RFID Journal LIVE!

131 Pages·2016·10.17 MB·English

by  Amy Taggart

Dear RFID Journal LIVE! Exhibitor,
We are excited to have you participating in our upcoming event: May 9-11, 2017 at the Phoenix
Convention Center, Phoenix, AZ. On behalf of our events team, I am pleased to send you the RFID
Journal LIVE! 2017 Exhibitor Services Manual. Please use this as a reference tool to understand the
opportunities that you have as an exhibitor.
This manual will be posted online. We recommend that you check this online version for
periodic updates and changes. Click here to view the RFID Journal Live Exhibitor Resource
Center.
WHERE DO I BEGIN?
• Go over the Planning Checklist— We have put together a convenient check list, located in the General
Information Section, which will aid you in preparing for the event.
• Review the Action Items/Timeline page— Meeting deadlines in a timely manner will help you save
money, maximize your participation, and give you the most exposure prior to the event.
• Read the Rules & Regulations — Please carefully review all regulations for both the event and booth
construction.
• Reserve your hotel rooms now—RFID Journal has arranged for special discounted rates for our
attendees, exhibitors and speakers at the Hyatt Regency Phoenix, the Renaissance Phoenix Downtown, the
Westin Phoenix Downtown, the Hotel Palomar Phoenix, and the SpringHill Suites by Marriott Phoenix. To
review negotiated rates, deadlines and hotel descriptions click here. All hotel reservations should be made
directly with Connections Housing, the official RFID Journal LIVE! 2017 housing bureau. To book online
click here.

**NOTE: Click here for exhibitors booking a sub-block of 10 rooms or more.

• RFID Journal Mobile App – Each exhibiting company will be listed on the mobile app. Please enter
your company description at RFID Connect. Don’t miss this opportunity– submit your information today!
The deadline is March 6, 2017.

• Shepard Online Ordering— We have chosen Shepard Exposition Services to serve as the Official
General Services Contractor. To assist you in planning, necessary show services order forms are located
within this manual; or you can order online any time after January 1, 2017 by following the instructions
found in the "Online Ordering" Form. If you have a question regarding online ordering, please call
Shepard's Exhibitor Services Center at [phone].

Bring copies of all your service orders and proof of payment with you to the event (or give it to
the person who will be managing your booth on-site) for reference.
If you have any questions about this Exhibitor Services Manual, please contact me at
TABLE OF CONTENTS

GENERAL SHOW INFORMATION ............................................................................ 4-10
General Show Information
Action Items/Timeline/Planning Checklist
RFID Journal LIVE! Staff and Service Contractors Contact Lists
Frequently Asked Questions, Security Tips, Miscellaneous
MARKETING AND PROMOTIONAL OPPORTUNITIES ............................................... 11-18
Exhibitor Marketing Tools and Services
Customized HTML Invitations for Customers and Prospects
RFID Journal LIVE! 2017 Announcements
Mobile App, On-Site Program Guide Specifications, RFID Connect
Additional Sponsorship and Branding Opportunities
REGISTRATION INFORMATION ............................................................................ 19-21
Registration Information and Instructions
Visa Letters – information and Instructions
Hotel Reservations and Transportation Information
RULES AND REGULATIONS .................................................................................... 22-30
Exhibit Display Guidelines for Linear, Peninsula and Island Booths
Rules and Regulations
SHEPARD EXPOSITION SERVICES – INFORMATION & ORDER FORMS- (click here)
Show Information
Online Ordering Instructions
Payment Authorization / Credit Card Authorization Form
Shepard Terms and Conditions
Third Party Payment Authorization
Exhibitor Appointed Contractor Authorization and Sample Certificate of Insurance
Shepard Exhibitor Services (Standard Furnishings, Carpet, Cleaning, Drape, Exhibit Rental) Forms
Custom Exhibitor Graphics, Guidelines and Order Forms
Shipping Information, Addresses and Labels
Material Handling Authorization Information
Material Storage
Both Labor
Rigging, Forklift Information and Order Forms
Union Information
Outbound Bill of Lading/Information
PHOENIX CONVENTION CENTER SERVICES - click links below
Phoenix Convention Center General Policies, Rules and Regulations (click here)
Adventura Booth Catering and Order Form (click here)

ADDITIONAL SHOW SERVICES – click here and scroll down for all forms
Audio Visual Services & Order Form – ON Services
Computer Rental Services & Order Form – ON Services
Electrical Services & Order Form (Air and Water also) – Commonwealth Electric
Internet Service/Network Information & Order Forms – SmartCity
Lead Retrieval Information & Order Form – Custom Registration
Security Services & Order Form – Contemporary Services

2
GENERAL SHOW INFORMATION

Location:
Phoenix Convention Center
North Exhibit Halls 4 and 5
rd
100 North 3 Street
Phoenix, AZ 85004
Tel: [phone]
Exhibit Hall Hours:
Move-In and Setup Exhibit Halls 4 and 5
Monday, May 8 8:00 am – 7:00 pm *overtime
charges apply after 5pm
Tuesday, May 9 8:00 am – 4:00 pm
All Exhibits must be set-up by 4:00 p.m. on Tuesday, May 9
Exhibit Halls Open
Tuesday, May 9 6:30 pm to 8:15 pm Opening Reception in the Exhibit Hall
Wednesday, May 10 10:45 am to 5:30 pm Conference Attendee Lunch Served in the
Exhibit Hall
Thursday, May 11 10:30 am to 3:00 pm Conference Attendee Lunch Served in the
Exhibit Hall
Tear Down and Move-Out
Thursday, May 11 3:00 pm –8:00 pm Note: All transportation carriers (trucking
companies) must check in no later than 7:00 pm
th
on Thursday, May 11 for freight pickup.

