2018 EXHIBITOR SET-UP INFORMATION
Please review the Exhibitor Set-up details on this page and within the Quick Links. Be sure that anyone else in your organization who is involved with the Expo does the same. If you have any questions please contact us at [email protected]. To download and print a PDF version Click Here.
Please note the set-up and tear-down hours which must be observed by all exhibitors. Not only is this crucial to the success of the Expo, but to each and every exhibitor’s participation. It is more costly when you are late (labor overtime charges), but more important, a shabby presentation during opening hours hurts the rest of the Expo and jeopardizes its, and your, success. Conversely, it is strictly against BEWI policy to breakdown and vacate your booth before the expo closing time. Doing so also hurts the expo with a poor presentation, and shows great disrespect to the consumers who have paid to come to the expo and visit your booth. Please note that any exhibitor who moves out early will forfeit any preferred locations on the floorplan for future expos.
- Move-in Hours
Wednesday, November 7 - 12noon to 6pm
Thursday, November 8 - 8am to 2pm
Exhibit Materials should be brought to the Seaport WTC through the East overhead door, to the right of the main entrance on Seaport Blvd. To ensure the Expo is ready to open on time all entrances will close at 2pm, ONE HOUR before the scheduled 3pm opening time. If you would like the opportunity to drive your vehicle to, or close to, your booth to unload you MUST arrive no later than noon on Thursday. PLEASE NOTE: Exhibitors are responsible for timely arrival, and no refunds will be made for unoccupied booths due to late arrivals or inability to get material into the Hall. If you have any special requirements, please call Brenda Doll at (781) 890-3234 x103 or Christine Donovan at (781) 890-3234 x102 or email [email protected]
- Open to the Public Hours
Thursday, November 8 - 3pm to 10pm
Friday, November 9 - 3pm to 10pm
Saturday, November 10 - 10am to 8pm
Sunday, November 11 - 10am to 6pm
- Move-out Hours
Sunday, November 11 - 6pm to 10pm
All materials must be removed from the hall no later than midnight on Sunday.
All standard booths are 10’ wide and 10’ deep and come with an 8’ draped back wall and 3’ draped side rails unless noted differently on the floorplan. If you require carpet, a 6’ draped table, and chairs, we recommend purchasing an Accessory Package, available only in advance through BEWI. The cost is $275 per booth, and represents substantial savings over the cost of renting each item separately from Freeman Decorating. If you have already ordered an accessory package from BEWI, these items will be waiting for you in your booth. Accessory Packages must be ordered through BEWI in advance, no orders will be accepted on site. Check your account to verify if you have ordered a package under your login. If you did not order the package when you submitted your contract, you need to submit your order in writing at least two weeks prior to the expo--email your request indicating what accessory package(s) you require. A confirmation email will be sent and you will see a revised invoice under your account.
PLEASE NOTE: Due to fire marshall regulations your display may not contain a covered "pop-up" tent. The frame of a tent may be used to hang banners or other materials from the sides, but the top may not be covered. Even if the tent is certified as fire-retardant or fire-proof the fire marshall still will require you to remove the cover upon inspection before the Expo opens as it will block any sprinklers from reaching materials below the tent.
Ordering information for additional furnishing, material handling, electrical & telecommunications can be found below.
Shipping must be coordinated thru the decorator and no shipments can be made directly to the convention center unless coordinated through Freeman Decorating.
We strongly advise ordering your exhibit requirements in advance to SAVE MONEY and avoid the last minute rush!
- please note the early order deadlines, which are generally two weeks before the Expo opening date.
Freeman Decorating Company
275 Bodwell St, Avon, MA 02322
(508) 894-5100 / Fax (469) 621-5608
Online ordering of additional booth furnishings*, material handling, etc. is available here.
*If you have ordered an accessory package (carpet, table, chairs) through BEWI when you booked your booth you do not need to contact Freeman unless you required additional furniture or will be shipping materials to the Expo. If your booth is part of a larger group please DO NOT order carpet directly from Freeman unless you have specifically been instructed to do so by BEWI or your group coordinator.
Seaport Energy Boston
200 Seaport Boulevard, Suite 602
Boston, MA 02210
Order Online with Credit Card at www.SeaportEnergyBoston.com
Use SKI18 for discount pricing until 10/27/18
TELECOMMUNICATIONS - WIFI:
World Trade Center Boston
200 Seaport Blvd
Boston, MA 02210
FAX: (617) 385 4400 (fax orders accepted) Complimentary wireless services are available throughout the Seaport Complex, including the Commonwealth Exhibition Hall. However, we do not recommend using the wireless connection as the primary internet solution for exhibitor displays or point of sales. Reliable and efficient internet connectivity will be best handled through a wired connection, which can be ordered using this form.
