Railway Interchange 2019 Railway Supply Institute Indoor Exhibit Space Application & Contract

Transcription

1 Railway Interchange 2019 Railway Supply Institute Indoor Exhibit Space Application & Contract September 22-24, 2019 Minneapolis Convention Center nd Avenue South, Minneapolis, MN USA COMPANY INFORMATION Exhibiting Company (this is how your company name will appear in all trade show materials) Street address (mailing address) City State / Province Postal Code Country PRIMARY EXHIBIT SPACE CONTACT (one per exhibiting company, you can add additional contacts - marketing, billing etc. in online booth portal at a later time) Name & Job Title Work Telephone Mobile Telephone Address Will you have any subsidiary companies exhibiting with you in your booth? Divisions/subsidiaries of an Exhibitor may be eligible for representation in the Exhibitor s booth upon verification of eligibility and approval by Show Management. The fee for each division/subsidiary is $500 USD. Divisions/subsidiaries are defined as two or more companies that are legally related entities (i.e., parent company and subsidiary; subsidiaries of the same parent company). Please list any subsidiaries below. RSI show management will reach out with more information at a later time. List Subsidiary Company Names: The company and individual named below (hereinafter Exhibitor ) hereby enters into this Railway Supply Institute (hereinafter RSI ) Application & Contract for indoor exhibit space at Railway Interchange 2019 to be held at the Minneapolis Convention Center in Minneapolis, MN, USA, September 22-24, RSI is the sole sponsor of RSI exhibits at Railway Interchange The Exhibitor agrees to be bound by the terms and conditions set forth in this application and contract and those listed in the Railway Interchange 2019 Handbook of Rules & Regulations and other rules, regulations and schedules developed by RSI and Railway Interchange trade show management. All exhibitors must provide RSI with a certificate of insurance. This application and contract is also subject to the lease agreement between RSI and the Minneapolis Convention Center. Authorized Signature Print Name B. Indoor Exhibit Space Rental Rates (USD) Date Exhibit Space Rates for RSI Member Companies # 100 sq ft. Booths Booth Size in Sq Ft Price per Sq Ft (USD) Total Booth Price (USD) $22.00 $22.00 * # Square Feet ,100 $20.00 $20.00 * # Square Feet ,200 $18.00 $18.00 * # Square Feet Railway Interchange 2019 RSI Exhibit Space Contract

2 Exhibit Space Rates for Non-RSI Member Companies 10 ft. x 10 ft. Booths Booth Size in Sq Ft Price per Sq Ft (USD) Total Booth Price (USD) $37.50 $3, Non-members can learn more about RSI membership at or call Maureen Markey at (202) Important Notices Regarding Rental Rates: All Island, Corner, End Cap, Peninsula and Split-Island booths are premium configurations and have a 10% additional fee to the base booth rental rate. Exhibitors reserving one of these booths must pay the 10% premium and include it when figuring the total cost of booth space and when making the deposit. For a description of these booths, please refer to the display guidelines at display-guidelines-indoor.pdf. RSI members contracting for exhibit space must maintain membership throughout the term of Railway Interchange 2019 and must renew membership by April 1, Member exhibitors who do not maintain membership will be charged non-member rental rates. Each 10 ft. x 10 ft. (100 sq. ft.) Indoor Exhibit Space Includes: 2 complimentary exhibitor staff badges (maximum 30). Exhibitor badges do not allow entrance into AREMA and CMA conference sessions. 8 ft. high back wall drape, 3 ft. high side wall drape One 7 in. x 44 in. identification sign Not included: electricity, carpeting, furniture, or cleaning services. Exhibitors will be informed about how to order these amenities separately. Exhibitors are required to provide / order flooring for their exhibit space. Floor Plans: RSI Indoor Exhibit Hall at Railway Interchange 2019: The RSI Indoor Exhibits Floor plan (link) and joint indoor Railway Interchange floor plan (link) are located within this document. Exhibitor Priority Point System: During the first round of exhibit space placement (Oct. 2 Nov.16, 2018 ) exhibitors are assigned exhibit space by a priority point placement system. Returning RSI member exhibitors receive priority points for exhibiting in previous RSI trade shows and membership tenure and will be assigned space first by number of points. First round exhibitors will be notified of their indoor exhibit space assignments by December B1. Booth Selection: Please list the booth number or numbers, total square feet required, and the rental fee associated with the booth size for your first three booth location preferences. All special booth configurations are considered premium spaces. The Exhibitor requests the following exhibit space (see floor plan). Special booth configurations have different guidelines than a standard linear exhibit space. Please see the display guidelines at the end of this contract. The end cap and peninsula configurations have specific back wall requirements and can only have a center 10ft back wall. 1 st Choice 2 nd Choice 3 rd Choice The display guidelines are located at the end of this contract and online here. Preferred Dimensions in ft: Booth Type: Standard Inline Space (no premium fees) Booth Number(s) Total Sq. Ft. (100 per 10 x 10 ) Special Booth Configuration (if applicable): Island Peninsula Corner End Cap If you choose an end cap, you must read the end cap guidelines and initial here that you agree to the guidelines. I understand the End Cap display guidelines and will adhere to them. Your Initials Exhibitor requests that, if possible, trade show management assign OR avoid assigning space to. You must list company names. Exhibitors wanting to be next to a specific company or not near a specific company will make it difficult for ideal space placement. This is not recommended. For example, if you ask to be next to a company with fewer priority points you will be placed at their point level. Railway Interchange 2019 RSI Exhibit Space Contract

