EXHIBITOR KIT
June 5 - 9th, 2010
Fiesta Americana
Grand Coral Beach Hotel
Cancún, México
EXHIBITOR’S FEE
LOOK WHAT’S INCLUDED IN YOUR EXHIBITOR’S FEE …
Ø Back wall 3.00mts (10’); lateral walls 3.00mts (10’) Octanorm System Booth
Ø Booth size is approximately 10’ x 10’ backgrounds are 8’ high
Ø Carpeting is already provided on the tradeshow floor in the Salón Grand Coral
Ø The floor in the Salón Grand Coral Foyer is marble
Ø 9’ x 8” company I.D. sign. Letters of 10cms (4”) height
Ø One double electrical outlet (700watts / 110 volts)
Ø One slim line lamp (2x39watts)
We welcome you as an exhibitor at the IIE ANNUAL CONFERENCE AND EXPO 2010. It is a pleasure to have you. In order to have a successful exhibition, we urge you to follow these guidelines we have prepared for you.
1. Make sure all your personnel working or helping at the booth, have been registered as a participant of the IIE ANNUAL CONFERENCE AND EXPO 2010.
2. Please identify in the layout your booth number and become familiar with the trade show layout. The Exhibit Hall will open June 6th at 6:30 p.m. Its location is:
Salón Grand Coral and Foyer
Fiesta Americana Coral Beach Hotel
Cancún, Quintana Roo, Mexico
3. Send your company’s necessities to
4. Contact our Official Service Contractor Xposiciones for any help and requests on your booth set-up and take-down. Please take the time to go through its Exhibitor’s Manual.
Exhibitor’s Manual
Dear Exhibitor:
is grateful for being the company selected as the Official Service Contractor for this show.
In our effort to assure you a successful and smooth-running event, the attached service rental kit has been prepared.
There are orders forms included in this service kit for various items you may require for your exhibit. Please review and complete these forms carefully, selecting only the services you require and e-mail or fax them back to our office as soon as possible.
EXHIBITION INFORMATION:
EXHIBITOR SET UP: June 6, 2010 from 1 p.m. – 4 p.m.
TEAR DOWN: June 8, 2010 from 4 p.m. – 6:30 p.m.
EXHIBITION AREA: June 6, 2010 from 6:30 p.m. – 8 p.m.
June 7, 2010 from 10:15 a.m. - 5 p.m.
June 8, 2010 from 10:15 a.m. - 4 p.m.
PAYMENT POLICY AGREEMENT:
All payments should be done only by wire transfer.
Your full payment must be done by May 15th, 2010, to:
Company:Red Exposiciones S.A. de C.V.
Address:Av. Uxmal Nº88, Local 2, SM 24 Mz 10 Cancun, Q. Roo CP 77509
BANK : BANCOMER ACCOUNT #:0165181968 CLABE # (18 digits): 021 691 00165181968 0
ABA/CHIPS/SORTING CODE/BLZ/SWIFT/etc: BCMRMXMMCUN ACCOUNT BANK PLACE : 5764
BANK ADDRESS: Cancun Principal Office
BRANCH:1884 Aeropuerto
IT IS ABSOLUTELY REQUIRED TO EMAIL THE PAYMENT RECEIPT.
ORDER FORMS ARE NOT CONSIDERED PAYMENT
Your show site representative must be aware of this policy and must be sure that the payment is done by the set up day. XPOSICIONES reserves the right to withhold any services to an exhibitor for non-payment of outstanding invoices by the set up day of the show.
It is the exhibitor’s responsibility to advise XPOSICIONES people immediately of any discrepancies or problems with their invoices. Absolutely no credits will be issued after the end of the show, no exception will be made. Please inform your representative that it is his/her responsibility to review all invoices at show time.
We ask for your understanding and cooperation regarding our payment policy.
BOOTH SIGN ORDER FORM
THIS IS FORM IS OBLIGATORY.
Each booth has a black sticky vinyl sign over a white PVC panel which has 9’ long by 8” height, please send us the name you want before May 15; 25 characters as maximum.
