Installation and Dismantle
Installation and Dismantling Dates and Hours|
Installation 9 a.m. – 11 a.m. EST Saturday, November 11 or Monday, November 13 |
Dismantling 2 p.m. – 4 p.m. EST Sunday, November 12 or Tuesday, November 14 |
Online Exhibitor Service Manual
The Online Exhibitor Service Manual containing a complete set of service forms will be available July 17.
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.
Convention Center Rules and Regulations
Exhibitor compliance with the Walter E. Washington Convention Center is mandatory.
Floor Load and General Lighting
The exhibit floor load of the Walter E. Washington Convention Center is 350 lbs. per sq. ft. For heavy machinery or displays, contact The Expo Group.
25% of lighting is provided during move-in and move-out.
Lighting one (1) hour prior to show opening each day will be 100%. At the close of the show each day, lighting will be reduced to 50%.
Electricity-Air-Water-Drain
Order forms will be available in the Online Exhibitor Service Manual.
Electrical service is 120, 208 volt (single and three-phase).
Fire Regulations
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the District of Columbia 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.
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 9 in writing. Exhibitor Appointed Contractors (EACs) must:
- Provide The Expo Group with an original Certificate of Insurance by October 9 (see below for specific requirements)
- Perform services in accordance with exhibition rules and regulations
- Not solicit business on the exhibit floor
- 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 Walter E. Washington Convention Center.
Safety
Standing on chairs, tables, or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. The Expo Group cannot be responsible for injuries or falls caused by the improper use of rental furniture. Please assist in our efforts to provide a SAFE WORKING ENVIRONMENT for everyone.
Labor Rates
| Straight Time Rates Coming Soon |
Over Time Rates Coming Soon |
Double Time Rates Coming Soon |
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 Washington, DC area, we ask you to read the following.
Exhibitor Booth Set-Up/Dismantle Information
The installation and dismantling of prefabricated displays comes under the jurisdiction of the carpenters’ union. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for one (1) hour on the installation (move-in) and one (1) hour on the dismantle (move-out) without union labor on booths that are larger than 10’ x 10’. Exhibitors may work in booths 10’ x 10’ or smaller without the use of union labor.
Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or The Expo Group.
Material Handling
One individual from each exhibiting company is permitted one trip to hand-carry items into the facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. The Expo Group will control access to the trade show floor which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by The Expo Group. Rates for material handling services will be included in the exhibitor service manual.
The Expo Group shall be the sole authority on all matters in the DOCK area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment.
Any conflicts or disagreements regarding the union jurisdictions or interpretations thereof should be resolved with representatives of The Expo Group and Show Management.
Riggers
Responsible for uncrating, un-skidding, positioning, and re-skidding of all machinery.
Teamsters
Responsible for the handling of all material (except machinery) in and out of the exhibit hall.
Hanging Signs
Depending on the type of hanging sign, it will be assembled & installed by decorators or electricians.
Shipping Information
The Expo Group will receive shipments at the Walter E. Washington 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 Walter E. Washington 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.
All exhibitors are urged to verify the delivery of their freight before arrival in Washington, DC. Many shipments cannot be traced or delivered on the weekend.
USPS, UPS, and Federal Express packages going to the Walter E. Washington Convention Center must be sent directly to The Expo Group, they will then be delivered to the exhibitor’s booth.
Shipping Instructions
| Advanced Warehousing Advance Warehouse is available to receive shipments on October 16. These shipments, which must be prepaid, are consigned to the warehouse and must arrive no later than Friday, November 3. Crated advance shipments are to be consigned as follows: Graduate School Fair 2023 Company Name Booth # The Expo Group c/o ABF Freight 6720 Washington Blvd, Elkridge, MD 21075 Uncrated shipments will not be received at the warehouse. |
Direct to Convention Center Direct to Convention Center receiving is available during exhibit setup beginning 8 a.m. on Thursday, November 9. Direct prepaid uncrated/crated shipments are to be consigned as follows: Graduate School Fair 2023 c/o The Expo Group Exhibit Company Booth # Walter E. Washington Convention Center – Hall E 801 Mount Vernon Place, NW Washington, DC 20001 Note: Any freight arriving directly at Walter E. Washington Convention Center before Thursday, November 9, that has not been confirmed as an early target move-in by The Expo Group, will be refused and returned to the exhibitor. |
| Advance Warehouse Billing 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: Exhibitor Service Phone: 972-580-9000 Email: exhibitorservice@theexpogroup.com |
Direct to Convention Center Billing 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: Exhibitor Service Phone: 972-580-9000 Email: exhibitorservice@theexpogroup.com |
Crate Storage
Empty crates, boxes, and cartons must be ready for removal from the exhibit area by 6 p.m., Friday, November 10. 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. The Walter E. Washington Convention Center inspects all exhibits to ensure compliance.
Return Shipping
Please note that exhibitors are responsible for all return shipping. A business center is located in the convention center for your convenience.
