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Work Truck Show 2015 Exhibitor FAQs

REGISTRATION
1. Do I need to register our staff just to work in our booth? What is the cost?

2. My company is a sponsor of a ticketed event. Do I still need to register to attend that particular event?

3. How do I register for the show?

4. How much does it cost to attend this event?

5. I just registered! How do I know if it went through?

6. I registered just as Booth Personnel. Can I upgrade to a Convention Package or Complete Event Package?

7. How do I get my customers to attend the show for free?

8. How can I market my booth to current and potential customers?

9. How do I select my booth for The Work Truck Show 2016?

10. How can my company accrue points to move up in the booth selection for 2016?

TRADE SHOW FLOOR
11. Are furnishings and utilities included in the cost of my exhibit space?

12. Can I drive up to the loading docks and unload my own vehicle?

13. My display equipment is mounted on wheels and doesn't require a dolly or roll cart. Can I unload and roll my materials to my booth from the loading dock?

14. What is considered a "privately-owned vehicle"?

15. What can be unloaded or loaded from privately-owned vehicles?

16. Who can unload the privately-owned vehicle?

17. How much time will I have to unload my vehicle?

18. My freight will fit in a truck. Can I drive that truck into the Convention Center, unload it and drive the truck out of Convention Center?

19. What can I carry in or out myself?

20. Which unions provide services and jurisdictions at the Indiana Convention Center, and what can I/my employees do ourselves to set-up our booth?

21. Can I set up my booth the morning the show opens?

22. Can I share my booth with another company?

23. If I have a problem with show rules, a contractor or union labor, with whom should I speak?

24. Aren't the official service contractor (Freeman) and the union the same thing?

25. The union employees who were sent to me are unsatisfactory. What can I do?

26. What can the union do if I refuse to comply with their rules?

27. What can the NTEA do if I refuse to comply with the union rules and/or show rules?

28. I use an Exhibitor-Appointed Contractor (EAC). How can I make sure my EAC is approved to work inside the Indiana Convention Center?

29. What time will my Exhibitor-Appointed Contractor (EAC) be able to set-up my booth?

30. What is a Marshalling Yard?

31. Why are vehicles and heavy equipment scheduled to move in at specific times, and why do I have to wait at the Marshalling Yard?

