2018 San Diego International Auto Show Booth/Marketplace Exhibitor s Manual

Transcription

1 2018 San Diego International Auto Show Booth/Marketplace Exhibitor s Manual Thank you for choosing to exhibit at the 2018 San Diego International Auto Show held at the San Diego Convention Center from December 28, 2017 to January 1, This Exhibitor Manual will provide you with essential information you need to know to have a successful show. This Exhibitor Service & Information Manual contains material that is vital to the successful planning, marketing and management of your display in the 2018 San Diego International Auto Show, December 28, 2017 through January 1, Failure to read this manual and prompt ordering of services could result in higher rates. Questions concerning any aspect of this year s show should be directed to the New Car Dealers Association San Diego County (NCDA). As the producer, the NCDA is responsible for the management of every aspect of the show. NCDA is the owner of the show and all Show Management and production services are the responsibility of the NCDA. The services and contractors listed in this manual are for your convenience. Show Management suggests that you employ the services of Freeman, this year s official show contractor, for your greatest efficiency and ease, since they are familiar with the show and work schedule. All independent contractors must coordinate their work schedules with Freeman and comply with all guidelines and insurance requirements. Please note that insurance policies must provide coverage for all dates from move- in through move-out and also include the information required as listed in detail in the Important Rules and Requirements section of this manual. Please refer to the sample insurance form enclosed, as all insurance policies must be completed correctly. All exhibit set up contractors must submit a correct and complete policy at least 30 days prior to the first move-in day of the show or they will not be permitted to work in the San Diego Convention Center. The most up-to-date exhibitor information, including floor plans and Freeman forms, are available at The information can be found by clicking on the Exhibitor Access link near the top of the home page of our website. It is important that you review this manual with those individuals or agents having responsibility for your participation in the show. Thank you for your cooperation; we wish you a most successful 2018 San Diego International Auto Show!

2 Exhibitor Action Item Checklist 2018 San Diego International Auto Show Action Items Due Date Date Completed Ordered floral, plants & shrubbery November 24 Ordered vehicle cleaning & porter service November 24 Made hotel reservations at the Omni San Diego Hotel November 24 Ordered discount admission tickets (NCDA) November 24 Contracted Freeman for decorator needs (Use Freeman On-Line) Ordered electrical service (Use Freeman On-Line) Ordered telephone/data/internet service (Use Freeman On-Line) November 30 November 30 December 4 Mailed liability insurance policy to NCDA December 4 2

3 Directory of Contractors & Facilities SHOW OFFICE DURING SHOW Beginning Wednesday, December 27, the show office will be open at the San Diego Convention Center Room 15B on the Mezzanine Level. Also check with the VIP/Exhibitors Desk at the main entrance at B2 if no one is in the office. Phone: (619) SHOW LOCATION San Diego Convention Center 111 West Harbor Drive, San Diego, CA Phone: (619) Fax: (619) SHOW OFFICE PRIOR TO SHOW San Diego International Auto Show Mesa Ridge Court, San Diego, CA Phone: (858) Fax: (858) OFFICIAL GENERAL CONTRACTOR Freeman 901 East South Street, Anaheim, CA Phone: (714) Fax: (469) ELECTRICAL CONTRACTOR Freeman Electrical 901 East South Street, Anaheim, CA Phone: (714) Fax: (469) INTERNET/TELEPHONE CONTRACTOR Smart City Networks 5795 W. Badura Ave, Suite 110, Las Vegas, Nevada Phone: (888) Fax: (702) RECOMMENDED OFFICIAL CARPET SUPPLIER Freeman Phone: (714) Fax: (469) HEADQUARTERS HOTEL Omni San Diego Hotel 675 L Street, San Diego, CA Phone: The-Omni ( ) Fax: (619) Web: *Please reference the San Diego International Auto Show when booking your rooms. 3

