Frequently Asked Questions

What is the Exhibitor Services Manual (Kit)?
This document is often referred to as the “show bible” because it contains all of the critical information about a show. Before doing anything else, read the Exhibitor Services Manual (also referred to as the “Kit”) from cover to cover. Review key points with staff that will be on site.

How can I qualify for the Discount prices offered in the Exhibitor Services Manual?
Each Exhibitor Services Manual provides a “discount deadline date”. Materials ordered with full payment up to and including that date qualify for a discounted price. Orders received after this date and on the show floor will be provided at the standard published rate.

May I place my order in advance and pay for it when I arrive at show site?
Orders received without payment will be processed only if pre-approved by a TTG staff person. Ordering and paying in advance will result in significant savings in both time and money.

Will providing TTG with a purchase order qualify me for discount rates?
Purchase orders are not considered payment and would not be sufficient for discount pricing.

What forms of payment are accepted by TTG?

• Wire transfer - Be sure to include the show name, your company name, booth number, country and bank where transfer originated. Wire transfer account information is available from your Exhibitor Services Representative.
• Credit card - We accept MasterCard, Visa and American Express.
• Check - Be sure to include the show name, your company name and booth number on the check.
• Cash - Please do not mail cash. Cash payments may be made at the show.

If I overpay on my account, how will my refund be processed?
All refunds are processed after the close of the show. If you pay by credit card, your refund will be credited back to that same credit card. Check payments will be refunded by check.

What is Material Handling?
Material Handling, also known as drayage, is a service provided by the show contactor that includes the unloading of shipments; transporting materials to your booth, storing and returning empty crates and cartons, and reloading shipments onto designated outbound carriers at the close of the show. Material Handling may occur at the advance warehouse or show site loading dock. Exhibitors pay a fee for this service. The fees vary and are detailed in the Exhibitor Services Manual.

How are Material Handling charges calculated?
Material Handling fees are calculated on a CWT basis (per hundredweight, or fraction thereof) per shipment, and vary depending on the type of shipment, the amount of handling and the time of day. You may contact TTG in advance to get an estimate of your material handling charges prior to show move-in. Furnishing accurate weight tickets with your shipment, proper labeling/addressing of shipments, and scheduling shipments to arrive during straight time rather than overtime periods will also save money. Consolidate your shipment whenever possible to avoid multiple minimum charges.

Does Material Handling include the cost for me to ship my material?
Material Handling should not be confused with the costs associated with getting your materials to and from either the warehouse or show site dock. . Material Handling fees are paid to the show contractor such as The Tradeshow Group (TTG) and are separate from freight transportation charges, which are paid to a freight carrier (e.g., Convention Freight Services, UPS, FedEx, etc.).

What are my choices for freight carriers?
As an exhibitor, you are free to use whatever carrier you like to transport your materials. For your convenience, TTG offers special shipping rates to exhibitors through our sister company, Convention Freight Services.

Can TTG assist me with my shipping requirements?
Yes, TTG, in conjunction with Convention Freight Services, will gladly work with you on any ground shipments, air freight shipments and exhibit storage requirements you may have.

Can I carry my own materials in without using the freight handling service?
In most cases, an exhibitor may bring in what can be hand-carried in one trip without the use of the loading dock or hand trucks. Refer to the union jurisdictions in your Exhibitor Services Manual for specific information regarding your show.

What are the advantages to shipping my material to the advance warehouse?
The three main advantages to shipping to the advance warehouse versus directly to show site are:

1. You have plenty of time to confirm that your shipment has arrived and that everything is intact.
2. These materials will be delivered to your booth prior to the official exhibitor move-in time.
3. Delivery dates and times are more flexible.

What should I do if I shipped to the warehouse, and my freight is not in my booth when I arrive?
Be sure to bring with you all shipping paperwork to include carrier name, phone number, tracking numbers, delivery address, delivery date, piece count and description of items. A TTG representative at the exhibitor service desk will assist you in tracking down the location of your freight.

