Frequently Asked Questions
PROSPECTIVE EXHIBITOR
What is included in my booth rental fee?
How do I purchase a booth, and how much do they cost?
What booth spaces are available?
BOOTH SET-UP
When can we move in to our booth?
When can we break down our booth?
Where is the Marshalling Yard and why do I have to go there?
Can I use my own dolly/hand truck and move my stuff in to my booth?
Can I set up my own booth?
How do I find out my booth number and/or where I am located on the show floor?
How do I order items for my booth (i.e. carpet, electrical, furniture)?
When will I receive my Exhibitor Service Kit, and what does it include?
How do I find out if my booth meets all regulations?
Where do I ship my booth materials?
Where can I find placement of other companies at HDBoutique?
What are the deadlines for exhibiting?
Do I have to submit a booth approval form?
What does my insurance certificate need as additional insured for an Exhibitor Appointed Contractor?
Do I have to follow the target freight floor plan?
We won't be using our booth any more; may we just leave it at the end of the show?
How do I use an Exhibitor Appointed Contractor (EAC)?
MISCELLANEOUS
What is a show guide listing, and how do I make sure my company is listed properly?
How many exhibitor badges do I get for my company?
How do I get free expo passes for my clients?
How do I get a pre-show media list?
Where do I drop off my press kits onsite?
How do I upgrade my booth space?
What other opportunities are available for promoting my company?
When is HDBoutique 2008?
What is the dress code for the show?
Who attends the show?
TRAVEL
Where is HDBoutique being held?
What hotels are offering special rates?
How do I book a hotel?
How do I get an International Visa letter of invitation?
REGISTRATION AND BADGES
How do I register my exhibitor booth personnel?
What are the registration hours?
How do I make a change to my registration?
How do I get a W-9 form?
I am having problems registering on the website. Is there someone I can speak to?
How can I find out/confirm that I am pre-registered?
When will I receive my badge?
What if the information on my badge that I received in the mail is incorrect?
Can I register onsite?
EXHIBITING ANSWERS
PROSPECTIVE EXHIBITOR
What is included in my booth rental fee?
Included as part of your booth space rental fee is:
- 8' high backwall drape
- 3' siderail dividers
- 7" x 44" booth identification sign with company name and booth number
- 24 hour general security for the exhibit hall - not individual booths
- Website and Show Guide Listing
- Unlimited Exhibitor Badges which permit access to the hall during move-in, show open and move-out
Please be aware the items NOT included in your space cost: booth carpet, electrical, labor, additional signage, material handling, shipping, telephone, audio visual, booth furnishings, hotel, travel, floral, booth security, etc.
How do I purchase a booth, and how much do they cost?
For availability and pricing information, please contact your sales representative:
Jeff Brown
Sales Manager
770.291.5435
Jeff.Brown@Nielsen.com
West of Mississippi River including IL, International including Canada
Kristina Kurz
Account Executive
770.291.5412
Kristina.Kurz@Nielsen.com
East of Mississippi River
Liz Sommerville
Group Show Director
770.291.5456
elizabeth.sommerville@nielsen.com
What booth spaces are available?
Please check the FloorPlan
BOOTH SET-UP
When can we move in to our booth?
Please check back, this information is not available.
When can we break down our booth?
Please check back, this information is not available.
Where is the Marshalling Yard and why do I have to go there?
The Marshalling Yard is located on the corner of 18th Street and Meridian Avenue. Please see the Miami Beach Convention Center map in the Exhibitor Service Kit for directions to the facility. All common carriers must check into the Marshalling Yard before proceeding to the Miami Beach Convention Center. Freeman has control over the Marshalling Yard and all freight operations for HDBoutique. Please direct all questions to Freeman 407.816.7900.
Can I use my own dolly/hand truck and move my stuff in to my booth?
As defined under the Florida Show Site Work Rules, an exhibitor may “hand carry” material to and from their booth. Miami Beach Convention Center does not allow any carts on the lobby floors. The use or rental of dollies, flat trucks and other mechanical equipment is not permitted. Only full time employees of the exhibiting company will be allowed to hand-carry items. Unloading or reloading at the dock or any and all contracted carriers will be handled by Freeman. Please refer to all the Union Rules & Regulations located in the exhibitor service kit. If you have any questions, please contact Freeman at 407.816.7900.
