Exhibitors Timeline/ General Information... 2

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2 TABLE OF CONTENTS Exhibitors Timeline/ General Information... 2 Communication/Security Exhibitor Name Badge Form... 3 Certificate of Insurance Iowa Application for Temporary Permit & Instructions Show Regulations Exhibitor Move-In/Out Directions/Parking Info/Map Hotel/Travel Hotel Information/Reservations Promotions Sponsorship/Marketing Opportunities Official Show Program Brands/Manufacturer Form Exhibitor Services Electrical/Telephone/Internet Services Order Form Freeman Quick Facts Sheets

3 EXHIBITORS TIMELINE Immediate Immediate March 29 March 29 March 29 March 29 April 7 April 7 April 7 April 9 GENERAL INFORMATION Show Dates: April 9-11, 2010 Show Location: Show Times: Move-In: Room reservations at area hotels Balance due for exhibit space Dealer Brands/Manufacturer List due in show office Exhibitor name badge form due in show office Certificate of insurance due in show office Exhibitor Services Order Form due to Iowa Events Center to ensure telephone and electrical service Exhibitor services order must be placed with Freeman to receive discount prices. Please see Quick Facts sheets at the end of this kit to order. All freight being shipped to Freeman (drayage svc) must arrive by this date to avoid late charges Start move-in for show at 9:00 am Show opens at 10:00 am Iowa Events Center 730 Third Street Des Moines, IA Friday 10:00 am 8:00 pm Saturday 10:00 am 8:00 pm Sunday 10:00 am 4:00 pm Wednesday, April 7: 9:00 am 6:00 pm Thursday, April 8: 9:00 am 6:00 pm Move-Out: Hotel Reservations: Show Decorator/ Exhibitor Services: Promoter: Booth tear-down is not to start until close of the show at 4:00 pm on Sunday, April 11. Move-out must be completed by 4:00 pm on Monday, April 12. See area hotels on page 13 in this kit. Freeman Company 2000 Easton Blvd. Des Moines, IA Phone: Fax: Affinity Events 6420 Sycamore Lane, Suite 100, Maple Grove, MN Telephone: , Fax: EXHIBITOR HOTLINE:

4 EXHIBITOR NAME BADGES Please complete this form and return it to us by Monday, March 29, Only persons named on this form will receive an Exhibitor Name Badge. For your security, we require that badges be worn throughout the show by anyone working in your booth. Badges will need to be picked up at the show office. No one will be admitted to the show floor without the proper exhibitor identification. Please note that there is no charge for badges up to 6. Any exhibitor exceeding 6 will be charged an additional $5.00 per badge. This charge also applies to any lost badges. Your Company Name: Booth Number: Number of Badges Needed: Names to appear on Badges---6 badge limit (please print clearly or type) Mail or fax name badge form by Monday, March 29, 2010 to: Affinity Events c/o Barb Ronning 6420 Sycamore Lane Suite 100 Maple Grove, MN Fax: Questions? Please call the show hotline at

5 CERTIFICATE OF INSURANCE FORM Please complete the following item: Certificate of Insurance Please mail/fax this form to: Affinity Events c/o Barb Ronning 6420 Sycamore Lane Suite 100 Maple Grove, MN Fax: IMPORTANT! This form must be received in our office no later than Monday, March 29,

