Dear Exhibitor: Thank you for choosing to exhibit at the 2011 BizBash Florida Expo & Awards, Tuesday, April 12th, 2011 at the Ft. Lauderdale Convention Center in the Grand Floridian Ballroom. Please take a few minutes to read the kit and pay attention to those areas that relate to your concerns. This exhibitor manual will assist you in optimum planning for the BizBash Expo. The manual contains valuable information that allows for an easier move-in, and, more importantly, SAVE YOU MONEY, if you start planning now. Check back to the points you agreed to on your booth contract to assure you know what is needed. Please review carefully. If y ou are no t ha n dlin g all t he arra ngeme nt s, m ake sure t hi s get s sen t to t he ap pro priate person i n a ti mely ma n ner to a ssure a smo ot h loa d in an d sho w set u p. Move-in for exhibitors begins on Monday, April 11, 2011at 8:00 AM and ends at 5:00 PM. The trade show floor will open for attendees at 11:00 AM on April 12 and the event ends at 5:00 PM. Breakdown prior to 5:00 PM is prohibited. Important items include the Ft. Lauderdale Convention Center rules & regulations, deadlines for advanced shipping and discounts, order forms, insurance requirements, show guide listing, and registration. If you have any questions, the answer should be in the manual. If you cannot find it, please call us. Please review the information about shipping and booth design. Please note that freight is NOT included in the cost of your booth and you will be charged by the pound at the dock. To avoid delays it is recommended to advance ship all materials to the EXPO advance-shipping warehouse. Advanced shipping assures having your freight in your booth before move-in starts and avoids show site surcharges. In the next few weeks you will be receiving a BizBash Planner Pass via email. The Planner Pass is designed for PLANNERS ONLY to market your booth at the show. We recommend giving the Planner Pass PDF or code to your key prospects so they can visit you at the show. They will have 50% off of the trade show floor. You will also receive a graphic file and we invite you to post this on your website to alert your site visitors to visit you at the Expo. Please visit http://www.bizbashfloridaexpo.com/ for show updates and additional information regarding the 2011 BizBash Florida Expo & Awards. The Ft. Lauderdale Convention Center will be providing security at all ports and entrances. Please have a government issued photo id with you at all times. See the security insert for full details. Please look at the next page for a checklist of tasks to remember in planning your participation at the BizBash Florida Expo & Awards. Your day of set up and day of show contact will be, Ann Keusch, Florida Publisher and Sheryl Olaskowitz, Director of Events and Trade Shows. We look forward to seeing you at the event! Regards, Missy Goldberg Events Coordinator BizBash Media 646-839-6829 mgoldberg@bizbash.com
Sheryl Olaskowitz Director of Events and Trade Shows BizBash Media 646-839-6831 solaskowitz@bizbash.com
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Ann Keusch Florida Publisher BizBash Media 305-808-3531 annk@bizbash.com
TABLE OF CONTENTS Welcome BizBash Welcome Letter “Things to Know & Remember� Planner Checklist Contact Information Acknowledgement of Receipt of Exhibitor Manual Exhibiting Information Schedule / Shipping Address / Equipment and Services Booth Amenities Services & Vendors Set Up & Dismantling Information Shipping Information Freight Move-in & Move-out Set-Up & Dismantling Travel Information Travel / Hotel Accommodations Insurance Information Requirements for Certificate of Insurance Informational Inserts & Forms Audio-Visual Order Form E-Vents Lead Retrieval Form Sample Food & Beverage Distribution Authorization Request Form Telecommunication Services Order Form Rental Furnishings Electrical Form Floral & Booth Decorations Order Form Payment Policy Form Third Party Payment Policy Form Recap of Services Ordered Booth Order Form STS Accessory Order Form Exhibit Shipping Information & Drayage Rate Schedule Form UPS Insert Area Work Rules Insert Vehicle Spotting Form Labor Order Form Non-Official Contractor Request Form Cleaning Service Hanging Signs or Banners Form Sign and Display Card Order Form Convention Center Rules & Regulations Electrical Labor Order Form Booth Services Menu
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1 3 4 5 6 7 8 9 10 11 12 14 16 17 19 20 21 23 24 26 28 29 31 33 34 36 38 39 40 41 42 43 44 45 47 48
“THINGS TO KNOW & REMEMBER� PLANNER CHECKLIST ACTION ITEM Show Guide Ads
DETAILS Exhibitors can purchase ads in the show guide. If you have not done so and are interested, please contact your account executive.
