EXHIBITOR MANUAL - Artexpo Las Vegas
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EXHIBITOR
MANUAL
WELCOME TO ARTEXPO LAS VEGAS 2018
My name is Geoff Fox, Redwood Media Group’s Chief Operating
Officer. On behalf the entire RMG team, I would like to welcome you
to the event and let you know that we are here to assist in making
your experience as exciting, enjoyable and stress-free as possible.
The following exhibitor manual is designed to be your all-in-one
planning resource, with detailed information on all your logistical
needs along with a list of important deadlines. Please do not hesitate
to reach out should you have question, concerns or exciting ideas!
Thank you for your participation!
Sincerely,
Geoff Fox, Redwood Media Group, LLC, COO/CFO
geoff.fox@redwoodmg.com
www.artexpolasvegas.comTABLE OF CONTENTS AND CHECKLIST:
GENERAL SHOW DATES / LOCATION / HOURS ............................................. Page 3
VISITOR INFORMATION / HOUSING ................................................................Page 4
SHIPPING INFORMATION .................................................................................... Page 5
STORAGE / MOVE-OUT INSTRUCTIONS .......................................................... Page 6
MANDATORY FORMS ........................................................................................... Page 7
Booth Design Form
Damage Assessment Agreement Form
Merchandise Removal Authorization Form
Exhibitor Booth Signage Request Link
Exhibitor Badge Registration Link
General Liability Insurance Application Link
Nevada State Sales Tax Application
BOOTH PACKAGE INFORMATION & ADDITIONAL SERVICES ..............Page 7
SHOW RULES & REGULATIONS ...........................................................................Page 8
Presentation & Hanging Guidelines
Protection
PromotionsYour Exhibitor Portal Login details are provided below:
VISIT THE EXHIBITOR PORTAL TO ACCESS THE FOLLOWING:
• Exhibitor Manual
• Image Submission Link
• Free Collector Show Pass Link Link: Exhibitor Portal
• Show Logos
• Hanging Guidelines and Tips Password: aelv18-hub
• Other useful exhibiting information
www.artexpolasvegas.com Page 2GENERAL SHOW DATES / LOCATION / HOURS:
LOCATION:
Artexpo Las Vegas 2018
Las Vegas World Market Center
Pavilion 2
475 S. Grand Central Pkwy.
Las Vegas, NV 89106
MOVE-IN:
Friday, January 26th, 8AM - 5PM
Saturday, January 27th, 8AM - 5PM
VIP RECEPTION:
Sunday, January 28th, 4PM - 6PM
MAIN SHOW HOURS:
Sunday, January 28th, 9AM - 6PM
Monday, January 29th, 9AM - 8PM IMPORTANT:
Tuesday, January 30th, 9AM - 6PM Any exhibitor breaking down their booth prior to
Wednesday, January 31st, 9AM - 4PM show closing, Wednesday, January 31st at 4PM
PLEASE NOTE: Exhibitors with an exhibitor badge will will be fined $500. Please arrange travel
have access to the venue 30 minutes prior to opening each day. accordingly. All artwork, signage, and hanging
hardware must be removed from the walls
MOVE-OUT: Wednesday night.
Wednesday, January 31, 4PM - 10PM
Thursday, February 1, 8AM - 10AM - SHIPPER PICK-UP ONLY
EXHIBITOR SERVICES:
The Exhibitor Service Desk will be located in the front of Pavilion 2. This area will have a service representative
for electrical, walls, furniture, etc. The service desk will be open during move-in and move-out. During the
show, a representative will be available in the Show Office.
