User manual | Exhibitor Manual - AIAA SciTech Forum and Exposition

Exhibitor Manual
AIAA Science and Technology Forum and
Exposition
5-9 January 2015
Gaylord Palms
Kissimmee, Florida
IMPORTANT: If this manual has been addressed to an individual not responsible for
exhibit arrangements, PLEASE FORWARD IT TO THE APPROPRIATE PARTY
PROMPTLY.
TABLE OF CONTENTS
SciTech 2015
1.
AIAA Information
 Welcome Letter
 Important Deadlines
 AIAA Rules and Regulations
o Non-Official Contractor
o General Rules and Display Rules
2. ARATA – Official Decorator
 Welcome Letter
 Show Fact Sheet
 Helpful Hints
 How To Place Your Order
 Payment Policy Agreement
 Charge Authorization
 Third Party Payment
 Cost Calculation Worksheet
 Safety
 Furnishings/ Accessories/ Rental Exhibits/ Carpet Cleaning
 Carpet Brochures
 Carpet Price Sheets/Order Forms
 Booth Cleaning
 Rental Package Brochures
 Furniture Brochures/Price Sheets/Order Forms
 Custom Furniture and Accessory Price Sheets/ Order Forms
 Rental Booths Packages/Order Forms
 Special Signs Order Form
 Mechanical Lifts
 Display Labor
 AEI Supervised Labor
 Non-Official Contractor Form
 Material Handling
 Official Carrier
 Tips for Drayage
 Shipping Information
 Drayage Rate Schedule
 Special Handling
 Drayage Rate Calculation
 Freight Routing
 Shipping Labels
 Freight Routing Form
 Shipping Labels
3. Gaylord Palms– Show Venue
 Electric
 Swisscom Internet forms
 Credit Card Authorization
 PSAV Audio Visual
September 10, 2014
Dear Exhibitor,
On behalf of AIAA, we would like to say thank you for your participation in and support of the AIAA Science and
Technology Forum and Exposition. This event would not be a success without the support of organizations like yours and
we at AIAA would like you to know how much we appreciate your support.
This exhibitor service manual contains all of the information your organization will need regarding the logistics of this
event. Please take special note of the list of deadlines.
AIAA has launched a new web site. The forms for Exhibitor Guide Listing and Exhibitor Badges are now online. Please
fill out those forms by the deadline listed on page 5 and submit. The form will be emailed directly to Jean Riley. To be
consistent we ask that you email your logo in .eps or .ai to Jean Riley to ensure we have the most updated version.
Should we not receive your Exhibitor Guide Listing, we will use the information from the last guide in which your
company appeared.
A block of rooms has been reserved at the Gaylord Palms. You can book your room on line through our web site at
www.aiaa-scitech.org. The link is located under “Plan your Trip”.
We have several networking events scheduled in the Exposition Hall during the Forum. All networking coffee breaks, the
Networking Reception and Networking Luncheon will be located in the hall. Your exhibitor badge allows access to any
event held in the Exposition Hall. You are allowed 4 exhibit badges per 10X10 booth. These badges do not allow access to
the conference, but will allow access to any food function held in the Exposition Hall.
AIAA strives to make our events the very best they can be. To that end, once the event has concluded we will be
distributing an event survey to all exhibiting organizations. We ask that you please take a few moments to complete
the survey and provide us with your feedback. Your constructive criticism is welcome and encouraged.
If we can be of assistance in preparing for this event, while onsite, or after the event has concluded, please feel free to
contact us. Once again, thank you for supporting this event and we will see you on the show floor!
Regards,
Chris
Jean
Chris Grady
Exhibit Sales Manager
AIAA
[email protected]
703-264-7509
Jean Riley
Exhibit and Event Manager
AIAA
[email protected]
703-264-7553
1801 Alexander Bell Drive • Suite 500 • Reston, VA 20191–4344
Phone: 703/264-7500 • Fax: 703/264-7551 • http://www.aiaa.org
IMPORTANT DEADLINES
SciTech 2015
Item
Deadline
Exhibit Guide Listing Form (on-line)
Exhibit Booth Staff Badge Form (on-line)
Decorator Non-Official Contractor
Decorator Furniture Discount Deadline
Decorator Freight Discount Deadline
3 November 2014
5 December 2014
5 December 2014
19 December 2014
19 December 2014
AIAA RULES AND REGULATIONS
SciTech 2015
NON OFFICIAL CONTRACTOR
SUPPLIERS
If an exhibitor requires a service-contracting firm other than the designated contractor to install, dismantle, or work
on their booth, notification must be provided to Arata by 5 December 2014. If credentials are not on file, contractors
may be prohibited from entering the show floor. AIAA will not supply information to display houses who are
“bidding” for your business. The exhibitor must make any request for information required in writing to Arata.
An exhibitor may employ the services of an exhibitor-appointed contractor to install and dismantle the display,
providing the exhibitor and the independent installation and dismantling contractor comply with the following
requirements:
The exhibitor-appointed contractor must abide by all show and building rules and regulations. IT IS THE EXHIBITOR’S
RESPONSIBILITY TO MAKE SURE ARATA HAS THIS INFORMATION WHICH IS PROVIDED IN THIS EXHIBITOR MANUAL
AND SENT TO THE EXHIBITOR.
1) The exhibitor must notify ARATA of the intention to use an independent contractor by 5 December 2014,
furnishing the name, address, and telephone number of the firm as well as the name(s) of the onsite
appointed contractor(s).
2) The exhibitor-appointed contract must abide by all show and building rules and regulations. IT IS THE
EXHIBITOR’S RESPONSIBILITY TO MAKE SURE THE NON OFFICIAL CONTRACTOR HAS THIS INFORMATION
WHICH IS PROVIDED IN THIS EXHIBITOR MANUAL.
3) The nonofficial contractor must have all licenses, permits, or bonding required by the federal, state, county
or municipal governments, and the exposition hall management prior to commencing work, and shall provide
Arata with evidence of compliance.
4) The nonofficial contractor must have purchased, and have in effect, insurance, and have provided Arata
with a copy of a valid insurance certificate within 30 days of the event. AIAA must be named as additional
insured. This insurance must be maintained in a financially sound insurance company admitted and licensed
to provide insurance in the state where the exhibitor-appointed contractor is domiciled for the following
coverage:
a. An active worker's compensation insurance policy covering all permanent employees and all
temporary labor hired to perform work on this event.
b. Comprehensive general liability insurance against claims for bodily injury or death and property
damage of not less than $1,000,000.00 each occurrence.
c. Automobile liability insurance of not less than $500,000.00 for bodily injury and property damage,
each occurrence.
5) The nonofficial contractor must follow the scheduled work times or pay any additional cost incurred because
of extended hours.
6) The nonofficial contractor must furnish Arata with a list of employees, who will be working on the exposition
floor, and see that they have and wear at all times the temporary set-up and tear-down badges that will be
provided by AIAA.
7) The nonofficial contractor must not solicit business on the show floor.
8) The nonofficial contractor must confine their operation to the exhibit area of their client(s). No service desk,
storage areas, or other work facilities will be located elsewhere at the exhibition site.
9) The nonofficial contractor must comply with labor agreements and practices, and must not commit or allow
to be committed by persons in their employment, any acts that could lead to work stoppages, strikes, or
labor problems.
10) The exposition floor, aisles, loading docks, service, and storage areas will be under the control of AIAA's
official service contractor. The nonofficial contractor must coordinate activities with the official service
contractor. Appeals of the decisions of the show manager will be made to AIAA, who will render the final and
binding determinations.
11) Violation of above stated rules will lead to expulsion from the exhibit hall.
GENERAL RULES
International Traffic in Arms Regulations
AIAA exhibitors are reminded that their exhibits at the conference could be controlled by the
International Traffic in Arms Regulations (ITAR). U.S. Organizations are responsible for ensuring that
technical data they display via their exhibits in open forums to non-U.S. Nationals in attendance should
be compliant with the ITAR export restrictions. U.S. Nationals are likewise responsible for ensuring that
they do not discuss ITAR export-restricted information with non-U.S. Nationals in attendance.
Booth Staffing
Exhibitors agree to abide by the installation and dismantling times set by AIAA and to have at least one
person staffing their booths during published exhibition hours. Exhibitors who vacate their booths
prior to the published dismantle time without permission of the show manager may be subject to
penalties applied at the discretion of AIAA. The penalties can range from loss of priority status to
exclusion from any and all AIAA events.
Operating Area
AIAA reserves the right to impose limitation on noise levels and any other method of operation, which
becomes objectionable. Any distribution of literature or samples shall be limited to the exhibitor's
booth.
Carpet/ Floor Covering
Floor covering is required for all exhibits at all AIAA events. The exposition hall at the Gaylord Palms is
not carpeted.
Children
For safety reasons, no persons under the age of 18 are allowed in the exposition hall without parental
supervision at any time.
Shoes
For your own safety, no open toe shoes or sandals of any kind are permitted in the exposition hall
during move-in or move-out.
DISPLAY RULES
In-line Booths
In-line booths are generally arranged in succession and exposed to an aisle on one side. In-line booths
are sometimes referred to as “Linear Booths”.
Size
The standard In-line booth size in the US is 10’x10’ (3.05m x 3.05m) although there are exceptions
where the depth of the booth will vary and the space offered is 9’x10’, 8’x10’ and in some extreme
cases even 5’x10’. These variations are usually as a result of trying to maximize a small space.
Rules Applying to In-line Booths
Without concern for the number of In-line Booths used (i.e. 10x20, 10x40), booth displays should be
set up in such a way so as to not obstruct the sight lines of other booths. The maximum height of 8 feet
is allowed in the rear ½ of the space, and a maximum height of 4 feet in the front ½ of the space to the
aisle. Note: when three or more In-line booths are utilized in combination of a single space, the 4 foot
height limitation only applies to that portion of the booth within 10’ of an adjoining booth. In other
words for any In-line booth space longer than 30’, the 4 foot restriction is only applied to the 10’ booth
sections on the left and right extremes of the space.
Variations to In-line Booths
There are two variations to In-line booths and they are the Corner Booth and the Perimeter Booth. A
Corner Booth is defined as an In-line booth that is exposed to aisles on two sides. All rules that apply to
standard In-line booths apply to Corner Booths without exception. A Perimeter Booth is an In-line
Booth that backs to a wall or otherwise has no other booths behind it. A Perimeter Booth may deviate
from standard In-line Booth rules only to the extent that the maximum back wall height may go as high
as 12’.
Hanging Signs
Hanging signs of any type are not permitted for In-line booths in any configuration.
End-cap Booths
An End-cap booth is defined as two In-line booths that are exposed to aisles on three sides.
Rules Applying to End-cap Booths
While some events do allow the use of End-cap booths, the rules that are generally applied in order to
maintain sight-lines tend to be quite confusing and are extremely limiting to the point where the
usable space is only 50% of the total. To eliminate the issues that come with them, End-cap booths are
not permitted.
Peninsula Booths
A Peninsula Booth is composed of at least 4 contiguous booths and is exposed to aisles on three sides.
There are two variations to the Peninsula Booth; a) one which backs up to In-line booths and b) one
which backs up to another Peninsula Booth and are sometimes referred to as a “Split-Island Booth”.
Size
Peninsula Booths are generally 20’x 20’ or larger but can vary in one dimension depending on the
standard booth established for the event, i.e. if the standard In-line booth is 8’x10’ then a Peninsula
Booth would be 16’ x 20’ or larger.
Rules Applying to Peninsula Booths
In-line - When a Peninsula Booth backs to two In-line booths, back wall height is restricted to 4 feet
within 5 feet of each aisle to allow for reasonable sight-lines for the adjacent In-line booths. The
maximum height is 16’ including signage for all other parts of the space.
Split-island – When a Peninsula Booth shares a common back wall with another Peninsula Booth, the
entire cubic content of the space may be used without any back wall sight-line restrictions up to a
maximum height of 16’.
HANGING SIGNS
Hanging signs are permitted to a maximum height of 16’ (to the top of the sign) and should be set back
at least 10’ from adjacent booths. Those exhibitors who wish to use a hanging sign must submit a
request (written request, and any applicable line drawings or renderings) to AIAA at least 30 days prior
to installation. All hanging signs must be installed by the official general service contractor/ decorator
or their designee (in some cases this will be the facility itself). In other words, exhibitors are prohibited
from contracting to have their sign hung by any entity not designated in the service kit.
Island Booths
An Island booth is any size booth that is exposed to aisles on all sides.
Size
Island Booths are generally 20’x20’ or larger.
Rules Applying to Island Booths
The entire cubic content of the space may be used up to the maximum height of 16’.
Hanging Signs
Hanging signs are permitted to a maximum height of 16’ (to the top of the sign) and should be set back
at least 10’ from adjacent booths. Those exhibitors who wish to use a hanging sign must submit a
request (written request, and any applicable line drawings or renderings) to AIAA at least 30 days prior
to installation. All hanging signs must be installed by the official general service contractor/ decorator
or their designee (in some cases this will be the facility itself). In other words, exhibitors are prohibited
from contracting to have their sign hung by any entity not designated in the service kit.
OTHER THINGS TO CONSIDER
More on Hanging Signs
PLEASE NOTE: Hanging points for signs may differ from actual ceiling heights and may depend on the
weight of the sign. This information must be requested of the general service contractor/ decorator
BEFORE asking for approval by show management. As a general rule, AIAA allows the top of the
hanging sign to be no more than 16 feet from the floor when being hung over an island or peninsula
booth. This is a general rule and varies depending on ceiling height and other factors. Please get the
appropriate approvals before designing your display and hanging signs!!
Structural Integrity
Displays should be designed, constructed and erected in such a way that will withstand normal contact
caused by neighboring exhibitors, hall laborers or vibration caused by equipment such as forklifts and
boom lifts. Exhibit structures should also be able to tolerate wind effects that may occur in the exhibit
hall when freight doors are open. Refer to local building codes that regulate temporary structures.
Multi-story Exhibits
A Multi-story Exhibit is a display where the structure is in excess of 12 feet, and includes double and
triple-decker booths. Some venues require prior approval of multi-story exhibits by the facility and/or
applicable local government authorities because it is deemed to be a “structure” for building purposes.
A building permit based on an application and drawings prepared and submitted by a licensed architect
or engineer may need to be obtained. It is the exhibitor’s responsibility to make sure that they are in
compliance with local building regulations and as this can be a lengthy process to start early on to
ensure that all time constraints are met.
Towers
A tower is a freestanding exhibit component. Towers taller than 8 feet should have drawings available
for inspection. As with multi-story exhibits local regulations in many facilities strictly govern the use of
towers. A building permit may be required.
Americans with Disabilities Act (ADA)
All exhibiting companies are required to be in compliance with the Americans with Disabilities Act
(ADA). Information regarding ADA compliance is available online from the US Department of Justice at
www.usdoj.gov/crt/ada/infoline.htm
Flammable and Toxic Materials
All materials used in the construction of displays should be made of fire retardant materials and be
certified as flame retardant. Materials that cannot be treated to meet the requirements should not be
used. A flame proofing certificate should be available for inspection. It is the exhibitor’s responsibility
to dispose of any waste products they generate during the event in accordance with guidelines
established by the US EPA and local authorities.
Electrical
Every exhibit facility has different electrical requirements and many require exhibitors to obtain all
electrical connections (extension cords, power strips etc.) from them. In addition to reviewing the
buildings requirements, it is suggested that these minimum guidelines be followed:
• All 110-volt wiring should be grounded three-wire.
• Wiring that touches the floor should be “SO” cord (minimum 14-gauge/three-wire) flat cord, which is
insulated to qualify for “extra hard usage”.
• Cord wiring above floor level can be “SJ” which is rated for “hard usage”.
• Using cords normally made for use in homes are not recommended and are often prohibited. Cube
taps are also not recommended and frequently no permitted.
• Power strips (multi-plug connectors) should be UL approved, with built-in over-load protectors.
Lighting
The following guidelines should be considered when determining booth lighting:
• No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the
exhibit space.
• Lighting must be directed to the inner confines of the booth space. Lighting should not project onto
other exhibits or show aisles.
• Potentially harmful lighting elements, such as ultraviolet lighting or lasers, must comply with facility
rules and must be approved in writing by AIAA.
• Lighting effects should be tasteful and not interfere with other exhibitors or otherwise detract from
the general atmosphere of the event.
4104 l.b. mcleod road
orlando, fl 32811
telephone (407) 422-3636
fax (407) 839-5929
www.arataexpo.com
Dear Exhibitor:
It is indeed a pleasure to provide the enclosed information for your exhibit participation in the AIAA SciTech 2015
scheduled for 6 - 8 January 2015 at the Gaylord Palms Resort in Kissimmee, Florida.
We have been selected by AIAA to function in the capacity of Official Decorator and Service Contractor for the
exhibits. The service order forms that follow are provided to assist in your preparation for this program.
Please review each form, ORDERING IN ADVANCE, those items and services you require. As the Official
Decorator, it is strongly urged that all orders for equipment and services be handled through Arata Expositions, Inc.
This will greatly assist us in assuring you a smooth, well-coordinated installation, show-run and dismantling.
Each 10’ x 10’ booth will receive an 8’ high backwall draped in grey/white//white/grey. The 3’ high siderail drape will
be grey. A one-line 7” x 44” identification sign will be provided indicating the name of the exhibiting company and
booth number.
ALL PAYMENTS FOR SERVICES AND/OR RENTALS, INCLUDING MATERIAL HANDLING CHARGES
PROVIDED BY ARATA EXPOSITIONS, INC., MUST BE GUARANTEED BY CREDIT CARD IN ADVANCE OF
SHOW OPENING. EACH EXHIBITOR MAY OBTAIN A COPY OF THEIR CURRENT INVOICE FROM THE
SERVICE DESK. THIS INVOICE IS PAYABLE PRIOR TO THE CLOSING OF THE SHOW BY EITHER
AMERICAN EXPRESS, VISA, MASTERCARD, CASH, WIRE TRANSFER, OR COMPANY CHECK. PLEASE DO
NOT FORGET TO INCLUDE THE 7% SALES TAX TO THE TOTAL.
We are looking forward to assisting you with the AIAA SciTech 2015. If you find that you need additional information
at any point, please do not hesitate to contact us.
Sincerely,
Arata Expositions, Inc.
Enclosures
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
SHOW FACTS
SciTech 2015
AIAA Sci Tech 2015
6– 8 January 2015
Gaylord Palms Resort
SHOW SCHEDULE
SET UP TIMES
Sunday
4 January
0800 - 1700
Monday
5 January
0800 - 1700
SHOW HOURS
Tuesday
6
January
0900 - 1230
(closed for lunch)
1400 - 1600
1830 - 2000
(reception)
Wednesday
7
January
0900 - 1600
Thursday
8
January
0900 - 1200
MOVE OUT TIMES
Thursday
8 January
1200 - 2000
BOOTH EQUIPMENT:
Each 10’ x 10’ booth will receive an 8’ high back wall draped in grey/white/white/grey. The 3’ high side rail drape will be
grey. A one line identification sign will be provided indicating the name of the exhibiting company and booth number.
HALL CARPET:
The exhibit hall is not carpeted. The aisle carpet will be Pepper Matrix.
SHIPPING INFORMATION:
ADVANCE SHIPPING WAREHOUSE ADDRESS
DIRECT SHOWSITE SHIPMENTS
(Shipments should arrive on or between
November 19- December 19, 2014)
Facility closed December 24,25,31 and January 1)
January 3- 5, 2015 Only
To: (Name of Exhibitor and Booth Number)
For: SciTech 2015
C/O: Arata Expositions, Inc.
4104 L.B. McLeod Road
Orlando, FL 32811
To: (Name of Exhibitor and Booth Number)
For: SciTech 2015
c/o: Arata Expositions, Inc.
Gaylord Palms Resort
Halls C & D
3208 Gaylord Way
Kissimmee, FL 34746-4414
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
HELPFUL HINTS
SciTech 2015
Arata Expositions, Inc. recognizes that your participation in this event is a vital part of your marketing program, and we
want to do everything possible to make it profitable and rewarding. Please review the following hints that will help you
maximize your time and money spent on this exhibition:
PRIOR TO THE SHOW
x
x
x
x
x
x
x
x
Read the ENTIRE Exhibitor Service Manual.
Complete all applicable order forms in their entirety. If you have multiple locations, please complete separate order
forms for each location (booth, meeting room, etc.)
A completed credit card authorization form is required with all orders even when paying by check, cash, or wire transfer.
Please ensure that the credit card information is complete and correct, including the expiration date.
Be sure you return the appropriate forms to the appropriate vendors by the order deadline dates. By submitting your
order forms (with full payment) by the deadline dates, you can save money by taking advantage of advance discount
pricing.
Confirm your orders with each vendor. Arata Expositions will send out a confirmation email for our services once your
order is processed.
Confirm delivery and pick up dates and times with Arata and communicate them to your carrier. Refer to the special
handling page to review the definition of special handling charges. You may want to share this information with your
carrier.
Bring the tracking numbers from all of your shipments as well as contact information for your carrier.
