Table of Contents
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
Exhibitor Service Manual
Section 1: General Information
Page 3
Important Deadline Dates
Contact Names
Exhibit Information
Rules and Regulations
Section 2: Additional Marketing Opportunities
Page 10
Congress Registration Mailing List Request
Promotional Item Approval Form
Registration Bag Insert Approval Form
Section 3: Venue Information and Order Forms
Page 15
Venue Rules
Audio Visual order form
Electrical order form
Internet order form
Lead retrieval order form
General Service Contractor information
Exhibit transportation and material handling forms
Furniture order forms
Labor order forms
SECTION 1
General Information
Important MDS Deadlines
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
*Please note that these are only deadlines for MDS. Please refer to show information in the
other sections for other deadlines.
DATE
SEND TO
ITEM
March 20, 2015
MDS
- Deadline for graphics for purchased advertisement
space in the MDS Final Program
April 15, 2015
MDS
-
Deadline to submit technical plans for approval for
space-only exhibits
April 17, 2015
MDS
- Early registration deadline
April 20, 2015
MDS
- Deadline to submit sample mailing piece for approval
prior to receiving the purchased pre-International
Congress participant mailing list (list pulled on
April 24, 2015)
April 24, 2015
MDS
- Deadline to submit registration bag inserts for
pre-production approval
May 14, 2015
United Press
- Deadline for delivery of approved purchased
registration bag inserts to United Press for insertion
into the bags. Please send 4,500 to:
United Press & Graphics
505 E. Industrial Dr.
Hartland, WI 53209
Attn: Daryl Zigan
(MDS Reg. Bag Inserts)
May 15, 2015
MDS
- Final pre-registration deadline for Exhibitor Personnel
and Regular Delegates
May 20, 2015
MDS
- Deadline to submit promotional items for distribution at
booth for approval
June 12, 2015 –
12:00
- Exhibit installation begins
June 15, 2015 -
June 18, 2015
- Exhibit hall open
June 18, 2015 –
16:00
Contact Names
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
Exhibit Contacts
Audio Visual
Cara Van Winkle
Encore Event Technologies
Manchester Grand Hyatt San Diego
1 Market Place
San Diego, CA 92101
Telephone: +1 619-358-6779
E-mail: cara.vanwinkle@encore-us.com
Catering
Nancy DiGiorgio
Event Sales Manager
Manchester Grand Hyatt San Diego
1 Market Place
San Diego, CA 92101 USA
Telephone: +1 619-358-6652
E-mail: nancy.digiorgio@hyatt.com
Congress Secretariat - Show Management
Sarah Smith
Meetings Manager
The International Parkinson and Movement Disorder Society
555 East Wells Street, Suite 1100
Milwaukee, WI 53202 USA
Telephone: +1 414-276-2145
E-mail: ssmith@movementdisorders.org
Official Freight Forwarder/Customs and Logistics/Exhibition Services
Freeman
Telephone: +1 714-254-3410
E-mail: FreemanAnaheimES@freemanco.com
Venue
Meghan Muxen
Senior Event Planning Manager
Manchester Grand Hyatt San Diego
1 Market Place
San Diego, CA 92101 USA
Telephone: +1 619-358-6628
Exhibit Information
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
Installation and Dismantlement
*Installation:
Friday, June 12
12:00 – 20:00 (Extra charges after 16:30)
Saturday, June 13
8:00 – 20:00 (Non-Profit exhibitors can start set-up at 12:00)
Sunday, June 14
8:00 – 20:00
*NOTE: Please note that overtime/double-time rates will apply for labor after 16:30 on Friday
and all day Saturday and Sunday. Shipments delivered to show site on Saturday or Sunday will
have overtime charges applied.
*Dismantlement:
Thursday, June 18
16:00 – 22:00 (Extra charges after 16:30)
Friday, June 19
8:00 – 15:00
*NOTE: The empty containers will be returned at the close of the show. Please note that
overtime/double-time rates will apply for labor after 16:30 on Thursday. All outbound shipments
after 16:30 on Thursday will have overtime charges applied.
Please make yourself aware of the Union Labor Laws in California before you finalize your show
plans.
Construction Guidelines
The maximum building height is 10 feet
.
All technical plans for space-only exhibits will need to be submitted to MDS for approval by
April 15, 2015.
For island booths (aisles on all four sides): Sufficient see- through areas must be provided to
prevent blocking views of adjacent booths (i.e. 50% of the island must be open display and not
completely enclosed).
Rigged banner / signage / bulkheads: The bottom of the rigged items must be set 1 foot above
the highest point of the booth. The height restriction for the top of the sign is 14 feet. Banners
must not be hung closer than three feet from a shared wall with other exhibitors. Hanging signs
cannot weigh more than 30 pounds as the ceiling in the Exhibit Hall is not made for large signs.
Exhibitor Registration Desk Hours – Location: Palm Foyer, Second Level
Saturday, June 13
16:00 – 20:00
Sunday, June 14
7:00 – 20:00
Monday, June 15
7:00 – 18:00
Tuesday, June 16
7:00 - 18:00
Wednesday, June 17
7:00 - 18:00
Thursday, June 18
7:00 - 16:00
Exhibit Hall Hours – Location: Grand Hall, Lobby Level
Monday, June 15
9:00 – 18:00
Tuesday, June 16
9:00 – 18:00
Wednesday, June 17
9
:00 – 18:00
Thursday, June 18
9
:00 – 16:00
Exhibitors will be allowed in the Exhibit Hall 30 minutes before the exhibits open each day and may
remain in the Hall 30 minutes after it closes. Exhibitors must staff their exhibits during the above
hours. Exhibit stands may not be left unattended for extended periods of time. No packing of
equipment, literature or dismantling of exhibits will be permitted until after
16:00 on Thursday, June 18.