32. My booth isn't assigned a targeted time, but I plan on displaying a vehicle or heavy equipment. What should I do?

33. What happens if I miss my target move-in time?

34. Where can I park/store my empty trailer during show days?

35. Once my vehicle is in position, what do I need to do?

36. Why do I pay a different material handling fee than my neighbor?

37. If I think I am being overcharged for freight, what can I do?

38. What is a Material Handling Agreement?

39. If my booth is damaged on move-in or move-out, what can I do?

40. Why does it take so long to have my empty containers/crates returned after the show?

41. I don't plan to move out on closing day. Will my booth and its contents be secure?

42. Will meeting rooms be available for exhibitors?

43. How can my company arrange a press conference for a new product reveal or announcement?

44. How can my company be included in the Green Truck Ride-and-Drive?

REGISTRATION:
1. Do I need to register our staff just to work in our booth? What is the cost?
Yes. Everyone needs to have a badge to enter the trade show, including attendees and booth staff. There is no limit to the number of booth personnel that can be registered, and there is no cost for booth-only registrations.
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2. My company is a sponsor of a ticketed event. Do I still need to register to attend that particular event?
Yes. However, exhibiting companies that sponsor $5,000 or more do qualify for sponsorship credits that can be used toward registration fees. Please contact the NTEA to find out if your company qualifies for sponsor credits.
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3. How do I register for the show?
Register online for The Work Truck Show; download a registration form and fax it to (248) 489-8590; or call (800) 441-6832 for personal assistance.
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4. How much does it cost to attend this event?
There are different registration options available to fit your needs, including booth-only access or packages which include special events. Check out the registration prices or call (800) 441-6832 to learn more.
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5. I just registered! How do I know if it went through?
Whether you register through fax, mail, phone or web, you will receive a confirmation notice via email, fax or mail within one week, depending on the contact information you provided on the registration form. Your badge will be waiting for you on-site at either one of the two Registration Areas. If you have any questions concerning your registration, please call (800) 441-6832.
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6. I registered just as Booth Personnel. Can I upgrade to a Convention Package or Complete Event Package?
Yes, you may upgrade your registration package or add tickets for special events. Email the NTEA registrar at registrar@ntea.com or simply fax (248) 489-8590. All changes or cancellations must be received in writing. You will receive confirmation for these changes within one week.
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7. How do I get my customers to attend the show for free?
Give your best customers, prospects and distributors the opportunity to attend The Work Truck Show 2015 with a Free Trade Show Pass that gives attendees a free registration to attend all three days of the trade show, and entitles users to attend one concurrent educational session. These passes can be shipped to you or a customized PDF can be sent to you electronically. As a bonus, exhibiting companies can earn additional booth assignment points when your customers and distributors use these passes at no cost to you. To request free passes (printed or electronic PDF), please call NTEA Executive Assistant Sheree Campbell at (800) 441-6832, ext. 103, or (248) 479-8903, or email sheree@ntea.com.
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8. How can I market my booth to current and potential customers?
In addition to the free passes available upon request, all exhibitors may use the Invite a Customer program to send free passes directly to your customers through customized email campaigns. Your message can be tailored to include your booth number, company information, logos, and/or any new products being displayed. The Invite a Customer program is available to all exhibitors at no charge. Exhibiting companies can earn additional booth assignment points when your customers and distributors use these passes. For more information on how to start using this program, please call NTEA Sales Coordinator Sarah Kindinger at (800) 441-6832, ext. 119, or (248) 479-8919, or email sarah@ntea.com.
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9. How do I select my booth for The Work Truck Show 2016?
If you are exhibiting in 2015, you will be assigned a booth sign-up time at the show according to the NTEA’s “Accumulated Priority Point System.” Companies with the highest number of accumulated points select first, followed in descending order of points, by all other companies desiring space. Companies with like numbers of points are pre-grouped into designated categories; a lottery drawing within each group at the time of sign-up determines the order in which those companies may select space. Exhibiting companies earn these points through their support of the NTEA and The Work Truck Show through membership, years as an exhibitor, sponsorship support and survey participation. If you miss your assigned time, booth selection will be open on the final day of the show (this time will also be available for companies not exhibiting in 2015). Visit NTEA Booth 3401 on Friday, March 6 from 9:00AM–11:30AM to sign up for a booth.
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10. How can my company accrue points to move up in the booth selection for 2016?
Exhibiting companies are placed in designated groups according to their total number of accumulated points to select booth space for the next year.

Earning and Calculation of Points
Priority points are accumulated each year as follows:

  • Two (2) points for each year a company exhibits in the NTEA Work Truck Show.
  • One (1) point for each year a company maintains membership in the NTEA.
  • One (1) point for 15-25 prepaid passes, Two (2) points for 26-40 prepaid passes and Three (3) points for 41 or more prepaid passes utilized and validated for nonmember attendance at the NTEA Work Truck Show.
  • One (1) point for NTEA Work Truck annual sponsorship exceeding $10,000.
  • Two (2) points for NTEA Work Truck Show annual sponsorship exceeding $20,000.
  • Three (3) points for NTEA Work Truck Show annual sponsorship exceeding $30,000.
  • Exhibiting chassis OEMs participate in a separate priority point system.

