2015 EXPO EXHIBITOR KIT

Transcription

1 2015 EXPO EXHIBITOR KIT 2015 Alabama League of Municipalities Annual Convention EXPO May 17-18, 2015 HANK CRISP INDOOR FACILITY TUSCALOOSA, AL

2 Alabama League of Municipalities - General Show Information Documents enclosed: Expo Hall Schedule; Hotel Information; Site map with unloading/loading and parking instructions Show Dates and Hours Sunday May 17, 2015 Exhibitor Load In 9:00am 4:00pm Sunday, May 17, 2015 Show Opens 5:30pm 7:30pm Monday, May 18, 2015 Expo Open/Breakfast 7:15am Monday, May 18, 2015 Exhibitor Breakdown* 10:30am Show Location Exhibitor Service Desk Hank Crisp Indoor Facility (See attached map) 1202 Coliseum Circle Tuscaloosa, AL Convention Registration Desk # will be sent prior to show. An Exhibitor Service Desk will be set up in the center of the Hank Crisp Indoor Facility. Exhibitors needing to order booth supplies, turn in name badge changes or have questions answered can do so at the Exhibitor Service Desk. Show Manager Cindy Price cindyp@alalm.org Until May 14, 2015 at this telephone number Beginning May 16, 2015 Located at ALM Expo Central, Hank Crisp Indoor Facility Convention Registration Desk # will be sent prior to show. *As per the signed Contract, all exhibitors must remain fully assembled until 10:30 a.m., Monday, May 18th. Early packing or breakdown is not permitted. This is a safety issue since there are still attendees in the Hall. The League takes this safety issue very seriously and removes violators from future conference invitations. Any vendor who breaks down early will be fined $1,000 and may not be allowed to exhibit in future League Expos. All exhibitors must breakdown removing materials and equipment immediately follow the close of the show. The Alabama League of Municipalities, The City of Tuscaloosa, Veal Convention Services nor the Hank Crisp Indoor Facility are responsible for any items left behind by exhibitors. Rules and Requirements Vehicle Unloading An exhibitor may unload vehicles by utilizing the Loading Dock at the Hank Crisp Indoor Facility. A map is included to show a route with a temporary one way street off of Paul Bear Bryant Boulevard to assist with unloading on Sunday. City of Tuscaloosa attendants will direct you for off-loading. Make sure to follow the procedures as move in day is very busy. These procedures are designed to maintain safety and allow for a wellorganized and smooth set up day. If clarification is needed, contact cindyp@alalm.org. Beverages and Food Items Alcoholic beverages, non-alcoholic beverages and/or food may not be brought into the Hank Crisp Indoor Facility. Any food sampling must be a direct component of your business, and must be approved prior to show start. You may bring small treats for yourself or attendees. We do ask that if you have any food items in your booth area please make sure your space remains tidy during all EXPO hours. 1

3 Booth Exhibitor Restrictions 1. Height: Nothing can be displayed higher than the 8 backdrop drape, without prior approval. 2. Overhead: No canopies or tents of any kind are permitted in booth areas. 3. Weight Restrictions: Pedestrian-level Protection flooring is installed over AstroTurf in the Hank Crisp Indoor Facility. Standard, wheeled display cases and standard consumer carts and hand trucks are allowed. Pallet jacks / forklifts and heavier, narrow-wheeled flat carts, however, are not allowed. Anything over 100 pounds will require special assistance. Contact Veal Convention Services if you need assistance in determining if your move-in method meets this restriction. 4. Balloons are not permitted in the Exhibit Hall. Construction and Placement of Signs and Banners All exhibit signs must be freestanding or floor-type signs. No signs, banners, plaques, pennants, etc. can be hung from the ceiling, walls or perimeter drapes. All signs must be professionally manufactured and have a finished surface on all edges and sides. Signs cannot block the view of other exhibitors. Fire Regulations Exhibitors must comply with all federal, state, and local fire codes which apply to places of public assembly, in particular, Chapter 5, 8 and 31 of the Life Safety Code. All curtains, bunting, draping, etc., of any kind must be flameproof. Special care should be taken not to block or obstruct any fire hose or fire extinguisher cabinets, fire pull boxes or entrances and exits within the Hank Crisp Indoor Facility. Licensing All exhibitors must be licensed to do business in the State of Alabama. The Alabama League of Municipalities does not secure a retail sales license for this event therefore direct selling from the Show Floor is not permitted. Parking Exhibitor parking is available at no charge and without a parking pass required on Sunday and Monday in at the parking lot behind Coleman Coliseum. (See attached map) All exhibitors will be allowed in and out privileges on Sunday and Monday. Liability Each exhibitor is entirely responsible for the space allotted him through his contract. Each exhibitor agrees to reimburse the Hank Crisp Indoor Facility for any damage to the floors, ceilings or walls within his contracted area. Decorations, signs, banners and streamers may not be attached, taped, nailed or otherwise fastened to any ceiling, window, painted surface or wall of the Hank Crisp Indoor Facility. Under NO circumstances are helium balloons to be given away or permitted to be used in the Hank Crisp Indoor Facility. Any cost incurred for the use or removal of these items will be charged to the exhibitor. The Hank Crisp Indoor Facility assumes no liability or responsibility for any loss or theft. Therefore, it is the exhibitor's responsibility to provide their own insurance coverage for vehicles, exhibits, materials and so forth. Proof of this coverage is required before arriving onsite for the show. It is kept on file with your exhibitor registration. Contact Cindy Price via cindyp@alalm.org or No Smoking Policy The Hank Crisp Indoor Facility is a non-smoking facility. 2

