10–11 June 2023 247 days to go!

Welcome to The Run Show Chicago 2022

This exhibitor manual is designed to help you plan a successful exhibition, to avoid any problems and to enjoy a smooth, trouble-free run-up to the event. Please do not hesitate to contact the organising teams if you have any queries.

Please ensure you read this manual fully and don’t forget to get your completed forms back to us by the stated deadlines.

This manual is NOT designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us.

Have a great show!

Mila Yankulova
Operations Manager
[email protected]

 

WARNING SCAMMERS:

Exhibitors are being targeted by companies claiming to be, or working with, event organisers. They may use event branding and may appear genuine, trying to sell you data, directory inclusions or hotel booking services. Please note we do not sell our data to anyone and we have strict security procedures. If someone approaches you to sell services (including data, hotel bookings or stand building) and are not listed as an official contractor in this manual then please be vigilant and contact us if you have any concerns. Click here for further advice.


Contents


The Exhibition Team

Mila Yankulova
Operations Manager
E-mail: [email protected]

For all other enquiries, including Sales, PR & Marketing please contact the show Organizers:

Raccoon Events Ltd
2 Bell Court
Leapale Lane
Guildford
GU1 4LY
Tel: + 44 (0) 203 770 9303
Email: [email protected]

Nathalie Davies
Group Event Director
[email protected]

Craig Hanratty
Event Director
[email protected]

Eve Boulter
Account Manager
[email protected]

Jo Tyler
CMO
[email protected]

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Order Form Checklist

  1. Service kit and order forms (RES)
  2. Exhibitor insurance order form
  3. Exhibitor Passes (please note this form is for exhibition staff only who will need access to your booth before the doors open and not to be used for visitors. If you need passes for visitors please contact the marketing team)
  4. Book your hotel room at the DoubleTree or Embassy Suites.

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Exhibition Timetable

Build-up Hall Open Schedule
Friday, June 3 10:00am – 4:00pm Targeted Move-in by approval only

Access for all exhibitors & continuation of Targeted Construction

To facilitate the final preparation and cleaning of the hall prior to opening, all excess products and materials must be removed from the hall by 4:00pm.

Open Days Hall Open Show Open Hours
Saturday, June 4 8:00am – 6:00pm 9:00am – 5:00pm
Sunday, June 5 8:00am – 10:00pm 9:00am – 5:00pm
Breakdown Hall Open Schedule
Sunday, June 5 5:30pm – 10:00pm Expo Breakdown

Please note that any items left in the halls after 10:00pm Sunday, June 5 will be deemed as trash and thrown away. Please note a charge will be levied for the removal of discarded items and the exhibitor/contractor responsible for the trash will be charged accordingly.

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Quick Reference Guide to Contractors

Click on the name of the service you require to take you to the relevant Order Form

Accommodation DoubleTree: Res Link: www.my-event.hilton.com/chidtdt-run-3fe1cc29-4ee4-4fd0-9257-2699489502e5/
Embassy Suites:

 

www.my-event.hilton.com/chirmes-run-3b30bffa-5703-4bd8-a6f8-0863aef4741a/
Audio Visual RES Fax:
Email:
847-696-9797
[email protected]
Carpet/Floor Covering RES Fax:
Email:
847-696-9797
[email protected]
Catering Rosemont Catering by Aramark: Tel:
Email:
847-692-6415 [email protected]
Cleaning RES Fax:
Email:
847-696-9797
[email protected]
Customs Clearance/Storage/Shipping & Forwarding RES Fax:
Email:
847-696-9797
[email protected]
Electrics RES Fax:
Email:
847-696-9797
[email protected]
Furniture RES Fax:
Email:
847-696-9797
[email protected]
Graphics & Booth Design RES Fax:
Email:
847-696-9797
[email protected]
IT Services RES Fax:
Email:
847-696-9797
[email protected]
Rigging/Hanging Sings Mila Yankulova Email: [email protected]
Stand Plan Approvals Mila Yankulova Email: [email protected]
Water & Waste RES Fax:
Email:
847-696-9797
[email protected]

