Exhibitor Service Manual Review & Logistics - RVX 2019 January 3, 2019
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Exhibitor Service Manual Review & Logistics – RVX 2019
January 3, 2019
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What we will be covering Exhibitor Service Kit Tips and Best Practices Required forms Target Move in/out Contact Information Q&A
Freeman
Official Service Contractor
Carpet Electrical Exhibit Rentals Furnishings Graphics
and Flooring and Utilities
and Carpet and Signs
Audio Visual Floor
Cleaning /
Portage
Service
Overhead
Installation and Labor and Rental of Material Handling Rigging and Transportation
Dismantle Labor Machine Equipment Services Equipment
Facility Contractors
Salt Palace Convention Center
Internet Compressed Air Water Food & Beverage
Order information, brochures, and contact information located on FreemanOnline®
Specialty Contractors
Additional Service Providers
RV Unit Cleaning
Lead Retrieval Floral Security
Order information, brochures, and contact information located on FreemanOnline®
®
FreemanOnline
®
With an enhanced FreemanOnline ,
we are making it easier than ever for
exhibitors to get what they need in
order to have a great event.
pre-show planning tips
Plot Map for Unit Placement form (+)
Carpet Ordering Confirmation
Due Jan 1, 2019 (Please turn in ASAP)
-Including unit placement map
-If laying own carpet, it must be sent
to advance warehouse
Action Checklist Hanging Sign Order/Confirmation
Due February 1, 2019
RVX 2019
Any RV unit or other vehicle on display – Delivery
Confirmation
Due February 1, 2019
Electrical Order/layout with Orientation
Due February 1, 2019Advance Order Discount Deadline:
February 11, 2019
*Save up to 40%*
Important Advance Warehouse Freight Receiving:
Deadlines
February 4, 2019
Last Day For Advance Warehouse Freight:
March 4, 2019
Dates & Times
RVX 2019 Show Site Receiving Begins:
March 9, 2019
(or within your provided target time)
All Exhibit Materials Must Be Clear By:
7:00PM March 15, 2019Marshalling Yard Receiving:
Wednesday March 6th 8 AM – 4 PM
Thursday March 7th 8 AM – 4 PM
Friday March 8th 8 AM – 7 PM
Exhibitor Move-in Targeted:
Saturday March 9th 10 AM – 8 PM
Sunday March 10th 8 AM – 8 PM
Show Schedule Exhibitor Move-in ALL:
Monday March 11th 8 AM – 5 PM
**ALL EXHIBITS MUST BE SHOW READY AT 5PM
RVX 2019
on March 11, 2018**
Exhibitor Move-Out:
Thursday March 14th 5 PM – 11:59PM
(All suppliers, traditional exhibitor freight)
Friday March 15th 7 AM – 7 PM
(Mobile unit Removal)
- All carriers must be checked in to yard by
5PM on Friday March 15thUnion Jurisdictions What full-time exhibiting employees can do: Hand-carry small packages from the main entrance or specified hand-carry areas Use manual dollies and pallet jacks Use full-time employees to set up your exhibit Hire Freeman labor Hire Exhibitor Appointed Contractor (EAC) Move RV units or vehicles within your booth space without motorized means What you can’t do: Bring or use forklifts or motorized pallet jacks Use of motorized equipment for any reason Unload/Reload in the designated loading dock areas Distribute power within your booth space
Freight and RV unit tips
16
Privately Owned Vehicle Material Handling
Procedures
A POV, or Privately Owned Vehicle, is considered to be any vehicle that is primarily
designed to transport passengers, not cargo or freight. Examples include pick-ups,
passenger vans, taxis, limos, etc., anything larger is considered a Company Vehicle
– which exhibitors are NOT allowed to unload themselves. Only POVs that fit this
description will be eligible for the Cart Load Service. Please see the Services kit for
examples of a Privately Owned Vehicle.Address of marshalling yard W Motor Ave. at N 1000 W, Salt Lake City, UT 84116 Check in process Freeman will have an office set up at the marshalling yard for placements Marshalling yard space allocation Each manufacturer or exhibitor with multiple units will have a designated staging area Driver Process to move RV Unit release paperwork must be completed. Freeman Freight supervisor will release units from the yard Non-RV vehicle display procedures Same as for RVs. Must check in at marshalling yard Shipping / Freight Variance Requests Shannon Bishop at 775-690-6783
Late arrivals Show management must be contacted prior to the late arrival of an estimated time of arrival and will work with Freeman to see if we can accommodate the arrival if it’s a unit that is to be displayed. Showsite Shipments All freight must check in first to marshalling yard. We recommend having all units arrive to the marshalling yard 24-36 hours in advance of your targeted move in time if possible Late Night Entry to Salt Palace Set up is from 10am-8pm. no admittance will be allowed into the hall outside of those times. If your crew is already in the hall at those times they can continue to work to the predetermined time by show management. If they leave for any reason they will not be allowed back in. Access will be from the front lobby doors.
Shipping vs. Material Handling
Budgeting for Material Handling
Scenario: Shipping a 300 lbs. crate to the
Advance Warehouse that arrived late.
