Mid-Atlantic Regional Conference · Date: Start Time: End Time: Exhibitor Set-Up Tuesday, May 12...

Advance Order Cut-Off Date: Friday, April 24, 2020

Mid-Atlantic Regional Conference

MGM Grand Grand Ballroom & Prefunction

National Harbor, MD

May 12-13, 2020

Services Provided By...

5187 Raynor Avenue

Linthicum, Maryland 21090

Phone: 410.789.5000 • Fax: 410.789.5564

E-Mail: [email protected]

www.AdvantageExpo.com

Mid-Atlantic Regional Conference NNational Harbor, MD

May 12-13, 20200

Dear Exhibitor:

ADVANTAGE CONFERENCE & EXPO, LLC is pleased to be the general contractor for the upcoming Mid-Atlantic Regional Conference in National Harbor, Maryland.

As the general contractor for this show, we have coordinated the necessary services you may need. Enclosed are order forms for materials and services that may be required. By returning the completed forms with payment prior to the cut-off date, all equipment will be installed in your booth prior to your arrival. If you are not going to personally plan and supervise your event, please forward this kit to the person you have appointed to be in charge.

Planning Assistance Analyze your exhibit needs as they relate to furnishings and services offered on the enclosed forms.

If you require assistance in planning your exhibit, please contact our office. We will be happy to suggest how you can best use the equipment and services available to make your booth space a functional and handsome showcase for your presentation. Please call us to inquire about items you may be interested in which may not be included in the kit (for example custom furnishings, plants, audio visual equipment).

Please Note All forms are to be returned to the address specified on them.

Basic Information Listed below is show site information that will help you in planning a successful exhibit.

Booths Exhibit booths are 10' wide x 8' deep and draped in TEAL/BLACK. Included with your booth space is: one (1) 7"x44" one-line I.D. sign, which includes your company name and booth number, one 6'X30" BLACK draped table, two folding chairs and one wastebasket. Furnishings will be provided in your booth at no charge. ABSOLUTELY NO SUBSTITUTION TO BOOTH PACKAGE IS ALLOWED. However, additional/different furnishings may be rented at the rates stated in this kit. Your exhibit space IS carpeted. If you would like to order a specific carpet color for your exhibit space, please refer to our Furniture Rental Order Form for available colors and pricing. Facility provides at no charge 10Mbs wifi..

Booth Numbers If shipping your materials prior to receiving your assignment, please make sure that ALL items sent in for the show are clearly marked with your company name and we will ensure that your materials are delivered to your assigned booth space.

Date: Start Time: End Time:

Exhibitor Set-Up Tuesday, May 12 6:00am 8:00am

Show Hours Tuesday, May 12

Wednesday, May 13 8:00am

8:30am

7:00pm

1:00pm

Dismantle Wednesday, May 13 1:00pm 3:00pm

Outbound Freight* Wednesday, May 13 3:00pm N/A

*For exhibitors shipping freight out at the close of the show by means other than Advantage Conference & Expo,

please note that all shipments must be out by the specified time above or it will be forced.

Exhibiting Tips

Save Place your orders in advance! By placing your orders before APRIL 24th, you will benefit from discount

pricing.

PAYMENT IN FULL MUST ACCOMPANY YOUR ORDER. Orders received without payment will not be processed; additionally, orders placed after the above date will be charged at floor price. Orders placed during installation are C.O.D.

Important We have included all necessary information to assist you in shipping materials to the show. The cut-off-date

for receiving freight at our advance warehouse, without incurring additional costs, is APRIL 24th. Please use enclosed shipping labels for accurate delivery. Refer to our Material Handling Service form for pricing. The Exhibitor Agreement to Terms is located at the rear of this exhibitor kit, please review carefully so you are aware of the Exhibitor Regulations.

Questions and/or Adjustments Should you notice any discrepancy in the items ordered and the items received

or have any questions and/or complaints, please report to ADVANTAGE CONFERENCE & EXPO, LLC’s Service Desk at the show immediately upon noting same. Your problems will be resolved and/or any valid adjustments to your account will be made at that time. Credits and adjustments will not be made based on such information received after post-show invoicing.

We look forward to being of service to you and if any additional information is needed, we encourage you to contact the show representative at 410.789.5000.

Page 2

Union Regulations

5187 Raynor AvenueLinthicum, Maryland 21090

Phone: 410.789.5000 Fax: 410.789.5564

E-Mail:[email protected]

Website: www.AdvantageExpo.com

MId-Atlantic Regional Conference Harbor, Maryland

May 12-13, 2020

To assist you in planning your participation in theforthcoming exhibition, we are certain you will appreciate knowing in advance that union labor will berequired for certain aspects of your exhibit handling. To help you understand the jurisdiction thevarious unions have, we ask that you please review the following:

Decorators UnionMembers of this union claim jurisdiction over all set-up and dismantling of exhibits, including

signs and carpet installation. This does not generally apply to the unpacking and placement of yourmerchandise. You may set up your exhibit display if one person can accomplish the task in less thanone hour, without the use of power tools. Please refer to page 12 for rates/charges.

Teamsters UnionThis union claims jurisdiction on the operation of all material handling equipment, all unloading

and reloading, and handling of empty containers. An exhibitor may move the material that is handcarry able by one person, in one trip, without the use of dollies, hand trucks, or any mechanicalequipment. Please refer to page 7 for rates/charges.

SafetyStanding on chairs, tables, or any other rental furniture is prohibited. The furniture is not

engineered to support your standing weight. Advantage Conference & Expo, LLC is NOT responsiblefor injuries caused by improper use of furniture.

TippingAdvantage Conference & Expo, LLC requests that exhibitors do not tip our employees or any

acting members of the labor unions. We feel they are paid at an excellent wage scale, denoting aprofessional status, thus making tipping unnecessary.

Page 3

Method of Payment FormThis Form MUST Accompany ALL Order Forms


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:

[email protected]

Mid-Atlantic Regional ConferenceNational Harbor, Maryland

May 12-13, 20200

Advance Order Deadline*: FRIDAY, APRIL 24, 2020*FULL PAYMENT must be received prior to cut-off date; otherwise, FLOOR PRICING applies.