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8 FAIR, SHOW AND/OR EXHIBITION PERMITS ON NEW VEHICLES ONLY Display means having new motor vehicles or new travel trailers available for public viewing at fairs, vehicle shows or vehicle exhibitions. The dealer may also post, display or provide product information through literature or other descriptive media. However, the product information shall not include prices, except for the manufacturer s sticker price. Display does not mean offering new vehicles for sale or negotiating sales of new vehicles. Fair means a county fair or a scheduled gathering for a predetermined period of time at a specific location for the exhibition, display or sale of various wares, products, equipment, produce or livestock, but not solely new vehicles, and sponsored by a person other than a single dealer. Offer new vehicles for sale, negotiate sales of new vehicles, or similar wording, means doing any of the following at a fair, show or exhibition: posting prices in addition to the manufacturer s sticker price, discussing prices or tradeins, arranging for payments or financing, and initiating contracts. Vehicle exhibition means a scheduled event conducted at a specific location where various types, makes or models of new vehicles are displayed either at the same time or consecutively in time, and sponsored by a person other than a single dealer. Vehicle show means a scheduled event conducted for a predetermined period of time at a specific location for the purpose of displaying at the same time various types, makes or models of new vehicles, which may be in conjunction with other events or displays, and sponsored by a person other than a single dealer. Permits for motor vehicle dealers. 1. A display only fair, show or exhibition permit allows a motor vehicle dealer to display new motor vehicles at a specified fair, vehicle show or vehicle exhibition in any Iowa county. The permit is valid on Sundays. 2. A full fair, show or exhibition permit allows a motor vehicle dealer to display and offer new motor vehicles for sale and negotiate sales of new motor vehicles at a specified county or district fair, vehicle show or vehicle exhibition that is held in the same county as the motor vehicle dealer s principal place of business. EXCEPTION: A motor vehicle dealer who is licensed to sell motor homes may be issued a permit to offer for sale Class A and Class C motor homes at a specified fair, show or exhibition in any Iowa county. A full fair, show or exhibition permit is not valid on Sundays. 3. The following restrictions are applicable to both types of permits: a. Permits will be issued to motor vehicle dealers only for fairs, vehicle shows or vehicle exhibitions where more than one motor vehicle dealer may participate. b. The permit period is the duration of the event, not to exceed 14 days. c. A permit is limited to the line makes for which the motor vehicle dealer is licensed in Iowa. Permits for travel trailer dealers. A fair, show or exhibition permit allows a travel trailer dealer to display and offer new travel trailers for sale and negotiate sales of new travel trailers at a specified fair, vehicle show, or vehicle exhibition in any Iowa county. 1. The permit period is the duration of the event, not to exceed 14 days. The permit is valid on Sundays. 2. The permit is limited to the line makes for which the travel trailer dealer is licensed in Iowa. 3. A travel trailer dealer who does not have a permit may display vehicles at fairs, vehicle shows and vehicle exhibitions. Permit application. A motor vehicle or travel trailer dealer shall apply for a fair, show or exhibition permit on Application for Temporary Permit Form online completion or Application for Temporary Permit Form manual completion. The application shall include the dealer s name, address and license number and the following information about the fair, show or exhibition: name, location, sponsor(s) and duration, including the opening and closing dates. Display of permit. The motor vehicle or travel trailer dealer shall display the permit at the fair, show or exhibition in close proximity to the vehicles being exhibited. 7

9 SHOW REGULATIONS Show Location: Exhibitor Badges: Parking: Insurance: Liability: Decorations: Security: Stickers & Tape: Electrical Services: Iowa Events Center 730 Third Street Des Moines, IA Please refer to the Exhibitor Name Badge sheet in this kit. Authorized exhibitors only will be allowed into the show one hour prior to show opening. A parking map is enclosed showing parking locations. After you unload your vehicle, please find a parking lot for your vehicle. Parking behind the Iowa Events Center is controlled. If you park in unauthorized areas, your vehicle will be towed. A sample insurance form is included with this kit. Each exhibitor must fill out this form in order to exhibit at the show. It is agreed that exhibitors shall assume all responsibility for damage to the exhibit hall and they shall indemnify and exempt the Iowa Events Center, the City of Des Moines and Affinity Events from liability which may ensue from any cause whatsoever. The Iowa Events Center management has informed us that helium balloons are NOT permitted in the building for sale or distribution. All decorations must be flame proof to comply with fire code regulations. Affinity Events will provide 24-hour security in the show area throughout the official period of installation, show hours and dismantling. Each exhibitor must have an attendant in charge of his or her exhibit each day during official show hours. Only authorized service and exhibitor personnel will be permitted in the exhibit area before or after show hours. The use of tape, adhesives, staples or nails to secure signs or other objects to the Iowa Events Center walls is prohibited. The distribution to the public of stickers, such as static, pressure, adhesive, etc., which may be intentionally or accidentally stuck to walls or floors is prohibited. Electricity needed for your exhibit is handled directly by the Iowa Events Center. An order form is located in the Freeman exhibitor s kit. Exhibitors pay the Iowa Events Center directly for this service. Vehicle Fuel/Propane: No more than 1/5 tank or 5 gallons of fuel may be in any vehicles. All propane tanks must be removed from all units to be exhibited. Propane tanks permanently installed must be completely empty or the unit will be removed from the show by the Fire Marshal s orders NO EXCEPTIONS. A $ fine plus the cost of removing the tank or the unit will be charged to the exhibitor if any propane is found in the exhibit area. All gas caps must be locked and/or taped. Battery cables must be disconnected. 8

