SAVE THIS HANDOUT - REQUIRED STUDY MATERIAL FOR THE CTSM EXAM

C T S M R E Q U I R E D S E M I N A R

       

 

SESSION 20914

March 16-20, 2014 | Mandalay Bay Convention Center

Show Operation Basics - Part II:On-Site Implementation

CANDY ADAMS, CTSM, CME, CEM, CMP, CMM

All Materials Copyrighted by Candy Adams, CTSM, CME, CEM, CMP, CMM© 2014 Rochester, MN

PRODUCED BY EXHIBITOR MEDIA GROUP

SHOW OPERATION BASICS ‒

PART II: ON-SITE IMPLEMENTATION SESSION T20914 SESSION R20914

Faculty:

Candy Adams, CTSM, CME, CEM, CMP, CMM

at

Exhibitor Show 2014 Tuesday, March 18, and Thursday, March 20, 2014

Mandalay Bay Convention Center, Las Vegas

CTSM Required Seminar

All Materials Copyrighted by Candace Adams, CTSM, CME, CEM, CMP, CMM © 2014 Defiance, OH

TABLE OF CONTENTS

PREFACE ....................................................................................................... i

ABOUT THE INSTRUCTOR (or “What’s a Booth Mom®”?)........................ii ESSENTIAL LEARNING COMPONENTS .................................................... 1 ELC #1: UNION LABOR BASICS Glossary of Types of Union Labor ............................................................. 2 Who’s Who in the Trade Show Labor Force .............................................. 3 Glossary of Common Union Terms ............................................................ 4 Formula for Calculating I & D Labor Costs ................................................ 5 Choosing Your I & D Contractor: EAC or GSC? ....................................... 6 Sample: Appointing an EAC Form ............................................................. 7 Sample: Installation and Dismantle Labor Order Form ............................ 8 Pre-Planning Your I & D............................................................................... 9

ELC #2: RIGHT TO WORK STATES Right to Work Defined ............................................................................... 10 Right to Work States Map .......................................................................... 11 ELC #3: WORKING SUCCESSFULLY WITH UNIONS The Ten Commandments of Working with Union Labor ........................ 12 Information to Provide your I & D Contractor .......................................... 13 Gang Box Inventory Checklist .................................................................. 14 ELC #4: SHOW UTILITIES .......................................................................... 15 Glossary of Electrical Terms ................................................................ 16-17 Sample: Exhibitor 2014 Electrical Power Order Form ............................ 18 Sample: Exhibitor 2014 Electrical Labor Order Form ............................. 19

Sample: Exhibitor 2014 Electrical Terms & Conditions .......................... 20 Ordering Electrical Power ......................................................................... 21 Electrical Power Plan Template ................................................................ 22 Ordering Communication Services .......................................................... 23

Sample: Exhibitor 2014 Internet and Data Services Order Form ........... 24 ELC #5: I & D SCHEDULE I & D Steps ............................................................................................. 25-26 Article: Auditing the Final Show Bill ................................................... 27-28 ELC #6: DISMANTLING ISN’T JUST SET-UP IN REVERSE ................ 29-30

PREFACE This instruction is designed to acquaint seminar participants with the basics of trade show pre-planning and on-site implementation of exhibit installation and dismantle operations on the show floor as a part of their overall trade show program planning process. This class is required for the CTSM designation; credit for it can also be received by attending the all-day Trade Show Rookies “Quick-Start” Program. CEUs are available upon successful completion of this session program. Visit the CTSM office for additional information and details. For CTSM required courses, the content must be fully assimilated by CTSM program candidates. Materials from these sessions are incorporated into quizzes and a comprehensive exam which must be passed in order to attain the CTSM credential. NOTE: CTSM required courses are all numbered in five digits. The following seminar materials will be shown on the screen during the lecture presentation. The handout materials are presented in a manner to first acquaint you with the definitions associated with the industry jargon of exhibit and show operations, and then provide information and checklists with show order forms found in the exhibitor services manual. These materials are very detailed to ensure that you do not have to take extensive notes during the session and may concentrate fully on the material being presented. The forms from the official Exhibitor 2014 Exhibitor Guide and Service Manual used in this workshop are courtesy of Exhibitor Show and their vendors and Freeman, the Exhibitor Show’s General Services Contractor. I’d also like to thank Cathy Breden of IAEE for permission to include the 2011 Updated Guidelines for Rules and Regulations. As someone who cried through most of her first trade show when Murphy’s Law kicked in and it all fell apart, I want to share both my good and not-so-good experiences to cut your learning curve. The templates and checklists were originated to organize myself and communicate with my employers, clients and vendors. They have been compiled after working in a number of trade show environments, markets, and cities. Please feel free to fold, spindle, mutilate or otherwise customize my forms to fit your needs! If you’d like a copy of my “Booth Mom’s Boot Camp Survival Tool Kit” of Excel and Word documents (including many of those in this handout), please email me with your request at 0HCandyAdams@BoothMom.com. My sincere thanks to my mentors and friends in the trade show industry for their initial training and continued support: my first trade show boss, Steve Clark; my mentor, Mike Kropp (retired), Founder of First Choice Transportation; David Lewis, Trade Show Transportation; Ed Gitelson and Christy Akin, Freeman Decorating; Todd Iverson, Fern Exposition & Event Services; Tony Barras, The Term Group; Mike Hughes, Red 7 Media; Cathy Breden and Bob Dallmeyer, IAEE; Tina Vickery, Hall-Erickson, Inc.; and Jan Nelson and Sue Haasis, Exhibitor Magazine Group. I couldn't have done it without you!

