Participation in a trade show or special event can be a big undertaking. We are here to help. The first step is to read the exhibitor service manual and make sure you take advantage of all the advance ordering deadlines. If you have any questions don’t hesitate to contact an Expo Event Services representative to review your show order. It’s is our goal to help you have a successful show and maximizing your return on investment.
Online Ordering & Payment Processing
Q: I can’t log in, or my username or password doesn’t work, how do I gain access to my online account?
A: Usernames and passwords are case sensitive. Try again or click forgot passcode and you will be directed to a log in page to create a new passcode. If the problem is not resolved email info@expoeventservices.com and a representative will contact you shortly.
Q: How do I place my show orders?
A: Orders need to be placed through the Ordering Online link. We are unable to take orders over the phone but you are welcome to email or call us for help. We can guide you through what forms need to be complete based on your needs. If you are unable to order online forms can be scanned, emailed or faxed to our service department.
Q: Deadline date is approaching, What do I do?
A: Deadline dates are important. Please submit your orders even if it is after hours. We honor all submissions before the deadline date no matter the time they are submitted. If you have to make any changes to your order after the deadline date, don’t worry we will work with you to determine what services we can honor the advance rate.
Q: How do I pay for the services I am ordering?
A: All orders are require to be paid in advance and can be completed through the Online Ordering Portal or through the credit card authorization form located in the Exhibitor Service Manual. We accept all major credit cards or bank EFT transfer. If we receive an order without payment, we will be unable to process it. We will make every effort to contact you, but unfortunately we will not be able to provide the service without payment.
Q: If I overpay on my show order, how are refunds processed?
A: All refunds are processed after the close of the show.
Furnishings
Q: What comes with my booth package and can I swap my package for other furnishings?
A: Booth packages are custom to ever show. To confirm if your booth comes with furnishing refer to the Exhibitor Service Manual. If your show does include a booth package please note that booth furnishings have no trade value and we are not able to accommodate request for swapping out equipment. Additions or changes to your booth furnishings need to be ordered through the Online Ordering link for the show.
Q: What the difference between the advance rate and standard rate?
A: It’s always best to take advantage of the advanced rate / discounted price. Pending the show the advance rate is two-three weeks prior to the first move in day. Check your Exhibitor Service Manual for deadline dates and important notices. The standard rate or show site rate are for orders placed after the advanced ordering deadline. These furnishing come at a higher rate.
Q: Can I order carpet with Expo Event Services?
A: Yes, but before you order refer to the Exhibitor Service Manual as some shows don’t require floor coverings. We would be happy to accommodate and have a variety of colors and padding available for rental.
Labor and Sign Hanging
Q: Can install / dismantle my own booth or do I need to order labor?
A: Labor guidelines are determine by the local union jurisdiction or facility guidelines as published in the Exhibitor Service Manual. In most venues and cities, exhibitors are allowed to set-up their own displays without assistance provided that: the work is completed by one -two full-time employee of the exhibiting company in less than one house, the booth is 10′ x 20′ or smaller and no power or battery operated tools are used.
Q: If I order labor through Expo Event Service do I need to be at show site to supervise the install of my booth?
A: Exhibitors do not have to be at show site to supervise the installation of their exhibit if they have arranged Expo Event Services to handle the supervision and installation of their booth. If exhibitors prefer to supervise the install a representative from the exhibiting company must check in at the labor desk to secure their labor to begin the installation or dismantling of their booth.
Q: What do I need to do to use an Exhibitor Appointed Contactor to set-up and/or dismantle my exhibit?
A: Located in the Exhibitor Service Manual is an EAC (Non-Official Contractor Authorization Form). This form must be completed and submitted to both Expo Event Services and Show Management along with a COI (Certificate of Insurance) naming the show and its officers as additional insured. Refer to the Exhibitor Service Manual for complete details and insurance limits. In addition some facilities have an approved EAC list. Before submitting your form please verify your EAC is authorized to conduct business in the venue.
Material Handling
Q: What exactly is Material Handling?
A: Material Handling or drayage is the receiving of your shipment from the carrier of your choice to the advance warehouse or direct to show site. Material handling service includes; receiving the materials, unloading the materials from your carrier, delivering materials to your booth, storing empty containers, returning empty containers, picking up your packaged materials, returning them to dock, and loading them to carrier or choice
Q: What is CWT? Are there ways to save money?
A: Material Handling fees are calculated by CWT (per hundred weight) per shipment and rates are determined based on the type of shipment, the amount of handling and the time of day. To save on your budget it best to make sure your materials are skidded or crated and arrive at their destination when at all possible on Straight Time. In addition it is recommended to consolidate your shipment with one common carrier that provides a certified weight ticket as proof of your shipments CWT total.
Q: What do I do with my crates & pallets at show site after I unpack and build my booth?
A: Go to the Exhibitor Service Center and ask an Expo Event Services representative for empty stickers. Place empty stickers on your individual crates, pallets or boxes clearly labeling your booth # and company name. Expo Event Services will remove the boxes from the show floor and store them during the event. Your empties will be returned to your booth at the close of the show. Access to your empty boxes or crates is not available. Empty returns can take up to 4-6 hours pending on the size of the show so please plan your travel accordingly. Storage of empties is not permitted in your booth as it is a hazard and in violation of the fire code.
Q: What is Forced Freight?
A: Unfortunate it happens! Forced freight occurs when your carrier of choice does not check-in at the dock in accordance with the show specified freight schedule or does not show at all to pick up the consigned freight. It is in every ones benefit to send your materials via your carrier choice but if the carrier does arrive at the contracted move out schedule the freight will be forced to the official show carrier or according to the instruction of your Bill of Lading.
Shipping
Q: Shipping and Material Handling, are they the same thing?
A: No. Shipping is the transportation of your materials from your warehouse to the advance warehouse / show site or from another show to the loading dock. These shipments are arranged through an official show carrier or a freight / parcel carrier of your choice.
Material Handling is the receiving and on-site handling of your shipment. This service includes receiving and delivery of your materials to your booth space, storage of empty containers, and loading your materials on to the carrier of choice at the close of the event. It is 100% required that each exhibitor completes a Bill of Lading and hand it into the service desk. The bill of lading authorizes Expo Event Services to remove your onsite crates / pallets from the show floor and release them to the carrier of your choice.
Q: Should I use the Official Show Carrier?
A: We do recommend that vendors use the official show carrier, TS Shipper will be on-site at the Exhibitor Service Desk if you have question or want to get a rate quote. Exhibitors are welcome to use either the official carrier or an outside carrier of your choice.
Q:When and where do I ship my materials?
A: Shipments can be sent to the advance warehouse or direct to show site. It is important that your shipment adheres to the shipping deadlines. Materials received before or after the receiving schedule will be accessed a surcharge. In addition freight received at show site before the posted schedule is likely to be refused by the facility as Expo Event Services is not onsite to receive it.