DATE DUE March 18, 2011
Show Guide Exhibitor Descriptions
Please upload company contact information and 30-word description for the show guide at: http://www.bizbashfloridaexpo.com/ems.cfm The code needed to upload your company information will be sent to your email from E-vents Registration. Missing the deadline can result in a listing only. Please submit the Lead Retrieval form by the listed date to collect leads during the Expo. Leads can be retrieved at: http://www.e-ventsreg.com/Leads. Contact EVents with questions at 201.722.9220.
March 18, 2011
Exhibitors serving sample sized food and/or beverage must receive written authorization from the Catering Department at the Convention Center. Please contact Tom Magaddino at 954.765.5947 with questions. You will need to contact your insurance carrier to list BizBash Media and the Ft. Lauderdale Convention Center as additionally insured on your current policy. Additional booth supplies ordered from EXPO need to be ordered by the due date listed to receive reduced advanced rates.
March 22, 2011
Advanced shipping is available up to 30 days prior to the show. All materials MUST arrive at the EXPO warehouse NO LATER than April 04, 2011. All booth staff must be registered for Booth Personnel Badges. E-Vents Registration will send an email with the URL link and code needed to register your staff. Exhibiting companies will receive 4 complimentary badges. Each additional badge is $25. All materials directly shipped to the Ft. Lauderdale Convention Center MUST arrive during Exhibitor move-in.
No later than April 04, 2011
Lead Retrieval
Serving food/drink samples in your booth Insurance Booth Supplies Advanced Shipping Register Staff for Booth Personnel Badges Direct Shipping Travel Information
Planner Pass
Host Hotel: Renaissance Fort Lauderdale Cruise Port Hotel 1617 Southeast 17th Street, Ft Lauderdale (954)626-1700 Group Rates Corporate Code, bzbbzba BizBash will be emailing Planner Passes to you. These are invitations for 50% off for QUALIFIED EVENT PLANNERS, prior to the show only, you work with to help market your booth at the show. The planner passes DO NOT include a discount to the Conference Programs and planners MUST use the code provided on the pass when registering online.
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In advance or on-site
March 28, 2011 March 28, 2011
April 08, 2011
April 11, 2011
BIZBASH TEAM If you have any questions or concerns, please do not hesitate to contact us. We look forward to seeing you at the show! Richard Aaron President raaron@bizbash.com 646.839.6833 Sheryl Olaskowitz Director of Events and Trade Shows solaskowitz@bizbash.com 646.839.6831 Ann Keusch Florida Publisher/Booth Sales & Operations ann@bizbash.com 305.808.3531 Missy Goldberg Pre-Show Exhibitor Communications mgoldberg@bizbash.com 646.839.6829
SHOW VENDORS EXPO Convention Contractors, Inc. Erica Pinkusiewicz Exhibitor Sales & Service Department epinkusiewicz@expocci.com 305.751.1234 Fort Lauderdale Convention Center Lynne Downs Operations Coordinator ldowns@ftlauderdalecc.com 954.765.5970 E-Vents (Lead Generation) www.e-ventsreg.com/Leads 201.722.9220 AV Rental Depot (Plasmas, Computers) Joe Doyle Internet Marketing & Sales Manager Joe.doyle@avrd.cc 561.443.4700 x374 Catering Office Tom Magaddino Director of Catering Sales tmagaddino@ftlauderdalecc.com 954.765.5946
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ACKNOWLEDGMENT OF RECEIPT OF EXHIBITOR MANUAL 2011 BizBash Florida Expo & Awards - The Ft. Lauderdale Convention Center – April 12, 2011 I have read and been informed about the rules, regulations and policies of the 2011 BizBash Florida Expo & Awards, taking place at the Ft. Lauderdale Convention Center on April 12, 2011. I have received a copy of the exhibitor manual and agree to abide by the policy guidelines regarding labor, booth set up, food and beverage service and equipment as a condition of my exhibition at the Expo or have passed it along to a responsible agent. I agree to have my exhibit set by 5pm on April 11, 2011, and that my exhibit must remain intact until 5pm on April 12, 2011. I understand that if I have questions, at any time, regarding the Expo policies, I can speak to the Events Coordinator, Missy Goldberg at mgoldberg@bizbash.com or 646-839-6829. Please read the exhibitor manual carefully to ensure that you understand the rules, regulations and policies before signing this document. Please fax the signed document to 646-638-3601, Attention: Missy
