WESTERN · effective marketing presentation. This Exhibitor ServiceKit contains order forms and...

Phone (510) 430-0510 FAX (510) 430-0511

WESTERNEVENT SERVICE1970 Williams Street ~ San Leandro, CA 94577

EVENT & CONVENTION SERVICES • THEME DECOR • SET DESIGN & PRODUCTION

Northern California Independent Booksellers Association

Hyatt Regency Burlingame September 20 – 21, 2019

MEMO TO ALL EXHIBITORS Western Event Service is pleased to have been selected to serve as the Official Service Contractor for this show. In this capacity we will assist you in every way possible to promote a successful and effective marketing presentation. This Exhibitor Service Kit contains order forms and information for your use. Please examine them carefully and return the order and payment forms to [email protected] . To avoid 30% or higher late charges, all orders must be received at least 2 weeks prior to the show install date. Full payment must be included with the order to take advantage of pre-order prices.

For each Exhibit Table purchased from NCIBA you will be provided with a free 6’ x 30” with tablecloths (no table skirt) and two chairs.

SHOW HOURS Exhibitor Move-in Show Hours

Exhibitor Move-out

9:00 am – 2:30 PM, Friday, September 20th 2:45 pm – 4:45 PM, Friday, September 20th 3:15 pm – 5:45 PM, Saturday,September 21st 5:45 pm – 7:45 PM, Saturday,September 21st

DECORATOR UNION INFORMATION: In order to conform to union contract rules and regulations, it will be necessary for all exhibitors to utilize qualified union personnel for all display installation and dismantle labor, as well as all material handling during the show. The handling or setting out of merchandise that is to be displayed does not require union labor and may be done by the exhibitor. In addition, the installation or dismantle of an exhibit, which does not require the use of tools, or more than one person and which can be completed in 30 minutes or less, may be performed by the Exhibitor.

TEAMSTER UNION INFORMATION Union regulations do not allow Exhibitors the use of hand trucks, dollies or push carts while on the show floor without teamster assistance. See Item #2 on Exhibitor Move-In Procedures. Exhibitors may hand carry items in and out of the show only through specially designated doors and are limited to what one person can carry in one trip per Exhibitor.

INSURANCE Neither Show Management, any Show Management Contractor, or the facility assumes responsibility for any merchandise or display material which may become lost, stolen or damaged, under any circumstances. You must carry your own insurance to protect your property.

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mailto:[email protected]

Northern California Independent Booksellers Association Memo To All Exhibitors

SHIPPING INFORMATION: YRC Freight Service will be the preferred carrier for this show. Western Event Service & YRC Freight Service will have priority at and control of the loading dock at all times.

Do not ship your advance freight directly to the Hyatt Regency. They are unable to accept and store Advance Exhibitor Freight and will likely refuse Exhibitor Freight unless delivered on the show move-in date(s). Western Event Service will be required to locate this freight and deliver it to your booth. There is an additional charge for this service over and above our normal rates. Bellmen will not be allowed to accept and/or deliver any freight to your booth.

With the short time frame available for move-in, and the limited loading facilities, we strongly suggest that all freight be sent to the advance warehouse to be included with our delivery to the show. Freight and exhibit material sent in this manner will be ready and waiting for you in your booth space at your scheduled move-in time.

The last date that we can receive Advance Freight for this show is Tuesday, September 18th .

Please mark all Advance Freight Shipments as follows-

Freight that arrives at our Warehouse after 9/11/19 will be accepted, but will be subject to additional “Late Freight” handling charges as outlined on the attached rate sheet. During the show, the staff at our Service Desk on the show floor will be happy to answer any questions

you may have and to help with any problems that may arise concerning decorating, electrical or freight. We will be on hand at the close of show to assist with your outbound freight arrangements. If we can be of further help at this time, please feel free to call us at (510) 430-0510.

TO- NCIBA 2019 FOR- Exhibitor Name Booth #

c/o- Western Event Service 1970 Williams Street

San Leandro, CA 94577

TO ARRIVE NO LATER THAN: 09/18/19

All orders, including labor and material handling must be paid prior to close of show. We will accept check or credit card. Exhibitor must advise our service desk immediately of any services not performed satisfactorily.

Please visit us at www.WesternEventService.com for additional information.

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http://www.westerneventservice.com/

Booth #

Exhibitor Company: __________________________________________ Tel.: _____________________ Date: ___________

Address: _____________________________________________________________________________________________

By (Signature): _____________________________________ Print Name: ________________________________________

Contact Person E-mail Address: __________________________________________________________________________

PAYMENT

THIS FORM, ALONG WITH YOUR PAYMENT (CHECK OR CREDIT CARD INFORMATION), MUST BE RETURNED TO US TO ENSURE PROCESSING OF YOUR ORDER.

PAYMENT IN FULL of all rental, service and labor charges must accompany your orders to qualify for ADVANCE ORDER rates. All orders must be received at least one weeks prior to move-in, including payment, to qualify for Advance Order rates. All orders received without payment will be collected at the show and will be charged at LATE ORDER rates. All orders placed at the show are due and payable at the time the order is placed. Show site orders may be paid by check or credit card.

PHONE ORDERS NOT ACCEPTED – PLEASE EMAIL TO [email protected] or FAX ORDERS TO US AT (510) 430-0511

PLEASE TOTAL YOUR ORDER HERE:

FURNITURE $________ ELECTRIC $________ LABOR $________

CARPET $________ CLEANNG $________ PLANTS $________

FREIGHT $________ AV EQUIPMENT $________ __________ $________

NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW! TOTAL DUE $____________ THE LAST DATE WE WILL HONOR THE ADVANCE ORDER PRICING FOR THIS SHOW is September 6th .

