FEBRUARY 2018 EXHIBITOR MANUAL 

Welcome to the Chicago Collective! We are proud of the growth of the Show and excited about the opportunities available for all of our Exhibitors. You’ll find this season to feature the best in every category, exciting events as well as fine amenities for both you and your clients.

This manual will guide you through the process of exhibiting at the Chicago Collective. It outlines helpful hints about the Show and associated special events as well as useful information about TheMART. Reference this site for promotional information and ways to maximize your exposure at the Show, operational recommendations for smooth move in, run of show and move out details, and frequently asked questions.

We look forward to your arrival and working with you to ensure another great show this February!


SCHEDULE 

FREIGHT DELIVERY HOURS

Thursday, February 1          8:00 am – 3:00 pm
Friday, February 2              8:00 am – 3:00 pm
Saturday, February 3          8:00 am - 3:00 pm [POV’s -Personal Owned Vehicles Only]

SET-UP HOURS

Friday, February 2              8:00 am – 6:00 pm
Saturday, February 3          8:00 am – 4:00 pm

SHOW HOURS

Sunday, February 4             8:00 am – 6:00 pm
Monday, February 5            8:00 am – 6:00 pm
Tuesday, February 6           8:00 am – 3:00 pm

DISMANTLING HOURS

Tuesday, February 6          3:00 pm – 7:00 pm
Wednesday, February 7    8:00 am – 12:00 noon

FREIGHT AND PERSONALLY OWNED VEHICLE (POV) LOAD OUT HOURS

Tuesday, February 6         3:00 pm – 7:00 pm (POVs only)
Wednesday, February 7   8:00 am – 12 Noon

POV’s will begin upon the completion of the return of empties. 


SHIPPING & FREIGHT DELIVERY

SHIPPING WINDOW FOR FEDEX/UPS/SMALL PACKAGE SERVICES:

  • PACKAGES WILL BE ACCEPTED FROM WEDNESDAY, JANUARY 31ST - SATURDAY, FEBRUARY 3RD

  • WE URGE YOU TO HAVE YOUR PACKAGES DELIVERED ON WEDNESDAY, jANUARY 31ST OR THURSDAY, FEBRUARY 1ST TO ENSURE FRIDAY MORNING DELIVERY TO YOUR BOOTH.

PACKAGES DELIVERED BEFORE WEDNESDAY, JANUARY 31ST WILL INCUR AN STORAGE FEE OF $55/100LBS. 

Deliveries from both FedEx and UPS to the Mart (including priority shipments) tend to be random during high shipping periods prior to the show. FedEx and UPS deliveries received after Thursday, February 1st will be delivered to your booth as they are received and signed for. However, since FedEx and UPS deliveries to the Mart are inconsistent, please be advised that even priority shipments to your booth may be significantly delayed.

DIRECT SHIPPING TO MART DOCK

Chicago Collective
[Your Company Name]
[Your Booth Number – 7th Floor]

c/o Merchandise Mart Properties, Inc.
222 Merchandise Mart Plaza
Chicago, IL 60654

SHIPPING GUIDELINES

  1. Consolidate all freight—booth, merchandise, literature, etc.—into one shipment.
  2. Clearly label all packages with show name, company name, and booth number. Remove all old labels.
  3. All freight must be no larger than 5’ wide x 10’ long x 5’8” high and weigh less than 2,000 pounds. Any freight that exceeds these measurements and MMPI does feel safe to turn on its side will be charged a handling fee of $55 per item, per trip. MMPI is not responsible for damage or loss to product during turning. Any items too large to move will be held at the loading dock for unpacking. An hourly surcharge will be applied and your booth set-up will be delayed.
  4. Create a detailed inventory sheet of every item you are shipping or bringing to the show. Be able to provide the number of units, item descriptions (i.e. cartons, cases, crates, and/or individual items), and weight for all shipments being delivered to the Show.
  5. All shipments should include piece count to ensure proper tracking, manifesting, and delivery of freight.
  6. Insure your merchandise against theft, damage, and loss from the time it leaves your facility until it returns.

