Welcome to your virtual exhibitor services kit! Here you will find all the resources you need to successfully manage your booth preparations including: marketplace hall rules and regulations, Exhibitor Appointed Contractors (EAC) rules and forms, links to the interactive floor plan and Freeman Online, shipping labels and other downloadable order forms, etc.
Brand USA Marketplace Hall Rules & Regulations
To ensure a successful IPW, all Exhibitors should carefully review the Brand USA Marketplace Hall Rules and Regulations. This document will provide answers to the following topics:
- Cancellation Policy
- Booth Company Name and Profile Restrictions
- Prohibited Activities
- Exhibitor Appointed Contractors
- Booth Set-Up and Booth Tear-Down
- Complimentary Booth Furniture Package
- Booth Décor
- Aisle Carpet and End of Aisle Signage
Brand USA Marketplace Hall Floor Plan
IPW's interactive floor plan (published when booth assignments are distributed in the spring) allows viewers to zoom, pan the map, view exhibitor information, search for exhibitors and use the favorites feature. After accessing the floorplan, click on the question mark (?) icon on the floor plan for helpful tips on using this tool.
Once posted, the interactive floor plan will be updated once a week to include new exhibitors or booth changes. Even though a booth may appear to be available on the floor plan it is possible that it has been assigned but not updated online yet.
Official Show Contractor and Exhibitor Appointed Contractors (EAC)
Freeman is the official show contractor for IPW.
If you are using an exhibit service contractor other than Freeman, please note that U.S. Travel requires advance notification. The following requirements must be submitted by April 9, 2018.
Advance Notification Requirements
Complete the Exhibitor Appointed Contractor (EAC) Form
Submit Certificates of Insurance
Workers compensation providing at least $100,000 in coverage and meeting the requirements established by the state of Colorado; and Comprehensive general liability providing at least $1,000,000 in coverage and naming U.S. Travel Association, Freeman and Colorado Convention Center as additional insureds.
If Using Non-Registered Company Staff, Complete the Notification Form
An exhibitor may use a representative from the exhibiting organization to assist with set up and dismantling of the booth; however, if that representative is not a registered IPW delegate, advance notification of that representative's contact information must be given to U.S. Travel for pre-approval (access will only be given during exhibitor move-in/move-out times). Submit this information using the Notification of Intent to Use Non-Registered Staff or Agents of Exhibiting Organization for Booth Set-Up/Dismantle Form by April 9, 2018.
Installation and Dismantling
Currently Freeman has an agreement with local labor for display installation and dismantling. Full time employees of the exhibiting companies, however, may set their own exhibits without assistance from this local. Any labor services that may be required beyond what your regular full time employees can provide, may be rendered by the local. Labor can be ordered in advance via Freeman Online or at the onsite service desk.
Exhibitors may hand-carry their own materials into the exhibit facility. The use or rental of dollies, flat trucks and other mechanical equipment, however, is not permitted. Freeman will control access to the loading docks in order to provide for a safe and orderly move-in/out. Only full time employees of the exhibiting company will be allowed to hand-carry items. Unloading or reloading at the dock of any and all contracted carriers will be handled by Freeman.
Distributing Samples on the Show Floor
Centerplate is pleased to be the exclusive caterer in the Colorado Convention Center, and will provide all of your food, beverage, and staff services.
If your company manufacturers, produces, or distributes food or beverages and your products are related to the nature of the show, you may provide samples of it for your guest's enjoyment in your booth on the trade show floor. All food and non-alcoholic beverage samples brought onto the premises of the Colorado Convention Center must have written approval prior to the event and adhere to the guidelines listed in the Sampling Authorization Request Form.
Freeman’s exhibitor services website contains complete information on booth shipping, installation, carpet and furniture rental, and booth accessories such as floral arrangements, Internet and phone service, and electricity. Please note each vendor's deadlines as they may vary.
Complimentary Furniture Package
Freeman provides a basic complimentary furniture package to exhibitors; however, exhibitors must submit the order form by April 26, 2018, to take advantage of this offer. Orders placed after the deadline will incur a fee.
Shipping Booth Materials to Freeman
Pay close attention to the following shipping periods and deadlines. Plan accordingly and use the appropriate label below.
SmartCity is the exclusive supplier of Internet connectivity for all events within the Colorado Convention Center, and can provide Internet and networking connectivity to any area of the facility. A complimentary basic Wi-Fi is available in the public space, and can be used for non-mission-critical applications such as general web surfing and Internet-based email access.
Access to the Wi-Fi network may be sporadic and cannot be guaranteed as access is based on the volume of users.