2018 exhibitor service & information manual
TRANSCRIPT
2018 Exhibitor Service & Information Manual
This Exhibitor Service & Information Manual contains material that is vital to the successful planning, marketing and management of your display in the 2018 San Diego
International Auto Show®, December 28, 2017 through January 1, 2018. Failure to read this manual and prompt ordering of services could result in higher rates.
Questions concerning any aspect of this year’s show should be directed to the New Car Dealers Association San Diego County® (NCDA). As the producer, the NCDA is responsible for the management of every aspect of the show. NCDA is the owner of the show and all Show Management and production services are the responsibility of the NCDA.
The services and contractors listed in this manual are for your convenience. Show Management suggests that you employ the services of Freeman, this year’s official show contractor, for your greatest efficiency and ease, since they are familiar with the show and work schedule. All independent contractors must coordinate their work schedules with Freeman and comply with all guidelines and insurance requirements.
Please note that insurance policies must provide coverage for all dates from move- in through move-out and also include the information required as listed in detail in the Important Rules and Requirements section of this manual. Please refer to the sample insurance form enclosed, as all insurance policies must be completed correctly. All exhibit set up contractors must submit a correct and complete policy at least 30 days prior to the first move-in day of the show or they will not be permitted to work in the San Diego Convention Center.
The most up-to-date exhibitor information, including floor plans and Freeman forms, are available at www.sdautoshow.com. The information can be found by clicking on the “Exhibitor Access” link near the top of the home page of our website.
It is important that you review this manual with those individuals or agents having responsibility for your participation in the show. Thank you for your cooperation; we wish you a most successful 2018 San Diego International Auto Show®!
Table of Contents
Page #
Exhibitor Action Item Checklist 1
Directory of Contractors & Facilities 2-3
General Show Information 4-5
Move-In & Set-Up Information 6-8
Move-Out Information 9
Ticketing & Exhibitor Access/Admittance Information 10-11
Important Rules & Requirements 12-19
Show Services Information 22
Show Advertising & Publicity 23-24
General Contractor Information 25
Discount Admission Tickets Order 26
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Exhibitor Action Item Checklist 2018 San Diego International Auto Show
®
Action Items Due Date Date Completed
Mailed electrical & telephone blueprints to the convention center, NCDA, Freeman Electrical, Smart City Networks
November 17
Mailed liability insurance policy to NCDA November 17
Mailed factory press kits to NCDA November 24
Ordered floral, plants & shrubbery November 24
Ordered vehicle cleaning & porter service November 24
Made hotel reservations at the Omni San Diego Hotel
November 24
Ordered discount admission tickets (NCDA) November 24
Contracted Freeman for decorator needs (Use Freeman On-Line)
November 30
Ordered electrical service
(Use Freeman On-Line)
November 30
Ordered telephone/data/internet service
(Use Freeman On-Line)
December 4
2
Directory of Contractors & Facilities SHOW OFFICE DURING SHOW
Beginning Wednesday, December 27, the show office will be open at the San Diego Convention Center Room 15B on the Mezzanine Level. Also check with the VIP/Exhibitors Desk at the main entrance at B2 if no one is in the office. Phone: (619) 525-6222
SHOW LOCATION San Diego Convention Center 111 West Harbor Drive, San Diego, CA 92101-7899 Phone: (619) 525-5000 Fax: (619) 525-5005
SHOW OFFICE PRIOR TO SHOW
San Diego International Auto Show®
10065 Mesa Ridge Court, San Diego, CA 92121 Phone: (858) 550-0080 Fax: (858) 550-9537
OFFICIAL GENERAL CONTRACTOR Freeman 901 East South Street, Anaheim, CA 92805 Phone: (714) 254-3410 Fax: (469) 621-5606
ELECTRICAL CONTRACTOR Freeman Electrical 901 East South Street, Anaheim, CA 92805 Phone: (714) 254-3410 Fax: (469) 621-5606
TELEPHONE CONTRACTOR Smart City Networks 5795 W. Badura Ave, Suite 110, Las Vegas, Nevada 89118 Phone: (888) 446-6911 Fax: (702) 943-6001
RECOMMENDED OFFICIAL CARPET SUPPLIER Freeman Phone: (714) 254-3410 Fax: (469) 621-5606
HEADQUARTERS HOTEL Omni San Diego Hotel 675 L Street, San Diego, CA 92101 Phone: 1-888-444-Omni (1-888-444-6664) Fax: (619) 231-8060 Web: https://www.omnihotels.com/hotels/san-diego/meetings/san-diego-international-auto-show *Please reference the San Diego International Auto Show when booking your rooms.