Exhibit Hall hours are subject to change. Exhibitors will be notified if a change in hours is necessary.
Admission to Exhibits
Each exhibitor will be granted three (3) complimentary Exhibitor Personnel badges for access to the
Exhibit Hall only. Additional Exhibitor Personnel badges can be purchased at $100 USD each.
Information on how to register booth personnel has been emailed to the exhibiting company’s contact
person.
Badge Policy
Admission to the Exhibit Hall will be by name badge only. Security guards will monitor the entrances
for proper identification. Exhibit stand personnel must show an official MDS exhibitor name badge in
order to gain access to the Exhibit Hall during installation, show, or dismantlement hours.
Official Service Contractor
Freeman is the official show organizer for the 19th International Congress.
Requirements for Independent Contractors
Exhibiting companies who plan to use the services of a display house/service firm other than the
designated service contractor must abide by the following rules:
-
The exhibitor must notify the MDS International Secretariat in writing no less than 30 days prior
to the International Congress of the names of the display house/service firm, address, telephone
number and contact person.
-
The display house/service firm must furnish a copy of an insurance certificate to the MDS
International Secretariat in the amount of $1,000,000.00 USD liability to include property
damage. This certificate must be submitted no less than 30 days prior to the meeting. The
certificate must indicate full coverage for installation days, show days and dismantling days.
-
Display house/service firms may only be in the exhibit hall during installation and dismantlement
hours.
-
Display house/service firms may not solicit business on the exhibit floor at any time.
-
Display house/service firms must cooperate with the official designated contractors especially by
Rules and Regulations
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
Advertising Material
Canvassing or distributing of advertising material by non-exhibiting, commercial companies is strictly prohibited. Exhibitor
advertising will not be permitted outside of the exhibitor’s assigned space. Limited signage advertising industry supported
sessions and events must be approved and displayed by the MDS International Secretariat. Unauthorized signage will be
removed.
Attendee Mailing List
Exhibitors may order an attendee mailing list in advance of the International Congress. The mailing list is for one-time
rental use only and may not be duplicated. Under no circumstances may the list be copied, reproduced or duplicated in any
form other than for the purpose of the specified mailing.
Audiovisual Equipment
Sound systems must be kept at a reasonable level, and may not interfere with other exhibitors.
Demonstrations
Exhibitor demonstrations should not interfere with normal traffic flow nor infringe on neighboring exhibits. No
demonstrations will be permitted outside of the exhibitor’s assigned space.
Facility Regulations
Exhibitors are required to abide by all facility regulations in the design, installation, operation and dismantlement of their
exhibit stands. A complete description of electrical, fire, labor and property regulations is listed in this Manual.
Food and Beverage Distribution
Exhibitors wishing to dispense or serve any food or beverage from assigned exhibit space must notify the Manchester
Grand Hyatt. Further information is provided in this Manual.
Hospitality Suites and Special Events
Company-sponsored special events must be approved by the MDS International Secretariat and is only allowed for
Platinum Supporters. MDS attendees, leadership and faculty members cannot be invited to an
event that conflicts with
MDS programs, including the Scientific Program, or other MDS Events. Please contact the MDS International Secretariat
for more information.
Liability
The exhibitor shall be fully responsible to pay for any and all damages to property owned by the Manchester Grand Hyatt
and its owners or managers, which result from any act or omission of the exhibitor. The exhibitor agrees to defend,
indemnify and hold harmless, the International Parkinson and Movement Disorder Society, its owners, managers, officers
or directors, agents, employees, and subsidiaries and affiliates, from any damages or charges resulting from the exhibitor’s
use of the property. The exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by
reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents,
employees and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises,
the Manchester Grand Hyatt or any part thereof.
In addition, the exhibitor acknowledges that the International Parkinson and Movement Disorder Society, the Manchester
Grand Hyatt, and all other service providers do not maintain insurance covering the exhibitor’s property and that it is the
sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by
the exhibitor.
Market Research
Meeting Space
Exhibiting and non-exhibiting companies may not schedule meetings or events during the official dates of the International
Congress without the written consent of the MDS International Secretariat. Requests for meeting space of
company-sponsored sales meetings and MDS-approved activities should be submitted in writing to the MDS International Secretariat,
attention Meetings Manager. Only Platinum Supporters are allowed to submit a request for renting space at the
International Congress venue.
No Smoking
Smoking in the Exhibit Hall, scientific sessions, foyers and all public space in the Manchester Grand Hyatt
is prohibited.
Prizes and Lotteries
Prizes, sponsored contests and prize drawings will not be permitted.
Products and Services
Only those products and services detailed on the exhibit space application form or in writing prior to the International
Congress and approved by the MDS International Secretariat may be exhibited or advertised.
Promotional Items
This manual contains a promotional item approval form which must be submitted by May 20, 2015 along with a sample,
photo, or written description of each item. Distribution of descriptive product literature, notepads, pens and pencils is
permitted and does not have to be approved. Other items may be distributed from the exhibitor’s stand only with prior
written approval. All items distributed must benefit/improve patient care. Any exhibitor found distributing materials which
have not been officially accepted may be required to cease distribution immediately. For those companies who comply
with the PhRMa Code, please refer to the Code with regards to promotional items.
Relocation
The MDS International Secretariat reserves the right to relocate exhibitors. In the event that it is necessary to relocate an
exhibitor after a specific space assignment has been made, the MDS International Secretariat will contact the exhibitor.
Every effort will be made to reassign the exhibitor to similar space. In any instance of exhibit stand relocation, the exhibitor
has the option to cancel and receive a full refund of all payments made.
