Exhibitor News
July, 2021
this issue Deadline Dates Move-In/Out Information
DATES OF INTEREST JULY 6 - Deadline: Freeman Advance Rate Discount 6 - Deadline: Electrical Discount Rate 9 - Deadline: Lead Retrieval Discount 12 - Deadline: Product Showcase Inclusion 16 - 2022 Priority Booth Selection Appointment information mails NOTE: NEW PRIORITY SELECTION PROCESS 16 - Deadline: Advance Badge Registrations 16 - Deadline: Housing Reservations
AUGUST
3-8 Refer to Schedule At-A-Glance enclosed with this newsletter for on-site EXPO dates of interest
Events & Highlights
Exhibitor Review
Fire Marshal Regulations
Nursery/Landscape EXPO is rapidly approaching and we are looking forward to seeing all of our 'Superheroes' in San Antonio. August 5-7, 2021 Please review all information carefully to provide a smooth experience for everyone. TOGETHER WE RISE ... STRONGER THAN EVER!! Are you incorporating the theme into your booth design? Let us know and we will be sure to recognize you for your efforts. Email us prior to July 15th at EXPO@NurseryLandscapeEXPO.org to ensure recognition. Thanks for making EXPO a little bit more FUN! Best Booth Awards will be
presented Thursday, August 5th.
IMPORTANT CHANGES FOR 2021! Move-In Change for 2021
This year, there will be NO Exhibitor move-in on Monday, August 2nd. No exceptions. Freeman will be laying out the floor plan and setting up the booth pipe and drape on Monday. Forklifts, carts, and labor will not be available on Monday. Beginning Tuesday, August 3rd, the Marshalling Yard will open at 6:00 am. All vehicles needing loading dock access MUST first report to the Marshalling Yard at your designated move-in time. If you do not know your move-in date and time, contact EXPO Management at EXPO@NurseryLandscapeEXPO.org.
Marshalling Yard Hours
The Yard will be LOCKED and not accessible outside of the hours listed below
Tuesday & Wednesday, August 3 & 4 – 6:00 am-5:00 pm Thursday & Friday, August 5 & 6 – CLOSED Saturday, August 7 – 8:00 am-10:00 pm
PRIORITY BOOTH SELECTION FOR 2022 (Next Year's Booth Selection)
ALL Priority Booth Selection for the 2022 EXPO will be held AFTER this year's EXPO. There will be NO on-site exhibit sales for the 2022 EXPO. Priority appointment selection times will be assigned and mailed out the middle of July. Your Priority Points for 2022 booth selection will be based on the following criteria: • Begin with points already earned • Add 1 point for each 100 sq ft of exhibit space purchased at the 2021 EXPO • Add 1 point for 2021-2022 TNLA Membership • Add 1 point for 2021 EXPO Sponsorship Call Amy Prenger at 512-579-3858 or email amy@tnlaonline.org for clarification of these new changes.
2021 Nursery/Landscape EXPO | Email: EXPO@NurseryLandscapeEXPO.org 512.579.3858 | PO Box 673, McQueeney, TX 78123
IMPORTANT! Inspectors from the Texas Department of Agriculture will again be on-site at EXPO checking plant material and mandated paperwork for all quarantined plant material in the Exhibit Hall. Call TNLA for a list of quarantines in affect by state. Be sure to have all Phytosanitary Certificates and necessary documentation to avoid any move-in delays. HELPFUL TELEPHONE NUMBERS FURNISHINGS, DISPLAY LABOR, MATERIAL HANDLING, CARPET, ELECTRIC, CLEANING Freeman • (888) 508-5054 Fax: (469) 621-5611 LEAD RETRIEVAL American Trade Show Svcs 985.801.0552 On-Site Information 210-258-8953 Operational 8am-5pm August 3-7
ON-SITE CHECK IN STATIONS EXHIBITOR CHECK-IN Located in the Registration Area - Print your badges and pick up your Exhibitor Packet at the same time PARKS & PATIO CHECK-IN Exhibit Hall 2 – Dock Side Please report to the Hall 2 check in station for all Parks & Patio contributions.
