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Exhibitor Prospectus
Official Service Contractor
The AAAAI has chosen Freeman as the offical service contractor for the 2005 Annual Meeting. Freeman has been appointed to ensure the orderly and efficient installation and removal of the overall exhibition. They will provide and assure the distribution of labor to all exhibitors according to need, see the proper type and limits of insurance are in force, and avoid any conflict with local labor and/or facility regulations and requirements. Freeman will staff and maintain an onsite service desk before, during and after the exhibition to serve as a focal point for exhibitor needs. Furniture, decorative signs, labor and other services will be available at the service contractor’s onsite service desk.
Exhibitor Service Manual
All exhibitors will receive the official service manual after their booth assignment has been made. The Exhibitor Service Manual will contain information on:
- freight shipping and handling
- labor regulations and rates
- furniture, display and other decorating rentals
- ordering electrical and telephone service
- audio/visual and computer rentals
- exhibitor advance registration
- exhibitor giveaway approval
- electronic lead retrieval service
- hotel reservations, rates and forms
- traffic incentive program
Exhibitor Service Manuals will be mailed with the exhibit space assignments beginning November 15, 2004. To view the Exhibitor Service Manual online, please click here.
Requirements for Independent Contractors
Exhibitors may employ the service of independent contractors to install and dismantle their displays, providing the exhibitor and the exhibitor-appointed contractors comply with the requirements for exhibitor-appointed contractors as specified in the Exhibitor Service Manual. The exhibitor must notify show management and the official service contractor of the intent to utilize an independent contractor no later than February 23, 2005, furnishing the name, address and telephone number of the firm. In addition, the exhibitor shall provide evidence that the exhibitor-appointed contractor has filed a proper certificate of insurance with a minimum of one million dollars ($1,000,000) liability coverage, including property damage, with show management and the official service contractor no later than February 23, 2005.
Shipping, Storage and Handling
No advance freight or truck shipments will be accepted by the Henry B. Gonzalez Convention Center. Due to physical limitations in dock space and storage facilities on the premises, it is necessary to arrange for outside drayage and storage. This arrangement controls and simplifies movement of all shipments. The official service contractor will receive and store all display and exhibit materials, deliver items directly to each exhibitor’s booth, handle and store the empty crates during the length of the show, return them to the exhibit space and finally, load them onto out-going transportation at the conclusion of the event. The service contractor will store all materials received at its warehouse for a period of up to thirty (30) days prior to the first installation date at no charge. Shipping information and the San Antonio storage warehouse address will be included in the Exhibitor Service Manual. The manual will also contain information on shipping direct to the show site for delivery during exhibit installation hours.
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