What is a General Contractor?
GES® has been selected as the official services contractor for your show. We will provide the labor, equipment and services to exhibition managers and exhibitors required to produce the event. Because of the many things that we are responsible for at the show, we are familiar with the key individuals managing the event. If at any time during the planning process you are unsure where to turn, just ask us - we're at your service.

GES® Exhibitor Services
Our Exhibitor Services organization is the group responsible for answering exhibitor questions, processing your orders and handling any special requests. They are the conduits between production, exhibitors and show management. Regardless of your issue you can contact them for advice and information about the show - if they don't know the answer, they'll find it!

GES National ServicenterSM

The GES National ServicenterSM is a state-of-the-art service facility dedicated to providing consistency and continuity of customer service for all GES exhibitors.

The GES National ServicenterSM offers:

  • Toll-free calling within the US and dedicated international phone & fax numbers.
  • Single point of contact for all GES shows, regardless of location.
  • Coast-to-coast time zone coverage.
  • Personalized exhibitor service for all pre- and post-show orders, questions, and requirements.

By centralizing the pre- and post-show services at the GES National ServicenterSM, our service representatives are able to manage the entire show experience throughout all critical customer contact periods, making it a consistent experience for exhibitors

GES NATIONAL SERVICENTERSM
7050 Lindell
Las Vegas , NV , 89118
Phone: 800.475.2098
Fax: 866.FAX.1GES (866.329.1437)
International Phone: 702.263.1592 / Fax: 702.263.1520

Exhibitor Service Kit
When you get your service kit, make sure to read it all the way through. Be sure to become familiar with the order forms and their respective due dates. Although some exhibitor service kits can read a bit like stereo instructions - trying to plan your tradeshow participation without knowing the facts can result in disaster. You should receive your kit approximately 90-120 days out from the show but if you have questions before you get it, just contact show management or GES.

The exhibitor service kit contains information and instructions regarding participation in the show. Inside you will find a wide variety of information including general show information (hours/colors), floorplans, facility regulations, registration instructions, and even liability and insurance recommendations. It also has details about GES products, services, and billing policies. You can see why it is a key resource!

GES® Online

GES Online makes ordering GES products and services fast, simple and secure by following these simple instructions:

Step 1: Log on to GES Online using your user id and password at ges.com

Step 2: Once logged in, select your show or sign up for the show you are ordering services for

Step 3: Select the product or service you are interested in from the catalog

Step 4: Once you are satisfied with your choices, simply check out to process the order

Additionally, GES Online allows you to review show-specific product literature, download third party vendor forms, access show and order information 24/7 and review order history on previous GES show. For Online ordering help call 888.437.3976.

Note: You will need your Customer Service Number (CSN) to complete the sign up process. This is your company’s account number with GES. If you do not have your CSN, please call the GES National ServicenterSM at 888.GES.EXPO to obtain one.


Getting Started
Once you've determined your goals and objectives for the show, you should decide what type of exhibit you want to use. On most shows, GES provides pipe and drape to create side rails and backdrop as well as a Company ID sign, unless you have purchased a special package through show management. Exhibit space is just that - space. One of your most important show decisions is how you utilize this valuable real estate.

Selecting your exhibit

Once you've reviewed the basic information in the exhibitor service kit, it's time to figure out how you want to represent yourself at the show. Regardless of your budget, graphics can play a big part in how you and your company are perceived on the show floor. They can upgrade a basic booth and provide a very impressive image.

You may want a few demonstration areas, a private meeting room or even a second level to maximize your space. Here are some key factors to keep in mind:
 
  • Booth size

  • Budget

  • Type of Merchandise

  • Meeting space
    •
  • Graphic requirements

  • Electrical requirements

  • Furniture needs

  • Carpet needs
    •
 

We have developed a design worksheet with most of the common needs of exhibiting companies. We offer free design consultations, so why not let our designers turn your dream into a reality?

