AIXNA 2018 Exhibitor Manual - Aircraft Interiors Expo Americas

AIXNA 2018 Exhibitor Manual


Age Restrictions

In accordance with display rules and regulations and security measures, no one under the age of 18, including infants and strollers, will be admitted in the exhibit hall at any time. There will be no exceptions.

View the Admissions Policy


Audio Visual/Computer Rentals

Projection AV is the official audio/visual provider.

Order Audio Visual


Booth Packages

Each Hardwall or Furniture package will be set with white hardwall and header to include company name in Black Lettering.


Booth Fascia/Header

The company name that will appear on the hard wall fascia board is the name that will appear in the Exhibitor Directory on the AIX website (http://www.aircraftinteriorsexpo-us.com/exhibitor-directory). You can change this name via the Exhibitor Portal.

Deadline for submission is 4 September.

Log in to the Portal


Booth Furnishings

Additional Booth equipment, services and furnishings are available through the Official General Contractor - FREEMAN. Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all forms.

The majority of deadlines are in August. Ensure your forms are returned in July and discounts may apply.

Order Booth Furnishings


Carpet

All booths must be carpeted. Please note that if you have purchased a Hardwall/Turnkey or Standard Package from AIX, carpet is included.

Custom Carpet Information


"Cash & Carry" Is Prohibited

As stated in the Exhibitor Application & License Agreement:

Exhibitor Conduct. Retail sales are absolutely prohibited during the exhibition. Infraction of this rule will result in the exhibitor’s booth being repossessed by management. Subject to the foregoing, the distribution of samples, souvenirs, publications, etc., or other sales or sales promotion activities must be conducted by the exhibitor only from within its booth. The distribution of any articles that interfere with the activities of, or obstructs access to, neighboring booths, or that obstructs aisles, is prohibited. No article containing any product other than the product or materials made or processed or used by the exhibitor in its product or service may be distributed except by written permission of management. In no event shall the exhibitor use its booth to promote any other exhibition or conference. However, consumer (public) shows will not be subject to this restriction. The exhibitor shall conduct and operate its exhibit so as not to annoy, endanger or interfere with the rights of other exhibitors and visitors. Any practice resulting in complaints from any other exhibitor or any visitor which, in the opinion of management, interferes with the right of others or exposes them to annoyance or danger, may in its sole discretion be prohibited by management.


Catering/Food & Beverage

All exhibitors serving food and/or beverage must comply with the rules and regulations set forth by BCEC/Levy. No outside food and beverages may be brought into the venue without proper authorization.

For additional information and services, please contact Levy Restaurants, Exhibitor Catering Sales Department: 617-954-2382 or fax 617-954-2159

Exhibitor Catering Menu

Levy Sample Food/Beverage Authorization Request (Page 41)


Cleaning

Please note that some cleaning is included with the AIX Hardwall/Turnkey and Standard Packages. Check your specific pakage to find out what is included.

Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth — vacuuming, shampooing, trash removal — you can order these services by contacting Freeman.

Order Cleaning Services


Copyrighted Music

If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation. The proper license must be posted in your booth and available for inspection at the request of show management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:

ASCAP Licensing Dept.
1 Lincoln Plaza
New York, NY 10023
Tel: 212-621-6000


BMI (Broadcast Music, Inc.)
10 Music Square East
Nashville, TN 37203-4399
Tel: 800-925-8451, 615-401-2000

Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.


Crate Removal, Storage & Return

Empty crates will be removed to storage and returned to your booth at the end of the show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage.


Demonstration Areas

Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule. When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other exhibitors. Aisles may not be obstructed at any time.


Demonstration Equipment

Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted by ceiling height, as well as building and safety codes.


Display Rules and Regulations

The Aircraft Interiors Expo Boston has the following rules and guidelines specifying what an exhibitor can and cannot do with the booth space. These rules and guidelines are based on the physical characteristics of the Exhibit Hall, the intent to be equally fair to all exhibitors, and the safety of all concerned.

Please review these rules and plan your display accordingly, as variances will not be granted prior to the show or on-site. The following maximum height limits will be strictly enforced. No height variances will be granted prior to or on site at the show. Please plan your booth display and sign structures accordingly.

Walling Regulations

Long runs of walling along open perimeters of stands are not permitted.
Just 50% of any open side is permitted to be a solid wall.
Where long runs of walling are present along open sides, they must be relieved by display items.
We introduced this industry-wide regulation to ensure all of our exhibitors are given equal opportunity for footfall and visibility.