Check Enclosed for Total Amount Due Check: # ________________ Amount: $______________

IF PAYING BY CREDIT CARD, PLEASE COMPLETE THE FOLLOWING:

CHARGE TO: Am Express Discover Card Master Card Visa

Account Number Expiration Date

Security Numbers printed on rear of card

Please Print: Cardholder's Name: ______________________________________________ ____________

Cardholder’s Billing Address: __________________________________________________

City: _____________________________________ State: ________ Zip: ______________

Phone: ___________________________________ Fax: ________________________________

Cardholder's Signature: _______________________________________________ Date: __________________

UNLESS ADVISED OTHERWISE, WE WILL USE THIS AUTHORIZATION TO BILL YOUR ACCOUNT FOR ADDITIONAL GOODS OR SERVICES INCURRED DURING THIS SHOW. EXHIBITOR MUST ADVISE SERVICE DESK OF ANY DESCREPANCIES PRIOR TO THE CLOSE OF SHOW.

Use this account for additional services at this show. No additional people are allowed to sign on this account. The Cardholder hereby authorizes the following people to sign on the above account for any additional charges

incurred at show site: ___________________________________ _ _________________________________.

1970 Williams Street San Leandro, CA 94577 (510) 430-0510 FAX (510) [email protected]

Return Copy

NCIBA 2019 Hyatt Regency

Burlingame September 20 – 21, 2019

WES TERN EVEN T SER VICE

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WESTERNEVEN T SER VICE1970 Williams Street – San Leandro, CA 94577 Phone (510) 430-0510 FAX (510) 430-0511

CONVENTION SERVICE · SPECIAL EVENT DECOR · SET DESIGN · PRODUCTION

NCIBA 2019 Exhibitor Move-in & Move-out Procedures

In response to questions about move-in procedures, to address Exhibitor concerns and to expedite the move-in and move-out of your exhibit materials, the following information explains the current rules and regulations for the show. In order to complete this process in the fastest and easiest manner, we ask that you follow these guidelines.

1. Exhibitor move-in will be from 9 am- 2:30 p.m. Friday, September 20th. All Exhibitors aresubject to material handling charges as outlined on the included rate sheet.

2. In order to better accommodate those exhibitors with one or two display tables, we are offeringan assisted Valet Service (POV) for moving your materials into the show. Teamsters will assistyou in loading a 3’ x 5’ flat cart that will hold 10 to 20 boxes (depending on size) and deliverthe materials to your space at the rate of $85.00 per trip. This is a round trip service to moveyour materials back to the loading dock at the close of the show.

3. For those Exhibitors who have small amounts of materials that can be hand carried into theExhibit Hall (please note that hand carried materials are limited to what can be carried by oneperson in one trip, per display table) access is available only through the parking garageelevators.

4. No vehicles can be left unattended. Someone must remain with your vehicle and be able tomove it as soon as it is unloaded. If you would like to accompany your materials to your boothor display table, please be sure to have someone with you who can move your vehicle once itis unloaded.

5. Due to the limited access at the loading dock and in recognition of the fact that everyone tendsto arrive at the same time, we would appreciate your patience while waiting for your turn.

6. At the close of the show, we will issue a Dock Pass to those Exhibitors who have theirmaterials packed and ready for load-out on a first come first served basis. No vehicles will beallowed in line without a dock pass.

7. If you have any questions about the procedures please feel free to call the Western EventService at (510) 430-0510.

Thank You – We look forward to seeing you at the show.

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Trade Show Freight Service Options & Rates Per 100 Lbs. (cwt)

1. This service includes unloading the trade show freight once it has arrived at the Advance Warehouse,transporting the goods to the trade show booth space, removing empty shipping items, temporarily storingempty shipping items during the show, returning empty shipping items once the show is over, transferring thefreight back to the loading dock, and loading the items into your selected carrier at close of show. Shipmentswill be stored up to 30 days prior to set-up date. Freight must arrive on or before September 18th to takeadvantage of this rate. Freight that arrives after this date will be assessed additional charges as outlined in #4below. THERE IS A 200 POUND MINIMUM ($152.00) for this service.

$76.00

2. This service includes Show Site receipt of common freight and crated exhibits at exhibit hall (duringinstallation period only), unloading, delivery to booth, and return to loading dock for forwarding via yourselected carrier at close of show. THERE IS A 200 POUND MINIMUM ($160.00) for this service.

$80.00

3. A Small Package rate is available for four pieces up to 100 lbs total weight. Any additional items will be billedat the $76 per cwt charge. $25.00

4. Shipments consigned to our warehouse, which arrive after our published receiving cut off date ofSeptember 11, 2019, or which arrive without proper identification or paperwork on file, will be assessed anadditional surcharge per CWT.

$12.00

5. For handling of uncrated, padded van, or specialized equipment, additional per CWT. $18.00

6. Outbound FedEx Express or UPS package handling (per destination). $25.00

7. For delivery of shipments, at close of show, back to our warehouse for loading to outbound carriers, THEREIS A 500 POUND MINIMUM FOR THIS SERVICE ($100.00). $20.00

Special Services Straight Time Overtime

8. Valet service ( POV) provides for 1 worker and a 3’ x 4’ flat cart and one round trip fromloading dock to exhibitor’s booth and return to dock at close of show. $85.00 per round trip

9. Material Handler. $94.00 $152.00

10. 3,000 lb. Forklift with driver (per hour, 1 hour minimum). $144.00 $196.00

11. Crate or pallet banding and or shrink wrapping (per hr plus material). $94.00 $152.00

Insurance: Neither show management, any show management contractor or the facility assumes responsibility under any circumstances for any merchandise or display material which may become lost, stolen or damaged. You must carry your own insurance to protect your property.

NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW!


FREIGHT HANDLING SERVICE CHARGES

Return Copy

NCIBA 2019 Hyatt Regency, Burlingame

September 20-21, 2019 WES TERN EVEN T SER VICE

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Reduce Your Material Handling Costs


♦ By sending small packages together as one shipment instead of separately, you will save considerably on yourmaterial handling charges.

♦ Each time we receive a shipment, you will be charged for the listed minimum per shipment, even if the items weighless than the minimum (daily multiple shipments will be combined).

♦ The examples below show the RIGHT and WRONG ways to ship your materials. The dollar amounts, rates andminimums are for example only. Please see the “Freight/Material Handling Rates” form enclosed with thisinformation for the correct rates and minimums for this show.

♦ A Small Package rate is available for four pieces up to 100 lbs total weight. Any additional items will be billed at the $76 per cwtcharge.

RIGHT WAY Freight Received By

09/18/19 345 lbs @ $76.00 per cwt* with a 200 lb. Minimum = $304.00

Total 345 lbs Total Freight Handling Charges $304.00

WRONG WAY Freight Received By

09/18/19 130 lbs @ $76.00 per cwt* with a 200 lb. Minimum = $152.0009/18/19 143 lbs @ $76.00 per cwt* with a 200 lb. Minimum = $152.0009/18/19 72 lbs @ $76.00 per cwt* with a 200 lb. Minimum = $152.00

Total 345 lbs Total Freight Charges $456.00

*cwt = 100 lbs.

*cwt = 100 lbs.

Please fill out and return the “Order for Freight Handling Service” form along with Payment Form (required) and forward a copy of your outbound

Bill of Lading (if possible).. . . . . . .

Take advantage of our free 30 days of advance freight storage. Ship early to ensure the safe and timely arrival of your materials.

. . . . . . . Be sure to INCLUDE PAYMENT FORM - C.O.D. shipments will not be

accepted! 6

Please complete and return this form even i f you will not be sending freight for the show! Be sure to use the below format for the Shipping Label.

Exhibitor: No freight will be sent.

Carrier: Ship Date:

Number of Pieces: Largest Piece:

Total Estimated Weight of Shipment: Tracking (Pro) Number:

Shipped From:

To arrive at: Advance Freight Whs. Show Site Expected arrival date: / / 2019

Advance Freight Total Estimated Weight: lbs. @ $ 76.00 per CWT ($152.00 minimum) = $

Show Site Freight Total Estimated Weight: lbs. @ $ 80.00 per CWT ($160.00 minimum) = $

Extra Services: Late Freight Valet Service (POV) Forklift ___________________________ = $

Total Freight Charges = $

Advance Freight Western Event Service Shipping Label Format-NCIBA 2019 Shipping Address- 1970 Williams Street

San Leandro, CA 94577 Exhibiting Company Name Booth or Table Number

The last date we can receive Advance Freight for this show is: Wednesday, September 18th

Please fill out and return a completed Payment form along with this Order for Freight Handling Service.

Booth #


Order For Freight Handling Service

Return Copy


September 20-21, 2019

Outbound Shipping at Close of Show Exhibitor must complete outbound bill of lading prior to the close of show. Exhibit material or freight left without proper paperwork on file will be returned to the Official Freight Service warehouse at owners expense. Unless otherwise arranged, all shipments will be sent directly from show site at the close of show via the freight service specified by the Exhibitor. Exhibitors must make their own ship-out arrangements for any shipments being shipped out directly from show site by their own designated carrier(s). Any shipments not picked up by the end of dismantle will be sent via the freight service specified as the Official Freight Service for this show.

At the close of show, Exhibitor is responsible for making all freight ready for outbound shipment. Outbound shipment Bill of Lading must specify type of service and specific carrier selected, or one will be assigned. Unless using the Official Freight Service designated for this show, it is the Exhibitor’s responsibility to contact the carrier they have selected for their outbound shipment(s) and schedule their pick-up at the close of show.

Please be aware that any material left on the show floor remains your responsibility, until picked up by your designated carrier. Neither Show Management, Western Event Service or the Facility accepts any responsibility for any material left unattended on the show floor. Freight left on the show floor without proper instructions, will be returned to our warehouse and additional handling, transportation and storage charges will accrue.

Regardless of selected carrier, all outbound shipments must be written up on a Western Event Service Outbound Shipping Instruction form and returned to the Service Desk, prior to outbound handling.

NOTE: Advance or Show Site Freight received without completepaperwork on file, will be charged an additional $12.00 per CWT.


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1970 Williams Street San Leandro, CA 94577 (510) 430-0510 ~ FAX (510) 430-0511

Return Copy



Exhibitor Company: __________________________________________ Tel.: ___________________ Booth #: ___________

Address: ____________________________________________ City/St.: _________________________ Zip: ___________

By (Signature): ____________________________________ Print Name: ________________________________________

DISPLAY LABOR SKILLED DISPLAY LABOR FOR INSTALLATION AND DISMANTLING OF EXHIBITS

LABOR RATES: $ 96.00 per hour straight-time (One hour minimum per person) $144.00 per hour overtime (One hour minimum per person) $174.00 per hour double-time (One hour minimum per person)

Straight-time = Labor between 8:00 AM and 5:00 PM week days Overtime = Labor between 5:00 PM and 10:00 PM week days and 8:00 AM - 12:00 PM Saturday Double-time = Labor at all other hours.

O.K. TO PROCEED – Exhibitor need not be present, please begin as soon as possible. Western Event Service will proceed with your display set up unless instructed otherwise. Every effort will be made to set your display on straight time hours, unless move-in schedule does not permit.

Plans included with this order, proceed without exhibitor.

Plans with exhibit, proceed without exhibitor. Plans in case or crate: # ____________.

Executive supervision is available on request for an additional charge of 25% of the total labor charges.

DO NOT PROCEED – Exhibitor will call for labor and supervise workers. All work is to be performed ONLY under the supervision of the exhibitor representative:

Representative's name: __________________________ Local Phone Number:_____________________________

Exhibitor will check in at the service desk to pick up labor on Date: ______________ At: ________ AM PM NOTE: A minimum charge of one hour per person will apply, time will commence in accordance with exhibitors’ request.