4 Security Security will be provided in the EXPO Hall Sunday, May 17th through the breakdown time on Monday, May 18th. The Alabama League of Municipalities, the Hank Crisp Indoor Facility, and Veal Convention Services will take reasonable caution to protect exhibitors against damages or loss during the show. However, the Alabama League of Municipalities, the Hank Crisp Indoor Facility and Veal Convention Services assume no liability for damage, destruction, loss or theft or exhibitor property. Exhibitor Services Electrical Services Any exhibitor needing to order electrical services must do so before May 8, 2015 when the online exhibitor registration is submitted or by notifying Cindy Price, Show Manager in writing via at prior to May 8, ALM cannot guarantee electrical services past this date. DEADLINE for all electrical orders for this show is May 8, The electrical equipment, i.e., extension cords, electrical distribution panels, spotlights, etc., are not to be removed by exhibitors Telephone Services No telephone services are available for order from this facility or Veal Convention Services. The use of cell phones is required for all telephone needs. Internet Service No internet (hard drop or wireless) are available for order from this facility or Veal Convention Services. The use of a hot spot or other similar device will be required for all internet needs. Name Badges 1. Exhibitor badges may be used for the sessions but there is to be absolutely no soliciting. These sessions are educational and are not to be used as an avenue to distribute literature or do any marketing. Exhibitors are invited to attend sessions, but may not make direct contact regarding their products and services outside the Expo Hall (this includes announcements, unsolicited conversations regarding their business and distribution of promotional materials). Exhibitors must wear name badges provided by ALM while in the Expo Hall or educational sessions. Badges provide admission to all non-ticketed events. 2. Exhibitor Registration opens at 9 a.m. on Sunday, May 17 (set-up day). Any member of your staff may take the incorrect badges to the counter and have them corrected or reissued in another name. There is no fee for this. If a staff member will not be attending for the duration of the Expo they may give their badge to another staff member. Simply take the badge to the Exhibitor Registration counter and they will reprint the badge with the replacement name. You must have the badge with you to avoid being charged. ***ALM has prepared a full listing of facts, answers and questions that is very helpful. *** This document is accessed by (1) pasting the link in your internet browser or (2) by clicking on this link: 3

5 League of Municipali?es Exhibitor Drop- Off Legends: =Exhibitors Check- In = DirecMon Arrows Coleman Coliseum = One Way Road =Exhibitor Drop- Off

6 2015 EXPO Hall Schedule Hank Crisp Indoor Facility Tuscaloosa, AL Officials visit the Hall in search of business partners who will help them find answers to questions, learn solutions for problems and return home with top-rate and highly competitive products and services. Sunday, May 17, :00 a.m. Vendors move in and set-up begins Beverage Station available during set-up hours 4:00 p.m. All vendors must be set-up, doors close 5:30 7:30 p.m. Exhibitors Showcase and Reception in the Expo Hall Passport Prize Program begins. Sunday evening reception in the Hall with heavy finger foods and open bars Monday, May 18, :15 a.m. Exhibit Hall opens to Vendors ONLY 8:00 a.m. Exhibits Open to Attendees The Expo Hall opens Monday morning at 8:00 a.m. and features breakfast and Passport Prize Program until 10:30 a.m. 8:00-10:30 a.m. Attendee & Vendor Breakfast in the Expo Hall Attendees circulate Hall to claim vendor prizes 10:30 a.m. Attendees return to session and Exhibits close Breakdown may begin