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TRADE SHOW FLOOR:
11. Are furnishings and utilities included in the cost of my exhibit space?
No. Standard booths include back and side drapes only, as well as one 7"x44" ID sign, as well as a booth identification floor sticker. Booth carpet for your entire exhibit space is required by contract. Details for carpeting as well as other products/services are available on the Exhibit/Sponsor area of NTEA.com.
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12. Can I drive up to the loading docks and unload my own vehicle?
No. The unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers from the Marshalling Yard and loading docks will be managed by Freeman, and exhibitors will be charged the established rates for material handling. If you have any questions about the loading dock area, please call Freeman Customer Service at (773) 473-7080. For your convenience, a predetermined overhead door (not a loading dock) will be available for exhibitors to unload/load booth materials from a privately owned vehicle. This designated area will be available on a first-come basis for personally owned vehicles NOT being displayed as part of an exhibit. Exhibitors may use this location free-of-charge only to unload their vehicles. The use of personally owned dollies, roll carts and flat trucks is permitted. Exhibitors may not borrow tools, ladders or other equipment from the Indiana Convention Center and/or Freeman.
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13. My display equipment is mounted on wheels and doesn't require a dolly or roll cart. Can I unload and roll my materials to my booth from the loading dock?
No. The unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers from the loading docks will be managed by Freeman, and exhibitors will be charged the established rates for material handling. If you have any questions about the loading dock area, please call Freeman Customer Service at (773) 473-7080. For your convenience, a predetermined overhead door (not a loading dock) will be available for exhibitors to unload/load booth materials from a privately owned vehicle. This designated area will be available on a first-come basis for personally owned vehicles NOT being displayed as part of an exhibit. Exhibitors may use this location free-of-charge only to unload their vehicles. The use of personally owned dollies, roll carts and flat trucks is permitted. Exhibitors may not borrow tools, ladders or other equipment from the Indiana Convention Center and/or Freeman.
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14. What is considered a "privately-owned vehicle"?
Typical vehicles that a family or small business may operate for transportation or light hauling, including automobiles, pickup trucks, mini-vans, full-size vans and sport utility vehicles. This does not include multiple-axle vehicles, flatbed trucks, box vans or trailers.
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15. What can be unloaded or loaded from privately-owned vehicles?
Equipment, displays or other event-related materials that can be fit into the vehicles and which can be transported by the owner or employee by hand or with the use of a fully-manual cart or dolly.