LABOR ORDER RECAP Number of laborers to install on Straight-time: _________ X Estimated hours: ________ = _________ hours ST. Number of laborers to install on Over-time: _________ X Estimated hours: ________ = _________ hours OT. Number of laborers to install on Double-time: _________ X Estimated hours: ________ = _________ hours OT. Number of laborers to remove on Straight-time: _________ X Estimated hours: ________ = _________ hours ST. Number of laborers to remove on Over-time: _________ X Estimated hours: ________ = _________ hours OT. Number of laborers to remove on Double-time: _________ X Estimated hours: ________ = _________ hours OT.

Total ST Hours ______ X $ 96.00 = $ _________ + 25% supervision (if applicable) $__________ = $ ___________

Total OT Hours ______ X $144.00 = $ _________ + 25% supervision (if applicable) $__________ = $ ___________

Total DT Hours ______ X $174.00 = $ _________ + 25% supervision (if applicable) $__________ = $ ___________

Booth #

Total Due for Labor $ ______________


Hours will be billed in ¼ hour increments after the 1st hour. Your final invoice will be for the total hours actually provided.

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No. EQUIPMENT 1 DAY 2 DAYS 3 DAYS 4 DAYS TOTAL

20” Video Monitor with internal DVD player $ 60.00 $170.00 $150.00 $180.00 $

20” Video Monitor with internal VHS player $85.00 $170.00 $210.00 $255.00 $

20” Video Monitor $ 60.00 $120.00 $150.00 $180.00 $

27” Video Monitor $100.00 $200.00 $250.00 $300.00 $

35” Video Monitor $ 175.00 $350.00 $430.00 $525.00 $

VHS Player with Auto Repeat Function $50.00 $100.00 $150.00 $200.00 $

DVD Player $ 60.00 $ 120.00 $150.00 $180.00 $

15” Flat Panel XGA LCD Monitor $100.00 $150.00 $200.00 $300.00 $

18” Flat Panel XGA LCD Monitor $200.00 $3000 $400.00 $600.00 $

20” Flat Panel XGA LCD Monitor $300.00 $450.00 $600.00 $900.00 $

32” Plasma Display & Stand w/table stand $400.00 $600.00 $800.00 $1000.00 $

42” Plasma Display & Stand w/table stand $500.00 $750.00 $1000.00 $1,500.00 $

50” Plasma Display $600.00 $900.00 $1200.00 $1800.00 $

Plasma Floor Stand $75.00 $112.50 $150.00 $225.00 $

Sharp 1300 Lumen Projector $200.00 $300.00 $400.00 $600.00 $ AV Cart & Skirt - Height (circle one) - 34” 42” 48” 54” $ 20.00 $ 40.00 $ 50.00 $ 60.00 $

"This order for goods/services constitutes a contract of rental (Contract) between Western Event Services and customer designated below. The additional terms and conditions set-forth on the reverse side of this form are a part of this contract. The acceptance of your order is subject to all of the terms and conditions included therein, all of which are accepted by customer; it will supersede customer's order form or Purchase Order, if any."

PAYMENT POLICY: PAYMENT IN FULL IS REQUIRED ON ALL ADVANCE AND FLOOR ORDERS WHEN THE ORDER IS PLACED.

IMPORTANT NOTE: IF ELECTRICITY IS NOT PROVIDED AS PART OF YOUR BOOTH PACKAGE, YOU MUST ORDER ELECTRICAL SERVICE FOR YOUR AV EQUIPMENT.

1970 Williams Street San Leandro, CA 94577

(510) 430-0510 FAX (510) 430-0511

Booth # Return Copy



AUDIO VISUAL EQUIPMENT

EQUIPMENT TOTAL = $____________

FOR ORDERS PLACED LESS THAN TWO WEEKS PRIOR TO SHOW INSTALLATION OR FOR ORDERS PLACED AT THE SHOW, ADD 30% LATE ORDER SURCHARGE + $____________

DELIVERY + $ 50.00 TOTAL DUE = $____________

Exhibitor Company: ____________________________________________ Tel.: ______________________ Date: ___________

Address: _______________________________________________ City/St.: _________________________ Zip: ____________

By (Signature): ____________________________________ Print Name: ____________________________________________


Orders or changes placed at show may be subject to additional labor!

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1970 Williams Street San Leandro, CA 94577 (510) 430-0510 FAX (510) 430-0511

Booth # Return Copy

NCIBA 2019

Hyatt Regency, Burlingame September 20-21, 2019

ELECTRICAL

Exhibitor Company: ____________________________________________ Tel.: ______________________ Date: ___________

Address: _______________________________________________ City/St.: _________________________ Zip: ____________

By (Signature): ____________________________________ Print Name: ____________________________________________


ELECRICAL OUTLETS – Includes Labor for Install & Dismantle at Rear of Booth.

QUANTITY Pre-Order Standard ________ Single Outlet @ 500 Watts or less $108.00 $144.00 $__________

________ Single Outlet @ 501 – 1000 Watts $144.00 $170.00 $__________



ADDITIONAL ITEMS – Includes Electrical Service and Labor for Installation & Dismantle.

QUANTITY Pre-Order Standard

________ 150 Watt Floodlight on 8’ Stanchion $ 58.00 $ 76.00 $__________

________ Double 150 Watt Floodlight $ 72.00 $ 94.00 $__________

________ 3-Wire x 25’ Extension Cord $ 16.00 $ 20.00

$__________

Multi-outlet Power Strip $ 16.00 $ 20.00 $ELECTRICAL LABOR Where electrical labor is required for custom installations, the rate will be $98.00 per straight time and $142.00 per hour overtime (overtime rate applies to all labor performed other than 8:00 AM to 4:00 PM Monday through Friday). All orders that require service to be installed under carpet or to specific locations within the booth (other than rear center of booth) will require electrical labor. All work will start as soon as possible unless otherwise specified. There is a one (1) hour minimum for each worker.

