SWVS 2024 Fort Worth Convention Center Halls A-B Fort Worth, TX September 26-29, 2024
Introducing
Trade Show Planning: Your Road Map to Success
NO EXHIBITOR LEFT BEHIND is more than a motto—it’s our pledge to you. Our new Exhibitor Service Manual is one of many tools we’ve created to guarantee you have a smooth, positive experience. Whether you’re exhibiting for the first time or an experienced exhibitor, this easy-to-use kit guides you through the steps of planning a successful event from start to finish. “easy-to-use kit” From decorating and setting up your booth to ordering key services, the kit provides all the product and service information, links, dates, and order forms you’ll need. It even offers the convenience of shopping online and ordering our services 24/7. Our goal is to simplify the process and deliver the unexpected while you remain focused on the show.
Speak To Our Team If you have questions or need to discuss any display or graphics needs, contact your project manager at 407-292-0025 or eventservices@ags-expo.com
Table of Contents Conference Information
Booth Labor & Cleaning BoothLaborOrderForm. . . . . . . . . . . . . . . . 76 ForkliftOrderForm. . . . . . . . . . . . . . . . . . .78 SignHangingOrderForm. . . . . . . . . . . . . . . .79 Sign Hanging Approval Form. . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Booth Cleaning Order Form. . . . . . . . . . . . . . . 81 BoothLayoutForm.. . . . . . . . . . . . . . . . . .82
GuidelinesforDisplay.. . . . . . . . . . . . . . . . . 5 LaborRules&Regulations. . . . . . . . . . . . . . . . 9
Official Contractor Official Show Information. . . . . . . . . . . . . . . . 11 Official Service Contractor . . . . . . . . . . . . . . . 13 RecapofServices....................14 MethodofPaymentForm. . . . . . . . . . . . . . . .15 Third-Party Billing Agreement. . . . . . . . . . . . . . 16 Payment Terms and Conditions . . . . . . . . . . . . . 17 Notification of Intent to Use Non-official Service Contractors. . . . . . . . . . . . . 19 Example Certificate of Insurance For Exhibitor Appointed Contractors. . . . . . . . . . . . 20 Standard Furnishings CarpetOrderForm...................22 TableOrderForm....................23 Seating & Accessories Order Form. . . . . . . . . . . . 24 Popular Furnishings Brochure. . . . . . . . . . . . . . 25 Display Solutions ExhibitRentals.....................27 EssentialSeries.....................28 EliteSeries....................... 29 Island Booths - Room to Show Off. . . . . . . . . . . . 30 Kiosks. . . . . . . . . . . . . . . . . . . . . . . . . 31 DisplayAccessories. . . . . . . . . . . . . . . . . . .32 BannerStands.....................33 Graphic File Requirement Guidelines. . . . . . . . . . 34 Custom Furnishings Custom Furnishings Catalog . . . . . . . . . . . . . . 37 Custom Furnishings Order Form. . . . . . . . . . . . . 65
Shipping & Material Handling
Quick Glance - Material Handling Process. . . . . . . . 84 Material Handling & Rates. . . . . . . . . . . . . . . . 85 Special Handling Definitions. . . . . . . . . . . . . . 89 Reducing Material Handling Costs. . . . . . . . . . . . 90 Freight Re-Route Policy. . . . . . . . . . . . . . . . . 91 ShippingAddresses.. . . . . . . . . . . . . . . . . .92 ShippingLabels....................93 Material Handling Estimate Form. . . . . . . . . . . . 96 Outbound Bill of Lading/Shipping Label Request. . . . 97 Inbound Shipping Information Form. . . . . . . . . . 98 Cartload Service Order Form. . . . . . . . . . . . . . 99 Premium Return Service. . . . . . . . . . . . . . . .100 Terms & Conditions of Contract - Material Handling Services. . . . . . . . . . . . . . . 101 ABFFreight......................106 Ancillary Services Electric&Utilities. . . . . . . . . . . . . . . . . . . 109 Internet. . . . . . . . . . . . . . . . . . . . . . . .110 Audio-Visual. . . . . . . . . . . . . . . . . . . . . .112 Catering. . . . . . . . . . . . . . . . . . . . . . . .113
Conference Information Conference Information and Forms
GuidelinesforDisplay.. . . . . . . . . . . . . . . . . . .5 LaborRules&Regulations. . . . . . . . . . . . . . . . . . 9
Call: 1-407-292-0025 | Email: eventservices@ags-expo.com | Order Services Now How Can We Help?
