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January 11-12, 2019: Boston - Seaport Hotel & World Trade Center

Fri. 11am-5pm · Sat. 11am-5pm · $8 at the door · 2-for-1 online

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Exhibitor Manual for
The Franchise Show - Boston

January 11 & 12, 2019
Boston, MA
Commonwealth Hall, Harbor Level
Seaport Hotel & World Trade Center

Welcome and thank you for choosing to be a participant in The Franchise Show - Boston. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the Seaport Hotel & World Trade Center, on Thursday, January 10, 2019 at noon and management will be available to assist you for the duration of the Show.

Manual Quick Links

  1. General Information (Location, Dates, & Times)
  2. Check List
  3. Move-In Instructions
  4. Loading Dock
  5. Material Handeling
  6. Exhibitor Parking
  7. Vehicles on Show Floor
  8. Shipping & Deliveries
  9. Federal ID Number
  10. Move-Out Instructions
  11. Show Decorator (Furniture & Display Rental)
  12. Booth Installation & Dismantle
  13. Booth Cleaning
  14. Electrical
  15. Telephone & Internet
  16. Audiovisual
  17. Hotel
  18. Food Sampling
  19. How to Work a Booth
  20. Lead Retrieval System
  21. Exhibitor Badges
  22. Free Admission Passes
  23. Show Guide Ads & Sponsorship
  24. Insurance
  25. Rules & Regulations

GENERAL INFORMATION

 

Show Location

Seaport Hotel & World Trade Center
Commonwealth Hall, Harbor Level
1 Seaport Ln.
Boston, MA
02210

PROPERTY MAP
MAP TO FACILITY

Show Dates & Times

Friday, January 11, 2019 ~ 11:00 am – 5:00 pm
Saturday, January 12, 2019 ~ 11:00 am – 5:00 pm

Exhibitor Move-In Times

Thursday, January 10, 2019 ~ 12:00 pm – 6:00 pm

Exhibitor Move-Out Date & Times

Saturday, January 12, 2019 ~ 5:00 pm – 8:00 pm

Produced By

National Event Management
Suite #102
260 Town Centre Blvd.
Markham, Ontario
L3R 8H8
Tel: 905-477-2677 or 1-800-891-4859
Fax: 905-477-7872

Exhibitor Coordinator

Joy Gallaiford
Tel: 905-477-2677 or 1-800-891-4859 ext 284
Email: joy@nationalevent.com

Director of Operations

Dina Latina
Tel: 905-477-2677 or 1-800-891-4859 ext 224
Email: dina@nationalevent.com

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CHECK LIST

 

Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts” please note booking deadlines.

CHECKLIST

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MOVE IN INSTRUCTIONS

 

Move-in Times: Thursday, January 10, 2019 ~ 12:00 pm – 6:00 pm

  • All exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
  • All exhibits must be set up by 6:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

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LOADING DOCKS

 

The loading docks are located off of Seaport Blvd. There are four loading docks for quick off-loading & one drive-in ramp for access to the exhibition hall.

You may off-load your own personal vehicle, such as a car, van or small truck, or a rented vehicle. You may use your own hand-operated equipment to move your materials to the booth, such as a two-wheeled hand truck or 4-wheeled flat truck.

All trucks, including company-owned or rental vehicles, over 24' in length will be off-loaded or loaded by the official material handling contractor. Arrangements for all temporary labor should be made through the official service contractor.

If you require a forklift to move material from the dock to your booth, Freeman will be supplying fork trucks, pallet jacks and lift gates. However, if you have excessive forklift requirements contact Dina Latina (dina@nationalevent.com) to discuss your needs. A charge may apply.

PROPERTY MAP
MAP TO FACILITY

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MATERIAL HANDLING

 

The unpacking, erection, assembling, dismantling, and packing of displays and equipment may be done by full-time employees of the exhibiting company. Please do not bring outside labor of any kind. Freeman, the exclusive labor contractor for the show, will have skilled craftsmen available to assist exhibitors who wish to hire labor to perform these services. Arrangements for all temporary labor should be made through the official service contractor.