Restriction of Exhibits
The MDS International Secretariat reserves the right to: (a) reject for any reason any exhibit application submitted for the
MDS International Congress; (b) reject, prohibit, restrict or otherwise require modification of any exhibit for any reason;
and (c) evict or bar any exhibitor whose exhibit, materials or conduct is determined to be objectionable for any reason.
Violation of any regulations on the part of the exhibitor, their employees or agents shall annul the right to occupy space and
such exhibitor will forfeit to the MDS International Secretariat all monies which may have been paid. Upon evidence of
violation, the MDS International Secretariat may enter and take possession of the space occupied by the exhibitor, and may
remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages which the MDS
International Secretariat may thereby incur.
Security
A professional security guard service will be provided throughout installation and dismantlement as well as after daily
Exhibit Hall hours. Neither the security service, MDS, decorator nor the Manchester Grand Hyatt is responsible for any loss
or damage to exhibitor property.
Selling from Exhibit Stand
Selling merchandise is prohibited at the 19
thInternational Congress. Order forms may be distributed. The only exception
to this is book publishers; book publishers may sell their publications.
Subletting Exhibit Space
Subletting exhibit space is not permitted. Sharing of exhibit space is not permitted unless it is within divisions of the same
company.
SECTION 2
Additional Marketing Opportunities
Congress Registration Mailing List Request
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
To request a mailing list for Congress registrants please complete and return this form with full payment and sample
mailing piece by April 20, 2015. The list will be pulled on April 24 for pre-registrations and July 9 for post-Congress
registrations. A sample of the item(s) to be mailed must be included with this form. All lists are for one-time use only.
Return this form and sample mailing piece to:
MDS International Secretariat
C/O Sarah Smith, Meetings Manager
555 E. Wells Street, Suite 1100
Milwaukee, WI, USA 53202
Fax: +1 414-276-3349
Name: Company:
Address:
City: State/Province : Postal Code/Zip: Country:
Telephone: Fax: E-mail:
Description of item(s) to be mailed – (a sample must be included with completed form)
TYPE OF LIST:
Labels are available in pressure sensitive (stick-on) label format only.
Mailing list (without e-mail addresses), hard copy labels, sent by post
Mailing list including e-mail addresses sent electronically in Excel format
SORTING CRITERIA
Last Name Alpha
Postal Code/Zip
Country specific: ___________________________________________________
TYPE OF LIST
Pre-Congress List (pulled on 4/24/15)
Post-Congress List (pulled on 7/9/15)
PAYMENT INFORMATION -Please check one-
Mailing list without e-mail addresses, hard copy labels - Payment Amount: $2,000.00 USD
Mailing list with e-mail addresses sent electronically - Payment Amount: $2,500.00 USD
Payment Type: Visa Master Card American Express Check Enclosed (made payable to MDS)
Credit Card Number: _______________________________ Expiration Date: ___________________
Cardholder’s Name (please print):________________________________________________________
Cardholder’s Signature: _______________________________________________________________
I understand that the participant mailing list provided by the International Parkinson and Movement Disorder Society is for
a one-time rental use only. Under no circumstances may the list be copied, reproduced or duplicated in any form
other than for the purpose of the specified mailing.
MEMBERSHIP MAILING LIST RENTAL AGREEMENT
The List Renter acknowledges that the MDS Congress Mailing lists and any portions thereof, are the exclusive
property of the International Parkinson and Movement Disorder Society, hereafter known as MDS or the List
Owner.
The List Renter agrees to provide the MDS with a sample of the mailing piece with each order. The mailing
piece is subject to approval by the MDS Secretariat before the mailing list will be released. Sample mailing
piece must be of a professional use to the members and must not reference MDS in any way without the prior
consent of MDS. If consent is granted, a copy of the consent must accompany the order.
The List Renter agrees and understands that all names and addresses furnished are provided for a ONE-TIME
use only. The List Renter guarantees the names and addresses shall not be copied, reused, sold, electronically
reproduced, or used as specified in the written order. The List Renter shall not use the list to mail any mailing
piece different from the one submitted with the order and approved by MDS.
On completion of each one-time mailing, the List Renter shall immediately destroy all electronic files, unused
mailing labels, letters, envelopes, and other typed or printed matter which contains names and addresses
supplied by the List Owner.
The List Renter agrees to make full payment for the mailing list rental within 30 days of receipt of invoice. List
Renter understands that the MDS does not guarantee success of List Renters mailing and cannot be held
responsible for use of mailing list after List Renter receives said order.
List Renter understands that there is a NO RETURN POLICY on label orders. If there are any doubts of how
order will be perceived when processed, then the MDS Secretariat should be contacted for clarification before
placing the order. No refunds or credits will be made after an order has been processed.
The List Renter understands that there is a 5% margin of error per list for bad addresses. No refunds or credits
will be provided for return labels below the 5% allowance.
After you have read and understood this agreement, please sign the order form, this Rental Agreement, and
return to MDS via mail, fax or e-mail.
List Renter’s Name (please print):____________________________________________
Title:___________________________________
Promotional Item(s) Approval Form
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
Approval Deadline: May 20, 2015
Please complete the following form and submit it with a sample of the item(s) to be distributed at the
International Congress. All promotional items must be reviewed and approved by the MDS International
Secretariat prior to production. Please kindly contact Sarah Smith, ssmith@movementdisorders.org, at the
MDS International Secretariat with any questions. Distribution of descriptive product literature, notepads, pens
and pencils is permitted and does not have to be approved.
For those companies who comply with the PhRMa
Code, please refer to the Code with regards to promotional items.
