Overview Letter
Dear Exhibitor,
Expo Advantage USA, Inc., will be the Official Services Contractor for the upcoming Symposiums at the Hilton New York Hotel. We are pleased to have been selected
to serve you. Our objective is to make your participation at this show as successful as it can be.
To assist you, we have prepared the OFFICIAL EXHIBITOR'S MANUAL. The Manual has two (2) sections. The first describes the services available from our Company. The second is a series of order forms. Please take a few minutes to carefully read this information. Feedback received from Exhibitors has indicated that reading the manual first and then completing the forms is the most effective manner for understanding and ordering of services.
Please note payments for furniture and accessories are due with the order. All charges for services must be paid prior to the close of show. For your convenience, we accept Visa, MasterCard and American Express.
We will accept fax orders for all services. To be eligible for the discounted rates, we must have your check forty-eight (48) hours prior to the installation or a credit card charge authorization form faxed to us with the advanced orders. Orders received without advance payment are considered FLOOR ORDERS and will be billed at the floor order rates. Orders can be faxed to (631) 273-2371.
If you have any special needs or questions, please do not hesitate to contact us.
We look forward to working with you.
Cordially,
John F. Clancy
President
Expo Advantage USA, Inc.
Contact Expo
Send ALL Correspondence & Advanced Orders To:
Expo Advantage USA, Inc.
40 Oser Avenue, Suite 15
Hauppauge, NY 11788
Ship ALL Crates & Common Carrier Shipments To:
Symposium Name
Exhibitor Name, Booth Number
Bay Shore Storage Warehouse Inc.
One Corporate Drive
Hauppauge, NY 11788
Ship Pop-up Display Shipments To:
Symposium Name
Exhibitor Name, Booth Number
Expo Advantage USA, Inc.
40 Oser Avenue, Suite 15
Hauppauge, NY 11788
Preferred Show Carrier:
Attn: Denis Montera
Bay Shore Storage Warehouse Inc.
Voice: 631-231-1313, ext. 108
Fax: 631-231-1375
Email:
Should you need to contact us:
Voice: (631) 273-2310
Fax: (631) 273-2371
Email:
Important Dates
Furniture and Accessories Request: Friday, 10/31/08 Deadline
Modular Booth Rental Request: Friday, 10/31/08 Deadline
Sign Order Request: Friday, 10/31/08 Deadline
Non-Official Contractor Request: Friday, 10/31/08 Deadline
Advance Material Handling (Drayage): Friday, 10/31/08 Deadline
Advance Labor Order Form: Friday, 10/31/08 Deadline
For Additional Information on Above Listed Services
Contact Expo Advantage USA, Inc. – (631) 273-2310
Electrical, Telephone, Cleaning and Audio/Visual Service Requests:
Applicable Forms are Available on the Show’s Website
Under the Title: HILTON FORMS
Contact Convention Services at the Hilton New York – (212) 586-7000
for Additional Information and Order Deadline
Exhibiting Hours & Installation/Dismantle Schedule
AIMsymposium / VEITHsymposium
Location: Pavilion Ballrooms. Pavilion Exhibitors Must Contact Expo Advantage
for their Installation and Dismantle Schedule.
Location: 3rd Floor, Americas Hall I
Setup: Tuesday, 11/18/08 – 5:00 a.m. to 5:00 p.m.
**It is strongly recommended that all show materials be sent to the advanced warehouse. Move-in must be scheduled in advance with Expo Advantage.
**ALL Non-Official Contractors must contact Expo Advantage to best coordinate installation time with availability of freight.
Exhibit Hours: Wednesday, 11/19/08 – 9:00 a.m. to 5:00 p.m.
Thursday, 11/20/08 – 8:30 a.m. to 5:00 p.m.
Friday, 11/21/08 – 8:30 a.m. to 4:00 p.m.
Dismantle: Friday, 11/21/08 – 4:00 p.m. to Saturday, 11/22/08 – 2:00 a.m.
Move Out: Friday, 11/21/08 – 12 midnight to Saturday, 11/22/08 – 4:00 a.m.
**All Showsite Carriers MUST Contact Expo Advantage for Move-Out Schedule.
**When scheduling your carrier for showsite pick-ups, be aware that trucking waiting time may apply. Expo Advantage must return all empties to the show floor and materials must be packed prior to proceeding with outbound freight pick-ups. To assist in keeping freight movement orderly, all showsite carriers must sign in at the loading dock upon arrival and leave contact information.
