Visitors

North America’s Largest Franchise and Business Opportunities Events!
May 16-17, 2020: Washington D.C./Virginia Dulles Expo Center

Sat. 11am-5pm · Sun. 11am-4pm · $10 at the door

View more information

 

Exhibitor Manual for
The Franchise Show – Virginia / D.C.

May 16 & 17, 2020
Chantilly, Virginia
Dulles Expo Center
North Hall

Welcome and thank you for choosing to be a participant in The Franchise Show - Virginia / DC. 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 Dulles Expo Center, on Friday, May 15, 2020 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 Docks
  5. Exhibitor Parking
  6. Vehicles on Show Floor
  7. Shipping & Deliveries
  8. Federal ID Number
  9. Move-Out Instructions.
  10. EZ Backdrops
  11. Show Decorator (Furniture & Display Rental)
  12. Booth Installation & Dismantle
  13. Booth Cleaning
  14. Electrical
  15. Telephone / Internet / WIFI
  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

Dulles Expo Center
North Hall
4320 Chantilly Shopping Center
Chantilly, Virginia
20151

MAP TO FACILITY

Show Dates & Times

Saturday, May 16, 2020 ~ 11:00 am – 5:00 pm
Sunday, May 17, 2020 ~ 11:00 am – 4:00 pm

Exhibitor Move-In Times

Friday, May 15, 2020 ~ 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday, May 17, 2020 ~ 4:00 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

Back to top


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.

CHECK LIST

Back to top


MOVE-IN INSTRUCTIONS

 

Move-in Times: Friday, May 15, 2020 ~ 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.
  • The aisle carpet will be in place Saturday morning. Dollies and carts WILL NOT be permitted on the carpet. Hand carried items only may be brought in on Saturday.
  • Children 7 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

Back to top


LOADING DOCKS

 

For your convenience the exhibit hall will have one flat load in door which is 20’ wide by 16’ tall located on the side of the North Hall across from Lot C.

All exhibitors will need to park in Lot C.

There is no drive in access to the hall to off load your vehicles. Only exhibitors with vehicles or trailers that will be on display will be able to drive into the hall.

For exhibitors needing loading dock bays, please coordinate with Hale Expo Services, the official decorator.

Hale Expo Services
Tel: 716-896-6170
Fax: 716-896-8908
Email: csr@haleexpo.com

To access the docks, take Willard Rd. to Chantilly Shopping Center, to the North Hall.

Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you. However, if you have excessive forklift requirements please contact Dina Latina (dina@nationalevent.com) to discuss your needs. A charge may apply.

PARKING MAP

Back to top


EXHIBITOR PARKING

 

Parking is free to exhibitors and attendees. There is ample parking surrounding the venue which can be accessed off of Brookfield Corporate Dr. or via the Chantilly Shopping Center access off Willard Rd.  Please see the below maps for reference.

PARKING MAP
MAP TO FACILITY

Back to top


VEHICLES ON SHOW FLOOR

 

All vehicles must be pre-approved by the Fire Marshal and must abide by the arrival and departure schedules and procedures established by Show Management. Please contact Dina Latina (dina@nationalevent.com) for approval in order to coordinate this process.

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.

*Your vehicle may be denied onsite if proper procedures are not followed.*

  • Fuel in tanks shall not exceed one-eighth (1/8th) of a tank. (Not applicable to electric vehicle).
  • Vehicles shall not be fueled or defueled within the building. (Not applicable to electric vehicle).
  • One cable on the battery must be disconnected.
  • Fuel Tanks and fill openings shall be closed and sealed to prevent tampering. Fuel tank cover must be taped over, unless it can be locked with a key. (Not applicable to electric vehicle).
  • Once parked inside on the show floor: unhook battery, tape off gas cap, and leave hood up for inspection. Keys must remain in the hall with Show Management. Turn in keys to Show Management or Security before leaving. (If electric, do not need to tape off gas cap.)
  • WHEEL CHOCKS - Place one at front left tire and one at right rear tire so the vehicle will not roll. A triangle or piece of wood will work. (Applicable to all items with wheels.)
  • An ABC Fire Extinguisher is required for each booth or area that has a vehicle.

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.

Back to top


SHIPPING & DELIVERIES TO THE SHOW

 

Shipping Direct To Show: Friday, May 15, 2020 (noon - 6pm)

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.  Your materials will be left at the dock until you arrive.  To move your items to your booth space, pump trucks and dollies will be available at no charge.  Should you require assistance or the use of a forklift, please contact Dina Latina (Dina@nationalevent.com) as charges may apply.

PLEASE NOTE: After freight is packed at the end of the show it must be moved to the dock area for pick up. Freight that is left on the show floor will incur a handling fee.  Handling fee charges will be a minimum of $45.00 or $15.00 per ‘hundred weight’ whichever is greater.

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 FORMS

Please address shipments to:
Company name Booth number
The Franchise Show
Dulles Expo Center
North Hall
4320 Chantilly Shopping Center
Chantilly, Virginia
2071

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 FORMS

You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.

Back to top


FEDERAL ID NUMBER

 

The Federal ID Number for the venue is 71-0869943. You will require this number to clear customs.