MOVE-IN/OUT INFORMATION FREEMAN is the designated material handling company. They will control access to the exhibit hall of all delivery and freight trucks; administer assignment and usage of loading docks; and supervise the loading and unloading of freight shipments. Nursery/Landscape EXPO has contracted with Freeman to handle at no charge to the exhibitor any PRODUCT that is sold by the exhibitor in their normal course of business except if any of the following occurs: 1) your shipment is received at the Freeman Warehouse; 2) upon arrival of your shipment at show site, you, or your company representative, are not present on the dock to sign the carrier paperwork; 3) your shipment is consigned to Freeman; 4) Storage of crates/skids, etc.; 5) Any product NOT removed from exhibit space by 12 noon on the last day of move out -cost of labor/equipment to remove product is the responsibility of Exhibitor; 6) Use of Freeman's straps & chains; 7) Loose, un-skidded plant material where Freeman has to load on pallets in order to get product to your booth; 8) Forklift work in addition to one-time placement; 9) Any 'display' material not sold by exhibitor. You should have received in the mail a Material Handling Acceptance Agreement detailing out all charges. A signed Agreement is REQUIRED prior to move-in at EXPO. See a detailed list of charges in the Exhibitor Service Kit located at www.NurseryLandscapeEXPO.org. Any exhibit product and materials left in the booth at the close of the show will be charged to the exhibitor for the labor for clean up and removal of those materials. Remember! Absolutely NO wheeled carts/hand carts/dollies, wagons, etc. will be allowed in or out of the exhibitor hall prior to 2:00 pm on the final day of EXPO.
CHILDREN DURING MOVE-IN/OUT HOURS
Move-In and Move-Out hours are VERY dangerous times on the trade show floor. Children are strongly discouraged during this time. If you have your child/children with you, they must remain within the confines of the exhibiting company's booth space or accompanied by a parent or guardian during all move-in/out hours. Any unsupervised children will be removed from danger and the Trade Show floor by Security.
PARKING
Garage and Surface parking is available around the convention to EXPO participants. CLICK HERE for updated Parking Garage locations. Information regarding large truck/trailer parking will be available at the loading docks and Staging Area. Limited security will be provided.
EVENT HIGHLIGHTS EXPO Electronic Program/Mobile App - Be sure to download this year's Mobile App for the most current, up-to-date EXPO information including Exhibitor Listing, Schedule and much more! Search Nursery/Landscape EXPO. Sponsored by New Earth Keynote Speakers — Complimentary with your Exhibitor badge! Thom Singer and John Kennedy are ready to give you the information you need to help grow your business! EXPO Education Sponsored by Landmark Nurseries, Inc. Newcomers' Tour — FREE for first-time Exhibitors & Attendees only - Sneak Peek Tour Thursday, August 5th 8:00-9:00 am - Tradeshow Entrance Women in Horticulture Get Together - 6th Annual - Free for Ladies Only - Thursday, August 5th - 3:30-4:30 pm Located in the Special Events area on the Tradeshow Floor, Exhibit Hall 3. Sponsored by Landscape Art, Roundtree Landscaping, Creekside Nursery, Leaf Landscape Supply, New Earth, Monarch Landscape Management, Hotchkiss Insurance, Irrigation Station, and Rockoff Solutions Welcome To San Antonio Party – NEW LOCATION! Opening night Welcome Party will be held Thursday, August 5th from 4:30 - 5:30 pm on the Tradeshow Floor in Exhibit Hall 1. Join us for this Texas-sized good time. All EXPO attendees welcome. Badge required for admittance. Sponsored by Everde Growers TNLA Awards Fiesta — NEW LOCATION! Come as you are and join TNLA in celebrating those in our industry who strive for EXCELLENCE! The TNLA Awards Fiesta will be held on Friday evening, August 6th at Venue Villita. The Summit, Arp, Young Leader, Texas Excellence in Landscaping Awards, and the NEW Texas Garden Retail Awards will be presented. It is a night to Remember, Learn and Be Inspired! Presented by Texas Green Industry Safety Group & Leaf Landscape Supply. Exhibitor Appreciation Breakfast Join EXPO Management in the Special Events Area on Saturday, August 7th Sponsored by Haviland Plastic Products Co.
