CO-LOCATED WITH HEALTHY FOOD EXPO NEW YORK & COFFEE FEST
MARCH 3-5, 2019, JAVITS CENTER, NY

A-Z Guide

Age Restrictions

In accordance with show rules & regulations, NO one under the age of 18 will be admitted in the exhibit hall. This event is for TRADE ONLY.

Audio Visual

Metro Multimedia is the official audio/visual services provider. They will maintain a full staff on site. Click here to view order forms.

Booth Furnishings

Booth equipment, services & furnishings are available through the Official General ContractorGES.  Order forms for services should be completed & returned to GES to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all orders, or you can refer to the official contractor section of the Online Exhibitor Manual.

Business Center

FedEx Kinko's will operate a full service business center on-site to provide copy, fax services and small package shipping, etc.  Details can be found in the Javits section of the GES kit.

Busy/Congested Booths

When large crowds gather at your booth & interfere with the flow of traffic in the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other exhibitors.
*Please keep the aisles clear of obstructions in case of an emergency. 

Carpet/Flooring

Show Management prefer all booths have appropriate covering. See GES section of the exhibitor manual to order carpet.

Cash & Carry

"Cash & Carry Is Prohibited"  as stated in the Exhibitor Application & License Agreement under Terms and Conditions Section 8, Sample Selling Policies. Retail sales are strictly prohibited during the Exhibition. Infraction of this rule will result in Exhibitor's booth being repossessed by Management. Subject to the foregoing, the distribution of samples, souvenirs, publications, etc., or other sales or sales promotion activities must be conducted by Exhibitor only from within its booth. The distribution of any articles that interfere with the activities of, or obstruct access to, neighboring booths, or that obstruct aisles, is prohibited. No article containing any product other than the product or materials made or possessed or used by Exhibitor in its product or services may be distributed except by written permission of Management. In no event shall Exhibitor use its booth to promote any other exhibition or conference. However, consumer (public) shows will not be subject to this restriction. The Exhibitor shall conduct and operate its exhibit so as not to annoy, endanger or interfere with the rights of other exhibitors and visitors. Any practice resulting in complaints from any other exhibitor or any visitor which, in the opinion of Management, interferes with the right of others or exposes them to annoyance or danger, may in its sole discretion be prohibited by Management.

Catering

Centerplate has exclusive rights to all catering in the facility. Menus & ordering information can be found in the Javits Center section of the Online Exhibitor Manual.

Cleaning

Cleaning crews will be provided for general Exhibit Hall clean-up, including aisles each day before the opening of the show & during show hours. Show Management does not provide cleaning or vacuuming for booth carpet at any time. If you need cleaning services in your booth - vacuuming, shampooing, trash removal, refer to the Javits Center section of the GES kit for order forms.

Computer Rental

Metro Multimedia is the official computer supplier. They will maintain a full staff on-site for all of your computer needs. Click here to view order forms.

Copyrighted Music

If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music (records, tapes, compact discs, etc.), and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation. The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:                         
 

ASCAP Licensing Dept. 
1 Lincoln Plaza
New York, NY 10023
Tel: 212.621.6000

BMI (Broadcast Music, Inc.)
10 Music Square East
Nashville, TN 37203-4399
Tel: 800.925.8451, 615.401.2000

Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space at the Show.

Crate Removal, Storage & Return

Empty crates will be removed to storage & returned to your booth at the end of the Show by our floor crew at no additional charge, provided you have used materials handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage.

Display Rules and Regulations

The rules and guidelines specify what an exhibitor can and cannot do with their booth space. These rules and guidelines are based on the physical characteristics of the Exhibit Hall, the intent is to be equally fair to all exhibitors, and for the overall safety of the event. Please review these rules and plan your display accordingly. Variances will be considered and reviewed

Demonstration Areas & Equipment

Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule. Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.

Electrical

All electrical work will be done exclusively by the Javits Center electricians. Refer to the Javits Center section of the GES kit to order.

Exhibitor Decorator

GES is the Official General Contractor and decorator for the Show

Exhibitor Registration

Exhibitor staff personnel wishing to enter the exhibit floor must wear an Exhibitor Badge at all times. Order badges through the exhibitor portal, here.  If you need assistance with your login or password, please email us at thefoodshows@urban-expo.com.

Exhibitor Service Area

GES will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will be set up in this area as well. All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities and other vendors. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits. The person in charge of your exhibit should carefully inspect & sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact Show Management immediately. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.

Exposed Areas Must Be Finished

All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle. In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back wall completely, will not be allowed. Please note that: ALL FIRE HOSE CABINETS MUST BE KEPT CLEAR & VISIBLE.

Fire and Safety Regulations

The City of New York Fire Marshal, in conjunction with the Javits Center, has very specific Fire Safety Rules and Permit Regulations it needs to follow within the Exhibit Hall. For the Javits Center Building Rules, click here: http://www.javitscenter.com/plan/policies/

Plant/Floral Rental

Spring Valley Floral is the official show florist. A service representative will be available on-site. For order forms, click here.

