1. Show Location & Dates

October 10 - 12, 2017
The Sands Expo & Convention Center is a Non-Smoking Facility

2. Show Hours

3. Exhibition Management Office at Sands Expo & Convention Center

Nalan Emre
Organising Director
Email: Nalan.Emre@imexexhibitions.com

Mark Mulligan
Deputy Head, Organising Department
Email: mark.mulligan@imexexhibitions.com

4. Official Service Contractor

The official Service Contractor is Global Experience Specialists, Inc. (GES)
telephone: (800) 475-2098 (USA)
                (702) 515-5970 (International)
fax: (866) 329-1437 (USA)
      (702) 263-1520 (International)

GES is responsible for all decorating, drayage, labor, and freight handling, and will maintain a service desk near the exhibit area on the show floor where orders for labor, furniture, or carpet may be placed. Assistance with freight shipments will also be provided. Order forms for various services accompany this manual, and advance order will save money (they are to be filled out on-line, sent via mail or fax to the location shown on the form). Orders can also be placed online using Expresso. Exhibitors should contact GES well in advance to make their credit arrangements.

5. Union Labor

Nevada is a right-to-work state. Exhibitors may use full-time company personnel to set-up an exhibit, however, they cannot operate heavy machinery or lift equipment. If full-time company personnel are utilized, they are required to carry photo ID as well as company identification, such as an insurance identification card or payroll stub. At no time may union labor approach an exhibitor for monetary tips or product. If this occurs, please notify IMEX Show Management immediately.

Exhibitors may hand carry their merchandise from their personally owned vehicle (a privately owned vehicle i.e. car, van or SUV) in the designated areas. However, hand carts and dollies are not permitted. Unloading requires one person to remain with the vehicle at ALL times. Product must be unloaded within a few minutes and the vehicle must then be moved. This area is strictly enforced.

6. Move-In

NOTE: There will be a target move in plan for this show. Please review Shipping, Drayage and Material Handling and Target Maps for details, or contact GES.

Warehouse freight will be delivered by the time posted on the targeted move in plan. Direct shipments to show site will only be accepted on Monday October 9th. Please schedule your installation labor accordingly. If you have any questions please contact Jennifer Young at (702) 515-5628 or jyoung@ges.com

All displays and exhibits must be completed by Monday, October 9 at 9:00 PM.
Please note there will be a penalty charge of $290.00 (U.S.) per hour for booths that are not yet complete at this time.

7. Move-Out

8. Exhibit Builders

It is compulsory that Exhibitors register their exhibitor appointed contractor (EAC) with IMEX. Please log in to your IMEX booth coordinator portal to complete the online form. EACs must also provide their Certificate of Liability Insurance (COI) to IMEX, proving proper insurance coverage. Guidance on EAC insurance requirements can be found here.

9. Move-In and Move-Out Wrist bands

10. Shipping and Storage of Materials

10.1.1 Shipping of Materials with Official Freight Company / GES & CEVA

We recommend that you use our official contractors to expedite the delivery of goods to the expo hall. Please note: All exhibits, booth material, brochures, promotional gifts etc. must be custom cleared. Information on both domestic and international shipping can be found in the section below.

Contact for Domestic Shipments:
Global Experience Specialists
7000 Lindell Road
Las Vegas, NV 89118
USA
Phone (in USA): (800) 475-2098      International Calls: (702) 515-5970
Fax (in USA): (866) 329-1437     International Faxes: (702) 263-1520
www.ges.com/chat

Contact for International Shipments:
CEVA Showfreight
Unit 3a, Exhibition Way
NEC
Birmingham, UK
B40 1PJ
Telephone: +44 (0) 121 782 8888
Fax: +44 (0) 121 782 2875
Contact: Chris Hughes
E mail: chris.hughes@cevalogistics.com

Onsite Delivery Information
If you plan to have goods delivered to your booth by an outside freight carrier, it is essential that they know the name of the exhibiting company, booth number and have a contact name and mobile number of the representative who will be in your booth to receive the goods. The IMEX Show Management and GES cannot accept responsibility for, and will not sign for, any goods delivered to an unnamed booth.

Please also note: IMEX Show Management Personnel will not be able to sign or store any goods on your behalf. Should your booth representative fail to meet the delivery company in your booth, the goods will not be delivered and a surcharge will apply for a second delivery attempt.

