exhibitor kit - artexpo new york...$179 yotel new york $289 ink 48 $349 marriott marquis times...
TRANSCRIPT
www.artexponewyork.com
EXHIBITOR KIT
2017 APRIL 21-24
WELCOME ARTEXPO New York 2017
My name is Geoff Fox, Artexpo’s Chief Operating Officer. On behalf of the entire Artexpo team, I would like to welcome you to the event and let you know that we are here to assist in making your experience as exciting, enjoyable and stress-free as possible. The following exhibitor kit is designed to be your all-in-one planning resource, with detailed information on all your logistical needs and a list of important deadlines. Please do not hesitate to reach out should you have any questions, concerns or exciting ideas! Thank you again for your participation. Sincerely, Geoff Fox Artexpo, CFO, COO [email protected]
www.artexponewyork.com Artexpo New York 2017
TABLE OF CONTENTS AND CHECKLIST:
General Show Dates / Hours / Information ..................................................................................... Page 3
Visitor Information / Housing .......................................................................................................... Page 4
Shipping / Move-In / Move-Out Information / Official Show Shipper Kit ...................................... Page 5
Required Forms ............................................................................................................................... Page 7
Booth Design Due Feb. 15th
Damage Assessment Agreement Due Feb. 15th
Merchandise Removal Authorization Form Due Feb. 15th
Exhibitor Booth Signage Form Due Feb. 15th
Exhibitor Badge Registration Due Feb. 15th
General Liability Insurance Due Mar. 15th
New York State Sales Tax Due Feb. 15th
Booth Package Information & Additional Services ....................................................................... Page 7
Show Rules & Regulations .............................................................................................................. Page 8
Presentation & Hanging Guidelines
Protection
Promotions
2
GENERAL SHOW INFO
LOCATION / TIMES / HOURS
Location:
Pier 94 - 711 12th Ave, New York, NY 10019, (p) 800-677-6278
Move-in:
400 SQ. FT. Plus - Thursday, April 20th, 8AM - 8PM
All Other - Thursday, April 20th, Noon - 8PM
Friday, April 21st, 8AM - 10AM
Opening Night Party:
Friday, April 21st, 4PM - 8PM
Show Hours - Public Days:
Saturday, April 22nd, 11AM - 7PM
Sunday, April 23rd, 11AM - 7PM
Monday, April 24th, 10AM - 3PM
Move-out:
Monday, April 24th, 3PM - 10PM
Tuesday - April 25th, 8AM - 10AM - SHIPPER PICK-UP ONLY
Exhibitor Services:
The Exhibitor Service Desk will be located in the front of the show directly to the left of the facilities’ main
entrance as you enter. This area will have a service representative for electrical, walls, furniture, etc. The service
desk will be open during move-in and move-out. During the show, a representative will be in the show office.
Registration:
The Artexpo Registration Desk will be located directly in front of the facilities’ main entrance as you enter. Before
Exhibitor Badges are released, accounts must be paid in full and proof of insurance must be on file. No one will be
permitted into the show without payment in full of any outstanding payments. Exhibitor contractual requirements
must be met and all outstanding balances paid in full.
Important: Any Exhibitors breaking down their booth
prior to show closing, Monday, April 24th at 3PM will be
fined $500. Please arrange travel accordingly. All artwork,
signage, and hanging hardware must be removed from
the walls Monday night.
www.artexponewyork.com Artexpo New York 2017 3
Trade Only Hours:
Friday, April 21st, 12PM - 4PM
Click here for interactive map
Please Note: Exhibitors will have access to
the venue 30 min. prior to opening each day.
Exhibitor Services:
The Exhibitor Service Desk will be located in the front of the show directly to the left of the facilities’ main
entrance as you enter. This area will have a service representative for electrical, walls, furniture, etc. The service
desk will be open during move-in and move-out. During the show, a representative will be in the show office.
VISITOR
INFORMATION
Show Location:
Artexpo New York is located in Pier 94 at
711 12th Avenue, New York, NY 10019
General Admission:
Tickets may be purchased in advanced, click here,
and at the door.
Click below for Directors:
Public Transportation
Trucks
Cars
OFFICIAL HOUSING
To ensure your comfort and convenience, we’ve arranged exclusive discounts at some of the finest hotels in the
area. To save big, make sure you book at an official hotel by using the links below. Discount rates expire on
March 31st.
Please click here and book today!