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SHOW MANAGEMENT COMPANY
Kevin Leap, New Car Dealers Association® San Diego County 10065 Mesa Ridge Court, San Diego, CA 92121 Phone: (858) 550-0080 Fax: (858) 550-9537
Email: [email protected]
PUBLIC RELATIONS Rohatynski- Harlow,Public Relations 421 Mill Pond Lane, Suite B, Suite B, Howell, MI 48116-1255
Joe Rohatynki Phone: (313) 378-6570 Email: [email protected]
Marc Harlow Phone: (810) 599-2558 Email: [email protected]
FOOD CONCESSIONAIRE San Diego Convention Center/Food Services 111 West Harbor Drive, San Diego, CA 92101-7899 Phone: (619) 525-5921 Fax: (619) 525-5858
VEHICLE DETAILING Professional Detailers 22622 Lambert St., Suite 305, Lake Forest, CA 92630 Phone: (949) 460-0314 Fax: (949) 460-0339
FLORAL, PLANTS & SHRUBBERY Expo Plant Sevice, INC P.O. Box 1240 Vista, CA 92085 Phone: (760) 477-7863 Fax: Fax (760) 481-7815
http://www.expoplantservice.com/ AUDIO VISUAL Freeman Audio Visual 901 East South Street, Anaheim, CA 92805 Phone: (714) 254-3400 Fax: (469) 621-5606
NOTE: VERY IMPORTANT INFORMATION - DISTRIBUTE TO STAFF, AGENTS, ETC.
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General Show Information
Thursday, December 28, 2017 through Monday, January 1, 2018
Thursday: 10:00AM* to 9:00PM Friday: 10:00AM* to 9:00PM Saturday: 10:00AM* to 9:00PM Sunday: 10:00AM* to 6:00PM Monday: 10:00AM* to 7:00PM
*Exhibits must be staffed and ready for opening at least 15 minutes prior to opening. Private tours may start as early as two hours prior to opening.
San Diego Convention Center 111 West Harbor Drive San Diego, CA 92101-7899 Phone: (619) 525-5000
Omni San Diego Hotel, 675 L Street, San Diego, CA 92101 1-888-444-Omni (1-888- 444-6664). The hotel is located across the street from the convention center. The rate is $119 for single/double accommodations per night plus tax. Cut-off date is November 24, 2017. Ask for the San Diego Auto Show special group rate. You can register online at https://www.omnihotels.com/hotels/san-diego/meetings/san-diego-international-auto-show.
Show Management will be on site starting Tuesday, December 26. For assistance, please contact Kevin Leap at (619) 459-8582. Please note the Auto Show Office is located in Room 15B on the Mezzanine Level, and will be open starting Wednesday, December 27. If no one is in the show office, check in at the VIP desk located at the main entrance B2. The following number will be in service beginning Wednesday, December 27, 2017, and continuing through Monday, January 1, 2018: (619) 525-6222.
Auto Show Office Operation Days Wednesday, December 27 Thursday, December 28 Friday, December 29 Saturday, December 30 Sunday, December 31 Monday, January 1
Public Show Dates & Hours
Show Location
Headquarters Hotel
Show Office Information
5
On show days, a special exhibitor entrance desk is located adjacent to the Hall B2 entrance. Exhibitors must enter through this area. Additionally, exhibitors with a badge can enter the show at the show entrance in Hall E. To obtain badges, please complete and return the Booth Exhibitor ID Badge Request Form. Forms can be faxed to (858) 550-9537 or emailed to [email protected].
Media will be shooting move-in activities and conducting interviews on Wednesday, December 27, in preparation for the show’s opening on December 28. The show’s official Media Day will take place from 5 AM to 10 AM on Thursday, December 28.
Employee Days will be Thursday/Friday, December 28-29 only during public show hours – 10 AM to 9PM. Each pass admits two adults (proof of dealership employment may be required).
Attendees will receive a discount by using the special coupon in The San Diego Union Tribune any time on Thursday, December 28, 2017 from 10:00AM until 9:00PM
A special area will be available for Product Specialists. No sales staff, managers or factory financial divisions will be permitted to use this area. The Product Specialists Lounge opens one hour after show opening and closes one hour prior to show closing. Check-in is required at the Show Office located in Room 15B on the Mezzanine Level.
Special Exhibitor Entrance – Show Days
Media Days –Wednesday/Thursday, December 27-28, 2017
Employee Days – Thursday/Friday, December 28-29, 2017
Newspaper Day – Thursday, December 28, 2017
Product Specialist Lounge
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Move-In Schedule
In order to ensure a smooth and efficient move-in, a detailed schedule has been developed. Please distribute copies of this schedule to freight carriers and exhibitor appointed contractors. The display supervisor should be on-site at the start of the freight target time in order to direct crate placement. Labor for exhibit installation should be ordered no sooner than two hours after the beginning of the targeted time for freight deliveries as denoted on the schedule. Any request for an earlier move-in than specified on the schedule should be directed to Freeman at 714-254-3410.
NOTICE: Failure to adhere to the timelines designated in the following schedule, or failure to provide an electrical order could result in a 25% off target surcharge on freight, labor or services.
All crates must be emptied and labeled for empty storage no later than Tuesday, December 2 6 , 2017 at 1:00PM. Any crates not labeled after this time will be the responsibility of the manufacturer. Manufacturers will not be allowed to move-in vehicles into their exhibit unless all empty crates have been removed from their respective exhibit space.
Electric/Data Carpet/Visqueen Freight
EXHIBITOR
Start Wednesday
12-20
Done Wednesday
12-20
Start Wednesday
12-20
Done Thursday 12-21
Start Thursday
12-21
Done Friday 12-22
Chevrolet 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Buick/GMC 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Cadillac 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Mazda 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Hyundai 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Genesis 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Land Rover 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Jaguar 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Ford 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Toyota 10:00AM 3:00PM 3:00PM 1:00PM 1:00PM 12:00PM
Carpet Installation, Freight Deliveries & Exhibit Set-up
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Electric/Data Carpet/Visqueen Freight
EXHIBITOR
Start Wednesday
12-20
Done Thursday 12-21
Start Thursday 12-21
Done Thursday
12-21
Start Friday 12-22
Done Friday 12-22
Chrysler 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Audi 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Lincoln 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Mercedes 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Lexus 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Acura 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Volvo 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
BMW 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Infiniti 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Mini 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Honda 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Subaru 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Volkswagen
M-18
3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
KIA 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
Nissan 3:00PM 1:00PM 1:00PM 6:00PM 10:00AM 5:30PM
The display supervisor should be on-site at the start of the freight target time in order to direct crate placement.