Exhibitor Signature: _______________________________________ Exhibitor Printed Name: ____________________________________ Exhibitor Booth Number: ________________ Date: ________________________
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SCHEDULE EXHIBITOR MOVE-IN Monday, April 11 10:00 am – 5:00 pm SET-UP HOURS Monday, April 11 10:00 am – 5:00 pm TRADESHOW FLOOR HOURS Tuesday, April 12 11:00 am – 5:00 pm DISMANTLING HOURS Tuesday, April 12 5:00 pm- 9:00 pm REROUTE FREIGHT Tuesday, April 12 8:00 pm MOVE-OUT NOTE: All carriers must check in no later than 7:30 pm on Tuesday, April 12. OVERTIME CHARGES Please be advised that overtime charges will apply during MOVE-IN after 4:30pm and will apply during MOVE-OUT. ADVANCED SHIPPING TO EXPO WAREHOUSE ADDRESS BizBash Expo Your Company Name, Booth # EXPO Convention Contractors, Inc. 57 N.E. 179th Street Miami, Florida 33162 Materials should be shipped to arrive at the EXPO warehouse NO LATER THAN April 04, 2011. Freight received after this date will incur a 25% late handling fee. Please see the shipping & drayage form for complete details. DIRECT SHIPPING TO THE FT. LAUDERDALE CONVENTION CENTER BizBash Expo Your Company Name, Booth # EXPO Convention Contractors, Inc. c/o Broward County Convention Center 1950 Eisenhower Blvd., Grand Floridian Ballroom Fort Lauderdale, Florida 33316 Shipments must arrive at the show site April 11, 2011 between 10am & 5pm. Please see shipping and drayage form for complete details. EQUIPMENT & SERVICES The deadline for all forms to be received is March 28, 2011. Observe this deadline to receive pre-order discounts. Some forms will need to be sent directly to the vendor providing the service.
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BOOTH AMENITIES DRAYAGE Also known as “materials handling,” drayage is the labor to receive freight during move-in, delivering it to your booth, removing empty containers, storing empty containers, returning them after the show and loading materials for outbound shipping. Please see the Shipping & Drayage Order Form for rates and complete details. BOOTH DIMENSIONS & EQUIPMENT Each 10’ x 8’ Exhibit Booth includes: 8’ High Backwall Drape (black) - Booth Design NOT TO EXCEED 3’ High Sidewall Drape (black) – Booth Design NOT TO EXCEED (1) 6’ Skirted Table with Black Drape (2) Chairs (1) Wastebasket (1) 7” x 44” Booth ID Sign CARPET COLOR The booth area has multicolor carpet. You may carpet your booth area in any offered color. Please see the EXPO Furnishing Rental Form. BOOTH CLEANING The trade show floor will be vacuumed prior to move-in. EXPO offers additional cleaning services during the expo. Please see the Cleaning Service Order form for complete details. BOOTH IDENTIFICATION SIGN All exhibitor spaces will be identified by a simple booth sign (7” x 44”) that includes Exhibitor’s name and booth number. EXHIBITOR SALES & SERVICE DEPARTMENT The Exhibitor Sales & Service Department is available for any questions about shipping, drayage, billing, booth orders, etc. They can be contacted at 305.751.1234. PARKING The Ft. Lauderdale Convention Center is connected via glass-enclosed skywalks to the 2,500 space Port Everglades Parking Garage. Rates and Directions can be found in the Travel section of this manual. REGISTRATION After submitting a tradeshow booth contract & deposit please log onto http://www.bizbashfloridaexpo.com/ems.cfm and use the individual access code e-mailed to you by EVents Registration. The email will be sent to the email address listed on the tradeshow booth contract that was submitted to your Account Executive. You can register up to 4 people at no charge. There is an additional $25 charge per person if you register more than four. The information you enter on the E-Vents Registration website will be included in the Show Guide or Addendum.
