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Exhibitor Manual 2021 Districts VIII & IX Annual District Meeting Exhibitor Service Manual September 30 – October 2, 2021 Grand Wailea Astoria Resort Haleakala Ballroom Maui, HI TABLE OF CONTENTS Getting to the Meeting ........................................................................................................................................... 3 Exhibit Hall Schedule ............................................................................................................................................... 4 Exhibitor Rules, Regulations and Policies ............................................................................................................... 4 Exhibitor Badges ..................................................................................................................................................... 5 Hotel Reservations .................................................................................................................................................. 5 Important Deadlines ............................................................................................................................................... 5 Items Included in Space Charge .............................................................................................................................. 5 Key Contacts............................................................................................................................................................ 6 FORMS I.C.S. information .............................................................................................................................................. 7-21 Encore Technology Services, AV and Electrical Order Forms ............................................................................... 22 Grand Wailea Astoria Resort Catering Menu ................................................................................................. 23-88 2 | Pag e GETTING TO THE MEETING AIRPORT INFORMATION The Kahului Airport (OGG) is the closest airport to the Grand Wailea Resort. The Grand Wailea Resort is located approximately 2 miles from the Kahului Airport. GROUND TRANSPORTATION Airport Shuttle Service Shuttle Service Driven with Aloha by SpeediShuttle The Maui Airport Shuttle Service counter is located in the Baggage Claim area. No reservations are needed. Counter Hours Counter Hours: 9:00 am – 9:00 pm Contact Information Toll Free: (877) 242-5777 Email: [email protected] Web Page: https://www.speedishuttle.com/ Taxi Airport taxis are located fronting the baggage claim area. The following rates are provided as a guide to help you make transportation choices and are not guaranteed. They are subject to change at any time. Please consult your taxi dispatcher or driver on arrival for current fares and information. Estimated fares to selected locations: • Kaanapali $87 • Kahului Town $13 • Kapalua $105 • Kihei $33-$55 • Lahaina $78 • Maalea $33 • Makena $65 • Wailea $57 • Wailuku $20 Metered Rate $3.00 per mile Kahului Airport Taxi Service is managed by SpeediShuttle. For more information call toll free (877) 242-5777. Rental Cars There are several car rental companies located on the airport grounds. Pre-arranged Ground Transportation Pre-arranged Ground Transportation Service permittees provide ground transportation services from the airport on a pre-arranged basis. Arrangements are usually made by the passenger, or the passenger’s agent or representative, in 3 | Pag e advance of the passenger’s arrival at the airport, and include passenger transportation services, tours, and courtesy car services. EXHIBIT HALL SCHEDULE All exhibits must be set by 6:00 pm on Wednesday, Wednesday, September 29 Move In September 29.* After this time ACOG reserves the right to use 4:00 pm to 6:00 pm any empty space that will compliment the appearance of the exhibits. Thursday, September 30 6:00 am – 10:15 am Exhibit Hall Open 6:00 am – 7:00 am Breakfast in Exhibit Hall 9:30 am – 10:15 am Refreshment Break in Exhibit Hall Exhibit Hours Friday, October 1 6:00 am – 7:30 pm Exhibit Hall Open 6:00 am – 7:00 am Breakfast in Exhibit Hall 9:30 am – 10:15 am Refreshment Break in Exhibit Hall 6:00 pm – 7:30 pm Closing Reception & Poster Presentation Friday, October 1 Exhibits may not be dismantled prior to 7:30 pm on Friday, 7:30 pm - 9:30 pm October 1. All exhibits must remain intact and staffed until that time. International Convention Services (I.C.S.) will dismantle Move Out Saturday, October 2 any exhibits that are not taken down by the end of the 8:00 am – 11:00 am published move out time. Exhibits will be responsible for any charges related to tear down. *If you are not able to install your exhibit during the