GES has been building exhibits for over sixty years. You can buy or rent a booth through GES anywhere in the world. If you are planning to exhibit less than three times this year, you should probably consider renting an exhibit instead of buying one. One of the biggest advantages to renting an exhibit is that there is no need to separately budget for expenses such as shipping, drayage, carpet, I&D labor, storage or refurbishment. Renting can return up to 30% of your booth budget otherwise needed for booth maintenance and shipping! It also simplifies your life as an exhibitor - just ship your product and/or brochures and you're done. We can even arrange your shipping for you through GES Logistics for a complete turnkey package!

GES also rents several pre-designed exhibit packages that are very economically priced and provide most of the services you will need all in one price. Also check out www.ges.com/exhibitselect - a new exhibit rental program from GES that makes it easier then ever to complete your roder! Order forms and product brochures will be sent in your exhibitor service kit with more details, or contact us at exhibitdesign@ges.com.

Another key advantage to using GES is that we are already aware of all information about your show. On-site changes can be very costly if rules and regulations are not followed. The basic rules and regulations for constructing your exhibit depend on your booth location and configuration.

Most show managers use general construction regulations, while height restrictions are generally established by both show management and the facility. Since we are working hand-in-hand with the event managers, we can help to facilitate special requests and variances.


I&D Labor

If you already own an exhibit, or plan to purchase one, you will need to arrange for installation and dismantling of the booth properties. Labor Union regulations vary from state to state, but here are some general guidelines:

    Exhibitors may assemble their own booth properties as long as the following criteria are met:

    • Booth space does not exceed 10' in any direction,

    • No tools are required,

    • Installation is complete within ½ hour or less,

    • All workers are full-time, regular employees of the exhibiting firm (must have pay stub or insurance card).
      •

It is important to check with the GES National ServicenterSM in advance to confirm whether or not you should order labor. It's a good idea to place your labor order before the show. If you wait until you are at show site, you may face waiting until a crew is released from another job.

If you do need to hire labor, GES I&D services provides trained installation specialists to install, maintain and dismantle your exhibit. We are able to supply laborers on an hourly basis - usually with only a one-hour minimum (some other contractors can require anywhere from four to eight hour minimums). We also utilize on-site materials and graphics trailers on large shows, which minimize wait time for last minute orders and requirements. You will find an order form in your exhibitor service kit with details, but if you need more information simply send an email to exhibitdesign@ges.com.

GES I&D can also handle the complete coordination of all an exhibitor's needs. These services may include:
 
  • Shipping & delivery of exhibit

  • Finding specialty vendors

  • Ordering of electrical and phones

  • Ordering of furniture
    •
  • Evaluation of labor needs

  • Supervision of labor

  • Coordination of outbound shipping

  • Storage & refurbishment

    •

Understanding Your Options
The providers in your exhibitor service kit are all known as Official Contractors. They are easy to work with since they will typically have a service area set up at the show, have more resources at the show and already have insurance information on file with the organizer.

Any service providers other than those found in the official exhibitor kit are referred to as Exhibitor Appointed Contractors or EAC's. If you wish to use an outside contractor you must complete an EAC form and provide their insurance information, and sometimes actual workers' names, to show management and GES. This information is usually required to be submitted no later than thirty days before the first move-in day.

Facility Services
Utilities are typically ordered through the facility hosting the event. Items such as telephone lines/handsets, Internet access, and satellite links are coordinated by the in-house management staff. They can also be responsible for booth cleaning and electrical power so be sure to check your exhibitor service kit to find out who is responsible for this work at your show. Of course, our exhibitor services department is always available to help you get to the right person if you have any trouble.

Electrical Services through GES

Electrical power is available either through the facility or from the official contractor. TSE (Trade Show Electrical®) is a division of GES and is often named as the official electrical contractor on GES shows. If this is the case for your event, you may be able to receive one invoice that covers both GES and TSE services. Visit www.tradeshowelectrical.com for more information.

When completing your Electrical Services order form, be sure to address the following points:

  • Floorplans / Layout Diagrams - Make sure that you include a drawing of where you need your outlets showing the neighboring booth numbers.

  • Ok to Proceed - If you would like to have your electrical outlets installed before you arrive at the show, be sure to let us know that we can proceed without you. This allows us to install as early as possible and you can simply confirm the locations once you arrive!

  • 24 hour Power - Recommended if you have a refrigerator, fax machine or computer that requires constant power.