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ABOUT THE INSTRUCTOR (or What’s a “Booth Mom®”?) Candy Adams, CTSM, CME, CEM, CMP, CMM, (a.k.a. “The Booth Mom®”) is a self-acclaimed trade show junkie and virtual corporate Exhibit, Event and Trade Show Manager. As the founder of Trade Show Consulting, she provides exhibit project management for companies without an exhibit manager, one-on-one pre-show and on-site training and mentoring of rookie exhibit managers, strategic and tactical exhibit management services, and customized training to corporate exhibitors and Show Managers for 3D event marketing programs. She is also a certified exhibit staff trainer and coach for The Hill Group (www.HillGroup.com) providing “seriously fun training” where boothmanship meets improv! Her corporate background includes Event Manager for Intel’s Network Equipment Division, International Trade Show and Event Manager at ENCAD, and Marketing Specialist at Optigraphics. She has managed over 435 trade show exhibits and events in her 23 years as a corporate exhibitor, trade show exhibition manager and consultant. Candy is the only exhibit management consultant who has earned five trade show and event management industry certifications: the Certified in Exhibition Management (CEM) through IAEE in May 2004, the Certification in Meeting Management (CMM) through Meeting Professionals International in December 2002, Certified Trade Show Marketer (CTSM) through the Exhibitor Show in April 2001, Certified Manager of Exhibits (CME) from the Trade Show Exhibitors Association in October 1998, and Certified Meeting Professional (CMP) through the Convention Industry Council in January 1997. She has also served as an advisor in the CTSM Program since receiving her CTSM designation. In 2003, Candy was named as one of Tradeshow Week’s “25 Most Influential Women to Know”. Candy served from 1995 through 1999 on the Exhibitor Show Conference Advisory Board and has been a highly-rated faculty member of every Exhibitor Show since 1995. She has presented at International Association for Exhibitions and Event (IAEE) EXPO! EXPO!, Texas and California Societies for Association Executive, and worked with MHIA, CES, IMTS, Surf Expo and various exhibit houses to provide live training for their exhibitors and clients. She has presented audio conferences and Webinars for Exhibitor FastTrak, the Trade Show Exhibitors Association (TSEA), CONEXPO-CON/AGG, NMSA, SemiCon West, and Nimlok Exhibits. Candy has served as Program Coordinator and faculty member at the University of California San Diego (UCSD) for the Trade Show and Exhibit Specialist Program; Advisory Board and faculty member for the Exhibits and Trade Show Program at Cal State Fullerton, and on the faculty of Mira Costa College’s Meeting and Events Planning Program and the Cal State University San Marcos Meeting and Event Planner Certificate Program. In 1999, Candy served as a member of the Editorial Advisory Board of Exhibitor magazine. She is a longtime award-winning monthly columnist for Exhibitor Magazine, penning over 250 articles for “Exhibiting 101” and Exhibit City News. She edited the exhibits chapter of the 7th edition of the Convention Industry Council Manual used for the CMP test and wrote and edited the chapter on trade shows for the MPI Meetings and Conventions: A Planning Guide, Second Edition. Candy resides in Defiance, OH with her husband, John Hoshock, and maintains an office in San Diego. Trade Show Consulting 13766 Fruit Ridge Road Defiance, OH 43512 Cell Phone: 760.271.0366 e-Fax: 888.272.0688 candyadams@boothmom.com www.BoothMom.com

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ESSENTIAL LEARNING COMPONENTS (ELC’s)

Show Operation Basics -

Part II: On-Site Implementation 1. Union Labor Basics. Understand the pros and cons of hiring labor from the General Services Contractor (GSC) vs. an Exhibitor-Appointed Contractor (EAC). The geographic location of your show may also affect the union relationships and your on-site costs. Learn the major unions, their basic jurisdictions and what type of work they perform. Review the process for notifying Show Management and/or the General Services Contractor of your intent to use any Exhibitor-Appointed Contractor. 2. Right to Work States. Some states have laws which allow full-time employees of the exhibiting company to set up and dismantle their own exhibit. Learn the definition of “right to work”, which states have right-to-work laws, and what an exhibitor needs to know to use these laws to their advantage. If the exhibitor kit doesn’t tell you, ask the Show Manager or General Services Contractor what you, the exhibitor, can do without union “help”! 3. Working Successfully with Unions. Work with your contractor and labor crew so they have the same vision and timeline for your exhibit as you do. Follow the Golden Rule. 4. Show Utilities. Show utilities are governed by either the General Services Contractor or the venue as the Exclusive Contractor(s). Work with the experts at each facility to verify what you need to order and when you should order to save time and money. 5. I & D Schedule. Develop a step-by-step schedule of all installation-related activities as a part of your overall show plan. Working backwards from show opening, make a list of the installation steps to be completed, with estimated times. Do a mental walk-through of all steps of the process. Then pad your schedule. 6. Dismantling isn’t just set-up in reverse. Understand the tear down process at show close: security issues, return of rented equipment, aisle carpet removal, accessible storage return, box/carton return, equipment/product removal, crate return, labor call for dismantle, recrating/repacking the exhibit, carpet/pad removal, item count, completion of the Bill of Lading and Uniform Material Handling Agreement, carrier pick-up and/or forcing the floor.

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GLOSSARY OF TYPES OF UNION LABOR AUDIO VISUAL TECHNICIAN – Laborer responsible for any images projected on a screen, adjusting lights, raising and lowering scenery, positioning microphones and equipment, creating and editing sound effects, controlling equipment regulating sound and picture quality. CARPENTERS – Union usually having jurisdiction over display uncrating, installation, dismantling, recrating of exhibit and display materials, laying pad, carpet, and floor tile. In some cities, decorators perform this work. CARPET LAYERS – Union having jurisdiction over carpet padding, laying, and protecting carpet and other floor surfaces. DECORATOR (DISPLAYMAN) – May design, install and dismantle exhibits, perform booth and hall dressing services for a trade show and/or its exhibitors, including installation of drape cloth and tacked fabric panels and hanging of all signs except electrical signs. Decorator services may be provided by carpenters, sign painters, or others depending on union jurisdiction, which varies by city. Term applies to both contractor and the skilled craftsperson. DRAPER – Person who installs drapes, pleats and special décor. ELECTRICIANS – Responsible for assembly, installation and dismantling of anything that uses electricity as a source of power. This includes, but is not limited to, electrical wiring, hook-ups, interconnections, electrical signs, TV and VCR connection, audio and lighting. Extensive A/V setups may also require projectionists and stage hands in some locations. EXPOSITION WORKER (EXPO) – Found only in New York, Expos are responsible for the handling of crates and opening and uncrating exhibit properties. PLUMBERS – Union usually having jurisdiction over assembly, installation, and dismantling of plumbing that supply air, water, waste, gas lines, tanks and venting. Also install heating and refrigeration units. PORTERS – Perform duties of sweeping, cleaning, dusting, and removing trash from exhibits. RIGGERS – Union usually having jurisdiction over machinery uncrating, unskidding, positioning, leveling and reskidding; may also be responsible for overhead work including theatrical lighting, hanging show management’s aisle signage and exhibitors’ hanging signs, erecting structured steel and other heavy construction using specialized equipment in some jurisdictions. Carpenters may perform this labor function in some areas. STAGEHANDS – Union that may have jurisdiction over theatrical lighting, production, related rigging and audio-visual equipment. In some jurisdictions they may also perform exhibit installation and dismantle, lay carpet, and set pipe and drape. TEAMSTERS – Union usually having jurisdiction over handling freight unloading, freight moved in and out of the exhibit hall, and freight loading, except machinery. In some jurisdictions, Expo workers handle freight handling. In other cities, Teamsters also have jurisdiction over hanging non-electrical hanging signs, exhibit installation and dismantle and decorating (Las Vegas). TELEPHONE INSTALLERS – Responsible for the installation and maintenance of all telephone lines, circuits, and wiring telephone station cable inside booths for exhibitor-owned systems. As telephone installers are also electricians, the house electricians may also perform this work. UNION STEWARD – On-site union official; the person you DON’T want to meet on the show floor ;-)).