Put together a trade show survival kit to include in your freight or carry with you, including: a small tool kit, stapler,
staples, scissors, tape, pens & markers, and a first aid kit.
SHOWSITE
x
x
x
x
A Customer Service Center will be set up in the exhibition hall for your convenience. If you have any questions or need
any assistance during the course of the event, you can contact all of the Official Vendors at the Customer Service
Center .
After emptying crates, place empty labels on all sides of your crates and cases. Remember to remove old empty labels.
Additionally, empty labels are sometimes color coded, so make sure you get the correct color and be sure your booth
number is on each label.
Work Zone: Customer acknowledges that the show site and surrounding areas are active work zones. Exhibitors, its
agents, employees, and representatives are present at their own risk.
If you have any questions or concerns about your final invoice, please be sure to contact the Arata Expositions, Inc.
representative at the Customer Service Center before the close of the show. Absolutely no credits will be issued after
the show closes.
OUTBOUND - MOVE OUT
x
x
x
Keep in mind, the return of empty containers varies depending on the size of the show, so coordinate your outbound
flight to accommodate this. Arata Expositions does not provide security at the show site. It is the Customer’s responsibility to stay with their property. Arata Expositions is not responsible for loss or damage to property left in the Customer’s
booth at any time for any reason.
Make sure you have properly filled out an Arata Expositions, Inc. Bill of Lading (one for each destination you are shipping
to) and that you have turned all of your shipping paperwork into the Arata Customer Service Center before you leave the
exhibit hall.
Please be sure to have your freight carrier of choice scheduled to pick up your exhibit material from the hall, no later than
the time indicated in the Shipping section of this service kit or your freight will be re-routed on the designated show
carrier.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
HOW TO PLACE YOUR ORDER
SciTech 2015
Complete as many of the order forms for furniture, carpeting, shipping, etc., as your planning allows before each Deadline
Date. Orders without payment will not be processed. All companies must provide a credit card authorization form
with orders. Make checks payable to Arata Expositions, Inc. Orders with payment received after the Deadline Date will
be charged standard prices.
FORMS TO ARATA EXPOSITIONS, INC.
x Complete the necessary Arata Expositions, Inc. forms and calculate the cost of each order.
x Review our PAYMENT POLICY AGREEMENT carefully. ORDERS WILL NOT BE PROCESSED WITHOUT
x
x
x
PAYMENT IN FULL AND A CREDIT CARD AUTHORIZATION ON FILE. A credit card authorization is required even
when paying via cash, company check and/or wire transfer.
Complete the CALCULATION WORKSHEET.
For your files, make a photocopy of all the Arata Expositions, Inc. forms used from this Manual.
Place your order online, if available, mail, fax this set of documents to:
Arata Expositions, Inc.
4104 L.B. McLeod Road
Orlando, Florida 32811
Phone (407) 422-3636
Fax (407) 839-5929
FORMS TO THE OTHER OFFICIAL SUPPLIERS
Electrical, telephone, internet service, etc., please follow the payment instructions indicated on each of these forms located
in the Exhibitor Service Manual.
ORDERS AFTER THE DEADLINE
If there is still time for forms to reach us by mail, air courier, fax or email, you are welcome to make additions after the
deadline date. Note that these will be charged at the standard rate.
SHOW SITE ORDERS
Simply order from Arata Expositions, Inc. staff at the Customer Service Center on the exhibition floor. We will be fully
staffed during all set up hours to accommodate any additional requests you may have. Payment by cash, check or credit
card will be required at the Customer Service Center for all show site orders.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
PAYMENT POLICY AGREEMENT
SciTech 2015
Arata Expositions, Inc. recognizes that your participation in this event is a vital part of your marketing program, and we
want to do everything possible to make it profitable and rewarding. As a valued customer, we ask for your understanding
and cooperation with regard to our payment policy.
Arata Expositions, Inc. requires settlement of ALL invoices prior to the close of the show by payment in full (100%,
including applicable tax is due at show site) via cash, company check, credit card (Visa, MasterCard, or American Express)
and/or wire transfers. Please contact our office for wire transfer information. A $25.00 fee will be added to all wire transfers.
All companies must provide a credit card authorization form with orders even when paying via cash, company check and/or
wire transfer.
It is understood that acceptance of the following terms and conditions will be construed when any of the following conditions
are met:
x
x
x
The Exhibit Shipping Information & Material Handling Rate Schedule is sent in; or
Exhibitors materials are delivered to either the Arata Expositions, Inc. (hereafter referred to as AEI) warehouse or show
site for which AEI is the Official General Contractor for the event: or
When an order for any rental equipment and/or labor is placed by the exhibitor with AEI
International firms paying by company check must pay in U.S. funds drawn on a U.S. bank. All companies must provide a
credit card authorization form with orders. Purchase orders are not considered payment.
Your show site representative, agent, or display house must be made aware of this policy and must be able to settle the
account in full as we will not bill a third party. Arata Expositions, Inc. reserves the right to withhold any services to an
exhibitor for non-payment of outstanding invoices by the set up time of the show.
There will be a fee of $50.00 for any returned check.
If the exhibitor is tax exempt, exhibitor must supply a certificate for the state in which the services are to be used.
It is the responsibility of the exhibitor to advise the Arata Expositions, Inc. Service Desk immediately of any discrepancies or
problems with their invoices PRIOR TO THE CLOSE OF THE SHOW. Any credit card refunds must be resolved within
30 days. If an exhibitor needs to change any charges from one credit card to another, a 3% service fee will be charged for
the credit and a 3% service fee for the new charge.
Any unpaid balance after the close of the show, shall be due and payable upon receipt of invoice. Unpaid balances after 30
days of invoice date will be subject to a FINANCE CHARGE, at the lesser of the maximum rate allowed by law or 2% per
month, which is an annual percentage rate of 24%.
ANY ORDERS RECEIVED FROM EXHIBITORS WHO HAVE AN OUTSTANDING BALANCE FROM PREVIOUS SHOWS
WILL NOT BE PROCESSED UNTIL PAYMENT OF THE DELINQUENT INVOICE IS SETTLED IN FULL AND A CREDIT
CARD OR CERTIFIED CHECK FOR THE NEW SERVICES AND EQUIPMENT IS RECEIVED AND CLEARED.
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
CHARGE AUTHORIZATION
SciTech 2015
All companies must provide a credit card authorization with order. Any remaining balance after completion of all show services
will be charged to your authorized credit card including any T3 Logistics, LLC invoicing.
ABSOLUTELY NO CREDITS WILL BE ISSUED AFTER SHOW CLOSING.
PLEASE PRINT OR TYPE
Booth Number(s)
Company Name
Street Address
City
State
Zip
Ordered by
Date
Telephone
Fax
E-Mail
CREDIT CARD AUTHORIZATION
American Express
Account #
MasterCard
Visa
Expiration Date
Cardholder's Name (Print)_______________________________________________________________
Cardholder’s Signature _________________________________________________________________
Cardholder’s Billing Address:
Street Address _______________________________________________________________________
City ______________________________________ State _____________________ Zip ___________
Telephone _________________________________ E-Mail ___________________________________
(This form must be signed and accompanied by your order)
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
THIRD PARTY PAYMENT
SciTech 2015
Booth Number(s)
Name of Organization
Authorized by
Title
Date
(Please Print)
E-Mail
Signature
Please complete and return this form to charge the final balance for show services to a third party account. A third party credit card authorization must be
received at least 30 days prior to show opening. BOTH FIRMS MUST COMPLETE THIS FORM. Any remaining balance after completion of all show services
will be charged to the authorized credit card. ABSOLUTELY NO CREDITS WILL BE ISSUED AFTER SHOW CLOSING.
We understand, and agree, that we, the exhibiting firm, are ultimately responsible for payment of charges, and in the event the named third party does not
discharge payment prior to show closing, such charges will revert to our firm.
We have read, understand, and agree to all the above terms and have advised our show site representative accordingly.
Exhibitor Signature: ______________________________________ Print Name: ____________________________________ Date: ___________________
THIRD PARTY
EXHIBITING COMPANY
________________________________________________
Third Party Company Name
________________________________________________
Address
________________________________________________
City
State
Zip
________________________________________________
Phone
Fax
________________________________________________
E-Mail Address
________________________________________________
Exhibitor Signature
________________________________________________
Print Name
________________________________________________
Exhibiting Company
________________________________________________
Address
________________________________________________
City
State
Zip
________________________________________________
Phone
Fax
________________________________________________
E-Mail Address
________________________________________________
Exhibitor Signature
________________________________________________
Print Name
CREDIT CARD CHARGE AUTHORIZATION
CREDIT CARD CHARGE AUTHORIZATION
________________________________________________
Cardholders Name
________________________________________________
Address
________________________________________________
City
State
Zip
________________________________________________
Cardholders Name
________________________________________________
Address
________________________________________________
City
State
Zip
American Express
MasterCard
Visa
EXPIRATION DATE: ___/___/___
American Express
MasterCard
Visa
EXPIRATION DATE: ___/___/___
Account Number
Account Number
Please indicate which of the below items are to be charged to the
third party:
Please indicate which of the below items are to be charged to the
exhibiting company:
All Services
Booth Cleaning
Furniture, Carpet and Accessories
Material Handling
Labor
Other (Please Specify) _______________________________
All Services
Booth Cleaning
Furniture, Carpet and Accessories
Material Handling
Labor
Other (Please Specify) _______________________________
________________________________________________
Cardholders Signature
________________________________________________
Cardholders Signature
THIS FORM MUST BE COMPLETED BY BOTH FIRMS. PLEASE RETURN THIS COMPLETED FORM
TO ARATA EXPOSITIONS, INC, BY THE DEADLINE DATE OF December 2, 2014.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
COST CALCULATION
SciTech 2015
As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/
or credit card. All companies must provide a credit card authorization form with orders. Absolutely no credits will be issued
after show closing.
COST CALCULATION WORKSHEET
1. Furniture ...……………………………..…….
___________________
2. Display Tables………………………………..
___________________
3. Plush Carpet/Standard Carpet …………….
___________________
4. Custom Furniture ……………………………
___________________
5. Rental Units/Display Cases………………..
___________________
6. Economy Package…………………………..
___________________
7. Cleaning ………………………………..……
___________________
8. Signs …………………………………………
___________________
9. Labor Installation ..………………………… . ____________________
10. Labor Installation ..……………………..........
___________________
11. Add 7%Tax……………………………... ...
___________________
12. TOTAL LINES 1- 11………………..……….
___________________
13. Material Handling Estimate. . .………........... ___________________
14. BALANCE DUE*…………………………….
___________________
15. TOTAL LINES 1- 14………………..……….
___________________
*Your order will not be processed without a credit card on file.
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
SHIPPING INFORMATION
SciTech 2015
SHIPPING INFORMATION:
ADVANCE SHIPPING WAREHOUSE ADDRESS
DIRECT SHOWSITE SHIPMENTS
(Shipments should arrive on or between
November 19- December 19, 2014)
Facility closed December 24,25,31 and January 1)
January 3 - 5, 2015 Only
Shipments should be PREPAID addressed as follows:
To: (Name of Exhibitor and Booth Number)
Shipments should be PREPAID, addressed as follows:
To: (Name of Exhibitor and Booth Number)
For: SciTech 2015
C/O: Arata Expositions, Inc.
4104 L.B. McLeod Road
Orlando, FL 32811
For: SciTech 2015
c/o: Arata Expositions, Inc.
Gaylord Palms Resort
Halls C & D
3208 Gaylord Way
Kissimmee, FL 34746-4414
To avoid confusion, remove all expired shipping labels before shipment.
Material Handling fees include receiving your material at our warehouse and/or show site, delivery to the booth, storage of
empty containers, return of outbound shipments to loading dock and reloading onto your carrier. All shipments must be
accompanied by certified weight tickets. Rates are based on straight time move in and move out. All weights are rounded off to
the next cwt and computed on a round-trip, per shipment basis.
Arata Expositions, Inc. will receive and hold all crated exhibits in storage up to thirty (30) days prior to the show set-up. ANY
UNCRATED OR PAD WRAPPED PIECES WILL NOT BE ACCEPTED IN ADVANCE STORAGE. All shipments consigned to
Arata Expositions, Inc. warehouse MUST BE DELIVERED no later than 4:00pm on Friday, December 19, 2014. Any material
received at the warehouse after this date and time will be subject to a late surcharge.
All warehouse freight will be delivered to your booth by Sunday, January 4, 2015 at 8:00 AM.
All shipments MUST BE PREPAID. No collect shipments will be accepted either at Arata Expositions, Inc. warehouse or the
facility. Under no circumstances should any shipment be consigned to the facility prior to move-in dates. The facility
will refuse and return all such shipments direct to consignee without notification.
Exhibitors may hand carry small items into the exhibit hall from their POV (privately owned vehicle). Only full time employees
of the exhibiting company will be allowed to hand carry items. The use of carts, dollies, flat trucks or other mechanized
equipment is not permitted.
ALL TRUCK DOCKS ARE UNDER THE CONTROL OF THE OFFICIAL MATERIAL HANDLING CONTRACTOR, AND THIS
IS NECESSARY FOR THE TOTAL EFFICIENT MOVEMENT OF FREIGHT IN AND OUT. This control will be strictly
enforced. Any freight handled by AEI will be recorded on a freight receiving report and charged the rates reflected on
this form.
Be prepared for the outbound shipment. Know your destination and if you have a choice of carrier, be sure to contact them in
advance. If you prefer to use the official show carriers, service representatives will be available at the Arata Service Center to
assist you.
If your designated carrier fails to pick up or refuses to accept your shipment by 2000 Thursday, 8 January, 2015 your
freight will be shipped by T3 Logistics pending advice from the exhibitor and they will be charged accordingly for this
service. No liability will be assumed by Arata Expositions, Inc. as a result of such rerouting and handling.
Arata Expositions, Inc. cannot be responsible for classifying shipments. After shipments are tendered to a common carrier for
shipment, Arata Expositions, Inc. cannot be responsible for delivery time or damage or loss to property.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
SAFETY
SciTech 2015
SAFETY IS VERY IMPORTANT FOR EVERYONE WORKING IN THE EXHIBIT HALL
Arata Expositions, Inc. is committed to safety and values it throughout our organization and demonstrates it in the work we
perform. We request that you make safety a part of your activities during the show. If you see something unsafe or that
presents a hazard, please bring it to the attention of an Arata Expositions employee. By reporting unsafe or hazardous
conditions and by following the safety guidelines below you will be doing your part in creating a safe work environment.
SAFETY GUIDELINES:
x Only authorized personnel and employees allowed, all others prohibited.
x This is an active work zone. Please treat the show areas during move-in and move-out as an active construction zone.
x
x
x
x
x
x
x
x
x
x
x
x
Appropriate attire includes footwear with hard soles that protects against potential injuries from site debris, and limits
potential for slip and falls. Heels, flip flops and open toed shoes are inappropriate and violate safety standards.
All exhibitors and attendees enter at their own risk. Do not enter the dock/yard areas.
Never run in the exhibit hall. Please walk. Watch your step in aisles.
Smoking is prohibited in the exhibit hall and dock areas.
Stay clear of dock doors.
Stay clear of heavy machinery.
Never stand on furniture. The furniture is not designed to support your standing weight.
Clean up or report spills.
Keep aisles free and clear of any and all debris.
Practice good housekeeping.
Check electrical cords for damage. Do not overload outlets or plugs.
Protect valuables at show site. Please keep all expensive or valuable items secured. Unattended items in booths are
easy theft targets.
Keep fire exits clear and report any fires immediately.
If you notice anything unsafe please contact an Arata employee immediately.
During move in and move out individuals under the age of 18 are prohibited from being on or around the show
floor. Show sites during these times are similar to a construction zone and considered to be hazardous. OSHA
regulations prohibit minors from being present in a hazardous work environment.
THINK SAFETY ! ! !
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
MATERIAL HANDLING SCHEDULE
SciTech 2015
As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders. Absolutely no credits will be issued after show closing.
RATES ARE BASED per CWT (with a 200 pound minimum)
WAREHOUSE SHIPMENTS: This rate includes receiving at Arata Expositions, Inc. WAREHOUSE, 30 days of storage prior to show,
delivery to the booth, storage of empty containers, return of outbound shipments to loading dock and reloading onto your carrier. Uncrated or
pad wrapped shipments will not be received at the warehouse. All shipments must be accompanied by certified weight tickets. Rates are
based on straight time move in and move out. All weights are rounded off to the next cwt and computed on a round-trip, per shipment basis.
Crated Shipment
87.00 per CWT
Special Handing Shipment
108.75 per CWT
SITE SHIPMENTS: This rate includes receiving at the EXHIBIT HALL on scheduled move in dates, delivery to the booth, storage of empty
containers, return of outbound shipments to loading dock and reloading onto your carrier. All shipments must be accompanied by certified
weight tickets. Rates are based on straight time move in and move out. All weights are rounded off to the next cwt and computed on a roundtrip, per shipment basis.
Crated Shipment
89.00 per CWT
Special Handling Shipment
111.25 per CWT
Uncrated/pad wrapped Shipment
133.50 per CWT
OVERTIME: is before 8:00am and after 4:30pm Monday-Friday and all day Saturday, Sunday and holidays. You will be charged a
overtime surcharge (in addition to the rates above) for each occurrence of the following:
xYour shipment is received at our warehouse or show site on overtime.
xYour shipment is moved into the convention facility on overtime due to scheduling conflicts beyond our control.
xYour shipment is moved out of the convention facility on overtime due to scheduling conflicts beyond our control.
OVERTIME SURCHARGE:
Crated Shipment
21.75 per CWT
Special Handling Shipment
27.25 per CWT
Uncrated/pad wrapped Shipment
33.50 per CWT
LATE SHIPMENT SURCHARGE FOR SHIPMENTS RECEIVED IN WAREHOUSE AFTER DECEMBER 19, 2014
Crated Shipment
21.75 per CWT
Special Handling Shipment
27.25 per CWT
SMALL PACKAGE SHIPMENTS (FEDEX & UPS only): Direct shipments to the facility will be received at a rate of $45.00 per package.
Small package shipments are defined as envelopes or small cartons with a combined weight not to exceed 40 pounds that are received at
the same time, from the same carrier.
WEIGHT TICKET FEE: A $25.00 fee will be added to your invoice for each shipment received without certified weight tickets.
SPECIAL SERVICES: A cost quotation will be provided for local pickup and delivery service and for shipments requiring
specialized equipment and handling due to excessive weight, size or value.
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
SPECIAL HANDLING
SciTech 2015
Special handling applies to shipments that are loaded by cubic space and/or packed in such a manner as to require additional
labor/handling, such as ground unloading/loading, constricted space unloading/loading, designated piece unloading/loading,
carpet/padding only shipments or stacked shipments. Also included are multiple shipments, alternate delivery locations, mixed
loads, and shipments without individual bills of lading. Shipments loaded in this manner require additional time, labor, or
equipment to unload, sort and deliver. All Federal Express, Airborne Express, DHL and UPS shipments require special
handling.
SPECIAL HANDLING DEFINITIONS
Ground Unloading/Loading:
Vehicles that are not dock height, preventing the use of loading docks, such as personal owned vehicles, U-hauls, vans, flat
bed trailers, double drop trailers, company vehicles with trailers that are not dock level, etc.
Stacked Shipments:
Shipments loaded in such a manner requiring multiple items to be removed to ground level for delivery to booth. Stacked or
“cubed out” shipments, loose items placed on top of crates and/or pallets constitute special handling.
Constricted Space Unloading/Loading:
Trailer loaded “high and tight” shipments that are not easily accessible. Freight that is loaded to full capacity of trailer – top to
bottom, side to side. One example of this is freight that is loaded down one side of a trailer that must be by passed to reach the
targeted freight.
Designated Piece Unloading/Loading:
Drivers that require the loading crew to bring multiple pieces of freight to the rear of the trailer to select the next piece, having to
remove freight from the trailer then reload to fit or the trailer must be loaded in a sequence to ensure all items fit.
Mixed Loads:
Shipments of mixed crated and uncrated goods, where the percentage of uncrated is minimal and does not warrant the full
uncrated rate for the shipment, but does require special handling.
Crated vs. Uncrated:
Crated shipments are those that are packed in any type of shipping container that can be unloaded at the dock with no additional handling required. Such containers include crates, fiber cases, cartons, and properly packed skids. An uncrated shipment
is material that is shipped loose or pad-wrapped, and/or unskidded without proper lifting bars and hooks.
Multiple Shipments:
Shipments on a carrier that are intermingled, or delivered in such a manner that additional labor is needed to sort through and
separate the various shipments on a truck for delivery to a booth.
Alternate Delivery Location:
Shipments that are delivered by a carrier that requires all or partial delivery of the shipment to a different level in the same
building, or to other rooms in the same facility.
Carpet Only Shipments:
Shipments that consist of carpet and/or carpet padding only require special handling because of additional labor and or equipment to unload.
Improper Paperwork / No Documentation:
Shipments that arrive from a small package carrier (including among others, Federal Express, Airborne Express, DHL, and
UPS) without an individual Bill of Lading, requiring additional time, labor and equipment to process. Shipments received without
paperwork will be delivered without guarantee of piece count or condition. Shipments that arrive without machine printed documentation showing the weight of the shipment.