INSTALLATION LABOR _____ workers for _____ hours @ $98/hr Straight time = $__________ _____ workers for _____ hours @ $142/hr Overtime = $__________

DISMANTLE LABOR _____ workers for _____ hours @ $98/hr Straight time = $__________ _____ workers for _____ hours @ $142/hr Overtime = $__________

OK TO PROCEED - Plans included with order ~ Plans with exhibit material in case # __________.

DO NOT PROCEED - Exhibitor will call for labor on date: _____ / _____ / 2019 @ _____ AM PM

All outlets will be installed on the floor at the rear of the booth. Outlets requiring 24-hour service will be billed at double the above rates. All wiring and electrical equipment must meet applicable local codes. Local codes allow no more than two connections per outlet for lighting service and one connection for utility outlets. There will be NO credits issued for services ordered and delivered, but not used by the Exhibitor.

NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW. STANDARD RATES WILL APPLY FOR ALL ORDERS NOT PAID IN FULL 2 WEEKS PRIOR TO SHOW.

Total Electrical $____________

Total Labor $____________

24 Hour Service $____________

TOTAL DUE $____________

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VALET SERVICE If you paid for our Valet Service to assist with the move-in of your materials, we will be available after the close of show to assist you with your move-out, on a first come first served basis. When you have your exhibit materials packed and ready, please bring your vehicle to the loading dock, and our representative at the dock will have your materials brought to your vehicle. NECESSARY OUTBOUND PAPERWORK An Outbound Bill of Lading must be prepared for each outbound shipment (except for Valet Service) that you have leaving from the show or for any materials returned to our warehouse for pick-up by your selected carrier. The Outbound Bill of Lading must be turned into our service desk prior to your leaving the exhibit area at the close of the show. DESIGNATED OUTBOUND CARRIER FOR THIS SHOW Yellow Freight Service has been chosen as the designated Outbound Freight carrier for this show and will be available to pick-up any outbound freight you may have directly from show site. EXHIBITOR SELECTED CARRIERS Should you prefer to use a carrier other than Yellow, you, the Exhibitor, are responsible to make the necessary arrangements for them to pick-up your materials at the close of the show. In the event your designated carrier fails to make the pick-up at show site during the designated break down time, Western Event Service reserves the right to force any shipment onto Yellow trailers in order to be able to clear the facility by the required deadline. As part of the material handling charges, we will gladly load other carriers, but we are not able to make pick-up arrangements on your behalf with other carriers. In order for us to be aware of your requirements, please be sure to complete and turn into the Service Desk an Outbound Shipping Information form, if you have not already done so one is attached. FEDERAL EXPRESS – Special Information Should you use Federal Express, Airborne or any other airfreight forwarder, it will be necessary for you to provide the appropriate shipping documents, with your account number clearly visible, and schedule the pick-up accordingly. If you would like us to deliver your shipment to FedEx, or should FedEx fail to pick-up your materials before the end of dismantle, we offer a service where for $25.00 per destination (regardless of the number of pieces in your shipment) your materials will be delivered to a local FedEx Shipping Center the next morning. Please sign up for this service at the Service Desk, prior to your leaving the show.

UPS – Special Information Should you wish to use UPS, it is required for you to provide and affix any necessary UPS shipping labels to each item being returned. When contacting UPS for the pick-up arrangements, either at the show site or at our warehouse, you must inform the Service Desk personnel of the arrangements along with confirmation numbers and a completed Bill of Lading. Standard Return to Warehouse charges (minimum $100.00) will apply for any materials returned to our warehouse for pick-up by UPS.

MATERIALS LEFT ON EXHIBIT FLOOR AT CLOSE OF SHOW Any materials abandoned without proper paperwork on file, or for shipments not picked up at the show site by your designated carrier, will either be forced onto Yellow or returned to our warehouse (our choice). Materials returned to our warehouse will incur a Return to Warehouse fee (minimum $100.00) along with storage charges when applicable. Carriers should arrive prepared with the company name, number of pieces, and destination for any shipment they have been designated to pick-up. All material handling, return to warehouse, and/or storage charges must be settled before a shipment will be released to any carrier.

1970 Williams Street San Leandro, CA 94577 (510) 430-0510 FAX (510) 430-0511

Outbound Shipping Procedures


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As an authorized representative of the company listed below, I have selected the following outbound carrier for our freight at close of show:

Official Freight Service (YRC Freight Service) designated for this show.

Exhibitor vehicle will pick-up at loading dock.

Exhibitor will hand carry their materials out of the show.

Exhibitor selected carrier will pick-up at show site:

______________________________________________ (Name of Exhibitor selected carrier)

Exhibitor must notify their selected carrier and request a pick-up for after the close of the show. In the event a selected carrier does not arrive at show site prior to the deadline for show dismantle (7:00 pm Saturday, September 21st) or should they refuse to accept any shipment, Western Event Service is authorized to:

RETURN MY SHIPMENT TO THEIR WAREHOUSE: The shipment(s) will be returnedto the warehouse for pick up by your designated carrier. The charges for returning the shipment to the warehouse are as follows:

$20.00 per CWT (hundred pounds) with a 500-pound minimum charge ($100.00). Please note that your shipment must be accompanied by a complete Bill of Lading.

REASSIGNMENT of CARRIER: Load my shipment onto the designated Official FreightService carrier for this show with freight charges to be marked COD.

PLEASE NOTE: Should an Exhibitor not provide the above information, all freight will be loaded onto the designated Official Freight Service carrier for the show.

Booth # 1970 Williams Street San Leandro, CA 94577 (510) 430-0510 FAX (510) 430-0511

Outbound Shipping Instructions

Return Copy


September 20-21, 2019 WES TERN EVEN T SER VICE

Exhibiting Company: ____________________________________________

Representative:_________________________________________________

Emergency Phone or Local Number:_________________________________

Outbound Freight Shipping Address: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

NOTE: It is the responsibility of the Exhibitor representative to fill out outbound Bills of Lading at the close of show and present them to the Exhibitor Service Desk prior to the end of dismantle. Freight left without proper paperwork on file will be returned to our warehouse and stored until proper information is received.

