2015 Exhibitor Service Kit
To download a .pdf version of this page, please click HERE.
On this page you will find information on the following:
AFCI Locations Show Contacts
Show Dates and Hours
Exhibitor Information (Booths / Lounges, Exhibitor Badges, Suitcasing, etc.)
Information and links for the Hyatt Regency Century Plaza
Information, contacts, downloads and links for Freeman Decorating
Information and links for SmartSource A/V Rentals
Requirement information and downloads for Exhibitor-Appointed Contractors
Requirement information, downloads and links for Exhibitor Insurance
Information and links for ATS Lead Retrieval
Information and downloads for Edlen Electric
Information and downloads for Internet Service at the Century Plaza
Information downloads for Short Term Plant Rental
Other Information and Exhibitor Guidelines
An overview of important Pre-Show Dates to remember
AFCI LOCATIONS SHOW CONTACTS
| Melanie Field | Events & Finance Manager | [email protected] | +1-323-461-2324 x3 |
| Luann Alesio | Sponsorship Sales Manager | [email protected] | +1-323-461-2324 x5 |
| Kathy Martini | Membership Manager | [email protected] | +1-323-461-2324 x2 |
| Jerry Day | Dir of Content & Communications | [email protected] | +1-323-461-2324 x12 |
SHOW DATES and VENUE
The AFCI Locations Show will be held on March 5, 6 and 7, 2015 at the Hyatt Regency Century Plaza on the California Level.
SHOW HOURS
| Thursday, March 5th | 12noon - 5pm | Exhibits Open |
| Friday, March 6th | 11am - 5pm | Exhibits Open |
| Saturday, March 7th | 11am - 4pm | Exhibits Open |
| Note: AFCI Management reserves right to change dates and hours at its sole discretion | ||
EXHIBITOR MOVE-IN
| Thursday, March 5th | 7am - 11am | Exhibitor Move-in / Registration |
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Note: Exhibitors must completely install exhibits within their booth area(s) between 7am and 11am on Thursday, March 5th. Exhibitors cannot access their booth area prior to this date and time. If an Exhibitor has not set up and exhibit is not in order by that time, AFCI Management will have the right to terminate their Contract with Cause and assign the Booth Space to another exhibitor, force the set-up of the exhibit at the expense of the exhibitor, or make such other use of the space deemed necessary or appropriate. All fees and costs incurred by the exhibitor are non-refundable. |
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EXHIBITOR MOVE-OUT
| Saturday, March 7th | 4:15pm - 7pm | Exhibitor Move-Out |
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Exhibit tear-down will begin promptly at 4:15pm after show close on Saturday, March 7h and will continue through 7pm. Exhibitors may NOT tear down any portion of their exhibit prior to this time. All exhibitors must have all their exhibit materials out of the Century Plaza by 7pm. |
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BOOTHS & LOUNGES
In 2015, the AFCI is offering Lounges, Premium and Standard booth areas.
- Lounges are located exclusively in the lobby area outside the ballroom, an area that is expected to have an extensive amount of foot traffic during the Show.
- Premium booths, located in the Ballroom with Standard booths, are located in areas that are expected to draw a larger amount of foot traffic than Standard booths.
** Lounge Configuration
Lounges are 2m deep and 6m wide areas within the lobby area outside the Ballroom of the Century Plaza. They may be set with 8’ (2.4m) high hardwall back panels should the exhibitor choose but are otherwise open.
** Lounge Equipment
Lounges will come dressed with one (1) wastebasket, 200# of materials handling by Freeman, and one (1) 7” x 44” one-line identification sign. These areas will also be given a $1000 credit, which may be used (only) toward other Freeman graphics or furnishings to be used to decorate the Lounge in a unique way reflecting the exhibitor’s geographical area.
** Booth Configuration
Premium and Standard Booths are 2m deep x 3m wide and will be set with 8’ (2.4m) high white hardwall back panels and 3’ (.914m) high white hardwall side dividers. In some instances, the side dividers may be removed. Please contact Melanie Field at the AFCI or Freeman to determine options for removal of the side panels on your booth(s).
** Booth Equipment
Premium and Standard Booths will be come dressed with one (1) 6’ wide counter and two (2) tall stools, one (1) wastebasket, 200# of materials handling by Freeman, and one (1) 7” x 44” one-line identification sign. Additional furniture and graphics can be ordered from Freeman.
** Booth Sharing
Only the film commission / company / business entity which purchased a booth may exhibit in that booth. In some case additional commissions / companies / entities may share the booth although an additional fee will be charged (please see 2015 Booth Sharing Policy for more information).
** Final Booth Payments
Final payments for all booths and booth shares are due to the AFCI no later than January 30th, 2015. Payment options include check, credit card or wire transfer. A signed, completed Purchase Order will not be adequate for holding a booth reservation after this date.
** Exhibitor Badges
Due to Fire Marshal regulations, each booth is limited to five (5) exhibitor badges total; additional badges cannot be purchased. All exhibitors working in a booth at any time during Locations Show must have an Exhibitor badge (please see 2015 Suitcasing Policy for more information).
** Booth Personnel Registration
Once you have determined you booth personnel, please email the names and email addresses for each staff member to Melanie Field. Each person will receive a confirmation email containing a bar code; this bar code can be used to check in quickly at the show, avoiding long waits.
** On-Site Badge Pick-Up
Exhibitors may pick-up their badges at the Century Plaza on the following days and times. You must pick up your badge prior to entering the show booth areas.
Thursday, March 5 7am - 5pm
Friday, March 6 10:45am - 5pm
Saturday, March 7 10:45am - 4pm
** Suitcasing
IMPORTANT: Any person / film commission / company / business entity who wishes to solicit business while at the AFCI Locations Show MUST do so as an exhibitor (i.e. purchase a booth). Soliciting business as an attendee is a serious infraction of the AFCI 2015 Suitcasing Policy and may result in being asked to leave the Show area and / or being banned from any AFCI events (please see 2015 Suitcasing Policy for more information).
CENTURY PLAZA
** Sleeping Rooms
Rooms are available within the AFCI block for the special rate of $246.00 per night until January 21st, 2015. Contact Hyatt Passkey Reservations to reserve a room. You may also contact Hyatt Passkey reservations at +1-402-592-6464.
(Comparable rates at nearby hotels are between $190 and $299 per night.)
PLEASE NOTE: The AFCI does not and will not contract with any “booking agents” who reserve hotel rooms on exhibitor’s behalf. We encourage all exhibitors and attendees to contact the Century Plaza through the above link ONLY to make their reservations. If you are contacted by any outside company claiming to represent the AFCI or the Hyatt Regency Century Plaza, please disregard.
** Parking
Parking is available at the Century Plaza for $12 for self-park or $16 per day for valet parking. These prices are good for 10 hours and do not include in-and-out privileges. Overnight parking is available for $28 for self-park and $36 for valet parking.
** Small Package Receiving / Storing / Delivery Direct to the Hyatt Regency Century Plaza
If you must receive a shipment through a carrier such as Federal Express, UPS, messenger service, etc., these can be sent to you at the hotel directly. The Century Plaza may charge a handling fee per package to accept your package.
| Hyatt Regency Century Plaza |
| 2025 Avenue of the Stars |
| Los Angeles, CA 90067 |
** Food and Beverage
Exhibitors may hand out small samples of food or beverage to attendees from their booth during show hours. The AFCI and Century Plaza staff prior to the beginning the show MUST approve a description of what will be handed out. Due to complex health department regulations, some samples may not be allowed. Alcohol samples or service are not allowed.
** Business Center
A full service business center is located on the Plaza Level of the Century Plaza and is available for guest use. Services include: computer usage, photocopying, fax, telex, FedEx and UPS services and internet access.
Monday – Friday: 7:30am – 7pm
Saturday – Sunday: 9am – 5pm
An automated business center is also available 24-hours a day, located directly across from the full service business center. Your hotel room key is required for entry.
** Security
All exhibitors and sponsor personnel will be required to wear their badge at all times during show hours while in the AFCI Locations Show for security purposes. Security will be present at entrances and exits to the exhibit area and in additional function areas during show hours. The exhibit area will be staffed by security overnight.
** Take care of your valuables
We encourage you to take care of your valuables when not at your booth. Security will be present at the show, but that doesn’t mean you should leave items such as cell phones, handbags and computers in plain view if you leave your booth.
FREEMAN DECORATING
** Freeman Contacts
Exhibitors may contact Freeman via web, email or phone.
