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OAS Toronto Exhibitor Manual

Welcome and thank you for choosing to be a participant in The National Franchise Show – Houston.

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 NRG Center, on Friday May 17, 2024, at noon and management will be available to assist you for the duration of the Show.

Table of Content

GENERAL INFORMATION

Show Location

NRG Center 
Hall A2
NRG Pkwy
Houston, TX
77054

Show Dates & Times

Saturday, May 18, 2024   | 11:00 am – 5:00 pm
Sunday, May 19, 2024  | 11:00 am – 4:00 pm

Exhibitor Move-in Times

Friday May 17, 2024  | 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday, May 19, 2024 | 4:00 pm – 8:00 pm

Produced By

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

Exhibitor Coordinator

Emma Barnes – Chow 
905 477-2677 or (800) 891-4859 Ext 284
Email: emma@nationalevent.com 

Exhibitor Checklist

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

AUDIO / VISUAL RENTALS

BOOKING DEADLINE: MAY 4, 2024 

If you require audio visual equipment in your booth, you can place your online order here 

Existing Users

If you have previously placed exhibitor orders with NRG Park, enter your login name (your e-mail address previously provided) and your password in the box to the right. If you have forgotten your password, click Forgot Password in the box to receive a new temporary password.

New Users

If you are a new user, you will need to register for an account with NRG Park Exhibitor Services. You can register for an account here  https://nrgpark.boomerecommerce.com/Pages/Security/Login.aspx

If you have any questions, please contact
NRG Park – Exhibitor Services
exhibitorservices@nrgpark.com
Phone: 832-667-1707

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

ORDER ONLINE HERE 

BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: May 6, 2024 

Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming, this service can be ordered from

Coast to Coast Trade Show Services
Tel: 303-991-2791
Fax: 303-991-2794
Email: exhibitservices@coasttocoasttss.com

BOOTH CLEANING ORDER FORM
PAYMENT FORMS

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: May 6, 2024 

Should you require assistance setting up or dismantling your booth, these services can be ordered from

Coast to Coast Trade Show Services
Tel: 303-991-2791
Fax: 303-991-2794
Email:exhibitservices@coasttocoasttss.com

BOOTH INSTALLATION & DISMANTLE ORDER FORM
PAYMENT FORMS

Electrical

BOOKING DEADLINE: MAY 4, 2024 

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

Existing Users

If you have previously placed exhibitor orders with NRG Park, enter your login name (your e-mail address previously provided) and your password in the box to the right. If you have forgotten your password, click Forgot Password in the box to receive a new temporary password.

New Users

If you are a new user, you will need to register for an account with NRG Park Exhibitor Services. You can register for an account here  https://nrgpark.boomerecommerce.com/Pages/Security/Login.aspx

If you have any questions, please contact:
NRG Park – Exhibitor Services
exhibitorservices@nrgpark.com
Phone: 832-667-1707

ONLINE ORDERING LINK 

Exhibitor Badge

BOOKING DEADLINE: May 3, 3034 

We have implemented a new automatic badge system to simplify the request process. Please follow the link below 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.   

10×10 booth – 3 booth staff
10×20 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 

Exhibitor Parking

BOOKING DEADLINE: TBD 

Exhibitors should park in the Orange Lot  (see map below) This will be the closest parking lot to walk from.

The regular parking fee at NRG Park is $22.00 per entry with no unlimited in & out entries.  For your convenience, a special 2-day parking pass is available that gives you unlimited in & out privileges during show days.  

This parking pass DOES NOT ALLOW OVERNIGHT PARKING OF ANY VEHICLE.  The parking pass will be valid on show days only.  Parking passes will be held for your arrival at the NRG Park Exhibitor Services Desk during move-in if one is offered.  THEY WILL NOT BE MAILED.

NRG Park – Exhibitor Services
exhibitorservices@nrgpark.com
Phone: 832-667-1717 (option 2)

Effective December 1, 2022, NRG Park will transition to credit cards only for parking payment and will no longer be accepting cash.