BOOTH PERSONNEL REGI STRATION REGISTRATION NOTE! BADGES WILL NOT BE MAILED - PICK UP ON-SITE On-Site Exhibitor Registration will open beginning Tuesday, August 3th from 12:00-5:00 pm and continuing Wednesday, August 4th from 8:00 am-5:00 pm. Three EXHIBITOR badges are allowed, at no charge, for each 100 sq ft of exhibit space purchased. Additional badges can be purchased at the regular Tradeshow Only rate.
HOTEL RESERVATIONS - BOOK IN THE BLOCK!!!
All reservations at the 2021 Nursery/Landscape EXPO official hotels — Grand Hyatt & Hilton Palacio Del Rio— should be made through the EXPO website on the Accommodations page at www.NurseryLandscapeEXPO. org. The hotels will accept reservations, at the discounted rate, until July 16, 2021. Beginning July 17th, reservations will be made on an as-available-basis and discounts are not guaranteed. Act early to ensure your first choice for hotel accommodations and the discounted rate. Guarantee your room - Book in the Block!
FIRE MARSHAL REGULATIONS All vehicle, equipment and materials being exhibited at the Nursery/Landscape EXPO MUST comply with the following Fire Marshal regulations. VEHICLES/EQUIPMENT ON DISPLAY The San Antonio Fire Department will have a designated checkpoint where the fuel level of all display vehicles and large equipment will be checked before entering the exhibit hall. •No more than 5 gallons or ¼ of a tank of gasoline or diesel fuel is allowed, whichever is less. Mowers - less than 1/8 tank of gas. •Fuel tank openings shall be locked or sealed to prevent escape of vapors. •Batteries must be disconnected. Auxiliary batteries not connected to the engine starting system may be left connected. •External chargers or batteries are recommended for demonstration purposes. •Battery charging is only permitted outside the building. •Combustible materials must not be stored beneath display vehicles. •Keys to ALL vehicles/mowers, etc. must be turned in to EXPO Management at the Information Center, in Hall 1, bottom left, upon completion of your booth set up and before you leave the Convention Center. MULCH/STRAW/HAY Must be flame retardant. Any exhibitor with mulch, straw or hay in their booth must have a 2A-10BC Fire Extinguisher in the booth. AEROSOL CANS •Aerosol cans used for display purposes MUST BE empty cans. •Containers of flammable liquids are prohibited from display or use within the facility. •Spray painting is not permitted in the Convention Center. TREE LIGHTING / OTHER •Tree lighting-lighted trees must be treated with documentation indicating compliance AND have a 2A-10BC Fire Extinguisher in the booth. •Sawdust and shavings shall be maintained flameproof at all times. •Equipment that uses liquefied petroleum gas (LPG) or natural gas as fuel, compressed gas cylinders, including LPG, are prohibited inside the building. Any other exceptions require a permit. Overnight storage of LPG, natural gas as fuel, or compressed gas cylinders is prohibited in the building and must be stored outside next to the outer walls.
