Use the links below to jump to the section of your interest.
For assistance, please contact our Exhibitor Services Department at 203-840-5614; for International Exhibitors, please call 800-840-5614. Or email us at inquiry@bookexpoamerica.com.
Move-in, Show and Move-out Hours
Move-in and Set-up Hours:
Book Expo America has a targeted freight move-in schedule for deliveries made directly to the Javits Convention Center. The schedule refers to the time your freight has been assigned to be checked-in. Your targeted date is the date and time in which your section is allowed access to the Convention Center for inbound shipments. Exhibitors/Drivers must check-in a couple of hours prior to the targeted time indicated. If your shipment arrives at any time other than the prescribed target schedule, your truck will be placed at the end of the line. Targeted Floor plan with dates and time is located in the Shipping section.
Direct freight shipments will be unloaded during your targeted time and date. It is recommended that you order your installation labor a few hours after your targeted time to insure that your freight carrier has had adequate time to be unloaded.
The installation of exhibits will take place during the following schedule:
Friday, May 21, 2010 |
12:00 pm – 6:00 pm |
Targeted |
Saturday, May 22, 2010 |
8:00 am – 4:30 pm |
Targeted |
Sunday, May 23, 2010 |
Dark Day |
|
Monday, May 24, 2010 |
8:00 am – 4:30 pm |
All Exhibitors |
Tuesday, May 25, 2010 |
8:00 am – 4:30 pm |
All Exhibitors |
OVERTIME CHARGES are in effect from 4:30pm – 8:00am Monday through Friday and all day Saturday. Doubletime includes all day Sunday and Holidays.
Show Hours:
Tuesday, May 25, 2010 |
10:00 am – 5:00 pm (Remainders Only) |
Wednesday, May 26, 2010 |
9:00 am – 6:00 pm |
Thursday, May 27, 2010 |
9:00 am – 5:00 pm |
Badged exhibitors will have access to the Exhibit Hall at 8:00am each morning.
Dismantling and Move-out Hours:
Thursday, May 27, 2010 |
5:01pm – 8:00pm |
Friday, May 28, 2010 |
8:00 am – 4:30 pm |
Saturday, May 29, 2010 |
8:00 am – 12:00 pm |
In accordance with the display rules and regulations, no exhibits or display may be dismantled before the official close of the show on Thursday, May 27 at 5:00 p.m.
FREEMAN will begin returning empty containers as soon as the aisle carpeting is removed from the exhibit floor. The entire process will take approximately six (6) to eight (8) hours.
In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall during move-in or move-out, however show days are allowed. There will be no exceptions during installation and tear-down.
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Show Information: A-Z Guide
Age Restrictions:
In accordance with display rules and regulations and security measures, no one under the age of 18 years will be admitted in the exhibit hall during move-in or move-out at any time. There will be no exceptions. Show days children are allowed.
Audio Visual:
KVL is the official audio/visual services. They will maintain a full staff on site. Refer to the Official Contractors section of this manual for order form.
Booth Furnishings:
Booth equipment, services and furnishings are available through the Official General Contractor; FREEMAN Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all forms. Refer to the General Contractor section.
Business Center:
FedEx/Kinkos Business Center will operate a full service business center on-site to provide copy and fax services, cell phone and pager rental, and small package shipping, etc. See Official Contractors page for info.
Catering:
Center Plate has exclusive rights to all catering in the facility. Menus can be found in the Official Contractors section.
Cleaning:
Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth—vacuuming, shampooing, trash removal—you can order these services by using the form in the section Facility & Utilities. Show Management does not provide cleaning or vacuuming for booth carpet at any time.
Computer Rental:
National MicroRentals (NMR) is the official computer supplier. They will maintain a full staff on site for all of your computer needs. Please refer to the Official Contractors section for order information.
Copyrighted Music:
If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.
The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:
ASCAP Licensing Dept. |
BMI (Broadcast Music, Inc.) |
1 Lincoln Plaza |
10 Music Square East |
New York, NY 10023 |
Nashville, TN 37203-4399 |
Tel: 212-621-6000 |
Tel: 800-925-8451;
615-401-2000 |
Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.
Crate Removal, Storage & Return:
Empty crates will be removed to storage and returned to your booth at the end of the Show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage.
Electrical:
All electrical work will be done exclusively by Javits electricians. Refer to the Facility & Utilities section for all related pricing.
Exhibitor Registration:
Exhibitor staff personnel wishing to enter the exhibit floor must wear an Exhibitor Badge at all times. Refer to the Exhibitor Badges and Lead Retrieval section for order information.
Exhibitor Service Center On-Site:
FREEMAN will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will also be set up in this area as well. Refer to the Quick Facts page in the General Contractor section for hours of operation.
All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.
The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact Show Management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.
Fire & Safety Regulations:
The New York City Fire Marshal, in conjunction with the Javits Convention Center, has very specific fire regulations/restrictions and permit requirements regarding display material within the exhibit hall. These regulations are detailed in the Display Rules and Regulations portion of this section.
Floral / Plant Rental:
Spring Valley Floral is the official florist. A service representative will be available on-site. Please refer to the Official Contractors section for info.
Hotel & Travel Discounts:
Call the Book Expo America Travel Desk at 1-800-395-4262 or visit our website for discounted rates on hotel, airline and car rental. Please see the Hotel Reservations section of the manual for details on hotels and important deadlines.
International Shipping:
TWI is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. The exhibitor must insure that all documents are valid and complete and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. Please refer to the Shipping section for additional information.
Labor Regulations:
The City of New York has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. FREEMAN is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the General Contractor section. If you have any further questions or would like a quote for labor services, you may contact Freeman directly at 201-246-2160.
Exhibitors using contractors other than FREEMAN for labor and/or supervision must return the EXHIBITOR DESIGNATED CONTRACTOR form to Show Management prior to April 21, 2010. NO EXCEPTIONS CAN BE MADE AFTER THIS DATE.
Lead Retrieval Systems:
Refer to the Exhibitor Badges & Lead Retrieval section for more information.
Liability & Insurance:
Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.
License Agreement:
Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor’s responsibility to adhere to all rules pertaining to your license agreement.
Material Handling (Drayage) Services:
FREEMAN is the exclusive material handling provider on the exhibit floor. They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Javits Convention Center. Material handling includes return of your empty cartons and crates at the close of the Show. Please refer to the General Contractor section for more details.
Meetings in Your Booth:
If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Michael Kisken at 203-840-5853 or email mkisken@reedexpo.com by May 12, 2010.
PLEASE NOTE: All attendees and booth personnel must have a badge to enter the exhibit hall. Please send your VIP tickets to your guests to register themselves, and use the Exhibitor Badge Form in the Exhibitor Badges section to register your booth personnel.
- A letter requesting early access to the Show floor for non-exhibitor personnel. Please state the exhibiting company and booth number.
- List the non-exhibitor personnel and type of badge they will be wearing.
- State the time and date of the meeting (meetings cannot be scheduled prior to the show opening on Wednesday, May 26, 2010).
- State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth.
- Access to the floor during non-show hours will be denied unless Show Management receives this written request in advance.
Security:
Show Management will provide perimeter security on the exhibit floor for a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent losses, however the final responsibility lies with the exhibitor. If you have items in your booth that are vulnerable to theft, take advantage of the complimentary storage room to lock up your merchandise during non-show hours.
Sound Levels:
Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.
Telephone Services / Internet Lines:
All telecommunication services including internet lines will be handled through Javits Convention Center. Refer to their order form in the Facility & Utilities section.
Vendor Invoices:
Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies. If there is any question as to the charges made, please consult with our show representatives before paying the bill. Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.
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Display Rules & Regulations
The following rules and guidelines specify what an exhibitor can and cannot do with his booth space. These rules and guidelines are based on the physical characteristics of the Exhibit Hall, the intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly.
- DEMONSTRATION AREAS & AUTOGRAPHING:
Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule. All demonstration areas should be placed near the rear of the booth to avoid going into aisle space.
When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other Exhibitors. Aisles may not be obstructed at any time.
- DEMONSTRATION EQUIPMENT:
Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.
- EXPOSED AREAS MUST BE FINISHED:
All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle.
In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back wall completely will not be allowed.
Any hanging sign or display over 8’ high must be finished on all sides.
Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR.
