Action Item Checklist
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Action Item Checklist September 20-22, 2017 ● Mandalay Bay Convention Center ● Las Vegas, Nevada Take action, be organized and save your company money! Use this checklist as your guideline for important deadline dates for the show. Be sure to meet the discount deadlines, as these can save you up to 30% over onsite prices. Additional services not listed below can be found within this Service Manual. Complete Discount Order Form Refer To: Return To Deadline □ ASAP Check Targeted Move-In Map/Schedule Website Keep for Reference onPeak □ ASAP Hotel & Travel Reservations Rooming List Deadline Website Ph: 855/992-3353 □ July 26/ Buyer Lead Retrieval Tiered Discount Deadlines Online Form Fax: 301/694-3286 August 10 □ August 23 EAC Installation & Dismantling Form Online Form Electronic Submit □ August 23 Insurance Requirements Online Form Electronic Submit □ Prior to Show Exhibitor Badge Registration Online Form Electronic Submit □ August 30 Booth Cleaning Services Mandalay Bay Mandalay Bay Website □ August 30 Electrical Services Form Mandalay Bay Mandalay Bay Website □ August 30 Telephone/Internet Services Mandalay Bay Mandalay Bay Website □ August 30 Food & Beverage Booth Catering Forms Mandalay Bay Mandalay Bay Website □ August 30 Furniture & Accessories Order Form Shepard Order Forms Shepard □ August 30 Material Handling Order Form Shepard Order Forms Shepard Shepard Exhibit Installation & Dismantling Order □ August 30 Shepard Order Forms Shepard Form Staff Pro: □ September 8 Booth Security Order Form Discount Deadline Vendor Order Forms [email protected] □ Prior to Show Insurance for Purchase Online Form Marsh/TotalEvent □ Prior to Show International Shipping Arrangements Vendor Order Forms RE Rogers □ Prior to Show Audio Visual/Computer Rentals Vendor Order Forms NMR Exhibitor Information September 20-22, 2017 ● Mandalay Bay Convention Center ● Las Vegas, Nevada CARTLOAD SERVICE SHOW MOVE-IN* Cartload service is a less expensive alternative to the standard Sunday, September 17 8:00 am – 6:00 pm drayage program for smaller exhibits. To utilize the cartload Monday, September 18 8:00 am – 6:00 pm service, exhibitors must transport freight in a P.O.V. (a privately Tuesday, September 19 8:00 am – 7:00 pm owned vehicle i.e. car, van or SUV) and have small hand-carried items that need to be delivered to and from the dock/booth location. *Please refer to the targeted move-in floorplan All items must fit on a flatbed cart approximately 3’x4’ in size. to determine your move-in day and time. Commercial vans, trucks and trailers are not allowed. For detailed information, refer to the cartload form within the Shepard section of this manual or call Shepard at 702/507-5278. SHOW DAYS & HOURS Wednesday, September 20 9:00 am to 6:00 pm CHILDREN Thursday, September 21 9:00 am** to 6:00 pm Children under the age of 16 are not allowed on the show floor Friday, September 22 9:00 am** to 2:00 pm during move-in or move-out. No exceptions will be made. **Early Access available from 8 am to 9am Children will be allowed on the show floor beginning on day one. Please note that all children 16 and under must remain with a SHOW MOVE-OUT parent/adult at all times. Friday, September 22 2:00 pm to Midnight Saturday, September 23 8:00 am to 6:00 pm CLEAN FLOOR POLICY Due to the volume of crates and limited aisle space available during set-up, Interbike will enforce a Clean Floor Policy with a schedule for the tagging and removal of empty crates. Exhibitors are BADGE REQUESTS responsible for communicating this information to their I&D Interbike Show Management strictly enforces and monitors the companies. Please refer to the Clean Floor Policy within this number of exhibitor badges requested by exhibiting companies (6). manual for additional information. The policy has been designed to address the growing problem of buyers on the show floor prior to show opening, the safety issues COPYRIGHTS posed by their presence, and fairness to other exhibitors. Click here to Exhibitors shall obey copyrights and assume full and sole liability and register for your staff badges. responsibility for the use of copyrighted materials at the show. Exhibitors must obtain any and all necessary licenses and approvals BOOTH CLEANING from copyright owners and pay all required royalties and fees. Please note that booth cleaning is not included with your booth package. If you need your booth vacuumed prior to show opening, you DEMONSTRATIONS must order cleaning services from the Mandalay Bay. Demonstrations must take place within the assigned exhibit space. Demonstrations must not directly or indirectly prevent the normal flow BOOTH FOOD SERVICE of foot traffic through aisles or common space, nor inhibit the ability of All food distributed to and from your booth must be ordered from the neighboring exhibitors to conduct business. Demonstrations must have