Exhibiting in a show is a very detailed process and is compounded when planning a show in another country. Following are some helpful hints to assist with show planning.
United States Terms Versus International Terms
|United States Terms
|Drayage or Material Handling
||Freight or Handling
|Bill of Lading
||Truck Staging Area
||100 pounds/45 KG
||Assembly or Disassembly
GENERAL CONTRACTOR VERSUS MULTIPLE CONTRACTORS (EACs)
In the United States one company/vendor known as the general contractor is the exclusive provider of the following services at the convention center:
- All Hanging Signs – exhibitors or their appointed contractors are not allowed to hang/rig their own hanging signs.
- Freight Handling – Exhibitors can operate self-propelled equipment into the exhibit hall. All equipment requiring a fork lift, crane or other equipment to assemble must be done through the general contractor (GES).
- Freight Storage/Transfer – Exhibitors cannot store empty crates or pallets in their exhibit booth.
- Electrical and/or Plumbing Installation/Dismantling – These services need to be provided by the facility personnel.
The general contractor for CONEXPO-CON/AGG and IFPE 2017 is GES.
EXHIBITOR APPPOINTED CONTRACTORS (EACs)
An Exhibitor Appointed Contractor (EAC) is any company other than the designated official contractors that the exhibitor appoints to provide services such as display installation and dismantling, models, florists, photographers, audio visual firms, etc. and need access to your exhibit any time during installation, Exhibition dates or dismantling.
- Plan to ship early – with increasing security procedures causing delays to and from the United States, it is imperative that you meet the published deadlines.
- Exhibit Booth Materials -- Consider renting an exhibit package from GES to reduce the amount of materials you ship. The rental cost could be substantially lower than shipping.
- How to ship – select ocean freight if your schedule allows for up to six weeks transit. Choose air freight for a much shorter transit time. Small ocean freight shipments (under one cubic meter) incur several minimum charges, so air freight is sometimes less expensive than sea freight.
- Use a professional exhibition freight forwarder – forwarders without detailed exhibition experience and without a network of exhibitions specialists can make Customs and transportation mistakes. Avoid arriving to an empty booth. Airways Freight is the Official International Freight Forwarder and Customs Broker for the show. International shipping information can be found in the Shipping & Customs section of the Exhibitor Services Manual.
- Labeling and Packing – U.S. Customs requires that all goods be permanently marked with their country of origin. Clearly label every piece with your company name, the name of the show and your booth number. Large labels work best. Be sure that your packing materials are adequate for both the means of transport and the sensitivity of your goods. Documentation – prepare a commercial invoice in English with complete descriptions and model/serial numbers. Include a packing list with the dimensions, gross and net weights of each package shipped.
- Insurance – take out adequate insurance to cover your exhibit to and from the show. Refer to the General Liability Insurance Coverage located in the pre-show information section of the Exhibitor Manual.