Forced freight is subject to additional surcharges.
Overnight Security Will Be Provided During Non-Exhibiting
Hours By Show Management.
Special Notice
Due to the delicate nature of the medical equipment and special crating and/or handling involved, a company representative is requested to supervise the unpacking and packing of this equipment to ensure all parts are accounted for as well as securely and properly packed for return shipments. Should a company representative be unable to supervise, every attempt will be made to ensure the proper crating and handling of this equipment. Expo Advantage USA will not be responsible for missing parts and/or damages should they occur. It is the responsibility of the exhibitor to make sure their equipment and display materials are properly insured.
All medical equipment from the show floor must be removed during outlined move out. The hotel will force Expo Advantage USA, Inc., to clear the floor of all remaining materials and equipment at 4:00 a.m. on Saturday, 11/22/08, due to other obligations for the exhibit sites. Forced freight time subject to change without notice at the discretion of Expo Advantage USA, Inc.
It is imperative that each exhibitor makes arrangements with their representatives to ship their equipment within the outlined time frame.
Exhibitors cannot move their equipment in the Hotel’s passenger elevators. Passenger elevators are not rated for the excessive weight of equipment/freight and the Hotel will not allow them to be used for this purpose. All equipment/freight must be moved using the designated freight elevators. Freight elevators, in accordance with the Hotel, can only be operated by authorized personnel. Due to safety precautions, exhibitors will not be allowed to use or ride the freight elevators.
*** IMPORTANT ***
Expo Advantage will have priority use of elevators. All companies wishing to use other companies to load in or load out their materials by use of the Hilton New York Hotel Elevators, must coordinate with Expo Advantage.
Limits of Liability & Responsibility
Please Read Carefully
1. Expo Advantage USA, Inc. and its subcontractors shall not be responsible for damage to materials improperly packed, uncrated materials, glass breakage, and/or concealed damage.
2. Expo Advantage USA, Inc. shall not be responsible for loss, theft, or disappearance of Exhibitor's materials after same have been delivered to Exhibitor's booth.
a. Relative to inbound shipments: there may be a lapse of time between delivery of the shipment(s)
to the booth by Expo Advantage USA, Inc. and the arrival of the Exhibitor's Representative at the booth. During such time, the shipment(s) will be left unattended. Expo Advantage USA, Inc. shall not be responsible for any loss, theft, or damage that may occur during such period.
3. Expo Advantage USA, Inc. shall not be responsible for loss, theft, or disappearance of Exhibitor's materials pending loading out after the close of show. All bills of lading for outgoing shipments, which are given to Expo Advantage USA, Inc. by Exhibitors, will be checked at the time it is removed from the show floor, outbound to the loading dock. Corrections will be made where discrepancies exist. Expo Advantage USA, Inc. does not provide security on the show floor, storage areas or loading dock. Exhibitors are responsible for their exhibit materials until received by their designated outbound carrier.
a. Relative to outgoing shipments: there will be a lapse of time between the completion of packing
and the actual pick-up of materials for loading onto a carrier. During such time the shipment(s) will be left unattended. Expo Advantage USA, Inc. will not be responsible for any loss, theft, or damage, which may occur during such period. Expo Advantage USA, Inc. will adjust quantities and weights on any bill of lading to conform to the actual count and weight of items in the booth at the time of pick-up.
4. Expo Advantage USA, Inc. shall not be responsible for loss, damage or delay due to strikes, lockouts, equipment failure or work stoppages of any kind including stoppages due to normal hotel functions.
5. Expo Advantage USA, Inc. shall not be responsible for ordinary wear and tear in handling of materials nor for loss due to fire, windstorm, water, vandalism, acts of God, mysterious disappearance, or other causes beyond its control.
6. Expo Advantage USA, Inc. shall not be liable to any extent whatsoever for any actual, potential, or assumed loss of profits or revenues, or for any collateral costs, which may result from any loss or damage to any Exhibitor's materials which may make it impossible or impractical to exhibit same.
7. Expo Advantage USA, Inc. liability shall be limited to any loss or damage which may result solely from Expo Advantage's negligence in the actual physical handling of the items comprising a shipment and not for any other type of loss or damage.
8. Expo Advantage USA, Inc. is not an insurer. Insurance, if any, shall be obtained by the Exhibitor. It is
suggested that Exhibitors arrange all risk coverage. This is done by adding "riders" to existing policies.
