Exhibitor Manual (eManual)

Use the links below to jump to the section of your interest.

• Exhibitor Check List
• Move-in, Show and Move Out Hours
• Show Information (A-Z)

For assistance, please contact our Exhibitor Service Department at 203-840-5602, or inquiry@isc.reedexpo.com

Exhibitor Checklist

PLEASE NOTE: Double-check the dates for these services by going to the forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below. The responsibility lies with the exhibitor.

The following have no deadlines but the sooner you order the better…

Move-In, Show and Move-out Hours

2012 Move-in and Set-up Hours

The installation of exhibits will take place during the following schedule.  

2012 Show Hours:

*Badged exhibitors will have access to the Exhibit Hall at 8:00am each morning.

2012 Dismantling and Move-out Hours:

In accordance with the display rules and regulations, no exhibits or display may be dismantled before the official close of the show on Thursday, November 29 at 2:00pm.

In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall at any time, including infants. There will be no exceptions.

Show Information (A-Z Guide)

AGE RESTRICTIONS:
In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall at any time. There will be no exceptions.

AUDIO VISUAL:
KVL is the official audio/visual services. They will maintain a full staff on site. Refer to the Official Contractors section of this manual for order form.

BOOTH FURNISHINGS:
Booth equipment, services and furnishings are available through the Official General Contractor, FREEMAN. Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all forms. Refer to the General Contractor section of this manual for order forms.

BUSINESS CENTER:
FEDEX Office will operate a full service business center on-site to provide copy and fax services and small package shipping, etc. Located in the Crystal Palace on Level 3. Refer to the Facility & Utility section of this manual for order forms.

CARPET:
All booths must be carpeted. Refer to the General Contractor section of this manual for order forms.

CATERING:
Centerplate has exclusive rights to all catering in the facility. Menus can be found in the Facility & Utility section of this manual for order forms.

CLEANING:
Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth -- vacuuming, shampooing, trash removal– you can order these services. Show Management does not provide cleaning or vacuuming for booth carpet at any time. Refer to the Facility & Utility section of this manual for order forms.

COMPUTER RENTAL:
NMR Staging & Events is the official computer supplier. They will maintain a full staff on site for all of your computer needs. Refer to the Official Contractors section of this manual for order forms.

COPYRIGHTED MUSIC:
If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.

The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:

Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.

CRATE REMOVAL, STORAGE AND RETURN:
Empty crates will be removed to storage and returned to your booth at the end of the Show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth. Empty stickers are available at the Freeman Service Desk. Do Not store merchandise in crates or cartons marked for empty storage.

DISPLAY RULES AND REGULATIONS:
The following rules and guidelines specify what an exhibitor can and cannot do with his booth space. These rules and guidelines are based on the physical characteristics of the Exhibit Hall, they intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.

DEMONSTRATION AREAS:
Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule.

When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other Exhibitors. Aisles may not be obstructed at any time.

DEMONSTRATION EQUIPMENT:
Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.

EXPOSED AREAS MUST BE FINISHED:
All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle.

In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back wall completely will not be allowed.

Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR / ACCESSIBLE

GRAPHICS ON NEIGHBORS' SIDE:
The backside of walls - the common border facing a neighboring booth - must be clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.

HEIGHT LIMITATIONS:
ISC East 2012 follows the cubic content rule, which allows exhibitors to make maximum use of their booth space. Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.

Examples of Cubic Content

PLEASE NOTE: Nothing will be permitted above these maximum heights, including signs, banners, truss structures, lighting, and display materials.

ELECTRICAL:
All electrical work will be done exclusively by Javits Convention Center electricians. Refer to the Facility & Utility section of this manual for order forms.

EXHIBITOR REGISTRATION:
Exhibitor staff personnel wishing to enter the exhibit floor must wear an Exhibitor Badge at all times. Refer to the Exhibitor Badges & Lead Retrieval section for order information.

EXHIBITOR SERVICE AREA:
FREEMAN will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will also be set up in this area as well. Refer to the Quick Facts page in the General Contractor section for hours of operation.

All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.

The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact Show Management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.

FIRE AND SAFETY REGULATIONS:
The City of New York Fire Marshal, in conjunction with the Javits Center, has very specific Fire Safety Regulations and permit requirements regarding display material within the exhibit hall.

FLORAL/PLANT RENTAL:
Spring Valley Floral is the official florist. A service representative will be available on-site. Refer to the Official Contractor section of this manual for order forms.

