International Exhibitors

Attention International Exhibitors, please review the General Show Information in the Exhibitor Services Manual.  The following additional information has been included in this section for your review:

• What Show Management provides for each unfurnished linear or peninsula booth configuration
• What you must order
• What is optional
• Key personnel
• General Information: Contractors, Booth Structures, Carpet, Electrical, Shipping
• Metric Equivalents

Booth Space:

This is what Show Management provides for each unfurnished linear or peninsula booth configuration.  The following will be set up in your booth:

• 8’ draped backwall
• 3’ draped sidewalls
• Identification sign with company name and booth number

If you have purchased a Furnished Booth Package you will need to complete and return to Freeman the Furnished Booth Package Form located in the General Information Section of the Online Exhibitor Services Manual.  If a color selection for carpet and drape has not been chosen by 17 September, Freeman will automatically assign gray carpet and gray drape.

Furnished Booth Package Includes (per 10x10 booth):  No substitutions allowed.

• 9’x10’ booth carpet
• 1-6’ skirted table
• 2-side chairs
• 1 wastebasket
• One time pre-show cleaning prior to event opening

What your must order:

• Exhibitor badges
• Hotel room
• Airline tickets
• Shipping Services
• Customs Broker services
• Carpet

What is optional:

• Furnishings (Except carpet--All exhibits must have a floor covering)
• Telephone
• Internet
• Electrical
• Plumbing
• Floral
• Signs
• Audiovisual
• Catering
• Temporary personnel
• Lead retrieval

Show Management Contacts:

Sales—Booth Sales Assistance
Carol Schafer   
Ph: 919-990-9206   
Fx: 919-990-9356  
cschafer@isa.org  

Operations—Tradeshow Logistics
Tracey Berrett-Noble, Operations Manager Convention Services
Ph: 919-990-9251
Fx: 919-990-9356
tberrett@isa.org

Melissa Rhyne, Coordinator Exhibit Services
Ph: 919-990-9211
Fx: 919-990-9356
mrhyne@isa.org

Chesley Grove, Coordinator Convention Services
Ph: 919-990-9267
Fx: 919-990-9356
cgrove@isa.org

General Contractor:

For assistance with labor, drayage, furnishings, carpet, drape, tables & chairs
Freeman
Ph: 713-433-2400
Fx: 713-433-9441
FreemanHoustonES@freemanco.com
For complete Freeman information refer to the Freeman section in the manual

Customs Broker—Shipping and Customs Clearance Services:

EAX Worldwide is the Official International Forwarder for ISA EXPO 2009 and can handle all of your transportation and customs brokerage requirements. 
EAX Worldwide
Ph: 800-255-5584 Toll Free or 619-668-1560 Intl
For a Quick Quote online go to:
www.eaxww.com/qq/ISA2009.htm

Contractors:

Please refer to the Official Contractors list of ISA EXPO 2009 official contractors.  If for some reason you must another contractor, be sure to read the Non-Official Contractor information for regulations.

Booth Structures:

Unless you have a customized booth that you are required to use, you may consider renting a booth from the Official Contractor.  Customized graphics applied to rental booths allow quality branding for your display.  You may save money in the long run because you will not incur the shipping and drayage charges you normally would by shipping heavy crates to the exhibit hall (check to see if installation labor is included in the rental cost).  For further information, refer to the Exhibit Rental Order form located in the Freeman Section of the manual.

Carpet:

We suggest renting carpet from Freeman as it will save you money on shipping, drayage and installation.  Carpet generally comes in two grades of quality – Custom (28oz) and Standard (16oz).  Custom carpet is a plusher quality and can be sized to fit any booth configuration.  Standard carpet comes in pre-determined sizes and limited colors and is less expensive and not as plush.  For further information, refer to the Carpet Rental Order form in the Freeman section of the manual.

• Square Feet x 0.0929 = Square Meters

Carpet is sometimes sold by the square yard.  A square yard is calculated by dividing the number of square feet by 9.

• Square Yards = Number of Square Feet divided by 9

Electrical:

Standard United States electrical current is 120 volts whereas many other countries use 200 volts.  Most exhibit halls have equipment that can be rented to adapt to your particular needs, however you will save money by pre-wiring your booth equipment to run on 120v – all equipment, wiring and connections must be UL (United Laboratories) approved.  For specific questions regarding electrical, please contact the Electrical Contractor.  Contact information is located in the Facility/Utilities section of the manual.

Shipping Your Display:

In the Material Handling section of the manual you will find information regarding the Official Customs Broker and International Freight Forwarder.  When creating the pro-forma invoices for documentation, you must create separate invoices for any temporary goods, which will be shipped out of the country after ISA EXPO 2009 (when taking advantage of  the Trade Fair Act) and for any permanent goods which will remain in the country.  Do not combine them in one invoice.  Bring copies of all paperwork with you to ISA EXPO 2009 and ship early so that unforeseen delays will not ruin your exhibit.

Other general tips (and common mistakes) on international shipments:

• Invoices must list actual correct values & weights of the goods.
• Check in advance to see if the shipment needs any special US permits such as FDA (Food & Drug Administration), ATF (Alcohol, Tobacco & Firearms), FCC Filings (Federal Communications Commission), Department of Agriculture, UL approval, etc.  Remember that this applies to hospitality suite items, electronics, copyright violations, give-aways, food and alcohol.
• Each carton should be labeled with the Show name, exhibitor name and booth number.
• Observe deadlines.  You can avoid waiting time charged by delivery carrier if you ship in advance (up to 30 days pre-show) to Freeman’s warehouse.
• Invoices must be in English or translation attached.
• Send a copy of the documentation to the US Customs Broker in advance in case of questions concerning classification.  Include clear descriptions of what the merchandise is and a copy of the brochure or specification sheets.
• Read the Labor Guidelines notice in the Freeman section of the manual to become familiar with what you can and cannot do.
• Temporary shipments cannot be changed to permanent without penalties and permission from customs.  It will take up to one year for the penalty notice to be sent to the importer.
• Use of ATA Carnet* will save you money if you are sure that the shipment will be exported from the US.
  • An international customs document which may be used for the temporary duty-free importation of certain goods into a country in lieu of the usual customs documents required.
• Do not consign international shipments to Freeman.
• Conform to marking regulations.

Metric Equivalents: