So, your company has entrusted you with the job of coordinating an exhibition. While it may seem like a daunting task, this document will help you navigate and explain what is in the Exhibitor Services Kit (ESK), help you with move in and move out procedures, and give you the framework for putting together a successful show.
- Exhibitor Services Kit: The Exhibitor Services Kit has many different names including ESK, Service Kit, Exhibitor Services Manual, ESM or Service Manual. Whenever any of these terms are used; it is regarding your GES Exhibitor Services Kit. The ESK is where you will find rules and regulations, order booth furnishings, accessories, find shipping addresses, access important dates and deadlines and much more!
- Target Freight: The term target refers to shows that have a specific move-in schedule. This will also be referred to as Assigned Move-In, Target Date for Freight, or Target Move-In. If a show is targeted, each exhibitor is assigned a specific date and timeframe when their freight must arrive at the event. It is vital for exhibitors to know if the show is targeted, and what their target move-in date and times are as freight can be refused when off target adding to shipping expense and frustration. Target times can be found in the ESK under the Move-In, Move-Out and Target Floorplan tab.
- Exhibitor Appointed Contractor: An Exhibitor Appointed Contractor (EAC) is a company that the exhibitor hires to set-up and tear-down their booth (not GES). The EAC may only provide services in the facility that are not designated by the facility as exclusive to a designated provider, or by the show organizer in a contract as an exclusive service for the general or official service provider or other 3rd party.
ESK Homepage
The ESK homepage includes information on booth inclusions, quick links to important and frequently used items, important dates and deadlines as well as the links to order forms for all of our official vendors.
Show Information
The Show Information tab is the starting point for all basic show specific information. Be sure to read through the Welcome Letter and Critical Dates Checklist in this section as a starting point to planning.
Regulations and Guidelines
The Regulations and Guidelines tab includes all show polices, booth regulations, venue regulations, and safety information. It is critical you read this section in its entirety prior to planning your Exhibit to ensure a successful experience.
- Show Regulations and Guidelines include general rules and regulations of the entire exhibition. You can find regulations on animals, age restrictions, rules about booth activities and events, sound level rules, photography/videography rules, and much more.
- The Booth Regulations and Guidelines will tell you what you can and cannot do when building and designing your booth structure and layout. If you want to know how high your booth structure can go, how tall your sign can be, whether or not you are allowed to have a hanging sign, etc.
- Informa Workplace Safety Regulations is a NEW document stressing the common hazards and best practices for your safety onsite.
- ALL booths must submit the MANDATORY Booth Approval Form/Hanging Sign Approval form by August 2, 2019. Please include all measurements of structures.
- Fire Regulations are different for each facility. It is important to know regulations concerning usage of items such as open flames, cooking devices, hazardous materials, and compresses gasses as well as flame retardant requirements for your booth materials. You will need to follow both show fire regulations and facility regulations. You will find them under the Regulations and Guidelines tab under the Convention Center Rules and Regulations and the Fire Regulations.
- Union Rules also must be observed concerning moving your booth materials in yourself, when you are required to hire labor for installation and dismantling your booth, and when electrical or forklift labor are required.
Booth Furnishings and Accessories
The Booth Furnishings and Accessories section includes rental options for flooring, furniture, waste baskets, booth packages, and much more.
- Flooring is required for all booths. You can provide your own or rent carpet from GES through the Exhibitor Services Kit. You can order carpet, tables and chairs, as well as other accessories (such as wastebaskets and shelving) under the Booth Furnishings and Accessories tab.
- Booth Packages can save you time and money by combining items for a reduced rate.
- SupplySide will no longer provide a card-stock Company ID Sign to hang over the pipe & drape in an effort to decrease our footprint. If you wish to have a Company ID Sign, please place an order.
- Graphics and Signage can be ordered as well as shell schemes and hard wall booths.
Move-In/Move-Out Information and Target Floorplan
This section contains Move-In and Move-Out and Target Map information that is critical for a successful show site experience.
- This event has targeted move-in times assigned for each exhibitor. It is critical that each exhibitor know their move-in date and time to save money. You will find your target move-in information in this tab under the Move-In/Move-Out and Target Floorplan tab.
- Shipments received off target will be assessed an off-target fee that is a percentage of your total material handling charge for the shipment.
- Be sure to read both the Move-In and Move-Out Information documents while planning your shipping to and from show site. These documents contain information that can save time and money during the planning process.
Shipping, Drayage, Material Handling and Access Storage
Use this section to place orders for material handling, print shipping labels and view general information about material handling.