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ADVANCE WAREHOUSE FREIGHT From: __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

To WESTERN EVENT SERVICE 1970 Williams Street San Leandro, CA 94577

For NCIBA Exhibits 2019 Exhibitor: ____________________________________________

Booth No: ____________________________________________

To Arrive No Later Than 9/18/19

ADVANCE WAREHOUSE FREIGHT From: __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

To WESTERN EVENT SERVICE 1970 Williams Street San Leandro, CA 94577

For NCIBA Exhibits 2019 Exhibitor: ____________________________________________

Booth No: ____________________________________________

To Arrive No Later Than 9/18/19

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EXHIBITOR SERVICESCreate the ultimate brand experience with a sensory-rich environmentthat drives attendee interest.

PSAV® RepresentativeHyatt Regency San Francisco Airport1333 Bayshore Highway, Burlingame, CA 94010 office: 650.696.3040 email: [email protected]

©2019 PSAV. All Rights Reserved.

NAME OF CONFERENCE START DATE END DATE NO. OF EVENT DAYS

ORGANIZATION NAME ON-SITE CONTACT NAME ROOM/EXHIBIT BOOTH NO.

STREET ADDRESS CITY STATE ZIP CODE

TELEPHONE NUMBER DELIVERY DATE DELIVERY TIME PICKUP DATE PICKUP TIME

EMAIL ADDRESS ORDERED BY

AM PM

AM PM

ORDERING INSTRUCTIONS: To guarantee equipment availability and advanced-rate pricing, place your order at least 21 days prior todelivery. Prices are for exhibit floor only. All rental prices subject to a 20% markup if ordered day of. Operator labor, if requested, is subject to the prevailing hourly rate with a four-hour minimum. An electronic receipt will be emailed to you. The total charge per item is determined by multiplying the price by the quantity ordered by the days rented. Please include applicable Sales Tax on equipment rental.

P S A V W I L L C O N TA C T Y O U D I R E C T LY F O R PAY M E N T I N F O R M AT I O N . P R I C I N G I S P E R D AY.

MONITORS PRICE QTY DAYS TOTAL

20” Tabletop monitor $______ ____ ____ $________ 32” LCD monitor $______ ____ ____ $________

Dual-post stand Table stand Speakers 46” LCD monitor $______ ____ ____ $________



Dual-post stand Table stand Speakers

AUDIO EQUIPMENT PRICE QTY DAYS TOTAL

Wired handheld microphone $______ ____ ____ $________ Wireless microphone $______ ____ ____ $________

Handheld Lavalier Powered speaker $______ ____ ____ $________

Up to five people

4-channel mixer $______ ____ ____ $________

ACCESSORIES PRICE QTY DAYS TOTAL

DVD player $______ ____ ____ $________ Laptop $______ ____ ____ $________

PROJECTION PRICE QTY DAYS TOTAL

Tripod screen $______ ____ ____ $________ 5’ 6’ 7’ 8’

POWER PRICE QTY DAYS TOTAL

120V – 5 AMP (initial drop) $______ ____ ____ $________ 120V – 15 AMP (initial drop) $______ ____ ____ $________ 208V Single Phase – 20 AMP $______ ____ ____ $________ 208V Single Phase – 60 AMP $______ ____ ____ $________ 208V Three Phase – 100 AMP $______ ____ ____ $________ 208V Three Phase – 200 AMP $______ ____ ____ $________ 15’- 50’ AC cable (additional) $______ ____ ____ $________ Power strip (rated at 15 AMP) $______ ____ ____ $________

RIGGINGAll rigging requests should be placed using the Rigging Request Form.

CUSTOM ITEMS PRICE QTY DAYS TOTAL

Wireless mouse (slide advancer) $______ ____ ____ $________ Flipchart package (plain paper) $______ ____ ____ $________ Flipchart package (Post-it pad) $______ ____ ____ $________ _____________________________ $______ ____ ____ $________ _____________________________ $______ ____ ____ $________

SPECIAL REQUESTSPlease add any items not listed above that you require.

Form Submission – Email completed forms to: [email protected] Exempt Status – If you are exempt from payment of sales tax, we require you to forward an exemption certificate for the state in which the services are to be provided.Cancellations – Cancellations received within 48 hours of the scheduled delivery date are subject to a 50 percent fee applicable to equipment and tax. Cancellations received on the day of scheduled delivery or “no shows” are subject to the full amount of the order, including installation, drayage and tax.Labor and/or service charges may apply and/or loss damage waiver.

https://www.psav.com/riggingform

EXHIBITOR SERVICESCreate the ultimate brand experience with a sensory-rich environmentthat drives attendee interest.

PSAV® RepresentativeHyatt Regency San Francisco Airport1333 Bayshore Highway, Burlingame, CA 94010 office: 650.696.3040 email: [email protected]

©2019 PSAV. All Rights Reserved.

BOOTH DIAGRAM ORGANIZATION NAME ROOM/EXHIBIT BOOTH NO.

SHOW NAME SHOW DATES

InternetPlease indicate on the grid the location of your internet drop(s) using W to signify a wired internet drop and T to signify a telephone wiring. If no location is indicated, the internet drop will be placed in the middle back of the booth.

PowerPlease indicate on the grid the location of your power drop(s) using exact measurements and how many amps each power drop should have (e.g., 15A). If no location is indicated, the power drop will be placed in the middle back of the booth. There is a minimum labor charge for hook-up and dismantle for all non-standard locations, multiple outlet locations, island booths and 208V services.