3 Companies you DO want to be near: Companies you DO NOT want to be near: B2. Exhibitor understands that location preferences in exhibit space may not be available and that trade show management will assign Exhibitor an alternate area of similar size and configuration. B3. Exhibitor understands and agrees that trade show management may revise the trade show floor plan and/or reassign Exhibitor s space at any time. B4. Exhibitor may cancel its exhibit space at any time subject to the terms of the RSI Railway Interchange 2019 Cancellation/Refund Policy. Cancellation and/or release of exhibit space on or before April 1, 2019 will result in a 25% penalty fee of the total price of the space cancelled. Cancellation and/ or release of exhibit space between April 2, 2019 and June 30, 2019 will result in a 75% penalty fee of the space cancelled. After July 1, 2019, the Exhibitor is liable for 100% of the total price of the space contracted. Cancelations must be received in writing. B5. Upon acceptance by trade show management, all terms, Exhibition Open 8:00 AM 3:00 PM conditions and guidelines contained in the application and RSI/REMSA Exhibitor Move Out 3:30 PM 10:00 PM contract (including all rules and regulations) shall be binding. The Exhibitor agrees that the application and contract, the rules and regulations, and other rules may be amended and/or supplemented from time to time by trade show management in order to promote safety, efficiencies, and overall success of the trade show and Exhibitor agrees to comply with all such amendments and/or supplements. C. Payment Information Exhibitor agrees that an initial non-refundable deposit of 25% of the total rental fee of the requested exhibit space including the 10% premium (if applicable) is to be paid when Contact and Application for Exhibit Space is submitted. Exhibit space assignments will not be considered reserved until the deposit is received by RSI trade show management. Exhibitor agrees to abide by the following payment schedule. Following the initial non-refundable 25% deposit, the additional 75% is due no later than April 1, If this payment is not received by April 1, 2019, trade show management reserves the right to cancel the reserved space and no refund will be made to the Exhibitor. Space requested after April 1, 2019 must be paid in full at the time the application is submitted. C1. Calculate Exhibit Space Payment C2. Payment Method Square Feet of Space Requested Exhibit Space Price $ Premium Space Charges 10% $ Total Amount Due (USD) $ 25% Non-Refundable Deposit Amount (must be included with the application) $ B6. Exhibit Schedule Saturday, September 21 RSI/REMSA Exhibitor Move In 8:00 AM 4:30 PM Sunday, September 22 Exhibitor Access 10:00 AM 1:00 PM Exhibition Open 1:00 PM 5:00 PM Monday, September 23 Exhibition Open 8:00 AM 11:30 AM General Session & Keynote Address 11:45 AM 1:00 PM Exhibition Open 1:00 PM 6:00 PM Tuesday, September 24 me an invoice to pay online via credit card at $ amount. I will pay by check or wire transfer within 7 days. Please complete and return this application and contract along with your company s 25% deposit. Make checks payable to the Railway Supply Institute. Do not sent in credit card payments via . Mail, or fax your application and payment to: Railway Supply Institute, 425 Third Street, SW, Ste 920, Washington, DC Fax: patrick@rsiweb.org. Please be sure to review your application for accuracy and make a copy of the completed application for your records. If you have any questions or want to be sure your application was received, contact the Railway Supply Institute at (202) Railway Interchange 2019 RSI Exhibit Space Contract