Improper Weight:
Shipments that come in and are re-weighed showing the documentation was incorrect with a lower weight than the actual
weight. These shipments get charged special handling plus a weight ticket charge.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
MATERIAL HANDLING CALCULATION
SCI TECH 2015
As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders. Absolutely no credits will be issued after show closing.
WAREHOUSE SHIPMENT MATERIAL HANDLING RATE CALCULATOR
CWT
x
PRICE
PER
CWT
=
TOTAL
COST
ESTIMATE
5
x
$87.00
=
$435.00
Warehouse Crated
x
$87.00
=
Warehouse Special Handling
x $108.75
=
RATE CLASSIFICATION
Example: Warehouse Crated
WEIGHT
(ROUNDED UP TO NEXT 100LBS)
(200LBS MINIMUM)
450 lbs (500) Divided by 100 =
NOTE: Overtime and late arrival charges may be applicable. Overtime charges include warehouse shipments that are
moved to show site during overtime hours. Please refer to the Arata Expositions Material Handling Rate Schedule
forms for surcharges.
SHOWSITE SHIPMENT MATERIAL HANDLING RATE CALCULATOR
CWT
x
PRICE
PER
CWT
=
TOTAL
COST
ESTIMATE
5
x
$89.00
=
$445.00
Showsite Crated
x
$89.00
=
Showsite Special Handling
x $111.25
=
Showsite Uncrated/Pad-Wrapped
x $133.50
=
RATE CLASSIFICATION
Example: Showsite Crated
WEIGHT
(ROUNDED UP TO NEXT 100LBS)
(200LBS MINIMUM)
450 lbs (500) Divided by 100 =
NOTE: Overtime arrival charges may be applicable. Please refer to the Arata Expositions, Inc. Please refer to Arata
Expositions Material Handling Rate Schedule forms for surcharges.
DESCRIPTIONS OF RATE CLASSIFICATIONS
CRATED: Material that is skidded or is in any type of shipping container that can be unloaded at the dock with no additional
handling required.
SPECIAL HANDLING: Material delivered by a carrier in such a manner that requires additional handling. Please refer to the
Special Handling Definitions outlined in the manual.
UNCRATED/PAD-WRAPPED: Material that is shipped loose or pad-wrapped, and/or unskidded machinery without proper
lifting bars or hooks.
Total Warehouse Shipments $
Total Showsite Shipments $
Material Handling Total $
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
BOOTH NO:
TO:
BOOTH NO:
TO:
EXHIBIT MATERIAL, DO NOT DELAY
DELIVER PRIOR TO DECEMBER 19, 2014
TO AVOID LATE FEES.
HOLD FOR STORAGE
SCITECH 2015
c/o: arata expositions, inc.
4104 L.B. McLeoad Road
Orlando, FL 32811
BOOTH NO:
EXHIBIT MATERIAL, DO NOT DELAY
DELIVER PRIOR TO DECEMBER 19, 2014
TO AVOID LATE FEES.
HOLD FOR STORAGE
SCITECH 2015
c/o: arata expositions, inc.
4104 L.B. McLeon Road
Orlando, FL 32811
NAME OF EXHIBITING COMPANY
FOR ADVANCE SHIPMENTS ONLY
FOR ADVANCE SHIPMENTS ONLY
NAME OF EXHIBITING COMPANY
EXHIBIT MATERIAL, DO NOT DELAY
EXHIBIT MATERIAL, DO NOT DELAY
HOLD FOR STORAGE
SCITECH 2015
c/o: arata expositions, inc.
4104 L.B. McLeol Road
Orlando, FL 32811
NAME OF EXHIBITING COMPANY
DELIVER PRIOR TO DECEMBER 19, 2014
TO AVOID LATE FEES.
TO:
BOOTH NO:
TO:
FOR ADVANCE SHIPMENTS ONLY
DELIVER PRIOR TO DECEMBER 19, 2014
TO AVOID LATE FEES.
HOLD FOR STORAGE
SCI TECH 2015
c/o: arata expositions, inc.
4104 L.B. McLeoad Road
Orlando, FL 32811
NAME OF EXHIBITING COMPANY
FOR ADVANCE SHIPMENTS ONLY
BOOTH NO:
TO:
BOOTH NO:
TO:
EXHIBIT MATERIAL, DO NOT DELAY
Deliver on JANUARY 3 - 8, 2015
SHOW SITE DELIVERY
SCIT ECH 2015
c/o arata expositions, inc.
Gaylord Palms Resort
Halls C & D
3208 Gaylord Way
Kissimmee, FL 34746-4414
BOOTH NO:
FOR SHOW SITE SHIPMENTS ONLY
FOR SHOW SITE SHIPMENTS ONLY
Deliver on JANUARY 3 - 8, 2015
SHOW SITE DELIVERY
SCI TECH 2015
c/o arata expositions, inc.
Gaylord Palms Resort
Halls C & D
Kissimmee, FL 34746-4414
NAME OF EXHIBITING COMPANY
EXHIBIT MATERIAL, DO NOT DELAY
EXHIBIT MATERIAL, DO NOT DELAY
NAME OF EXHIBITING COMPANY
Deliver on JANUARY 3 - 8, 2015
Deliver on JANUARY 3 - 8, 2015
TO:
SHOW SITE DELIVERY
SHOW SITE DELIVERY
NAME OF EXHIBITING COMPANY
SCI TECH 2015
c/o arata expositions, inc.
Gaylord Palms Resort
Halls C & D
3208 Gaylord Way
Kissimmee, FL 34746-4414
BOOTH NO:
TO:
FOR SHOW SITE SHIPMENTS ONLY
SCI TECH 2015
c/o arata expositions, inc.
Gaylord Palms Resort
Halls C & D
3208 Gaylord Way
Kissimmee, FL 34746-4414
NAME OF EXHIBITING COMPANY
FOR SHOW SITE SHIPMENTS ONLY
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
FREIGHT ROUTING
SciTech 2015
As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders. Absolutely no credits will be issued after show closing.
Please return this form by:
December 19, 2014
warehouse
INFORMATION ON INCOMING SHIPMENTS FOR THE SHOW
Origin of Shipment
Booth Number
Shipping Date
Carrier
Approximate Number of Containers
Approximate Arrival Date
Weight of Largest Container
Total Weight of Shipment
x
x
site)
To enable our tracing delayed shipments, please mail duplicate bill of lading to:
Arata Expositions, Inc., 4104 LB McLeod Road, Orlando, FL 32811 phone (407) 407-422-3636
COLLECT SHIPMENTS WILL NOT BE RECEIVED.
INSTRUCTIONS FOR OUTGOING SHIPMENTS AT CLOSE OF SHOW
Ship to
Company Name
Street Address
City
Carrier
Approximate Number of Containers
State
Zip
PREPAID
Collect
Approximate Weight of Shipment
Description
(FOR SPLIT SHIPMENTS, USE SPACE BELOW)
Ship to
Company Name
Street Address
City
Carrier
Total Number of Containers
State
Zip
PREPAID
Collect
Total Weight of Shipment
Description
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Country
Contact Name
Fax
With respect to the property referred to above, you are hereby authorized to pick up, deliver, store and ship and/or act as shipper’s agent in the handling of said
property by any other authorized carrier and to make all contracts in connection therewith and/or perform any additional services shown hereon or otherwise
necessary for reforwarding. THIS FORM DOES NOT REPLACE A BILL OF LADING. THE BILL OF LADING MUST BE COMPLETED ON SHOW SITE
AND RETURNED TO THE ARATA SERICE DESK PRIOR TO LEAVING THE SHOW.
AUTHORIZED SIGNATURE
Title
Date
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
MATERIAL HANDLING
SciTech 2015
LIMITS OF LIABILITY
(page 1 of 2)
1. ACCEPTANCE OF TERMS:
It is understood that acceptance of the following terms and conditions will be
construed when any of the following conditions are met:
x The Exhibit Shipping Information & Material Handling Rate Schedule is signed; or
x Exhibitors materials are delivered to either the Arata Expositions, Inc. (hereafter referred to as “AEI”)
warehouse or show site for which AEI is the Official General Contractor for the event; or
x When an order for any rental equipment and/or labor is placed by the exhibitor with AEI
2. AEI’S RESPONSIBLITIES: The responsibility of AEI with respect to the goods stored hereunder shall be limited to
the exercise of ordinary care and diligence by its officers and employees in receiving, handling, keeping and delivering
the same. For purposes of this contract, AEI means their employees, officers, directors, agents, assigns, affiliated
companies, and related entities including, but not limited to, any subcontractors AEI may appoint. AEI shall not be
liable for loss or damage by natural elements, fire, heat, frost, damp, dust, moths, rust, leakage, deterioration, acts of
God, vandalism, theft, civil disturbance, power failure, acts of terrorism or war, labor disputes, lockouts or work
stoppages of any kind nor for other causes beyond AEI’s reasonable control.
3. AEI LIABILITY:
It is understood that AEI and its subcontractors are not insurers. The exhibitor is responsible for
obtaining the proper insurance to cover their property. AEI does not provide for full liability should loss or damage
occur. AEI’s liability shall be limited to the physical loss or damage to the specific article, which is lost or damaged. In
any case, the liability of AEI is limited to $.30 per pound per article, with a maximum of $50.00 per item, and a
maximum of $1,000 per shipment, whichever is less, as agreed upon damages and exclusive remedy. Provisions of
this paragraph shall apply if loss or damage, regardless of cause or origin, results directly or indirectly to property
through performance or nonperformance of obligations imposed by the offering of services to Exhibitors, or from
negligence, active or otherwise, by AEI, its subcontractors or employees. This applies while these goods are in AEI’s
warehouse, in vehicles for delivery or at show site. AEI shall not be liable to any extent whatsoever for any actual,
potential or assumed loss of profits or revenues, or for any collateral costs, which may result from any loss or damage
to an exhibitor’s material which make it impossible or impractical to exhibit same .
4. EXHIBITORS ARE URGED TO CARRY ALL-RISK INSURANCE COVERING YOUR MATERIALS
AGAINST DAMAGE, LOSS AND ALL OTHER HAZARDS FROM THE TIME SHIPMENTS ARE MADE
PRIOR TO THE SHOW UNTIL SHIPMENTS ARE RECEIVED BACK AFTER THE SHOW. THIS CAN
GENERALLY BE DONE BY ADDING “EXPOSITION FLOATERS” TO EXISTING INSURANCE
POLICIES. IT IS UNDERSTOOD THAT AEI IS NOT AN INSURER. THAT INSURANCE, IF ANY, SHALL
BE OBTAINED BY THE EXHIBITOR AND THE AMOUNTS PAYABLE BY AEI HEREUNDER ARE
BASED ON THE VALUE OF THE MATERIAL HANDLING SERVICES AND THE SCOPE OF AEI
LIABILITY AS SET FORTH ABOVE.
5. PACKAGING: AEI shall not be responsible for damage to uncrated material, material improperly packed, concealed
damage, pad wrapped or shrink-wrapped materials, glass breakage, or carpet in bags or poly. Additionally, AEI shall
not be responsible for crates and packaging that are unsuitable for handling, in poor condition, or have prior damage.
Crates and packaging should be designed to adequately protect contents for handling by forklifts and similar means .
6. INSURANCE CLAIMS: The exhibitor must report the damage or loss at the AEI service desk at show site and
complete our paperwork documenting the incident. Failure to complete the proper paperwork at show site will result in
the claim being waived. The exhibitor must submit any written claim for loss or damage within (30) days of the close of
the show on which the loss or damage occurred or the claim shall be considered waived. No suit or action shall be
brought against AEI more than one year after the cause of action accrues.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
MATERIAL HANDLING
SciTech 2015
LIMITS OF LIABILITY
(page 2 of 2)
7. INBOUND SHIPMENTS:
After the exhibit materials are placed in the booth, AEI will not be responsible for
condition, count or content. Please remember that there may be a lapse of time between the delivery of shipments to
the booth and the arrival of the exhibitor or exhibitor’s representative. AEI will not be responsible or liable for any loss,
damage, theft, or disappearance of exhibitor’s materials after same have been delivered to the exhibitor’s booth at
show site. We suggest exhibitors arrange for security services for their booth.
8. EQUIPMENT REQUIRING SPECIAL EQUIPMENT: Fourteen days advance notice must be provided to AEI by
the exhibitor in order to obtain special devices to properly load, place or reload equipment requiring such care. AEI will
not be liable for any damage incurred during the handling of equipment requiring special devices if this advance notice
has not been received by AEI.
9. EMPTY CONTAINER LABELS:
The exhibitor is responsible for affixing EMPTY labels (available at the AEI
service desk) to containers to be stored during the show. It is understood that these labels are used for empty storage
only and AEI assumes no responsibility or liability for loss or damage to contents while containers are in storage or for
mislabeled containers.
10. CLASSIFYING SHIPMENTS: AEI cannot be responsible for classifying shipments. After shipments are tendered
to a carrier for shipment, AEI cannot be responsible for delivery time or damage or loss to property.
11. OUTBOUND SHIPMENTS: All shipments received at the close of the show are subject to a final count. We will
count and ship pieces as we find the shipment when we remove them from the booth to load out. All Material Handling
Agreements submitted to AEI by the exhibitor will be checked at the time of pick up from the booth. Corrections will be
made where any discrepancies exist between the quantities of pieces listed by the exhibitor and the actual count of
such items in the booth at the time of pick up. AEI is not responsible for shipments left in booths by exhibitors. We
suggest exhibitors arrange for security services for their booth. PLEASE NOTE: Where an exhibitor indicates choice
of carrier for pickup, it is the exhibitor’s responsibility to arrange with such carrier for said pickup service. In order to
expedite removal of freight from the show site, AEI shall have the authority to change designated carriers, if such
carriers do not pick up on time or refuse to accept shipments. Exhibits not removed from the show on removal day
and on which we have no shipping information will be returned to our warehouse at an additional charge to await
disposition. AEI assumes no liability as a result of such rerouting or handling.
12. PAYMENT OF SERVICES: The exhibitor agrees, in the event of a dispute with AEI or its subcontractors relative to
any loss or damage to any of the exhibitor’s freight or equipment, that the exhibitor will not withhold payment in any
amount due to AEI for freight handling services or any other services provided by AEI or its subcontractors as an offset
against the amount of the alleged loss or damage. Instead, the exhibitor agrees to pay AEI prior to the close of the
show for all such charges and further agrees that any claim the exhibitor may have against AEI or its subcontractors
shall be pursued independently by the exhibitor as a complete, separate transaction to be resolved on its own merits.
13. JURISDICTION: This agreement shall be deemed to have been made in the State of Maryland, and that any and all
performance thereunder, or breach thereof, shall be interpreted, governed and construed pursuant to the laws of the
State of Maryland, and the parties to this agreement consent that the Circuit Court for Montgomery County, Maryland
shall be the sole forum where any cause of action arising under, or in any way related to, this agreement may be
instituted.
14. MISCELLANEOUS:
Exhibitor, as a material part of the consideration to AEI for material handling services,
waives and releases all claims against AEI, its employees, agents, officers and directors, with respect to all
matters for which AEI has disclaimed liability, pursuant to the provisions of this contract. The exhibitor
acknowledges that he or she has read this agreement, understands it and agrees to be bound by its terms, and
further agrees that it is the complete and exclusive agreement between the parties.
The invalidity or
enforceability of any provision hereof shall not affect, modify, or impair the validity and enforceability of all other
provisions herein.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
TIPS FOR MATERIAL HANDLING
SciTech 2014
HELPFUL HINTS
1.
Ship prepaid – collect shipments will not be accepted at either the warehouse or show site.
2.
If you ship by way of your own truck or car, it is important to have a delivery ticket prepared indicating the piece count and
weight. You are invoiced for material handling based on weight. If no information is available, the weight is estimated by the
unloading crew.
3.
Consolidate as many pieces as possible into one shipment to avoid being billed for several minimum shipments. To reduce
material handling costs (Material Handling), ship all of your exhibit materials in ONE shipment. Remember, there is a
200 pound minimum charge per shipment. See the example below.
4.
Please be sure to obtain and complete an AEI Bill of Lading. Bills of Lading will be made available at the AEI service center
on the final show day. Please be sure to return your completed Bill of Lading and any additional outbound information
before you leave the show floor.
5.
Should you choose to use a carrier other than the official show carrier, please be certain to contact them with any
necessary pick-up information. AEI is not responsible for contacting outside carriers for pick-ups.
6.
BE SURE YOUR MATERIALS ARE INSURED from the time they leave your firm until they are returned after the
show. It is suggested that exhibitors arrange all risk coverage. This can be done by adding exposition floaters to
existing policies. Contact your insurance representative.
BE SURE YOUR LIABILITY AND PROPERTY
INSURANCE IS IN EFFECT DURING TRANSIT, STORAGE AND WHILE AT CONVENTION SITE.
THE EXPENSIVE WAY!
Date Received:
Actual Weight
Minimum Charge
$/100 Lbs.
Total Cost
12-19-14
80 Lbs.
200 Lbs. Min.
$87.00
$174.00
12-19-14
50 Lbs.
200 Lbs. Min.
$87.00
$174.00
12-19-14
70 Lbs.
200 Lbs. Min.
$87.00
$174.00
Total Material Handling
Charges
$522.00
200 Lbs. Total
THE COST-EFFECTIVE WAY!
Date Received:
Actual Weight
Minimum Charge
$/100 Lbs.
Total Cost
12-19-14
200 Lbs.
200 Lbs. Min.
$87.00
$174.00
Total Material Handling
Charges
$174.00
200 Lbs. Total
Official Carrier For:
SciTech 2015
Services Offered
Next Day
Second Day
Deferred (3-5 day)
International Services
Same Day / Expedite Services
Van Lines
Customs Brokerage
Warehousing
For rates and scheduling, please contact us at:
[email protected] or call 1-866-920-4228.
SciTech 2015
T3 Logistics, LLC
OFFICIAL SHOW CARRIER
Schedule your Quote/Pick Up using any of these options:
FAX: 1-410-799-0118
E-MAIL: [email protected]
CALL: 1-866-920-4228
Quote / Shipping Request
Shipper Contact
Phone # / Fax #
E-mail
FROM
TO
Company:
Company:
Event Name:
Event Name:
Facility Name:
Facility Name:
Booth #:
Booth #:
Address:
Address:
City, St., Zip
City, St., Zip
Contact:
Contact:
Phone:
Pick Date:
/
/
Fax:
Phone:
Time:
Delivery Date:
Fax:
/
/
Time:
Special Instructions:
Description of Articles,
Special Marks and Exceptions
Pieces
Weight
(Subject to change)
Length x Width x Height
All Risk
Insurance
Crates
Cartons
Fiber Cases/Trunks
Skids (Please provide piece count per skid)
Carpet
Carpet Padding
TOTALS
Important Insurance Information
PLEASE READ NOW!
Minimum cargo liability agreed to be not more than $0.50/lb. or $50.00 whichever is greater, unless a higher amount
is declared and additional All Risk Insurance charges paid thereon. Contact T3 Logistics rep to discuss the benefits of
purchasing additional insurance.
Service Requested
Check One:
Next Day
Second Day
3-5 Day Deferred
Van Line Service
Other:
Request pre-printed address
Labels and shipping form
Schedule return shipment
Comments:
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
STANDARD CARPET
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders. If your rental carpet is damaged, you will be charged the full replacement cost which
is equal to the rental charge.
STANDARD LINEAR BOOTH CARPET
Check
Size
Description
Discount
Price
Standard
Price
10' x 10' Carpet
$178.00
$231.40
$
10' x 20' Carpet
$356.00
$462.80
$
10' x 30' Carpet
$534.00
$694.20
$
10' x 40' Carpet
$712.00
$925.60
$
STANDARD SPECIAL CUT BOOTH CARPET
Extended
Price
Special sizes are available in any dimensions. Price
includes all necessary taping and visqueen for protection of
carpet during set-up.
BOOTH SIZE
_______ x ______ = _______ sq. ft.
Total sq. ft
Standard carpet is supplied only for in-line/linear booths. For
island configurations (booths 20’ x 20’ or larger), please
order Special Cut Carpet or Plush Carpet.
STANDARD CARPET COLORS
Black
________
Discount Price
Standard Price
x $4.05 per sq. ft
$5.26 per sq. ft
(CHECK COLOR BELOW)
Grey
Red
Blue
Hunter Green
Burgundy
Purple
Teal
If item colors are not selected in advance, AEI will do so at no risk.
Discount Price
CARPET PADDING
Standard Price
Extended Price
Single Padding
________ x ________ = ________ sq. ft.
x
$1.80per sq. ft
$2.34 per sq. ft
=
$ __________
Double Padding
________ x ________ = ________ sq. ft.
x
$3.60 per sq. ft
$4.68 per sq. ft
=
$ __________
Discount Price
Standard Price
VISQUEEN
________ x ________ = ________ sq. ft. x
$ .95 per sq. ft
$1.24 per sq. ft
Extended Price
=
$ __________
Discount Deadline: December 19, 2014 (Received By). Discount price applies only
to orders that are accompanied by payment and are received by discount deadline.