Exhibitors are allowed to perform their own material handling, provided that those performing the work are full-time company employees of the exhibiting company. The use of fork trucks, pallet jacks, lift gates or any other mechanical equipment is not permitted by anyone other than the official drayage contractor. You may use your own hand-operated equipment to move your materials to the booth, such as a two-wheeled hand truck or 4-wheeled flat truck.

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EXHIBITOR PARKING

 

Located on D Street, B Street, Seaport Boulevard, and Congress Street near Liberty Wharf, Fort Point, and City Point areas, the garage provides direct elevator access to the lobbies of Seaport Boston Hotel, Seaport West, and Seaport East. Maximum garage height: 6'10".

Hourly Self-Parking Rates:

  • 0 - 1 hour - $14
  • 1 - 3 hours: $30
  • 3 - 6 hours: $34
  • 6 - 10 hours: $36
  • 10 - 24 hours: $40

PROPERTY MAP
MAP TO FACILITY
PARKING WEBSITE

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VEHICLES ON SHOW FLOOR

 

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina (dina@nationalevent.com) for approval and to arrange arrival time if you want to display a vehicle.

When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material may be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense.

The Licensee shall not without the prior written consent of the Licensor put up or operate any engine or motor or machinery in the Facilities or use oils, burning fluids, camphene, liquid oxygen, ethylene, propane, kerosene, naphtha, gasoline, or other flammable gasses for either the use of fork lifts, motor drive vehicles, cranes, etc., necessary for the installation and removal of exhibits in the Facilities, but shall apply to the operation of any exhibit in the Authorized Area. Where any automobile, trucks, or gasoline engines are to remain in the Facilities during any portion of the License Period, and Licensee shall take the following precautions:

  1. All battery cables are to be disconnected and taped so as to avoid any possibility of emission of sparks therefrom;
  2. All gasoline tanks are to be drained (1 gallon, maximum, may remain);
  3. All draining of tanks and refueling must be completely outside of the buildings. Fuel is to be removed or dispensed only with safety equipment approved by the Licensor;
  4. All gasoline tanks must be sealed with a locking type gasoline cap. If such a cap is not available, the tank must be sealed in accordance with all federal, state, and municipal fire and safety regulations; and
  5. All liquid propane tanks are to be removed from the Facilities during any portion of the License Period.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.

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SHIPPING & DELIVERIES TO THE SHOW

 

SHIPPING DIRECT TO SHOW: Thursday, January 10, 2019

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only.

The most cost effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier:

Quad Express (Previously known as QW)
Tel: 859-254-4112 or 1-800-388-4112
Fax: 859-253-9137

QUAD ORDER FORM

Please address shipments to:
Company Name, Booth Number
The Franchise Show
Seaport Hotel & World Trade Center
Commonwealth Hall, Harbor Level
1 Seaport Ln.
Boston, MA
02210

NOTE:
All exhibitors using Quad must move freight after the show must have booth materials packed and ready for pick up at the loading dock. Please provide our sales staff onsite with your paperwork before leaving the show site.

Pre-Show Shipping

To request a quote, please complete the below order form and fax to:

Quad Express (Previously known as QW)
Tel: 859-254-4112 or 1-800-388-4112
Fax: 859-253-9137

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

QUAD ORDER FORM

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FEDERAL ID NUMBER

 

The Federal ID Number for the venue is 04-3272841. You will require this number to clear customs.

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EXHIBITOR MOVE-OUT INSTRUCTIONS

 

Please note that move-out will begin once the show has closed, the aisles are cleared and the aisle carpets removed. If you are able to hand carry your supplies out to your car, we encourage you to do so.

All material must be removed by 8:00 pm.