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WHO’S WHO IN THE TRADE SHOW LABOR FORCE Lead: The person who is directing the activities of a labor crew. The lead is generally paid journeyman rate plus a $1-2/hr. incentive to work as the lead on your Installation & Dismantle crew and liaison to the exhibitor. Journeyman: One who has fully served an apprenticeship in a trade or craft and is a qualified worker in another's employ as a member of a labor union. Generally has more than 4 years of experience at their specified craft and is earning the highest contracted hourly wage rate. (“A” labor) Apprentice: One who is learning a trade or occupation through a combination of classroom and on-the-job training, especially as a member of a labor union. (“B” labor) Day laborer: Non-union labor hired through a temporary agency or off the street; a laborer who works by the day or hour for wages with no additional pay or benefits. (“C” labor) Hiring hall: A union-operated placement center where jobs from various employers are allotted to registered applicants according to a set order, usually based on a rotation or seniority. City rate: Average labor rate charged per hour in a specific show city; includes hourly pay rate plus benefits and pension. Union laborers are hired by either the General Services Contractor (GSC) or by an Exhibitor-Appointed Contractor (EAC) to perform your I & D labor.

- Both the GSC and independent I & D contractors may hire union laborers and maintain them on their payroll, or hire them as needed. - When the need arises for additional labor, both I & D providers hire through the same hiring hall. - In a week’s time, the same I & D laborer could work for the General Services Contractor at a show for one day and 6 different independent I &D contractors the rest of the week.

EAC’s generally sell a package of SERVICES tied to the city rate but are not bound by the same contract as the GSC is with the convention center.

- Example: At Jacob K. Javits Convention Center, the first 8 hours a union I & D laborer is contracted to work is at straight time, regardless of start time, if they are working for the GSC. If you hire through an EAC, they are selling you service, not labor, and can charge whatever rate they wish, as they are not bound by the contract between a GSC and the Javits Convention Center.

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GLOSSARY OF COMMON UNION TERMS DEAD TIME – Time when a worker is unable to work because of factors beyond his/her control; also known as DOWN TIME, IDLE TIME, or WAITING TIME. FEATHERBEDDING – Term used to describe a union practice of creating additional jobs or spreading work by placing limits on production, requiring more crafts persons than necessary to do a job and requiring performance of unnecessary work. FOUR HOUR CALL -– Minimum work period for which union labor must be paid. JURISDICTION – The authority to perform certain duties as stipulated in the Union contract. LABOR – For shows, refers to contracted workers who perform services; also known as CRAFTSPERSONS. LABOR CALL – Method of securing union employees through the Local union hall, handled by the General Services Contractor. MINI – Minimum number of hours an exhibitor will be billed when a union laborer works in their exhibit (i.e. a 4-hour mini). RIGHT-TO-WORK STATE – A state where joining a union is not a condition of employment. STRIKE – n. A union walkout during an exposition; v. To dismantle an exhibit. UNION – A labor organization of workers formed for mutual protection and for the purpose of dealing collectively with their employer in wages, hours, working conditions and other matters pertaining to their employment. Also known as ORGANIZED LABOR. WASH-UP TIME – a paid 10-15 minute period at the end of a laborer’s workday provided to them to clean up after their shift. WORKDAY – Varies by union contract, but usually includes one ½ hour lunch and two 10-15 minute breaks on a typical work day; lunch and break times are specified and most union labor generally takes their lunch and breaks at the same time. WORK RULES – Regulations with govern union crafts persons’ working conditions. Include what work exhibitors may perform, when overtime begins, clean-up time, etc. WORK TIME – Paid time that begins as soon as the workers are turned over to the exhibitor. Stops when the exhibitor releases them.

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INSTALLATION & DISMANTLE (I&D)

Straight Time Overtime Sunday

General Displaly Labor/Hr. 91.28$ 145.60$ 175.23$

Rigger (does not include equipment or materials) 96.52$ 153.84$ 181.78$

Electrician 89.34$ 156.57$ 166.17$

Plumber 86.25$ 154.74$ 169.31$

Forklift with Operator/Lowest/Hour 196.28$ 272.04$ 315.91$

Average hourly labor rate for US General Display Labor (straight time) 91.28$ (A)

Average setup/dismantle time for island or peninsula exhibit 1 hour per 8 square ft. (B)

Example: 20' x 20' island exhibit = 400 sq. feet divided by 8 = 50 hours total I & DIt takes twice as long to install an exhibit as dismantle it.About 33 hours required for set-up; 17 for teardown = 50 hours total I & D

Average set-up/dismantle time for linear (pop-up) exhibit 1 hour per 10 linear ft. (B)

Regional cost adjustment: New York - 1.3 (C)Northeast, Chicago & California - 1.25 (C)

Midwest & Southwest - .95 (C)Florida - .90 (C)

To calculate your I & D costs, multiply the hourly labor rate (A) by the number of hours it takes to set up and dismantle yourexhibit (B); multiply this figure by the regional cost adjustment:Example: 20' x 20' island exhibit being installed/dismantled by carpenters on straight time in Chicago, IL

(A) (B) (C)Ave. S.T. Hr. Rate # of hours Regional Cost Adjustment I & D Cost

$91.28 x 50 x 1.25 = $5,705.00Don't forget to calculate overtime rates for evening/weekend/holiday I & D!

