Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
Exhibition Services Contractor
As the official services contractor, Exhibit Services, Inc. (ES), will assist you with your trade show experience by providing
shipping services and instructions, material handling services and exhibit space furnishings. Please review this exhibitor kit
carefully for valuable information about your upcoming event.
Exhibit Table Top Package (The following items are included with your Exhibit Registration Fee)
•
Exhibit Space– 6' x 2' table top area - the entire display must be confined to the top of the table only (nothing will be allowed to
hang off, be located underneath, behind, in front or along side of the table).
•
Carpeting – The Exhibit Hall is carpeted with ballroom carpeting.
•
Furnishings – Each table top area will receive - one 6' skirted table, two folding chairs, one waste basket and one small
identification sign.
Ordering Additional Exhibit space Furnishings and Services
Please review the order forms in this exhibitor kit. Use the printable order forms in this kit and submit them via fax or email. (Mailed
order forms will also be accepted, but this is not encouraged.) Full payment must be received with order forms. Orders must be
received by 5pm on the discount deadline date to qualify for discount pricing. Email order confirmations will be sent once your order
has been confirmed. If you have not received an order confirmation email within two business days, your order has not been
received. Please resubmit. Your onsite representative should be prepared to present payment for any additional services not
ordered in advance, including unpaid material handling charges for shipments received by Exhibit Services.
•
•
Fax – 813-623-5913
Email – Info@ExhibitServices.net
Important Dates
Friday
October 22
Exhibit Services’ Discount Deadline - Final day to order furnishings at discount prices and
assure availability. Third party vendors may have different discount cut off dates. Review order
forms for specifics.
Friday
November 5
Freight Deadline – Final day for your freight to arrive at the advanced warehouse. Freight
received at the advanced warehouse after this date will be charged late fees.
Sunday
November 7
Exhibitor Move In
Sunday
Monday
Tuesday
November 7
November 8
November 9
Show Open
Show Open
Show Open
Tuesday
November 9
Exhibitor Tear Down
12:00 pm – 4:30 pm
5:00 pm – 7:00 pm ISPE Welcome Reception
7:00 am – 4:15 pm
7:00 am – 11:00 am
1:00 pm – 3:00 pm
Shipping Addresses
Please see the inbound and outbound shipping instructions page for detailed information regarding shipping and material handling.
All materials received will be subject to material handling fees.
Advanced Shipments to Warehouse
(30 days free storage included with
material handling fees! We
recommend you ship as early as
possible!)
Shipping Address:
Exhibitor Company Name & Table #
ISPE c/o Exhibit Services
FORWARD AIR
1851 Cypress Lakes Dr
Orlando, FL 32837
Shipments will be accepted:
October 11–
November 5, 2010
8am – 3pm
Exhibiting Company Name__________________________________________ Booth #________________________
Page 1 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
Exhibit space Contact Information
It is very important that we have the correct exhibit space contact information on file. Please complete the form below and submit it to
Exhibit Services. This enables us to contact the appropriate person quickly in the case of a exhibit space-related emergency.
Exhibiting
Company Name:
Exhibit
space #
Preplanning
Contact:
Phone:
Email
Onsite
Contact:
Cell
Phone:
Email
Exhibiting Company Name__________________________________________ Booth #________________________
Page 2 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
Credit Card & Payment Totals Form
Exhibit Services, Inc.
1814 Tappan Blvd. Tampa, Fl 33619
Federal ID # 59-2945495
Please submit this form along with the individual order forms.
FAX to 813-623-5913 or EMAIL to info@ExhibitServices.net
Shipping Instructions & Material Handling Fees
Total amount from Part A
$
Rental Displays
Total amount from Part B
$
Signage / Graphics
Total amount from Part C
$
Display Labor
Total amount from Part D
$
GRAND TOTAL
$
Exhibit Services accepts: American Express, MasterCard, Visa & Discover Cards.
We recommend that you have a credit card on file for all orders even if paying by check.
Credit Card Account #
Expiration Date__________ Card Security #s ________ (AmEx =four #s on front of card, all others =three #s on back of card)
Cardholders Name (Print) ___________________________________________________________
Signature ________________________________________________________________________
Phone (
) _______ -__________________________
Billing Address for this card___________________________________________________________
City________________________________________State__________________Zip______________
Email Address for sending receipt_______________________________________________________
PAYMENT POLICY: Payment in full must accompany all orders. Payment can be made by check or credit card authorization. Orders without payment will not be processed.
Charges incurred at show site must be paid upon presentation of invoice. Please complete the Credit Card Authorization form or have your exhibit space personnel be
prepared to pay any balance due. Any additional charges not totaled on this form (i.e. extra furniture rentals, incorrect labor estimates, additional material handling fees, etc.)
will be charged to the credit card on file.
CANCELLATION POLICY: Refunds may be available if order is canceled two business days prior to the date that Exhibit Services begins show setup. Show setup times vary
depending on the event and may be several days in advanced of the exhibitor setup date. Specialty items are non-refundable. No credits or refunds will be given for
equipment ordered but refused at the showsite. Any disputes about services or equipment must be handled at the show site before completion of the event. We will not issue
refunds under any circumstances for any issue that was not brought to the attention of Exhibit Services service desk personnel during the course of the event.
Exhibiting Company Name__________________________________________ Booth #________________________
Page 3 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
INBOUND & OUTBOUND SHIPPING INSTRUCTIONS
All shipments are subject to material handling fees. Please see the following page for rate information.
Advance Freight Shipments (October 11, 2010 – November 5, 2010)
SHIP AS EARLY AS POSSIBLE! YOU GET 30 DAYS STORAGE INCLUDED WITH MATERIAL HANDLING FEES!
All advance freight shipments should be sent to the ES warehouse for handling. Please use the pre-printed shipping labels
included in this kit. Shipments with shipping charges due on delivery will be refused.
