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 2014 Exhibitor Manual Instructions & Forms Show Management & Important Contact Information 2 The FACTS Exhibitor Services Checklist & Timeline 3 4 5‐6 Standard Room (Converted Sleeping Room) Exhibiting Information: Floors 3, 4, 12 Meeting Room Exhibiting Information: All Lower Level & Lobby Level, Rosemont 1, 2, 3, 4, O'Hare 1, 2, Ambassador 9 Table Top Exhibiting Information: Ear Gear Expo, Audiophile Marketplace 10 Exhibiting Information for All Exhibitors 11‐14 Rules & Regulations Electrical Information Form – Meeting Room Exhibitors Only 7‐8 15‐16 AFC LS Freight Handling 17‐23 Convention & Exhibit Service Order Form 24 Northern Greenhouses (Floral Vendor) Order Form 25 PSAV (AV Vendor) Order Form 26 EAC Form 27 IDOR‐6‐SETR, Special Event Tax Collection Report 28 Westin Shuttle / Driving Directions 29 Contacts & Phone Numbers Show Management The following is a list of key contacts at AXPONA. Feel free to contact any one from show management should you have any questions or concerns. NAME TITLE TELEPHONE NUMBER E‐MAIL ADDRESS Lou Mancini Operations 203‐371‐6322 ext 211 [email protected] Melissa Harrington Exhibitor Services Coordinator 203‐371‐6322 ext 212 [email protected] Joelle Coretti Marketing 203‐371‐6322 ext 209 [email protected] Stephen Davis Dir. of Sales, Industry Relations 386‐586‐5720 [email protected] Carmen Davis Sales Coordinator 386‐586‐5720 [email protected] Liz Miller Seminars 203‐371‐6322 ext 203 [email protected] Dawn Jeffrey Registration 203‐371‐6322 ext 206 [email protected] Vendors COMPANY CONTACT TELEPHONE NUMBER EMAIL ADDRESS AFC LS – Freight Felicia Burton 877‐837‐3178 [email protected] The FACTS
Venue Location Westin O’Hare 6100 N River Road Rosemont, IL 60018 Exhibition Dates & Times Friday, April 25 10:00 AM – 6:00 PM Saturday, April 26 10:00 AM – 6:00 PM Sunday, April 27 10:00 AM – 4:00 PM Exhibitor Move‐In Dates & Times Thursday, April 24 8:00 AM ‐ 4:00 PM All freight needs to be delivered before exhibitors can set up. All exhibits must be fully installed by 4:00 PM on Thursday, April 24th. Exhibitor Move‐Out Dates & Times Sunday, April 27 4:00 PM – 10:00 PM Exhibitor Badge Pick Up Dates & Times Thursday, April 24 8:00 AM – 4:00 PM All exhibits must be fully installed by 4:00 PM on Thursday, April 24th. Friday, April 25 9:00 AM – 6:00 PM Saturday, April 26 9:00 AM – 6:00 PM Sunday, April 27 9:00 AM – 4:00 PM Checklist & Timeline ‐ Exhibitor Services
Due Date
Services
Feb 26 Exhibitor Listing for Event Guide
Extended to March 21
Pre ‐ Show
Mar 21
Provided by
Phone
203.371.6322
Notes/Code
Deadline to submit information or make changes to your exhibitor listing for the printed Event Guide. Submit info or send questions to: [email protected]
AXPONA
203.371.6322
Westin O'Hare
847.698.6000
Fax forms to 203.371.8894 Att: Melissa Harrington
[email protected] Email forms to:
[email protected]
Email form to:
Westin O'Hare
847.698.6000
AFC LS
AFC LS
877.837.3178
877.837.3178
203.371.6322
Apr 8
Apr 19
Certificate of Insurance
EAC Form
Convention & Exhibit Services Order Form
Electrical
Internet
etc. Sleeping Rooms
Block Code: AXPONA
Shipping ‐ Warehouse Receiving Shipping Deadline ‐ Warehouse Receiving
Apr 21
Exhibitor Badge Registration‐Online
AXPONA
Apr 23
Apr 24
Dealer/Manufacturer Meeting & Banquet
Warehouse Freight Delivered
Direct Shipments Accepted
Hand Carried Items Allowed
4:00 ‐ 8:00 PM
Freight should be in your exhibit space by 8:00 AM
8:00 AM ‐ 4:00 PM
8:00 AM ‐ 4:00 PM
Setup Hours: 8:00 AM ‐ 4:00 PM
6:30 ‐ 8:30 PM
Mar 21
Mar 24
At Show
AXPONA
Exhibitor Reception
Discount Rate Expires. Visit,
http://www.axpona.com/travel.asp
Now accepting shipments at the warehouse
AFC LS needs your shipment by today! Shipments received after today are subject to a $75 late fee.
Register your staff by today!
Apr 25
Exhibit Hours: 10:00 AM ‐ 6:00 PM
Apr 26
Apr 27
Exhibit Hours: 10:00 AM ‐ 6:00 PM
Exhibit Hours: 10:00 AM ‐ 4:00 PM
Posst Show
Move Out Hours: 4:00 ‐ 10:00 PM
April 29
Shipping ‐ Warehouse Pick Up
May 7
Tax Form IDOR‐6‐SETR due to Illinois Department of Revenue Services. For more information visit:
AFC LS
877.837.3178
Freight can be picked up from the warehouse now
http://www.revenue.state.il.us/individuals/salesandrelated/fairs.htm If you have any questions about any of the items on this checklist contact Melissa (Tradeshow Coordinator) at 203.371.6322 or [email protected]
Status
Standard Room (Converted Sleeping Rooms) Exhibiting Information: Floors 3, 4, 12 (Specific to standard room exhibitors. More information can be found on the “All Exhibitors Exhibiting Information” document) Furniture Removal The hotel will remove the mattress, box spring, bed frame, desk & desk chair from the standard room. The night stand, dresser, TV, lounge chair, side table and lamps will remain in the room. Exhibitors are not permitted to move furniture within the room that will cause damage to the furniture or room. Anything moved must be returned to its original placement before checking out. Damage fees will apply at the Westin’s discretion. Electrical Each outlet in the room is equipped with 20 amps. Exhibitors cannot order additional electric. Exhibitors will be allowed to provide and use their own UL approved extension cords and power strips within the limits of their assigned space. All cords must meet 20amp certification. All cords need to be secured in a neat and safe fashion. Gaff tape is the only acceptable form of tape to be used on hotel carpet. Exhibitors can rent power strips and extension cords from the Westin O’Hare. Use the Convention & Exhibit Service Order Form to order. Orders should be place by March 12th. Pipe and Drape If you need to order pipe and drape for your exhibit space contact Scott Lema, Sales Manager – PSAV, 847‐698‐3747. Signage Standard room exhibitors are allowed to have signs within the confines of their room but they must be freestanding signs. The signs may not be affixed to, hung on, set on or set up against anything in the room including the door and sprinkler heads. Absolutely nothing can be hung off of or on the fire sprinklers in your room. Signage is not allowed to block or otherwise interfere with the fire sprinklers. Standard room exhibitors are allowed to have free standing signs just outside of their exhibit space but they must be positioned against the wall, not in the middle of the hallway. They must lay flat against the wall. Free standing signs like the image to the right are ideal. Continue to next page to see Room Dimensions… Room Dimensions Meeting Room Exhibiting Information: All Lower Level & Lobby Level, Rosemont 1, 2, 3, 4, O’Hare 1, 2, Ambassador (Specific to meeting room exhibitors. More information can be found on the “All Exhibitors Exhibiting Information” document) Electrical Due: March 21 Exhibitors needing electrical must notify AXPONA by submitting the Electrical Information Form no later than March 21st. Forms should be sent to Melissa Harrington at [email protected]. Please note: The Electrical Information Form is not the Convention & Exhibit Service Order Form. Each room’s electrical is unique therefore we are requesting your needs in advance to avoid any issues on site. Meeting rooms have standard power, 20 amp service. Exhibitors will be allowed to provide and use their own UL approved extension cords and power strips within the limits of their assigned space. All cords must meet 20amp certification. All cords need to be secured in a neat and safe fashion. Gaff tape is the only acceptable form of tape to be used on hotel carpet. Exhibitors can rent power strips and extension cords from the Westin. Use the Convention & Exhibit Service Order Form to order. Furniture Included (4) tables with