Information & Regulations
Frequently Asked Questions
The following information has been compiled to assist all exhibitors in getting the most out of your exhibit experience at the National Cabinet Conference & Woodworking Expo.
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 12 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 Red and white drape, 8 feet high. The side rails are blue drape, 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.
- Grey booth carpeting.
- Credentials for your full-time exhibit personnel.
- Complimentary listing in the Final Program Exhibits Directory.
- General lighting.
- Removal, storage, and return of empty boxes, cartons, crates, and skids.
- Carpeting of all aisles in the exhibit hall.
- Twenty-four hour general hall security.
Please note that material handling (shipping/drayage) is not included with your booth. Tables, furniture, etc., can be obtained at an additional rental charge through the Official Service Contractors. If you have any questions regarding your participation in the National Cabinet Conference & Woodworking Expo, please contact National Cabinet Conference & Woodworking Expo Exhibition Management at 630/434-7779, e-mail: cabinet@heiexpo.com.
What other items may I need to purchase?
| Item | Description | Price* (advance rates, estimate only) |
|---|---|---|
| Booth Vacuuming | Daily vacuuming of booth carpet (one time a day) See the Viper Floral, Cleaning & Porter order form. | $120 for 10′ × 10′ for two days |
| Carpeting | All exhibitors must have some form of floor covering. Your basic booth package includes grey booth carpeting. Exhibitors have the option of using a different carpet for their exhibit floor covering, but it is not necessary. Exhibitors that wish to order different carpeting may do so through Viper Tradeshow Services. Please refer to the Viper order form for all ordering options. No cost if using the grey booth carpeting provided. Otherwise, estimate $144 10′ × 10′ standard carpet. | Grey booth carpeting is included. |
| Electricity | Show Management does not provide electricity. Please refer to order forms . | $135 for 5 amp (500 watts) |
| Lead Retrieval | It is recommended that all exhibitors rent a Lead Retrieval unit to collect and store sales leads. Lead Retrieval units are available through CompuSystems. (Click here for PDF). | Prices Vary. Order by Febuary 1 for Early Bird rates. |
| Material Handling | If you ship a booth to the warehouse or directly to the 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 | $77 and up per hundred pounds cwt. (200 lb. minimum charge per shipment) = minimum charge of $154 |
| Pipe & Drape | Red 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. 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?
Peninsula, Island, and Cross-Aisle booth Configurations are the only booths that are permitted to display a hanging sign. Hanging identification signs and graphics will be permitted to a maximum height or corresponding booth configuration regulations, provided written approval is received from exposition management.
All sign requests must be submitted with floor plans or diagrams in writing to:
Paul GrallerNCCWE
Hall-Erickson, Inc.
98 E. Naperville Road
Suite 201
Westmont, IL 60559-1559
fax: 630/434-1216.
Please note that all exhibitors who obtain Exhibition Management approval to have a hanging sign from show management MUST check with the convention center and general contractor to adhere to all structural integrity rules and obtain approvals. For anything required to be hung from the convention center, please call Viper Tradeshow Services at 888/458-9760 to confirm availability of rigging points.
4. How do I get badges for my exhibit staff? How can I invite guests to my booth?
Click here to access the Exhibitor Registration site. Pre-registered exhibiting personnel should bring their registration confirmation containing a barcode to pick up their badges at Exhibitor Registration located in the Renaissance Schaumburg Hotel & Convention Center beginning at Noon, Monday, March 17, 2008. Badges will not be mailed in advance of the show.
The official registration contractor, CompuSystems, will send you an email noting your user name and password and the information you need to register your personnel. Once you have the account code you can Register Online.
Registration Procedures
Each exhibitor receives complimentary badges. The exhibitor badge entitles the registrant to exhibit hall admittance. Conference registration can be obtained for additional fees.
Exhibitor badges will only be produced in the contracted exhibitor's name, i.e., badges will not be produced in the company names of any third-party vendors or representatives that may be part of your exhibit.