BE SURE YOUR MATERIALS ARE INSURED from the time they leave your firm until they are returned after show. Be sure your liability insurance is in effect at the showsite. Contact your representative for further information.
9. The amounts payable to Expo Advantage USA, Inc. hereunder are based on the value of the material handling services and the scope of liability herein set forth. These amounts are unrelated to the value of the Exhibitor's property being handled. Because it is impractical and extreme difficult to fix the value of each shipment handled by Expo Advantage USA, Inc., Expo Advantage DOES NOT PROVIDE FULL LIABILITY should loss or damage occur. Should Expo Advantage USA, Inc. be found liable for loss or damage, the liability shall be limited to the specific article which was physically lost or damaged. Such liability shall be limited to $0.10 per pound, per article with a maximum liability of $50.00 per item or $1,000.00 per shipment, whichever is less, as the exclusive remedy and agreed upon damages and not as a penalty. The irrespective of cause or origin, results directly or indirectly to property from the performance or non-performance of obligations imposed by the offering of material handling services to exhibitors.
10. Expo Advantage USA, Inc. shall not be liable to any extent whatsoever for loss or damage to Exhibitor's materials while same are consigned to "empty" storage. This shall apply to any and all materials removed from storage. This shall also apply to any and all materials removed from the show floor and stored during the show. Expo Advantage USA, Inc. does not supply security unless specifically requested in writing. Such requests will be accommodated with all charges incurred invoiced to the requesting Exhibitor(s) or their designated contractor(s), which ever may apply.
11. Claims for loss or damage must be submitted to Expo Advantage USA, Inc. by the close of show. No suit or actions shall be brought against Expo Advantage USA, Inc. more than one (1) year after the actual date of the close of show.
12. In connection with the receipt, handling, temporary storage and reloading of Exhibitor's materials, Expo Advantage USA, Inc. will provide services as the agent of the Exhibitor, and not as bailee or shipper. If any employee of Expo Advantage USA, Inc. shall sign a delivery receipt, bill of lading or other document, they will do so as the Exhibitor's agent and the Exhibitor accepts the responsibility thereof.
13. In order to expedite the removal of materials from the showsite, Expo Advantage USA, Inc. shall have the authority to change Exhibitor designated carriers in the event that such carriers do not pick-up on time or refuse the shipment. Where no disposition is made by the Exhibitor, materials will be taken to Expo Advantage USA, Inc. warehouse to await Exhibitor's shipping instructions. The Exhibitor is responsible for charges relating to such handling and for making all the necessary arrangement's for their carrier to pick-up their shipment. No liability will be assumed by Expo Advantage USA, Inc. as a result of such re-routing or handling.
14. All questions relating to classification of Exhibitor's materials, rates charged or weights used to determine material handling charges shall be submitted to Expo Advantage USA, Inc.'s office on the invoice within thirty (30) days of the date of the invoice. Complaints received after such period shall not be considered and payment of the invoice shall be made in full.
15. Expo Advantage USA, Inc. shall have control of all traffic into and out of the showsite to prevent tie ups in loading areas, to keep aisles clear, and to provide an orderly and efficient operation for the show as a whole.
16. Expo Advantage USA, Inc. will not be held liable for delays caused by building equipment failures such as loading dock equipment, elevators and escalators.
PLEASE NOTE THE FOLLOWING . . .
The consignment or delivery to Expo Advantage USA, Inc. by an Exhibitor or by any shipper on behalf of the Exhibitor, shall be construed as an acceptance by such Exhibitor (and/or shipper) to the terms and conditions set forth herein Sections 1 through 16. Claims for loss or damage cannot be processed until all invoices for the services performed by Expo Advantage USA, Inc. have been paid in full.
Labor Union Guidelines for the New York Area
There are four (4) major unions that have jurisdiction over trade shows. The following should help guide you in conforming to union jurisdiction and its adherence to them when required.
TEAMSTERS UNION
Teamsters handle freight at the exhibit hall. They unload trucks or vehicles. They also provide rigging of machinery, moving services and spot machinery in your booth. The normal rigging crew consists of three (3) men. Customarily, this service must be ordered as needed at the exhibitor's expense.
CARPENTERS UNION
Carpenters handle the erection and dismantling of display and exhibit booths. This also includes all display work. Carpenters uncrate and re-crate machinery and/or equipment.