tablecloths (8) chairs Pipe and Drape If you need to order pipe and drape for your exhibit space contact Scott Lema, Sales Manager – PSAV, 847‐698‐3747. Telephone Services Due: March 21 A dedicated phone line may be ordered using the Convention & Exhibit Service Order Form. Signage Meeting room exhibitors are allowed to have signs within the confines of their room but they must be freestanding signs. The signs may not be affixed to, hung on, set on or set up against anything in the room including the door and sprinkler heads. Absolutely nothing can be hung off of or on the fire sprinklers in your room. Signage is not allowed to block or otherwise interfere with the fire sprinklers. Meeting room exhibitors are allowed to have free standing signs just outside of their exhibit space but they must be positioned against the wall, not in the middle of the hallway. They must lay flat against the wall. Free standing signs like the image to the right are ideal. Room Dimensions on next page… Room Dimensions Meeting Room Name Garland Clark Sherman Seneca Banks Burton Washington Wells Wabash Director's Suite Parlor Schiller Streeter State Director's B Director's A Director's A / B Dearborn Division Terrace Madison Lakeshore B LaSalle Salon B LaSalle Salon A LaSalle Salon C Lakeshore A LaSalle Salon AB Grand Ballroom Salon B Executive Forum LaSalle Salon BC Grand Ballroom Salon C Lakeshore Room Grand Ballroom Salon A LaSalle Ballroom Grand Ballroom Salon BC Grand Ballroom Salon AB Grand Ballroom Rosemont 4 Rosemont 3 Rosemont 2 Rosemont 1 O'Hare 2 O'Hare 1 Floor Number 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 3 3 3 3 12 12 Length x Width Feet Meters 14'*15' 4.27*4.57 19'*13' 5.79*3.96 20'*15' 6.1*4.57 20'*15' 6.1*4.57 28'*16' 8.53*4.88 28'*16' 8.53*4.88 28'*16' 8.53*4.88 28'*16' 8.53*4.88 28'*16' 8.53*4.88 26'*26' 7.92*7.92 27'*28' 8.23*8.53 27'*28' 8.23*8.53 27'*28' 8.23*8.53 34'*30' 10.36*9.14 34'*30' 10.36*9.14 68'*30' 20.73*9.14 29'*25' 8.84*7.62 29'*26' 8.84*7.92 24'*34' 7.32*10.36 58'*25' 17.68*7.62 33'*50' 10.06*15.24 59'*30' 17.98*9.14 59'*30' 17.98*9.14 59'*32' 17.98*9.75 34'*60' 10.36*18.29 188'*60' 57.3*18.29 44'*81' 13.41*24.69 58'*62' 17.68*18.9 188'*62' 57.3*18.9 47'*81' 14.33*24.69 67'*60' 20.42*18.29 58'*81' 17.68*24.69 92'*59' 28.04*17.98 6'7"*162' 2.01*49.38 102'*162' 31.09*49.38 149'*81' 45.42*24.69 18'*43' 5.49*13.11 18'*43' 5.49*13.11 18'*43' 5.49*13.11 18'*43' 5.49*13.11 18'*43' 5.49*13.11 18'*43' 5.49*13.11 Ceiling Height Area Feet Meters Sq.Feet Sq.Meters 10'‐10' 3.05‐3.05 210 19 10'‐10' 3.05‐3.05 247 22 10'‐10' 3.05‐3.05 300 27 10'‐10' 3.05‐3.05 300 27 10'‐10' 3.05‐3.05 448 41 10'‐10' 3.05‐3.05 448 41 10'‐10' 3.05‐3.05 448 41 10'‐10' 3.05‐3.05 448 41 10'‐10' 3.05‐3.05 448 41 10'‐10' 3.05‐3.05 676 62 10'‐10' 3.05‐3.05 756 70 10'‐10' 3.05‐3.05 756 70 10'‐10' 3.05‐3.05 756 70 10'‐10' 3.05‐3.05 1020 94 10'‐10' 3.05‐3.05 1020 94 10'‐10' 3.05‐3.05 2040 189 10'‐10' 3.05‐3.05 725 67 10'‐10' 3.05‐3.05 754 70 0'‐0' 0.0‐0.0 1216 112 13'‐13' 3.96‐3.96 1450 134 12'4"‐12'4" 3.76‐3.76 1650 153 13'‐13' 3.96‐3.96 1770 164 13'‐13' 3.96‐3.96 1770 164 13'‐13' 3.96‐3.96 1888 175 10'‐10' 3.05‐3.05 2040 189 13'‐13' 3.96‐3.96 3540 328 22'6"‐22'6" 6.86‐6.86 3564 331 0'‐0' 0.0‐0.0 3596 334 13'‐13' 3.96‐3.96 3658 339 22'6"‐22'6" 6.86‐6.86 3807 353 10'‐12'4" 3.05‐3.76 4020 373 22'6"‐22'6" 6.86‐6.86 4698 436 13'‐13' 3.96‐3.96 5428 504 22'6"‐22'6" 6.86‐6.86 7371 684 22'6"‐22'6" 6.86‐6.86 8262 767 22'6"‐22'6" 6.86‐6.86 12069 1121 8'5"‐8'5" 2.57‐2.57 774 71 8'5"‐8'5" 2.57‐2.57 774 71 8'5"‐8'5" 2.57‐2.57 774 71 8'5"‐8'5" 2.57‐2.57 774 71 10'‐10' 3.05‐3.05 774 71 10'‐10' 3.05‐3.05 774 71 Electrical Information Form – Meeting Room Exhibitors Only Deadline: March 21, 2014 Return to: Melissa Harrington AXPONA‐Exhibitor Services Coordinator 5520 Park Ave, Ste 305 Trumbull, CT 06611 FAX: 203‐371‐8894 Email: [email protected] Exhibitor Information: Company Name: ____________________________________________ Room # ________________________________ Company Representative: _____________________________________ Cell Phone # ___________________________ Fill in the blanks below: ____________ Amount of electrical needed (amps/watts) Notes from the Exhibitor: Each room’s electrical is unique therefore we are requesting your needs in advance to avoid any issues on site. Meeting rooms have standard power, 20 amp service. Exhibitors will be allowed to provide and use their own UL approved extension cords and power strips within the limits of their assigned space. All cords must meet 20amp certification. All cords need to be secured in a neat and safe fashion. Gaff tape is the only acceptable form of tape to be used on hotel carpet. Exhibitors can rent power strips and extension cords from the Westin. Use the Convention & Exhibit Service Order Form to order. Table Top Exhibiting Information: Ear Gear Expo, Audiophile Marketplace (Specific to table top exhibitors. More information can be found on the “All Exhibitors Exhibiting Information” document) Items Included (1) 6’L x 30”W x 30”H Skirted Table (2) Chairs* (1) Waste Basket *Management reserves the right to limit chairs for an exhibit with multiple tables Electrical Due: March 21 Electrical orders need to be completed and submitted to the hotel in order to use any electrical service and include the cost of having that service brought to your exhibit space. Failure to order electrical service in advance will result in day of order price premiums. Use the Convention & Exhibit Service Order Form to order electrical service. Each outlet in the meeting room is 20 amps. Exhibitors will be allowed to provide and use their own UL approved extension cords and power strips within the limits of their assigned space. All cords must meet 20amp certification. All cords need to be secured in a neat and safe fashion. Gaff tape is the only acceptable form of tape to be used on hotel carpet. Exhibitors can rent power strips and extension cords from the Westin. Use the Convention & Exhibit Service Order Form to order. Pipe and Drape If you need to order pipe and drape for your exhibit space contact Scott Lema, Sales Manager – PSAV, 847‐698‐3747. Telephone Services Due: March 21 A dedicated phone line may be ordered using the Convention & Exhibit Service Order Form. Signage Free standing signs of any sort are not allowed in the table top exhibit rooms. See information below about impeding lines of sight. Table top exhibitors are allowed to adhere signs to their table (exhibit space). Although, any table top signage must follow the rules outlined below about obstruction of aisle and lines of sight. Obstruction of Aisles & Lines of Sight The aisles are the property of the entire show and each exhibitor has the responsibility to assure the proper flow of traffic through the exhibit space. Any demonstration or activity, which results in obstruction of aisles, prevents access to nearby exhibitor space or otherwise creates a hazardous condition, is an infringement on the rights of other exhibitors. The aisles must not be obstructed at any time. Furthermore, exhibitors must not to obstruct site lines of neighboring exhibitors. Exhibiting Information for All Exhibitors A/V Services PSAV is the official A/V vendor for AXPONA. To place an order use the PSAV order form. If you have any questions please contact Scott Lema, Sales Manager‐PSAV, 847‐698‐3747. EAC Due: March 21 Exhibitors using the services of display firms/ independent contractors must notify AXPONA by submitting the EAC Form no later than March 21st. Forms should be sent to Melissa Harrington at [email protected]. Notification must include a current insurance certificate of your EAC, which includes general liability coverage (minimum $1,000,000), injury and property damage