Standard price applies to orders received after the deadline. Items cancelled
after move-in begins will be charged at 100% of the published price. Absolutely no
credits will be issued after show closing.
Standard Booth Carpet Total
All Arata rental carpet is laid clean on the date of installation. In the event that carpet
becomes dirty during the set up of the show, booth cleaning services must be ordered.
Total
7% Tax
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
Extended Price
= $________
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
PLUSH CARPET
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders. If your rental carpet is damaged, you will be charged the full replacement cost which
is equal to the rental charge.
PLUSH CARPET
This plush, heavy cut nylon pile carpet has built-in Scotchguard. Rental includes installation, all necessary taping, plastic
covering for protection, and removal at the close of the show.
BOOTH SIZE
________ x ________ = ________ sq. ft.
Total sq. ft
________
Discount Price
x $5.00 per sq. ft
Standard Price
$6.50 per sq. ft
Extended Price
=
$________
PLUSH CARPET COLORS
(CHECK COLOR BELOW)
Black
Navy
Red
New Blue
Beige
If item colors are not selected in advance, AEI will do so at no risk.
Emerald
Burgundy
Ice **
**Purchase only @ $6.50 per sq. ft discount or $8.45 standard price.
Discount Price
CARPET PADDING
Silver Cloud
Standard Price
Extended Price
Single Padding
________ x ________ = ________ sq. ft.
x
$1.80 per sq. ft
$2.34 per sq. ft
=
$ __________
Double Padding
________ x ________ = ________ sq. ft.
x
$3.60 per sq. ft
$4.68 per sq. ft
=
$ __________
Discount Deadline: December 19, 2014 (Received By). Discount price applies only
to orders that are accompanied by payment and are received by discount deadline.
Standard price applies to orders received after the deadline. Items cancelled
after move-in begins will be charged at 100% of the published price. Absolutely no
credits will be issued after show closing.
Plush Booth Carpet Total
7% Tax
All Arata rental carpet is laid clean on the date of installation. In the event that carpet
becomes dirty during the set up of the show, booth cleaning services must be ordered.
Total
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
BOOTH CLEANING
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders. NOTE: All rental carpets are delivered clean to your booth space. However, during
set up, the carpet can become soiled. We suggest you order cleaning services at least once before the show opens.
ALL DAILY CLEANING SERVICES MUST BE ORDERED EXCLUSIVELY THROUGH ARATA EXPOSITIONS, INC.
NO INDEPENDENT CONTRACTORS WILL BE PERMITTED TO PERFORM CLEANING SERVICES.
BOOTH CLEANING
Vacuuming of booth and emptying of wastebaskets.
Discount Price Standard Price
Pre Show Cleaning
________ x ________ = ________ sq. ft. x $.45 per sq. ft
Daily Booth Cleaning ________ x ________ = ________ sq. ft. x $ 1.35 per sq. ft
Extended Price
$.54 per sq. ft = $ __________
$1.62 per sq. ft = $ __________
The square footage is based on the overall size of the space occupied.
PORTER SERVICE
Emptying of wastebaskets once every two hours, show hours only. Rates are based on booth size.
Number of
Show Days
Cost per Day
Extended Price
Up to 500 square feet
$110.00
x
________
=
________
501 to 1000 square feet
$120.00
x
________
=
________
1001 to 2500 square feet
$130.00
x
________
=
________
Greater than 2500 square feet
$140.00
x
________
=
________
The square footage is based on the overall size of the space occupied.
Discount Deadline: December 19, 2014 (Received By). Discount price
applies only to orders that are accompanied by payment and are received
by discount deadline. Standard price applies to orders received after
the deadline. Absolutely no credits will be issued after show closing.
Cleaning Total
7% Tax
All rates are subject to change if necessitated by increased labor and
material costs.
Total
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
ECONOMY PACKAGES
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
Bundle your options to cover all the basics at a discounted rate.
EXHIBITOR ECONOMY PACKAGE OPTION 1
10 x 10 BOOTHS ONLY
1 - 6’ x 24” x 30” high draped display table (check drape color below)
Black
White
Blue
Red
Teal
Burgundy
Silver
2 - Padded side chairs
Cost: $384.40
1 - Wastebasket
1– 10’ x 10’ carpet
Black
Grey
Red
Blue
Hunter Green
Burgundy
Purple
Teal
Option 1 Total
NO SUBSTITUTIONS.
If item colors are not selected in advance, AEI will do so at no risk.
7% Tax
Total
EXHIBITOR ECONOMY PACKAGE OPTION 2
10 x 10 BOOTHS ONLY
1 - 6’ x 24” x 42” high draped display table (check drape color below)
Black
White
Blue
Red
Teal
Burgundy
Silver
2 - Counter Stools
Cost: $445.20
1 - Wastebasket
1– 10’ x 10’ carpet
Black
Grey
Red
Blue
Hunter Green
Burgundy
Purple
Teal
Option 2 Total
NO SUBSTITUTIONS.
If item colors are not selected in advance, AEI will do so at no risk.
7% Tax
Total
This form must be completed and returned by December 19, 2014 in order to receive the EXHIBITOR ECONOMY PACKAGES.
After the deadline, all furnishings will be available at the published show rates.
THE EXHIBITOR ECONOMY PACKAGE WILL NOT BE AVAILABLE AT SHOW SITE.
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
STANDARD BOOTH FURNISHINGS
Choose from a full line of attractive, versatile booth furnishings to
create just the right atmosphere for meeting with your prospects
SHOWN:
• Deluxe Arm Chair
• Deluxe Counter Stool
• Draped Table (42”h x 2’ x 8’)
• Draped Table (30”h x 2’ x 4’)
• Chrome Tripod Easel
• Wastebasket
washington d.c.
15928 tournament drive
gaithersburg, md 20877
p|301.921.0800
f |301.990.1717
orlando, fl
4104 l.b. mcleod road
orlando, fl 32811
p|407.422.3636
f |407.839.5929
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
FURNITURE
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
CHAIRS
Qty.
Description
Discount Price
Standard Price
Arm Chair
$87.00
$113.10
$
Side Chair
$68.00
$88.40
$
$92.00
$119.60
$
Counter Stool
Extended Price
ACCESSORIES
Wastebasket
$25.50
$33.15
$
Literature Rack
$145.00
$188.50
$
Bag Holder
$95.00
$123.50
$
Easel (Tripod)
$52.00
$67.60
$
Chrome Sign Holder (22” x 28”)
$97.00
$126.10
$
$35.00
$45.50
$
Posterboard, 4’ x 8’, Vertical
Fishbowl
$145.00
$188.50
$
Posterboard, 4’ x 8’, Horizontal
$145.00
$188.50
$
$40.00
$52.00
$
$280.00
$420.00
$
$245.00
$367.50
$
Tensa Barriers
Credenza (18”d x 36”w x 42”h) white
Pedestal (18”d x 18”w x 42”h)
white
grey
grey
black
black
SPECIAL DRAPERY/SKIRTING
8' High (per lin. foot) ($55 min)
$15.00
$19.50
$
3' High (per lin. foot) ($55 min)
$11.00
$14.30
$
Special Skirting (per lin. foot)
$6.50
$8.45
$
8’ High End Cap / Close Off
$55.00
$71.50
$
(CHECK COLOR BELOW)
Blue
Teal
Burgundy
Black
Red
Silver
Purple
White
Furniture Total
7% Tax
If item colors are not selected in advance, AEI will do so at no risk.
Total
Discount Deadline: December 19, 2014 (Received By). Discount price applies only to orders
that are accompanied by payment and are received by discount deadline. Standard price
applies to orders received after the deadline. Items cancelled after move-in begins will be
charged at 100% of the published price. Absolutely no credits will be issued after show closing.
Standing on rental furniture is prohibited. Arata Expositions, Inc. cannot be responsible
for injuries or falls caused by improper use.
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
DISPLAY TABLES
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
DRAPED DISPLAY TABLES 30” HIGH
Discount Price
Standard
Price
2' x 4' x 30”
$113.00
$146.90
$
2' x 6' x 30”
$141.00
$183.30
$
2' x 8' x 30”
$169.00
$219.70
$
4th Side Drapes for 30" Tables
$52.00
$67.60
$
Qty.
Description
Extended Price
DRAPED DISPLAY TABLES 42” HIGH
2' x 4' x 42”
$141.00
$183.30
$
2' x 6' x 42”
$169.00
$219.70
$
2' x 8' x 42”
$197.00
$256.10
$
4th Side Drapes for 42" Tables
$57.50
$74.75
$
(CHECK COLOR BELOW)
Black
Blue
Burgundy
Silver
White
Red
Teal
Gold
If item colors are not selected in advance, AEI will do so at no risk.
UNDRAPED DISPLAY TABLES 30” HIGH
2' x 4' x 30”
2' x 6' x 30”
EXHIBITOR MUST
SUPPLY TOP &
TABLE SKIRT
2' x 8' x 30”
$75.00
$97.50
$
$85.00
$110.50
$
$100.00
$130.00
$
UNDRAPED DISPLAY TABLES 42” HIGH
2' x 4' x 42”
2' x 6' x 42”
EXHIBITOR MUST
SUPPLY TOP &
TABLE SKIRT
2' x 8' x 42”
$100.00
$130.00
$
$115.00
$149.50
$
$130.00
$169.00
$
DRAPED TABLE RISERS 12” HIGH
4 ft. Riser (white vinyl)
$57.50
$74.75
$
6 ft. Riser (white vinyl)
$77.00
$100.10
$
Discount Deadline: December 19 2014 (Received By). Discount price applies only
to orders that are accompanied by payment and are received by discount deadline.
Standard price applies to orders received after the deadline. Items cancelled
after move-in begins will be charged at 100% of the published price. Absolutely no
credits will be issued after show closing.
Display Tables Total
7% Tax
Total
Standing on rental furniture is prohibited. Arata Expositions, Inc. cannot be
responsible for injuries or falls caused by improper use.
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
PREMIER COLLECTIONS
SEE INDIVIDUAL CATEGORIES FOR DETAILED PRODUCT INFORMATION
ROMA
CHR003
SFA003
CHR001
SFA001
CHR002
SFA002
MIRABEL
ALLEGRO
KEY WEST
OCB
LSM
SOM
SOUTH BEACH
OTS
Suggested Uses of South Beach
2
SO1
SO2
MARRAKESH
CHN
SON
CHC
LSC
MPC
MPS
LISBON
SOC
MEMPHIS
NEWPORT
COD
LSD
SED
CHD
Suggested Uses of Newport
3
SOFAS &
SECTIONALS
SO1
SFA003
SFA001
SFA002
SON
SOM
MPS
SOC
SED
SO2
LOVESEATS
LSD
SOFAS & SECTIONALS
SFA003 Roma
White Vinyl
78"L 31"D 33"H
SFA001 Mirabel
Brown Leather
76"L 35"D 32"H
SFA002 Allegro
Blue Fabric
73"L 34.5"D 30"H
4
SO1 South Beach Sofa
Platinum Suede
69"L 29"D 33"H
SOC Lisbon Sofa
Black Leather
88"L 36"D 34"H
SON Marrakesh Sofa
Light Beige
83"L 36"D 33"H
SOM Key West Sofa
Black
85"L 35"D 33"H
LSM
MPS Memphis Sofa
(Mini Size)
Black
55"L 31"D 28"H
LSC
LOVESEATS
LSD Newport Loveseat
Charcoal Leather
54"L 34"D 33"H
SED Newport 3 pc.
Sectional
Charcoal Leather
113"L 34"D 33"H
LSM Key West Loveseat
Black
57"L 35"D 33"H
SO2 South Beach 3 pc.
Sectional Platinum Suede
152"L 40"D 33"H
LSC Lisbon Loveseat
Black Leather
64"L 36"D 34"H
CLUB CHAIRS
CHN
CHR003
CHR001
CHR002
CHC
OCB
MPC
CHD
COD
OCCASIONAL
CHAIRS
CH001
CCE
OCA
OCH
BCW
OCU
MEETING CHAIRS
OCMTAU
OCMESP
CLUB CHAIRS
CHR003 Roma
White Vinyl
37"L 31"D 33"H
CHR001 Mirabel
Brown Leather
36"L 35"D 32"H
CHR002 Allegro
Blue Fabric
36"L 34.5"D 30"H
CHC Lisbon Chair
Black Leather
40"L 36"D 34"H
CHN Marrakesh Chair
Light Beige
34"L 36"D 33"H
OCB Key West
Tub Chair
Black
31"L 31"D 31"H
MPC Memphis Chair
(Mini Size) Black
27.25"L 31.75"D 27.5"H
CHD Newport
Armless Chair
Charcoal Leather
24"L 34"D 33"H
COD Newport Corner
Charcoal Leather
34"L 34"D 33"H
OCCASIONAL CHAIRS
CH001 Casper Chair
Clear Acrylic
21"L 21"D 36.5"H
CCE Ice Chair
Transparent, Chrome
17.25"L 20"D 32"H
OCU Globus Chair
White Vinyl, Chrome
28"L 26"D 28"H
OCA T-Vac Chair
Translucent, Chrome
25"L 23"D 30"H
MEETING CHAIRS
OCH Madrid Chair
Black Leather
30"L 30"D 31"H
BCW Madrid Chair
White Leather
30"L 30"D 31"H
OCMESP Meeting Chair
Espresso
25.5"L 23.5"D 34"H
OCMTAU Meeting Chair
Taupe
25.5"L 23.5"D 34"H
5
OTTOMANS
VIB01
VIB02
VIB03
VIB04
VIB05
VIB06
VIB07
VIB08
PUZ2SW
OTS
OTQ
OTN
OTP
OTM
OTK
OTL
CCZ
CCB
CCW
OTH
OSC
CUBL20
SAL
OTTOMANS
Vibe Cube Ottoman
Waterproof
18"L 18"D 18"H
VIB01 Green Vinyl
VIB02 Blue Vinyl
VIB03 Pink Vinyl
VIB04 Red Vinyl
VIB05 Yellow Vinyl
VIB06 Gold/Bronze Vinyl
VIB07 Champagne Vinyl
VIB08 Orange Vinyl
6
PUZ2SW Puzzle
Bench Ottoman
White
48"L 24"D 18"H
OTS South Beach
Ottoman
Wedge, Platinum Suede
25"L 31"D 18"H
OTQ Square Ottoman
White Leather
40"L 40"D 17"H
OTN Bench Ottoman
White Leather
24"L 60"D 17"H
OTP Square Ottoman
Black Leather
40"L 40"D 17"H
OTM Bench Ottoman
Black Leather
24"L 60"D 17"H
OTK Half Round
Ottoman
Black Leather
6' L 3'D 17"H
OTL Half Round
Ottoman
White Leather
6'L 3'D 17"H
CCZ Circle Ottoman
Black, White Leather
6'L 6'D 17"H
OTH Milano Cube
Black Leather
17"L 17"D 18"H
OSC Milano Cube
White Leather
17"L 17"D 18"H
CCB Circle Ottoman
Black Leather
6'L 6'D 17"H
CUBL20 Edge
Lighted Cube Ottoman
White Plastic
20"L 20"D 20"H
CCW Circle Ottoman
White Leather
6'L 6'D 17"H
SAL Sally Stool
White
12" Round 17"H
GROUP
SEATING
SCE
SC10
SC9
SC1
SC8
SCC
SCF
SCD
SC4
SC2
SC3
SC5
CO4
XC3
XC6
CS5
CS8
CS9
GROUP SEATING
SCE Fusion Chair
Red, White
19"L 21"D 32"H
SC10 Razor Chair
White
15.38"L 15.5"D 30.5"H
SC9 Panton Chair
White
20"L 24"D 33"H
SC1 New York Chair
Onyx Seat, Maple Back,
Chrome Legs
23"L 32"D 33"H
SC8 Flex Chair
W/ Wheels
24"L 22"D 31"H
SC2 Brewer Chair
Grey, Chrome
20"L 20"D 32"H
XC6 Altura Guest Chair
Black Crepe
25"L 20"D 34"H
SCC Fusion Chair
Clear, White
19"L 21"D 32"H
SC3 Brewer Chair
Onyx, Black
20"L 20"D 32"H
CS5 Vista Chair
Black, Chrome Legs
20"L 23"D 33"H
SCF Fusion Chair
Black, White
19"L 21"D 32"H
SC5 Tilt Executive Chair
With Arms, Onyx, Black
26"L 25"D 34"H
CS8 Berlin Chair
Black
18"L 22"D 32"H
SCD Fusion Chair
Green, White
19"L 21"D 32"H
CO4 Iso Mesh Chair
Black
26"L 24"D 38"H
CS9 Berlin Chair
Red
18"L 22"D 32"H
SC4 Jetson Chair
Black
19"L 18"D 31"H
XC3 Luxor Guest Chair
Black Leather
27"L 28"D 40"H
7
OCCASIONAL
COCKTAIL
TABLES
COLI
C1E
C1D
C1K
C1F
C1C
C1W
C1Y
EOLI
E1E
E1D
E1K
E1F
E1C
E1W
E1Y
CUBTBL
OCCASIONAL
END TABLES
CDYTB
OCCASIONAL
COCKTAIL TABLES
COLI Oliver
Cocktail Table
47"L 27"D 19"H
C1E Silverado Cocktail
Table
36" Round 17"H
C1D Soho Cocktail Table
Steel Base,
Chocolate Top
38"L 38"D 18.5"H
C1K Inspiration Cocktail
Table
42"L 28"D 18"H
8
C1F Geo Cocktail Table
Glass, Black
50"L 22"D 16"H
C1C Geo Cocktail Table
Glass, Chrome
50"L 22"D 16"H
C1W Sydney Cocktail
Table
White
48"L 26"D 18"H
C1Y Sydney Cocktail
Table
Black
48"L 26"D 18"H
OCCASIONAL
END TABLES
CDYTB Candy Table
White/Black Top
18"L 18"D 18"H
EOLI Oliver End Table
22" Round 22"H
E1E Silverado End Table
24" Round 22"H
E1D Soho End Table
Steel Base,
Chocolate Top
26"L 26"D 27"H
E1K Inspiration
End Table
24"L 28"D 22"H
E1F Geo End Table
Glass, Black
26"L 26"D 20"H
E1C Geo End Table
Glass, Chrome
26"L 26"D 20"H
E1W Sydney End Table
White
27"L 23"D 22"H
E1Y Sydney End Table
Black
27"L 23"D 22"H
CUBTBL Edge LED
Cube Table
W/ Plexi Top,
White Plastic
20"L 20"D 20"H
CONFERENCE
TABLES
CF2
CE2
OCT6W
CE1
CF1
6'–CB2
8'–CB3
6'–CD2
8'–CD3
CC5
Graphite–CB1
Granite–CT42GR
CD1
CG1
6'–CC6
8'–CC7
10'–CC8
6'–CT06GR
8'–C508GR
10'–CT10GR
SAMPLE
CONFERENCE
SETS
CONFERENCE TABLES
CG1 Manhattan Table
Glass, Black
42" Round 29"H
CE1 Geo Table
Square Rounded Glass,
Chrome
42"L 42"D 29"H
CF2 Geo Table
Rectangle Glass, Black
60"L 36"D 29"H
CF1 Geo Table
Square Rounded Glass,
Black
42"L 42"D 29"H
CE2 Geo Table
Rectangle Glass, Chrome
60"L 36"D 29"H
CB2 Table
6' Graphite Nebula
72"L 36"D 29"H
OCT6W Nova Oval Table
6' White, Silver Powder
Coated Legs
71"L 36"D 29"H
CB3 Table
8' Graphite Nebula
96"L 36"D 29"H
CD2 Table
6' Grey Nebula
72"L 36"D 29"H
CD3 Table
8' Grey Nebula
96"L 36"D 29"H
C508GR Table
8' Granite
96"L 44"D 29"H
CC6 Table
6' Mahogany
72"L 36"D 29.5"H
CT10GR Table
10' Granite
120"L 46"D 29"H
CC7 Table
8' Mahogany
96"L 48"D 29.5"H
CC5 Table
Mahogany
42"Round 29"H
CC8 Table
10' Mahogany
120"L 48"D 29.5"H
CB1 Table
Graphite Nebula
42"Round 29"H
CT06GR Table
6' Granite
72"L 36"D 29"H
CT42GR Table
Granite
42"Round 29"H
CD1 Table
Grey Nebula
42"Round 29"H
9
EXECUTIVE
CHAIRS
XC2
G30
COMMUNAL
BAR, CAFÉ
& COCKTAIL
TABLES
XC1
XC4
XC5
OTO
G30BMS
G30BMW
G30BWS
G30BWW
G30DMS
G30DMW
G30DWS
G30DWW
G30CMS
G30CMW
G30CWS
G30CWW
TABLE
TOP
OPTIONS
MAPLE
EXECUTIVE CHAIRS
XC2 Luxor
Executive Chair
Mid Back, Black Leather
27"L 28"D 41"H
Adjustable
XC1 Luxor
Executive Chair
High Back, Black Leather
27"L 28"D 47"H
Adjustable
XC5 Altura
Executive Chair
Mid Back, Black Crepe
25"L 25"D 37"H
Adjustable
10
WHITE
XC4 Altura
Executive Chair
High Back, Black Crepe
25"L 25"D 43"H
Adjustable
BAR TABLES
CAFÉ TABLES
COCKTAIL TABLES
G30BMS Bar Table
Maple Top
72"L 26"D 42"H
G30DMS Café Table
Maple Top
72"L 26"D 30"H
G30CMS Cocktail Table
Maple Top
72"L 26"D 18"H
OTO Perth Chair
High Back, Black
23"L 21"D 43"H
Adjustable
G30BMW Bar Table
W/ Grommet Holes,
Maple Top
72"L 26"D 42"H
G30DMW Café Table
W/ Grommet Holes,
Maple Top
72"L 26"D 30"H
G30CMW Cocktail Table
W/ Grommet Holes,
Maple Top
72"L 26"D 18"H
G30BWS Bar Table
White Top
72"L 26"D 42"H
G30DWS Café Table
White Top
72"L 26"D 30"H
G30CWS Cocktail Table
White Top
72"L 26"D 18"H
G30BWW Bar Table
W/ Grommet Holes,
White Top
72"L 26"D 42"H
G30DWW Café Table
W/ Grommet Holes,
White Top
72"L 26"D 30"H
G30CWW Cocktail Table
W/ Grommet Holes,
White Top
72"L 26"D 18"H
CAFÉ
TABLES
30"–ZTK
36"–ZTP
30"–ZTJ
36"–ZTN
ZTM
30MHSC
ZTF
ZTB
ZTC
30"–XTK
36"–XTP
30"–XTJ
36"–XTN
XTM
30MHTC
XTF
XTB
XTC
SAMPLE
BAR TABLE
SETS
CAFÉ TABLES
Standard Black Base
30" Round 29"H
ZTK Maple Top
ZTJ Graphite Nebula Top
30MHSC Mahogany Top
ZTF Metallic Silver Top
ZTB Brushed Red Top
ZTC Brushed Blue Top
Standard Black Base
36" Round 29"H
ZTP Maple Top
ZTN Graphite Nebula Top
ZTM Grey Nebula Top
Tulip Chrome Base
30" Round 29"H
XTK Maple Top
XTJ Graphite Nebula Top
30MHTC Mahogany Top
XTF Metallic Silver Top
XTB Brushed Red Top
XTC Brushed Blue Top
Tulip Chrome Base
36" Round 29"H
XTP Maple Top
XTN Graphite Nebula Top
XTM Grey Nebula Top
13
TRAINING
ROOM
CP5
PO3
WD2
PMB42
BC6
BC7
PDL
ET2
ET1
SY1
DF1
PO1
BOOKCASES
& PRODUCT
DISPLAYS
PMB36
UTILITY
CHAIRS
TRAINING ROOM
PO1 Lecturn Podium
Cherry
24"L 19"D 50"H
CP5 Computer Table
Graphite Nebula
36"L 30"D 42"H
PO3 Kiosk
Black, Maple
24"L 21"D 42"H
WD2 Writing Desk
Graphite
48"L 24"D 30"H
14
BOOKCASES
& PRODUCT DISPLAYS
Plastic Pedestal
Black
PMB36 24"L 24"D 36"H
PMB42 24"L 24"D 42"H
BC6 Bookcase
Mahogany
36"L 13"D 71"H
BC7 Bookcase
Granite
36"L 13"D 71"H
PDL Locking Door
Pedestal
Black
24"L 24"D 42"H
ET2 Etagere
Black
30"L 16"D 70"H
ET1 Etagere
Pewter
30"L 16"D 70"H
UTILITY CHAIRS
SY1 Altura Steno Chair
Black Crepe
25"L 26"D 21"H
DF1 Altura
Drafting Stool
Black Crepe
25"L 26"D 34"H
MOBILE
TABLET
STANDS
TBSTND
TBSTDW
TBBCHR
TBSHLF
TBPNTR
LAMPS
LA15
TRH
TRW
LA14
LIGHTED
PRODUCTS
CUBL20
MOBILE TABLET
STANDS
MOBILE TABLET
STAND ACCESSORIES
TBSTDW Mobile
Tablet Stand
White
14"L 13"D 44.5"H
TBBCHR Brochure
Holder
8.625"L 1.1"D 11.325"H
TBSTND Mobile
Tablet Stand
Black
14"L 13"D 44.5"H
TBSHLF Charging
Shelf
14.85"L 7.17"D 1"H
TBPNTR Wireless Printer
Holder
3.3"L 1.9"D 5.28"H
LAMPS
LIGHTED PRODUCTS
LA15 Mason Floor Lamp
Brushed Silver
18" Round 55"H
CUBL20 Edge
Lighted Cube Ottoman
White Plastic
20"L 20"D 20"H
LA14 Mason Table Lamp
Brushed Silver
16" Round 26"H
CUBTBL Edge LED
Cube Table
W/ Plexi Top,
White Plastic
20"L 20"D 20"H
TRW Trovato LED
Floor Lamp
White
7"L 7"D 72"H
TRH Trovato Table Lamp
White
7"L 7"D 26"H
16
CUBTBL
BARS
BR1
Suggested Uses of Martini Bar
BRC
BARS
BR1 Martini Bar
50"L 50"D 47"H
BRC Circle Martini Bar
Comprised of three
BR1 Martini Bars
100"L 100"D 47"H
17
arata expositions, inc.
