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Exhibitor Service & Information Manual
This Exhibitor Service & Information Manual contains material that is vital to the
successful planning, marketing and management of your display in the 2014 San Diego
International Auto Show®, January 1 through January 5, 2014. Failure to read this
manual and prompt ordering of services could result in higher rates.
Questions concerning any aspect of this year’s show should be directed to the New Car
Dealers Association San Diego County® (NCDA). As the producer, the NCDA is
responsible for the management of every aspect of the show. NCDA is the owner of the
show and all Show Management and production services are the responsibility of the
NCDA.
The services and contractors listed in this manual are for your convenience. Show
Management suggests that you employ the services of Freeman, this year’s official
show contractor, for your greatest efficiency and ease, since they are familiar with the
show and work schedule. All independent contractors must coordinate their work
schedules with Freeman and comply with all guidelines and insurance requirements.
Please note that insurance policies must provide coverage for all dates from movein through move-out and also include the information required as listed in detail in the
Important Rules and Requirements section of this manual. Please refer to the sample
insurance form enclosed, as all insurance policies must be completed correctly. All
exhibit set up contractors must submit a correct and complete policy at least 30 days
prior to the first move-in day of the show or they will not be permitted to work in the San
Diego Convention Center.
The most up-to-date exhibitor information, including CAD floor plans (DXF Format) and
Freeman forms, are available at www.sdautoshow.com. The information can be found
by clicking on the “Exhibitors” link on the home page of the web site. The user name is
“exhibitor” and the password is “wheel” for access to the forms and floor plans.
It is important that you review this manual with those individuals or agents having
responsibility for your participation in the show. Thank you for your cooperation; we
wish you a most successful 2014 San Diego International Auto Show®!
Table of Contents
Exhibitor Action Item Checklist
Directory of Contractors & Facilities
General Show Information
Move-In & Set-Up Information
Move-Out Information
Ticketing & Exhibitor Access/Admittance Information
Important Rules & Requirements
Page #
1
2-3
4-5
6-8
9
10-11
12-19
Show Services Information
Show Advertising & Publicity
General Contractor Information
Discount Admission Tickets Order
20
21 - 22
23
24
Exhibitor Action Item Checklist
2014 San Diego International Auto Show®
Action Items
Made hotel reservations at the Omni San
Diego Hotel
November 28
Mailed factory press kits to NCDA
November 26
Mailed liability insurance policy to NCDA
November 19
Mailed electrical & telephone blueprints to
the convention center, NCDA, Freeman
Electrical, Smart City Networks
Contracted Freeman for decorator needs
(Use Freeman On-Line)
Ordered electrical service (Use Freeman
On-Line)
Due Date
November 19
December 7
December 7
Ordered telephone service
November 26
Ordered floral, plants & shrubbery
November 26
Ordered vehicle cleaning & porter service
November 26
Ordered discount admission tickets
Date Completed
December 3
1
Directory of Contractors & Facilities
SHOW OFFICE DURING SHOW
Beginning Wednesday, January 1st. the show office will be open at the San Diego
Convention Center Room 15B on the Mezzanine Level. Also check with the
VIP/Exhibitors Desk at the main entrance at B2 if no one is in the office.
Phone: (619) 525-6222
SHOW BUILDING
San Diego Convention Center
111 West Harbor Drive, San Diego, CA 92101-7899
Phone: (619) 525-5000 Fax: (619) 525-5005
SHOW OFFICE PRIOR TO SHOW
San Diego International Auto Show®
10065 Mesa Ridge Court, San Diego, CA 92121
Phone: (858) 550-0080 Fax: (858) 550-9537
OFFICIAL GENERAL CONTRACTOR
Freeman
901 East South Street, Anaheim, CA 92805
Phone: (714) 254-3410 Fax: (469) 621-5602
ELECTRICAL CONTRACTOR
Freeman Electrical
901 East South Street, Anaheim, CA 92805
Phone: (714) 254-3410 Fax: (469) 621-5602
TELEPHONE CONTRACTOR
Smart City Networks
5795 W. Badura Ave, Suite 110, Las Vegas, Nevada 89118
Phone: (888) 446-6911 Fax: (702) 943-6001
RECOMMENDED OFFICIAL CARPET SUPPLIER
Phone: (714) 254-3410 Fax: (469) 621-5602
HEADQUARTERS HOTEL
Omni San Diego Hotel 675 L Street, San Diego, CA 92101
Phone: 1-800-The-Omni (1-800-843-6664) Fax: (619) 231-8060
Web: http://omnihotels.com
SHOW MANAGEMENT COMPANY
New Car Dealers Association® San Diego County
10065 Mesa Ridge Court, San Diego, CA 92121
Phone: (858) 550-0080 Fax: (858) 550-9537
2
PUBLIC RELATIONS
Amy Foley, New Car Dealers Association® San Diego County
10065 Mesa Ridge Court, San Diego, CA 92121
Phone: (858) 550-0080 Fax: (858) 550-9537
Email: [email protected]
Rohatynski- Harlow,Public Relations
111 North Michigan Avenue, Suite B, Howell, MI 48843-2282
Joe Rohatynki
Phone: (313) 378-6570
Email: [email protected]
Marc Harlow
Phone: (810) 599-2558
Email: [email protected]
FOOD CONCESSIONAIRE
San Diego Convention Center/Food Services
111 West Harbor Drive, San Diego, CA 92101-7899
Phone: (619) 525-5921 Fax: (619) 525-5858
VEHICLE DETAILING
Professional Detailers
22622 Lambert St., Suite 305, Lake Forest, CA 92630
Phone: (949) 460-0314 Fax: (949) 460-0339
FLORAL, PLANTS & SHRUBBERY
Short Term Plant Rental Inc.