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Guidelines for Display
The guidelines for display have been provided below. This section outlines the standard heights, lengths, and requirements of booths on the exhibit floor and are based on industry standards. We encourage you to review this information prior to planning your booth space. AUDIO VISUAL/MUSIC/SOUND In general, the use of sound or audio visual equipment in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths). Any devices which project sound must be tuned to conversation level. BOOTH DESIGNS Exhibits must be designed, constructed, and operated in good taste and in accordance with the best interests of the event. It is the sole responsibility of exhibitors to camouflage, with a close off, any unsightly or unused booth materials stored behind booth curtains. STRUCTURAL INTEGRITY All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. BOOTH HEIGHT Standard booth (Illustration A) height is 8 feet. No signage or display features will be permitted above this height unless the booth is a perimeter wall booth (Illustration B) in which case the maximum permitted height is 12 feet. If the booth configuration is a peninsula (Illustration C) and/or island (Illustration D) of four booths or more, then maximum height will be 16 feet.
CHILDREN For safety considerations, children under the age of 12 will not be allowed to enter the exhibit hall.
DEMONSTRATIONS (IN BOOTH) As a matter of safety and courtesy to others, exhibitors should conduct sales presentations, product demonstrations, press conferences and other media events in a manner which assures all exhibitor personnel and attendees of such in-booth events are within the contracted exhibit space and not encroaching on the aisles or neighboring exhibits. Any queue lines formed for exhibitor customer interaction must also be contained within the booth footprint. Exhibitors should be aware of, and adhere to, local regulations regarding fire/safety and environment. Product demonstrations must be held within the exhibitor’s space so as not to interfere with any aisle traffic or neighboring exhibitors’ booth space (Illustration H).
EXHIBITOR ETIQUETTE 1. Exhibitors shall not congregate or solicit trade in doorways or aisles. 2. Conduct of exhibitors shall be professional and courteous at all times.
3. Exhibitors may not enter the exhibit space of another exhibitor without express permission. If admission has been granted, exhibitors shall be courteous and move aside when the host exhibitor is showing merchandise to prospective buyers.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
5
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Guidelines for Display
4. Under no circumstances shall an exhibitor interrupt another exhibitor showing merchandise to a prospective buyer. 5. Exhibitors may not have models, signs, or other solicitation devices outside assigned exhibit space or in aisles. 6. No furniture, product, or packing materials may be left in the aisle during show hours. HANGING SIGNS AND POSTERS Signs and posters must be within the booth area and may not be posted on columns or pillars, nor placed in the aisles. Hanging signs are permitted only above peninsulas and/or islands of four booths or more to a maximum of 16 feet. This means that the top of the hanging sign can be no more than 16 feet off the ground. Hanging Signs and Graphics should be set back 10 feet from adjacent booths and be directly over contracted space only. This will be strictly enforced! ALL HANGING SIGNS MUST BE APPROVED IN ADVANCE OF MOVE-IN BY SHOW MANAGEMENT. MULTI-STORY OR COVERED EXHIBITS Exhibit booths that are multi-story or contain covered assembly areas, such as conference areas or theaters, must meet the following minimum life safety requirements: 1. Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closets built into the exhibit. 2. Each enclosed or covered area must display a charged fire extinguisher with a minimum rating of 2A20BC. 3. The maximum occupancy of the load-bearing area(s) in a multi-story exhibit shall be limited to one person per fifteen net square feet of floor space, not to exceed a total of twenty-five persons. This maximum occupancy shall be posted. 4. There should be no less than two means of egress from each load-bearing area in a multi-story exhibit or from each occupied area of a covered assembly area. 5. A fire prevention attendant shall be provided by the exhibitor and shall be on duty at all times, from the time that the enclosure is completed until the time that the enclosure is dismantled or per the local Fire Marshal regulations. NOISE AND ODORS Any devices which project sound must be tuned to conversation level. Noisy or obstructive work will not be permitted during exhibit hours, nor will loud operating displays or exhibits producing displeasing odors be allowed. PAGING Paging will be restricted to EMERGENCIES ONLY during show hours. Exhibitors requiring emergency help shall report to the Exhibitor Registration Desk or the AGS Exhibitor Service Center. SET-UP/DISMANTLE All exhibits must be set-up by the exhibitor on move-in day. No set-up will be allowed during show hours unless approved by Show Management. Dismantle of an exhibit will not be permitted prior to the close of the show. Such action may cause forfeiture of rights to participate in future events.
STAFFING Exhibit space must be staffed throughout ALL show hours.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
6
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Guidelines for Display
STANDARD BOOTH (ILLUSTRATION A) Maximum Height: 8’ Hanging Signs: No Front Displays:
A.
8’3” (2.5M) MAX HT.
If over 4’ in height, must be placed at least 5’ from the aisle line.
Standard Corner:
Unsightly displays and/or material storage which can be viewed from aisle must be camouflaged at exhibitor’s expense. (See the “Booth Close-off’s ” in the “Furniture & Accessories” form in your Exhibitor Service Manual).
4’ (1.22M) MAX HT.
4’
5’ (1.5M)
AISLE
DISPLAY FIXTURES OVER 4’ (1.22m) HIGH MUST BE CONFINED TO THAT AREA OF THE BOOTH THAT
IS AT LEAST 5’ (1.52M) FROM THE AISLE LINE
B.