Back to top


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

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

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.

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.

Back to top


EZ BACKDROPS

 

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

Company: EZ Backdrops
Phone: 678-717-1222
Email: angie@ezbackdrops.com
http://www.ezbackdrops.com/

Back to top


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

 

PRE-SHOW BOOKING DEADLINE: May 1, 2020

Carpet, 8ft 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:

Show Colours

  • Booth Drapes: Black
  • Aisle Carpet: Teal
  • Booth Carpet: Grey

ONLINE ORDERING IS NOW AVAILABLE:
Please send an email to csr@haleexpo.com with the show name, company name and an email address that you would like a link to be sent to and our Customer Service Department will send a command to our online ordering server to send a secure email link and temporary password to the email address provided.

For all other questions please contact:

Hale Expo Services
Phone: (716) 896-6170
Fax: (716) 896-8908
Email: csr@haleexpo.com

HALE ORDER FORMS

Back to top


BOOTH INSTALLATION & DISMANTLING

 

PRE-SHOW BOOKING DEADLINE: May 1, 2020

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

Should you require assistance setting up or dismantling your booth, please place your order with Hale Expo Services.

ONLINE ORDERING IS NOW AVAILABLE:
Please send an email to csr@haleexpo.com with the show name, company name and an email address that you would like a link to be sent to and our Customer Service Department will send a command to our online ordering server to send a secure email link and temporary password to the email address provided.

For all other questions please contact:

Hale Expo Services
Tel: 716-896-6170
Fax: 716-896-8908
Email: csr@haleexpo.com

HALE ORDER FORMS

Back to top


BOOTH CLEANING

 

PRE-SHOW BOOKING DEADLINE: May 8, 2020

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming please order online here.

Back to top


ELECTRICAL

 

PRE-SHOW BOOKING DEADLINE: May 8, 2020

Electrical is not supplied to your booth. If you require an electrical hookup please order online here.

Back to top


TELEPHONE / INTERNET / WIFI

 

PRE-SHOW BOOKING DEADLINE: May 8, 2020

Please Note: This venue does not provide free WiFi.

If you require a telephone or internet line in your booth please order online here.

Back to top


AUDIO / VISUAL RENTALS

 

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

Dale Garbett
Tel: 703-246-9500
Email: dale@avexperts.com

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

AUDIO VISUAL ORDER FORM

Back to top


HOTEL

 

BOOKING DEADLINE: April 10, 2020

Rooms and discounted rate will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.

We have obtained a group rate of $82.00 + taxes for single or double occupancy at The Holiday Inn Chantilly-Dulles.

The Holiday Inn is located at:
4335 Chantilly Shopping Center
Chantilly, Virginia
20151

Reservations may be made by calling 703-815-6060 or 888-269-9583 or by booking online here.

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.

Back to top


FOOD SAMPLING

 

PRE-SHOW BOOKING DEADLINE: April 10, 2020

If you are planning on sampling food or beverage product in your booth, please note there are two necessary forms to complete. Food samples are limited to a 2 oz. portion and beverage products to 3 oz.

  1. Please complete the below Food Sampling Form and return it to pgillespie@dullesexpo.com and joy@nationalevent.com.

FOOD SAMPLING FORM

  1. Please complete the below “Temporary Food Establishment Application” and return to hdehd@fairfaxcounty.gov and joy@nationalevent.com.
  1. *It is not always necessary to complete this form. Less than 6 different samples in your booth and any pre-packaged items do not require a permit.  If you have any questions you may contact (703) 246-2300.*
  2. There is a $40 fee for this.
  3. Please ensure you are complying with the guidelines listed within the application.  If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.
  4. Please direct any questions to the Fairfax County Health Department 703-246- 2300

TEMPORARY FOOD ESTABLISHMENT REQUIREMENTS & APPLICATION
FOOD SAMPLING GUIDELINES

Back to top


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

Back to top


LEAD RETRIEVAL SYSTEM

 

We are now offering a new Lead Collection system at the Franchise Expo. 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. Please note: This is not a complete list of attendees. It is a lead retrieval service to help you capture leads quickly and accurately.

LEAD RETRIEVAL ORDER FORM
HOW TO COLLECT LEADS

Back to top


EXHIBITOR BADGES

 

PRE-SHOW BOOKING DEADLINE: May 1, 2020

We have implemented a new automatic badge system to simplify the request process. Please follow this link to complete your badge request form. You will receive a confirmation email upon completion.

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.

ONLINE BOOKING LINK

Back to top


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.

Back to top


SHOW GUIDE ADS & 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.

Back to top


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.

Back to top


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.

Carpet or Flooring

Grey carpet is provided within your booth space. If you would like to change the colour, you may order different flooring through our decorator at your own cost or you may bring your own. *Please be sure to review the Tape Restrictions below.

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 tapes that are authorized 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.

If you would like to install your carpet on top of the existing carpet, please contact Dina Latina at dina@nationalevent.com, 905-477-2677 or 1-800-891-4859 ext. 224.

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, Sate, 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.

EXHIBITOR RULES & 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.

Back to top