4104 l.b. mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
CUSTOM FURNTURE
(page 1 of 4)
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
CODE
QTY ITEM (DESCRIPTION)
PRICE
SOFAS/SECTIONALS AND LOVESEATS
CODE
QTY
ITEM (DESCRIPTION)
PRICE
CLUB/OCCASIONAL/MEETING CHAIRS (CONTINUED)
SFA003
Roma Sofa/White Vinyl
725.00
SFA001
Mirabel Sofa/Brown Leather
725.00
SFA002
Allegro Sofa/Blue Fabric
598.00
SO1
South Beach Sofa/Platinum Suede
570.00
OTTOMANS
SOC
Lisbon Sofa/Black Leather
661.00
SON
Marrakesh Sofa/Light Beige
538.00
SOM
Key West Sofa/Black
MPS
Memphis Sofa/Black/Mini Size
SED
OCU
Globus Chair/White Vinyl
351.00
OCMESP
Expresso Meeting Chair
170.00
OCMTAU
Taupe Meeting Chair
245.00
VIB01
Vibe Cube Ottoman/Green Vinyl
120.00
VIB02
Vibe Cube Ottoman/Blue Vinyl
120.00
502.00
VIB03
Vibe Cube Ottoman/Pink Vinyl
120.00
472.00
VIB04
Vibe Cube Ottoman/Red Vinyl
120.00
Newport 3 Piece Sectional/Charcoal Leather
1284.00
VIB05
Vibe Cube Ottoman/Yellow Vinyl
120.00
SO2
South Beach 3 Piece Sectional/Plat. Suede
1242.00
VIB06
Vibe Cube Ottoman/Gold/Bronze Vinyl
120.00
LSD
Newport Loveseat/Charcoal Leather
574.00
VIB07
Vibe Cube Ottoman/Champagne Vinyl
120.00
LS M
Key West Loveseat/Black
446.00
VIB08
Vibe Cube Ottoman/Orange Vinyl
120.00
596.00
PUZZ2SW
Puzzle Bench Ottoman/White
284.00
OTS
South Beach Wedge Ottoman/Plat. Suede
221.00
OTQ
Square Ottoman/White Leather
304.00
OTN
Bench Ottoman/White Leather
340.00
LSC
Lisbon Loveseat/Black Leather
CLUB/OCCASIONAL/MEETING CHAIRS
CHR003
Roma Chair/White Vinyl
473.00
CHR001
Mirabel Chair/Brown Leather
473.00
CHR002
Allegro Chair/Blue Fabric
397.00
CHC
Lisbon Chair/Black Leather
437.00
CHN
Marrakesh Chair/Light Beige
OTP
Square Ottoman/Black Leather
304.00
OTM
Bench Ottoman/Black Leather
340.00
OTK
Half Round Ottoman/Black Leather
355.00
382.00
OTL
Half Round Ottoman/White Leather
355.00
CCZ
Circle Ottoman/Black/White Leather
552.00
CCB
Circle Ottoman/Black Leather
552.00
CCW
Circle Ottoman/White Leather
552.00
OTH
Cube Ottoman/Black Leather
104.00
104.00
OCB
Key West Tub Chair/Black
366.00
MPC
Memphis Chair/Black/Mini Size
336.00
CHD
Newport Armless Chair/Charcoal Leather
316.00
COD
Newport Corner/Charcoal Leather
394.00
OSC
Cube Ottoman/White Leather
Casper Chair/Clear Acrylic
164.00
SAL
Sally Stool/White
CCE
Ice Chair/Transparent
188.00
OCA
T-Vac/Translucent/Chrome
254.00
OCH
Madrid Chair/Black Leather
688.00
BCW
Madrid Chair/White Leather
688.00
CH001
Company Name
82.00
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b. mcleoad road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
CUSTOM FURNITURE
SciTech 2015
(page 2 of 4)
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
CODE
QTY ITEM (DESCRIPTION)
PRICE
CODE
QTY ITEM (DESCRIPTION)
PRICE
OCCASIONAL COCKTAIL AND END TABLES (CONTINUED)
GROUP SEATING
125.00
E1W
Sydney End Table/White
233.00
75.00
E1Y
Sydney End Table/Black
233.00
SCE
Fusion Chair/Red/White
SC10
Razor Chair/White
SC9
Panton Side Chair/White
171.00
SC1
New York Chair/Onyx/Maple Back
162.00
CG1
Manhatten Conference Table/Black
262.00
SC8
Flex Chair with Wheels
146.00
CF2
Geo Rectangle Conference Table/Black
355.00
SCC
Fusion Chair/Clear/White
125.00
CE2
Geo Rectangle Conference Table/Chrome
368.00
SCF
Fusion Chair/Black/White
125.00
OCT6W
Nova Oval Table/6’ White
485.00
SCD
Fusion Chair/Green/White
125.00
CE1
Geo Square Rounded Conference Table
254.00
Geo Square Rounded Conference Table/Black
242.00
CONFERENCE TABLES
SC4
Jetson Chair/Black
162.00
CF1
SC2
Brewer Chair/Grey & Chrome
153.00
CB2
Conference Table/6’ Graphite Nebula
397.00
SC3
Brewer Chair/Onyx/Black
153.00
CB3
Conference Table/8’ Graphite Nebula
481.00
SC5
Tilt Executive Chair/Arms/Onyx/Black
288.00
CD2
Conference Table/6’ Grey Nebula
397.00
CO4
Iso Mesh Chair/Black
270.00
CD3
Conference Table/8’ Grey Nebula
481.00
XC3
Luxor Guest Chair/Black Leather
319.00
CC6
Conference Table/6’ Rectangle/Mahogany
368.00
Conference Table/8’ Rectangle/Mahogany
454.00
Conference Table/10’ Rectangle/Mahogany.
721.00
XC6
Altura Guest Chair//Black Crepe
284.00
CC7
CS5
Vista Chair/Black/Chrome Legs
67.00
CC8
CS8
Berlin Chair/Black/White
99.00
CT06GR
6’ Granite Conference Table
286.00
99.00
C508GR
8’ Granite Conference Table
348.00
CT10GR
CS9
Berlin Chair/Red/White
OCCASIONAL COCKTAIL AND END TABLES
10’ Granite Conference Table
523.00
Conference Table/42” Round Mahogany
325.00
COLI
Oliver Cocktail Table
220.00
CC5
C1E
Silverado Cocktail Table
241.00
CB1
Conference Table/42” Round/Graphite
325.00
C1D
Soho Cocktail Table/Chocolate Top
343.00
CT42GR
Conference Table/42” Round/Granite
337.00
CD1
Conference Table/42” Round/Grey Nebula
325.00
C1K
Inspiration Cocktail Table
276.00
C1F
Geo Rectangle Cocktail Table/Black
220.00
C1C
Geo Rectangle Cocktail Table/Chrome
227.00
XC2
Luxor Executive Chair/Black Leather
346.00
Luxor Executive/High Back/Black Leather
368.00
EXECUTIVE CHAIRS
C1W
Sydney Cocktail Table/White
259.00
XC1
C1Y
Sydney Cocktail Table/Black
259.00
XC5
Altura Executive Chair/Mid Back/Black Crepe
312.00
CDYTB
Candy Table/White/Black Top
183.00
XC4
Altura/Executive Chair/High Back/Black
340.00
OTO
Perth Chair/High Back/Black
401.00
EOLI
Oliver End Table
201.00
E1E
Silverado End Table
227.00
E1D
Soho End Table/Chocolate Top
310.00
E1K
Inspiration End Table
263.00
E1F
Geo End Table/Black
206.00
E1C
Geo End Table/Chrome
213.00
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b. mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
CUSTOM FURNITURE
SciTech 2015
(page 3 of 4)
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
CODE
QTY ITEM (DESCRIPTION)
PRICE
COMMUNAL BAR, CAFÉ AND COCKTAIL TABLES
CODE
QTY
ITEM (DESCRIPTION)
PRICE
BAR TABLES (CONTINUED)
G30BMS
Bar Table/Maple Top
580.00
V TP
Maple Bar Table/36” Top/Standard Base
221.00
G30BMW
Bar Table/Maple Top/w Grommet Holes
580.00
V TN
Graphite Nebula Bar Table/36” Top
221.00
G30BWS
Bar Table.White Top
580.00
V TM
Grey Nebula Bar Table/36’ Top
221.00
G30BWW
Bar Table/White Top/w Grommet Holes
580.00
WTK
Maple Bar Table/Tulip Base
270.00
G30DMS
Café Table/Maple Top
466.00
W TJ
Graphite Nebula Bar Table/Tulip Base
270.00
G30DMW
Café Table/Maple Top/w Grommet Holes
466.00
Mahogany Bar Table/Tulip Base
297.00
G30DWS
Café Table/White Top
466.00
G30DWW
Café Table/White Top/w Grommet Holes
466.00
WTF
Metallic Silver Bar Table/Tulip Base
297.00
G30CMS
Cocktail Table/Maple Top
309.00
WTB
Brushed Red Bar Table/Tulip Base
270.00
Brushed Blue Bar Table/Tulip Base
270.00
30MHTB
G30CMW
Cocktail Table/Maple Top/w Grommet Holes
309.00
WTC
G30CWS
Cocktail Table/White Top
309.00
WTP
Maple Bar Table/36” Top/Tulip Base
297.00
G30CWW
Cocktail Table/White Top/w Grommet Holes
309.00
WTN
Graphite Nebula Bar Table/36” Top/Tulip Base
297.00
WTM
Grey Nebula Bar Table/36” Top/Tulip Base
297.00
BARSTOOLS
CAFÉ TABLES
BS001
Shark Swivel Barstool/White Plastic
284.00
BS002
Zoey Swivel Barstool/White Vinyl
258.00
ZTK
Café Table/Maple
185.00
Zoey Swivel Barstool/Black Vinyl
258.00
ZTJ
Café Table//Graphite Nebula
185.00
BSN
Jetson Barstool/Black
245.00
30MHSC
Café Table/Mahogany/30” Round
255.00
BS1
Ohio Barstool/Red/Chrome
162.00
ZTF
Café Table/Metallic Silver
209.00
BS2
Ohio Barstool/Black
162.00
ZTB
Café Table/Brushed Red
205.00
BS3
Ohio Barstool/Grey/Chrome
162.00
ZTC
Café Table/Brushed Blue
185.00
BS003
BST
Banana Barstool/White
218.00
ZTP
Café Table/36” Top/Maple
205.00
BSS
Banana Barstool/Black
218.00
ZTN
Café Table/36” Top/Graphite Nebula
205.00
BCE
Ice Barstool/Transparent/Chrome
201.00
ZTM
Café Table/36” Top/Grey Nebula
205.00
BSD
Oslo Barstool/Blue
227.00
XTK
Café Table/Maple/Tulip Base
254.00
BSC
Oslo Barstool/White
227.00
XTJ
Café Table/Graphite Nebula/Tulip Base
254.00
BSL
Gin Barstool/Maple
172.00
Café Table/Mahogany/Tulip Base
276.00
XTF
Café Table/Metallic Silver/Tulip Base
280.00
V TK
Maple Bar Table/Standard Base
213.00
V TJ
Graphite Nebula Bar Table
213.00
Mahogany Bar Table/Black Base
266.00
V TF
Metallic Silver Bar Table/Standard Base
242.00
V TB
Brushed Red Bar Table/Standard Base
V TC
Brushed Blue Bar Table/Standard Base
BAR TABLES
30MHSB
30MHTC
XTB
Café Table/Brushed Red/Tulip Base
254.00
XTC
Café Table/Brushed Blue/Tulip Base
254.00
XTP
Café Table/36” Top/Maple/Tulip Base
276.00
213.00
XTN
Café Table/36” Top/Graphite Nebula/Tulip
Base
276.00
213.00
XTM
Café Table/36” Top/Grey Nebula/Tulip Base
276.00
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b. mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
CUSTOM FURNITURE
SciTech 2014
(page 4 of 4)
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
CODE
QTY ITEM (DESCRIPTION)
PRICE
Podium/Lecturn/Cherry
270.00
CP5
Computer Table/Graphite Nebula
356.00
PO3
Kiosk/Black/Maple
425.00
WD2
Writing Desk/Graphite
312.00
BOOKCASES AND PRODUCT DISPLAYS
Plastic Pedestal/Black
353.00
PMB42
Plastic Pedestal/Black
416.00
BC6
Bookcase/Mahogany
304.00
BC7
Bookcase/Graphite
297.00
PDL
Locking Door Pedestal/Black
405.00
ET2
Etagere/Black
304.00
ET1
Etagere/Pewter
304.00
L26
Lateral File/Mahogany
376.00
L27
Lateral File/Graphite
356.00
R1R
Refrigerator/White/20” x 30” x 65”/14.0 cubic
744.00
R1Q
Refrigerator/White/20” x 22” x 33”/4.0 cubic
248.00
FRIDGES
TBSTDW
Mobile Tablet Stand/White/14”x13”x44.5”
183.00
TBSTND
Mobile Tablet Stand/Black/14”x13”x44.5”
183.00
TBBCHR
Brochure Holder/8.625”x1.1”x11.325”
57.00
TBSHLF
Charging Shelf/14.85”x7.17”x1”
57.00
TBPNTR
Wireless Printer Holder/3.3”x1.9”x5.28”
57.00
LAMPS AND LIGHTED PRODUCTS
LA15
Mason Floor Lamp/Brushed Silver
195.00
LA14
Mason Table Lamp/Brushed Silver
132.00
TRW
Trovato LED Floor Lamp/White
132.00
TRH
Trovato Table Lamp/White
195.00
CUBL20
Edge Lighted Cube Ottoman/White Plastic
176.00
CUBTBL
Edge LED Cube Table/White Plastic
176.00
UTILITY CHAIRS
SY1
Altura Task Chair/Black Crepe
177.00
DF1
Altura Drafting Stool/Black Crepe
263.00
DESKS/CREDENZAS AND FILES
Executive Desk/Mahogany
PRICE
MOBILE TABLET STANDS AND ACCESSORIES
PMB36
JD6
QTY ITEM (DESCRIPTION)
DESKS/CREDENZAS AND FILES (CONTINUED)
TRAINING ROOM
PO1
CODE
496.00
JD7
Executive Desk/Graphite
475.00
CR6
Credenza/Mahogany
496.00
CR7
Credenza/Graphite
467.00
VF4
Vertical File/4 Drawer
233.00
VF2
Vertical File/2 Drawer
171.00
BARS
BR1
Martini Bar
1233.00
BRC
Circle Martini Bar
3550.00
Add 30% to orders not received by the discount deadline date.
Orders must be received two (2) weeks prior to show opening to be guaranteed. Floor orders limited to availability.
A delivery fee of $50.00 will be added to each order.
Discount Deadline: December 19, 2014 (Received By). Discount price applies only to orders
that are accompanied by payment and are received by discount deadline. Standard price
applies to orders received after the deadline. Items cancelled after move-in begins will be
charged at 100% of the published price. Absolutely no credits will be issued after show closing.
Custom Furniture Total
Add 30% after 12/19/14
7% Tax
Standing on rental furniture is prohibited. Arata Expositions, Inc. cannot be responsible
for injuries or falls caused by improper use. All materials are on a rental basis and remain
the property of Arata Expositions, Inc. The exhibiting company is responsible for these
items and for their condition at close of show.
Delivery Fee
Total
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
50.00
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
RENTAL BOOTHS
SciTech 2015
(page 1 of 4)
2,240.00
2,860.00
Discount Deadline: December 19, 2014 (Received By). Discount price applies only to orders that are accompanied by payment and are received by
discount deadline.
Please add 7% tax. Orders received after this date will be assessed an additional 50% charge. Cash, company check, wire transfer and/or credit cards
accepted. Items cancelled two weeks prior to move-in will be charged at 50% of the original price. No refunds will be made on custom accessories.