coverage, and workmen’s compensation insurance. The contractor agrees to abide by all rules and regulations of the building, Show Management governing unions, and event rules and regulations. Additional Insured should be listed as follows: JD Events, LLC, dba AXPONA Westin O’Hare AFC LS The certificate must cover the inclusive dates of the show (April 24 – April 27, 2014). Exhibitor Badge Registration To facilitate Exhibitor Check‐In/Badge Pick Up, we ask that all exhibitors pre‐register their staff online by using the Exhibitor Badge Registration Page. Exhibitor Badges will be available onsite at Registration. Table top exhibitors are allowed 2 exhibitor badges per table. Standard room and meeting room exhibitors are allowed 4 exhibitor badges per room. Show Management will need to approve any additional badges needed. Exhibitor Listing on Website/Show Directory As an exhibitor you get to list as many company names (partners & shares) and brand names as you would like in the printed AXPONA Event Guide and on the AXPONA Exhibitor List of the website. The more companies or brands you list in your room the better promotion you will get for the show! All of this information should be sent to [email protected]. Event Guide: These listings include a company/brand name, URL, 25 word description, contact information, brand/share names. Information is due by Wednesday, February 26 Friday, March 21 for the printed Event Guide. Website: These listings include a company/brand name, URL, company description. Exhibitor Services Area The Exhibitor Services Area is an area onsite that will have service representatives for freight handling (AFC LS) and show management (JD Events). Floral Vendor Northern Greenhouses is the official floral vendor for AXPONA. To place your order use the Northern Greenhouses order form. If you have any questions please contact the florist directly; 312‐666‐9177 or [email protected]. Freight Handling/Shipping AFC LS is the exclusive fright handler of AXPONA 2014. Show Management requests that Standard Room exhibitors and Meeting Room exhibitors use AFC for all freight and shipping needs. If you have any questions or need help with putting together a freight/shipping plan please contact Felicia Burton at [email protected] or 877‐837‐3178, Melissa Harrington at [email protected] or 203‐371‐6322 or Lou Mancini at [email protected] or 203‐371‐6322. Freight Handler AFC LS Felicia Burton, [email protected], 877‐837‐3178 AFC LS freight forms Inbound: Warehouse Receiving Dates Monday, April 8th through Friday, April 19th Shipments received after April 19th are subject to a $75 late arrival fee. Warehouse Address AFCLS/ALG Worldwide 745 Dillon Drive Wood Dale, IL 60191 c/o AXPONA 2014 For: INSERT COMPANY NAME AND ROOM NUMBER Outbound All freight is returned to the AFC warehouse. Carriers can pick up from the AFC warehouse on or after Tuesday, April 29th. Oversized Freight 48”W x 72”H or larger. Oversized freight will need to be broken down on the ground level and will result in additional labor charges. Exhibitors must be present while AFC LS breaks down the freight. Pallets Regular sized Pallets (see oversized freight above) will need to be broken down outside the freight elevator on each floor due to the size of the freight elevator exit doors. Once AFC LS breaks down the pallet the freight will be brought to the exhibit room via dolly/cart. Freight Larger than 32” W Any crate, case or box that is larger than 32”W will need to be broken down outside the freight elevator on each floor due to the size of the freight elevator exit doors. Once AFC LS breaks down the freight it will be brought to the exhibit room via dolly/cart. Freight Elevator 6’10” High 40” Wide 62” Deep The ceiling in the elevator is dry wall and cannot be removed. Personally Operated Vehicle (POV) / Any exhibitor may unload/load their own freight when arriving onsite. This Hand Carried Items starts at 9:00am on Thursday, April24th. Hand Carried items should not exceed 250lbs. As a general rule if you need multiple people to hand carry your items, if your items are large and bulky and are not easily carried, or if you need more than 15 minutes to unload your POV then you should be using AFC LS services for your freight. If you decide not to use our freight forwarder please make sure you bring all necessary tools during the specified hours we assign for your move‐in. Housekeeping Housekeeping will clean the standard exhibit rooms, meeting rooms and table top rooms prior to the show opening each morning. Illinois Sales Tax Requirements for Special Events Due: 10 days after event, May 7 If you are a retailer you must collect and pay Illinois sales taxes no later than 10 days after the close of AXPONA. In Illinois, out‐of‐state vendors may participate in Illinois events provided they remit Illinois sales tax to the Illinois Department of Revenue Services by completing Form IDOR‐6‐SETR, Special Event Tax Collection Report and Payment Coupon. This also applies to Illinois vendors who are not required to be registered with the Illinois Department of Revenue Services. If you have any questions you may contact the Special Events Coordinator at the Illinois Department of Revenue Services via email at Rev.Special [email protected] or by calling weekdays during normal business hours at 1 847 294‐4475. For more information visit ‐ http://www.revenue.state.il.us/individuals/salesandrelated/fairs.htm Internet Due: March 21 High Speed Wireless Internet can be ordered for $12.95/device/day. Use the Convention & Exhibit Service Order Form to order internet. Insurance Due: March 21 All Exhibitors must carry worker’s compensation, commercial general liability including products and completed operations, independent contractors, personal injury and blanket contractual liability insurance at limits of at least $1,000,000 per, $1,000,000 aggregate. These coverages must be evidenced by a Certificate of Insurance with a 30‐day notice of cancellation provision to the holder. The insurance should be maintained through your company. Coverage provides for your physical booth and any materials shipped – NOT for services ordered or delivered by our official service providers. Exhibitors are responsible for payments of all services ordered and delivered by contractors should the event be cancelled for any reason‐i.e. ‘acts of god’, blizzards, strikes, terrorism, earthquakes, fire, floods, war, riot etc. If you need to purchase additional insurance coverage please contact your insurance agent or John Buttine Insurance (Kendra Reilly, (212) 697‐1010 x 49 or [email protected]) AXPONA assumes no liability for any loss, damage or injury to any property of the Exhibitor or to any of its officers, agents, employees or contractors, whether attributable to accident, fire, water, theft or any other cause whatsoever. Neither the Show Management, nor the owners or lessors of the exhibition premises will assume any responsibility for exhibitor’s property against damage, loss and theft. Additional Insured should be listed as follows: JD Events, LLC, dba AXPONA AFC LS Westin O’Hare The certificate must cover the inclusive dates of the show (April 24‐27, 2014). Please submit your Certificate of Insurance to Melissa Harrington (203.371.8894 fax or [email protected] email) by March 14th. Security Show Management will provide a 24‐hour guard service from move‐in of freight until all crates and materials have been removed at the end of the show. The guard service will provide fixed posts at the entrances as well as walking posts throughout the show. Security for an individual exhibit space and its contents is the responsibility of each exhibitor. Show Management is not responsible for lost or stolen articles.