$179 Yotel New York
$289 Ink 48
$349 Marriott Marquis Times Square
4 www.artexponewyork.com Artexpo New York 2017
On-Site Parking Options:
At Venue
Surrounding Area
SHIPPING & MOVE-IN / MOVE OUT
INFORMATION
General Shipping Guidelines: (Three different delivery options exist)
1. Direct Shipping - Important: Phoenix International Business Logistics, Inc. is recommended for your convenience
only. Redwood Media Group is not responsible for any loss, cost or damage of any shipment.
2. POV (Privately Owned Vehicles)
a. Self Unload
b. Requiring A Dock or Assistance
3. Advance Warehouse
1. Direct Shipping: Artexpo New York has selected Phoenix International Business Logistics, Inc. for assistance
on shipping arrangements, brokerage, customs clearance and local transportation. Click the
appropriate link below for additional information:
Domestic/Canadian - Please see kit for pick-up deadline dates.
International - Pick-up deadline dependent on origination location, please see kit.
For additional questions please contact Phil Hobson: Tel: 908-355-8900 or Email:
Shipments received without individual/carrier receipts or freight bills, such as UPS, FedEx,
Express Mail, etc., will be delivered to your booth without guarantee of piece count or conditions. Show Management and Showtime
On the Piers will assume no liability for such shipments. Remember that UPS and FedEx may not wait in freight lines when
they arrive at Pier 94 to make the delivery. If possible, we recommend that you avoid using these types of carriers.
Address Direct Shipments to:
Pier 94
Artexpo New York 2017
711 12th Avenue
New York, NY 10019
Attn: Your Exhibiting Name / Booth #
Your Phone Number
2. POV (Privately Owned Vehicles) a. Self Unload (Hand Carry):
If you are driving a POV that does not require a dock or assistance, you will be permitted to drive up the main ramp in front of
the Pier. The ramp area is first come/first serve. Showtime On the Piers personnel will be monitoring the area and enforcing an
unloading/loading time limit of approximately 20 minutes. A licensed driver must remain with the vehicle at all times.
b. Requiring A Dock or Assistance:
If you are driving a POV, you will need to check-in at the marshalling yard; Showtime On the Piers will have personnel in the area
to direct you to the appropriate unloading area. Upon arrival there will be labor available to unload your vehicle and transport to
your booth. This material handling service is included as part of your booth package. Unloading or reloading of any freight into
the exhibit hall by any and all privately owned vehicles and contracted carriers will be handled by Showtime On the Piers. Exhibi-
tors choosing to deliver materials and artwork themselves must accompany any exhibitor appointed contractor or “helper”. All
such contractors and helpers must get temporary badges from the Registration Desk. A licensed driver must stay with the vehicle
at all times.
Freight Receiving: Freight Receiving will be open on Thursday, April 20, 8AM - 4:30PM. Please advise your chosen carrier of our deadlines and
procedures. Your shipment must arrive at Pier 94 ON but NOT BEFORE freight receiving hours. Shipments arriving outside the specified
freight receiving hours will be refused. All shipments must be sent PREPAID, collect shipments will not be accepted.
5 www.artexponewyork.com Artexpo New York 2017
SHIPPING & MOVE-IN / MOVE OUT
INFORMATION
3. Advance Warehouse Shipping - Crates only, no loose artwork: Sending your freight / package in advance ensures that your shipment is received; no headaches one-site wondering when your
shipment will arrive. Your shipment will be delivered directly to your booth. Advance Shipments deadline is April 5th.
Important International Shipping Information: Redwood Media Group does not have any role or responsibility for the shipment of Exhibitor’s art or other property to/from Artexpo NY. No
refunds or credits will be issued to an Exhibitor whose shipment does not arrive in time. Exhibitors that are shipping from outside the USA MUST
engage a customs broker. Redwood Media Group will NOT provide our tax ID #, act as consignee, importer, “sold to” party, freight forwarder,
customs broker, or power of attorney. For additional questions please contact Phil Hobson: Tel: 908-355-8900 or
Email: [email protected].
Forced Freight: All freight must be removed from the venue by 10AM on Tuesday, April 25th. Freight arrangements must be made to comply with the
deadline. Any freight not picked up will be turned over to a local shipper. The exhibitor will be responsible for shipping arrangements as
well as fees incurred.
6 www.artexponewyork.com Artexpo New York 2017
On-Site Art Storage: Artexpo New York offers limited storage of excess artworks in the designated art storage area and does not guarantee space for all works.
