Exhibitor Manual 2024

Contacts  Health & Safety  Services & Suppliers  Show Information  Sustainability  Task List  Timetable  Your Stand  Venue & Access  

The Organising team is here to help you with any queries you may have. Please see below for full contact details for the Transport Ticketing North America team.

If you are exhibiting with us for the first time or have any queries please do not hesitate to contact the relevant members of the team. We are readily available to assist you with your preparations for the Transport Ticketing North America 2024.

If your enquiry is about your stand size, location, cost or insurance – please contact the Sales team.

For opportunities to promote your presence at the show to your own customers or to show visitors – please contact the Marketing team.

For anything else detailed in this Manual, the Operations team or the specified contractor will be pleased to help.

Portfolio Director	Stuart Barker	support@transport-ticketing.com
Event Manager	Andrew Earle	andrew.earle@clarionevents.com
Business Development Manager	Andrew Falconer	andrew.falconer@clarionevents.com
Head of Content	Lavinia Pop	lavinia.pop@clarionevents.com
Senior Marketing Executive	Merin Babu	merin.babu@clarionevents.com
Operations Manager	Lucy Smit	support@transport-ticketing.com

 

It is compulsory that all booths complete the Health & Safety declaration. 

As an exhibitor, you have a legal and moral duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your booth during the build-up, open period and breakdown of the show.

Transport Ticketing North America 2024 adheres to the g-Guide, the global guide to minimum safety standards. Please ensure you've read and understood this document before completing your Health & Safety declaration.  

 

Accommodation	Event Beds	T: +44 (0) 1142 993 444	E: contact@nubreedhotels.com
Audio Visual	Encore	T: +1 (312) 925 6443	E: encoremarriottCHIDT@encoreglobal.com
Car Parking	Marriott Magnificent Mile	T: +1 (312) 836 0100	E: brooke.blyth@renhotels.com
Catering	Marriott Magnificent Mile	T: +1 (312) 836 0100	E: brooke.blyth@renhotels.com
Cleaning	Marriott Magnificent Mile	T: +1 (972) 580 9000	E: exhibitorservice@theexpogroup.com
Electrics & Lighting	Encore	T: +1 (312) 925 6443	E: encoremarriottCHIDT@encoreglobal.com
Furniture	Cort	T: +1 (630) 972 0146	E: DL-CORTtseChicago@cort.com
Graphics	Full Vision	T: +44 (0) 20 3866 4444	E: sam@fullvision.co.uk
Internet	Encore	T: +1 (312) 925 6443	E: encoremarriottCHIDT@encoreglobal.com
Logistics - Freight & Customs	Kuehne & Nagel	T: +44 (0) 7989 547 376	E: alex.walton@kuehne-nagel.com
Space Only Stand Plans	Operations Team	T: +44 (0) 207 384 8065	E: support@transport-ticketing.com

 

Accommodation

As Transport Ticketing North America takes place over two days we recommend you book a hotel in the local area. As well as the Marriott itself there are a vast number of hotels in the area, with a price to suit your budget. Our official accommodation partner, EventBeds by Nubreed Hotels have exclusive discounts at carefully selected hotels close to the event. 

It's recommended to book early as the accommodation does fill up fast - click here to find the hotel to suit your budget.

For group bookings of 6 rooms or more please click here.

Audio Visual

Encore have been appointed as the official AV supplier for Transport Ticketing North America 2024.

If you require AV within your stand, you can order here or contact Encore directly via the details on the Services & Suppliers section.

Please note that all orders must be placed by Monday 10 June at the latest. There will not be an opportunity to order AV onsite. 

Children

Children under 16 are strictly forbidden to be on the show floor during the build-up and breakdown. There are no exceptions to this rule.

Customs

Kuehne & Nagel have been appointed as the official contractor for customs at Transport Ticketing North America 2024.

Should you require any assistance with shipping to and from the event you can contact them via details on the Services & Suppliers section.

Damage & Loss

Neither the Organisers, the venue nor the sponsors accept any responsibility for damage or loss of any properties introduced by the exhibitors and/or their agents/contractors. Exhibitors are especially warned that the exhibits are the sole responsibility of the exhibitor to whom they belong.

Exhibitors should arrange their own insurance against all risks. The strongest possible precautions against pilferage should be taken at all times.

Please do not fix, screw or drill into the venue’s existing walls or floors. If attaching to the venue columns/walls, please use white-tac only. Charges will apply to any associated damages, as well as paint spillage and failure to remove large items of rubbish.

Pipe & drape exhibitors are also reminded they will be charged for any damages to their booth through inappropriate fixings, painted panels etc.

