Re: Breakbulk Americas 2014 Sponsor Manual September 29 October 2, 2014 George R. Brown Convention Center Houston, TX, USA Dear Breakbulk Americas 2014 Sponsor: Thank you for participating in the 25 th Breakbulk Americas that will take place over a four day period from September 29 October 2, 2014 at the George R. Brown Convention Center in Houston, TX, USA. Please note the breakdown of the four day period: Krabbendam Heavy Transport & Lifting Masterclass will take place on September 29-30, 2014 PLS Managing Logistics for Capital Projects Workshop will take place on September 29-30, 2014 PPG Certificate in Project Forwarding Workshop will take place on September 29-30, 2014 The Jerry Nagel Breakbulk Education Day will take place on September 30, 2014 The Welcome Reception will take place on September 30, 2014 The Exhibitions, Networking and Executive Presentations will take place on October 1-2, 2014 Networking, exhibitions, workshops, welcome reception and executive presentations will take place at the: George R. Brown Convention Center (Exhibition Hall E) 1001 Avenida De Las Americas Houston, TX 77010 www.houstonconventionctr.com This Sponsor Manual contains all the essential information you require to prepare and maximize your participation during the event. To make your participation as effective as possible, we advise you to read this carefully. Please review the online agenda on the Breakbulk Americas (website) for more information. Breakbulk Events & Media would like to remind you that this Sponsor Manual does not replace our personal service. If you need any advice or assistance, please contact a member of the team, and we will be happy to help you in any way. We have included direct contact details for the Breakbulk team members, so please feel free to contact us with any queries. Please thoroughly read the manual at your earliest opportunity, so that no vital information is forgotten. There are several deadlines coming up which you shouldn t miss. Breakbulk looks forward to working with you over the next couple months. See you in Houston, TX, USA! Sincerely, Jeremy M. Luski Vice President of Event Operations & Registration Services Breakbulk Events & Media Page 1
TABLE OF CONTENTS ADVERTISING (AD) SPECIFICATIONS [for participating sponsors only]... 7 EVENT REGULATIONS... 8 CONTACT DETAILS (ORGANIZER)... 3 DATE AND DEADLINES... 4 DISABLED FACILITIES AND ACCESS... 8 DISTRIBUTION OF PROMOTIONAL MATERIAL... 8 EVACUATION PROCEDURES... 8 EVENT GUIDE COMPANY LISTING... 6 EVENT GUIDE COMPANY LISTING EXAMPLE... 6 GLOBAL SHIPPING/COURIER RECOMMENDATION... 5 HOTEL & ACCOMMODATIONS... 8 PRINTING LOCALLY... 4 REGISTRATION... 8 RETURN OF GOODS... 6 SHIPPING/COURIER DETAILS... 5 SHIPPING LABELS FOR BAG INSERTS & MEDIA PARTNERS (if applicable)... 5 SHIPPING LABELS (FULL SIZE) FOR MATERIALS (if applicable)... 10 & 11 SPONSOR MATERIALS & GUIDELINES... 9 STORAGE... 9 Page 2
CONTACT DETAILS FOR ORGANIZER Breakbulk Events & Media (JOC Group Inc.) Attn: Events Department 2 Penn Plaza East, 12th Floor Newark, NJ 07105 USA www.breakbulk.com Event Operations Jeremy Luski Vice President of Event Operations & Registration Services Phone: +1 862 368 9938 jluski@breakbulk.com Mira Jones Event Operations Manager Phone: +1 908 723 8176 mjones@breakbulk.com Exhibitor Form Questions Exhibitor Stand Renderings, Certificate of Insurance (COI) & Exhibitor Appointed Contractor (EAC) Forms Lora Sims Exhibitor Services Director, Freeman Houston Phone: +1 713 434 4647 Lora.Sims@freemanco.com Registration & Customer Service: Joanna Lenck Event Registration & Customer Service Manager Phone: +1 973 220 4827 events@breakbulk.com Event Exhibitor Coordinator breakbulkamericas@breakbulk.com Company Ad, Bio & Logo (high & low res) Vicki Briand Content Program Data & Traffic Manager Phone: +1 251 679 8091 vbriand@breakbulk.com Sales & Sponsorship: Christian Thompson Sales Director, America & South America Phone: +1 281 416 4672 Mobile: +1 713 857 7821 cthompson@breakbulk.com Patricia Souto Sales Manager, South America Phone: +55 21 9 9998 1314 psouto@breakbulk.com Nigel Brown Sales Manager, South Africa Phone: +27 79 396 4298 nbrown@breakbulk.com Adrian van Beuningen Senior Sales Director, Europe & Turkey Phone (USA): +1 973 432 5535 Phone (EU): +32 2 808 4355 avanbeuningen@beakbulk.com Gary Tang Sales Manager, Asia / Middle East / India Phone: +852 2585 6199 gtang@breakbulk.com Kingsley Ekweariri Sales Manager, West / East / North Africa Phone: +353 89 952 4754 kekweariri@breakbulk.com Kathleen Pinson Sales Manager, Breakbulk Magazine Phone: +1 678 954 0552 kpinson@breakbulk.com Breakbulk organizers will be available at the event registration throughout the event, if you require assistance at any time. Page 3
