Medical Library Association Annual Conference & Exhibition 2009

Frequently Asked Questions

The following information has been compiled to assist all exhibitors get the most out of your exhibit experience at the MLA 2009 Exhibits.

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.

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

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.

All other items can be ordered through the official service contractors. If you have any questions regarding your participation in the MLA 2009 Exhibits, please contact Exhibition Management at 630.434.7779, email: mla@heiexpo.com.

What other items may I need to purchase?

Item	Description	Price* (advance rates, estimate only)
Booth Vacuuming	Vacuuming one time each day. Refer to the GES Cleaning Order form.	$152 for 10x10 for four days
Carpeting	All exhibit booth floors must be covered. Exhibitors may bring their own floor covering, or rent carpet from GES. Refer to the GES Exposition Services order forms.	$166.75 for a 9′ × 10′ standard carpet.
Electricity	Show management does not provide electricity. Please refer to the Electrical Services order form for details.	$267.75 for a 1500 Watt, 120 volt
Lead Retrieval	It is recommended that all exhibitors rent a Lead Retrieval unit to collect and store sales leads.	$425–$485 for early advance order of Basic Lead Management System (Note: requires 120 volt AC outlet).
Material Handling	If you ship a booth to one of the advance warehouses or directly to the Hawaii Convention Center, you will be responsible for the Material Handling fees associated with the movement of your freight within the hall. The final cost is based on the weight of your freight. Please refer to the material handling order forms.   Looking to save money? Learn about how you can save money on shipping with a GES Custom Booth Package Link Forthcoming.	$245.00 advance shipment to GES Cypress, CA warehouse and up per hundred pounds cwt. (200 lb. minimum charge per shipment), for a minimum charge of $470.00 (advance shipment). $97.00 advance shipment to GES Hawaii warehouse and up per hundred pounds cwt. (200 lb. minimum charger per shipment, for a minimum charge of $194.00. Review the GES Material Handling information thoroughly for all shipping options.
Pipe & Drape	Green and white pipe and drape is provided to all exhibitors with at least one back wall. The backdrape is 8′ high and the siderail is 3′ high.	Included with your space, if not an island booth

* All rates at advance pricing amount. Does not include service charges and taxes. Rates may be more for additional services (e.g.,: 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?

Hanging signs are NOT permitted in Standard or Perimeter booths. Island booths may incorporate hanging signs in their exhibit.

4. How do I get badges for my exhibit staff? How can I invite guests to my booth?

Online Exhibitor Registration will be available in early January.

5. Do I need to use union personnel to install my exhibit fixtures at the Hawaii Convention Center?

In most cases, yes. Members of the Decorators Union claim jurisdiction over all set-up and dismantling of exhibits including signs and carpet installation. This does not apply to the unpacking and placement of your merchandise. You may set up your exhibit display if one person can accomplish the task in less than one (1) hour without the use of tools. If your exhibit preparation, installation, or dismantling requires more than one (1) hour, you must use union personnel supplied by the Official Contractor. As an exhibitor, you will be pleased to know that when union labor is required, you may provide your company personnel to work along with a union installer on a one-to-one basis.

Please review the GES Show Site Work Rules for more information

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 Cypress, California warehouse, in advance to the Honolulu, Hawaii warehouse or direct to the Hawaii Convention Center?

Making the right transportation decisions for your exhibit materials will not only save you time and money, but also a lot of aggravation. Review the GES Material Handling information thoroughly. 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. Shipping your materials in advance is a good investment for the following reasons:

• You can verify receipt of your materials in Honolulu 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 Hawaii Convention Center.
• 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.

7. Can I carry my exhibit materials into the Hawaii Convention Center Exhibit Hall 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.

8. Are there any special booth packages offered to save money on shipping my exhibit to Hawaii?

Yes! GES Exposition Services is offering a custom booth package. Save on shipping! A 10' x 10' shell scheme can be rented through GES. Exhibitors can upgrade the look of their exhibit with the hardwall booth, and even order custom graphics at an additional cost. Please review the Custom Booth Package flyer (this form is forthcoming link) for more information.

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 Hawaii Convention Center 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 Honolulu. 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 Hawaii Convention Center 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:

Thursday, May 19

noon – 4:30 p.m.

Note: Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the closing of the show at noon. All booths must be dismantled and packed by 4:30 p.m., Tuesday, May 19. No exhibitor shall have the right prior to noon on Tuesday, May 19 to pack or remove any articles or exhibit.

All outbound carriers must check in no later than 6:00 p.m. Tuesday, May 19, 2009. Freight not called for by 6:00 p.m. on Tuesday, May 19 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 2009 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 2009 Exhibits Management
Hall-Erickson, Inc.
98 E. Chicago Avenue
Westmont, IL 60559-1559
866.652.1876, fax: 630.434.1216
email: mla@heiexpo.com