Setup Information + Exhibiting Tips
What’s New in 2022:
Currently we do not anticipate any major changes to the show due to COVID. Possible adjustments may be made to allow for fewer linear booths in a row, placement of food and beverage (particularly in the aisles for the exhibit hall) and more spacing in the meeting rooms. We will continue to update the Health & Safety section of the website as the Conference approaches.
We are closely monitoring developing guidelines and will apply as needed, but for now we will adhere to industry standard booth regulations. With the only EXCEPTION for linear booths, if you wish to construct a side divider that exceeds the height of 4 feet high in the front 1/2 of your booth space we will approve with the use of see-through plexiglass material that will not block neighbors sight-line.
Pay attention to the deadlines. Whether the deadline is for discounts to save you money on services you need, last chance dates, to other critical information. Review the Deadlines page to ensure you are taking advantage of every option available. Remember, ordering prior to the deadlines can save you up to 30 percent!
Minimize Labor Costs for Installation and Dismantling:
- If shipping direct, schedule your labor for the day after your target delivery date. Freeman cannot guarantee what time your freight will be delivered to your booth on the day it arrives.
- Number your crates according to content. Attach a diagram with instructions for exhibit setup, and include electrical requirements and repacking instructions.
- Submit electrical and telecommunications floorplans in advance. This allows Freeman and Morial Convention Center New Orleans (MCCNO) to review prior to your arrival onsite.
Each 10’ x 10’ booth will be set with 8’ high gray and blue back drape‚ 3’ high gray side dividers and a 7” x 44” one-line identification sign. Midnight (black and blue) aisle carpet is provided by Show Management. Floor covering is required for all booths. Exhibitors may provide their own floor covering, but it must cover the entire booth. Rental carpet is available in the Freeman in the exhibitor manual.
To ensure a successful show opening for all exhibitors at the 2022 IEEE PES T&D Conference, we are implementing a Clean Floor Policy. This will allow our General Service contractor, Freeman, sufficient time to complete the laying of the aisle carpet, the overall cleaning of the exhibit hall and provide exhibitors the space to complete their booth set up by keeping aisles clear. In addition, certain aisles will be designated as “No Freight” aisles. A “No Freight” aisle must be kept clear at all time of crates and boxes in order for all freight to be delivered in a timely fashion and on target for all booths throughout the show.
|Target Date||Time||All Crates Marked Empty Date||Time|
|Thursday, April 21||8:00 am||Saturday, April 23||12:00 pm|
|Thursday, April 21||12:30 pm||Saturday, April 23||4:00 pm|
|Friday, April 22||8:00 am||Sunday, April 24||12:00 pm|
|Friday, April 22||12:30 pm||Sunday, April 24||4:00 pm|
|Saturday, April 23 or Sunday, April 24 |
(All Remaining Wood Crates/Pallets)
|Monday, April 25||10:00 am|
**ALL WOOD CRATES/PALLETS MUST BE TAGGED AND REMOVED FROM THE EXHIBIT FLOOR NO LATER THAN 10:00 am MONDAY.**
In addition to the empty crate removal schedule above, the following will be picked up on Monday, April 25:
|ALL Fiber Cases, Cardboard boxes, Packing Materials, etc.||1:00 pm|
|Visqueen on booth carpet should be rolled up by the exhibitor or exhibitor appointed contractor and placed in the aisle.||3:00 pm|
|All aisles must be 100 percent clear of product and any other items that may impede with the installation of aisle carpet.||4:00 pm|
All exhibits must be fully installed by 4:00 pm Monday, April 25.
There will be no exception to this policy. Any crates without empty or access storage labels will be tagged by Freeman and will be removed from the exhibit hall whether they are full or empty. Exhibitors may request crates to be returned to their booth at exhibitors’ expense.
There are columns in the exhibit halls. Be sure to note the column locations when you select your booth. These columns are either 4′ in diameter or 17′ in diameter and some columns include emergency equipment or access panels which cannot be obstructed. Convention Center personnel must have clear access to these services at all times. Before preparing your booth design, be sure to review your booth column diagram and plan accordingly. The column diagrams are available upon request or have been sent to the logistics contact on file.
Note: These guidelines only apply to columns physically located in your contracted space.
- General Guidelines:
- Must provide access to any emergency equipment or access panels on the columns.
- Emergency exit signage on the column must be kept clear. Anything that is marked fire cabinet, hose cabinet, fire alarm strobe light or similar needs unrestricted access at all times.
- Fire strobes must remain visible.
- 5’ clear access to any FX cabinets located on a column. The column can be decorated with drape.
- Utility panels must be accessible. If an exhibitor wants to wrap a column they will need to submit the following to get building approval.
- A booth layout detail indicating the column wrap.
- The height of the wrap.
- The material the wrap will be made out of.
- Utility requirements and a layout plan for the booth to determine if any services will need to come from the wrapped column.
If you have any questions or concerns regarding your booth structure or set-up around these columns please contact [email protected]
Exhibitors and EACs (Exhibitor Appointed Contractors) have access to the exhibit hall based on the following schedule. Note: These are NOT the show hours.
|Thursday, April 21 – Sunday, April 24||7:30 am – 5:00 pm||Exhibitor Badge or EAC Wristband|
|Monday, April 25||7:30 am – 5:00 pm||Exhibitor Badge or EAC Wristband|
|Tuesday, April 26||7:00 am – 6:00 pm||Exhibitor Badges|
|Tuesday, April 26||7:00 am – 9:00 am Only||EAC Wristband|
|Wednesday, April 27||8:00 am – 7:00 pm||Exhibitor Badges|
|Thursday, April 28||8:00 am – 10:00 pm||Exhibitor Badges|
|Thursday, April 28||3:00 pm – 10:00 pm Only||EAC Wristband|
|Thursday, April 28||3:00 pm – 10:00 pm||Exhibitor Badge or EAC Wristband|
|Friday, April 29||7:30 am – 5:00 pm||Exhibitor Badge or EAC Wristband|
|Saturday, April 30||7:30 am – 12:00 pm||Exhibitor Badge or EAC Wristband|
It is important to note deadlines for both discounted services and due dates to provide critical information (final program, housing, etc.). View a complete list of exhibitor deadlines here.
The target floorplan will be available in July 2021. Please note if your booth size or location changes your target move-in date may also change.
The target move-in date assigned to each company refers to the date and time Exhibitors may schedule onsite freight delivery. If freight is delivered to the Advance Warehouse by the specified deadline date, it will be delivered to the booth by 8:00 am on the target move-in date assigned. If the Exhibitor chooses onsite freight delivery, the carrier must check in at the marshaling yard by 3:30 pm of assigned the Exhibitor’s move-in date. Freight could be delivered to the booth as late as midnight of the target move-in date. In this case, installation labor should be ordered to begin work the day after the target move-in date.
All display materials and other freight must arrive on the target move-in date. Display materials which arrive before or after the target move-in may be subject to an additional surcharge.
All Linear Booths (10′ x 10′, 10′ x 20′, etc.) are assigned a target move-in date of Saturday, April 23.
For more information and helpful hints on pre-show procedures and move-in, please visit www.freemanco.com/preshowfaq.
Contact T&D Exhibits at (972) 521-9902 or via email with any questions.