Installation and Dismantle

The Exhibitor Service Desk will be open during installation to assist exhibitors with verification and adjustments of their orders for labor, furniture, and other auxiliary services. The Service Desk will be staffed throughout the meeting.

All pre-approved exhibitor-designated contractors must obtain work passes for all personnel at the exhibitor registration desk during the hours of registration. Work passes must be visible at all times while on the premises of the convention center. Work passes are valid during installation and dismantle only.

In the interest of safety, only those individuals directly responsible for the installation and the dismantling of the booth will be permitted in the exhibit hall during move-in and move-out times. Under no circumstances will children or guests be allowed within the exhibit area until the official opening of the exhibits at 9:30 a.m. EDT on Sunday, October 25.

A labor crew will be available for the set-up and dismantling of exhibits in accordance with advance orders. Exhibitors are urged to order all services in advance. Booth structures must be set and empty containers tagged by Friday, October 23, at 6 p.m. EDT. Crates and containers that are not emptied and tagged will be removed from the floor and will not be returned until after the show ends and the hall has been cleared on Sunday after 5 p.m., therefore missing the first day of exhibits. Exhibitors will be charged overtime, per hour, on Sunday, for any containers that need to be returned to the booth, to unpack, and returned to storage.

No refuse, such as empty cartons, may be placed in the aisles after the final sweeping in the exhibit area on Friday, October 23, beginning at 6 p.m. EDT. Exhibitors are urged not to leave or place litter on the floor in the booths or aisles after the final cleaning because time will not permit a sweeping of booths or aisles on opening day.

Only small exhibits that do not require a forklift can set up on Saturday, October 24, from 8 a.m. - 10 a.m. EDT. Freight doors will close at 10 a.m. on Saturday. Exhibitors wishing to remain in the exhibit hall for light set up (unpacking literature/books, calibrating instruments, etc.) may do so as long as their noise level does not have an adverse effect on the ongoing poster presentations.

Poster session entrances (as indicated on the floor plan) open at noon on Saturday and at 7 a.m. EDT Sunday to Wednesday for presenter setup only. Poster sessions are open for all attendees on Saturday at 1 p.m. EDT and Sunday through Wednesday at 8 a.m. EDT.

Exhibitors who plan to use the services of anyone other than the official service contractor must notify The Expo Group on or before August 10 (NEW DATE) in writing. Exhibitor Appointed Contractors (EACs) must:

• Provide The Expo Group with an original Certificate of Insurance by September 16 (see below for specific requirements)
• Perform services in accordance with exhibition rules and regulations
• Not solicit business on the exhibit floor
• All EACs and contractors, suppliers and vendors who work in the facility must be identified with the WIS Badge or the credential issued by Walter E. Washington Convention Center.

Note: SfN is required to provide the similar proof of our insurance including automobile liability, to the convention center.

Certificate of Insurance

See Exhibitor Service Manual for I & D company insurance information available August 10 (NEW DATE).

EAC Certificate of Insurance only: If your insurance broker is providing the required evidence of coverage please forward the certificate to (972) 751-9540 (fax) or email dtrimble@theexpogroup.com.

Installation and Dismantling

The installation and dismantling of prefabricated displays comes under the jurisdiction of the carpenters’ union. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for one (1) hour on the installation (move-in) and one (1) hour on the dismantle (move-out) without union labor on booths that are larger than 10 ft. x 10 ft. Exhibitors may work in booths 10 ft. x 10 ft. or smaller without the use of union labor.

Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or The Expo Group.

Material Handling

One individual from each exhibiting company is permitted one trip to hand-carry items into the facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. The Expo Group will control access to the trade show floor which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by The Expo Group.

The Expo Group shall be the sole authority on all matters in the DOCK area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment.

The Expo Group is the exclusive cleaning contractor. No other cleaning services, including exhibitor appointed contractors are allowed to perform these services.

The Expo Group will receive shipments at the Walter E. Washington Convention Center dock; delivery to the exhibitor’s booth; removal, storage, and return of empty crates and containers; and removal of packed shipments from the booth and transferring to the outgoing carriers at the Walter E. Washington Convention Center dock. Exhibitors are urged to ensure that all materials are delivered to booths on setup days because deliveries cannot be made during exhibit hours.

All exhibitors are urged to verify the delivery of their freight before arrival in Washington, D. C. Many shipments cannot be traced or delivered on the weekend.

USPS, UPS, and Federal Express packages going to the Walter E. Washington Convention Center must be sent directly to The Expo Group, they will then be delivered to the exhibitor’s booth.

Empty crates, boxes, and cartons must be ready for removal from the exhibit area by 6 p.m., Friday, October 23. These materials should be nested as much as possible. “Empty” stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the exhibit service desk.

Containers or skids without the “empty” stickers will be considered refuse and disposed of accordingly. Crates, boxes, and cartons may not be stored behind booth backgrounds.

Note: Nothing may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. Walter E. Washington Convention Center inspects all exhibits to ensure compliance.