JAVITS CENTER, NEW YORK, NY
NOVEMBER 7-8, 2024

Portfolio Events

Exhibitor Service Kit

This page is designated to assist you with your event preparation.  Please read the following instructions/pages carefully.

Official Vendors

Audio Visual - October 27 Deadline
Catering
Cleaning - October 27 Early Pricing Deadline
Exhibitor Badges
Exhibitor Packages - October 27 Early Pricing Deadline
Exhibitor Appointed Contractor
Flooring - October 27 Early Pricing Deadline
Furnishings - October 27 Early Pricing Deadline
Health & Safety - October 27 Early Pricing Deadline
Housing - October 11 Deadline
Insurance
Internet/Telephone - October 27 Deadline
Labor - October 27 Early Pricing Deadline
Lead Retrieval - September 29 Early Pricing Deadline
Material Handling - October 27 Early Pricing Deadline
Security Services - October 27 Deadline
Signs & Graphics - October 9 Early Pricing Deadline
Utilities & Electrical - October 27 Early Pricing Deadline

Questions?  We are here to help!

Have questions?  We are here to help!
Leslie Berry
Client Success Specialist
l.berry@closerstillmedia.com

Important Dates & Times

Exhibitor Move-In

Monday, November 6, 1:00 PM - 5:00 PM

Tuesday, November 7, 8:00 AM - 5:00 PM

Wednesday, November 8, 7:00 AM - 8:00 AM 

Exhibitor Move-Out

Thursday, November 9, 6:00 PM - 10:00 PM - ALL EXHIBITORS 

Exhibit Hall Dates & Times

Wednesday, November 8, 8:00 AM - 6:00 PM

Thursday, November 9, 8:00 AM - 6:00 PM

Conference Dates & Times

Wednesday, November 8, 8:00 AM - 6:00 PM 

Thursday, November 9, 8:00 AM - 6:00 PM

General Information

QUICK FACTS    

ONLINE ORDERING
You can place your order online in the Freeman Online Ordering System for Health & Safety, Exhibit Packages, Flooring, Furnishings, Utilities & Electrical, Signs & Graphics, Shipping, Material Handling, Labor and Cleaning.

ACTIVITIES & DEMONSTRATIONS
Submit a detailed outline/time frame of any onsite activity or demonstration.  Review of submission must be completed prior to onsite arrival. Submit all requests to t.payne@closerstillmedia.com

ANIMALS ON THE SHOW FLOOR
Please fill out the form linked here by September 22, 2023 if you wish to bring an animal to New York Vet Show. No animals will be allowed in the venue without the necessary documentation.

DISPLAY REGULATIONS
DISPLAY REGULATIONS - Please review all height/display regulations and (if applicable) submit booth floorplans to t.payne@closerstillmedia.com by October 20, 2023.

RAW SPACE BOOTH INFORMATION
Exhibitors who have booked raw space will have an empty space on the show floor with no existing pipe and drape.  An outlined/detailed booth plan with full dimensions (including hanging signage - for island booths only) must be submitted to t.payne@closerstillmedia.com no later than October 20, 2023.

PIPE & DRAPE BOOTH INFORMATION
Includes 8' high black pipe and drape, and a one-line ID sign 7" x 44".  Any sign or display that extends higher than the 8' background curtain may not have any copy or design facing the direction of neighboring companies.  Failure to comply by the guidelines could result in labor charges at the exhibitors expense.

EARLY REMOVAL OF BOOTHS
No exhibitor is allowed to pack, remove, or dismantle their booth prior to the official closing of the event without written permission from the New York Vet team. If any Exhibitor is in violation of this policy an assessment will be made. No contract labor personnel will be allowed on the trade show floor before the official close of New York Vet unless previously authorized by the New York Vet team.

FLAME PROOFING & FIRE REGULATIONS
Table coverings, as well as all booth equipment, must be a non-flammable material. All decorative materials must be fire-resistant and in accord with the standard established by the New York City Fire Department. Affidavits attesting to flameproof compliance with New York City Fire Department Regulations must be submitted when requested.

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 and 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.
  • We discourage anyone under the age of 16 from being in the exhibit hall during exhibitor move-in and move-out. If anyone under the age of 16 is present during move-in and move-out, 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 that 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 move-in/move-out of exhibits is NOT permitted by exhibitors or by their exhibitor appointed contractors (EAC's). 

STORAGE
At no time and under no circumstances shall the exhibitor keep or store any packing cases, crates or containers or any other packing materials under, behind their display or exhibit.  If you need storage for packing cases, the general show contractor freeman is able to offer this service.