- Freeman offers Freeman OnLine®, a free online ordering page exclusive to Locations. Here you can order all Freeman Services, view show schedule, or print order forms. To place online orders, you will be required to enter your unique login ID and password. If this is your first time using Freeman OnLine®, click on "New User" to create a login ID and password.
- Freeman Exhibitor Services is available at +1-714-254-3410 or +1-888-508-5054
- For personalized assistance you may contact Stephanie Porter at [email protected] or +1-858-320-7826.
** Custom Furniture, Displays, Labor and Graphics
Once again, Freeman will be serving as the show decorator in 2015 and will handle all exhibit decorating and freight needs during the event. Most exhibitors purchase custom items such as graphic display panels, additional furniture, displays, etc., for their booths through Freeman. Payment for these items is conducted solely between the Exhibitor and Freeman (not the AFCI).
Order before February 11th and receive discounted rates.
** Graphics
Posters and artwork not printed and assembled by Freeman should be mounted on lightweight foam core or cardboard for quick and easy installation using Velcro. If you are using the hard wall booths but wish to employ Velcro to hang your items, please use double-sided Velcro and affix one part to the hard wall and one part to the back of your foam core item. Freeman will also have “S” hooks available if something needs to be hung from the top. If you have heavier items to hang, Freeman will need to know if the structural integrity of the booth will be affected. If you would like to attach anything heavy to the structure of the booth, please contact Freeman to inquire about adjusting the structure of the booth.
** Display Information
Requests for high sides, large items or other special displays must be submitted to AFCI staff at least 30 days in advance of the event in writing for approval. No display may be seen by or obstruct the exhibit of other exhibitors at either the rear or side; total height of exhibits, including decorations, may not exceed 8’ (2.4m).
Installation of large exhibits other than by Freeman must request and receive approval from AFCI staff at least 30 days prior to the event using the provided EAC form to confirm insurance and contractor personnel requirements are met, and to allow for any necessary scheduling and approval. Any additional labor or overtime is the responsibility of the exhibitor. Exhibitors must use only fire retardant materials and abide by the trade laws outlined by the State of California and the City of Los Angeles. Complete the 2015 Exhibitor Appointed Contractor registration form.
Booths may be combined into linear rows. Hardwall dividers on the end of a row cannot be removed, but you may purchase graphics for the outside of the 3’ side divider on the end of the aisle. Please contact Freeman for details.
Booths may be combined in an end-cap booth, which is exposed to aisles on three sides and composed of two booths. The back wall must not exceed 8' (2.4m) in height in the center 10’ (3.05m) portion of the rear of the booth space. The remaining sidewalls are restricted to 3' (1.2m) high, permitting adequate line of sight for the adjoining booths.
** Shipping (Domestic and International) / Materials Handling
All items should be shipped in advance to the Freeman Warehouse to qualify for pre-show freight pricing. Please make sure all cartons, packages, etc., are clearly marked with the event name, “AFCI Locations Show 2015”, include your film office / company name and booth number and marked with piece count (i.e. 1 of 2).
Shipments arriving between February 4th and March 2nd receive an advance-shipping discount.
Shipments arriving on March 3rd or 4th will be assessed an additional "after deadline" handling charge.
Freeman Warehouse Shipping Address |
| AFCI Locations Show 2015 |
| c/o Freeman Decorating Warehouse |
| 900 E. Santa Ana Street |
| Anaheim, CA 92805 |
| The Freeman warehouse can be reached at +1-714-254-3410 between 8am and 3:30pm PST on weekdays. |
Shipments Directly to Show Site -- March 5, 6 and 7 |
| AFCI Locations Show 2015 |
| Freeman Decorating |
| c/o Hyatt Regency Century Plaza |
| 2025 Avenue of the Stars |
| Los Angeles, CA 90067 |
Please retain all tracking numbers, piece counts, carrier names, Bills of Lading, shipment dates, etc., for all packages until you have received the shipment into your possession.
IMPORTANT: The AFCI, or any of its staff members, CANNOT provide any information to exhibitors to be used to process customs. This includes the AFCI’s FEIN #, phone numbers, job titles, credit card information, etc. IT IS THE RESPONSIBILITY OF EACH EXHIBITOR TO ENSURE THEIR SHIPMENTS CLEAR CUSTOMS. International exhibitors may contact Freeman Decorating Customs Department for assistance with shipping and customs clearance.
