exhibitor service manual - ttha hunters extravaganza order... · 2020. 10. 23. · f795 f794 f797...

Hunters Extravaganza Fort Worth

Fort Worth Convention Center

August 14-16, 2020

EXHIBITOR SERVICE MANUAL

Show Name: Hunters Extravaganza Fort WorthShow Dates: August 14 - 16, 2020Show Venue: Fort Worth Convention CenterDeadline to Receive Discount Pricing: Friday, July 31, 2020

8300 Telephone Road, Ste. A - Houston, TX 77061 - 281.800.1600 - Fax: 281.800.2600 - [email protected]

GENERAL INFORMATION Quick Facts Color Coded Move-In Map Credit Card Authorization and Agreement Form Limits and Liabilities Online Ordering Instructions

FURNITURE AND BOOTH DISPLAYS Furniture Rental Order Form Accessory Rental Order Form Standard Modular Exhibit Rental Carpet Rental Order Form

FREIGHT SHIPPING Material Handling Information Material Handling Order Form Privately Owned Vehicle Material Handling Shipping Labels UPS Outbound Handling Service Cart Service Order Form

LABOR AND UTILITIES Labor Service Form Supervised Installation & Dismantle Infomation Forklift/Rigging EAC / Third Party Billing Hanging Signs/Banner Information Hanging Sign/Banner Order Form Union Jurisdictions and Rules

OTHER SERVICES Cleaning Service Order Form Graphics Order Form Custom Hanging Signs Counter Options Storage CORT Specialty Furniture Electrical Services/Labor Order Forms Plumbing Services Order Form Internet/Telephone Services



QUICK FACTS

EVENT SCHEDULEDay Date Time

Big Exhibitor Move-In Wednesday August 12, 2020 8:00 AM - 5:00 PM

Exhibitor Move-In ThursdayFriday

August 13, 2020August 14, 2020

8:00 AM - 5:00 PM8:00 AM - 1:00 PM (NO DRIVE IN)

Show Hours FridaySaturdaySunday

August 14, 2020August 15, 2020August 16, 2020

3:00 PM - 8:00 PM9:00 AM - 7:00 PM10:00 AM - 5:00 PM

Exhibitor Move-Out Sunday August 16, 2020 5:00 PM - 10:00 PM

BIG EXHIBITOR MOVE-IN:Any booth 10’ x 20’ and bigger and not located in a Drive lane. *BY APPOINTMENT ONLY**Please contact Christina Pittman via text message at (210) 396-1874 or email at [email protected] by the deadline of July 5th to schedule a time to set up.

GENERAL EXHIBITOR MOVE-IN• Exhibitors are allowed to drive vehicles to the venue with a max time of 15 minutes to unload. NO DRIVE IN ON FRIDAY;

cart items ONLY.• All Exhibitors must be setup by 1:00 PM Friday, August 14, 2020. Checkin closes at 11:00 AM. Any exhibitor attempting to

checkin after 1:00 PM must pay admission into the show.

BOOTH PACKAGE:Each 10’ x 10’ booth will be provided with: 8’ - back wall drape, 3’ sidewall drapes 1 - 6’ x 30” skirted table 2 - Side Chairs 1 - Wastebasket ID Sign

Exhibit Hall CarpetThe booth area & aisle areas will not be carpeted. You may choose to carpet your booth area in any offered color.

Exhibitors may order booth carpet/padding for specific color choices. Please see the Carpet Rental Order Form for pricing and options. Booth ID sign is not guaranteed for contracts submitted after Wednesday, July 1, 2020.

SHIPPING:Materials should be shipped to ARRIVE at our warehouse no later than: 3:00 PM Wednesday, August 5, 2020. Any shipments received more than 30-days prior to the move-in or after the deadline will incur additional charges. Please refer to the Material Handling Order Form for more details.

ADVANCE WAREHOUSE:Texas XPOHunters Extravaganza Fort WorthExhibiting Company Name / Booth Number8300 Telephone Road Ste A, Houston, Texas 77061No delivery appointment required. WarehouseWarehouse Hours (Monday - Friday): 9:00 AM - 3:00 PM

DIRECT TO FACILITY:Fort Worth Convention CenterHunters Extravaganza Fort WorthExhibiting Company Name / Booth Numberc/o Texas XPO

Shipments will be received at the exhibit facility ONLY on: August 12, 2020 or August 13, 2020 between 8:00 AM and 4:00 PM. Any shipments received outside these listed times will incur additional charges.

Move-Out Note: All carriers must check in no later than 8:00 PM Sunday, August 16, 2020. or freight will be shipped via the house carrier.

Texas XPO Customer ServicePhone: (281) 800-1600 / Fax: (281) 800-2600Email: [email protected]

Show ManagementTexas Trophy Hunters Association326 Sterling Browning Rd, Suite 101, San Antonio, Texas 78232Phone: (210) 523-8500 | Fax: (210) 523-8871



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CREDIT CARD AUTHORIZATION AND AGREEMENT

20-TX0806

An Authorized Signature is required for orders to be processed

You and your organization agree to all terms and conditions on the front and back of all forms, including Texas XPO Limits & Liabilities and Terms & Conditions.

Authorized Signature

20-TX0704

XSign Here

AMEX VISA MASTERCARD DISCOVER CHECK*

Card Number: Exp. Date:

*A credit card authorization is required to be held on file regardless of the method of payment selected.

Are you tax exempt for the state in which this event is held? Yes No

If yes, a tax exemption certificate is required to be submitted with this agreement.

By signing below, the Cardholder acknowledges receipt of goods and or services in the amount of such invoice and agrees to perform the obligations set forth in the Cardholder’s Agreement with the issuer. Refunds cannot be given after the close of the event on items or services ordered but not received. Orders cancelled for any reason will receive a 50% refund. No refund can be provided once installation begins. Accounts past due are subject to a monthly charge of 1.5% (annual rate 18%) and all costs of collections including reasonable attorneys’ fees. Rental items are only for the Exhibiting entity who has properly completed our rental forms and may not be sub-rented, “loaned” or given to other Exhibitors. If you do not need items rented or provided in a package, please contact Texas XPO for removal. Booth inventory is conducted daily and items not rented from Texas XPO will either be removed or charged to the Exhibiting company with improper possession.