Crated rate = $111.50/CWT (per 100 lbs.)
3 CWT’s x $111.50 = $334.50 for Material
Handling
3 CWT’s x $20.50 = $61.00 late arrival
surcharge
+ =
$334.50 $61.00 $395.50
Crated Late arrival Total
Warehouse surcharge Material
Handling
Small packages (30 lbs. or less)
$40.00 per shipment for material handlingMaterial Handling
Agreements
Create a Material Handling Agreement:
Outbound Shipping Form
Freeman Online (Material Handling)
Freeman On-Site Service Desk
Turn in at the Freeman Service Desk at the close of
the show
-This form will be used for the release of
traditional freight and units which will not
return to the marshalling yard
-Units returning to marshalling yard and to
be picked up by another individual will
require a unit release form like in Kentucky
Carriers need to check-in no later than:
Friday 3/15 at 5:00PMFor the Unit Placement, electrical and Hanging sing/rigging placement: • Please use a gridded plan with orientation of booth plus units to assure proper move in and placement* • Units supervision cost includes a one time placement • Exhibitors may move units within their booth space. • If units must come into the aisle for movement, a Freeman spotter must be present • Unit placement can be adjusted by exhibiting company employees if it can be achieved without the use of mechanized equipment
Empty Storage Tag cartons, fibers and crates with “Empty” stickers Empty cartons and cases must be removed from your booth space Freeman will begin returning “empties” at the close of the show All empties will be delivered by 11:59PM on March 14 Cartons and cases first then all crates Hire Freeman Supervisor Labor if needed
Freeman Transportation ALL-INCLUSIVE PRICING ONE CONVENIENT INVOICE ON-SITE TRANSPORTATION EXPERTS RELIABLE CUSTOMER Call for Support 800-995-3579 Hours of Operation: Mon - Fri: 7am - 7pm (CST) Sat: 8am - 5pm (CST) Email: exhibit.transportation@freeman.com
Cost Saving Tips Order by the deadline date(s) Consolidated shipments (200 lbs. min) Reduce your exposure to special handling charges by shipping your freight in crates, boxes, and/or shrink wrapped onto skids Avoid shipping loose or pad-wrapped pieces Schedule labor on Straight Time Pay attention to shipping deadlines Assure Hanging signs/Carpet are sent to advance warehouse to avoid installation delays
Exhibit Services
Electrical Tips • Any need for power and/or lights will require an order • Order in advance by February 11, 2019 • Include an electrical floor plan w/details – always! • Power service includes delivery to one location at rear of booth for inline and peninsula booths • Multiple outlets will require labor order • Island booths will require labor order • Provide Onsite contact and cell # • Our goal is to have most advanced orders installed prior to your arrival
Freeman Carpet ALL-INCLUSIVE PRICING BULK DISCOUNT AVAILABLE OVER 2,000 sq ft Custom and Classic styles available
Booth cleaning RV / Vehicle Detailing Freeman will provide both vacuuming and porter service. Vehicle cleaning and detailing may be performed by the exhibitor’s full time staff AquaJet will provide unit washing and can provide any detailing services needed, pre-show or on a daily basis Order forms for Freeman service are in the show kit and Freeman Online Contact information for AquaJet is on Freeman Online
your dedicated specialists Our promise to you!
Freeman Exhibitor Sales And Services Team Both Pre-show And Onsite Support Jill Syler Tammy Davis Felicia Witherell Jennifer Vaughan Freeman Exhibitor Sales Freeman Exhibitor Services Freeman Audio Visual Sales Freeman Exhibitor Services T (702) 579-1448 T (702) 579-1962 T (702) 352-1448 T (775) 355-4630 Jill.Syler@freeman.com Tammy.Davis@freeman.com Felicia.Witherell@freeman.com Jennifer.Vaughan@freeman.com
Exhibitor Services For general questions: freemanrenoES@freeman.com Tammy Davis Email: Tammy.Davis@freemanco.com Direct line: (702) 579-1962 Main line: (702) 579-1700 Hours: M-F 8AM – 5PM PST
Onsite Tips
When You Arrive • Check to make sure everything you have shipped has arrived • Furniture arrives per the delivery schedule located at the Freeman Service Desk • Obtain empty stickers from the Freeman Service Desk • Bring all tracking numbers & order confirmations • If you have ordered labor or a forklift, check-in at the Freeman Service Desk • Wear comfortable shoes • Count on Freeman personnel to answer your exhibit-related questions!
Freeman
Service Center
Open during installation and show hours
Dedicated phone number
Delivery schedule
Pick up empty stickers
Arrange for outbound shipping
Order show services
Track freight shipments
Review Invoices
Any and all questions
Easy Access
to FreemanSalt Palace Convention Center Service Desk Location
FreemanOnline® Mobile
Service at your fingertips
Online Receive Show
Ordering Notifications Information
Track Concierge Move
Freight Services Out
http://folmobile.freemanco.com
/questions ?
Kelly Smith Bob Chain Matt Tumulty
703-620-6003 773-473-7433 214-837-7813
kbsmith@rvia.org bob.chain@freeman.com matt.tumulty@freeman.com
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