Shipments can begin arriving upon October 11, 2010 and should arrive NO LATER than Friday, November 5, 2010. Shipments
that arrive at the advance warehouse after Friday, November 5 2010 will be charged a late fee of 25% of the material handling
fees or a $105.00 delivery charge, whichever is greater and delivery time cannot be guaranteed. Material handling charges MUST
be paid in advance, along with the completed Material Handling Services form.
Direct to Show Site Shipments
DON’T SHIP FREIGHT TO THE SWAN AND DOLPHIN RESORT! Freight shipped to the Swan and Dolphin Resort will either
be REFUSED or you will be charged handling & storage fees from the Swan and Dolphin Resort. The freight will then be turned
over to Exhibit Services for delivery to exhibit space and you will ALSO be charged material handling fees, even if you are a
guest of the hotel. Please ship to the advance warehouse and you'll only be charged the one-time turnkey drayage. Exhibit
Services is under contract with ISPE as the "EXCLUSIVE" material handling contractor and will handle ALL freight shipments
in and out of the ballroom. It is much less expensive to ship to the advance warehouse and be charged a one-time material
handling fee than to send freight to the Swan and Dolphin Resort and be charged twice for the same service.
Recommended Inbound & Outbound Freight Carriers
Exhibit Services’ Freight is the recommended freight carrier. As a division of Exhibit Services, ES Freight works closely with show
management and already has all of your show information! ES Freight provides all levels of service whether it is ground or air,
overnight or slow boat! The process of shipping out from the show through ES Freight is a very simple one, there is no need to
worry about scheduling freight carriers, waiting charges or forced freight shipments. For a quick quote click here or visit
http://www.exhibitservices.net/shippingquoterequest.htm
Outbound Freight Shipments
THE FORCED FREIGHT TIME IS 2:30 pm on Tuesday November 9.
All outbound shipments require an Exhibit Services’ Outbound Shipping Form. Outbound Shipping forms will be available
onsite at the service desk. It is the exhibitor’s responsibility to arrange outbound shipments with their desired carrier.
Schedule your carrier to pick up your freight, directly from the exhibit hall, no later than the forced freight time. The
forced freight time is 2:30 pm on Tuesday, November 9. Any materials left in the exhibit hall without an outbound shipping form,
past the forced freight time, will be removed by Exhibit Services. If Exhibit Services must dismantle your exhibit space to meet the
forced freight deadline, your company will be charged accordingly for labor services. If your carrier fails to check in at the Exhibit
Service’s service desk by the forced freight time, your freight will be forced to the carrier of Exhibit Services’ choosing and
additional material handling fees will be applied. Exhibitors are responsible for properly labeling each piece of freight. ES can not
be held responsible for unlabeled or improperly labeled shipments.
Pickup Address for Outbound Freight:
Swan and Dolphin Resort
ISPE Exhibit Hall
1500 Epcot Resorts Blvd
Lake Buena Vista, FL 32830
Empty Container Storage
Exhibit Services will store your empty containers during the show. Empty containers must be labeled with an “empty” sticker to be placed into
storage. Before the show opens, all trash will be removed from aisles, Exhibit Services is not responsible for containers nor packaging materials
that are not properly labeled with “empty” stickers. Stickers are available at the service desk.
UPS, Fed Ex, DHL, etc. Shipments:
The above freight carriers DO NOT provide bills of lading to note any damage or piece count. Therefore, ES will NOT be responsible and will not
accept any claims for any reason involving carriers that do not use bills of lading. ES does not provide UPS, FDX or DHL shipping labels.
Cargo Insurance
Exhibitors are recommended to carry All-Risk Insurance covering your materials against damage, loss and all other hazards from the time of
shipping to returning from show. This can usually be done by adding “riders” to existing policies.
International Shipments
International shipments should be sent free domicile or delivered duty paid. Shipments with duties & customs taxes due will be refused.
Exhibiting Company Name__________________________________________ Booth #________________________
Page 4 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
PART A
DRAYAGE / MATERIAL HANDLING SERVICES / RATES & AUTHORIZATION
Material handling service fees cover the receiving, storage and onsite delivery of your exhibit space materials. This includes your exhibit display as well
as printed materials. ES will receive your materials up to 30 days prior to the event, deliver your materials directly to your exhibit space, handle empty
containers during the event, and load your materials onto your chosen outbound carrier for a one time material handling fee. Charge for this service is
based on inbound weight per shipment.
LATE FEE: Shipments that arrive at the advance warehouse after Friday, November 5, 2010 will be charged a late fee of 25% of the material handling
fees or a $105.00 delivery charge, whichever is greater and delivery time cannot be guaranteed.
PLEASE NOTE: Each shipment is evaluated separately. Each shipment weight will be round to the next hundred bounds. Shipping fees must be
prepaid to your shipping carrier; collect shipments or shipments with duties owed will be refused. Material handling fees do not include the uncrating,
unskidding or positioning of materials – additional labor services can be ordered for these services.
MATERIAL HANDLING RATES
Each shipment will fall into one of the below categories depending on the shipping carrier who delivers the materials and the type of packaging and
paperwork accompanying the shipment. Use the information below to estimate your material handling fees. We understand that it is not always
possible to submit an accurate material handling deposit in advance of the event. Please submit an estimate to assist us in preplanning for your event.
Exhibitors should submit payment for material handling fees prior to sending shipments. Failure to provide prepayment for material handling fees will
cause delays in receiving your materials.
Total the weight of all of your inbound shipments to determine the amount of your estimated material handling fees. Round each shipment weight up to
the next hundred pounds of weight. (For example a shipment weighing a total of135 pounds will be rounded up to a billed shipment weight of 200
pounds.) The minimum weight per shipment received is 100lbs. Actual material handling fees will be calculated upon receipt of shipments. If actual fees
are greater than your estimates, the additional amount will be applied to your credit card on file.