PAYMENT INFORMATION• Checks will not be accepted at show site• All balances must be paid by the conclusion of the event.• For your convenience, we will use this authorization to pay for any additional amounts ordered by your representative for

services rendered for this event.• A final invoice will be prepared and can be requested by contacting Exhibitor Services.

Exhibiting Company Name Booth# Cardholder Name (please print) Billing Address City, State, Zip

Cardholder Email Phone

Please complete the information requested below and return this Authorization Form with your order. This form is required to be on file to process any orders for service.

METHOD OF PAYMENT Personal Card Corporate Card

M M Y Y



LIMITS AND LIABILITIES

20-TX0806

DEFINITIONS AND RESPONSIBILITIES: The Terms and Conditions set forth become a part of the contract between Texas Exposition Services, LLC. (“Texas XPO”) and the Exhibitor. Acceptance of said terms and conditions will be construed when any of the following conditions are met: (1) An Exhibitor’s materials are delivered to Texas XPO’s advance warehouse or to an event site; (2) The Authorization and Agreement Form is accepted or signed; (3) An order for labor, services and/or rental equipment is placed by the Exhibitor with Texas XPO; (4) Work is performed on behalf of Exhibitor by labor secured through Texas XPO. For purposes of this contract, the name “Texas XPO” shall be construed with the meaning of Texas Exposition Services, LLC., DBA Texas XPO and its employees, directors, officers, agents, assigns, affiliates, and related entities including any subcontractors Texas XPO may hire. Texas XPO shall be responsible only for those services which it directly provides, and hereby agrees to execute its contracted duties in good faith. Texas XPO does not assume responsibility for any acts of, or loss to, persons, parties and/or other contracting firms not under Texas XPO’s direct supervision and control.

PAYMENT TERMS: Full payment, including applicable tax, is due in advance or at event. All payments must be in U.S. funds and all checks must be drawn on a U.S. bank. Orders received without advance payment or after the deadline date will incur additional after deadline charges as indicated on each order form. All materials and equipment are on a rental basis for the duration of the event and remain the property of Texas XPO except where specifically identified as a sale. All rentals include delivery, installation, and removal from Exhibitor’s booth. In case of cancellation of any orders or services by Exhibitor, a one-hour “per person requested, per hour” charge will be applied for all labor orders that are not canceled in writing at least 24 hours prior to the scheduled start time. A 100% pick-up fee will be applied to all on site exchanges or cancellations. If the event is canceled because of reasons beyond Texas XPO’s control, Exhibitor remains responsible for all charges for services and equipment provided up to and including the date of cancellation. It is Exhibitor’s responsibility to advise Texas XPO of any problems with any orders, and to check the Exhibitor’s invoice for accuracy prior to the close of the show or event. If Exhibitor is exempt from payment of sales tax, Texas XPO requires an exemption certificate for the state in which the services are to be provided. Should there be any unpaid balance after the close of the event, terms will be net, due and payable upon receipt of invoice. Effective thirty (30) days after invoice date, any unpaid balance will bear a finance charge at the lesser of the maximum rate allowed by applicable law, or 1.5% per month (annual rate 18%), and future orders will be on a pre-paid basis only. These payment terms and conditions shall be governed by and construed in accordance with the laws of the State of Texas. In the event of any dispute between the Exhibitor and Texas XPO relative to any loss, damages, or claim, such Exhibitor shall not be entitled to and shall not withhold payment, or any partial payment, due to Texas XPO for its services, as an offset against the amount of any alleged loss or damages. Any claim against Texas XPO shall be considered a separate transaction, and shall be resolved on its own merits. Texas XPO reserves the right to charge Exhibitor for the difference between the Exhibitor’s estimate of charges and the actual charges incurred by the Exhibitor, or for any charges that Texas XPO may be obligated to pay on behalf of Exhibitor, including without limitation, any shipping charges. If Exhibitor provides a credit card for payment and charges are rejected by the Exhibitor’s credit card company for any reason, Texas XPO hereby provides notice that it reserves the right, and Exhibitor authorizes Texas XPO, to continue to attempt to secure payment through that or any other Exhibitor(s) credit card for as long as unpaid balances remain on Exhibitor’s account.

INDEMNIFICATION: Exhibitor agrees to indemnify and forever hold harmless Texas XPO and its employees, directors, officers, and agents from and against any and all demands, claims, causes of action, fines, penalties, damages (including consequential), liabilities, judgments, and expenses (including but not limited to reasonable attorneys' fees and investigation costs) on account of personal injury, death, or damage to or loss of property or profits arising out of contributed to by any of the following: (1) Exhibitor’s negligent supervision of any labor secured through Texas XPO, or the negligent supervision of such labor by any of Exhibitor’s employees, agents, representatives, customers, invitees and/or any Exhibitor Appointed Contractors (EAC); (2) Exhibitor’s negligence, willful misconduct, or deliberate act, or the negligence, willful misconduct, or deliberate act of Exhibitor’s employees, agents, representatives,customers, invitees and/or any Exhibitor Appointed Contractors (EAC) at the show or exposition to which this Contract related, including but not limited to the misuse, improper use, unauthorized alteration, or negligent handling of Texas XPO’s equipment. (3) Exhibitor’s violation of Federal, State, County of Local ordinances; (4) Exhibitor’s violation of event regulations and/or rules as published and set forth by facility, show management, or Texas XPO.

CLAIM(S) FOR LOSS: Exhibitor agrees that any and all claims for loss or damage must be submitted to Texas XPO immediately at the show site, and in any case not later than thirty (30) days after the conclusion of the event (for purposes of claim reporting, the “conclusion” of the event is the earlier of the conclusion date of the event or the time when Exhibitor’s materials are delivered to the carrier for transportation from the event site or from Texas XPO’s warehouse). All claims reported after the thirty (30) day period will be rejected. In no event shall a suit or action be brought against Texas XPO more than one (1) year after the date of loss or damage occurred. If found liable for any loss, Texas XPO’s sole and exclusive maximum liability for loss or damage to Exhibitor’s materials and Exhibitor’s sole and exclusive remedy is limited to the lesser of $.50 (USD) per pound per article with a maximum liability of $100.00 (USD) per item, or $1,500.00 (USD) per shipment whichever is less, and in no event shall exceed the total rental fees paid by exhibitor to Texas XPO for the event.