Items left on the show floor after move-out time will be forced off the floor.  Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

NOTE:
All exhibitors using Quad must move freight after the show must have booth materials packed and ready for pick up at the loading dock. Please provide our sales staff onsite with your paperwork before leaving he show site.

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SHOW DECORATOR (TO ORDER TABLES, CHAIRS, ACCESSORIES, ETC.)

 

If you require a pop-up banner or backdrop, please contact:

EZ Backdrops
Tel: 678-717-1222
www.ezbackdrops.com

PRE-SHOW BOOKING DEADLINE: December 20, 2018

Carpet, 8 ft back drape and 3 ft side drape are supplied for your exhibit space. If you require tables, chairs or additional booth supplies, these items can be rented from:

Freeman Exposition Services
Tel: 508-894-5100
Fax: 469-621-5608

Show Colours

  • Booth Drapes: Black
  • The Venue is Carpeted: Blue

ORDER ONLINE HERE

FURNITURE & ACCESSORIES ORDER FORM
RENTAL EXHIBITS ORDER FORM
PAYMENT FORM

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BOOTH INSTALLATION & DISMANTLING

 

PRE-SHOW BOOKING DEADLINE: December 20, 2018

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Exhibitors are allowed to set-up and/or dismantle their own booths, provided that they use their own full-time employees. Please do not bring outside labor of any kind. Exhibitors who employ display houses or exhibit manufacturers to erect or dismantle their own booths may have supervision sent in from their supplier, who will obtain labor from the official contractor Freeman. Supervisors of this type cannot physically erect the booth, but may supervise only.

Non-Official Installation and Dismantling Contractors must use labor supplied by Freeman. Supervision of Freeman personnel by the Non-Official Contractors is allowed. The following is required:

  1. Non-Official Contractors must give Show Management the names, addresses, and telephone numbers of key executives for emergency contact.
  2. All personnel must be properly badged at show site.

Should you require assistance setting up or dismantling your booth, please submit the below forms to:

Freeman Exposition Services
Tel: 508-894-5100
Fax: 469-621-5608

ORDER ONLINE HERE

BOOTH INSTALLATION & DISMANTLE
PAYMENT FORM

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BOOTH CLEANING

 

PRE-SHOW BOOKING DEADLINE: December 20, 2018

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please contact:

Freeman Exposition Services
Tel: 508-894-5100
Fax: 469-621-5608

ORDER ONLINE HERE

BOOTH CLEANING ORDER FORM
PAYMENT FORM

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ELECTRICAL

 

PRE-SHOW BOOKING DEADLINE: December 27, 2018

Please Note: Electrical is not supplied to your booth and MUST be ordered in advance.

If you require an electrical hookup, please contact:

Seaport Energy Co.
Tel: 617-439-5425
Fax: 617-439-5433
Email: info@seaportenergyboston.com

ELECTRICAL ORDER FORM

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TELEPHONE / INTERNET

 

Please Note: There is free wifi at this venue.

If you require a telephone or internet hard-line in your booth, please contact:

Seaport Convention Center
Mike Duffy
Tel: 617-385-4402
Email: michael.duffy@seaportboston.com

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AUDIO / VISUAL RENTALS

 

PRE-SHOW BOOKING DEADLINE: January 4, 2019

If you require audio visual equipment in your booth, please send the completed order form to:

Projection
Tel: 617-385-4405
Fax: 617-385-5093
Email: swtc@projection.com

Orders received after the pre-show booking deadline may be subject to additional charges.

AUDIO VISUAL ORDER FORM

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HOTEL

 

BOOKING DEADLINE: As Soon As Possible

Please note that rooms are first-come-first-serve and are NOT being held. Please call early to avoid disappointment.

We have obtained a group rate of $169.00 + taxes for single to quad occupancy at The Seaport Hotel

The Seaport Hotel is located at:
200 Seaport Boulevard
Boston, MA
02210

Reservations may be made by calling 1-877-732-7678.

