Set Up Information

Carpet and Drape

Each 10’ x 10’ booth will be set with 8’ high Blue and Yellow back drape‚ 3’ high blue side dividers and a 7” x 44” one-line identification sign. Midnight (black and blue) aisle carpet is provided by Show Management. Floor covering is required for all booths. Exhibitors may provide their own floor covering, but it must cover the entire booth. Rental carpet will be from Freeman in the exhibitor manual, which will be available October 29.

Clean Floor Policy

To ensure a successful show opening for all exhibitors at the 2020 IEEE PES T&D Conference, we are implementing a Clean Floor Policy. This will allow our General Service contractor, Freeman, sufficient time to complete the laying of the aisle carpet, the overall cleaning of the exhibit hall and provide exhibitors the space to complete their booth set up by keeping aisles clear. In addition, certain aisles will be designated as “No Freight” aisles. A “No Freight” aisle must be kept clear at all time of crates and boxes in order for all freight to be delivered in a timely fashion and on target for all booths throughout the show.

If you are working with an exhibit house, please discuss with them in advance as this may affect their work schedule and we want to avoid any unanticipated issues onsite.

Due to the size of the show, it is necessary to coordinate the removal of empty crates in accordance with the target time schedule to allow sufficient time for:

Each exhibitor the time to set-up their booths.
Transporting of empty crates to a remote site.
Freeman to complete the laying of the aisle carpet and the overall cleaning of the exhibit hall.

All WOOD CRATES/PALLETS are to be tagged and ready for removal from the exhibit floor no later than the below dates and times. All crates not marked empty and made available for removal by the indicated dates and times will be subject to removal or movement by Freeman at exhibitor's expense.

Target Date

Time

All Crates Marked Empty by:

Thursday, April 16 

8:00 a.m.

Saturday, April 18  

12:00 p.m.

Thursday, April 16   

12:30 p.m.

Saturday, April 18     

4:00 p.m.

Friday, April 17    

8:00 a.m.

Sunday, April 19      

12:00 p.m.

Friday, April 17         

12:30 p.m.

Sunday, April 19      

4:00 p.m.

Saturday, April 14 or Sunday, April 15 (All Remaining Wood Crates/Pallets)

Monday, April 20

10:00 a.m.

In addition to the empty crate removal schedule above, we will also follow the timeline below:

ALL Fiber Cases, Cardboard boxes, Packing Materials, etc.

Monday, April 20

1:00 p.m.

Visqueen on booth carpet should be rolled up by the exhibitor or exhibitor appointed contractor and placed in the aisle.

3:00 p.m.

All aisles must be 100 percent clear of product and any other items that may impede with the installation of aisle carpet.

4:00 p.m.

**ALL WOOD CRATES/PALLETS MUST BE TAGGED AND REMOVED FROM
THE EXHIBIT FLOOR NO LATER THAN 10:00 a.m. MONDAY. **

All exhibits must be fully installed by 4:00 p.m. Monday, April 20.

There will be no exception to this policy. Any crates without empty or access storage labels will be tagged by Freeman and will be removed from the exhibit hall whether they are full or empty. Exhibitors may request crates to be returned to their booth at exhibitors’ expense.

 

Column Diagrams
There are many columns in the exhibit halls. Review the online floor plan to determine if a column is in or near your booth, These columns are 7' 9" square and some columns include emergency equipment or access panels which cannot be obstructed. Convention Center personnel must have clear access to these services at all times. Before preparing your booth design, be sure to review your booth column diagram and plan accordingly. The column diagrams are available upon request or have been sent to the logistics contact on file.

Column Guidelines:

Note: These guidelines only apply to columns physically located in your contracted space.

• General Guidelines:
  • Must provide access to any emergency equipment or access panels on the columns.
  • Emergency exit signage on the column must be kept clear. o Anything that is marked fire cabinet, hose cabinet, fire alarm strobe light or similar needs unrestricted access at all times.
  • Fire strobes must remain visible.
• 5’ clear access to any FX cabinets located on a column. The column can be decorated with drape.
• Utility panels must be accessible. If an exhibitor wants to wrap a column they will need to submit the following to get building approval.
  • A booth layout detail indicating the column wrap.
  • The height of the wrap.
  • The material the wrap will be made out of.
  • Utility requirements and a layout plan for the booth to determine if any services will need to come from the wrapped column.
If you have any questions or concerns regarding your booth structure or set-up around these columns please contact Shawn Boon, shawn@cemllc.com.
 