If utilizing the services of ADVANTAGE CONFERENCE & EXPO, LLC, this form must be completed and returned with yourorder. Any orders received without this form WILL NOT BE PROCESSED. � Cash

� Company Check...Please Make Checks Payable to ADVANTAGE CONFERENCE & EXPO, LLC

� Invoice...PLEASE NOTE: All invoices are subject to a 15% Surcharge and are due upon receipt.

� Credit Card...For your convenience, we will use this authorization to charge your credit card account for the advance orders youplace, as well as any additional amounts incurred as a result of show site orders placed by your representative. These chargesmay include labor, material handling, and/or outbound shipping. Please complete the following information:

*Information required to process your order; Please PRINT or TYPE

*Company Name: *Booth #:

*Billing Address:

*City/State/Zip:

*Phone: *Fax:

*E-Mail Address (where receipt should be e-mailed to):

Credit Card Type: �American Express �MasterCard �Visa

*Billing Zip Code for Card Provided: *3 or 4 Digit Security Code:

(Security code (if applicable) located on back of credit card in signature line)

*Account #: *Expiration Date:

*Cardholder’s Name: *Signature:

Please attach a photocopy of your credit card for our files.

We have read, understand, and agree to all terms as described and have advised our show site representative accordingly.

Signature: Date:

The consignment or delivery of a shipment to Advantage Conference and Expo by a customer, or by a shipper, or carrier acting on behalf of the customer shall be construed as

an acceptance by the customer (and/or shipper) of the terms and conditions set forth for all material handling services.

Exhibitor accepts responsibility for the payment of Advantage Conference and Expo charges in connection with the handling of customer's shipment (s) as set forth in the

Material Handling Services Rates and Exhibitor guarantees payment to Advantage Conference and Expo in the event that any third party who acts on Customers behalf shall fail

to pay such charges.

Page 4

Furniture Rental Order FormMethod of Payment Form MUST Accompany This Order Form

5187 Raynor Avenue

Linthicum , M aryland 21090

Phone: 410.789.5000 • Fax: 410.789.5564

E-M ail:

Custom erService@ AdvanatgeExpo.com

W ebsite: www.AdvantageExpo.com

Advance Order Deadline: FRIDAY, APRIL 24, 20200

Mid-Atlantic Regional Conference National Harbor, Maryland

May 12-13, 20200

Total Your Furniture Order Here...

Subtotal:

6% State Sales Tax:

TOTAL DUE:

Qty: Item

Pricing

Qty: Item

Pricing

Advance Floor Advance Floor

Chairs 30" High Display Tables

30" Round Undraped 148.75 183.00

Upholstered Chair 74.50 92.00 2'x4' Undraped 61.25 72.00

Folding Chair 43.00 48.25 2'x6' Undraped 70.75 83.00

Chrome Stool - Upholstered with back 99.00 122.00 2'x8' Undraped 78.75 86.75

2'x4' Draped 137.25 163.25

2'x6' Draped* 162.50 192.75

2'x8' Draped* 192.75 230.50

42" High Display Tables

Miscellaneous 30" Round Undraped 175.25 210.25

Table Cloth Café Table (Black or White) 38.50 N/A 2'x4' Undraped 87.00 99.25

Wastebasket 24.00 36.00 2'x6' Undraped 92.75 112.50

Easel 31.00 39.50 2'x8' Undraped 104.50 122.00

Literature Racks 111.25 126.00 2'x4' Draped 171.75 202.00

Chrome Stanchions 56.25 66.50 2'x6' Draped* 205.75 239.25

4'x8' Posterboard w/Stand 2'x8' Draped* 232.00 273.50

Vertical 139.75 162.25 *Draped on 3 Sides Only

Horizontal 139.75 162.25 4 Side Draping 57.75 64.00th

Bag Stand 67.00 79.75 Please Specify Table Drape Color Choice: �SHOW COLOR

Risers �Black �Blue �Burgundy �Green �Red �Teal �White

Covered w/White Vinyl Carpeting

12" x 12" x 48" (4') 57.25 68.00 10'x10' 176.75 219.25

12" x 12" x 72" (6') 71.75 86.25 10'x20' 352.00 434.50

10'x30' 527.25 652.75

Padding per sq. ft.. 1.600 N/A

Carpet prices include taping of front edge only. Please Specify Booth Carpet

Color Choice: �Blue �Red �Grey �Teal �Black �Green

Company Name: Booth #:

Name: Phone:

Page 5

Material Handling Service Rates


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:

[email protected]


May 12-13, 20200


MATERIAL HANDLING SERVICE includes all labor and equipment required to move freight, empties and deliveries

either at advance warehouse or at show site. Freight includes all deliveries, whether from common carriers, private

trucking companies, FedEx, UPS, DHL, private vehicles, messenger services and the like. Movement of the freight

may include unloading shipments, providing storage for up to 30 days in advance at the warehouse, delivery to exhibit

booth, removal and return of empty containers at the beginning and end of show, removal from your exhibit booth for

reloading onto outbound carriers and freight that is forced from site due to late or non-pickup after show hours.

Charges are based on CWT (100lb) increments or fraction thereof, with a 200lb. minimum . Weights are

rounded up to the next 100lbs.

Material Handling Rates

CWT ST/ST: $104.00* Minimum Charge: $208.00 (for any package weighing 1-200 lbs)

CWT ST/ST (UPS,Federal

Express, DHL or without

paperwork, Bill of Lading

delivered with freight):

$124.00*

Minimum Charge: $248.00 (for any package weighing 1-200 lbs)

Overtime Rates The rates quoted above are straight time rates meaning that freight must be moved in and out of your booth between the hours of 8:00am and 4:00pm Monday-Friday for these rates to apply. Overtime Rates apply if freight must be unloaded or moved in and out of your booth before 8:00 am or after 4:00 pm on weekdays or

anytime on Saturday and Sunday. Outbound weights will be based on the actual inbound weight. No allowance will be

made for attrition during the convention.

