While coordinating an exhibition may seem like a daunting task, this document will help you navigate and explain what is in the Exhibitor Services Kit, help you with move-in and move-out procedures, and give you the framework for putting together a successful show.

How to Navigate the Exhibitor Services Kit

ESK Homepage

Show Information

• The Important Dates and Deadlines is the place to go for all freight related deadlines, including Move-In and Move-Out.
• The Critical Dates and Deadlines checklist one stop shop for all the discount deadlines in a handy organized page.
• Need to register for badges or secure a hotel room? Links are available on the ESK Home Page!
• Liability Insurance is required for all exhibitors. You may use your own carrier or our recommended vendor. All International exhibitors are automatically enrolled for U.S. Insurance with ExhibitorInsurance.com

Regulations & Guidelines

• Show Regulations & Guidelines include general rules & 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.
• Booth Regulations & 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 you can have a hanging sign, etc.
• Fire Rules & 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 & Guidelines tab under Baltimore Fire Regulations.
• Union Rules 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. This can be found under the Show Site Work Rules/Union Jurisdiction Regulations.

Booth Furnishings & Accessories

• Booth Packages can save you time and money by combining items for a reduced rate.
• Waste baskets are not included in the Standard Booth Package and must be ordered from the Accessories link.
• Graphics & Signage can be ordered as well as shell schemes and hard wall booths.

Inbound & Outbound Targeted Freight

• Shows with Targeted Freight have assigned move-in times for each exhibitor. It is critical that each exhibitor know their target time and date to save money. You will find your target inbound information under the 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 the Inbound & Outbound Targeted Freight document while planning your shipping to and from show site. These documents contain information that can save time and money during the planning process.

Hand Carry/Cartload & Privately-Owned Vehicle (POV) Services

• Information on when and where to unload your materials at the show site
• Cartload Service order forms
• Instructions on how the Hand Carry/Cartload/Privately Owned Vehicle process works

Shipping, Drayage, Material Handling & Access Storage

• Be sure to fill out the Freight Service Questionnaire if you are planning to ship any freight to the event. This form lets GES know what materials to expect and will allow them to better assist you with your shipping needs.
• Pre-print your address labels’ using the Print Shipping Labels tab to ensure all your freight is shipped to the correct booth space.
• Get a shipping quote. Shipping through GES can save you time and money.
• Create a pre-printed outbound Bill of Lading to speed up the move-out process by selecting the Pre-Printed Bill of Lading (BOL) & Outbound Labels Request form. Be sure to also review the Sample Outbound Bill of Lading with Instructions for tips on how to fill out the form.

Labor/Equipment, Hanging Sign & Rigging

• All hanging signs must be approved by show management. GES will not hang any signs that have not been approved. Be sure to fill out the Mandatory Booth Approval Form located in your Exhibitor Console prior to placing your orders. Make sure to include your information regarding the hanging sign.
• All hanging signs must be shipped to the Advance Warehouse prior to the event by deadline, located in the Hanging Sign - Advance Warehouse Shipping Labels tab
• Be sure to review Booth Regulations & Guidelines before ordering a hanging sign, as not all exhibit space types are permitted to have them.
• When preparing for the event you may discover the need to hire union labor for the installation and dismantling of your booth. Pricing and options for hiring labor can be found here.

Additional Official Vendor Order Forms:

• Audio Visual offers sound systems, media players, monitors and more.
• Lead Retrieval/Badge Scanner allows you to capture leads generated at the show electronically as opposed to gathering business cards by hand and risk misplacing them.
• Catering Menu/Sampling Guidelines is where you can order food and beverages for your booth, review the sampling guidelines and find the contact information for any catering questions you may have. This includes ALL Alcoholic and Non-Alcoholic food and beverages.
• Security/Booth Monitoring is personalized in-booth security above and beyond the perimeter security provided for the show.
• Floral Arrangements can help to spice up your display but be sure all arrangements abide by booth height regulations.
• Temporary Booth Staff can assist by working your booth during show floor hours. Exhibitor badges will be required for all temporary booth staff.
• Lowes Refrigeration Catalog & Order Form if your product requires refrigeration or frozen storage within your booth, you can review what is available and place an order.

Exhibitor Appointed Contractors (EACs) & Third Parties

• This is a 2-step process:
  • The exhibiting company will need to fill out the Notice of Intent to Hire an EAC Form.
  • The company you have hired (EAC) will need to complete the Agreement, Rules & Regulations between GES & EAC form and submit a valid Certificate of Insurance (COI) to the general contractor.