GHC 18 Sponsor Expo Webinar · Silver Turnkey Kiosks •Company Name on Header (not customizable)...
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GHC 18 Sponsor Expo Webinar July 25, 2018
Transcript of GHC 18 Sponsor Expo Webinar · Silver Turnkey Kiosks •Company Name on Header (not customizable)...
GHC 18Sponsor Expo Webinar
July 25, 2018
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Webinar Info
Sponsor Expo Webinar• We record each session for future reference.• Recordings and slides will be posted by August 3 on Freeman Online > Resources.• Send housing/registration/sponsorship questions to [email protected]. • Mute your microphones.
Questions• We will take time for Q & A both in the middle of the webinar and at the end of today’s discussion.• Please use the question feature (chat icon) located on your webinar dashboard to ask questions.
Materials• Exhibitor Reference Guide is available on the Freeman Online portal and GHC Website.• FAQ – located on the Resources tile of the Freeman Online portal and GHC Website.• Exhibitor Service Manual (order forms) available at Freeman Online > Shop Products & Services.• Freeman Online Expo Portal: https://www.freemanco.com/store/show/landing.jsp?showID=465687
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Agenda
• Silver Sponsor Branding Information and Submission— Silver Turnkey Kiosks
• Marshalling Yard
• Shipping
• Internet at Grace Hopper Celebration
• Insurance Requirements
• Security for Expo Halls
• Booth Extras
• Deadlines and Important Dates
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Silver Sponsor Branding Information and Submission
• Silver sponsors can provide customized branding for the back wall of their kiosks, available at no additional cost.
• Review the Kiosk Customization Guide for examples and requirements.
• Make sure to include your kiosk number and organization name in the file name. Artwork without an organization name or kiosk number may delay the printing process.
• Submit artwork via Freeman Online > Exhibitor Information > Silver Sponsor Branding Information and Submission.
• Deadline for submitting artwork is August 22. If we don’t receive your artwork by the deadline, AnitaB.org standard graphic will be used.
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Silver Turnkey Kiosks
• Company Name on Header (not customizable)
• Back wall of kiosk – Customizable with sponsor artwork
— 40” x 39” full graphic area
— 40” x 20” graphic area above optional monitor
• Counter – 40”w x 20”d x 42h”
• Storage area is lockable (do not leave items overnight)
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Silver Turnkey Kiosks
Booth Furnishings Included in Kiosk:• Carpet (tuxedo)
• (1) Limerick Stool
• Wastebasket
Optional Equipment Available:• Up to 32” Monitor*
• Flat Literature Rack
• Wi-Fi
• Electricity
*Sponsor can provide their own monitor or rent from PRG.
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Q&A
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Marshalling Yard
• All carriers, including Company-Owned Vehicles (COVs) that will be accessing the loading docks, must check-in at the Marshalling Yard to be placed in queue for unloading and/or reloading shipments at the convention center.
• Privately-Owned Vehicles (POVs) that will be accessing the loading docks, should proceed directly to the loading docks at the convention center.
• Provide your carrier Marshalling Yard information to avoid delays at show site.
• Location and hours are available on Freeman Online > Shipping > Shipping Information.
• Freeman email: [email protected] or 713-770-6750.
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Shipping
Inbound Shipping to Houston
Advance Shipping* • Items must be received at Advance Warehouse between August 20 and
September 19.• Advance Warehouse hours: Monday – Friday, 8 a.m. – 3:30 p.m. CT.
Direct Shipping to GRB*• Shipments can’t arrive prior to Monday, September 24, 8 a.m. CT.
*Shipping address and labels for both inbound options are available on Freeman Online > Shipping > Shipping Information OR Freeman Online > Shop Products & Services > Material Handling & Labels > Shipping Labels.
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Shipping
Outbound Shipping from Houston
• Exhibitors are responsible for arranging shipments & scheduling pickup
with shipper (including FedEx/UPS pick-ups).