All car carriers need to check in with the security guard located at the front entrance drive on Harbor Dr. just south of 1st Ave. or at the back of the convention center off of Convention Way, 1/2 hour prior to their targeted move-in time.
Vehicles will enter the facility through designated doors behind the San Diego Convention Center on Convention Way. You can access these doors via Convention Way. Vehicle move-in will take place on Tuesday, December 26 , 11:00AM-5:00PM. Exhibitors or exhibitor appointed contractors are responsible for removing the visqueen on the carpet and placing it in the aisle or aisles adjacent to the exhibit space immediately after vehicles are placed and detailed. Failure to remove visqueen will result in a labor fee to have the visqueen removed by the general contractor.
Vehicle Carrier Staging
Vehicle Move-in
8
All exhibits need to be show-ready by 5:00 p.m. on Wednesday, December 27, 2017. Please note the Exhibit Hall will be closed the following days:
Sunday, December 24, 2017
Monday, December 25, 2017
Show Management will begin installing the aisle carpet on Wednesday, December 27, 2017 @ 4:00PM.
To provide complete security for exhibitors and their possessions, it is important that all exhibitors observe the following daily access hours. Your cooperation is appreciated.
Thursday, December 21, 2017 8:00AM – 5:00PM
Friday, December 22, 2017 8:00AM – 5:00PM
Saturday, December 23, 2017 8:00AM – 5:00PM
Tuesday, December 26, 2017 8:00AM – 5:00PM
Wednesday, December 27, 2017 8:00AM – 5:00PM
All access must be made through the B Public Entrance Lobby, the area of the facility closest to the Marriott Hotel. Parking is available in the facility’s garage. Advance reservations must be made with Ace Parking at (619) 237-0399. Cost is $15 per vehicle (subject to change – contact Ace Parking to confirm). Entrance to the garage is off Convention Way adjacent to the Grand Staircase.
In order to take advantage of media coverage during Media Day, be sure to have your exhibit staffed with factory officials, narrators or product specialists on Thursday, December 28, 2017, beginning at 5:00AM. Please send a list of product specialists, including contact info, who are authorized to speak on camera during Media Day and for the duration of the show in order for our public relations team to contact them directly to set up interviews. Please contact Rohatynski- Harlow Public Relations at (313) 378-6570 for additional information.
Aisle Carpeting & Hall Cleaning
Building Access During Set-up
Media Day Staffing
9
Move-Out Information
Show Management will begin removing aisle carpet at 7:30PM in exhibit areas where the public has cleared on Monday, January 1 , 2018. Battery cables may not be attached until directed by Show Management and exhibitors cannot begin vehicle move-out until the announcement has been made to do so by Show Management.
All vehicles must be removed from the convention center on Monday evening, January 1 , 2018 between the hours of 8:00PM and 11:00PM. Security will be provided for underground parking beginning at 8:00PM on Monday evening and continuing until 9:00AM Tuesday, January 2 , 2018 for any vehicles that will be remaining overnight.
Limited curbside vehicle carrier staging is available. All requests must be made in advance to the NCDA at (858) 550-0080. To make arrangements for reserved parking for your vehicles, call Ace Parking Management at (619) 237-0399.
Empty crates and cartons will be returned beginning Monday, January 1 , 2018 @ 9:00 PM.
Load out will begin on Tuesday, January 2, 2018 at 8:00AM through 4:00PM and then will continue on Wednesday, January 3, 2018 at 8:00AM until 12:00 NOON, except for Halls A & B1 (Toyota, Exotics Vault & TBD) that need to be entirely clear by 9:00PM on Tuesday, January 2 – please contact Freeman for a load-out schedule.
All final bills of lading must be turned in the Freeman Exhibitor Service Desk by Wednesday, January 3 @ 8:00AM
All exhibitors are responsible for removing cars from the floor immediately at the close of the show, and should have enough drivers available on Monday night to accomplish move-out quickly. All drivers must have valid driver’s licenses and check in with security at the back of the convention center. Special instructions will be given to all exhibitors over the PA system at the close of the show as to when you may connect battery cables and move cars. PLEASE FOLLOW THESE INSTRUCTIONS! The Show Management is NOT RESPONSIBLE for vehicles lost or damaged during the move-out process. Any special instructions which may be implemented will be given to you on Monday, January 1, 2018.
Literature removal after the show is the responsibility of the individual exhibitor. Removal of literature that has been left behind will be invoiced to the exhibitor at prevailing rates. We recommend that any remaining literature be placed in vehicle trunks and returned to the participating dealerships for use in the showroom.