Shipping:
Advanced Warehouse: April 11 – May 1, 2017
Direct to show site: May 8, 2017 at 8:00 am
Exhibit Booths Include:
 Booth ID sign listing company name and booth number
 8’ high back drape (teal and white)
 3’ high side rails (teal)

Please Note: The exhibit hall is not carpeted. You must carpet your exhibit space.
Exhibit Area:
Phoenix Convention Center, North Exhibit Halls 4-5
Click here for the current Floor Plan.

3
ACTION ITEMS/TIMELINE

Deadline Action Item
On Signing of  Final booth and sponsorship payment due January 31, 2017
Contract  Corporate logo due (when applicable) for use on event web site and/or in
printed materials and signage, send to Quedah Locket
RFID JOURNAL LIVE! STAFF CONTACT LIST
OPERATIONS/LOGISTICS TEAM CONTACTS:
Anne McConahey, Operations Manager Contact Anne re: Operations and Logistics,
Tel [phone] Move-In and Move-Out, Booth Set, Display
Email
RFID JOURNAL LIVE! SERVICE CONTRACTORS CONTACT LIST
Audio Visual/Computer Rental Services Booth Cleaning
ON Services Shepard Exposition Services
6779 Crescent Drive 235 E. Pima St, Suite 105
Norcross, GA 30071 Phoenix, AZ 85004
Tel: [phone] Tel: [phone]
Fax: [phone] Fax: [phone]
CONTACT: Jason Ashfield
Email:
FREQUENTLY ASKED QUESTIONS

Do I need insurance for my exhibit space?
Exhibitors must obtain adequate insurance at their own expense. RFID Journal and the Phoenix
Convention Center require coverage of at least $1million of comprehensive general liability insurance
as well as adequate levels of Property Insurance, Workers Compensation, and Automobile Liability
Insurance.

Exhibitors wishing to insure their exhibit materials against theft or damage must do so at their own
expense. The Phoenix Convention Center, RFID Journal, Shepard Exposition Services, and
Contemporary Services Corporation will not be responsible for loss or damage to any property in
storage, in transit to or from the exhibit building, while in exhibit building, or for any loss of income
as a result of any reduced sales due to such loss or damage.

What hidden costs should I be aware of?
Generally, the most common expenses outside the rental of the exhibit space are incurred through
shipping, freight handling, furniture ordering, union labor and booth cleaning. Please take a minute to
review the shipping and order forms provided in your exhibitor service kit. Ordering by the
Advance Discount Deadline Dates will save your company money.

Do I need to carpet my booth?
YES. The exhibit hall IS NOT carpeted.

What is the difference between shipping to the Advance Warehouse vs. shipping directly to
show site?
To ensure that exhibitor move-in is efficient and timely, Shepard Exposition Services provides
exhibitors the opportunity to ship items for their exhibit spaces to an advance warehouse. Items
shipped to the advance warehouse are delivered to the event site a day earlier than freight that is
accepted on-site. This generally will insure that your booth items are placed as early as possible in
your booth location for set-up. NO SHIPMENTS WILL BE ACCEPTED AT THE PHOENIX
CONVENTION CENTER PRIOR TO MONDAY, MAY 8, 2017 AT 8:00AM.

Do I need to send in the Exhibitor Appointed Non-Official Contractor Authorization form?
If you will be using a third-party contractor to install your exhibit space, you will need to fill out and
fax back the Exhibitor Non-Official Contractor form to Shepard Exposition Services at: (602) 253-
1114 by April 11, 2017. A copy of this form must be sent to Show Management, Anne McConahey at:
SECURITY TIPS

Event Management will provide 24-hour perimeter access control throughout the show, but assumes
no liability for loss or damage to exhibitor’s property. Event Management does not carry
insurance on exhibitor materials or displays. Exhibitors are responsible for extending a rider on
their present insurance policy to cover damage or theft of their materials or displays while in transit
to and from, and during the event.
Suggestions on protecting your display:
 Do not mark the outside of your shipping cartons with the contents—use a code.
 Furnish your shipping company with an accurate and complete bill of lading.
 Do not leave materials in containers to be stored with empties.
 Whenever the exhibit floor is closed or your booth is unattended, remove valuable items or
secure them in a safe place. Do not leave valuable exhibit materials or proprietary
information under tables or behind displays when the exhibit floor is closed.
 Do not leave your leads in the booth unattended.
 When the exhibit floor closes, pack as quickly as possible and do not leave your display
unattended.
 During move-out remain with your display and equipment until it has been packed and is
ready to ship.
 Prior to shipping be sure to insure your shipment with your designated shipper.

8
MISCELLANEOUS

Appropriate Attire
Business casual attire is recommended for all sessions and functions at RFID Journal LIVE!

Business Center
The UPS Store Phoenix Convention Center
125 N 2nd Street, Suite 110
Phoenix, AZ 85004
7:00am – 6:00pm Mon-Fri
Tel: [phone]
Fax: [phone]
Email:
EXHIBITOR MARKETING TOOLS AND SERVICES

Quedah Locket
Marketing Manager
212-584-9400 x505