Each shipment is considered separate. No cumulative weights will be allowed on minimums or split shipments (see page 10 for How to Reduce Material Handling Costs).

LATE SHIPMENTS Shipments received at the warehouse after the advance cut-off date will incur a 50% surcharge.

Page 6

Material Handling Service Rates


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:

[email protected]

Mid-Atlantic Regional ConferenceNational Harbor, Maryland

May 12-13, 20200


Continued from Page 6....

SPECIAL HANDLING will be subject to an additional 50 percent charge. This classification shall be applied to van

shipments or shipments requiring unloading by hand (i.e. loose display parts or uncrated equipment), forklift service

or street unloading .

Shipments received via Federal Express, DHL, UPS, or without identifiable markings and/or paperwork are subject

to a Twenty Dollar ($20.00) Surcharge Per CWT/Per Shipment ($40.00 Minimum Charge).

ACCEPTANCE OF CHARGES The consignment or delivery of a shipment to Advantage Conference and Expo by a

exhibitor, or by a shipper, or carrier acting on behalf of the exhibitor shall be construed as an acceptance by the

exhibitor (and/or shipper) of the terms and conditions set forth for all material handling services.

Exhibitor accepts responsibility for the payment of Advantage Conference and Expo charges in connection with the

handling of exhibitor’s shipment (s) as set forth in the Material Handling Services Rates and exhibitor guarantees

payment to Advantage Conference and Expo in the event that any third party who acts on exhibitors behalf shall fail

to pay such charges.

Page 7

LIMITS OF LIABILITY


Phone: 410.789.5000 Fax: 410.789.5564

E-Mail:[email protected]

Website: www.AdvantageExpo.com


May 12-13, 20200

1. Advantage Conference & Expo LLC shall not be responsible for damage to uncrated materials, materials improperly

packed or concealed damage.

2. Advantage Conference & Expo LLC shall not be responsible for loss, theft or disappearance of exhibitor ‘s material

after same has been delivered to exhibitor’s booth.

3. Advantage Conference & Expo LLC shall not be responsible for loss, theft, or disappearance of materials before

they are picked up from exhibitor’s booth for reloading after the show. Bills of Lading covering outbound shipments,

which are furnished by Advantage Conference & Expo LLC to exhibitor, will be checked at the time of actual pick-

up from booth, and corrections made where discrepancies occur.

4. Advantage Conference & Expo LLC shall not be responsible for any loss, damage or delay due to fire, Acts of God,

strikes, lockouts or work stoppages of any kind or to any causes beyond its control.

5. Advantage Conference & Expo LLC liability shall be limited to physical loss or damage to the specific article that

is lost or damaged. In any event, Advantage Conference & Expo LLC maximum liability shall be limited to $.10 per

pound, per article with a maximum liability of $50.00 per item, or $1,000.00 per shipment, whichever is less.

6. Advantage Conference & Expo LLC shall not be liable to any extent whatsoever for any actual, potential, or assumed

loss of profits or revenues, or for any collateral costs, which may result from any loss or damage to exhibitor’s

materials which may make it impossible or impractical to exhibit same.

7. The consignment or delivery of a shipment to Advantage Conference & Expo LLC by an exhibitor or by

any shipper to or on behalf of the exhibitor, shall be construed as an acceptance by such exhibitor (and/or other

shipper) of the terms and conditions set forth.

PROTECTION OF ALL MATERIALS BELONGING TO THE EXHIBITOR IS THE SOLE RESPONSIBILITY OF THE

EXHIBITOR. REMEMBER TO INSURE YOUR EXHIBIT AND ALL COLLATERAL MATERIALS FROM THE TIME

IT LEAVES YOUR FIRM UNTIL THEY ARE RETURNED AFTER THE SHOW. A “RIDER” TO AN EXISTING

INSURANCE POLICY CAN USUALLY DO THIS.

Page 8

Material Handling Request FormMethod of Payment Form MUST Accompany This Order Form


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:

[email protected]: www.AdvantageExpo.com


May 12-13, 20200


Please complete and fax this form to ADVANTAGE CONFERENCE & EXPOLLC, so that your freight can be handled appropriately.

IMPORTANT The cut-off date for receiving ADVANCE WAREHOUSE SHIPMENTS is April 24, 20200. Late shipments are subject to additional handling and delivery charges.

INSTRUCTIONS All shipments, by whatever means of transportation, must be PREPAID. Collect shipments will be refused.

All shipments should be sent to the address(es) shown on the ADVANCE WAREHOUSE SHIPMENT and SHOW SITE SHIPMENT labels. Pre-addressed labels are included in this kit. Make copies and affix to freight. SHIPMENTS SENT DIRECTLY TO SHOW SITE WILL NOT BE RECEIVED BEFORE MONDAY, MAY 11, 20200. Shipments sent to show site prior to that date may be refused.

INBOUND SHIPMENTS To anticipate the arrival of your freight, please fax us the following information:

Ship to: 9 Advance Warehouse 9 Show Site: Additional charges may apply

Shipped from (CITY):

Carrier:

Date Shipped: Approx. Arrival Date:

Total Pieces: Total Weight:

Company: Booth #:

Show Representative:: Phone #:

Will your freight require special handling (i.e. forklift)? �Yes �No

Estimated Costs...Total Weight* lbs. Divided by 100 multiplied by (See Below for Rate) $

*TOTAL WEIGHT ROUNDED UP TO THE NEXT 100LB. 200LB. MINIMUM APPLIES

MATERIAL HANDLING RATE **$104.00/Per cwt. (Min. Charge: $208.00) or **124.00/Per cwt. (Min Charge: $248.00)

**See page 6 for further pricing information

Shipments received via Federal Express, Airborne, UPS, or without identifiable markings and/or paperwork are

subject to a Twenty Dollar ($20.00) Surcharge Per CWT/Per Shipment ($40.00 Minimum Charge)

Page 9

Shipping /Material Handling Tips


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:


TOTAL SAVINGS ON SHIPMENT #2: $536.00

º Nationwide Shipping Specials »

Contact: Advantage Expo410-789-5000

E-Mail: [email protected]

**Mention Mid-Atlantic Regional Conference**


May 12-13, 20200

Reduce your Material Handling costs by consolidating yourshipments! The following is an example of what happens whenyour UPS, Airborne, or FedEx shipment is split. Each shipment isbased on a 200lb. minimum

Shipment #1 (Via UPS, Airborne, or FedEx)10pcs. at 20lbs. Each (200lbs. Total)

Day 1 2pcs. Received $208.00 (200lb. Min.)