Move-out & Building Access Hours
Vehicle Removal Requirements
Literature Removal
10
Ticketing & Exhibitor Access/Admittance Information
Adults (13 and over) $15.00 Military (with ID) $12.00 Senior Citizens (62 and over) $12.00 Children (7 -12) $11.00 (free with paying adult on Sunday, Jan 1) Children (6 and under) FREE
Discount admission tickets may be purchased in packs of twenty-five (25). These tickets represent a savings of $2.00 off the regular adult admission price of $15.00. They may be given away to your family, friends, employees or customers. Unused tickets are non-refundable. You may also wish to run a special promotion, offering admission tickets to the public, at your place of business, prior to December 28, 2017. No tickets may be distributed on site at the San Diego Convention Center.
NOTE: Please see the enclosed form for ordering your discount admission tickets and return the form to the NCDA, no later than November 24. All ticket orders must be prepaid.
Special $2.00 off discount coupons will entitle the holder to $2.00 off any one (1) full price ($15) adult admission, valid all show days. These discount coupons will be available for distribution only by NCDA Dealer Members participating in the auto show and will stimulate activity in the dealerships several weeks prior to the show. Point of Sale displays and an adequate supply of $2.00 off coupons will arrive in dealerships approximately three weeks prior to the show. These coupons will be delivered to your dealership by your U-T San Diego sales representative.
No passes, badges, or exhibitor identification will be mailed in advance of the show. Salespersons - All salespersons working the show must pick up and sign for their own entrance credentials at the special exhibitor registration desk provided in the public entrance lobby of the convention center. A business card and a photo driver’s license must be presented.
Employees, relatives, neighbors and friends of exhibitors without an admission ticket are not eligible for free admission to the auto show.
Public Admission Prices (All Days)
Discount Admission Tickets
Association Member Discount Coupons
Exhibitor Entrance Procedure
11
All personnel working within your exhibit area should wear suitable business attire. Exhibitors not dressed accordingly will not be admitted into the show. NOTE: No one under the age of 16 years old will be permitted to enter with an exhibitor gate pass. Due to insurance coverage rules, no children under the age of 16 are permitted in the center during set-up or tear down.
Vehicle detailer personnel will be admitted prior to the opening of the show each day from 8:00AM to 10:00AM.
In order to retain our first-class show appearance and also remain within the guidelines set for us by the Association Committee, all detailer personnel must dress appropriately to enter the show. Vehicle clean-up personnel not dressed appropriately cannot be admitted into the show. An acceptable professional appearance would include the following: coveralls, company golf shirts or t-shirts, and clean blue jeans or slacks. A uniform appearance for all employees representing your company is preferred, and all must be clearly identifiable as working for your company. Ripped shirts, printed t-shirts, dirty jeans, jeans with holes, and dirty sneakers are not acceptable show attire.
Vehicle Detailer Personnel
12
Important Rules & Requirements
The Fire Department requires that all exhibitors leave three feet (3’) of space on every public aisle and two feet (2’) of space on any border of their exhibit, which adjoins another display area. This will allow a four-foot (4’) emergency aisle running between each space.
Alcoholic beverages and/or food may not be brought into the San Diego Convention Center. Sampling may be permitted for exhibitors. For more info, please contact San Diego Convention Center/Food Services: Phone: (619) 525-5921 Fax: (619) 525-5858
Exhibitors must comply with all federal, state, and local fire codes which apply to places of public assembly, including:
A. Inherently Fire Retardant or Flame Retardant Treatment
1. All decorations, drapes, signs, banners, plastic displays, hay, straw, moss, split bamboo and other similar materials MUST BE FLAME RETARDANT to the satisfaction of the Fire Department and the State Fire Marshal.
2. Table coverings must be flame retardant treated unless they lay flat, with an overhang no greater than 6".
3. Oilcloth, tar paper, sisal paper, nylon, orlon and certain other plastic materials cannot be made flame retardant and their use is prohibited.
4. A Certificate of Flame Resistance shall be available for review by the Fire Marshal or on file with the Fire Marshal for all decorative materials.
B. Vehicles/Internal Combustion Engines on Display
1. Any autos, trucks, motorcycles or other motorized vehicles displayed shall have their batteries disconnected and terminals taped.
2. All motor vehicle tanks containing fuel or which have ever contained fuel, shall be furnished with locking-type gas caps or sealed with tape. The level of gas in tanks cannot exceed five gallons or one-quarter tank, whichever is less.
3. Garden tractors, chain saws, power plants and other gasoline-powered equipment shall be safeguarded in a similar manner.
4. All autos, trucks and vehicles of any kind must show the location on the Fire Department-approved floor plan 14 days prior to the show date.
C. Combustibles
1. Literature on display shall be limited to reasonable quantities. Reserve supplies shall be kept in closed containers and stored in a neat and compact manner.
Aisles for Emergency Purposes
Alcoholic Beverages & Food Items
Fire Regulations
13
2. No cardboard boxes or any combustible materials may be stored on top of or near any electrical wiring in the spaces behind the backwall drapery (booth) or behind any display.
D. Obstructions
1. Aisles designated on approved show floor plans shall be kept clean, clear and free of obstructions. Booth constructions shall be substantial and fixed into position in specified areas for the duration of the show. Chairs, easels, signs and demonstration areas shall not be placed beyond booth areas into aisles.
2. All aisles must be maintained at a minimum of 10 feet in width or unless otherwise approved on floor plan.
3. All fire prevention and fire fighting equipment in all public assembly areas shall have easy and unobstructed accessibility.