Can I ship my booth and materials directly to the show site?
Shipments that are direct to the show site must be delivered on exhibitor move-in days. If you ship to show site, your materials may not be in your booth at the time you arrive in your booth for set-up.

Can I carry my own materials in without using TTG’s Material Handling service?
In most cases, an exhibitor may bring in what can be hand-carried in one trip without the use of the loading dock. However, any items that are brought across the facility’s loading dock are subject to Material Handling charges. Refer to the union jurisdictions in your Exhibitor Services Manual for specific information regarding your area and show.

What do I do with my empty containers during the show?
If you have crates or boxes that you will need to pack your booth equipment in at the end of the show, make sure to place empty stickers (which are available from the Exhibitor Services Desk) on them as soon as they are empty. Empty containers will be removed from the floor and stored until the close of the show. You will not have access to empty containers during the show. In most cases, empty containers may not be stored in your booth during the show as it is a fire hazard.

Can I set up my own booth?
In almost all cities, exposition halls are governed by existing unions' contracts. Although exhibitors may supervise and direct local labor, actual installation and dismantling of your exhibit must be performed by the appropriate labor union. If you have a "pop-up" booth that requires little time and no tools, you will usually be able to set up this type of booth yourself as long as you are a full-time employee of the exhibiting company. Specific labor rules for a show are provided in the Exhibitor Services Manual.

Can I set my booth up prior to the published move-in schedule?
We understand that you want to set up as quickly as possible and you might need a little extra time assembling your exhibit. However, you must receive permission from the Show Organizer for an early move-in. TTG will work with the show management as best we can to accommodate your request.

Can I use my own labor?
You are allowed to hire your own installation & dismantling (I&D) company if you wish. This type of company is referred to as an Exhibitor-Appointed Contractor (EAC) or Non-Official Contractor. To do so, you will need to make sure the appropriate forms and a certificate of insurance are submitted before the deadline date listed in the Exhibitor Services Manual.

If I order labor, must I be present for the work to take place?
Exhibitors have two options to order labor: TTG Supervised or Exhibitor Supervised.

• TTG Supervised - For a nominal fee, TTG will supervise the installation of your exhibit in your absence so that it is ready when you arrive.
• Exhibitor Supervised - A representative from your company must check in at the labor desk to pick up scheduled workers. Your employee is then responsible for supervising all work performed.

If I order TTG labor, is my labor request guaranteed?
All labor orders scheduled for the beginning of the work day (in most cases, 8:00 a.m.) are guaranteed. Similarly, all guaranteed labor orders are charged a one hour per worker "no show" charge should you fail to sign in at the labor desk at the beginning of the work day. Labor ordered for anytime after the beginning of the work day is provided as close to the requested time as possible.

When can I begin to tear down my booth?
You may not tear down your exhibit until the show floor has officially closed.

Will I be penalized for breaking down my exhibit booth before the official move-out time?
If an emergency arises and you must leave before the show closes, you should go to show management before departure. TTG-supervised labor may be hired to dismantle your exhibit.

How do I prepare for outbound shipping at the close of the show?
Once you have paid your The Tradeshow Group invoice at show site, you may pick up an official TTG bill of lading and labels for outbound shipping. Each shipment must be accompanied by an official show bill of lading. This document provides The Tradeshow Group with essential information about where and how to ship your materials. Once you've packed and labeled your materials be sure to bring the bill of lading to the TTG Services Desk so we know the shipment is ready to be loaded on your designated carrier.

Who do I contact to rent computer or audio visual equipment?
Your Exhibitor Services Manual will contain a form for the show’s recommended computer rental and audio visual rental companies. If no form exists, call TTG customer service for more information.

Do I have to pick the equipment up or is it delivered to me at the show?
Computers and audio visual equipment are delivered to your booth during the end of exhibitor set up. You should communicate with the vendor as to a specific delivery time, since someone in the booth must sign for the equipment upon delivery.

Am I required to pay drayage (Material Handling charges) to the General Contractor for bringing in rented Computer/Audio Visual Equipment?
When you order your equipment through the show's recommended vendor you are not charged drayage by the General Contractor. However, should you order though an outside vendor, the contractor is likely to receive the equipment at the dock and charge drayage as with any other dock delivery.