move in hours noted above, you are required to request a variance. Please contact Shirley Harris at 703-679-3953 or [email protected] to request a variance. EXHIBIT HALL LOCATION Exhibit Hall Location: Grand Wailea Resort, Maui, Hawaii, Haleakala Ballroom EXHIBITOR RULES, REGULATIONS AND POLICIES The Rules and Regulations, can be found on the ADM VIII & IX website. The Rules have been established by ACOG to protect the integrity of the technical exhibits and ensure compliance with laws, codes, ordinances and contracts with the exhibition facility. All exhibits need to comply with IAEE Guidelines for Display Rules and Regulations. It is the responsibility of the official exhibitor representative as indicated on the Application and Contract for Exhibit Space to ensure that all booth personnel and contractors working on behalf of the exhibitor adhere to the Rules and conduct themselves in a professional manner. 4 | Pag e EXHIBITOR BADGES Exhibitors receive two (2) complimentary badges per tabletop. Additional exhibit hall badges are $50 each (max of 2). Exhibitor booth personnel badges provides access to the exhibit hall only. All other sessions are restricted to registered meeting attendees with full access badges. Click here to Register HOTEL RESERVATIONS Hotel Information The Grand Wailea Astoria Resort 3850 Wailea Alanui Drive Wailea, HI 96753 The Grand Wailea Astoria Resort The Grand Wailea offers stunning ocean views and is surrounded by gardens and lush tropical flowers. The beach is just steps away! The Grand Wailea also boasts one of the largest and most valuable collections of international art in all the Hawaiian Islands. This is a family friendly venue, and the Wailea Canyon Activity Pool is sure to be a hit with kids of all ages. How to Make a Hotel Reservation Make your reservations online or call the hotel directly at (808) 234-1234. Please mention the 2021 District VIII & IX Annual Meeting when calling in order to get the special discounted room rate. Take advantage of the excellent discounted group block rate of $319 plus tax/fees. IMPORTANT DEADLINES • Tuesday, September 7 Advance Shipments may begin arriving at I.C.S. Warehouse • Wednesday, September 8 Discount Deadline for I.C.S. Orders • Friday September 10 Exhibitor Listing Deadline • Friday, September 10 Encore Event Technology Services Discount Deadline • Friday, September 24 Last Day for Advance Shipments to arrive at the I.C.S. Warehouse without surcharges • Wednesday, September 29 Direct Shipments may begin arriving at Show Site after 8:00 am • Wednesday, September 29 Last Day for Direct Shipments to arrive at Show Site by 2:00 pm • Wednesday, September 29 Exhibitor setup from 4:00 pm – 7:00 pm. • Wednesday, September 29 Table Displays must be set by 7:00 pm • Thursday, September 30 Exhibit Hall opens at 6:00 am • Friday, October 1 Dismantle 7:30 pm – 9:00 pm • Saturday, October 2 Dismantle 8:00 am – 11:00 am (Dismantle must be completed by 11:00 am) ITEMS INCLUDED IN SPACE CHARGE • One (1) 6’draped table • Two (2) standard chairs • Carpet—please note you should not ship carpet to the Grand Wailea Astoria Resort. No carpet is required for your tabletop exhibit. • Company identification sign - 4” x 12” • Two (2) complimentary exhibitor hall badges • Company Listing in Final Program Online and Mobile App • Inclusion in the Exhibit Hall Traffic Driver Game* • Pre-registration Attendee List** *For applications paid and confirmed before print deadlines **Pre-registration Attendee List does not include mailing addresses, phone numbers or email addresses. 5 | P a g e KEY CONTACTS HOUSING EXHIBITOR REGISTRATION Grand Wailea Astoria Resort SPARGO, Inc. 3850 Wailea Alanui Drive Siobhan Thomas Wailea, HI 96753 Phone: (571) 207-8392 Phone: (808) 234-1234 Email: [email protected] Reserve online EXHIBITION MANAGEMENT EXHIBIT SALES SPARGO, Inc. SPARGO, Inc. Shirley D. Harris, CEM Craig Baker (703) 6799-3942 Phone: (703) 679-3953 Jazelle Taylor (703) 679-3949 Email: [email protected] Email: [email protected] FOOD AND BEVERAGE SPONSORSHIP OPPORTUNITIES Grand Wailea Astoria Resort SPARGO, Inc. Attn: Catering Department Craig Baker (703) 6799-3942 Email: [email protected] Jazelle Taylor (703) 679-3949 Email: [email protected] 6 | P a g e ACOG 2021 GRAND WAILEA RESORT SEPTEMBER 30 - OCTOBER 2 IMPORTANT DATES: (Be sure to check all order forms for additional deadlines) WEDNESDAY 8-Sep Discount Deadline for orders received with payment TUESDAY 7-Sep Advance Shipments may begin arriving at I.C.S. Warehouse FRIDAY 24-Sep Last Day for Advance Shipments to arrive at I.C.S. Warehouse without surcharges WEDNESDAY 29-Sep Direct Shipments may begin arriving at Show Site after 8:00 AM WEDNESDAY 29-Sep Last Day for Direct Shipments to arrive
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