E. Electrical Extension Cords and Multi-Plug Adapters
1. Extension cords shall service one appliance only and shall be a three-wire approved type (with ground). The extension cord cannot exceed the capacity of the existing circuit breaker and cannot exceed fifteen amps.
2. Multi-plug adapters must be UL approved and have current (electricity) breaker overload safety device. Cube adapters and other devices which increase outlets are not acceptable unless equipped with an internal circuit breaker.
3. All spliced wires are illegal.
F. Compressed Cylinders
1. Compressed cylinders must be attached to a stand if used upright or laid flat on floor.
2. Compressed flammable gases are prohibited inside a building. This includes acetylene, hydrogen, propane, butane and L.P.G.
G. Cooking and Warming Devices
Cooking and warming devices shall be electric. Sterno may be used for warming trays. Cooking devices shall be approved by a recognized testing laboratory; e.g., U.L., F.M.
1. Cooking, warming devices, and/or heated products shall be isolated from the public by either placing the device a minimum of four feet back from the front of the booth or provide a plexiglass shield 18 inches high, 1/4 inch thick across the front, and down both sides of the demonstration area.
H. Heat producing Equipment
1. Welding, soldering, or any open flame devices are prohibited.
2. Refer to SEC. F-2 above
I. Multi-Level Booths
Exhibitor must submit an Architectural Design to Fire Marshal a minimum of 45 days prior to event.
I. Enclosed Storage/Break Rooms
Any enclosed storage or break room using hard or soft walls must be equipped with a
14
functioning smoke detector.
Should there be any questions regarding the above listed minimum Fire Department Regulations or any other items that need clarification, please do not hesitate to give the Fire Department a call (619-525-5495) or address a letter to:
San Diego Convention Center
Attention: Fire Marshal
111 West Harbor Drive
San Diego, CA 92101
Under no circumstances may display vehicles be placed in front of any fire or public entrance and exit doors. Special attention should be given to keeping these public doors free of blockage by any show vehicles. The same holds true for the construction of displays, staging, walls, turntables, signs, etc.
Battery Cable - All vehicles displayed in the show must have the positive battery cable disconnected and taped using UL approved plastic electrical tape. A special plastic bag must then be applied and taped. A 4 1/2” x 6” 3 mil. plastic bag with fastener will be provided by security officers as the vehicles enter the building.
Gas Tank Level - The gas level must not exceed 1/4 tank. All vehicles will be checked by show security prior to entering the convention center to see that the gas level requirement is correct. If the gas level exceeds 1/4 tank, the vehicle will not be permitted to enter the building.
Gas Cap Requirements - If the gas cap door can be opened from outside your vehicle, the vehicle must have a locking gas cap. If the gas cap door must be unlocked from inside your car, then a locking gas cap is not necessary but the standard inside gas cap must be taped.
AC/DC Converters - Cars using AC/DC converters must have the security system fuse (and/or horn fuse) disconnected to prevent the public from setting off vehicle alarms or honking horns.
Pricing Information - All vehicles, except prototypes or special one-of-a-kind vehicles, must have price list that show the manufacturer suggested list price of the vehicle including any optional equipment contained on the vehicle display. This price information may either be the “Monroney” sticker or one of the Exhibitor’s own designs provided it contains the same information as the Monroney label.
Certified Pre-Owned Vehicles - Manufacturers may exhibit a single vehicle to advertise or promote that manufacturers certified pre-owned vehicle program. Vehicle Access & Cleaning - All new production vehicles must be unlocked during public show hours. All vehicles must be waxed or wiped daily. The auto show
Vehicle Requirements
15
committee and/or Show Management will inspect each display area to see that this service is provided, with the cleaning charges being sent to the exhibitor whose vehicles have been neglected.
All vehicle exhibitors participating in the 2018 San Diego International Auto Show® must provide a scale blueprint, as well as a perspective/isometric drawing of their display to Show Management by November 17. These blueprints will be used to install electric and telephone lines prior to carpet installation. Please be sure to include the height of your display properties on your blueprints. Show Management blueprints can be e-mailed in PDF format to [email protected].
Separate plans to include the location of electrical and internet connections should be sent to Freeman Electrical and Smart City with their respective order forms.
No dealership identification is allowed on vehicles, badges or displays. This includes decals, license plates, license plate holders and signage.
All exhibit signs must be free standing or floor-type signs. No signs, banners, plaques or pennants can be hung from the ceiling, walls, or perimeter drapes. All signs must be professionally manufactured and have a finished surface on all edges and sides.
Plastic letters, shoe polish, and homemade signs may not be used on any vehicles or in any area of your display. Decorations, signs, banners, etc., may not be taped, tacked, stapled, or otherwise fastened to ceilings, walls, doors, painted surfaces, or columns. Signs cannot block the view of other exhibitors.
In the case of a complaint, the decision on whether a sign remains or must be relocated will be made by the Association Auto Show Committee and Show Management, and costs attributed to moving any sign will be the sole responsibility of the exhibitor.
The maximum permissible height for displays is twenty four feet (24’). Exhibitors should contact Show Management if they have any questions regarding ceiling height.
Placement of exhibits cannot interfere, block, or extend into other exhibits. An exhibitor could be asked to change the location or configuration of their exhibit or vehicle placement, should they interfere with the rights of other exhibitors, and costs attributed to moving any property will be the sole responsibility of the exhibitor. All exhibits must be free standing, as no supporting wires from the ceiling or draped walls will be permitted.