448 Terraine Avenue
Long Beach, CA 90814
Phone: (562) 494-7777 Fax: Fax (562) 498-3800
www.shorttermplantrental.com
AUDIO VISUAL
Reaction Audio Visual
9951 Muirlands Boulevard
Irvine, CA 92618
Phone: (949) 600-8235 Fax: (949) 600-8238
www.reactionav.com
NOTE: VERY IMPORTANT INFORMATION - DISTRIBUTE TO STAFF, AGENTS, ETC.
3
General Show Information
Public Show Dates & Hours
Wednesday, January 1 through Sunday, January 5, 2014
Wednesday:
Thursday:
Friday:
Saturday:
Sunday:
10:00AM to 9:00PM
10:00AM to 9:00PM
10:00AM to 9:00PM
10:00AM to 9:00PM
10:00AM to 7:00PM
Show Location
San Diego Convention Center
111 West Harbor Drive San Diego, CA 92101-7899
Phone: (619) 525-5000
Headquarters Hotel
Omni San Diego Hotel, 675 L Street, San Diego, CA 92101 1-800-The-Omni (1-800843-6664). The hotel is located across the street from the convention center. The rate is
$119 for single/double accommodations per night plus tax. Cut-off date is November 28,
2013. Ask for the San Diego Auto Show special group rate. You can register online at
http://omnihotels.com/FindAHotel/SanDiego/MeetingFacilities/SDIAS12.aspx.
Show Office Information
Show Management will be on site starting Tuesday, December 31. For assistance,
please contact Kevin Leap at (619) 459-8582. Please note the Auto Show Office is
located in Room 15B on the Mezzanine Level. If no one is in the show office,
check in at the VIP desk located at the main entrance B2. The following number
will be in service beginning Wednesday, January 1, 2014, and continuing through
Sunday, January 5, 2014: (619) 525-6222.
Auto Show Office Operation Days
Wednesday, January 1
Thursday, January 2
Friday, January 3
Saturday, January 4
Sunday, January 5
4
Special Exhibitor Entrance – Show Days
On show days, a special exhibitor entrance desk is located adjacent to the Hall B2
entrance. Exhibitors must enter through this area. Additionally, exhibitors with a badge
can enter the show at the show entrance in Hall E.
Media Days – Tuesday/Wednesday, December 31, 2013- January 1, 2014
Media will be shooting move-in activities and conducting interviews on Tuesday,
December 31, in preparation for the show’s opening on January 1. The show’s official
Media Day will take place from 5 AM to 10 AM on Wednesday, January 1.
Employee Days – Wednesday/Thursday, January 1-2, 2014
Employee Days will be Wednesday/Thursday, January 1-2 only during public show
hours – 10 AM to 9PM on Wednesday, January 1 and 10 AM to 9 PM on Thursday,
January 2. Each pass admits two adults (proof of dealership employment may be
required).
Newspaper Day – Thursday, January 2, 2014
Attendees will receive a discount by using the special coupon in the U-T San Diego any
time on Thursday, January 2, 2014 from 10:00AM until 9:00PM
Product Specialist Lounge
A special area will be available for Product Specialists. No sales staff, managers or
factory financial divisions will be permitted to use this area. The Product Specialists
Lounge opens one hour after show opening and closes one hour prior to show closing.
Check-in is required at the Show Office located in Room 15B on the Mezzanine Level.
5
Move-In Schedule
Carpet Installation, Freight Deliveries & Exhibit Set-up
In order to ensure a smooth and efficient move-in, a detailed schedule has been
developed. Please distribute copies of this schedule to freight carriers and exhibitor
appointed contractors. The display supervisor should be on-site at the start of the freight
target time in order to direct crate placement. Labor for exhibit installation should be
ordered no sooner than two hours after the beginning of the targeted time for freight
deliveries as denoted on the schedule. Any request for an earlier move-in than specified
on the schedule should be directed to the NCDA at (858) 550.0080.
NOTICE: Failure to adhere to the timelines designated in the following schedule,
or failure to provide an electrical order could result in a 25% off target surcharge
on freight, labor or services.