FORMULA FOR CALCULATING I & D LABOR COSTS

US AVERAGE ON-SITE HOURLY LABOR RATES

Labor Classification

Source: 2013 Trade Show Labor Rate Benchmarking Survey, Access Intelligence Published in Expo, July/August 2013

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CHOOSING YOUR I & D CONTRACTOR: EAC or GSC? Pros and Cons

(Disclaimer: services vary by contractor, city, and contract – these are just generalities) Exhibitor-Appointed

General Services Contractor (Independent) Contractor Has control of advance warehouse, marshaling yard, docks, etc. to grant “favors” of early inbound, etc. Mark-up for supervised set-up.

Full-service; can include turn-key packages including labor, supervision, and ordering of show services for additional fees.

Large at-show labor supply; but same labor may work for GSC one day, EAC the next.

Ability to request specific personnel who are familiar with your exhibit properties from prior set-ups

May or may not get same lead and crew based on labor rotation

Usually same lead and crew on install and dismantle but may pay travel expenses to get this. (Watch out for billing 100% of costs to multiple exhibitors for same lead!)

Different staff in each show city Can work with national account executive for all shows in show schedule

Availability of all equipment: forklifts, Genie lifts, scissor lifts, etc.

May not have access to all types of equipment

No EAC Fee charged by Show Management

May incur EAC Fee from Show Management; pass-through to exhibitor

May offer a discount for services ordered by specified deadlines

Rates generally higher than General Services Contractor but may be negotiable; may offer volume discounts and cost guarantees on labor and materials, but rates can include labor’s travel, housing, per diem allowance

Must abide by Convention Center labor contracts (i.e. labor gets ST for first 8 hours of teardown at Javits/NY)

Can charge exhibitor OT-like rates even when paying labor ST based on selling a “service” rather than just “labor”

Invoices must be paid to General Services Contractor before show close by company check or credit card unless “VIP” account

Invoiced to your company after show; credit terms sometime available

Additional considerations: 1. What is each company’s experience working in that specific facility, city, and with the local labor

force? 2. What are the ability, experience and training of their lead personnel? 3. What do the EAC’s services cost vs. cost of General Services Contractor labor? 4. What are their capabilities if you require on-site supervision? Will you be billed for all expenses

of a PT supervisor? 5. What are their resources for handling on-site emergencies such as last-minute problems with

shipping, graphics, fabrication, and repairs, etc.? 6. If your exhibit house is booking the I & D Labor, is there an additional hidden mark-up or turnkey

fee?

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EXHIBITOR 2014 EAC FORM

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EXHIBITOR 2014 I & D LABOR ORDER FORM

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PRE-PLANNING YOUR I & D

1. If hiring through the GSC, you are only guaranteed union labor at your requested start time if you order them for the beginning of their shift, usually 7:30 – 8:00 a.m. After that, the GSC labor desk will assign you labor as they become available after completing work for other exhibitors. Depending on the workload and number of available laborers, this could be hours or even the next day. 2. Determine if you will supervise the set-up yourself, have your exhibit house provide a supervisor (who probably can’t be “hands-on”), or if you will pay the additional supervisory fee to the GSC or your EAC to manage this function. 3. Always pad your estimate of the time it will take to install your exhibit. (See Murphy’s Law of Exhibiting, page 1.) 4. Write out the schedule of what you plan to accomplish during set-up and dismantle, and when: Example: For a show opening on Monday and your exhibit freight for your 20’ x 20’ exhibit is targeted to arrive on Thursday morning; labor estimate is 32 hours set-up and 16 hours dismantle Thursday: Verify that freight has arrived and under-carpet utilities (i.e. electrical, Internet) have been installed in the proper locations. If you’re at your booth space when freight arrives, have the forklift driver stage it where it will be needed. Friday: Four Installation & Dismantle laborers hired from 8:00 a.m. – 4:30 p.m.

(straight time); lay carpet, install exhibit, order forklift for high header at 1:30 p.m.; place graphics

Saturday: Set product with technical staff, test demos, A/V installation, pick-up lead retrieval system, test Internet connections and all electrical outlets Sunday: Furniture and plant delivery, pick-up staff badges when registration opens, set out literature racks, organize supplies in information counter, have in-booth exhibit staff training and evening off-premises sales training; aisle carpet will be laid by the GSC the night before the show (creating dust). Monday: Labor to wipe down exhibit at 8:00 a.m. (2 hr. straight time); show opens at 10:00 a.m. Tuesday: Receive and audit show invoices from General Services Contractor, Exclusive

Contractors and Subcontractors; question unknown charges; get copies of corrected invoices and pick-up a Uniform Material Handling Agreement for each separate

shipment Wednesday: Show closes at 4:00 p.m.; return lead retrieval system and any Internet or AV equipment; pack up product and literature Thursday: Dismantle exhibit at 8:00 a.m. – Noon (straight time); turn in Bill of Lading and Uniform Material Handling Agreement at noon for afternoon loading 5. Consider “front loading” your crew by hiring more labor than you need in the morning and letting some of the less productive crew go in at morning break or at lunch to avoid potential overtime.