10 SHOW REGULATIONS: Smoking/Food: Exhibit Height: Freight: Telephone: Drayage/Handling: Empty Crates: ASCAP-BMI: There is NO SMOKING in the Exhibit Halls. No outside food/beverages may be brought into the Exhibit Halls. Standard booths: Back wall can be a maximum of 8 high. Exhibitors who wish to use already existing display materials that exceed the 8 height limitation must submit booth design plans to show management prior to the show for approval. Island exhibit spaces are permitted up to 16 in height. An order form is enclosed in the Freeman exhibitor s kit. Phone service needed for your exhibit is handled directly by the Iowa Events Center. An order form is located in the Freeman exhibitor s kit. Exhibitors pay the Iowa Events Center directly for this service. Except for your company employees and your supervisory personnel at the exhibit site, exhibitors will be required to utilize the official drayage contractor (Freeman) to unload and load display materials and to move materials to and from exhibit booth. Empty crates, for a fee, will be stored by the official drayage contractor (Freeman) and returned to the exhibit booth at the close of the show. Small pieces and small crates must be placed inside the larger crates to the full capacity of the unit. Open crates will be not be accepted for storage all must be securely closed. Crate tags should be securely attached to each storage unit. Obtain tags from the Exhibitor Service Desk immediately upon arrival to exhibit area. If an exhibitor s representative is not present during the set-up of the booth, empty crates will be tagged by the official decorator (Freeman) for removal and storage. A company distinguishing mark (i.e., logo) on all crates will expedite their return at the close of the show. Per information we have received, the following applies to all show exhibitors: Playing of copyrighted music at the show it is a violation of federal copyright laws to play copyrighted music in the exhibition area during the public show hours, UNLESS: 1) You have a signed and properly executed contract with either ASCAP of BMI, which releases the show from liability. 2) Your music is original and written solely for your use and you have a letter from the composer. 3) You are playing music that has entered the public domain (it has been 50 years since the death of the composer). 4) You have a signed and properly executed contract with 3M for their Cantata System. 5) We will require letters from exhibitors, artists and/or composers, which will hold harmless the Show Management from Claims of ASCAP or BMI. 9

11 SHOW REGULATIONS ASCAP-BMI cont: Display Materials: Penalties: Any violations of any of the terms and conditions of these rules and regulations on the part of any exhibitor will be cause to terminate the agreement to occupy space. All monies paid (and owed) will be forfeited to show management. In case of violation of the terms and conditions of these rules and regulations on the part of the Exhibitor, right is hereby given to the Promoter to terminate the agreement to occupy space. The Promoter may re-enter and take possession of the space occupied by the Exhibitor and remove all persons, goods at the Exhibitor s own risk, without liability to the Promoter. Any matters not covered by these rules are subject to the sole discretion of the sublessor. This agreement shall bind the parties hereto, their successors, heirs, executors and administrators. This clause is part of the original space contract for this show. Freeman, Inc. is the official drayage contractor for the show. In addition to booth setup (pipe/drape), they also handle any furnishing you may require (tables, chairs, etc.) Please contact them at A complete Freeman information kit along with all forms is included in the decorator s kit. Show Colors: Show drape colors are green and white. 10

12 EXHIBITOR MOVE-IN/OUT INFORMATION Please read carefully Exhibit Locations: Parking: Move-In: We will be utilizing HyVee Hall. Dockmasters will be on hand to direct you to specific unloading areas. Once your vehicle is unloaded it must be removed from the building and parked in one of the surrounding parking lots. You will be directed to area parking locations. Move-in of exhibits will begin on the following days: Wednesday, April 7: 9:00 am 6:00 pm Thursday, April 8: 9:00 am 6:00pm Important: ALL exhibits must be set and ready by 9:00 am on Friday, April 9. The show opens at 10:00 a.m. Move-Out: Move-out will begin at 4:00 p.m. on Sunday, April 11, and runs through 4:00 pm on Monday, April 12. Iowa Events Center regulations require that exhibits may not be dismantled while the public is in the building. PLEASE DO NOT DISMANTLE until 4:00 pm on Sunday, April