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A-Z of Service and Regulations

Access Hours | Accommodation | Audio Visual Equipment | Balloons & Inflatables | BreakdownCandles| Car parking | Carpet | Catering | ChildrenCommon Areas | Complex Structures | Contractor Passes | Customs and Excise | Delivery of Exhibits | Dilapidations | Distribution of Literature  | Electrical ContractorExhibitor Wristbands | Fire Safety | First Aid | Freight Forwarding & Storage | Furniture | Gangways | Graphics | Health and Safety | Height Restrictions |  Indemnification | Insurance | Internet Access | Material Handling | Noise | Notification of Exhibitor Appointed Contractor | Organizers OfficeRemoval of Exhibits | Rigging | Sampling | Security | Set-up |Shell Scheme/Booth Package | SmokingStand Plan Approval | Storage | Unusual Exhibits / Activities | Water and Waste


Access Hours

Access to the Donald E. Stephens Convention Center is restricted to the hours shown in the Exhibition Timetable. Exhibitors will be allowed onto the show floor one hour prior to opening and one hour after the exhibition closes.

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Accommodation/hotels

To secure the best available accommodation within your budget we recommend you book as early as possible. We have partnered with DoubleTree and Embassy Suites to provide you with hotel options in Chicago within close proximity to the convention center Through this partnership, we are able to offer you the most competitive nightly rates and will strive to provide you with a smooth and effortless booking process when making your travel reservations. Click on the links below to make your bookings:

DoubleTree: www.my-event.hilton.com/chidtdt-run-3fe1cc29-4ee4-4fd0-9257-2699489502e5/

Embassy Suites: www.my-event.hilton.com/chirmes-run-3b30bffa-5703-4bd8-a6f8-0863aef4741a/

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Audio Visual Equipment

RES has been appointed the official AudioVisual contractor for the exhibition. Exhibitors can submit Electrical orders online at www.resexpo.com by May 20, 2022 for best pricing.

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Balloons & Inflatables

Use of helium or balloon gas filled balloons are not allowed in the Donald E. Stephens Convention Center.

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Breakdown

Please refer to ‘Exhibition Timetable’.

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your booth before this time. Please note that contractors will not be permitted into the halls until the visitors have left. In the interests of safety, exhibitors are asked to not continue with hospitality on their booths after the show closes.

Please note:
Traffic around the halls will be particularly busy during the first evening of breakdown.

We strongly advise you not leave any items unattended in your booth. The Organizers and Donald E. Stephens Convention Center cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

If you are leaving items on your booth to be collected by couriers, you must notify the general service contractor (RES) and supply an Outbound Bill of Lading form.

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Candles

Candles are prohibited.

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Car Parking

There are paid parking facilities across the street from the convention center and a walkway linking the two.

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Carpet

Booth stands including the booth package will be carpeted with Tuxedo Blue carpet (blue/black color).

Space-only booths will not be carpeted.

Exhibitors may lay their own floor coverings as long as no damages occur to the hall floor. Use of tape or other affixing needed must be done by an approved contractor. Flooring and/or labor to install flooring can be ordered through the general service contractor, RES.

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Catering

Aramark Restaurants has exclusive food and beverage distribution rights within the Donald E. Stephens Convention Center and has the responsibility to the Chicagoland area to strictly regulate any food and beverage activity within the center. Due to strict regulations, any vendor sampling product within the convention center parameters must submit a sampling form to Aramark Restaurants for approval. Order forms is available by here.

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Children

No person under the age of 18 will be admitted to the venue during the build-up or break down. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.

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Common Areas

All common areas must be kept unobstructed at all times. Contractors, exhibitors, their staff and agents must keep ALL common areas clear whilst building or dismantling stands, exhibits etc. All exhibits must be kept within the confines of the stand space and demonstrations must not cause undue congestion and/or obstruction of common areas.

