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Exhibitor Manual

10th Annual Dental Services ConFab

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North America’s Largest Dental Services Event!


June 7, 8-10, 2018 

New York New York Hotel Convention Center

Las Vegas, Nevada

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Pre Show Dinner & Party

Thursday

June 7, 2018 7:00 - 10:00 pm       

Dinner, Reception & Party

For Sponsors, Exhibitors, Vendors & Speakers

 

Welcome Dinner & Party

 

Friday

June 8, 2018 7:00 - 10:00 pm       

 

Dinner, Reception and Party

For Attendees, Sponsors, Exhibitors, Vendors & Speakers

 

 

Dental ConFab Event Dates

Saturday

June 9, 2018 10:00 am - 10:00 pm       

Meetings, Exhibits, Presentations

Dinner & Show

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Sunday

June 10, 2018 10:00 am - 3:15 pm

Scheduled Events

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Sunday

June 10, 2018 3:15 - 5:00 pm

Reception & Party with Sponsors, Exhibitors, Vendors & Speakers

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We Will See You at the Dental ConFab!

 

 

 

 

Exhibitor Manual for
The Dental ConFab – Las Vegas

June 7, 8, 9 & 10, 2018
Las Vegas, Nevada
New York, New York Convention Center

 

Welcome and thank you for choosing to be a participant in The Dental ConFab - Las Vegas 2018. Please take a moment to read the exhibitor manual, which will provide you with all of the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service-contractors time to provide you with the best possible rates & service.

The Show Office will be set up at the New York New York Convention Center on Saturday, June 9, 2018 at 9 am and management will be available to assist you for the duration of the Show.

Manual Quick Links

  1. General Information (Location, Dates, & Times)
  2. Check List
  3. Move-in Instructions
  4. Loading Access
  5. Exhibitor Parking
  6. Vehicles on Show Floor
  7. Shipping & Deliveries
  8. Customs Broker
  9. Move-out Instructions
  10. Show Decorator (Furniture & Display Rental)
  11. Booth Installation & Dismantle
  12. Booth Cleaning
  13. Electrical
  14. Telephone & Internet
  15. Audiovisual
  16. Hotel
  17. Food Sampling
  18. How to Work a Booth
  19. Exhibitor Badges
  20. Free Admission Passes
  21. Show Guide Ads & Sponsorship
  22. Insurance
  23. Rules & Regulations

 

GENERAL INFORMATION

 

Show Location

New York New York Hotel Convention Center 
3790 Las Vegas Blvd. S
Las Vegas, NV 89109
Tel: 800-689-1797 

MAP TO FACILITY

Show Dates & Times

Saturday, June 8, 2018 ~ 10:00 am – 10:00 pm
Sunday, June 9, 2018 ~ 10:00 am – 5:00 pm

 

Exhibitor Move-in Times

Friday, June 8, 2018 ~ 2:00 pm – 6:00 pm

 

Exhibitor Move-Out Dates & Times

Sunday, June 9, 2018 ~ 5:00 pm – 8:00 pm

 

Produced By

Orion Dental Sales, Training & Repair  
Offices:  Seattle & Orlando
Tel: 888-674-6657 or 757-278-1737
Fax: 800-737-0795

 

Exhibitor Coordinator

Gayle Decker
Tel:  888-674-6657
Email: gayle.dentalconfab@gmail.com

 

Operations Manager

Paul Laird
Tel:  888-674-6657
Email: dentalconfab@gmail.com

 

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CHECK LIST

 

To take advantage of “early booking discounts” please note booking deadlines.

 

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MOVE IN INSTRUCTIONS

Move-in Times: Friday, June 8, 2018 ~ 2:00 pm – 6:00 pm

Instructions and details regarding move in will be provided to you approximately 2 weeks prior to the event. If you require details earlier please contact: Gayle Decker, Event Coordinator gayle.orionrepair@gmail.com or at 757-278-1737.

  • Once your booth material has been offloaded from your vehicle, all exhibitors must officially register before setting up. Please come to the show office and staff will direct you to your booth.
  • All exhibits must be set up by 6:00 pm Friday. Exhibitors will not be permitted to set up during show hours.
  • Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.

 

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LOADING ACCESS 

The Franchise Expo will take place in Halls Park Avenue & Broadway this summer.