INBOUND AND OUTBOUND SHIPMENTS: Consistent with trade show industry practices, there may be a lapse of time between the delivery of shipment(s) to the booth and the arrival of Exhibitor or its representative, and during such time the materials will be left unattended. Texas XPO will not be responsible for any loss, damage, theft, or disappearance of Exhibitor’s materials after same have been delivered to Exhibitor’s booth. Additionally, there may be a lapse of time between the completion of packing and the actual pickup of materials from the booths for loading onto a carrier and during such time the materials will be left unattended. Texas XPO will not be responsible for any loss, damage, theft, or disappearance of Exhibitor’s materials before same have been picked up for reloading at the conclusion of the event. All Material Handling Agreements submitted to Texas XPO by Exhibitor will be checked at the time of pickup from the booth and corrections will be made where discrepancies exist between the quantities of items on any form submitted to Texas XPO and the actual count of such items in the booth at the time of pickup. Exhibitor agrees to accept and be bound by Texas XPO’s count.

PACKAGING, CRATES, & EMPTY CONTAINERS: Texas XPO shall not be responsible for damage to loose or uncrated materials, pad-wrapped or shrink-wrapped materials, glass breakage, concealed damage, carpets in bags or poly, or improperly packed materials. In addition, Texas XPO shall not be responsible for crates and packaging which are unsuitable for handling, in poor condition, or have prior damage. Crates and packaging should be of a design to adequately protect contents for handling by forklift and similar means. Empty container labels will be available at the show site service desk. Affixing labels to the containers is the sole responsibility of the Exhibitor or its representative. All previous labels must be removed. Texas XPO assumes no responsibility for error in the above procedures, removal of containers with old empty labels and without Texas XPO labels, or improper information on the empty labels. Texas XPO will not be liable for loss or damage to crates and containers or their contents while same are in empty container storage.

SEVERABILITY: If any provision of this Contract proves to be illegal, invalid, or unenforceable, the remainder of this Contract will not be affected by such finding, and in lieu of each provision of this Contract that is proven to be illegal, invalid, or unenforceable, a provision will be added as part of this Contract as similar in terms to such illegal, invalid, or unenforceable provision as may be possible and be legal, valid and enforceable.

NO ORAL MODIFICATION OR WAIVERS: The Limits and Liabilities are the complete and final agreement between Exhibitors and Texas XPO. The terms herein may not be modified or waived orally, but only by an instrument in writing signed by the party against which enforcement of the modification or waiver (as the case may be) is sought.



20-TX0806

ORDER NOW! Follow these simple steps to order Texas XPO Online:

1. Go To: http://texasexpo.boomerecommerce.com/

2. Login using your email address and password a. New Users: Username = Email address you’ve provided to Show Management Password = You will receive an email containting a temporary password to create your own unique password to use b. Previous Users: Username = Your email address Password = Your pre-existing password

3. Find Hunters Extravaganza Fort Worth from the list of My Events on the left side of the Dashboard.

4. Click the “Shop Now” button to begin ordering.

For questions contact:Texas XPO

[email protected]

http://texasexpo.boomerecommerce.com/mailto:Orders%40TexasXpo.com?subject=



FURNITURE RENTAL ORDER FORM

20-TX0806

GreenBurgundyBlue Teal YellowBlack Purple WhiteGray Red

FURNITUREDescription Discount Standard Qty. TotalPlastic Side Chair $ 89.00 $115.75 ___________ $ ___________Padded Arm Chair $121.50 $158.00 ___________ $ ___________Padded Counter Stool $148.00 $192.50 ___________ $ ___________

$ ___________Cocktail Table 18”H $115.75 $150.75 ___________ $ ___________Cocktail Table 30”H $230.25 $300.25 ___________ $ ___________Cocktail Table 42”H $246.00 $319.75 ___________ $ ___________

DISPLAY TABLES (Price includes top covered with white vinyl and 3 sides skirted)Description Discount Standard Qty. Total4’ L x 24” W x 30” H $137.00 $178.25 ___________ $ ___________4’ L x 24” W x 42” H $166.75 $216.75 ___________ $ ___________

6’ L x 24” W x 30” H $168.50 $219.00 ___________ $ ___________6’ L x 24” W x 42” H $213.50 $277.50 ___________ $ ___________

8’ L x 24” W x 30” H $213.50 $277.50 ___________ $ ___________8’ L x 24” W x 42” H $251.00 $326.25 ___________ $ ___________

4th Side Skirt 30” $ 83.25 $108.25 ___________ $ ___________4th Side Skirt 42” $ 83.25 $108.25 ___________ $ ___________

Undraped Tables - 25% off of skirted rate.

TABLETOP RISERS -12"w x 8"h (Covered in white vinyl)Description Discount Standard Qty. Total4’ Long, Single Step Riser $ 53.00 $ 69.00 ___________ $ ___________6’ Long, Single Step Riser $ 68.25 $ 88.75 ___________ $ ___________

MASKING DRAPE (Drape rates are per linear foot)Description Discount Standard Qty. TotalSide Rail Drape 3’ $ 17.00 $ 22.25 ___________ $ ___________8’ Background Drape $ 23.00 $ 30.00 ___________ $ ___________

Company Name: _________________________________________ Booth#: ________________ Order Total: _______________

YES, I have completed and enclosed the Credit Card Authorization and AgreementForm and I understand that all orders are subject to State Sales Tax 8.25%.