REGISTRATION:
Exhibitor Badges can be picked up at the Exhibitor Services Desk upon arrival. Before badges are released,
accounts must be paid in full and proof of insurance must be on file. Exhibitor contractual requirements must
be met and all outstanding balances paid in full before move-in.
www.artexpolasvegas.com Page 3VISITOR INFORMATION: LOCATION: Artexpo Las Vegas 2018 Las Vegas World Market Center Pavilion 2 475 S. Grand Central Pkwy. Las Vegas, NV 89106 ATTENDEE/TRADE ADMISSION: Click here to register for badges PARKING: Ride the Free Hotel Shuttle – parking is very limited at the show, so this is your best way of getting to market with ease Get the schedule → PAVILIONS EXPRESS SHUTTLE (LOCATED IN TRANSPORTATION TERMINAL) Takes you directly to The Pavilions Pavilions Shuttle Schedule → OFFICIAL HOUSING: Enjoy luxurious lodging close to Artexpo Las Vegas and save! To ensure your comfort and convenience, we’ve arranged exclusive discounts at some of the finest hotels in the area. To save big, make sure you book at an official hotel through Las Vegas Market, the official housing partner of Artexpo Las Vegas. Click here to make your reservation! www.artexpolasvegas.com Page 4
SHIPPING INFORMATION:
GENERAL SHIPPING GUIDELINES: 3 DELIVERY OPTIONS ADDRESS DIRECT TO:
1. DIRECT SHIPPING Artexpo Las Vegas 2018
2. POV (Privately Owned Vehicles) - Self Unload Las Vegas World Market Center
3. Advance Warehouse
Pavilion 2
205 S. Grand Central Pkwy.
Important: Shippers are recommended for your convenience only. Redwood
Media Group is not responsible for any loss, cost or damage of any shipment. Las Vegas, NV 89106
Attn: Your Exhibiting Name / Booth #
1. DIRECT SHIPPING:
Your phone number
Artexpo Las Vegas has selected Phoenix International Business Logistics,
Inc. for assistance on shipping arrangements, brokerage, customs
clearance and local transportation. Click the appropriate link below for
additional information:
• Domestic/Canadian - Freight must be picked up by January 11, 2018.
• International - Pick up deadline dependent on origination location, please see kit. For additional
questions please contact Phil Hobson: Tel: 908-355-8900 or email:
phobson@phoenixlogistics.com.
2. POV (Privately Owned Vehicles) - Self Unload: *Important: Box trucks with lift gates are
required as there are no on-site docks.
Exhibitors choosing to deliver materials and artwork themselves must accompany any exhibitor appointed
contractor or “helper”. All such contractors and helpers must obtain temporary badges from the registration
desk. A licensed driver must stay with the vehicle at all times.
3. ADVANCE WAREHOUSE:
Please call to make arrangements in advance. Your shipment will be delivered directly to your booth on-site
at Pavilion 2 and can begin to arrive on January 2, 2018. For rates and shipping instructions please contact:
Craig Bowman - National Account Manager - Freight Center
Tel: 800-716-7608 ext. 1062 or Email: cbowman@freightcenter.com
FREIGHT RECEIVING HOURS:
Freight Receiving will be open on Thursday, January 25, 1PM - 8PM and Friday, January 26, 8AM - 5PM. Please
advise your chosen carrier of our deadlines and procedures. Your shipment must arrive at Pavilion 2 on but not
before freight receiving hours. Box trucks with lift gates are required as there are no on-site docks.
IMPORTANT INTERNATIONAL SHIPPING GUIDELINES:
Redwood Media Group, LLC. does not have any role or responsibility for the shipment of Exhibitor’s art or other
property to/from Artexpo Las Vegas. No refunds or credits will be issued to an Exhibitor whose shipment does
not arrive in time. Exhibitor that are shipping from outside the USA MUST engage a customs broker. RMG will
not act as consignee, importer, “sold to” party, freight forwarder, customs broker, or power of attorney. For
additional questions please contact Phil Hobson: the: 908-355-8900 or email: phobson@phoenixlogistics.com.
www.artexpolasvegas.com Page 5STORAGE / MOVE-OUT INSTRUCTIONS:
STORAGE OF EXCESS ARTWORK:
Artexpo Las Vegas offers limited storage of excess artwork and does not guarantee space for all works.
Exhibitors are responsible for their artwork and materials at all times and should take care not to leave
materials in crates and boxes.
EMPTY CRATE STORAGE:
• By order of the fire marshall, exhibitors will NOT be permitted to store empty crates, containers or boxes
in their booth or around the perimeter of the venue during the show.
• Empty crates and boxes, when properly marked, will be removed, stored and returned at the end of the
show.
