Exhibitor Services - Frequently Asked Questions

How do I get an Exhibitor Kit?

Your Exhibitor Kit can be downloaded directly from our website. Your Association contact will provide you with a username and password. Once received, fill in your username and password in our Exhibitor Login Area then follow the easy steps to download your kit. Please Read Your Exhibitor Kit thoroughly as it contains all of the information pertaining to your show and should answer the majority of your questions.

Is the Exhibit Hall carpeted?

The first page of the Exhibitor Kit will let you know if the show site is carpeted as well as the show color(s). If the show site is not carpeted and you would like your booth carpeted, you can order carpeting through us. Please complete and return the Booth Carpet Rental Form. Your carpet will be installed by the first day of move-in.

What is included in my booth package?

Your booth package information can be found on the front page of your Exhibitor Kit. Should you require additional equipment, furnishings, accessories, etc., please review the Exhibitor Kit for the appropriate order forms. If you don’t see what you need, call us and we will do our best to accommodate you.

Do I need to fax over all the forms in the Exhibitor Kit?

You only need to fax over the forms for the equipment/services you require along with the Payment Authorization Form. Bring a copy of your order forms to the show with you so you can verify that you have received everything you ordered.

How do I ship exhibit materials to my booth?

EVENTS EXPO provides Drayage/Material handling services, which includes receiving and storing your exhibit materials for up to 30 days in advance at our warehouse, transporting them to the show site and delivering them to your booth, the handling and storage of empty containers during the show and the removal of materials from the booth for reloading onto outbound carriers when the show closes. You have two options for shipping your advance freight — either to our warehouse or directly to show site. Please note that our Materials Handling Rate Schedule and Payment Authorization Form must be received prior to the arrival of your freight or additional charges may apply. These forms can be found in your exhibitor kit or call our customer service department to obtain additional copies. Please note that drayage does not include the cost to transport your exhibit materials to our warehouse or to the show venue.

Which is better? Shipping to your warehouse or directly to show site?

Material handling fees are the same whether you ship to our warehouse or directly to show site. Shipping to our warehouse allows more flexibility in when your materials arrive. Materials will be accepted at our warehouse 30 days prior to the show and up until the deadline date listed in your exhibitor kit. If shipping directly to the show site, your materials must arrive during exhibitor move-in. Shipments should not be scheduled to arrive earlier than exhibitor move-in, as the facility will not have the capability to receive them and may refuse them prior to installation of the show. Date and times of Exhibitor move-in are listed on the Material Handling Rate Schedule Form and on the cover page of your Exhibitor Kit. All shipments must be labeled c/o EVENTS EXPO with your booth number and show name and have a bill of lading.

How do I estimate my Material Handling charges?

Charges will be based on the weight of your shipment. Each shipment received is considered separately. The shipment weight will be rounded up to the next 100 pounds. Each 100 pounds is considered one "cwt" (one hundred weight). There is a 100 pound minimum charge for each shipment. In the event you do not know the weight of your shipment, for your convenience we will weigh your freight at our warehouse and charge you accordingly.

What happens to my empty containers during the show?

"Empty Labels" can be obtained at the EVENTS EXPO Exhibitor Service Desk. Place your labeled containers near the aisles and they will be picked up periodically and stored during the show. Please make sure that you have removed all necessary items from your containers as they will not be accessible during the show. The empty containers will be returned to the booth, in random order, at the close of the show. Please note this process may take several hours depending on the size of the show.

How do I ship my materials after the close of the show?

You must have a completed Bill of Lading in order to ship materials from the show. All pieces must be labeled individually. Labels are available at the Exhibitor Service Desk. To save time, complete and submit the outbound shipping paperwork in advance. After materials are packed, labeled and ready to be shipped, the completed Bill of Lading must be turned in at the EVENTS EXPO Service Desk.

If you prefer to use a carrier different from our recommended carriers, you must arrange your own outbound shipping by calling your designated carrier with pick-up information. Please refer to the cover page in your exhibitor kit for specific dates and times. In the event your selected carrier fails to show on final move-out day, your shipment will be rerouted to the EVENTS EXPO carrier of choice. For your convenience, EVENTS EXPO recommended carriers will be on site to handle outbound transportation.

Do I need insurance?

Make certain all your materials are properly insured while in transit to and from the convention site and for the duration of the convention. This usually can be done with "riders" to your existing insurance policy.

What do I do when I arrive at show site?

When you arrive at show site, you should go to your booth space and check that everything is there. Check each item against your shipping information. Also, make sure that if you ordered electrical that is has been installed. The venue will typically provide electrical services, so contact their representatives if there are any problems with electrical service. If anything is missing or you want to order any additional items, please go to the Exhibitor Service Desk. If you ordered labor, check in at the Exhibitor Service Desk at the requested time to pick up your laborers.

What should I bring with me to the show?

As a reminder of what you ordered, bring copies of all of your paperwork and documentation. Also, bring copies of what you have shipped, how it was shipped and any tracking numbers. Lastly, bring information on outbound shipping, your carrier and address to be shipped to.

When will my items that were shipped in advance to the warehouse arrive in my booth?

Items shipped in advance to the warehouse should be in your booth by the time you arrive on the first day of move-in. If all of your items are not in your booth by the first move-in day, take your tracking and shipping information to the Exhibitor Service Desk. We will determine whether or not the shipment has been received.

When will the items I ordered through EVENTS EXPO arrive in my booth?

If you ordered carpet through EVENTS EXPO, it should be in your booth on the first day of move-in. If you ordered electrical services, please be sure to notate on the EVENTS EXPO carpet order form that you have ordered electrical. This will ensure that the electrical is installed prior to carpet installation. EVENTS EXPO furnishings, accessories and audio visual equipment will arrive according to the show schedule.

Is it necessary to check-in at the on-site Exhibitor Service Desk?

There is no need to check in with the Exhibitor Service Desk, however, if you have any questions or need to order additional furnishings, schedule labor or arrange outbound shipping, please do not hesitate to stop by so our service representatives can assist you.

When do I need to be sure to vacate my booth space?

Please refer to the front page of your Exhibitor Kit for the date and time the show needs to be cleared.