GENERAL STAND INFORMATION

Section 3.1

This General Stand Information is to be used in conjunction with the RES (Rosemont Exposition Services, Inc.) Exhibitor Manual.


Exhibition Hours  

The exhibition will be open to visitors on:

BUILD UP / CONSTRUCTION PERIOD

 

Build Up (Construction of exhibits)

Sunday October 26  8.00 A.M. - 6.00 P.M. - Monday October 27  8.00 A.M. - 6.00 P.M.

Hall Access during the build up period:

All exhibitors and constructions staff must obtain and wear "Exhibitor Staff Badges" to gain access to the halls during the build up period. Apply for Staff Badges on-line prior to the exhibition or pick up badges from the registration counter located in the foyer of the Convention Center.
 

Deliveries – Freight and Small Package

Freight Delivery:

All vehicles delivering freight or picking up at the Donald E. Stephens Convention Center must check in at the RES marshalling Area. After checking in, the vehicle will be directed to the proper door or dock for unloading or loading. Please make sure instructions and maps get forwarded to the trucking company representatives responsible for the shipping arrangements. Click Here for map.

Advance Warehouse Shipping:

Freight can delivered no later than 23 October 2008 to:

Rosemont Exposition Services, Inc.
3412 River Road
Franklin Park, IL 60131 U.S.A.

Arrangements muster be made prior to shipment. Please contact RES.

Small Package Delivery:

Small packages may be delivered to Rosemont Exposition Services, Inc. and they will be delivered during build-up. Packages should be clearly marked as follows:

To:  ...........................................................................................................................................
              EXHIBITING COMPANY NAME
Booth Number .........................................................................................................................

CWIEME Chicago 2008

c/o Rosemont Exhibition Services, Inc.
Donald E. Stephens Convention Center
9300 Williams Street,
Rosemont, IL 60018  U.S.A.

Deliveries on October 24-27, 2008 only. - NOTE: No deliveries will be accepted on Sunday, 26 October, 2008

The Organizer will not accept financial liability for such items.

Crate, Pallets and Box Storage

Inflammable materials, particularly paper and packaging materials may not be stored in the hall. Please have your contractors remove packing materials after delivery of exhibits.

All crates, pallets and packing materials must be removed by 4.00pm on Monday October 27 so that aisles can be carpeted and the halls cleaned prior to the exhibition opening. Please note that items too large or heavy to be easily carried may not be brought into the hall during public open hours.
 

Unions - What an Exhibitor can do and cannot do

Recent work - rules modifications now enable exhibitors to perform several set-up tasks which in the past were under jurisdiction. Each of these are itemized below, and must be completed by a full time employee of the exhibiting company.

1. Exhibitors may set up and dismantle their own booth displays provided their exhibit space is 300 square feet or less (e.g. 10' x 30') in size and does not require power tools.

2. Exhibitors may affix clamp-on lights to the top of their booth displays provided no power tools, ladders, chairs or furniture are required to do so. This applies to booths up to 300 square feet in size only.

3. Exhibitors may calibrate and do repair work on internal circuit boards, do interconnecting of peripheral equipment, provided cable does not exceed 20' in length, and do the programming of machinery.

4. Exhibitors may do the connection of lighting, video equipment and light bulbs to an electrical outlet when the outlet has been ordered by the exhibitor.

5. Exhibitors may hang up to ten small pictures, graphic, logos, etc. onto a backwall display when such items are designed to be affixed by pre-set Velcro strips, permanently mounted hooks, or snaps.

6. Exhibitors may skirt tables provided they do so with their own custom fit skirts, without the use of staples, velcro or snaps.

7. Exhibitors may hand carry small packages, pop-up displays and desktop computer equipment provided it can be done without the use of a fork-lift, flatcart or dollie, only from a designated parking area.

8. Exhibitors may inflate balloons provided they are intended as a show give-away item and not used for display purposes.

9. Video taping may be done by exhibitors within the confines of their own booth using equipment owned or rented by the exhibiting company, provided such taping does not conflict with show management regulations, and does not require power tools or ladders.

10. Exhibitors may un-pack, re-pack and set out their own product line within the booth for display purposes, provided the product is not machinery.

11. Exhibitors having booths of 300 square feet or less may use hand tools such as screwdrivers, pliers, scissors, or allen-type wrenches to perform work within their booths.
    
    Go to "Labor Union Guidelines" for additional information.
     

Compressed Air

Plumbers Union plumbers handle all plumbing work such as compressed air, water/drain, or natural gas. Order these items through RES, Inc.

Electricity – Light and Power Connections

Electrical Union electricians handle all electrical work, which includes supplying power lines to your booth, connecting equipment to the proper outlets, installing any signs or headers that are lighted, unless they are permanently attached to the exhibit backwall, and the running of cable within the exhibitors booth. Order these items through RES, Inc.