FREQUENTLY ASKED QUESTIONS If I am unloading my own vehicle, do I need to report to the Staging Area/Marshalling Yard or can I go directly to the convention center docks? Yes! ALL vehicles needing to be unloaded MUST first report to the Staging Area/Marshalling Yard. Other vehicles like Freeman, etc. are occupying a lot of the dock spaces at the convention center. Can't they move so more exhibitors can move in at once? • Freeman needs to have dock space to store not only the empties but also the inventory (chairs, tables, carpet, dollies and carts). • The convention center mandates dock space for their purposes. • Ice Trucks also occupy space to keep the ice machines stocked. Are carts and dollies available for use during move-in / move out? Carts and dollies are available at the dock and throughout the exhibit hall on a first-come-first-served basis at no charge. Absolutely NO wheeled carts/hand carts/dollies, wagons, etc. will be allowed in or out of the exhibitor hall prior to 2:00 pm on the final day of EXPO. I need help unloading my materials when I get to the dock. What do I need to do? Labor and forklift assistance is available by signing in at the Freeman station located on the docks and may incur additional charges. Is ice available for watering plants during the course of the show? • Yes, ice bins are located throughout the Exhibit Hall. • Hose bibs are also available dock side during move-in. REQUIRED PERMITS Exhibitors are responsible for securing any and all permits required by law or local ordinance. Sales & Use Tax Permit
Nursery & Floral Registration
If products are sold at the show, or if orders are taken and later accepted out of state, or if the show is used to promote sales in the future, any exhibitor selling taxable items needs a Texas sales and use tax permit. There is no fee for such a permit. Application packets are available from the Texas Comptroller’s Office at 800.252.5555.
An exhibitor who plans on releasing control of his/her product (by sale, lease or distribution) at the 2021 Nursery/Landscape EXPO must obtain an event permit from the Texas Department of Agriculture (TDA). Registration information is available from TDA at 877-542-2474.
EXHIBITOR ON-SITE SCHEDULE AT-A-GLANCE AUGUST 2021 MONDAY 2
NEW
No Exhibitor Move In on Monday, August 2nd.
3
4
5
6
Set-Up Exhibits 8:00 am-5:00 pm
Set-Up Exhibits 8:00 am-5:00 pm
Registration Open 7:00 am-4:30 pm
Parks & Patio Check In (Back of HALL 2) 8:00 am-5:00 pm
Parks & Patio Check In (Back of HALL 2) 8:00 am-5:00 pm
Newcomers' Tour 8:00-9:00 am - Sneak Peek Tour - Trade Show Entrance 1st time exhibitors & attendees only
Exhibitor Appreciation Breakfast 8:30 - 9:30 am TRADE SHOW OPEN Special Events Area 10:30 am-4:30 pm Exhibit Hall 3
Exhibitor Only Registration - Exhibitor Check In 12:00- 5:00 pm Main Lobby
Exhibitor Only Registration Exhibitor Check In 8:00 am - 5:00 pm Main Lobby
Marshalling Yard Hours Tuesday & Wednesday, August 3 & 4 6:00 am-5:00 pm Thursday & Friday, August 5 & 6 CLOSED Saturday, August 7 8:00 am - 10:00 pm
EXPO Education 7:45 am-5:00 pm
EXPO Education 8:00 am-4:00 pm
Keynote Speaker
Sponsored by Haviland Plastic Products Co.
Randy Pennington 'Flourish in the New Next'
TRADE SHOW OPEN 10:00 am-2:00 pm
11:35am -12:50pm
TRADE SHOW OPEN 10:30 am - 4:30 pm Sponsored By Landmark Keynote Speaker Nurseries, Inc. 1:35 am- 2:50 pm - Dave 'Travelin' Davlin Making It TNLA Awards Count...In Business & In Life Fiesta 6:45 pm - 8:45pm Sponsored By Venue Villita Landmark Nurseries, Inc.
Women in Horticulture
3 4 SP Special
Events Area on the Trade Show FlRRU
The Yard will be LOCKED and not accessible **Welcome to San outside of the hours listed above Antonio Party**
7
Presented By Leaf Landscape Supply & Texas Green Industry Safety Group
SP Exhibit Hall 1 on the Trade Show FlRRU Sponsored By Everde Growers
Labor Summit 10:30-11:30 am Special Events Area Sponsored By Federation of Employers & Workers of America (FEWA)
8 Dismantle Exhibits 8:00 am-12:00 noon (Important Note: Any product still left in booth after this time will be charged to the Exhibitor for clean up labor & removal of materials.)
HAVE A SAFE TRIP HOME!
