Exhibitor Checklist 
What to do and when to do it...
PLEASE NOTE: Double-check the dates for these services by going to the forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below. The responsibility lies with the exhibitor.
| To Do or To Order |
Order By or
Submit By* |
Visit Section for Details |
| Double Deck & Covered Display Blueprints |
Dec 1, 2009 |
General Information |
| Lighting Truss Rigging Plot Diagram |
Dec 1, 2009 |
General Information |
| Hotel / Travel |
|
Hotel / Travel |
| Commitment to use an EDC |
Dec 21, 2009 |
Exhibitor Designated Contractors |
| Shipments to Advance Warehouse |
Not before
Dec 28, 2009
Not after
Jan 19, 2010 |
General Contractor |
| Off-Target Request |
Dec 31, 2009 |
General Contractor |
| Telephone / Internet |
Jan 4, 2010 |
Facility/Utilities |
| Electric |
Jan 4, 2010 |
Facility/Utilities |
| Exhibitor Badges |
Jan 4, 2010 |
Exhibitor Badges/
Lead Retrieval |
| Booth Security |
Jan 7, 2010 |
Official Contractor |
| New Generation Furnishings |
Jan 8, 2010 |
General Contractor |
| Modular Rental Exhibits |
Jan 8, 2010 |
General Contractor |
| MIS Accessories |
Jan 8, 2010 |
General Contractor |
| In-Booth Forklift |
Jan 8, 2010 |
General Contractor |
| Custom Signs |
Jan 8, 2010 |
General Contractor |
| Panels |
Jan 8, 2010 |
General Contractor |
| Booth Carpet |
Jan 8, 2010 |
General Contractor |
| Custom Furnishings |
Jan 8, 2010 |
General Contractor |
| Classic Furnishings |
Jan 8, 2010 |
General Contractor |
| Audio / Visual Rental |
Jan 8, 2010 |
Official Contractor |
| In Booth Sales Meeting Request |
Jan 11, 2010 |
General Information |
| Computer Rental |
Jan 23, 2010 |
Official Contractor |
| Shipments Direct to Show Site |
Accepted ONLY
Jan 22, 2010,
Jan 25 – 27, 2010 |
General Contractor |
*Discounts May Apply
The following have no deadlines but the sooner you order the better...
Move-In, Show & Move-Out Hours:
The 2010 PGA Merchandise Show is a targeted show. Check back in November for a link to the color-coded target floorplan which will give you your specific targeted time for move-in. Targeted move-in is for delivery of freight; you do not have to begin construction of your booth on your target date/time, but your freight shipment(s) should be at the convention center on that date and time. Obviously, your booth installation cannot begin until your freight is delivered and any utilities you need have been installed, so be certain to order these in advance of move-in. Keep in mind, your target date & time applies to when your shipment(s) must be received by – it does not mean you must begin to set-up your booth at that time. New for 2010 – the OCCC will be dark on Saturday, January 23, 2010 and Sunday, January 24, 2010. No one will be admitted, and no work will be allowed these two (2) days. See immediately below for 2010 move-in dates & hours.
| Friday, January 22 |
8:00am – 8:00pm |
Targeted Exhibitors ONLY* |
| Saturday, January 23 |
HALL IS DARK – NO WORK PERMITTED |
| Sunday, January 24 |
HALL IS DARK – NO WORK PERMITTED |
| Monday, January 25 |
8:00am – 8:00pm |
All Exhibitors |
| Tuesday, January 26 |
8:00am – 8:00pm |
All Exhibitors |
| Wednesday, January 27 |
8:00am – 8:00pm |
All Exhibitors |
*Print the Off-Target Request Form as a PDF
OVERTIME CHARGES APPLY to any work performed before 8:00am and after 4:30pm on weekdays and anytime on Saturday and Sunday.
Exhibitors are reminded that during move-in, display materials/products will be allowed to enter the OCCC via loading docks and designated entrances ONLY. After 5:00pm on Tuesday, January 26, 2010, exhibit materials may only enter the floor by means of hand-carry OR Caddie Service.