Can I set up my own booth?
Full time employees of the exhibiting companies may set up their own exhibit with the assistance from the local union. Any labor services that may be required beyond what your regular full time employees can provide, must be rendered by the Union.
How do I find out my booth number and/or where I am located on the show floor?
Call the Exhibitor Hotline at 770.291.5400 between 8:30 am – 5:00 pm EST or Click here to visit the HDBoutique floor plan. You will see where all of the companies are currently located, including your neighboring booths. You can also click here for an alphabetical list of exhibitors.
How do I order items for my booth (i.e. carpet, electrical, furniture)?
Click here to go to the Exhibitor Resource Center and download the necessary forms. If you have any questions about filling out the forms, please call the Exhibitor Hotline at 770.291.5400 between 8:30 am – 5:00 pm EST.
When will I receive my Exhibitor Service Kit, and what does it include?
The Exhibitor Service Kit includes important information on Registration, Hotel & Travel Accommodations, Promotional & Sponsorship Opportunities, Service Contractors, and information on Shipping, Booth Furnishings, and Labor. Exhibitors should take a few minutes to read through their Service Kit and note important deadlines. In many cases, these deadlines could help exhibitors save on their expenses!
The Exhibitor Service Kit will be available online soon.
How do I find out if my booth meets all regulations?
Exhibitors should first check the IAEM booth set-up guidelines located in the Union Work Rules/Fire Regulations/Guidelines tab of the service kit. If they still have questions, they may contact the exhibitor hotline (see below). For booths that are over 400 square feet, they must complete a booth approval form (located in the General Information Tab) and submit the required drawings to show management. If you still have questions, please call the Exhibitor Hotline at 770.291.5400 between 8:30 am – 5:00 pm EST.
Where do I ship my booth materials?
Freeman has the responsibility of receiving and handling all exhibit materials and empty crates. Shipping order forms on the on-line Exhibitor Service kit. Contact Freeman at 407.816.7900 if you have shipping questions. Regardless of which shipping method you use, all freight and bills of lading must be clearly marked with your designated freight move-in date.
Advance Shipping Address:
(must be delivered by TBA)
HDBoutique 2008
Exhibiting Company Name
Booth #
Freeman
c/o Roadway Express
11301 NW 134th Street
Miami, FL 33178
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Direct/On-site Shipping Address:
(Cannot be delivered prior to TBA)
HDBoutique 2008
Exhibiting Company Name
Booth #
Miami Beach Convention Center
c/o Freeman
1901 Convention Center Drive
Miami Beach, FL 33139
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Where can I find placement of other companies at HDBoutique?
Click here to visit the HDBoutique floor plan. You will see where all of the companies are currently located, including your neighboring booths. You can also click here for an alphabetical list of exhibitors.
What are the deadlines for exhibiting?
This information is not yet available yet. If you still have questions, please call the Exhibitor Hotline at 770.291.5400 between 8:30 am – 5:00 pm EST.
Do I have to submit a booth approval form?
HDBoutique observes the IAEM (International Association for Exposition Management) booth construction guidelines for this event. Only linear and perimeter booth guidelines apply for this show. Companies display lighting, ceiling fans and umbrella products may extend to a maximum height of 10' and do not need to submit a Booth Approval form. Hanging signs will not be permitted at HDBoutique.
See rules and diagrams listed in the Exhibitor Service Kit. These guidelines address height, depth, structural integrity, storage and important details on each booth type configuration. Show Management complies and defers to any policy the Fire Marshal mandates. Should your exhibit layout, design, structure and/or electrical not conform to Facility or Fire Marshal mandates you will be asked to modify it on-site at your expense. Please direct any questions concerning booth set-up guidelines to the Exhibitor Hotline at 770.291.5400 between 8:30 am - 5:00 pm EST.
