An EyeforTravel Event |
The leading event for North America's senior travel executives |
Travel Distribution Summit North America 2009 |
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16-17 September 2009, The Westin, Michigan Avenue, Chicago |
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Exhibitor InformationExhibiting will enable you to network and give a space to hold brief meetings with the high level professional attendees. The busiest times for the Expo are during the conference breaks when all the conference attendees will be in the Expo area. CONTENT
YOUR CONTACTSThere is an EyeforTravel team working on your event: Expo & Event Logistics/Production/Adverts: Event Director/Speakers: Sales: THE VENUEThe Exhibition is being held in the Wellington Ballroom 1 at the Westin, Michigan Avenue, Chicago. You can also obtain more details from the Hotel: Address: Venue Contact: EXHIBITION FLOORPLANTo view the floor plan please click here STAND ALLOCATIONSAll stand allocations will be done on a first come first served basis and can only be guaranteed once we have received a signed copy of the Exhibitor Contract. Where possible, EyeforTravel will try to give you your first choice but if this is not available we will offer you the next best alternative. EXPO PACKAGEThe following is included in your package:
Also included is:
Additional equipment orders, Telephone and Internet Connection as well as Audio Visual equipment and furniture need to be ordered separately with the contacts below. Please see the Exhibition Extras section below for information on how to order these. The exhibition space is yours to do with as you choose. Some exhibitors will bring pop-up stands of their own. The only restriction is that whatever you bring must fit within your allocated space. EXPO STAFFAs an exhibitor, you are also given two Exhibit Staff Passes to allocate to those you intend to man your stand. Please note these do not include access to the main conference. Please inform Charlotte Davis by Friday September 4th of the following details of the people from your company obtaining these tickets so that we can send them confirmation. If we do not receive the names by this date then there will be no badges available at the registration desk. Name: Should you require additional exhibit passes, these may be charged per additional person. Please contact Paul Lane on the details above for more information. EXPO TIMESPlease find below the exhibition opening times. These may change slightly closer to the event. EyeforTravel will inform you of any changes via an email. Wednesday September 16th Thursday September 17th For your information, the busiest times will be during the coffee breaks, lunches and networking drinks reception when conference attendees are able to walk the Expo floor. A timed program with exact timing of the breaks will be sent to you closer to the event SET UP TIMESTuesday September 15th: 5pm-7pm Wednesday Septmber 16th: 6am-8am Wednesday Septmber 16th is an additional set up day to allow exhibitors to finish up; all exhibitors are required to begin set up on Tuesday September 15th. All exhibits must be set by 8am on Wednesday Septmber 16th to be ready for the registration coffee break. If you are shipping packages in advance it is advisable that you or a colleague arrives in advance, to ensure everything you have sent has arrived. It is important to bring the tracking numbers for the unlikely event a package need be traced. BREAK DOWN TIMESThursday Septmember 17th: 5pm - 6:30pm The area must be cleared of equipment and rubbish by 7pm on Thursday September 17th. Anything left after this time may be disposed of by the facility unless prior shipping arrangements have been made. Important: In fairness to your fellow exhibitors and Expo attendees, and in the interest of maintaining the integrity of EyeforTravel exhibitions, no one will be permitted to disassemble or remove their exhibit in whole or in part prior to the scheduled beginning of break down on Thursday Septmember 17th EXHIBITION EXTRASPlease note - your exhibition stand comes completely empty of furniture, electricity and internet connection. This will all need to be ordered and paid for separately. OFFICIAL EXHIBITOR COMPANYJ&J Exhibitors have come on board to assist exhibitors with the following:
J&J Exhibitors AUDIO VISUAL EQUIPMENT For all Audio Visual requests please contact: Wendy Lyon NB. Additional Audio Visual Equipment will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order. ELECTRICAL SERVICES If you wish to order electricity for your stand, please contact: Wendy Lyon NB. Electrical services will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order. INTERNET & PHONE ACCESS NB. Internet & Phone access will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order. Please use this Order Form ACCOMMODATIONWe have negotiated a preferential room rate at The Westin, Michigan Avenue. This is only available until August 21st so early booking is advised. Please click here to book your room and take advantage of the discounted price. SHIPPINGAll shipping is to be organized and paid independently by the exhibitor. If you are shipping in advance it is STRONGLY ADVISED to pre-arrange for return shipping from the venue, before attending the exhibition. It is also important to bring TRACKING NUMBERS with you in the unlikely event a package needs to be traced. Please also bring all necessary packing and shipping materials with you. It is not the responsibility of EyeforTravel to arrange shipment although we have arranged with J&J Exhibitors that all material get's shipped to their warehouse, and they will arrange that it gets delivered straight to your stand. Please download the Exhibitor kit above, where you will find the material handling information. COMPANY OVERVIEW & LOGOExhibitors each get a 100-word overview and their company logo in the EyeforTravel Show Guide. OVERVIEW This is strictly 100 words (no more). The idea of the overview is to simply give a brief description of your company ‘products & services’. COMPANY LOGO Your company logo must be saved in an EPS format and saved in outlines. Please submit your company overview together with your company logo to Charlotte Davis - charlotte@eyefortravel.com as soon as possible but before FRIDAY AUGUST 14th at the very latest. EyeforTravel will not be responsible if your logo and overview is not received in time or in the right format. We also reserve the right to change your company overview if it is longer that 100 words. ADVERTISEMENTSThe Show Guide will be produced in US Letter Size 8.5"x11", our designer has asked that all artwork be produced to this size. Please supply electronic artwork as a Press Optimized PDF with the fonts embedded. A COLOUR RUN-OUT OF THE AD MUST ALWAYS BE SUPPLIED WITH ELECTRONIC FILES. IF THIS IS IMPOSSIBLE A FAX IS REQUESTED TO MATCH FONTS FOR PAGE LAYOUT. Also note the following: If the advertisement is to cover the overall page, it should be supplied with crop marks and bleed of at least 3mm. Delivery address for electronic files: charlote@eyefortravel.com Deadline for receiving artwork is Friday August 14th. If we do not receive your advert by the deadline stated or in the wrong format, we cannot ensure it will be in the showguide. INSERTS FOR DELEGATE PACKSIf you have opted for an insert as part of your Expo package, please note that they need to be shipped to the J&J Exhibitors Warehouse. Please use the above shipping labels when shipping. If we do not receive the inserts by the date stated and with the attached label, we cannot guarantee they will be placed in the Expo/Conference attendee packs. It is also important to bring the TRACKING NUMBERS with you in the unlikely event a package needs to be traced. If you are unsure whether your package includes an insert then please refer to your contract or contact EyeforTravel directly. INSURANCEWhilst we will take every precaution to protect your property during the event, we are not responsible for any loss or damages and recommend that you obtain insurance coverage. Such insurance is available through our insurer, Insurex Expo-Sure, who will be happy to provide you with a quote. You may contact Muriel Semple Tel: +44 (0) 1892 511 500 You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties, and you may wish to protect your investment against abandonment, cancellation or curtailment of the event due to reason beyond our control. DEADLINESFor your convenience I have put together a Check List with exhibition deadlines. It is important that you work to these deadlines:
FINALLYPlease remember to send any order forms (i.e. Telephone/Internet Connection, Electricity, AV etc.) and materials (i.e. Company Logo, Company Overview, Inserts etc.) by the deadlines stated. EyeforTravel cannot be held responsible for late returns. We are very excited to have you participate in this year's Travel Distribution Summit North America and the team wish you the very best of success at the event. Thanks, Charlotte Davis 7-9 Fashion Street 
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