Exhibitor Kit


 

Suppliers’ Night 2018

Tuesday, April 17, 2018

El Zaribah Shrine

552 N 40th Street, Phoenix, AZ 85008*

(South of 202 loop on 40th St. behind the Frito Lay Distributor building.)


Registration Pages

Reserve a Booth:  Click Here.

Registration for Customers & Contacts: Click Here.


Expo Schedule

Set-Up:  1:00—3:00 PM Enter through the North door for set-up*

Education Session: 2:30 – 3:30 PM

Expo Floor Hours: 3:30—6:30 PM

Tear Down Times and Rules:  You may not tear down your booth space before 6:30 PM. Tear down is from 6:30 PM until 7:30 PM.

Post Event Happy Hour: Same evening.  Time and Place to be announced.


Hotel Accommodations

Aloft Phoenix-Airport

The Aloft Phoenix-Airport is also close, just over a mile.  They provide a shuttle service from 4 a.m. to midnight each day and can take you to and from El Zaribah Shrine.  To learn more about Aloft Phoenix-Airport and to make your reservation, please click here or call (602) 275-6300.  At the time of this publishing, room prices started at $143 per night.   No special discount has been arranged.

 

Hilton Garden Inn Phoenix Airport North

The Hilton Garden Inn Phoenix Airport North is the hotel closest to the event venue.  The hotel provides a 24-hour shuttle that can take you to and from El Zaribah Shrine.  To learn more about Hilton Garden Inn Phoenix Airport North and make your hotel reservation, please click here.  You can also call 602-306-2323.  At the time of this publishing, the hotel price per night was $220.00.  No special discount has been  arranged.

 

Crowne Plaza Phoenix Airport

The Crowne Plaza Phoenix Airport is 1.1 miles from the El Zaribah Shrine.   You can take the PHX Sky Train® from the airport right to the Crowne Plaza Phoenix Airport.  The hotel does not provide free shuttle service to the Shrine, but they do have a preferred customer arrangement with the Shrine that affords discounted rates.  (The Shrine’s preferred customer number is 786809531. ) At the time of this publishing, the hotel price per night was $134.00.  To learn more about The Crowne Plaza Phoenix Airport and make your hotel reservation, please click here.  You can also call (855) 729.6011.

 


Parking and Entrance

  • VendorsNorth Entrance: Vendors have access to convenient parking on both the North and West sides of the building.  Enter through the North doors for set-up.
  • AttendeesSouth Entrance: Attendee parking is on the South side of the building with registration at the South Entrance.
  • East Entrance CLOSED: East parking is reserved for the Shriner’s. Please note that the East entrance will be locked.

Vendor Entrance for Set-up & Check-In

 


 What Is Permitted?

  • Educational and sales collateral
  • Samples, other food products, giveaways*
  • Instruments and equipment
  • Booths must have appropriate personnel for the entire duration of the event

*Note: If you plan to hand out samples of your product, you must fill out the form provided  HERE .  After you sign it, return it to the Cactus Section IFT at cactusift@gmail.com to acknowledge your acceptance of the rules and regulations. All requests will be automatically approved upon your signature.

Click HERE to download Food & Beverage Sample Authorization Request


What Is NOT Permitted?

  • Decorations on ceilings, painted surfaces, columns, fabric, decorative walls (no adhesive decals)
  • Nothing is allowed on Shine Auditorium Walls
  • Activities or loud noises that disturb other exhibitors
  • Solicitations, interviews, or distribution of literature outside of the confines of your booth space
  • Your display may not be placed in the aisle.

Food & Product Samples

If you plan to hand out samples of your product, you must fill out the form provided  HERE .  After you sign it, return it to the Cactus Section IFT at cactusift@gmail.com to acknowledge your acceptance of the rules and regulations. All requests will be automatically approved upon your signature.

Click HERE to download Food & Beverage Sample Authorization Request.


Booth Detail

All booths will have an 8 foot table and two chairs.  Waste baskets will be spread throughout the room. Please note that only tabletop displays are allowed. Freestanding booths and displays are prohibited.


Booth Assignments

Vendors can choose their spot during reservation.


Door Prizes

Exhibitor-provided door prizes are encouraged.  Cactus IFT will choose and announce the winners.


Cancellations

Cancellations must be made in writing. Cancellations on/or before December 31 will receive 100% refund. Cancellations from January 1 – March 31  will receive 50% refund. There will be no refunds after  April 1. 


Badges

Exhibitor badges will be picked up onsite in the registration area.


Shipping Direct to Venue

Inbound Shipping

  1. Material handling fee must be paid in advance through Eventbrite registration (coming soon).
  2. Shipment target date is Monday, April 16, 2018
  3. You must have the appropriate shipping label (see below)
  4. Please, direct freight carriers not to deliver prior to shipment target date or arrange drayage with the El Zaribah Events Manager.  Early arriving freight will be refused.

Outbound Shipping

See EL ZARIBAH SHRINE DRAYAGE INFORMATION below for specific instructions!

  1. Bring your own return shipping label (it must have a barcode)
  2. Fill out the Outbound Form at the end of this packet
  3. Pay the materials handling fee in advance through Eventbrite registration (coming soon).
  4. Make sure your materials are picked up by 5PM on Wednesday, April 18th, 2018. It is the responsibility of the exhibiting company to contact their carrier and make arrangements for pick-up directly from the show site.
  5. All exhibit materials must be removed during tear-down.  Any exhibit materials remaining at the conclusion of tear-down are considered abandoned and will be disposed of.
  6. Do not abandon your freight until Exhibit Services has your Outbound Shipping Form.
  7. Exhibit Services’ outbound shipping forms are the ONLY forms allowed and can be printed from the following link:  Drayage Outbound Form    They will also be available at the Vendor Registration Desk and at the Event Manager’s office.
  8. Note on outbound shipment about estimating weight and number of packages returning:  The shipping company will only charge based on what you actually ship.