Please select skirt color: Blue Purple Burgundy Red Black Teal Green White Gray Yellow Un-skirted

Please select drape color: Blue Purple Burgundy Red Black Teal Green White Gray Yellow

(actual colors may vary)



ACCESSORY RENTAL ORDER FORM

20-TX0806



(actual products may vary)ACCESSORIESDescription Discount Standard Qty. TotalLiterature Rack $182.00 $236.50 ___________ $ ___________Security Cage $332.25 $465.50 ___________ $___________Wastebasket $ 24.25 $ 31.50 ___________ $___________Easel $ 49.25 $ 64.25 ___________ $___________Chrome Sign Frame (22”W x 28”H) $112.25 $146.00 ___________ $___________Waterfall Bag Rack $241.00 $313.25 ___________ $___________Chrome Stanchion $101.50 $132.00 ___________ $___________Chrome Bag Holder $240.00 $313.25 ___________ $___________Chrome Clothes Tree $ 85.50 $111.25 ___________ $___________White/Silver Plastic Chain(per ft.) $ 9.45 $ 12.25 ___________ $___________

GRID WALLEach Panel is 2' x 8' with a 3" x 3" grid.At least two panels are needed to be free standing without the use of feet.

Description Discount Standard Qty. Total2’ x 8’ Grid Wall $162.75 $211.50 ___________ $ ___________Pair of feet $ 54.00 $ 70.25 ___________ $ ___________

WHITE PEG BOARD (Shown on the right)Description Discount Standard Qty. TotalStyle A - 2’ w x 8’ h Panel $147.00 $191.00 ___________ $ ___________Style A - 4’ w x 8’ h Panel $294.00 $382.25 ___________ $ ___________Style B - 8’ w x 2’ h Panel $147.00 $191.00 ___________ $ ___________Style B - 8’ w x 4’ h Panel $294.00 $382.25 ___________ $ ___________Style C - 10’ w x 8’ h Panel $735.00 $955.50 ___________ $ ___________Peg Board Shelving 4’ long $ 73.50 $ 95.50 ___________ $ ___________

TACK BOARD (Not displayed)Description Discount Standard Qty. TotalStyle A - 4’ w x 8’ h Panel $294.00 $382.25 ___________ $ ___________Style B - 8’ w x 2’ h Panel $147.00 $191.00 ___________ $ ___________Style B - 8’ w x 4’ h Panel $294.00 $382.25 ___________ $ ___________Style C - 10’ w x 8’ h Panel $735.00 $955.50 ___________ $ ___________

Style AVertical to Floor

Style C2' Returns

Style BHorizontal off Floor(30" Off the Floor)



STANDARD MODULAR EXHIBIT

20-TX0806



NOTE: Above prices include delivery, installation and removal. Please see our Furniture and Carpet Rental Order Forms if you would like to order carpet or furniture. Additional Lights Qty. ___________ Light @ $ 82.25 each = $___________ Additional Hardware Shelves Qty. ___________ Shelves @ $ 42.00 each = $___________ Slatwall Per Panel Qty. ___________ Slatwall @ $137.50 each = $___________ Units 3, 5, 6, & 7 are provided in white hard wall unless colored or Velcro compatible panels are ordered.

Red Blue Black Gray Qty. ___________ Colored panels @ $ 19.25 each = $___________Qty. ___________ Velcro panels @ $ 34.25 each = $___________

Matching counters 42”H x 21”L x 40”W

PRINT SIGN TEXT BELOW:

• Standard signage is black letters on a white background.• Additional charges for custom graphic panels, please call for pricing.• If you require a Custom Exhibit Design not shown above, please call (281) 800-1600.• Electric service IS NOT included. Please make arrangements in advance with exhibit facility.

Unit# _________ Unit Price $ ____________

Add 30% if ordered after deadline $ ____________

SUBTOTAL MODULAR EXHIBIT RENTAL ORDER $ ____________

Silver Velcro Compatible with (1) spotlight.

Table Not Included.

10' wide x 8' high Velcro Compatible with (2) spotlights 3 Track Lights Included

3 Track Lights Included 6 Track Lights Included 6 Track Lights IncludedTruss Available in Various Sizes

and Configurations

3 Track Lights Included

$774.00

$4,671.25 $6,320.00 $6,978.75 $5,741.50

$1,334.50 $3,022.75 $3,933.75

(#1) Curved Tabletop Pop-up

(#5) 10’ x 20’ Exhibit (#6) 10’ x 20’ Curved Exhibit (#7) 10’ x 20’ Shelf Exhibit (#8) 20’ x 20’ Truss Unit

(#2) Pop-up Display (#3) 10’ x 10’ Hard Wall Exhibit (#4) 10’x 10’ Counter Exhibit



CARPET RENTAL ORDER FORM

20-TX0806

Please select plush carpet color: Dusty Rose Light Teal Ivory Cream Baby Blue Sky Blue Misty Gray Silver Mist Cherry Red Burgundy Ebony Forrest Green Toast Navy Sandstone Gun Metal

STANDARD BOOTH CARPET (Standard booth carpet is not available for Island Booths. Please see the Cut & Lay Carpet below.)Qty Description Discount Standard Total___________ 10’ x 10’ $246.00 $ 319.75 $ ___________

___________ 10’ x 20’ $458.75 $ 596.50 $ ___________

___________ 10’ x 30’ $684.25 $ 889.50 $ ___________

___________ 10’ x 40’ $909.50 $1,182.50 $ ___________

For islands and booths larger than 10’ x 40’, standard booth carpet is not an available option.If complete exhibit area carpet is desired, see Cut & Lay and Plush Carpet offerings below.

CUT & LAY CARPET (100 sq. ft. minimum)Description Discount Standard Total___________sq. ft. $4.75 $6.00 $ ___________

PLUSH CARPET (200 sq. ft. minimum. Plush Carpet Order must be received at least four weeks prior to the show. Swatches will be sent upon request.)

Description Discount Standard Total___________sq. ft. $7.00 $9.25 $ ___________

PADDING & COVERING (per 10’x10’ Space)Quantity Description Discount Standard Total____________ Padding $125.00 $162.50 $ ___________

____________ Double Padding $250.00 $325.00 $ ___________

____________ Visqueen $ 36.75 $ 47.25 $ ___________

Please select standard or cut & lay carpet color: Blue Green Black Red Burgundy Teal Gray



Blue Black Burgundy Gray RedGreen Teal

(actual colors may vary)


MATERIAL HANDLING INFORMATION

Texas XPO is the Official Service Contractor, and the exclusive provider of Material Handling.