All crates must be emptied and labeled for empty storage no later than Sunday,
December 29, 2013 at Noon. Any crates not labeled after this time will be the
responsibility of the manufacturer. Manufacturers will not be allowed to move-in
vehicles into their exhibit unless all empty crates have been removed from their
respective exhibit space.
Electric/Phones
Carpet/Visqueen
Freight
EXHIBITOR
Start
Thursday
12-26
Done
Thursday
12-26
Start
Thursday
12-26
Done
Friday
12-27
Start
Friday
12-27
Done
Friday
12-27
GM M-24 A&B
11:00AM
6:00PM
1:00PM
12:00PM
1:00PM
6:00PM
Cadillac M-25
11:00AM
6:00PM
1:00PM
12:00PM
1:00PM
6:00PM
Audi M-26
11:00AM
6:00PM
1:00PM
12:00PM
1:00PM
6:00PM
Mini M-28
11:00AM
6:00PM
1:00PM
12:00PM
1:00PM
6:00PM
Hyundai M-29
11:00AM
6:00PM
1:00PM
12:00PM
1:00PM
6:00PM
Ford M-30
11:00AM
6:00PM
1:00PM
12:00PM
1:00PM
6:00PM
Toyota M-29
11:00AM
6:00PM
1:00PM
12:00PM
1:00PM
6:00PM
6
Electric/Phones
Carpet/Visqueen
Freight
Start
Friday
12-27
Done
Friday
12-27
Start
Friday
12-27
Done
Friday
12-27
Start
Saturday
12-28
Done
Saturday
12-28
Chrysler M-2 A&B
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Lincoln M-3
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Mercedes Benz M4
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Lexus M-5
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Acura M-6
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Volvo M-7
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Infiniti M-9
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
ATC M-16
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
American Honda
M-10
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Subaru M-13
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Scion M-14
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Mazda M-17
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Volkswagen M-18
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
KIA M-19
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
Nissan M-20
8:00AM
1:00PM
1:00PM
5:00PM
8:00AM
4:30PM
EXHIBITOR
The display supervisor should be on-site at the start of the freight target time in
order to direct crate placement.
Vehicle Carrier Staging
All car carriers will need to check in with the security guard located at the front entrance
drive on Harbor Drive just south of First Avenue 1/2 hour prior to their targeted move-in
time.
Vehicle Move-in
Vehicles will enter the facility through designated doors behind the San Diego
Convention Center on Convention Way. You can access these doors via Convention
Way. Vehicle move-in will take place on Monday, December 30, 11:00AM – 5:00PM.
Exhibitors or exhibitor appointed contractors are responsible for removing the
visqueen on the carpet and placing it in the aisle or aisles adjacent to the exhibit
space immediately after vehicles are placed and detailed. Failure to remove
visqueen will result in a labor fee to have the visqueen removed by the general
contractor.
7
All exhibits need to be show-ready by 5:00 p.m. on Tuesday, December 31, 2013.
Please note the Exhibit Hall will be closed the following days:
 Monday, December 24, 2012
 Tuesday, December 25, 2012
Aisle Carpeting & Hall Cleaning
Show Management will begin installing the aisle carpet on Wednesday, December 31,
2013 @ 4:00PM.
Building Access During Set-up
To provide complete security for exhibitors and their possessions, it is important that all
exhibitors observe the following daily access hours. Your cooperation is appreciated.
Saturday, December 28, 2013
Sunday, December 29, 2013
Monday, December 30, 2013
Tuesday, December 31, 2013
8:00AM – 5:00PM
8:00AM – 5:00PM
8:00AM – 5:00PM
8:00AM – 5:00PM
All access must be made through the B Public Entrance Lobby, the area of the facility
closest to the Marriott Hotel. Parking is available in the facility’s garage. Advance
reservations must be made with Ace Parking at (619) 237-0399. Cost is $15 per vehicle
(subject to change – contact Ace Parking to confirm). Entrance to the garage is off
Convention Way adjacent to the Grand Staircase.
Media Day Staffing
In order to take advantage of media coverage during Media Day, be sure to have your
exhibit staffed with factory officials, narrators or product specialists on Wednesday,
January 1, 2014, beginning at 5:00AM. Please contact Amy Foley at (858) 550-0080 or
Rohatynski- Harlow Public Relations at (313) 378-6570 additional information.
8
Move-Out Information
Move-out & Building Access Hours
Show Management will begin removing aisle carpet at 8:00PM in exhibit areas where
the public has cleared on Sunday, January 5, 2014. Battery cables may not be
attached until directed by Show Management and exhibitors cannot begin vehicle
move-out until the announcement has been made to do so by Show Management.
All vehicles must be removed from the convention center on Sunday evening,
January 5, 2014 between the hours of 9:30PM and 11:00PM. Security will be
provided for underground parking beginning at 8:00PM on Sunday evening and
continuing until 9:00AM Monday, January 6, 2014 for any vehicles that will be
remaining overnight.
