Show Management Forms

Exhibitor Meeting / Facility Tour

As this will be the first T&D Conference at the Colorado Convention Center in this facility, you may have questions about the facility or the overall flow of the show including:
  • Where will registration be located?
  • How the traffic will flow from sessions to/from the exhibit hall?
  • Where is the freight access for the hall?
  • What are your rights as an exhibitor (union rules, exclusive services, etc.)?
IEEE PES T&D will host an exhibitor walk through of the convention center on September 13. The registration deadline was August 22, please contact Shawn Boon if you wish to register, there is a $30 registration fee. During this walk-through, we will review the overall convention space and exhibit hall regarding potential traffic flow. In addition, Freeman, Smart City, and Colorado Convention Center staff will be available to answer any specific questions you have regarding labor, material handling, internet, etc.

Exhibitor Facility Tour – Colorado Convention Center

Wednesday, September 13
12:30 – 4:00 pm Tour Convention Center
5:00 – 6:00 pm Happy Hour Reception at Magnolia Hotel

Thursday, September 14
9:00 – 10:30 am City tour with Visit Denver, Convention & Visitors Bureau
 

Product & Solutions Showcase Application

New for 2018! IEEE PES T&D will be providing an educational track for all conference attendees that focuses on products and solutions offered by our Exhibitors. We will be accepting applications from our exhibiting companies only and we will be promoting these sessions to all attendees. Your session should address what keeps their customers awake at night, and how your solution offers a tangible resolution to challenges they face. The registrants that attend the sessions are looking for concrete/technical answers so be sure to have the right staff scheduled to present this session. You are encouraged to use a mix of technical/industry experts to engage the attendees on their own levels. These sessions are your opportunity to have the undivided attention of your audience to demonstrate your products or services. Requests will be reviewed and assigned when all necessary information is submitted; including the following:

These sessions are your opportunity to have the undivided attention of your audience to demonstrate your products or services. Requests will be reviewed and assigned when all necessary information is submitted; including the following:

     Session Title:
     Industry Challenge:
     Your Solution:
     Speaker/Presenter Name & Title:

We will be announcing these sessions beginning in January. To be considered for the initial time slots your application must be received by November 20, 2017. This is a brand-new opportunity, so don’t miss your chance to connect with attendees. Specific details and restrictions are listed below:
 
  • There will be no cost to you for the use of this room.
  • You may utilize the assigned room for no longer than one hour, Wednesday or Thursday, during show hours at the assigned time.
  • The room will be set theater style with a microphone and LCD projector provided. If you need a computer you must bring your own or you may rent one.
  • No food service will be permitted. This is for a technical demonstration and/or informational session, not to be confused with a hospitality room.
  • This session will be open to all attendees (restricted only by room capacity), no closed sessions.

EAC (Exhibitor Appointed Contractor) Registration / Work Authorization

Exhibitor Appointed Contractors (EACs) or Independent Contractors are hired by exhibiting companies. Their services can include labor to build your booth, booth supervisors, booth designers, independent display companies, delivery personnel, technicians, etc. An EAC will only be granted access to the show floor if show management has received the EAC Work Authorization Form and a valid Certificate of Insurance. There will be no exceptions.

Exclusive Services
EACs are required to follow strict guidelines regarding union jurisdictions. They may hire their own local union personnel to build the booth. All exclusive services must still be completed by the designated official contractor. For insurance and safety reasons, the official contractors designated in this manual must be used for the following services (no exceptions will be made):
 
  • Electrical
  • Material Handling / Drayage
  • Telephone
  • Booth Cleaning
  • Plumbing
  • Rigging

EAC Registration / Work Authorization Form
  • Exhibiting companies MUST notify show management of any EACs who will be working on or supervising their booth no later than March 3, 2018 by completing and returning the applicable form for each of their exhibitor appointed contractors to Show Management.
EAC Authorization form will be available November 1, 2017
  • No EAC will be allowed on the floor unless EAC Work Authorization Form and a valid Certificate of Insurance had been received.
  • If you are using an Official Contractor, you do not have to complete the EAC Work Authorization Form.
Guidelines and Regulations
  • EACs are not allowed on the show floor during show hours. If an EAC needs access during show hours they must also register as exhibit booth personnel.
  • All EACs must comply with all show rules and regulations and accept appropriate liability for any negligent actions.
  • EACs shall be prepared to show evidence to show management and official contractors that it possesses applicable and current contracts.
  • Exhibitor agrees that they are ultimately responsible for all services in connection with their exhibit, including freight, material handling, rentals and labor.
  • The show aisles and public spaces are not part of the exhibitor’s booth. Therefore, the EAC is required to confine all activities to the exhibit space of the exhibitor who has given the valid order for services.
  • Solicitation on the exhibit floor is prohibited. Any EAC engaged in solicitation on the exhibit floor including the distribution of official company literature will be removed from the exhibit floor, unless pre-approved in writing by show management.
  • All lifts and manpower must be provided by the official service contractor.
  • The use of all motorized lifting equipment by exhibitors or EACs for installation of booth structures or signs is not permitted.
  • All property of the EAC is understood to remain under its custody and control in transit to and from the confines of the exhibit hall and during the show.
  • Please be advised that exhibitors are responsible for Show Management’s receipt of a properly completed Independent Contractor / (EAC) Certificate of Insurance prior to the show. Exhibitor will be responsible for any losses, damages or injuries that are caused by or attributed to exhibitor’s appointed contractor that are not covered or provided by the contractor’s insurance.
  • NOTE: Show Management will not be able to intervene on an exhibitor’s behalf in the event of inadequate performance from a non-official contractor selection.
EAC Access to the Show Floor
 
Wristbands
  • Wristbands give EACs access to the show floor 8 a.m. – 5 p.m. during move-in and move-out only. Click here for the detailed access schedule.
  • Wristbands will only be given to EACs if Show Management has received the following forms:
  • EAC Work Authorization Form, received from exhibiting company
  • Valid Certificate of Insurance, received from EAC • Wristbands will be distributed at the security desk near the D entrance.
  • Wristbands are not available in advance.
  • They must be worn at all times during move-in and move-out and be clearly visible to security personnel.
Certificate of Insurance (Click here to view a sample insurance form.)

The Certificate of Insurance is a General Liability Insurance Certificate naming the IEEE PES, Show Management, Freeman and the City and County of Denver, SMG, and its Officers, Agents, and Employees as additional insured. The EAC shall, at its sole cost and expense, procure and maintain through the term of the 2018 IEEE PES T&D Show (including move-in and move-out), comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased by IEEE PES. Such insurance shall include contractual liability and product liability coverage, with the following limits:
 
General Liability Minimum Coverage Limits Worker Compensation Insurance
General Aggregate
Products – COMP/OP AGG
Personal and Adv Injury
Each Occurrence
Fire Damage (Any one fire)
Med. Exp. (Any one person)
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$100,000
$5,000
EL – Each Limit
EL – Disease-Policy Limit
El – Disease-EA Employee
$100,000
$100,000
$100,000

Workers Compensation and Occupational Disease insurance shall be in full compliance with all federal and state laws, covering all EAC’s employees engaged in the performance of any work for the exhibitor.

Additional Insured
  • IEEE PES, Show Management, Freeman and the City and County of Denver, SMG, and its Officers, Agents, and Employees must be named as Additional Insured under the General Liability Policy for all aspects of the IEEE PES T&D show April 12-21, 2018.

Certificate Holders
Submit Certificates to Show Management at Shawn@cemllc.com