Material Handling includes Unloading your exhibit material, Storing up to 30 days at the advance warehouse, Delivering to your booth, the Handling of empty containers to and from storage, and Removing of material from the booth for reloading onto your outbound carrier at the close of the show. You can either ship your materials in advance to the advance warehouse or ship directly to show site during designated move-in times. Material Handling is not to be confused with the cost of shipping/transporting your exhibit materials to and from the event.

Shipping to the ADVANCE WAREHOUSE?

• We will accept freight beginning 30 days prior to show move-in.• To ensure timely arrival of your materials at show site, freight should arrive by the deadline date listed on the Quick Facts. Your

freight will still be received after the deadline, however additional charges will be incurred.• The Warehouse will receive shipments Monday-Friday, except Holidays. Refer to the Quick Facts for warehouse hours.• The Warehouse will accept crates, cartons, skids, trunks, cases and carpet/pads. Loose or pad wrapped materials must be sent

directly to show site.• All shipments must have a bill of lading or delivery slip with the number of pieces, type of merchandise and weight.• Shipments received without receipts or freight bills, such as UPS and Fed Ex will be delivered to the booth without guarantee of

piece count or condition.• Certified weight tickets must accompany all shipments.• Advance/Warehouse freight will be delivered to the booth prior to exhibitor set-up.

Shipping DIRECT TO SHOW SITE?

• Freight will be accepted during designated exhibitor move-in times. Refer to the Quick Facts for the specific delivery date/time window.

• All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight.• Shipments received without receipts or freight bills, such as UPS and Fed Ex, will be delivered to the booth without guarantee of

piece count or condition.• Certified weight tickets must accompany all shipments.• Direct to show site shipments are not guaranteed to be in your booth prior to exhibitor move-in.

How should I LABEL MY FREIGHT?

• PLEASE USE THE PROVIDED SHIPPING LABELS.• The label should contain the Exhibiting Company Name, Booth #, Name of the event, C/O Texas XPO and Facility Address. • The specific shipping address for either the advance warehouse or direct to show site address is located on the Quick Facts and

on the provided Shipping Labels.

How Do I ESTIMATE MY MATERIAL HANDLING CHARGES?

• Charges will be based on the weight of your shipment. Each shipment received is billed individually and is subject to the applicable show weight minimum. The shipment weight will be rounded to the next 100 pounds. Each 100 pounds is to be considered one “cwt” (one hundred weight).

• Note: All Shipments are subject to reweigh.• On the Material Handling Order Form, be sure to select if your freight will

arrive at the ADVANCE WAREHOUSE or DIRECT TO SHOW SITE.• On the Material Handling Order Form, select the rate for the category

that best describes your shipment. See types of freight shipment.


MATERIAL HANDLING INFORMATION

What are the FREIGHT CATEGORIES?

CRATED: Material that is skidded or is in any type of shipping container that can be unloaded at the dock with no additional handling required.UNCRATED: Material that is shipped loose or pad wrapped, and/or unskidded machinery without proper lifting points.SPECIAL HANDLING: Material delivered by the carrier in such a manner that it requires additional handling, such as designated piece unloading, loads mixed with pad wrapped materials, ground unloading, stacked and constricted space unloading, loads failing to maintain shipping integrity, and shipments that require additional equipment, time or labor to unload. UPS and FedEx are included in this category. An additional 30% surcharge will be applied to shipments that are included in this category.

SPECIAL HANDLING Definitions

• Designated Piece Unloading - Shipments requiring multiple pieces of freight to be moved in order to select the next piece.• Ground Loading - vehicles that are not dock height preventing the use of loading docks. (flat bed trailers, U-Hauls, company

vehicles with trailers)• Stacked Shipments - Shipments loaded in such a manner that requires multiple items to be removed to ground level for

delivery to booth.• Constricted Space - Shipments that are not easily accessible due to carrier being loaded height and tight.• Shipment Integrity - Shipments that are delivered in such a manner that additional labor is needed to sort through and

separate various shipments.

What happens to my EMPTY CONTAINERS?

• Pick up “Empty Labels” at the Texas XPO Service Desk. Once the container is completely empty, place a label on each container individually.

• Labeled empty containers will be picked up periodically and stored in non-accessible storage during the event.• At the close of the show, the empty containers will be returned to the booth in random order. This process may take several

hours.

Do I need INSURANCE?

• Be sure your materials are insured from the time they leave your company until they are returned after the show. It is suggested that exhibitors arrange all-risk coverage. This can be done by riders to your existing policies.

• All materials handled by Texas XPO are subject to the Terms and Conditions.

How do I Ensure that my SHIPPED MATERIALS ARE SECURE delivered by or before they are picked up after the show?

• There may be a lapse of time between the delivery of your shipment(s) to your booth and your arrival. Which may also be the case for the close of the show phase. During these times, your materials will be left unattended. We recommend that you arrange for a representative to stay with your materials or hire security services to monitor your booth/materials.

$$ MONEY SAVING TIPS $$

• Ship via common carrier to avoid possible special handling charges.• CONSOLIDATE your shipments. Each separate shipment will incur a 200 lb minimum charge.• Ship early to avoid rush/overnight charges whenever possible.• Furnish accurate weight tickets with your shipment(s).• Label your freight with the number of total pieces - example 1 of 3, 2 of 3, 3 of 3.• Properly Address/Label all shipments to avoid time consuming re-routes, mis-deliveries and delays. Remove old shipping labels

before shipping out again.• When shipping to Show Site, confirm in advance that your carrier can guarantee delivery of your freight to the facility

duringdesignated move-in times. When possible, schedule your shipments to arrive during ST rather than OT.



MATERIAL HANDLING ORDER FORM

MATERIAL HANDLING RATES: All rates are per 100 pounds (per cwt.) with a 200 pound minimum charge. Certified weight tickets are required on all shipments.

ADVANCE - WAREHOUSE SHIPMENTS - 200 LB. MINIMUM Shipments can arrive to the Advance Warehouse up to 30 days prior to move in. Advance freight is delivered to your booth before direct shipments.