A completed Promotional Item(s) Approval Form, along with a sample, should be returned to the MDS
International Secretariat no later than May 20, 2015:
MDS International Secretariat
c/o Sarah Smith
555 E. Wells Street, Suite 1100
Milwaukee, WI 53202 USA
Tel: +1 414-276-2145
Fax: +1 414-276-3349
For MDS Use Only:
Approved as submitted
Approved with the following modifications: __________________________________________________
Not approved for the following reasons:______________________________________________________
Name: Company: Booth #:
Address:
City: State/Province : Zip/Postal Code: Country:
Telephone: Fax: E-mail:
Description of Item(s):
Registration Bag Insert Approval Form
The International Parkinson and Movement Disorder Society’s
19th International Congress of Parkinson's
Disease and Movement Disorders
Approval Deadline: April 24, 2015
Delivery Deadline: May 14, 2015
Please complete the following form and submit it with a sample of the item(s) to be inserted in to the Congress
Registration Bags. All supporter and non-supporter promotional items or printed inserts for the Congress
Registration Bags must be reviewed and approved by the MDS International Secretariat prior to
production by April 24. The cost of an insert varies by size. Please kindly contact Sarah Smith,
ssmith@movementdisorders.org, at the MDS International Secretariat for pricing and any questions.
A completed Registration Bag Insert Approval Form, along with a sample, should be returned to the MDS
International Secretariat no later than April 24, 2015:
MDS International Secretariat
c/o Sarah Smith
555 E. Wells Street, Suite 1100
Milwaukee, WI 53202 USA
Tel: +1 414-276-2145
Fax: +1 414-276-3349
Upon approval, delivery of 4,500 approved Registration Bag Inserts should arrive to the following address no
later than May 14, 2015:
United Press & Graphics
505 E. Industrial Dr.
Hartland, WI 53209
Attn: Daryl Zigan
(MDS Reg. Bag Inserts)
For MDS Use Only:
Approved as submitted
Approved with the following modifications: __________________________________________________
Not approved for the following reasons:______________________________________________________
Name: Company: Booth #:
Address:
City: State/Province : Zip/Postal Code: Country:
Telephone: Fax: E-mail:
Description of Item(s):
SECTION 3
Venue information, order forms, exhibit transportation
(407821)
Page 1 of 3
SERVICE INFORMATION
EXHIBITOR FREIGHT
Due to limited storage at the Manchester Grand Hyatt, we recommend all exhibitor freight be sent
directly to the Freeman warehouse.
Warehouse Shipping Address:
Exhibiting Company Name / Booth #
MDS 19th International Congress
C/O
Freeman
6060 Nancy Ridge Dr., Ste. C
San Diego, CA 92121
Freeman will accept crated, boxed or skidded material beginning Tuesday, May 12, 2015 at the above
address. Advance warehouse pricing will be extended up until Tuesday, June 09, 2015 at 3:30 PM PST.
Materials arriving after this date will be assessed an additional after deadline charge. Warehouse materials
are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 3:30 PM PST.
Freeman will receive shipments at the exhibit facility beginning Friday, June 12, 2015 at 12:00 PM
PST
.
Shipments arriving before this date will most likely be refused by the facility.
Any additional charges
incurred by the Manchester Grand Hyatt for early freight acceptance will be charged directly to
the exhibitor and will be in addition to the material handling charges
.
BOOTH EQUIPMENT
Each 10' x 10' booth will be set with 8' high black back drape‚ 3' high black side dividers and a 7" x 44"
one-line identifi cation sign.
Please note that electrical service is not included with your booth equipment but to accommodate possible
power requirements, electrical outlets will be installed in every inline booth. An audit will be conducted
by electricians and on-site charges will apply if the electrical service is utilized without an order on fi le.
EXHIBIT HALL CARPET
The exhibit area is carpeted. However, in order to enhance the appearance of your booth, rental carpet
is available through Freeman. Please refer to the Carpet Brochure and Order Form.
DISCOUNT PRICE DEADLINE DATE
Order early to take advantage of the advance order discount rates, place your order by May 22,
2015.
SHOW SCHEDULE
EXHIBITOR MOVE-IN
For more information and helpful hints on preshow procedures and move-in, please go to
www.freemanco.com/preshowFAQ.
Friday
June 12, 2015
12:00 PM - 8:00 PM (PST)
Saturday
June 13, 2015
8:00 AM - 8:00 PM (PST)
Sunday
June 14, 2015
8:00 AM - 8:00 PM (PST)
Please note that overtime/doubletime rates will apply for labor all day after 4:30 PM on Friday
and all day Saturday and Sunday. Shipments delivered to show site on Saturday or Sunday
will have overtime charges applied.
EXHIBIT HOURS
Monday
June 15, 2015
9:00 AM - 6:00 PM (PST)
Tuesday
June 16, 2015
9:00 AM - 6:00 PM (PST)
Wednesday
June 17, 2015
9:00 AM - 6:00 PM (PST)
Thursday
June 18, 2015
9:00 AM - 4:00 PM (PST)
MDS 19th International Congress
June 15 - 18, 2015
Manchester Grand Hyatt
San Diego, California
Our warehouse will be closed Monday,
May 25, in observance of the holiday.
FREEMAN
(407821)
EXHIBITOR MOVE-OUT
For more information and helpful hints on postshow procedures and move-out, please go to
www.freemanco.com/postshowFAQ
Thursday
June 18, 2015
4:00 PM - 10:00 PM (PST)
Friday
June 19, 2015
8:00 AM - 3:00 PM (PST)
We will begin returning empty containers at the close of the show. Please note that overtime/
doubletime rates will apply for labor after 4:30 PM PST on Thursday. All outbound shipments
after 4:30 PM PST on Thursday will have overtime charges applied.
DISMANTLE AND MOVE-OUT INFORMATION
All exhibitor materials must be removed from the exhibit facility by Friday, June 19, 2015 at 3:00 PM PST.
Please arrange with your carrier to pick-up your outbound freight directly from the facility.