ORDER EARLY
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
RENTAL BOOTHS
SciTech 2015
(page 2 of 4)
5,330.00
6,100.00
Discount Deadline: December 19, 2014 (Received By). Discount price applies only to orders that are accompanied by payment and are received by
discount deadline.
Please add 7% tax. Orders received after this date will be assessed an additional 50% charge. Cash, company check, wire transfer and/or credit cards
accepted. Items cancelled two weeks prior to move-in will be charged at 50% of the original price. No refunds will be made on custom accessories.
ORDER EARLY
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
RENTAL BOOTHS
SciTech 2015
(page 3 of 4)
9,350.00
10,075.00
Discount Deadline: December 19, 2014 (Received By). Discount price applies only to orders that are accompanied by payment and are received by
discount deadline.
Please add 7% tax. Orders received after this date will be assessed an additional 50% charge. Cash, company check, wire transfer and/or credit cards
accepted. Items cancelled two weeks prior to move-in will be charged at 50% of the original price. No refunds will be made on custom accessories.
ORDER EARLY
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
RENTAL BOOTHS
SciTech 2015
(page 4 of 4)
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
CUSTOM RENTAL PACKAGES
Please Select Rental Package:
Package A
Package B
Package C
Package D
Package E
Package F
Select Standard Carpet Color:
Black
Grey
Burgundy
Blue
Purple
Red
Teal
Header Copy = BLACK BOLD LETTERS
Hunter Green
Select Panel Color:
Black
White
Please contact us for additional information and pricing on:
Color Changes
Logos
Velcro Panels
Custom Designs
Custom Graphics
Other: _____________________________________________________________________________
RENTAL PACKAGE ACCESSORIES
Add the following accessories to my Custom Rental Package:
Credenza
18”d x 36”w x 42”h
$280 .00 each
Pedestal
18”d x18”w x 42”h
$245.00 each
Shelves
12” x 36”
$44.00 each
Clip-On Lights**
Qty ____ $________
Qty ____ $________
Qty ____ $________
Qty ____ $________
(total)
$28.00 each
(total)
(total)
Discount Deadline: December 19, 2014 (Received By). Discount price applies only to orders
that are accompanied by payment and are received by discount deadline. Add 50% to orders
received after the deadline. Items cancelled after move-in begins will be charged at 100% of
the published price. Absolutely no credits will be issued after show closing.
(total)
Rental Package Total
Accessories Total
Add 50% after 12/19/14
**Electrical requirements: Package rental price does not include electrical hook-up or
labor to install clip-on-lights. Please order your electrical outlet for the rental exhibit and
any other electrical requirements (including labor) directly from the electrical contractor.
The electrical order form is included in this service manual.
7% Sales Tax
Total
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
DISPLAY CASES
SciTech 2015
All materials are on a rental basis and remain the property of Arata Expositions, Inc. The undersigned is responsible for these items and for their condition at
close of show. As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
FULL VIEW DISPLAY CASE
Qty.
Description
Discount Price
Standard Price
Extended Price
6’ Long Full View Display Case
$595.00
$773.50
$
5’ Long Full View Display Case
$595.00
$773.50
$
4’ Long Full View Display Case
$595.00
$773.50
$
HALF VIEW DISPLAY CASE
Qty.
Description
Discount Price
Standard Price
Extended Price
6’ Long Half View Display Case
$595.00
$773.50
$
5’ Long Half View Display Case
$595.00
$773.50
$
4’ Long Half View Display Case
$595.00
$773.50
$
QUARTER VIEW DISPLAY CASE
Qty.
Description
Discount Price
Standard Price
Extended Price
6’ Long Quarter View Display Case
$595.00
$773.50
$
5’ Long Quarter View Display Case
$595.00
$773.50
$
4’ Long Quarter View Display Case
$595.00
$773.50
$
CORNER DISPLAY CASE
Qty.
Description
Discount Price
5’ Wide Corner Display Case
Standard Price
$595.00
$773.50
Extended Price
$
VERTICAL DISPLAY CASE
Qty.
Description
7’ High Vertical Display Case
Discount Price
$625.00
Standard Price
$812.50
Discount Deadline: December 19, 2014 (Received By). Discount price applies only to orders
that are accompanied by payment and are received by discount deadline. Standard price
applies to orders received after the deadline. Items cancelled after move-in begins will be
charged at 100% of the published price. Absolutely no credits will be issued after show closing.
Display Case Total
Standing on rental furniture is prohibited. Arata Expositions, Inc. cannot be responsible
for injuries or falls caused by improper use.
Total
7% Tax
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
Extended Price
$
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
SPECIAL SIGNS
SciTech 2015
As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders.
CUSTOM SIGNS/SERVICES
This order for custom signs should accompany a printed version of each sign requested including exact copy, dimensions,
position (horizontal or vertical) and easel back if desired.
DIGITAL SHOWCARD SIGNS
FILE PREPARATION
(10 words or less)
Qty.
Size
Discount
Price
Extended Price
7” x 11”
$43.00
$
7” x 44”
$48.00
$
11” x 14”
$55.00
$
14” x 22”
$63.00
$
22” x 28”
$81.00
$
28” x 44”
$123.00
$
40” x 60”
Quoted
$
$8.00
$
Easel back
FILE TYPES
Digital files (logos, photos, finished layouts, etc.) should be saved or exported from your design application to PDF, EPS, or TIFF with a minimum resolution of 300dpi at 50% of the final desired production size. The higher the
resolution provided, the better the results. JPEG’s are less desirable, but
can be accepted if the resolution is 300 dpi or higher. Placed images are to
be embedded rather than linked. If files are linked, be sure to send along
the linked files.
Do not submit InDesign files (.indd), Word (.doc), PowerPoint (ppt.), and GIF
files, or any file formatted for or taken from a website. Web graphics are not
suited for large format printing. This is a very common error and should be
avoided.
FONTS
All fonts should be converted to outlines or paths. Send font files if there is
an anticipation of any changes so additions can be made to the provided art.
There will be an additional charge to prices listed for sign design labor or
necessary labor to prepare logos for reproduction.
PROOFING
A clean hardcopy proof and a PDF proof should be sent along with the print
files for reference. Files provided without proofs will be printed exactly as
provided. Any re-prints necessary due to proofs not being provided are
done at additional cost to the client.
FTP INSTRUCTIONS
Using Internet Explorer or FTP Client:
x
x
x
Discount Deadline: December 19, 2014 (Received By). Discount price
applies only to orders that are accompanied by payment and are received
by discount deadline. An additional 100% of the published prices will be
applied to all orders received after the deadline. Cancelled orders will
be charged at 100% of the published price. Absolutely no credits will be
issued after show closing.
Type ftp://ftp.aratafiles.com
User: [email protected]
Password: [email protected]
Please do not try to drag and drop a folder. Due to permissions you are only
allowed to upload files. You may drag and drop multiple files at once but NO
FOLDERS.
Special Signs Total
Add 100% after 12/19/14
Make sure your exhibiting company and show name are used to label the file.
7% Tax
Total
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
MECHANICAL LIFTS
SciTech 2015
OPERATION OF ALL MECHANICAL LIFTS
ALL MECHANICAL EQUIPMENT ON THE TRADE SHOW FLOOR AND DOCK AREAS MUST
BE UNDER THE CARE, CUSTODY, AND CONTROL OF ARATA EXPOSITIONS, INC. THIS
INCLUDES FORKLIFTS, PALLET JACKS, GENIE LIFTS, ETC., AS WELL AS ANY OTHER
MECHANICAL EQUIPMENT.
x The operation or use of all motorized or mechanical lifting equipment for installation of booth
structures or signs is not permitted by exhibitors or their designated contractors.
x The operation or use of all motorized or mechanical material handling equipment is not
permitted by exhibitors or their designated contractors. This includes genie lifts, mechanical
scooters and carts.
x Arata Expositions equipment is for use by Arata employees only. Please do not take it for your
use.
ALL LIFTS, SCOOTERS, PALLET JACKS, DOLLIES AND MANPOWER MUST BE SUPPLIED
BY ARATA EXPOSITIONS, INC.
Customer acknowledges that the show site and surrounding areas are active work zones.
Customer, its agents, employees and representatives are present at their own risk.
Thank you for your cooperation.
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
DISPLAY LABOR
SciTech 2015
As stated in our Payment Policy, discounted rates will apply to orders that are accompanied by payment and received by the discount deadline.
Discount rate applies to orders received by December 19, 2014 . All companies must provide a credit card authorization form with orders.
Absolutely no credits will be issued after show closing.
ADVANCE RATE
RATES: (ONE HOUR MINIMUM PER MAN)
STANDARD RATE
STRAIGHT TIME: 8:00 AM TO 4:30 PM WEEKDAYS
$ 89.50 PER MAN PER HOUR
$ 116.35 PER MAN PER HOUR
OVERTIME: AFTER 4:30 PM - 8:00 AM WEEKDAYS AND ALL DAY WEEKENDS
$ 147.50 PER MAN PER HOUR
$ 191.75 PER MAN PER HOUR
INSTALLATION OF DISPLAY:
DATE
TIME
Starting time can be guaranteed only at the start of the working day. You will be charged a one hour
minimum labor fee (per person) if labor is not cancelled 24 hours prior to the requested start time.
NO. OF PEOPLE
APPROX. HOURS
TOTAL HOURS
TOTAL ESTIMATED
COST
HOURLY RATE
X
=
@$
=$
X
=
@$
=$
AEI Supervision (30%/$35.00)
Total Estimated Labor Costs
Request you to proceed, at earliest hour, to install our display without our supervision. AEI charge for this service is 30% of
your total bill ($35.00 minimum). IN ORDER TO COMPLETE THE WORK WITHOUT YOUR REPRESENTATIVE
PRESENT, YOU MUST COMPLETE THE AEI SUPERVISED LABOR FORM.
Request you to await our representative before installing our display. Time will commence upon assignment of men in
accordance with exhibitor’s instructions. Representative should check with labor dispatcher’s desk to obtain and return men
ordered. If exhibitor fails to pick up worker(s) at time ordered, a one hour per worker no-show charge will be applied.
Supervisor’s Name:
DISMANTLING OF DISPLAY:
DATE
TIME
Telephone Number:
Starting time can be guaranteed only at the start of the working day. You will be charged a one hour
minimum labor fee (per person) if labor is not cancelled 24 hours prior to the requested start time.
NO. OF PEOPLE
APPROX. HOURS
TOTAL HOURS
X
=
X
=
TOTAL ESTIMATED
COST
HOURLY RATE
@$
=$
@$
=$
AEI Supervision (30%/$35.00)
Total Estimated Labor Costs
Request you to proceed, at earliest hour, to dismantle our display without our supervision. AEI charge for this service is
30% of your total bill ($35.00 minimum). IN ORDER TO COMPLETE THE WORK WITHOUT YOUR REPRESENTATIVE
PRESENT, YOU MUST COMPLETE THE AEI SUPERVISED LABOR FORM.
Request you to await our representative before dismantling our display. Time will commence upon assignment of men in
accordance with exhibitor’s instructions. Representative should check with labor dispatcher’s desk to obtain and return men
ordered. If exhibitor fails to pick up worker(s) at time ordered, a one hour per worker no-show charge will be applied.
Supervisor’s Name:
Telephone Number:
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
AEI SUPERVISED LABOR
SciTech 2015
This form must be completed by all exhibitors wishing to use AEI
supervised labor for the installation and dismantle of their exhibits.
INBOUND SHIPPING INFORMATION
Display will be shipped to: Warehouse ___ Showsite ___
Date Shipped ____________ Date to arrive ____________
Carrier _______________________ Shipped from: City/State _________________________________________________
Total number of: Crates _____ Cartons _____ Cases _____ Other (please specify) ______________________________
SET UP INFORMATION
Display Carpet: Shipped with exhibit: _____ Rented from AEI _____ Color ____________ Size _____________________
Electrical Placement: Electrical under carpet: ______
Drawing attached (required): ______
Drawing with exhibit _______
Special Electrical Instructions: ___________________________________________________________________________
Set up instructions: Attached: ______ Shipped with display: ______ Special tools/hardware: ________________________
Special set up or dismantle instructions: ___________________________________________________________________
Graphics: Shipped with display: ____ Shipped separately: ____ Carrier _________________ Date to arrive: __________
Special instructions for graphics: _________________________________________________________________________
OUTBOUND SHIPPING INFORMATION:
After dismantling, return/ship display to:
Carrier:
T3 Logistics
Van Line
Air Freight:
Common Carrier
Next Day
2nd Day
Deferred
If your designated carrier fails to pick up or refuses to accept your shipment
your freight will be shipped by one of the official show carriers. It is the
responsibility of the exhibitor to call your carrier of choice to schedule a pick
up time and date.
Emergency contact at show site:
Hotel:
Contact phone #:
Hotel phone #:
Arrival date:
Company Name
Booth Number
Street Address
City
State
Email Address
Telephone
Zip Code
Contact Name
Fax
Country
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
UNION RULES
SciTech 2015
LOCAL DECORATOR UNION (DECORATOR)
Local Unions have the jurisdiction for the erection, cleanup, dismantling, repair and building of all exhibits. These exhibits can
go from floor to ceiling, and include headers; floor covering of all kinds; aisle covering; hanging of decorative material from the
ceiling; painting/hanging of all types of signs; pictorial and scenic paintings; changing electric light bulbs in exhibits; repairing of
all animation; hanging/mounting all electrical fixtures as long as they are part of the exhibit and not just rented for the immediate show.
An exhibitor is permitted to work with a union installer on a one-to-one basis provided that person is a permanent employee of
the exhibiting firm. This rule does not mean casual workers or a worker hired from an employment agency or a non-union display or decorating company.
TEAMSTERS (MATERIAL HANDLING CONTRACTORS)
The teamsters are responsible for the loading/unloading of all trucks or trailers of common/contract carriers, as well as the handling of empty crates and the operations of fork lift trucks. They also have jurisdiction of the loading/unloading of individual
company vehicles, other than the companies covered by the Sign, Scene, and Pictorial Painters local union.
UNION RULES GOVERNING CARTAGE (MATERIAL HANDLING)
An exhibitor may transport, across the exhibit floor, any amount that can be hand carried in ONE TRIP. Exhibitors MAY NOT
USE their own hand trucks, pallet jacks, wagons nor any other wheeled device to transport their own exhibit materials across
the exhibit floor. Representatives or stewards of the union will be on the floor during move-in and will be checking to see that all
exhibitors comply with the above rules. The rules are uniform for all exhibit facilities in Florida. Your cooperation in complying
with the above guidelines created by the Convention Services Division of the Local Union is appreciated.
RIGGERS (HEAVY MACHINERY SHOWS ONLY)
The riggers have the responsibility for unloading, uncrating, unskidding, leveling, cleaning, assembly of heavy machinery/
equipment. Their jurisdiction also covers the reverse operations as outlined above for the removal of equipment.
ELECTRICIANS
The Electrical Union is responsible for supplying all feed wiring and electrical conductors to each exhibit, except where this service is provided by the building owner. This union will also be responsible for all other electrical work on exhibits that cannot be
done by the exhibitor in a total time of 15 minutes.
SERVICE CONTRACTOR POLICY EXPRESSLY FORBIDS TIPPING
PLEASE DO NOT TIP
arata expositions, inc.
4104 l.b.mcleod road
orlando, fl 32811
phone: (407) 422-3636
fax: (407) 839-5929
www.arataexpo.com
EXHIBITOR APPOINTED CONTRACTOR
SciTech 2015
As stated in our Payment Policy, all invoices must be paid in advance or at the show - cash, company check, wire transfer and/or credit card.
All companies must provide a credit card authorization form with orders. Absolutely no credits will be issued after show closing.
DEADLINE:
Friday, December 5, 2014
RETURN TO:
Arata Expositions, Inc.
4104 L.B. Mc Leod Road
Orlando, FL 32811
Fax: (407) 839-5929
If the exhibitor plans to utilize a firm other than the Official Service Contractor, the EXHIBITOR ONLY
must complete and send this form to Arata Expositions, Inc. to be received no later than December 5
2014. If notification is not received by the deadline date, Arata Expositions labor must be used for all work
and the exhibitor appointed contractor will be permitted to supervise only.
In addition, a Certificate of Insurance, valid in the State of Florida must be provided with at least the
following limits: Comprehensive General Liability not less than $1,000,000 with respect to injuries to any
one person in one occurrence; $2,000,000 with respect to injuries to more than one person in any one
occurrence; and $500,000 with respect to damage to property; Workers’ Compensation Insurance,
including employee liability coverage, in a minimum amount not less than $1,000,000 of individual and/or
aggregate coverage, and naming Arata Expositions, Inc., AIAA, and the Gaylord Palms Resort as
additional insured.
The exposition floor, aisles, loading docks, service and storage areas will be under the control of the
Official Service Contractor. The Exhibitor Appointed Contractor must coordinate all his activities with
Arata Expositions, Inc. and abide by all rules and regulations of the show.
The Exhibitor Appointed Contractor will share with the Official Contractor all reasonable costs related to
his operation, including overtime pay for stewards. The exhibitor will be assessed a flat fee of $0.25 per
square foot to cover all miscellaneous costs related to the restoration of exhibit space to its initial
condition.
ARATA EXPOSITIONS, INC. WILL ONLY ACCEPT THIS FORM IF IT IS SIGNED BY AN AUTHORIZED EMPLOYEE OF
THE EXHIBITING COMPANY. NOTIFICATION FROM THE DISPLAY HOUSE WILL NOT BE ACCEPTED. PLEASE MAIL
OR FAX THIS FORM ALONG WITH YOUR CERTIFICATE OF INSURANCE TO ARATA EXPOSITIONS, INC. DO NOT
SEND CERTIFICATES OF INSURANCE OR THIS FORM TO SHOW MANAGEMENT.
Company Name
Exhibitor Contact (Please Print)
Booth Number
Exhibitor Authorized Signature
Email Address
Phone Number
Type of work being performed
“Non-Official Contractor/Display House
Email Address
Contact Name
Phone Number
Greetings Exhibitors,
We’re proud to have been selected by SciTech 2015 as the host facility for your upcoming trade
show, held January 6-8, 2015.
In 2007, Gaylord Palms Resort was named a Certified Green Lodging facility by the state of
Florida. In addition, we have launched a new ongoing initiative, called “GET Green” to identify and
spearhead ways to lessen our environmental impact.
As part of this program, we measure energy consumption, water use and waste, setting targets for
continuous reductions in these areas. We invite you to join us in protecting the environment by
utilizing the programs in place.
During your trade show, you will have opportunities to help with the following:
Cardboard recycling
Paper recycling
Plastic recycling
Towel & linen reuse program in guest rooms
Surplus “show floor” donations to local charities
For more information about these exhibitor-specific programs, please contact your Gaylord Palms
Exhibit Hall Floor Manager, by calling 407-586-2288. For details about Gaylord Palms’ “EcoLogical” programs, please visit www.gaylordhotels.com/getgreen.
Conveniently stay connected to the dining options and amenities available during your trade show
at Gaylord Palms with our iPhone app, available for download at www.gaylordhotels.com.
Sincerely,
Ingrid Martinez
Exhibit Hall Floor Manager
Gaylord Palms Resort & Convention Center
Marriott Confidential and Proprietary Information
RULES AND REGULATIONS FOR EXHIBITS AND DISPLAYS
Fax or Mail to: Gaylord Palms Resort & Convention Center
Attn: Exhibit Service Representative
3208 Gaylord Way, Kissimmee, Florida 34746
407-586-2288 Fax 407- 586-2279
[email protected]
ADVANCE PRICE DEADLINE – December 20, 2014
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A discounted rate is provided to exhibitors who order services in advance. Full payment must be received at Least Fourteen
(14) days prior to the first day of show to qualify for the Advance Price. Payment is accepted through exhibit services in the
form of VISA, MASTERCARD, AMERICAN EXPRESS, DISCOVER, DINERS CLUB and Money Order (U.S. funds drawn on U.S.
banks only). Florida State Sales Tax (7%) will be applied to all equipment & service orders. Checks and cash are not accepted.
All pricing is subject to change without notice.
The hotel is not responsible for any injury, loss, or damage that may occur to the exhibitor, the exhibitor’s agents, employees,
or property, or the any other person or property prior, during, or subsequent to the period covered by the exhibit contract.
In accordance with the Osceola County Fire department, no exhibit, display or drape will obstruct, impede or otherwise hinder
access to fire strobes, fire speakers, fire department access cabinets or fire pulls.
The Gaylord Palms Resort and Convention Center has deployed a wireless management system in its exhibit halls that assists
Gaylord Palms IT representatives with the delivery of flawless high speed internet access. The use of any UNORDERED
wireless access point or any other device that broadcasts open internet access is strictly prohibited. At no time will an
exhibitor or customer power up any wireless device not provided by Gaylord Palms Resort and Convention Center without
prior authorization. See the “Information Technology Terms, Conditions & Regulations” and “Network & Telecommunication
Services” forms enclosed in this service kit for additional information as well as ordering procedure and pricing.