Exhibit Hall Access Hours
Exhibitors and EACs (Exhibitor Appointed Contractors) have access to the exhibit hall based on the following schedule. Note: This is NOT the show hours, the times listed below are the times exhibitors and EACs will have access to the show floor with their badges/wristbands.

Standard Access Hours with Badges or Wrist Bands

 
Move-In
Thursday – Sunday April 16-19 7:30 am – 5 pm Exhibitor Badge or EAC Wristband
Monday April 20 7:30 am – 5 pm Exhibitor Badge or EAC Wristband
Show Days
Tuesday April 21 7 am – 6 pm Exhibitor Badges
(EAC wristbands from 7 am – 9 am only)
Wednesday April 22 8 am – 7 pm Exhibitor Badges
Thursday April 23 8 am – 10 pm Exhibitor Badges
(EAC wristbands from 3 pm – 10 pm only)
Move-Out
Thursday April 23 3 pm – 10 pm Exhibitor Badges or EAC Wristbands
Friday April 24 7:30 am – 5 pm Exhibitor Badges or EAC Wristbands
Saturday April 25 7:30 am – 12 pm Exhibitor Badges or EAC Wristbands


Exhibitors needing to work late after these posted hours must receive permission from their onsite floor manager. In addition, after these times, workers must remain in their booths. Once workers exit the hall, re-entry may be prohibited.
 

It is important to note deadlines for both discounted services and due dates to provide critical information (final program, housing, etc.). Click here for further information, please note, these deadlines may be updated as we get closer to the show. The exhibitor manual, housing and badge registration will be available beginning October 29. 

Frequently Asked Questions

There are many details when planning an exhibit. We encourage all exhibitors to review the categories below for answers to questions that may arise when planning for the show.
 

Official Vendors
Below is the list of official vendors partnered with IEEE PES T&D. Please note: For insurance and safety reasons, the official contractors designated in this manual must be used for the following services (no exceptions will be made):
Electrical Plumbing Booth Cleaning
Telephone Material Handling / Drayage Rigging

Important Notice to Exhibitors - Beware Unofficial Vendors
Companies approaching Exhibitors or Sponsors not on the list below are not officially affiliated with the Show and IEEE PES T&D cannot assist with any disputes or issues. In addition, in materials brought into the facility for display purposes, etc. by companies not on this list may be charged for material handling fees in addition to the fees charged by an UNOFFICIAL vendor.
Freeman Exhibitor Service Manual – Available October 29
The Exhibitor Service Kit will contain order forms for all the vendors listed below.



Attendee Email Opportunities (Exclusive) 

     CDS
     107 Waterhouse Rd
     Bourne, MA  02532
     Nicole Hutchison
     800-746-9734
     508-743-0162
     508-759-4238 (fax)
     xpressleadpro@cdsreg.com

Attendee List Rentals (Exclusive) - (Mailing Address Only)

    CDS
    107 Waterhouse Rd
    Bourne, MA  02532
    Nicole Hutchison
    800-746-9734
    508-743-0162
    508-759-4238 (fax)
    xpressleadpro@cdsreg.com


Audio Visual/Computers

    Freeman AV
    Yesenia Mata
    Dallas, TX 
    214-623-1308
    469-621-5601 (fax)
    yesenia.mata@freemanco.com

Catering (Exclusive)   

    Savor
    www.savorchicagomcpl.com

Convention Center / Facility / Telecommuncations / Internet (Exclusive)

    McCormick Place Convention Center
    Exhibitor Services
    Chicago, IL
    312-791-6113
    technology@mccormickplace.com
    www.mccormickplace.com