4 SHOW MANAGEMENT COMPANY Kevin Leap, New Car Dealers Association San Diego County Mesa Ridge Court, San Diego, CA Phone: (858) Fax: (858) PUBLIC RELATIONS Rohatynski- Harlow,Public Relations 421 Mill Pond Lane, Suite B, Suite B, Howell, MI Joe Rohatynki Phone: (313) Marc Harlow Phone: (810) FOOD CONCESSIONAIRE San Diego Convention Center/Food Services 111 West Harbor Drive, San Diego, CA Phone: (619) Fax: (619) VEHICLE DETAILING Professional Detailers Lambert St., Suite 305, Lake Forest, CA Phone: (949) Fax: (949) FLORAL, PLANTS & SHRUBBERY Expo Plant Sevice, INC P.O. Box 1240 Vista, CA Phone: (760) Fax: Fax (760) AUDIO VISUAL Freeman Audio Visual 901 East South Street, Anaheim, CA Phone: (714) Fax: (469)

5 Public Show Dates & Hours Public Show Dates & Hours Thursday, December 28, 2017 through Monday, January 1, 2018 Thursday 10 a.m. to 9 p.m. Friday 10 a.m. to 9 p.m. Saturday 10 a.m. to 9 p.m. Sunday 10 a.m. to 6 p.m. Monday 10 a.m. to 7 p.m. Show Location Show Location San Diego Convention Center 111 West Harbor Drive San Diego, CA (619) Show Office Hours & Phone Number Show Office Hours & Phone Number Show Management will be on site starting Tuesday, December 26. For assistance, please contact Scott Webb at (619) Please note the Auto Show Office is located in Room 15B on the Mezzanine Level. The following number will be in service beginning Wednesday, December 27, 2017 and continuing through Monday, January 2, 2017: (619) Auto Show Office Hours Thursday, December 28 Friday, December 29 Saturday, December 30 Sunday, December 31 Monday, January 1 8:00AM to 9:00PM 8:00AM to 9:00PM 8:00AM to 9:00PM 8:00AM to 6:00PM 8:00AM to 7:00PM 5

6 Important Rules & Requirements Booth Vendor Move In Exhibitor Move-In Exhibitor move-in will be on Tuesday, December 26 and Wednesday, December 27 from 8:00AM 4:30PM. Please contact Scott Webb at or if you run into problems and cannot make it during these times. An exhibitor may move material to their booth that is hand carryable by one person in one trip, without the use of dollies, hand trucks, or other mechanical equipment through the front of the building. For all other items, Freeman will provide a per cart load service to unload/reload all exhibitor materials that arrive at show-site via private/personal vehicle. Any materials that cannot be accommodated on a cart load basis will be subject to Freeman handling charges. See the Freeman Material Handling forms in the Freeman Exhibitor Service kit for details on shipping to show site. If you need electrical service, please plan to order in advance to avoid show floor rates. Go to and click on the Exhibitor Access link to access the Freeman website for ordering services and equipment. All exhibits need to be show-ready by 5:00 p.m. on Wednesday, December 27, Exhibitor Entrance Procedure No passes, badges or exhibitor identification will be mailed in advance of the show. Each exhibitor is responsible for ing or faxing a list of names of personnel working in their exhibit area during the show. This can be faxed to (858) or ed to ncda@ncda.com. Please mark the list San Diego Exhibitor Badge Request. The list must include each person s first and last names, the name of the company or organization for whom the person works and who should be contacted if there are any questions regarding the list. Please fax or the list by Friday, December 8, All personnel working the show must pick up and sign for their own entrance credentials at the special exhibitor registration desk located in show entrance Lobby B of the convention center. Any person not on a submitted list will not be credentialed to work in the show. Exhibitors will be limited to two exhibitor credentials per 10x10 space. Exhibitors needing more than two credentials per 10x10 must contact show management for approval. Employees, relatives, neighbors and friends of exhibitors without an admission ticket are not eligible for free admission to the auto show. NOTE: No one under the age of 16 years old will be permitted to enter with an exhibitor credential. In accordance with our liability insurance, no children under the age of 16 are permitted in the convention center during set up or tear down. 6