Decorations, signs, banners, and streamers may not be attached, taped, nailed, or
Exhibit Blueprints & Plans
Dealership Identification
Signs & Banners
Display Placement
16
otherwise fastened to any ceiling, window, painted surface or wall of the convention center. Any special decorations or signs must be approved by convention center management as to location and method of installation prior to the show opening.
Under no circumstances are helium balloons or adhesive-back decals to be given away or permitted to be used in the convention center. Any cost incurred by the San Diego Convention Center from the use or removal of these items will be charged to the exhibitor.
An exhibitor may not work, sell or distribute literature from any area other than the space rented by the exhibitor. Sales presentations, distribution of literature, and public surveys are strictly forbidden from being conducted in public aisles, other exhibit spaces, or any other public areas of the San Diego Convention Center. All public address systems must be kept to a volume that is not disruptive to your neighboring exhibitors.
Exhibitor agrees to comply with any licensing requirements of Broadcast Music, Inc. and the American Society of Composers, Authors and Publishers relative to the use of copy righted musical materials in connection with its exhibit at the 2018 San Diego International Auto Show®. Exhibitor agrees to indemnify and reimburse NCDA for any and all claims, damages, or costs, including reasonable attorneys’ fees, relative to Exhibitor’s failure to obtain appropriate licensing for use of copyrighted musical materials in its exhibition. Jingles and commercials produced by a manufacturer that are the property of the manufacturer may be used throughout the show.
Each exhibitor is entirely responsible for the space allotted him through his contract. Each exhibitor agrees to reimburse the San Diego Convention Center for any damage to the floor, ceilings or walls within his contracted area.
The San Diego Convention Center, the New Car Dealers Association® San Diego County, and Freeman assume no liability or responsibility for any loss or theft. Therefore, it is the exhibitor’s responsibility to provide their own insurance coverage for vehicles, exhibits and materials.
Exhibitor Presentation Restrictions
Music at the Show
Liability
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All exhibitors, porter service companies and outside service companies providing any equipment or services to the 2018 San Diego International Auto Show® or its exhibitors must secure a broad-form comprehensive general liability insurance policy.
All exhibit houses must include all clients to the certificate of insurance to insure proper coverage during the show.
The exhibitor shall procure, at its sole cost and expense, and shall maintain in force at all times during the term of this contract (including move in and move out), policies of insurance as herein below set forth, written by an insurer having a Best’s rating of at least “A” and shall deliver to Show Management evidence of such policies as set forth herein. These policies shall be endorsed in form acceptable to Show Management to include a provision that the policy will not be cancelled, materially changed, or not renewed without at least thirty (30) days prior written notice to Show Management, by certified mail, return receipt requested, and state or be endorsed to provide that the coverage afforded under the policies shall apply on a primary and not on an excess or contributing basis with any policies which may be available to Show Management. Policies written on a “claims-made” basis are not acceptable. At least two weeks prior to the expiration of the policies evidence of renewal or replacement policies of insurance, with terms and limits no less favorable as the expiring policies, shall be delivered to Show Management. Deductibles of self-insured retention above $25,000 will require approval from Show Management.
1. A Commercial General Liability insurance policy (I.S.O. Form CG 00 01 or equivalent approved by Show Management) in the Exhibitor’s name with Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car
Dealers Association® San Diego County; the San Diego Convention Center Corporation, Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers, directors, agents and employees of each of these entities named as additional insured (I.S.O. Form CG 20 10 or equivalent approved by Show Management) with limits of liability in the amounts of $2,000,000 Occurrence/$2,000,000 Aggregate on a combined single limit basis for injuries to persons (including death), contractual liability and damage to property.
2. Automobile and Truck Liability Insurance Policy in the Exhibitor’s name with Motor Car Dealers Association of San Diego, a California corporation doing business as the
New Car Dealers Association® San Diego County; the San Diego Convention Center Corporation, Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers, directors, agents and employees of each of these entities named as additional insured with limits of liability in the amount of $2,000,000 each occurrence, on a combined single limit basis for claims for bodily injuries (including death) to persons and for damage to property arising out of the ownership, maintenance or use of any owned, hired or non-owned motor vehicle.
3. Worker’s Compensation Insurance (including Employer’s Liability Insurance) with limits of $1,000,000/$1,000,000/$1,000,000.
Insurance Requirements
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4. Any additional insurance policies necessary to obtain required permits or otherwise comply with applicable law ordinances or regulations regarding the performance of your contract.
Exhibitor shall provide to Show Management a Certificate of Insurance as evidence of such aforementioned policies at least thirty (30) days prior to the auto show; however, if requested by Show Management within 10 days of the request a copy of such policies, certified by the insurance carrier as being true and complete shall be provided to Show Management. The Certificate of Insurance must (1) indicate the I.S.O. Form used by the carrier, (2) be signed by an authorized representative of the insurance carrier, (3) disclose any deductible, self-insured retention, aggregate limit or any exclusions to the policy that materially change the coverage, (4) indicate that the Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car Dealers Association® San Diego County; the San Diego Convention Center Corporation, Inc.; City of San Diego; San Diego Unified Port District; and, the members, officers, directors, agents and employees of each of these entities are additional insured on all policies (except Worker’s Compensation), (5) reference the auto show name and location on the face of the Certificate and (6) expressly reference the inclusion of all required endorsements. If requested by Show Management, the exhibitor must furnish within thirty (30) days of a request proof that the person signing the Certificate is authorized by the insurance carrier.