Limited curbside vehicle carrier staging is available. All requests must be made in
advance to the NCDA at (858) 550-0080. To make arrangements for reserved parking
for your vehicles, call Ace Parking Management at (619) 237-0399.



Empty crates and cartons will be returned beginning Sunday, January 5,
2014 @ 9:00 PM.
Load out will begin on Monday, January 6, 2014 at 11:00AM through
4:00PM and then will continue on Tuesday, January 7, 2014 at 8:00AM until
12:00 NOON.
All final bills of lading must be turned in the Freeman Exhibitor Service
Desk by Tuesday January 7 @ 8:00AM
Vehicle Removal Requirements
All exhibitors are responsible for removing cars from the floor immediately at the close
of the show, and should have enough drivers available on Sunday night to accomplish
move-out quickly. All drivers must have valid driver’s licenses. Special instructions will
be given to all exhibitors over the PA system at the close of the show as to when you
may connect battery cables and move cars. PLEASE FOLLOW THESE
INSTRUCTIONS! The Show Management is NOT RESPONSIBLE for vehicles lost or
damaged during the move-out process. Any special instructions which may be
implemented will be given to you on Sunday, January 5, 2014.
Literature Removal
Literature removal after the show is the responsibility of the individual exhibitor.
Removal of literature that has been left behind will be invoiced to the exhibitor at
prevailing rates. We recommend that any remaining literature be placed in vehicle
trunks and returned to the participating dealerships for use in the showroom.
9
Ticketing & Exhibitor
Access/Admittance Information
Public Admission Prices (All Days)
Adults (13 and over)
Military (with ID)
Senior Citizens (62 and over)
Children (7 -12)
Children (6 and under)
$12.00
$9.00
$9.00
$8.00 (free with paying adult on Sunday, Jan 5)
FREE
Discount Admission Tickets
Discount admission tickets may be purchased in packs of twenty-five (25). These
tickets represent a savings of $4.00 off the regular adult admission price of $12.00.
They may be given away to your family, friends, employees or customers. Unused
tickets are non-refundable. You may also wish to run a special promotion, offering the
discount admission tickets to the public, at your place of business, prior to January 1,
2014.
NOTE: Please see the enclosed form for ordering your discount admission tickets and
return the form to the NCDA, no later than December 3. All ticket orders must be
prepaid.
Association Member Discount Coupons
Special $2.00 off discount coupons will entitle the holder to $2.00 off any one (1) full
price ($12) adult admission, valid all show days. These discount coupons will be
available only to NCDA Dealer Members participating in the auto show and will
stimulate activity in the dealerships several weeks prior to the show. Point of Sale
displays and an adequate supply of $2.00 off coupons will arrive in dealerships
approximately three weeks prior to the show. These coupons will be delivered to your
dealership by your U-T San Diego sales representative.
Exhibitor Entrance Procedure
No passes, badges, or exhibitor identification will be mailed in advance of the
show. Salespersons - All salespersons working the show must pick up and sign for
their own entrance credentials at the special exhibitor registration desk provided in the
public entrance lobby of the convention center. A business card and a photo driver’s
license must be presented.
Employees, relatives, neighbors and friends of exhibitors without an
admission ticket are not eligible for free admission to the auto show.
10
All personnel working within your exhibit area should wear suitable business
attire. Exhibitors not dressed accordingly will not be admitted into the show.
NOTE: No one under the age of 16 years old will be permitted to enter with
an exhibitor gate pass. Due to insurance coverage rules, no children under the
age of 16 are permitted in the center during set-up or tear down.
Vehicle Clean-up Personnel
Vehicle clean-up personnel will be admitted prior to the opening of the show each day
from 8:00AM to 10:00AM.
In order to retain our first-class show appearance and also remain within the guidelines
set for us by the Association Committee, all clean-up personnel must dress
appropriately to enter the show. Vehicle clean-up personnel not dressed appropriately
cannot be admitted into the show. An acceptable professional appearance would
include the following: coveralls, company golf shirts or t-shirts, and clean blue jeans or
slacks. A uniform appearance for all employees representing your company is
preferred. Ripped shirts, printed t-shirts, dirty jeans, jeans with holes, and dirty sneakers
are not acceptable show attire.
11
Important Rules & Requirements
Aisles for Emergency Purposes
The Fire Department requires that all exhibitors leave three feet (3’) of space on every
public aisle and two feet (2’) of space on any border of their exhibit, which adjoins
another display area. This will allow a four-foot (4’) emergency aisle running between
each space.
Alcoholic Beverages & Food Items
Alcoholic beverages and/or food may not be brought into the San Diego Convention
Center.