Electrical Requirements – Shell Scheme

One Spotlight is provided for every 30 sq ft where the shell scheme option has been purchased. The voltage is 220 and the power loading is up to 1.5k Watts. Please order your additional power requirements using the form in the RES Exhibitors Manual Manual. Please enclose a sketch showing where the extra fittings should be installed. Stand power will be turned on one hour before the opening of the show until immediately after closing. Requests for changes that arise during build-up should be channeled through RES, Inc.

NB: Lighting and other electrical installations on the stand must only be carried out by RES, Inc.. The electrical installation on your stand must be according to the current edition of the Rules and Regulations laid down by the Local Authority and the venue.

Exhibition Catalogues

Each visitor and exhibitor will receive an official catalogue free of charge. Contracted Exhibitors are each given a free 50 word entry in the Exhibition Catalogue. Data can only be accepted by E-mail, Click here for more information. Please take special note of the deadlines.

Exhibition Hall Cleaning

The aisles will be cleaned daily before the show opens. Where exhibitors have purchased the shell scheme package, stand floors will be cleaned prior to the opening day. THIS WILL NOT INCLUDE PACKING MATERIALS, PALLETS, ETC. Packing Materials must be placed in the original crates.The staff do not clean displays or furniture.

Exhibitor / Contractor Passes

Exhibitor name badges, issued by the Organizer, will also act as a pass. They must be requested in advance from our UK Office, Click Here for details and order form. On the final day, contractors and exhibitor’s removal staff will not be allowed into the exhibition until the close of the show.
 

Fascia - Company Name Board – Shell Scheme

These are provided free of charge to each exhibitor ordering Pipe & Drape Booths and Shell Scheme booths. Click Here for details and order form. Custom name signs with company logo are available. Contact RES, Inc. direct.


Fixing Display Materials to Stand / Booth Walls – Shell Scheme

Stand walls are finished in white board. Display materials and exhibits up to the weight of 1KG may be fixed using hook and loop Velcro dots. Nothing may be fixed to the stand with screws, nails or glue.

Floor

The hall has a concrete floor that will be covered with carpet. Shell Scheme booths are also carpeted. (Pipe and Drape booths and Free build booths are not supplied with carpet.)

Flowers

Flowers and plants are available. Order forms are in the RES, Inc. Exhibitors Manual.


Furniture

Exhibitors may provide their own furniture. We suggest that you rent furniture from a specialist company. The advantages are that the furniture is delivered, clean and ready to use to your stand. Furniture order forms are in the RES, Inc. Exhibitor Manual.

Empty rented cabinets and display counters as soon as possible after the exhibition ends on the last day. These items are usually removed from the exhibition hall very quickly following the close of the exhibition.

Garbage Disposal

The exhibition management provides general cleaning of the aisle carpet only. If you require booth cleaning, you must contract for it by using the RES, Inc. form in the Exhibitor Manual. Booth cleaning is included with the Shell Scheme booth option.  

Stands must be left clean and tidy - exhibitors will be charged for any cleaning which has to be carried out by Management before and after the event. Waste left on stands will be charged $200.00 per cubic meter by Management.

IT IS THE RESPONSIBILITY OF EXHIBITORS TO DISPOSE OF ALL PACKING MATERIALS AND OTHER GARBAGE PRIOR TO AND AFTER THE EXHIBITION. EXHIBITORS WILL BE INVOICED FOR ANY GARBAGE NOT DISPOSED OF.

Hotel Accommodation

Click Here for a list of hotels.

Insurance

While we take every precaution to protect your property during the exhibition, we are not responsible for any loss or damage. We strongly advise that you insure your property against loss, though this is entirely optional. You should include rented equipment and furniture, for which you are liable. You are also responsible for any legal liability in respect of injury or damage to property belonging to third parties. You may further wish to protect your expenditures against Abandonment and Cancellation or Curtailment of the event due to circumstances beyond our control.

Large And Heavy Exhibits

Please supply details of any such exhibits which will have a floor loading greater than 1000kg/square meter. The Mangement must authorize such exhibits.

Polystyrene

Due to fire risks, polythene and polystyrene items are NOT permitted. This specifically applies to plastic artificial flowers. The only exception is where a complete coating of plaster of Paris 5mm thick is applied.

Presentation Elements (Display Cases, Etc.)
 
Presentation elements are items such as display cases, counters and furniture other than tables and chairs. These items are available from RES, Inc. (see RES, Inc. Exhibitor Manual).

Stand Construction Heights

There is a ceiling height restriction of 19' 6" in the main area of Hall A.  However, if any items exceed the height of the standard walls (2.5 meters) agreement must be sought from the neighboring booth and plans of the booth must be submitted to our USA office in advance for authorization. If applicable, exhibitors MUST send two sets of constructional plans to our USA Office. The plans must arrive by 15 August 2008 so we can get approval from the venue and local authority. This does not apply to lightweight displays within the shell scheme. Booths may not be closed on any side that faces areas accessible to the public. The booths and mode of presentation of the exhibits must be of a kind that has a direct appeal to the potential customer.

Booth Dimensions – Shell Scheme

Various Shell Scheme designs are available from RES, Inc. and are shown in the Exhibitor Manual.