  • Distribution Labor - Required for any booth with more than one outlet location per drop of power. Electricians are also needed to plug in all lights and equipment.
Calculating how much power you need to order can sometimes be confusing. If you are having trouble, just contact us at info@tradeshowelectrical.com.

Furniture Rental
GES offers a wide variety of standard and specialty furniture on a rental basis. All items are automatically delivered to your booth (usually the day before the show opens) and picked up after the show. Please review your exhibitor service kit for specific descriptions - and just ask if you don't see what you're looking for. We may be able to find it for you!

Carpet Rental
Depending on the venue selected for your event, you can expect either bare concrete or ballroom carpet in your booth space. If this does not appeal, GES offers three grades of booth carpet for rental in various colors as well as padding for the comfort of you and your prospective customers. Prices shown on the order form include delivery, installation and removal. It is important to note that standard carpet sizes are 9' x 10' even if your booth size is 10' x 10'. This is because most booths utilize a backwall and do not utilize the rear 1' of the area. Custom cut carpet is available if you prefer to completely cover your booth space. Padding and visqueen are also available to make sure you have a clean and comfortable environment.

Booth Cleaning
Booth cleaning can usually be set up in a few different methods:
  • Daily vacuuming - Your booth is vacuumed and trash emptied before the show opens each day.

  • Vacuum once before opening - Your booth is vacuumed only on the day the show opens.

  • Periodic porter - Trash is emptied and surfaces wiped down at specific intervals.
If you plan to have food and/or beverages in your booth it is a good idea to use the porter service. Empty cups and candy wrappers can pile up pretty quickly and places to get rid of them are not usually nearby!

Drayage
Once your shipment(s) arrive at showsite, our personnel will deliver them to your booth using our equipment. Individual exhibitors may hand carry their own items into the hall as well however, they may not use any type of equipment (i.e. handcarts, four-wheel dollies, push carts) due to Union Labor regulations. GES is responsible for:
  • Storage of exhibitor materials during the show on an access basis,

  • Storage of empty crates and containers during the show,

  • Return of empty crates and containers at the close of the show,

  • Loading of outbound crates and containers at the close of the show on a carrier chosen by the exhibitor using a GES material handling form, completed by the exhibitor.
Because of the handling labor and equipment required to provide these services, all exhibitors are charged a fee per 100 pounds of freight received through the dock(s) - commonly referred to as drayage. Some of the common mistakes that can result in higher drayage charges include:
  • Multiple small shipments arriving separately - There is usually a 200-300 pound minimum per shipment over 50 lbs.

  • Missing your target date - If there is no way to avoid missing your target date, contact GES to see if you can change it.

  • Trucks arriving too late - GES uses a 2:00 pm check-in time as the cut-off for overtime rates (25-35% more than straight time)
You have the option of shipping to either an advance warehouse or directly to show site. While the advance warehouse rates are slightly higher than those for direct shipments, there are several distinct advantages:
  • Free storage for up to 30 days prior to the show,

  • Priority delivery to showsite (it is often delivered with GES equipment),

  • Ease of verifying receipt at warehouse far before the show moves in.
In order to use the advance warehouse you must have shipments arrive by a pre-determined date. Check out the Material Handling page in your exhibitor service kit for more information on what types of shipments are accepted and specific cut-off dates.

Shipments arriving at the showsite are handled differently depending on how much freight is expected for the show. For large shows we frequently designate an off-site marshalling yard. If a marshalling yard has been established for your show, be sure that you notify your carrier of the location and hours. Also, carriers are assigned an unloading number according to driver check-in time so make sure they arrive early!

At some shows GES weighs each shipment as it arrives and compares the results to the bill of lading. A certified weigh ticket is attached to the receiving paperwork for any shipments that are adjusted.

Terms and Conditions
As stated in your exhibitor service kit and on all order forms for services, GES and its sub-contractors limit their liability for damage based on various criteria. Be sure to read GES' Terms and Conditions of Contract thoroughly to avoid any potential misunderstandings of the risk undertaken by the parties. We strongly encourage you to insure your property from the time it leaves your place of business until it is returned after the show. You should check with your company's insurance broker for insurance available to you.


