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OAS Toronto Exhibitor Manual

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

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 Henry Gonzalez Convention Centre, on Friday September 23, 2022, at noon and management will be available to assist you for the duration of the Show.

Table of Content

GENERAL INFORMATION

Show Location

Henry Gonzalez Convention Center
Hall 4B
900 E Market St,
San Antonio, TX
78205

Show Dates & Times

Saturday, September 24, 2022 | 11:00 am – 5:00 pm
Sunday, September 25, 2022 | 11:00 am – 4:00 pm

Exhibitor Move-in Times

Friday, September 23, 2022 | 12:00 pm – 6:00 pm

Exhibitor Move-Out Dates & Times

Sunday, September 25, 2022 | 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

Lori Tabrizi
905 247-8108 or (800) 891-4859 Ext 284
Email: lori@nationalevent.com

Director of Operations

Dina Latina
905 477-2677 or (800) 891-4859 Ext 224
Email: dina@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: September 4, 2022

If you require audio-visual equipment in your booth, please fill out the form below and return it to:

Encore
Art Parras
Email: Art.Parras@encoreGlobal.com

AUDIO VISUAL ORDER FORM

BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: September 12, 2022

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

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

BOOTH CLEANING ORDER FORM

PAYMENT FORM

BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: September 12, 2022

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.

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

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

DISPLAY LABOUR ORDER FORM

PAYMENT FORM

Electrical

BOOKING DEADLINE: September 03, 2022

Electrical is not supplied to your booth. If you require an electrical hookup, follow this link and sign in to place your order online.

If this is your first-time ordering, please create an account. Please make note of your login and password information.

If you would prefer, please fill out the ELECTRICAL ORDER FORM and return it to sanantonio@edlen.com

If you have any questions, please contact:

Edlen
210-662-9450
sanantonio@edlen.com

ONLINE ORDERING LINK
ELECTRICAL ORDER FORM 

Exhibitor Badge

BOOKING DEADLINE: September 2, 2022

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

Exhibitor Parking

The facility does not provide parking. Limited daily parking for a fee is available at various surface parking lots and garages adjacent to the facilities. 

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

The Federal ID Number for the venue is 74-6002070. You will require this number to clear customs.

Food Sampling

SUBMISSION DEADLINE: August 24, 2022

If you are planning on sampling food or beverage products in your booth, there are necessary steps you must take. Please send a copy of your completed forms to lori@nationalevent.com . Food samples are limited to a 2 oz. portion and non-alcoholic beverage products to 4 oz. container.

  •  Samples are limited to 2oz portions and 4oz non -alcoholic samples.

Send your completed form to lori@nationalevent.com

FOOD VENDOR APPLICATION

FREE ADMISSION PASSES

Raise awareness of your franchising initiatives and increase traffic to your booth by distributing  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 .jpeg, .eps, or .pdf format to Lori Tabrizi  lori@nationalevent.com

Hotel

BOOKING DEADLINE: August 25, 2022

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 $255+ taxes and fees for single or double occupancy at The Marriot Rivercenter

The San Antonio Marriott Rivercenter
101 Bowie Street,
San Antonio, TX
78205

Reservations may be made by calling 1-800-468-3571 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.

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.

Lead Retrieval System

We offer a 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 emily@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

Loading Docks

Loading dock address: 237 Tower of Americas Way, San Antonio, TX 78205

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.

Move-in Instructions

Move -in Times:          Friday September 23, 2022        12:00 pm – 6:00 pm

  • All exhibitors must officially register before setting up.  
  • 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 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 September 25, 2022        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 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

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

FIRE REGULATIONS
EMERGENCY PROCEDURES

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 ex: 224) 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 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.

SHIPPING & DELIVERIES

Shipping Direct To Show: Friday, September 23, 2022

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.

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
Tel: (859) 254-4112 or (800) 388-4112
Fax: (859) 253-9137
Email: LEX@shiphaulistic.com

TRANSPORTATION ORDER FORMS

Please address shipments to:
Company name Booth number
The Franchise Show
Henry Gonzalez Convention Center
Hall 4B
900 E Market St,
San Antonio, TX
78205

NOTE:
All exhibitors using HAUListic must-have booth materials packed and ready for pick up at the loading dock. Do not leave your Booth Materials shipment in your booth. Please provide our sales staff onsite with your paperwork before leaving the show site.

Pre-Show Shipping


If you reqiure pre-show shipping please note that Haulistic no longer offer this service. To request a quote please contact our show decorator:

Coast to Coast TSS, INC
exhibitservices@coasttocoasttss.com
303-991-2791

Freight may arrive from Wednesday, August 24 to Wednesday, Septmeber 21st.
Receiving hours: 8:00am – 4:00pm

Please address shipments to:
Coast to Coast TSS, Inc.
827 Ave. H East
Suite 215
Arlington, TX 76011

ADVANCED WAREHOUSE LABLES 

 

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

PRE-SHOW BOOKING DEADLINE: September 12, 2022

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 and Booth Carpet: Salt & Pepper

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 Inc.
Tel: 303-991-2791
Fax: 303-991-2794
Email: exhibitservices@coasttocoasttss.com

DECORATOR ORDER FORM

PAYMENT 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. Speak to your sales rep for more information.

Telephone / Internet / WIFI

PRE-SHOW BOOKING DEADLINE: September 2, 2022

Please Note: This venue only has paid WIFI.

If you require a telephone or Wireless Internet, please see attached forms for ordering and instructions.

If you have any questions please contact:
Smart City
888-446-6911

INTERNET SERVICE
WIRELESS ORDERING INSTRUCTIONS

Vehicles on Show Floor

APPROVAL DEADLINE: August 23, 2022

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact lori@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.

Motorized vehicles must:

  • Contain no more than ¼ tank of fuel or 5 gallons of fuel, whichever is less
  • Have a locking gas cap
  • Have battery cables disconnected and taped
  • Motorized vehicles cannot be moved during event hours.

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

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