PERIMETER BOOTH (ILLUSTRATION B) Maximum Height:
4 ft. additional height allowed on perimeter
1 2’ (Drape line is at 8’)
12’ (3.66M) MAX HT.
Hanging Signs:
Y es, top can be no more than 12’ off the ground. Back wall only. If over 4’ in height, must be placed at least 5’ from the aisle line.
4’ (1.22M) MAX HT.
4’
5’ (1.5M)
Front Displays:
AISLE
DISPLAY FIXTURES OVER 4’ (1.22m) HIGH MUST BE CONFINED TO THAT AREA OF THE BOOTH THAT
IS AT LEAST 5’ (1.52M) FROM THE AISLE LINE
ENDCAP BOOTH
Maximum Height: Hanging Signs:
8’
No
Front Displays:
The maximum back wall height allowed is 8ft and the maximum backwall width allowed is 10ft at the center of the backwall with a maximum 5ft height on the two side aisles. Within 5ft of the two side aisles, the maximum height for any display materials is 4ft.
C.
PENINSULA (ILLUSTRATION C) Maximum Height:
16’ (4.88M) MAX HT.
16’ - 20’
15’ (4.88M) MAX HT.
Hanging Signs:
Y es, top can be no more than 16’ off the ground. If over 4’ in height, must be placed at least 5’ from the aisle line.
FINISHED WALL NO COPY
5’ (1.52M)
4’ (1.22M) MAX HT.
Front Displays:
MUST BE 10’ (3.05M)
5’ (1.52M)
NEIGHBORING EXHIBITS
D.
ISLAND (ILLUSTRATION D) Maximum Height
16’ - 20’
16’ (4.88 M) MAX HT
Hanging Signs:
Y es, top can be no more than 16’ off the ground. Full use of space is permitted.
Front Displays:
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
7
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Guidelines for Display
CANOPIES/CEILINGS (ILLUSTRATION E) Maximum Height: 8’ - Standard 12’ - Perimeter
MAXIMUM 12” (30cm) DEPTH FOR CANOPIES OR FALSE CEILINGS
E.
CANOPY
16’ - Island or Peninsula
Maximum Drape: Maximum Depth:
OPEN
16’
OPEN
To full dimensions of contracted space. Must contain an opening above 4’ high and extending back 5’ from the aisle line. Must meet with local fire codes and conform to the minimum life safety requirements.
4’ (1.22M) MAX HT
Side Views:
5’ (1.52M)
AISLE MAXIMUM 3” (7.62cm) DIAMETER SUPPORTS PERMITTED FOR CANOPIES OF FALSE CEILINGS
Fire Code:
TOWERS (ILLUSTRATION F) Maximum Height:
F.
8’ - Standard 12’ - Perimeter 16’ - Island or Peninsula
16’ (4.88 M) MAX HT
Maximum Depth:
To full dimensions of contracted space. Must contain an opening above 4’ high and extending back 5’ from the aisle line. All towers over 12’ in height must have blueprints available for inspection.,the signature/stamp of a structural engineer, and exhibit company.
Side Views:
16’ (4.88 M) MAX HT
Structural Integrity:
5’ (1.52m)
5’ (1.52m)
NEIGHBORING EXHIBITS
HANGING SIGNS (ILLUSTRATION G) Maximum Height:
16’ (to top of sign) Island or Peninsula;
G.
Maximum Width:
No more than 50% of the total booth length (if placed length-wise). No more than 50% of the total booth width (if placed width-wise). Must be contained within booth. No signs will be allowed on columns, pillars or in aisles. Must be obtained prior to move-in from Show Management.
HANGING SIGN
16’ (4.88M) MAX HT
Location:
Approval:
SET BACK AT LEAST 25% OF THE BOOTHS WIDTH DIMENSION FROM THE BACK LINE OF THE BOOTH
AISLE
LENGTH OF SIGN NOT TO EXCEED 50% OF THE CORRESPONDING DIMENSION OF THE BOOTH
DEMONSTRATIONS (ILLUSTRATION H) Location:
Must be contained within the booth area so as not to interfere with aisle traffic or neighboring booth space. Tables must be set back a minimum of 2’ from aisle line Must be tuned to conversation level Hazard barriers must be provided as needed for moving or potentially dangerous machines.