DATE CHECK-LIST & DEADLINE INFORMATION Item Deadline Date Submit To: Notes Listing for Event Guide (Company Bio) Monday, 11 August 2014 Ms. Vicki Briand Data & Traffic Manager vbriand@breakbulk.com See page 6 for sample Advertisement (Ad) in Event Guide Monday, 11 August 2014 Ms. Vicki Briand Data & Traffic Manager vbriand@breakbulk.com See page 7 for important specifications Company Logo Monday, 11 August 2014 Ms. Vicki Briand Data & Traffic Manager vbriand@breakbulk.com High Res (EPS) & Low Res (JPG) required Bag Inserts (for delegate bags) Item Monday, 22 September 2014 Delivery to the warehouse must be no later than this date. See page 5 under Shipping/Courier Details for important information Notes Exhibitor/Sponsor Complimentary Registration Exhibitor/Sponsor Guess Passes via registration website via registration website Please ensure you pre-register by as soon as possible for Post Early Bird Rates PRINTING LOCALLY If you want to print your materials locally onsite at the George R. Brown Convention Center, Breakbulk recommends the following print company: Fed Ex Office at GRB Convention Center (Located on the 2 nd Floor above Hall E) +1 713 658 1899 (Tel) +1 713 658 9617 (Fax) usa5000@fedex.com Print bag inserts, handouts, premiums, banners & more locally in Houston! Located at the convention center! Saving on shipping & your Return on Investment (ROI)! Use discount # 0450460001 for 15% off most services during Breakbulk Americas! Page 4
SHIPPING/COURIER DETAILS FOR BAG INSERTS & MEDIA PARTNERS Please refer to your sponsorship contract for applicable benefits that apply. Please note that for Bag Inserts for Attendee Bags: It is your responsibility to arrange shipment of your sponsored items to and from locations. We CANNOT guarantee inclusion into the conference bags if shipments are received after Monday, September 22, 2014. All items MUST be delivered to the Freeman Warehouse no later than Monday, September 22, 2014. All sponsor shipments must include the below address label (see last page for full size labels). Sponsor Bag Insert labels are to the left; Media Partners are to the right. If you need clarification on what you qualify as, please contact Mira Jones at mjones@breakbulk.com. Courier & Tracking information must be sent to Mira Jones, Event Operations Manager at mjones@breakbulk.com to assist in sponsored items reaching their destination in a timely manner. Please provide the following details: Company name Contact name and information (mobile number and email address) Supplier (company that the product is being shipped by) Supplier contact name and information (mobile number and email address) Product description (what is being shipped) Quantity ordered # of boxes or pallets Courier company name and information (phone number and website) Tracking numbers Any additional notes GLOBAL COURIER RECOMMENDATION If you are an international exhibitor, it is strongly advise you to consign your shipment to the appointed freight handling agent Worldwide Exhibition Specialists Ltd (WES Group). The instructions can be found in the order form for freight handling. They will then receive the shipment on your behalf. You need to be aware that this service will attract costs payable by yourselves onsite. Alternatively, consign the shipment to yourselves at your stand at the venue address (if applicable) and agree with the courier company in advance that they will deliver the shipment to you. If so, make sure your get this confirmed in writing and please ensure that somebody from your company is there to receive the shipment. Please see below the contacts of Worldwide Exhibition Specialists Ltd (WES Group): Phone: +44 20 8508 2224 Fax: +44 1223 367 618 mailuk@wes-group.com For more details on global shipping, please refer to the Exhibitor Manual, if applicable. Page 5