ONLINE ORDERING LINK COMING SOON 

EZ Backdrops

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

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

Federal ID Number

Please contact Coast to Coast to help with shipping needs.

Coast to Coast Trade Show Services
Tel: 303-991-2791
Fax: 303-991-2794
Email: exhibitservices@coasttocoasttss.com

Food Sampling

SUBMISSION DEADLINE: April 17, 2024 

If you are planning on sampling food or beverage product in your booth, please note there are two necessary forms to complete. Please send a copy of your completed forms to emma@nationalevent.com .Food samples are limited to a 2 oz. portion and beverage products to 2 oz.

  1. Please complete the below Food Sampling form and return it to emma@nationalevent.com  
  2. 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.  

FOOD SAMPLING FORM

 Public health information coming soon. 

    FREE ADMISSION PASSES

    Raise awareness and let people know you will be at The National Franchise Show! Increase traffic to your booth by sharing free admission passes to the event. There is no limit to the number of FREE Admission Passes you may share to your email database, as well as on social media. Please share the registration link below for free passes or download a copy of our generic FREE Admission Pass.

    You can also distribute a customized FREE Admission Pass to promote your participation at the show. If you are interested, please complete the form below and  upload a high-resolution logo (.jpg, .eps, .pdf format accepted). You will receive an email from emma@nationalevent.com with your customized pass. 

    CUSTOM COUPON REQUEST FORM 

    DEADLINE OF LOGO SUBMISSIONS: April 10, 2024  

    Hotel

    BOOKING DEADLINE: April 18, 2024 

    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 $123.00 + taxes for single or double occupancy at The Holiday Inn Houston NRG. 

    The Holiday Inn is located at:
    8111 Kirby Drive
    Houston, TX
    77054

    Using the booking link:

    1. Follow the booking link below, scroll down and add your arrival and departure date, and click search to book your reservation.
    2. Call reservations directly at 1-866-644-0370, provide the block name and code listed below, and confirm your arrival and departure date.

    Group Name: Franchise Show 2024
    Block Code: F24
    Booking Link: https://www.holidayinn.com/redirect?path=hd&brandCode=HI&localeCode=en&regionCode=1&hotelCode=HOUAD&_PMID=99801505&GPC=F24&cn=no&viewfullsite=true

    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.

    Insurance Supplier
    If you do not already have insurance for the show, you may contact:

    Exhibitor Insurance
    Phone: 905-695-2971
    Toll Free: 1-866-836-9066
    info@exhibitorinsurance.com

    Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:
    ONLINE EXHIBITOR INSURANCE 

    If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.

    EXHIBITOR INSURANCE FORM

    Lead Retrieval System

    We offer a Lead Collection system at the National 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 emma@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.

    Please note: If you have already selected lead retrieval upon registering, you do not ned to fill out a form.

    LEAD RETRIEVAL ORDER FORM
    HOW TO COLLECT LEADS

    Loading Docks

    Dock 94-117. Gate 12: 8100 N. Stadium Drive will be the entry for the docks. Drive in door and dock level access are available.

    Dock level access is available. 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 Haelee Jones (haelee@nationalevent.com)  to discuss your needs.  A charge may apply.

    Move-in Instructions

    Move -in Times:          Friday May 17, 2024        12:00 pm – 6:00 pm

    • All exhibitors must officially register before setting up.  
    • All exhibits must be set up by 6:00 pm Thursday. 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 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

    Move-out Instructions

    Move -Out Times:        Sunday May 19, 2024        4:00 pm – 8:00 pm

    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 HAUListic 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.

    Rules & Regulations

    Diagram #1: Sample of the drape provided for your booth
    Diagram #2: Sample of display allowance

    Upright banners & products must be within 4’ from the back drape, and a maximum of 8’ high. The front 6’ of the booth must be clear above 4’.

     

    Booth Display & Restrictions

    • 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 Haelee Jones (haelee@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

    Carpet or Flooring is mandatory for all exhibits. You can use the show decorator below or you are welcome to bring in your own at your own cost. See Tape Restrictions below.