4 Railway Interchange 2019 Minneapolis Convention Center RSI Indoor Exhibit Hall

5 9'-8" high 9'-8" high X FH 13'0" high FHE Railway Interchange 2019 Minneapolis Convention Center Minneapolis, MN USA info@railwayinterchange.org Indoor Exhibit Floor Plan Exhibits: September 22-24, 2019 *Preliminary Max Floor Plan, Subject to Change X FOOD COURT FOOD COURT X X FH FH FHE FHE UP UP UP UP UP UP Entrance Entrance Entrance Entrance Exhibit Area Exhibit Area Color Legend REMSA - Red RSI - Blue RSSI - Green Exhibit Area

6 RAILWAY INTERCHANGE 2019 INDOOR EXHIBITS September 22-24, 2019 Indiana Convention Center Minneapolis, Minnesota BOOTH DISPLAY TYPES & REGULATIONS Railway Supply Institute (RSI) & REMSA (Railway Engineering-Maintenance Suppliers Association) Exhibitors QUESTIONS? Contact your host association below. REMSA Exhibit Sales Urszula Soucie, Director of Trade Shows & Operations Railway Supply Institute Exhibit Sales Amanda Patrick, Exhibits Manager Railway Interchange follows the International Association of Exhibitions and Events (IAEE) guidelines for display rules and regulations (2014 revised edition). The following display rules and regulations will be strictly enforced by the show management. If you feel your booth space does not fit into one of these categories, please contact your host association. 1. Booth Renderings to Show Management July 1, 2019: Exhibitors with island, split-island, peninsula, and end caps exhibit spaces must turn in booth renderings with booth dimensions to RSI or REMSA Trade Show Management with dimensions by July 1, Anyone exhibitor unsure of their booth design should contact the organization with whom they are exhibiting. 2. Variance Requests: Exhibitors with new booth designs or variance requests must submit their request in writing no later than July 1, 2019 to your host association. Show management will review all submissions carefully and respond in writing. Show management reserves the right to require a structural engineer s approval. Variance requests will not be accepted on site 3. Types of Exhibit Spaces - Booth Display Configurations a) Standard Booth / Linear Booth The most common type of booth, linear booths or in-line booth, are arranged in a straight line and have other exhibitors on their immediate right and left, leaving only one side (the front of the booth) exposed to the aisle. Linear booths are commonly 10 ft. x 10 ft., and more than one booth space may be reserved to make a larger linear booth. A maximum back wall height limitation of 8 ft. is the norm. Regardless of the number of linear booth used, i.e., 10 ft. x 20 ft., 10 ft. x 30 ft., etc., display materials must be arranged in such a way as to not obstruct sight lines of neighboring exhibitors. The maximum height of 8 ft. is allowed only in the rear half of the booth space, with a 4 ft. height restriction on all materials in the remaining space forward to the aisle. Railway Interchange 2019 Indoor Display Guidelines RSI, REMSA 1

7 When three or more linear booths are used as a single exhibit space, the 4 ft. height limitation is applied only to that portion of the space which is within 10 ft. of an adjoining booth. Booth Package: Includes black 8 high draped back wall and 36 draped side rails, and 7 x 44 Company ID Sign. b) Corner Booth - A Corner Booth is a Linear Booth exposed to aisles on two (2) sides. All other guidelines for Linear Booths apply. Booth Package: Includes black 8 high draped back wall and 36 draped side rails, and 7 x 44 Company ID Sign. c) End-Cap Booth - An end-cap booth is located at the end of a row of booths, has aisles on three sides and is made up of two booths (10ft * 20 ft). The maximum back wall height is 8 ft. only in the rear half of the booth and within 5 ft. of the two side aisles. NOTE: End-cap booths have a 4 ft. height restriction on all materials in the remaining space forward to the aisle. Booth Package: Includes 10 feet of black 8 high draped back wall and 36 draped side rails, and 7 x 44 Company ID Sign d) Peninsula Booth Backed up to Linear Booth: Exposed to aisles on three (3) sides and is composed of a minimum of four 10 x 10 (3.05m x 3.05m) booths and backs up to Linear Booths. A Peninsula Booth is usually a 20 x 20 (6.1m x 6.1m) or larger. When a Peninsula Booth backs up to two Linear Booths, the back wall is restricted to four feet (4ft) (1.22m) high within five feet (5ft) (1.52m) of each aisle, permitting adequate line-of-sight for the adjoining Linear Booths. Sixteen feet (16ft) (4.78m) is the maximum height allowance, including signage, for the center portion of the back wall. Double-sided signs, logos and graphics shall be set back ten feet (10ft) (3.05m) from adjacent booths. Booth Package: Includes 10 feet of black back wall drape consisting of (2) 36 H x 5 W and 8 H x 10 W and 7 x 44 Company ID Sign Railway Interchange 2019 Indoor Display Guidelines RSI, REMSA 2