7 Exhibitor Dress Code Exhibitor Dress Code All personnel working within your exhibit area must wear suitable attire. A uniform appearance for all employees representing your company is preferred. Ripped shirts, printed t-shirts, jeans with holes, dirty jeans or sneakers are not acceptable show attire. Booth personnel not dressed accordingly will not be admitted into the show. An Exhibitor exhibitor Presentation may not work, Restrictions sell or distribute literature from any area other than their Exhibitors may not work, sell or distribute literature from any area other than their rented spaces. All public address systems must be kept to a volume that is not disruptive to your neighboring exhibitors. Exhibitor Move Out Move out will begin on Monday, January 1, 2018 at approximately 8:00PM. All display items and/or product must be removed by 11:00pm on Monday, January 1, All vehicles must be removed from the convention center on Monday evening, January 1, 2018 between the hours of 9:00PM and 11:00PM. Battery cables may not be attached until directed by Show Management and exhibitors cannot begin vehicle move-out until the announcement has been made to do so by Show Management. Exhibitor Restrictions Exhibitor Restrictions Height Nothing can be displayed higher than the 8 back wall drape. Sides Sides must remain open above the three-foot divider rail to prevent blocking the view of exhibitors on either side. Overheads No canopies or tents of any kind are permitted in booth areas unless specifically approved by show management. Sale Items Only items approved and listed on the space contract are permitted to be displayed or offered for sale to the public. All exhibitors who will be selling at the auto show must be licensed to do business in the state of California. Please visit for information. A Vehicle Requirements Battery Cable - All vehicles displayed in the show must have the positive battery cable disconnected and taped using UL approved plastic electrical tape. A special plastic bag must then be applied and taped. A 4 1/2 x 6 3 mil. plastic bag with fastener will be provided by security officers as the vehicles enter the building. 7

8 Gas Tank Level - The gas level must not exceed 1/4 tank. All vehicles will be checked by show security prior to entering the convention center to see that the gas level requirement is correct. If the gas level exceeds 1/4 tank, the vehicle will not be permitted to enter the building. Gas Cap Requirements - If the gas cap door can be opened from outside your vehicle, the vehicle must have a locking gas cap. If the gas cap door must be unlocked from inside your car, then a locking gas cap is not necessary but the standard inside gas cap must be taped. AC/DC Converters - Cars using AC/DC converters must have the security system and/or horn fuse disconnected to prevent the public from setting off vehicle alarms. Exhibitor Services Provided in Booth Rental Charge The following items and services are included in the booth rental charge: 8 back and 3 side drape Display table and 2 chairs Wastebasket Daily vacuum service for all exhibit carpet (If you ordered carpet for your booth.) Daily emptying of all exhibit area waste containers Any other items such as carpet, display elements, etc. are the responsibility of the exhibitor. These items can be ordered through Freeman. See the Freeman Furnishing order form in the Freeman Exhibitor Service kit for details.tions Exhibitor Services Provided in Bulk Space (800 sqft+) Rental Charge The following items and services are included in the booth rental charge: Standard gray carpet Daily vacuum service for all exhibit carpet Daily emptying of all exhibit area waste containers Any other items such as tables, chairs, waste cans are the responsibility of the exhibitor. These items can be ordered through Freeman. See the Freeman Furnishing order form in the Freeman Exhibitor Service kit for details. Music at the Show Exhibitor agrees to comply with any licensing requirements of Broadcast Music, Inc. and the American Society of Composers, Authors and Publishers relative to the use of copy righted musical materials in connection with its exhibit at the 2018 San Diego International Auto Show. Exhibitor agrees to indemnify and reimburse NCDA for any and all claims, damages, or costs, including reasonable attorneys fees, relative to Exhibitor s failure to obtain appropriate licensing for use of copyrighted musical materials in its exhibition. Jingles and commercials produced by a manufacturer that are the property of the manufacturer may be used throughout the show. Fire Regulations 8