After 2:00pm on Tuesday, May 25 any part of a booth with unfinished side or backwalls will be draped by Show Management at the expense of the exhibitor.
- GRAPHICS ON NEIGHBORS' SIDE:
The backside of walls - the common border facing a neighboring booth - must be clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.
- HEIGHT LIMITATIONS:
The Book Expo America follows the cubic content rule, which allows exhibitors to make maximum use of their booth space. Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.
Examples of Cubic Content:
Review the Perspective View diagram.
The following maximum height limits will be strictly enforced:
NO HEIGHT VARIANCES WILL BE GRANTED AS IN PAST BOOKEXPO AMERICA EVENTS
Please plan your booth display and sign structures accordingly.
Linear Booth – In-Line
Bounded by 1 or 2 aisles |
8’ (No Hanging or
Floor Supported Signs over 8’) |
Cross Aisle
Linear Booths
(Minimum of 1,000
Sq Ft 50ft facing 50ft)
|
25’ (Must be parallel to
booth space,
centered in aisle,
top of
hanging sign or banner) |
|
14’ Hall 3D |
Peninsula Booth
Bounded by three (3) aisles |
25’ (Top of hanging sign) |
|
14’ Hall 3D |
Island Booth
Bounded by aisles
on all four sides |
|
999 sq ft and below |
25’ (Top of the hanging sign) |
1000 sq ft and above |
30’ (Top of hanging sign) |
|
14’ Hall 3D |
If you are planning on hanging a sign or banner then you must fill out the Hanging Sign Form located in the Contractor Section. All Hanging signs MUST be shipped ahead and installed prior to Exhibit Installation and the delivery of your exhibit booth. Signs not sent in advance will not be hung.
All Booths must be carpeted or contain some sort of floor covering.
Cross Aisle Linear Booths Cross Headers
- Linear booths must have at least 600 sq ft of booth’s facing booth’s space (30ft x 30ft) in order to put up a cross header.
- Cross headers spanning the aisle cannot exceed 10’ high in height and cannot be lower than 8’ high. The cross headers CANNOT BE INSTALLED UNTIL 2:00 pm on the last day of move-in.
- Aisle space must be kept completely clear of any booth structure or display elements.
- Nothing is allowed to restrict the flow of people in the designated aisle space.
- The Cross Header can not exceed the aisle space.
- If you intend to install a Cross Header then YOU MUST notify Michael Kisken by Monday, May 10 at 203-840-5853 or email at mkisken@reedexpo.com. If you do not notify Show Management before this date then you will not be allowed to install the Cross Header.
Cross Aisle Linear Booths Carpeting The Aisle
- Linear booths must have at least 600 sq ft of booth’s facing booth’s space (30ft x 30ft) in order to lay carpet. However, they may not restrict flow of aisle space during move in or move out.
- If the exhibitor wishes to carpet the aisle then there must be a Visqueen or some sort of covering that allows the Show Vendors to service the aisles over the carpet with their fork lifts, freight carts & trash bins. Show Management is not responsible for damage to exhibitor’s carpet or wiring that may have been placed under the carpet when placed in the aisles.
- If you carpet the aisle this does not become your booth space. This aisle must remain clear to allow the delivery of freight & allow trash removal during move-in, show days and move out.
- If you intend to carpet the aisle in front of your booth then YOU MUST notify Michael Kisken by Monday, May 10 at 203-840-5853 or email at mkisken@reedexpo.com. If you do not notify Show Management before this date then you will not be allowed to carpet the aisle.
- Exhibitors who carpet the aisles will need to indemnify Reed Exhibitions and Freeman in the event someone injures themselves while in the aisle. Please refer to Insurance section and carpeting of aisle notification form.
- Exhibitors are responsible for cleaning of the aisle carpet as well as maintaining of the carpet when their own carpet is used.
- Carpet padding is allowed in the aisle.
INSPECTION DEADLINE:
Any booth not occupied by 6:00pm on Tuesday, May 25 will be presumed abandoned. If there is freight in the booth and Show Management believes the Exhibitor will be late, then FREEMAN will set up the display as best they can with the information available. If there is no freight in the booth and/or Show Management believes the Exhibitor will not participate in the show, the booth will be reassigned. Exhibitors arriving after this time will be given space available and may incur additional costs.