13 To the Iowa Events Center FROM THE WEST: Motorists traveling from the west may exit I-235 at the 7th St. or 3rd St. exits. If you exit at 7th Street, travel one block south to Crocker. Turn left at Crocker down to 5th Street, where you can turn left and pull into the Iowa Events Center parking lot. If you choose the 3rd Street Exit, turn south onto 3rd Street and the entrance to the parking lot is on your right. FROM THE EAST: Motorists traveling from the east should exit I-235 at 3rd St. and go south to enter IEC s parking lot. 12

14 HOTEL/TRAVEL INFORMATION Headquarters Hotel: Des Moines Marriott 700 Grand Avenue Des Moines, IA direct reservations Note: When calling to make reservations, please ask for the Iowa RV Show room block. Rate is $89.00/night For more information on other area hotels, please visit 13

15 SPONSORSHIP OPPORTUNITIES Increase your company s presence at the show by participating in one or more of the sponsorships available this year at the Iowa RV & Travel Show. Sponsorships are sold on a first-come, first-served basis. Official Show Bags: Exclusive sponsor receives logo on all show bags distributed to consumers during the show. Souvenir Cups: Your company logo on strong, plastic stadium cups distributed from all concession stands during the show. Company Banner Display: Increase your company s visibility at the show with display banners in the front entrance. Consumers will definitely know they can find your product or service at the Iowa RV & Travel Show when they see your banners as soon as they enter the building. Contact Vilma Fraguada or Laurie Hallowell at To sign up for sponsorships today! 14

16 MARKETING OPPORTUNITIES Banner Ads: Banner ad on with link directly to Exhibitor for six months o Cost: $1,500 Banner ad on with link directly to Exhibitor for 1 year o Cost: $2,750 PA Announcements: Announcements conducted every 2 hours during the duration of the show with promotional information/script provided by Exhibitor o Cost: $50 per announcement Banners at the Show: Affinity Events will place your banner at the lobby/exhibit area o Cost: $250 per banner Contact Vilma Fraguada or Laurie Hallowell at To sign up for marketing opportunities at the show! Commitment Deadline: March 29,

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20 SERVICE INFORMATION 4TH ANNUAL IOWA RV & TRAVEL SHOW APRIL 9-11, 2010 IOWA EVENTS CENTER DES MOINES, IOWA BOOTH EQUIPMENT Each 10' x 10' booth will be set with 8' high Green and White back drape, 36" high Green side dividers and one 7" x 44" one-line identification sign. Please note: All orders placed with Freeman for the 4th Annual Iowa RV & Travel Show will be will be subject to a 16% Building Commission from the Iowa Events Center. This will be added, pre-tax, to your bill. EXHIBIT HALL CARPET The exhibit area is not carpeted; however the aisles will be carpeted in Black. Individual booth carpeting may be ordered through Freeman. quick facts FREEMAN DISCOUNT PRICE DEADLINE DATE In order to receive advance order discount rates listed on the price sheet we must receive your order and payment by April 07, Save money by ordering cleaning services and labor in advance. All cleaning orders as well as display and rigging labor orders placed at show site will be charged an additional 30% above the advance rate. SHOW SCHEDULE EXHIBITOR MOVE-IN For more information and helpful hints on pre-show procedures and move-in, please go to Wednesday Thursday April 07, 2010 April 08, :00 AM 9:00 AM - - 6:00 PM 6:00 PM EXHIBIT HOURS Friday Saturday Sunday April 09, 2010 April 10, 2010 April 11, :00 AM 10:00 AM 10:00 AM :00 PM 8:00 PM 4:00 PM EXHIBITOR MOVE-OUT For more information and helpful hints on post-show procedures and move-out, please go to Sunday Monday April 11, 2010 April 12, :00 PM 8:00 AM :00 PM 4:00 PM We will begin returning empty containers at the close of the show. DISMANTLE AND MOVE-OUT INFORMATION All exhibitor materials must be removed from the exhibit facility by Sunday, April 11, 2010 at 10:00 PM. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Sunday, April 11, 2010 at 6:00 PM. 10/09 (253054) Page 1 of 4