Price Per CWT Minimum Crated or Skidded Shipment $144.25 $288.50 Special Handling Shipment $184.00 $368.00

DIRECT - SHOW SITE SHIPMENTS - 200 LB. MINIMUMShipments must arrive only during published move in dates and times. Refer to the Quick Facts page for details.

Crated or Skidded Shipment $130.75 $261.50 Special Handling Shipment $169.75 $339.50 Small Package* $ 72.25*Small Package - Shipments totaling any number of pieces with a combined weight not to exceed 40 lbs. Shipments must be received on the same day at the same time and from the same shipper. If combined weight exceeds 40 lbs. normal material handling rates will apply.

ADDITIONAL SURCHARGES (in addition to above rates - per occurrence)

Inbound / Outbound Overtime $ 24.00

Labor Hours Straight Time - ST: Monday - Friday, 8:00 AM - 4:30 PM Overtime - OT: Monday - Friday, Before 8:00 AM, After 4:30 PM Anytime Saturday/Sunday Double-time - DT: Anytime on holidays

Early/Late Shipments to Warehouse $ 24.00

Re-weigh of ShipmentsAn additional charge per forklift load may be applied to shipments that have to be re-weighed at the dock due to the lack of a certified weight ticket, or an incorrect or an understated weight on delivery document.

Outbound ShipmentsStorage fees will be charged for shipments that are returned to Warehouse.

Estimated Charges - Material Handling ______________ lbs. x _____________ per cwt. = $ Material Handling fees will be based on actual certified weight ticket(s) for each shipment or the reweigh ticket on the inbound receiving report.

SUBTOTAL MATERIAL HANDLING ORDER: $ _______________

Below rates are blended to reflect ST/ST



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PRIVATELY OWNED VEHICLE MATERIAL HANDLING ORDER FORM

The definition of a POV or Privately Owned Vehicle, is considered to be any vehicle that is primarily designed to transport passengers, not cargo or freight. Examples include pick-ups, passenger vans, taxis, limos, and small box trucks. We understand that all of our customers do not require standard material handling services, so we have made special accommodations for customers with POVs that fit this criteria.

RATES Car: $185.00 per vehicle Mini-Van: $195.00 per vehicle Full Size Van or Large Pick-Up: $225.00 per vehicle

INBOUND Estimated number of pieces: _____ / Move-in day you will receive this service: ______________

OUTBOUND Estimated number of pieces: _____

The above rates and procedures apply ONLY to passenger size vehicles. See the enclosed Material Handling Order Form for material handling rates for trucks and commercial carriers. Any freight coming in on a semi-truck, must be unloaded at the dock by union freight handlers and will be subject to material handling fees.

PROCEDURES• Exhibitors who require this service must check in at the designated POV/Cart Service area.• Exhibitor will need to have a credit card on file or must complete the Authorization and Agreement form and

provide a credit card at the time of service.

Acceptable POV Vehicles Company Vehicles - Not Eligible

SUBTOTAL POV Material Handling: $ _______________


Company Name: _________________________________________ Booth#: ________________

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ADVANCE/WAREHOUSE SHIPPING LABEL

Hunters Extravaganza Fort WorthC/O Texas XPO8300 Telephone Road, Ste. AHouston TX, 77061


DELIVER NO LATER THAN: WEDNESDAY, AUGUST 5, 2020

Receiving 9:00 AM - 3:00 PM, Monday-Friday


TRADE SHOW SHIPMENT - PLEASE EXPEDITE

EXHIBITOR/COMPANY NAME:

#BOOTH NUMBER:






#BOOTH NUMBER:




Fort Worth Convention CenterHunters Extravaganza Fort WorthC/O Texas XPO1201 Houston St., Fort Worth, TX 76102

Fort Worth Convention CenterHunters Extravaganza Fort WorthC/O Texas XPO1201 Houston St., Fort Worth, TX 76102

DELIVER ONLY ON: AUGUST 12, 2020 OR AUGUST 13, 2020

between 8:00 AM and 4:00 PM

DIRECT/SHOW SITE SHIPPING LABEL



#BOOTH NUMBER:

DELIVER ONLY ON: AUGUST 12, 2020 OR AUGUST 13, 2020

between 8:00 AM and 4:00 PM

DIRECT/SHOW SITE SHIPPING LABEL



#BOOTH NUMBER:



HANGING BANNER LABEL











#BOOTH NUMBER:



#BOOTH NUMBER:



UPS OUTBOUND HANDLING SERVICE

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For your convenience, Texas XPO will beoffering UPS small package outbound handling service

at the close of the show.

☑ You will need a Bill of Lading and labels from the Texas XPO Service Desk for each destination to which product will be shipped.

☑ On your Bill of Lading you must complete the following information for each package: estimated weight, dimensions, and if applicable, additional insured amount. Please include your email address in order to receive a UPS tracking number from the event.

☑ Leave your labeled packages in your booth.

☑ Your completed Bill of Lading must be turned in to the Texas XPO Service Desk.

☑ Charges for UPS shipping are payable only by credit card to Texas XPO Services (No UPS account numbers).

☑ This UPS outbound service is for exhibitors wishing to ship individual packages individually not to exceed 70 pounds each, and a total shipment of no more than 200 pounds.

☑ There is a $45.00 service fee for the first package and $20.00 for each additional package. This service fee is in addition to the UPS shipping charges.



CART SERVICE ORDER FORM

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Cart Service is for exhibitor’s with small items weighing less than 200 lbs. that will fit on a flatbed cart and can be transported in one trip.

Delivery must be made in a POV (Privately Owned Vehicle) to qualify for this service, otherwise, freight will be charged at prevailing material handling rates. This service will only be available during move-in and move-out.

Cartload services are provided for personally owned vehicles with small hand-carried items to be delivered to the booth or dock location. If you arrive in a truck, van, trailer, or any commercial vehicle you will not qualify for this service and will be billed regular material handling rates.

(2’ wide x 6’ long x 3’ high)

$144.00 per trip ST($195.00 per trip OT)

Cartload service includes one laborer, one cart, one trip.

