• Complimentary exhibitor badges, based on your booth size:
Booth Size Badge Allotment
100 SF 4
200 SF 7
300 SF 8
400 SF 9
Greater than 400 SF 9 + 1 badge per additional 100 SF   (i.e. 600 SF = 11)

Exhibitor badge requests in excess of the allotment will be charged $70.00 per registrant. These badges are for booth staff and not company representatives that do not have a direct relationship to the exhibit or those directly involved in staffing the booth.

  • Unlimited reduced rate One Day Exhibits Only Guest Invitations for admission to the Show for your invited guests.
  • Product listing in the official on IEEE PES T&D Web site and mobile app.
  • Use of contracted floor space.
  • Standard flameproof booth equipment for:
              1. Linear booths
                   • 8’ high pipe and drape backwall
                   • 3’ high pipe and drape side rails
                   • 7” x 44” booth identification sign (company name and booth number.)
              2. Split-Island booths
                   • 8’ high pipe and drape backwall
                   • 7” x 44” booth identification sign (company name and booth number.)
  • Management provides aisle carpeting, Midnight Blue. (Booth carpet/floor covering is required for all exhibits and must be provided at the exhibitor’s expense.)
  • General exhibit hall lighting, air-conditioning or heating (during show days only).
  • Onsite Exhibit Management Office to provide assistance during set-up, show days and dismantle starting Thursday, April 10.
Often exhibitors new to a particular trade show are unsure of where to begin when budgeting for booth properties. In mid-October 2016 we will post a Common Exhibitor Costs form that provides package costs as well as pricing on services most frequently used. The full exhibitor manual will be available in the fall of 2017. If you have additional questions, please contact Shawn Boon, shawn@cemllc.com or (703) 662-3602.
Date Hours
Tuesday, April 17 10am - 5pm
Wednesday, April 18 10am - 6pm
Thursday, April 19 10am - 3pm

 

 

 

 

Click here for a more complete overview schedule of the Show.

The deadlines are not confirmed at this time, but the discount deadlines are the dates our official vendors will honor advance orders with discounted rates. For all Freeman services (furnishings, labor, A/V, shipping, etc.) the deadline will be around March 22. For all of the Convention Center services, (electrical, internet, catering, etc.) the deadline will be around March 27. Final and additional deadlines will be available in the online exhibitor manual in the fall of 2017.

Each company is assigned a target move-in date, the day your shipment should arrive if you are shipping by truck to be unloaded at the dock at the convention center. Each date is determined by Freeman based on the booth’s size, location, and time allotted for access to the hall. Generally the earlier target move-in dates are determined by the size of the booth and the distance from the freight door. Adhering to the target move-in date is vital to allow all exhibitors accessibility to their booths and to guarantee the show is able to open on schedule.

The target floor plan will be available in October 2016. These target dates will be based on the initial floor plan and subject to change. Exhibitors are encouraged to verify their target move-in date prior to finalizing their onsite schedule and travel arrangements.  To accommodate all exhibitors in the most efficient manner we are asking each company to honor their target date. 

The target floor plan will be available in October 2016. These target dates will be based on the initial floor plan and subject to change. Exhibitors are encouraged to verify their target move-in date prior to finalizing their onsite schedule and travel arrangements. To accommodate all exhibitors in the most efficient manner we are asking each company to honor their target date. 

All linear booths (10′ x 10′, 10′ x 20′, etc.) can begin moving in on Saturday, April 14. Target move-in begins at 8:00am on Thursday, April 12. This does not mean you personally need to be there unless you wish to oversee the unloading. Your shipment will be taken to your booth and will be there upon your arrival. Beginning in October of 2016 you will be able to refer to the Target Move-in floor plan for move-in dates/times that are specific to your booth.

Move-out begins at 3:01pm on Thursday, April 19 – Early move-out will not be permitted. All exhibitor materials must be removed by Saturday, April 21, at 12 noon. All carriers must check-in by 8 am of their final move-out day or freight will be re-routed.

Material handling (drayage) is the service of receiving freight at either the advance warehouse or show site. This service includes the following:

  • Acceptance of freight shipped to advance warehouse (freight accepted March 9 – April 9) TENTATIVE
  • Storage of up to 30 days prior to move-in
  • Delivery of freight to show site OR acceptance of freight delivered directly to show site
  • Delivery of freight from dock to booth
  • Pick up and storage of “empty” crates/boxes for duration of show
  • Delivery of “empties” from storage back to booth for move-out
  • Freight transferred from booth to dock for return shipment
  • Loading of crates/boxes onto outgoing carrier

How – Inbound Shipment

  • Check out the weight of your exhibit. Lightweight designs save on shipping and drayage.
  • Remove old shipping labels and attach clean labels with your company name and booth number clearly marked.
  • Be sure to attach a rider to your insurance policy from the time your exhibit and product leave your possession until it is returned. Your company is responsible for your exhibit and product.
  • Shrink-wrap all your cartons onto a skid to avoid any special handling charges. Be sure to securely pack and tape your boxes.
  • Ship prepaid and keep an inventory and the PRO numbers of all your shipments.
  • Alert Freeman if you are shipping less than you initially estimated. This will not only save you money, but also expedite the move-in process for you and other exhibitors.
  • If delivering to the advance warehouse, confirm delivery with both Freeman and your shipping company.
  • Make sure that all shipments are accompanied with a certified weight certificate.