Removal of excess trash/debris in the aisles AFTER 8:00pm, Wednesday, January 27, 2010, will be billed to the exhibitor(s) responsible for creating such excess trash/debris. The Fire Marshal will not permit the show to open if there are any boxes, cartons, visqueen, packing material, etc. in the aisles.
To facilitate the installation and cleaning of aisle carpet during move-in, all exhibits shipped via crate MUST have all crate contents unpacked by 5:00pm, Tuesday, January 26, 2010. All crates must be empty and labeled for removal no later than 11:59pm, Tuesday, January 26, 2010. Empty crates will be stored and returned to the booth at the close of the show, as outlined in Dismantling and Move-out Hours.
Show Dates & Hours:
| Thursday, January 28 |
8:30am – 6:00pm |
| Friday, January 29 | 8:30am – 6:00pm |
| Saturday, January 30 | 8:30am – 3:00pm |
*Badged exhibitors will have access to the Exhibit Hall at 7:00am each Show morning.
Dismantling & Move-Out Hours:
| Saturday, January 30 | 3:01pm – 10:00pm |
| Sunday, January 31 | 8:30am – 6:00pm |
| Monday, February 1 | 8:30am – 3:00pm |
Exhibits officially close at 3:00pm, Saturday, January 30, 2010, at which time Freeman will begin removing aisle carpet. Please facilitate this effort by keeping the aisles around your booth clear until the aisle carpet has been removed. No exhibits or display may be dismantled, packed or removed in whole or in part before the official close of the show on Saturday, January 30, 2010 at 3:00pm.
Following removal of aisle carpet, delivery of empty crates and containers will begin. It is estimated that cardboard boxes will be returned by 9:59pm, Saturday, January 30. Crates will be returned to booths and full freight operations will begin by 8:00am, Sunday, January 31.
Although security measures are in place after the show closes, ultimate responsibility for the security of product rests with each exhibitor. Safety containers are available through Freeman and security staffing is available through Century Security. To print the security order form, click here to download a PDF file. All product MUST be removed from the show floor by 10:00pm, Saturday, January 30, 2010. A secure storage area located in Room 223 will be available for all exhibitors on a first come, first serve basis at the close of the show. Product left overnight in this room must be removed no later than 11:00am, Sunday, January 31, 2010. Security will be provided at this location to safeguard items overnight on Saturday, January 30, 2010.
Make arrangements for someone to stay with your booth until it is completely packed, labeled and outbound Material Handling Agreements have been turned in at the Freeman Service Desk. Remember that trucks which have checked into the Marshalling Yard WILL NOT be dispatched to a loading dock for your materials unless the outbound Material Handling Agreement has been turned in at the Exhibitor Service Center.
In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall at any time during move-in and/or move-out, including infants. There will be no exceptions.
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Show Information (A-Z Guide)
Age Restrictions:
In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall during move-in or move-out. There will be no exceptions. Children of any age are admitted during Show hours on Show Days ONLY; during that time, those 12 or over must be badged.
Audio Visual:
Freeman Audio Visual Solutions is the official audio/visual services. Visit Freeman to place your online order(s). They will maintain a full staff on site.
Booth Furnishings:
Booth equipment, services, furnishings and more are available through the Official General Contractor, Freeman. Visit Freeman to place your online orders. To take advantage of the advance discount pricing on Freeman services, place your orders by January 8, 2010. Please be sure to indicate your booth number on all orders
Bulk Sale of Your Booth:
In the event you sell a portion or all of your booth's merchandise to an outside retailer who wishes to remove same at the close of the show, the retailer must contact Freeman at the Exhibitor Service Center PRIOR TO 10:00am, Saturday, January 30. They will receive special instructions on how to remove the merchandise they've purchased from your company at show close, 3:00pm, Saturday, January 30, 2010.
Catering:
Centerplate has exclusive rights to all catering in the facility. Download and view Centerplate's menu selections and order form.