SUBTOTAL CART SERVICE ORDER: $ _______________





LABOR SERVICE FORM

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EXHIBITOR SUPERVISED - INSTALL/DISMANTLE LABOR LET US DO THE WORK WITH YOU

All work is done only under the supervision of the exhibitor.

Supervisor Contact: Phone:

- On the day and time that you have requested labor, please report to the Texas XPO Service Desk to pick-up and sign out your labor crew The labor crew will not be sent to your booth without being signed out. - Starting time can be guaranteed only in those instances where workers are requested for the start of the working day (usually 8:00 am). - Upon completion of work, you are required to accompany the laborers to the Texas XPO Service Desk and release them.

TEXAS XPO’S SUPERVISED - INSTALL/DISMANTLE LABOR LET US DO THE WORK FOR YOU Show Site Contact: Phone: - Please forward detailed instructions, blueprints or photos and complete the information on the following page. - Our cost for this service is 35% of your total labor bill ($35.00 minimum). - Installation of your exhibit will be completed at our discretion prior to show opening. - Please note: Our liability for damages, for whatever reason, is limited to our billed cost for supervision.

LABOR RATES: Discount StandardStraight Time - ST: Monday - Friday, 8:00 AM - 4:30 PM $102.00 per hour $132.75 per hourOvertime - OT: Monday - Friday, Before 8:00 AM, After 4:30 PM $153.00 per hour $199.25 per hour Anytime Saturday/SundayDouble Time - DT: Anytime on holidays $204.25 per hour $265.50 per hour

• Please indicate the labor required by checking one of above options. If no plan is indicated, labor cannot be assigned until exhibitor’s representative reports to the service desk.

• Orders canceled without 24 hour written notice will be charged a one (1) hour cancellation fee per laborer ordered• A 30% surcharge will be assessed to orders placed after the deadline or at show-site.• Price is per person/per hour• When scheduling dismantle labor, be sure to allow adequate time for empty containers to be returned to your booth.

Start Date Start Time # of People Approx. Hours Total Hours Hourly Rate 35% Supervision Fee Estimated Total Cost

Installation $ $ $

Dismantle $ $ $

Dismantle - charge will be calculated to match the estimated hours and number of laborers for installation. In the event less chargeable time is used, we will credit you following the close of the show.

Install Labor Dismantle Labor

Install Labor Dismantle Labor

SUBTOTAL ESTIMATED LABOR SERVICE ORDER: $ _______________





SUPERVISED INSTALLATION & DISMANTLE

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COMPLETE THIS FORM ONLY IF YOU HAVE SELECTED

TEXAS XPO SUPERVISED - INSTALL/DISMANTLE LABOR

This information is required in order to ensure proper supervision and installation of your display.

Freight is arriving at: Warehouse Show Site Loading Dock Est. Delivery Date:

Date Shipped: Via: (freight carrier)

Display shipped from: (address)

Total # of: Crates Cartons Fibercases Other

Estimated Weight:

Display Includes:

Booth carpet in shipment? Yes No Color Size

Set-up instructions: Attached to this order With display

Graphics: With display Shipped separately

Electrical Placement: Drawing Attached Drawing with display Electrical under carpet

Comments:

Special Tools/Hardware Required:

OUTBOUND SHIPPING:

Return Display to the following address:

Via: (carrier)

*YOU MUST COORDINATE/SCHEDULE YOUR OUTBOUND SHIPMENT WITH YOUR CARRIER* In the event your selected carrier fails to arrive by the designated move-out time, please select and initial one of the following options. If no option is selected, we will re-route the shipment accordingly via our house carrier.

Re-route via contractors choice

Transfer to warehouse at exhibitor’s expense

EMERGENCY CONTACT AT SHOW SITE:

Name: ____________________________________________________________________________ Phone: _______________________

Hotel: _____________________________________________________________________________ Arrival Date:__________________





FORKLIFT/RIGGING CREW

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LET US DO THE HEAVY LIFTING!*DO NOT USE THIS FORM FOR MATERIAL HANDLING SERVICES*

Please complete the following: Number of pieces to be spotted Heaviest piece to be spotted

Install Date/ Time: Dismantle Date/ Time: (times are not guaranteed)

Description of work to be performed:

Cranes, Sissor Lifts, and 4-Stage Forklifts Available Upon Request

Forklift Rental - Up to 5,000 lb. CapacityDescription Discount Standard Qty. TotalStraight Time Hourly Rental $303.75 $394.75 ___________ $ ___________

Overtime Hourly Rental $377.25 $490.25 ___________ $ ___________

Double-time Hourly Rental $450.50 $585.50 ___________ $ ___________

Forklift Rental - Up to 10,000 lb. CapacityDescription Discount Standard Qty. TotalStraight Time Hourly Rental $607.75 $ 789.75 ___________ $ ___________

Overtime Hourly Rental $754.50 $ 980.75 ___________ $ ___________


Forklift Rental - Up to 20,000 lb. CapacityDescription Discount Standard Qty. TotalStraight Time Hourly Rental $910.25 $1,814.75 ___________ $ ___________

Overtime Hourly Rental $1,131.75 $1,471.00 ___________ $ ___________

RIGGING LABOR RATESRigging Foreman Labor Per Man HourDescription Discount Standard Qty. TotalStraight Time Hourly Rental $127.50 $166.00 ___________ $ ___________



Riggers and Material Handlers Per Man HourDescription Discount Standard Qty. TotalStraight Time Hourly Rental $102.00 $132.75 ___________ $ ___________



PLEASE NOTE:Rate Structure includes forklift and one (1) operator only.

Minimum crews are based on scope of work and area jurisdiction.

Additional labor and groundmen will be billed at the hourly rate.

The minimum charge for labor and equipment is one (1) hour. Labor and equipment thereafter is charged in half (1/2) hour increments.

Orders Cancelled without 24-hour notices will be charged a one (1) hour cancellation fee.

PLEASE NOTE:The minimum charge for labor and equipment is one (1) hour. Labor and equipment thereafter is charged in half (1/2) hour increments.

Orders Cancelled without 24-hour notices will be charged a one (1) hour cancellation fee.