• No empty crates or boxes can be used as display counters or props unless they are chemically treated to
resist flames. Please place small containers inside larger ones to facilitate storage.
• Once your containers are ready for storage, you are required to place one “EMPTY” sticker on each
container. EMPTY stickers will be provided at the Exhibitor Service Desk. Containers with an EMPTY
sticker will be removed and returned after the close of the show. Your cooperation in keeping the aisles
clear to facilitate the delivery/return of containers is appreciated. Once a crate/container has been
removed from the floor and stored, exhibitors will NOT have access to this crate. Exhibitors requiring
access to crates or cartons during the show must arrange for accessible storage.
RETURN OF EMPTY CRATES:
Empty crate return will begin on Wednesday, January 31st after the show closes at 4PM and when the venue
is clear of attendees. The return of crates and cartons can be a lengthy process. During the wait time, you
may take your artwork off the wall and get your materials ready to pack. PLEASE PLAN YOUR TRAVEL
ACCORDINGLY. ***If you are unable to wait for your crates due to time constraints, you are required to make
alternative crate storage arrangements with your shipper or other provider to avoid delays.
FORCED FREIGHT:
All freight must be removed from the venue by 10AM on Thursday, February 1st. Freight arrangements must
be made to comply with the deadline. Any freight not picked up will be turned over to a local shipper. The
exhibitor will be responsible for shipping arrangements as well as all fees incurred.
www.artexpolasvegas.com Page 6REQUIRED FORMS:
STEPS:
1. CLICK ON THE FOLLOWING LINKS BELOW FOR DETAILS AND FORMS/APPLICATIONS
2. Email, your Booth Design Form, Damage Assessment Agreement and Merchandise Removal Forms to:
mira@redwoodmg.com
3. Complete online applications for Booth ID signage, Exhibitor Badge registration, general liability insurance
and Nevada seller’s permit.
Booth Design Forms ...............................................................................................DUE DEC. 15
Damage Assessment Agreement Form ..............................................................DUE DEC. 15
Merchandise Removal Authorization Form ........................................................DUE DEC. 15
Booth ID Sign Submission .....................................................................................DUE DEC. 15
Exhibitor Badge Registration ...............................................................................DUE DEC. 15
General Liability Insurance Application / COI Submission Instructions .......DUE DEC. 26
Nevada "One-Time Sales Tax Return" Form ..........................Complete onsite after the event
BOOTH PACKAGE INFORMATION
& ADDITIONAL SERVICES:
The following rules and regulations have been We call special attention to the following; simply click
adapted to give each exhibitor effective use of on each bullet point for additional details:
contracted space without interfering with the rights of
neighboring booths. • Additional Wall Charges
• Additional Light/Outlet Charges
All booth packages include: • Custom Painting
• Allotment of 10’ high white hard walls • Door Charges
(Click here for calculation) • Internet
• Allotment of 90 watt LED lights • Labor
• Gallery Booth Package - 10 X 10 = 5 lights • Specialty Furniture Catalog and Order Form
• Furniture package - table, 2 chairs
• Booth ID Blade Signage SAFETY:
• Unlimited Collector/Guest Passes • Structural Requirement & Free Standing Structures
• Up to 5 images on the show’s Flickr’ page
www.artexpolasvegas.com Page 7SHOW RULES & REGULATIONS:
Exhibitors have agreed to abide by all Rules and Regulations by virtue of signing the Exhibitor Contract.
We call special attention to the following regulations, simply click on each bullet point for additional
information.
DISPLAY:
Presentation & Hanging Guidelines
Hanging Layouts
PROTECTION:
Copyright Infringement - Photography & Video Recording
Security
Fire Safety & Traffic
Liability
Gratuities
PROMOTIONS:
Promoting discounts and/or distributing material outside of your booth area is NOT permitted. Exhibitors may
solicit attendees only within the confines of their contracted space. Any unauthorized solicitation, whether by
an exhibitor or attendee, should be brought to the attention of Show Management. If you are planning one of
the following, please click on the appropriate link below for more information.
Special Events
Music Videos
Raffles & Giveaways
In-Booth Entertainment
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