Total Material Handling Charges for Shipment #1: (Plus $40.00 per delivery/ Special Handling Charge) $744.00

Shipment #2 (Via Advantage Expo Freight Services)10pcs. at 20lbs. Each (200lbs. Total)

Day 1 1pc. Received (Pallet) $208.00 (200lb. Min.)

Total Material Handling Charges for Shipment #2: $208.00

Above example uses straight time Material Handing Rates of $104.00 per 100lbs. See page 6 for more details.

Page 10

ADVANCE WAREHOUSE SHIPMENTSTRADE SHOW SHIPMENT–PLEASE EXPEDITE

Mid-Atlantic Regional Conference c/o Advantage Conference & Expo

5187 Raynor Avenue Linthicum, Maryland 21090

410-789-5000

To:Name of Exhibitor

Booth #:

Piece # _________________ of ______________

Ship to arrive NO LATER THAN FRIDAY, APRIL 24, 20200EXHIBIT MATERIAL

MAKE ADDITIONAL COPIES OF LABEL FOR EACH PIECE SHIPPED

SHOW SITE SHIPMENTSTRADE SHOW SHIPMENT–PLEASE EXPEDITE

Mid-Atlantic Regional Conferencej Advantage Conference & Expo, LLC

MGM Grand National Harbor Grand Ballroom & Prefunction 101 MGM National Avenue Oxon Hill, Maryland 20745

Phone: 301-567-32900

To:

Name of Exhibitor

Booth #:

Ship to arrive on Monday, May 11, 2020 EXHIBIT MATERIAL

MAKE ADDITIONAL COPIES OF LABEL FOR EACH PIECE SHIPPED

Outbound Shipping RequestMethod of Payment Form MUST Accompany This Order Form


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:


Ship To: Loading Dock at this location Y/NN: ________Company:

Contact:

Address:

City/State/Zip:

Phone:

Service* Requested:*Materials will ship ECONOMY unless otherwise noted.

� Economy � 2 Day � Overnight

Ship to arrive by: Approximate # of pieces:

PLEASE NOTE: Minimum fee of $240.00/Per Shipment (Optional Insurance Coverage Additional) to be charged to credit card on file. Service includes pre-printed Bill of Lading (Advance Orders Only), pre-printed shipping labels (Advance Orders Only), palletizing, shrink wrapping, and tagging of materials. If utilizing the services of an outside carrier, it is the exhibitor’s responsibility to make pick-up arrangements. Shipments being picked up by an outside

carrier must be picked up by 3:PM on May 13th or it will be forced. All forced shipments are C.O.D.

OFFICE USE ONLY

BOOTH #:Date Received:

Payment on File:

Complete Date:


May 12-13, 20200


Save time on the removal. Have your outbound shipping paperwork ready in advance by completing the following and faxingto 410-789-5564 (Please PRINT or TYPE): If requesting Show to Show shipping please fill in next city to ship to and companyname.

A representative of Advantage Expo will deliver a packet to your booth consisting of yourcompleted Bill of Lading and shipping labels by 12:00PM on the last day of the show. Additional shipping supplies will be available at the Advantage Expo Service Desk.

Services Ordered By:

Page 13

Labor Order FormMethod of Payment Form MUST Accompany This Order Form


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:



May 12-13, 20200


Labor Rates (Advance Orders Only)

Straight Time $100.50/Per Man Hour (One Hour Minimum/Per Laborer)

Overtime $151.50Per Man Hour (One Hour Minimum/Per Laborer)

Labor Rates (Show Site Orders )

Straight Time $131.00/Per Man Hour (One Hour Minimum/Per Laborer)

Overtime $196.00/Per Man Hour (One Hour Minimum/Per Laborer)

Straight Time = Monday-Friday 8:00 am - 4:00 pmOvertime = Monday-Friday before 8:00 am and after 4:00 pm, all day Saturday-Sunday

SET-UP DISMANTLE

Number of Laborers Requested:

Date:

Time:

TOTAL HOURS:

� DO NOT proceed without an Exhibitor’s Representative who will arrive at the Service Desk on (Date) at __________(Time).

� ADVANTAGE CONFERENCE & EXPO, LLC is authorized to set up our exhibit without an Exhibitor’s Representative beingpresent. There will be an additional 30 percent charge to the total labor charges for this supervision.

� ADVANTAGE CONFERENCE & EXPO, LLC is authorized to dismantle our exhibit without an Exhibitor’s Representative being present. There will be an additional 30 percent charge to the total labor charges for this supervision.

Company/booth #: Ordered By:

Page 14

Booth Cleaning ServicesMethod of Payment Form MUST Accompany This Order Form


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:



May 12-13, 20200


Having often witnessed how exhibit booths become soiled and littered during exhibitor set-up,we suggest ordering booth cleaning services prior to show opening. Our service includes thevacuuming of your booth space, emptying wastebaskets, etc. Our rates are as follows:

Vacuum Service...$.65/Per Square Foot Per Day

Please complete the following for Booth Cleaning services:

�My exhibit booth will require cleaning prior to the show’s opening

�My exhibit booth will require cleaning prior to and during the event

Booth Size: x = total Sq. Ft. at $.65/Per Sq. Ft.:

Multiplied by number of days required:

TOTAL BOOTH CLEANING CHARGES: $


Ordered By: Date:

Page 15

Order Recap FormMethod of Payment Form MUST Accompany This Order Form


Phone: 410.789.5000 • Fax: 410.789.5564E-Mail:



May 12-13, 20200

Advance Order Deadline: FRIDAY, APRIL 24, 2020This form along with the METHOD OF PAYMENT FORM must be

completed and sent to ADVANTAGE CONFERENCE & EXPO, LLC with

your order forms. Full payment must accompany all orders or they will

not be processed. To benefit from our discount pricing, orders must be received by the APRIL 24th advance cut-off date or floor prices will apply. All site orders are C.O.D.