• Deadline for driver check-in is Friday, September 28 at 8 p.m.
• You can complete your outbound paperwork prior to GHC on Freeman
Online > Products & Services > Material Handling Services & Labels >
Outbound Paperwork.
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Shipping
Outbound Shipping from Houston
• A Move-out letter with shipping instructions and a Material Handling
Agreement with complete instructions will be delivered to your booth before
the morning of Friday, September 28.
• Complete the Material Handling Agreement, listing your carrier of choice.
• Pack, label and take the completed Material Handling Agreement to the
Freeman Service Center, process the paperwork, and leave the materials in
your booth.
• Freeman will release your freight to your carrier upon completion of
paperwork.
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• Complimentary Wi-Fi available throughout the George R. Brown Convention Center (GRB). It is for attendee use and not intended for exhibitors.
• There is a risk of interference with the conference Wi-Fi , sponsors may not bring or operate a modem or company MiFi in their booth.
• Smart City will be checking throughout the Expo Hall and advising us of any external devices that are being used.
• Sponsors may be asked to shut down their own MiFi or modems.
• Smart City is the dedicated internet provider and can assist you with your booth’s internet requirements.
• Order forms for internet services are available at Freeman Online > Forms and Brochures.
Internet at Grace Hopper Celebration
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Sponsors and Exhibitor Appointed Contractors:
• Commercial General Liability Insurance not less that $1,000,000 single occurrence/$2,000,000 aggregate combined limit for bodily injury and property damage.
• Additional Insured listed on certificate:
• Policy effective date: September 23, 2018 – September 29, 2018.
• Do not submit, must be able to present upon request.
• For more details, please refer to Exhibitor Reference Guide (page 40).
Insurance Requirements
Anita Borg Institute for Women and Technology 1501 Page Mill Road, MS 1105Palo Alto, CA 94304 (650) 352-7500
George R. Brown Convention Center (GRB) 1001 Avenida de las AmericasHouston, TX 77010(713) 853-8000
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Security for Expo Halls
• Security will be roaming the Expo Halls overnight.• We highly recommend exhibitors do not leave small electronics
or personal items in the Expo Halls.• Sponsor belongings left in the Expo Halls are at your own risk.• Security will be present at the main Career Fair and Interview Hall
doors. • If you require additional security for your booth, you can order it
via Freeman Online > Shop Products & Services > Security.
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Booth Extras
• Greenery & Floral – Plants and floral packages are available to enhance the look of your booth.
• F&B – Snacks, beverages, sandwiches, and other culinary options are available from Levy.
• Furnishings – Sofas, accent tables, chairs, counters and cabinets, ottomans, and literature racks
are just a few items that can complete your booth environment.
• AV – Video, LED lighting to illuminate your displays, PA sound system, automation and
computer equipment can be rented from audio visual company.
• Lead Retrieval Solutions – Add a Lead Retrieval Solution to capture and to follow-up on leads
generated in your booth.
• Cleaning Porter Services – order cleaning of your booth; includes carpet vacuuming and
garbage removal during show hours.
• Games and Entertainment – Brand your booth with picture backdrops, use high tech for effect,
Interactive walls, and vending machines with giveaways are a few ways to get creative in your
booth.