Samples:
Audio/Visual:
Safety Precautions:
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
8
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Labor Rules & Regulations
To assist you in planning your participation for your upcoming exposition, we are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling. To help you understand the jurisdictions of the various unions, we ask that you read the following: EXHIBIT INSTALLATION AND DISMANTLING LABOR Exhibitor personnel may set-up their own exhibits if so desired, provided they are full-time employees of the exhibiting company. Any labor services that may be required beyond what your regular full-time employees can provide must be rendered by the Union. If, however, you hire any labor to assist you, it must be through a contractor which meets all of the regulations as an Exhibitor Appointed Contractor. Labor can be ordered in advance by returning the Display Labor order form, or by ordering at show site from the AGS Expo Services Center. FREIGHT HANDLING LABOR AGS Expo Services, in cooperation with the Teamsters Union, has the responsibility of receiving and handling all exhibit materials and empty crates. We have the responsibility to manage docks and schedule vehicles for the smooth and efficient move-in and move-out of the exhibition. AGS Expo Services will not be responsible, however, for any material they do not handle. Exhibitors may unload Personally Owned Vehicles (cars, passenger vans and pick-up trucks) at an area designated by AGS Expo Services, and may hand-carry materials to their exhibit space without the use of hand trucks, dollies or pallet jacks. AGS Expo Services will have complete control of the loading docks at all times. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed away at owner’s expense. The Fire Marshal absolutely prohibits the storage of empty containers in the exhibit hall. Arrangements have been made with AGS Expo Services to store empty crates. Please refer to the Freight Information sheet in the service kit for the handling of empties, disposal of skids, etc. GRATUITIES Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for services rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the Union has a 15 minute paid break. Meal breaks are one hour. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to the Exhibition Manager and AGS Expo Services. IN GENERAL Craftsmen at all levels must be instructed to refrain from expressing any grievances or directly challenging the practices of any exhibitor. All questions originated by labor are to be expressed only to AGS Expo Services and/or the Exhibition Manager. Exhibitors are asked to refrain from voicing labor complaints directly to craft personnel. Any questions regarding contract labor should be directed to the Exhibition Manager or AGS Expo Services. SAFETY Safety of everyone working in the hall is of our utmost concern at all times. Standing on chairs, tables and other rental furniture is prohibited. This furniture is not engineered to support your standing weight. AGS Expo Services cannot be responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in assembling your booth, please order labor on the Display Labor order form and the necessary ladders and tools will be provided.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
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AGS 01/11/13 - 001
Official Contractor Event Information and Forms
Official Show Information. . . . . . . . . . . . . . . . . 11 Official Service Contractor. . . . . . . . . . . . . . . . . 13 RecapofServices..................... 14 MethodofPaymentForm. . . . . . . . . . . . . . . . . 15 Third-Party Billing Agreement. . . . . . . . . . . . . . . 16 Payment Terms and Conditions. . . . . . . . . . . . . . . 17 Notification of Intent to Use Non-official Service Contractors. . . . . . . . . . . . . . 19 Example Certificate of Insurance For Exhibitor Appointed Contractors . . . . . . . . . . . . . . 20
Call: 1-407-292-0025 | Email: eventservices@ags-expo.com | Order Services Now How Can We Help?
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Official Show Information
As the Official Service Contractor for SWVS 2024, AGS Expo Services would like to say welcome! The information below is only a brief summary of the important times, dates, addresses, and details regarding your event. More detailed information has been provided in each section of this Exhibitor Service Manual and at www.ags-expo.com.
Show Information
OFFICIAL SERVICE CONTRACTOR AGS Expo Services
Phone: 407.292.0025
4561 SW 34th Street
Fax: 407.292.4414
Orlando, FL 32811
Email: eventservices@ags-expo.com
EXHIBIT HALL INFORMATION Exhibit Hall(s): Halls A-B
BackwallDrape:... .. .. .. .. .. .. .. .. ..Black SiderailDrape:... .. .. .. .. .. .. .. .. .. .Black Booth Carpet Color:. . . . . . . . . . . . . . . . . . . . Hall is NOT carpeted - Floor covering is mandatory Aisle Carpet Color:. Purple
Booth Equipment
Booth Size: 10’ x 10’ Includes:
(1) 6’ x 30” Black Skirted Table (2) Plastic Folding Chairs (1) Wastebasket
8’ Pipe and Drape 3’ Pipe and Drape ID Sign
Show Schedule
Other Details
• Empty crates and cartons will be returned beginning at 5:30 PM on Saturday, September 28th • All carriers must check-in no later than 9:00 AM on Sunday, September 29th • All exhibitor materials must be removed from the exhibit facility by 11:00 AM on Sunday, September 29th • Freight Re-Route Deadline: All unconsigned materials remaining on the event floor will be re-routed via the official show carrier, ABF Freight at 9:01 AM on Sunday, September 29th • Avoid long wait times, order Premium Empty Return service (pg. 100). Store up to (3) priority pieces during show for quick return during move-out; dismantle faster, leave sooner!