GREEN INITIATIVES:
ISC East is committed to a reduce, reuse, recycle approach to planning and producing our shows. Recycling waste, trash and other paper products and using recycled products are just a few of the steps we have taken toward “green” tradeshow experience.

For example sending out this Service Manual in a web based format conserves over 150,000 pieces of paper previously used for the 3-ring binder format!

Here are a few examples of what you can do to help the environment:

• Reduce, Reuse, Recycle
• Sign your office up for a recycling program: paper, plastic, cans, etc.
• Develop an online ordering system for your buyers.
• Reduce marketing on paper by opting for more electronic communication, email attendees after the show.
• Design your booth display to last for 5 years or longer using natural fibers.
• Practice Green Purchasing were ever possible by specifying Environmentally Preferable Products (EPP). These products or services contain recycled content, minimize waste, conserve energy or water, and reduce the amount of toxics disposed or consumed.
• Reduce packing material by utilizing recyclable materials and take advantage of convention center recycling options for packaging.
• Donate extra amenities or promotional products to local charities rather than shipping them back or tossing them in the trash.

Reed Exhibitions has implemented the following programs and purchasing habits in an effort to reduce the amount of waste generated and encourage our clients and vendors to Reduce, Reuse and Recycle whenever possible.

• We have successfully implemented Express Badge on many shows, allowing attendees to print their badge on demand at show site. This process reduces the printing and mailing of unnecessary badges.
• Our offices are set up to recycle paper, plastic, cans.
• We design a show look for a minimum of 3 year lifecycle and recycle graphics for the same period.
• We have reduced paper communications both internally and externally by opting for electronic communication.
• Producing an on-line exhibitor manual reduces our paper consumption by over 150,000 sheets on this show alone.
• Where ever possible we partner with local charities to provide donation opportunities for our exhibitors as a way to “reuse” leftover products and merchandise, thus saving on packing materials and carbon emissions by not shipping home. A great way to “Reuse” material for a good cause.

Hotel/Travel Discounts
Call the ISC East Travel Desk at 800-388-8821 or 312-527-7300 or visit our Hotel & Travel page for details on hotels and important deadlines.

INTERNATIONAL SHIPPING:
TWI Group is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport.  It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. The exhibitor must insure that all documents are valid and complete and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. Refer to the Shipping Information section of this manual for order forms and additional information.

LABOR REGULATIONS:
The City of New York has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. FREEMAN is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the General Contractor section. If you have any further questions or would like a quote for labor services, you may contact FREEMAN directly at 201-299-7575.

Exhibitors using contractors other than FREEMAN for labor and/or supervision must return the Exhibitor Appointed Contractor form to Show Management prior to September 26, 2012. NO EXCEPTIONS CAN BE MADE AFTER THIS DATE. Refer to the Exhibitor Appointed Contractor section of this manual for order forms and additional information.

LEAD RETRIEVAL SYSTEMS:
Refer to the Exhibitor Badges & Lead Retrieval section of this manual for order forms.

LIABILITY AND INSURANCE:
Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.

If you are not insured but would like to be for this particular event, we have contracted with John Buttine Insurance Inc. Visit the website to complete the online application.

LICENSE AGREEMENT:
Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor’s responsibility to adhere to all rules pertaining to your license agreement.

MATERIAL HANDLING (DRAYAGE) SERVICES:
FREEMAN is the exclusive material handling provider on the exhibit floor. They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Javits Convention Center. Material handling includes return of your empty cartons and crates at the close of the Show. Refer to the General Contractor section of this manual for order forms.

PHOTOGRAPHY:
Oscar Einzig Photography Services is the official photographer. Refer to the Official Contractors section of this manual for order information.

SECURITY:
Show Management will provide perimeter security personnel on a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent losses; however the final responsibility lies with the exhibitor. If you have items in your booth that are vulnerable to theft, take advantage of the complimentary storage room to lock up your merchandise during non-show hours. Refer to the Official Contractors section of this manual for information on ordering additional security for your booth.

SHIPPING:
Refer to the Shipping Information section for information on how to address your shipments and your shipping options. Advance warehouse shipments must be delivered between November 2, 2012 and November 19, 2012. Show site shipments will be received at the exhibit facility starting November 26, 2012.

SOUND LEVELS:
Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.

TELEPHONE SERVICES/INTERNET LINES:
All telecommunication services including internet lines will be handled through the Javits Convention Center. Refer to the Facility & Utility section of this manual for order forms.

VENDOR INVOICES:
Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies. If there is any question as to the charges made, please consult with our show representatives before paying the bill. Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.