Due to safety concerns and in order to maintain an organized orderly flow during load-in and load-out periods, exhibitors and their employees are not allowed to use forklifts, pallet jacks, motorized dollies or similar motorized or hydraulic equipment to load, unload or transport materials on the Indiana Convention Center property.
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16. Who can unload the privately-owned vehicle?
Either exhibitors or full-time employees of the exhibiting company may unload the vehicle. In order to use the designated "privately owned vehicle" area, eligible exhibitors and exhibitors’ employees must work in a team of at least two people. There must be a driver who stays with the vehicle at all times and is immediately available to move the vehicle in addition to at least one person to transport the materials to and from the exhibit. This will help speed up access for others who wish to use this convenience and prevent vehicles from being boxed in.
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17. How much time will I have to unload my vehicle?
The time allotted for privately-owned vehicles will be no more than 20 minutes.
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18. My freight will fit in a truck. Can I drive that truck into the Convention Center, unload it and drive the truck out of Convention Center?
No. No vehicles, other than display vehicles, will be allowed access to the exhibit hall.
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19. What can I carry in or out myself?
Exhibitors are permitted to use personally owned dollies, roll carts and flat trucks to carry items into the exhibit facility. Exhibitors may not borrow tools, ladders or other equipment from the Indiana Convention Center and/or Freeman. This does not apply to any loading dock area. The unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers from the loading docks will be managed by Freeman, and exhibitors will be charged the established rates for material handling. Please refer to the Union Jurisdictions at Indiana Convention Center documentation found in the Exhibitor Services Manual. For your convenience, a predetermined overhead door (not a loading dock) will be available for exhibitors to unload/load booth materials from a privately owned vehicle. This designated area will be available on a first-come basis for personally owned vehicles NOT being displayed as part of an exhibit. Exhibitors may use this location free-of-charge only to unload their vehicles. The use of personally owned dollies, roll carts and flat trucks is permitted. Exhibitors may not borrow tools, ladders or other equipment from the Indiana Convention Center and/or Freeman.
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20. Which unions provide services and jurisdictions at the Indiana Convention Center, and what can I/my employees do ourselves to set-up our booth?
Freeman has an agreement with the Teamsters Local #135 through the Indiana Convention Center to provide labor for display installation and dismantling. Full-time employees of the exhibiting companies, however, may install/dismantle their own exhibits without the assistance from this local union. Any labor services that may be required beyond what your regular, full-time employees can provide must be rendered by the union. Labor can be ordered in advance or by ordering at show site from the Freeman Service Desk. For more information, please refer to the Union Jurisdictions at Indiana Convention Center documentation found in the Exhibitor Services Manual.
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21. Can I set up my booth the morning the show opens?
No. All exhibits less than 300 sq. ft. should be in place by 3:00PM the day prior to the show opening, unless special arrangements are made in advance and in writing with NTEA Show Management. Any booths larger than 300 sq. ft. must be in place by 2:00PM the day prior to the show opening.
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22. Can I share my booth with another company?
No. Assigned booth space is for the exclusive use by the contracted exhibiting company only. Sharing/sub-leasing booth space is not allowed. See your booth contract for specifics.
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23. If I have a problem with show rules, a contractor or union labor, with whom should I speak?
Prior to arriving on-site, you should contact NTEA Director of Events Michelle Kubitz at (248) 479-8192 or michellek@ntea.com. On-site, NTEA Show Management will be available to help. If a problem arises on-site, please contact NTEA Show Management immediately. Do not wait until after the show is over. Problems are much easier to resolve as they occur, rather than days or weeks after the event.
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24. Aren't the official service contractor (Freeman) and the union the same thing?
Freeman is the Official Service Contractor hired by the NTEA. Freeman provides material handling, decoration, rigging, carpentry and freight movement. The tradespeople, or union, who perform these functions are hired by Freeman.
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25. The union employees who were sent to me are unsatisfactory. What can I do?
Return employees to the Exhibitor Services Center immediately and inform a Customer Service Representative about your situation. They will help you resolve the problem.
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26. What can the union do if I refuse to comply with their rules?
They can, with the force of the law behind them, shut down the show.
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27. What can the NTEA do if I refuse to comply with the union rules and/or show rules?
Your booth contract clearly states you must conform to union contract rules and regulations as well as all show rules and regulations. Failure to do so violates your contract, and NTEA Show Management can eject your company from the show floor and/or penalize your company’s accumulated priority points, which could affect your placement in future shows. The “no refund” policy on booth space, furnishings, labor, etc., would apply.
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28. I use an Exhibitor-Appointed Contractor (EAC). How can I make sure my EAC is approved to work inside the Indiana Convention Center?
Any EAC not pre-qualified with the Indiana Convention Center should complete the documentation required by the Indiana Convention Center. Failure to have your EAC pre-qualified can result in denied access to the exhibit hall and costly delays. Please refer to the Exhibitor Appointed Contractor information in your Exhibitor Services Manual.
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29. What time will my Exhibitor-Appointed Contractor (EAC) be able to set-up my booth?
Your display house will be allowed to access the exhibit hall at your assigned or targeted move-in time. EACs will not be allowed to enter the exhibit halls and work in your booth until then.
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30. What is a Marshalling Yard?
A Marshalling Yard allows carriers to check-in and station themselves at a location close to the show site and await their call for delivery. There is only room for a certain number of vehicles at the Convention Center loading docks, and the Marshalling Yard helps to relieve congestion and traffic.
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31. Why are vehicles and heavy equipment scheduled to move in at specific times, and why do I have to wait at the Marshalling Yard?
The target check-in schedule is designed to minimize your driver's/carrier's time in the Marshalling Yard and to maximize the efficiency of moving in freight, display vehicles and trailers. It is also scheduled by booth location, so freight and vehicles are moved in based on keeping a clear path and progression from the loading docks. As noted on the Targeted Check-in Floor Plan, each booth exceeding 300 sq. ft. is targeted for a specific time. A large number of exhibitors are scheduled within each timeframe. While your shipment or display vehicle(s) is due at the Marshalling Yard at your targeted check-in time, it may take some time before you are called to deliver to the Convention Center. The shipments and/or display vehicle(s) will only be called to the Convention Center when space is available.
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32. My booth isn't assigned a targeted move-in time, but I plan on displaying a vehicle or heavy equipment. What should I do?
Please contact Lisa McGuinness at Freeman Freight Services, (773) 473-7436, or email Lisa.McGuinness@freemanco.com to be assigned a target time.
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33. What happens if I miss my target move-in time?
Late arrivals may be subject to additional labor charges if booths surrounding yours have already been set up and need to be taken down or moved in order for you to obtain access to your booth. You are strongly advised to adhere to your scheduled check-in and move-in time.
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34. Where can I park/store my empty trailer during show days?
Please see the map in the Exhibit/Sponsor area of NTEA.com or in the Exhibitor Services Manual for accessible parking locations (coming soon). Any charges associated with parking are at the expense of the exhibitor. Parking is also available at the Indianapolis Zoo, located near the Convention Center, at 1200 W. Washington St., Indianapolis, IN 46222. Shuttle buses will loop between the Convention Center and Zoo parking lot.