•
Service A - Crated, Skidded or Palletized and including Bills of Lading: $70.00 per hundred pounds
Shipments that can be unloaded at the dock with no additional special handling. Shipments received with bills of lading listing
piece count and shipment details. Carriers that typically fall into this category include– ES Freight, Yellow Freight, Roadway
and Forward Air.
***UPS and FedEx shipments require special handling see below.
Service A - Estimated total weight of shipments:
Example: total weight of shipments equals 254lbs.
Round up to next hundred pounds = 300lbs of weight.
Multiply $70.00 per 100lbs of weight : 100lbs = $70, 200lbs = $140
•
Multiply: $70.00 x each 100lbs of weight
TOTAL FEE:
OR
Service B - Special Handling Shipments: $87.50 per hundred pounds
Shipments that require special handling due to carrier unloading procedures. Such as ground unloading, side door unloading,
constricted space unloading, designated piece unloading and stacked or loose/uncrated shipments. Fed Ex, UPS, Van Lines
and all shipments received without bills of lading are considered special handling shipments.
Service B - Estimated total weight of shipments:
Example: total weight of shipments equals 254lbs.
Round up to next hundred pounds = 300lbs of weight.
Multiply $87.50 per 100lbs of weight : 100lbs = $87.50, 200lbs = $175
Multiply: $87.50 x each 100lbs of weight
TOTAL FEE:
Total of Part A
Please add to Totals Form on Page 3
$
PLEASE READ THE LIMITATIONS OF LIABILITY STATEMENT IN THIS KIT AND THEN SIGN BELOW. SUBMIT THIS FORM TO ES.
We, the exhibiting company or authorized party, hereby authorize Exhibit Services to handle our shipment/s in accordance with the information on this page and in the
limitations of liability statement and acknowledge receipt of a copy. We agree that ES. will provide its services as our agent, and not as bailee or shipper, and if any employee
of Exhibit Services, Inc. shall sign a delivery receipt, bill of lading, or other documents, we agree that they will do so as our agent, and we accept responsibility thereafter.
Exhibiting Company Name_______________________________________________________________ Date__________________
Signature_______________________________________ Name_____________________________ Title______________________
To assist during completion of outbound paperwork please list the intended destination of your outbound freight. Responsibility for completing outbound
shipping paperwork is that of the onsite representative unless ES supervised outbound labor is ordered and proper shipping documents are provided.
OUTBOUND FREIGHT DESTINATION (i.e. where your freight is going after this show)
TO:_________________________________________________________________________________________________________________
ADDRESS:___________________________________________________________________________________________________________
CITY_____________________________________STATE_________ZIP__________CONTACT NAME & PHONE_________________________
Exhibiting Company Name__________________________________________ Booth #________________________
Page 5 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
SHIPPING LABELS TO USE FOR ADVANCE SHIPMENTS
ADVANCE SHIPMENTS
ADVANCE SHIPMENTS
TO ARRIVE NO LATER THAN:
FRIDAY, NOVEMBER 5, 2010
8 AM – 3 PM
TO ARRIVE NO LATER THAN:
FRIDAY, NOVEMBER 5, 2010
8 AM – 3 PM
TO: ______________________________
TO: ______________________________
Name of Show: ISPE
Name of Show: ISPE
TO ARRIVE NO LATER THAN:
FRIDAY, NOVEMBER 5, 2010
8 AM – 3 PM
ADVANCE SHIPMENTS
Name of Show: ISPE
EXHIBIT SPACE
#_________________________
C/O EXHIBIT SERVICES
FORWARD AIR
1851 Cypress Lakes Dr
Orlando, FL 32837
407-857-9212
EXHIBIT SPACE
#_____________________
C/O EXHIBIT SERVICES
FORWARD AIR
1851 Cypress Lakes Dr
Orlando, FL 32837
407-857-9212
EXHIBIT SPACE
#_________________________
C/O EXHIBIT SERVICES
FORWARD AIR
1851 Cypress Lakes Dr
Orlando, FL 32837
407-857-9212
(EXHIBITING COMPANY NAME)
TO:__________________________
(EXHIBITING COMPANY NAME)
(EXHIBITING COMPANY NAME)
Exhibiting Company Name__________________________________________ Booth #________________________
Page 6 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
Exhibit Service is now offering complete shipping services through Exhibit Services Logistics!
For a quick quote please click here or visit http://www.exhibitservices.net/shippingquoterequest.htm
or contact
Teresa Draughn
TeresaD@exhibitservices.net
813-623-1163
Our standard shipping rates are listed on the next page
ES Logistics (ESL) is a division of Exhibit Services. We work closely with show management and have access to inside information
that can be very helpful to you! We offer round-trip shipping to and from the show, one-way outbound shipping from the show, and all
your other shipping needs (trade show related or not!)
ES Logistics prides itself on providing competitive rates. We can meet or beat the rates of most carriers! Shipping with ES Logistics
has some major benefits. Your shipments are monitored and carefully handled from the time they leave your dock until they are
returned to their final destination designated after the show ends.
Calculating Chargeable Weight - Many transport companies (including Exhibit Services) calculate a shipment price based on the space
the items occupy. This standard procedure is referred to as “Dimensional Weight Processing (DIM).” The “dimensional weight” is
compared to the “actual gross weight”; and the greater of the two is used as the “chargeable weight.”
Most vehicles used by transport companies (typically a trailer for truck shipments) have limited space; and the volume and weight of the
freight they can safely and legally carry is limited. For this reason, DIM weight and the actual weight are used to accurately determine
the chargeable weight.
Actual Weight: The weight of a package using a standard scale rounded up to the next full pound. (Example: A 12.5 pound carton will
have an actual weight of 13 pounds.)
