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Exhibitor Guide To 2020 PERKS Conventions

Welcome!

We’re thrilled you’ll be exhibiting with us at the 2020 PERKS Conventions in one (or many) of the following cities: Boston, NYC, San Fran, Los Angeles, Chicago and Toronto. If you’re a returning exhibitor, this guide takes the place of a PDF you may have received in the past. If you’re new to us or want to know what this is all about, everything you need to know is located below. Please SAVE this web page for future reference and distribution!!

If you haven’t already, please WHITE LIST emails from info@perkscon.com and members of the PERKS team you have been communicating with. We don’t want you to miss any information!

Also, check out this one-page checklist to make sure you’re all set! Specific details below [CHECKLIST GRAPHIC?]

Table of Contents


KEY DATES & CONTACTS

Key Dates

    • Set Up/Load In:
      The day before between 2:00PM – 6:00PM local time
    • Show Hours:
      Expo hours are open from 8:30 AM – 4pm on show day
    • Break Down/Load Out:
      On show day between 4:00pm – 8:00pm

 

Show Contacts

For all PERKS Conventions, call AND text before trying a new contact.

Kristin Healy | PERKS Event Manager
kristin@perkscon.com
cell: 978-490-0983

Alexa Baggio | CEO
alexa@perkscon.com
cell: 610-217-2633

Venue Contacts

BOOTH CONFIGURATION & EXHIBITOR RULES

Booth Set Up & Materials

Your booth package includes:

    • (1) 10’x10′ booth set up – pipe and drape in all venues EXCEPT Los Angeles, which features white hard walls
    • (1) 6’x3′ table
    • (2) Chairs
    • (1) 120V Power Plug, access to 1 outlet
    • (1) Trash bin
    • (1) Bizzabo Lead Booster license
    • Carpet ONLY at these venues: Boston, NYC, San Fran. Carpeting is not available in Los Angeles or Chicago [TBD Toronto]

PLEASE NOTE: Table cloths are NOT included at any venue. For any additional lighting, power outlets or specialty electrical, A/V including monitors, or, carpeting and furniture required, please contact the vendor contacts above depending on your need.

A few additional things to know….

    • You are not permitted to set up signage that blocks walkways, visibility to a neighboring booth, or emergency exits.
    • PERKS reserves the right ot request changes or movement of your stationed materials if we believe it is not in line with the show aesthetic or safety parameters.
    • All signage, furniture and branded materials must be set up within your designated 10’x10′ booth.
    • Booths are assigned bsaed on ‘show flow’ at the discretion of the show designers.
    • If you need information about your specific booth (walls, etc.) prior to the show, please contact the PERKS team.
    • Requests to change locations will not be granted. There are no ‘bad’ booth locations!

Food Samples & Giveaways

Vendors are strongly encouraged to have appealing giveaways for attendees, and one of the ways some exhibitors drive excitement on the show floor is with FOOD. With the exception of The PERKS Boston Convention at the Hynes Convention Center, you may bring in and give away food samples, as long as you meet these stipuations:

    • No hot or prepared food stations may be set up (excluding exclusive sponsors).
    • Any food is eligible on site so long as it is not PREPARED on site.
    • All food served is at the discretion and liability of the individual exhibitor. You are responsible for any and all additional permits or licenses required for your business to serve these products safely.