When

  • Ship in advance to the warehouse. Shipments to the warehouse can arrive between March 9 – April 9 (tentative, final dates provided in the exhibitor manual in the fall of 2017).
  • Schedule your shipment to arrive during the published hours (8am – 3:30pm, drivers must check in by 2:30pm) for freight receipt at the warehouse to avoid unnecessary surcharges.
  • Be sure you hit your target move-in date and time. Penalties will be assessed if materials arrive before or after your target move-in date.
  • For onsite deliveries, expect at least a 3-hour wait for your materials to be unloaded from the time your truck checks in at the marshalling yard. For afternoon arrivals it is wise to order labor for the following day.
  • Check-in to the marshalling yard on straight time. Check in prior to 2:30pm to insure same day delivery.


Outbound Shipment

  • Make return shipping arrangements in advance.
  • Prepare and pack labels for your outbound shipment prior to the show.
  • Avoid forced shipments on the outbound. Contract only with carriers familiar with the tradeshow industry.

As an employee of the exhibiting company (you must carry identification, such as medical card or payroll stub, to verify this fact) you have the right to hand carry some materials to your booth provided the following rules are adhered to:

  • Must use specified access doors, may use main entrance into exhibit hall
  • May not use freight/dock doors
  • No material handling equipment may be used (i.e., carts, dollies, etc., however small 2-wheeled luggage carts are allowed)
  • Materials must be able to be hand carried by one person

As an employee of the exhibiting company (you must carry identification, such as medical card or payroll stub, to verify this fact) you have the right to install and dismantle your own booth, as follows:

  • May unpack, pack and arrange merchandise and product within exhibit. Exhibitors may install or dismantle their exhibit and lay their own carpet, if the work can be done without power tools or ladders in less than 60 minutes. May set up and take down “pop-up” displays
  • Opening of cartons containing your products
  • Performance, testing, maintenance or repairs of your products
  • Technical work to machines, such as balancing, programming, cleaning

This applies to display material, not your product set in its natural state. Complete display rules are outlined in rules and regulations section.
     Standard inline booth – 8 feet
     Perimeter booth – 12 feet
     Island booths – 20 feet

IMPORTANT – Please be considerate of others when designing your booth, every exhibitor has the right to be visible!

Inline booths must not exceed 4 feet high, 5 feet in from the aisle (front half of the booth). Please be respectful of your neighbors when placing your product. An island booth with any dimension greater than 30 feet and a perimeter wall greater than 4 feet in height must have an opening of at least 10 feet wide every 20 feet. If you have questions on your booth type or the guidelines contact shawn@cemllc.com.

No display material of any kind, including, but not limited to, signs, banners or logos may be suspended from the ceiling.  No balloons or blimps may be suspended or tethered. Island booths may hang truss for lighting purposes, but no signage or display materials may be attached to this truss. If your ground supported equipment needs special tie-offs to the ceiling for additional safety, please contact Shawn Boon, shawn@cemllc.com for approval in advance.
Freeman has the capabilities to design a custom booth developed to meet your specific goals and requirements. You may choose a custom designed booth, or to save money, you may choose to rent a standard or deluxe hardwall unit. The standard packages will be available with the exhibitor manual in the fall of 2017. You can contact Sarah LaMond at Sarah.LaMond@Freemanxp.com or (214) 451-3810 for a custom designed booth.

Exhibitor Appointed Contractors (EACs) are independent contractors hired by exhibiting companies. These are companies that are typically signatory to the local unions. They can include labor building your booth, booth supervisors, booth designers. independent display companies, etc. An EAC will only be granted access to the show floor if show management has received the EAC Authorization form and a valid Certificate of Insurance. They will not have access to the exhibit hall on show days. The EAC submittal form will be available to all exhibitors in the fall of 2017. The deadline to submit the online EAC form is March 12, 2017.

If you wish to host an event or meeting in your booth BEFORE scheduled show hours you must do the following.

  • Notify show management at shawn@cemllc.com with the time, date, and the number of invited attendees prior to show time.
  • All of your invited guests must have a show badge
  • Arrange for all of your guests to meet as a group in the lobby at the entrance closest to your booth and be escorted into the exhibit hall by one of your company staff
  • If you are inviting more than 30 people you will be required to hire a security guard to ensure your guests stay in your booth. The security order form will be available in the online exhibitor manual in the fall of 2017.

If you are planning an event AFTER show hours you must comply with all of the above AND you will be required to hire a security guard to ensure your guests stay in your booth regardless of the size of the group. The security order form will be available in the online exhibitor manual in the fall of 2017.

If you are planning to serve refreshments at your event you will order from Centerplate the exclusive caterer at the convention center, this order form will be available in the online exhibitor manual in the fall of 2017.

Machines may be exhibited in their normal commercial form, regardless of height, but please note the dock doors are limited to 16 feet tall, equipment must be able to fit through these doors. In addition, the ceiling height is 30' in the convention center, we encourage all exhibitors to contact Freeman with exact equipment specifications prior to finalizing equipment display plans.  All equipment must be placed at least one foot inside the booth from the aisle line.  Further, companies must try whenever possible to avoid blocking the view of a neighboring booth.

Additional Dock / Truck Access Info:

The CCC has a total of forty­-two usable loading docks. The largest dock door into the exhibit hall is 22’ wide x 16’ high. Loading ramp length is 500’, width 32’, and grade 10%.

Trucks  delivering  freight  to  the  Center cannot  exceed  seventy  feet  in  length  (tractor and trailer) and fourteen feet in height. The CCC exhibit hall floors are rated for 350 pounds per square  foot  (psf)  and  the  ramps  are  rated  at 16,000  pounds  per  truck  axle  (federal  highway standard). We request that both Freeman and the Colorado Convention Center are notified by exhibiting companies that will be displaying equipment close to floor load limits by February 11, 2018.  That includes displays, equipment or the trucks delivering the items.   Please note that additional charges may apply for engineering review if required.