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Exhibitor Manual

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Exhibitor Manual Exhibitor Manual April 26-28, 2019 Austin Convention Center 2019 Austin Auto Show TABLE OF CONTENTS GENERAL INFORMATION A) Helpful Information 3 B) Directory of Phone Numbers 5 C) Floor Plan 6 D) Exhibit Manager's Checklist 7 E) Show Vehicle Prep List 8 F) Hotel Reservation Information 10 SHOW RULES AND REGULATIONS A) General Show Policies 12 B) Auto Show Rules 14 C) Guidelines for Materials Distribution 19 D) Dealership Identification 20 SHIPPING & SETUP INFORMATION A) General Shipping Information 21 B) Move-In Schedule 22 C) Move-Out Schedule 24 ORDER FORMS (to be completed and returned) A) Exhibitor Badges 25 B) Garage Storage (contact info only / no form) 26 C) Special Event 27 D) List of Participating Dealers 28 G) Audio Visual Equipment Exhibitor Kit H) Decorating Services: Shipping Instructions, Furniture, Labor Exhibitor Kit I) Floral and Greenery Exhibitor Kit J) Utility Services: Electrical, Telephone, Technology and other Services Exhibitor Kit Austin Auto Show 2 April 2019 General Information HELPFUL INFORMATION SHOW DATES & LOCATION: April 21-28, 2019 Public/Show days: April 26-28, 2019 Austin Convention Center 500 East Cesar Chavez Austin, Texas 78701 SHOW HOURS: Decorator set-up: Monday, April 22, 2019 8:00 a.m. – 5:00 p.m. Exhibitor set-up: Tuesday, April 23, 2019 8:00 a.m. – 5:00 p.m. Exhibitor set-up: Wednesday, April 24, 2019 8:00 a.m. – 5:00 p.m. Vehicle move-in: Wednesday, April 24, 2019 10:00 a.m. – 5:00 p.m. Vehicle move-in: Thursday, April 25, 2019 10:00 a.m. – 5:00 p.m. Clean-up: Thursday, April 25, 2019 12:00 p.m. – 5:00 p.m. Offsite VIP Party (invitation only): April 25, 2019 6:00 p.m. – 8:00 p.m. Show Open: Friday, April 26, 2019 10:00 a.m. – 8:00 p.m. Show Open: Saturday, April 27, 2019 10:00 a.m. – 8:00 p.m. Show Open: Sunday, April 28, 2019 10:00 a.m. – 6:00 p.m. Vehicle move-out: Sunday, April 28, 2019 6:00 p.m. – 8:00 p.m. Exhibitor/Decorator dismantle: Monday, April 29, 2019 ITEMS INCLUDED IN SHOW SPACE PACKAGE: Identification Banner - will be hung from ceiling over exhibit area; colors are white lettering on red Carpet - colors are tuxedo in exhibit areas, red in aisles Cleaning - daily vacuuming of exhibit space Material Handling/drayage-unloading and loading and storage of empty crates SHOW ADMISSION FEES: Adults : $8 Seniors and Military/Veterans: $6 Children 12 and under: free EXHIBITORS' ENTRANCE: Arrangements have been made for an exhibitors' entrance for use by necessary personnel arriving before the opening hour of the show. All personnel should wear an exhibitor pin at all times when inside the Austin Convention Center. An order form for exhibitor pin is included in this manual in the Order Forms section. Austin Auto Show 3 April 2019 General Information PARKING: A parking garage is available two blocks west of the Austin Convention Center at Second and San Jacinto Streets and at 5th and Red River. Parking meters are also available on the streets surrounding the Austin Convention Center. The garage is available to store vehicles on Sunday night if you do not have arrangements to get them back to the dealership or on a carrier. If you wish to use the parking garage on Sunday night, vehicles must be removed by 8:00 a.m. on Monday morning. Arrangements must be made with the convention center for this service. Contact information for overnight garage use is in the Order Forms section of this manual. RULES AND REGULATIONS: Please review the Show Rules and Regulations section of this manual carefully. Failure to comply with the City of Austin’s Fire Exhibit Regulations will result in removal of your vehicles from the show. EXHIBITOR SERVICE DESKS: Throughout the period of installation and dismantling, an exhibitors' service desk will be maintained in the back of the exhibit floor. Exhibitors' inquiries for all services should be directed to the various service desks. Austin Auto Show 4 April 2019 General Information DIRECTORY OF PHONE NUMBERS SHOW MANAGEMENT Austin Automobile Dealers Association Lisa Tomsio 823 Congress Ave. Suite 230 Phone: (512) 402-7797 Austin, Texas 78701 Fax: (512) 495-9031 E-mail: [email protected] LABOR: INSTALLATION-DISMANTLE (Show Set up) Freeman Brent Prager 3323 I.H. 35 North, Suite 120 Phone: (512) 748-6753 San Antonio, Texas 78219 Fax: (210) 227-5682 E-mail: [email protected] UTILITY SERVICES Austin Convention Center Teddy Kim 500 East Cesar Chavez St. Phone: (512) 404-4225 Austin, TX 78701 Fax: (512) 404-4220 E-mail: [email protected] AUDIO VISUAL EQUIPMENT Freeman Darryl Wilson 4801 Freidrich Lane, Bldg 1, Suite 100 Phone: (W) (512) 827-3216 (C) 512-917-9894 Austin, Texas 