Food Safety and Sampling Guidelines
NEW this year. All exhibitors that are serving food or beverages in their booth, must have hand washing stations within the booth.
- Guidelines on what is required for Sampling.
- What is a Hand Washing & Sanitation Kit? Exhibitors may provide their own hand washing station if it complies with the information provided. GES and Mandalay Bay Exhibitor Services will have hand washing stations for rent if you do not have your own.
Refrigerated and Frozen Storage
Use this section if you are shipping refrigerated or frozen product and need storage and delivery during the event.
- Instructions on how the Cold Storage Shipping process works; when and where you need to ship your cold product and ordering storage or delivery of your product during the event.
Labor/Equipment, Hanging Sign and Rigging
Using this tab, you can place orders for Labor and Equipment, Hanging Signs and Arial Rigging, and submit your layout for sign placement. Review the Booth Rules and Guidelines prior to placing a hanging sign order as not all booth types are allowed to hang a sign.
- All hanging signs must be approved by submitting the MANDATORY Booth Approval Form/Hanging Sign Approval form by August 2, 2019. GES will not hang any signs that have not been approved.
- Review the Hanging Sign Information for guidelines, deadlines and Shipping Labels. All hanging signs must be approved by Show Management and shipped to the Advance Warehouse by September 24, 2019.
- Rigging and Truss will be provided by ordering from the Mandalay Bay Exhibitor Services.
- Need labor or a forklift to help set up your booth? A Labor order is required if hanging a sign.
- Exhibitors with an Island booth may require electric chain hoists, truss, please contact GES for more information.
Cleaning, Vacuuming and Porter Service
Vacuuming, carpet cleaning, floor waxing, and porter service (trash removal and wiping down of counters throughout the day) – If you are sampling something in your booth, we highly recommend porter service! Keep in mind that waste baskets will NOT be emptied throughout the day without ordering porter service.
Additional Official Vendor Order Forms
This section includes all other vendors outside of the general contractor (GES). Order forms for utilities such as electrical, telecommunications, audio/visual and plumbing as well as Booth Cleaning, Catering, Security, and Rigging and Truss.
- Electrical
- Do you have something to plug in, such as a computer, lead retrieval unit, cell phone, lights for your display, a machine, or a showcase? All these items would require an electrical order. Even if an outlet is placed behind your booth space, you must place an order to plug into the outlet fixture. To figure out how much power to order, you can add up the total “Amps” on the tags of each item, or call Mandalay Bay Exhibitor Services, they can help you with figuring out how much power will be needed.
- You only need electrical labor if you need the power drop in another location other than at the back of your In-Line booth, if you have an island, or if you need the power distributed under the carpet of your booth.
- To order vacuuming, carpet cleaning, floor waxing, and porter service (trash removal and wiping down of counters throughout the day). If you are sampling something in your booth, we highly recommend porter service! Keep in mind that waste baskets will NOT be emptied throughout the day without ordering porter service. Waste receptacles are not provided and can be ordered from GES.
- Need food/beverage for your booth or planning a Happy Hour, contact the Mandalay Bay Exhibitor Services department.
- Internet and Telecommunications may be ordered from the Mandalay Bay Exhibitor Services department.
- Audio/Visual equipment such as monitors, media player, computer, accessories, and power cables can be ordered from the Mandalay Bay Exhibitor Services department.
- Signs will not be hung without a Rigging Order. Online orders can be placed with Mandalay Bay Exhibitor Services.
- Security for your booth – Need in-booth security above and beyond the perimeter security provided for the show.
- Plumbing, Air, Water, and Gas can also be ordered from Mandalay Bay Exhibitor Services. If you have equipment that needs these items, you will need to place an order. For safety and liability, the specified contractor must handle these services.
- A Lead Retrieval unit/Badge Scanner allows you to capture leads generated at the show electronically as opposed to gathering business cards by hand and risk misplacing them. A report will be available after the event of your scanned badges and notes.
- Floral arrangements – Need a tree or a fern to spice up your display, check this vendor out! Be sure all arrangements abide by booth height regulations.
- Liability Insurance is required for all exhibitors. You may use your own carrier or our recommended vendor. Review the requirements and submission instructions.
Exhibitor Appointed Contractors (EACs) and Third Parties
If you are hiring another company outside of the ones that we have included in the Exhibitor Services Kit that will require access to a booth during installation and dismantling, you will need to complete the information within this section.
- There are 3 steps to this process:
