2017 EXHIBITOR

Transcription

1 2017 EXHIBITOR

2 EXHIBITOR GENERAL INFORMATION FAQs... 3 Convention Schedule... 4 Floor Plan / Map of Convention Center... 5 General Information... 6 RULES AND REGULATIONS Regulation Compliance... 9 Motor Vehicle Regulations on Trade Show Floor Judging Criteria HOTEL INFORMATION (CUT OFF DATE September 18, 2017) Hotel Information Hotel Directions / Parking Indianapolis Parking / Downtown Map

3 Exhibitor October 10 11, 2017 FAQs Q. Is electricity included with my booth? A. No, exhibitors can purchase electrical from the convention center Find form in Shepard Exhibitor Kit Page 63 Q. Is WiFi provided complimentary in the exhibit hall? A. No, WiFi must be purchased through Smart City Networks for all devices requiring internet. Smart City information can be found in the Shepard Exhibitor Kit Page 66 Q. What s included in my basic booth rental? A. Carpet, pipe and drape, a company sign and waste basket are all included in every level of booth rental. Q. Are tables and chairs included in booth rental? A. No, all that is included is a company sign and waste basket. Furniture can be rented refer to Shepard Exhibitor Kit Pages Q. Can I bring my own tables and chairs or must it be rented through Shepard Expo? A. Yes, you may bring your own furniture to place in your booth. Q. If needed, would I be able to rent furniture or order electrical onsite at the event? A. Yes, exhibitors may order items through Shepard Expo onsite or purchase electrical; although rates will be significantly higher onsite than pre order costs. Q. May alcohol be provided at the booth? A. Yes, as long as it is purchased through Centerplate; the convention center s exclusive catering company. NO ALCOHOL SHALL BE PERMITTED THAT IS BEING OFFERED OUTSIDE OF CENTERPLATE. Any exhibitor offering alcohol outside of Centerplate will be asked to leave the show. Q. How do exhibitors transfer items from vehicles to the exhibit hall during the move in process? A. There are several options; IAA offers move in times through loading docks that are located near the exhibit hall. There are also several entrances around the convention center with circle drives that exhibitors may use to haul materials from vehicles to the trade show hall. Q. As an exhibitor, where do I park during show hours? A. There are many parking garages surrounding the convention center; check out all parking options in this packet. Pages Q. When is the earliest I can access my booth space? A. Exhibitors will have access to the trade show hall at 7am on the first day of the show. It will not be available for exhibitor move in any time prior. Q. Can I have Helium Balloons at my booth? A. No, Helium is not allowed inside the trade show. See Regulation Compliance in this packet page 9. Q. I need to catch a flight, can I teardown early? A. No, early departure is not allowed from the trade show floor. See Teardown in this packet page 12. 3

4 2017 CONVENTION SCHEDULE Tuesday, October 10, :00am 12:00pm Exhibitor Move In (HALL B) 7:00am 5:00pm Registration Open 9:00am 10:00am Opening Session 10:15am 11:15am Concurrent education sessions (open to exhibitors) 11:30am 12:30pm Concurrent education sessions (open to exhibitors) 12:30pm 1:30pm Lunch & Select Prodigy Awards Presented (Special lunch rate of $40/pp for exhibitors) 1:30pm 5:00pm Trade Show Hall Open (HALL B) 2:30pm 3:30pm Concurrent education sessions (open to exhibitors) 3:45pm 4:45pm Concurrent education sessions (open to exhibitors) Wednesday, October 11, :30am 4:30pm Registration Open 9:00am 10:00am Concurrent sessions (open to exhibitors) 10:00am 12:00pm Exhibitor pre set meeting space available 10:15am 11:15am Concurrent sessions (open to exhibitors) 11:30am 12:30pm Closing Session/Lunch with National Speaker (Special lunch rate of $40/pp for exhibitors) 12:30pm 3:30pm Trade Show Hall Open (HALL B) 1:00pm 2:00pm Concurrent sessions (open to exhibitors) 2:15pm 3:15pm Concurrent sessions (open to exhibitors) 3:45pm 4:45pm Concurrent Sessions (open to exhibitors) 3:45pm 5:00pm Maintenance Exec. Social Hour (MESH) (sponsors only) 3:45pm 5:00pm Leasing Social Hour (sponsors only) 6:00pm 7:00pm Midwest Prodigy Dinner Reception (Indiana Roof) 7:00pm 9:30pm Midwest Prodigy Awards Dinner (Indiana Roof) (Special exhibitor pricing of $135/pp for Prodigy Dinner Ticket) 4

5 LOADING DOCKS 1 5

6 October 10 11, 2017 GENERAL INFORMATION LOCATION: Indiana Convention Center Hall B 100 South Capitol Avenue Indianapolis, IN Phone: Fax: Website: HOURS: Tuesday, October 10 Installation of Exhibits 7:00am 12:00pm *Exhibits must be setup 12:00pm (Move in registration found on page 4A; must sign up for load in time in utilizing dock space) Ribbon Cutting Ceremony 1:30pm Show Hours 1:30pm 5:00pm Wednesday, October 11 Show Hours 12:30pm 3:30pm Maintenance Executive Social Hour 3:45pm 5:00pm (Sponsors only) Leasing Social Hour 3:45pm 5:00pm (Sponsors only) *Midwest Prodigy Dinner Reception 6:00pm 7:00pm (Ticketed event) *Midwest Prodigy Awards Dinner and Program 7:00pm 9:30pm *Indiana Roof 140 West Washington Street BADGES: Please complete your badge order form for the personnel that will be working in your booth by AUGUST 8, You are allowed eight (8) badges per booth. Badges are nontransferable and must be worn to have access to the tradeshow floor. You may pick up your Exhibitor Packet, including your badges and meal tickets, at the Exhibitor Registration desk during move in hours, 7:00am 12:00pm on Tuesday, October 10 located in the back of Hall B. 6

7 DOCKS: The docks for Hall B are 5, 6, 7, 8. Additional or different docks may be available to exhibitors depending on concurrent shows at the Indiana Convention Center. IAA will be in contact closer to the show with exact docks to utilize for move in and move out. SHIPPING: BASIC PACKAGE: On a per contract basis, the following items are included in the cost of your booth space: Standard 8 high drape back wall and 3 high drape side walls One (1) 7 x 44 booth identification sign One (1) wastebasket Nightly cleaning of aisles Security guard service during show hours and overnight on 10/10/17. Eight (8) exhibitor badges Listing in the official Midwest Multifamily Onsite Guide Carpet (red) PLEASE NOTE: Tables and chairs are not included in your basic package. They can be ordered through Shepard Expo. FLOORS: All areas are carpeted. COLOR SCHEME: Drape Colors: Black Carpet Color: Red THEME: Circus (No Helium balloons allowed, refer to regulation compliance page 9) BOOTH DECORATING CONTEST: Refer to Contest page 14 PLEASE NOTE: IAA will not provide any dollies or carts to transport your items from the docks to the exhibit hall. It is advised to bring your own. 7

8 ELECTRICAL & PHONE: Indiana Convention Center 100 South Capitol Ave. Indianapolis, IN Phone: Fax: Utility Dept.: PLEASE NOTE: Electrical outlets are not included in your basic package. You can find these order forms in the Shepard Exhibitor Kit. OTHER ORDERABLES: 1. Tables and chairs 2. Displays and furniture rental 3. Audio/visual and computer equipment rental 4. Shipping and material handling 5. Labor to install/dismantle booth 6. Different carpet for booth space (carpet included) 7. Floral, photography, additional signage Attached you will also find an order form from Shepard Exposition detailing the information listed above. Please contact Bobbi Modesto at with any questions. PARKING: Refer to parking pages SHOW MANAGEMENT OFFICE ON SITE: The full time show office will be located in the back corner of Hall B. Feel free to contact us with any problem or suggestion. HOST: Indiana Apartment Association 9100 Keystone Crossing, #725 Indianapolis, IN Phone: Fax: Contact: Morissa Meehan E mail: morissa@iaaonline.net Website: 8

9 October 10 11, 2017 REGULATION COMPLIANCE SPACE RENTAL CHARGE: Included in the space charge are all services and equipment as stated in the basic package, promotional advertising and a standard listing in the official show directory. PAYMENTS AND REFUNDS: All applications for space must be accompanied by appropriate deposits to be valid, and total payment must be received before deadline or space can be reassigned. Full payment was required by May 26, Unpaid exhibitors will not be permitted to set up or move in until paid in full. If assignment of space cannot be made, deposits will be refunded or applied to another show. Deposits will not be refunded after assignment of space has been made. If an exhibitor must cancel his space due to reasonable circumstances, a refund will be made of all costs minus the deposit if assignment has been made; but, no refund will be made if a cancellation is received after deadline for total payment of space. SPACE ASSIGNMENTS AND LOCATIONS: Space assignment will be made with consideration for individual's preference to location as much as possible but in keeping with the best interest of the exposition. Management will do its utmost to keep competitive exhibitors locations separated, and it is advisable that exhibitors inform management of any company or exhibit they wish to be kept separated from so management will know of the conflict. Although management will strive to keep competitors separated, it in no way guarantees same and its assignment is final. SUBLETTING OF SPACE: Exhibitors are prohibited from assigning, sharing, subletting a space or any part of their space to anyone else. FIRE REGULATIONS: All fire regulations must be adhered to in accordance with the local fire department and Fire Underwriters specifications. All display materials must be flame proofed and electrical equipment must meet specifications of all codes. All building electrical connections and disconnections must be obtained through the Service Desk and building approved electricians. Due to fire regulations, no helium or helium filled balloons are allowed in the convention center. 9

10 Any demonstration or device using any type of combustible fuel, with or without an open flame, must be cleared with the building and fire authorities before it can be brought into the exposition facility. Each exhibitor is charged with the knowledge and compliance of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety while participating in the show. INTENT OF EXPOSITION: The Exposition is a closed market designed for exhibitors to display their samples to the buyers so they can place orders for later delivery of the items ordered. The show is a wholesale marketplace where management makes a concerted effort to keep the exhibits of the nature of the market and to be the type that is compatible with the nature of the exposition. "Retailing" is strictly prohibited. Exhibitors cannot come to the show with the express intent to sell (cash and carry) merchandise at the show. RESERVATIONS OF RIGHTS: Management reserves the right to demand release of space before or during the show for failure of exhibitors or their representatives to conform to the rules and regulations or failure to pay all space rental costs; to reallocate space at any time; to offer requested space when available, to make space assignments; to reject any and all applications as this is a closed show and displays must conform to the general nature of the show and be compatible with the character and objective of the exposition. CANCELLATION OF CONTRACT: In event of cancellation or interruption of the show due to fire, strikes, government regulations, act of God, or any other cause beyond control, the management shall determine an equitable basis for the refund of such portion of Entrance, Publicity, Directory, and Exhibit Fee as is possible after consideration of expenditures and commitments already made. If for any reason the location of the show is changed no refund will be made, but management must be able to assign exhibitor space in lieu of original space. LIABILITY: THE INDIANA APARTMENT ASSOCIATION AND ANY SPONSORING ORGANIZATION, ITS OFFICERS, AGENTS AND EMPLOYEES EXPRESSLY DISCLAIM ANY AND ALL LIABILITY AND RESPONSIBILITY FOR ANY LOSS, DAMAGE OR INJURY TO PERSON OR PROPERTY SUSTAINED BY AN EXHIBITOR, OR ANY OTHER PERSON, CAUSED BY FIRE, THEFT, WATER OR ACCIDENTS, EITHER INTENTIONALLY OR NEGLIGENTLY CAUSED BY THE CONDUCT OF PARTY OR PARTIES OTHER THAN EMPLOYEES OF THE INDIANA APARTMENT ASSOCIATION. THE EXHIBITOR AGREES TO FULLY INDEMNIFY AND HOLD FOREVER HARMLESS THE INDIANA APARTMENT ASSOCIATION AND ANY SPONSORING ORGANIZATION, ITS OFFICERS, AGENTS, AND EMPLOYEES FOR ANY LOSS, DAMAGE OR INJURY SUSTAINED BY AN EXHIBITOR OR ANY OTHER PERSON CAUSED BY FIRE, THEFT, WATER OR ACCIDENTS, RESULTING FROM THE CONDUCT OF THE EXHIBITOR, HIS AGENTS OR EMPLOYEES. ALL PROPERTY OF THE EXHIBITOR IS TO REMAIN UNDER THE CONTROL OF THE EXHIBITORS, SUBJECT TO THE RULES AND REGULATIONS OF THE EXPOSITION. IT IS ADVISED THAT EXHIBITORS CARRY AN INSURANCE RIDER POLICY TO COVER EXHIBITS AND SAMPLES AGAINST LOSS AND DAMAGE. THIS AND ALSO LIABILITY INSURANCE SHOULD BE DISCUSSED WITH YOUR OWN INSURANCE BROKER. 10

11 LIABILITY CONT. EXHIBITORS SHOULD USE PRUDENCE IN THE CARE OF THEIR SAMPLES WHILE IN THE SHOW AND NOT LEAVE THEIR MERCHANDISE UNATTENDED DURING SHOW HOURS; AND, DURING MOVE OUT KEEP ALL MERCHANDISE WITHIN THEIR SPACE AREA AND CONSOLIDATE THEIR DISPLAY AS MUCH AS POSSIBLE TO ENSURE, IN THE CONFUSED NATURE OF MOVE OUT TIME, THAT MERCHANDISE IS NOT MISPLACED. EXHIBITORS ARE ADVISED TO CARRY PUBLIC LIABILITY INSURANCE AGAINST INJURY TO THE PERSON AND PROPERTY OF OTHERS AND TO INSURE EXHIBIT MATERIAL AGAINST DAMAGE AND LOSS. EXHIBITS: The exhibit should be such that it does not interfere with other exhibits or restrict access to them, or interfere in the free aisle space by any audio, video, sensory, or physical means. Your own signs can be used but must be inside your space area. Distribution of any material must be made from within the exhibitor s own space, and must be of such nature as not to interfere with the character of the exposition. Promotions, such as models, booth personnel, materials, and catalogs must be consistent in dress and nature with the dignity and image of the exposition, and costumed personnel must be confined to inside the respective spaces. The booth design and exterior must be suitably furnished or covered by the exhibitor. Display must be adequate to support your samples and so constructed as to be sturdy enough to not collapse, nor be such that they lean or rest against an adjacent space. Display cannot be taller than (8) eight feet on the back and/or sides. Display cannot block any booth to the back or side of you. Failure to adhere to the 8 height restriction will result in the removal of your booth display. Exhibitors are to display in only the space allocated to them. No other area of the exhibit hall or other gathering place (hall, hotel, etc.) of the attendees (Buyers) can be used in any way. Displays must be set up and ready by opening hour of the show. Any space not set will be set up by management and charged to the exhibitor. Make arrangements to pack at the end of the exhibit hours the final day, and make sure you have personnel with your display until it is fully packed. Be sure to inform the drayage contractor of your outbound shipping plans. Distribution of food or beverages of any kind must be pre approved by the Indiana Convention Center and the Board of Health. No exceptions! CONDUCT: Loitering, soliciting of trade, congregating of salesmen in the aisles, booth entrances, or in lobby areas is Not Permitted. "Buttonholing" of buyers who walk in the aisles can only detract and hurt the exhibit. 11

12 EXHIBITOR EVENTS: Some exhibitors choose to host events during the Midwest Multifamily Conference. Events may not be hosted (inside or outside of the conference facility) during official show hours and during Midwest Multifamily Conference events outlined in the Exhibitor Event Request form (found in the exhibitor forms section on page 6A). All events must be approved by the Indiana Apartment Association prior to booking. TEAR DOWN: Early packing and tear down is prohibited. This causes many problems when an exhibitor starts to pack up early with only a few minutes until the show will be over. It is very disrespectful to the buyer and unfair to your fellow exhibitors. Know the hours of the show and plan enough time to pack after the show before another appointment or plane to catch. An exhibitor who packs and leaves early will NOT be offered a space at the next show and will forfeit all rights to first refusal of his space. 12

13 EXHIBIT HALL AND STADIUM REGULATIONS MOTOR VEHICLE, BOAT, MOTORCYCLE, AND AIRCRAFT DISPLAY 1. The maximum amount of gasoline permitted to remain in the tank is less than one fourth (1/4) of a tank. 2. Gasoline tank caps must be locked, taped or sealed and approved by the State of Indiana Fire Marshal and City of Indianapolis Fire Department. 3. All battery connections must be removed from the battery upon termination of the move in until commencement of the move out. Both positive and negative cable ends must be taped to avoid any chance of sparks. 4. Fueling and de fueling of vehicles must occur outside of the ICCLOS. Fuel should be removed with the appropriate safety equipment and may never be dumped on ICCLOS property. 5. All Liquid Propane (LP) gas tanks must be removed from trailers, mobile homes and any other vehicles using LP. Unless used in an event specific capacity and approved by facility management and the Indiana State Fire Marshal and City of Indianapolis Fire Department, NO LP tanks, empty or full, are allowed in the building. 6. Gasoline tanks on motorcycles or motor bikes are to be drained completely. Battery cables must be disconnected and taped. 7. Any act involving movement of a vehicle using its fuel as a propellant, or any act involving use of the electrical system to demonstrate parts of the vehicle during a show is prohibited without prior written approval of the State of Indiana Fire Marshal and City of Indianap0lis Fire Department, and ICCLOS Facility Management. MOTOR VEHICLE DEMONSTRATIONS 1. When movement of a vehicle is necessary as part of a demonstration, explicit details must be submitted to the Indianapolis Fire Department Fire Prevention Bureau, in writing, at least seven (7) days prior to the move in date. Demonstrations may not be held without approval by the State of Indiana Fire Marshal and City of Indianapolis Fire Department. 2. Equipment must be operated and installed by, or under the supervision of, a competent operator to insure the personal protection of viewers and demonstrators as well as the protection of materials and the building itself. 3. Demonstrations may not interfere with the egress of people during an emergency. 13

14 2017 SHOW JUDGING (Circus theme) Circus is the theme for the 2017 Midwest Multifamily Conference. Show your creativity at your booth and have a chance to be selected for the best booth display. Creative ideas include (but not limited to): Under the big top, animals, entertainers, etc. The attendees will always remember your originality. Judging time: Judges: Winners: Guidelines: Tuesday, October 10, 2017 (anytime between 1:30pm 5pm) Three individuals will be evaluating each booth Winners will be announced during the Trade Show on Wednesday, October 11, 2017, at 1:00pm. Booths will be judged according to the categories and criteria listed below. Each judge will evaluate each booth on the following rating system: 1=poor through 10=outstanding. The attendees will decide tiebreakers. General points for a good display: The name of the company is easily seen and identified quickly. The booth staff is attentive, friendly and interactive with the show participants. The information for attendees can be obtained easily and quickly. Categories/Criteria: Best Use of Theme: The entire booth supports the show theme. The interpretation of the theme is creative. The booth staff is dressed appropriately to the theme of the booth. The support materials and/or ad specialties support the theme. Most Creative Use of Product: Exhibitor uses their products in their display in a unique and exciting manner. Items are displayed well. Attendees can quickly understand the creative idea the exhibitor is trying to get across without any verbal explanation. Best Overall Single and Best Overall Double Booth: The display is creative and unique to the show and/or their industry. The display is well put together, clean and well maintained. The display stands out above and beyond the others. The display supports the show theme. 14

15 HOTEL INFORMATION The headquartered hotel for the 2017 Midwest Multifamily Conference is The Westin Indianapolis. The Westin nightly rate is $ per room. Hotel reservations must be made before September 18, 2017 to take advantage of this special rate. *Rate does not include 17% state and local tax. After September 18, rates based on availability. To make your hotel reservation by September 18, 2017, please go to or contact The Westin reservations at and identify yourself with the "Indiana Apartment Association" to receive the discounted rate. Hotel: 50 South Capitol Avenue Indianapolis, IN Hotel Direct Phone: (317) Hotel Reservations: Rate: $171.00* Deadline: September 18,

