1. 2018 Mid-Atlantic Congress
Exhibiting 101
2018 Mid-Atlantic Congress

2. Your Booth Space 8’ x 10’ Exhibit Space
Each booth is 8’ deep and 10’ wide.
Your back drape is 8’ tall and is black, your side drape is 3’ tall and is plum.
Each booth comes with the back drape, side drape, and a 7x44” black and white identification sign.
All additional furnishings may be ordered from Shepard via the online portal OR pdf.

3. Tabletop Exhibits Tabletops are for information only, no sales
Each tabletop exhibit includes one 6’x24”x30” table, one chair and 1 ID sign.
All additional furnishings may be ordered from Shepard via the online portal OR pdf.

4. Important Dates Save Money by placing orders EARLY!
SES Furnishings: Thursday January 25, 2018
PSAV Electric/Internet: Thursday, January 25, 2018
Advance Warehouse deliveries: Thursday, February 8, 2018
Save Money by placing orders EARLY!
Important Dates

5. All orders must be accompanied by a credit card.
Ways to Order
Online
PDF> Scan> or Fax
All orders must be accompanied by a credit card.
For your security, we do not accept credit cards or orders over the phone.

6. Online Instructions Go to: www.shepardes.com/olk
Click on “2018 Mid-Atlantic Congress”
Log In from the show information page by clicking Login at the top right corner
Enter your address* and password MAC18
*The address used is the same address you supplied to Mid Atlantic Congress. If you need to change it for another use, please contact MAC to update their records as well as to get you quick access to the online site.

7. Click Here to Log In!

8. Enter Email and Password Here!

9. To order services, use the grey drop down menus under the blue header

10. Find the item you want, choose your color, then scroll to the bottom of the page and click “Add to Cart”

11. Things you may need: Table (found under Furnishings/Tables)
Chairs (found under Furnishings/Seating)
Wastebasket (found under Furnishings/Miscellaneous)
This facility is already carpeted, so you don’t NEED carpet, but you can order if you want a particular color.

12. Other Useful Items Deadline dates can be found on the Show Info page
Shipping addresses can be found on the Show Info page
Shipping Labels can be found under Shipping/Material Handling
Material Handling Rates can be found Shipping/Material Handling
Electrical Information can be found under Utilities/Electrical

13. Shipping vs Material Handling
What is Shipping?
What is Material Handling?
Shipping is the process of a carrier picking up your items from your office or place of origin and transporting it to the dock of either the advance warehouse or facility dock of your event. It is separate from Material Handling. Exhibitors may use any carrier they want, including Shepard Logistics.
Material Handling is the process of receiving your shipment from your carrier and managing it through the event cycle. It is a standard tradeshow process and it is a chargeable fee typically based on the weight of your shipment. Don’t forget to add Material Handling to your budget!

14. Material Handling Process:
Unloading the tradeshow freight from your carrier once it arrives at the dock.
Transporting your shipments to your booth space.
Removing your empty shipping containers (boxes, crates, and pallets) from your booth.
Temporarily storing your empty shipping containers during the show.
Returning empty shipping containers to your booth once the event is over.
Transferring the freight back to the loading dock.
Loading the items into your carrier’s delivery vehicle for return shipping.

15. Carrier, How many pieces you shipped.
Where Should I Ship?
Advance Warehouse
Shipments can arrive to the Advance Warehouse up to 30 days prior to move in.
Advance Freight is typically delivered to your booth before exhibitor move in begins.
Cannot accept single pieces over 5000 pounds or uncrated materials
Direct to Show Site
Shipments can only arrive during published move in dates and times.
Great for last minute shipments
There is no guarantee of when shipments will arrive at your booth space
TIP!!
Regardless of where you ship, always have your shipment information on hand:
Tracking Numbers,
Carrier, How many pieces you shipped.

16. Material Handling Rates
Advance Warehouse $ cwt Direct to show site$ cwt
Charges are based weight and is based per 100 pounds with a minimum charge equal to 200 pounds.
To calculate your charges use the following formula:
The total weight of your shipment rounded to the next 100.
Divide that number by 100. (this is the cwt)
Multiply cwt by the rate.
To avoid additional charges, all shipments must have a certified weight ticket.
Material Handling services, whether used completely or in part, are offered as a package. There are not any “one way” charges.
Example 1: Your total shipment weighs 285 pounds and you ship to the advance warehouse:
300/100 = 3
3 x 163 = $489.00
Example 2: Your shipment weighs 95 pounds and you ship directly to show site:
Since your shipment is under 100 pounds, use 2 at your cwt weight
2 x 129 = $258

17. Small Package Rates
Advance Warehouse $81.50 each Direct to show site $ each
Shipments that arrive via small package carrier such as FedEx Express, UPS small package, DHL small package, and other carriers in this category and do not have a certified weight ticket included with the shipment. This applies to packages weighing under 30 pounds.
Small Package fees are determined by piece count.
Examples:
3 boxes shipped via FedEx to the Advance Warehouse $244.50
3 boxes shipped via FedEx Direct to Show site $318.00

18. Union Jurisdictions Material/Freight Handling Exhibit Labor
Shepard Exposition Services has the responsibility of receiving and handling all exhibit materials and empty crates that
comes in via over the road carriers. It is Shepard’s responsibility to manage docks and schedule vehicles for the smooth and efficient move-in and move-out of the exhibition. Shepard will not be responsible, however, for any materials they do not handle. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Shepard Exposition Services. Rates for material handling services are enclosed in the exhibitor service manual.
One individual from each exhibiting company is permitted one trip to hand carry items into exhibit facility.
The use of dollies, hotel baggage carts, flat trucks, and other mechanical equipment is not permitted.
Exhibit Labor
Carpenter union exhibit labor claims jurisdiction for the installation, dismantling, and first cleaning of prefabricated
exhibits and displays. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for
one (1) hour on the installation (move in) and (1) one hour on the dismantle (move out), without union labor on booths
that are larger than 10x10. Exhibitors may work in booths 10x10 or smaller without the use of union labor.
Exhibitors are not permitted to use Power Tools (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within the size and time frame
limitation.
Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility or from Shepard
Exposition Services.

19. You can preschedule with us or arrange shipping at the event.
Have An Exit Plan!
Before you arrive at your event, make a plan for how your items will get back to your office.
Make outbound shipping arrangements
Have some supplies on hand: Shipping labels, carrier information, small roll of tape
If you use your own carrier (UPS, FEDEX, etc.) you must make all the arrangements including scheduling pick ups, completing outbound paperwork and supplying all labels.
All freight must be picked up no later than: Saturday, February at 5:30pm. Freight not picked up will be rerouted by another carrier or returned to the advance warehouse. Return to warehouse fees start at $400.
Shepard Logistics is available on every Shepard event to handle your inbound and outbound shipping. We handle the paperwork, the carrier, and the labels.
You can preschedule with us or arrange shipping at the event.

20. Need more info?
Shepard Exposition Services is available to answer all of your questions and assist with all of your exhibiting needs.
Please contact us at or
If you wish to arrange shipping, please contact or