Exhibitor Package & Loading Info

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Exhibitor Package & Loading Information

We are so delighted that you will be exhibiting in this interactive two-day exposition.  Please read the instructions below carefully or download them here.

The following topics are included in this communication:

• Exhibitor map & placement
• OGS delivery request form
• Directions & parking
• Shipping
• Setup time
• Unloading
• Show hours
• Strike
• Exhibitor booth specifications
• Booth rules
• Notes
• Hotel accommodations

If you have any questions or concerns about the event, please contact the event producer, Sacks Communications, Inc.:
Jennee Gropper at jgropper@sackscom.com
Telephone: 718.646.2700 ext. 119 (office) or 917.553.1000 (mobile)

If you have technical questions regarding exhibiting and loading materials, please contact Michael Snyder, CMP at the Empire State Plaza Convention Center at Michael.Snyder@ogs.ny.gov or via phone at 518-474-0538.

You can download the exhibitor map here.

All exhibitors must fill out the OGS Delivery Request Form. Vehicles attempting entry without prior authorization will NOT be allowed access. Please return this form via email to Michael Snyder at Michael.snyder@ogs.state.ny.us or fax at 518.408.1838. Please direct all questions related to this form to Michael Snyder via phone at 518.474.0538 or email.

Download the OGS Delivery Request Form here.

To reach the Empire State Plaza Parking Garage, exit from Interstate 787 at the Rensselaer/Empire State Plaza exit (Exit #3A) and follow signs to the Empire State Plaza. GPS Coordinates of N 42.650674, W 73.760061.

Refer to the enclosed Parking Map for more information.

P-1 North Loading Dock:
As you enter the tunnel, on your immediate right, you will see a sign for P-1 North. The oversized door for the P-1 North Loading Dock and 24’x24’ elevator lift is on the right. The lift goes directly from the parking level to the main floor of the Convention Hall.

Visitor’s Parking Lot, V-Lot:
The next parking level on the right will be P-2 North, followed by V-Lot which is the visitor’s parking lot.

You must move your vehicle from P-1 North to the P- 3 North visitor’s parking lot immediately after unloading. There is a charge of $2 per hour or $20 per day. You will receive a dash board sign that must be shown at the V-Lot for parking on Wednesday and Thursday.

If your vehicle is over 6’6” in height, please contact Michael Snyder, CMP at the Empire State Plaza Convention Center at 518-474-0538 for additional assistance. There is a limited amount of reserved parking spaces for oversized vehicles in P-1 North. Once the P-1 North Lot is full, you will be directed to Grand Street for oversized parking.

If you intend to ship your display in advance, it must be delivered to the P-1 North Loading Dock on Wednesday, October 12 after 9.00am. Please make sure that the label includes the following information: your name, company, and booth number. Also, all delivery companies must fill out the enclosed OGS Delivery Request Form to access the loading dock. Delivery companies must fill out this same form for picking up materials as well. Show representatives will not be held responsible for shipments nor will they inspect materials upon arrival.

Please mark all shipments with the following:

NYS DASNY – MWBE 2011
Attn: Dean Bennison
P-1 North Loading Dock
Empire State Plaza
Parking Level
Albany, NY 12242

You are invited to setup on Wednesday, October 12, 2011 from 9.00am to 5.00pm or on Thursday, October 13, 2011 from 7.00am to 10.00am.

Please register at the Show Information Desk after you begin to unload in the P-1N unloading zone. The Show Information Desk will be located at the Main Entrance of the Convention Hall. Exhibitors will be shown to their booth site and be given name badges and other information.

Please use the P-1 North area for unloading. Please fill out the enclosed OGS Delivery Request Form at least 1 week prior to the event. Exhibitors with heavy equipment or large displays may use the P-1 North Loading Dock, which provides access to the 24’x24’ elevator lift. All other exhibitors can take the north passenger elevators to the Concourse level.

The 24’ x 24’ elevator lift will shut down at 5.00pm on October 12. The ramps on the stairways will be removed by 10.00am on Thursday, October 13. Hand-carts are available upon request.

If you have small items, please use the Concourse elevators. When using these elevators, please do not overload. Also, please do not use the emergency button to hold the doors open as this is a direct line to the police.

All exhibitors must unload, set-up and strike their own booth(s).

The exhibition is open during the following hours:

Thursday, October 13, 2011: 9.30am – 5.00pm
Friday, October 14, 2011: 8.30am – 2.00pm

The NEW YORK STATE MWBE Forum ends at 2.00pm on October 14, 2011. Exhibitors must refrain from disassembling their booth(s) until 2.00pm. This rule is a preventive measure, which is being implemented by Empire State Plaza in the best interests of the Forum and its attendees.

You can strike your booths on Friday, October 14, 2011 from 2.00pm to 5.00pm.

Exhibitors’ booths are 10’ wide x 8’ deep. All promotional materials are restricted to the front area of your booth(s). Your booth fee includes the following items:

• 6’ to 8’ High Back Drape, 3′ High Side Drape
• Skirted Table with Vinyl Top
• (2) Chairs
• Booth Identification Sign
• Internet
• Electricity

Each booth must have at least one person manning it during all show hours.

Each exhibitor is responsible for his own equipment and merchandise. The State of New York, nor any of their respective officers, service contractors, or employees, shall be responsible for any damage suffered by an exhibitor, his agents or employees, in transit to, at, or leaving the show, whether from theft, fire, or any other cause. Exhibitors desiring insurance on their goods must secure set insurance at their own expense.

The Empire State Plaza is a New York State Facility; therefore please note the following information:

• New York State Troopers will be on hand to tow any vehicle that is parked illegally.
• All drivers and passengers must have valid photo I.D. in order to enter and/or park in the Empire State Plaza parking garages.
• All vehicles are subject to random search.

Please note the following additional information:

• Vendors requesting 220V electrical outlets may be subject to relocation.
• If your electrical cords are less than 10-feet long, it is advised to bring an extension cord(s).
• Convention Hall does not provide storage space for empty crates and boxes. Each exhibitor will be responsible for storage of his or her crates and boxes.
• All pallets and big displays have to be removed by the exhibitor. If removal becomes necessary, the exhibitor will be charged a fee to have these items removed.
• Exhibitors will be responsible for any physical damage to their booth space(s) in the Convention Center that occurs during the show (i.e. damage to the floor or walls).
• Vehicles on display must abide by the following regulations in accordance with the International Fire Code and NFPA:

Batteries used to power auxiliary equipment shall be permitted to be kept in service.

Vehicles, boats, or other motor craft equipment shall not be fueled or defueled within the building.

Vehicles shall not be moved during exhibit hours.

Compressed flammable gases; flammable or combustible liquids; hazardous chemicals or materials; and Class II or greater lasers, blasting agents, and explosives shall be prohibited within exhibit halls.

If you are planning to attend both days of the conference, you may need to reserve a hotel room.  Please visit: www.nysmwbeforum.org/hotel for a listing of local hotels.