Adjacent Booth No. ______________

AdjacentBoothNo. ______________

AdjacentBooth

No. ______________

Adjacent Booth No. ______________

Hyatt Regency San Francisco Airport 1333 Old Bayshore Highway

Burlingame, CA 94010 Phone: (650) 696-2615

Exhibitor Internet Service Order Form

Customer Information

Company Name: On-Site Contact: Company Address: Email Address:

Cell Number:

Ordering Contact: Order Date: Email Address: Booking Number Phone Number: Booth Number

Event Information

Event Name: Sales Representative: Aaron Hu Start Date & Time: Hotel Sales Manager: End Date & Time: Hotel Events Manager:

Internet Services Requested

Description Quantity List Price Discount Total Price WiFi access for 1 device, $100/day Hard wired Ethernet line, $500/day

Please fill out this form with a good phone number and submit it to Aaron Hu at [email protected]. Aaron will call to confirm your order and receive payment information.

Grand Total

Signed contracts must be received at least fifteen (15) calendar days prior to event start date to qualify for discounted rate. Orders placed or changed within (48) hours of event start time will be subject to 50% service charge.

By placing this order, the undersigned represents that they are authorized to make the purchase on behalf of the Company, acknowledges that the above information is accurate, and agrees to the General Terms and Conditions provided on the second page of this form.

Authorized Signature Print Name Date

If you have questions, please contact Aaron Hu at [email protected] or (650) 463-6812.

General Terms and Conditions Following are the terms and conditions under which the Hyatt Regency San Francisco Airport (“Hyatt”) shall make available certain network management services (“Services”) to the customer (“Customer”) as identified on the Internet Service Order Form set forth on the reverse hereof and the Payment and Credit Card Authorization Form. The Internet Service Order Form and Payment and Credit Card Authorization Form, together with these General Terms and Conditions (collectively, the “Agreement”) constitute the full, valid, and binding agreement for the provision and use of the Services. Customer and Hyatt also are parties to a master agreement for conference or meeting services which are to be provided by Hyatt in conjunction with the Services. 1. Services. The Services may be provided directly by Hyatt or by SONIFI Solutions, Inc. (“SONIFI”) on behalf of Hyatt or by some combination of Hyatt and SONIFI. For purposes of this Agreement, each of

Hyatt and SONIFI shall be considered to be the provider (“Provider”) for the Services it provides. The Services may include connection to the Internet. In order to provide Internet connectivity, Provider shall (a) manage all data circuits; (b) provide on-site technical assistance, as needed and in the reasonable discretion of the parties; and (c) provide twenty-four (24)-hour telephone support and monitoring of all network and access points from its network operations center, subject to the existence of Force Majeure conditions such as those specified in Section 11.A.

2. Policies Incorporated by Reference. Provider’s Privacy Policy and Acceptable Use Policy, as such may be amended from time to time in Provider’s sole discretion, each of which is posted on Provider’s website at http://www.hyatt.com/hyatt/privacy-policy.jsp or available upon request, are hereby incorporated by this reference as if fully set forth herein, and Customer shall be bound by the terms thereof.

3. Configuration by Provider. In the event that Provider configures any of Customer’s hardware and/or software so that the Customer may use the Services, such configuration shall be undertaken with reasonable care and in keeping with standard industry practices. Under no circumstances shall Provider be liable to Customer for any damage, liability or losses caused by such configuration, and Provider makes no representation or warranty that any such configured hardware or software shall in fact be compatible with the Services or returned to its original condition or configuration at any time. Any re-configuration of Customer’s hardware and/or software shall be undertaken by Customer at its sole risk and expense.

4. Limitation of Security. Customer acknowledges that messages and other data sent over the Internet are not guaranteed to be completely secure, and Customer shall not hold Provider responsible for any damages, liability or losses caused by any delay, loss, diversion, alteration or corruption of any messages or data which are sent or received through or by means of the Services. Communications over the Internet may be subject to interruption, transmission blackout, delayed transmission due to Internet traffic or incorrect data transmission due to the public nature of the Internet or otherwise, and Provider shall not be liable for any loss or damage resulting therefrom. All activities conducted in connection with Customer’s use of the Services are at Customer’s own risk. Provider does not warrant the security of any information Customer may forward or be requested to provide to any third parties.

5. Virus Protection. Virus Protection is the Customer’s complete responsibility. In the event that the Customer introduces a device infected with a virus, or whose device contracts a virus while connected to the network or by means of the Services, it is the Customer’s responsibility to remove the infected devices from the network until the virus is eliminated. Provider will assist the Customer in the event of a virus by using standard troubleshooting methods and consultation. Provider will not provide any virus-protection software. Pre-arranged fees and charges agreed upon by the Customer will still apply in the event of network complications due to Customer’s virus-infected device.

6. No Warranties. Customer acknowledges that it is technically impracticable to provide Services free of faults, and Provider does not undertake to do so. Provider hereby warrants that it shall perform the Services in accordance with the terms hereof. SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS AND ALL OTHER EXPRESS, IMPLIED AND STATUTORY WARRANTIES ARE HEREBY EXPLICITLY DISCLAIMED, INCLUDING WITHOUT LIMITATION, ANY AND ALL WARRANTIES OF MERCHANTABILITY AND/OR WARRANTIES OF FITNESS FOR ANY PARTICULAR PURPOSE. Without limiting the foregoing, it is agreed and understood that while Provider is obligated to facilitate connectivity to the Internet as part of the provision of the Services, Provider makes no representation whatsoever as to the functionality of the Internet itself. Customer acknowledges that ultimate connectivity to the Internet depends in substantial part on the capacity of hardware, software and other means and devices which are beyond the ability of Provider to control or manage.