To receive this rate you must mention that you are with The Franchise Show when booking. Rates cannot be changed at check-in/check-out times if you fail to identify your affiliation at the time of booking.

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FOOD SAMPLING

 

BOOKING DEADLINE: December 14, 2018

If you are planning on sampling food or beverage products in your booth, there are two forms you must complete.

Please send your completed forms to kristen@nationalevent.com, we will submit the applications directly to the venue and public health.

Please note there is a $35 application fee payable to National Event Management.

FOOD SAMPLING AUTHORIZATION FORM
TEMPORARY FOOD PERMIT APPLICATION

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HOW TO WORK A BOOTH

 

Please review the "Tips for Success" pdf below for important information on how to make the most out of exhibiting with us!

TIPS FOR SUCCESS

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LEAD RETRIEVAL SYSTEM

 

We are now offering a new Lead Collection system at The Franchise Show. This system uses any smartphone or internet enabled device (no scanners needed). Attendees contact info (name, email and cell if provided) will be pre-populated into the software to make your lead collection easy on-site and your post-show follow-up effortless.

Please send your completed order form to kristen@nationalevent.com if you would like to sign up for this system.

LEAD RETRIEVAL ORDER FORM

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EXHIBITOR BADGES

 

PRE-SHOW BOOKING DEADLINE: December 21, 2018

To request your badges, please email badges@nationalevent.com. Please be sure to include your company name and contact info. You will receive notification of receipt.

Exhibitors are provided with up to a maximum of 7 personalized name badges based on the size of your booth.

  • 10x10 booth: 3 booth staff
  • 10x20 booth: 5 booth staff
  • 300 feet or larger: 7 booth staff

Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.

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FREE ADMISSION PASSES

 

Raise awareness of your franchising initiatives and increase traffic to your booth by distributing Customized FREE ADMISSION passes to the Show. There is no limit to the number of FREE passes you may distribute to your professional and personal databases.

Please email your high-resolution logo in .ai, .eps, or .pdf format to Joy Gallaiford at joy@nationalevent.com

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SHOW GUIDE AD & SPONSORSHIP OPPORTUNITIES

 

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Speak to your sales rep for more information.

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INSURANCE

 

Insurance for booth/show

Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.

Transportation Insurance

Show Management is NOT responsible for damages caused during the transportation of your products.  We strongly recommend purchasing transportation insurance when booking your shipments. 

Liability

Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

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RULES & REGULATIONS

 

Seaport Convention Centre Rules & Regulations

Booth Display & Restrictions


Diagram #1: Sample of the drape provided for your booth Diagram #2: Sample of display allowance
 
Booth Drapes Sizing Booth Display Allowance
  • Diagram #1 shows the drapes that are provided as a part of your booth cost.
  • Diagram #2 shows the allowed clearance for displays, banners and products within your booth.
  • No exhibit may exceed a maximum height of 8 ft.
  • Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
  • The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.
  • Any exceptions to this must have pre-approval from Dina Latina dina@nationalevent.com.

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

Signage

No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Tape (Floor, Wall, and Carpet Damage)

It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.

Here are the models of two-faced that are authirized by the facility:

  • Polyken 105c LPDE
  • Scapa 274004
  • DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions.  If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth.  If audio visual equipment is used, the sound must be subdued to such an extent as to ensure its having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, State, and City Fire Laws.

National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question or need information re the Fire Code please contact Dina Latina, dina@nationalevent.com, 905-477-2677 or 1-800-891-4859, ext. 224.

FIRE REGULATIONS

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. Please contact Dina Latina (dina@nationalevent.com, 905-477-2677 ext 224) regarding the necessary forms.

Helium Balloons

Helium balloons are prohibited in most venues. There is a large retrieval fee, charged to the exhibitor, when balloons are lost. Please contact Dina Latina (dina@nationalevent.com) if you wish to use helium balloons in your display.

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

Non-Compliance

National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

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