A handling charge of $55.00 per 100lbs will be applied to shipments that exceed the allotted weight in your booth package. Please check with your Sales Representative to confirm your allotted weight.

A handling charge of $55.00 per 100lbs is applied to shipments that arrive outside the designated shipping schedules OR to shipments that exceed the freight size limitations or arrive loose and uncrated.

UPS/FED EX/SMALL PACKAGE SERVICES

All packages will be received through the loading dock. Please note that piece counts cannot be guaranteed for such shipments. Where possible, exhibitors may avoid delays and extra charges by having express deliveries shipped to their hotel. Any packages received outside of the designated shipping schedule will be billed at a rate of $55.00 per 100lbs.

FREIGHT MOVE-IN AND OUT

FREIGHT DELIVERY HOURS

Direct Deliveries to Dock:
Thursday, February 1               8:00 am - 3:00 pm
Friday, February 2                   8:00 am - 3:00 pm
Saturday, February 3               8:00 am - 3:00 pm — POV’s Only

FREIGHT MOVE-OUT

Tuesday, February 6               3:00 pm - 7:00pm — POV’s Only
* The loading of Personally Owned Vehicles, [POV’s] will begin upon completion of the return of empties.

COMMON CARRIER PICK-UP 

Wednesday, February 7       8:00 am – 12:00 noon
Carriers must be checked in by 12:00 pm

You may ship your materials from the show via any carrier. You are required only to contact your carrier, pack your materials, and file a Bill of Lading with the freight desk. Merchandise Mart Properties, Inc. assumes no responsibility for shipments until they are collected from the exhibitor’s booth. A representative of the exhibitor should remain with their property until this has been done.

DRAYAGE

Material handling involves receiving freight during move-in, delivering it to your booth, removing empty containers and returning them after the show, and loading materials for outbound shipping. This service is also known as drayage and is included in your booth package.

DOMESTIC SHIPPING

Airways Freight Systems is the preferred shipper of Chicago Collective. However, each exhibitor is free to choose their own means of shipping.

INTERNATIONAL SHIPPING

Rogers Worldwide is the official customs broker and international freight forwarder for Chicago Collective.

USA Main Office:
Tel: (847) 806-9200
Fax: (847) 806-9204
Email: import@rerogers.com
www.rerogers.com

DIRECTIONS TO THE MERCHANDISE MART LOADING DOCK

  • Directions to The Merchandise Mart Loading Dock (Common Carrier/Large Trucks): From I-90/94, exit on Ohio Street. At the first light, turn right onto Orleans. Proceed for 3 blocks and turn right onto Hubbard. Proceed for 1 block and turn left onto Kingsbury. Continue for 1 block and turn left onto Kinzie. Continue on Kinzie for 1 block until you reach a stop sign. Turn right into the dock.
  • Directions to The Merchandise Mart Loading Dock (Cars and Small Trucks): From I-90/94, exit on Ohio Street. At second light, turn right onto Franklin. Continue four blocks south on Franklin to Kinzie. Turn right onto Kinzie. At the first stop sign, turn left into the dock.

PUBLIC TRANSPORTATION

  • An L stop, appropriately called The Merchandise Mart, on the CTA’s brown line conveniently drops visitors on the 2nd floor of the building. Additionally, there is easy access to multiple CTA bus routes within 4 blocks of The Merchandise Mart.  


SET-UP PROCEDURES

SET-UP HOURS

Friday, February 2               8:00 am – 6:00 pm
Saturday, February 3           8:00 am – 4:00 pm

All exhibits must be set up by 4:00 pm on Saturday, February 3. No construction, arranging, or setting up of exhibits, including deliveries or moving of products, are permitted during show hours.

NOTE:

  • If you are unsure if your display requires labor, submit the Customization of Booth Request Form and our Operations Team will gladly respond.
  • Please note that display materials must adhere to Chicago Fire Department Rules and Regulations. If you require further information, please contact our Exhibitor Services Team at (312) 527-7587.
  • Exhibitors may hand-carry small items, but we ask that they refrain from using handcarts, flatbeds, or dollies. Our Material Handling Staff is on hand to facilitate such moves.