Exhibitors are urged to pre-register to avoid the time of registering on-site and to comply with security regulations requiring identification of all personnel during the installation period.
Badges will be produced on a "print-on-demand" basis. In other words, a badge will not be produced until the individual arrives.
Special Admittance
An exhibitor badge will permit entrance to the exhibit halls at 8:00 am daily during the installation, operating and dismantling of the expo. A Special Admittance pass will be available in the Show Office for those individuals who need access to the exhibit hall prior to the posted installation, operating and dismantling times.
Temporary Work Passes
Temporary work passes will be available for exhibitor representatives who will be installing and dismantling exhibitors' booths but who are not official exhibitor personnel.
Please contact Show Management at 630/434-7779 or email cabinet@heiexpo.com with any questions you may have regarding exhibitor registration.
Exhibitors can also invite customers to register for "Exhibit Hall Only" badges at no cost. More details on this program to follow.
5. Do I need to use union personnel to install my exhibit fixtures at the Renaissance Schaumburg Hotel & Convention Center?
No. The Renaissance Schaumburg Hotel & Convention Center is a non-union, right to work facility. Should you need labor for the installation and dismantle of your booth, the official service contractor, Viper Tradeshow Services will have skilled labor personnel available for hire.
For questions on your specific labor needs, call 888/458-9760.
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 hiring experienced 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 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. 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 Renaissance Schaumburg Hotel & Convention Center. Shipping your materials in advance is a good choice for the following reasons:
- You can verify receipt of your materials in Schaumburg 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 Renaissance Schaumburg Hotel & 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.
Also note that we strongly suggest that exhibitors consolidate their shipments as much as possible. The material handling rates have a 200 lb. minimum. Plan ahead and put as much into one shipment as possible to save money.
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 Viper Tradeshow Services Show-At-A-Glance form.
Note that due to storage limitations, direct shipments can be received at the Schaumburg Convention Center only on Monday, March 17 between Noon and 5:00pm and Tuesday, March 18 between 8:00am and 5:00pm. If you send your shipment to the Schaumburg Convention Center on a date other than March 17 or 18, it may be refused.
For small package shipments, there is a $45 fee for each small package shipment received at the Convention Center. This includes retrieving the small package and delivering it to you booth. Refer to the Viper Tradeshow Services information.
7. Can I deliver my exhibit materials to the Renaissance Schaumburg Hotel & Convention Center myself?
Yes, but you must follow the delivery instructions for truck shipments or private vehicles. Please refer to the "Material Handling-Privately Owned Vehicle" page of the Viper Tradeshow Services forms. Viper Tradeshow Services has jurisdiction for the loading and unloading of all deliveries. For questions, call Viper Tradeshow Services at 888/458-9760.
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.
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 Renaissance Schaumburg Hotel & 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 Schaumburg. 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. Vance Publishing, their agents, Hall-Erickson, Inc., the Renaissance Schaumburg Hotel & 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 Exhibits Office. 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 Viper Tradeshow Services 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. The Exhibits Office will be in operation from installation through dismantle.
12. When can I begin dismantling my booth? When must I be completed?
The exhibit hall will be open for exhibit dismantling from:
| Thursday, March 20 | 4:00pm-10:00pm |
Note: Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the closing of the show at 4:00pm. All exhibitor materials must be removed from the exhibit facility by Thursday, March 20 by 10:00pm. To ensure all exhibitor materials are removed from the exhibit facility by the exhibitor move-out deadline, please have all carriers check-in by Thursday, March 20 at 9:00pm. All freight not called for by 9:00pm, Thursday, March 20 will be routed through Viper Tradeshow Services.
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 National Cabinet Conference & Woodworking Expo. 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.
National Cabinet Conference & Woodworking Expo Exhibition ManagementHall-Erickson, Inc.
98 E. Naperville Road
Westmont, IL 60559-1559
630/434-7779, fax: 630/434-1216
e-mail: cabinet@heiexpo.com