Dimensional Weight: A calculation used to reflect the volume of a package. Exhibit Services uses the International Air Transport
Association’s volumetric standards (subject to change without notice). This standard is used for all domestic and international
shipments. When measuring your packages, remember to round any fraction of an inch up to the nearest whole inch.
For U.S. Domestic Shipments: Multiply the carton’s dimensions (length X width X height) and divide the cubic
inches by the dimensional weigh factor of 194.
A carton with the dimensions 30”L X 20”W X 20”H = 12,000 cubic inches.
12,000 cubic inches divided by 194 = 61.8 pounds of dimensional weight.
(Always round up to the next full pound.)
For International Shipments: Multiply the cartons dimensions (length X width X height) and divide the cubic inches by the dimensional
weight factor of 166.
Exhibiting Company Name__________________________________________ Booth #________________________
Page 7 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
ES Logistics
STANDARD SHIPPING RATES
To determine your shipping rate, you can use the chart below. First determine your geographical region and
then find the correct column for your shipment’s weight and/or dimensional weight (whichever is greater).
Zone’s
Transit time
150-500lbs
501-1000lbs
3-7 DAYS
Under 149lbs
w/fuel.
$142.22
Zone A to A
0.70
10013000lbs
0.68
0.73
Zone A to B
3-7 DAYS
$159.97
Zone A to C
3-7 DAYS
Zone A to D
3-7 DAYS
Fuel
18.5%
0.78
0.75
0.73
18.5%
$177.77
0.83
0.81
0.79
18.5%
$233.44
1.19
1.09
1.04
18.5%
*All Shipments will be charged a fuel surcharge of 18.5 %
*Rates are for door to door delivery – this includes dock delivery and delivery to 1st floor.
*Accessory charges may be added, at cost, where incurred. Such as but not limited to, inside delivery
above the 1st floor, lift gate service, deliveries to residences, etc. *Metro or Rural deliveries may be
charged extra.
** Shipper agrees to all Terms and Conditions set forth at www.exhibitservices.net **
Exhibiting Company Name__________________________________________ Booth #________________________
Page 8 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
PART B
Rental Display Units
Rental displays are available in many different sizes and configurations. Below are examples of some of our most popular items. We have more pictures
available on our website www.exhibitservices.net. We will also custom design items to suit your needs (no design fees!) Please call us or email Robin
at robinconn@exhibitservices.net for more information.
Table Top w/ Rounded Header
Fits 6’ table
$200
Rental units must be ordered by Friday, October 22, 2010. The prices listed above are the advanced order discount prices
and are only available until Friday, October 22, 2010.
PRICE INCLUDES – All setup and dismantle labor. Lighted header with company name. Full color graphic panels can be ordered
customized for your needs. Full color panels and logo reproduction available for additional cost. Please contact Robin Conn for
options and pricing info.
VIEW LARGER PICTURES AND MORE OPTIONS AT www.ExhibitServices.net
Contact Robin Conn for more information. 813-623-1163 robinconn@ExhibitServices.net
Header Copy (Company Name in black lettering)________________________________________________________
Email questions and high resolution graphics to RobinConn@exhibitservices.net ASAP!
If appropriate graphics files are not received by discount deadline date, late fees will be applied.
Total of Part B
$
Add Sales Tax 7%
$
Total of Part B including tax
Please add to Totals Form on Page 3
$
Exhibiting Company Name__________________________________________ Booth #________________________
Page 9 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
Part C
Sign Order Form
Signs – Banners – Posters – Graphics in Four Color Process
Logos – Photographic Images – Full Color Graphics – All signage delivered right to your exhibit space
Table front and top banner
Banner covers top of 24" wide tradeshow table
and drapes over covering the front of a 30" tall
table. Top is white, your copy and logo on the
front. Full color print. You can provide the
artwork or logos via email or send us a cd.
Email to robinconn@exhibitservices.net. If
requested, we can email you a proof before
printing.
After discount date, add 30% to cost of signs. 3 days or less from event add
50%. All logos, graphics, special fonts, must be provided via email or CD.
Vector based artwork from Illustrator or CorelDraw is best, files such as “eps”,
“cdr” and “ai”. Raster based art from Photoshop with file type “psd” should be
full size with at least 100 dpi, RGB and should not be flattened. Other file types
such as “jpg” are usually not very good quality and should only be used in a very
small size. Please email RobinConn@exhibitservices.net or call with questions.
Fit 6’ long table
$175.00
Total of Part C
$
Add Sales Tax 7%
$
Total of Part C including tax
Please add to Totals Form
on Page 3
$
Exhibiting Company Name__________________________________________ Booth #________________________
Page 10 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
RENTAL DISPLAY LABOR –
Let Exhibit Services Set Up Your Display!
Did you know that it usually takes only 1 person 1 hour to set or dismantle standard pop-up displays?
Can your exhibit space representative be selling or networking somewhere else instead of setting up
the display? Do they need to come in a day early just to setup the exhibit space? Are you paying for
an additional hotel room night, per diem & meals? For an hour of display labor, is it worth paying the
other associated costs for your representative to set the display? If not, please see the next page to
order display labor.
Exhibiting Company Name__________________________________________ Booth #________________________
Page 11 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
Part D
Display Labor Set-up & Dismantle
Rates – Straight Time $65.00 per hour – Overtime $97.50 per hour – Double Time $130.00
1- hour minimum per person, ½ - hour increments thereafter.
Straight Time is from 8am-5pm M-F – Holidays excluded
Overtime is 6-8am & 5pm – 12am M-F, All day Sat & Sun till 5pm – Double Time is 12am – 6am Mon – Sat & Sunday after 5pm
Service A (Exhibit Services Supervision)
Exhibit Services will set-up your display prior to your arrival. A 25% supervision charge will be added to hourly rate. All work will
be done on straight time where possible.