PAC Raffle Results 12:00 - 1:00 pm TNLA PAC Lounge Dismantle Exhibits 2:00 pm-10:00 pm *Carts/forklifts not available until aisle carpet has been removed at approximately 2:45 pm
**All events held at the Henry B Gonzalez Convention Center unless otherwise indicated* Information Center # 210-258-8953 | Operational 8:00 am, Tuesday, August 3rd through 2:00 pm, Saturday, August 7th. IMPORTANT MOVE-IN/MOVE-OUT NOTES
Move-In and Move-Out hours are VERY dangerous times on the Trade Show floor. CHILDREN ARE STRONGLY DISCOURAGED DURING THIS TIME! If you have your children with you, they must remain within the confines of the exhibiting company's booth space or accompanied by a parent or guardian during all move-in/out hours. Any unsupervised children will be removed from danger and the Trade Show floor by Security.
After the official opening of the Trade Show, absolutely NO wheeled carts/hand carts/dollies/wagons, etc. will be allowed in or out of the exhibit hall prior to 2:00 pm on the final day of EXPO. If you sell your booth to an individual, be sure to let them know of this restriction! There will be NO exceptions to this policy! Please have consideration for those Exhibitors and Attendees who still want to conduct business.
SECURITY REMINDER
Nursery/Landscape EXPO security will begin at 5:00 pm on Tuesday, August 3 and continue through 10:00 pm on Saturday, August 7. During this time, appropriate identification and/or proof of ownership may be requested by security personnel on duty before authorization is given to remove any property or merchandise from the exhibit hall. EXPO Management, the building operator, the general contractor, and the security company provide a reasonable measure of protection in and around the exhibit hall, but only you and your staff are responsible for your valuables. You have the sole responsibility for the security of your products and we strongly encourage each of you to exercise caution at all times, since it is impossible for EXPO Management and security personnel to always determine rightful ownership. Any specific concerns you may have regarding the security of your products during the Nursery/ Landscape EXPO should be discussed with EXPO Management.
2021 NURSERY/LANDSCAPE EXPO EXHIBITOR SCAM ALERTS BEWARE of non-authorized companies that prey on exhibitors at ALL large trade shows. We do have an official stamp for all ‘authorized’ vendors. If you do not see the ‘Official Vendor’ stamp (pictured above right) on their email or promotional materials, please call us immediately to verify authenticity. As always, be cautious of making arrangements with outside vendors for your booth! See below for the most common/frequent scammers! •
Hotel Solicitations - EXPO Exhibitors are currently being solicited by sometimes fraudulent hotel housing companies (Global Travel, Convention Housing, Convention Expo, Trade Show Housing, etc.) claiming to be able to provide you with lower hotel rates then the ones offered by EXPO Management. Please be aware that these companies will ask you to change your current reservation, pay a deposit up front and pay in full before you ever arrive at the hotel. We STRONGLY suggest you not take your chances with these companies. EXPO Management goes to great lengths to negotiate the best possible rate for EXPO attendees and is the only way you are guaranteed a hotel reservation. **By going through our Official Housing Bureau, you can book now and pay later with no upfront cost. Flexible policies minimize cancellation fees & modify your reservations with ease.** When attendees do not book within the block of rooms provided, costs go up for everyone. Please remember this when booking your rooms in San Antonio. Make your hotel reservations with confidence and go to www.NurseryLandscapeEXPO.org on the Accommodations page to reserve your hotels. By choosing these preferred hotels, you are supporting the activities of the Texas Nursery & Landscape Association. TNLA Working For You!
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ATTENDEE LIST – SCAMMERS – One of the most blatant scams out right now. Exhibitors are receiving emails from individuals claiming to have the EXPO Attendee List for sale. Texas Nursery & Landscape Association is the ONLY entity that has our attendee list available for purchase. When exhibitors have responded to these people, they share a sample list of people nowhere near Texas. Stay aware and away from these scams.
