2008 Fresh Summit Exhibitor Service Kit
Planning and Managing Your Shipment
Here you will find different methods to get your booth to the show, understand how it is handled onsite, learn what to do if there are any problems, and find out how to move-out and ship your freight home. Be sure to review the rest of the Shipping section in your Exhibitor Service Kit to get specifics on shipping procedures, addresses, and labels.
Shipping Options
Common Carrier is the least expensive method of shipping to a trade show. It is important to understand that Common Carriers work on a volume basis, so smaller shipments are usually combined to make full truck loads. Consequently, shipments can be loaded and unloaded up to three times before reaching their destination. This movement of shipments can increase the chance of materials being damaged, lost, or not delivered by a certain date. If you choose to ship via Common Carrier, be sure all materials are labeled clearly and are carefully packed or crated. Allow a cushion of a couple of extra days over the delivery date to be sure your materials will arrive at the Show.
Shipping via air freight, while not inexpensive as compared with common carrier service, does offer several advantages that can help defray the cost. Air freight shipments can be arranged on fairly short notice. The deliveries can be targeted to avoid warehouse charges and most carriers will negotiate a better rate based upon round-trip service in and out of the show. As with all modes of transportation, it is important to pack your equipment properly. Your cost for 3–5 day service is considerably less than 2nd day or overnight service. Choose a carrier that specializes in the convention/trade show market like PMA’s official freight forwarder, Expo-Link Cargo.
Padded vans offer specialized service tailored to your needs, which makes this a more expensive way to ship your materials to the show. Vans will pick up your shipment at your plant and deliver it directly to the exhibition hall without handling in between. This keeps damage, loss, and mis-shipping to a minimum. If you are shipping uncrated displays and/or machines, padded van is the ONLY way to ship. All shipments are blanket wrapped and ride in air-cushioned trailers. Vans will guarantee delivery of your shipment on time and in good conditioning. Drivers will be required to submit Certified Weight Receipts when recording their shipments at the marshaling area. GES Exposition Services reserves the right to refuse to unload shipments until a Certified Weight Receipt is presented.
Privately Owned Vehicle (POV) Deliveries and Parking The term POV describes a small vehicle (van, station wagon, pickup truck, etc.) used to transport a freight shipment that can be hand-carried into the exhibit area and handled by one person in one trip. If you are delivering materials in your own small privately owned vehicle, you must first go to the designated marshaling yard. Upon arrival at the marshaling yard, you will be directed to a “Speed Line” set up specifically for small privately owned vehicles. GES will make every effort to expedite the dispatch and unloading of POVs. Small vehicles may be allowed to unload items on their own at the loading dock. Larger vehicles, such as trucks or vans, may be required to hire labor to unload their vehicle and deliver the items to their booth. Determination shall be made onsite based on the quantity/weight of items to be unloaded.
Parking is charged on all move-in, show, and move-out days at a daily rate. Exhibitors receive daily in/out privileges with a valid parking receipt and exhibitor badge. Parking on the loading dock, in the dock basin, and inside the OCCC is prohibited; violator’s vehicles will be towed at owner’s expense. Overnight parking on OCCC property is prohibited.
PMA does not recommend one shipment method over another; each is reliable and serves its segment of the market well. However you decide to ship, remember to put the name of the exhibiting company, booth number, and name of the Show on every piece. Instruct truckers to report first to the marshaling yard before proceeding to the Exhibit Hall. Notify your carrier that they may need to wait in line when delivering and/or picking up your freight. Some carriers may refuse to wait in line.
Hand-Carry
You may hand-carry your own materials in the exhibit hall provided you do not use material handling equipment to assist you. Two-wheel luggage carts are acceptable; hand-carts and any four-wheel cart or dolly is prohibited. Hand-carried materials brought in with two-wheel luggage carts may only be brought in through the front doors of the exhibit halls; you will not be permitted access to the loading dock and/or freight door areas with hand-carry items. Please also note that you may not leave your car unattended at any time at the curb. All exhibitors that wish to unload items that do not qualify as hand-carriable must follow the POV delivery guidelines.
Overnight Express/Small Package Delivery
All overnight deliveries will be routed through GES Exposition Services. Federal Express, UPS, USPS mail, and similar carriers will deliver directly to the freight entrance. GES must then sort and log these items for delivery to your booth. This process can take several hours. If you are planning an overnight delivery, please allow for the sorting time when estimating your need for the package.
International Shipping and U.S. Customs
All merchandise imported into the United States must be cleared through U.S. Customs and is subject to examination prior to release. The Official Freight Forwarder and Licensed Customs Broker for Fresh Summit is Expo-Link, Inc. Expo-Link can handle air freight, international freight, and customs arrangements for exhibitor shipments to the 2008 PMA Fresh Summit Exposition. Be sure to review all Expo-Link information before completing the necessary forms.