To save you time and money PLEASE provide all of the following: Set-up plans, photo of finished exhibit space with graphics
locations, special instructions, # of pieces of inbound freight, addresses of outbound shipments for shipping after show, outbound
preprinted shipping labels and must arrive by dates.
NOTE: ES cannot always GUARANTEE exact completion time of installation or dismantle. Displays will be set to allow ample time
for exhibitor to arrange brochures, product, etc. Dismantling and packing of displays will be ready by forced freight deadline.
Estimate # of personnel for set-up ____X____ set-up hours = ____X $____ X 25% supervision = $______. ___
Estimate # of personnel for dismantle ____X___ dismantle hours = ____X $_____ X 25% supervision = $______. ___
Service B (Exhibitor Supervision)
We would like ____ (#) of labors available to erect our display under our supervision. We will pick-up laborers at the
Exhibit Services service desk on ______________ (date) at _________ (AM) (PM)
We would like ____ (#) of labors available to dismantle our display under our supervision. We will pick-up laborers at the
Exhibit Services service desk on ______________ (date) at _________ (AM) (PM)
NOTE: Exhibitor must report to service desk to sign out labor and return to service desk upon completion. Laborers ordered and
not picked up at service desk will be billed one hour labor per # of laborers ordered. When scheduling labor for the dismantling,
allow enough time for empty containers to be returned to exhibit space after show closing.
Total # of personnel for set-up ____x ____hours working =____hours x $______= $_______. ___
Total # of personnel for dismantle ____x ____hours working =____hours x $_____ = $_______. ___
Exhibit space Contact Information (VERY IMPORTANT)
Onsite Contact Name: ___________________________________Cellphone____________________________
Contact’s Hotel____________________Arrival_____________________Departure________________________
After show outbound shipping address:
It is important to include preprinted outbound shipping labels with your display and to schedule your pick up prior to the forced freight deadline. It is
the exhibitor’s responsibility to complete outbound shipping form on site unless ES supervised dismantle labor is requested. The information below
will be used as a reference – you must include preprinted shipping labels with your shipment if you’ve scheduled ES supervised dismantle labor.
TO:_______________________________________________________________________________________
Address ______________________________________________________________________________________________
City_________________________________________________State________________Zip__________________________
Freight Carrier __________________________ Type of freight service (air, ground, 5 day, etc.) ________________________
Total of Part D
$
Exhibiting Company Name__________________________________________ Booth #________________________
Page 12 of 13
Exhibit Services, Inc.
1814 Tappan Blvd., Tampa, Florida 33619
813-623-1163 Fax 813-623-5913
Email – Info@ExhibitServices.net
ISPE
2010 Annual Conference
Swan and Dolphin Resort / Orlando FL
November 7 - 9, 2010
Limitations of Liability
ES and its subcontractors shall not be responsible for damage to uncrated materials; materials that are improperly packed,
glass breakage, or concealed damage. ES will also not be responsible for damage to shipments that are received without a
proper bill of lading to note damage or piece count on incoming shipment.
ES and its subcontractors are not and cannot be liable for loss, theft, or disappearance of exhibitor’s materials after such
materials have been delivered to exhibitor’s exhibit space. Relative to inbound shipments, there may be a lapse of time
between the delivery of shipments to the applicable exhibit space by ES and its subcontractors, and the arrival of exhibitor’s
representative at the exhibit space. During such time the shipments will be left unattended in exhibit space. ES and its
subcontractors shall not be responsible for any loss or damage that may occur during such period.
Similarly, ES and its subcontractors cannot be liable for loss, theft, or disappearance of materials before they are picked up
from exhibitor’s exhibit space for reloading after the show. All bills of lading covering outgoing shipments that are given to ES
by exhibitors will be checked at time of actual pick up from exhibit space and corrections made where discrepancies occur.
Relative to outbound shipments, there may be a lapse of time between the completion of packing and the picking up of
materials for loading onto outbound carriers. During such time the shipments will be left unattended in exhibit space. ES and
its subcontractors shall not be responsible for any loss or damage that may occur during such period. ES and its
subcontractors will adjust the quantities of items on any bill of lading submitted to ES or its subcontractors to conform to the
actual count of items in the exhibit space at the time of pick up.
ES shall not be responsible for any loss, damage, or delay due to strikes, lockouts, or work stoppages of any kind, or to any
causes out of its control. ES and its subcontractors cannot be responsible for ordinary wear and tear in handling of equipment,
nor for loss or damage due to fire, theft, windstorm, water, vandalism, acts of God, mysterious disappearance or causes
beyond its control.
ES’ liability shall be limited to the physical loss or damage to the specific article which was lost or damaged and in any event
ES maximum liability shall be limited to $.30 per pound per article with maximum liability of $50.00 per item, or $1,000.00 per
shipment, which ever is less.
ES shall not be liable to any extent whatsoever for actual, potential, or assumed loss of profits or revenues, or for any
collateral costs, which may result from any loss or damage to exhibitors materials which may make it impossible or impractical
to exhibit it.
Claims for loss or damage must be submitted to ES prior to close of show. No suit or action shall be brought against ES more
than one year after accrual of action.
ES is not an insurer that insurance, if any, should be obtained by exhibitor. All risk riders should be obtained from your
insurance representative for your materials from your warehouse, in transit, and back to your warehouse.
The consignment of a shipment to ES by an exhibitor or by any shipper to or on behalf of the exhibitor shall be construed as
acceptance by the exhibitor (and\or the shipper) of the terms set forth.
Empty container labels are available at the ES service desk. Affixing and filling out the labels is the sole responsibility of the
exhibitor or the exhibitors’ representative. Existing labels should be removed. ES is not responsible for removal of empty
containers with old empty labels, wrong information on labels, or materials stored in containers with empty labels.