9 Exhibitors must comply with all federal, state, and local fire codes which apply to places of public assembly, in particular California Fire Code, and California Code of Regulations Title 19. All curtains, buntings, draping, etc., of any kind must be flameproof. Special care should be taken not to block or obstruct any fire hose or fire extinguisher cabinets, fire pull boxes, or entrances and exits within the San Diego Convention Center. Headquarters Hotel We are pleased to inform you that the Omni San Diego Hotel has once again been named the headquarters hotel for the San Diego International Auto Show. The Omni is offering special room rates starting at $119/night for exhibitors, contractors and other personnel working at the San Diego International Auto Show from December 25 through January 2. To secure this rate, please book your room(s) by Friday, November 24. The four-star Omni San Diego Hotel is conveniently located across the street from the convention center in the heart of the historic Gaslamp Quarter. Guests may book rooms using the following options: - By Phone: THE-OMNI ( ) and be sure to mention San Diego International Auto Show - Online: Omni San Diego Hotel 675 L Street San Diego, CA Liability Each exhibitor is entirely responsible for the space allotted to them through their contract. Each exhibitor agrees to reimburse the San Diego Convention Center for any damage to the floor, ceilings or walls within his contracted area. Decorations, signs, banners and streamers may not be attached, taped, nailed or otherwise fastened to any ceiling, window, painted surface or wall of the exhibit halls. Any special decorations or signs must be approved by the San Diego Convention Center management as to location and method of installation. Under no circumstances are helium balloons or adhesive-back decals to be given away or permitted to be used in the exhibit halls. Any cost incurred by the San Diego Convention Center, from the use or removal of these items will be charged to the exhibitor. The Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car Dealers Association San Diego County, the San Diego Convention Center and Freeman assume no liability or responsibility for any loss or theft. Therefore, it is the exhibitor s responsibility to provide their own insurance coverage for vehicles, exhibits and materials. 9

10 Exhibitors must provide a certificate of insurance as outlined in this exhibitor s manual by December 4, 2017 and fax it to Diana Silva at (858) NOTE: Access to the building may be denied to those exhibitors that have not provided a policy or Display Agreement and Liability Release and Waiver Agreement to Show Management on or before the deadline date of December 4,

11 Insurance Requirements All exhibitors, porter service companies and outside service companies providing any equipment or services to the 2018 San Diego International Auto Show or its exhibitors must secure a broad-form comprehensive general liability insurance policy. All exhibit houses must include all clients to the certificate of insurance to insure proper coverage during the show. The exhibitor shall procure, at its sole cost and expense, and shall maintain in force at all times during the term of this contract (including move in and move out), policies of insurance as herein below set forth, written by an insurer having a Best s rating of at least A and shall deliver to Show Management evidence of such policies as set forth herein. These policies shall be endorsed in form acceptable to Show Management to include a provision that the policy will not be cancelled, materially changed, or not renewed without at least thirty (30) days prior written notice to Show Management, by certified mail, return receipt requested, and state or be endorsed to provide that the coverage afforded under the policies shall apply on a primary and not on an excess or contributing basis with any policies which may be available to Show Management. Policies written on a claims-made basis are not acceptable. At least two weeks prior to the expiration of the policies evidence of renewal or replacement policies of insurance, with terms and limits no less favorable as the expiring policies, shall be delivered to Show Management. Deductibles of self-insured retention above $25,000 will require approval from Show Management. 1. A Commercial General Liability insurance policy (I.S.O. Form CG or equivalent approved by Show Management) in the Exhibitor s name with Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car Dealers Association San Diego County; the San Diego Convention Center Corporation, Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers, directors, agents and employees of each of these entities named as additional insured (I.S.O. Form CG or equivalent approved by Show Management) with limits of liability in the amounts of $2,000,000 Occurrence/$2,000,000 Aggregate on a combined single limit basis for injuries to persons (including death), contractual liability and damage to property. 2. Automobile and Truck Liability Insurance Policy in the Exhibitor s name with Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car Dealers Association San Diego County; the San Diego Convention Center Corporation, Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers, directors, agents and employees of each of these entities named as additional insured with limits of liability in the amount of $2,000,000 each occurrence, on a combined single limit basis for claims for bodily injuries (including death) to persons and for damage to property arising out of the ownership, maintenance or use of any owned, hired or non-owned motor vehicle. 3. Worker s Compensation Insurance (including Employer s Liability Insurance) with limits of $1,000,000/$1,000,000/$1,000,