Manchester Grand Hyatt
One Market Place
San Diego, CA 92101
To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline
please have all carriers check-in by Friday, June 19, 2015 at 1:00 PM PST.
POST SHOW PAPERWORK AND LABELS
Our Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement and
labels in advance. Complete the Outbound Shipping form and your paperwork will be available at show
site. Be sure your carrier knows the company name and booth number when making arrangements for
shipping your exhibit at the close of the show.
SERVICE CONTRACTOR CONTACTS / INFORMATION:
FREEMAN
FREEMAN
EXHIBIT
TRANSPORTATION
901 E. South Street
(800) 995-3579 Toll Free US & Canada
Anaheim, CA 92805
(817) 607-5100 Local & International
(714) 254-3410 fax (469) 621-5606
(469) 621-5810 Fax
FreemanAnaheimES@freemanco.com
FREEMAN ONLINE®
Take advantage of discount pricing by ordering online at www.freemanco.com/store by May 22,
2015.
Our Internet online ordering service, Freeman Online® is available for your convenience to order
all Freeman services, view show schedule, or print order forms. Once your show is available online,
you will receive an email which includes a direct link to Freeman Online®. To place online orders you
will be required to enter your unique Login ID and Password. If this is your fi rst time to use Freeman
Online®, click on the “Login” link to create a new account.
To access Freeman Online® without using the email link, visit www.freemanco.com/store/ and click the
“Login” link. If you need assistance with Freeman Online® please call our Customer Support Center at
(888) 508-5054 Toll Free US & Canada or (817) 607-5000 Local & International.
Please note: All items and materials that must be brought into the facility may be subject to Material
Handling Charges and are the responsibility of the Exhibitor. This also applies to the items not ordered
through the Offi cial Show Vendors. Refer to the Material Handling form for charges for this service.
LABOR INFORMATION
Union Labor may be required for your exhibit installation and dismantle. Please carefully read the
UNION RULES AND REGULATIONS to determine your needs. Exhibitors supervising Freeman labor
will need to pick up and release their labor at the Labor Desk. Refer to the order form for Display Labor
for Straight time and Overtime hours.
ASSISTANCE
We want you to have a successful show. If we can be of assistance‚ please call our Exhibitor Services
Department at 714-254-3410.
WE APPRECIATE YOUR BUSINESS!
Page 2 of 3
FREEMAN
(407821)
Page 3 of 3
FREEMAN GENERAL INFORMATION
TRANSLATION SERVICE
Freeman is pleased to offer a new service for our international exhibitors that provides quick
interpretation and translation in 150 languages. This service will not only interpret for us on a
three-way conversation, but also translate emails from customers. To access this feature you may contact
Freeman Exhibitor Services at (714) 254-3410 or Freeman’s Customer Support Center at (888)
508-5054 Toll Free US & Canada or (817) 607-5000 Local & International.
HELPFUL HINTS
SAVE MONEY
Order early to take advantage of advance order discount rates, place your order by May 22, 2015.
AVOID DELAY
Ship early to avoid delays. Shipments arriving late at show site will cost you money, time and business!
SAFETY TIPS
Use a ladder, not a chair. Standing on chairs, tables and other rental furniture is unsafe and can
cause injury to you or to others. These objects are not designed to support your standing weight.
Be aware of your surroundings. You are in an active work area with changing conditions during
move-in and move-out. Pay attention. Look for obstacles, and machmove-inery and equipment that are move-in use.
Keep your eyes open for scooters and forklifts. The drivers of these vehicles may not be able to see
you.
Stay clear of dock areas, trucks and trailers. These areas can be particularly dangerous.
Prevent electrical shocks, falling items and damage to materials. Do not attach items or equipment
to the drapes or metal framework provided for your booth. This can cause serious injury or damage
to materials.
We discourage children from being in the exhibit hall during installation and dismantle. If children are
present during installation and dismantle, they must be supervised by an adult at all times.
Freeman does not ship or handle Hazardous Materials. If any materials you are shipping to the event
fall into this category, please contact Freeman to be sure the material will be allowed at the facility and
by the association. In addition, if authorized by the facility and the association, you will need to make
separate arrangements for the transport and handling of the approved materials, since Freeman will
not transport or handle them.
The operation or use of all motorized lifts and motorized material handling equipment for installation/
dismantle of exhibits is NOT permitted by exhibitors or by their exhibitor appointed contractors (EAC’s).
Thank you for your cooperation.
EXHIBITOR ASSISTANCE
Call Freeman’s Exhibitor Services department at (714) 254-3410 with any questions or needs you
may have.
For more information and helpful hints on preshow procedures and move-in, please go to
www.freemanco.com/preshowFAQ.
For more information and helpful hints on postshow procedures and move-out, please go to
www.freemanco.com/postshowFAQ.
FREEMAN
01/13
Reducing Your Footprint
Freeman actively engages in green practices within day-to-day operations
and is committed to producing events in the most environmentally friendly
way possible. Freeman has collaborated with a number of customers to make
their events greener and is dedicated to broadening this effort.
Green Tips for Exhibitors
Interested in going Green and saving money with your exhibit booth? Follow these tips to assist you in
making your sustainable booth strategies at least cost-neutral, and possibly cost-saving!
Supplies and Ordering
•
Order exhibit supplies early and utilize online ordering systems to eliminate paper waste.
•
Consider renting a booth from Freeman or buying materials locally, preventing shipping cost and
lowering emissions.
•
Rent Freeman Classic Carpet which contains recycled content and is also recyclable.
•
Provide giveaways made of recycled, responsibly grown natural fiber, nontoxic and biodegradable
materials. Ensure giveaways are useful, not merely promotional in nature. Electronic Giveaways,
such as free songs from iTunes, coupons and free online Apps are smart and trendy.