Move-in Schedules
Most shows follow a basic move-in structure:
    1. Measure and mark the floor to show all booth spaces
    2. Hang aisle and exhibitor signs
    3. Set up pipe and drape
    4. Set up GES Servicentersm
    5. Deliver warehouse freight
    6. Install rental carpets
    7. Start to install rental booths
    8. Exhibitors start moving in
    9. Deliver showsite freight
    10. Pick up empty containers for storage
    11. Lay aisle carpet
    12. Show opens to attendess
    13. Maintain all properties during show
    14. Aisle carpet is rolled up and removed
    15. Exhibitors or GES labor begins dismantling booth structure
    16. Return empty containers to booths
    17. Pick up outbound shipments in booths
    18. Turn over shipments to outbound carriers
    19. Pick up decorating equipment from show floor
    20. Remove hanging signs
    21. Remove all trash and return hall to former condition
Tradeshow installation schedules are designed around a Last In / First Out model. Hanging signs are installed first since the equipment required would have difficulty moving around in a full exhibit hall. Aisle carpet is sometimes laid at 3:00 am to allow equipment maximum access to the show floor!

On large shows, GES will work with show management to determine a targeted move-in schedule. This is basically allowing high traffic areas to remain clear (i.e. in front of freight doors and/or large exhibits). Shipments that arrive on days other than the target date are charged an additional fee. We have included a sample targeted floorplan for you.


Early Move-in Requests
If you require more time than is allotted to install your exhibit, you can request an early move-in from GES and/or show management. Generally this is reserved for large exhibits with extensive structures but may also be possible for a smaller booth depending on it's location on the show floor. GES will do whatever we can to accommodate all requests but cannot guarantee the availability of early move-ins.

Pre-show Checklist
Many service providers require that you submit an order by a particular date to qualify for an advance rate. GES typically sets this date for two weeks prior to the first move-in days but some vendors can require up to 30 days notice. We have provided a sample checklist with the most common services.

Pre-Show Checklist
Service
Deadline
Date Sent
Date Confirmed
GES Services      
  • Exhibit Rental
    		•       
  • Installation & Dismantling Labor
    		•       
  • Furniture Rental
    		•       
  • Carpet Rental
    		•       
  • Graphics
    		•       
  • Material Handling
    		•       
  • Graphics
    		•       
    Phone /Internet Line      
    Electrical Services      
    Booth Cleaning      
    Personal Computer Rental      
    Floral /Plants      
    Lead Retrieval      
    Audio Visual      
    Hanging Sign      
    Food and Beverage      
    Photography      
    Inbound Shipping Arrangements      
    Outbound Shipping Arrangements      
    Click here for a printable version of this checklist.

    Showsite Preparation Checklist

    Some items like collateral and business cards are obvious to bring with you to the show. However, there are several important things that are indispensable when confirming your services at showsite. We have provided a sample list - be sure to bring these items along with you to help avoid problems at the show.

    We've also provided an area for key contacts to be written in. Sometimes having this information on hand can make issues much easier to resolve!

    Showsite Preparation Checklist
    Item
    Check
    Copies of all Show Order Forms:  
  • Exhibit Rental
    		•   
  • Installation & Dismantling Labor
    		•   
  • Furniture Rental
    		•   
  • Carpet Rental
    		•   
  • Graphics
    		•   
  • Phone /Internet Line
    		•   
  • Electrical Services (with diagram)
    		•   
  • Booth Cleaning
    		•   
  • Personal Computer Rental
    		•   
  • Floral /Plants
    		•   
  • Lead Retrieval
    		•   
  • Audio Visual
    		•   
  • Hanging Sign
    		•   
  • Food and Beverage
    		•   
  • Photography
    		•   
    Shipping Carrier Contact Name & Number  
    Shipment Tracking Numbers  
    Copies of Key Information from Exhibitor Kit  
    Corporate Credit Card for Showsite Incidentals  

    Key Contact Information
    Company
    Name
    Pager
    Mobile
    GES Exhibitor Services      
    GES Exhibit & Design AE      
    GES Logistics Contact      
    Show Management      
    Facility Management      
    Freight Carrier      
    Photographer      
    Click here for a printable versions of these checklists.