78744 Fax: (512) 371-0214 E-mail: [email protected] DECORATOR SERVICES (Show Orders) Freeman Angel Garcia 3323 I.H. 35 North, Suite 120 Phone: (210) 554-2005 San Antonio, Texas 78219 Fax: (210) 227-5682 E-mail: [email protected] FOOD/BEVERAGE Levy Restaurants Matt Terry 500 E. Cesar Chavez Phone: (512) 404-4147 Austin, Texas 78701 E-mail: [email protected] FLORIST Convention Foliage Unlimited Irene Konzal 4723 Emden Hollow Phone: (210) 637-7229 San Antonio, TX 78247 Fax: (210) 637-7243 E-mail: [email protected] CONVENTION CENTER Austin Convention Center Kerrie DiCapua 500 East Cesar Chavez Phone: (512) 404-4211 Austin, Texas 78701 E-mail: [email protected] SHOW OFFICE (beginning 04/22) Austin Convention Center 500 East Cesar Chavez Phone: 512/404-4650 Austin, Texas 78701 VEHICLE DETAILING SERVICE Professional Detailers, Inc. Phone: (949) 460-0314 22622 Lambert #305 or (800) 457-7558 Lake Forest, CA 92630 Fax: (949) 460-0339 DRAYAGE & FREIGHT HANDLING Freeman Derrick Tucker 3323 I.H. 35 North, Suite 120 Phone: (210) 559-7667 San Antonio, Texas 78219 Fax: (210) 227-5682 E-mail: [email protected] Austin Auto Show 5 April 2019 General Information 2019 AUSTIN AUTO SHOW FLOOR PLAN Austin Auto Show 6 April 2019 General Information EXHIBIT MANAGER'S CHECKLIST WHEN REVIEWING THE CHECKLIST - please check to be sure that orders and requests are submitted by the listed deadlines to get the discount rate. Failure to meet deadlines can result in overtime charges and increased service charges. Provide list of participating Dealers Complete by: 03/20 ID Pins for on-site personnel Order by: 04/05 Telephone service for your display (discount deadline) Order by: 04/08 Furniture in your display (discount deadline) Order by: 04/05 Order plants for your display Order by: 03/27 Advance Shipping arrangements made (discount deadline) Order by: 04/05 Special signs for your display (discount deadline) Order by: 04/05 Labor to assist with display set-up and Order by: 04/05 tear-down (discount deadline) Electricity for your display (discount deadline) Order by: 04/08 Audio/visual equipment for your display Order by: 04/05 Order by: 04/05 Is your display in compliance with all fire code requirements? Notified the Show Director of any special displays or new products Deadline: 03/20 Show Vehicle-Prep List reviewed Copy of exhibit floor plan to Show Management Deadline: 04/02 Certificate of Insurance to Show Director Deadline: 03/20 Notified Show Management if you plan to use labor other than Freeman Deadline: 03/23 Submit your application to the TX DMV Deadline: 03/26 Austin Auto Show 7 April 2019 General Information SHOW VEHICLE-PREP LIST To insure a quick and smooth inspection of your exhibit on vehicle move-in day, carefully review this checklist prior to moving the vehicles in. 1. INSPECT - Check each vehicle for damage and missing parts prior to preparation. 2. WASH AND POLISH - Perform at dealership or other appropriate staging area before delivery to show site. Require minimum of on-site dress-up. Have show porters detail after vehicles are positioned in exhibit space and periodically each day throughout the show. 3. VEHICLE KEYS - Make a wire tag for each vehicle and label it with model name and color for quick identification. Arrange for a central storage for all keys during the show either in the show management office, in your display desk or in a trunk of one of your display vehicles. After show hours, Show Management will require keys to all of your vehicles. 4. LOCKING GAS CAPS - Verify that they have been installed and that the key is securely attached to the vehicle ignition keys. 5. POWER WINDOWS/SEATS - Lower all power windows before the ignition key is removed. Power seats should be all the way down. 6. CONCEALED HEADLIGHTS - Eyelids should be locked shut. It is possible for the fail-safe mechanism to cause them to open. 7. GLOVE BOX ITEMS - Store neatly under front passenger seat or in central storage place. 8. SEAT BELTS - In back seats, pull straps back so buckles are flush with the back of the seat. 9. DISPLAY OPEN TRUNK - Clean and open only representative trunks by reversing the lock to allow the trunk to open without keys. 10. DISCONNECT BATTERY - Once positioning is final, unbolt both of the terminal cables and tape both cables. Tuck out of sight to prevent accidents and conserve the battery's power. 11. WAGON TAIL GATE - To prevent accidental locking, make the tail gate inoperable by putting it in the unlocked position and disconnecting locking rod leading to push button on tail gate. 12. LICENSE PLATES - Distinctive plates and frames should be attached to the vehicles. Austin Auto Show 8 April 2019 General Information 13.
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