    Tape (Floor, Wall, and Carpet Damage)

    This only applies to companies that choose to place carpet or flooring on top of the existing carpet.
    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 Haelee Jones (haelee@nationalevent.com 

    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 it’s 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, Provincial/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 Haelee Jones (haelee@nationalevent.com 

    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 Haelee Jones (haelee@nationalevent.com )  regarding approval and 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 Haelee Jones (haelee@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.

    SHIPPING & DELIVERIES

    Shipping Direct To Show: May 17, 2024 

    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 Haelee Jones (haelee@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. 

    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;

    HAUListic
    (859) 254-4112
    lex@shiphaulistic.com

    HAUListic SHIPPING ORDER FORMS

    Please address shipments to:
    Company name Booth number
    The National Franchise Show
    c/o NRG Park
    NRG Center – A2
    One NRG Park
    Houston, TX
    77054

    NOTE:  All exhibitors using Haulistic 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.  

    Pre-Show Shipping

    HAUListic no longer offers Advanced Warehousing shipments. This will be offered thru our Decorator Coast to Coast. To request a quote please contact:

    Coast to Coast Trade Show Services, INC.
    Tel:(303) 991- 2791
    exhibitservices@coasttocoasttss.com

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

    ADVANCED WARHOUSING LABLES

    Show Decorator (to order tables, chairs, accessories, etc.)

    PRE-SHOW BOOKING DEADLINE: May 6, 2024 

    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 the show decorator.

    Show Colours

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

    To place an order with the Show Decorator, please fill in the order forms below and send them to:

    Coast to Coast Trade Show Services
    Tel: 303-991-2791
    Fax: 303-991-2794
    Email: exhibitservices@coasttocoasttss.com

    PAYMENT INFORMATION
    FURNITURE & ACCESSORIES ORDER FORM

    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.  For more information, please contact Michael at michael@nationalevent.com or 905-477-2677 ext. 270.

    Telephone / Internet / WIFI

    BOOKING DEADLINE: May 4, 2024 

    Please Note: This venue only has paid WIFI.

    If you require a telephone or internet line, or a WIFI connection in your booth, you can place your online order here 

    Existing Users

    If you have previously placed exhibitor orders with NRG Park, enter your login name (your e-mail address previously provided) and your password in the box to the right. If you have forgotten your password, click Forgot Password in the box to receive a new temporary password.

    New Users

    If you are a new user, you will need to register for an account with NRG Park Exhibitor Services. You can register for an account here  https://nrgpark.boomerecommerce.com/Pages/Security/Login.aspx

    If you have any questions, please contact:

    NRG Park – Exhibitor Services
    exhibitorservices@nrgpark.com
    Phone: 832-667-1707

    ORDER ONLINE HERE

    Vehicles on Show Floor

    All vehicles must abide by the arrival and departure schedules and procedures established by Show Management.  Please contact Haelee Jones (haelee@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 batteries shall be disconnected.
    • Fuel in the fuel tanks shall not exceed one-fourth (1/4) of tank capacity or 5 gallons (18 L), whichever is less. Fuel tanks will be inspected for leaks.
    • Fuel tanks shall be closed and sealed.
    • Vehicles or equipment shall not be fueled or de-fueled inside the building.
    • The location of vehicles or equipment shall not obstruct means of egress.
    • Fuel storage. Fuel for vehicles or equipment shall be stored in approved containers in an approved location outside of the structure.
    • Refueling shall be performed outside.
    • Fuel spills shall be cleaned up immediately.
    • When a compressed natural gas (CNG) or liquefied petroleum gas (LP) powered vehicle is parked inside a place of assembly, all the following conditions shall be met:
      1. The quarter-turn shutoff valve or other shutoff valve on the outlet of the CNG or LP-gas container shall be closed and the engine shall be operated until it stops. Valves shall remain closed while the vehicle is in-doors.
      2. The hot lead of the battery shall be disconnected.
      3. Dual-fuel vehicles equipped to operate on gasoline and CNG or LP-gas shall comply with this section and Sections 2414.2 through 2414.5.3 for gasoline-powered vehicles.

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

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