10.1.2 Domestic Advance Shipments
All materials being shipped in advance to the GES warehouse must be clearly labeled with your company name and booth number:

“Exhibiting Company Name”
IMEX America 2017
Booth #_________
c/o Global Experience Specialists, Inc.
7000 Lindell Road
Las Vegas, NV 89118

Note: Advance Warehouse shipments should begin arriving on or between:
 
September 8 and October 4,
Open hours: Monday - Friday, 8:00am to 4:30pm; Closed 12:00pm to 1:00pm & Holidays

Please Note: Shipments arriving before September 8 will incur a storage fee, and shipments arriving after October 4 will incur a Late to Warehouse Fee and may not reach your booth by your target time.

10.1.3 International Advance Shipments

All materials being shipped in advance to the GES warehouse must be clearly labeled with the following:

Note: Advance Warehouse shipments should begin arriving on or between:
September 8 – October 4
Open hours: Monday - Friday, 8:00am to 4:30pm; Closed 12:00pm to 1:00pm & Holidays

Please Note: Shipments arriving before September 8 will incur a storage fee, and shipments arriving after October 4 will incur a late to warehouse fee (more details here).

10.1.4. Marshalling Yard for Direct Shipments (Monday Oct 9 only)
All materials that will be unloaded at the dock must check in at the Marshalling Yard. The Marshalling Yard is a staging area for trucks holding exhibitor’s freight until space is available for unloading at the Sands Expo.

Marshalling Yard Address:
GES
IMEX America 2017
"Exhibiting Company Name"
Booth #_______
2982 West Post Road
Las Vegas, NV 89119
USA

10.1.5 Labeling Your Materials for Direct Domestic Shipments
All materials being shipped directly to the Expo Hall must be clearly labeled with your company name, hall and booth number:
"Exhibiting Company Name"
IMEX America 2017
Booth #_________
c/o Global Experience Specialists, Inc.
Sands Expo and Convention Center, Hall C
201 East Sands Avenue
Las Vegas, NV 89169
USA

Direct Shipment hours for receiving are:

All vehicles unloading at the dock must check in at the Marshalling Yard.  

10.1.6. Labeling Your Materials for Direct International Shipments

Contact CEVA Showfreight regarding deadline for direct shipments.

10.1.7 Shipping Office On-Site
The GES Service Center will be located on the show floor during the exhibition to provide domestic and international shipping service for any materials you wish to ship. Please note: There will be a charge for this service. If you have an account with a delivery company please bring your customer number as you will receive discount prices.

11. Storage - Packaging and Removal

Storing of any crates, cartons, boxes or other show materials within your booth is strictly prohibited. Violators of fire codes are subject to fines and confiscation of materials.

Empty crates, cartons and boxes must be removed from the exhibitor’s booth. Empty containers will be picked up by GES. GES will return all empties at the conclusion of the show. Exhibitors may obtain labels marked “EMPTY STORAGE” at the GES Service Desk and should affix them to each empty crate, carton and box. Please be certain to mark your exhibit booth number on each label. Packing cases must be removed from the exhibition Hall. You should therefore make prior arrangements for the safe-keeping of such items with your shipping and forwarding agent or contact GES.

If you are arranging for materials to be picked up after the show closes, please do not leave them unattended in your booth at any time before they are picked up. It is vital that the collecting agent is aware of move-out timings and has appropriate passes to ensure access. The show’s official handling agent would be delighted to quote for all your delivery/collection requirements; please contact GES (for North America) and CEVA (for International shipping).

12. Booth Maintenance

If you need to work in your Booth after the Exhibition closes any evening you should advise the IMEX America Show Management Staff in Sands Room 101 on the same afternoon in order that arrangements may be made for the admission of workmen and the provision of lighting prior to 3:00pm.

13. Utility Orders

Specialized Event Services (SES) provides the following services at the Sands Expo & Convention Center:
Electrical/Booth Lighting
Telecommunication
Internet
Compressed Air/Water Outlets
Hanging Signs
Booth Cleaning
Plumbing (Wash Stations)

A Service Center will be located both on the show floor and on Level One. An order form and complete scope of services can be found in the section entitled ‘Additional Show Services’.
Sands Expo & Convention Center, Order Processing Dept.
201 Sands Avenue
Las Vegas, NV 89169
Phone: 702.733-5655
Fax: 702.733-5684
www.sandsexpo.com
servicecenter@sandsexpo.com

14. Floral/Plant Rental

Floral and plant rental services will be provided by the following company and an order form can be found in the ‘Additional Show Services’ section of this manual:
Spring Valley Floral Decorating Company Inc.
P.O. Box 760
169 Route 303
Valley Cottage, NY 10989
(845) 268-7555 Phone
(845) 268-6570 Facsimile
http://springvalleyfloral.com

15. Music in Booths

The playing of music or performers in your booth is generally prohibited in the interests of fellow exhibitors. Please note if you are using video presentations with background music you must register with ASCAP For further details please see - www.ascap.com.