Letters are Capitals, Arial style, 4” height BOOTH(S) Nº ______
NAME(S): ______
______
Booth # ______
Company name______
Address ______
City ______State ______Zip ______
Telephone (____) ______
Authorized by ______
E-mail ______
Date ______
Name and Signature
______
ORDER FORM 1: ACCESSORIES
DESCRIPTION
/ US$ PRICE /QTTY.
/TOTAL
Shelves (3 pieces) / 20.00Corner counter & storage with lock / 70.00
Counter with doors (3’x1’8”x3’) / 60.00
Counter (3’x1’8”x3’) / 50.00
Green Plants (3’ to 5’ height) / 25.00
Ornamental flowers (Caribbean colors) / 40.00
Spot Lamp (50 watts) / 10.00
Special signs / Ask
Big Cube (1’8”’ x 1’8” x 3’) / 50.00
Small Cube (1’8”’ x 1’8” x 1’8”) / 40.00
Mini Fridge / 80.00
Gray or blue carpet (10’ x 7’) / 40.00
Those prices are per EVENT (+10% TAX). TOTAL $
ORDER FORM 2: FURNITURE
/ US$ PRICE /QTTY.
/TOTAL
Aluminum Circular Table (60cms diameter) / 20.00Large Draped Table 1.80 x 0.80mts / 30.00
Aluminum Square Table 80x80cms / 25.00
High Circular Table / 35.00
Chair / 10.00
High Chair / 15.00
White Sofa / 40.00
Those prices are per EVENT (+10% TAX). TOTAL $
ORDER FORM 3: HOSTESS
DESCRIPTION
/ US$ PRICE /QTTY.
/TOTAL
Hostess from 1 to 8 hrs. / 240.00Hostess from 1 to 4 hrs. / 130.00
Extra hour / 30.00
Those prices are per DAY (+10% TAX). TOTAL $
ORDER FORM 4: LABOR RATES
DESCRIPTION
/ US$ PRICE /QTTY.
/TOTAL
Personnel for 2hrs. / 30.00Those prices are per DAY (+10% TAX). TOTAL $
Booth # ______
Company Name ______
Address ______
City ______State ______Zip ______Telephone (____) ______
Authorized by ______
E-mail ______
Date______
Name and Signature ______
ORDER FORM 5: AUDIOVISUAL & COMPUTERS
DESCRIPTION
/ US$ PRICE /QTTY.
/TOTAL
TV 27” / 70.00DVD or VCR / 30.00
Plasma Screen 42” / 250.00
PC Pentium V / 17” monitor / 60.00
Flat Screen 17” Computer Monitor / 45.00
Those prices are per DAY (+10% TAX). TOTAL $
ORDER FORM 6: SPECIAL DESIGN DISPLAY
IF YOU WANT A SPECIAL DESIGN, we design it for you. Please contact us directly to:
,
Please, complete all forms that you require and send by E-mail them to:
E-mail address:
6. LION Exhibition Freight, INC will serve as the contractor for the material and freight handling, drayage and storage. All exhibitors are required to send their freight through the official drayage contractor. It is imperative that all exhibitors coordinate their deliveries with the official drayage company. Their service guidelines begin on the following page.
INTERNATIONAL SHIPPING INFORMATION FOR EVENTS IN CANCUN
LION Exhibition Freight, Inc. offers worldwide service to CANCUN for companies shipping display booths, audio/visual equipment, machinery, office supplies, or other exhibit materials.
Based in Atlanta, we have 11 years experience in exhibit transportation into Mexico. In May of 1999, LION opened our office in Cancun. We are able to provide air freight or ocean freight services, Customs clearance, and delivery to any location in the Cancun area. We are also able to provide on-site drayage service, on-site labor, and handling of empties.
Our Atlanta headquarters will be your one point of contact to arrange for transport, to receive shipping guidelines, and to confirm delivery of your cargo. We have prepared the attached step-by-step guidelines in order to assist U.S. shippers in preparing their cargo for transport to Mexico. Separate information is available to those companies sending freight from Europe, Asia, South America, the Middle East, or Australia. For further details, please contact:
Main Office: LION Exhibition Freight, Inc.