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ELC #2: RIGHT TO WORK DEFINED

Q. What is a “right-to work law? (from Wikipedia) A "right-to-work" law is a statute in the United States that prohibits union security agreements, or agreements between labor or unions and employers that govern the extent to which an established union can require employees' membership, payment of union dues, or fees as a condition of employment, either before or after hiring. "Right-to-work" laws do not, as the short phrase might suggest, aim to provide a general guarantee of employment to people seeking work, but rather are a government regulation of the contractual agreements between employers and labor unions that prevents them from excluding non-union workers or requiring employees to pay a fee to unions that have negotiated the labor contract all the employees work under. Q. So what does the labor term “right to work” mean to exhibitors? A. Though state laws (statutes) vary in the US, under the National Labor Relations Act, “right to work” means, in general, that employees are not required to join a union as a condition of accepting or retaining a job. What this means for the exhibitor (again, in general) is that you are not required to use union workers in right-to-work states. However (and this is a big however), many convention centers in right-to-work states are unionized and have agreements with the convention centers, and based on these agreements, exhibitors requiring labor to install and dismantle exhibits ARE required to hire the union labor provided in these facilities. State laws vary regarding your own company’s employees and how they may or may not work in these facilities. Resource: Trade Show Exhibitors Association “Labor Guide”, printed in Exhibitor Magazine, Nov. 1996 Q. When and where can I install and dismantle my own exhibit? A. In most venues, you are generally allowed to set up your exhibit (exhibit sizes vary by each facility’s rules) with no tools (hand tools, power tools, ladders, standing on a chair in lieu of using a ladder, etc.) if a full-time employee of your company can do it in 30 minutes or less. If it is a right-to-work state, you may be able to set up and dismantle your own exhibit with full-time company employees (but they should have company ID to prove their employment). Check with Show Management and the General Services Contractor’s Labor Supervisor on each show for specifics. Q. How many right-to-work states are there? A. There are 24 right-to-work states and one US possession, Guam, with right-to-work statutes.

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U.S. states with right-to-work laws (darker/turquoise):

The following 24 states are right-to-work states:

Alabama Arizona † (Constitution, 1912, State Constitution Article 25) Arkansas † (Constitution, 1947, Amendment 34) Florida † (Constitution, 1968, Article 2, Section 6) Georgia Idaho Indiana[30] (State law, 2012) Iowa Kansas † (Constitution, 1958, Article 15, Section 12) Louisiana Michigan[31] (State law, 2012) Mississippi † Nebraska †† Nevada North Carolina North Dakota Oklahoma † South Carolina South Dakota Tennessee Texas Utah Virginia Wyoming

† An employee's right to work is established under the state Constitution, not under legislative action. †† An employee's right to work is established under the state Constitution, and there is also a statute.

In addition, the territory of Guam also has right-to-work laws, and employees of the US Federal Government have the right to choose whether or not to join their respective unions. For more information on individual state’s RTW laws, go to 5Hwww.nrtw.org/rtws.htm.

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ELC # 3: WORKING SUCCESSFULLY WITH UNIONS THE TEN COMMANDMENTS

OF WORKING WITH UNION LABOR

I. Understand and honor the union’s work rules. They have their job to do and their

rules, just as you have yours. II. Don’t ask them to do things out of their jurisdiction. III. When in doubt, check with the Floor Manager. IV. Treat your labor crew with respect. V. Get to know your crew; call them by name. VI. Work closely with your “lead” to delegate assignments. VII. Give positive feedback. VIII. If you have a “problem worker” disappearing, who cannot perform the necessary work, does not have the necessary tools, which will not take instructions, or has an “attitude”, notify the service desk, labor desk, or union steward to have him or her replaced. Do not confront the laborer. IX. Offer to buy them coffee or a soda on their break. Do not offer cash “gratuities”

or bribes. X. Be someone the laborers will want to come back to work with on dismantle.

Don’t forget the Golden Rule: Do onto others as you would have them do onto you.

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INFORMATION AND TOOLS TO PROVIDE YOUR I & D CONTRACTOR

Always provide your I & D Contractor with: Pre-show: 1. Complete, accurate order forms 2. Instructions and change orders in writing 3. A full set of accurate, up-to-date exhibit blueprints 4. Information on ancillary services you’ll need your I & D crew to coordinate

with, such as electrical, telephone, Internet, plumbing, compressed air, etc.

5. Information on your booth type (such as XYZ modular system) or special tools required (ladders, electric screwdrivers, drills) or problems that occurred during past installations

6. Accurate labor estimates 7. Special deadlines, such as talent rehearsal times, exhibit staff training on-site,

etc. On-site: 1. Extra set of blueprints 2. Exhibit photographs or renderings if photos not available 3. Special tools necessary to assemble your exhibit 4. Keys for counters, pedestals, gang box, etc. 5. Information on what supplies you have brought for them to use, i.e. carpet

tape, power strips, surge protectors, Velcro, stretch wrap, strapping, etc.

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GANG BOX INVENTORY CHECKLIST Mini Office Supply Tool Box (fits in bottom of Small Tool Box) Large Gang Box InventoryAssorted binder clips Airborne or EmergenC*Assorted color stick pins/thumb tacks Allen w rench setBag of assorted rubber bands Artist's spray mountBox cutter Back brace (medium)*Calculator Bolts/w ing nutsFingernail clipper/f ile* Booth prints (full set w ith exhibit pieces cross-refenced to crates)Glue stick Brillianize (Plexiglas cleaner/polish)Hand sanitizer "C" clamps (6)Highlighter pen Cable ties (Zip ties)Pad of scratch paper or phone message pad Camera (disposable)Paper clips (large and small) CD's (blank)Paper punch (hand held) Clear plex business card holdersPens (1 doz. black) Clipboard(s)Post-it notes (small and large) Comet cleanserQ-Tips Dustbuster vacuumScissors Extension cords (3-prong/grounded, f lat, 14-gauge) Sharpie felt tip pen (black) Foam shoe insole pads (large can be cut to f it any size)*Stapler/staples/staple remover Fantastic or 409Tapes (3/4" adhesive and double sided) Fed-Ex forms (pre-printed w /acct. #) and envelopesUSB Memory Stick (thumb drive) Felt markers Wide tip felt marker (black) Fishbow l (for raff le draw ings or candy)

Fishing line (clear)Small Tool Box Inventory First aid kit/misc. pills (aspirin, non-aspirin, cold pills, antacids, etc.)*Cable ties (Zip ties) Fire extinguisher (A-B-C)Exacto Knife/extra blades Folex carpet cleaner Extension cords (3-prong/grounded, f lat, 14-gauge) Glass cleaner (SprayWay aerosol)Flashlight/spare batteries Gloves (cotton w ork gloves & rubber gloves)Hand sanitizer (small bottle)* Goof Off (degreaser/removes Velcro glue)Level (for graphics) Hammer (claw )Measuring tape (locking/10' minimum) Hand sanitizer gel (pump bottle)*Metal ruler (18" minimum) K2R Spot Lifter (takes spots out of staff 's clothing)*Paper tow els (partial roll) Label makerPliers (regular & needle-nosed) Lead formsRazor blade holder/extra single-edged blades Light bulbs (spares)Multi-purpose cleaner (aerosol can i.e. SprayWay) Link removerScrew drivers (Phillips & regular) Literature racksShipping tape Memory sticks (thumb drives)Strapping & clips Novus plexiglass/plastic polishSuper glue Paper tow els or shop tow elsSurge protector strip Pedialyte®*Tic Tacs* Picture w ire and hooksTw eezers* PledgeVelcro strips (black & w hite) Pow er tools (screw driver, drill)Ziplock bags (variety of sizes) Rags (lint free)