Shipping Label – Inbound

Place on multiple sides of each package.

Exhibitor Services
El Zaribah Shrine
552 North 40th Street
Phoenix, Arizona 85008
Office 602-231-0300 x24
ATTN: Cactus IFT Suppliers’ Night
Show Date: ________________________
Booth # _______      Vendor Company: ______________________

 


Artwork for Advertisements

(For those purchasing advertising)

Program  – FOUR artwork files are needed:

  1. Black & White JPEG (300 dpi or higher)
  2. Color JPEG (300 dpi or higher)
  3. Black & White High Resolution.EPS.
  4. Color High Resolution.EPS

Slide Show – Two options:

  • We can use the above Color JPEG, or,
  • You can send an additional JPEG with a more simplified ad for easy reading in the slide rotation.  It should be horizontal in orientation to maximize the space available in the slide view.

Ad dimensions:

  • Full Page = 8 x 10 1/2″
  • Half Page (horizontal) = 8 x 5 1/8″
  • Half Page (Vertical) = 3 7/8 x 10 1/2″
  • 1/4 Page = 3 7/8 x 5 1/8″
  • Slideshow ad = 10 x 5 1/2

Contact Information

email: cactusIFT@gmail.com

 

El Zaribah Shrine Drayage Information

Ship To:  Cactus Section IFT Suppliers’ Night

Earliest Target Date:  Monday, April 16, 2018

Show Date:  Tuesday, April 17, 2018

Return Pick-Up Scheduling: Wednesday, April 18, 2018  (by 5 p.m.)

Ship To Address/Label:

Exhibitor Services
El Zaribah Shrine
552 North 40th Street
Phoenix, Arizona 85008
Office 602-231-0300 x24
ATTN: Cactus IFT Suppliers’ Night
Show Date: ________________________
Booth # _______      Vendor Company Name: _______________________

Drayage and Material Handling at the Shrine Auditorium

Drayage is the service of handling freight shipments for a trade show.

 

This service includes the following elements:

Receive shipment: Shrine will sign for the incoming shipment.
Storage: One-day storage included in pricing
Deliver to booth – Incoming Shipment will be delivered to your booth.
Empty Containers – Store empty containers during show times.
Return Containers – redeliver empty containers to the booth after the show closes.
Release to Exhibitors Designated Carrier: Shrine will allow Vendors Carry to Pick-Up Outbound Shipment the following day after the show.

How am I charged for this service?

Drayage is charged by the weight of your inbound shipment. Exhibitors are charged for each cwt. or 100 lbs of their inbound shipment. All shipments are rounded up to the next 100 lbs, e.g. (366 lbs is 400 lbs or 4 cwt.).

Charges per hundred pounds: $50 per 100 Pounds.

If your company paid for our service inbound, the outbound service is included.  If you do not use the outbound service, there is no credit for the unused service.

 

How do I arrange for Exhibit Services to handle my shipment for this show?

First, review the inbound/outbound freight instructions of official Exhibitor Service Kit for your event. This will provide you with the appropriate inbound shipping addresses, labels, drayage rates, and specific timing for your shipment.

Second, determine the time you want your shipment to arrive, either the day before or that morning during exhibitor setup times at show site.  You may want to e-mail The Shrine at rentals@el-zaribah.org/rentals to let them know you are making a shipment.

Additionally, carefully review the outbound shipping time frame so you can arrange your carrier to pick-up your outbound shipment before the force time.

Third, call your carrier and arrange for shipping according to the timeframes required for your event. Make sure your carrier will guarantee delivery and pickup times. DO NOT USE SHIPPING FORM WITHOUT A BARCODE such as FEDERAL EXPRESS GROUND.  Without a BARCODE, the carrier CANNOT pick up.

Fourth, keep a copy of your carriers bill of lading for your inbound shipment (with tracking # and carriers phone # ) and bring it to the show. If your shipment is not at the show when you arrive you will need this information to track your shipment.

Finally, prepare your Out Bound shipping paperwork, INCLUDING THE FOLLOWING:

  1. CARRIER Shipping Labels: MUST HAVE BARCODE
  2. Shrine OUTBOUND FORM

THEN call your carrier to schedule pick up.

 

UPS, Fed Ex, DHL, etc. Shipments

These freight carriers DO NOT provide bills of lading to note any damage or piece count. Therefore, ES will NOT be responsible for piece count or damage to shipments that are received without a proper bill of lading to note exceptions.

 

What is the force-time?

Force time is the last possible time for your designated carrier to pick-up your shipment after the show is over. Trade shows Clients have a specific time when they must vacate the exhibit facility to make way for the next event.

Therefore if your freight has not been picked up by your carrier by the force-time your freight will be sent out by another carrier freight collect. The force-time is Wednesday, April 18, 2018,  before NOON.

 

Outbound Freight Shipments

DO NOT ABANDON YOUR FREIGHT UNTIL EXHIBIT SERVICES HAS YOUR OUTBOUND SHIPPING FORM.

Exhibit Services’ outbound shipping forms are the ONLY forms allowed and can be printed from the following link:  Drayage Outbound Form    They will also be available at the service desk.

It is the responsibility of the exhibiting company to contact their carrier and make arrangements for pick-up directly from the show site.

 

Cargo Insurance

It is recommended that exhibitors carry All-Risk Insurance covering your materials against damage, loss and all other hazards from the time of shipping to returning from the show. This can usually be done by adding “riders” to existing policies. Exhibit Services, Inc. and most freight carriers have very limited liability if any responsibility for your shipments or cargo. 

Please ensure that your shipments are covered by your insurance policies.