Access Available From East side of building
- Follow signs past Valet Parking.
-Then turn right into the SOUTH LOADING DOCKS.

Access Available From West side of building
- Exit at the NYNY Services Entrance
- As you exit the ramp continue west along the Entrance Road
- Turn right at the end of road at sign marked, Services Entrance, into the NORTH LOADING DOCKS.

Drive in access is also available through the Loading Dock Entrance.

Dock level access is available. Dollies and a pump truck will be available for your use. If you require a forklift to move material from the dock to your booth, a forklift will be available to you.  However, if you have excessive forklift requirements please speak with your sales representative to discuss your needs.  A charge may apply.

 

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EXHIBITOR PARKING

Available at New York for a fee.

Discounted parking rates are available throughout Las Vegas.

Exhibitor parking passes are available for each event for loading and unloading at no charge in the easy access, security-patrolled indoor parking garages.

 

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VEHICLES ON SHOW FLOOR

All vehicles must abide by the arrival and departure schedules and procedures established by Show Management. Please contact the event Operations Manager, Paul Laird, Tel:  888-674-6657, Email:dentalconfab@gmail.com, to arrange arrival time if you want to display a vehicle.

Any vehicle that drips oil or other staining solutions may not be operated within the Convention Center without a drip pan or dry absorption powder. Responsible parties will be charged cleaning costs for staining solutions not removed.

No motorized vehicle may be operated on carpeted areas under any circumstances. Exceptions may be authorized by the Director of Event Coordination or the Operations Manager. When motorized vehicles are approved for use on carpeted areas, a protective sheet of visqueen, tarpaulin or comparable material is to be used to eliminate damages from leaks of gas, oil etc.

All vehicles being displayed in the Convention Center must have drip pans underneath them and pads under all tires.

Fuel tanks containing fuel, or which have ever contained fuel shall be maintained less than ½ full. Caps for fuel tanks fill pipes shall be of the locking type and be maintained locked to prevent viewer inspection. If they cannot be locked, they shall be taped shut.

The electrical system shall be de-energized by either:

a) Removing the battery or

b) Disconnecting both battery cables and covering them with electrical tape or other similar insulating material.

Tanks containing propane shall be maintained less than ½ full. Vehicles may be driven in and positioned. Engine should remain running, with valve shut off. Allow engine to run until all of the fuel line is used up. Turn ignition off.

Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.

Exhibitors must provide a set of keys, the contact name, and phone number of the person responsible to remove the vehicle(s) to Show Management.

 

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SHIPPING & DELIVERIES TO THE SHOW

Shipping Direct To Show: Friday, June 8, 2018

PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left at the dock until you arrive. To move your items to your booth/table space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact your sales rep as charges may apply. 

The most cost effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier;

 

Official Show Carrier

Spirit Exposition Services, LLC

Phone: (281)-399-2808 • Fax: (281)-399-8625
22955 Antique Lane • New Caney, TX 77357

Spirit’s staff has over 25 years of experience in the trade show industry. We are known for our attention to detail and superior service. Our knowledgeable staff can provide ideas, suggestions and solutions to most any situation encountered before and/or during the event.

Spirit’s staff has received many accolades for their support, help, professionalism, honesty and integrity to show management as well as their exhibitors.

 

 

Please address shipments to:
Company name and Table/Booth number
The Dental ConFab
NYNY Convention Center
3790 Las Vegas Blvd S, Las Vegas, NV 89109
Las Vegas, NV 89109
USA

 

Pre-Show Shipping
If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the Show at no charge and deliver them to the show on move-in day.

 

To request a quote, please send full details of shipment, shipping address, content pieces, size and weight measurements to Paul Laird, the Operations Manager of the event, to:

Attn: Paul Laird, ConFab Operations Manager

Email:  dentalconfab@gmail.com  or Tel: 1-757-278-1737

 

Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.

If you choose to use a carrier other than the show carrier and wish to ship pre-show, please speak to your sales rep.

 

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CUSTOMS BROKER

Spirit Exposition Services, LLC

Phone: (281)-399-2808 • Fax: (281)-399-8625
22955 Antique Lane • New Caney, TX 77357

Spirit’s staff has over 25 years of experience in the trade show industry. We are known for our attention to detail and superior service. Our knowledgeable staff can provide ideas, suggestions and solutions to most any situation encountered before and/or during the event.

