Medical Library Association Annual Conference & Exhibition 2009

Dismantling Information

The following information will assist you in planning for dismantling your display. In addition to this information, Exhibits Management and GES Exposition Services will distribute a "dismantle notice" during the show. This will reconfirm information that has been made available to you and will provide more specific information as it relates to this year's event.

The close of theshowon the last day (commonly called "the break" of the Show) is a very busy and hectic time. Don't leave anything to chance! Plan your work and work your plan.

When does the Show Close and what is the dismantle schedule?

Closing Hour

The show will officially close at noon on Tuesday, May 19, 2009. Dismantling of exhibits should NOT begin prior to this time. Respect your fellow exhibitor as they may still be conducting business.

Important Notice: ALL EXHIBITS ARE TO BE OCCUPIED AND IN OPERATION UNTIL THE OFFICIAL CLOSING HOUR OF THE SHOW.

Booth dismantle schedule

All exhibitor materials must be removed from the exhibit facility by Tuesday, May 19 at 4:30 p.m. To ensure all exhibitor materials are removed from the exhibit facility by the exhibitor move-out deadline, please have all carriers check-in by 6:00 p.m. Tuesday, May 19. All freight not called for by 6:00 p.m., Tuesday, May 19 will be routed through GES Exposition Services. Review the GES Important Freight Guidelines for Hawaii information thoroughly.

Dismantle schedule

Tuesday, May 19 noon – 4:30 p.m. (Exhibit floor must be cleared by 8:00 p.m.)

What Happens Next?

Keep Clear "No Freight/Fire Aisles"

By order of the Fire Department, aisles designated "No Freight/Fire Aisles" must be maintained clear of crates and exhibit materials during move-in and move-out. These aisles are required for emergency access throughout the hall and to expedite freight and empty crate moving. Floor managers will assist in enforcing the compliance of these rules.

Your cooperation is needed to assist in the movement of all freight empties, but our most important concern is for the safety of all exhibitors and workers on the show floor.

Return of Empty Crates

The return of empty crates will start at approximately noon on Tuesday and will take several hours to complete.

Please remember that the empty crates and cartons were removed over a two-day period. Do not hold your empties until the last day of set-up. Do not attempt to tip empty crate personnel to return your empty crates, as it will NOT expedite the process.

Security

Immediately at noon you should begin to pack and secure all valuable items for your own protection. DO NOT LEAVE YOUR BOOTH UNATTENDED. THIS IS A CRITICAL TIME DURING THE BREAK AND YOU MUST USE CARE TO SAFEGUARD YOUR DISPLAY AND PRODUCTS.

Show management , the building operator, the general contractor and the security company provide a measure of protection, such as providing perimeter security. But only you and your staff are responsible for your valuables. Some exhibitors hire designated booth guards to assist in this process. See "Product Security Rules".

• Don't identify the product or manufacturer on the outside of cartons, crates, boxes, etc. Mark these numerically to indicate the total being shipped (1 of 6, 2 of 6, etc…) Note: It is recommended that you shrink wrap sensitive materials with black shrink wrap to disguise contents.
• Include your company's name and booth number on your cartons, crates, etc. Furnish your freight forwarder with an accurate and complete bill of lading (Material Handling Agreement).
• Remove all old labels from inbound shipping and apply new labels for outbound shipping.
• Store excess supplies and merchandise with the material handling contractor or in a facility outside the hall. Never store your excess merchandise or supplies under tables or displays. That's the first place someone will look.
• During "the break", stay within your exhibit until your booth is empty.
• Obtain proper insurance coverage for your goods, including transit to and from theshowsite. Low cost exhibitor insurance is available. Check with your insurance carriers.

General Lighting and Utility Services will be turned off shortly after noon on Tuesday, May 19, and work lights will be turned on. For electrical or telephone beyond noon, be sure to make arrangements in advance.

When Can Labor Start Working?

Labor

All dismantle orders for labor should be ordered in advance and then confirmed during installation orshowdays at the GES Exposition Services Service Desk by Monday, May 18 prior to noon.

Labor can begin dismantling in your booth at noon (except forklifts) on Tuesday, May 19. Workers should not be on the floor prior to that time.

All dismantling must take place within your booth area, and product, display, crates, boxes, etc. must not be put in the aisles.

All "No Freight/Fire Aisles" must remain totally clear to assist in the return of empties and to comply with Fire/Safety rules.

What about my electrical and telephone service?

Electrical Service and Utilities will be turned off shortly after noon, May 19. Exhibitors requiring electrical or utility service past noon on Tuesday must make advance arrangements prior to Tuesday at the Electrical/Utility Counters in the Service Desk Area.