FAQs: Answers to 13 of the most frequently asked questions by Exhibitors.

Who to Contact
This information has been prepared as a service to you, the exhibitor. We know that direct, early contact with exhibition management can be the key to your success as an exhibit manager. Never hesitate to ask the obvious question, or call to verify conflicting information. Keep in mind that each question answered in advance is one less problem to be solved on-site. Click here for a list of Conference & Exhibit Staff.

1. What is included in my exhibit space rental?
The following booth equipment, services and facilities are included free of charge:

• Draperies suspended on aluminum uprights and stanchions. The drapery background is 8 feet high. The side rails are 33 inches high.
• Standard booth sign measuring 7 inches by 44 inches, black letters on white card, upon which is printed the company name and booth number.
• General lighting and decorations.
• Crate removal, storage and return.
• Exhibitor Service Desk.

All other items can be ordered through the Official Service Contractors. If you have any questions regarding your participation in the MLA 2007 Exhibits, please contact Exhibition Management at 630/434-7779, e-mail: mla@heiexpo.com.

What other items may I need to purchase?

* All rates at advance pricing amount. Rates may be more for additional services (ie: 24 hour power), and will be higher for show site orders, or orders placed after the advance pricing deadline date.

 2. Are there any display rules I need to be aware of?
Yes. These display rules are outlined in detail in this online Exhibitor Manual and must be adhered to on-site, or your display may have to go through costly alterations before the Show opens. The display rules are not meant to limit your ability to showcase your product, but rather to ensure each exhibitor an equal opportunity, within reason, to present their product or service in the most effective manner to the audience. The exhibitor's responsibility can be summed up quite simply as "Be a Good Neighbor."

Note: All demonstration equipment including operator's position must be located at least two feet removed from the aisle line of the exhibit area. Exhibitor warrants and agrees that the Exhibitor is solely responsible for assuming that its exhibit, demonstration(s) and all related materials are accessible to persons with disabilities and complies with all applicable provisions of the Americans with Disabilities Act.

Your agreement to abide by these display rules is a part of the space contract , and they will be strictly enforced by our Floor Managers.

3. What do I need to know about Hanging Signs?
The ceiling height in the Philadelphia Marriott Exhibit Hall is 10'6". Due to these ceiling height limitations, hanging signs and cross-aisle booth signage are not permitted in the Exhibit Hall.

4. How do I get badges for my exhibit staff? How can I invite guests to my booth?
Click here to go to the online Exhibitor Registration form.

5. Do I need to use union personnel to install my exhibit fixtures at the Philadelphia Marriott??

Yes. The Carpenters and Laborers Unions claims jurisdiction over all carpet laying, installation and dismantle of exhibit booths, installation and dismantle of drape, uncrating equipment and skirting tables. Electricians are responsible for installing electric power. Please refer to the Show Site Work Rules for further details. Should you need labor for the installation and dismantle of your booth, the official service contractor, GES Exposition Services will have skilled labor personnel available for hire.

For questions on your specific labor needs, call 800/475-2098.

How can we minimize our labor expense?
By being as productive as possible. In order to minimize the expense of hired labor personnel, place your labor order in advance to ensure their availability when you are ready to begin your installation. Have good drawings or photos available of how your exhibit fixture should look, know when straight time (regular work hours) begins and ends to avoid overtime surcharges, and be there to direct and supervise for the entire installation process. You may find that experienced union laborers actually expedite your exhibit installation process, saving you time and money!

6. How should I ship my exhibit materials-in advance to the warehouse, or direct to the hotel?
Making the right transportation decisions for your exhibit materials will not only save you time and money, but also a lot of aggravation. Exhibit transportation can be fairly complex. Review each transportation option in terms of cost, time frame, and type of shipment, and choose the one that best fits your situation. When possible, ship in advance to the warehouse. Our drayage contractor will receive materials and provide up to 30 days storage before delivering them to the Philadelphia Marriott. Although the advance receiving rates are more than the direct shipping rates due to the additional handling, shipping your materials in advance is a good investment for the following reasons:

• You can verify receipt of your materials in Philadelphia well in advance of the exhibition, without worrying about lost or misdirected shipments.
• You won't have to deal with stand-by charges from your motor freight carrier while your direct shipment waits in line to be unloaded at the Philadelphia Marriott.
• You can be assured that your materials will be in your booth space when you, or your set-up crew, arrive to begin the installation process.