Build Height & Restrictions

3m (10ft) = Linear/Peninsula Booth
6m (20ft) = Islands
Rigging from 6m (20ft) = Island Booths

In certain parts of the venue there are additional restrictions. It is the exhibitor's responsibility to check if their stand is affected by contacting the Operations Manager.


Dividing Walls

Any walls overlooking adjoining stands must be covered in a neutral plain color only.


Exposed Area MUST Be Finished

All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle. In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back wall completely will not be allowed.

Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR. After 9am on the opening day, any part of a booth with unfinished side or backwalls will be draped by show management at the expense of the exhibitor.


Graphics On Neighbors' Side

The backside of walls - the common border facing a neighboring booth - must be clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.


Electrical

All electrical can be ordered through BCEC. If you require additional wiring or power strips, please contact Freeman.

Order Electrical Services

Order Electrical Cord Installation


Exhibitor Appointed Contractor (EAC)

An Exhibitor Appointed Contractor (EAC) is any company other than one of the designated official contractors which an exhibitor wants to employ inside the exhibit hall before, during (by special pass and/or wristband), or after the show (Union Rules and Regulations apply). All hired, set up and teardown booth labor, must be properly hired Union Labor. No permission to use an Exhibitor Appointed Contractor will be given for the performance of the following services:

  • Electrical, Plumbing & All Other Utilities;
  • Drayage / Forklift Operations;
  • Booth Cleaning and Vacuuming;
  • Telephone / Communications;
  • Rigging - Overhead or Genie Lift;
  • Catering / Food Service;
  • Security – no outside security of any kind.

View the EAC Rules & Regulations, EAC Form & Insurance Sample


Exhibitor Portal

  • How to gain access
  • What can I do
  • Information

Exhibitor Registration

Exhibitor staff personnel wishing to enter the exhibit floor must wear an exhibitor badge at all times.

Register for Aircraft Interiors Expo Boston as an Exhibitor - Link Coming Soon


Exhibitor Service Area

Freeman will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will be set up in this area as well. Refer to the Quick Facts page in the General Contractor Section for hours of operation.

All inquiries regarding booth services and orders should be made at the Exhibitor Services Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who ordered labor are asked to check in at this desk when they are ready to install their exhibits.

The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact show management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.


Fire & Safety Regulations / Vehicle & Motorized Equipment

Specific fire and safety regulations/restrictions along with Vehicle and Motorized equipment guidelines can be found in the BCEC portion of the manual.

View the BCEC Exhibitor Ordering Guide (Pages 37-38)


General Contractor (Official — Freeman Decorating)

Freeman Decorating is the official General Contractor for Aircraft Interiors Expo Boston

View the Full List of Freeman Services


Hotel/Travel Discounts

Hotel/Travel Discounts — More information coming soon


Inspection Deadline

Any booth not occupied by 12 noon on opening day will be presumed abandoned. If there is freight in the booth and show management believes the exhibitor will be late, then Freeman will set up the display as best they can with the information available. If there is no freight in the booth and/or show management believes the exhibitor will not participate in the show, the booth will be reassigned.

Exhibitors arriving after this time will be given space available and may incur additional costs.


Intellectual Property Guidelines

ATTENTION ALL EXHIBITORS

Read the Intellectual Property Guidelines


International Freight Forwarding

Phoenix International Business Logistics, Inc. is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. The exhibitor must insure that all documents are valid and complete and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments.

View All International Freight Forwarding Forms


Internet/Telecom

Internet and Telecom services may be ordered through the BCEC.

View Pricing and Services Available

Order Internet/Telecom Cord Installation


Labor Regulations

The City of Boston has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. Freeman is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the Freeman section of the manual. If you have any further questions or would like a quote for labor services, you may contact Freeman directly at 508-894-5100 or fax 469-621-5608.

Exhibitors using contractors other than Freeman for labor and/or supervision must return the exhibitor designated contractor form to show management one month prior to onsite arrival. No exceptions can be made after this date.

View the Boston Union/Labor Regulations

View the Exhibitor Appointed Contractor (EAC) Form


Liability and Insurance

Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.


License Agreement

Please ensure that you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor's responsibility to adhere to all rules pertaining to your license agreement.


Loading Dock Map

Commercial Vehicle Access to BCEC Loading Dock - Directions & Map


Material Handling

Material Handling Guidelines and Information


Parking

View BCEC Parking Information


Rigging Information

View BCEC Rigging Information


Security

Show Management will provide uniformed guards along the perimeter of the exhibit floor. Every reasonable effort will be made to prevent losses, however the final responsibility lies with the exhibitor. If you have items in your booth that are vulnerable to theft, please consider hiring overnight security during non-show hours. Information can be found on Page 20 and order forms can be found on Page 29 of the BCEC Exhibitor Ordering Guide.