Booth Staff / Translators

Temporary staff, Hostess and Translation service are available. Order form in the Messe Exhibition Service Folder

Suspended Constructions

Approval must be obtained for all constructions suspended from the ceilings of the Halls, or from ceiling constructions, which must comply with the Donald E Stephens Convention Center Regulations. No outside persons are permitted access to any sections of the false ceiling.

Telephones / Telecommunications

Telephones, Fax machines and internet lines will be installed and connected by RES, Inc., who will also collect call charges and installation costs directly from the exhibitor. Order form in the RES, Inc. Exhibitor Manual.

DURING THE EXHIBITION
 

Canvassing Prohibition
 
The exhibitor may distribute leaflets and carrier bags etc. only from his own booth. This may not be carried out in the aisles or in the areas at the entrance to the exhibition without the managements permission. Canvassing of visitors may only be carried out on the contracted exhibitor’s booth. Canvassing by non-exhibitors is expressly forbidden and we request that exhibitors notify the organizers so that offenders may be removed from the exhibition site.

Catering Information

Snacks, coffee, tea and alcoholic drinks will be on sale at the restaurants within the exhibition halls. It is not permissible to bring any food or drink into the exhibition from outside of the complex. This particularly applies to booth catering. Rosemont Catering Company has exclusive food, beverage and liquor distribution rights within the Donald E. Stephens Convention Center. All food, beverage and liquor items used to generate traffic to a specific booth must be purchased through Rosemont Catering.

Equipment Demonstrations and Noise Level

The use of microphones and audio equipment is permitted, but the volume must not be such as to cause any annoyance to other exhibitors. Noise should not exceed a level of 75 dBA on the boundaries of the booth. The Organizers reserve the right to prohibit their use if, in the Organizer's opinion, any annoyance is being caused. The Organizer's decision is final. Every effort should be made to avoid excessive noise.

Maintenance – After Hours Working on your Stand

Exhibitors who wish to carry out maintenance work on their booth after the exhibition closes must inform the Organisers by 4.00 P.M. on the same day. This is to enable arrangements for power, lighting and security to be made.

Photographic Services

You can take photographs of only your own booth or you may employ a photographer to do so on your behalf. Order form in the RES, Inc Exhibitor Manual. Photography of other booths and exhibitors display is absolutely forbidden.

Security

Uniformed security staff control entry to the building. Please ensure that all exhibition personnel wear their badges at all times.

Do not rely upon locked cabinets on your stand over night for secure storage of valuable items.

Please also ensure that you have taken out adequate insurance cover.

Smoking & Naked Lights

Smoking is not permitted in any public areas in Illinois. Special application must be made if flame or naked lights are to be used for cooking, heating or other operating purposes.

Stand Cleaning
 
Shell scheme stands will be cleaned daily. Exhibitors who have not purchased the shell scheme option should make their own cleaning arrangements. Order form in the RES, Inc. Exhibitore Manual covers all cleaning services, including daily cleaning of exhibits, vacuuming and cleaning prior to the event.

BREAK DOWN / DISMANTLING PERIOD

 

Dilapidation

The Donald E. Stephens Convention Center require any damage to the venue walls, pillars, carpet, stands or any part of the premises to be made good at the exhibitor’s expense.

Dismantling Of Exhibits (Breakdown)

The exhibition ends at 3.30 P.M on the final day. You must not dismantle your stand until after this time. No exhibits will be allowed out of the hall until 4.00 P.M. Exhibitors will not be allowed to take fittings, equipment etc. out of the building before breakdown without authorization in writing from the organizers.

Please do not leave valuable property unattended during the breakdown of the exhibition:
Thursday 30 October 4.00 P.M. - 10.00 P.M.
Friday 31 October   8.00 A.M. - 5.00 P.M.


ALL EXHIBITS AND DISPLAYS MUST BE REMOVED BY FRIDAY JUNE 13, AT 5.00 P.M.
ANY EXHIBITS LEFT IN THE HALL WILL BE REMOVED AT EXHIBITOR’S EXPENSE OR BE CHARGED BY RES, INC. FOR STORAGE.

YOU WILL BE CHARGED FOR DISPOSAL OF ANY REFUSE OF ANY KIND LEFT IN OR ON YOUR BOOTH/AREA.

Security Of Your Property

Booth breakdown starts at 4.00 P.M. on Thursday. The first hour is always extremely hectic. Please keep a careful watch on your property at this time. Thefts (and legitimate mistakes) can very easily occur.
RES, Inc.offers personnel to provide stand security cover and for receptions and other events. Order form in the RES, Inc. Exhibitors Manual.

Troubleshooting

If an exhibitor has a problem during any phase of the Exhibition that cannot be satisfactorily resolved by the appropriate service contractor, the exhibitor should come to the Organizer’s Office for assistance.

Vehicle Access

All vehicles delivering freight or picking up at the Donald E. Stephens Convention Center must check in at the RES marshalling Area. After checking in, the vehicle will be directed to the proper door or dock for unloading or loading. Please make sure instructions and maps get forwarded to the trucking company representatives responsible for the shipping arrangements. Click Here for map.