EXHIBITOR MOVE-IN Wednesday
September 25, 2024
8:00 AM - 5:00 PM
Thursday
September 26, 2024
8:00 AM - 1:00 PM
EXHIBIT HOURS Thursday
September 26, 2024
2:00 PM - 5:30 PM
Friday
September 27, 2024
9:30 AM - 5:00 PM
Saturday
September 28, 2024
9:30 AM - 5:00 PM
EXHIBITOR MOVE-OUT Saturday
September 28, 2024
5:30 PM - 10:00 PM
Sunday
September 29, 2024
8:00 AM - 11:00 AM
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
11
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
AGS Exhibitor Service Center Hours
AGS Expo Services will be available to take care of your on-site needs. All services and production personnel will be available to handle any needs you might have such as furniture, rental exhibits, labor, cleaning, and material handling. We are available during move-in, move-out, and exhibit hours. For the AGS on-site Service Center phone number, please call our main office during business hours at 407.292.0025 or email us at eventservices@ags-expo.com
Shipping Information
Below are the advance warehouse and direct shipping addresses for your event. Please know that a Method of Payment must be on file to receive your materials for the event Advance Shipments to Warehouse [Company Name] - [Booth #] SWVS 2024 AGS Expo Services c/o ABF Freight 1414 Baurline St. Fort Worth, TX 76111 Delivery Window • Deliveries only accepted between 8/21/24 - 9/20/24 • Closed for Labor Day: Monday, September 2, 2024
• Receiving Dock Open: Monday - Friday 8:00 AM - 4:30 PM • Any shipments received after the advanced receiving deadline or during the event will be assessed a late fee and redirected to the exhibit site. Delivery Window • Wednesday, September 25, 2024 - 8:00 AM - 5:00 PM • Thursday, September 26, 2024 - 8:00 AM - 1:00 PM • All booths must be set by 1:00 PM on Thursday, September 26, 2024
Direct Shipments to Exhibit Site [Company Name] - [Booth #] SWVS 2024 AGS Expo Services c/o Fort Worth Convention Center Halls A-B 1300 Commerce St. Fort Worth, TX 76102
Discount Deadlines & Policy Reminders
Take advantage of our substantial price discounts. To get our lower prices, return your order with payment by the discount deadline(s) on the order forms provided. Show Order Discount Deadline - September 11, 2024 Please review our payment policy carefully. As a reminder, AGS Expo Services requires payment in full at the time your order is placed along with a completed Method of Payment Form. This may be used to cover on-site charges such as labor and material handling, not included with your initial payment. It is important to review the local labor and/or Union jurisdiction policies located in this Service Manual. Policies vary by state and location. Please contact our Event Services Department with questions or special requests. We will provide you with all of your show needs and appreciate the opportunity to work with you.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
12
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order DECEMBER 31st
Official Service Contractor
Show management, acting on behalf of all exhibitors and in the best interest of the exposition, has appointed AGS Expo Services as the official service contractor to perform and provide necessary services and equipment. Official service contractors are appointed to: a. Ensure the orderly and efficient installation and removal of the overall exposition. b. Assure the distribution of labor to all exhibitors according to need. c. Provide sufficient labor to satisfy the requirements of exhibitors and for the exposition itself. d. See that the proper type and limits of insurance are enforced. e. Avoid any conflict with local Union and/or exhibit hall regulations and requirements. Exceptions are: f. Supervision may be provided by the exhibitor. g. The exhibitor may appoint an exhibit installation contractor or display builder.
Exhibitor Appointed Contractors (EACs)
Exhibitors may employ the service of independent contractors to install and dismantle their exhibit, providing the exhibitor and the installation and dismantle contractor comply with the following requirements:
1. The exhibitor must notify, in writing, show management and AGS Expo Services of the intention to utilize an independent contractor no later than 30 days prior to the first move-in day by completing the Notification of Intent to Use Non-official Service Contractors Form contained in this Service Manual. 2. The exhibitor shall provide evidence that the Exhibitor Appointed Contractor (EAC) has a proper certificate of insurance with a minimum of $1,000,000 liability coverage including property damage and Worker’s Compensation naming AGS Expo Services as additional insured to show management and AGS Expo Services no later than the deadline date listed for EACs. 3. The exhibitor agrees that they are ultimately responsible for all services in connection with their exhibit including freight, drayage, rentals, and labor. 4. The EAC must have all business licenses, permits, and Worker’s Compensation Insurance required by the state and city governments and the convention facility management prior to commencing work and shall provide show management with evidence of compliance. 5. The EAC will share with AGS Expo Services all reasonable costs related to its operation including overtime to pay for stewards’ restoration of exhibit space to its initial condition, etc. 6. The EAC will provide AGS with the names of all on-site employees who will be working on the exposition floor and see that they have and wear at all times necessary identification badges as determined by show management or the facility.