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Complex Structures

A complex structure is any form of construction of any height which requires cross-bracing and/or would normally be designed by an engineer and/or has, through a risk assessment, been found to present significant risk. Structures over 12ft in height, multi-story booths and suspended items of 880lb and over are always treated as complex structures. Platforms and stages 23inch or over in height, tiered seating and stairs are also considered complex structures. Such structures must have fully detailed Structural Calculations and/or a detailed Constructional Method Statement along with a suitable and sufficient Construction Phase Plan, Risk Assessment and Method Statement submitted at the same time as your booth plans. Full details must be submitted to Show Management for inspection at least 30 days prior to the exhibition. Please refer to the ‘Stand Plan Approvals‘ section for details of the full booth plan submission process.

Please note that no Complex Structure may be built without prior consent from the Organizers before the planning process takes place.

If you would like to speak to someone regarding your Booth Design please contact: [email protected]

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Contractor Passes

All EAC’s must register with RES by filling out the Exhibitor Appointed Contractor form by May 20, 2022. A certificate of insurance must also be provided to RES by the EAC.

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Customs and Excise

All deliveries to the exhibition from outside the US must be accompanied by the relevant paperwork.

You are advised to contact, ADCOM Worldwide at [email protected], who can undertake all the work on your behalf or a freight forwarder of your choice. It is in every exhibitor’s interest that they are aware of the customs procedure for temporary importation of exhibits.

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Delivery of Exhibits

Materials unloaded directly at the Donald E. Stephens Convention Center, on S.T. (straight time), will be delivered to the exhibitor’s booth, and removed to dock for reloading onto outbound carriers at the conclusion of the show, at as part of the standard booth package with allowance of up to 2,500 lbs of direct material handling per 100 sq/ft. This rate includes pick-up, storage and return of empty crates and cartons. Any amounts over this will be charged by RES directly. Direct deliveries can be accepted on June 3, 2022 only.

Advance shipments will be accepted at the RES warehouse beginning April 4, 2022. Shipments received at the RES warehouse by May 20, 2022 will be weighed, inspected and charged at a rate of $30.00 per cwt. (100 lb. minimum). This charge includes storage prior to the opening of the show, delivery to the exhibitor’s booth, removal to the loading dock at the close of the show and S.T. (straight time) reloading onto outbound carriers. This rate also includes pick-up, storage and return of empty crates and cartons. Shipments received at the RES warehouse after May 20, 2022, will be charged at the rate of $35.00 per cwt. (100 lb. minimum).

The goods should be clearly labelled with the appropriate shipping label. For more detailed information and labels click here.

The official appointed contractor is:RES, email:  [email protected]

 

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Dilapidations

You are reminded that you will be charged for making good any damage to the hall or booth area, including the floor, caused by your staff or contractors. Under no circumstances can booth construction, graphics, etc be attached to the facility structure.

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Distribution of Literature

Distributing material such as printed or other cards, circulars or articles, is prohibited unless from your own booth. This includes the aisles surrounding your booth.

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Electrical Contractor

RES is the exclusive provider for all electrical services within the Donald E. Stephens Convention Center. They have a comprehensive range of electrical and installation services for hire.

Exhibitors can submit Electrical orders online at www.resexpo.com by May 20, 2022 for best pricing.

As an exhibitor, it is your responsibility to order adequate power supply for your booth. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by RES electricians.

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Exhibitor Wristbands

All exhibitors working on the booth on the Show open days require an exhibitor wristband. Please register for you and your staff to get your exhibitor passes for the show using the Exhibitor Passes form.

Once you have registered using this link you will receive a dedicated confirmation message and a print at home pass. This will allow you quick access to the show before the doors open for visitors.

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Fire Safety

Prior to the show opening or at any time during the event, the Chicago Public Safety Department or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense.