Please total your order below:

Furniture Rental Order Form

Freight/Material Handling Service Form

Labor Order Form

Booth Cleaning Order Form

Electrical/AV/Rigging Order Form Encore form attached send directly to them

Sales Tax 6% on Furniture Rental

TOTAL DUE: $

Please Note...1. Forms for additional services not provided by ADVANTAGE CONFERENCE & EXPO, LLC, such as electric, internet,

audio visual and rigging, should be mailed with payment to the address on that order form.

2. Tax Exempt Customers: Please include a Tax Exempt ID Certificate with your order; otherwise, tax will be charged.


Ordered By: Date:

Page 16

P. 800.836.8361© E n c o r e E v e n t Te c h n o l o g i e s

WWW.ENCORE-US.COM

G U I D E L I N E S F O R P R O D U C T I O N A N D A U D I O V I S U A L V E N D O R S

On behalf of Encore Event Technologies we would like to extend a sincere welcome to

MGM National Harbor!

Encore Event Technologies, is the preferred, in-house event technology provider at

MGM National Harbor. We stand ready to assist you in designing and executing

your entire event platform.

We know every inch of the space and work in concert with the property staffs to ensure

that your event is a complete success.

Our staff has a reputation for quality service and professionalism. Our goal at Encore Event

Technologies is to enhance your events while ensuring that they are both cost effective and

successful. If we can be of any assistance, please do not hesitate to contact us.

Again, thank you for considering MGM National Harbor.

Sincerely,

Encore Event Technologies

MGM National Harbor

P: 301-971-6151

E: [email protected]


WWW.ENCORE-US.COM

ENCORE EXCLUSIVES

P: 301-971-6151 [email protected]

E N C O R E E X C L U S I V E S

PRODUCTION GUIDELINES

POWEREncore Event Technologies must handle all connections to the buildings power sources for non-tradeshow events. This includes all production power for general sessions, entertainment functions and breakout meeting rooms as well as party and banquet functions. Groups will be responsible for all charges for connecting to and usage of the Facility’s power sources. The power service fees are a one time fee throughout the duration of the show.

RIGGINGEncore has the exclusive for all rigging to include supplying the truss and motors. All rigging charges for rigging will be the responsibility of the Production or AV Company or Meeting Group needing these services. Our riggers work in teams of 2: 1 high riggers and 1 ground rigger. High riggers provide their own fall protection, especially when climbing into the ceiling. An Encore Event Technologies Rigging Supervisor is required during the installation of any and all rigging/assembly functions. The Rigging Supervisor will be in the room until everything is to final trim height. There is a rigging point charge of $160.00 per / rig point / per day to attach our motor to the ceiling.

OUTSIDE AUDIO/VISUAL PROVIDERIf a meeting group chooses not to use Encore Event Technologies for all meeting space, they must utilize the Client Assurance Charge that will include additional fees of $350 per room/per day.

HOUSE AUDIO SYSTEMSThere is a $95.00 per room per day audio patch fee in order to patch into the house sound. All usage patch fees will be the responsibility of the Production or AV Company or Meeting Group needing these services.

AV EQUIPMENT IN SLEEPING ROOM TOWERSAudiovisual equipment to be used in any part of the Facility’s sleeping room towers must be delivered, set-up and operated by Encore Event Technologies personnel. The Production or AV Company or Meeting Group is responsible for labor costs that may result.

BANNERS & SIGNSAll banners and signs attached to the Facility must be installed and removed by Encore Event Technologies. In the Expo Halls, all banners and signs that are attached to the facility must be installed and removed by Encore Event Technologies personnel. The Production or AV Company or Meeting Group is responsible for labor costs that may result. Any banners being hung in the public space can only be hung between 10pm- 6am.


WWW.ENCORE-US.COM

LABOR GUIDELINES


L A B O R G U I D E L I N E S

PRODUCTION GUIDELINES

All labor is based on a four hour minimum.

Labor is an ESTIMATE only.

You will be billed on ACTUAL labor hours and your contract will be updated on a daily basis. If the final contract total is higher than what was originally signed for, we will need a signed contract for the new amount.

** Changes to scheduled events, including crew calls, may result in additional overtime charges per man scheduled unless notification is received seven (7) days prior to the requested service. **

** Cancellations of any scheduled crew calls WILL result in a four-hour minimum per man scheduled unless notification of cancellation is received seven (7) days prior to the requested service. **

** Cancellations of any scheduled crew call within 48 hours of the call time WILL result in the full labor call charge

No on-site additions/cancellations will be processed until an official approval is received from an authorized staff member you designate. These revisions MUST ALWAYS go through the Sales Manager and Rigging Supervisor.

All lifts, condors or forklifts being operated by Encore Event Technologies labor must be inspected on a daily basis. Every lift must have a sign-in sheet on it that every operator must sign-in on. All lifts, condors, or forklifts provided by Encore must be operated by an Encore Event Technologies representative. Additional Labor fees may apply.