SUITCASING
Any exhibitor who solicits business outside of their company booth, including outside conference theaters are in violation of US VET SHOW guidelines will be asked to leave the event immediately UNLESS a floorwalkers license has been purchased. Any violations witnessed should be reported to the New York Vet Show Team.

NOTICE TO EXHIBITORS REGARDING NON-OFFICIAL CONTRACTORS
Show Management carefully considers the selection of Official Contractors based on quality of service, variety of products, price, and reputation. Since these contractors frequently work on more than one show with us, they value the business of our customers and provide quality products and services. Some companies may misrepresent themselves as being an official contractor so be sure to check the list in the exhibitor manual or give us a call. Some things to watch for if you are considering the services of a non-official contractor are hidden charges for material handling, labor, and shipping that you might not pay otherwise (for example on carpet rental), control over delivery time, availability during move-in and leverage if something goes wrong. Also be advised that non-official contractors will need to abide by the Exhibitor Appointed Contractor procedures, provide insurance certificates, etc. in order to gain access to the Show Floor.

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OFFICIAL VENDORS

Catering
Cultivated Catering

Food will be available on the exhibit floor. There are also many food options available near the Javits Center.

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Exhibitor Appointed Contractor (EAC)
Freeman

If you are using an EAC, please complete and submit the EAC Form

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Insurance

Freeman and/or the Association (Exhibit Manager) and/or the Exhibit Convention Site will not be responsible in any way for the safety of any exhibit or materials against fire, water, theft, accident or any cause nor for the loss or damage to goods consigned to its care. However; every effort will be made to protect exhibitor’s property. You are advised to consult your insurance broker for proper coverage on any of your display material from the time it leaves your Company’s premises until it returns. In most cases, a rider can be added to your present policy for a very nominal cost.

Insurance is included on your invoice. Should you already have insurance, you will need to upload a copy of your COI using the custom link emailed by CloserStill Media by October 1st, 2023 and we will refund the $295 insurance fee. Any questions, please contact Mia Rivera m.rivera@closerstillmedia.com.

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Internet/Telephone

Public WiFi will be available on the exhibit floor. If you would like to order high powered Wi-Fi, please click on the following link to create an account through Jake, the Javits Center's new customer portal listed here: https://jake.javitscenter.com/register

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Parking
The Javits Center

Javits does not have a Parking Lot or Garage. There is a pay for parking lot available on West 34th Street between 11th Ave and 12th Ave, closer to 12th, on the South side of the street which costs $40.00 a day. 

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Utilities & Electrical
Freeman

CLICK HERE TO ORDER ELECTRIC FOR YOUR BOOTH.

Please note you will have to make an account through Jake, the Javits Center's New Customer Portal, to order your electrical needs. 

October 27, 2023 is the early pricing deadline

If you need assistance or have questions, contact:
Freeman Exhibitor Services
(888) 508-5054
customersupport@freeman.com

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Shipping Materials to/From the Show

STEP 1 - SHIPPING MATERIALS BEFORE THE SHOW

  • Insurance - be sure your materials are insured from the time they leave your firm until they are returned after the show. It is suggested that exhibitors arrange all-risk coverage. This can be done by riders to your existing policies. All materials handled by Freeman are subject to their Terms and Conditions.
  • You can arrange for your shipment(s) to be picked up and delivered to either the Freeman Warehouse or Show Site (more details below) with a carrier of your choice. 
  • Alternatively, you can contact Freeman Transportation to arrange this service for you:    
  • International Exhibitors - we recommend you book your shipment with Freeman Transportation. As part of their service, they will be able to help you arrange all necessary documentation regarding clearing customs. You can contact them on: 

STEP 2A - DELIVER TO THE WAREHOUSE

  • Freeman is the exclusive provider of freight services (material handling). This needs to be booked in advance. This includes:
    • unloading your exhibit materials
    • storing up to 30 days in advance at the warehouse
    • delivering to the booth
    • handling of empty containers to and from the storage
    • removing of material from the booth for reloading onto outbound carriers
  • Estimating your Material Handling charges - login to freemanco.com, select your show and click on "My Material Handling Costs". You will also have the option to print shipping labels, get tips on how to package your freight and more.
  • From Mon, Oct 9 - Freeman will accept crated, boxed or skidded materials at the warehouse. Loose or pad-wrapped material must be sent directly to show site.
  • After Tues, October 10 - Materials will be received at the warehouse with an additional after-deadline charge.
  • Warehouse opening hours are Monday - Friday, 8:00 AM  - 3:00 PM, except holidays.
  • Provide your carrier with this number, if required: (888) 508-5054 or (201) 554-2021.
  • To check on your freight arrival‚ call Freeman Exhibitor Services on (201) 554-2021.
  • All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight. This information will be identified on your Shipping Label downloaded from your profile at freemanco.com.
  • Shipments received without receipts or freight bills, such as Federal Express and UPS, will be delivered to the booth without guarantee of piece count or condition.
  • Certified weight tickets must accompany all shipments.
  • Warehouse freight will be delivered to your booth prior to exhibitor set up.