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Deadlines – Next 30 daysDate: Deliverable: Contact:
August 20 –September 19
Advance shipping/receiving to Freeman Advance Warehouse
Freeman can be reached at [email protected] or 713-770-6750
August 22 Career Fair and Technology Showcase Booth renderingsand booth activity plans due (Diamond, Platinum and Gold sponsors)
Submit via Freeman Online > Exhibitor Information > Booth Design Approval and Activity Plan Submission
August 22 Technology Showcase product description due (if applicable)
Submit via Freeman Online > Exhibitor Information > Booth Design Approval and Activity Plan Submission
August 22 Customized back wall graphic on turnkey kiosk deadline (Silver Sponsors only)
Submit via Freeman Online > Exhibitor Information > Silver Sponsor Branding Information and Submission
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Important Dates – Next 30+ daysDate: Deliverable: Contact:
August 13 Resume Database Opens for Diamond Sponsors Email will be sent with access information
August 20 Resume Database Opens for Platinum Sponsors Email will be sent with access information
August 27 Resume Database Opens for Gold Sponsors Email will be sent with access information
September 4 Resume Database Opens for Silver Sponsors Email will be sent with access information
Add our next Expo webinar to your calendar: August 29, 11 a.m. – 12 p.m. PT
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Supporting Documentation
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Previous Webinars
Date Content
May 30
• Overview of New Items• Booth Packages• Silver Turnkey Kiosk• Technology Showcase
• Accessing Freeman Online• Sponsor Vendors• Deadlines
Download the slides and/or recording.
Date Content
June 27
• Booth Design and Activity Plan Approval• Booth Packages• GHC Official Vendors• Exhibitor Appointed Contractors (EACs)• Importance of a Booth Captain• Technology Showcase Theater• Freeman Online Expo Portal (repeat)• Deadlines & Important Dates
Download the slides and/or recording.
Freeman Online Expo Portal: https://www.freemanco.com/store/show/landing?showID=465687
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Basic Furnishing Packages
For Career Fair and Technology Showcase Booths(per 100 sq. ft. – Not applicable for Silver Sponsors)
Online PriceDiscounted Rate
ends 9/12
Fax, Email, Phone Discount Rate
ends 9/12
Standard Rate9/13-9/28
Basic Furnishings Package 1CarpetingDraped Table (plum)ChairsWastebasket
$355.50 $391 $430
Basic Furnishings Package 2Draped Table (plum)ChairWastebasket
$223.50 $245 $270
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Diamond, Platinum, Gold sponsors only
• Must submit booth designs and booth activity plans for final approval by August 22.
• For Technology Showcase booths, you must also submit a booth design, booth activity plans, and product description.
• Submit the drawings of proposed designs, including measurements/dimensions of all fixtures, elements, and signage.
• See the drawing requirements in the Exhibitor Reference Guide (page 24).
Booth Design and Activity Plans Submission
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• The submission link is available via Freeman Online > Exhibitor Information > Booth Design Approval and Activity Plan Submission.
• You will need your login password from a2z to access this site.
Booth Design and Activity Plans Submission
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Booth Design and Activity Plans Submission
• If you are signed in from your booth selection, you will be directed to this Exhibitor Console page.
• Click on the Booth Design and Activity Plan Form to submit your form.
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• Booth Design Submissions can be obtained from your booth designer, created in Excel or drawn on grid paper.
• Designs must have dimensions included for all elements.
Example Booth Design Submission
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Expo Hall Move-In and Move-Out HoursExhibitor Move-in HoursSunday, 9/23 By appointment only, starting at 12 p.m.*
Monday, 9/24 8 a.m. – 5 p.m.
Tuesday, 9/25 8 a.m. – 5 p.m.
Wednesday, 9/26 8 a.m. – 9:30 a.m. (final touches only)**
9:30 a.m. – 11:30 a.m. (final cleaning)
* To arrange for an appointment, contact Freeman at [email protected] or (713) 770- 6750.
** You must complete your booth set-up by 9:30 a.m., Wednesday 9/26. We will perform final aisle cleaning at 9:30 a.m. and the Expo Halls will open promptly at 11:30 a.m.
Exhibitor Move-out HoursFriday, 9/28 2 p.m. – 10 p.m.
• You must not dismantle or pack before the Expo Hall closes at 2 p.m. on Friday.
• Freeman will return cartons/crates after removal of the aisle carpet. Please anticipate receiving your crate(s) between two and four hours of close. Please check with Freeman at the Exhibitor Service Center at the back of Hall E. You must remove all exhibit materials from the Expo Halls by 10 p.m.
Please note: This information is also contained in the Exhibitor Reference Guide