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A V P R I C I N G

VIDEO COMPONENTS

MONITORS QTY DAYS PRICE TOTAL

70” LED/LCD (16x9) $1200.00

90” Boardroom Monitor (16x9) $750.00

60” LED/LCD (16x9) $750.00

52” LED/LCD (16x9) $600.00

40” LED/LCD (16x9) $400.00

6’ Monitor Stand (Dual Chrome Pole) $70.00

Custom Cobra Stand(Only Available for 60” LED/LCD)

$85.00

32” LCD Computer Monitor $300.00

20” LCD Computer Monitor (VGA & DVI Input)

$225.00

PLAYERS / RECORDERS

AJA KiPro Digital Video Recorder $400.00

PROJECTORS

10K Lumen DLP HD Projector(1.4-1.8 Lens)

$1500.00

7K Lumen DLP HD Projector(1.4-1.8 Lens)

$1200.00

5K Lumen LCD Projector(1.8-2.4 Lens)

$800.00

Large Venue Projection Package Call for Details

VIDEO SWITCHERS & PROCESSORS

Folsom Pres. Pro Graphic Switcher $315.00

Folsom ImagePro-HD Sig. Process $425.00

Cable Package (HDSDI, DVI & HDMI) Call for Details

AUDIO COMPONENTS

MICROPHONES & ACCESSORIES

UHF Wireless Microphoning SystemHandheld or Lavalier

$225.00

Wired Microphone (Handheld) $75.00

Microphone Stand $10.00

12 Channel Mixer $150.00

16 Channel Digital Mixer $450.00

32 Channel Digital Mixer $540.00

Lg Powered Speakers (PRX612/PRX712) $115.00

2 Speaker Audio System (Mixer, 1 Wired HH Mic & Cables)

$410.00

8 Speaker Line Array Sys. w/ 2 Subs Call for Details

PC Audio $45.00

SCREENS

TRIPOD SCREENS & ACCESSORIES QTY DAYS PRICE TOTAL

Executive Screen Support Package(133” Screen, 32”Draped Cart, Power Strip and 25’ Extension Cord)

$250.00

Executive Projection Package $925.00

6’ x 10’ Executive Wide Screen $125.00

7’ x 12’ Deluxe Screen w/ Dresskit (Add’l Labor needed)

$275.00

8.5’ x 14’ Deluxe Screen w/ Dresskit (Add’l Labor needed)

$385.00

10’x17’ Deluxe Screen w/ Dresskit (Add’l Labor needed)

$450.00

A/V ACCESSORIES

MISCELLANEOUS

Custom Projector Stand $55.00

54” Roll Cart $35.00

Flipchart w/ 3M Post-it Pad & Markers $95.00

Whiteboard & Markers $120.00

Wireless Advancer $45.00

AC Cord $20.00

Powerstrip $20.00

Belken Power Hub w/ USB & AC Outlet $25.00

RIGGING/ DRAPE

Rigging Points (Daily Rate) $160.00

26’ Scissor Lift (Add’l Labor needed) $350.00

10’ Black Drape (Add’l Labor needed) $250.00

10’ Colored Drape (Add’l Labor needed) Call for Details

ELECTRICAL

POWER SERVICES (show rate)

20 Amp 120 Volt Power Service $200.00

60 Amp Three Phase Power Service $600.00

100 Amp Three Phase Power Service $1200.00

LABOR

Operating Technician (10hr call) $1500.00

Audio Visual Technician (Hourly Rate, 4hr min)

$110.00

Overtime (Over 10 hours) $225.00

YOUR ORDER TOTALS

Services / Equipment / Labor Total

24% of Order Subtotal

6% Sales Tax on Equipment & Fees

TOTAL* Prices reflect daily rates unless otherwise noted. Equipment pricing and service fee charges are subject sales tax.

CANCELLATIONWritten cancellation of ordered equipment and services must be received in writing seventy-two (72) hours prior to scheduled installation or delivery time. Refunds will not be given for orders cancelled less than seventy-two (72) hours prior to install or delivery. To ensure availability, please reserve equipment 30 days in advance. Premium charges may apply to orders placed within 48 hours of meeting date.

AV PRICING


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T E R M S A N D C O N D I T I O N S

1. PAYMENT TERMS Lessee agrees to pay Encore Event Technologies (hereinafter “Encore”) all charges indicated on this Rental Contract which includes these Terms and Conditions and any equipment that is rented pursuant to the terms set forth herein (the “Equipment”) or laboroverages. Payment is due and payable in full upon signing this Rental Contract unless otherwise negotiated and agreed to in writing on a Commencement of Work document.

2. ESTIMATES In connection with this Rental Contract or any contract entered into between Encore and Lessee, any estimate provided to Lessee in connection with the expected labor hours and number of days the Equipment is solely an estimate. In the event that the actual hours, actual quantities of Equipment rented hereunder or actual days the Equipment is rented isgreater than the amount indicated in any proposal, Lessee will be charged for those overages at Encore’s standard rates less any applicable discounts.

3. DAMAGE WAIVER All Equipment has been inspected upon delivery and Lessee acknowledges and warrants that all Equipment was received in good and working order. Lessee agrees to pay for any and all damages on account of lost, damaged or stolen equipment and/or loss caused by Lessee’s accident, misuse or neglect. Should the Equipment listed on this Rental Contractmalfunction for any reason and at no fault of Lessee, Encore will only be responsible for the repair of listed Equipment but WILL NOT be held responsible for any damages or loss caused as a result of the Equipment malfunctioning.

4. SUBLEASE With the prior written consent of Encore, Lessee shall have the right to sublease the Equipment and, in the event of a sublease, Lessee shall be fully responsible for all insuranceon, repair and replacement of, and reclamation of the Equipment. Encore reserves the right to replace the Equipment at Lessee’s expense at full retail value if the subleased Equipment is lost, damaged or untimely returned.

5. TITLE The parties intend to create a rental agreement and the relationship of lessor and lessee between themselves. The terms set forth herein shall not be construed or interpreted to create or imply the existence of a finance lease or installment lease or sales contract. Title to the Equipment shall at all times be vested in Encore, and no right, title or interest in theEquipment shall pass to Lessee other than the use of the Equipment for the rental period as agreed to by the parties, which right is conditioned upon Lessee’s compliance with this Rental Contract.

6. SURRENDER/EQUIPMENT HANDLING On the expiration or earlier termination of this Rental Contract, Lessee shall return the Equipment in good repair, condition and working order, subject only to reasonable wear and tear. All Equipment must be handled by Encore personnel only. Equipment may not be moved, stored, or serviced by Lessee or any other party. Lessee may not operate the Equipment unless authorized by Encore. Lessee agrees that Encore shall have the right to enter the premises where the Equipment is located and shall have access to the Equipment at all times.

