Installation and Dismantle
Online Exhibitor Service Manual
The Online Exhibitor Service Manual containing a complete set of service forms will be available July 18. Exhibitors wishing to receive a hard copy of the Online Exhibitor Service Manual must submit a request in writing to exhibits@sfn.org. Please allow 10 business days for delivery.
Installation Dates and Hours
- Wednesday, October 31, 8 a.m.–6 p.m. PDT (Targeted Move-in, Island booths only, 400 square feet and above)
- Thursday, November 1, 8 a.m.–6 p.m. PDT
- Friday, November 2, 8 a.m.–6 p.m. PDT
- Saturday, November 3, 8–10 a.m. PDT (Product set-up only may continue until 6 p.m.) If you have a popup booth and will arrive for set up, you must contact The Expo Group to get on the Saturday set up list. You must be completely set by 6 p.m. PDT.
- Sunday, November, 4 – No set up times, you must be completely set by 6 p.m., Sat., November 3.
* All wooden crates and empties must be tagged and ready for removal by 6:00 p.m. Friday, November 2.
Dismantling Dates and Hours (See below for important move out information)
- Wednesday, November 7, 5 p.m.–11 p.m. PST (Purple Area – All carriers must be checked in by 8 p.m. PST)
- Thursday, November 8, 8 a.m. – 2 p.m. PST (Green Area – All carriers must be checked in by 8 a.m. PST)
- Thursday, November 8, 8 a.m. – 4 p.m. PST (Orange Area – All carriers must be checked in by 12 p.m.PST)
See below key for layout of the floor plan. Unfortunately, this must be followed as we have a very tight move-out schedule. If you will not be able to move out of the certain areas by the time frame, please do not request to be in these areas.
| Purple Area | Island booths are not permitted in this area, only 10 x 10 booths. You will need to be completely finished with packing, labeling, and ready to ship out by 11 p.m. PST, Wednesday, November 7. Empties will start arriving to booths at 6 p.m. All carriers must be checked in by 8 p.m. |
| Green Area | You will need to be completely finished with packing, labeling, and ready to ship out by 2 p.m. PST, Thursday, November 8. Empties will start arriving to booths between 6 – 8 p.m. PST All carriers must be checked in by 8 a.m. |
| Orange Area | All booths permitted in this area. Empties will start arriving to booths between 8–10 p.m. PST. You will need to be completely finished with packing, labeling, and ready to ship out by Thursday, November 8 at 4 p.m. PST. Empties may take a little long in this area as the purple and green areas will need to receive empties first. All carriers must be checked in by 12 p.m. PST. |
Service Desk
The Exhibitor Service Desk will be open during installation to assist exhibitors with verification and adjustments of their orders for labor, furniture, and other auxiliary services. The Service Desk will be staffed throughout the meeting.
Worker Passes
All pre-approved exhibitor-designated contractors must obtain work passes for all personnel at the exhibitor registration desk during the hours of registration. Work passes must be visible at all times while on the premises of the convention center. Work passes are valid during installation and dismantle only.
In the interest of safety, only those individuals directly responsible for the installation and the dismantling of the booth will be permitted in the exhibit hall during move-in and move-out times. Under no circumstances will children or guests be allowed within the exhibit area until the official opening of the exhibits at 9:30 a.m. PST on Sunday, November 4.
Small Exhibits Only (i.e., Pop-Ups and Vinyl Case Booths)
A labor crew will be available for the set-up and dismantling of exhibits in accordance with advance orders. Exhibitors are urged to order all services in advance. Booth structures must be set and empty containers tagged by Friday, November 2, at 6 p.m. PDT Crates and containers that are not emptied and tagged will be removed from the floor and will not be returned until after the show ends and the hall has been cleared on Sunday after 5 p.m., therefore missing the first day of exhibits. Exhibitors will be charged overtime, per hour, on Sunday, for any containers that need to be returned to the booth, un-packed, and returned back to storage.
* No refuse, such as empty cartons, may be placed in the aisles after the final sweeping in the exhibit area on Friday, November 2, beginning at 6 p.m. PDT. Exhibitors are urged not to leave or place litter on the floor in the booths or aisles after the final cleaning because time will not permit a sweeping of booths or aisles on opening day.
* Only small exhibits that do not require a fork lift can set up on Saturday, November 3, from 8–10 a.m. PDT. Freight doors will close at 10 a.m. on Saturday. Exhibitors wishing to remain in the exhibit hall for light set up (unpacking literature/books, calibrating instruments, etc.) may do so as long as their noise level does not have an adverse effect on the ongoing poster presentations.
Poster session entrances (as indicated on the floor plan) open at noon on Saturday and at 7 a.m. PST Sunday to Wednesday for presenter setup only. Poster sessions are open for all attendees on Saturday at 1 p.m. PDT and Sunday through Wednesday at 8 a.m. PST.
Convention Center Rules and Regulations
Exhibitor compliance with the San Diego Convention Center is mandatory.
Floor Load and General Lighting
The exhibit floor load of San Diego Convention Center is 350 lbs. per square foot. For heavy machinery or displays, contact The Expo Group. 50 percent of lighting is provided during move-in and move-out. Lighting one (1) hour prior to show opening each day will be 100 percent. At the close of the show each day, lighting will be reduced to 50 percent.
Fire Regulations
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the City of San Diego Fire Prevention Bureau or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Details will also be included in the Online Exhibitor Service Manual.
Gratuities
Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for service rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the union has 15-minute paid breaks. Meal breaks are one half hour. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to The Expo Group’s show-site manager.
Please refer to the Online Exhibitor Service Manual for complete guidelines.