Security services are available through the hotel at a flat rate of $30.00/person/hour with a 4 hour minimum. Hints & Suggestions: • Use common sense! If in doubt take the necessary precautions to prevent loss. • Remove all small items on a nightly basis. • Rent a security cage for larger items. • Hire a private security guard. • Clearly mark all small items and easily transportable items with your company and contact information. • Have replacements available either on‐site, at a local distributor or on stand‐by at your office for overnight shipment. • Do not list contents on outside of boxes. (e.g.: Box #1‐ Personal Computer) • Carry a detailed list of what you ship, in which box it was packed, and repack it in the same manner. Keep a copy with you and in your office and check your shipment when you arrive at the show and when it returns to you after the event. Travel Hotel Deadline: March 24 AXPONA has secured a block of rooms at the Westin O’Hare. Reservations can be made by calling the hotel directly or using the online reservation link. Be sure to mention the corresponding block code to receive the discounted rate. The special rates are only available through March 24, 2014 or when sold out, whichever comes first. Make your reservations early as rooms will fill up quickly. Please note, rooms are available on a first‐come first‐served basis. The Westin O'Hare 6100 North River Road. Rosemont, IL 60018 AXPONA Rate: $149.00 per night AXPONA Rate is available 4/20/14 through 4/28/14 Reserve Online: Online Reservation Link Reserve by calling: 847‐698‐6000 Don’t forget to mention AXPONA! AXPONA Rate Expires: March 24, 2014 Visit the Hotel/Travel page on our website for updated information on parking, transportation, entertainment, etc. ‐ http://www.axpona.com/travel.asp Rules & Regulations American with Disabilities Act Exhibitors shall be fully responsible for complying with the American with Disabilities Act (ADA) with regard to exhibit space, including but not limited to, wheelchair access provisions. Exhibitors shall indemnify, hold harmless and defend AXPONA, JD Events, LLC, its officers, directors, agents, members and employees against claims, liabilities, losses, damages and expenses (including attorney’s fees and expenses) resulting from and arising out of the exhibitors’ failure or allegations of exhibitors’ failure to comply with provisions of the ADA. Information regarding ADA compliance is available from the US Department of Justice ADA Information Line at 1 800 514 0301. Booth Set Up Guidelines Only exhibitor appointed contractors or exhibiting company personnel are permitted in the exhibit rooms during move‐
in and move‐out periods. All exhibit spaces should comply with all federal, state and local codes. Show management complies and defers to any policy the Fire Marshal mandates. Should your exhibit layout, design, structure and/or electrical not conform you will be asked to modify it on‐site at your expense. Damage to Exhibit Space Exhibitors are responsible for all damage caused to their exhibit space throughout the duration of the event. Fire & Safety Due to local fire codes, non‐event management signage is not permitted in the hotel lobby or in the middle of the hallways. Signage found in these restricted areas will be removed immediately by hotel security. Standard exhibit room exhibitors and meeting room exhibitors are permitted to have signs within the confines of their exhibit space but they must be freestanding signs. The signs may not be affixed to, hung on, set on or set up against anything in the room including the door and sprinkler heads. Absolutely nothing can be hung off of or on the fire sprinklers in your room. Additionally, signage is not allowed to block or otherwise interfere with the fire sprinklers. As a result, the Westin requires that any free standing sign be less than 6 ft. in height. Good Neighbor Policy Any exhibitor using audio or video content in their suite for the purpose of demonstrating equipment or otherwise hereby agrees that such content shall be appropriate for a general audience, and agrees to refrain from using content that may be considered offensive to such an audience. In the event of a complaint from any person regarding the content used by an exhibitor, Show Management will investigate and if, in the sole discretion of Show Management such content is determined to be offensive, exhibitor agrees to cease using such content. In the event the exhibitor refuses Show Management’ request, or a subsequent complaint is filed against the same exhibitor, Show Management reserves the right to shut off the power to exhibitor's suite until the exhibitor complies with Show Management’ request. Repeated violations of this policy can result in expulsion from the show. Literature Disbursements, Giveaways, Surveys Canvassing in any area other than your exhibit space is prohibited. Printed or product promotion materials may be distributed only at your exhibit space or as authorized by Show Management. Exhibitors must restrict their activities to the space for which they have contracted. Any unauthorized solicitation, whether by an exhibitor or attendee, should be brought to the attention of Show Management. No "stick‐on" decals or other similar adhesive backed promotional items may be distributed or used in any show location. Product Demonstrations and Sound Restrictions A maximum noise level of 85 dB will be maintained in all exhibit suites, a standard which is endorsed by the International Association of Expositions and Events (IAEE). Product demonstrations are permitted. Please abide by the following regulations:  AXPONA Chicago has instituted a “No Tolerance” policy. Demonstrations found to be objectionable due to noise level or vibration level (dB or SPL) or blocking traffic flow in and out of an exhibit suite may be closed down at the discretion of Show Management.  Exhibitors shall be responsible for supervising the actions of employees, visitors or spectators testing display equipment located in their exhibit suite. Exhibitors must make every effort to respond to neighboring exhibitors’ complaints concerning noise, sound and/or vibration nuisances.  All product demonstrations must be contained wholly within the purchased exhibit space.  Loudspeakers of any kind must be directed toward the interior of the demonstrator’s exhibit suite.  When demonstrating audio equipment within a suite, position subwoofers away from walls that about neighboring exhibitors. Sonic vibration and SPL nuisance complaints will be acted upon by Show Management; if situations are not rectified by the offending party, Show Management reserves the right to shut down exhibits.  Demonstrations found to be objectionable due to noise or sound pressure/vibration level will be closed down. Show Management will intervene if necessary, and reserves the right to shut down exhibits deemed objectionable. Floor managers will rove through the exhibit suites monitoring the decibel level during show hours. Measurements will be taken at a distance no greater than 10’ from the offending suite. Signage Non‐event management signage is not permitted in the hotel lobby or middle of the hallways. Signage found in these restricted areas will be removed immediately by Show Management or hotel security. All requests for signage, advertising and distributions on hotel property must be submitted in advance to Show Management for approval. Unauthorized signage, advertising and distributions will be promptly removed and discarded. Smoking The Westin is a smoke free hotel. Furthermore, AXPONA has established a no smoking policy for this event. Any report of smoking will result penalties, including additional fees. Freight Handling
(Read All Instructions Carefully)
All freight must be shipped to the advanced warehouse for delivery to AXPONA.
AFC LS is the official freight handler of AXPONA 2014. AFC LS will accept and store
all shipments in their local warehouse.
Address LabelingAll shipments should be addressed EXACTLY as follows:
AFCLS/ALG Worldwide
745 Dillon Drive
Wood Dale, IL 60191
c/o AXPONA 2014
For: (Your Company Name and Room Number)
**Failure to properly label freight may cause delay and mis-delivery. Vendor will be responsible for all
additional charges to re-consign and re-direct mis-delivered freight.
Important: (If Shipping multiple pieces on Skids - Please label each piece of your
shipment with vendor name and room number)
Warehouse Contact Information:
Attn: Felicia Burton Phone: 877-837-3178 Fax: 678-354-1183 Email: [email protected]
Receiving Dates
Monday, April 8th through Friday, April 19th
Shipments received at the warehouse after April 19th are subject to a $75.00 late arrival fee.
Delivery to Show Site
All shipments going through the warehouse will be delivered directly to the assigned room by Thursday
April 24th at 8:00am.
Drayage Fees (From warehouse to show site)
The Drayage fee schedule for transportation to and from the show site(s) is as follows:
Minimum:
$135.00
Up to 1999 pounds: $0.35 per pound
2000 pounds or more: Please call AFC for additional savings
**Fee waiver—This fee (drayage) will be waived if AFC provides freight transportation to and from the show.
(Origin outside Chicago area) (Note that AFC tariff rates will apply to the inbound and outbound shipments to and
from the show)
*** Fuel surcharge will not be charged on drayage charges but will be assessed on all in/outbound transportation.
Important Note: This fee will be a one-way fee so if the warehouse is used to move your product to and
from the Show Site(s), your total charges for the show will be $0.70 per pound. Should you have any
questions please contact AFC LS directly. Additional fees may apply, please see AFC shipping rates for
possible fees.
Vendors will not be allowed to take possession of rooms until AFC has released the
room and confirmed freight has been delivered to the room.
Upper Floors – door size restrictions requires all pallets be broken down on ground floor and
freight delivered to guest rooms. Oversize crates/cases will not be broken down without vendor
being present. Labor charges may apply.
Outbound Shipments Please coordinate with on-site AFC representative by Sunday April 27th by 12:00 pm. All outbound
paperwork should be completed at this time. AFC will begin freight sweeps at 6:00pm. Last sweep for
outbound freight is 10:00pm Sunday April 27th.
Payment
Please use the credit card authorization form and include it with your shipment documents to cover your
transportation costs.
WEST
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SHIPPING TO/FROM: AXPONA 2014
Minimum $150.00
Shipping From All Zones:
$0.65 per pound up to 1999 pounds
$0.60 per pound above 2000 pounds
**Dim weight will be used if higher than actual weight (Length x Width X Height/250)
Must ship by April 15th in order for rates to apply
(Fuel Surcharge Applies)
Beyond Expectations!
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ADDITIONAL FEE SCHEDULE
Liftgate pick up or delivery $50.00 per occurrence
Inside pick up or delivery $0.03 per pound or $15.00 minimum, per occurrence
Residential pick up or delivery $35.00 per occurrence
2-man pick up or delivery $75.00 per occurrence
Waiting time will be billed at $60.00 per hour, pro-rated in 15 minute increments, first 15
minutes will be free
Weekend pick up or delivery $125.00 per occurrence
Special Pick up or delivery $60.00 per occurrence (“special is defined as any pick up or
delivery that is between 1700-0800, or any pick up or delivery that has a window of less than
3 hours or is time specific)
Beyond pick up or delivery $0.15 per pound or $15.00 minimum (“beyond’ is defined as a
pick up or delivery that is 50 miles or more from a major metropolitan area)
Bill of Lading preparation is $5.00 per occurrence
Dispatching fee $5.00 per occurrence
Additional insurance can be purchase at a rate of $0.70 per $100.00 of requested value; a
minimum of $30.00 will apply.
Local pick or delivery $0.20 per pound, $45.00 minimum
A collections fee of $75.00 per occurrence will apply to any payment that is declined, or is
not collected at the show
AFC will offer labor for unpacking, moving, general labor at $30.00 per man hour; one (1)
hour minimum applies.
On-Site/Off-Site Storage: $125 per vendor (max: 4 skid positions)
Any shipments remaining in the advanced warehouse for more than 10 days will be subject
to additional warehousing fees
Delivery to the show location is included in the rates presented
Current Fuel Surcharge will apply to all shipments
Beyond Expectations!
P.O Box 741080
Atlanta, GA 30384-1080
CREDIT CARD AUTHORIZATION FORM
(3% TRANSACTION FEE APPLIES)
Date: _ _____________
Customer Name: _ ________________________________________________
Cardholder Name: __________________________________________________
Card Type: _
____________________________________________
Card Billing Address: _______________________________________________
(Must include zip code)
_______________________________________________
Telephone#: ______________________________________________________
Email/Fax (for receipt): ________________________________________________
Card Type: ________________________________________________________
Credit Card Number: ________________________________________________
Expiration Date: ___________
Security Code: ______________________
Transaction Amount: $______________________________________________
Invoice Numbers: __________________________________________________
_________________________________________________________________
The issuer of the card identified on this form is authorized to pay the amount shown above
upon proper presentation. I promise to pay the amount above (together with any other
charges due thereon) subject to and in accordance with the agreement governing the use of
such card.
Authorized Signature: ______________________________________________
Approval Code: ___________________________________________________
5651 Old Dixie Hwy Ste 103
Forest Park, GA 30297
(877) 837-3178 phone
(678) 354-1183 fax
PLACE COPY OF PRO NUMBER HERE
“Beyond Expectations”
EXHIBIT FREIGHT BILL OF LADING
Shipper to Complete
From: Shipper Name (Exhibitor)
______________________________________________________________
c/o
______________________________________________________________
Address
______________________________________________________________
To: Consignee name
______________________________________________________________
c/o
______________________________________________________________
Address
______________________________________________________________
______________________________________________________________
City
State
Zip
__________________________________ _________ _________________
Show name
Booth Number
__________________________________ __________________________
______________________________________________________________
City
State
Zip
___________________________________ ________ _________________
Showname
Booth Number
___________________________________ __________________________
Invoice charges to 3rd Party
FREIGHT CHARGES ARE:
______________________________________________________________
Address
______________________________________________________________
______________________________________________________________
City
State
Zip
__________________________________ _______ _________________
__________________________________
Attention
__________________________
Phone
PREPAID
COLLECT
CREDIT CARD- Credit Card Authorization must be attached.