Zoo Parking and Shuttle Bus Schedule:
Sunday, March 1          8:00AM–4:45PM
Monday, March 2         6:00AM–4:45PM
Tuesday, March 3        7:00AM–6:15PM
Wednesday, March 4   7:00AM–6:15PM
Thursday, March 5       6:30AM–6:15PM
Friday, March 6            8:00AM–4:45PM

For your convenience, the NTEA is offering this parking and shuttle service free-of-charge.
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35. Once my vehicle is in position, what do I need to do?
Gasoline-powered vehicles on display must have fuel maintained at ¼ tank or less. All fuel tank openings and caps shall be locked or taped shut. Battery cables must be disconnected and the connecting leads wrapped with electrical tape. The engine cannot be operated during event hours.
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36. Why do I pay a different material handling fee than my neighbor?
There are different rates for advance shipments, shipments direct to the Convention Center, crated freight, uncrated freight, etc. If you have questions, call Freeman for clarification. Be sure you have a certified weight certificate. In-and-out rate is based on incoming rate only.
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37. If I think I am being overcharged for freight, what can I do?
Talk to a Freeman Customer Service Representative for an explanation of the various rates. If there is a question as to the weight of your shipment, they will have a solution. If you do not feel their explanation is valid, please contact an NTEA staff member and ask for help. For best results, problems need to be resolved as they occur on-site.
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38. What is a Material Handling Agreement?
A Material Handling Agreement is a document showing the exact piece count, weight and types of materials being shipped. This document is required by Freeman to load your outbound shipments onto the various carriers.
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39. If my booth is damaged on move-in or move-out, what can I do?
Unfortunately, accidents do happen. As an exhibitor, you are strongly encouraged to insure your booth and its contents from the time they leave your facility. In the event your booth is damaged during move-in, the contractor will do what can be done to help you make your booth "show ready." Immediately contact the party you believe is responsible for the damage and file a report.
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40. Why does it take so long to have my empty containers/crates returned after the show?
Empty containers are stored in trailers that are parked off-site from the Convention Center. The numerous trailers required to accommodate hundreds of empty containers cannot all come to the loading docks at the same time. Containers will be delivered as quickly as possible.
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41. I don't plan to move out on closing day. Will my booth and its contents be secure?
Do not leave anything valuable in your booth overnight. All hand-carried items should be removed promptly after the close of the show. Pack as much as you can before you leave the exhibit hall. Additional move-out details will be included in the Exhibitor Services Manual.
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42. Will meeting rooms be available for exhibitors?
If you would like to host an event or reserve meeting space at either the Indiana Convention Center or one of the NTEA hotels, please contact Katie Turk, NTEA event coordinator, at 1-800-441-6832, ext. 136 or (248) 479-8156, or email katie@ntea.com. Katie will review your request and will put you in touch with the appropriate contacts. When requesting a hospitality event or meeting space, please have the following information available: Date, time, anticipated number of people, and the type of event you would like to host.
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43. How can my company arrange a press conference for a new product reveal or announcement?
Please contact Kristen Simpson, president of Simpson Communications LLC, at (216) 991-4297 or kristen@simpsoncomm.com to coordinate the details. Please note that limited slots are available for press conferences, and these are filled on a first-come, first-served basis. Please submit the Press Conference and Media Event application by December 12, 2014 to kristen@simpsoncomm.com.
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44. How can my company be included in the Green Truck Ride-and-Drive?
Please contact NTEA Sales Coordinator Sarah Kindinger at 1-800-441-6832, ext. 119 or (248) 479-8919, or email sarah@ntea.com..
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