If, at any time during the period of this contract, insurance as required is not in effect, or proof thereof is not provided to Show Management, Show Management shall have the options to: (1) direct the Exhibitor to suspend work with no additional cost or extension of time due on account thereof, (2) obtain the required insurance at Exhibitor’s expense providing Show Management with coverage immediately, or (3) treat such failure as an event of default. The contractor shall immediately file with Show Management, 10065 Mesa Ridge Court, San Diego, CA 92121, a notice of any occurrence likely to result in a claim against Show Management.
Show Management and/or the official general contractor may request verification of this policy during move-in of the auto show before any services or equipment may be provided.
All policies must provide coverage from the first possible move-in date (December 20, 2017) through the last move-out date (January 4, 2018). All insurance policies must be completed correctly.
This certificate of insurance must be received by Show Management no later than November 17, 2017. Please fax the certificate to (858) 550-9537.
NOTE: This deadline will be strictly enforced. Access to the building may be denied to those subcontractors that have not provided a policy to Show Management on or before the deadline date of November 17, 2017.
A sample of a correctly completed insurance policy is enclosed.
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2018 San Diego International Auto Show
Certificate of Insurance Information
Certificate Holder/Additional Insured San Diego International Auto Show
Motor Car Dealers Association
dba New Car Dealers Association
San Diego County
10065 Mesa Ridge Court
San Diego, CA 92121
Insurance Coverage Dates December 20, 2017 – January 4, 2018.
Type of Certificate Additional Insured
Description of Operation/Location/
Vehicles/Special Times
Motor Car Dealers Association of San Diego,
A California corporation doing business as
the New Car Dealers Association® San
Diego County; the San Diego Convention
Center Corporation, Inc., City of San Diego,
San Diego Unified Port District, and the
members, officers, directors, agents and
employees of each of these three (3) entities
are named as additional insured and are
provided the same coverage as the named
insured, including the cost of defense, against
claims for bodily injury, death, or property
damage occurring in or upon, or resulting
from the insured’s use or occupancy of the
San Diego Convention Center and/or the San
Diego Concourse.
Limits of General Liability $2,000,000.00 Each Occurrence
General Aggregate $2,000,000.00 Each Occurrence
Workers’ Comp / Employees’ Liability $1,000,000.00 Each Occurrence
Auto Liability $2,000,000.00 Each Occurrence
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POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 20 10 03 97
Description of Operations/Locations/Vehicles/Special Items: Motor Car Dealers Association of San Diego, A California corporation doing business as the New Car Dealers Association® San Diego County; the San Diego Convention Center Corporation, Inc., City of San Diego, San Diego Unified Port District, and the members, officers, directors, agents and employees of each of these three
(3) entities are named as additional insured and are provided the same coverage as the named insured, including the cost of defense, against claims for bodily injury, death, or property damage occurring
in or upon, or resulting from the insured’s use or occupancy of the San Diego Convention Center and/or the San Diego Concourse.
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ADDITIONAL INSURED – OWNERS, LESSEES OR
CONTRACTORS – SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE
Name of Person or Organization: Motor Car Dealers Association of San Diego, a California corporation doing business as the New Car Dealers Association® San Diego County 10065 Mesa Ridge Court, San Diego, CA 92121
(If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.)
Who Is An Insured (Section II) is amended to include as an insured the person or organization |shown in the Schedule, but only with respect to liability arising out of your ongoing operations
performed for that insured.
SAMPLE CG 20 10 03 97 Copyright, Insurance Services Office, Inc., 2000 Page 1 of 1
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Show Services Information
The following items and services are included in the space rental charge: • Themed carpet in all public aisles • Themed manufacturer identity sign over your public aisle to guide visitors into your
display • Daily vacuum service for all exhibit carpet, turntables and platforms • Daily emptying of exhibit area waste containers
Each exhibitor is responsible for carpet, drayage, labor and the rental and payment of tables, chairs, desks, waste cans and any other item used within their display. Cleaning of displays and vehicles is the responsibility of the exhibitor.
On-site private vehicle parking is available in the convention center's underground 1,900-space parking garage. The cost may vary day to day (contact Ace Parking to confirm cost during show dates at (619) 237-0399). Off-site parking is available at numerous nearby locations. During show days, there is no 24-hour parking in the garage. Vehicles left in the garage overnight and still in the garage the next morning when the parking staff arrives at 5 AM will be towed away at owner’s expense.
Show Management will provide 24-hour guard service on the show floor, beginning on Thursday, December 21, 2017 at 6 AM and concluding on Wednesday, January 3 , 2018 at 6:00 PM. This service is for the overall safety and security of the show and its participants. If your display contains something of particular value, it is recommended that you secure it overnight. If you need private security for your display or concept vehicles, please contact Show Management at (858) 550-0080. NOTE: The New Car Dealers Association® San Diego County cannot be held responsible for the theft of items missing from exhibitor areas.
Should you need vehicle detailing services, please call Professional Detailers at (949) 460-0314 to discuss service options and to schedule service.