RETURN OF GOODS If you would like left over items shipped back to your company, all items must be accompanied by return shipping instructions and prepaid shipping labels. Please make sure all information is addressed properly on all parcels shipped. If duty or custom fees are required upon signature by Freeman, these will be charged back to your company before entering exhibition floor. LISTING FOR EVENT GUIDE (COMPANY BIO) As part of your sponsorship (if applicable), you are entitled to a company listing in the Event Guide that is distributed to all delegates. Please follow the format below for your show directory listing. The brief description on your company should be no longer than 100 words. It is very important that you send the correct contact information that will be listed in the event guide above your company description. Please return this information to Vicki Briand, Data & Traffic Manager at vbriand@breakbulk.com no later than Monday, August 11, 2014. Event Guide Company Listing Format: Company Name Company Address (Street Number, Street) City, State/Province, Zip Code, Country Contact Name Company Phone # Company Fax # Company Email Address Company Website Company Description (maximum of 100 words) Event Guide Company Listing Example: Breakbulk Events & Media 2 Penn Plaza East, 12 th Floor Newark, NJ 07105 USA Attn: Jeremy Luski, Vice President of Event Operations Phone: +1 862 368 9938 www.breakbulk.com Breakbulk Congresses, Executive Presentations & Exhibitions are the largest international events focused on traditional breakbulk logistics, heavy-lift transportation and project cargo trade issues. Our conferences provide breakbulk shippers the opportunity to learn about breakbulk cargo issues and meet with specialized cargo carriers, ports, terminals, freight forwarders, heavy equipment transportation companies and packers. Join us at one of our highly regarded educational sessions or meet face-to-face with industry leaders at a networking function or exhibit hall. Materials received after Monday, August 11, 2014, are not guaranteed to be included in the event guide that is distributed to all conference delegates. Page 6
EVENT GUIDE ADVERTISING (AD) SPECIFICATIONS Standard-sized Book Trim @ 8.00" wide x 10.875" high UNIT SIZE WIDTH HEIGHT Full Page 8.00 10.75 Full Page with Bleed 8.25 11.125 Please keep all live area at least.3125" (5/16") from trim. Ad Materials Advertisers are required to submit materials in electronic format (preferably EPS or TIF format). Please indicate bleed requirements, if applicable. NO JPGs are accepted as final ad submission. PDFs accepted only if press quality with fonts embedded. Please include contact information and advertiser name. All ads should be accompanied by a composite proof. Materials submitted that are improperly sized will incur production charges. Materials incorrectly or incompletely submitted may incur delays and possible exclusion from programs. Media Please send all ad materials to Vicki Briand, Data & Traffic Manager at vbriand@breakbulk.com Email your ad file of 5 MB or less and include cover letter with contact information. Please name file with advertiser name and include advertiser in subject box. Post on your company or agency-supported FTP site for pick-up. Electronic Submission When submitting electronic files for your advertisement please follow the specifications listed below under Applications. This will allow expedient processing of your ad(s). Please provide proofs for all ads submitted (PDF is acceptable, EPS or TIF is preferable). All submitted ad(s), may be created (if sending native files) using any of the following Macintosh or PC applications: Applications All CS4 (or earlier versions) suite applications files: o InDesign: Package all links and fonts if sending native files. If you do not want to send fonts, please have the fonts outlined in application before packaging. o