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First Aid

Firt Aid Specific stations are opened based on the event location. Stations are staffed by Emergency Medical Service (EMS) providers, most of whom serve as full-time paramedics for the village of Rosemont.  In addition, two hospitals are situated within minutes of DESCC and Rosemont ambulances will be called to transport patients when needed.

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Freight Forwarding & Storage

Show Management has appointed ADCOM Worldwide as the official freight forwarding contractor. They will be happy to advise you on all aspects of transporting your goods to and from the show.

ADCOM WORLDWIDE, email: [email protected]

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Furniture

RES has been appointed as the official furniture contractor for the show. You can make any orders online on www.resexpo.com by May 20, 2022 for best pricing.

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Aisles

During the set-up and tear-down periods, Emergency Aisles will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a booth, furniture, or exhibits project beyond the boundary of the booth.

Doors or windows must not open outwards onto gangways. All doors must have vision panels. Exhibitors should not engage in any activity or employ any person or device that, in the opinion of the Organizers, tends to create unreasonable congestion in the gangways.

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Graphics

Exhibitor signage options are available from RES. You can make any orders online on www.resexpo.com by May 20, 2022 for best pricing.

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Health and Safety

The Run Show USA is dedicated to providing a safe environment for all exhibitors and attendees. In accordance with government guidelines and local mandates, we will follow recommendations for capacity limits, physical distancing, increased sanitization and other safety protocols.

First Aid:
DESCC provides a wheelchair-accessible first aid station located on the ramp between Hall A and Hall B. Specific stations are opened based on the event location. These stations are fully equipped and include automated external defibrillators for reviving heart attack victims and oxygen tanks. Stations are staffed by Emergency Medical Service (EMS) providers, most of whom serve as full-time paramedics for the village of Rosemont. In addition, two hospitals are situated within minutes of DESCC and Rosemont ambulances will be called to transport patients when needed.

AEDs: Ninety-two (92) Automated External Defibrillators (AEDs) have been strategically placed throughout the DESCC. The AEDs are mounted in highly-visible cabinets placed throughout DESCC and in each security vehicle. When needed anyone who has taken a CPR/AED course can utilize them, as can our own certified personnel. More than 150 security and fire-safety officers and managers have been certified in CPR and are trained to use AEDs.

Emergency Response:
Evacuation Plan: In certain circumstances, as with any facility, an emergency requiring evacuation may occur. Donald E. Stephens Convention Center has a highly trained Security and Safety staff, which includes many active or former members of the Village of Rosemont Public Safety Department. Should an emergency occur, we would consult with the organizer of each event to determine appropriate actions. If the emergency is minor, such as a small fire, the Security and Safety staff may insist that visitors in the immediate area move to a safer location within the same building. If the emergency is greater, we will advise guests in the facilities using the public announcement system or by other means, and most likely have guests move to another hall or building, until the emergency is resolved. A detailed evacuation reference sheet can be provided.

Report an incident:

If Fire, Medical or Police assistance is needed:

  • DIAL 911 for Rosemont Public Safety
  • DIAL 847-823-1134 for non-emergency calls.
  • DIAL 847-993-4001 EXT. 4001 or 4002 for Convention Center Security Staff.

If you do call 911, also call Security at numbers above. Stay on the line, calls are recorded. An officer will answer immediately. Be prepared to identify the location of the emergency by; building, level, either hall, meeting room or corridor.

 

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Height Restrictions

Pipe & Drape Booth Package
We will be using Pipe & Drape for the exhibition. Pipe & Drape Booths will have a 8ft drape at the back of the booth and a 4ft drape of the sides of the booth.

Space-Only
The height limit is a maximum of 12ft for all space only booths where headroom permits. Any peninsula or space only booth that has a booth directly behind must mask the backside of any height above 8ft. Please note that the organizers are not duty bound to notify other exhibitors should, at their discretion, a booth above 12ft in height be given Permission to Build.