Does carpet come with my booth, or must I order it?
The General Information Sheet from your Exhibitor Services Manual lists all the items provided with your booth purchase under Booth Equipment. Carpet is included in your booth space only if it is listed as an item in your contract, or the exhibit hall has pre-existing carpet.

What size carpet should I order for my booth?
Linear and parameter booths are usually sold as 8' x 10' or 10' x 10' units. Standard 9' wide carpet accommodates both sizes. You can order standard 9' wide carpet in 10' linear increments. For example, if your booth is 8' x 20', you would order a 9' x 20' standard carpet. If your booth is 10' x 10', you would order a 9' x 10' standard carpet.

I have an island booth that is 20' x 20'. Should I order two 9' x 20' standard carpets?
Standard carpet is not meant to be used in multiple lengths. Dye lots often vary and therefore we do not guarantee color match between multiple lengths of standard carpet. Exhibitors with island booths (20' x 20', 30' x 40', etc.) should order special cut or plush carpet that is cut to fit the exact size of your booth.

Does the price of carpet include labor, or must I order labor separately?
The published price for all carpet includes delivery, installation, and removal.

Is padding available for my booth? What is poly/visqueen?
Padding may be ordered separately. Poly/visqueen is a plastic covering that can be installed over your carpet to protect it during setup. Refer to your Exhibitor Services Manual for pricing information on padding and visqueen.

Do I have to pay to have my carpet vacuumed?
General vacuuming of the aisles is provided, and your booth carpet should be installed clean. Once you begin set-up, however, any cleaning for your booth space must be ordered. Also, remember to order cleaning based on your booth space size (with a 100 sq ft. minimum).

What is Porter Service?
Porter service is a periodic trash removal from your booth space. When you order Porter Service from TTG, trash is removed on 2 hour intervals during show hours.

Do I receive any signage with my booth?
Generally, each in-line booth receives a 7" X 44" Identification sign with your company name and booth number. Generally, island booths do not include ID signs. In most cases, TTG prints the sign from a list provided by Show Management.

I would like to add more information to my ID sign. Is that possible?
The ID sign is just that -- it allows people to locate your space on the exhibit floor. If you would like additional signage, look for the Graphics order form in your Exhibitor Services Manual.

Do plants come with my booth?
Plants do not come with your booth, but can be ordered separately with the form included in your Exhibitor Services Manual.

Does the price of foliage include delivery to and removal from my booth?
Yes, as long as you order from the Official Floral Contractor selected for the show. When you choose to order from a vendor other than the one specified in the Exhibitor Services Manual, you may be charged drayage by the TTG.

Can I take the plants home after the show?
Flower arrangements are purchased items and you may take these with you. Green plants and containers are rental items only and will be picked up by the plant supplier at the end of the show.

Who is responsible for the security of my booth and all the items in it?
Rented booth space is similar to other types of rental property in that you must take the appropriate measures to protect your belongings from loss or damage. The best way to accomplish this is by consulting with your insurance agent about adding riders to existing policies. You can also rent a security guard for your booth. Here are some tips on how to minimize theft and damage to your trade show materials:

• Even though Security guards are hired to guard the main doors, don't assume that the exhibit hall is secure. At the end of the day, cover your exhibit with a cloth. The psychological deterrent makes a difference.
• Don't list the contents of crates and cartoons on your shipping labels. A label that reads "42-inch Plasma Screen" is an open invitation for theft.
• Never leave your booth unattended during heavy move-in or move-out times.
• Never leave one-of-a-kind items unattended in your booth.
• Don't leave business tools like laptop computers, calculators and stereos in your booth. Take them with you at the end of the day, or place them in locked storage.
• Don't leave your purse, suit jacket or toolbox in your booth unattended.

What responsibility does Show Management take in providing security for the show?
Show management may provide 24 hour security around the perimeter of the event (entrances and exits, hallways, etc.) to prevent unauthorized entry into the exhibit hall. However, it's the responsibility of each exhibitor to secure their materials.