Fire Regulations
Exhibitors must comply with all federal, state, and local fire codes which apply to places
of public assembly, in particular, Chapters 5, 8, and 31 of the Life Safety Code. All
curtains, buntings, draping, etc., of any kind must be flameproof. Special care should be
taken not to block or obstruct any fire hose or fire extinguisher cabinets, fire pull boxes,
or entrances and exits within the San Diego Convention Center.
Vehicle Requirements
Under no circumstances may display vehicles be placed in front of any fire or public
entrance and exit doors. Special attention should be given to keeping these public doors
free of blockage by any show vehicles. The same holds true for the construction of
displays, staging, walls, turntables, signs, etc.
Battery Cable - All vehicles displayed in the show must have the positive battery cable
disconnected and taped using UL approved plastic electrical tape. A special plastic bag
must then be applied and taped. A 4 1/2” x 6” 3 mil. plastic bag with fastener will be
provided by security officers as the vehicles enter the building.
Gas Tank Level - The gas level must not exceed 1/4 tank. All vehicles will be checked
by show security prior to entering the convention center to see that the gas level
requirement is correct. If the gas level exceeds 1/4 tank, the vehicle will not be
permitted to enter the building.
Gas Cap Requirements - If the gas cap door can be opened from outside your vehicle,
the vehicle must have a locking gas cap. If the gas cap door must be unlocked from
inside your car, then a locking gas cap is not necessary but the standard inside gas cap
must be taped.
12
AC/DC Converters - Cars using AC/DC converters must have the security system
fuse disconnected to prevent the public from setting off vehicle alarms.
Vehicle Access & Cleaning - All new production vehicles must be unlocked during
public show hours. All vehicles must be waxed or wiped daily. The auto show
committee and/or Show Management will inspect each display area to see that this
service is provided, with the cleaning charges being sent to the exhibitor whose
vehicles have been neglected.
Exhibit Blueprints
All vehicle exhibitors participating in the 2014 San Diego International Auto Show® must
provide a scale electrical blueprint of their display to Show Management, Freeman
Electrical, the San Diego Convention Center and Smart City Networks by November 19.
Please see the directory located on page 2 for contact information. These blueprints will
be used to install electric and telephone lines prior to carpet installation. Please be sure
to include electrical needs, telephone placement and the height of your display
properties on your blueprints. Show Management blueprints can be e-mailed in PDF
format to [email protected].
Dealership Identification
No dealership identification is allowed on vehicles, badges or displays. This includes
decals, license plates, license plate holders and signage.
Signs & Banners
All exhibit signs must be free standing or floor-type signs. No signs, banners, plaques
or pennants can be hung from the ceiling, walls, or perimeter drapes. All signs must
be professionally manufactured and have a finished surface on all edges and sides.
Plastic letters, shoe polish, and homemade signs may not be used on any vehicles or
in any area of your display. Decorations, signs, banners, etc., may not be taped,
tacked, stapled, or otherwise fastened to ceilings, walls, doors, painted surfaces, or
columns. Signs cannot block the view of other exhibitors.
In the case of a complaint, the decision on whether a sign remains or must be relocated
will be made by the Association Auto Show Committee and Show Management.
Display Placement
The maximum permissible height for displays is twenty-four feet (24’). Exhibitors
should contact Show Management if they have any questions regarding ceiling height.
Placement of exhibits cannot interfere, block, or extend into other exhibits. An exhibitor
could be asked to change the location or configuration of their exhibit or vehicle
13
placement, should they interfere with the rights of other exhibitors. All exhibits must be
free standing as no supporting wires from the ceiling or draped walls will be permitted.
Decorations, signs, banners, and streamers may not be attached, taped, nailed, or
otherwise fastened to any ceiling, window, painted surface or wall of the convention
center. Any special decorations or signs must be approved by convention center
management as to location and method of installation prior to the show opening.
Under no circumstances are helium balloons or adhesive-back decals to be given away
or permitted to be used in the convention center. Any cost incurred by the San Diego
Convention Center from the use or removal of these items will be charged to the
exhibitor.
Exhibitor Presentation Restrictions
An exhibitor may not work, sell or distribute literature from any area other than the
space rented by the exhibitor. Sales presentations, distribution of literature, and public
surveys are strictly forbidden from being conducted in public aisles, other exhibit
spaces, or any other public areas of the San Diego Convention Center. All public
address systems must be kept to a volume that is not disruptive to your neighboring
exhibitors.
Live Music at the Show
Due to ASCAP and BMI licensing restrictions, there cannot be any music played in any
display at the 2014 San Diego International Auto Show®. Jingles and commercials
produced by a manufacturer, that are the property of the manufacturer, can be used
throughout the show. Background music through the use of a television, radio, stereo,
cassette tape, or laser disc cannot be used, as this is an infringement on the original
copyright.
If you have any questions or wish to obtain a license from ASCAP or BMI, please
contact our office or see us in the Auto Show Office at the San Diego Convention
Center beginning Wednesday, January 1, 2014.
Liability
Each exhibitor is entirely responsible for the space allotted him through his contract.