Please note, if you do plan to build to the maximum construction height of 12ft (or in areas near to, or in, overhead restricted areas) then you must carry out a full site survey to ensure that the proposed booth will fit and there are no venue fittings imposing any height restrictions. All booths wishing to build above 8ft must be pre-approved by sending your booth diagram to [email protected].

 

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Indemnification

The Exhibitor agrees to protect, save and keep Raccoon Events, RES, and the Donald E. Stephens Convention Center harmless, including reasonable attorney fees from any damage, charges or fines imposed for violation of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the Convention Center, Raccoon Events and RES regarding the exhibition premises. And, further, the Exhibitor shall at all times protect, indemnify, save and keep harmless, including reasonable attorney fees, Raccoon Events, and the Convention Center against and from any and all loss, cost, damage, liability, or expense arising from or out of or by reason of violation of any provision of these rules or any accident of other occurrence to anyone, including the Exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or a part thereof.

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Insurance

As a standard requirement for all our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Insurance Coverage is not optional.

This insurance must be in force during the lease dates of the event, June 3-6, 2022, naming The Run Show USA (70 West Madison Street, Suite 5750, Chicago, IL 60602) as the certificate holder. The following must be listed as additional insured: The Run Show USA, Raccoon Events, RES and Donald E Stephens Convention Center.

Any loss or damage that may occur during the show should immediately be notified to the Organizers and Security on-site. Please note that Exhibitor insurance policies do not cover booth contractors and any subsequent sub-contractors, and as such, contractors are now required to submit proof that they have adequate insurance coverage.

If you do not have your own general liability insurance policy or you don’t wish to use your own coverage, we have set up a program with Rainprotection Insurance through which, you can purchase compliant insurance instantly online for only $84 by applying here.

For more details please check this PDF info sheet.

 

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Internet Access

Free WiFi coverage is available across the Venue. Whilst the venue’s Free WiFi service is suitable for sending emails, simple web browsing and accessing social networks, if you are an exhibitor who requires a stable IT connection as an integral part of your booth (and your equipment supports it) as organizers we would always recommend you order a hard wired connection, as it is still the most secure and reliable source of internet connection at the venue.

The RES is the exclusive provider of internet services. You can make any orders online on www.resexpo.com by May 20, 2022 for best pricing.

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Material Handling

Material Handling is the unloading of your shipment, transporting it to your booth, storing and returning your empty crates and carton and reloading your shipment at the close of the show (also called Drayage). This service can be costly for those exhibiting at any event so the Organizers have agreed to pay majority (if not all) of Direct Material Handling costs.

Raccoon Events will pay up to 2,500 lbs of Direct material handling per 100 sq/ft for all exhibiting companies. Any amounts over this will be charged to the exhibitor by RES directly.

The appointed official contractor is: RES, email:  [email protected]

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Noise

Please note that the use of microphones on booths is prohibited. Music or video audio must be kept at a level that will not cause offence or inconvenience to other exhibitors. Any music played or noise generated by any other means must be kept at a level of volume that does not cause disturbance to other exhibitors.

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Notification of Exhibitor Appointed Contractor (EAC)

It is requested that exhibitors with Space Only sites notify the Organizers of their appointed contractors as soon as possible. When briefing your contractor, please ensure that they are aware of the booth building regulations specific to this show.

All EAC’s must register with RES by filling out the Exhibitor Appointed Contractor form by May 20, 2022. A certificate of insurance must also be provided to RES by the EAC.

PDF of the form can be downloaded here.

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Organizers Office

The Organizers office is located adjacent to the exhibition hall. The office will be open from 8.00am each day throughout the tenancy period.

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Removal of Exhibits

Please do not remove any exhibits or begin to break down your booth until 5:30pm on Sunday June 5, 2022. This will allow time for visitors to leave the building and facilitate safety and security.

The Halls will close at 10pm on the evening of Sunday June 5, 2022. All booth materials and exhibits must be removed by this time.