7. Limitation of Liability. The parties and their affiliates shall not be liable to each other or any third party on account of any claim, loss, loss of opportunity, lost cost savings, lost revenues or lost profits; consequential, indirect, incidental, special, exemplary or punitive damages; costs, court costs and attorneys’ fees; expense or liability suffered, incurred or sustained from any cause arising from or relating to this Agreement, including, without limitation, damages, liability and/or losses claimed as a result of any temporary or permanent failure of availability or performance of the Services, unless such claim, loss, damage, cost, expense or liability stems from the willful breach or gross negligence of the other party relating to its obligations under this Agreement. A Party’s entire liability for any claim, loss, damage or expense from any cause arising out of or related to this Agreement, whether based on contract, tort, statute, warranty or on any other legal or equitable ground shall be limited solely to money damages and shall in no event exceed the sums actually paid or actually received for the Services provided pursuant to this Agreement.

8. Indemnification. Each Party shall indemnify and hold harmless the others, the owner and manager of the property where the Services are provided, as well as each such party’s officers, directors, employees, agents, successors and assigns, from and against any claims which may result from damages, liability or losses caused to a party and/or any third parties by virtue of the use or provision of the Services and any failure thereof and all loss, cost, damage, expense or liability, including, without limitation, reasonable court costs and attorneys’ fees, arising out of, in whole or in part, directly or indirectly, intentional violations of any applicable law or governmental regulation by a party to this Agreement. Further, Customer acknowledges that Provider has no control over the content of information transmitted by Customer or its users and that Provider does not examine the use to which Customer or its users put the Services or the nature of the information Customer or its users send or receive. Customer shall indemnify and hold Provider, its stockholders, officers, directors, employees and agents harmless from any and all loss, cost, damage, expense or liability relating to or arising out of the transmission, reception, and/or content of information of whatever nature transmitted or received by Customer or its users, including, without limitation, reasonable court costs and attorneys’ fees.

9. Service Interruptions, Modifications, and Instructions. Customer agrees that Provider may, as required in its sole discretion: (a) temporarily suspend the Services for the purpose of repair, replacement, maintenance or improvement of any of Provider’s equipment, software, information services or telecommunication services; (b) vary the technical specification of the Services for any reason; or (c) give instructions about the use of the Services resulting from any applicable law, rule, or regulation. Such instructions shall be deemed to form part of this Agreement.

10. Dispute Resolution. In the event that this Agreement and/or the Services become the subject of a dispute between the parties, such dispute shall be resolved between the parties exclusively through arbitration, in accordance with this Section 10 and the commercial dispute resolution procedures of the American Arbitration Association. Each party shall select one person to act as an arbitrator, and an additional arbitrator shall be chosen by the other arbitrators (all such arbitrators, the “Panel”). The judgment on the award rendered by the Panel may be entered in any court having competent jurisdiction and shall be final, non-appealable and conclusive and binding upon the parties. The arbitration shall be held in the venue in which the event takes place. Each party shall bear its own expenses incurred inany such arbitration. The arbitrator shall not be empowered to award costs, fees or damages in excess of the limitations imposed herein to any party.

11. Miscellaneous. A. Force Majeure. Provider shall not be liable for its failure to perform any of its obligations herein if such failure results from delays, failure to perform, damages, losses or destruction, or malfunction

of any equipment or software, or any consequence thereof caused or occasioned by, or due to fire, flood, water, the elements, labor disputes or shortages, utility curtailments, power failures, telecommunications outages, radio interference, explosions, civil disturbances, acts of terrorism, governmental actions, shortages of equipment for supplies, general disruption of the Internet, unavailability of transportation, acts or omissions of third parties, acts of God, or any other cause beyond Provider’s reasonable control.

B. No Waiver. The failure of a party to enforce or insist upon compliance with any of the provisions herein or the waiver thereof, in any instance, shall not be construed as a general waiver or relinquishment of any other provision hereof or right hereunder. All rights, remedies and defenses available to the parties under this Agreement or applicable rules and regulations, whether legal or equitable, shall be cumulative.

C. Binding Effect; Amendment. This Agreement shall be binding upon and enforceable against Customer and anyone using or accessing the Services by or through Customer, as an employee, agent, invitee or otherwise, and Customer shall be responsible for the conduct of such persons. This Agreement may not be amended except by an instrument in writing, executed by the parties.

D. Notice. All notices, requests, consents and other communications hereunder shall be in writing and shall be deemed effectively given and received upon delivery in person, or one business day after delivery by national overnight courier service or by fax transmission with acknowledgement of transmission receipt, in each case addressed to the parties to this Agreement.

E. Merger. This Agreement supersedes and merges all prior agreements, promises, understandings, statements, representations, warranties, indemnities, and covenants and all inducements to the placing and accepting of this Agreement relied upon by either party herein, whether written or oral, and embodies the parties’ complete and entire agreement with respect to the subject matter hereof. No statement or agreement, oral or written, made before the execution of this Agreement shall vary or modify the written terms hereof in any way whatsoever.

F. Third Party Beneficiaries/Parties in Interest. This Agreement has been made and is made solely for the benefits of parties, and their respective successors and permitted assigns. Nothing herein or in this Agreement is intended to confer any rights/remedies on any third party.

G. Relationship of the Parties. Each party hereto shall conduct itself under this Agreement as an independent contractor and not as an agent, partner, joint venture or employee of the other party, and shall not bind or attempt to bind the other party to any contract or obligation. Nothing contained herein or in this Agreement shall be deemed to form a partnership or joint venture between the parties.

H. Severability. If any term or provision of this Agreement is determined to be illegal, unenforceable, or invalid in whole or in part for any reason, such illegal, unenforceable or invalid provisions or part(s) thereof shall be stricken herefrom and such provision shall not affect the legality, enforceability, or validity of the remainder of this Agreement. If any provision, or part thereof, of this Agreement is stricken in accordance with the provisions of this section, then the stricken provision shall be replaced, to the extent possible, with a legal, enforceable, and valid provision that is as similar in tenor to the stricken provision as is legally possible.

I. Governing Law. This Agreement shall be governed by the laws of the State of New York, regardless of its laws or principles regarding conflicts of laws.

http://www.hyatt.com/hyatt/privacy-policy.jsp

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