Super Computing 2009

First Time Exhibitors-FAQS

Are you a first-time exhibitor or an exhibit manager newly assigned to plan your company’s participation in the SC09 Exhibits? If your answer is “yes”, than the following information is for you!

If you are an experienced exhibit manager, and an SC veteran, you may still want to review the enclosed information to ensure you are getting the most out of your exhibit experience at the SC09 Exhibits.

FAQs: Answers to 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.

What is included in my exhibit space rental?

Industry Exhibitors:

The following booth equipment, services and facilities are included in the booth rental fee for Industry Exhibitors:

• Draperies suspended on aluminum uprights and stanchions for all inline booths. The drapery background is 8’ high; the side rails are 36” high.
• Standard booth sign measuring 7” x 44”, black letters on white card showing company name and booth number.
• Installation Stickers
• 5 complimentary Exhibitor Staff badges per 100 sq. ft. (Additional badges are $100 for each badge)
• One complimentary Technical Program Registration.
• 50 guest passes per 100 sq. ft. of exhibit space. These passes are for customers, and are not to be used for employees of your company.
• Opportunity to order Exhibits Only Badges for clients at $100 per badge valid Tuesday – Thursday.
• Aisle carpet
• Exhibitor Service Center
• Free admission to keynote address
• Free admission to Exhibitor Reception on Sunday night

Research Exhibitors:

The following booth equipment, services and facilities are included in the booth rental fee for Research Exhibitors:

• Draperies suspended on aluminum uprights and stanchions for all inline booths. The drapery background is 8’ high; the side rails are 36” high.
• Standard booth sign measuring 7” x 44”, black letters on white card showing company name and booth number.
• Gray carpeting. Note: SC will carpet the research booths with gray carpet. It is not necessary to order carpet, unless you choose something different (at your expense.)
• One 6 foot draped table (drape on three sides) or 6 foot counter height for each 10’ x 10 booth, with a maximum of two 10’ x 10’s. (Note: you must place this order with Freeman in advance, and indicate that you are a Research Exhibitor.)
• Three side chairs or two gray padded counter stools for each 10’ x 10’ booth, with a maximum of 2 10’ x 10’s. (Note: you must place this order with Freeman in advance, and indicate that you are a Research Exhibitor.)
• Electricity: If your research booth is one 10’ x 10’, you will get one minimum (typically 5 amps – 500 watt single outlet) power electrical outlet credit (advance price) free. If you have a 10’ x 20’ booth, you will get two power outlet credits (advance price) free if order is placed by the advanced deadline date. All additional power may be ordered at your expense. If you do not use the power that is available to your for free, you will not receive rebate credits. You must order electricity in advance and note that you are a Research Exhibitor to get delivery and receive the credits.
• Installation Stickers
• Note: all Research Exhibitor Staff badges are $100.00 each.
• Opportunity to order Exhibits Only Badges for children and clients at $100 per badge
• Aisle carpet
• Exhibitor Service Center
• Free admission to Exhibitor Reception on Sunday night

Research exhibitors will be charged for network connections. Review the SCinet 2009 Network Service Offerings for complete details.

All other items can be ordered through the Official Service Contractors. If you have any questions regarding your participation in SC09, please contact SC09 Exhibition Management at 630/434-7779, e-mail: sc@heiexpo.com

Are there any display rules I need to be aware of?

Yes. These display rules are outlined in detail by “clicking here” 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.

What do I need to know about Hanging Signs?

Hanging identification signs and graphics will be permitted to a maximum height of 22’6” (6.86 meters). Written approval for all hanging identifications signs and graphics is required from SC09 exhibits management. Island Booth Configurations are the only booths that are permitted to display a hanging sign. All sign requests must be submitted with floor plans or diagrams in writing to:

SC Exhibition Management
Hall-Erickson, Inc.
98 E. Chicago Ave., Suite 201
Westmont, IL 60559-1559

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 guidelines and obtain approvals. Hanging signs must be delivered by October 30, 2009 to the advance warehouse.

How do I get badges for my exhibit staff?

Exhibitor badges for your full-time personnel can be ordered online. Online registration will remain live throughout the conference. On-site, the Exhibitor Registration Desk will be located in the lobby outside the Exhibit Hall of the Convention Center. For questions on badges, contact J. Spargo & Associates at 703-995-1800.

Each Industry Exhibitor is allotted 5 complimentary Exhibitor Staff badges per 100 sq. ft. If you exceed the number of staff badges, there is a charge of $100 for each extra badge. Additionally, each Industry Exhibitor receives one complimentary Technical Registration.

Note: All Research Exhibitor Staff badges are $100.00 each.

Exhibitor badges provide your personnel with early entry to the exhibit hall on exhibition days. Badges are non-transferable.

How can I invite guests to my booth?

Industry exhibitors will be able to invite their best customers to attend the SC09 Exhibits Free. Industry Exhibitors are allotted 50 guest passes per 100 sq. ft. of exhibit space. These passes are for customers, and are not to be used for employees of your company. Admittance is permitted Tuesday – Thursday.

Additionally, both Industry and Research Exhibitors will have the opportunity to order “Exhibits Only” Badges for clients at $100 per badge. All badges can be registered for online. Please contact J. Spargo & Associates at 703-995-1800 for more information on Exhibits Only badges.

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 Convention Center. 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 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 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. Shipping addresses and timelines will be included in your Exhibitor Manual.

Can I deliver my exhibit materials to the Convention Center myself?

Yes, but you must follow the target plan and delivery instructions for truck shipments or private vehicles. Exhibitors may deliver materials in their automobiles, SUVs and mini-vans. All vehicles delivering exhibition freight and materials must first check-in at the truck marshalling yard on their assigned day. Be sure you have a material handling order form indicating exhibitor name, booth number, number of pieces, weight, and type of merchandise. You will be directed to the appropriate dock for unloading. Please remember that there will be hundreds of truck shipments and private vehicles making deliveries during the installation period. Get to the convention center by 10:00am to allow yourself plenty of time for unloading and delivery to you booth. For questions, call Freeman at 210/227-0341.

Can I carry my exhibit materials into the convention center to my booth?

Yes. An exhibitor may “hand carry” material 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.

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 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. 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!

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. IEEE Computer Society, ACM SIGARCH, their agents, Hall-Erickson, Inc., the Convention Center and their respective agents will not be responsible in any way against theft, fire or accident.

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-Room A109. 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 Freeman 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.

When can I begin dismantling my booth? When must I be completed?

The exhibit hall will be open for exhibit dismantling from:

Thursday, November 19	4:00pm – 11:45pm
Friday, November 20	8:00am – 3:00pm

Note: Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the closing of the show at 4:00pm. All booths must be dismantled and packed by 3:00pm, Friday. No exhibitor shall have the right prior to 4:00pm on Thursday to pack or remove any articles or exhibit.

All outbound carriers must check in no later than 11:00am Friday. Freight not called for by Noon on Friday will be rerouted via Freeman’s 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. 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.

SC09 Exhibition Management
Hall-Erickson, Inc.
98 E. Chicago Ave.
Westmont, IL 60559-1559
630/434-7779, fax: 630/434-1216
e-mail: sc@heiexpo.com