FORKLIFTS

  • Forklift orders to install or dismantle your booth after materials are delivered may be ordered in advance or at show site. We recommend that you order in advance to avoid additional charges at show site. Refer to freemanco.com for more information and placing your order.
  • Advance and show site orders for equipment and labor will be dispatched once a company representative signs the labor order at the Freeman Service Center at show site.
  • Start time is guaranteed only when equipment is requested for the start of the working day.

STEP 2B - DELIVER TO SHOW SITE

  • Freeman is the exclusive provider of freight services. This needs to be booked in advance
    This includes:
    • unloading your exhibit materials
    • storing up to 30 days in advance at the warehouse
    • delivering to the booth
    • handling of empty containers to and from the storage
    • removing of material from the booth for reloading onto outbound carriers
  • Estimating your Material Handling charges - login to freemanco.com, select your show and click on "My Material Handling Costs". You will also have the option to print shipping labels, get tips on how to package your freight and more.
  • Delivery starts ONLY on Tuesday, October 17, 2023 beginning 8:00 am.
  • Shipments arriving before this date may be refused by the facility.
  • Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
  • Provide your carrier with this number, if required: (888) 508-5054
  • All shipments must have a bill of lading or delivery slip indicating the number of pieces, type of merchandise and weight. This information will be identified on your Shipping Label downloaded from your profile at freemanco.com.
  • Shipments received without receipts or freight bills, such as Federal Express and UPS, will be delivered to the booth without guarantee of piece count or condition.
  • Certified weight tickets must accompany all shipments.

FORKLIFTS

  • Forklift orders to install or dismantle your booth after materials are delivered may be ordered in advance or at show site. We recommend that you order in advance to avoid additional charges at show site. Refer to freemanco.com for more information and placing your order.
  • Advance and show site orders for equipment and labor will be dispatched once a company representative signs the labor order at the Freeman Service Center at show site.
  • Start time is guaranteed only when equipment is requested for the start of the working day.

STEP 3 - EMPTY CONTAINERS DURING THE SHOW

  • Pick up “Empty Labels” at the Freeman Service Center at show site. Affixing the labels to the containers is the sole responsibility of the Exhibitor or its representative.
  • Once the container is completely empty, place a label on each container individually. Labeled empty containers will be picked up periodically and stored in non-accessible storage during the show.
  • Protecting materials at show site - consistent with trade show industry practices‚ there may be a lapse of time between the delivery of your shipment(s) to your booth and your arrival. During these times‚ your materials will be left unattended. We recommend that you arrange for a representative to stay with your materials or that you hire security services to safeguard your materials.

STEP 4 - EMPTY CONTAINERS AFTER THE SHOW

  • To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by 5:00 PM Friday, October 9th, 2023
  • Empty containers will be returned by Friday, October 20 by 4:00 pm
  • If you are scheduling dismantle labor, be sure to allow sufficient time for empty containers to be returned to your booth.
  • To save time, you can complete an Outbound Shipping Form in advance with your order.
  • Once Freeman receives your outbound shipping information Freeman will create your Material Handling Agreement (MHA) and shipping labels. Each shipment must have a completed MHA in order to ship materials from the show.
  • All pieces must be labeled individually.
  • If the shipping information is provided in advance, the Material Handling Agreement will be delivered to your booth with your invoice. Otherwise, the MHA and labels will be available for pick up at the Freeman Service Center at show site.
  • After materials are packed‚ labeled‚ and ready to be shipped‚ the completed Material Handling Agreement must be turned in at the Freeman Service Center at show site.
  • Protecting materials at show site - consistent with trade show industry practices‚ there may be a lapse of time between your departure and the actual pick-up of your materials. During these times‚ your materials will be left unattended. We recommend that you arrange for a representative to stay with your materials or that you hire security services to safeguard your materials.

STEP 5 - SHIPPING MY MATERIALS AFTER THE SHOW

  • Call your designated carrier with pick-up information. Be sure they know the company name and booth number.
  • In the event your selected carrier fails to show by the final move-out day‚ your shipment will either be rerouted on Freeman’s carrier choice or delivered back to the warehouse at the exhibitor’s expense.
  • Alternatively, Freeman Transportation will be on show site to book outbound transportation if you have not made arrangements in advance.

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