Credit will not be given for services ordered and not used. Cancellations must occur prior to the installation of services. All disputes
must be filed by the exhibitor with the Exhibitor Services Department prior to the close of the show.
Exhibits, displays, and equipment are to be brought into and taken from the Exhibit Hall via the loading dock only.
Stick-on decals (except name tags) may not be distributed or used in the convention center.
Holes may not be drilled or punched into any surface in the convention center.
The painting of exhibits or signs is not allowed inside the convention center.
Decorations, banners, signs, etc. are not to be affixed to any wall, door, window, column, ceiling, or any painted surface in the convention
center.
Static helium balloon displays are permitted in the convention center. Helium balloons may not be used as giveaways. Helium tanks
must be removed daily. Storage of tank within the building is not permitted.
Tape used on the floor of the exhibit must be low residue carpet tape and low residue safety tape. Accepted brand are Polyken 105C,
Renfrew #147, and Asiachem SST-736 or approved equivalent. All tape is to be removed from the floor at the end of the event.
The hotel reserves the right to purchase, prepare and provide all food and beverage items.
Cooking permit must be obtained before any cooking activity is permitted within the convention center. A 3A40 B.C. fire extinguisher
must be in the booth, within 30 feet of the each cooking device. Compliance with all Osceola County Health Department rules and
regulations is required. Holding tanks for cooking residue (oils, grease, etc.) are required. Cleaning of equipment is not permitted in
hotel restrooms. Clean-up arrangements must be coordinated in advance through show management.
The use of “Day tanks” bottled gas may be used in conjunction with an approved exhibit or display for cooking or demonstration
purposes. Tanks must have a release valve and be removed from the convention center at the close of daily activities. Storage of tanks
inside the building is prohibited.
Vehicles that are used as part of a display should have no more than a ¼ tank of fuel or 10 gallons whichever is less. The tank must be
taped shut or have a locking gas cap and the battery cables must be disconnected.
Multi-level exhibit booths or any covered exhibit booths over 300 sq ft must be protected by an automatic extinguishing system. In
accordance with the Life Safety Code subject to the approval of the Fire Marshall, booth may be attended and protected by Osceola
County Emergency Services Fire Watch Personnel in lieu of automatic sprinkler requirements. A battery operated smoke detector will be
required for each covered booth, structure or tent regardless of square footage. Two sets of drawings, signed and sealed by a licensed
engineer must be submitted for approval. Cost of fire watch personnel is determined by Osceola County Fire and Rescue. Contact the
Fire Marshall’s office for more information at 407-742-6200 or visit:
http://www.osceola.org/index.cfm?lsFuses=Department/FireMarshal/36748.
Haze and/or smoke producing devices must use water-based fluids. The use of these devices must be approved in advance through
Conference Services in conjunction with Osceola County Fire and Rescue Services.
Freight Services: Material Handling/Freight Deliveries including but not limited to, small package, overnight, LTL & van line carriers will
not be accepted by Gaylord Palms Resort & Convention Center Exhibit Hall representatives prior to your event, during your event & after
your event. Shipments during the event contract dates should be in the attention of the events Official Service Contractor. Those events
without a service contractor should contact FED EX. The Official Service Contractor material handling includes unloading your exhibit
material, storage up to 30 days in advance at the warehouse address, delivering to the booth, the handling of empty containers to and
from storage, and the removing of material from the booth for reloading onto outbound carriers. Please call your Official Service
Contractor with any shipping questions.
FED EX provides Executive Shipping Solutions and can be contacted at 407.586.2599.
GUIDELINES FOR ALL CARPETED AREAS
The following policy and procedure will be in effect for all areas of the hotel with existing carpet.
Gaylord Palms Resort does not provide cleaning supplies, vacuums, large waste receptacles, whales or janitorial services for the exhibit
hall area unless it is included in the sales contract. Trash removal from the exhibit hall and/or ballroom is the responsibility of the
decorating/production company. Any property damaged or destroyed must be replaced to its original condition.
It is the responsibility of the decorating/production company to return exhibit hall and/or ballroom space to “Move-In Condition”. All tape
and tape residue as well as stains and debris must be removed. The decorating/production company is responsible for vacuuming the
exhibit hall and/or ballroom prior to departure.
Chalk marks or the use of chalk lines will be prohibited on any carpeted area for event layout.
All carpeted areas must be covered with visqueen or Polytac before any decorating/production equipment or freight is brought into the
space.
Prior to installation, the exhibit hall staff must approve any tape applied to the hotel carpet. It is required that low tack tape is applied to
the carpet and
Marriott Confidential and Proprietary Information
CREDIT CARD AUTHORIZATION FORM
Fax or Mail to: Gaylord Palms Resort & Convention Center
Attn: Exhibit Service Representative
3208 Gaylord Way, Kissimmee, Florida 34746
407-586-2288 Fax 407-586-2279
[email protected]
ADVANCE PRICE DEADLINE - December 20, 2014
Event Name:
SciTech 2015
Event Dates:
Company Name:
January 6-8, 2015
Booth Number:
Contact Name:
Contact Number:
I certify that all information is complete and accurate. I hereby authorize Gaylord Palms Resort and Convention Center to collect payment for
all charges as indicated in the Rate Information and Approved Charges section of this form by processing a charge to the credit/debit card
listed below.
Payment is accepted through exhibit services in the form of VISA, MASTERCARD, AMERICAN EXPRESS, DISCOVER, DINERS/CB,
JCB and Money Order (U.S. funds drawn on U.S. banks only). Florida State Sales Tax (7%) will be applied to all equipment & service
orders. Checks and cash are not accepted. Credit will not be given for services ordered and not used. Cancellations must occur prior
to the installation of services. All disputes must be filed by the exhibitor with the Exhibitor Services Department prior to the close of
the show.
I further authorize the following named person(s) to use the below listed credit card to pay of any additional services either in advance or onsite.
Print Name:
Signature:
_______________________________________________
________________________________________________
_______________________________________________
________________________________________________
_______________________________________________
________________________________________________
_______________________________________________
________________________________________________
RATE INFORMATION AND APPROVED CHARGES - Required
All Charges
Network/Telecommunications
Electrical/Utility Services (labor and materials)
Food and Beverage
CARDHOLDER INFORMATION – Required
Amex
Visa
MasterCard
Discover
Diners/CB
JCB
Name as it appears on the credit/debit card:
Issuing Bank:
Phone:
Credit Card Number:
Exp. Date:
Address (statement):
City, State, Zip
Phone Number:
Fax or Alternative Number:
Email Address for Receipt:
Cardholders Name (printed):
Cardholder Signature:
Date:
Marriott Confidential and Proprietary Information
Security Services
Floral
ELECTRICAL/UTILITY SERVICES
Fax or Mail to: Gaylord Palms Resort & Convention Center
Attn: Exhibit Service Representative
3208 Gaylord Way, Kissimmee, Florida 34746
407-586-2288 Fax 407-586-2279
[email protected]
ADVANCE PRICE DEADLINE - December 20, 2014
Event Name:
SciTech 2015
Event Dates:
Company Name:
Booth Number:
Contact Name:
Ordering Instructions
1.
2.
3.
January 6-8, 2015
Contact Number:
Fill out this form completely, including the Credit Card Authorization Form, and mail or fax to the above address. Checks and cash are not accepted.
Fax a layout of your booth to Gaylord Palms Resort and Convention Center Exhibit Services at 407-586-2279. Please mark where your connections
should be dropped and located. Include booth orientation to the show hall. Charges may apply for changes made after order is processed and changes
made within 14 days of show will bear Standard Price.
All equipment and services are subject to a 7% sales tax.
SCALED FLOOR PLANS - A scaled floor plan must accompany orders showing requested location of electrical
source. If a drawing is not provided, Gaylord Palms Resort & Convention Center will install the service in the most
convenient location and charges will apply for relocation.
ELECTRICAL LABOR
Island, Peninsula and In-line booths requiring
power to be installed other than the back of the
booth will be charged time and materials.
Please include a scaled floor plan showing the
requested location of electrical source. Labor
and materials will be charged to the credit card
on file.
Prices are per outlet, or combination of outlets with electrical load not to exceed watt and/or ampere rating indicated.
All power provided is 24 hour. For your convenience, the Gaylord Palms Resort & Convention Center will staff a
service desk during exhibitor set-up.
WATER AND DRAINAGE - Water – Hotel supplies ½” male threaded hose connector. Exhibitor is responsible for
bringing connector to adapt. Drainage – Depending on location of exhibit, a pump may be required at an additional
cost.
The Hotel will charge time and materials for
exhibitor-installed cords requiring
troubleshooting and/or redistribution in the
booth.
EQUIPMENT - All equipment must be properly tagged or marked with complete information as the type and/or
amount of current, voltage, phase, frequency, horsepower, etc. required.
All material and equipment provided by Gaylord Palms Resort & Convention Center shall remain the property of the
hotel and shall be removed only by the hotel at the close of the show.
The hotel reserves the right to refuse connection to any exhibitor whose equipment is deemed unsafe by the hotel’s
electrical department.
The use of open clip sockets, latex, or lamp cord wire, unapproved multiplex attachment plugs is not permitted.
Permanent building electrical outlets are not part of the booth space and may not be used as part of the exhibitor’s
electrical order.
All exhibitors’ 120-volt cords must be of the 3 wire, grounded type.
MAX
WATTS
AMPS
PHASE
ADVANCE
PRICE
STANDARD
PRICE
120
500
4
Single
$175.00
$251.00
$
120
1,000
8
Single
$205.00
$293.00
$
120
1,500
12
Single
$241.00
$345.00
$
QTY
120
2,000
20
Single
$285.00
$408.00
$
3,300
20
Single
$338.00
$481.00
$
*208
5,700
20
Three
$482.00
$689.00
$
*208
5,000
30
Single
$456.00
$652.00
$
*208
8,600
30
Three
$678.00
$968.00
$
*208
9,900
60
Single
$963.00
$1,374.00
$
*208
17,000
60
Three
$1,389.00
$1,984.00
$
$185.00
$
$185.00
$
$185.00
$
One-Time Fill & Drain (up to 100 gallons, labor included)
$125.00
Cable Television (Labor included)
Rates quoted for electrical connections cover
only the delivery of services to the booth in the
most convenient manner. Rates do not include
connecting or running electrical inside the
booth area. All electrical to be installed will be
on the floor in the back of the booth for in-line
booths. Power for island booths will come from
the ceiling or floor, in the most convenient
manner.
Each outlet is considered one actual plug in.
* All equipment utilizing nominal 208
voltages must have appropriate male plug.
Please list (NEMA) No.
NOTE: Labor and materials will be billed at
the end of the show. All pricing is subject
to change without notice.
Charges:
Subtotal:
7% Tax:
TOTAL:
$210.00
$
1 Outlet Extension-cord
$25.00
$
Office Use Only
6 Outlet Multi-strip
$15.00
$
ELO:
6 Outlet European Multi-strip
120V to 220V Transformer (For Europen power)
$90.00
$140.00
$140.00
Labor will be billed at the end of the show.
AMOUNT
*208
Water (Per hook-up. Labor included. Not available in
Ballrooms)
Drainage (Available depending on location of exhibit.
Labor included. Not available in Ballrooms)
Mon – Fri: 8:00a.m. To 5:00p.m.
Mon – Fri: 5:00p.m. To 8:00a.m.
Sat, Sun and all recognized holidays
ELECTRICAL CONNECTIONS
VOLTS
Compressed Air (Hotel supplies 1/2" D quick release
female connection CFM required. Labor included.)
LABOR RATES:
$28.00
$
$150.00
$
Marriott Confidential and Proprietary Information
$
$
$
$
__________________________
AUTH: __________________________
INFORMATION TECHNOLOGY TERMS CONDITIONS & REGULATIONS
Fax or Mail to: Gaylord Palms Resort & Convention Center
Attn: Exhibit Service Representative
3208 Gaylord Way, Kissimmee, Florida 34746
407-586-2288 Fax (407) 586-2279
Email to: [email protected]
Gaylord Palms Resort and Convention Center Information Technology Terms, Conditions and Regulations
GENERAL:
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Installation of telephone, telecommunications, network and cabling services within the Gaylord Palms Resort and Convention Center is exclusive.
Telecommunication services (voice and data) are to be ordered by each exhibitor separately and are not to be shared with other exhibitors. Routine
audits are preformed to ensure adherence.
All prices are for rental of services only. Material and equipment furnished by the Gaylord Palms Resort and Convention Center for telecommunication
services shall remain the property of the Gaylord Palms Resort and Convention Center's unless otherwise specified, and shall be returned to the
Gaylord Palms Resort and Convention Center's Exhibitor Service desk at the close of show. There will be a $600.00 charge for lost or damaged
Polycom device, a $150.00 charge for lost or damaged telephone sets and a $500.00 charge for lost or damaged network equipment. The Gaylord
Palms Resort and Convention Center is not responsible for lost or damaged equipment while in the exhibitor's possession.
Under no circumstances shall anyone other than the Gaylord Palms Resort and Convention Center's Information Technology technicians make any
special wiring within the resort property. Only the Gaylord Palms Resort and Convention Center's Information Technology technicians are authorized to
modify system wiring or cabling. Any wiring or cabling damage costs (plus administration fees) will be billed to the exhibiting firm name.
Delivery of all voice and data transmission lines ordered from an outside vendor will only be allowed to the second floor Data Center. All circuit installs
must be coordinated with the Gaylord Palms Resort and Convention Center's Information Technology group at least 9 weeks in advance of show date.
All exhibitor telephone and network services will be disconnected on the last day of the event, sixty (60) minutes after the show's official closing time.
Rates quoted for all services include bringing the requested communication services to the booth in the most convenient manner and do not include
special wiring, over-head drops and/or special placement of communication services, computer equipment or intranet working cabling. All island booths
will require a scaled diagram with orientation. Additional labor and materials will be charged for precise placement of communication services.
Additional labor charges will be required for relocating service after installation. The Gaylord Palms Resort and Convention Center will not be
responsible for any cutting or altering of any floor coverings in order to bring voice or data services to a booth.
Changes to original orders will require a service order to be signed by the exhibitor acknowledging receipt of service and any associated labor. Labor is
charged in ½ hour increments (minimum charge is ½ hour). Labor rate is $105.00/hour (advanced -- scheduled) and $160.00/hour (standard -- nonscheduled).
Notification of cancellation must be received in writing a minimum of five (5) days prior to the scheduled opening date. Credit will not be given for
connections installed and not used. No credit will be given for service canceled less than forty-eight (48) business hours prior to the scheduled event
opening. Disputes concerning services must be filed by the exhibitor with the Exhibitor Services Department prior to the close of show. The Gaylord
Palms Resort and Convention Center will resolve disputes in a timely manner.
NETWORK | INTERNET | WIRELESS:
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The network connections provided by Gaylord Palms Resort and Convention Center may be used only by the directors, officers and employees of the
company; exhibitors, agents and consultants while performing service for the exhibiting company and cannot be resold or distributed to other
companies. The services being provided by Gaylord Palms Resort and Convention Center will facilitate communications between the Gaylord Palms
Resort and Convention Center's authorized users and the entities reachable through the Internet. Users of Gaylord Palms Resort and Convention
Center services shall use reasonable efforts to promote efficient use of the network to minimize, and avoid if possible, unnecessary network traffic and
interference with the work of other users of the interconnected networks.
Users of Gaylord Palms Resort and Convention Center services shall not disrupt any of the Gaylord Palms Resort and Convention Center network or
other associated networks as a whole or any equipment of system forming part of their systems, or any services provided over, or in connection with
any of the Gaylord Palms Resort and Convention Center or other associated networks. Gaylord Palms Resort and Convention Center services shall
not be used to transmit any communication where the meaning of the message, or it's transmit distribution, would violate any applicable law or
regulation or would likely be highly offensive to the recipient or recipients thereof.
Gaylord Palms Resort and Convention Center reserves the right to troubleshoot with tools such as Wireshark, Sniffer Pro, FLUKE network analyzers,
etc. Gaylord Palms Resort and Convention Center reserves the right to immediately disconnect network connections when activity such as denial of
service attacks, port scans, or any other form of network performance degradation activities is observed. After disconnection, isolation and quarantine
assistance will be given.
All devices for which the Gaylord Palms Resort and Convention Center provides Internet or Networking connectivity shall be required to obtain a
Gaylord Palms Resort and Convention Center assigned IP address. At no time, while connected to Gaylord Palms Resort and Convention Center
network, will the customer use or run their own DHCP server. Physical layer network audits are preformed to ensure adherence.
The Customer must provide the node equipment (personal computer, etc.) properly configured, as well as an On Site Ethernet adapter card, rated for
10/100Mbps with an RJ-45 jack. The Customer is responsible for the proper configuration of computing machinery and software for Internet and
Ethernet communications.
Wireless Specific (802.11a,b,g): The Gaylord Palms Resort and Convention Center has deployed an 802.11a/b/g wireless management system in its
meeting facility. This management system assists Gaylord Palms IT representatives with the delivery of flawless high speed internet access. The use
of any unsecured wireless access point or any other device that broadcasts open internet access is strictly prohibited. At no time will an exhibitor or
customer power up any wireless device not provided by Gaylord Palms Resort and Convention Center without prior authorization. To be considered for
authorization to use an 802.11a/b/g/n wireless device, please contact the Gaylord Palms IT department via e-mail to [email protected]
and provide your access point SSID and the total number of devices you plan on connecting to your access point. Failure to do so will result in
automatic suppression of your access point rendering your wireless devices incapable of communications.
Internet Performance Disclaimer: Gaylord Palms Resort and Convention Center does not guarantee the performance, routing, or throughput, either
expressed or implied, of any data circuit connectivity with regards to the Internet and/or Internet backbones beyond any facility we service. The Gaylord
Palms Resort and Convention Center is the exclusive supplier of Internet connectivity for all events within the facility. We are equipped with a 100Mbps
and a DS3 (45Mbps) dedicated Internet connection to a tier 1 provider, and can provide Internet and networking connectivity to almost any location on
property.
Internet Security Disclaimer: Gaylord Palms Resort and Convention Center does not provide security, such as but not limited to intrusion detection and
suppression, virus protection, etc. for any Internet services we provide. It is the sole responsibility of the exhibitor or customer to provide all necessary
security. With execution of this document the Customer is agreeing to the Terms and Conditions of this document and will hold Gaylord Palms Resort
and Convention Center; its agents and contracts harmless for any and all liabilities arising from the use of non-secured data circuits.
All bandwidth in this document refers to bits, never bytes. Example: Mbps is megabits-per-second.
Marriott Confidential and Proprietary Information
NETWORK & TELECOMMUNICATION SERVICES
Fax or Mail to: Gaylord Palms Resort & Convention Center
Attn: Exhibit Service Representative
3208 Gaylord Way, Kissimmee, Florida 34746
407-586-2288 Fax (407) 586-2279
[email protected]
ADVANCE PRICE DEADLINE - December 20, 2014
Event Name:
Event
Dates:
SciTech 2015
Company Name:
Contact Name:
January 6-8, 2015
Booth
Number:
Contact Number:
Ordering Instructions
1.
2.
3.
Fill out this form completely, including the Credit Card Authorization Form, and mail or fax to the above address. Checks and cash are not accepted.
Fax a layout of your booth to Gaylord Palms Resort and Convention Center Exhibit Services at 407-586-2279. Please mark where your
connections should be dropped and located. Include booth orientation to the show hall. Charges may apply for changes made after order is processed
and changes made within 14 days of show will bear Standard Price
All equipment and services are subject to a 7% sales tax.
NETWORK & TELECOMMUNICATIONS CONNECTIONS - Rates quoted for voice and data connections cover only the delivery of services to the booth in the
most convenient manner. Rates do not include connecting or the routing of cables inside the booth area. All telecommunication services installed will be on the
floor in the back of the booth for in-line booths. Telecommunications for island booths will come from the ceiling or floor, in the most convenient manner.
Telephone Usage Rates:
QTY
Advance Rate Standard Rate
Wireless Shared Internet Access
Wireless Internet (PER DEVICE)
$200.00
Please choose a User ID (Minimum 4 characters) :_________________________
Please choose a Password (Case sensitive) :
_________________________
Wired Shared Internet Access
High-Speed Internet Access (1st Device)
$790.00
Additional Connection
$315.00
Additional Device (customer provided hub/switch)
$265.00
Private Static IP Address
$55.00
Wired Dedicated Lite Internet Access – Dedicated
1.0 Mb/sec (One Device Only, Routers/Switches Prohibited)
$1,050.00
Wired Dedicated Internet Access – Dedicated Private VLAN
3.0 Mb/sec
$6,300.00
6.0 Mb/sec
$9,450.00
12.0 Mb/sec
$15,750.00
Public IP Address
$30.00
Telecommunication (Telephone) Services
Standard DID telephone/fax/modem line
$315.00
ISDN BRI service
$735.00
Standard Desk Telephone
$35.00
Labor - Troubleshooting / Move / Change
Total
$250.00
$1,050.00
$370.00
$315.00
$80.00
$1,315.00
$7,875.00
$11,815.00
$19,700.00
$40.00
$370.00
$895.00
$45.00
$105.00
$160.00
Please provide internet locations for hardlines on floor layout.