Floral

    Convention Plant Designs, Inc.
     4500 Richland Avenue
     Metairie, LA  70002
     504-454-7204
     504-454-7262 (fax)
     cpd@cpdi.net

     www.cpdi.net

Housing   

    Connections Housing


IEEE Show Management

    Canfield Event Management
    Shawn Boon
    972-521-9902
    shawn@cemllc.com

Internet / Telecommunications  (Exclusive)   

    McCormick Place Convention Center
    Exhibitor Services
    Chicago, IL
    312-791-6113
    technology@mccormickplace.com
    www.mccormickplace.com

Lead Retrieval / Badge Scanner

    CDS
    107 Waterhouse Rd
    Bourne, MA  02532
    Nicole Hutchison
    800-746-9734
    508-743-0162
    508-759-4238 (fax)
    Order Form
    xpressleadpro@cdsreg.com

Photography   

    Ellen Dallager Photography
    4343 Big Sky Court
    Columbus, OH 43230
    Ellen Dallager
    614-402-3806
    ellen@dallagerphoto.com
    http://www.dallagerphoto.com

Exhibitor Registration  

    CDS
    107 Waterhouse Rd
    Bourne, MA  02532

Shipping - Domestic Ground and Air

    Freeman
    Exhibit Services
    800-995-3579 Toll Free US & Canada
    817-607-5100 Local & International
    469-621-5810 Fax
    exhibit.transportation@freemanco.com

Security

    United Security
    Kierstin Canavan
    773-254-1824
    773-254-1840   

    kcanavan@unitedhq.com

    Order Online
    Order Form

Shipping – International

    Agility Fairs & Events Logistics
    1100 S. Tamiami Trail, Ste B.
     Venice, FL 34285
    Margaret Churchill
    714-617-6675
    941-484-1017 (fax)
    mchurchill@agility.com
    www.agilitylogistics.com/fairseventsenquiry

Onsite Assistance

Show Management Assistance
Exposition management staff is happy to meet with you during move-in, show days or move-out. There are designated floor managers in the exhibit hall. You may also call or text us at (972) 521-9902. The show office opens Thursday, April 16 and will be located on the 4th floor, room 401A.

Exhibitor Service Desk
The exhibitor service center will be in operation beginning Thursday, April 16. The service desk will be located in tunnel between the concession areas on the show floor. Freeman, Convention Center services, and all other official contractors will be onsite to assist you. Freeman will also have concierge service in the exhibit hall to assist exhibitors.

Security
A security command post will be available at the convention center, exhibitors will have the option to take small items to the command post for overnight lock-up. All exhibitors should remove all hand-carried items (laptops, cameras, etc.) from the convention center every evening.
  • Do securely fasten all lightweight high-theft-risk items to display boards or lock in showcases.
  • NEVER leave personal items of value (cameras, handbags, briefcases, computers, etc.) unattended, including during move-in/out or show hours.
  • Do not indicate contents on outside of shipping/carrier containers
First Aid
The first aid station is on level 2.5, same level as the Metra communtor railroad station.
It will be in operation from the start of move-in through the end of move-out.  

Target Move-In
You may view your target move-in date online HERE. Please note if your booth size or location changes your target move-in date may also change.

The Target Move-In date assigned to each company refers to the date and time Exhibitors may schedule onsite freight delivery. If freight is delivered to the Advance Warehouse by the specified deadline date, it will be delivered to the booth by 8 a.m. on the Target Move-In date assigned. If the Exhibitor chooses onsite freight delivery, the carrier must check in at the marshaling yard by 3:30 p.m. of assigned the Exhibitor's move-in date. Freight could be delivered to the booth as late as midnight of the Target Move-In date. In this case, installation labor should be ordered to begin work the day after the Target Move-In date.

All display materials and other freight must arrive on the Target Move-In date. Display materials which arrive before or after the Target Move-In may be subject to an additional surcharge.

Linear Booths
All Linear Booths (10' x 10', 10' x 20', etc.) are assigned a Target Move-In Date of Saturday, April 18.

For more information and helpful hints on pre-show procedures and move-in, please visit www.freemanco.com/preshowfaq.

Contact Shawn Boon at (972) 521-9902 or via email with any questions.