If you choose to ship direct, be sure to forward a copy of you material handling order form/bill-of-lading to the drayage contractor to aid in tracing your shipment. Shipping addresses and timelines are included in the GES Exposition Services Show Information page.

7. Can I deliver my exhibit materials to the Philadelphia Marriott myself?
Personally Owned Vehicle deliveries have two options:
a. A POV would need to park in the hotel parking and the exhibitor would need to hand carry from there. There is no POV access area through the docks/freight elevator.
b. If you want GES to unload their materials they would check in at the freight docks for the building (just like an outside carrier).

8. Can I carry my exhibit materials into the convention center to my booth?
Yes. An exhibitor may "hand carry" material one time through the door, provided they do not use material handling equipment to assist them. When exhibitors choose to "hand carry" material, they may not be permitted access to the loading dock / freight door areas. If your materials are large enough to require a hand truck or "dolly", you must follow the shipping instructions previously outlined for private vehicles. Please also note the “Bellman Policy” information about deliveries.

9. Is there security provided for MY booth?
From the first day of move-in through the last day of move-out, there is 24-hour perimeter badge-checkers for the exhibit floor. This level of security is intended to control the access of people and material to and from the exhibit halls in a safe and organized manner. It is not intended as individual security for your booth and materials. Please remember that the Philadelphia Marriott is a public building to which hundreds of individuals have access - let alone the number of individuals involved in the shipping of your materials to and from the exhibition, setting up and tearing down displays. Therefore, it is critical that exhibitors work closely with Exhibition Management in making every effort to safeguard their investment in the exhibition. Be security conscious at all times during your stay in Philadelphia. Do not leave items of value in your booth overnight during the installation period or exhibition days without taking security precautions. Exhibitors can order overnight booth security from the security vendor. Remember that the security of your product is your responsibility - don't take chances!

10. Should I insure my exhibit materials?
Yes! Exhibitors are required to provide for their own floater insurance coverage, protecting against damage, loss or theft. Please remember that the drayage contractor cannot be held responsible for the disappearance of an exhibitor's materials after delivery to the booth, or before the materials are picked up for loading out after the exhibition.

Remember that it is the responsibility of the exhibitor to insure his property. The Medical Library Association, their agents, Hall-Erickson, Inc., the Philadelphia Marriott and their respective agents will not be responsible in any way against theft, fire or accident.

11. If I have a problem during installation, the exhibition or dismantle, who do I see?
The first person you should seek out is the Show Manager. Come to the Exhibitor Registration to get in touch with the Show Manager. We are there to assist you by answering questions about display rules, help with labor questions, and in general are a good source of information.

Another option is to visit with the customer service staff at the GES Service Center. The staff there have many years of hands-on experience and have lots to offer in the way of assistance. Of course, the Show's exhibition staff will be ready and willing to assist you in any way possible.

12. When can I begin dismantling my booth? When must I be completed?
The exhibit hall will be open for exhibit dismantling from:

Note: Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the closing of the show at 3:00pm. All booths must be dismantled and packed by 7:00pm, Tuesday, May 22. No exhibitor shall have the right prior to 3:00pm on Tuesday, May 22 to pack or remove any articles or exhibit.

All outbound carriers must check in no later than 5:00pm Tuesday, May 22, 2007. Freight not called for by 7:00pm on Tuesday, May 22 will be rerouted via GES Exposition Services Exhibit Transportation.

Note: Security personnel will ask every person removing material from the exhibit hall to show the "Property Removal Pass." This pass is only available from your company’s exhibit manager.

In Conclusion
We hope you have found this information helpful in preparing an exhibit program for the MLA 2007 Exhibits. If there are important areas we did not cover, or specific questions you would like to see addressed in greater detail, let us know. Your input is vital in helping us to produce an event that is efficient, productive, and profitable. We also encourage you to take the time to read through the online Exhibitor Manual. Placing orders in advance can save you time and money.

Thank you for your participation and support.

MLA 2007 Exhibits Management
Hall-Erickson, Inc.
98 E. Naperville Road
Westmont, IL 60559-1559
630/434-7779, fax: 630/434-1216
e-mail: mla@heiexpo.com