DISMANTLING PROCEDURES

DISMANTLING HOURS

Tuesday, February 6              3:00 pm – 7:00 pm
Wednesday, February 7        8:00 am – 12:00 noon

MMPI will return your empty containers as soon as possible; however, it may take several hours for all empty containers to be returned. MMPI will handle the standard refurbishing of booth walls. Excessive damage to wall panels will be the responsibility of the individual exhibitors.

CONTRACTOR AND LABOR INFORMATION

You have the option of employing your own union labor to assist with the installation of your booth. If you choose to use the services of an outside contractor, also referred to as an Exhibitor Appointed Contractor (EAC), we ask that you return the Exhibitor Appointed Contractor Form.

CONTRACTOR GUIDELINES

Exhibitors who wish to employ EACs should make known to them the following guidelines:

  • The EAC shall be given the right to provide services requested of them by an exhibitor in set-up and dismantling on the show floor, and shall have the right to utilize qualified employees registered in advance.
  • Services shall not conflict with labor regulations or contracts including jurisdictions claimed by local labor unions. The EAC shall adhere to the rules and regulations in this manual.
  • The EAC shall possess a valid public liability and property damage insurance policy for at least $2,000,000. The certificate of insurance must name Merchandise Mart Properties, Inc., Merchandise Mart L.L.C., Vornado Realty Trust and Vornado Realty L.P. as additional insured.
  • The EAC shall have a true and valid work order from an exhibitor in advance of the show move-in date and shall not solicit business on the show floor or during move-in or move-out dates.
  • The EAC will share with MMPI all reasonable costs related to their operation including overtime pay for stewards, restoration of the exhibit space to its initial condition, etc.
  • The EAC shall cooperate fully with MMPI, especially with regard to the efficient utilization of labor.

LABOR

Any labor personnel working in your booth must be one of the following:

  • Your own company personnel (depending on the type of work being done, union labor may be required). See Union Regulations for additional information.
  • Exhibitor appointed contractor. EACs must comply with guidelines regarding EACs. See Exhibitor Appointed Contractors for additional information.

To request MMPI Union Labor, please refer to the Installation/Dismantle Labor Request Form. Additional guidelines regarding Labor should be reviewed on this form.

All orders for dismantling labor must be confirmed no later than 10:00 am on Tuesday, January 16, 2018.

UNION REGULATIONS

Various unions claim jurisdiction over all set-up and dismantling of exhibits including carpentry, electrical and material handling to name a few. Your personnel may work along with a union installer, if one is necessary.

Please contact Sergio Camargo at (312) 527-7587 or scamargo@themart.com with questions regarding union regulations.


OVERVIEW OF WHAT EXHIBITORS GET

DRAYAGE

Also known as “materials handling,” drayage is the labor to receive freight during move-in, delivering it to your booth, removing empty containers, storing and returning them after the show, and loading materials for outbound shipping. Each booth is allotted a certain amount of complimentary drayage based on the size of your booth and calculated by the total weight of your shipments. Please refer to your contract for the Chicago Collective for freight/drayage charges.

BOOTH EQUIPMENT

Exhibit space includes a grey carpet, a 120 volt, a 150 watt duplex electrical outlet, and a 1’x4’ fluorescent ceiling fixture. Each exhibitor receives one wastebasket and the Basic Equipment Package as detailed in the exhibitor contract.

BOOTH IDENTIFICATION SIGN

All exhibitor spaces will be identified with a clean, simple booth sign that includes company name and booth number. As necessary, multiple signs will be available for large spaces to help attendees navigate the show floor.


EQUIPMENT & SERVICES

BOOTH CLEANING

As part of our service, MMPI ensures that all booths will be vacuumed prior to the show at no charge. If you require additional cleaning services, please complete the Booth Order Form and we will gladly respond to your request.

BOOTH CUSTOMIZATION

If you would like to have MMPI customize your booth in any way that involves construction, painting, or flooring, please return the Customization of Booth Request Form. MMPI will provide a quote that must be approved by the Exhibitor before the production of the custom work starts. Alternatively, you may contract an installer to do such work for you, consistent with the rules regarding Exhibitor Appointed Contractors.