Show Management reserves the right to determine at what point sound constitutes interference with others and must be discontinued. Per your space contract, exhibitor agrees that it will not violate any copyrights at the show and assumes sole liability and responsibility for the use of copyrighted materials at the show. Exhibitors will obtain any and all necessary licenses from copyright owners.

16. Catering

The Venetian | Palazzo is the exclusive catering/food and beverage provider at the Sands Expo and Convention Center. An order form can be found in the Additional Show Services section of Expresso. For enquiries please use the contact details below:

Contact for Catering queries:
Sands Expo Catering Department
201 Sands Avenue
Las Vegas, NV 89169
>Phone:  (702) 733-5676
Fax: (702) 733-5214
Email: catering@sandsexpo.com

Food and Beverage

Please note the following guidelines when planning for food and beverage on your exhibition booth:

1. All Items used as traffic promoters must be purchased through “The Venetian & The Palazzo.”
2. Food and beverage not sourced via Venetian Palazzo is limited to the following sample sizes: (4) ounces of food and (6) ounces for non-alcoholic beverages.
3. For Food and beverage which exceed the specified sizes, the following corkage fees will apply:A 50% charge of The Venetian and the Palazzo Banquet retail price plus tax, plus a service charge of 20% based on the full Hotel retail value of the item. The exhibitor may use its own staff to serve such food and beverage.
4. Your Catering & Conference Manager must approve all samples prior to them being brought on site.
5. 5. Each exhibitor providing food/beverage in the above limitations must complete and return ‘Request to Distribute Samples’ form which can be found within the catering order forms here.
6. Alcoholic beverages may not be brought into the venue from outside sources. All alcoholic beverages must be purchased from “The Venetian & The Palazzo.” This includes chocolate or candy containing alcohol.
7. All alcoholic beverages must be dispersed by bartenders from “The Venetian & The Palazzo” (prevailing rates will apply).
8. Heating or cooking in any form must be approved by the Clark County Fire Department. Clark County regulations may require you to obtain an Event Coordinator Permit from the Clark County Health District. Contact Danielle Ross (listed above) for further information.
9. Permits may be required by Southern Nevada Health District (SNHD) for your booth catering. In this case the Venetian Catering manager will contact you. This permit costs $131.
10. If Handwash stations are deemed necessary for your booth this is available from the Venetian at a cost of $100.
11. All exhibitors offering catering are required to review the ‘Temporary Food Establishment Quick Reference Checklist’ which is available within the catering order forms here.

Compressed Gas In Facility
Compressed gas cylinders are prohibited unless prior approval is obtained from the Fire Marshal. Approved cylinders must be stored and secured in an upright position with the cap on, secured tight. Helium canisters are permitted but must be stored in a secured, upright position.

Cooking
Exhibit booth cooking will be permitted only with the approval of the Clark County Fire Department and the Catering & Conference Management Department.

A permit from the Clark County Fire Department is required if cooking will be performed (see guidelines contained in the Health Department Regulations of this document). Please contact the Venetian Catering & Conference Department for clarification on obtaining permission.

Service Personnel
There is a four hour minimum per day for service personnel.
Attendant: $43.25/hr ($64.85/hr before 8AM, after 5PM, weekends and holidays)
The 4 hour minimum charge can be shared with other booth partners on your booth.

17. General Facilities

17.1.1 Exhibitor Business Center
The SES Business Center is located in the Lower Lobby of the Sands Expo and Convention Center. The following services are available:

• Printing
• Photocopy
• Faxing
• Shipping
• Sundries

Hours for the SES Business Center are as follows:

• Sunday, October 8^th – Friday, Oct 13^th from 8:00am – 5:00pm

17.2.1 Cash Stations
Level 1 Cash Stations/ATM machines are located in the lower lobby bedside the security podium near the front doors. Level 2 Cash stations/ATM machine is located beside the door to Hall B.

17.3. Coat Check/Cloakroom
Coat Check facilities are located in the lower lobby behind the SES Business center.

18. Children/Students

As stated on all the Exhibition literature, no person under the age of 18 years can be admitted to the Exhibition, either during move-in, show days or move-out. This rule also applies to Exhibitors’ children and has to be rigidly enforced to comply with the safety regulations of the Exhibition. Student groups will only be accepted if prior arrangement has been made with the IMEX Organizer.