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SERVICES & VENDORS LEAD RETRIEVAL E-Vents will be providing several options to capture your leads at the BizBash Florida Expo & Awards. Please review the E-Vents Order Form for complete information on their services. CATERING / FOOD SERVICES NFS of Broward, Inc. has exclusive food and beverage distribution rights within the Ft. Lauderdale Convention Center and would be happy to assist you with any catering requests. Please see the Sample Food & Beverage Distribution Authorization Request form for complete details. You may also contact Tom Magaddino, Director of Catering Sales, at 954-765-5947. TELECOMMUNICATIONS / INTERNET The Telecommunications Department is the exclusive Internet & phone provider at the Ft. Lauderdale Convention Center. The facility can provide Internet connectivity at high speeds through CCLD. All meeting rooms and ballrooms are equipped with Ethernet connection capabilities. To take advantage of advance rates for internet, the order must be received 21 days prior to Exhibitor Move-In. Please see the Internet Services Order Form for full details. If telephone service will be needed the day of the event, please fill out the Telephone Service Order Form. For any additional questions please contact the Telecommunications Department at 954-765-5959. AUDIO-VISUAL SERVICES: AV Rental Depot is the preferred AV vendor for BizBash Florida. Please see their order form for additional information and pricing. ELECTRICAL SERVICES Elden Electric is the exclusive electrical and utility service provider at the Ft. Lauderdale Convention Center. Please refer to the Electrical Order Form for details. SECURITY It is important to have government issued photo identification with you at all times. Event Registration Badges are not sufficient to gain entry into the Convention Center, which is operated by port authority. Any individual without proper identification may be denied access into the Convention Center. Please see the Port Security & Access Information Insert for complete details.
SHIPPING INFORMATION There are 2 options when shipping materials to the Florida Expo: Advance Shipping & Direct Shipping. ADVANCE SHIPPING EXPO recommends shipping exhibit materials up to 30 days in advance prior to the Florida Expo to their Advance Receiving Warehouse. Making advanced shipping arrangements will ensure a prompt and secure delivery to your exhibit site. The Ft. Lauderdale Convention Center will not have the facilities to receive and store such materials in advance. For advance shipping all materials MUST be shipped, prepaid and arrive at the EXPO warehouse NO LATER THAN APRIL 20, 2011. Freight received after this date will incur a 25% late handling fee. Please see the Shipping & Drayage Order Form for full details.
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All advance shipments must be addressed to: BizBash Florida Expo & Awards Your Company Name, Booth # EXPO Convention Contractors, Inc. 57 N.E. 179th Street Miami, Florida 33162 DIRECT SHIPPING The Ft. Lauderdale Convention Center will not be accepting any freight prior to Monday, April 11. All freight should arrive during Exhibitor Move-In on Monday, April 11 between 10am-5pm. Many common carriers will hold shipments in advance of the delivery date without any additional charges. Concerns regarding advance shipments should be addressed with your individual carrier. Please see the Shipping & Drayage Order Form for full details. All direct shipments must be addressed to: BizBash Florida Expo & Awards Your Company Name, Booth # EXPO Convention Contractors, Inc. c/o Broward County Convention Center 1950 Eisenhower Blvd Ft. Lauderdale, FL 33316 DRAYAGE Material handling involves receiving freight during move-in, delivering it to your booth, removing empty containers and returning them after the show, and loading materials for outbound shipping. This service is also known as drayage. Please refer to the EXPO Exhibit Shipping Information & Drayage Rate Schedule order form. SHIPPING GUIDELINES 1. All shipments must arrive prepaid 2. Shipments must be consigned to EXPO Convention Contractors, Inc. 3. All shipments must be properly labeled. 4. All materials should be properly insured 5. Exhibitor routing on outbound shipments is honored when possible. However, EXPO reserves the right to reroute as necessary. 6. All Shipments requiring special handling are handled on a time and material basis 7. EXPO Convention Contracts, Inc. is the official drayage contractor and has control over all freight docks, doors, elevators, and crate storage areas. A $35.00 charge will be incurred for any box or carton not handled by EXPO. 8. Remove all expired shipping labels 9. Collect shipments are not accepted unless written authorization is furnished by the shipper. There is a 25% surcharge ($15.00 minimum) based on the amount advanced by EXPO Convention Contractors. UPS / FED EX / SMALL PACKAGE SERVICES All packages will be received through the loading dock during exhibitor move-in on April 11 from 10:00 am to 5:00 pm. Please note that piece counts cannot be guaranteed for such shipments. Where possible, exhibitors may avoid delays and extra charges by having express deliveries shipped to their hotel. Any packages received outside of the designated shipping schedule will be billed an additional 25%.