21 POST SHOW PAPERWORK AND LABELS Our Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement and labels in advance. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show. SERVICE CONTRACTOR CONTACTS / INFORMATION: FREEMAN 2000 Easton Blvd Des Moines, IA (515) fax (469) FreemanDesMoinesES@freemanco.com FREEMAN EXHIBIT TRANSPORTATION (800) fax (817) SHIPPING INFORMATION Warehouse Shipping Address: Exhibiting Company Name / Booth # 4TH ANNUAL IOWA RV & TRAVEL SHOW C/O FREEMAN 2000 EASTON BLVD DES MOINES, IA Freeman will accept crated, boxed or skidded materials beginning Wednesday, March 17, 2010, at the above address. Material arriving after April 02, 2010 will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 3:30 PM. quick facts FREEMAN Show Site Shipping Address: Exhibiting Company Name / Booth # 4TH ANNUAL IOWA RV & TRAVEL SHOW C/O FREEMAN IOWA EVENTS CENTER 730 3RD ST DES MOINES, IA Freeman will receive shipments at the exhibit facility beginning Wednesday, April 07, Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. Please note: All items and materials that must be brought into the facility may be subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. LABOR INFORMATION Booth Installation & Dismantle: If utilizing Freeman labor, please refer to the Installation & Dismantle order form to place your order for display labor. Straight time and Overtime hours are also listed on the order form. Exhibitors supervising Freeman labor will need to pick up and release their labor at the Service Desk. 10/09 (253054) Page 2 of 4

22 ASSISTANCE We want you to have a successful show. If we can be of assistance please call our Exhibitor Services Department at (515) WE APPRECIATE YOUR BUSINESS! quick facts FREEMAN 10/09 (253054) Page 3 of 4

23 FREEMAN GENERAL INFORMATION TRANSLATION SERVICES Freeman is pleased to offer a new service for our international exhibitors that provides quick interpretation and translation in 150 languages. This service will not only interpret for us on a three way conversation, but also translate s from customers. To access this feature you may contact Freeman Exhibitor Services at (515) or Freeman s Customer Support Center at (888) HELPFUL HINTS SAVE MONEY Order early to take advantage of advance order discount rates, place your order by April 07, AVOID DELAY Ship early to avoid delays. Shipments arriving late at show site will cost you money, time and business! SAFETY TIPS Use a ladder, not a chair. Standing on chairs, tables and other rental furniture is unsafe and can cause injury to you or to others. These objects are not designed to support your standing weight. Be aware of your surroundings. You are in an active work area with changing conditions during move-in and move-out. Pay attention. Look for obstacles, machinery and equipment that are in use. Keep your eyes open for scooters and forklifts. The drivers of these vehicles may not be able to see you. Stay clear of dock areas, trucks and trailers. These areas can be particularly dangerous. Prevent electrical shocks, falling items and damage to materials. Do not attach items or equipment to the drapes or metal framework provided for your booth. This can cause serious injury or damage to materials. FREEMAN general information We discourage children from being in the exhibit hall during installation and dismantle. If children are present during installation and dismantle, they must be supervised by an adult at all times. Freeman does not ship or handle Hazardous Materials. If any materials you are shipping to the event fall into this category, please contact Freeman to be sure the material will be allowed at the facility and by the association. In addition, if authorized by the facility and the association, you will need to make separate arrangements for the transport and handling of the approved materials, since Freeman will not transport or handle them. The operation or use of all motorized lifts and motorized material handling equipment for installation/dismantle of exhibits is NOT permitted by exhibitors or by their exhibitor appointed contractors (EAC s). Thank you for your cooperation. EXHIBITOR ASSISTANCE For more information and helpful hints on pre-show procedures and move-in, please go to For more information and helpful hints on post-show procedures and move-out, please go to Call Freeman's Exhibitor Services department at (515) with any questions or needs you may have. 10/09 (253054) Page 4 of 4