If an exhibitor fails to vacate the premises by the allotted time, the Organizer reserves the right to pass on any penalty charges levied by the hall to the exhibitor.

Vehicles arriving at the venue for the break down should follow the same procedure as for the build-up.

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Rigging

All Rigging at the venue must be approved by the Organizers. If you wish to rig above your booth please contact [email protected].

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Sampling

Exhibitors planning any form of sampling of food/liquid products on their booth at the expo must advise the organizers and complete the Aramark Restaurants Sampling Form for authorization. Below are some key conditions to sample during the event:

  • Items dispensed are limited to products manufactured, processed or distributed by exhibiting companies and are related to the purpose of the show.
  • All items are limited to SAMPLE SIZE and must be dispensed/distributed in accordance to Local and State Health Codes:
    • Non-Alcoholic Beverages limited to maximum of 2 oz. Sample Size – Beverages must be served in lidded cup
    • Food Items are limited to “bite size” (2×2 or 2 ounces) – Food must be served in individual enclosed containers
    • Bulk candies, snacks are not permitted even if wrapped as multi touch points are not permitted
    • Napkins must be handed to attendees, not set out

If you do not meet the conditions listed above, please see contact Rosemont Catering by Aramark directly on Email: [email protected] Questions? Ph. 847-692-6415 for further instructions and fees.

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Security

Security at Donald E. Stephens Convention Center is provided 24 hours a day, seven days a week, to ensure the safety of all people in the building. However, exhibitors should take care to ensure that their goods are safeguarded, particularly during build-up and breakdown times as these are extremely vulnerable times. We strongly advise all exhibitors to have a lockable counter unit (or area) on their booth for use during the show’s open hours, and then remove all valuables (especially small items or computers) from their booth overnight. The organizers or venue cannot take responsibility for any item left unattended at any time.

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Set-up

Exhibitor move-in may begin on Friday, June 3, 2022 at 8:00am until 4:00pm. Please note, any labor ordered after 4pm will incur an overtime charge. Permission for earlier access, in exceptional circumstances only, may be granted at the discretion of the organizers and the general service contractor. Please make requests to [email protected].

The unpacking, assembling, dismantling and packing of displays and equipment may be done by full-time employees of an exhibiting company. Exhibitors are allowed to set-up and/or dismantle their own booths, provided that they use their own bona fide, full-time employees. It is acceptable for exhibitors to safely use power tools to set-up and/or dismantle their own booths.

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Pipe & Drape Booth Package

Each 10’ x 10’ exhibit booth package includes:

  • 8’ high Black Back Wall Drape
  • 3’ high Black Side Rail Drape
  • Blue/black color carpet
  • (1) Wastebasket
  • (1) Booth ID Sign

All booth furnishings are the responsibility of the exhibitor. Blue/black color carpet is included within the booth package – any other color will need to be ordered through RES (the official booth contractor).  The Booth ID Sign will include the name of the exhibitor (as listed on the contract) and booth number.

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Smoking

The Donald E. Stephens Convention Center is a non-smoking facility. Smoking of any tobacco product or electronic cigarette (“e-cigarettes”) including vaping is NOT allowed in the building at any time. Designated smoking areas are located outside the building.

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Booth Plan Approval

Fully detailed and scaled plans must be submitted for all Space Only booths. All plans and associated documentation must be submitted in English. No booth may be constructed on-site without official approval. Upon approval from Show Management, no alterations can be made to the drawings submitted.

Plans should include:

All dimensions

Building materials to be used

A ground plan and elevation drawing

For complex structures, a full copy of the structural calculations

All plans should be sent 30 days prior to move-in to:

Mila Yankulova
Email: [email protected]

If booth plans are not received together with the appropriate documentation from structural engineers (where necessary), booth building will not be allowed to begin until the organizers, and where necessary the venue, has approved them.

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Storage

There are no immediate facilities for the storage of boxes, packing cases, sales literature etc, unless you order Accessible Storage from RES. This is charged per skid with the option of items to be delivered throughout the event. Please see the Accessible Storage Order Form for more information.