Special Instructions:
_______________________________________________________________
_______________________________________________________________
If going to a show, please check one:
Advance Warehouse. Deliver by
_____________________
Show Site, target move-in date
_____________________
__________________________________ __________________________
PIECES
DESCRIPTION
WEIGHT
DIMS
CRATE EXHIBITION MATERIALS, BOOTHS ETC
CARTON EXHIBITION PARAPHERNALIA
SKID EXHIBITION PARAPHERNALIA
ROLL EXHIBIT MATERIAL/CARPET (COLOR _____________________________)
FIBER CASE/TRUNK (COLOR ___________________________________________)
NOTE 1 DECLARED VALUE. Where the rate is dependent on value, shippers are required to state
specifically in writing the agreed or declared value of the property as follows:
The agreed or declared value of the property is hereby specifically stated by the shipper to be not
exceeding _______________________ per ________________.
NOTE 2 Liability limitation for loss or damage on this shipment may be applicable.
NOTE 3 Commodities requiring special or additional care or attention n handling must be so marked
and packaged as to ensure safe transportation with ordinary care.
NOTE 4 In tendering this shipment, the Shipper and Consignee agree to the terms and conditions
which no agent or employee of the parties may alter. All terms, including, but not limited to, all the
limitations of liability, shall apply to our agents and their contracting carriers.
_________________________________________________________________________________________________________________________________________________________________________________
The property described above is in apparent good order, except as noted (contents and condition of contents of packages unknown), marked, consigned, and destined, as indicated above which said carrier agrees to carry to
destination, if on its route, or otherwise to deliver to another carrier on the route to destination. Every service to be performed hereunder shall be subject to all the conditions not prohibited by law, whether printed or written,
herein contained, including the terms and conditions at www.afcls.com, which are hereby agreed to by the shipper and accepted for himself and his assigned. Where a third party to or broker exists, carrier holds both the shipper and
consignees liable for freight charges.
This is to certify that the above named materials are properly classified, described, packaged, marked and labeled and are in proper condition for transportation according to the applicable regulations of the Dept of Transportation.
Exhibitor/Company Name
Signature
AFC Employee Name
Print Name
Signature
Date
Pcs Recd
IACSP
AFC LS LLC Is in compliance with it’s FAA approved Indirect Air Carrier Security Program in accordance with F.A.R. part 109 and our IAC number assigned by the TSA is SE1004003. Cargo accepted from an
unknown shipper(s) has either been screened by us or identified by us for screening by the passenger air carrier. This IAC understands that any intentional falsification of certifications to an air carrier may be
subject to both civil and criminal penalties under 14 CFR 108.4 and title 18 USC1001.
TERMS AND CONDITIONS
Definitions
On this waybill, “Forwarder” refers to AFC LS LLC, its employees, and agents. “Shipper” on this contract means the party from whom the shipment is received, the party who requested the shipment be transported by
Forwarder, and party having an interest in the shipment, and any party who acts as an agent for any of the above.
Agreement to Terms
In tendering this shipment, the shipper agrees to these Conditions of Contract of Carriage, which no agent or employee of the parties may alter, and that this shipping document is non-negotiable and has been
prepared by the shipper. The shipper certifies and represents to Forwarder that the information inserted on the face of this shipping document is complete and accurate. It is agreed among the parties involved that the
conditions of contract of carriage for this shipment are governed by Forwarder’s service guide, available for inspection at Forwarder’s office, and which is hereby incorporated into this contract, and a copy of which will
be supplied upon request. Except to the extent of any written contract between shipper and Forwarder, this shipping document supersedes and negates any claimed, alleged or asserted oral or written contract,
promise, representation or understanding between the parties with respect to this shipment.
Packaging
Shipper warrants that each package in this shipment is properly and completely described on this shipping document, is properly marked and addressed, is packaged adequately to protect the enclosed goods to
ensure safe transportation with ordinary care in handling, and except as noted, is in good order and condition.
Shortages/Damages
At time of delivery, the consignee must note on the delivery receipt any exceptions to the shipment that would indicate a discrepancy (shortage in the shipment or damage to the containers). The consignee may not
inspect the contents of the containers until the consignee signs for the shipment on the delivery receipt. NOTE: Such notations as “subject to inspection” and “subject to recount” are not exceptions.
NOTE: A shipment in which delivery is made in exchange for a clear delivery receipt shall be prima facie evidence of having received the shipment in apparent good condition.
NOTE: Under no circumstances shall Forwarder be liable for loss and/or damage to external shipping container of any kind.
Filing a Claim
A. All claims on air shipments (except concealed loss/damage) must be received in writing by Forwarder within 90 days after Forwarder accepted the shipment. Notice of concealed loss/damage must be received in
writing by Forwarder within fourteen (14) days after delivery. Legal action to enforce a claim must be brought within one (1) year after the claim has been denied in writing by the Forwarder, in whole or in part. The
parties hereto waive all rights and remedies under 49 U.S.C 14706 (e).
B. Notification of potential claims on ground shipments (except concealed loss/damage) must be received by Forwarder within fifteen (15) days of the date of delivery or, in the event of total loss of the shipment, the
date the shipment should have been delivered. Notice of concealed loss/damage must be received in writing by Forwarder withi n seven (7) days after delivery. All claims must be received in writing by Forwarder
within nine (9) months of the date the shipment did or should have delivered. Any civil action on a claim must be brought within two (2) after the claim has been denied in writing by the Forwarder, in whole or in part.
NOTE: The expiration of these time periods shall be complete and absolute defense to any such action or proceeding, without regard to any mitigating or extenuating circumstance or excuse.
No claim for loss/damage to any shipment shall be honored until all carriage charges for such shipment have been paid. The amount claimed may not be deducted from carriage charges.
Concealed Damage/Loss
If the consignee accepts the shipment without noting any damage on the delivery record, this will be prima facie evidence that the shipment was delivered in good condition. For the claim to be processed, the
shipment, together with the shipping cartons and packaging, must be available for inspection.
Limits of Liability and Limitations Not Assumed
The parties hereto waive all rights and remedies under 49 U.S.C 14706 (a)(1). Forwarder shall not be liable in any event for any special, incidental or consequential damages, including but not limited to loss of profits,
income, interest, utility or loss of market, whether or not Forwarder had knowledge that such damages might be incurred.
Forwarder’s liability, in absence of a higher declared value for carriage, is limited to $50.00 per shipment or $0.50 per pound, per piece, of cargo lost, damaged, misdelivered or otherwise adversely affected, whichever
amount is greater, but in no event shall amount exceed the actual invoice value of the goods or damages sustained by shipper. This limitation is further subject to provisions as published in Forwarder’s service guides
if and as applicable in effect at the time of this shipment. Declared values for carriage in excess of $0.50 per pound, per piece, shall be subject to an excess valuation charge. The charge for each additional $100 of
declared value is $0.85. Declared value does not constitute cargo insurance.
