MOVE-IN, SHOW and MOVE-OUT HOURS
Move-in & Set-up hours:
The installation of exhibits will take place during the following schedule. Obviously, your installation cannot begin until your freight is delivered.
Sunday, August 21
Monday, August 22 |
1:00pm – 8:00pm
8:00am – 8:00pm |
Targeted Exhibitors ONLY *
All Exhibitors |
Please Email Jason Cedrone at jcedrone@reedexpo.com to request a target move-in on August 21.
Exhibitors are reminded that during move-in, display materials/products will be allowed to enter the Sands/Venetian via loading docks and designated entrances ONLY.
Removal of excess trash/debris in the aisles AFTER 8:00pm, Monday, August 22, 2011, will be billed to the exhibitor(s) responsible for creating such excess trash/debris. The Fire Marshal will not permit the show to open if there are any boxes, cartons, visqueen, packing material, etc. in the aisles.
Show Dates & Hours:
Tuesday, August 23
Wednesday, August 24 |
9:00am – 5:00pm
9:00am – 3:00pm |
*Badged exhibitors will have access to the Exhibit Hall at 7:30am each Show morning.
Dismantling & Move-Out Hours:
Wednesday, August 24
Thursday, August 25 |
3:01pm – 10:00pm
8:00am – 12:00pm |
In accordance with the display rules and regulations, no exhibits or display may be dismantled before the official close of the show on Wednesday, August 24, 2011 at 3:00pm. Make arrangements for someone to stay with your booth until it is completely packed, labeled and outbound Material Handling Agreements have been turned in at the Freeman Service Desk. Remember that trucks which have checked into the Marshalling Yard WILL NOT be dispatched to a loading dock for your materials unless the outbound material handling agreement has been turned in.
Although security measures are in place after the show closes, ultimate responsibility for the security of product rests with each exhibitor. Safety containers are available through Freeman and security staffing is available through Century Security. All products MUST be removed from the show floor by 10:00pm, Wednesday, August 24, 2011.
In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall at any time during move-in and/or move-out, including infants. There will be no exceptions.
The PGA Expo general contractor, Freeman has provided this information as well in their Quick Facts Sheet.
Show Information (A-Z Guide)
Age Restrictions:
In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall during move-in or move-out. There will be no exceptions. Children of any age are admitted during Show hours on Show Days only; during that time, those 12 or over must be badged.
Audio Visual:
Freeman Audio Visual Solutions is the official audio/visual services. Visit Freeman to place your online order(s). They will maintain a full staff on site.
Booth Furnishings:
Booth equipment, services, furnishings and more are available through the Official General Contractor, Freeman. Visit Freeman to place your online orders. To take advantage of the advance discount pricing on Freeman services, place your orders by August 1, 2011. Please be sure to indicate your booth number on all orders.
Bulk Sale of Your Booth:
In the event you sell a portion or all of your booth's merchandise to an outside retailer who wishes to remove same at the close of the show, the retailer must contact Freeman at the Exhibitor Service Center PRIOR TO 10:00am, Wednesday, August 24. They will receive special instructions on how to remove the merchandise they've purchased from your company at show close, 3:00pm, Wednesday, August 24, 2011.
Business Center Services:
Sands Expo will operate a full service business center on-site to provide copy and fax services, cell phone and pager rental, and small package shipping, etc near Bellini Room 2006.
Catering:
The Venetian has exclusive rights to all catering in the facility. Visit SES (Sands/Venetian) to place your catering order on-line or view the Catering Menu. Place your order by the advance order discount deadline of August 1, 2011 for the best pricing
Cleaning:
Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth - vacuuming, shampooing - you must order these services from SES (Sands/Venetian). Place your order by the advance order discount deadline of August 1, 2011 for the best pricing Show Management does not provide cleaning or vacuuming of booth carpet at any time. Please note that the Venetian Ballroom where this event is being held is fully carpeted. This carpet will serve as your booth carpet unless alternative arrangements are made.
