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Exhibitor Service Kit

 

exhibitor services kit

 
The  Exhibitor Services Kit  and access to online ordering was sent directly from GES to the booth contact listed on your Exhibit Space & Application. Prior to viewing, we encourage you to take a moment to review the advice below as the size of the services kit can be overwhelming – it contains service order forms, key dates, and other need-to-know information to assist your pre-show planning. While you may only need to complete a few order forms, we encourage you to carve the time to carefully review each section, noting deadline dates may vary.
 
EXHIBIT SPACE RENTAL INCLUDES:
  • Applicable display space
  • 8’ high maroon and white pipe and drape back wall with 3’ high maroon draped side rails
  • 7” x 44” booth identification sign 
  • Daily aisle maintenance
  • General hall lighting and heating/air conditioning
  • 24-hour security services in general exhibit areas
  • Listing in the conference program

NOTE: Carpet, furniture, utilities, and any other additional services are not included and may be purchased via order forms included in the services kit.

Each exhibiting company receives:
  • Company listing in Conference Program 
  • One (1) full conference registration; one (1) booth personnel badge (access to exhibit hall and sessions only; and the opportunity to purchase up to three (3) additional full conference registrations at $295 each for each 10' x 10' booth 
  • Pre- and post-show attendee lists 
  • 2012 “I'm exhibiting” logo to use in marketing and post on your website 
  • Lead retrieval tracking system
 
EXHIBITOR SERVICE KIT OVERVIEW
Section I:  General Information
This section includes information on the show schedule, trade show tips, safety guidelines, show site work rules, official general services contractor, non-official service contractors, and much more. For detailed information on show guidelines, visit show rules & regulations.
 
NOTE:
  • Exhibitors may begin moving in at 9:00 a.m. on Saturday, October 27. All displays are to be installed completely by 9:00 a.m. on Sunday, October 28, at which time displays and sound systems will be checked by the NAHRO exhibits team. A representative from each company must be on hand during this inspection and sound test.
  • It is the responsibility of the Exhibition Manager to ensure the overall aesthetic appeal of the exhibit area. This means that we need your cooperation in assuring an attractive Exhibition. The three most common problem areas result from violation of booth restrictions, the removal of side rails, and the exposure of unsightly parts of the exhibit.
  1. BOOTH RESTRICTIONS DIAGRAMS: Unless specific written approval is secured from NAHRO exhibits team, exhibits may not extend above 8' in height in the back half of the booth or above 36" in height in the front half.  Likewise, exhibits may not extend into the aisle. There are two exceptions to these restrictions:  exhibitors with booths arranged in the configuration of a peninsula and island must leave a line sight of 5' into the fronts of adjacent booths in the island.
  2. REMOVAL OF SIDERAILS:  Exhibitors on corners may remove the outside side rail to improve access. If this is done, and your booth has carpeting, safety considerations require that the newly exposed edge of carpeting be taped. If you cannot do this, you must make arrangements with GES. Otherwise, the NAHRO Exhibition team will ask GES to do so and you will be charged.
  3. EXPOSURE OF UNSIGHTLY PARTS OF THE EXHIBIT:  All exhibits must be set up so those unsightly portions are not visible to attendees.  This is a particular problem for corner booths.  Quite often the exhibit does not sit directly against the back of the booth, thus exposing the unfurnished sides or back to public view. This problem also occurs for non-corner booths, but not as often. If, in the opinion of the NAHRO exhibits team, unsightly areas exist within your booth, you will be required to correct the problem areas. If you do not have appropriate materials on hand, masking drape may be purchased from the Official General Service Contractor, GES at a nominal cost. If you do not correct unsightly areas, the NAHRO exhibits team will ask GES to do so and you will be billed (at nominal cost).
Section II: Material Handling
This section includes order forms and information on shipping, shipping labels, crate storage and removal, storage, and more. 
 
NOTE:
  • GES is the exclusive contractor for drayage.
  • Empty crates and boxes will not be permitted in booth areas during the show period. When properly marked and identified, they will be removed, stored and returned to booth at no additional charge if freight is handled by GES. 
Section III: Decorating Services
This section includes order forms and information on furnishing your booth – carpet, furniture and accessories, exhibit display structures, graphics, signage, and more.
 
NOTE:  An often overlooked form is the Optional Exhibitor Booth Package Order Form (A-6u), which offers NAHRO exhibitors discounted package pricing for a table, two chairs, a wastebasket, standard carpet, and pre-show vacuuming. The fees are $147.50 in advance and $263.75 after the deadline/on show site.
 
Section IV: Labor Services
This section includes labor information and order forms – move-in/move-out, hanging signs/banners, cleaning, and more.
 
NOTE:
  • GES is the exclusive contractor for labor. Full time employees of exhibiting companies may set their own exhibits. Such employees must be prepared to product some form of company identification when engaged in set-up activities. GES requests that all exhibiting company employees have a photo ID displayed while on the show site floor.
  • Cleaning - all aisles will be swept daily and roving cleaners will remove trash periodically. Trash placed in the aisles after the close of the show each day will be removed. In-booth cleaning services are available and may be ordered online from GES.
Section V: Required Forms
This section includes payment information for requested services – credit card authorization and third party billing.
 
Section VI: Additional Service Order Forms
This section includes information and order forms for additional services – electrical, plumbing, telecommunications, audiovisual equipment, floral, and lead retrieval tracking system.
 
NOTE:
  • Lead Retrieval - If you wish to take advantage of the complimentary lead retrieval tracking system included with your booth, you will need to complete and submit the lead retrieval order form by September 28.
  • Security - general guard service will cover the exhibit areas during move-in/move-out, show periods, and overnight.
    Because of the need for hall and utility personnel to have access to the exhibit hall at various times, it is not possible for NAHRO to guarantee full security, regardless of the number of guards used. Exhibitors are urged to take whatever precautions they feel necessary to protect valuable materials and equipment. Neither NAHRO, the Nashville Convention Center, nor any of the official contractors will be responsible for theft, vandalism, and fire or water damage.
     
STILL HAVE QUESTIONS?
For questions regarding the services kit and order forms, contact GES at (800) 475-2098 or online via www.ges.com/chat.
For general questions regarding the exhibition, contact the NAHRO Exhibits team at exhibits@nahro.org or toll-free at (877) 866-2476, ext. 7211.