Any exhibitor who is requesting an exception to the IAEM Guidelines must submit the Booth Approval Form along with a booth drawing for approval. The Booth Approval Request Form will be in the Exhibitor Service kit.
What does my insurance certificate need as additional insured for an Exhibitor Appointed Contractor?
If you are planning to use an outside contractor to install/dismantle your display, please complete and return the Intent to Use Exhibitor Appointed Contractor Form along with a copy of your Exhibitor Appointed Contractor General Liability Insurance Certificate or they will not be permitted on the show floor to service your exhibit.
The Certificate of Insurance must include coverage in the amount of $2,000,000.00 combined single limit bodily injury and broad form property damage coverage, including broad form contractual liability. The following must be included or additional insured: HDBoutique 2007, Miami Beach Convention Center, Freeman and VNU Expositions and certificate must cover the show dates including exhibitor move-in and move-out, along with the exhibiting company’s name and booth number.
Do I have to follow the target freight floor plan?
YES. Your freight must be delivered in accordance to the target freight floor plan. If your freight arrives off target, there will be a 25% penalty assessed. The target floor plan is necessary to ensure that all exhibitor freight is delivered in an order that prevents delays and guarantees an on time show opening.
We won't be using our booth any more; may we just leave it at the end of the show?
NO. This is considered booth abandonment and charges will apply to any exhibitor who leaves their booth behind and/or excessive trash.
How do I use an Exhibitor Appointed Contractor (EAC)?
Exhibitors using an EAC to provide services to their booth must complete and return the 'Exhibitor Appointed Contractor Form' by the deadline date. The form is located in the service kit. Please inform your EAC that they must forward a General Liability Insurance Certificate by the deadline date listed on the form. The insurance certificate must name: HD Boutique 2008, Nielsen Business Media, Miami Beach Convention Center and Freeman Decorating as additional insureds.
MISCELLANEOUS
What is a show guide listing, and how do I make sure my company is listed properly?
As an exhibitor at HDBoutique 2008, your company name and web site address will be automatically listed on the official show web site www.hdboutique.com as soon as your booth payment is received in full. Then, YOU are in control and can log on and post your information. The information that you post on the web site will be downloaded before the show and used in the Show Guide onsite at HDBoutique.
HOW TO LOG ON AND UPDATE YOUR INFORMATION:
Click here to update your information
Keep:
Your password is your Customer Number, a 6-digit number which can be found at the top left side of your invoice.
How many exhibitor badges do I get for my company?
You get an unlimited number of exhibitor booth personnel badges for your booth. All exhibitor booth personnel working the booth (including set up and tear down) need to have a badge. Exhibitor Registration will be open in June.
How do I get free expo passes for my clients?
As an exhibitor at HDBoutique, you will automatically receive 50 free expo/conference passes with your company name imprinted on the passes at no charge. HD Boutique is offering you a new tool that will help you increase your ROI for the show- the Online HD Boutique Expo Pass Evite, available for your customers and prospects! The online tool makes it easy for you to invite your best customers and hottest prospects to HD Boutique. You can view the TOTAL GUEST PASSES USED.
Give them a FREE Expo Pass. Once your clients have registered, you'll have real-time access to these registrations.
As an HD Boutique exhibitor, you automatically receive a Unique VIP Code that gives your invited customers a FREE Expo Pass to HD Boutique. You can extend this offer to your client via a personalized email from you.
How do I get a pre-show media list?
This information will be available in the exhibitor service kit.
Where do I drop off my press kits onsite?
Onsite at HDBoutique there is a press room where media are qualified and
given a show badge and event information. Exhibitors are strongly
encouraged to bring press releases and press kits to the onsite press
room. For HDBoutique, we recommend shipping about 25 press kits to your
booth: then deliver 15-20 to the press room and keep the remaining kits
at your booth. We do not recommend shipping press material directly to
the press room, as you will incur additional fees. Questions about the
press room may be directed to the HDBoutique representing Public
Relations Firm: Wagstaff Worldwide, Inc.
Jim Lee
Executive Director
Wagstaff Worldwide, Inc.