Each exhibitor agrees to reimburse the San Diego Convention Center for any damage
to the floor, ceilings or walls within his contracted area.
The San Diego Convention Center, the New Car Dealers Association® San Diego
County, and Freeman assume no liability or responsibility for any loss or theft.
Therefore, it is the exhibitor’s responsibility to provide their own insurance coverage for
vehicles, exhibits and materials.
14
Insurance Requirements
All exhibitors, porter service companies and outside service companies providing any
equipment or services to the 2014 San Diego International Auto Show® or its exhibitors
must secure a broad-form comprehensive general liability insurance policy.
All exhibit houses must include all clients to the certificate of insurance to insure proper
coverage during the show.
The exhibitor shall procure, at its sole cost and expense, and shall maintain in force at
all times during the term of this contract (including move in and move out), policies of
insurance as herein below set forth, written by an insurer having a Best’s rating of at
least “A” and shall deliver to Show Management evidence of such policies as set forth
herein. These policies shall be endorsed in form acceptable to Show Management to
include a provision that the policy will not be cancelled, materially changed, or not
renewed without at least thirty (30) days prior written notice to Show Management, by
certified mail, return receipt requested, and state or be endorsed to provide that the
coverage afforded under the policies shall apply on a primary and not on an excess or
contributing basis with any policies which may be available to Show Management.
Policies written on a “claims-made” basis are not acceptable. At least two weeks prior
to the expiration of the policies evidence of renewal or replacement policies of
insurance, with terms and limits no less favorable as the expiring policies, shall be
delivered to Show Management. Deductibles of self-insured retention above $25,000
will require approval from Show Management.
1. A Commercial General Liability insurance policy (I.S.O. Form CG 00 01 or equivalent
approved by Show Management) in the Exhibitor’s name with Motor Car Dealers
Association of San Diego, a California corporation doing business as the New Car
Dealers Association® San Diego County; the San Diego Convention Center Corporation,
Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers,
directors, agents and employees of each of these entities named as additional insured
(I.S.O. Form CG 20 10 or equivalent approved by Show Management) with limits of
liability in the amounts of $2,000,000 Occurrence/$2,000,000 Aggregate on a combined
single limit basis for injuries to persons (including death), contractual liability and
damage to property.
2. Automobile and Truck Liability Insurance Policy in the Exhibitor’s name with Motor
Car Dealers Association of San Diego, a California corporation doing business as the
New Car Dealers Association® San Diego County; the San Diego Convention Center
Corporation, Inc.; City of San Diego; San Diego Unified Port District; and, the members,
officers, directors, agents and employees of each of these entities named as additional
insured with limits of liability in the amount of $2,000,000 each occurrence, on a
combined single limit basis for claims for bodily injuries (including death) to persons and
for damage to property arising out of the ownership, maintenance or use of any owned,
hired or non-owned motor vehicle.
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3. Worker’s Compensation Insurance (including Employer’s Liability Insurance) with
limits of $1,000,000/$1,000,000/$1,000,000.
4. Any additional insurance policies necessary to obtain required permits or otherwise
comply with applicable law ordinances or regulations regarding the performance of your
contract.
Exhibitor shall provide to Show Management a Certificate of Insurance as evidence of
such aforementioned policies at least thirty (30) days prior to the auto show; however, if
requested by Show Management within 10 days of the request a copy of such policies,
certified by the insurance carrier as being true and complete shall be provided to Show
Management. The Certificate of Insurance must (1) indicate the I.S.O. Form used by the
carrier, (2) be signed by an authorized representative of the insurance carrier, (3)
disclose any deductible, self-insured retention, aggregate limit or any exclusions to the
policy that materially change the coverage, (4) indicate that the Motor Car Dealers
Association of San Diego, a California corporation doing business as the New Car
Dealers Association® San Diego County; the San Diego Convention Center Corporation,
Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers,
directors, agents and employees of each of these entities are additional insured on all
policies (except Worker’s Compensation), (5) reference the auto show name and
location on the face of the Certificate and (6) expressly reference the inclusion of all
required endorsements. If requested by Show Management, the exhibitor must furnish
within thirty (30) days of a request proof that the person signing the Certificate is
authorized by the insurance carrier.
If, at any time during the period of this contract, insurance as required is not in effect, or
proof thereof is not provided to Show Management, Show Management shall have the
options to: (1) direct the Exhibitor to suspend work with no additional cost or extension
of time due on account thereof, (2) obtain the required insurance at Exhibitor’s expense
providing Show Management with coverage immediately, or (3) treat such failure as an
event of default. The contractor shall immediately file with Show Management, 10065
Mesa Ridge Court, San Diego, CA 92121, a notice of any occurrence likely to result in a
claim against Show Management.
Show Management and/or the official general contractor may request verification of this
policy during move-in of the auto show before any services or equipment may be
provided.
All policies must provide coverage from the first move-in date, December 23, 2013
through the last move-out date, January 8, 2014. All insurance policies must be
completed correctly.
This certificate of insurance must be received by Show Management no later than
November 19, 2013. Please fax the certificate to Linda Scarbrough at (858) 550-9537.
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NOTE: This deadline will be strictly enforced. Access to the building may be denied to
those subcontractors that have not provided a policy to Show Management on or before
the deadline date of November 19, 2013.
A sample of a correctly completed insurance policy is enclosed.
2014 San Diego International Auto Show
Certificate of Insurance Information
Certificate Holder/Additional Insured
San Diego International Auto Show
Motor Car Dealers Association
dba New Car Dealers Association
San Diego County
10065 Mesa Ridge Court
San Diego, CA 92121
Insurance Coverage Dates
December 23, 2013 – January 8, 2014.
Type of Certificate
Description of Operation/Location/
Vehicles/Special Times
Additional Insured
Motor Car Dealers Association of San Diego,
A California corporation doing business as
the New Car Dealers Association® San
Diego County; the San Diego Convention
Center Corporation, Inc., City of San Diego,
San Diego Unified Port District, and the
members, officers, directors, agents and
employees of each of these three (3) entities
are named as additional insured and are
provided the same coverage as the named
insured, including the cost of defense, against
claims for bodily injury, death, or property
damage occurring in or upon, or resulting
from the insured’s use or occupancy of the
San Diego Convention Center and/or the San
Diego Concourse.
Limits of General Liability
General Aggregate
Workers’ Comp / Employees’ Liability
Auto Liability
$2,000,000.00 Each Occurrence
$2,000,000.00 Each Occurrence
$1,000,000.00 Each Occurrence
$2,000,000.00 Each Occurrence
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Description of Operations/Locations/Vehicles/Special Items: Motor Car Dealers Association of San Diego, A California corporation doing business as the New Car Dealers Association® San
Diego County; the San Diego Convention Center Corporation, Inc., City of San Diego, San Diego Unified Port District, and the members, officers, directors, agents and employees of each of these three
(3) entities are named as additional insured and are provided the same coverage as the named insured, including the cost of defense, against claims for bodily injury, death, or property damage occurring
in or upon, or resulting from the insured’s use or occupancy of the San Diego Convention Center and/or the San Diego Concourse.
POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 20 10 03 97
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ADDITIONAL INSURED – OWNERS, LESSEES OR
CONTRACTORS – SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE
Name of Person or Organization:
Motor Car Dealers Association of San Diego, a California corporation doing business as
the New Car Dealers Association® San Diego County
10065 Mesa Ridge Court, San Diego, CA 92121
(If no entry appears above, information required to complete this endorsement will be shown in
the Declarations as applicable to this endorsement.)
Who Is An Insured (Section II) is amended to include as an insured the person or organization
|shown in the Schedule, but only with respect to liability arising out of your ongoing operations
performed for that insured.
SAMPLE
CG 20 10 03 97 Copyright, Insurance Services Office, Inc., 2000 Page 1 of 1
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Show Services Information
Exhibitor Services Provided in Vehicle Space Rental Charge
The following items and services are included in the space rental charge:
• Themed carpet in all public aisles
• Themed manufacturer identity sign over your public aisle to guide visitors into your
display
• Daily vacuum service for all exhibit carpet, turntables and platforms
• Daily emptying of exhibit area waste containers
Exhibitor Responsibilities
Each exhibitor is responsible for carpet, drayage, labor and the rental and payment of
tables, chairs, desks, waste cans and any other item used within their display. Cleaning
of displays and vehicles is the responsibility of the exhibitor.
Parking Information
On-site private vehicle parking is available in the convention center's underground
1,900-space parking garage. The cost is $15 per vehicle per day (contact Ace Parking
to confirm cost during show dates at (619) 237-0399.) Off-site parking is available at
numerous nearby locations. During show days, there is no 24-hour parking in the
garage. Vehicles left in the garage overnight and still in the garage the next morning
when the parking staff arrives at 5 AM will be towed away at owner’s expense.
Security
Show Management will provide 24-hour guard service on the show floor, beginning on
Friday, December 28, 2013 at 6 AM and concluding on Tuesday, January 7, 2014 at
6:00 PM. This service is for the overall safety and security of the show and its
participants. If your display contains something of particular value, it is recommended
that you secure it overnight. If you need private security for your display or concept
vehicles, please contact Show Management at (858) 550-0080. NOTE: The New Car
Dealers Association® San Diego County cannot be held responsible for the theft of items
missing from exhibitor areas.
Vehicle Detailing
The official vehicle cleaning and porter service for this year’s show is Professional
Detailers. Please call Professional Detailers at (949) 460-0314 to schedule any
detailing needs you have.
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Show Advertising & Publicity
Advertising
Extensive print, radio, television, and outdoor advertising will be used to target the San
Diego area and major markets. Advertising will begin ten (10) days prior to the opening
of the show and continue through the close of the show. We have contacted all major
radio, television, and newspaper representatives to seek their support, sponsorship, and
extensive PR coverage of this year’s exciting event.