Cleaning:
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 – you may order these services from Freeman. Visit Freeman to place your order. Show Management will only provide vacuuming the evening of Wed., January 27, 2010, for booth carpet ordered thru and/or provided by Freeman. Should you want vacuuming on any remaining show evenings, and/or your carpet was NOT provided by Freeman, you must submit an order with Freeman for this service.
Computer Rental:
NMR Staging & Events is the official computer supplier. They will maintain a full staff on-site for all of your computer needs. Download NMR's order form as a PDF file.
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 and Return:
Empty crates will be removed to storage during move-in 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. All crates must be removed from the floor by 11:59pm, Tuesday, January 26, 2010. Empty labels may be obtained at the Exhibitor Service Center located on Level 1 at the base of the ramp.
Display Rules & Regulations:
The Rules & Regulations Handbook, specifies what an exhibitor can and cannot do with its booth space. These 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. Click here to download the Rules & Regulations Handbook as a PDF.
Electrical:
All electrical work will be done exclusively by Orange County Convention Center electricians. Visit OCCC Exhibitor Services to place your online order(s).
Exhibitor Registration:
Exhibitor staff personnel wishing to enter the exhibit floor must wear an Exhibitor Badge at all times. Click here to download the Exhibitor registration form as a PDF file. Click here to download the Independent Rep/Distributor registration form as a PDF file, OR, visit PGA Show to register for your badges online.
Exhibitor Booth Services / Show Colors:
Each non-island display booth will be furnished with one (1) 8' high backwall drape and two (2) 3' high side rail drape. Drapery color, alternating with white panels, is dependent upon product grouping: Forest Green for Golf Equipment, Burgundy for Golf Products and Services, and Blue for Golf Apparel. Each booth, up to 400 square feet, will also include one (1) wastebasket; one (1) additional wastebasket will be provided for every additional 400 square feet. A mid-day waste pick-up will be provided on the first two Show days (Thursday – Friday).
Exhibitor Service Center On-Site:
Freeman will maintain an Exhibitor Service Center located on Level 1 at the base of the ramp 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 dates and hours of operation.
All on-site inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibit.
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 and Safety Regulations:
The Orange County Convention Center has very specific fire regulations/restrictions and permit requirements regarding display material within the exhibit hall. Click here to download the OCCC Fire and Safety Regulations as a PDF file.
Floral/Plant Rental:
Organized Jungle is the official florist. A service representative will be available on-site. Click here to download the floral order form.
Full Swing Demonstrations:
Please review the specific policies and procedures in the Rules and Regulations Handbook in this section of the manual.
Hospitality in Your Booth
If you wish to host a hospitality function in your assigned booth space, please download and submit a completed Approval of After-Hours In-Booth Hospitality form.
Hotel/Travel Discounts:
For discounted rates on hotel, airline and car rental, call the PGA Travel Desk at 1-800-PGA-EXPO (1-800-742-3976), 312-527-7300, or visit us at PGA Travel Desk.
International Shipping:
TWI Group, 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. Download international shipping and customs information.
Labor Regulations:
Orlando 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 General Contractor section. If you have any further questions or would like a quote for labor services, you may contact Freeman directly at 407-816-7900. Click here to download labor regulations.
Exhibitors using contractors other than Freeman for labor and/or supervision must register the EXHIBITOR DESIGNATED CONTRACTOR with Show management by completing the online appointment form found by clicking EDC form link prior to December 21, 2009. NO EXCEPTIONS CAN BE MADE AFTER THIS DATE.
Lead Retrieval Systems:
Download all lead retrieval selections and order 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 be sure 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.
Material Handling (Drayage) Services:
Freeman is the exclusive material handling provider on the exhibit floor. They will receive all shipments, whether consigned in advance to their warehouse, or sent directly to the Orange County Convention Center. Material handling includes return of your empty cartons and crates at the close of the Show. New for 2010, Reed and Freeman have partnered to offer all exhibitors an additional 10% discount on all material handling services ordered and paid for before January 8, 2010, the advance order discount deadline. This form and payment will only be accepted from exhibitors; exhibitor-designated contractors may NOT submit this form and/or payment. Visit Freeman to place your material handling order, OR, download the prepaid material handling order form.