Screw s (w ood & metal)Last minute staging/packing Sew ing Kit w ith safety pins (hotel amenity)*Badges* (if shipped to you before the show ) ShimsShow "Bible" (1 copy of all collateral, recent press releases, cell phone #'s, Shipping tape/tape gun sales territory lists, distributor/channel partner lists, etc.) Stretch w rap (black)/handlesBrochures/collateral literature/case studies/advertisement reprints Spare parts (product)Boxed Candy (gifts for Service Desk Staff, Show Mgt., people w ho help!) Stain remover stick (i.e. Tide)*Business cards for all booth staff* Staple gun/staplesCandy bars/chocolates(one bite) * Strapping kit (portable roll w /clips)CD of exhibit graphics f iles Surge protectors Cell phone/charger/extra charged battery Tape (masking, shipping, strapping, carpet, duct, electrical)Cookies/crackers w /cheese/peanut butter, nuts, etc. (pre-packaged)* Telephone(s), cables, adapterGiveaw ay items Touch-up paint/felt markersGPS navigation system Trash bags (33 gal., 10 gal. and w astebasket liners)Granola bars (crunchy, chocolate-covered, and fat-free)* Velcro (full rolls, black and/or w hite)Hall's Vitamin C Drops* Visine*Keys (exhibit and tool box padlock) Visqueen (clear, 7 mil)Press kits WD-40 PenShipping labels (return) Whisk broom/dustpanShirts*Exhibitor's Show ManualWater (bottled 8-12oz.)*

*"Be-Nice-To-Your-Staff" Stuff

All materials copyrighted to Candace Adams, CTSM, CME, CEM, CMP, CMM, "The Booth Mom®", www.boothmom.com, Defiance, OH 2013 14

ELC #4: SHOW UTILITIES Show utilities are generally contractually provided by the facility as part of their infrastructure and are considered as “exclusive” to that facility, in that show organizers and subsequently their exhibitors have no choice in the selection of who will provide these services. This relationship is generally spelled out in the exhibitor booth space contract. There are exceptions in convention centers which have recently made major changes to their business model, such as Chicago. Always read your exhibitor manual for up-to-date information on your choices as an exhibitor, and, when in doubt, talk with your Show Manager and General Services Contractor. These include: - Electrical - Internet and wireless* - Telecommunications - Plumbing - Compressed air and gas - Catering Convention centers facilities and hotel venues may also claim “exclusive” jurisdiction to generate additional revenue on: - Cleaning - A/V - Computer rentals Tips of Ordering Utilities: - Your Exhibitor Services Manual will include forms for each of these services. - The discount deadline dates on the official order forms may be different from those of the General Services Contractor’s forms. Make sure to check your deadline checklist against the date on the forms. If there is a variance, talk with your Show Manager who puts together the deadline checklist. - Each and every convention center and hotel charges differently for their exclusive services; when in doubt, call and ask questions.

. * For more information on Internet options, see Page 23

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GLOSSARY OF ELECTRICAL TERMS 24-HOUR SERVICE – Electrical power is generally purchased only for the show hours. 24-hour service is available when an exhibitor has equipment that needs to continue to operate after show hours. The cost of 24-hour service is usually double that of standard service. AMPERE (abbrev. amp.) – The unit of electrical current sent by one volt. CURRENT – A flow of electrical charge. All U.S. systems run on Alternating Current (AC). CYCLE – The technical term for transmission frequency. In non-technical terms, the voltage level at which electricity moves. U.S. voltage runs on a 60 cycle. DUPLEX OUTLET – Double electrical outlet. EXTENSION CORD – Cords used to transfer power from main power outlet to the location where needed. Must usually be provided by the facility electricians or be to their code (U. L. approved; 3-prong grounded). FLOOR SERVICE – Electrical service is brought up to the exhibit from ports in the floor. LATE POWER – A surcharge paid for additional power ordered after the electrical contractor’s deadline date. This surcharge can run as high as 50 percent. MULTIPLE OUTLET STRIP – A device allowing you to plug in more cords than an outlet has space for. OVERHEAD SERVICE – Electrical service is dropped to the exhibit from the ceiling or catwalk above the exhibit. PHASE – A term that explains how a large amount of incoming electricity is divided in a power distribution box. POWER DISTRIBUTION BOX – A power distribution center that functions like a circuit breaker or fuse box in a house. In an exhibit, it allows you to order just one electrical service unit and plug several different appliances into one outlet. QUAD OUTLET – Four electrical outlets in one box. RUNNING AMPERAGE – The amperage that an electric motor needs in order to run properly. Requirements can be found in an appliance’s specification literature. SERVICE – A general term for the type of power you can purchase. Electrical power service is usually available in 120 volts, 208 volts and 480 volts. SIX (SEX) BOX – Six electrical outlets in one box; also known as a DOG HOUSE.