ES’ liability shall be limited to any loss or damage, which results solely from ES’ negligence in the actual physical handling of
items comprising our shipments and not for any other type of loss, or damage. ES will provide its services as our agent, and
not as bailee, or shipper. If any employee of ES shall sign a delivery receipt, bill of lading, or other documents, we agree ES
will do so as our agent, and we accept responsibility therefore.
In order to expedite removal of materials and equipment, ES will have the authority to change exhibitor-designated carriers if
such carriers fail to pick up in time to vacate the building. In the event such actions are necessary, no liability of any nature
shall attach to Exhibit Management or Exhibit Services. Exhibitor materials remaining after move-out hours without forwarding
instructions will be sent to the permanent address of the exhibitor, or of its agent, freight collect. In any event ES will not be
liable for exhibit materials ISPEndoned at the exhibit site.
Exhibiting Company Name__________________________________________ Booth #________________________
Page 13 of 13
FOR ELECTRICAL SERVICE ONLY
E-1
SHOW NAME:
ELECTRICAL SERVICES DEPARTMENT
7050 Lindell Road • Las Vegas, NV 89118
(407) 934-4229 • Fax: (866) 329-1437
csrOrlando@ges.com
SHOW DATES:
DISCOUNT DEADLINE: 21 Days Before Move-In
"100 % payment must accompany each order
and be received 21 days prior to show move-in date
to qualify for advance discount price.
"No orders can be processed without payment.
"Electricity will be turned on within 30 minutes
of show opening & off within 30 minutes of show
closing.
"Cancellation fee after installation is 100% of
original cost.
ELECTRICAL LABOR:
STRAIGHT TIME: 8:00 AM - 3:30 PM
MONDAY - FRIDAY
Discount $ 63.00/HR
Regular $ 94.50/HR
Show-Site $126.00/HR
OVERTIME: BEFORE 8:00 AM,
AFTER 3:30PM AND SATURDAY, SUNDAY & HOLIDAYS
Discount $ 126.00/HR
Regular $ 189.00/HR
Show-Site $ 252.00/HR
ONE HOUR MINIMUM INSTALLATION 1/2 HOUR MINIMUM
DISMANTLE
Company Name:
Booth Number:
ELECTRICAL RENTAL ORDER FORM
ELECTRICAL OUTLETS
Discount
Price
Quantity 120 Volt 60 Cycle Alternating Current
Outlet 500 Watts (5 Amps)
Outlet 1,000 Watts (10 Amps)
Outlet 1,500 Watts (15 Amps)
Outlet 2,000 Watts (20 Amps)
$ 86.50
$ 145.00
$ 174.00
$ 198.00
Standard
Price
$ 129.50
$ 218.50
$ 261.50
$ 297.50
SUB TOTAL
Quantity POWER SERVICE & MOTOR OUTLETS - All 208V connections require labor
20 Amp 208V Single Phase
$ 249.00
20 Amp 208V Three Phase
$ 396.00
30 Amp 208V Single Phase
$ 351.00
30 Amp 208V Three Phase
$ 467.50
Quotes for greater amperage or voltage available upon request
POLICY STATEMENT: 100 % payment must accompany each order.
The prices quoted are for RENTAL equipment and include delivery and
pick-up at the booth. All orders without 100% payment and orders
received at the Service desk will be charged floor price which the
customer agrees to pay in full upon receipt of equipment or service
unless credit has been previously established with us. All orders placed
on behalf of customers by display builders or others must have a
written authorization from the customer and the customer agrees to be
responsible for such orders. Customers who prepay 21 days before
show move-in date qualify for the advance discount price. All
additional charges incurred will be added to the credit card listed
below. If customer fails to pay in accordance with this policy, customer
agrees to pay a 1.5% per month late charge fee, and all costs of
collection including attorney's fees. No credit will be given for outlets
installed or services provided and not used. Requests for refunds must
be submitted in writing to the above GES address. Customer agrees that
GES shall not be liable for, and shall hold GES harmless from any
damages caused by negligence of non-GES employees and/or from
events outside of GES control such as strikes, accidents, fires, acts of
God, delays, etc. Customer agrees to submit any claims for damages to
GES Service Desk before show closing or customer waives any right to
make a claim.
NON-USA EXHIBITORS agree to pay only by international money
order, credit card, traveler's checks, or cash.
$ 446.00
$ 594.00
$ 564.50
$ 752.50
SUB TOTAL
Quantity RENTAL EQUIPMENT
15' Extension Cord
25' Extension Cord
50' Extension Cord
Power Strip
$ 15.00
$ 25.00
$ 35.00
$ 25.00
SUB TOTAL
Provide 24 Hour Power Service - Double The Published Rate
Transformer(s) To Boost From 208V: $ 125.00 (Discount) $ 150.00 (Standard Price)
AUTHORIZATION FOR TIME & MATERIAL: PLEASE INITIAL_______
(Office Use Only) LABOR:
(Office Use Only) MATERIAL:
6.5% TAX:
GRAND TOTAL:
By signing and delivering this form, customer agrees to all terms, conditions, and limits of liability on both pages of this form.
Company Name:
Phone Number:
Address:
Fax Number:
City:
Authorized Signature: X
State:
Zip Code:
Date of Order:
Revised: March 16, 2010
Credit Card:
Print Authorized Signature:
Check #:
VISA
MasterCard
American Express
Corporate
Personal
Credit Card #:
Expiration Date:
Signature of Cardholder: X
Name Printed on Credit Card:
TOTAL
PRICE
ELECTRICAL REGULATIONS & GENERAL INFORMATION
E-2
1. GES Electrical is not responsible for voltage fluctuation or power failure due to temporary conditions. For your protection you should install a surge protector on
your computer(s). All electrical installations and connections to all electrical service should be made by a GES Electrical electrician. GES Electrical will not be
responsible for any damage or lost equipment, component, computer hardware or software and/or any damage or injury to any person caused by the
installation, connection or plugging into any electrical outlet by person other than a GES Electrical electrician.