SUBTOTAL ESTIMATED FORKLIFT AND RIGGING CREW ORDER: $ _______________

YES, I have completed and enclosed the Credit Card Authorization and AgreementForm and I understand that all orders are subject to State Sales Tax 8.25%




EAC/THIRD PARTY BILLING

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To: Texas XPO Services - Third Party / Display House Notification LetterPlease be advised that we will be using an independent contractor of our own choosing to perform installation/dismantle labor services at the Show location.

EXHIBITING COMPANY

Exhibiting Company Name Booth#

Contact Name Email Phone

Contact Signature Date

THIRD PARTY / DISPLAY HOUSE

Company Name

Contact Name Email Phone

Company Address City, State, Zip

Display house must also provide a Certificate of Insurance to Texas XPO

Furniture $

Carpet $

Labor $

Cleaning $

Freight $

Utilities $

Other Services $

EXHIBITOR will pay

THIRD PARTY will pay



HANGING SIGNS/BANNER INFO

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GUIDELINES AND SERVICE CONTRACTOR RESPONSIBILITIES

• Texas XPO certified employees ONLY will be allowed in aerial lifts.• Texas XPO employees are the ONLY personnel allowed to operate mechanized equipment.• Texas XPO certified employees must assemble and disassemble ALL overhead rigging including:

Overhead Truss Attachment and removal of light fixtures for truss or signs Assembly of hanging sign frame and graphics

• Additional installation required for chain motors, span sets and other packages.• Exhibitors are REQUIRED to include hanging/setup instructions and orientation diagrams in

advance. • All ceiling rigging must conform to Show Management rules and regulations and facility

limitations. • Overhead hanging signs are to be sent in a separate container directly to the advanced

warehouse using the Advanced Hanging Sign shipping labels included in this manual. The container must arrive no later than advanced warehouse deadline date. If these procedures are not followed, Texas XPO cannot guarantee the hanging of your sign and additional fees will apply.

• Structures weighing over 200 lbs. per point must have a rigging plot plan approved in advance. • Electrical signs must be in working order and in accordance with National Electric Code.

Electrical services must be ordered through the Electrical Service Provider (form included in manual).

• Additional charges may be applied by Texas XPO due to regulations at the facility, weight limits, union jurisdictions, facility contacts, and in house providers. Including but not limited to: spanner truss for load points, additional labor for power and / or lighting specifics, additional materials, facility pick point ceiling fees, facility and/or in house exclusive labor charges, etc.

CHECKLIST FOR ORDERING HANGING SIGNS

Submit Credit Card Authorization Form (Or Third Party Payment Authorization if paying for this service on behalf of an exhibiting company)

Order Assembly Labor to have your sign built by Texas XPO riggers (Fill out top section of the Hanging Sign/Banner Order Form)

Order Install and Dismantle for all Hanging Signs, Truss and Motors

Order any necessary Chain Motors, Rotating Motors and Truss (Remember to place separate electrical order to power any motors!)

Submit diagrams with orientation, dimensions and placement for ALL materials that will be flown overhead

Package Hanging Sign(s) in a separate container from exhibit materials

Label Hanging Sign(s) using the Hanging Sign Shipping Label from this service manual

Ship Hanging Sign(s) to the Advanced Warehouse by: Wednesday, August 5, 2020



HANGING SIGN/BANNER ORDER FORM

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USE THIS FORM TO PLACE ORDERS FOR HANGING SIGNS & BANNERS FROM CEILING

• Texas XPO will install and disassemble non-electrical “Hanging Signs & Banners” with approved devices and the type of cable needed to safely handle the banner.

• All Signs & Banners Hanging Orders must be received by Wednesday, August 5, 2020. Orders received after the deadline or at the Service Desk are subject to availability and a 30% surcharge.

• Complete plans for hanging must be provided and forwarded to Texas XPO with this “Hanging Sign/Banner Order Form” form completed.

• Any signs requiring additional equipment will be billed accordingly.• If your sign requires electrical connections, please also contact the Electrical Services Provider.

Must be a sponsor of TTHA. For information on this sponsorship please contact [email protected]

RATES:Straight Time - ST: Monday - Friday, 8:00 AM - 4:30 PMOvertime - OT: Monday - Friday, Before 8:00 AM, After 4:30 PM Anytime Saturday/SundayDouble Overtime - DT: Anytime on holidays

THE FOLLOWING INFORMATION MUST BE COMPLETED FOR ACCURATE HANGING OF YOUR BANNER:

Size of Sign: Height Length Width Weight

Shape of Sign: Square Rectangle Circle Triangle Other

18 Guage wire will be used. Any signs requiring additional supplies will be billed accordingly.Please draw dimensions to where you would like your sign, in the box to the left

RATES FOR HANGING SIGNS:Please Note: Texas XPO Certified employees are required to assemble all hanging signs to ensure structural integrity.

SIGN ASSEMBLY / DISASSEMBLY LABOR Discount StandardStraight time (8:00 am to 4:30 pm, Monday through Friday): $143.25 hr/person $200.50 hr/personOne (1) Hour minimum, One (1) hour incruments there after

OVERHEAD SIGN HANGING CREW Discount StandardStraight time (8:00 am to 4:30 pm, Monday through Friday): $551.25 hr/crew $771.75 hr/crewOne (1) Hour minimum, One (1) hour incruments there after

Start Date Start Time Approx. Hours Assembly/Disassembly Rate Hourly Rate Estimated Total Cost

Installation $ $ $

Dismantle $ $ $

RightLeft

(10 x 10)

Back of Show

Front of Show

SUBTOTAL ESTIMATED OVERHEAD SIGN LABOR ORDER: $ _______________





UNION JURISDICTIONS AND RULES

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UNION REGULATION

To assist you in planning your participation in your Fort Worth Show, we are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling. To help you understand the jurisdiction the various unions have we ask that you read the following:

BOOTH ERECTION & DISMANTLING

Exhibitors may, at their option, erect and dismantle their own booths using their own full-time employees. If their own employees are not available, labor can be ordered using the “Labor Order Form” in the kit.

MATERIAL HANDLING

Exhibi

exhibitor service manual - ttha hunters extravaganza order... · 2020. 10. 23. · f795 f794 f797...

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