7 2015 ALM ANNUAL CONVENTION MAY 16 19, 2015 TUSCALOOSA, ALABAMA Please read the GENERAL INFORMATION for ALL HOTELS and the specific information for each of the hotels. General Information for ALL HOTELS: ROOM BLOCKS OPEN DECEMBER 3, 2014 AT 10:00 A.M. CST If you make reservations before then, you will not be in the ALM room block, nor will you receive the discounted Convention Room Rates. You will need to identify with the hotels that you are attending the Annual Convention of the Alabama League of Municipalities. There may be a specific code for the hotel of your choosing. That information can be found in the information for each hotel. There WILL be a name required for each room reserved. Limit of five (5) reservations per caller. There will be a one night s NON-REFUNDABLE DEPOSIT REQUIRED and must be secured with a major credit card. Reservations will be cancelled if the credit card that is used to guarantee the reservation is declined or invalid when the hotel takes the nonrefundable deposit. Smoke free policies. Deadline for making reservations. Read specific information for each hotel. There will not be transportation provided from the hotels. There will be parking at the Coleman Coliseum parking lot. Transportation will be provided from this parking lot to the meeting sites. Additional information will be sent to the convention registrants at a later date. You may wish to make your reservations at the hotel(s) where you earn reward points. If you do not participate in one of the reward programs and you would like to participate, please go to the hotel webpages listed below and sign up. The following hotels are holding a block of rooms for the 2015 ALM Annual Convention. 12/3/14

8 Reservations Phone Number: Hotel Capstone 320 Paul W. Bryant Drive Group Code: Alabama League of Municipalities Rates: $ $ per night Check-in: 3:00 p.m. Check-out: 12:00 p.m. There will be an area available to check your luggage on Tuesday morning before the meetings. Please check on-site for the room name. Complimentary wireless high-speed internet access (available in all areas of the hotel) The deadline for making reservations at the discounted rate is April 15, Hotel webpage: Hampton Inn - University 600 Harper Lee Drive Reservations Phone Number: (205) Group Code: ALM Reservations Webpage: /index.jhtml?WT.mc_id=POG Rates: $ per night Check-in: 3:00 p.m. Check-out: 12:00 p.m. Complimentary wireless high-speed internet access Complimentary hot breakfast and On the Go breakfast bags The deadline for making reservations at the discounted rate is April 16, Hotel webpage: TCLALHX/index.html Embassy Suites Tuscaloosa Downtown 2410 University Boulevard Reservations Phone Number: EMBASSY Reservations Webpage: /index.jhtml Group Code: ALM Rates: $ $ per night Check-in: 3:00 p.m. Check-out: 11:00 a.m. Complimentary breakfast Compliment basic wireless internet The deadline for making reservations at the discounted rate is April 30, /3/14

9 Reservations Phone Number: (205) Microtel Inn & Suite by Wyndham 1417 Veterans Memorial Parkway Group Code: Alabama Municipalities Rates: $ $ per night Check-in: 3:00 p.m. Check-out: 11:00 a.m. Complimentary WiFi with Comcast High Speed Business Complimentary hot breakfast The deadline for making reservations at the discounted rate is April 30, Hotel webpage: Reservations Phone Number: Hilton Garden Inn 800 Hollywood Boulevard Reservations Phone Number: Reservations Webpage: /index.jhtml?WT.mc_id=POG Group Code: ALM Rates: $ per night Check-in: 3:00 p.m. Check-out: 11:00 a.m. Complimentary wireless high-speed internet access The deadline for making reservations at the discounted rate is April 28, Hotel webpage: Fairfield Inn Marriott 4101 Courtney Drive Group Code: ALMC Rates: $ per night Check-in: 3:00 p.m. Check-out: 12:00 p.m. Complimentary wireless high-speed internet access The deadline for making reservations at the discounted rate is April 16, Hotel webpage: Reservations Phone Number: Courtyard Marriott 4115 Courtney Drive Group Code: ALMR Rates: $ per night Check-in: 3:00 p.m. Check-out: 12:00 p.m. Complimentary wireless high-speed internet access The deadline for making reservations at the discounted rate is April 16, Hotel webpage: 12/3/14

10 Map of Hotels Hotels Fairfield Inn Hilton Garden Inn Courtyard by Mariott Microtel Inn & Suites Hampton Inn Tuscaloosa- University Hotel Capstone Bryant Conference Center Embassy Suites