Freezer & Refrigeration Rental

If you are interested in renting a refrigerator or freezer, Lowe Refrigeration is the official refrigerator/freezer rental company. Click here for the order form or refer to the Official Vendor section in the Online Exhibitor Manual

Freezer & Refrigeration Storage

Freezer and Cold Storage will be managed by GES and located outside on the loading dock. Please complete the Refrigerator/Frozen Storage order form in the GES Kit.
*Please indicate on your boxes whether it’s for the "Freezer" or "Cold". Shipping labels can be found in the GES kit as well.

Hotel / Travel

Call Connections Housing at 855.246.8722 or visit our website's Hotel/Travel page for discounted rates on hotel, airline and car rental.

Inspection Deadline

Any booth not occupied by 5:00pm on Saturday, March 3, 2018 will be presumed abandoned. If there is no freight in the booth and/or Show Management believes the Exhibitor will not participate in the Show, the booth will be reassigned. Exhibitors arriving after this time may incur additional costs.

Labor Regulations

The City of New York has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. GES is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the GES Service Kit in the Online Exhibitor Manual. If you have any further questions or would like a quote for labor services please contact GES directly at (800) 801-7648.

Exhibitors using contractors other than GES for labor and/or supervision must return the EXHIBITOR APPOINTED CONTRACTOR NOTIFICATION FORM to GES & Show Management prior to February 16, 2018.

Lead Retrieval Systems

CompuSystems is the official provider. Click here to view lead retrieval system options and to order for the Show.

Liability and Insurance

Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises & that they have their own theft, public liability and property damage insurance. Show Management & its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review your application & license agreement for details. Under Terms and Conditions Section 12, Exhibitor Insurance

License Agreement

Please be sure you have read the Terms and Conditions of your Application & License Agreement for Exhibition Participation for all exhibition rules and regulations. It is the exhibitor's responsibility to adhere to all rules pertaining to your license agreement.

Liquor Sampling Guidelines

Basic guidelines for serving alcoholic beverages are provided to you due to the increased awareness and liability in regards to the service of alcoholic beverages. If you plan to serve any alcoholic beverages at your booth during the show, please abide by the regulations found in the Centerplate Catering Requirements.

Material Handling (Drayage) Services

GES  is the exclusive materials handling provider on the exhibit floor. They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Javits Center. Material handling includes return of your empty cartons and crates at the close of the Show. See the GES Service Kit for details.

Move-in & Set Up Hours

The installation of exhibits will take place during the following schedule. (Please note: move-in hours for Food Trends Experience Exhibitors are marked with an *).

Thursday, March 1:                  1pm – 5pm      20’ x 20’ booths or larger only

Friday, March 2:                       8am – 5pm

Saturday, March 3:                   8am – 5pm

*Food Trends Experience Move-in Hours:
Saturday, March 3: 8:00am - 5:00pm
Sunday, March 4: 8:00am - 9:30am (Show opens at 10:00am)

Show Hours:

Sunday, March 4:               10am – 5pm

Monday, March 5:              10am – 5pm

Tuesday, March 6:              10am – 4pm

Move-out & Dismantling Hours

Tuesday, March 6:                    4pm-8pm
Wednesday, March 7:               8am-2pm

*In accordance with the display rules and regulations, no Exhibitors or displays may be dismantled before the official close of the show on Tuesday, March 6, 2018.
*All exhibits must be removed from the exhibit facility by 2:00pm on Wednesday, March 7, 2018.
*All carriers must check in no later than 11:00am on Wednesday, March 7, 2018.

Open Flames

PLEASE NOTE NEW PROCEDURES FOR OPEN FLAME PERMIT REQUIREMENTS. If you are planning on having open flames within your booth, you MUST complete the Open Flame Permit Requirements information. Refer to the Javits Center section.

Security

Show Management will provide perimeter security personnel on a 24-hour basis during the entire event lease (including installation & dismantle). Every reasonable effort will be made to prevent losses; however the final responsibility lies with the Exhibitor. If you have items in your booth that are vulnerable to theft, take advantage of the complimentary storage room to lock up your merchandise during non-show hours.

Shipping

See the GES Service Kit for information on how to address your shipments and shipping options and labels.

  • Advance warehouse shipments must be delivered between January 26 - February 26, 2018
  • Show-site shipments will be received at the exhibit facility starting March 2, 2018.

Sound Levels

Sound levels should be kept at a level in order to conduct business within the confines of the booth area and must not interfere with the neighboring exhibits. Show Management will exercise their right to provide and maintain a fair exhibiting environment to all customers.

Telecommunication Services

All telecommunications services including internet lines will be handled through the Javits Center. Refer to the Javits Center section of the GES Services Kit.

Vendor Invoices

Show Management will have personnel on hand throughout the show to consult with exhibitors regarding any invoices received from service companies. If there is any question as to the charges made, please consult with a Show representative immediately.