8 e) Split Island Peninsula Booth: A Split Island Booth is a Peninsula Booth that shares a common back wall with another Peninsula Booth. The entire cubic content may be used, without any back-wall line-of-sight restrictions A typical maximum height range allowance is 16 ft. to 20 ft. including signage. The common back wall must be finished with paint or drape and may not carry any branding or identification that would detract from the adjoining exhibit. All signs, branding and logos must be set back ten feet (10ft) (3.05m) from the adjoining booth Railway Interchange 2019 Indoor Display Guidelines RSI, REMSA 3

9 f) Island Booth: An island booth is any booth or combination of booths that have aisles on all four sides of the booth. Island booths are usually 20 ft. x 20 ft. or larger, although there may be different configurations. The entire cubic content of the space may be used up to the maximum height allowed by trade show management, usually in the range of 16 ft. to 20 ft. 4. Additional Exhibit Space Guidelines a) Good Neighbor Policy: RSI/REMSA adhere to a good neighbor policy. Exhibitors are asked to consider the sightlines of their exhibit space and Exhibitors around them. By following the Railway Interchange Rules & Regulations, there will be no issues with sightlines and all Exhibitors will have an equal opportunity to present their products to their audience. b) Carpeting: Exhibitors are required to have carpeting / flooring in their exhibits space. Rental carpeting will be available at a reasonable fee from FREEMAN. The exhibition hall is not carpeted, however the aisles will be carpeted in a tuxedo color. c) Decorations: It is the exhibitors responsibility to decorate and prepare their areas to present a neat and attractive appearance. No animals or hazardous items may be used within the exposition area. All decorations shall be subject to the approval of by RSI/REMSA Show Management. d) Hanging Signs and Graphics: Most exhibition rules allow for hanging signs and graphics in all standard peninsula and island booths, usually to a maximum height range of 16 ft. to 20 ft. from the top of the sign. End-cap booths do not qualify for hanging signs and graphics. The distance is measured from the floor to the top of the sign. Whether suspended from above or supported from below, hanging signs and graphics should comply with all ordinary use-of-space requirements. Hanging signs and graphics should be set back 10 ft. from adjacent booths and be directly over contracted space only. e) Multi-Story Exhibits: A multi-story exhibit is a booth where the display has two or more levels. Please contact RSI or REMSA if you plan to have a multi-story exhibit. f) Pop Up Exhibit Back Wall Coverage: Exhibitors using Pop Up displays with RSI/REMSA during Railway Interchange are required to neatly cover the back wall if visible from the aisle or from another exhibitor s booth. If back wall is deemed unsightly by Trade Show Management they may require exhibitors to cover them per exhibitor s expense. Drape can be ordered from Freeman. g) Storage: There is no accessible on-site storage available during show days. If any supplies cannot safely or attractively remain in the booth, it is the exhibitor s responsibility to arrange for daily storage. The storage of excess literature, product or packing materials and cases behind the exhibit back drape is strictly prohibited. A limited supply of literature and/or product may be stored within the booth area, as well as fire retardant shipping cases, as long as these materials do not block access to the utility service or appear unsightly from the aisle. No empty crates or cartons may be stored in, behind, or under any table or display in the show. For those exhibitors utilizing the drayage (freight) contractor, all empty containers will be removed by the official freight contractor before the opening of the show and returned to the exhibitor at the close of the show. h) Structural Integrity: All exhibit fixtures, especially portable or pop-up booths, must be built to withstand normal contact or vibration such the movement of fork-lifts, heavy machinery or equipment, and unintentional contact on the part of cleaners, laborers or neighboring exhibitors. All structures must be approved by Trade Show Management and the Fire Marshall. i) Towers: A tower is a free-standing exhibit component separate from the main exhibit structure. The height restriction is the same as that which applies to the appropriate exhibit space configuration being used. Towers in excess of 8 ft. should have drawings available for inspection. Fire and safety regulations in many facilities strictly govern the use of towers. Railway Interchange 2019 Indoor Display Guidelines RSI, REMSA 4

10 5. Floor Plan Examples Questions? Contact your host association below. REMSA Exhibit Sales Urszula Soucie, Director of Trade Shows & Operations RSI Exhibit Sales Railway Supply Institute (RSI) Amanda Patrick, VP Trade Shows Railway Interchange 2019 Indoor Display Guidelines RSI, REMSA 5