Charges:
Subtotal:
Office Use Only
7% Tax:
ELO:
TOTAL:
__________________________
$
$
$
$
AUTH: __________________________
Marriott Confidential and Proprietary Information
Local
9 + Number (There is no access charge for the
first 20 minutes. A $.10 per minute charge will be
billed beginning on the 21st minute.)
Direct Long Distance (Gaylord Palms Resort’s
Long Distance Carrier is AT&T)
9 + 1 + Area code + number - Gaylord Palms
Resort long distance calls are billed at AT&T
operator assisted day rates plus $2.25 access
charge plus 65% surcharge.
Toll-Free Calls
9 + 1 + Toll number (There is no access charge
for toll-free calls (including 800 modems) under
20 minutes. A $.10 per minute charge will be
billed beginning on the 21st minute.)
Credit Cards
To access carrier of choice for calling card calls:
For Example: For AT&T: Dial 9 - 1010 - 2880,
Wait for instructions.
International
9 + 011 + Country code + City code + number Gaylord Palms Resort international calls are
billed at AT&T operator assisted day rates plus
$4.50 access charge plus 65% surcharge.
For Operator Assistance, Credit Card or
Collect Calls
Dial 9 + 0 and follow the automated instructions.
Auto Collect, Operator Assisted and Calling Card
calls will be billed through your local serving
telephone company, or AT&T, or through
Integretel, 2540 Fourtune Way, Vista, CA 92083.
Directory Assistance
Local/Long Distance 9 + 411 $1.00 access fee
AT&T Operator 9 + 00 $1.00 access fee
Applicable taxes will be added. *Rates subject
to change.
The first (20) minutes of all local, 800 number,
credit card and third party billed calls are included
in the $10.00 Resort Service fee. Each
additional minute after the first (20) minutes
will be billed at a rate of ten (10) cents per
minute.
Consumer complaints may be directed to:
F.C.C. Common Carrier Bureau Enforcement
Division Informal Complaints Suite 6202
Washington D.C. 20554. For Customer
inquiries and rate information, dial 1-800-7772522.
FOOD & BEVERAGE
Fax or Mail to: Gaylord Palms Resort & Convention Center
6000 W. Osceola Parkway
Kissimmee, Florida 34746
407-586-2288 Fax (407) 586-2279
Ordering Instructions:
1.
2.
Fill out this form completely, including Credit Card Authorization Form, and fax to 407-586-2279.
Gaylord Palms Resort & Convention Center hold exclusive rights to all food and beverage. No outside food or
beverage is allowed in the exhibit hall without prior permission from a hotel representative. A “Corkage Fee”
will apply for any external food/beverage. Vendor product samples are permitted in 2-3 ounce sample serving
sizes. Fees for necessary storage, ice, and set-up will apply.
3. All Food and Beverage items listed are subject to a 24% taxable service charge and 7% sales tax. All non-food
items are subject to 7% sales tax.
4. Prices subject to change without notice.
5. Food and beverage ordered through the hotel will be supplied with proper service ware and utensils.
6. If you don’t see exactly what you are looking for, please call to discuss custom menu options.
Reception Displays
Cheese Display
Parmigiano-Reggiano with Red Onion Marmalade
Brie with Plum Compote
Gruyere with Anise Infused Wild Honey
Gorgonzola with Apricot Mustard Fruits
Gourmet Crackers, Sliced French Breads
(Serves 25) $475
Antipasto Display
Assorted Italian Meats & Cheeses
Grilled Italian Vegetable Platter
Buffalo Mozzarella, Basil & Olive Oil
Marinated Sun-Dried Plum Tomotoes
Artichoke Hearts, Kalamata Olives, Celery Hearts
Sliced Italian & Bread Sticks
(Serves 25) $700
Chilled Fresh Vegetable Display
Baby Carrots with Orange Cilantro Sauce
Celery Sticks with Gorgonzola Spread
Belgian Endive Leaves with Hummus Dip
Cucumber with Vidalia Onion & Fresh Dill Sauce
(Serves 25) $425
Mediterranean Display
Roasted Red Pepper Hummus
Marinated Olives & Marinated Feta
Turkish Tomato Salad, Baba Ghanoush
Quinoa & Cucumber Salad, Tabbouleh Stuffed
Grape Leaves Lavosh, Toasted Pita Chips
(Serves 25) $600
Steamed Dim Sum Display
Chicken Shumai, Chili Flake Scallion Sauce
Pork Dumpling with Wasabi, Seasoned Garlic Sauce
Steamed Shrimp Shumai, Sesame Ginger Sauce
(Serves 25) $550
Calzone Display
Vegetable Calzones
Pepperoni Calzones
Marinara & Alfredo Sauces
Crushed Red Pepper, Parmesan Cheeses
(Serves 25) $450
Artisanal Cheese & Guinness Fondue Display
Pumpernickel, Sour Dough & Pretzel Breads
Grilled Chorizo & Button Mushrooms
(Serves 25) $450
Spanish Quarter Display
Mini Quesadilla Cornucopias
Tri-Color Corn Chips
Guacamole, Tangy Salsa & Queso Dip
Cinnamon Sugar Tortillas
(Serves 25) $390.00
Signature Displays – Based on 30 minutes of Service
The Magic
Smart Food Cheddar Popcorn & Cracker Jacks
Tri-Color Tortilla Chips, Chili Con Queso
Coney Island Franks en Croute
Roasted Peanuts*
Assorted Bags of Chips & Pretzels
Natural Lemonade & Iced Tea
Assorted Soft Drink s and Mineral Waters
(Serves 25) $565
Comfort Food
Uncrustables
Peanut Butter* & Strawberry Jam
Peanut Butter* & Grape Jelly
Crunchy Apples, Whole Bananas
Oreos and Nutter Butter Cookies*
Milk & Chocolate Milk
Assorted Soft Drinks and Mineral Waters
(Serves 25) $540
Gourmet Cupcakes
Assorted Gourmet Cupcakes to include:
Pineapple Rum, German Chocolate*, Red
Velvet & White Chocolate Raspberry
(Serves 25) $375
From the Pastry Kitchen
Pistachio, Raspberry, Blackberry & Lemon
Macaroons*
Pain Au Chocolate, Mini Eclairs, Madeleines
Whole Strawberries with Nutella*
(Serves 25) $425
Marriott Confidential and Proprietary Information
Marriott Confidential and Proprietary Information
Cookie Jar
Chocolate Chip, White Chocolate Macadamia*,
Peanut Butter Chunk*, Oatmeal Raisin*,
Butterscotch, M&M & Cinnamon Sugar Cookies
Chocolate & Low Fat Milks
Assorted Soft Drinks and Mineral Waters
(Serves 25) $525
Dessert Display
Chocolate Cream Puffs
Banana Meringue Mini Pie
Red Velvet Whoopee Sandwich
Strawberry Key Lime Shooters
Rocky Road Brownies*
(Serves 25) $325
FOOD & BEVERAGE
Fax or Mail to: Gaylord Palms Resort & Convention Center
6000 W. Osceola Parkway
Kissimmee, Florida 34746
407-586-2288 Fax (407) 586-2279
Booth Enhancements
Old Fashioned Popcorn Machine
Freshly Popped, Buttered Popcorn
Minimum Order: 100 Bags
$4.50 per Bag
$175 Attendant Fee (1st 3 hours)
$50 Attendant Fee (each additional hour)
Cookie Oven
Freshly Baked Cookies-Chocolate Chip or
Oatmeal Raisin*
Minimum Order: 10 Dozen Cookies
$59 per Dozen
$150 Machine Rental
$175 Attendant Fee (1st 3 hours)
$50 Attendant Fee (each additional hour)
Island Oasis Machine
Frozen Non-Alcoholic or Alcoholic Beverages
Strawberry, Mango, Pina Colada & Ice Cream
Flavors
Minimum Order: 100 Beverages
Alcoholic $9.00 per Beverage
Non-Alcoholic $6.00 per Beverage
$175 Attendant Fee (1st 3 hours)
$50 Attendant Fee (each additional hour)
Hot Roasted Glazed Nut Cart *
Espresso Coffee Cart or Nitrogen Bar
Unlimited Fresh Roasted Glazed Pecans,
Full Service Coffee/Espresso Bar including:
Made to Order Espresso, Cappuccino, Café Latte Cashews & Almonds in sample sized packs
Roasted in your booth
Café Mocha, Macchiato and more
For Nitrogen Bar, choose from Ice Cream, Gelato, Please Call for Pricing (Pricing is Based on
Tradeshow Volume & Hours of Service)
Smoothies, Frozen Cappuccinos, Gourmet
Peanuts available upon request
Shaved Ice & More
Please Call for Pricing (Pricing is Based on
Tradeshow Volume & Hours of Service)
Attendant Included
Haagan Daz Ice Cream Cooler
Assorted Frozen Ice Cream & Fruit Bars
Minimum Order: 100 Bars
$6.25 per Bar
No Attendant Needed
A La Carte Options
Coffee Service
Freshly Brewed Regular & Decaffeinated
Coffee
Flavored Shots of French Vanilla, Hazelnut
Irish Cream & Amaretto
$87 per Gallon
Freshly Squeezed Orange Juice
$88 per Gallon
Bottled Fruit Juices
$5.75 each
Redbull
$6.50 each
Assorted SoBe Waters
$6 each
Raspberry, Coconut & Lemon Bars*
$59 per Dozen
Low Carb Protein Bars
$4.75 each
Gaylord Palms’ Muffins* & Danish Pastries
Served with Preserves & Butter
$61 per Dozen
Whole Fruit
$4 each
Hot Tea Service
Assorted White Lions Teas to Include; Ginger
Peach, Organic Earl Grey, Organic Classic
English, Organic Green Passion, Organic
Masala Chai & Cranberry Hibiscus
$87 per Gallon
Chilled Fruit Juices
Cranberry, Grapefruit, Apple & Tomato
$88 per Gallon
Iced Tea, Natural Lemonade or Tropical
Fruit Punch
$79 per Gallon
Bottled Water
Chilled, Sparkling or Non-Carbonated
Mineral Waters
$6 each
Assorted Soft Drinks
$5.75 each
V8 Juice
$5.75 each
Rockstar Energy Drinks
$6 each
Assorted Bottled Gatorade
$6 each
Homemade Cookies*
$60 per Dozen
Freshly Baked Brownies & Blondies*
$60 per Dozen
Rice Krispy Treats
$59 per Dozen
Granola Bars & Popular Candy Bars
$5 each
Individual Bags of Pretzels, Chips, Vegetable
Chips & Popcorn
$4.75 each
Individual Bags of Hummus & Pretzel Chips
$4.50 each
Sliced Bagels with Regular & Flavored
Cream Cheese
$61 per Dozen
Freshly Baked Fruit & Nut Breads*
$61 per Dozen
* Contains Nuts
Marriott Confidential and Proprietary Information
Marriott Confidential and Proprietary Information
A Selection of Plain & Flavored Flaky Croissants
Served with Preserves & Butter
$61 per Dozen
Assorted Donuts
$61 per Dozen
FOOD & BEVERAGE
Fax or Mail to: Gaylord Palms Resort & Convention Center
6000 W. Osceola Parkway
Kissimmee, Florida 34746
407-586-2288 Fax (407) 586-2279
Alcoholic Beverages
Domestic Beer
Miller Lite, Michelob Ultra
$7 each
$175 Bartender Fee
Imported Beer
Corona Light, Stella Artois
$7.75 each
$175 Bartender Fee
Special Order Beer
Please call for pricing & availability
Must be ordered in full case quantities
$175 Bartender Fee
Craft Beer
Sierra Nevada Pale Ale, Milk Stout
$8 each
$175 Bartender Fee
Wine
Choose from Cabernet Sauvignon, Merlot,
Chardonnay &White Zinfandel
$48 per Bottle
$175 Bartender Fee
Specialty Cocktails
Choose from a wid e selection of specialty drinks
That can be made to order at your booth
Please call for pricing & availability
$175 Bartender Fee
Sangria Bar
Traditional Blend of Red Wine, Fresh Fruits &
Brandy
Served with Fresh Fruit Garnish
$10 each
$175 Bartender Fee
PLEASE PLACE YOUR ORDER BELOW
Event Name:
SciTech 2015
Event Dates:
Company Name:
January 6-8, 2015
Booth Number:
On-Site Contact Name:
Cell Phone Number:
E-mail Address:
Please list the items that you wish to order below. For each item, please include a quantity and start/end time FOR
EACH DAY that you would like service. We will create an order and submit to you for your approval.
ITEM:
QUANTITY:
SERVICE DATE:
SERVICE START TIME: SERVICE END TIME:
1.
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Marriott Confidential and Proprietary Information
Marriott Confidential and Proprietary Information
SECURITY SERVICES
Fax or Mail to: Gaylord Palms Resort & Convention Center
Attn: Exhibit Service Representative
3208 Gaylord Way, Kissimmee, Florida 34746
407-586-2288 Fax 407-586-2279
[email protected]
ADVANCE PRICE DEADLINE - December 20, 2014
Event Name:
SciTech 2015
Event Dates:
Company Name:
Booth Number:
Contact Name:
Ordering Instructions
1.
2.
3.
January 6-8, 2015
Contact Number:
Fill out this form completely, including the Credit Card Authorization Form, and mail or fax to the above address.
Checks and cash are not accepted.
Charges may apply for changes made after order is processed and changes made within 14 days of show will bear
Standard Price.
All pricing is subject to change without notice.
Gaylord Palms Resort & Convention Center will provide Security Services exclusively. Security labor rates are subject to
change. A 4-hour minimum is required on all security labor.
Advance Rate:
Standard Rate:
Fire Watch:
¾
¾
¾
¾
¾
$35.00 per Man-hour
$45.00 per Man-hour
$50.00 per Man-hour
A worker may be released if they are no longer needed after they have worked the minimum 4 hours.
Any changes or elimination of a worker will require 24-hour notice. Without 24-hour notice, the event will be required to
pay the original charges for the worker that is canceled.
All worker hours over 40 will be considered overtime and charged at the rate of time and ½.
In the event Gaylord Palms Security cannot fill the required shifts with Gaylord Palms Personnel, the Security
Department will be required to hire staff from an outside agency. The staffing fees will be at the standard rate.
Subject to 7% Sales Tax.
Security Personnel
Date
Begin Time
End Time
# Security Personnel
Charges:
Subtotal:
7% Tax:
TOTAL:
Office Use Only
ELO:
__________________________
AUTH: __________________________
Marriott Confidential and Proprietary Information
Hourly Rate
$
$
$
$
BOOTH LAYOUT
Fax or Mail to: Gaylord Palms Resort & Convention Center
Attn: Exhibit Service Representative
3208 Gaylord Way, Kissimmee, Florida 34746
407-586-2288 Fax 407-586-2279
[email protected]
ADVANCE PRICE DEADLINE - December 20, 2014
Event Name:
SciTech 2015
Event Dates:
Company Name:
January 6-8, 2015
Booth Number:
Contact Name:
Contact Number:
Please indicate placement of Electrical/Utility and Telecommunication services ordered if outside of standard
placement.
BACK
LEFT
RIGHT
FRONT
NOTE: Island, Peninsula and In-line booths requiring power to be installed other than the back of the booth will be charged time and
materials. Please include a scaled floor plan showing the requested location of electrical source. Labor and materials will be charged to the
credit card on file.
Marriott Confidential and Proprietary Information
Gaylord Rigging Rates and Regulations
PS-AV is proud to serve as the exclusive in-house rigging contractor for the Gaylord Palms, Gaylord Texan and the
Gaylord Opryland. These Hotels are equipped with permanent rigging point systems in the Ballrooms as well as the
Exhibit Halls. As part of a comprehensive overhead safety and risk management program, the systems are annually
load tested and inspected.
We are required to approve all rigging designs and provide all rigging labor and chain hoists for your event. We look forward to
providing you with outstanding service and equipment.
Rigging Equipment Guidelines
x
A scissors lift is required for all rigging calls at the hotel. PS-AV has lifts on site and available for rental. All lifts used
in the Hotel must have white, non-marking tires and be in good repair, construction or outdoor lifts will not be allowed
in the hotel
x
All equipment and materials flown must pass ANSI guidelines and be approved.
x
Any dynamic (moving) element requires an arrester device.
x
A steel "safety" is required on each individual item suspended with a nylon sling.
x
All nuts and bolts used overhead must be rated and all wire rope clips and overhead hardware (eyebolts etc.) must
be forged, unless approved by PS-AV.
PS-AV on-site practices
x
All rigging calls shall consist of one Rigging Supervisor and one Rigging Assistant. If there is a need for additional
riggers, PS-AV will fulfill any and all needs. Any calls extending past (4) hours will be billed hourly per the rate card.
The number of Rigging Assistants required will be decided by PS-AV based on the size and production schedule of
the event.
x
PS-AV will make all connections to the ceiling and assist your staff in attaching those connections to your truss and
equipment. Please contact our offices for clarification of what services and equipment we have to offer to assist you
in a safe and cost effective event.
x
PS-AV will not "dead hang" items over 100lbs or 10' in length with a scissors lift. Chain hoists or crank towers must
be used.
Banner & Signage
x
All signs, banner, and decorations must be hung by PSAV whether in the ballroom, Exhibition Hall, Lobbies, Atriums
or Gazebos. Banner placement inside or outside of ballrooms and/or meeting rooms, must be approved in advanced
through Conference Services.
x
Banners and Sign exceeding quantities (3) will be priced on a (4) hour minimum basis.
x
Banners or Signs with weights over 20 lbs may require a Chain Motor and truss.
x
A scissor lift is required to hang all banners, signs, truss, etc. SCISSOR LIFT CHARGES ARE IN ADDITION TO
THE LABOR RATES QUOTED.
The following federal Holidays are billed at double time: Christmas, Veteran’s Day, Thanksgiving Day, Independence Day,
President’s Day, New Years Day, Memorial Day, Martin Luther King Day, Presidential Election Day, and Labor Day.
x
Please allow us the opportunity to provide you with an estimated budget that will clearly identify your labor costs and
overtime rules.
x
Time and one half rates will apply after eight (8) hours and double time rates will apply after sixteen (16) hours.
x
Short turnaround rates will apply if there is less than eight (8) hours off between calls.
x
4 hour minimum calls apply.
x
A Meal break is required every (5) hours.
x
Services that are cancelled with less than (72) hours notice will be billed at published rates.
x
Services that are scheduled with less than (14) days notice will be billed at double time rates.
All changes in labor calls must be called to the Presentation Services Rigging Supervisor.
Onsite staff cannot change call times. All prices and rates are subject to change.
This is not a rental form. Equipment orders must be placed online. See below for more information.
EXHIBITOR AV ORDER DETAIL
All Audio visual equipment orders must be placed online HERE.
http://partner.psav.com/en/GaylordPalmsResort/Products_and_Services/Exhibitor_Services.aspx
Customer Information
Video/Projection Equipment
contact us at [email protected]
Tripod Screen (6' , 7' , 8')
20" LCD Monitor
THIS IS NOT AN ORDER FORM. ALL REQUEST
MUST BE SUBMITTED VIA the Audio Visual
Exhibitor Request form online, found here.
32" Plasma Monitor w/ Floor Stand
42" Plasma Monitor w/ Floor Stand
50" Plasma Monitor w/ Floor Stand
60" Plasma Monitor w/ d Floor Stand
Monitor Cart (size may vary)
ALL FORMS OF PAYMENT MUST BE RECEIVED PRIOR
TO LOAD IN UNLESS ORDERED ON SITE.
VGA Distribution Amplifier
BlueRay or DVD Player
LCD Video Projector w/ 6' Screen
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Call or email PSAV for additional requests or information
Call PSAV for additional requests or information 407.586.2251
Computer Display Equipment
PC based Laptop w/ CDR / DVD / Microsoft Office (latest)
Please list any specific details needed
MAC based Laptop or Desktop
LCD Data Projector w/ 6' Screen
25' VGA Cable
PSAV
Gaylord Palms Resort and Convention Center
6000 W. Osceola Parkway
Kissimmee, FL 34746
PH: 407-586-2251
FAX: 407-586-2255
Wireless Mouse
Call PSAV for additional requests or information 407.586.2251
Lighting Equipment
Uplight Par Can Lighting fixture (each)
4 Par Can Uplighting Package
Leko Lighting Tree Package (2 lekos / single stand)
LED Color Lighting Fixture (LED PAR 54) uplighting only
LED Lighting Package (6 lights) uplighting only
Custom Metal Gobo
10' 12" X 12" Truss
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Lighting requires PSAV labor and may require rigging (additional)
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Call PSAV for additional requests or information 407.586.2251
Audio Equipment
Powered Speaker with stand
CD Player
5 Channel Mixer
Wireless Headset Microphone
Sound System:(2) powered speakers w/stands ; (1)
Wireless Handheld or Lavaliere Mic ;>ŝƐƚƉƌĞĨĞƌĞŶĐĞŝŶ
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