Download the Shipping Instructions one-pager HERE.
** Hand-Carry Freight
For those exhibitors bringing items or materials for their booths from their car, there will be services available to assist you. Exhibitors are allowed to make one trip with one armload of freight into the hotel. As part of your exhibit space fee, Locations 2015 will provide for the first 200 pounds of material handling charges. Freeman will have cart services for exhibitor assistance for these first 200 pounds from your car in the Century Plaza parking area, to your exhibit space. Any weight over 200 pounds will be the responsibility of the exhibitor and will be billed accordingly. Freeman will have Teamsters along with flat carts to help assist exhibitors going from the parking area.
(In other words, as part of our contract with the Hyatt Regency Century Plaza, you may only carry one armload of materials from your car to your booth. You MUST use the available freight assistance for all other materials.)
** Freeman ID Sign
Freeman will provide each exhibitor one identification sign at no charge if requested. This sign will contain text only – no logos, graphics or unique fonts. If you do not need your ID sign, please notify Freeman.
** Freeman Service Desk
The Freeman Service desk, along with other service provider desks, will be open during set-up and tear-down for pre-ordered items and returns, and additional on-site needs.
SMARTSOURCE
** Audio/Visual Rentals
SmartSource is the exclusive provider of all audio/visual and computer rental needs for the 2015 Locations Show. Plasma TVs, DVD players, monitors and computer rentals are available at greatly reduced rates through SmartSource AV Rentals. Please complete the SmartSource Order Form.
EXHIBITOR-APPOINTED CONTRACTORS
**EACs
All outside contractors (design houses, production companies, technicians, etc.…) hired by an exhibitor other than the designated official vendors of the AFCI that provides an exhibit-related service are considered exhibitor-appointed contractors (EACs). EACs have very specific requirements that must be fulfilled in order for the EAC to gain access to the show floor and their client’s booth(s). EACs MUST provide insurance, at the same level as described above, to the AFCI before being allowed access to their client’s booth(s). In addition, all personnel onsite with an EAC MUST receive an exhibitor badge before beginning any work on the booth(s); these exhibitor badges will count toward the total allowed for the exhibitor. Please remember that extra exhibitor badges cannot be purchased.
Please see Exhibitor-Appointed Contractor Information to ensure access is not denied.
EXHIBITOR INSURANCE
** Insurance for Exhibitors and Exhibitor Appointed Contractors
The Hyatt Regency Century Plaza and the AFCI require you to have proper insurance for your booth that meets specific limits. Each Exhibitor and Exhibitor Appointed Contractor must provide proof of insurance from an insurance company in good standing. The coverage must:
- Be in force during the lease dates of the Show: March 5th thru March 7th, 2015
- Include policy limits of $1,000,000 for Bodily Injury or Property Damage, combined single limit, per occurrence and $2,000,000 in all
- AFCI, its officers and employees, Hyatt Regency Century Plaza, its officers and employees are all to be named additional insureds
A one-pager listing these insurance requirements can be downloaded HERE.
Insurance may either be obtained through your company’s existing insurance carrier or an independent broker.
Proof of coverage, or alternative coverage, which satisfies these minimums, must be provided to the AFCI no later than February 15th, 2015. Please forward your certificate to Melanie Field at [email protected].
Exhibitors will not be allowed to move-in / exhibit without proper insurance coverage in place.
Optional: Purchase insurance for Locations Show for only $79:
AFCI has made arrangements for its exhibitors to purchase coverage that satisfies these requirements at a significant savings as part of a group through Rainprotection.net for only $79 plus tax. This insurance option is available to both US and international exhibitors. Complete RainProtection’s Order Form to secure coverage.
ATS LEAD RETRIEVAL
** Lead Retrieval
In 2015, American Tradeshow Services (ATS) will be offering hand-held Lead Retrieval units for rent. They will also be on-site to offer training and technical support to exhibitors. Pre-order your unit before February 6th and receive a discounted rate. Complete the ATS Order Form to reserve your unit.