USDA Wood Packaging Regulations
The U.S. Department of Agriculture’s rules pertaining to wood materials (crates, wood, pallets, etc.) entering the United States require wood products to be either heat-treated or fumigated with methyl bromide to ensure wood insects aren’t imported in packaging materials. Inspectors will demand that freight be reshipped if contents cannot easily be separated from wood crates and pallets (at exhibitor’s expense). Full compliance is being strictly enforced. Exhibitors who are unaware of these changes could risk having their freight miss the show. For more information visit: http://www.aphis.usda.gov/publications/plant_health/content/printable_version/fs_wpm5-06.pdf .
Bill of Lading
In order to ship your exhibit materials, you must complete a Bill of Lading. It is very helpful to prepare a Bill of Lading for the return trip and pre-package it with your exhibit. All shipments moving into a show must be billed “Prepaid” and all shipments leaving a show must be billed as “Collect” or “Third Party.”
Your booth number must be on the Bill of Lading. Give or send a copy of your Bill of Lading to the person(s) in charge of installing and dismantling your display so that they can assist with tracing shipments.
Shipments received without receipts, freight bills, or specified unit counts on receipts or freight bills, (e.g. one lot 800 cubic ft., etc.) such as UPS or van lines, will be delivered to the exhibitor's booth without guarantee of piece count or condition. No liability will be assumed by the Produce Marketing Association or GES Exposition Services for such shipments.
If no weight is indicated on the documents presented, GES Exposition Services will estimate the weight. Charges will be based on the estimates, and such charges will not be subject to adjustment.
Labeling
In order to ensure accurate handling of your materials during shipment and on the show floor, you must label your shipping containers with your company name and booth number(s). To avoid routing loss or delays, be sure to remove all old labels. We recommend that you use the shipping labels provided to you by PMA and GES to ensure your freight arrives safely.
Material Handling Information
Material handling is charged in 100 lb. increments, referred to as hundred-weight or cwt. Weight is rounded up to the next 100 lbs. For example, if you have 4,235 lbs. of freight, round that up to 4,300, divide by 100, and you will be charged for 43 hundred-weight or cwt. Review the Material Handling Information and Order Form to learn more. If you are bringing machinery to the show, be sure to review the Machinery Rate Schedule Form. All order forms can be completed on GES Online.
Material handling charges include:
- Receiving and unloading your freight at the docks
- Delivery to your booth
- Storage and return of empties at the close of the show
- Removal of your freight from your booth
- Reloading onto your outbound carrier
Damaged or Lost Freight
Any damage or loss must be reported to GES by the exhibitor prior to the close of the show to receive verifications for your insurance broker. It is highly recommended that exhibitors insure their exhibit and product, taking out a rider policy to cover from the time such materials leave exhibitors’ possession until the time such materials return from the show. GES will take damage and loss reports on-site, but it is the exhibitor’s responsibility to contact GES after returning from the show to initiate the claims process. GES will not be responsible for damage to uncrated materials, materials improperly packed, concealed damage, loss or theft of exhibit materials after same have been delivered to booth during installation, nor before these have been picked up for shipping out of the building.
Move-out
The show will officially close at 2:00 p.m. on Monday, October 27, 2008. Dismantling hours are on Monday from 2:00 p.m. to 10:00 p.m. and on Tuesday from 7:00 a.m. until noon. GES will distribute a move-out letter onsite explaining how move-out will flow on Monday. Trash and Food Bank labels will be distributed throughout the show. Be sure to properly label the contents of your booth as you are packing.
Booths that have not begun dismantling by 8:00 a.m. on Tuesday will be dismantled by GES at the exhibitor’s expense. Exhibits should be packed, crates labeled, and Bills of Lading turned in to the GES Servicenter by noon on Tuesday. Do not leave the Bill of Lading in your booth.
Accessible Storage
Materials (spare parts, printed materials, promotional items, etc.) that you will/might need during the show but do not have the room at your booth to store may be placed into access storage. If you have a need for access storage you must go to the GES Servicenter to make the arrangements.
Outgoing Shipments
Shipping is not automatic. Arrangements for outbound freight must be made at the GES Servicenter. Service representatives will assist in scheduling, filling out Outbound Material Handling Order Forms, and general coordination of all outbound freight activities.
Forced and/or Re-Consigned Freight
“Forced Freight” refers to an exhibitor’s shipment that does not have an exhibitor-designated carrier. This happens when an exhibitor chooses not to designate a carrier on the Outbound Material Handling Order Form or an exhibitor fails to turn in this form to the GES Servicenter. GES will consign these shipments to the appropriate show carrier, based upon the shipment requirements: can line, LTL, or airfreight. Shipments without outbound shipping labels and all international shipments will be returned to the GES warehouse at the exhibitor’s expense. GES will notify the exhibitor and request exhibitor direction for the disposition of the freight.
“Re-Consigned Freight” refers to the re-routing (changing carriers) of an exhibitor’s shipment in the event the exhibitor’s chosen and specified carrier fails to get the shipment. This happens when the exhibitor-specified carrier fails to show up, may elect not to wait for the shipment, may refuse the shipment, etc. With the exception of international shipments, GES will re-consign (change carrier) these shipments. GES will choose the official show carrier that can handle the shipment in a manner consistent with the exhibitor’s requirements. International shipments will be returned to the GES warehouse at the exhibitor’s expense, and GES will notify the exhibitor and hold for the exhibitor-designated carrier.