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STANDARD AMPS – The power necessary to provide enough electricity to start an electric motor. Requirements can be found in the appliance’s specification literature. SURGE PROTECTOR – A device which absorbs excess voltage to protect appliances or equipment plugged into it from being harmed by power surges. TRANSFORMER – A device used to convert power from one voltage level (either 480 or 208) down to another (either 208 or 110) U.L. – Underwriters Laboratory. An organization which grants electrical ratings. VOLTS – The technical term for units of force or pressure which causes current of one ampere to flow through resistance of one ohm. Non-technically, it denotes a type of electrical power of 120 volts, 208 volts or 480 volts. WATT – The technical term for the unit of power represented by current of one ampere under one volt of pressure. In non-technical terms, it is how much electric power an appliance need to run properly. (746 watts = one horsepower)

FORMULA FOR DETERMINING WATTS: Amps x Volts = Watts

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ORDERING ELECTRICAL POWER Create a spreadsheet to determine how much power to order, using an exhibit blueprint for reference. 1. List in the row across the top of the spreadsheet all equipment, lighting and appliances which will need electrical power in your exhibit by area. (See Sample Electrical Worksheet). 2. List in Column A each of the general areas of your exhibit where power could be shared (i.e. each demo pedestal, reception counter, stages, closets, etc. 3. Determine the number of pieces of equipment, lighting and appliance needing power and add this information to the spreadsheet. 4. Research the amount of power necessary for each piece of equipment, lighting and appliance in Amps or Watts, and how many Volts required. This information is generally found on the back, bottom or side on a silver label, usually near where the cord attaches to the item. The formula for converting electrical power is “Amps x Volts = Watts”. 5. Total the spreadsheet to determine your power requirements in each area of your exhibit. 6. Determine if you will need 24-hour power to your equipment. Not all outlets have to be ordered on 24-hour power, only the ones that need it. 7. If in doubt about your power needs, talk with your technical support personnel and then consult with the electrical contractor if you have further questions. 8. Locate the grid provided by the electrical contractor with your electrical power and labor order forms. 9. Draw in the location and amount of all outlets on the grid. If you are working with an exhibit house, they should be able to provide this service using their CAD system and showing the X/Y coordinates and amounts of the power drops. 10. Complete the electrical service and labor order forms and submit with your grid, and method of payment form to the electrical contractor before their discount deadline for maximum savings.

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EXHIBITOR 2014 ELECTRICAL POWER ORDER FORM

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EXHIBITOR 2014 ELECTRICAL LABOR ORDER FORM

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EXHIBITOR 2014 ELECTRICAL TERMS AND CONDITIONS

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ORDERING COMMUNICATION SERVICES

Internet Service Tips Internet Service is provided by an Exclusive Contractor to every convention facility. There are also independent companies who will ship the equipment required to your hotel for lower rates, but you may run into problems based on the exclusive contract between your Show’s Manager and venue’s Exclusive Contractor. When you signed your exhibit space contract, you agreed to use the exclusive services contracted by the Show Manager, so using an independent contractor instead could put you in breach of your exhibit space contract. If you would like more information on the opposing side of this issue, check out this ExpoWeb article http://www.expoweb.com/article/web-access-showfloor-who-owns-it#.UsLVfPRDuSp Work with your internal technical team to determine what service(s) you will require and what equipment or cabling you already own or want to acquire for continuous use that can be used in your exhibit or meeting room. Use these requirements and existing equipment to negotiate with the exclusive provider on the services that you will need them to provide. When in doubt, have a conference call with your technical staff and a representative of the on-site Internet service provider. Find out if a union jurisdiction (i.e. electricians) must lay your Ethernet/CAT5/CAT6 cables. It is generally the responsibility of the exhibitor to pick up rental equipment from the Internet service provider’s service desk such as switches or routers and return them after the show. Always get a receipt when equipment is returned to their service Telephone Service Tips Personal cell phones do not always work in convention centers due to the large amount of metal infrastructure in the buildings and overloaded local circuits during some conventions. Telephone Service is provided by an Exclusive Contractor to every convention facility. Based on cell phones, wired telephone service is rare unless used for a professional quality speakerphone (generally used in meeting rooms.)

When in doubt about what type of service(s) you should order, check with the facility engineers, who can assist you. Standard phone lines may require you to dial “9” to get an outside line from convention facilities. Telephone handsets do not necessarily come with a phone line. If you need a phone handset, buy one at a discount store rather than renting to save money. In addition to the fee for phone lines, you may also have to place a deposit toward potential long-distance charges. You can restrict access to long-distance lines from most convention center phone lines or restrict it to phone card use only. To avoid long-distance charges that are not yours, lock up your phone handset and hide your phone line at the end of each show day to assure no one will use your line during non-show hours. Request a copy of your telephone bill at the end of the show and audit the dates of usage.

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EXHIBITOR 2013 INTERNET & DATA SERVICES ORDER FORM

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ELC #5: I & D SCHEDULE I & D STEPS

1. Be on the show floor before your freight arrives to reconfirm service orders, check

the location and size of your exhibit, and wait for your freight to arrive. 2. Do a piece count after all freight is delivered and compare this inventory to your Bill

of Lading when your truck was loaded. 3. Verify the weight of your shipment with your carrier or driver for drayage purposes. 4. Work with the Teamsters delivering your freight to stage your freight around your

booth; be aware of no-freight aisles. Be a good neighbor and don’t “hog” the space around other exhibitors’ booths.

5. Determine any ancillary services that still need to be performed before you pick up your I & D labor crew (i.e. telephone, Internet, plumbing) and work on getting these services completed. 6. When all ancillary services are in place, sign on your I & D crew. 7. Review the set-up process and your expectations with your crew. Share the exhibit pictures so they can envision the end result. Tell them which way the blueprints and exhibit will face in respect to the show floor plan. 8. Lay carpet pad and carpet over your “hidden” utility wiring. 9. Verify the location of all wiring being pulled up through the pad/carpet 10. Lay Visqueen to protect carpet during set-up. 11. Open all crates and place crate doors between crates.

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12. Depending on the jurisdiction, you may be able to work along side the union laborers to install your booth. When in doubt, ask. If you can’t be “hands-on”, know what the next step is and where to find the next exhibit part the crew will need. You may be able to help by sorting screws/bolts by size, unscrewing wing nuts, removing tape from moving pads, removing inbound labels from crates, etc. and still keep the crew moving. 13. Stay in close communication with your lead; he/she will let you know when members of other union jurisdictions need to be ordered from their respective service desks. 14. Get “EMPTY” stickers from the Service Desk, write your company name and booth number with a bold felt marker, and place the stickers on 2 opposing sides of your crates or pallets (even the empty pallets if you want them back) for drayage to remove to storage. These may be color coded to the area of the floor where your exhibit is located to expedite the return of freight at show close. DO NOT SEND ANYTHING OF VALUE TO EMPTY STORAGE, AS IT IS NOT SECURED. 15. Complete the exhibit installation and hang graphics, signage, place furniture or product, and begin clean-up. 16. Discuss the need for additional labor with your lead (i.e. removing the Visqueen the evening before the show, wipe down the morning of the show, etc.) 17. Return with your crew to the Labor Service Desk to sign them off the clock. (You will

pay their hourly rate from the time you sign them on to come to your exhibit through when the Labor Desk signs them out. While at the Labor Desk, also order the necessary labor to complete installation (see #16 above) and request the same crew for teardown.