16 The Westin Indianapolis Tel: South Capitol Avenue, Indianapolis, Indiana, USA Directions to The Westin Indianapolis Cincinnati (Southeast) Take Interstate 74 West to Interstate 465 South (Exit 94) to Interstate 65 North (Exit 53A). Proceed approximately four (4) miles to Interstate 70 West (Exit 110B). Continue about ¾ mile. Take McCarty Street Exit (79B). Proceed through traffic light onto Meridian Street. Continue about two (2) blocks to Washington Street. Turn left onto Washington Street. The hotel is about 3 blocks on the left. Detroit/Fort Wayne (Northeast) Take Interstate 69 South to Interstate 465 South (Exit 0). Continue to Interstate 70 West (Exit 44). Exit at McCarty Street (Exit 79B). Proceed through traffic light onto Meridian Street. Continue about two (2) blocks to Washington Street. Turn left onto Washington Street. The hotel is about 3 blocks on the left. Chicago (Northwest) Take Interstate 65 South to West Street/MLK (Exit 114). Turn left onto West Street. Stay in the left lane; proceed South 1 Mile to Maryland Street. Turn left onto Maryland Street. Proceed 3 blocks to Illinois Street, turn left. Proceed to Washington Street, turn left. The hotel is about 3 blocks on the left. Louisville (South) Take Interstate 65 North to Interstate 70 West. Take McCarty Street Exit (79B). Proceed through traffic light onto Meridian Street. Proceed through traffic light onto Meridian Street. Continue about two (2) blocks to Washington Street. Turn left onto Washington Street. The hotel is about 3 blocks on the left. Indianapolis International Airport Take Col. H. Weir Cook Memorial Drive out of the airport following signs to I 70 East (toward downtown Indianapolis). Follow I 70 East for seven (7) miles to the Illinois Street exit (79B). Turn left onto Illinois Street. Continue about ½ mile to Washington Street; Turn left at the intersection covered by the glass dome. Proceed 1 ½ blocks, past Capitol Avenue. Stay in the left lane. The hotel is the second building on your left; our front drive is the second driveway. South Bend/U.S. 31 (North) U.S. 31 becomes Meridian. Continue on Meridian Street to 16th Street. Turn right and proceed (2) Blocks to Capital Avenue. Turn Left onto Capital Avenue. Proceed (16) blocks to Washington Street, turn right. The hotel is about 1 block on the left. Champaign/Peoria (West) Take Interstate 74 East to Interstate 465 South (Exit 73A) to the Airport Expressway. Take the Airport Expressway East to Interstate 70 East (watch for Exit 75). Continue approximately five (5) miles to the West Street Exit (79A). Turn left onto West Street. Continue approximately 1 mile to Maryland Street. Turn Right onto Maryland Street. Proceed 3 blocks to Illinois Street, turn left. Proceed to Washington Street, turn left. The hotel is about 3 blocks on the left. Pittsburgh/Columbus (East) Take Interstate 70 West to the McCarty Street (Exit 79B). Proceed through traffic light onto Illinois Street. Continue about (5) blocks to Washington Street, turn left. The hotel is about 3 blocks on the left. St. Louis (Southwest) Take Interstate 70 East to West Street Exit (79A). Turn left onto West Street. Continue approximately 1 mile to Maryland Street. Turn Right onto Maryland Street. Proceed 3 blocks to Illinois Street, turn left. Proceed to Washington Street, turn left. The hotel is about 3 blocks on the left. 16

17 Indianapolis Downtown Parking Options Refer to map that follows Westin Hotel Valet Parking: Valet services with pick up at front drive and in/out privileges. $42 Day Rate, $45 Overnight Parking Self Parking Underground (Limited Availability): 12 hours without in/out privileges $30 Daily or Pay per Hour. $40 Overnight Parking ADDITIONAL OVERNIGHT PARKING OPTIONS: World Wonders (Circle Centre) Entrances on Illinois and Maryland 24 Hour Self Parking...$20 Overnight Clearance: 8'2" Plaza Park 109 S. Capitol Ave. 24 hour Self Parking...$26 Overnight Clearance: 6'9" Capitol Commons 10 S Capitol Ave Entrances on Maryland St. and Washington St. 24 Hour Self Parking...$28 Overnight. Clearance: 6'8' Lucas Oil Stadium, CIB South Lot South St. & Missouri St.: Call for rates and availability. Lot open for large vehicles. ** ALL PARKING PRICES ARE SUBJECT TO CHANGE, AND BASED ON AVAILABILITY. PLEASE DOUBLE CHECK PRICING TO ENSURE NOTHING S INCREASED PRIOR TO ARRIVAL. 17

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