Computer Rental:
NMR Staging & Events is the official computer supplier. They will maintain staff on-site for all of your computer needs. Download the Computer Rental Order Form.
Copyrighted Music:
If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.
The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:
ASCAP Licensing Dept
1 Lincoln Plaza
New York, NY 10023
Tel: 212-621-6000 |
BMI (Broadcast Music, Inc.)
10 Music Square East
Nashville, TN 37203-4399
Tel: 800-925-8451, 615-401-2000 |
Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.
Crate Removal, Storage and Return:
Empty crates will be removed to storage during move-in and returned to your booth at the end of the Show at no additional charge, provided you have used material handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage. All crates in excess of 100 pounds must be removed from the floor by 2:00pm, Monday, August 22, 2011.
Display Rules & Regulations:
The Rules & Regulations Handbook, immediately following this A-Z Guide, specifies what an exhibitor can and cannot do with its booth space. These are based on the physical characteristics of the Exhibit Hall, the intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.
Electrical:
All electrical work will be done exclusively by Specialized Event Services (SES) electricians. Visit SES to place your electrical order on-line. Place your order by the advance order discount deadline of August 1, 2011 for the best pricing.
Exhibitor Registration:
Exhibitor staff personnel wishing to enter the exhibit floor must wear an Exhibitor Badge at all times. Register for your badges online.
Exhibitor Booth Services / Show Colors:
Each non-island display booth will be furnished with:
Apparel Showroom – 8' High designer fabric back and side drape, one (1) table, three (3) chairs, track lighting (power included), four (4) self-adjusting shelves, two (2) self-adjusting hanging racks, company signage.
For Apparel Showroom package upgrades and questions, please contact Michael Thompson of ASI Displays at michael@asidisplays.com or (407) 219.3050 x201 Office or (305) 586-8750 Mobile.
Product Gallery – 8' high white cotton Scenery canvas backwall and 3' high black side rail drape, one (1) 6' Draped Table, two (2) black diamond side chairs and one (1) wastebasket (for every 400 sq ft purchased).
Equipment Showroom & Putting Green Kiosk – Please contact your sales rep for details.
Note: The Venetian Ballroom is fully carpeted; this will serve as both the booth and aisle covering.
*NEW* Domestic Shipping:
The PGA Expo Team is excited to introduce a new shipping option for standard, overnight and emergency shipments. Download information from Stevens Global Logistics and learn how they may be able to assist you. You can also visit them at www.stevensglobal.com.
Exhibitor Service Center On-Site:
Freeman will maintain an Exhibitor Service Center during set-up, show days and dismantling located at the rear of the 100 aisle. Contact info for all other official show contractors will be available in this area as well. Refer to the Quick Facts page on the Freemanwebsite for dates and hours of operation.
On-site inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibit.
The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact Show Management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.
Fire and Safety Regulations:
The Venetian and Sands Expo, in conjunction with the Clark County Fire Department, has very specific fire regulations/restrictions and permit requirements regarding display material within the exhibit hall. These regulations are detailed in the Rules & Regulations Handbook found in this section of the manual. Download the Rules & Regulations Handbook.
Floral/Plant Rental:
Expo Ease is the official florist. A service representative's contact info will be available on-site. Visit Expo Ease for more information and to order
Full Swing Demonstrations:
Please review the specific policies and procedures in the Rules & Regulations Handbook.
Hospitality After Hours in Your Booth:
If you wish to host a hospitality function in your assigned booth space, please submit the completed form Approval of After-Hours In-Booth Hospitality. Download the In-Booth Hospitality form.
Hotel/Travel Discounts:
For discounted rates on hotel, airline and car rental, call the PGA Travel Desk at 1-800-PGA-EXPO (1-800-742-3976), 312-527-7300, pga@onpeakevents.com, visit us on-line at PGA Expo Travel Desk, or download the Housing Form.
International Shipping:
TWI Group, Inc. is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the exhibitor to adhere to customs and international guidelines.
The exhibitor must insure that all documents are valid and complete, and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. Download International Shipping Information.