Spirit’s staff has received many accolades for their support, help, professionalism, honesty and integrity to show management as well as their exhibitors.

 

If you have any questions please contact:
Paul Laird, Operations Manager Dental ConFab
Office: 757-278-1737
Email:  dentalconfab@gmail.com

 

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EXHIBITOR MOVE-OUT INSTRUCTIONS

Please note that move-out will begin once the show has closed, the aisles are cleared. If you are able to hand carry your supplies out to your car, we encourage you to do so.

All material must be removed by 8:00 pm

Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked-up or refused by carriers. Should this occur, you will be responsible for any charges incurred.

 

 

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SHOW DECORATOR (TO ORDER CHAIRS, ACCESSORIES, ETC.)

PRE-SHOW BOOKING DEADLINE: May 1, 2018

Carpet and Table are supplied at the Dental ConFab for your exhibit space.  If you require chairs or additional booth supplies, these items can be rented from:

Spirit Exposition Services, LLC

Phone: (281)-399-2808 • Fax: (281)-399-8625
22955 Antique Lane • New Caney, TX 77357

Spirit’s staff has over 25 years of experience in the trade show industry. We are known for our attention to detail and superior service. Our knowledgeable staff can provide ideas, suggestions and solutions to most any situation encountered before and/or during the event.

Spirit’s staff has received many accolades for their support, help, professionalism, honesty and integrity to show management as well as their exhibitors.

 

Show Colours

  • Tables: Black
  • Exhibit Rooms are carpeted with multi-coloured carpet.

 

In order to protect your privacy and restrict access to exhibitors in this event we have assigned the following show code to this event - Show Code: 481062945

To gain floor access pre-event you will be required to enter your Show Code and Booth Number or have an event badge provided from show management. If you have not registered, you must complete the registration process.

Once you have registered your information in our Online Ordering System you will not be required to register again to place online orders for future events.

If you need assistance with our online ordering system, please contact us at 1-757-278-1737.

 

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BOOTH INSTALLATION & DISMANTLING

PRE-SHOW BOOKING DEADLINE: May 25, 2018

Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.

Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.

Should you require assistance setting up or dismantling your booth, please advice event management. 

 

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BOOTH CLEANING

PRE-SHOW BOOKING DEADLINE: May 25, 2018

Exhibitors are responsible for maintaining their own booth space. 

 

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ELECTRICAL

 

PRE-SHOW BOOKING DEADLINE: May 25, 2018

Electrical is not supplied to your booth. If you require an electrical hookup, please contact:

New York New York Hotel Convention Center 
3790 Las Vegas Blvd. S
Las Vegas, NV 89109
Tel: 800-689-1797 

Convention Services 

 

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TELEPHONE / INTERNET

PRE-SHOW BOOKING DEADLINE: May 25, 2018

If you require a telephone or internet line in your booth you must, please contact:

New York New York Hotel Convention Center 
3790 Las Vegas Blvd. S
Las Vegas, NV 89109
Tel: 800-689-1797 

Convention Services 

 

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AUDIO / VISUAL RENTALS

 

PRE-SHOW BOOKING DEADLINE: May 25, 2018

If you require audio visual equipment in your booth, please contact:

New York New York Hotel Convention Center 
3790 Las Vegas Blvd. S
Las Vegas, NV 89109
Tel: 800-689-1797 

Convention Services 

Orders received after the pre-show booking deadline may be subject to additional charges.

 

 

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HOTEL

BOOKING DEADLINE: May 25, 2018

Rooms and discounted rate will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.  Early Bird Discounts Expire monthly.

We have obtained a group rate for single or double occupancy standard rooms, premium rooms and deluxe suites.  All rooms for the event must be booked online through the website registration at www.dentalconfab.com.  The hotel has a mandatory resort fee on premise.

New York New York Hotel Convention Center 
3790 Las Vegas Blvd. S
Las Vegas, NV 89109

Reservations may be made by calling 1-888-674-6657 or 1-757-278-1737 or you can book online at www.dentalconfab.com.