12 4. Any additional insurance policies necessary to obtain required permits or otherwise comply with applicable law ordinances or regulations regarding the performance of your contract. Exhibitor shall provide to Show Management a Certificate of Insurance as evidence of such aforementioned policies at least thirty (30) days prior to the auto show; however, if requested by Show Management within 10 days of the request a copy of such policies, certified by the insurance carrier as being true and complete shall be provided to Show Management. The Certificate of Insurance must (1) indicate the I.S.O. Form used by the carrier, (2) be signed by an authorized representative of the insurance carrier, (3) disclose any deductible, self-insured retention, aggregate limit or any exclusions to the policy that materially change the coverage, (4) indicate that the Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car Dealers Association San Diego County; the San Diego Convention Center Corporation, Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers, directors, agents and employees of each of these entities are additional insured on all policies (except Worker s Compensation), (5) reference the auto show name and location on the face of the Certificate and (6) expressly reference the inclusion of all required endorsements. If requested by Show Management, the exhibitor must furnish within thirty (30) days of a request proof that the person signing the Certificate is authorized by the insurance carrier. If, at any time during the period of this contract, insurance as required is not in effect, or proof thereof is not provided to Show Management, Show Management shall have the options to: (1) direct the Exhibitor to suspend work with no additional cost or extension of time due on account thereof, (2) obtain the required insurance at Exhibitor s expense providing Show Management with coverage immediately, or (3) treat such failure as an event of default. The contractor shall immediately file with Show Management, Mesa Ridge Court, San Diego, CA A notice of any occurrence likely to result in a claim against Show Management. Show Management and/or the official general contractor may request verification of this policy during move-in of the auto show before any services or equipment may be provided. All policies must provide coverage from the first move-in date, December 26, 2017 to the last move-out date, January 3, All insurance policies must be completed correctly. The following page includes language that should be forwarded to your insurance carrier to complete the insurance certificate. This certificate of insurance must be received by Show Management no later than December 4, Please fax the certificate to Diana Silva at (858) NOTE: This deadline will be strictly enforced. Access to the building may be denied to those subcontractors that have not provided a policy to Show Management on or before the deadline date of December 4, A sample of a correctly completed insurance policy is enclosed. 12

13 2018 San Diego International Auto Show Certificate of Insurance Information Certificate Holder/Additional Insured San Diego International Auto Show Motor Car Dealers Association dba New Car Dealers Association San Diego County Mesa Ridge Court San Diego, CA Show Dates December 28, 2017 January 1, Please include dates for set-up & tear-down (Dec. 26, 2017 through Jan. 3, 2018) Type of Certificate Description of Operation/Location/ Vehicles/Special Times Additional Insured Motor Car Dealers Association of San Diego, A California corporation doing business as the New Car Dealers Association San Diego County; the San Diego Convention Center Corporation, Inc., City of San Diego, San Diego Unified Port District, and the members, officers, directors, agents and employees of each of these three (3) entities are named as additional insured and are provided the same coverage as the named insured, including the cost of defense, against claims for bodily injury, death, or property damage occurring in or upon, or resulting from the insured s use or occupancy of the San Diego Convention Center and/or the San Diego Concourse. Limits of General Liability General Aggregate Workers Comp / Employees Liability Auto Liability $2,000, Each Occurrence $2,000, Each Occurrence $1,000, Each Occurrence $2,000, Each Occurrence 13

14 Description of Operations/Locations/Vehicles/Special Items: Motor Car Dealers Association of San Diego, A California corporation doing business as the New Car Dealers Association San Diego County; the San Diego Convention Center Corporation, Inc., City of San Diego, San Diego Unified Port District, and the members, officers, directors, agents and employees of each of these three (3) entities are named as additional insured and are provided the same coverage as the named insured, including the cost of defense, against claims for bodily injury, death, or property damage occurring in or upon, or resulting from the insured s use or occupancy of the San Diego Convention Center and/or the San Diego Concourse. 14