Exhibitor Services Provided in Vehicle Space Rental Charge
Exhibitor Responsibilities
Parking Information
Security
Vehicle Detailing
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Show Advertising & Publicity
Extensive print, radio, television, and outdoor advertising will be used to target the San Diego area and major markets. Advertising will begin ten (10) days prior to the opening of the show and continue through the close of the show. We have contacted all major radio, television, and newspaper representatives to seek their support, sponsorship, and extensive PR coverage of this year’s exciting event.
All dealerships, factories, and dealer advertising groups are asked to proudly support the 2018 San Diego International Auto Show® by advertising your participation in the show. Your usual radio, television, internet, and print ads, as well as email communication and social media, may be supplemented with a voice-over or drop-in auto show mention. (Example: “See the New 2018 Toyotas at the San Diego International Auto Show®, December 28th through January 1st.”) The New Car Dealers Association® San Diego County greatly appreciates any show advertising you are able to incorporate into your regular advertising schedules.
An Official Show Program a n d n e ws p a p e r s u p p l e m e n t will be published in and distributed in the full run in the San Diego Union-Tribune on Sunday, December 24, 2017. This attractive show publication, with a full-color cover, is given free of charge to attendees at the show and will serve as both a souvenir and an excellent reference source since it will contain an exhibitor list and floor plan, as well as key information about debuts and new models, and editorial on all show features. Manufacturers, dealer advertising groups, individual dealers, and specialty exhibitors are encouraged to place advertising in the program. Contact Cliff Chandler (619-293-1804 or [email protected]).
Auto show press kits, pre-show press releases and all publicity will be prepared and coordinated by the San Diego International Auto Show® public relations team. Are you planning to bring a special display, concept car, pre-production model or unique feature to the show? Do you have B-roll footage available that media can use to create their broadcast and online features? If so, please contact Rohatynski-Harlow Public Relations at (313) 378-6570.
A Media Center will be available in Lobby D for the working press attending the San Diego International Auto Show®. The Auto Show public relations team will stock manufacturer press kits, provided we receive all materials in our office by November 24. After this date, please send all press materials directly to the San Diego Convention Center, to ARRIVE no earlier than December 26th with each package
Advertising
Dealer Advertising Support
Official Show Program & Newspaper Supplement
Public Relations/Media Day
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clearly marked “2018 San Diego International Auto Show® Media Center, Lobby D.”
A Media move-in sneak peek will take place Wednesday, December 27, 2017 from 8 AM - 12 noon. Media Day will be held on Thursday, December 28, 2017 from 5 AM
to 10 AM. If you’re interested in holding a news conference in conjunction with Media Day, please contact Rohatynski-Harlow Public Relations at (313) 378-6570 or [email protected] to schedule a time slot. Please send a list of product specialists who are authorized to speak on camera for duration of the show, including contact information in order for our public relations team to contact them directly to set up interviews.
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General Contractor Information
Services for the 2018 San Diego International Auto Show® will be provided by:
Freeman ADDRESS: 901 East South Street, Anaheim, CA 92805 Phone: (714) 254-3410 Fax: (469) 621-5606
Freeman will staff their Exhibitor’s Service Desk beginning on Thursday, December 21, 2017 through Saturday, December 23, 2017, and again from Tuesday, December 26, 2017 through Wednesday, January 3, 2018.
SHIPMENTS: All shipments must be prepaid and are to be addressed as follows:
ADVANCE SHIPPING ONLY: (Name of Manufacturer)
(Must be delivered November 20 thru Dec.13) 2018 San Diego International Auto Show®
c/o Freeman 6060 Nancy Ridge Drive, Suite C San Diego, CA 92121
The above address is for shipments that are scheduled to arrive in San Diego before December 13, 2017. Note: the Freeman warehouse will be closed November 24-25 and December 24-25. Warehouse hours: Monday-Friday, 8:00AM-3:30PM.
Shipments that are scheduled to arrive at the San Diego Convention Center can only be accepted on your scheduled freight move in day. Freight deliveries prior to your move in date will not be accepted by the San Diego Convention Center. Shipments to the show should be labeled:
CONVENTION CENTER ONLY: (Name of Manufacturer)
2018 San Diego International Auto Show®
c/o Freeman San Diego Convention Center 111 West Harbor Drive San Diego, CA 92101-7899
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Discount Admission Tickets Order Form Advance Discount Admission Tickets will be available at a cost of $13.00 each, which is a savings of $2.00 off the regular adult admission price. Tickets are in packs of 25 at a cost of $325.00.
Quantity of Packs Desired @ $325.00 Each = $
Enclosed (Packs of 25)
PROCEDURE FOR ORDERING: Complete the order form below, please print or type the information. Orders MUST be accompanied by a check. Unused tickets are not refundable.
COMPANY:
STREET ADDRESS:
(Tickets will be shipped to this location via UPS. No P.O. Boxes.)
CITY: STATE:_ ZIP
SPACE OR BOOTH NUMBER(S):
AUTHORIZED BY:
TELEPHONE #:_
EMAIL:_
Print Name Signature
TITLE:_
DATE:
MAIL TO: San Diego International Auto Show®
c/o New Car Dealers Association® San Diego County 10065 Mesa Ridge Court San Diego, CA 92121 Phone: (858) 550-0080
Make all checks payable to: San Diego International Auto Show®
Deadline Date for Orders: November 24, 2017