7. The EAC must be able to provide evidence that it has a valid authorization from the exhibitor for services. The EAC may not solicit business on the exhibit floor. 8. The EAC must confine its operations to the exhibit area of its clients. No service desks, storage areas, or other work facilities will be located anywhere in the building. The show aisles and public spaces are not a part of the exhibitor’s booth space. 9. The EAC shall provide, if requested, evidence to AGS Expo Services that it possesses applicable and current labor contracts and must comply with all labor agreements and practices. 10. The EAC must not commit, or allow to be committed by persons in its employment, any acts that could lead to work stoppages, strikes or labor problems. 11. The exposition floor, aisles, loading docks, service, and storage areas will be under the control of the official service contractor, AGS Expo Services. The EAC must coordinate all of its activities with AGS Expo Services. 12. For services such as electrical, plumbing, telephone, cleaning, and drayage, no contractor other than the official service contractor will be approved. This regulation is necessary because of licensing, insurance, and work done using equipment and facilities owned by parties other than the exhibitor. Exhibitors shall provide only the material and equipment they own and to be used in their exhibit space.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
13
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Recap of Services
Please use the checklist below to ensure that you and your company have ordered and submitted all the required services and forms. If at any time you feel that you need assistance with planning your services, please call our Event Services Department at 407.292.0025 or email us at eventservices@ags-expo.com
Discount Deadline
Date Submitted
Order Total
Things To Do / Order
Event Forms
Method of Payment (Required) Notification of Intent to Use Non-official Contractor Appointed Contractors Insurance Certificate
8/28/24 8/28/24
Event Services
Booth Carpeting / Padding Furnishings & Accessories Standard
9/11/24
9/11/24 9/11/24
Custom
Display Solutions
Labor Services
Labor (Installation & Dismantle)
9/11/24 9/11/24 9/11/24 9/11/24 9/11/24
Booth Set-up Diagrams
Outbound Shipping Information
Forklift Labor
Sign Hanging Services
Booth Cleaning and Porter Service
Material Handling Services
Material Handling - Advance/Direct Freight Premium Return Services - Priority Storage Return Shipping Method - ABF Freight.
Ancillary Services
Electrical/Utilities Internet Telephone Audio-Visual & Computer Rentals Lead Retrieval Floral Food & Beverage
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
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AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Booth Number
Company Name
Tel #
Billing Address
City / State / Zip
Signature
All exhibitors are required to have a credit card on file as a primary method of payment. Credit Card Authorization Form For your convenience, we will use this authorization to charge your credit card account for your advance orders and any additional amounts incurred as a result of show site orders placed by your representative. For Third-Party pay- ers please use “Third Party Billing Agreement” form . Please complete the information requested below:
Personal
Company
Visa
Master Card
American Express
Card#:
Exp. Date:
Card Holder Name (Print):
Signature:
Credit Card Billing Address:
City:
State:
Zip:
Account Option (please select one) Keep this Method of Payment on file for future events OR Use for this event only • By providing your signature, you hereby accept all the terms and conditions contained in this Service Manual.
Company Check • Please make all checks payable to: AGS Exposition Services, Inc . • All checks must be in U.S. currency . • Please print show name and booth number. • Company checks must be received 14 days prior to exhibitor
Check Number:
Amount Due:
move-in to provide adequate time for processing • Orders are processed and appropriate discounts (if any) are applied on the date that your payment is received. A copy of your check by email, fax, etc. is not considered payment. • Credit Card Authorization MUST be on file with AGS Expo Services before any goods or services are rendered regardless of your preferred method of payment. Wire Transfers
If you wish to make a payment via Wire Transfer, please call 407-292-0025, or email us at eventservices@ags-expo.com, to obtain bank information and routing identifiers. *Additional fees apply
Full payment must accompany order. PLEASE, NO TELEPHONE ORDERS. Credit Card Authorization MUST be on file with AGS Expo Services before any goods or services are rendered regardless of your preferred method of payment. By utilizing this form, exhibitors acknowledge that they have read and agree to comply with the terms of the Limits of Liability statements contained herein.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414
15
Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Third-Party Billing Agreement
As an exhibitor electing to use a third-party for my billable services, I understand and hereby agree that the ultimate responsi- bility for payment of all charges is mine. Further, I agree to be bound by all terms and conditions outlined in the Payment Terms and Conditions within this Exhibitor Service Manual. In the event that the named third-party fails to meet the required payment terms, charges will revert back to me, the exhibiting company. All invoices are due and payable upon receipt, by either party.