Dealer Advertising Support
All dealerships, factories, and dealer advertising groups are asked to proudly support
the 2014 San Diego International Auto Show® by advertising your participation in the
show. Your usual radio, television, and print ads may be supplemented with a voiceover or drop-in auto show mention. (Example: “See the New 2014 Chevrolets at the San
Diego International Auto Show®, January1st through January 5th.”) The New Car
Dealers Association® San Diego County greatly appreciates any show advertising you
are able to incorporate into your regular advertising schedules.
Souvenir Show Program
An Official Souvenir Show Program will be published in conjunction with the show as
well as a full run in the San Diego Union-Tribune on Sunday, December 29, 2013. This
attractive show publication, with a full-color cover, is given free of charge to each family
attending the show and will serve as both a souvenir and an excellent reference source
since it will contain vehicle specifications, a floor plan, car buyer’s guide, editorials, and
photographs of all show features. Factories, dealer advertising groups, individual
dealers, and allied show exhibitors are encouraged to place an ad in the program book.
Public Relations/Media Day
Auto show press kits, pre-show press releases and all publicity will be prepared and
coordinated by the San Diego International Auto Show® public relations team. Are you
planning to bring a special display, concept car, pre-production model or unique feature
to the show? Please notify Amy Foley, Marketing & Media Director, (858) 550-0080.
A Media Center will be available in Lobby D for the working press attending the San
Diego International Auto Show®. The Auto Show public relations team will stock
manufacturer press kits provided we receive all materials in our office by November 30.
After this date, please send all press materials directly to the San Diego Convention
Center, to ARRIVE no earlier than December 31st with each package clearly marked
“2014 San Diego International Auto Show® Media Center, Lobby D.”
Public Relations/Media Day (cont.)
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A Media move-in, sneak peek will take place Tuesday, December 31, 2013 from
8 AM - 12 noon. Media Day will be held on Wednesday, January 1, 2014 from 5 AM to
10 AM. If you’re interested in holding a news conference in conjunction with Media Day,
please contact Amy Foley at (858) 550-0080 to schedule a time slot.
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General Contractor Information
Services for the 2014 San Diego International Auto Show® will be provided by:
Freeman
ADDRESS: 901 East South Street, Anaheim, CA 92805
Phone: (714) 254-3410 Fax: (469) 621-5602
Freeman will staff their Exhibitor’s Service Desk beginning on Friday, December 21,
2012 through Tuesday, January 7, 2014.
SHIPMENTS:
All shipments must be prepaid and are to be addressed as follows:
ADVANCE SHIPPING ONLY:
(Must be delivered November 20 thru Dec. 13)
(Name of Manufacturer)
2014 San Diego International Auto Show®
c/o Freeman
6060 Nancy Ridge Drive, Suite C
San Diego, CA 92121
The above address is for shipments that are scheduled to arrive in San Diego
before December 13, 2012. Note: the Freeman warehouse will be closed
November 22-23 and December 24-25. Warehouse hours: Monday-Friday,
8:00AM-3:30PM.
Shipments that are scheduled to arrive at the San Diego Convention Center can only be
accepted on your scheduled freight move in day. Freight deliveries prior to your move in
date will not be accepted by the San Diego Convention Center. Shipments to the show
should be labeled:
CONVENTION CENTER ONLY:
(Name of Manufacturer)
2014 San Diego International Auto Show®
c/o Freeman
San Diego Convention Center
111 West Harbor Drive
San Diego, CA 92101-7899
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Discount Admission Tickets Order Form
Advance Discount Admission Tickets will be available at a cost of $8.00 each, which is
a savings of $4.00 off the regular adult admission price. Tickets are in packs of 25 at a
cost of $200.00.
Quantity of Packs Desired __________ @ $200.00 Each = $__________
Enclosed
(Packs of 25)
PROCEDURE FOR ORDERING: Complete the order form below, please print or type
the information. Orders MUST be accompanied by a check. Unused tickets are not
refundable.
COMPANY: _____________________________________________
STREET ADDRESS: _______________________________________
(Tickets will be shipped to this location via UPS. No P.O. Boxes.)
CITY: ____________________________ STATE:____ ZIP___________
SPACE OR BOOTH NUMBER(S): _____________________
AUTHORIZED BY: __________________________________
TELEPHONE #:_____________________________________
EMAIL:____________________________________________
______________________________________________________________________
Print Name
Signature
TITLE:______________________________
MAIL TO:
DATE: _________________________
San Diego International Auto Show®
c/o New Car Dealers Association® San Diego County
10065 Mesa Ridge Court
San Diego, CA 92121
Phone: (858) 550-0080
Make all checks payable to: San Diego International Auto Show ®
Deadline Date for Orders: December 3, 2013
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