Exhibitor Appointed Contractor (EAC)
Exhibitors who plan to use the services of anyone other than the official service contractor must notify The Expo Group on or before October 10 in writing. Exhibitor Appointed Contractors must:
- Provide The Expo Group with an original Certificate of Insurance by October 10 (see below for specific requirements)
- Perform services in accordance with exhibition rules and regulations
- Not solicit business on the exhibit floor
- NEW: All EACs and contractors, suppliers and vendors who work in the facility must be identified with the WIS Badge or the credential issued by the SDCCC.
Note: SfN is required to provide the similar proof of our insurance including automobile liability, to the convention center.
Certificate of Insurance
See Exhibitor Service Manual for I & D company insurance information available July 16.
EAC Certificate of Insurance only: If your insurance broker is providing the required evidence of coverage please forward the certificate to 972-751-9540 (fax) or email dtrimble@theexpogroup.com.
Electricity-Air-Water-Drain
Order forms will be available in the Online Exhibitor Service Manual. Electrical service is 120, 208, 227, 480 volt (single and three-phase).
Union Regulations
To assist you in planning for your participation in the forthcoming convention, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling. To help you understand the various union jurisdictions in the San Diego area, we ask you to read the following.
Decorators Union
Display Installation & Dismantle
Members of this union claim jurisdiction over all set-up and dismantling of exhibits including signs and laying of carpet. This does not apply to the unpacking and placement of your merchandise. You may set up your exhibit display if one full-time employee can accomplish the task in less than one (1) hour without the use of tools.
If your exhibit preparation, installation or dismantling requires more than one (1) hour, you must use union personnel supplied by The Expo Group. As an exhibitor, you will be pleased to know that when union labor is required, you may provide your company personnel to work along with a union installer in San Diego on a one-to-one basis.
Teamsters
Members of this union claim jurisdiction on the operation of all material handling equipment, all unloading and reloading, and handling of empty containers. An exhibitor may move materials that can be carried by hand, by one person in one trip, without the use of dollies, hand trucks or other mechanical equipment.
Cleaning/Porter Service
San Diego Convention Center is the exclusive cleaning contractor. No other cleaning services, including exhibitor appointed contractors are allowed to perform these services.
Labor Rates
Straight time - $123.82/$160.97
Monday – Friday 8:00 a.m.-4:30 p.m.
Over time - $185.73/$241.45
Monday - Friday 4:30–8:30 p.m., Saturday 8:00 a.m.–4:30 p.m.
Double time - $247.64/$321.93
Monday - Friday 8:30 p.m.–8:00 a.m., Saturday after 4:30 p.m., all day Sunday and Holidays
The Expo Group will receive shipments at the San Diego Convention Center dock; delivery to the exhibitor’s booth; removal, storage, and return of empty crates and containers; and removal of packed shipments from the booth and transferring to the outgoing carriers at the San Diego Convention Center dock. Exhibitors are urged to ensure that all materials are delivered to booths on setup days because deliveries cannot be made during exhibit hours.
Safety
Standing on chairs, tables, or other rental furniture is prohibited. Rental furniture is not engineered to support standing weight. The Expo Group cannot be responsible for injuries or falls caused by the improper use of rental furniture. If assistance is required in the assembly/dismantle of your booth, please order labor in advance using the forms that will be provided in the Online Exhibitor Service Manual.
Tips
Our Work Rules prohibit the solicitation of tips by any of our employees. Our employees are paid excellent hourly wages denoting a professional status and we feel that tipping is not necessary. Should you be solicited for a tip, please report the incident to The Expo Group as soon as possible.
Shipping Information
All exhibitors are urged to verify the delivery of their freight before arrival in San Diego, CA. Many shipments cannot be traced or delivered on the weekend.
USPS, UPS, and Federal Express packages going to the San Diego Convention Center must be sent directly to The Expo Group, they will then be delivered to the exhibitor’s booth.
Shipping Instructions
Advance Warehousing is available to receive shipments on October 8. These shipments, which must be prepaid, are consigned to the warehouse and must arrive no later than Friday, November 2. Crated advance shipments are to be consigned as follows:
Neuroscience 2018
Company Name
Booth #
The Expo Group
c/o YRC
9525 Padgett St., San Diego, CA 92126
A copy of the bill of lading for motor freight and air shipments should be forwarded to:
The Expo Group
5931 W. Campus Circle Dr.
Irving, TX 75063
Attention: Dana Trimble
Phone: 972-580-9000 x 1440 / Fax: 972-751-9540
Email: dtrimble@theexpogroup.com
Uncrated shipments will not be received at the warehouse.
Direct to Convention Center receiving is available during exhibit setup beginning 8 a.m. on Thursday, Nov. 1. Direct prepaid uncrated/crated shipments are to be consigned as follows:
Neuroscience 2018
c/o The Expo Group
Exhibit Company
Booth #
San Diego Convention Center
111 West Harbor Dr., San Diego, CA 92101
Note: Any freight arriving directly at San Diego Convention Center before Thursday, November 1, that has not been confirmed as an early target move-in by The Expo Group, will be refused and returned to the exhibitor.
A copy of the bill of lading showing the number of pieces, weight, classification, carrier, and routing are to be sent to:
The Expo Group
5931 W. Campus Circle Dr.
Irving, TX 75063
Attention: Dana Trimble
Phone: 972-580-9000 x 1440 / Fax: 972-751-9540
Email: dtrimble@theexpogroup.com
Crate Storage
Empty crates, boxes, and cartons must be ready for removal from the exhibit area by 6 p.m., Friday, November 2. These materials should be nested as much as possible. “Empty” stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the exhibit service desk.
Containers or skids without the “empty” stickers will be considered refuse and disposed of accordingly. Crates, boxes, and cartons may not be stored behind booth backgrounds
Note: Nothing may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. San Diego Convention Center inspects all exhibits to ensure compliance.