We do recommend building some sort of storage option within your booth space for your convenience and aesthetic purposes.

 

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Unusual Exhibits / Activities

If you are doing anything out of the ordinary within your booth, it is important that you notify the organizers to make sure that all necessary permissions are sought from the venue, Local Authority or any other parties.

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Water & Waste

The official contractor for this service is RES. Exhibitors can submit a Water & Waste orders online at www.resexpo.com by May 20, 2022 for best pricing.

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Regulations for Booth Building

Booth Fitting Regulations

  1. All advertising and logos must be within the specified height limits and must not be sited on back of dividing walls, especially where they overhang an adjoining booth.
  2. All booth structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
  3. If you have a booth package, all exhibits and booth fitting material must be contained within your shell scheme booth.
  4. Artificial flowers are highly flammable and give off toxic fumes. These must not be used for booth dressing.
  5. All booth structures must be completely self-supporting. Suspension may not be made from the roof of the halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
  6. It is the responsibility of the exhibitor to examine the site allotted pre-show in order to avoid costly adjustments to booth structures from any building obstruction or pillars, for which the organizers cannot accept any responsibility.
  7. On Space Only booths, the name and booth number of the company exhibiting must be displayed prominently on each side of the booth.
  8. All work must be carried out using non-flammable material.
  9. The Organizers may, at the expense of the exhibitor, remove or alter anything in, on, or forming part of any booth if, in their opinion, it is desirable to do so in the interests of the exhibition.
  10. The design of the booth must be such that it can be erected and dismantled within the time available.
  11. Exhibitors are responsible for ensuring their booth contractor employs safe working practices.

Booth Fitting Regulations – Space Only Sites

If you have a space only site at the show, you have a legal obligation to build your booth to the required standards as outlined by the Venue, Organizer and Local Authority regulations, some of which are outlined below.

Space Only sites are not provided with any walling or furnishings. The Run Show USA adheres to booth construction guidelines developed by the International Association of Expositions & Events (IAEE).

Sightlines are enforced so take into consideration neighboring exhibitors when designing your booth. Please contact Show Management to discuss any booth construction issues.

Platforms – the provision of a platform may be regarded as necessary in order to cover some electrical installations and is the responsibility of the exhibitor. The general height of the platform should be no more than 4inch.

Open corners of booth floors and platform shall be splayed, rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards. Platform edges must be fully highlighted and the use of the platform must be included in the Risk Assessments.

Compliance with the Americans with Disabilities Act (ADA) is a legal requirement of public facilities. This law became effective in January, 1992. It requires access for disabled persons at convention centers, and as necessarily follows, floor exhibits. It is the responsibility of the Exhibitor to be aware of, and be in compliance with, the rules set forth in this Act. Exhibitors are encouraged to provide exhibits that are accessible to all and barriers to none. In the absence of accessibility, each Exhibitor must assume the responsibility for making alternative arrangements to serve the needs of persons with disabilities.

Branding is not permitted on the back of walls that overlook neighboring exhibitors. Should there be a query regarding this onsite, the Organizers’ decision is final.

All speakers are to be positioned within the boundaries of the booth and angled so that they face inwards towards the center point of the booth. Noise output will be monitored on-site and the Organizers reserve the right to terminate any display causing a nuisance.

Barriers are required to protect exposed edges of stairs, landings, balconies and other changes of level exceeding 15inch.

Fire Safety

Exhibits and decorative materials must meet the requirements of the Fire Prevention Bureau f the City of Chicago. Prior to the show opening or at any time during the event, the Public Safety Department of the City of Chicago or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense. To contact the Fire Prevention Bureau please call 847-823-1134 ext. 280 or email: [email protected]

Exhibitors having pillars in their booths with a fire extinguisher or a fire hose on them are required to submit three (3) scaled floor plans of their exhibit to the Fire Department. Plans that are rejected will be sent back to the submitter for correction. Plans that are approved will also be sent back to the submitter and to the facility.