124 Park 42 Drive, Suite B
Locust Grove, GA 30248
Tel: (404) 305-1183 / Fax: (404) 305-1185
Ctc: Nicole Chapman email:
The accompanying pages contain detailed information concerning steps to be taken by shippers who will be forwarding cargo to Cancun for a corporate event or trade show. There are many different local Customs procedures in Mexico which make it time-consuming and difficult to enter freight into Cancun. We advise our clients to ship early and prepare accurate, detailed documentation. We are presenting this set of instructions to minimize errors and to guarantee the timely delivery of your freight.
SHIPPING GUIDELINES – EVENTS IN CANCUN
THE ORGANIZERS OF THIS EVENT HIGHLY DISCOURAGE SHIPPING YOUR GOODS TO CANCUN THROUGH COURIER SERVICES SUCH AS UPS,FEDEX, DHL AND OTHERS. MEXICO HAS COMPLICATED CUSTOMS PROCEDURES. THE USE OF COURIER SERVICES CAN RESULT IN SIGNIFICANT DELAY OR LOSS OF MERCHANDISE. PLEASE AVOID HANDCARRYING COMMERCIAL MERCHANISE. THIS CAN CAUSE SIGNIFICANT DELAY.
Follow these simple step-by-step instructions in order to prepare your freight for transport from the U.S. to Cancun. Atlanta is our main consolidation point in the U.S. where cargo is received in advance. We ask that you ship your freight to LION prepaid using the inland carrier of your choice. From our terminal in Atlanta, we will provide all freight handling and Customs service to your Cancun venue. Alternate consolidation points are used when more cost-effective.
STEP 1 FAX YOUR INFORMATION SHEET ASAP
STEP 2 PREPARE YOUR AIR FREIGHT 3 Weeks IN ADVANCE
PREPARE YOUR SEA FREIGHT 6 Weeks IN ADVANCE
STEP 3 LABEL YOUR FREIGHT
STEP 4 PREPARE YOUR CUSTOMS PAPERWORK 1 Month IN ADVANCE
TEMPORARY vs. DEFINTIVE ENTRY
STEP 5 SEND DOCUMENTS TO ATLANTA When CARGO IS READY
STEP 6 SHIP AIR CARGO TO ATLANTA Arrive 14 days prior to MOVE-IN
SHIP SEA CARGO TO ATLANTA Arrive 30 days prior to MOVE-IN
STEP 7 LION DELIVERS YOUR CARGO ON TIME
STEP 8 SELLING YOUR MERCHANDISE DURING YOUR EVENT
STEP 9 RETURNING CARGO TO THE U.S. AFTER YOUR EVENT
STEP 10 RECAP / COMMUNICATE AT ALL TIMES
Details concerning each of the steps above are listed on the following pages. If you have any questions or need further information, please contact our Atlanta office.
STEP 1: FAX THIS INFORMATION SHEET IN ADVANCE
We have prepared this Freight Information sheet that we request all exhibitors complete and return by fax to our Atlanta office. This will assist our company in preparing labor orders and to plan our consolidated shipments with greater accuracy and efficiency. Exhibitors can also fax additional forklift/labor orders for any work required during move-in and move-out.
INFORMATION SHEET - RETURN BY TELEFAX
Event Name: IIE Annual Conference and Expo 2010
Event Location: Fiesta Americana Grand Coral Beach Hotel – Salon Gran Coral
Company Name: ______
Address: ______
______
Contact Person: ______
Telephone #: ______Fax #: ______
Email: ______
Total of ______pcs ______lbs.
I would like cargo insurance. Yes ______No______
(if nothing is checked your shipment will not be insured)
CARGO INSURANCE IS HIGHLY RECOMMENDED. LION IS NOT RESPONSIBLE FOR 3RD PARTY LOSS OR DAMAGE. MOST AIRLINES HAVE LIMITED LIABILITY OF $9.00 PER LB. OR LESS. MEXICAN AIRPORT AND CUSTOMS FACILITIES HAVE NO LIABILITY COVERAGE.