Meetings in Your Booth:
If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Debbie Carbia, Operations Manager at 203-840-9572 or email dcarbia@reedexpo.com by January 11, 2010. PLEASE NOTE: All attendees and booth personnel must have a badge to enter the exhibit hall.
- A letter requesting early access to the Show floor for non-exhibitor personnel. Please state the exhibiting company, company contact with phone and e-mail, and booth number.
- List the non-exhibitor personnel and type of badge they will be wearing.
- State the time and date of the meeting.
- State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth.
- Access to the floor during non-show hours will be denied unless Show Management receives this written request in advance.
Meeting Room Availability:
There are a very limited number of meeting rooms available for exhibitor use during move-in ONLY and are first come, first serve. Download the meeting room request form. Please complete and return this form as instructed at the bottom of the form.
If you require meeting or hospitality space at an official hotel, download the hotel meeting space request form. Please complete and return this form as instructed at the bottom of the form.
No Smoking Policy:
Smoking is prohibited in all areas of the OCCC at all times by Florida law.
Parking:
There is limited on-site parking available at the OCCC. There is a parking fee charged per entry to the lots. Overnight parking IS STRICTLY PROHIBITED and violators will be towed at owner’s expense. Off-site parking is available on Show days only, with complimentary shuttle service to the OCCC. If you are staying at an official hotel, other than the Rosen Centre, Rosen Plaza or The Peabody Orlando, it is highly recommended that you utilize the complimentary shuttle bus service from the hotels to the OCCC on show days. Download exhibitor parking information.
Photography:
Oscar/Einzig Photography is the official photographer. Download the photography order form.
POVs / Self-Unloaders/Loaders:
Refer to the Shipping section of this manual for a definition of what qualifies as a POV/self-unloader/loader, dates, times and location for delivery and pick-up.
Security:
Century Security is the official security company. Download the booth security order form.
Show Management will provide perimeter security personnel on a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent loss, however the final responsibility for booth contents lies with the exhibitor. If you have items in your booth that are vulnerable to theft, take them with you when you leave the building for the day.
Shipping:
Refer to the Shipping section of this manual for information on your shipping options. Advance warehouse shipments must be delivered between Monday, December 28, 2009 and Tuesday, January 19, 2010. Download an advance warehouse label. Show site deliveries will only be accepted on Friday, January 22, and Monday – Wednesday, January 27, 2010. SHIPMENTS WILL NOT BE ACCEPTED ON SATURDAY, JANUARY 23 AND/OR SUNDAY, JANUARY 24, 2010. Download a show site shipping label. View and download marshalling yard hours, driving directions and map now.
Show Office:
The Show Office, located in Room W315 of the OCCC, will be staffed and operational as follows:
| January 22 |
8:00am – 6:00pm |
| January 25 – 27 | 8:00am – 6:00pm |
| January 28 – 30 | 7:00am – 6:30pm |
| January 31 | 8:00am – 5:00pm |
| February 1 | 8:00am – 11:00am |
Shuttle Buses:
Complimentary shuttle bus service will provide exhibitors and attendees with transportation between official hotels and the OCCC daily, beginning Thursday, January 28 through Saturday, January 30. Shuttle service will NOT be provided from the Rosen Centre, Rosen Plaza or The Peabody Orlando. Airport shuttle service is available from the OCCC to Orlando International Airport, Saturday, January 30, 2010, from 1:00pm – 4:00pm only. Airport bound buses will depart on the hour and half-hour.
Sound Levels:
Sound level of presentation 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. See the Rules & Regulations Handbook in this section of the manual for specifics on decibel levels and enforcement.
Telephone Services / Internet Lines:
All telecommunication services including internet lines will be handled through Smart City Networks. Visit them at Smart City to place your order(s). Be sure to order by the advance order discount deadline of January 4, 2010 for the best pricing.
Vendor Invoices:
Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from official show 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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Show Management Contacts
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