Exhibiting Firm
Exhibitor Company Name:
Booth #:
Exhibitor Contact Name:
Phone:
Email:
Address:
City:
State:
Zip:
Exhibitor Signature (Required):
Third-Party
The following items are to be charged to the Third-Party:
All Services
OR
Furniture/Carpet
Material Handling
Booth Cleaning
Labor
Third-Party Company Name:
Contact Name:
Phone:
Email:
Address:
City:
State:
Zip:
Third-Party Payer Signature (Required):
Payment in full must accompany your order. Please note, we will use this authorization to charge your credit/debit card account for all orders noted above, at anytime, including those placed onsite by your representative. These charges may include all services provided by AGS Expo Services including but not limited to material handling, labor, and product orders. For tax-exempt status, within the state of the event, please submit a tax- exempt certificate. We gladly accept VISA, MasterCard and American Express. Third-Party Credit Card Information:
Credit Card Number:
Exp. Date:
Card Holder Name (Print):
Signature:
Credit Card Billing Address: City:
State:
Zip:
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
16
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Payment Terms and Conditions AGS Expo Services has established the following terms and conditions of sale and rental for all services rendered by AGS to all clients, exhibitors, and third parties:
1. By providing a signed copy of a Method of Payment Form and selecting “Keep this Method of Payment on file for future events,” you are establishing a company account with AGS Exposition Services, Inc. for one (1) calendar year for all active and future account transactions, regardless of event or project. It is the ultimate responsibility of the exhibitor to maintain an active credit card on file for services. Third party credit cards will be exempt from this policy, when identified as such, on the Method of Payment Form. Therefore, third parties will have a single event/project account established during the period of service. 2. All materials and equipment are on a rental basis and remain the property of AGS Exposition Services, Inc. except where specifically identified as a sale. 3. Payment of balances may be remitted in any form which complies with AGS Expo Services’ Methods of Payment. Please note that any orders submitted without a method of payment, or any outstanding balances incurred, will be applied to the primary credit card on file. AGS Expo Services will accept payment by cash, company check, Visa, MasterCard, or American Express. All payments must be made in U.S. Funds. 4. AGS may accept Wire or ACH funds transfers to cover open or advance deposit for service. Regardless, a credit card is required on file. All transfers must be noticed to AGS via a trackable letter carrier service (attention to the event, company name, booth number and associated services) and the funds transferred at least ten business days prior to the first day of move-in for the associated event. If transfers are not noticed, and processed without details, AGS cannot guarantee the appropriate payment or credit to account. Fees apply to all transfers both by the processing institution as well as by AGS policy noted on the Method of Payment form. AGS may withhold services where payments are short/deficient due to fees. 5. If an exhibitor or third party requests a balance transfer from one Method of Payment to another Method of Payment, a Transfer Charge of 7% will be assessed on the total transferred balance. Transfers will only be made within a single established account.
A zero balance for ordered services does not preclude the requirement of a credit card on file for service. 6. AGS Expo Services reserves the right to check the credit available on any card presented. If the exhibitor fails to review/pay an open invoice/statement prior to the close of the show, the charges will automatically be applied to the credit card on file. 7. To receive a discount, payment must accompany your advance order and be received prior to the deadline date on your order form. 8. All orders must be accompanied by a Method of Payment Form. Orders without a Method of Payment Form will be applied to the primary method of payment on file. No balance transfers will be allowed after an order has been processed. 9. AGS Expo Services requires payment for all services upon presentation of an invoice/statement at the exhibit site and exhibitors will be required to settle their accounts in full prior to the close of the exhibition/event. 10. AGS Expo Services may from time to time audit and adjust accounts after the close of show. No statement or invoice is considered final, whether presented in advance, during, or after an event/ project. Please know that some services are actually considered estimates and therefore not calculated for actual payment until after the service is rendered. These services may include, but are not limited to, Labor, Material Handling, Furnishings, and other rental and sale items within the Exhibitor Service Manual or quoted for custom sale/rental. As a result, adjustments/additions to billing may occur. Any balances that arise from an audit will be billed to the method of payment on account, or will be required to be paid in full upon presentation of an invoice/ statement if no valid method of payment exists. 11. Payment for all labor, equipment, and services whether ordered by the exhibitor, display builder, non-official/third party contractors, or other parties shall be the ultimate responsibility of the exhibiting company.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
17
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order
Payment Terms and Conditions
12. If your firm or agency requires a purchase order to be issued for any services rendered, such purchase order must accompany the order form(s). Government agencies please be advised. 13. Exhibitor/Third Party shall be responsible for any excise, property, sales, or other taxes which may be levied or imposed upon the exhibitor/third party as it relates to different state and federal tax laws. In the event a tax code or levied rate should change after the publishing date of a form and/or prior to fulfillment, your invoice may be adjusted as required by law. 14. Tax Exemption Status - If your company is exempt from payment of sales tax, AGS requires you to forward an Exemption Certificate for the state in which the services are to be used. Resale Certificates are not valid unless you are re-billing these charges to your customers. 15. Should a chargeback or dispute occur on payments to orders placed by an exhibitor or their agents, a fee equal to the fees assigned by the merchant processor or bank may be assessed and applied. In the event that a chargeback or dispute resolution is posted in favor of AGS Exposition Services, these fees will be due in addition to any outstanding balances. 16. Should balances remain unfulfilled, AGS Expo Services reserves the right to institute collection action against all exhibitors/third parties in the event payment is not received within 20 days of the close of the event. Service charges of 1.5% per month or fraction thereof will be applied to the past due accounts; the annual rate per service charge is 18%. Fees associated with insufficient funds on personal or company checks will be added to your invoice. 17. AGS Expo Services reserves the right to refuse service to exhibitors with outstanding balances or a history of delinquency or disputes. AGS may require payment of open balances prior to any additional services being rendered or for future orders to be processed. Where a history of delinquency or disputes exists, AGS may, at its discretion, require the payment of services in a particular method.
