NAB Show - Exhibit Services

Frequently Asked Questions

How do I update my directory listing?
What are the move-in / move-out times?
What is target move-in and why can't I change it?
What are the discount deadlines?
What is Material Handling?
How and when do I ship my materials?
What are my rights as an exhibitor regarding freight handling?
What are my rights as an exhibitor regarding labor?
What is the maximum booth height?
What are the regulations for hanging signs?
Who can I contact to design my booth?
What is an EAC?
What hotels can I stay and which ones offer shuttle services to the show?
How do I sign up for exhibitor parking?
How many exhibitor badges do I get with my booth?
What are session passes and how do I get them?
How do I arrange for a special event in my booth?

1. How do I update my directory listing?

NAB has partnered with BDMetrics to develop a special exhibitor directory listing portal for your company information to be included within the NAB Show online directory and printed guide distributed onsite. This directory listing may contain a 400-character company description, one primary contact, 5 product categories, 3 product listings (online only), and unlimited press releases (online only). You will also be able to purchase and activate your SmartBooth, which will give you access to the myNAB Show portal to actively connect with show attendees before, during and after the event! The portal for both the directory listing and purchasing of SmartBooth will be available in November 2008.

2. What are the move-in / move-out times?

The schedule for the NAB Show and RTNDA@NAB are different.
Target move-in begins at 8:00 a.m., Monday, April 13 for the NAB Show. Click here to determine your target move-in date.

Move-out begins at 4:00 p.m., Thursday, April 23. Early move-out will NOT be permitted.

RTNDA@NAB Schedule:
Move-in begins at 2:00 p.m., Friday, April 17.

3. What is target move-in and why can't I change it?

Each company is assigned a target move-in date, the date a company's freight is scheduled to be delivered to their booth. Each date is determined by Freeman based on the booth's size, location, and time allotted for access to the hall. The larger the booth and further the booth is from freight doors and no freight aisles generally the earlier its target move-in date. Adhering to the target move-in date is vital to allow all exhibitors accessibility to their booths and to guarantee the show is able to open on schedule. The target move-in date for each company is located on the official NAB Show Web site in the Floorplan section. Find your target date here. To accommodate all exhibitors in the most efficient manner we are asking each company to honor their target date. A request for change in target date will not necessarily be granted. If you have questions about your target date, please contact Marisol Camacho at Freeman at Marisol.camacho@freemanco.com.

4. What are the discount deadlines?

For the 2009 NAB Show we have tried to be as consistent as possible in regards to the vendor deadlines. We hope this will be easier for everyone to take advantage of the savings these deadlines offer. March 20, 2009 is the early discount deadline for Freeman, Aramark, A/V, security, telecommunications, etc.

5. What is Material Handling?

Material handling (drayage) is the service of receiving freight at either the advance warehouse or show site. This service includes the following:

Acceptance of freight shipped to advance warehouse
Storage of up to 30 days prior to move-in
Delivery of freight to show site OR acceptance of freight delivered directly to show site
Delivery of freight from dock to booth
Pick up and storage of "empty" crates/boxes for duration of show
Delivery of "empties" from storage back to booth for move-out
Freight transferred from booth to dock for return shipment
Loading of crates/boxes onto outgoing carrier

6. How and when do I ship my materials?

How
Inbound Freight

Check out the weight of your exhibit. Lightweight designs save on shipping and drayage.
Remove old shipping labels and attach clean labels with your company name and booth number clearly marked.
Be sure to attach a rider to your insurance policy from the time your exhibit and product leave your possession until it is returned. Your company is responsible for your exhibit and product.
Shrink-wrap all your cartons onto a skid to avoid any special handling charges. Be sure to securely pack and tape your boxes.
Ship prepaid and keep an inventory and the PRO numbers of all your shipments.
Alert Freeman if you are shipping less than you initially estimated. This will not only save you money, but also expedite the move-in process for you and other exhibitors.
If delivering to the advance warehouse, confirm delivery with both Freeman and your shipping company.
Make sure that all shipments are accompanied with a certified weight certificate.

TIP: With the new tiered rates you can save money by consolidating your shipments.
Available in November through Freeman Online - Material Handling Estimator, an online tool which allows exhibitors to estimate freight costs ahead of time, budget accurately and even receive suggestions on possible options to save money.