Labor Regulations:
Las Vegas has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. Freeman is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the General Contractor section. If you have any further questions or would like a quote for labor services, you may contact Freeman directly at (702) 579-1700. Download Labor Regulations.
Exhibitors using contractors other than Freeman for labor and/or supervision must register the EXHIBITOR APPOINTED CONTRACTOR with Show Management by contacting Darren Lyons at (203) 840-5432 or dlyons@reedexpo.com. This must be completed prior to August 1, 2011. NO EXCEPTIONS CAN BE MADE AFTER THIS DATE.
Lead Retrieval Systems:
Download all Lead Retrieval Selections and Order Form.
Liability and Insurance:
Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.
License Agreement:
Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor's responsibility to adhere to all rules pertaining to your license agreement.
Material Handling (Drayage) Services:
Freeman is the exclusive material handling provider on the exhibit floor. They will receive all shipments, whether consigned in advance to their warehouse, or sent directly to The Venetian. Material handling includes return of your empty cartons and crates at the close of the Show. Visit Freeman to place your material handling order. A 10% discount is available on Material Handling charges if a cost estimate and payment is made by August 4, 2011. Please see the Pre-Paid Drayage Form for more details and please pay close attention to the requirements for participation (limited payment options).
Meetings in Your Booth:
If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Century Security at (407) 226-7076 or email mcallagahn@centurytradeshow.com by August 1, 2011. PLEASE NOTE: All attendees and booth personnel must have a badge to enter the exhibit hall.
- A letter or email requesting early access to the Show floor for non-exhibitor personnel. Please state the exhibiting company, company contact with phone and e-mail, and booth number.
- List the non-exhibitor personnel and type of badge they will be wearing.
- State the time and date of the meeting.
- State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth.
Meeting Room Availability:
There is NO meeting room space available for this event.
No Smoking Policy:
Smoking is prohibited in all areas of The Venetian and Sands Expo by Nevada law unless otherwise designated.
Parking:
There is on-site parking available at The Venetian Resort, Hotel & Casino and/or the Palazzo Las Vegas.
Photography:
Oscar/Einzig Photography is the official photographer. Download the Photography order form.
POVs / Self-Unloaders/Loaders:
Refer to the Shipping section of this manual for a definition of what qualifies as a POV/self-unloader/loader, dates, times and location for delivery and pick-up.
*New* Last Minute & Priority Shipping:
PGA Expo would like to introduce Stevens Global Logistics as a shipping alternative for any last minute and/or high priority needs. Contact a Steven's representative, visit them on-line, or view details on their complete line of services.
Rules & Regulations:
Please be advised of the Rules & Regulation for this event. Download the Rules & Regulations Handbook.
Security:
Century Security is the official security company. Download the Security order form.
Show Management will provide perimeter security personnel on a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent loss, however the final responsibility for booth contents lies with the exhibitor. If you have items in your booth that are vulnerable to theft, take them with you when you leave the building for the day.
Shipping:
Refer to the Shipping section of this manual for information on your shipping options. Advance warehouse shipments must be delivered between Friday, July 22 and Monday, August 15, 2011. Download the Warehouse shipping label. Show site shipments must be delivered no earlier than Sunday, August 21 and no later than Monday, August 22, 2011. Download the Show Site shipping label. For Marshalling Yard hours, driving directions and a map, download Marshalling Yard information.
Show Office:
The primary means for contacting the PGA Fall Expo show team and Reed Exhibitions is to visit the Sales & Marketing Booth on the show floor (rear of the 300 aisle). This booth will be staffed during set-up, show days and move-out.
Sound Levels:
Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers. See the Rules & Regulations Handbook in this section of the manual for specifics on decibel levels and enforcement.
Telephone Services / Internet Lines:
All telecommunication services including internet lines will be handled through SES (Sands/Venetian). Place your order by the advance order discount deadline of August 1, 2011 for the best pricing.
Vendor Invoices:
Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies. If there is any question as to the charges made, please consult with our show representatives before paying the bill. Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.
Show Management Contacts