Boston Exhibitors! Please read specific food restrictions 

For PERKS Boston, The Hynes Convention Center has EXPRESS SPECIFIC RESTRICTIONS regarding food. Please read if you are exhibiting or sponsoring with us at PERKS Boston:

    • The Hynes Convention Center has an exclusive contract with Levy Resturants for any/all food and beverge needs. The following guidelines are put forth by the venue and must be followed. PERKS is not responsible for any violation of the following. Edible samples of any kind are discouraged, but if permission is obtained, allowed during the show subject to the guidelines below. If you’d like to provide samples and are unsure of the costs/requirements please reach out to Levy directlyKeith Mahoney
      Director of Catering Sales | Levy Restaurants
      617-954-2361
      kmahoney@levyrestaurants.com
    • Samples can ONLY be provided for products that are made/produced by your company – this applies to fruits, snack, food and beverage of any kind
    • Food or beverages given out at any booth must be provided in 2oz serving container or less for food/snacks or 4oz serving containers or less for beverages. This is a requirement of the Hynes and the Massachusetts Convention Center Authority (MCCA). Failure to comply with these size restrictions will result in a $1,000 buy out fee from Levy Restaurants.
    • Exhibitor MUST obtain a Temporary Health Permit by March 15th (an additional $200 application fee will apply) by contacting Keith Mahoney above directly to request this permit
    • Exhibitor must provide a COI showing $1mm in coverage and naming Levy Resutants and MCCA as an additionally insured
    • Complete Levy Sampling Authorization Form describing exact service being provided
    • If your samples are larger than the 2oz/4oz restrictions above, a $1,000 buy-out fee for your brand is required along with approval from Levy

 

If you have any questions about an edible giveaway, please get in touch ASAP

TEAM INFORMATION & LEAD CAPTURE

Registering Your Team

Tickets for your teams will be assigned 10 days prior to each PERKS Conventions and we will provide you with detailed questions. Please make sure that all team member names, titles and other information are correct. All exhibitors are welcome to have 4 brand employees to man their booth. Additional team must be purchased and no more than 6 total employees are allowed at any given show. Contact the PERKS team directly to obtain more team tickets and to finalize payment. Please do NOT purchase an attendee ticket. We will cancel it.

Exhibitor Badges

Information from your team tickets will be shown on your badges. Failure to edit your team will result in incorrect information on your badge on site. For security reasons, badges must be worn at all times inside the event. Exhibitor badges may be picked up at the check in desk upon arrival. Exhibitors are not permitted on the show floor until they have completed the registration process and all outstanding amounts for booth or associated fees have been paid in full.

Exhibitor Meals

The PERKS Convention does not supply lunch, food or beverages for exhibitors during the expo. Exhibitors are welcome to have food delivered to the expo hall or purchase food directly. Please make sure to plan in advance with your team to allow you to have the best day possible and stay fueled and hydrated!

We kindly ask that you refrain from eating/drinking any samples provided by other exhibitors for attendees throughout the show.

Lead Capture

PERKS is using a NEW system for 2020 called Bizzabo Lead Booster for lead capture. PERKS will enable access for you 10 days prior to the show date. Follow these four steps once you receive your login from us:

1. Download the Bizzabo Lead Booster App from the Apple or Google Play store onto your mobile or tablet device

2. Use the email login and credentials provided by PERKS to your primary team contact 10 day prior to the show date. We’ve heard you from year’s past and you will not need to directly login or change your logins to access and share with your team (phew!). ANY member will be able to directly use these credentials to login on any number of devices directly and will not require further changes to receive access. This means that EVEN if the email address we use to set up your login isn’t going to be there on show day, you can still use those credentials to login no problem.

3. Test scanning of your barcode to verify lead capture once on site on set up day.

4. Retrieve your leads after the show. Here’s some more instructions.

MARKETING

Part of what makes PERKS great is the ecosystem we create on the expo floor where exhibitors connect and share leads. Invite your clients and prospects using the free golden tickets we’ve provided and be part of this vibrant connection. These golden tickets are NOT for your team members, they are expressly to help aid you in your sales process and be seen as a resource for your clients and prospects.

LOADING & SHIPPING

Load In & Pre Shipping 

Load in starts the day before show date
2 – 6pm

There is a limited amount of time to set up your booth on event opening day. It is HIGHLY RECOMMENDED that you set up your booth prior to the event opening day. Exhibitors are permited access to the venue from 2-6 the day prior. Exhibitors are not permitted into the show area before 2pm. If you need to make final changes the day of, you MUST  be completely set up by 8am the DAY OF the SHOW. No exceptions.