Exhibitors are responsible for their artwork and materials at all times and should take care not to leave materials in crates and boxes. All
artwork must be checked in with security. Please be sure to save your claim ticket provided by security.
Empty Crate Storage: By order of the Fire Marshall, crates, boxes and packing materials must be removed from booths and stored during the show. No empty
crates or boxes can be used as display counters or props unless they are chemically treated to resist flame. Please place small containers
inside larger ones to facilitate storage. Once your containers are ready for storage, place one “EMPTY” sticker on each container. EMPTY
stickers will be provided at the Exhibitor Service Desk. Showtime On the Piers will remove all containers with an EMPTY sticker. The
containers will be returned at the close of the show. Your cooperation in keeping the aisles clear to facilitate the moving of containers is
appreciated.
**Important: Once a crate/container has been removed from the floor and stored, exhibitors will NOT have access to
this crate. Exhibitors requiring access to crates or cartons during the show must arrange for accessible storage.
Return of Empty Crates: EMPTY container return will begin on Monday, April 24th after the show closes at 3PM and when the exhibit hall is clear of attendees.
The return of crates and cartons can be a lengthy process. During the wait time, you may take your artwork off the wall and get your
materials ready to pack. PLEASE PLAN YOUR TRAVEL ACCORDINGLY.
Phil Hobson
Tel: 908-355-8900 or Email:
Craig Bowman
Tel: 800-716-7608 ext. 1062
Email: [email protected]
OR
REQUIRED FORMS
CLICK ON THE FOLLOWING LINKS BELOW FOR DETAILS AND FORMS:
BOOTH DESIGN FORMS - email to [email protected] by Feb. 15th
DAMAGE ASSESSMENT FORM - email to [email protected] by Feb. 15th
MERCHANDISE REMOVAL AUTHORIZATION - email to [email protected] by Feb. 15th
EXHIBITOR BADGES - submit online by Feb. 15th
BOOTH SIGNAGE - submit online by Feb. 15th
INSURANCE - Apply with Show Insurance ($95 flat rate) or submit COI by March 15th
Show Insurance will email an application link approximately 40 days before move-in
NEW YORK SALES TAX - Apply by Feb. 15th. (The sales tax rate is currently 8.875%.)
BOOTH PACKAGE & ADDITIONAL SERVICES
INFORMATION
The following rules and regulations have been
adapted to give each exhibitor effective use of
contracted space without interfering with the rights
of neighboring booths.
All booth packages include:
Allotment of 10’ high white hard walls
(Click here for calculation)
Allotment of 75 watt LED lights
Studio Booth Package - 6’ x 12’ = 2
Studio Booth Package - 6’ x 20’ = 4
Gallery Booth Package - each 10’ x 10’ = 4
Furniture package consisting of (1) 4’ table,
(2) chairs and (1) wastebasket
Booth signage
Unlimited Collector/Guest passes for Opening Night
Up to 5 images on the shows’ Flickr page
Exhibitor Listing in the Show Catalog.
We call special attention to the following; simply click
on each bullet point for additional details:
Additional Services: Click on the links
below:
Additional Wall Charges - $110 per / $160 per
Additional Light Charges - $140 per / $170 per
Booth Outlets - $170 per / $215 per
Audio Visual
Cleaning
Custom Painting
Door Charges - $400 per / $500 per
Internet
Labor
Specialty Furniture Catalog and Order Form
Safety:
Structural Requirement & Free Standing Structures
7 www.artexponewyork.com Artexpo New York 2017
Exhibitors have agreed to abide by all Rules and Regulations by virtue of signing the Exhibitor Contract.
We call special attention to the following regulations; simply click on each bullet point for additional details:
SHOW RULES & REGULATIONS
Display:
PRESENTATION & HANGING REGULATIONS
SAMPLE LAYOUTS
Protection:
COPYRIGHT INFRINGEMENT - PHOTOGRAPHY & VIDEO RECORDING
SECURITY
FIRE SAFETY & TRAFFIC
LIABILITY
GRATUITIES
Promotions:
Promoting discounts and/or distributing advertising material outside of your booth area is NOT permitted. Exhibitors may solicit attendees only within the confines of their contracted space. Any unauthorized solicitation, whether by an exhibitor or attendee, should be brought to the attention of show management. If you are planning one of the below, please click on the appropriate links below for more information.
SPECIAL EVENTS
MUSIC VIDEOS
RAFFLES & GIVEAWAYS
IN-BOOTH ENTERTAINMENT
8 www.artexponewyork.com Artexpo New York 2017