Exhibitor Guidelines


  1. Show management has the sole right to determine the eligibility of exhibitor or product for inclusion in the event.
  2. All measurements and layouts shown on the floor plan are as accurate as possible. Show Management reserves the right to relocate exhibit areas or reconfigure the exhibition floor plan for the benefit of the Exhibitor, or for the betterment of the Exhibition, as may be deemed necessary.
  3. Failure to occupy contracted space does not relieve an exhibitor from financial obligations. Booth set-up must adhere to the schedule published in General Information. Show Management may, at exhibitor's expense and risk, set up any display delivered to the show floor and not under construction 2 hours prior to the show opening.
  4. Show Management is not liable for any damages or liability of any kind for any damage or injury to persons or property during the term of the exhibition from any cause whatsoever by reason of use, occupation and enjoyment of the exhibit space by exhibitor. It is recommended that each exhibitor insure the equipment in their booth.
  5. Standard Booth: A standard (linear) booth is defined as an exhibit with one or more standard (10'x10') units in a straight line. The maximum height of the display (including products) is four (4) feet in the low zone and eight (8) feet in the high zone.
  6. Island Booths: An island booth is defined as an exhibit with 4 or more standard units with aisles on all four sides. The maximum height of the display (including any hanging signs) is sixteen (16) feet.
  7. The exhibit/display (including products, signs and structure) and personnel are limited to the confines of the floor space purchased. Booth personnel and products may not be in any aisle.
  8. All surfaces visible to the attendees must be finished and decorated.
  9. All displays must be fireproof and confirm to Federal, State and Local codes and rules. All wiring (including products, if activated) must meet industry safety codes.
  10. All signs must be professionally lettered and in keeping with the professional atmosphere of the show. Signs are limited to the booth area.
  11. Booths may be occupied 30 minutes prior to opening. Exhibitors will not be permitted in the exhibit hall during non-show hours.
  12. Exhibitors are liable for accidents and/or property damage caused by the actions of their employees, contractors and /or agents.
  13. Exhibitors should be on hand to supervise the set-up and dismantling of equipment and other items of high valve. Small items of value should be removed to an appropriate locked enclosure during hours when exhibits are not closely supervised by exhibitor's personnel. It is recommended that notebook computers be attached to the exhibit during exhibit hours.
  14. Audio/Visual equipment and presentations are permitted as long as they do not interfere with the activities of neighboring exhibitors.
  15. Food and Beverage: Any food and beverage that is dispensed from the booth must be supplied and prepared by the Convention Center Food Service. Samples of food products must be the product of the exhibiting company. It is necessary to have the approval of the convention center before dispersing samples.
  16. Security: The exhibit hall is to be locked during non exhibition hours with 24 hour perimeter security. The supplying of security does not imply an assumption of liability for exhibitor's property.

Domestic (U.S.) Shipping Instructions

  • ALL drivers will be required to check in at the Marshalling Yard across the street, and will need to wait there for permission to enter the guarded dock/ramp area.
  • You are allowed to use your personal, 2-wheeled handcart to move your freight to your booth area.
  • You are not allowed to park at the dock or ramp for an extended period of time while you haul your materials to your booth. Plan on 20 minutes, or paying for additional labor.
  • Costs for receiving small package shipments are on a two-tier system. Full price for the first, less for additional packages that arrive at the same time.

Other details to notice

Every package needs a shipping label.  The label must contain the Convention address, contact person, booth or room number.  This is necessary even if your items are traveling on a shrink-wrapped skid. The General Conference will provide labels, at your request, starting around October, 2009.

For material handling charges, weights are rounded UP to the nearest 100 pounds. A load of 215 pounds means that you will be charged for 300 pounds.

Handling charges cover moving in and out. If you paid Fern Decorators to have something moved in, you have also paid to have them move it out. If you didn't pay to have it moved in, you are responsible for moving it out.

  • Show Information > Union Guidelines > Material Handling
  • Shipping Info & Labels > Marshalling Yard Procedure
  • Shipping Info & Labels > Shipping Info & Labels 
    • Freight Handling Rate Schedule
    • Damage to Exhibits (insurance coverage, needs)
    • Outbound Shipping Instructions


International Shippers/Exhibitors

Please contact Marvin Robinson in General Conference Treasury/TRIPS Department as soon as possible to discuss schedule, route, storage and delivery options. An early start on plans will help everyone to achieve the most cost effective shipment possible while making certain the freight will be in Atlanta on time.

For any questions related to shipping, please contact Marvin Robinson or Laurie Wilson at GC TRIPS.
 
Marvin Robinson Laurie Wilson
O: 301-680-6036 O: 301-680-6259
C: 443-398-4344 C: 510-755-1722
robinsonm@gc.adventist.org wilsonl@gc.adventist.org