LION Exhibition Freight operates under the standard terms and conditions of the NCBFFA and/or AIFA. A copy of our terms is available upon written request or can be found on our website at www.lionexhibition.com . Receipt of cargo confirms acknowledgement of our terms and conditions.
______
Signature of authorized representative
CONTACT’S ARRIVAL AND DEPARTURE TIMES
Name: ______Arrival Time/Date ______Departure Time/Date ______
REQUESTED DELIVERY DATE/TIME TO HOTEL: ______
STEP 2: PREPARE YOUR FREIGHT FOR TRANSPORT –
After you have purchased your booth space from the show organizer, you will make a decision about what materials and equipment will be needed at the event. As you decide, make a list of articles that you are certain will not return to the U.S. after the exhibition. This will include catalogs, brochures, giveaways, samples, and office supplies which will be used at the exhibition. For customs purposes, these items are declared as DEFINITIVE IMPORTS and Mexican duties and taxes will need to be paid.
Your DEFINITIVE goods must be packed separately from your TEMPORARY goods. We suggest buying or building a small crate for all of your definitive goods and placing any loose cartons inside the crate. Since cargo will be handled 3 or 4 times before it reaches your event, we highly recommend the use of crates for all of your cargo, but avoid using NAILS. Your cargo will be opened and inspected by Customs in Cancun, therefore, use lag bolts or latches for simpler access to the contents. High valued goods such as Computers, printers, projectors, monitors, or others, MUST be locked or secured (plastic ties do not apply) to prevent theft. LION will not be responsible for the theft of unsecured articles. Please make a copy of your key and forward it to LION to send to Mexican Customs as they will open all goods upon arrival in Mexico.
RESTRICTED ARTICLES: Pencils, untreated wood, toys, shoes, and textiles without logo, ceramic dinnerware/drinkware, medical devices and foodstuffs/alcohol, ect. These items require a special license to be imported into Mexico, held by an established Mexican importer. Please notify LION AT LEAST 60 DAYS prior to shipping these items.
Important: All of North America (US, Canada and Mexico) now participate in the ISPM15 regulations for wood packing materials. Please make sure your skids, crates, and other wood packing material contain the IPPC stamp with the official logo of ISMP15.
IMPORTANT: All articles in the shipment MUST be declared on the commercial invoice. Undeclared articles can lead to delay in delivery and additional charges.
STEP 3: LABEL YOUR FREIGHT
ALL CARGO RECEIVED MUST BE MARKED WITH YOUR COMPANY NAME AND THE EVENT NAME. CARGO COMING FROM SUPPLIERS MUST BE MARKED WITH THIS INFO. WITHOUT PROPER LABELLING CARGO MAY BE DELAYED.
STEP 4: PREPARE YOUR PAPERWORK FOR CUSTOMS
This is the most crucial part of the process of shipping to Mexico. Please refer to your list of temporary and definitive items in order to prepare you PROFORMA INVOICES. You will need to prepare one set of invoices for the DEFINITIVE goods and a separate set for your TEMPORARY goods. For your convenience, attached is a copy of our commercial invoice. Please use this format and simply fill in the information. HANDWRITTEN INVOICES ARE NOT ACCEPTED BY CUSTOMS. Please remember to include the serial numbers of any machinery, computer equipment, printers, etc. Also, we must have the country of origin. This is where the goods are manufactured, NOT where the shipment originates. Please also advise whether your give-away items have your company logo. This can be done in the description area of the invoice. Example-“Golf Shirts with Logo”. Give-away items valued under $50 per piece and contain the corporate logo for the event may qualify for duty free entry. After your invoices are complete, please return via email to your coordinator. All documents should be emailed to our office prior to sending your shipment. This will allow us to request any changes or additions to your documentation. After documents are emailed, you will be notified immediately of any necessary changes. If you are not notified, your documents are approved and you may send originals via mail or courier to our Atlanta address.