All exhibits must be completely set by 6:00pm on Tuesday, May 25. Although exhibitors may fine tune their booth after 6pm on Tuesday, May 25 and before show opening on Wednesday, May 26 until 8:00am. Absolutely no shipment, equipment, or material may be brought onto the show floor during show hours.
SHIPMENTS TO THE SHOW
Shipments coming to the show must be divided into two categories:
- Booth Materials & Product: Any materials and products (See note below) needed to put your booth together will be delivered on your target date.
- Hanging Signs: All hanging signs must be shipped in advance to the Warehouse and will be installed prior to any materials being placed inside your booth. Review the Hanging Signs form or visit the General Contractor section for more information.
NOTE: We encourage you to ship your products in a separate shipment if at all possible to help facilitate the move in process. This will allow us to get the empty crates off of the show floor faster and allow more room for each exhibitor. Plan to have your product arrive on Wednesday, May 26.
EMPTY CRATES
Move-In:
Please label empty crates as soon as possible to facilitate the clearing of the exhibit hall. Do not wait for all your crates to be empty before having them removed from the show floor. Empty crates are NOT allowed to be made into barriers that prevent movement of set-up materials to booths. Aisle space in front of booths must be kept clear at all times. Any crates (Empty or Full) preventing free access to the aisles will be removed form the show floor immediately.
Move Out:
Crates will be delivered back to the exhibitors after the hall has been cleared and the aisle carpet has been removed. Exhibitors should expect a 5 to 10 hour process for all crates to be returned.
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Exhibitor Deadlines
PLEASE NOTE: Double-check the dates for these services by going to the forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below. The responsibility lies with the exhibitor.
Things to Do
or Order |
Order or Submit
By – Discounts
May Apply |
For Details & Order Forms/
Links |
| Request to Use an Exhibitor Designated Contractor |
April 10, 2010 |
Exhibitor Designated Contractor |
| Electric |
May 10, 2010 |
Facility & Utilities |
| Telephone/Internet |
May 10, 2010 |
Facility & Utilities |
| Lead Retrieval |
April 12, 2010 |
Exhibitor Badges
& Lead Retrieval |
| Hotel & Travel |
May 7, 2010 |
Hotel & Travel |
| Sales Meeting Request |
May 12, 2010 |
General Information |
| Exhibitor Badges |
May 10, 2010 |
Exhibitor Badges
& Lead Retrieval |
| New Generation Furnishings |
May 7, 2010 |
General Contractor |
| Modular Rental Exhibits |
May 7, 2010 |
General Contractor |
| MIS Accessories |
May 7, 2010 |
General Contractor |
| In-Booth Forklift |
May 7, 2010 |
General Contractor |
| Display Labor |
May 7, 2010 |
General Contractor |
| Hanging Sign |
May 7, 2010 |
General Contractor |
| Custom Signs |
May 7, 2010 |
General Contractor |
| Panels |
May 7, 2010 |
General Contractor |
| Booth Carpet |
May 7, 2010 |
General Contractor |
| Furniture Package |
May 7, 2010 |
General Contractor |
| Classic Furnishings |
May 7, 2010 |
General Contractor |
| Shipments to Warehouse |
Starting April 26, 2010
(Last day before
a
dditional charges
May 17, 2010) |
General Contractor |
| Shipments Direct to Show |
Starting May 21, 2010
Refer to Target
Floor Plan |
General Contractor |
The following have no deadlines, but the sooner you order the better...
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BookExpo Contacts:
Contact the Following at Reed Exhibitions
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Pavilions:
All pavilions are located in the Jacob Javits Convention Center. The exhibit floors are located inside the convention center on the Lower Level and Level 3. The pavilion colors (aisle carpet) are defined below with corresponding booth drape.
Pavilion Name |
Aisle Carpet Colors |
Art
|
Purple |
Audio/Video
|
Purple |
Children’s
|
Purple |
African American
|
Grey |
Remainders
|
Purple |
Writers Row
|
Blue |
Independent Publishers |
Teal |
All booth cleaning and porter services are the responsibility of the exhibiting company and exhibitors must order carpet for their booths.
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