200 Seaport Boulevard
Boston, Massachussetts 02210
At least 4 weeks prior to the Expo date every Vendor is required to provide a certificate of insurance naming BEWI Productions, Inc., as additionally insured Comprehensive General Liability, on an occurrence basis, with a limit of at least $1,000,000 each occurrence. BEWI provides NO insurance coverage of any kind to the exhibitor and each exhibitor is responsible to insure their own property while at the Expo and while in transit to and from the Expo. Click here for a sample COI.
Just a reminder: If you have not paid your booth fee you will not be assigned a location. Please check your invoice status in your account and ensure it is paid in full by the deadline. You can pay by credit card under your account. Contact us if you have any questions or problems. Email [email protected] or call 781-890-3234.
VEHICLES & OVERSIZED ITEMS:
Should your exhibit include any vehicle or other oversized item (i.e. gondola, grooming machine) that may require special consideration getting it into the hall and to your booth space, you must notify BEWI at least 2 weeks prior to the move-in date so that we can be sure to confirm with you the details of how and when you may move the item into the Expo. The item will likely need to be moved into the hall Wednesday morning, earlier than the published exhibitor move-in times. There are also regulations mandated by the city of Boston and the Boston Fire Marshall which require less than 1/4 tank of gas, a locking gas cap, and disconnected battery for any vehicle which is part of an exhibit. If such an item is brought to the exhibit hall without prior approval and does not meet the regulations, it will be turned away and not allowed to be brought into the hall.
You must make advanced arrangements with BEWI to have a banner or other item hung from the ceiling of the exhibit hall (hanging banners within your booth space on the back drape is not included in this). If you have a banner to be hung from the ceiling you must complete the Banner Hanging Request Form to be added to the banner hanging labor order AND the banner must be at the Seaport World Trade Center on Wednesday morning, 11/7. Any banners that are hung from the ceiling along the back edge of your booth space must be either blank on the back, or any part of the banner visible from the booth behind you above the 8' back wall must be covered so as to not detract from the display of the exhibitor behind your booth. You will be invoiced for the banner hanging at the conclusion of the Expo.
Please be aware that the Seaport World Trade Center is a union hall. You may be required to hire union labor to set up your booth or move items to your booth, depending on the size and complexity of the display. Please refer to the information from Freeman Decorating, which outlines the specific requirements.
If you have any materials that need to be shipped to the expo you may ship them to Freeman's warehouse ahead of time or c/o Freeman at the Convention Center for arrival on the Thursday, but be prepared to pay drayage charges to the decorator. Details for shipping, including addresses and deadlines are available on Freeman's website. Shipping deadlines are also listed on the Exhibitor Checklist. Another option you may want to consider is to have items shipped to your hotel and hand carry them into the exhibit hall. While this may not be feasible depending on what is being shipped, it is the only way to guarantee that you will not be charged a material handling fee by the decorator.
If you are interested in sampling food or beverage at your booth please click HERE for the City of Boston food sampling information and form, paying close attention to the deadlines. You will need to contact BEWI Productions to confirm ability to sample by October 1st and then must submit payment to BEWI by the Oct 15th. Payments are to be made to "City of Boston" not BEWI.
PROMOTIONAL PRODUCTS: Looking for promotional products for your booth (or company)? Bags, pens, pins, magnets, stickers, t-shirts, bandanas or water bottles? Betsy Brauer (Expo Will Call Staff in Boston ) is a distributor of all kinds of giveaways for your booth or employee promotional needs/apparel and would like to help with your needs for the shows. Please check out her company’s website at www.strategiesltd.com or contact her at 1-800-919-0949. Betsy has been in the ski industry for many years. She will have ideas and competitive pricing for your promotional products needs.
ADVERTISING: For information on advertising in the "CHILL" section of the Boston Globe published the Sunday before the Boston Expo please contact:
Boston Globe Media
Pursuant to the terms of your Contract for Exhibit Space you have agreed not to sublet or apportion space within your exhibit area at the Expo to anyone, or to promote the interests of any other company or organization other than your own. This includes, but is not limited to, automobiles and credit card companies.