Outbound Freight

Make return shipping arrangements in advance.
Prepare and pack labels for your outbound shipment prior to the show.
Avoid forced shipments on the outbound. Contract only with carriers familiar with the tradeshow industry.

When

Ship in advance to the warehouse. Shipments to the warehouse can arrive March 16 – April 6, 2009.
Schedule your shipment to arrive during the published hours (8 a.m. – 4 p.m., drivers must check in by 3:30 p.m.) for freight receipt at the warehouse to avoid unnecessary surcharges.
Be sure you hit your target move-in date and time. Penalties will be assessed if materials arrive before or after your target move-in date.
For onsite deliveries, expect at least a 3-hour wait for your materials to be unloaded from the time your truck checks in at the marshalling yard.
Check-in to the marshalling yard on straight time. Check in prior to 2 p.m. to insure same day delivery.

7. What are my rights as an exhibitor regarding freight handling?

As an employee of the exhibiting company you have the right to hand carry some materials to your booth provided the following rules are adhered to:

Must use specified access doors, may use main entrance into exhibit hall
May not use freight/dock doors
No material handling equipment may be used (i.e. carts, dollies, etc., however small 2-wheeled luggage carts are allowed)
Materials must be able to be carried by one person

8. What are my rights as an exhibitor regarding labor?

As an employee of the exhibiting company you have the right to install and dismantle your own booth, as follows:

May unpack, pack and arrange merchandise & product within exhibit
Opening of cartons containing your products
Performance, testing, maintenance or repairs of your products
May set up and take down "pop-up" displays
Technical work to machines, such as balancing, programming, cleaning
Clean and wipe down products and display merchandise & parts of exhibit not installed by other union labor

To exercise these rights you must be a full-time company employee of the exhibiting company with positive identification such as medical card or payroll stub. This rule prohibits the utilization of workers hired from a non-union agency or company. Click here for more information.

9. What is the maximum booth height?

The maximum height varies by hall due to different ceiling heights in the halls. Please refer to the chart below. Click here for a more complete guide of rules and restrictions.

	Halls C1-C2	Halls C3-C5	Halls N1-N4	Halls S1-S4	Hilton Pavilion
Standard Linear	8'	8'	8'	8'	8'
Perimeter	12'	12'	12'	12'	12'
Split Island	20'	25'	25'	20'	22'
Island	20'	25'	25'	20'	22'

Important:
Please be considerate of others when designing your booth; every exhibitor has the right to be visible! If you build your exhibit to the maximum height allowed across one or more sides of your booths, you ARE blocking neighboring exhibitors from being seen. Please be respectful of all exhibitors.

If you are concerned in any way about meeting booth structure guidelines for your booth type or would like to request permission to construct your booth outside the stated guidelines, you must complete the Booth Variance Request and submit a schematic/drawing of your booth for review by March 20, 2009. If you need further assistance, please call NAB Exhibit Services at (877) 622-3947 or (202) 595-2051.

10. What are the regulations for hanging signs?

Hanging signs are generally permitted at the NAB Show and RTNDA@NAB. Hanging signs are NOT permitted in standard linear or perimeter booths. Companies that occupy split island booths must position hanging signs at least 5 feet forward from the backwall. All hanging signs must fall within the height guidelines of the booth they occupy.

All signs must be designed to comply with Show Management rules and regulations and facility limitations.
Make sure all signs, with the exception of cloth banners and signs under 100 lbs., have structurally engineered rigging points as well as blueprints displaying a current structural engineer's stamp.
If your sign requires electricity, make sure it is in working order and in accordance with the National Electric Code.
Include exhibitor contact information with the order.
Include engineer-stamped assembly and hanging instructions with the order. Freeman accepts no liability for any work completed without such instructions, when required. Work is done at exhibitor's risk and exhibitor shall indemnify and defend Freeman and Show Management from any claims arising out of or related to the installation of any sign without approved drawings.
In order to receive the discount rate, include assembly and hanging instructions with the sign and with the order.

All sign rigging must be supplied by or approved by Freeman.

11. Who can I contact to design my booth?

Freeman has the capabilities to design a custom booth developed to meet your specific goals and requirements. You may choose a custom designed booth or to save money you may choose to rent a standard or deluxe hardwall unit. Refer to your Exhibitor Manual for additional details. Or you can contact Matt Tumulty at Freeman at (214) 445-1242.