Unless each piece of the shipment has a declared value stated and is specifically identified on the Forwarder’s shipping document at the time of the shipment and is so identified on the delivery receipt as being lost,
damaged, destroyed, or otherwise adversely affected at time of delivery, Forwarder shall be liable for the “average declared value” of the shipment. The “average declared value” of the shipment shall be determined
by first dividing the total declared value of the shipment by the total weight of the shipment. This figure, multiplied by the packaged weight of the piece(s) adversely affected, shall them establish the amount of
Forwarder’s liability. The total declared value amount must be inserted in the Declared Value box on the face of this shipping document. Forwarder’s liability shall in no event exceed the actual invoice value of the
goods adversely affected.
Forwarder shall not be liable for loss, damage, delay or monetary loss of any type caused by: Acts of Gods; public authorities acting with actual or apparent authority; strikes; labor disputes; weather; mechanical
failures; aircraft failures; civil commotions; acts or omissions of customs or quarantine officials; the nature of the freight or any defects thereof; public enemies; hazards incident to a state of war; acts of terrorism; and by
acts, defaults or omissions of the shipper or consignee for failure to observe the terms and conditions of the contract of carriage contained in this shipping document, including but not limited to improper packaging,
marking, incomplete/inaccurate shipping instructions and the rules relating to freight not acceptable for transportation or freight acceptable only under certain conditions outlined below.
Restricted/Unapproved Commodities
Unless otherwise expressly provided in Forwarder’s service guide and subject to any conditions or restrictions contained therein, the following articles will not be accepted for carriage: any shipment prohibited by law;
original works of art, antiques, bonds, coins of any kind, currency, currency equivalents, furs, fur clothing, gems or stones (cut or uncut), industrial diamonds, gold or silver, coined concentrates, jewelry (other than
costume jewelry), pearls, precious metals, securities (negotiable), time sensitive written material (e.g., bids, contract proposals, etc), when the declared value exceeds $0.50 per pound; household goods and/or
personal effects, one-of-a-kind articles or models, prototypes, valuable rugs (i.e., Oriental rugs, Persian rugs) and prints or lithographs when the total declared value of the shipment exceeds $500.00 or when the
declared value exceeds $0.50 per pound, per piece; and such other articles provided in Forwarder’s governing service guide. Forwarder shall not be liable for any loss, damage, delay, liabilities or penalties resulting
from the transportation of any of the foregoing articles, however described or misdescribed in this shipping document, and no employee of agent or Forwarder has any authority to accept for transportation such articles
or to waive the limitations herein contained.
Insurance
Insurance coverage is based on the Forwarder’s open insurance policy in effect on the date of the shipment. Failure to prope rly complete the insurance option on the front of this shipping document shall void the
coverage this option affords. Failure to insert at least the full invoice value of the shipment shall reduce any insurance payment proportioned by the applicable percentage that the shipment was so under-insured.
There are exceptions and/or special insuring conditions to the insurance option. Contact Forwarder for details, as the cargo insurance policy is subject to limits, terms and conditions and shall be construed to be a
contract directly between the shipper and the insurer.
Responsibility for Payment
The shipper and the consignee shall be liable jointly and severally for all unpaid charges payable on account of this shipment pursuant to this contract and to pay or indemnify Forwarder for claims, fines, penalties,
damages, costs (storage, handling, reconsignment, return of freight to shipper, etc.) or other sums which may be incurred by Forwarder by reason of any violation of this contract or any other default of the shipper or
consignee or their agents.
Indemnity
Shipper and consignee shall hold Forwarder and its agents harmless for loss/damage/delay or any monetary losses which are a r esult of auxiliary services including but not limited to local cartage, crating, uncrating,
packing, and unpacking which are requested by the shipper or consignee and arranged by Forwarder as a customer service unless such services are actually performed by Forwarder or its agents.
Right to Inspect/Reject
This shipment is subject to inspection by Forwarder; however, Forwarder is not obligated to perform such inspection.
Shipments are subject to security controls by carriers and, where appropriate, by government agencies. Copies of shipping documents will be retained until the shipment is delivered.
Forwarder reserves the right to reject a shipment when such shipment would be likely to cause delay or damage to other shipments, equipment, or personnel o r if the shipment is prohibited by law, or if the shipment
would violate any terms of this waybill or Forwarder’s current Service Guide.
Indirect Air Carrier Standard Security Program
Cargo items tendered for air transportation are subject to aviation security controls by air carriers and when appropriate, other government regulations. Copies of all relevant shipping documents showing the cargo’s
consignee, description, and other relevant data will be retained on file.
Shipper Signature: _________________________ Date:________________________
CONVENTION & EXHIBIT SERVICE ORDER FORM
Event Name
Phone
Exhibitor Name / Meeting Room
Due: March 21
Date of Event
Booth # if Available
Quantity
Item
Extension Cord or Power Strip
15 Amp Service
20 Amp Quad Box
100 Amp 208 Volt Single Phase
100 Amp 208 Volt Three Phase
Banner Hanging
Miscellaneous Charges:
Explanation:
Labor Charges:
Dedicated Phone Line
High Speed Wireless Internet Connection
Regular Price
Same Day Order
$30.00
$40.00
$40.00
$60.00
$110.00
$120.00
$800.00
$1200.00
$875.00
$1312.50
$90.00 per hour (1/2 hour minimum)
Subtotal
$
$
$
$
$
$
$
$
$
$
$210 1st day $75 additional days
$12.95 per device per day
$
TOTAL
LABOR FEES
Electricians:
Engineers:
Overtime:
Double-time:
Regular Time Mon-Fri: 7:00am-3:30 pm @ $90.00 Per Hour
Regular Time Mon-Fri: 7:00am-3:30pm @ $90.00 Per Hour
Mon-Fri: 3:30pm-7:00am, and Saturday Until 3:30pm @ time-and-a-half (4 Hour Call Minimum)
Saturday after 3:30pm until 7:00am on Monday @ double-time (4 Hour Call Minimum)
PACKAGE HANDLING
*Packages must be labeled with the Exhibit show name, Exhibitor name, and Booth # if available
Quantity
Weight
0-5 pounds
6-20 pounds
21-50 pounds
Over 50 pounds
Pallets
Crates
Outgoing Packages
Price
$7.00 each
$15.00 each
$20.00 each
$40.00 each
$75.00 each
$100.00 each
$5.00 each
TOTAL
Subtotal
$
$
$
$
$
$
$
$
PAYMENT INFORMATION MUST BE RECEIVED PRIOR TO ELECTRICAL SERVICE BEING INSTALLED
OR PACKAGES DELIVERED
METHOD OF PAYMENT: please check one
□ Check Enclosed
□Credit Card Information
□Room Number (On-Site only)
Credit Card Authorization – I hereby authorize the Westin O’Hare to use the credit card as indicated below.
Exact Name on Card:
Credit Card Number:
Expiration Date:
Company Name:
Authorized Signature:
Print Name:
Phone #:
Billing Address on Credit Card Account:
Fax #
SPECIAL NOTICE! Rosemont Code requires that no electrical equipment or apparatus can be connected unless it conforms to its
electrical code and approved by the Westin O’Hare Engineering department. All equipment must be UL listed. All splices must be
installed in a metal enclosure to prevent emission of sparks.
IN ADDITION: Any additional material supplied by the Hotel will be charged to the guest. Special request for additional electrical
services can be made through our Engineering department.