18. Company checks for ordered services must be received 14 days before move-in. Regardless, a credit card is required on file. A Non-Sufficient Funds fee will be assessed to any account in which a check is returned as being insufficient for payment. 19. All refunds less than $35 must be requested by either the exhibiting company or related third party and will be refunded in the method in which it was remitted. As a result of certain remittance methods, fees and charges may apply. AGS will only issue refunds within 30 days of sending the final invoice. All adjustments to exhibitor accounts specifically noted on invoices or statements will be credited back in the method in which the service was originally transacted, within 15-30 days after the close of any event. Refunds to credit cards may take an additional period of time to post depending upon the credit card company. No adjustments will be made as a result of changes in currency rates. 20. It is the responsibility of the exhibitor to advise the AGS Expo Services on-site Service Center Representative of any problems with any orders, and to check their invoice for accuracy prior to the close of the event. For all exhibitors, invoices will be sent to the primary email on file during the event for your convenience. No credits for un-noted missing or incomplete orders will be issued after the exhibition closing. 21. Once services have been rendered and no issues/ complaints have been formally brought (presented in writing via email or written notation on an existing invoice) to the attention of the on-site AGS Expo Service Center Representative, exhibitor or third party agrees not to dispute authorized charges on credit card(s). 22. All orders cancelled by the exhibitor due to non- participation or cancellation of the event will be subject to cancellation fees equal to 50% - 100% of the total order. Whereas all general order cancellations may be subject to a fee equal to 50-100% of the total order, where not explicitly defined on the order form. Please see specific forms for cancellation fee details.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
18
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order Deadline Date AUGUST 28th
Booth Number
Company Name
Tel #
Billing Address
City / State / Zip
Signature
Notification of Intent
Exhibitors who plan to have a Non-official Service Contractor (also known as an Exhibitor Appointed Contractor) unpack, erect, assemble, dismantle, and pack displays/equipment must submit this form and abide by the rules set forth in this Service Manual. Please provide the following information: Non-official Contractor Information ( PLEASE PRINT OR TYPE )
Service Firm:
Phone:
Firm Contact:
Fax:
On-site Exhibitor Contact:
Cell Phone:
Address:
Email Address:
Please specify EAC’s role: ___ Ordering Services ___ Paying for Services (3PP) ___ I&D Services
Basic Requirements
1. The exhibitor must notify AGS Expo Services of its intent to use a Non-official Contractor by: Notification Deadline: Wednesday, August 28, 2024
2. Non-official Contractors must submit proof of adequate insurance in the form of an original policy rider listing AGS Expo Services as additionally insured, furnished by their broker, to AGS Expo Services no later than the deadline date listed. This must include a copy of your Worker’s Compensation Insurance Policy. Please see the following page for an example certificate.
3. All booth personnel must wear proper identification at show site.
4. If your exhibit services firm is a third party and will be billed for services at the event, please ensure your firm submits the Third-Party Billing Agreement. Please Note: • If the exhibiting company or Non-official Contractor fails to comply with any or all of the requirements, the Non-official Contractor will not be permitted to service your exhibit and AGS Expo Services must be hired for installation and dismantle labor. The Non-official Contractor will be able to provide supervision only. Please see the section titled Official Service Contractors and Exhibitor Appointed Contractors for a complete list of rules. • To confirm that your contractor can perform services at this event, please contact our Events Services Department. • Any unpaid balances remain the ultimate responsibility of the exhibitor.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414
19
Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
AGS 01/11/13 - 001
SWVS 2024 Fort Worth Convention Center Fort Worth, TX September 26-29, 2024
Discount Price Deadline Date SEPTEMBER 11th Method of payment must accompany your order Deadline Date AUGUST 28th
AGS 01/11/13 - 001 1. PRODUCER : Insurance Agent/Broker who issues certificate. 2. NAME OF INSURED : This must be the legal name of the contracting party. 3. TYPES OF INSURANCE : This must include all types required by contract. See the “Official Service Contractors and Exhibitor Appointed Contractors form in this Event Services Manual. General Liability and Umbrella Liability must be “OCCUR E NCE” type. 4. NAME OF ADDITIONAL INSUREDS : In this area, you must list Show Management (by name), the Show itself (by name), and the facility (by name) as additional insureds on a primary and non-contributory basis. 5. CERTIFICATE HOLDER : AGS Expo Services, Inc. (AGS) MUST be listed as the certificate holder. 6. POLICY EFFECTIVE DATE : This date must be prior to or coincidental with the first day of Exhibitor Move-In. 7. POLICY EXPIRATION DATE : This date must be on or after the last day of Exhibitor Move-Out. 8. Limits : The monetary limits must be the same or greater than what is re quired by contract. See the “Official Service Contractors and Exhibitor Appointed Contractors " form in this Event Services Manual. 9. AUTHORIZED REPRESENTATIVE : This form must be signed (not stamped) by an authorized representative of the producer of the certificate. AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
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AGS 01/11/13 - 001
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