Illustrator: Convert all fonts to outline. o Photoshop: Save as a Photoshop EPS file in version 6 or higher: If ad contains type, select the Include Vector Data selection box in the SAVE AS / EPS OPTIONS dialog box. Setting Up Your Page The document page size must exactly match the final trim size you have selected for the book. For instance if the ad is to be 6" x 9", then use 6" x 9" as the electronic page size. Do not set up a 6" x 9" image area on an 8 1/2" x 11" electronic page. If there is no bleed requirement on your ad, please do not include in the document. Also, please do not include Color Bars and Registration Marks. Colors, Photo Specs and Line Work PICT and/or RGB mode are not acceptable. NO SPOT COLOR allowed. Make sure all Black is 100% K and not CMYK Black and set for Overprint. Save all photos in EPS or TIF format. Do not enlarge images over 110% when placing into designing applications. Make sure the resolution of your graphic file is supplied in the following manner: Color Images 266 dpi to 300 dpi; CMYK mode only; No ICC color profiles B/W Images 600dpi; Grayscale mode Line Art Images dpi to 2400 dpi; Bitmap mode 72 dpi is not acceptable for any artwork! (i.e., Images created for the web) Following the above guidelines will help to minimize any problems encountered while processing your files. Files that do not meet the above specifications may incur production costs and possible program exclusion (due to production delays). Materials received after Monday, August 11, 2014 are not guaranteed to be included in the event guide that is distributed to all conference attendees. Page 7
HOTEL & SLEEPING ROOM ACCOMMODATIONS Special hotel rates for the Breakbulk Americas delegates, exhibitors and sponsors have been arranged! Please note hotels and special rates are based on availability. To book your hotel accommodation(s), please visit Hotel Accommodations Americas 2014 for a complete list of available hotels nearby. Prefer to book via telephone? No problem. Friendly and knowledgeable housing agents are ready to take your calls Monday through Friday from 9:00 am - 7:00 pm ET at +1 800 221 3531 (from within the U.S., Canada and the Caribbean) or +1 212 532 1660 (from outside the U.S., Canada and the Caribbean). Be sure to make your reservations early to ensure availability! REGISTRATION All exhibitors and sponsors must register in advance of the conference. Badges can be picked up at the conference. Please visit the event registration desk in the main hall of the venue during set up times. Badges should be worn at all times and must only be allocated and used by those registered. These are valid at all times during the event including setup and breakdown. To register, please visit the Breakbulk Americas 2014 event website at REGISTER HERE! If you need registration assistance, please contact Ms. Joanna Lenck, Registration & Customer Service Manager at events@breakbuk.com. EVENT REGULATIONS We reserve the right to limit entry to invited guests only and to deny admittance to anyone at any time. Cameras, video and audio equipment are not permitted in function rooms/space at any time without prior show management approval in writing. DISABLED FACILITIES & ACCESS In compliance with the Americans with Disabilities Act (ADA), Breakbulk Events & Media will make all reasonable efforts to accommodate persons with disabilities at its event (even though this congress is based in Houston, TX, USA). Please ensure that you allow adequate and appropriate facilities on your stand for disabled visitors. Page 8
EVACUATION PROCEDURES In the event of an emergency evacuation please follow the instructions of venue and event staff. You will be directed to the assembly point outside the main building. STORAGE There are no storage facilities at the venue for sponsors. Please ensure that you account for adequate storage facilities within your exhibition stand space. Breakbulk Events & Magazine looks forward to seeing you in Houston, TX, USA! Sincerely, Jeremy M. Luski Vice President, Event Operations & Registration Services Breakbulk Events & Media Page 9
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