More details on the Public Safety Requirements can be found here.

Aisles

All displays and exhibit material must remain within inside the booth. Under no circumstances will exhibits, booth dressings, tables etc., be allowed to encroach into aisles. Offending items are liable, without warning, to be removed.

Storage

No excess stock, literature or packing cases may be stored on or around your booth.

COVID-19 TRANSMISSION – EXHIBITOR DUTIES & RESPONSIBILITIES

Raccoon Events Ltd take their responsibilities very seriously when dealing with this disease. As organizers we have taken numerous steps to ensure the overall show has the necessary measures in place to manage the risk of transmission.

This guidance is correct at the time of writing this document, however, given the constant research and new guidance please note that these are liable to be updated quickly and on an ad-hoc basis. Please ensure you stay up to date with the latest messaging and guidance from government.

COVID-19 – The Key Messages

Stay At Home Guidance – Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ guidance for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self- isolate.

Enhanced Cleaning and Hygiene– Enhanced cleaning and hygiene is essential for you, your staff and those that may come into contact with you during the event.

COVID-19 PRE-SHOW PLANNING

BOOTH DESIGN

Booth design should be considered to ensure acceptable social distancing. How are you controlling this space to ensure you do not become overcrowded?

The booth should be designed so that it can be as modular as possible. This means it can be constructed in such a way that the majority of the build can be conducted off site, ensuring that you limit the amount of time needing to be spent on site building.

Are there any planned meeting areas in your booth. These should be designed in a way to ensure social distancing and protection against spread. Do you need screens to separate people who are meeting?

Ensure that you pre-book as much as you possibly can. Try to minimize the amount of movements away from your booth during the show.

BOOTH MATERIALS/ PRODUCTS

When thinking about furniture can you order items that are not fabric to ensure they can easily be wiped.

Consider the amount of promotional products/ literature you require on site. This should be kept to an absolute minimum and where possible digital methods should be considered.

CONSTRUCTION ACTIVITIES

What is the least amount of time that your booth can be built in safely? Speak with the organizers and agree times that you can build and breakdown your booth in a way that eases congestion and helps keep the people on site at any one time to a minimum.

It is vital that you brief all of your staff about the Site Rules and Regulations. These should be briefed in advance of coming on-site.

When planning your construction activities consider back-to-back or side-to-side working (rather than face-to-face) wherever possible.

All construction activities should be kept to a minimum and the booth designed to keep the number of people needed to build the booth to as few as possible.

SET-UP AND BREAKDOWN

No persons should come to site who have any of the recognized symptoms of COVID-19. Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ guidance. This should be for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self-isolate.

All booth activities should be confined to your space.

Limit the amount of unnecessary movements around the event site. Only trips to your vehicles, comfort breaks and meal breaks should be considered. Make sure you have on site contact details for all of your suppliers to reduce the need to leave your booth.

CLEANING AND HYGIENE

Consider the cleaning routines for your exhibit. Ensure that you are regularly cleaning and keep a note of when this has been carried out.

Encourage your staff to regularly handwash and give them sufficient breaks to be able to do so.

If there are any high touchpoints in your booth, please ensure these are factored into your regular cleaning.

Have a good amount of sanitizer in the booth for your staff and for any of your clients that may wish to use.

 

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Health & Safety (including control of the transmission of Covid-19)

All activities on-site (including but not limited to booth construction, demonstrations and breakdown) must comply with all current health & safety legislation.

Statement

It is the policy of Raccoon Events to endeavor to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of Health & Safety. It is important to ensure that safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their responsibilities whilst working at the exhibition.

As an Exhibitor, it is essential that you are aware of your obligations; as an Exhibitor, Contractor or Agency you have a duty to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonable practicable, for the health, safety and welfare of all employees and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also that of others working or attending the vicinity.

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