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Please see the UPS Freight Trade Show Services Insert for more information on simplified shipping solutions.
FREIGHT MOVE-IN AND OUT FREIGHT MOVE-IN FREIGHT DELIVERY HOURS Direct Deliveries to Dock: by Common Carrier or Personally Owned Vehicles Monday, April 11 10:00 am-5:00 pm Exhibitors may use a 2-wheeled small luggage cart or rolling case to transport booth material. 2-wheeled small luggage or rolling cases will not be provided and exhibitors must bring their own. We ask that exhibitors refrain from using handcarts, flatbeds, or dollies. Our Material Handling Staff is on hand to facilitate such moves. Advance Shipping: The Ft. Lauderdale Convention Center will not be accepting any freight prior to Monday, April 11. All freight should arrive during Exhibitor Move-In on Monday, April 11 between 10am-5pm. Many common carriers will hold shipments in advance of the delivery date without any additional charges. Concerns regarding advance shipments should be addressed with your individual carrier. Please see the Shipping & Drayage Order Form for full details. FREIGHT MOVE-OUT Common Carrier Pick-Up: Tuesday, April 12 5:00 pm-9:00pm All carriers must check-in for pick-up no later than 7:30 pm on Tuesday, April 12. At the close of the show it is the exhibitors’ responsibility to -Obtain a Bill of Lading from the EXPO service desk -Arrange with the carrier of your choice to pick-up your freight from the show site by the designated time -Re-pack and label each container being shipped -Complete the Bill of Lading form and return it to the EXPO service desk
SET-UP & DISMANTLING SET UP Monday, April 11 10am-5pm Exhibitors may use small (2-wheeled) luggage cart or rolling case to transport booth material. We ask that exhibitors refrain from using handcarts, flatbeds, or dollies. Our material handling staff is on had to facilitate such moves. If the set-up of your booth requires labor, please fill out the Labor Order Form. If you are planning on employing your own non-official contractor for booth set-up, please fill out the Non-Official Contractor Request Form. All exhibits must be set up by 5pm on Monday, April 11. No construction, arranging, or setting up of exhibits, including deliveries or moving of products, are permitted during show hours.
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DISMANTLING Tuesday, April 12 5pm-9pm Empty containers will be returned automatically at the close of the show, Tuesday, April 12 at 5pm. Please stop at the service desk prior to packing to review any charges for services at the show. Bills of Lading and Shipping labels will be available at the service desk in the back of the trade show floor for your convenience. Early dismantling will be subject to a penalty up to $1000 by show management or refusal for future booth space at the show.