18. Get a copy of the “hard card”, which shows the names of all laborers working on your

booth and the times you signed them on to work and when you returned them. You will use this to audit your labor bill before show close.

19. Place any items you will need during the show or any boxes which are not empty in

accessible storage. Special “accessible storage” labels are available at the Service Desk for this purpose. There will be a set-up charge for this service, plus hourly charges to gain access to it during the show. This freight is removed just prior to the

General Services Contractor laying the aisle carpet.

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DISMANTLING ISN’T JUST SET-UP IN REVERSE Rule of thumb: Dismantle should take approximately half as long as installation Pre-show planning for dismantle

1. Plan your exhibit dismantle at the same time as set-up. Know if your outbound shipping is targeted.

2. Determine most economical time for dismantle (i.e. double time on a Friday evening vs. time-and-

a-half on Saturday). You may need to order different types of labor: carpet layers, carpenters, decorators, electricians, forklift crews, and riggers and coordinate their start/stop times.

3. Process the service order for installation and dismantle at the same time.

After set-up

1. Reconfirm your dismantle order (number of men and start time requested) and request same lead and crew, if possible, at end of installation when you sign out your labor crew. Also schedule a fork truck, if necessary, for lifting exhibit properties and riggers to take down signs.

2. Pick up your blank Uniform Material Handling Agreement at General Services Contractor’s

Service Desk when settling your mid-show General Services Contractor invoice. At show close

1. Nail down anything of value. This is when the most theft occurs at a show.

2. If you have rented a lead retrieval system, this will need to be returned within a few hours of the close of the show. Be prepared to wait in line if you need your lead information downloaded.

3. General Services Contractor labor removes the aisle carpet prior to the fork trucks returning your

empties.

4. Material Handling generally returns freight from storage in this order: a. accessible storage b. empty boxes/cartons c. empty crates/pallets

5. Box up product/equipment as soon as your boxes/cartons return.

6. Remove inbound shipping labels as carton/crates are returned.

7. Pick up your labor crew when you are ready to start dismantling the exhibit.

8. Work with your lead laborer and crew to plan teardown activities and replacement of exhibit parts

in crates or pad-wrap. (Use a “reverse” blueprint you’ve marked showing the crate location of each piece is stored in so they end up where they should be. Photos of difficult-to-pack items stapled or taped inside the lids of the crates can also be very helpful.)

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9. Don’t forget your hanging sign, if you have one. The General Services Contractor will work

with you to assign riggers get your sign down in time to ship home with the rest of your exhibit materials.

10. Take notes of any damage/repairs/refurbishment necessary before using exhibit property again.

This cuts down on inbound inventorying costs at your exhibit house.

11. When the exhibit is dismantled and crated or pad-wrapped, your carpet and pad removed, and all exhibitor-owned cabling packed, you can then do an accurate piece count of crates, pallets, cartons/boxes, carpet and pad rolls, complete the Bill(s) of Lading provided by your carrier and the Uniform Material Handling Agreement(s) provided by the General Services Contractor (usually one for each destination if by common carrier, or multiple destinations with a van line).

12. Turn in your completed Bill of Lading and Uniform Material Handling Agreement at the General

Services Contractor’s Exhibitor Service Desk and get your copies (which are your receipts). This allows your truck to be called to the dock for loading in the order your forms were turned in. The Service Desk personnel can check with the Marshaling Yard Foreman to verify that your driver has checked in. Know when the floor is being “forced”.

Advice: Wait with your shipment to assure it being loaded in its entirety.

Reconfirm delivery date/destinations with your driver or carrier’s dispatcher.

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Quiz for Session 20914:Show Operation Basics – Part II: On-Site Implementation1. Which union generally has jurisdiction over hanging exhibitors’ signs above their booths?

A. TeamstersB. ElectriciansC. RiggersD. Porters

2. You are always guaranteed a better quality of laborer by using an exhibitor-appointed contractor (EAC) for your installationand dismantle than using labor through the General Services Contractor.

A. TrueB. False

3. The cities with the strongest union contracts are in which geographic section of the US?A. SoutheastB. SouthwestC. Northern halfD. Northwest

4. Which of the following is NOT a Right-to-Work State?A. New YorkB. FloridaC. NevadaD. Georgia

5. Convention center electricians calculate your electrical power requirements in:A. AmpsB. WattsC. CentimetersD. A & B

6. What information is NOT important to share with your labor crew prior to starting set-up?A. Blueprints and photos of your exhibitB. Your timeframes and deadlines for set-upC. Your exhibit staff housing list with confirmation numbersD. Electrical drawings

7. Bringing your own exhibit supplies such as carpet tape, Visqueen, Velcro, cleaning supplies, stretch wrap, and banding will:A. Save you lots of money compared to buying it on site from a contractorB. Save you labor hours when your labor doesn’t have to go find supplies in the contractor’s gang box that you need to

install and dismantle your exhibitC. Allow you to better pre-plan your budget since you won’t be hit with unbudgeted on-site expensesD. All of the above

Quiz Continued on Next Page

8. It is only important to audit your show invoices from contractors:A. If you ordered additional services on-siteB. If you trust your contractors implicitly and know they’re 100% accurate in billing 100% of the timeC. When it is a full moonD. None of the above

9. The order that your exhibit materials are SUPPOSED to be returned after show close is:A. Pallets/skids first, then accessible storage items, then cartons/cases, then cratesB. Accessible storage items first, then cartons/cases, then crates, then pallets/skidsC. Crates and pallets first, then cartons/cases, then accessible storage itemsD. There is no plan or process as to when they will bring back your exhibit materials.

10. The optimum time to plan for the dismantling of your exhibit is:A. When planning your installationB. During the showC. The end of installationDuringD. Show close