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Lead Retrieval Units - There are ‘Lead Retrieval’ companies that will email you and try to sell you one of the units claiming you can use it at ALL shows. This is incorrect. You would have to purchase special software in addition to the unit in order to read our programming. Our attendee demographic information is programmed and will only work on the Lead Retrieval units provided by our 'Official' Lead Retrieval provider, American Trade Show Services. Booth Carpeting - Exhibitors have been receiving calls from a company (Under One Roof, etc.) about renting your booth carpeting through their company and that it is cheaper than renting through our Official Service Contractor. The price of the actual carpeting may be cheaper, but you must factor in the delivery and set up charges that are applied through an outside vendor. You are not charged these fees through our designated contractor. Be sure to get all information with ‘final delivered/set up fees’ when making a decision to go to an outside vendor.
•
Please give us a call at 512.579.3858 or email EXPO@NurseryLandscapeEXPO.org if you need any further clarification on these issues.
EXHIBITOR MARSHALLING YARD/STAGING INFORMATION - Nursery/Landscape EXPO EXHIBITOR MOVE-IN - Your move-in day and time has been scheduled. Please check your designated Move-In Date and Time to avoid long wait times at the Marshalling Yard.
Directions to the Marshalling/Staging Area 201 Gembler Rd - San Antonio, TX 78219 From Austin (North): IH-35 South into San Antonio Exit 160 ATT Pkwy Turn left on ATT Pkwy and go down to Gembler Turn left on Gembler and the marshalling yard is on your right From Houston (East): IH-10 West into San Antonio Exit 580 Turn right on WW White and go down to Gembler Turn left on Gembler and the marshalling yard is on your left From Kerrville (West): IH-10 East into San Antonio to I-37/281 North IH-37/281 North to I-35 North (Austin) IH-35 North to Exit 159B Turn right on ATT Pkwy and go down to Gembler Turn left and the marshalling yard is on your right From Corpus Christi (South): IH-37 North into San Antonio to IH-35 North (Austin) IH-35 North to Exit 159B Turn right on ATT Pkwy and go down to Gembler Turn left and the marshalling yard is on your right
ALL VEHICLES arriving for unloading/loading at the docks during move-in and move-out must first report to the designated staging area (201 Gembler Rd). There will be no exceptions. Vehicles will then be disseminated according to scheduled move-in date and time, booth size, booth locations, required dock space, and product NOT necessarily first-come-first-serve. Dock passes for the Henry B Gonzalez Convention Center will be distributed at the Staging Area check in. It is very important when checking in, that your driver know the exhibiting company name, booth number and hall. The driver must also provide his/her drivers license number and mobile phone number. This information will prevent delays and inconvenient dock positioning. Directions to large truck/trailer parking will be available at the Staging Area/Marshalling Yard. Limited security will be provided. Watch out for Fire Lanes - Tickets will be given out to those vehicles parking in a Fire Lane.
Driver Tips • ALL vehicles that require unloading MUST first report to the Staging Area/ Marshalling Yard!
Marshalling Yard Hours The Yard will be LOCKED and not accessible outside of the hours listed below: Tuesday & Wednesday, August 3 & 4 – 6:00 am-5:00 pm Thursday & Friday, August 5 & 6 – CLOSED Saturday, August 7 – 6:00 am-10:00 pm
Information Numbers Contact Prior to August 3, 2021 Texas Nursery & Landscape Association 512-579-3858
Vehicle Unloading Instructions
Contact from August 3-7, 2021 EXPO Information Center 210-258-8953
• Know Your Booth Number! • All drivers will be required to give their Drivers License Number and Mobile Phone Number upon arrival at the Staging Area. • Keep your Dock Pass (distributed at the Staging Area/Marshalling Yard) visible on dashboard at all times. • To request a forklift or labor, you must check with a Freeman Freight Supervisor once you arrive at the dock at a Freeman Check In Station. Additional charges could be incurred. • Water bibs are available on all loading docks. • Once your truck is unloaded you will be required to move your vehicle from the dock. • Large truck / trailer parking information is available at the Marshalling Yard.
Insert Booth number and hall here for quick reference
To expedite dock access, please inform drivers of your booth Numbers and Hall!
Henry B. Gonzalez Convention Center Parking Map