2. Electricity will be turned on within 30 minutes of show opening and turned off within 30 minutes after show closing.
3. 24 hour service to any outlet will be double the listed price.
4. Dedicated power is double the listed price, and can only be guaranteed before show opening with advance arrangements for date needed.
5. All electrical outlets will be installed on the floor at the draped backwall of in-line booths and peninsula spaces. Exhibitors with hardwall displays must
arrange for power to be dropped inside the booth if necessary; this will be done on a time and material basis. Power to island booths will be dropped per the
exhibitor's floorplan, chargeable on a time and material basis. If no plan is provided, the power will be installed at our discretion. Additional power drops are
chargeable on a time and material basis. Distribution and connection(s) to equipment is chargeable on a time and material basis. For further information,
please refer call 407-238-8827.
6. Local ordinances prohibit more than 2000 watts per lighting circiuit and only one connection for power and motor outlets.
7. All wiring, motors, electrical installations, etc. must be approved. To prevent overloading of circuits, exhibitors cannot
add wattage except as ordered.
8. All electrical permits required by the Local Building and Safety Code will be obtained by the electrical contractor.
9. All flood light, column, and wall outlets are not a part of booth space.
10. Special hanging, hookups, repairs or installation of electrical will be done on a time and material basis.
11. Installation is subject to Local Union Contract and jurisdiction.
12. All equipment should be property tagged and wired with full information as to current, voltage, Phase, cycle, horse power, etc. and ready for connection.
13. All outlets over 20 amps and with a voltage of over 150 volts require electrical labor. This includes a 1 hour minimum to inspect exhibitors that are prewired to plug into our system.
14. A separate outlet must be ordered at regular price for each piece of equipment to be connected.
ELECTRICAL CONTRACTOR'S RESPONSIBILITIES
As the Official Electrical Contractor, we will be responsible for:
• All under-carpet distribution of electrical wiring.
• All motor and equipment hookups requiring hard wire connections.
• Installation of electrical motors to be energized and electrical apparatus.
The above items require electrical labor, which may be ordered in the Electrical Labor section on the reverse side.
ELECTRICAL CODE
Revised: March 16, 2010
Electrical requirements for an exhibit at all convention facilities are for the safety of all exhibitors and are based on national Electrical Codes and local
ordinances.
Too frequently, fires have been traceable to faulty wiring, sometimes because of carelessness and sometimes because of lack of under standing of the risks
involved.
In the interest of public safety, exhibits in the convention facilities may be inspected to determine if any violations exist. If they are found, qualified electricians
are available to correct the problems. This work will be performed on a time and material basis. If the exhibitor does not wish to have the fault corrected,
electrical service to the offending booth will not be connected.
If an exhibitor is not informed or does not understand basic safety standards for electrical wiring, an electrician should be consulted before shipment is made
to convention facilities.
Serious risks are involved which can be eliminated by understanding basic requirements of safe wiring inside your booth. For the safety of you and the public,
remember these points:
• All wiring must have a 3-wire grounded cord with minimum of #14 gauge.
• Spot or flood lighting is a hazard when lamps are too close to fabrics or other material which can be affected by heat.
• The use of clip-on sign sockets, latex or lamp cord wire in displays, or the use of 2-wire clamp-on fixtures, is prohibited by order of fire prevention bureaus
at trade shows and conventions.
• Zip cords or two-wire cords are ungrounded and could result in safety hazards. Their use is strictly prohibited.
E-3
Outlet Location Grid
RETURN TO: Electrical Services Department
7050 Lindell Road • Las Vegas, NV 89118 • Fax: (866) 329-1437
Form Deadline Date
21 Days Before Move-In
COMPANY NAME
EMAIL ADDRESS
AUTHORIZED CARDHOLDER SIGNATURE
AUTHORIZED CONTACT—PLEASE PRINT
BOOTH NUMBER
DATE
X
If you have an island booth and/or require electrical distribution, you must submit a booth floor plan with your Electrical Service Order Form to ensure that your outlets and lighting are properly
placed. If you do not have a booth floor plan, please use the grid on this page and submit it with your electrical order. (See the Electrical Service Information Sheet for additional information).
To use this grid:
•
Use bold lines to indicate the outline of your booth.
•
Indicate the scale of the grid (e.g. 1 square = 10 feet) or indicate the dimensions of your booth.
•
Mark the adjacent booth numbers or aisle numbers. This will help us orient your service correctly.
•
Mark outlet locations, expressed in watts or amps and voltage in each location.
•
Mark main power location.
•
Detach this form and send it with your prepaid Electrical Service Order Form.
•
Credit card information must be provided on the electrical rental order form before labor will be performed.
Adjacent Booth or Aisle Number:
Revised: March 16, 2010
Adjacent Booth or Aisle Number:
Adjacent Booth or Aisle Number:
Adjacent Booth or Aisle Number:
Mail / Fax Form To:
Technology Resource Corporation
ISPE 2010 Annual Meeting
November 7 - 10, 2010
Swan and Dolphin Resort, Orlando
29 Emmons Drive , Suite #F 10
Princeton, NJ 08540
Ph: 800-922-8646 x 128 Fax: 609-720-1701
Attn: Stacey Fisher
Email sfisher@trcrent.com
Show Code 20318
CALL FOR ITEMS NOT LISTED – ALL PRICING IS FOR THE ENTIRE SHOW.