 

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FOOD SAMPLING

PRE-SHOW BOOKING DEADLINE: May 25, 2018

If you are planning on sampling food or beverage product in your booth, please note there will be two necessary forms to complete. Please content the event operations manager at the contact information at the top of the page for the two forms.  Food samples are limited to a 2 oz. portion and beverage products to 4 oz.

 

You are also required to complete the below “Temporary Food Vendor Package” and return to the health department. There is no fee involved. Please ensure you are complying with the guidelines listed within the application. If you do not complete this form, and do not comply with the guidelines, you could be closed down if an inspector comes to the show.

You must have a temporary hand washing set up in your booth.  This can be as simple as a container with a spigot that provides a continuous flow of warm water, liquid soap, paper towels, and a bucket to collect waste water. 

You are also required to have a sneeze guard, unless you are personally handing out your sample.

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HOW TO WORK A BOOTH COURSE AVAILABLE

 

PRE-SHOW BOOKING DEADLINE: May 18, 2018

Contact Paul Laird, event manager at dentalconfab@gmail.com for more information. 

 

EXHIBITOR BADGES

 

PRE-SHOW BOOKING DEADLINE: May 25, 2018

To request your badges, please email gayle.dentalconfab@gmail.combadges@nationalevent.com. Please be sure to include your company name and contact info. You will receive notification of receipt.

Exhibitors are provided with up to a maximum of 12 personalized name badges.

Badges will be available for pick up at the Show Office during move-in and must be worn to gain admittance to the Show.

 

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FREE ADMISSION PASSES

 

ARE NOT AVAILABLE FOR ANY REASON.

 

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SHOW GUIDE AD & SPONSORSHIP OPPORTUNITIES

 

There are a number of ways to increase your brand awareness at our shows. Additional ad space is available in our Show Guides that are distributed to attendees and sponsorship recognition includes show guide space, on-site signage, & online presence. Speak to your sales rep for more information.

 

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INSURANCE

 

Insurance for booth/show

Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list New York New York Hotel and Orion Dental Sales, Training & Repair, LLC. as “additional insured”.

 

Transportation Insurance

Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.

 

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Liability

Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.

 

 

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RULES & REGULATIONS

 

NOTICE TO EXHIBITORS 

 

Diagram #1: Sample of the drape provided for your booth Diagram #2: Sample of display allowance
Booth Drapes Sizing Booth Display Allowance

Booth Display & Restrictions

  1. Diagram #1 shows the drapes that are provided as a part of your booth cost.

  2. Diagram #2 shows the allowed clearance for displays, banners and products within your booth.

  3. No exhibit may exceed a maximum height of 8 ft.

  4. Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.

  5. The remainder of the 6 ft depth from the front of the booth must not exceed a 4 ft. height.

  6. Any exceptions to this must have pre-approval from Dina Latina dina@nationalevent.com.

Prefab booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.

 

*At some Dental ConFab Events Tables and Not Booths will be used.  Decision is up to the discretion of show management.  Please, consult show management for this years selections, booth or table.

 

Signage

No signage or material may be extended above the 8ft height at the back of your booth nor hung from the ceiling or across the aisle of your table or booth, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.

Tape (Floor, Wall, and Carpet Damage)

It is important that you use the proper carpet tape in your booth. If you do not use the correct tape there will be a charge for tape removal.

Here are the models of two-faced that are authirized by the facility:

  1. Polyken 105c LPDE
  2. Scapa 274004
  3. DC W002A

If you bring your own carpet, you must adhere to the above Tape Restrictions. If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.

 

Restrictions for Booth Installation

Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.

 

Demonstrations/Distributions

Displays, demonstrations or distribution of advertising materials, are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure its having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.

 

Fire Regulations

All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.

  • PROPANE & GAS AUTHORIZATION FORM

Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not confirm to code. If you have a question re the Fire Code it is better to not bring it, then it later have an expensive issue with a fire code inspector.  Contact event operations management if you have any questions.

 

Animals in the Show

The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind. Permission must be obtained from the facility for any exception. 

 

Helium Balloons

Helium balloons are prohibited in venues. There is a large retrieval fee, charged to the exhibitor, when balloons are lost. 

 

Mechanical Conveyances

Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show, or those with authorization from Show Management.

 

Non-Compliance

Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.

 

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