19. Animals

No animals are allowed in the meeting space and the exhibition halls. Bringing guard dogs onto the exhibition grounds requires a permit issued by IMEX America Ltd. that may be revoked by same at any time. Guide dogs shall be kept on a leash at all times.

20. Damage

Please remember that you are responsible for any damage caused by you, your agents or contractors to the fabric of the exhibition buildings. It is in your own interest to check the condition of your booth site before the building of your booth and after its clearance.

21. Events in Booths

Please note there are to be strictly no events in the Exhibition Hall before 10:00 a.m. during all three Show days. Visitors, Press and Hosted Buyers do not have access to the Hall before 10:00AM and security staff at the main Hall entrance will not be able to permit entry before 10:00AM.

22. Promotional Staff

Any staff attending the exhibition in a promotional capacity must restrict their activities to the booth. Any staff in promotional costume or distributing promotional material in other areas of the Hall will be asked to leave the exhibition.

23. Distribution of Promotional Material

The distribution of any promotional material i.e. flyers, brochures, magazines etc. is prohibited throughout the Hall and outside the Hall. This includes booth drops and walking through the aisles handing any material to people. You may distribute material in your booth only.

24. Invitation Letter For Visa Purposes

When travelling to IMEX America you may require a visa for entry to the United States. Our registration company, Experient can supply an Invitation Letter for Visa Purposes for your visa application, confirming your registration at IMEX. For more information please contact Experient at:
Experient, Inc
Stacey McClendon-Mayer
2500 Enterprise Parkway East
Twinsburg, OH  44087
Direct Dial: 330-486-0471
Fax: 330-486-9136
Stacey.McClendon-Mayer@experient-inc.com
www.experient-inc.com

25. SECURITY MEASURES

Security Recommendations for Exhibitors and Exhibit Builder:

Shipping your materials/goods to and from the Exhibition.
(1) Ship in locked trucks or crates. If cartons are used, be sure that they are securely taped or branded. Under no circumstances should the outside be marked by the name or type of articles contained inside.

(2) Ship with a qualified freight forwarder.
(3) Be sure to furnish the shipping company information with an accurate and complete bill of lading.
(4) Have authorized exhibit personnel in your exhibit booth to accept and sign for materials/goods to ensure proper piece count and damage reports if necessary.
(5) Do not leave your booth unattended during the move-in and move-out period.
(6) Display technical equipment on the move-in day or the morning prior the exhibition opening and dismantle your technical equipment first after the exhibition finishes.
(7) Have a member of your staff remain in your booth with the shipment until it is actually picked up by the freight forwarders personnel.

Onsite deliveries to your booth
All onsite shipments must be checked through the GES Marshalling Yard prior to arriving at the Sands Expo & Convention Center. All freight should have proper Bills of Ladings and weight tickets. Please see the appropriate Section in this manual for GES Freight.

Please make sure that you inform the delivery company of your booth number in advance.

General Security Tips:
(1) Do not leave small items lying around.
(2) Portable items of all sorts should be kept in a sturdy, strong, locked place.
(3) Do not hide items under tables or information counters.
(4) Laptops, projectors, plasma screens and similar electronic devices should always be guarded.
(5) In addition to being careful, there are things you can do to protect possessions during absences - particularly at night when the booth is not manned.

1. Carry small items to your hotel each night.
2. Hire security staff from the official security contractor to watch and safeguard your booth.
3. Do not leave attractive items where others can pick them up.
4. Use strong safeguards. A heavy lock is no value on a flimsy door.
5. Do not hide materials behind booths. Guards cannot patrol these areas.

Additional Points we would like to draw your attention to:

Regulation for Freight/Safety Aisles
To ensure that health and safety regulations are met during move-in and move-out, and to grant exhibitor appointed contractors access to their booths there will be specially marked safety/freight aisles throughout the hall. These must be kept clear at all times. In the interest of all it is strictly forbidden to block or deposit any crates, building materials, furniture etc. on these freight/safety aisles. Security staff and IMEX representatives will be in the Hall to ensure that all exhibitors without exception adhere to keeping these aisles clear.

Insurance Coverage
While the exhibition organizer exercises utmost care to safeguard your property, neither the exhibition organizer, the venue nor the security contractor can take on responsibility for your property. We require that you ensure that you are appropriately insured for the event. Please note that standard insurance cover is now included with every booth contract (see General Terms and Conditions of Contract Point 13.0).

A credit may be given if satisfactory evidence of alternative insurance arrangements is agreed by the organizers’ insurance administrator.