Printing, Recycling and Waste Management
•
Encourage less printing and provide more information digitally
when it comes to booth literature,
fulfilling requests via email and website referrals.
•
If you need to print, use a local printer in the city where the show will be held and choose paper that
contains at least 50% post-consumer recycled content.
•
Ask Freeman about new paper-based signage materials that are comparably priced to plastic. There
are good alternatives to foam core and PVC which are not as easily recyclable.
•
Participate in the exhibit donation program by providing materials that are eligible for donation to
local charities, such as pens, bags and notepads.
Shipping and Transportation
•
If you must ship materials, planning out your booth in a timely way to meet shipping deadlines can
also help maximize consolidation and cost-savings.
•
Choose a SmartWay™-certified hauler at no additional cost to ensure
your transportation company is practicing sustainable shipping.
•
Set a goal to leave no trace behind by shipping out all booth properties
and packing materials and donating extra giveaways thereby minimizing any waste for the show.
•
If you are attending another trade show that many of your fellow exhibitors are also participating in,
ask your General Service Contractor or Show Management to set up a caravan service to save on
fuel emissions—and cost of transportation.
Personnel and Best Practices
•
Take advantage of local or regional representatives to staff your booth, rather than bringing staff
from far away offices, reducing travel cost.
•
Bring Green as part of your company message providing recycling bins in your booth and information
on what you have done to exhibit in a sustainable way.
These steps can help as we all strive to make smarter and more environmentally
sound decisions. For more information on the Freeman Sustainability Initiative,
contact Jeff Chase at
jeff.chase@freemanco.com
.
GRAND HYATT PROPERTY NAME
+1 123 456 7890
TELEPHONE propertyurl.hyatt.com123 Street Name
+1 123 456 7891
FAX grand.hyatt.comCity, ST 12345, Country
Dear Exhibitor:
The Grand Hyatt San Diego is pleased to be the host facility for the San Diego exhibit show! We take great pride in our
facility and will work with show management to make this the “best show ever”! We also take great pride in our
facility partners to maintain high service standard levels to each exhibitor. Please take a minute to review all
pertinent information regarding the hotel and its policies. We do need strict adherence to ensure that you are
receiving the service that is required. FREEMAN Exposition Services, Encore (Audio Visual) and Swisscom (High Speed
Internet/Communication Provider).
Please find on the reverse side Grand Hyatt San Diego’s “do’s and don’ts” list to help answer several questions that you
may have prior to your arrival. One additional comment regarding receiving and shipping. All packages are to be sent
directly to FREEMAN: i) advance shipping to the warehouse for show delivery or ii) to the hotel directly, addressed to
FREEMAN on
exhibitor “move-in” day
only.
Any deliveries to FREEMAN at hotel address prior to “move-in” date will
be refused. Due to limited storage available, Grand Hyatt San Diego
WILL NOT
accept direct delivery of packages for
any exhibition show. Please utilize the forms from FREEMAN included in this kit to ship all freight including crates,
boxes and packages. Grand Hyatt San Diego reserves the right to
consign
to FREEMAN and charge additional handling
fees for any packages or freight sent to the hotel address for any exhibition or display.
We do look forward to working with your next exhibition in San Diego.
Sincerely,
Rick Mitrovich
Director of Catering and Convention Services
MANCHESTER GRAND HYATT SAN DIEGO
Manchester Grand Hyatt San Diego’s display rules and regulations. The following applies to all Meeting, Exhibit and Ballroom
Space:
Adhesives
- No pins, tacks or adhesives of any kind are permitted on any wall, air wall, carpet, door or column. Adhesive backed
stickers may not be given out by any purveyor. Approved adhesives will be made available upon request in advance. This includes
carpet tape.
Carpeting
– Exhibitor owned carpet must be installed by service contractor or EAC’s with Hotel approved carpet tape.
Signs/Banners
- All hanging signs must be professionally made and conform to show management rules, regulations and ceiling
limitations. All pre-assembly of hanging signs and truss must be done by ENCORE. All hanging signs and truss must be hung by
ENCORE. No other firm will be allowed to access to the Hotel’s ceiling. ENCORE and the Hotel reserve the right to refuse to hang
any sign and truss it deems unsafe or inappropriate.
Non-Flammable Materials
- All materials used in the Exhibit areas or any other part of the Hotel must be non-flammable in order to
conform with the fire regulations of the City of San Diego
Compressed Gases -
Compressed gases are not allowed inside the Hotel. Heavier than air gases like propane, butane or liquefied
petroleum gas (LPG) are also not allowed.
Motorized Vehicles -
All motorized vehicles are to have comprehensive general liability insurance in a minimum amount of
$2,000,000 in addition to a signed waiver for indemnification/hold harmless. Both of these documents must be supplied to the hotel
prior to arrival/set up date. All cars, trucks or other types of fuel powered engines on display must have the least amount of fuel
possible (between 1/8 of a tank and empty). The gas cap must be a locking type or taped to prevent the leakage of fumes from the tank.
Battery cables must be disconnected. Vehicles may not be started, run or moved during event hours. Transfer of fuel must be
accomplished outside the building. ALL VEHICLES MUST BE PRE-APPROVED FOR WEIGHT LIMIT BY HOTEL’S
DIRECTOR OF ENGINEERING
Liability -
The Hotel is not responsible for any injury, loss or damage that may occur to the Exhibitor, the Exhibitor’s Agent,
employees or property, or to any other person’s property, prior, during or subsequent to the period covered by the exhibit contract,
provided said injury, loss or damage not caused by the willful negligence of an employee of the Hotel. Each Exhibitor hereby expressly
releases the Hotel from such liabilities and agrees to indemnify the Hotel against all claims for such injury, loss or damage.
Insurance -
Exhibitors who desire to carry insurance on their own exhibits must do so at their own expense.