7. CANCELLATION Unless otherwise negotiated or agreed to in writing on a Commencement of Work Document, the following monies shall be payable by Lessee to Encore in the event of cancellation prior to the expiration of the rental period set forth on this Rental Contract:Cancellations must be made in writing seventy-two (72) hours prior to scheduled installation or delivery time. Refunds will not be given for orders cancelled less than seventy-two (72) hours prior to install or delivery.

8. DEFAULT If Lessee fails to pay rent or otherwise fails to observe, keep or perform any provision of thisRental Contract, or if Lessee should enter into voluntary or involuntary bankruptcy or receivership or other legal impediment which could impair the Equipment, Encore shall have the right to: (a) Enter Lessee’s premises and reclaim the Equipment at Lessee’s premises or at site of any subleases without demand or notice to Lessee or court order or other processes of law, and declare the entire amount of rent immediately due and payable without demand or notice to Lessee. Lessee waives any damages occasioned by such reclamation. Any reclamation shall not constitute a termination of this Rental Contract unless Encore expressly notifies Lessee in writing; (b) Sue to recover all rents and any other amounts owed or accruing to Encore; (c) Terminate this Rental Contract as to any or all items of Equipment; and/or (d) Exercise any other remedy at law or equity. All such remedies are cumulative and may be exercised concurrently or separately. The exercise of any remedy shall not release Lessee from this Rental Contract and Lessee shallremain liable for the full performance of all obligations to be performed by Lessee under this Rental Contract.

9. CREDIT TERMS All open accounts require prior credit approval. Should collection under the terms of this Rental Contract commence, Lessee agrees to pay all collection costs which include, but arenot limited to, Equipment recovery costs, storage charges, attorneys’ fees and court costs.

10. CHOICE OF LAW AND VENUE The interpretation and affect of this Rental Contract and the related agreements shall be governed by and construed in accordance with the internal laws (as opposed to the conflicts of law provisions) of the State of Nevada. Any litigation arising out of or related to this Rental Contract shall be instituted and prosecuted only in the appropriate state or federal court situated in Clark County, Nevada. The parties submit to the exclusive jurisdiction and venue of such courts for purposes of any such action and the enforcementof any judgment or order arising therefrom. Each party waives any right to a change of venue and any and all objections to the jurisdiction of the state and federal courts located in Clark County, Nevada.

11. ATTORNEY’S FEES In the event either party, institutes any action arising out of, related to, or for the breach of,this Rental Contract, the prevailing party shall be awarded reasonable attorneys’ fees and costs.

12. CONDITION OF EQUIPMENT Encore maintains and services the Equipment in accordance with manufacturers’ specifications and industry practice. Encore does not, however, warrant or guarantee that the Equipment or services being provided will be free of defect, malfunction or operator error. If the Equipment malfunctions or does not operate properly during the event for anyreason whatsoever, Lessee agrees to immediately notify Encore’s on-site representative. Encore will attempt to remedy the problem as soon as possible so that the event is not interrupted. Lessee agrees and acknowledges that Encore assumes no responsibility for any loss, cost, damage or injury to persons or property in connection or as a result of inoperable Equipment or otherwise.

13. LIMITATION OF LIABILITY AND INSURANCE Lessee agrees to defend, indemnify and hold Encore and its officers, directors, employees, successors and assigns harmless from any and all claims arising out of any violation of any law, rule, regulation or order, and from any and all claims or liabilities for loss, damages or injury to persons or property of whatever kind or nature arising from the use or operation of the Equipment, or from the negligence or carelessness of the agents or employees of Lessee. Additionally, Encore shall not be liable for any special or consequential damages including lost profits arising relating to the Equipment, the services or this Rental Contract.Lessee shall notify Encore promptly of any accident involving the Equipment. Lessee shall obtain contractual insurance in connection with this Rental Contract and pursuant to this paragraph, in an amount satisfactory to Encore and provide proof of such insurance upon request of Encore.

14. SEVERABILITY In the event that any provision of this Rental Contract shall be unenforceable or inoperativeas a matter of law, the remaining provisions shall remain in full force and effect and be construed as though such unenforceable or inoperative provisions had never been a part of hereof.

15. CONSTRUCTION CLAUSE For the purpose of interpretation, the language in this Rental Contract shall be deemed to be the language of both parties and neither party shall be deemed to be the drafting party.

16. SURVIVAL All provisions of this Rental Contract related to indemnification, disclaimers and limitationson liability and all other obligations of the parties that arise in connection with Lessee’s rental of Equipment from Encore shall survive the termination of the rental of such Equipment.

17. ENTIRE AGREEMENT This Rental Contract incorporates by reference any attached Schedules, Contract, and Commencement of Work, related to this rental order, and contains the parties’ entire understanding and may not be modified except in written form signed by both parties.

PRICE GUIDE

TERMS AND CONDITIONS

Agreement to Terms

MBA/MW and MMBBA reserve the right to determine the eligibility of any company, product or service, and the

right to restrict, prohibit or evict any exhibit or product that, in the opinion of MBA/MW and MMBBA detracts

from the character of the Conference or for any violation of the following “Terms and Conditions.” To maintain

a high quality of professionalism at this event, exhibitors, sponsors and attendees are asked to refrain from

recruiting. In the event of a restriction or eviction, MBA/MW and MMBBA shall not be held liable for the refund of

exhibit fees or any other costs incurred by the exhibitor.

MBA/MW and MMBBA reserve the right to finalize all contractual agreements with exhibiting companies. All

reservations from companies wishing to exhibit will be considered by MBA/MW and MMBBA if the exhibitor

agrees in writing to abide by the decisions of MBA/MW and MMBBA relating to exhibit locations and activity.

Completion of the Exhibitor Application with payment by a company agent on the contract implies

acceptance on the part of that exhibiting company of all policies and regulations as set forth herein.

Exhibitors agree that they, their employees, and their agents will observe all MBA/MW and MMBBA policies and

regulations herein. Exhibiting companies will be held responsible for the actions of the individuals affiliated

with that company.

Violators will be penalized in the assignment of tabletop exhibit space at future MARC conferences and/or

financial recompense to MBA/MW and MMBBA to recover monetary damages.