EDLEN ELECTRIC
** Power
CHANGE FROM PREVIOUS YEARS: Each exhibitor (regardless of how many booths purchased by the exhibitor) will receive one (1) 500 watt electrical outlet which is sufficient for plugging in laptops, cell phone chargers, and one television or monitor. You might consider bringing a power strip for multiple items. Edlen Electric is the exclusive provider of electrical services within the facility. This includes all exhibit areas, meeting rooms and all other interior and exterior spaces on CP property. All requirements for power services and labor to install, connect, repair equipment or distribute power are to be completed by Edlen personnel. Additional utilities can be reserved by completing the Edlen Order Form.
INTERNET ACCESS
** Internet Service
The AFCI has purchased WiFi access for all our exhibitors and attendees throughout the entire show level. Please note that the service provided may not be lightning fast: please do not attempt to stream large amounts of video or transfer a lot of data unless necessary. Routers are not allowed on this service. Rental of hardwire service is available through the Century Plaza but must be ordered in advance. See the Century Plaza Order Form to order service.
PLANT RENTAL
** Floral
Short Term Plant Rental is the official provider of plant rentals for the show. They also offer live floral arrangement services. See the Short Term Plant Rental Order Form.
OTHER INFORMATION
** Listing in Event Program
All exhibitors will be listed in the Location Show Event Handout. Your listing will be based on information provided in your exhibitor profile created at the time of booth reservation. It is each exhibitor’s responsibility to make sure his or her information has been entered and is up to date. You may update your profile through the login information you created on BoothBoss when you purchased your booth.
** Booth Promotion
We strongly encourage you to minimize the number of promotional materials and items you are sharing at your booth. The event is designed to encourage more interaction between exhibitors and attendees and we hope that you take advantage of the networking opportunities provided. AFCI members may promote ONLY their respective jurisdictions and film office services, and may distribute promotional materials for their jurisdiction and offices ONLY. These activities do not include the selling, licensing, distribution or promotion of publications, studios or production services of persons or companies outside of the film commission office. Violation of these guidelines will result in forfeiture of your booth and removal of the exhibit. In such an event, the AFCI, its Board of Directors and staff shall bear no responsibility to Exhibitor for any rebate of costs or payment, or for any further claims of lost profit.
** Literature, Samples and Souvenirs
Exhibitors must confine its exhibit activities to their assigned booth space and may not conduct any activities in the aisles or in the booths of others. This includes distribution of literature, samples or other articles.
** Resolution of Disputes Among Exhibitors
If a dispute or disagreement arises between exhibitors concerning the allotment of permitted use of exhibition space or concerning interpretation of any of the rules or regulations set forth herein or in the Exhibitor Kit, such dispute will be referred to the Management for review and interpretation, and Exhibitor will abide by said interpretation, which, if requested, will be in writing. If there is a dispute or disagreement between two or more exhibitors, Management’s determination and interpretation of the rules and regulations governing the Exhibition will be binding for all Exhibitors involved. Management will have full power in the matter of interpretation, amendment and enforcement of all rules and regulations, and any such amendments when made and brought to the notice of the Exhibitor will become part of this Contract as though duly incorporated herein.
** Additional Exhibitor Guidelines
- Participants may not hand out unauthorized publications, unless AFCI Management has approved the publication. Distribution of exhibitor promotional materials is limited to the exhibit space and is not permitted in any public area of the Los Angeles Convention Center, official show hotels or related structures.
- Fire regulations apply to all exhibitors / sponsors; The Hyatt Regency Century Plaza is a non-smoking facility.
- Exhibitors can conduct prize drawings or raffles but these must be confined to the exhibit space. AFCI cannot make announcements for any exhibitor during or after the show.
- Exhibitors may use music or videos at their booth but these must be kept at a reasonable level so as not to disrupt other exhibitors.
- Stickers may not be sold or distributed.
- No one under the age 18 will be admitted.
- No pets will be admitted.
IMPORTANT PRE-SHOW DATES
| Century Plaza Sleeping Room Block Closes | January 21st | Hyatt Reservations |
| Final Booth Payment Due | January 30th | [email protected] or [email protected] |
| EACs Registration Form Due | January 30th | EAC Registration Form |
| ATS Lead Retrieval | February 6th | ATS Order Form |
| Freeman Early Bird Discount Ends | February 11th | Freeman ONLINE |
| Booth Personnel Submission Due | February 15th | [email protected] |
| Exhibitor Insurance Due | February 15th |
RainProtection Order Form |
| Edlen Electric Order Due | February 19th | Edlen Electric Order Form |
| Freeman Shipment Deadline | February 25th |