Shipping
- The Hotel has the right to refuse any delivery addressed to Hotel for an exhibition show. In addition the Hotel has the
right to consign any deliveries to the exhibit company and charge an additional handling fee.
Storage -
The Hotel has no facilities for the storage of exhibits. All shipments must be directed to the Exhibit Company.
Food and Beverage -
Any food or beverage dispensed or given away at a booth must be supplied and prepared by the Hotel staff.
Balloons -
Helium filled balloons are not permitted in the Ballrooms or Exhibit areas.
Tape -
Exhibitors are responsible for the removal of all tape and residue marks.
Right to Inspect -
The Hotel’s Security personnel reserves the right to inspect any carton, container, briefcase, luggage or package
brought in to or taken out of the Exhibit areas.
Exhibitor Equipment -
All equipment, decorations, freight, etc. must be removed from the premises at the expiration of the Show.
Items left behind will be treated as abandoned equipment.
Access for Deliveries -
All articles, exhibits, fixtures, displays and property of any kind shall be brought in to and out of the Exhibit
areas only at and through such approved loading area as the Hotel may designate.
Security –
The hotel assumes no responsibility for security of exhibits. Contact the person (show management) in charge of your trade
show or convention to confirm security arrangements.
FIRE DEPARTMENT REGULATIONS
A. Inherently Fire Retardant or Flame Retardant Treatment
1. All decorations, drapes, signs, banners, plastic displays, hay, straw, moss, split bamboo and other similar materials
MUST BE FLAME RETARDANT to the satisfaction of the Fire Department and the State Fire Marshal.
2. Table coverings must be fl ame retardant treated unless they lay fl at, with an overhang no greater than 6".
3. Oilcloth, tar paper, sisal paper, nylon, orlon and certain other plastic materials cannot be made fl ame retardant and
their use is prohibited.
4.
A
Certifi cate of Flame Resistance shall be available for review by the Fire Marshal or on fi le with the Fire Marshal for all
decorative
materials.
B. Vehicles/Internal Combustion Engines on Display
1. Any autos, trucks, motorcycles or other motorized vehicles displayed shall have their batteries disconnected and
terminals
taped.
2. All motor vehicle tanks containing fuel or which have ever contained fuel, shall be furnished with locking-type gas caps or
sealed with tape. The level of gas in tanks cannot exceed fi ve gallons or one-quarter tank, whichever is less.
3. Garden tractors, chain saws, power plants and other gasoline-powered equipment shall be safeguarded in a similar manner.
4. All autos, trucks and vehicles of any kind must show the location on the Fire Department-approved fl oor plan 14 days
prior to the show date.
C. Combustibles
1. Literature on display shall be limited to reasonable quantities. Reserve supplies shall be kept in closed containers and
stored in a neat and compact manner.
2. No cardboard boxes or any combustible materials may be stored on top of or near any electrical wiring in the spaces
behind the backwall drapery (booth) or behind any display.
D. Obstructions
1. Aisles designated on approved show fl oor plans shall be kept clean, clear and free of obstructions. Booth
constructions shall be substantial and fi xed into position in specifi ed areas for the duration of the show. Chairs, easels,
signs and demonstration areas shall not be placed beyond booth areas into aisles.
2. All aisles must be maintained at a minimum of 10 feet in width or unless otherwise approved on fl oor plan.
3.
All
fi re prevention and fi re fi ghting equipment in all public assembly areas shall have easy and unobstructed accessibility.
E. Electrical Extension Cords and Multi-Plug Adapters
1. Extension cords shall service one appliance only and shall be a three-wire approved type (with ground). The extension
cord cannot exceed the capacity of the existing circuit breaker and cannot exceed fi fteen amps.
2. Multi-plug adapters must be UL approved and have current (electricity) breaker overload safety device. Cube adapters
and other devices which increase outlets are not acceptable unless equipped with an internal circuit breaker.
3. All spliced wires are illegal.
F. Compressed
Cylinders
1. Compressed cylinders must be attached to a stand if used upright or laid fl at on fl oor.
2.
Compressed
fl ammable gases are prohibited inside a building. This includes acetylene, hydrogen, propane, butane and L.P.G.
G. Cooking and Warming Devices
Cooking and warming devices shall be electric. Sterno may be used for warming trays. Cooking devices shall be approved
by a recognized testing laboratory; e.g., U.L., F.M.
1. Cooking, warming devices, and/or heated products shall be isolated from the public by either placing the device a minimum
of four feet back from the front of the booth or provide a plexiglass shield 18 inches high, 1/4 inch thick across the front,
and down both sides of the demonstration area.
H. Heat producing Equipment
1. Welding, soldering, or any open fl ame devices are prohibited.
2. Refer to SEC. F-2 above
Should there be any questions regarding the above listed minimum Fire Department Regulations or any other items that need clarifi
ca-tion, please do not hesitate to give the Fire Department a call or address a letter to:
San Diego Fire Department
1010 Second Avenue, #300
San Diego, CA 92101
(619) 533-4400
CREDIT/DEBIT CARD
method of payment
FREEMAN
NAME OF SHOW:
ADDRESS:
SIGNATURE:
PRINT NAME:
E-MAIL FOR INVOICE:
Invoices will be sent by e-mail; please provide e-mail address of the person who reconciles your invoices if different than contact's email.