Mandalay Bay catering department. Refer to the vendor order form the proper protection to prevent injuries to spectators. located within this manual or click here to access their website. EARLY RETAILER ACCESS BOOTH OCCUPANCY Exhibitors may escort buyers on the show floor one hour prior to show Your booth must be staffed and open for business during regular show opening on days two and three only. Early access is not available on hours. You may not dismantle your booth prior to expo close. Failure to day one of the show. Exhibitors must meet the buyer at the main adhere to these rules may result in a fine and/or losing priority status in registration area and escort them to their booth. You are no longer future Emerald Expositions trade shows. required to pick-up the early access pass. BOOTH RULES & REGULATIONS ELECTRICAL Exhibitors must follow the Standard Exhibit, Island and Peninsula All electrical must be ordered through the Mandalay Bay. Booths may booth regulations. Please note that Interbike is not a line of sight show have outlets pre-dropped in the booths. Please be advised that if you and you can use the entire cubic content of your booth. Please refer to plug into these electrical outlets, you will be charged for your power the Standard Exhibit Booth page within this manual for more details. usage at a higher rate than if you had ordered it in advance. Electrical is programmed for the amount of power you ordered. You will blow BUSINESS CENTER your circuit if you plug in more usage then purchased. Hardwall A FedEx Office Business Center is located on Level 1 of the South structures must sit 9” off the pipe & drape wall for electrical clearance. Convention Center. FedEx Office will ship items that are 150lbs and less and can deliver these items to your booth. EXHIBIT HALL The Mandalay Bay Convention Center is located at 3950 Las Vegas CAMERA AND VIDEO EQUIPMENT Boulevard South, Las Vegas, NV 89119. The use of cameras or video equipment during show hours is strictly prohibited with the exception of authorized press. Exhibitors may take EXHIBIT SPACE CONTRACTS AND COMPANY LISTINGS pictures of their booth prior to show opening. It is the sole responsibility of the exhibitor to submit a completed exhibit space contract and to provide Interbike with current company information (i.e. correct spelling of company name, additional listings, address, contact, etc.). EXHIBIT SPACE PAYMENT Exhibitors with outstanding exhibit space payments will not be permitted to move-in and set-up. Exhibitors are responsible for assuring that their exhibit space has been paid in full prior to the show. Exhibitor Information September 20-22, 2017 ● Mandalay Bay Convention Center ● Las Vegas, Nevada FIRST AID INSURANCE A permanent First Aid room is located on Level 1 of the South Interbike does not provide any type of insurance coverage for the Convention Center, near the Business Center. property and/or personnel of exhibiting companies (see booth space contract back). Exhibitors must maintain insurance that meets the FREIGHT HOLDS requirements outlined in this manual and on your booth space contract, Interbike and Shepard reserve the right to hold freight for ANY and electronically submit to Interbike prior to the show. Click here, log- outstanding balance owed including; booth, electrical, freight, storage in to the exhibitor portal and submit your insurance certificate. fees, etc. Freight will be released when the outstanding balance is paid. INTERNATIONAL SHIPPING R.E. Rogers Inc. is the official international freight forwarder and FREIGHT SHIPPING ADDRESSES customs broker for the show. For more information, see their Advance Warehouse – between August 23 & September 8 enclosed form, contact R.E. Rogers @ 847/806-9200 or email c/o Shepard Exposition Services [email protected]. Your company name & booth # 5845 Wynn Road, Suites A,B,C,D LABOR FOR EXHIBITS Las Vegas, NV 89118 Nevada is a right-to-work state. Exhibitors may use full-time company personnel to set-up an exhibit, however they cannot Direct Shipments to Exhibit Site – begins September 17 at 8am operate heavy machinery or lift equipment. If full-time company through September 19 at 5pm personnel are utilized, they are required to carry photo ID as well as c/o Shepard Exposition Services company identification, such as an insurance identification card or Mandalay Bay Convention Center payroll stub. At no time may union labor approach an exhibitor for Your company name & booth # monetary tips or product. If this occurs, please notify Interbike Show 3950 Las Vegas Blvd. South Management immediately. Las Vegas, NV 89119 LATE SET-UP/LAST IN-FIRST OUT HAND CARRY/POV Companies located in front of the freight doors will have late set-up. Exhibitors may hand carry their merchandise from their personally Please review the move-in floorplans for details. owned vehicle (a privately owned vehicle i.e. car, van or SUV) in the designated areas.