View the Security Services Information and Forms (Pages 20 & 29)


Shipping Labels

Warehouse Shipments can be received from 14 August 2018 to 22 August 2018

AIX Boston Warehouse Shipping Labels

Show Site Shipments can be received from 21 September 2018. Please be advised that any shipments sent prior to 21 September will not be accepted.

AIX Boston Showsite Shipping Labels


Show/Event Days & Set-Up Hours

Move-In Hours
Fri 21 September — 08:00 - 17:00 — Exhibitors 72m2 and over only
Sat 22 September — 08:00 - 17:00 — Exhibitors 36m2 and over only
Sun 23 September — 08:00 - 17:00 — All Exhibitors
Mon 24 September — 08:00 - 22:00 — All Exhibitors

Aisle Carpet will be laid promptly at 20:00 on 24 September and any booths that cause a delay will incur the charges of the delay.

Shipments received at show site on Saturday and Sunday will be assessed overtime charges. Please refer to labor specific order forms for overtime rates.

Booths must be show ready by 09:00 Tuesday 25 September

If you have questions regarding move-in dates or your shipment, please contact Freeman. Please refer to the Shipping Section for more information on domestic and international shipping.


Exhibit/Show Hours
Tue 25 September — 09:00 - 18:00
Wed 26 September — 09:00 - 18:00
Thu 27 September — 09:00 - 17:00

Badged exhibitors will have access to the Exhibit Hall at 8:00am each morning the show is open.


Dismantling & Move-Out Hours
Thu 27 September — 17:30 - 22:00
Fri 28 September — 08:00 - 17:00

In accordance with the Display Rules and Regulations, no exhibits or display may be dismantled before the official close of the show at 17:00 on Thursday 27 September.

We will begin returning empty containers once the aisle carpet is removed. Overtime rates will apply for labor and material handling provided after 16:30 on Thursday and Friday. Please refer to the labor specific order forms for overtime rates.

All Exhibitor materials must be removed from the exhibit facility by 17:00 on Friday 28 September.

ATTENTION: Drivers/Carriers must check-in no later than 12:00 on Friday 28 September.


Show Management Contacts

Aircraft Interiors Expo Boston Show Management Contacts


Sound Levels

Sound level of presentations should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.


Stand Approvals

A full PDF rendering with company information, booth dimensions in meters and stand builders information must be submitted at least 60 days prior to onsite arrival. If a contractor is assigned, ALL EAC paperwork must be submitted to the EAC Manager (EAC@reedexpo.com) and approved prior to onsite arrival.

Deadline date for stand submission is 20 July 2018. Please email mcappello@reedexpo.com.


Telecom/Internet

Internet and Telecom services may be ordered through the BCEC.

View Pricing and Services Available

Order Telecom/Internet Cord Installation


Time & Cost Saving Tips / Exhibitor Action Checklist with Deadline Dates

All BCEC Services such as Electrical, Internet, Telecom, Plumbing, Rigging and Security must be ordered with appropriate payment made within 21 business days of the show in order to receive any early bird/discounted rates. Deadline is Monday 27 August.

All Freeman Services and rental order forms are to be submitted by Friday 31 August, to take advantage of the advanced rates. For additional information call our Exhibitor Services Department at 508-894-5100 or fax 469-621-5608.

Labor straight time is Monday through Friday, 8:00am - 4:30pm. Any labor ordered outside of these days/hours will be charged overtime. Make sure you have properly scheduled labor during move-out.

When the show closes, Freeman will roll the carpet and then start delivering empties. This process takes approximately 11/2 hours to 2 hours.

Make sure all of your freight is clearly marked with your company name and booth number. Bring copies of all shipping papers with contact information and tracking numbers with you. If you are using a courier (i.e. FEDEX, UPS) for small packages, we recommend sending it to your hotel so that your materials will be delivered on time and not misplaced.

You may hand carry any items to your booth, however no wheels or dollies may be used to bring your booth equipment in. Bring copies of all your service orders onsite along with any vendor contact information. If you are not attending the show, then make sure that your company representative has copies and that they are aware of all items that have been ordered.

If you have any questions regarding the Aircraft Interiors Expo Boston 2018, please contact our Customer Services department:

Email: aircraftinteriorsna.helpline@reedexpo.co.uk
Phone: +44 (0) 20 8271 2102

View the Exhibitor Action Checklist w/ Deadline Dates


Vendor Invoices

Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies. If there is any question as to the charges made, please consult with our show representatives before paying the bill. Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.


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