Check if you are a new Freeman customer
INCLUDE THIS FORM
WITH YOUR ORDER
02/12
X
BOOTH #:
COMPANY NAME:
CITY/STATE/ZIP:
FAX #:
EXT.:
PHONE:
CONTACT'S E-MAIL:
For your convenience, we will use this authorization to
charge your credit/debit card account for your advance
orders, and any additional amounts incurred as a result of
show site orders placed by your representative. These
charges may include all Freeman companies, or any
charges which Freeman may be obligated to pay on behalf
of Exhibitor, including without limitation, any shipping
charges. Please complete the information requested below:
VISA
MASTER CARD
AMERICAN EXPRESS
BANK TRANSFER
Wire Transfer
ABA#:
International Wire Transfer
Swift Code:
Freeman
ACH Direct Deposit
ACCT#
Freeman
Freeman
ACCT#
ABA#:
Please reference Name of Show & Booth Number so we can
properly credit your account.
Note: Customers are responsible for any bank processing fees.
ACCT#
BOOTH SIZE :
BY SUBMITTING THIS FORM OR ORDERING MATERIALS OR SERVICES FROM FREEMAN, YOU AGREE TO BE BOUND BY ALL TERMS & CONDITIONS INCLUDED IN YOUR SERVICE MANUAL.
METHOD OF PAYMENT
CHECK
COMPANY
Please make check payable to: Freeman
Checks must be in U.S. funds drawn on a U.S. or Canadian
bank.(
"U.S. FUNDS"
MUST BE PRE-PRINTED on
Canadian checks.)
ACCOUNT NO.:
EXP. DATE:
CARDHOLDER BILLING ADDRESS
:
CARDHOLDER NAME (PRINT): SIGNATURE:
CITY/STATE/ZIP:
FREEMAN NOW ACCEPTS DEBIT CARDS
ENTER TOTALS HERE
FURNISHINGS & ACCESSORIES CARPET CLEANING/ SHAMPOOING PORTER SERVICE RENTAL EXHIBITS& ACCESSORIES SIGNS
INSTALLATION LABOR MATERIAL HANDLING RIGGING INSTALLATION RIGGING DISMANTLE EXHIBIT TRANSPORTATION HANGING SIGNS
•
price.
Copies of invoices may be picked up from the Service Desk prior to show closing.
If you have questions or need assistance with any items not listed, please call and ask for your Exhibitor
Services Representative.
•
•
•
TELL US WHAT YOU THINK
Freeman is committed to providing great customer service. To help us serve you more effectively in the
future, please visit the URL address below upon the completion of your show to provide feedback. Your
input will provide the insight needed to ensure that our customer service is in line with your expectations.
Remember to order in advance to save time and money. You may place your order by phone, fax, mail, or
use our online ordering service at:
www.freemanco.com/store.
Orders received without payment or after the discount price deadline date will be charged at the standard
DISMANTLE LABOR GRAND TOTALDISCOUNT PRICE
DEADLINE DATE
Please reference on your remittance.
UTILITIES
MDS 19th International Congress / June 15 - 18, 2015
Dallas, TX
026009593
1252039192
1252039192
1252039192
111000012
Bank transfer to Bank of America, N.A.;
BOFAUS3N
http://feedback.freemanco.com/? 407821
MAY 22, 2015
(407821)
Fax: (469) 621-5606
Anaheim, CA 92805
freemananaheimes@freemanco.com
(714) 254-3410
901 E South Street
(407821)
In order to authorize Freeman to invoice a third party for payment of services rendered to exhibitors, both the
exhibiting company and the third party must complete this form and return it at least 14 days prior to show move-in.
EXHIBITING COMPANY AUTHORIZATION OF THIRD PARTY BILLING
Indicate which services are to be invoiced to the Third Party:
ALL FREEMAN SERVICES
FREEMAN EXHIBIT TRANSPORTATION
I&D LABOR/SUPERVISION
RENTAL FURNITURE/CARPET/SIGNS
MATERIAL HANDLING/IN & OUT
BOOTH CLEANING
OTHER
EXHIBITOR SIGNATURE: DATE :
EXHIBITING COMPANY INFORMATION
MDS 19th International Congress / June 15 - 18, 2015
THIRD PARTY COMPANY INFORMATION
THIRD PARTY CREDIT/DEBIT CARD AUTHORIZATION
MASTERCARD VISA
ACCOUNT NO: EXP. DATE:
CARDHOLDER NAME (PLEASE PRINT): CARD TYPE:
AUTHORIZED SIGNATURE:
CARDHOLDER BILLING ADDRESS:
Invoices will be sent by e-mail; please provide the e-mail address of the person who reconciles your invoices if different than contact's e-mail.
02/12
(407821)
Fax: (469) 621-5606
Anaheim, CA 92805
freemananaheimes@freemanco.com
(714) 254-3410
901 E South Street
UTILITIES
AMERICAN EXPRESSFREEMAN
third party authorization
CITY/STATE/ZIP:
EXHIBITOR NAME: (PLEASE PRINT)
CONTACT'S E-MAIL:
FAX: EXT.
PHONE:
BOOTH #:
EXHIBITING COMPANY ADDRESS: EXHIBITING COMPANY NAME:
CITY/STATE/ZIP: CITY/STATE/ZIP: FAX: EXT: PHONE: CONTACT'S E-MAIL:
E-MAIL FOR INVOICE: CONTACT NAME:
THIRD PARTY COMPANY NAME:
THIRD PARTY BILLING ADDRESS:
“We understand and agree that we‚ the exhibiting company‚ are ultimately responsible for payment of charges and
agree by submitting this form or ordering materials or services from Freeman, to be bound by all terms and conditions as
described in the Terms & Conditions section of this service manual. In the event that the named third party does not discharge
payment of the invoice prior to the last day of the show‚ charges will revert back to the exhibiting company. All invoices are due
and payable upon receipt‚ by either party. The items checked below are to be invoiced to the third party.”
BY SUBMITTING THIS FORM OR ORDERING MATERIALS OR SERVICES FROM FREEMAN, YOU AGREE TO BE BOUND BY ALL TERMS & CONDITIONS INCLUDED IN YOUR SERVICE MANUAL.