Exhibitor Details

All exhibitor displays must fit in the purchased exhibit space: (10x8 booth or 6-ft tabletop). Exhibitors will be

provided with one draped 6’ x 30” skirted table, (2) chairs, (1) wastebasket, booth ID sign, installation and

removal, and wireless internet access.

MGM National Harbor is the exclusive provider for the following services: Audiovisual, Truss & Rigging, Staging

and Lighting, Electrical, Food & Beverage, Telecommunications, and Internet. Additional information on

ordering such items or services will be provided in the Exhibitor Kit, which will be sent electronically 6 – 8 weeks

prior to the conference.

Public address, sound-producing, or amplifying devices are prohibited. No exhibitors will provide or distribute

alcohol at the Conference facility. Exhibitors are prohibited from floating objectives above their exhibit space

(i.e. Balloons, etc), as well as projecting images outside of their exhibit space.

Exhibit Booth/Table Assignment

Exhibit spaces will be assigned on a first come, first-served basis. Full payment must accompany the

application. Exhibit locations will not be assigned if payment has not been received. Requests for neighboring

exhibit tables must be indicated on the applications. There must be an individual application from each

exhibitor. MBA/MW and MMBBA shall attempt, but shall not be responsible, for accommodating such requests.

MBA/MW and MMBBA reserve the right to rearrange or adjust the floor plan in the best interest of the

Conference. Subleasing and sharing of exhibit space is prohibited. All signs, displays, and exhibit products

must be related to the exhibiting company as the name appears on the contract.

www.marcmba.org [email protected]

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Installation and Dismantling

All displays must be in place and set up at least 30 minutes prior to the official opening of the Exhibit Hall. Any

exhibitor failing to occupy space contracted and paid for, within one hour of the Conference opening, forfeits

that space and how that space is to be used. MBA/MW and MMBBA reserves the right to use such space as it

sees fit to enhance the overall appearance of the Conference.

If the booth and materials are not set up during official installation hours, MBA/MW and MMBBA will instruct the

exhibit company to set the booth, and this cost will be charged to the Exhibitor. No Exhibitor will be permitted to

dismantle a booth prior to the official close of the show. MBA/MW and MMBBA reserve the right to deny exhibit

applications for 2021 to any exhibiting companies that dismantle prior to the official close of the show.

Compliance with Federal, State and Local Laws

Exhibitor shall comply with all Federal, state and local laws, including but not limited to fire regulations. MBA/

MW and MMBBA has no responsibility for Exhibitor compliance with applicable laws.

Security

Exhibitors are responsible for guarding their own booths, merchandise, equipment and personnel during the

hours the Hall is open. Each exhibit booth must be manned by at least one person at all times. After exhibit

hours, no one will be admitted into the Exhibit Hall unless clearance is obtained from Exhibit Management.

Cancellations and Refunds

Notice of cancellations and request for refunds must be made in writing to [email protected]. Cancellations

received on or before noon March 1, 2020 will receive a full refund minus a 10% processing fee. No refunds will

be made after March 1, 2020.

Upon cancellation of the Conference, the liability of MBA/MW and MMBBA shall be limited to a refund of the exhibit cost only.

Distribution of Printed Matter

Exhibitors may distribute advertising materials, literature, souvenir items or promotional materials only within

the confines of their own reserved space.

Liability and Indemnification

Exhibitor assumes entire responsibility, and hereby agrees to protect, indemnify, defend and hold harmless MBA/MW, MMBBA, the

Exposition company, and MGM National Harbor, its officers; directors; owners; and affiliated companies; and all employees and

agents of all of them (hereinafter collectively called ‘Indemnities’) against (i) any personal injury to Exhibitor or its officers, agents,

employees or guests, or to any other person in attendance at the Exposition; (ii) any damage to, or loss of, any property of the

Exhibitor or any of its officers, agents or employees, or of any other person in attendance at the Exposition; (iii) any governmental

charges or fines; and (iv) any attorney’s fees arising out of, or caused by, Exhibitor’s installation, removal, maintenance, occupancy

or use of the Exposition Facility, or a part thereof, excluding any such injury, loss, damage or other liability caused by the gross

negligence or willful conduct of the Indemnities, their employees and agents. Exhibitor also expressly releases the Indemnities

from, and agrees to indemnify them against, any and all claims for the specified injury, damage, loss, or other liability and hereby

waives any and all claims that may accrue to Exhibitor. In addition, Exhibitor acknowledges that MBA/MW and MMBBA and the

other Indemnities do not maintain insurance covering Exhibitor’s property, and that it is the sole responsibility of Exhibitor to

obtain business interruption and property damage insurance covering losses by Exhibitor relative to its property.


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Force Majeure

If an event, including but not limited to, acts of God; acts, regulations, or orders of governmental authorities;

re; food or explosion; war; disaster; civil disorder (including labor disputes or demonstrations of any kind); acts

of terrorism or other violence; curtailment of transportation facilities; or other cause beyond its control, makes

it illegal, impracticable, or otherwise inadvisable for MBA/MW, MMBBA, or the MGM National Harbor to provide

the facilities or services contracted for herein, this Agreement shall terminate without further obligation on the

part of any party hereto. Upon postponement or disruption of the Exposition for any cause beyond the control

of MBA/MW, MMBBA, and MGM National Harbor, Exhibitor hereby waives any claim to any compensation or

damages, other than the return, on a pro-rata basis, of the amount of rental paid.

Amendments

MBA/MW and MMBBA shall have full power in the interpretation and enforcement of the terms and conditions

contained in this Agreement contained herein, and the power to make such amendments thereto and to

set such further terms and conditions as it shall consider necessary for the proper conduct of the Exposition,

provided, such new terms and conditions do not materially alter or diminish the contractual rights of Exhibitor.

Contact: [email protected]


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Mid-Atlantic Regional Conference · Date: Start Time: End Time: Exhibitor Set-Up Tuesday, May 12...

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Transcript of Mid-Atlantic Regional Conference · Date: Start Time: End Time: Exhibitor Set-Up Tuesday, May 12...