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TRAVEL DIRECTIONS Fort Lauderdale Convention Center 1950 Eisenhower Boulevard, Fort Lauderdale, FL 33316 Phone: 954.765.5900
From the North or South: Take I-95 or Florida's Turnpike and Exit at 595 East. Exit at US 1 North and proceed to S.E. 17th St. East on S.E. 17th St. to Eisenhower Blvd. Turn right on Eisenhower. Follow signs to the Convention Center. The Greater Fort Lauderdale/Broward County Convention and meeting facility is located at the northern end of Port Everglades. Security checkpoints exist at all entrances to Port Everglades. All visitors must present valid government-issued identification. For further details, visit the Port Everglades website at http://www.porteverglades.net/about-us/security/ FT. LAUDERDALE CONVENTION CENTER PARKING RATES Time
Rate
0 Minutes – 1 Hour
$3.00
1 Hour – 5 Hours
$6.00
Each Additional Hour, Up to 7 Hours (or part thereof)
$1.00
7 Hours – 9 Hours
$10.00
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9 Hours – 11 Hours
$12.00
11 Hours – 12 Hours
$13.00
Maximum Daily Rate
$15.00
Lost Ticket (minimum)
$15.00
Oversize Vehicle: 1 Hours – 5 Hours
$8.00
Oversize Vehicle: Up to 1 Day
$19.00
Rates are per entry, based on each 24-hour period. Northport Parking Garage accepts cash, MasterCard, Visa, Discover, Amex and Travelers Checks. Rates are subject to change. The Ft. Lauderdale - Broward County Convention Center is connected via 2 glass enclosed skywalks from the parking garage. Disabled parking spaces are available near the elevators on each level. There is no charge to park handicap vehicles if the following apply: 1. The visitor must have a Florida toll decal 2. Or the vehicle must have a mechanical chair lift 3. Or the vehicle must have hand controls HOTEL ACCOMODATIONS
Renaissance Fort Lauderdale Cruise Port Hotel 1617 Southeast 17th Street Fort Lauderdale, Florida 33316 USA (954) 626-1700 Exhibitors – Monday, April 11 and Tuesday, April 12 - $159 per evening Reservations must be received by March 11, 2011 to receive BizBash rate.
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INSURANCE Requirements for Certificate of Insurance: 1. 2. 3.
Originals only - NO photocopies. Name of insured on certificate must be identical to name on the License Agreement. Description of Operations Must disclose: Additional Insured Include: SMG, Greater Ft. Lauderdale/Broward County Convention Center, Broward County Board of County Commissioners, Broward County, Florida, Their Officers, Directors, Agents and Employees Event name, Dates (Move-in, Show, & Move-out)
4.
Certificate Holder – SMG Broward County Convention Center 1950 Eisenhower Boulevard Fort Lauderdale, Florida 33316
5.
Cancellation - must be for 30 days. Contractor shall furnish insurance against any and all loss or claims arising out of the operations of its agents, employees, sub-contractors or invitees for the protection of SMG, their officers, directors, employees and agents. Said insurance shall be maintained with firms duly authorized to do business in the State of Florida and holding a rating of A or better in the current Best's Manuals. A. Worker's Compensation Florida Statutory Limits B. Employers' Liability $100,000 Each Accident $100,000 Each Employee $500,000 Aggregate C. C. Comprehensive General Liability $1,000,000 Bodily Injury and Property Damage Combined Single Limit. Coverage shall include Premises and Operations, Contractual, Personal Injury, Independent Contractors and Broad Form Property Damage including Completed Operations. D. Automobile Liability Bodily Injury $500,000 Per Person
Property Damage $250,000 Per Accident $1,000,000 Combined Single Limit
Addresses to Use on Insurance Policies: BizBash Media 8 W 38th Street, 2nd Floor New York, NY 10018
SMG Broward County Convention Center 1950 Eisenhower Blvd. Ft. Lauderdale, FL 33316
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INFORMATIONAL INSERTS
1 2 3 4 5
Exhibit Storage Available Insert Area Work Rules Insert Port Security & Access Insert UPS Insert Convention Rules & Regulations FORMS DUE DATE
1
Audio-Visual Order Form
3/28/11
2
E-Vents Lead Retrieval Form
3/28/11
3
Sample Food & Beverage Distribution Authorization Request Form
3/28/11
4
Internet Services Order Form
3/28/11
5
Telephone Service Order Form
3/28/11
6
Payment Policy Form
3/28/11
7
Third Party Payment Policy
3/28/11
8
Recap of Services Ordered
3/28/11
9
Rental Furnishings
3/28/11
10
Booth Order Form
3/28/11
11
STS Accessory Order Form
3/28/11
12
STS Accessory Order Form 2
3/28/11
13
Exhibit Shipping Information & Drayage Rate Schedule Form
3/28/11
14
Labor Order Form
3/28/11
15
Hanging Signs or Banners
3/28/11
16
Non-Official Contractor Request Form
3/28/11
17 18
Cleaning Service Sign & Display Card Order Form
3/28/11 3/28/11
19
Electrical Form
3/28/11
20
Electrical Labor Order Form
3/28/11
21
Floral & Booth Decorations Order Form
3/28/11
22
Booth Services Order Form & Credit Card Authorization Form
3/28/11
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