Exhibits » Booth Design & Use of Space

Booth Design

Standard In-Line Booths
The back wall of the display is limited to 8' in height and a depth of 4'. All display fixtures and accessories, (including but not limited to book racks, instruments and foliage) over 4' in height, not to exceed 10' maximum, must be confined to that area of the exhibitor's space which is within 4' of the back line. Display material in the remaining 6' of booth space must not exceed 4' in height.

Multiple Standard Booths
In an exhibit that contains 3 or more linear booths (30 feet or more), the interior booths are permitted to contain display material over 4' in height - with a maximum of 8' in height - which must be confined to that area of the exhibitor's space which is within 6' of the backline of the booth. Sufficient "see-through" area must be provided so as not to block the view of adjacent exhibits. The end booths of such an exhibit must conform to the Standard Booth restrictions of 4' display area from the backline of the booth.
No exhibit may span an aisle by roofing. Exposed, unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. If such draping is not ordered, the contractor, with the approval of the Exhibit Manager, will install it and charge the exhibitor.

The aisles are the property of all the exhibitors; therefore, each exhibitor has the responsibility to assure proper flow of traffic through the entire show. Do not place your demonstration areas on the aisle line of your exhibit if you expect many people to congregate at one time. Leave space within your own exhibit area to absorb the majority of the crowd. This regulation applies even if your exhibit booths are directly across the aisle from each other.

Fire Department Regulations
Volatile or flammable fluids, substances or materials of any nature prohibited by city fire regulations or insurance carriers may not be used in any booth. Regulations for Boston will be included in the exhibitor service kit.

Carpeting
The exhibit hall is carpeted in a blue/yellow/red blend.

Labor/Furniture/ Rental Displays
Freeman has been appointed the general contractor for the meeting. Forms for ordering furniture, carpeting, rental displays and labor will be included in the on-line exhibitor service kit. The kit will be available in April 2009. Service kit online.  Questions contact: FreemanBostonES@freemanco.com

Electricity/Utilities/Telephones
Electrical service, telephones and installation of water, gas or air will be available. Order forms for services will be included in the service kit online at www.freemanco.com by April 6, 2009.

Service Kits
Exhibitor service kits will be online at: www.freemanco.com. A complete set of forms for ordering services will be included in the kit. Exhibitors are urged to take advantage of cost reductions offered by most contractors for advance orders. Many services cost substantially more when ordered on-site.

Shipping Instructions
All freight charges must be PREPAID.

Bill of Lading: Freeman will handle drayage. Exhibitors who ship by van, motor freight or air must send a copy of the bill of lading to Freeman. The services provided by Freeman will include receiving crated shipments at their warehouse and storing up to 30 days; delivery to the exhibitor's booth; removal, storage and return of empty crates and containers; and removal of packed shipments from the booth and reloading same on outgoing carriers.

Crated Shipments to General Contractor: Only crated shipments may be consigned to the warehouse to arrive starting June 25, 2009 and must arrive by 4:30 PM on July 17, 2009. If freight arrives at the warehouse after, a late charge will be assessed to the exhibitor. Warehouse freight should be addressed as follows:

The Protein Society
Company Name/Booth Number
c/o Freeman
1515 Washington Street
Braintree, MA 02184

Shipments to Hotel: There are significant savings in shipments handled on a straight-time basis and delivered to the Boston Marriott Copley Place on Friday, July 24, 2009 Noon -5:00 PM. Shipments should be addressed as follows:

Company Name/Booth Number
c/o Freeman Company
The Protein Society
Boston Marriott Copley Place
110 Huntington Avenue
Boston, MA 02116

Union Regulations
The following guidelines are provided:

The unpacking, erection, assembling, dismantling, and packing of displays and equipment may be done by full-time employees of an exhibiting company. The official labor contractor for the exposition will have skilled craftsmen to assist exhibitors who wish to hire labor to perform these services. Arrangements for all temporary labor should be made through the official service contractor. Official labor order forms are included in the exhibitor service manual online.

Material Handling: Work rules require that the official material handling contractor off-load all equipment and display material from commercial carriers/common carriers or van lines. The use of fork trucks, pallet jacks and lift gates are permitted only by personnel of the official material handling contractor. Exhibitors are allowed to perform their own material handling, provided they meet all the following criteria: personnel performing the work must be confide, full-time company employees of the exhibiting company. They must be off-loading from a company owned truck or rental vehicle, or from a car, van or truck owned by personnel of the exhibiting company. All trucks, including co-owned and rental vehicles, over 24’ in length will be off-loaded or loaded by the official material handling contractor. They may use only hand-operated equipment, which they have provided; two-wheeled hand trucks and four-wheeled flat trucks are permitted. The use of fork trucks, pallet jacks, lift gates or any other mechanical equipment is not permitted by anyone other than the official drayage contractor.

Gratuities
Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for service rendered. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to the exhibit management and Freeman.

Safety
Standing on chairs, tables or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. Freeman cannot be responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in assembling your booth, please order labor on the order form and the necessary ladders and tools will be provided.

Use of Outside Contractor
Exhibitors who plan to have an exhibit service firm (other than the official contractor) unpack, erect, assemble, dismantle, and pack displays must notify Exhibit Management in writing, with a copy to Freeman by June 19, 2009, of the name of the service firm, address, and the supervisor(s) who will be in attendance. The service firm must notify Exhibit Management in writing of the names of all full-time employees working on the show, and must furnish an insurance certificate to Exhibit Management with a copy to Freeman Co., in the amount of $1,000,000 liability to include property damage.

Indemnity
The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save The Protein Society, FASEB, the Boston Marriott Copley Place, Freeman and their officers, employees, and agents, harmless against all claims, losses and damages to persons or property, governmental charges or fines and attorney's fees arising out of or caused by Exhibitor's installation, removal, maintenance, occupancy or use of the exhibiting premises or a part thereof, excluding such liability caused by the sole negligence of the parties referred to above. In addition, the exhibitor acknowledges that The Protein Society, FASEB, the Boston Marriott Copley Place, and Freeman do not maintain insurance covering the Exhibitor's property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance covering such losses by the Exhibitor.

Insurance
Exhibitors are urged to take out a portal-to-portal rider available at a nominal cost on their own insurance policy protecting them against loss through theft, fire, damage, etc.