxes that you will need to pack your booth equipment in at the end of the show, make sure to place empty stickers (which are available from the Exhibitor Services Desk) on them as soon as they are empty. Empty containers will be removed from the floor and stored until the close of the show. You will not have access to empty containers during the show. In most cases, empty containers may not be stored in your booth during the show as it is a fire hazard.

You may not tear down your exhibit until the show floor has officially closed.

If an emergency arises and you must leave before the show closes, you should go to show management before departure. Complete XPO Services-supervised labor may be hired to dismantle your exhibit.

CompleteXPO Exhibitor Services representatives are always available to assist you. Phone, fax and email information are provided in each Exhibitor Service Manual. Do not hesitate to contact us at any time.