EQUIPMENT
SHOW RATE
BEFORE 10/25/10
SHOW RATE
AFTER 10/25/10
LCD
18" LCD FLAT SCREEN MONITOR
$155.00
$245.00
MONITORS
20" LCD FLAT SCREEN MONITOR
$195.00
$275.00
24" LCD FLAT SCREEN MONITOR
$325.00
$495.00
32” LCD FLAT SCREEN MONITOR
$525.00
$695.00
40” LCD FLAT SCREEN MONITOR
WALL MOUNT BRACKETS FOR LCD MONITORS
$695.00
$35.00
$795.00
$50.00
PLASMA
37” PLASMA DISPLAY*
$995.00
$1,100.00
MONITORS
42” PLASMA DISPLAY**
$695.00
$795.00
50” PLASMA DISPLAY**
$995.00
$1,100.00
61” PLASMA DISPLAY**
$1,395.00
$1,550.00
$35.00
$50.00
WALL BRACKETS FOR RENTED PLASMA
COMPUTERS/
PRINTERS
SIDE MOUNT SPEAKERS FOR PLASMA MONITORS
$105.00
$135.00
DUAL POST STAND - USING TRC's MONITOR
$125.00
$145.00
PENT 4/3.0, 512RAM, 60GB HD, DVD, 17" LCD Win XP
$195.00
$255.00
LAPTOP P4-2ghz, 512 RAM,30gig HD, DVD
$225.00
$275.00
MICROSOFT OFFICE XP & 2003
AUDIO
$35.00
$50.00
MAC G4/500, 256RAM, 27GB HD, DVD, 17" MONITOR
$295.00
$355.00
HP 4100N 16RAM, 25PPM, 1200DPI, 8 1/2x 11, NIC, (PC OR MAC)
$195.00
$245.00
SMALL SOUND SYSTEM
$245.00
$300.00
WIRELESS MICROPHONE
$300.00
$375.00
$60.00
$85.00
DVD PLAYER
$125.00
$150.00
CD PLAYER
$105.00
$135.00
3000 LUMENS PROJECTOR
$525.00
$700.00
WIRED MICROPHONE
SCREENS
8' TRIPOD SCREEN
$75.00
$95.00
MONITOR CART
$50.00
$65.00
EXTENDED
OFFICIAL AUDIO VISUAL AND COMPUTER ORDER FORM
QUANTITY
Extended Amount
Optional Loss/Damage Waiver equal to 10.8% of equipment subtotal****
Delivery charge equal to 12% of equipment subtotal (minimum $95.00)
Subtotal
Union Fee may apply
6.5% Sales tax
Total rental cost
Credit Card Authorization - Terms and Conditions (Page 2 must be returned complete with page one)
Company Name___________________________Phone______________________
Call
Mail / Fax Form To:
Technology Resource Corporation
Show Code
29 Emmons Drive , Suite #F 10
Princeton, NJ 08540
Ph: 800-922-8646 x 128 Fax: 609-720-1701
Attn: Stacey Fisher
Email sfisher@trcrent.com
20318
Exhibitor/Show Information
Credit Card Information: VISA
M/C
AMEX
Ordered by______________________________________
Card holders name: _________________________________
Email address:___________________________________
Card # :________________________________exp.________
Company name:__________________________________
Card holder’s signature: _____________________________
Address:________________________________________
Card holder’s address: ______________________________
City:_____________________State:______Zip_________
City:______________________State:______Zip__________
Phone__________________________________________
Phone number_____________________________________
Fax_____________________________________________
Fax number_______________________________________
DISCOVER
Show contact____________________________________
Booth #_________________________________________
Cell Phone: _____________________________________
Delivery date/time: _______________________________ (2 hour window required)
Pick up date & time:______________________________
Equipment notes:
* Low volume speakers included
** No speakers included, please call for options
*** Additional delivery charges apply - $150.00 for first unit, $100.00 each additional
**** Does not apply to laptops or projectors
Terms and Conditions:
Please make sure you receive a confirmation to ensure your order was placed for the show.
Drayage charges are the exhibitor’s responsibility and are not included. If equipment is not ordered 10 days prior to the event,
prices are subject to availability and applicable freight charges. No credits will be issued after delivery or attempted delivery of
equipment. Exhibitor must be present in booth to accept delivery or additional fees will apply. If not in your booth at scheduled
time, a repeat delivery fee will automatically be charged to your order. PAYMENT INFORMATION: Payment required prior to
delivery. Payment from customers outside the USA must be made by credit card only: I hereby authorize TRC to charge
my credit card account (identified above) for the rental amount (indicated above); any applicable cancellation fees, and
any other amounts due to TRC. Further, I hereby authorize TRC to charge my credit card account (identified above) for
the repair or replacement cost (as applicable) of the damaged and/or lost or destroyed equipment if the optional
Loss/Damage waiver is not purchased.
Software runs on your existing notebook or desktop computer
No installation is required
User friendly interface
Easily edit lead information
Includes standard qualifiers
Export leads directly to your computer or USB drive
Allows unlimited note taking
* Customer must supply computer with available USB port
Handheld wireless pocket PC unit
Includes TRC’s exclusive voice notes feature
Easily capture large 640x480 picture images
Can be customized with qualifiers
Leads received electronically via e-mail following
the show
Allows unlimited note taking
Supports random drawings
No power required
Enjoy all of the features of Pocket ShowLeads
Includes wireless thermal printer
Prints leads quickly
Print individual or batched leads
Print from multiple ShowLeads pocket PC’s using one
wireless printer
No power required
***Prices may be adjusted for late registrants***
Advanced
Pre-Show
On-Site
Thru 10/18/2010
Thru 10/25/2010
After 10/25/2010 of Units
$275
$300
$325
0
$
$
$275
$300
$325
0
$
$
$325
$350
$400
0
$
$
$
$
$
$
$
$
$
$
$ 10
$105
$ 95
$ 75
0
5
85
50
75
8
95
75
75
Number
Ext.
Cost
Cost
0
0
0
Or e-mail us at: sfisher@trcrent.com
Sales tax 6.5%
Fees Apply - See “Additional Services” on page 2