311 W. Superior St., Suite 309
Chicago, IL 60654
P: 312.943.6900
F: 312.943.6910
email: jim@wagstaffworldwide.com
www.wagstaffworldwide.com
Los Angeles ~ Chicago ~ San Francisco
Chip Bouchard
Wagstaff Worldwide, Inc.
311 W. Superior St., Suite 309
Chicago, IL 60654
P: 312.943.6900
F: 312.943.6910
email: chip@wagstaffworldwide.com
www.wagstaffworldwide.com
Los Angeles ~ Chicago ~ San Francisco
How do I upgrade my booth space?
Call your sales representative
Jeff Brown
Sales Manager
770.291.5435
Jeff.Brown@Nielsen.com
West of Mississippi River including IL, International including Canada
Kristina Kurz
Account Executive
770.291.5412
Kristina.Kurz@Nielsen.com
East of Mississippi River
Liz Sommerville
Group Show Director
770.291.5456
elizabeth.sommerville@nielsen.com
or click here to download an exhibit booth contract and fax it to 770.777.8776
What other opportunities are available for promoting my company?
Our goal at HDBoutique is to find the best ways to put you in touch with your audience and to help you make sales. That's why we've developed several sponsorship opportunities that will enhance your presence at the show.
Call your sales representative
Jeff Brown
Sales Manager
770.291.5435
Jeff.Brown@Nielsen.com
West of Mississippi River including IL, International including Canada
Kristina Kurz
Account Executive
770.291.5412
Kristina.Kurz@Nielsen.com
East of Mississippi River
Liz Sommerville
Group Show Director
770.291.5456
elizabeth.sommerville@nielsen.com
When is HDBoutique 2008?
September 17 & 18, 2008
What is the dress code for the show?
The conference is business casual, including the Party by the Palms networking event.
Who attends the show?
The fabulously chic HDBoutique is the premier networking and solutions marketplace for designers, architects, owners, operators and buyers involved with restaurants, cruise ships, condominium-hotels, vacation ownership venues, resorts, hotels, senior living facilities, nightclubs and golf and country clubs
TRAVEL
Where is HDBoutique being held?
Miami Beach Convention Center - 1901 Convention Center Dr., Miami Beach, FL, 33139.
What hotels are offering special rates?
This information is not available yet.
How do I book a hotel?
Making hotel reservations just got easier! For all hotels listed below contact Ambassadors Service Group, the HDBoutique 2008 official hotel reservation service provider.
Call HD Boutique Housing Desk at 866.772.4410 or 404.584.7458 (International)
email: hospitalitydesign@ambassadors.com
How do I get an International Visa letter of invitation?
Once you are registered and paid in full, send an email requesting a International Visa letter of invitation to Peggy Cross Peggy.Cross@nielsen.com. A letter of invitation will be sent within five business days. Please note that if your visa request is denied by your country, you will receive a full refund for your registration fees.
REGISTRATION AND BADGES
How do I register my exhibitor booth personnel?
This information is not available yet. Detailed instructions can also be found in your exhibitor service kit.
What are the registration hours?
This information is not available yet.
How do I make a change to my registration?
Please check back for more information.
How do I get a W-9 form?
Click here to download a W-9 form
I am having problems registering on the website. Is there someone I can speak to?
Please contact our Registration Customer Service Department at hdexpo@cds.com and someone will contact you within one business day.
How can I find out/confirm that I am pre-registered?
For questions about your registration, call 508.743.8502
or email:HDExpo@cdsreg.com
When will I receive my badge
Badges will be mailed out towards the end of August. Badges for exhibitors are mailed to the main contact for the exhibiting company (the one on the exhibit booth contract). If you do not receive your badge in the mail, please go to the Advanced Registration counters in the Miami Beach Convention Center during registration hours to pick up your badge.
What if the information on my badge that I received in the mail is incorrect?
Contact the Registration Customer Service Department at hdexpo@cds.com, update your information online in the
Exhibitor Registration site or visit the advanced registration counters at the Miami Beach Convention Center during registration hours.
Can I register onsite?
Yes, please visit the Exhibitor registration counters at the Miami Beach Convention Center during registration hours. Please note onsite registration prices are higher for networking events.
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