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Exhibition Logistics
Installation of Exhibit
Wednesday, April 2, 2:00 PM–5:00 PM
(Permission to work after 5:00 PM may be
obtained from GSA Exhibit Management.)
Please note that children under the age of
12 are not permitted in the exhibit hall
during set-up or dismantling of exhibits. A
labor crew will be available on set-up day
in accordance with advance orders.
Exhibitors are urged to order all necessary
labor and services in advance. A complete
set of service order forms are available
online at the GES website:
http://www.gesnational.com
All exhibit material must be unpacked by
4:00 PM, Wednesday, April 2, to permit
removal of empty crates and cartons from the
exhibit area. Any exhibit that is not
unpacked by this time will be placed in
storage and can be returned only after the
exhibits close on the first day of
exhibiting. Or GSA Exhibit Management may
order the exhibit set up by the decorator
and the cost charged to the exhibitor. No
refuse, such as empty cartons, may be placed
in the aisles after the final sweeping of
aisles in the exhibit area. Booth space
cleaning is not included in the cost of the
booth and must be ordered in advance.
Deliveries or removal of equipment must be
made before or after exhibit hours. A
Request to Remove Materials form must be
obtained from Exhibit Management to remove
any material or equipment before Saturday,
April 5, at 10:00 PM. Once the exhibit hall
officially opens on Thursday morning, April
3, nothing may be removed before 10:00 PM,
Saturday, April 5.
Dismantling and Move-Out of
Exhibits—Saturday, April 5, 10:00–11:59 PM
Exhibitors may begin dismantling and packing
materials on Saturday, April 5, at 10:00 PM.
All exhibitors must have all exhibit
materials packed and removed (or ready for
removal by the decorator) from the exhibit
area by 11:59 PM on Saturday, April 5.
Electricity, Space Cleaning,
Telephone, Internet
Booth cleaning, electrical supply, internet,
phone lines and AV services are not included
in the exhibit fee, and exhibitors are
encouraged to order these services before
show opening.
A form for ordering booth cleaning is
included in the GES Service Kit forms.
Electrical, AV, Internet and Phone order
forms are available in the Service Kit.
Service Kit
All forms must be completed and submitted
according to instructions on the forms.
Personnel Registration
Exhibiting companies must supply the name(s)
of their representative(s) in advance for
badge preparation. Exhibitor employees who
are registered in advance will receive their
badges by mail, if their names are received
by Exhibit Management by Friday, February 9,
2008. Employees registering after that date
must pick up their badges at the
Registration Desk on site by providing valid
company identification.
Exhibit personnel not pre-registered or who
did not received their badges, may register
at the main Conference Registration Desk,
located in the conference center in the
Atlas Ballroom Foyer. Exhibitors must have a
badge to enter the exhibit area and
scientific sessions.
Please complete the
Exhibit Personnel Registration form and
fax to Suzy Brown, CMP at; 301-634-7079 by
February 9, 2008.
Guest Registration
Every effort will be made to ensure that
only properly identified and authorized
registrants enter the exhibit area. To this
end, exhibiting companies must supply the
name(s) of their expected guests in advance
for badge preparation. Badges will be made
available in limited numbers for exhibitor
guests and can be obtained by at the
Registration Desk. Guests are defined as
individuals the exhibitor wishes to invite
to view their display that would not
otherwise be registering for the meeting.
Guest of Exhibitor badges permit entry
only to the commercial exhibits area and do
not authorize entry to scientific sessions
or to the scientific poster area.
It is the responsibility of the exhibiting
company and its representatives to inform
guests of all rules and regulations.
Spouses of exhibitor representatives may
obtain a temporary badge when escorted by
the representative and showing appropriate
identification.
Guest of Exhibitors must have a badge to
enter the exhibit area. Guests registering
on site must be accompanied by an Exhibitor
Representative at the Drosophila Conference
Registration Desk located in the conference
center in the Atlas Ballroom Foyer.
Please complete the
Exhibit Guest Registration form and fax
to Suzy Brown, CMP at; 301-634-7079 by
February 9, 2008.
Show Decor
The official service decorator is GES
Exposition Services
GES Exposition Services
7050 Lindell Avenue
Las Vegas, NV 89118
Phone: 800.515.5970
Fax: 866.329.1437
International Exhibitors Only:
Phone: 702.515.5970
Fax: 702.263.1520
Contact GES Online at
www.ges.com/contact/
Decorator Services
Services are limited to those outlined in
this prospectus. A representative of GES
Exposition Services will be on site during
scheduled move-in, set-up and dismantle
hours.
Furniture, Labor, Carpeting Rentals
Forms and information necessary to order
labor, furniture or carpet may be obtained
by contacting in advance the official
service contractor listed below.
Exhibits requiring laborers to build or
assist in constructing displays should order
the necessary labor in advance.
For order forms please
contact GES or see the
online service kit
Storage of Boxes,
Containers, and Shipping Materials
GES Exposition Services will store boxes and
containers for exhibitors. Empty crates,
boxes and cartons must be removed from the
exhibit area by 5:00 PM, April 2. These
materials should be nested as much as
possible. Do not store anything of value in
crates going into storage. "Empty" stickers,
which must be placed on all containers to be
stored and returned at the close of the
exhibit, will be available from GES
personnel during move-in hours. Containers,
boxes and cartons not labeled with an
"Empty" sticker will be considered refuse
and will be disposed of. Boxes and
cartons may not be stored behind exhibit
space back drapes. Boxes and containers
retained by exhibit personnel may be brought
back to the exhibit area at 10:00 PM on
Saturday, April 5. Exhibitors may pack
displays and must remove them (or have them
ready for removal) by 12:00 AM on Sunday,
April 6.
Security
The Exhibit Hall will be open to meeting
registrants on a 24-hour basis beginning at
6:00 PM on Wednesday, April 2, until 10:00
PM on Saturday, April 5. GSA will have a
security guard posted at the entrance to the
Hall for the sole purpose of assuring the
safety of meeting registrants, not to watch
equipment, displays or materials of
exhibitors.
The security guard is not intended to
secure the property of exhibitors, employees
of exhibitors or others. Exhibitors are
solely responsible for the security and
safety of their equipment and materials.
The exhibitors should consider hiring
security to guard their exhibit and
materials during times when exhibitor’s
personnel are not staffing the exhibit. The
GSA and its employees, the Town & Country
Resort & Convention Center, the Drosophila
Board of Directors, GES Exposition Services,
and the contracted security company will not
assume liability for any losses of any
materials nor items taken from the Exhibit
Hall nor from the Town & Country Resort &
Convention Center. Exhibitors are expected
to take all appropriate measures to
safeguard their displays and equipment.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
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