6100 River Road Rosemont, IL 60018 Phone: (847)698-6000 Fax: (847) 698-5483
SEND COMPLETED ORDER FORMS TO [email protected]
Due: March 21
NORTHERN GREENHOUSES
1800 W. LAKE ST. – CHICAGO, IL 60612
PHONE (312) 666-9177
FAX (312) 666-8978
EMAIL: [email protected]
PREPAYMENT REQUIRED
Name of Show AXPONA 2014
Location
WESTIN - O'HARE
Show Dates APRIL 25-27, 2014
Exhibitor:
Booth #
Order Date:
Address:
City, State, Zip:
Company Representative:
Telephone:
E-Mail Address:
Credit Card (circle): VISA
MC
AMEX
DISCOVER
Credit Card #
CVV Code:
Exp. Date:
Signature


Foliage plants and architectural containers are property of Northern Greenhouses
 Blooming plants and fresh cut flowers are purchased
Price includes: Installation, service throughout show, removal and rental of architectural containers
CONTAINERS: (Please specify) [ ] WHITE
QUANTITY
[ ] BLACK [ ] BASKET (If you do not specify, BLACK will be provided)
(Please specify quantity, height, and variety of plants)
Price Ea.
___________ 3 Ft. Plants ______________________________________________________________ $ 41.00
Ext. Price
_____________
___________ 4 Ft. Plants ______________________________________________________________ $ 51.00
_____________
___________ 5 Ft. Plants ______________________________________________________________ $ 61.00
_____________
___________ 6-7 Ft. Plants ____________________________________________________________ $ 71.00
_____________
___________ 8 - 9 Ft. Plants ___________________________________________________________ $ 120.00
_____________
___________ POTTED FERNS: ____________ SMALL ($28 each) ____________ LARGE ($33 each)
_____________
___________ Custom:
__________________________________________________
$______each ______________
** Taller plants and custom decor available – please inquire for pricing **
___________ POTTED MUMS (YELLOW, WHITE, LAVENDER, BRONZE subject to availability) $ 30.00
______________
___________ POTTED AZALEA (RED, PINK & WHITE)
$ 40.00
______________
$ 50 & up
______________
OR
BROMELIADS
____________ Floral Arrangements: ______________________________________________
Small ($50)
Medium ($75)
Large ($100- up)
SUBTOTAL:
_____________________
9.25% Sales Tax: _____________________
GRAND TOTAL (Add Subtotal + Tax) ________________
Any discrepancies with order must be addressed on first day of show. No refunds issued after show open.
At the Westin O’Hare
6100 N. River Road, Rosemont, IL 60018
Telephone: (847) 698-9413 Fax: (847) 698-9930
CONFERENCE NAME:
COMPANY:
BOOTH #:
DATE(S) REQUESTED:
ADDRESS:
CITY, STATE, ZIP:
PHONE #:
_____Laptop Computer $250
_____DVD Player $100
_____32” LCD Monitor $260
_____46” LCD Monitor $525
_____LCD Support Package $210 (your projector, includes
screen, cart, power)
_____LCD Display Package $690 (PSAV 3k Projector, screen,
cart, power)
_____Post-It Flip Chart w/ Markers $90
_____Laser Pointer $55
___Other_______________________________________
All prices are per room/ per day. All equipment is subject to a Service Charge (currently 23%)
and applicable sales tax. A CC Authorization form must be submitted before equipment is
provided.
Questions? Contact Scott Lema at 847-698-3747
Exhibitor Appointed Contractor (EAC) Approval Request Deadline: March 21, 2014 Return to: Melissa Harrington AXPONA‐Exhibitor Services Coordinator 5520 Park Ave, Ste 305 Trumbull, CT 06611 FAX: 203‐371‐8894 Email: [email protected] Exhibitor Information: Company Name: ________________________________________________ Room # __________ Street Address: _____________________________________________________________________ City, State: ____________________________________________________ Zip:_____________ Telephone: (_____)_____________________________ FAX:(_____)____________________ Date: ____________________________ Name of Company Representative:_____________________________________________________ Signature of Company Representative:__________________________________________________ I certify that I have authorized the EAC named below to install and dismantle my exhibit. Knowing that the EAC is my official representative, I further certify that he will adhere to all Show, facility, and union rules and regulations, just as if he were my own employee. I WILL INFORM THE EAC THAT HE IS REQUIRED TO PROVIDE JD Events, SHOW MANAGEMENT, WITH A CERTIFICATE OF LIABILITY INSURANCE (minimum liability coverage: $1,000,000.00) BY NO LATER THAN 45 DAYS PRIOR TO THE SHOW DATE (March 21, 2014). I understand that my organization is ultimately responsible for the actions of this contractor while he works on this assignment. The EAC may not solicit or accept new business on the Show floor. EXHIBITOR APPOINTED CONTRACTOR (EAC) INFORMATION: Company Name:________________________________________________________________________ Street Address:_________________________________________________________________________ City, State, Zip:_________________________________________________________________________ Show Contact Name:____________________________________________________________________ Telephone:(______)_______________________ FAX:(______)__________________________________ Westin Shuttle Information
To and From O’Hare International Airport
5am – 1030pm every 15 minutes
10:30pm – 1am every 30 minutes
1am – 5am every 30 minutes, by request.
Domestic Arrivals
The Shuttle Center is conveniently located at O’Hare International Airport
between Terminals 1, 2, & 3.
To reach the Bus/Shuttle Center from the Terminals:
•Follow the sign to the Ground Transport/ Baggage Claim, one level
down.
•From the Ground Transport/ Baggage Claim Area- Follow the signs
or red arrows on the floors to the Bus/ Shuttle Center, another level
down.
•Proceed through the underground pedestrian walkway area to the
Elevator 3 Center or Elevator 4 Center. Take elevator to 1st level- In
the elevator, press the Bus/Shuttle button. Continue to the
Bus/Shuttle Center area, door entrance will be marked.
•Please note: The Bus/Shuttle Center is located inside the building and
not in the parking lot.
•Once inside the Bus/Shuttle Center area proceed to door #3 and
look for the Westin O’Hare shuttle. After 12 midnight, please contact
the hotel at 847-698-6000 to request a pick-up.
International Arrivals at Terminal #5
After claiming your luggage, please dial 1-847-698-6000 for complimentary
pick-up. Please advise the hotel agent of your location and you will be provided
specific instructions to meet the shuttle.
Directions to the Westin O’Hare
From O’Hare International Airport
The Westin offers complimentary transportation to and from O’Hare
International Airport located just 2 miles from the hotel. If driving, take I90
East. Exit at River Road North. Turn left onto River Road. The hotel is located
2 blocks ahead on the left.
From Downtown Chicago
Take the Kennedy Expressway (I-90) West to the O’Hare turn-off (I90 West).
Exit at River Road North. Turn left onto River Road. The hotel is located 2
blocks ahead to the left.
From the West
Northwest Toll-way (I-90) East, to the O’Hare turn-off (I90 West), exit
Mannheim Road South, pass over expressway and immediately enter expressway
at the Chicago East sign. Exit River Road North, go 2 blocks ahead. The hotel is
located on the left.
From the North
Tri-State (294) South, to the Kennedy expressway turn-off. Exit Kennedy at
Cumberland North. Turn left onto Higgins Road. Third stoplight is River Road,
turn left. The hotel is located ahead 2 blocks.
From the South
Tri-State (294) North to O’Hare/River Road and exit just beyond the tollbooth.
At the stoplight turn left onto River Road. The hotel is located on the left ahead 1
block.