EXHIBIT SPACE INCLUDES: HARD WHITE WALLS, GRAY CARPET, 150 WATT ELECTRICAL OUTLET, WASTEBASKET, LED TUBE LIGHTING THROUGHOUT & the basic equipment package (shown here). 

BOOTH EQUIPMENT

Please see below for the lighting that comes with your booth space. Each exhibitor also receives booth identification signage, one chair and one wastebasket and the basic equipment package above. Please note that your booth will not have any equipment unless you specified quantities on your contract for the basic equipment package. See Order Forms  or Upgrade your Booth Package for a listing of additional equipment and services available. For questions regarding these services, call (312) 527-7587. In order to more quickly facilitate your on-site requests, we ask that all exhibitors submit the Method of Payment Form by January 16, 2018. 

BOOTH FLOORING

Booths and corridors are carpeted in gray. If you would like to install custom flooring, please submit the Customization of Booth Request Form.

BOOTH LIGHTING AND ELECTRICAL SERVICES

Each 10’ x 10’ space is equipped with a 1’x4’ fluorescent light fixture, and a 150 watt duplex outlet. All electrical services will be provided and installed by The Merchandise Mart. To order additional lights, please see the Booth Order Form. Questions regarding the acceptability of your electrical set-up may be directed to (312) 527-7587.

BUSINESS SERVICES/SERVICE DESK

The Exhibitor Service Desks, located on the 7th floor, offers business services, including photocopying and faxing. The Service Desk can also respond to questions about shipping, materials handling, and billing, and will be happy to assist you in placing orders for booth services or equipment.


VENDORS AND SERVICES

BOOTH STAFFING, DRESSERS & STEAMER HELP

For your temporary booth staffing needs, including dressers and steamer help, please refer to the GCJ Order Form

CATERING

A number of food-service providers conveniently located within The Merchandise Mart are prepared to meet your catering requests. Please see most-used catering contacts below. For additional providers, please call (312) 527-7587.

  • Artisan Cellar | Wine & Cheese | Contact: Phillip Bernstein | (312) 527-5810
  • Au Bon Pain | Drop Off Service | (312) 755-9779
  • Holiday Inn Mart Plaza | Full Service | Contact: John Dexter | (312) 529-1133
  • Nick’s Fish Market Bar & Grill | Full Service (312) 621-0211
  • Foodstuffs | Full Service | Contact: Jay Liberman | (847) 328- 7710

PHOTOGRAPHY, VIDEOTAPING & BROADCASTING

Photographing, videotaping, filming, or sound recording is prohibited without the prior written consent of Show Management.

SECURITY

Show security will be on duty 24 hours a day from move-in to move-out, but cannot and should not be counted on to provide more than a presence to inhibit theft. To help provide for the security of merchandise in your booth, we advise you to staff your booth at all times and not to leave valuables unattended. Any exhibitor requiring special guard services may request such services with the approval of Show Management.

Don Taylor | 312.527.7700 | secmart@mmart.com  

STEAMER RENTAL

A limited amount of steamers are available on a first come first serve basis at the Exhibitor Service Desk. The rental charge is $26.75/hour

WIFI 

NEW: For your convenience, complimentary Wif-Fi service is available on the 7th Floor. 

GRATUITY

All members of the MMPI staff are a team. Show Management requests that exhibitors do not offer gratuity for labor.

TRAVEL

Please contact onPeak Travel Services at (800) 528-8700 or click here to reserve the lowest available airfare and discounted rates at Chicago’s finest, most conveniently located hotels. 

WATER SERVICES

Bottled water services can be ordered through Hinckley Springs by calling (773) 586-8600

EMPTY CONTAINER STORAGE

Due to City of Chicago Fire Ordinances, packing materials may not remain on the show floor while the show is open. Flammable containers must be removed from the floor.

When your containers are empty, obtain "EMPTY" labels from the Exhibitor Service Desk. Use the labels to mark your crates, boxes and containers with your company name and booth number. Leave the containers in the aisle; for your convenience, these empty labeled containers will be picked up by MMPI staff and returned to you at the end of the Show. Please remember that you will not have access to these containers during the show.