Shipping to the venue

If you are planning to ship any boxes directly to the venue, they MUST be delivered for arrival ONLY on SET UP DAY  (the day prior to the convention). Early delivery is NOT PERMITTED and could result in lost packages as the venues will reject your packages if delivered before set up day. If you are shipping anything to the venue, please be sure to obtain and bring return labels for shopping out at the close of the show. Please be sure to bring or pack all tools needed including but not limited to tape, scissors, wd40, screw drivers, extension cords and power strips.

Freight will not be accepted prior to 9am on set up day as the loading dock will not be prepared to properly accept or secure your shipment prior to this date.

Loading Dock
All of our venues allow for hand carrying of materials on set up day. If you need special access to the loading dock, please review the following guidelines/restrictions:

    • Boston – Hynes Convention Center via Cambria Street
    • NYC – Metropolitan Pavilion –
    • San Fran – Metreon City View
    • Los Angeles – Magic Box
    • Chicago – Revel
    • Toronto –
Boston Exhibitors! Please read restrictionson using Union Labor for materials handling

The city of Boston and the Hynes Convention Center has specific restrictions regarding the use of Union Labor for materials handling. PLEASE READ THIS DOCUMENT FOR MORE DETAILS and to make sure you are in compliance on load in and load out

Load Out & Shipping Out

Load out begins on the afternoon of the show date
4pm – 8pm

All exhibitors are responsible for removal and clean-up of their designated booth space. Exhibitors must remove all items pbrough into the facility by 8pm.

For shipping boxes out, vendors MUST provide their own materials and labels for packaging up their shipment and scheduling necessary freight and/or FedEx/UPS pick up. Access to printing will not be available on site. Vendors must place their packages in the correct shipping area based on the venue indicated below. PERKS is not responsible for packages left on the premises without a scheduled pick up.

  • PERKS Boston – FedEx only shipments, bring down to drop off facility at Hynes Convention area. Freight and loading dock are subject to union regulations (see above)
  • PERKS NYC – Place all pre-scheduled items for pick up at or near loading dock area. Please work with venue on freight transport (see above).
  • PERKS San Fran –
  • PERKS Los Angeles – All items shipped for set up will be delivered to your booth. On load out, please leave all pre-scheduled and pre-labeled packages in your booth. Freight and loading dock are subject to venue regulations (see above)
  • PERKS Chicago – Place all pre-scheduled items for pick up at or near loading dock area.Please work with venue on freight transport (see above).
  • PERKS Toronto –

HOTELS, PARKING & DIRECTIONS

Please see below for specifics about hotels, parking and directions at each venue

PHOTOGRAPHY & VIDEOGRAPHY CONSENT

As part of the PERKS Convention,  you may be photographed or you may be recorded on video. These items may be used in promoting future conferences or in other marketing related to PERKS. Your attendance at this event implies your consent to be photographed or recorded.

Exhibitors are not guaranteed to be captured in video/photo footage.

SECURITY & POSSESSIONS

While security is provided at all entrances and during set up, security is not provided inside the expo hall. While PERKS will exercise reasonable care in safeguarding property, neight PERKS nor any of its officers, agents, or employees assume any responsibility for such property or carry any insurance for exhibitors’ merchandise or fixtures. Please note, exhibitors are responsible for the security of their exhibition space, personal belongings and merchandise.

Please be advised that the venue may be occupied overnight for cleaning purposes. For this reason, it is strongly advised that exhibitors lock up or remove any small or valuable items such as laptops, mobile phones, and other small portable objects.

All sponsor and exhibitor representatives are required to be registered and wear a PERKS issued name badge while inside the convention or adjoining events.

For more information about any of the above, please contact Kristin Healy at kristin@perkscon.com.