12. What is an EAC?

Exhibitor Appointed Contractors (EACs) are independent contractors hired by exhibiting companies. These are companies that are typically signatory to the local unions. They can include labor building your booth, booth supervisors, booth designers, independent display companies, delivery personnel, technicians, Manufacturing Reps, etc. An EAC will only be granted access to the Show floor if NAB has received the EAC Work Authorization Form AND a valid Certificate of Insurance. There will be no exceptions.

13. What hotels can I stay at and which ones offer shuttle services to the Show?

NAB Show Housing is ready to assist you and your company with making hotel reservations for the 2009 NAB Show. It is strongly recommended that you reserve rooms immediately to ensure the best chance of receiving the hotel and rate of your choice. Special rates are available at over 30 official hotels including pre- and post-show rates. Click here for more information.

Complimentary Shuttle Bus Service will be provided to and from the LVCC and only official NAB Show hotels. Service to the LVCC will begin on Monday, April 20 at 7:30 a.m. Complete schedule information will be posted in the LVCC, hotel lobbies and the NAB Show Program & Exhibit Guide. The shuttle buses will drop-off and pick-up at the East South Hall Entrance instead of the West Entrance. Buses will first stop at the South East Entrance and then proceed to the drop-off by Central Hall.

14. How do I sign up for exhibitor parking?

The LVCC has parking available in the Gold Lot for attendees and exhibitors, however space is extremely limited! As the Silver Lot will not be available in 2009 due to LVCC construction, NAB is looking at alternative options for exhibitor parking. We hope to have these alternatives available by December 2008.

15. How many Exhibitor Badges do I get with my booth?

Only employees of exhibiting companies and their spouses may register as Exhibitors. VIP Exhibit Passports are NOT intended for booth personnel registration. Exhibiting companies receive 8 complimentary exhibitor registrations for every 100 sq. ft. of exhibit space. There will be a $25 fee per badge over the allotted quota for additional personnel. Registration will open in October. (You will need your exhibitor ID and password).

16. What are Session Passes and how do I get them?

Session Passes allow an exhibitor access to attend educational sessions for only: NAB Broadcast Engineering, Radio Television Management, Television Management and the Broadcast Regulatory & Legislative Conferences. (Passes do not include lunches, breakfasts or social events.) To attend any of the other conference sessions, you will need to purchase the registration package for that conference at the regular rate when conference registration opens in November.

These Passes are interchangeable amongst booth personnel. An exhibitor badge and Session Pass are required to attend a session. They are available onsite only at Exhibitor Registration and are distributed to one representative from your company. All exhibiting companies, except subleasors, receive Session Passes based on the following scale:

Booth Size Number of Passes	Booth Size Session Allotment
100 - 400 sq. ft.	2
401 - 999 sq. ft.	5
1,000 - 1,999 sq. ft.	7
2,000+ sq. ft.	10

17. How do I arrange for a Special Event in my booth?

NAB Show exhibitors at the Las Vegas Convention Center planning to host an event in their booth on the exhibit floor before or after scheduled show hours must do the following:

After Hour Special Events can only be held April 20-22 from 6 – 7:30 p.m.
Before Hours Special Events can only be held April 21 – 23 beginning at 7:30 a.m.
Complete the Special Events Form and submit it by March 20.
Pick up your Special Event Passes from the Exhibit Management Office. Special Event Passes are required for admittance onto the show floor for events before & after official show hours. These Passes can only be obtained onsite. It is the exhibitor's responsibility to distribute these Passes to all invited attendees.
Security guards, hired by the exhibitor, must be present at all Before Hours and After Hours events. Security is required to escort event attendees to and from your booth and the hall entrance and to ensure attendees stay in your booth.

The number of security guards needed is based on the following sliding scale:

400 sq. ft. and smaller	One guard
401 - 900 sq. ft.	Two guards
901 - 1,200 sq. ft.	Three guards
1201 - 2,000 sq. ft.	Four guards
2,001+ sq. ft	Determined by show management based on type of event.

NAB must receive confirmation of hired security and a guest list for the event before Special Event Passes will be issued.

All planning and costs associated with the Special Event are the responsibility of the Exhibitor, including notifying their customers about the event and distributing Special Event Passes to them.