15 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG ADDITIONAL INSURED OWNERS, LESSEES OR CONTRACTORS SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car Dealers Association San Diego County Mesa Ridge Court, San Diego, CA (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) Who Is An Insured (Section II) is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of your ongoing operations performed for that insured. SAMPLE CG Copyright, Insurance Services Office, Inc., 2000 Page 1 of 1 15

16 Parking Information On-site private vehicle parking is available in the convention center s underground 1,900-space parking garage. The cost is TBD per vehicle per day (contact Ace Parking at to confirm rates during the show). Off-site parking is available at numerous nearby locations. Parking during move-out is available in the facility s garage but advance reservations must be made with Ace Parking at (619) Entrance to the garage is off Convention Way adjacent to the Grand Staircase. Public Admission Prices Public Admission Prices Adults (13 and over) $15.00 Military (with ID) $12.00 Senior Citizens (62 and over) $12.00 Children (7-12) $11.00 (free with paying adult on Sunday, Dec. 31) Children (6 and under) FREE Security Security Show Management will provide 24-hour guard service on the show floor, beginning on Thursday, December 21, 2017 at 6 AM and concluding on Wednesday, January 3, 2018 at 6:00 PM. This service is for the overall safety and security of the show and its participants. If your display contains something of particular value, it is recommended that you secure it overnight. If you need private security for your display or concept vehicles, please contact Show Management at (858) NOTE: The New Car Dealers Association San Diego County cannot be held responsible for the theft of items missing from exhibitor areas. Discount Admission Tickets Discount admission tickets may be purchased in packs of twenty-five (25) for $325. These tickets represent a savings of $2.00 off the regular adult admission price of $ They may be given away to your family, friends, employees or customers. Unused tickets are non-refundable. You may also wish to run a special promotion, offering the discount admission tickets to the public, at your place of business, prior to the opening of the show. NOTE: Please see the enclosed form for ordering your discount admission tickets. 16

17 General Contractor Information Services for the 2018 San Diego International Auto Show will be provided by: Freeman ADDRESS: 901 East South Street, Anaheim, CA Phone: (714) Fax: (469) Freeman will staff their Exhibitor s Service Desk beginning on Thursday, December 21, 2017 through Saturday, December 23, 2017, and again from Tuesday, December 26, 2017 through Wednesday, January 3, SHIPMENTS: All shipments must be prepaid and are to be addressed as follows: ADVANCE SHIPPING ONLY: (Name of Manufacturer) (Must be delivered November 20 thru Dec.13) 2018 San Diego International Auto Show c/o Freeman 6060 Nancy Ridge Drive, Suite C San Diego, CA The above address is for shipments that are scheduled to arrive in San Diego before December 13, Note: the Freeman warehouse will be closed November and December Warehouse hours: Monday- Friday, 8:00AM-3:30PM. Shipments that are scheduled to arrive at the San Diego Convention Center can only be accepted on your scheduled freight move in day. Freight deliveries prior to your move in date will not be accepted by the San Diego Convention Center. Shipments to the show should be labeled: CONVENTION CENTER ONLY: (Name of Exhibitor) 2018 San Diego International Auto Show c/o Freeman San Diego Convention Center 111 West Harbor Drive San Diego, CA

18 Discount Admission Tickets Order Form Advance Discount Admission Tickets will be available at a cost of $13.00 each, which is a savings of $2.00 off the regular adult admission price. Tickets are in packs of 25 at a cost of $ Quantity of Packs $ Each = $ Enclosed (Packs of 25) PROCEDURE FOR ORDERING: Complete the order form below, please print or type the information. Orders MUST be accompanied by a check. Unused tickets are not refundable. COMPANY: STREET ADDRESS: (Tickets will be shipped to this location via UPS. No P.O. Boxes.) CITY: STATE: ZIP: SPACE OR BOOTH NUMBER(S): AUTHORIZED BY: TELEPHONE #: Print Name Signature TITLE: DATE: MAIL TO: San Diego International Auto Show c/o New Car Dealers Association San Diego County Mesa Ridge Court San Diego, CA Phone: (858) Make all checks payable to: San Diego International Auto Show Deadline Date for Orders: November 24,