Data Protection

When using lead retrieval tool to scan visitors’ badges and collect their personal data (as they disclose and consent to when registering) the exhibitor becomes the Data Controller and is then responsible for the safe and legal use and storage of personal data.

Visitors can – and may – ask to see your data protection policy. Visitors are also within their rights to decline to have their badge scanned by any exhibitor. Further information regarding data protection can be found on the Information Commissioners’ Office website https://ico.org.uk/

Deliveries 

Please ensure deliveries are scheduled when someone will be onsite to receive them as unfortunately, we are unable to sign for deliveries on exhibitors’ behalf.

If you are unable to guarantee this, please consider using Kuehne & Nagel as they will be onsite and can take delivery of your items for a small handling fee. They will then only deliver to your stand once someone is there to receive the goods.

All items for delivery must be clearly labelled as per the below:

FAO:
Transport Ticketing North America 2024
Exhibiting Company Name & Booth Number
Onsite Contact Name & Mobile Number

Chicago Ballroom
5th Floor
Chicago Marriott Downtown Magnificent Mile,

540 Michigan Ave,

Chicago,

IL 60611,

United States

Electrics

All booths come with 1 x  power socket as part of the stand.

Any additional power and electrics MUST be ordered via Encore, the official contractor.

You can order here or contact Encore directly via the details in the Services & Suppliers section.

Please note that the delivery, setting-up, plugging in, interconnecting of all exhibitor electrical equipment, computers, audio-visual devices and other equipment booked through The Expo Group must be done by The Expo Group staff, exhibitors are not permitted to complete any of this themselves. 

Exhibitor Badges

All staff members attending Transport Ticketing North America 2024 will need an exhibitor badge in order to enter the exhibition and gain access to the Event App. 

You should have already received log in details for the Live Buzz Exhibitor Hub where you can register the passes included in your package.

If you haven't yet received your log in information please contact the Operations Team.

Furniture

Each booth comes with 1 x table, 2 x chairs and 1 x waste bin included. 

Should you wish to order any additional furniture for your booth please contact Cort via the details in the Services & Suppliers section.

You can view their catalogue here. 

Graphics & Signage

Full Vision are our official graphics supplier.  For more information and to discuss your requirements please contact Full Vision via the  Services & Suppliers section.

Insurance

You are reminded that in accordance with your contract terms & conditions you must take out adequate exhibition insurance cover. Please read your exhibition stand Terms and Conditions sent out with your stand contract. Public Liability should be a minimum of £2m for exhibitors and contractors. 

You have the option to be included under Clarion's Exhibitor Protection Scheme or you can arrange your own suitable cover.

Whilst we take every precaution, we are not responsible for damage or loss to stand fittings and exhibits and cannot accept any responsibility for damage or loss of any properties introduced by the exhibitors and/or their agents/contractors. We advise you take out adequate insurance to cover your property.

Cancellation & Abandonment insurance to cover your costs and expenses is also highly advisable should you not be able to attend due to adverse weather for example. This is a specialist form of insurance normally only found on a separate Exhibition Policy.

Please note that currently insurance against cancellation due to COVID-19 or COVID-19 measures is not usually included in insurance policies – make sure you check your policy carefully and discuss any queries with your broker.

Internet & Wi-Fi

Each stand will be given 1 x Wi-Fi connection which is sufficient for checking emails etc. but should not be relied upon to show presentations or for streaming etc. If you require additional, specific, secure or maintained connection, please order this with the Encore via the Services & Suppliers section.

Lifting, Handling & Storage

Kuehne & Nagel have been appointed as the official contractor for lifting, handling & storage at Transport Ticketing North America 2024.

Unloading or reloading at the dock of any contracted carriers can be ordered in advance from Kuehne & Nagel.

Material Handling includes the unloading of your exhibit materials, storing for up to 30 days in advance at the warehouse address, delivering to the booth, the handling of empty containers to and from storage and removing of material from the booth for reloading onto outbound carriers when the show closes. It should not be confused with the cost of transporting your exhibit materials to and from the convention or event.

You have two options for shipping your advance freight – either to the warehouse or directly to show site.

Please get in touch with Kuehne & Nagel via the Services & Suppliers section to arrange your manual handling requirements. 

Operations Team

The Operations team will be able to assist with any operational questions you may have as you prepare for the show.

You can contact them via the Organiser Contacts page. 

Onsite the team will be based in the Organiser’s Office which is located by the registration desk. 

Rigging

There is no rigging permitted at Transport Ticketing North America 2024.

Shipping

Kuehne & Nagel have been appointed as the official contractor for shipping at Transport Ticketing North America 2024.

Should you require any assistance with shipping to and from the event you can contact them via details on the Services & Suppliers section.

Signage 

Each stand will come with a back wall graphic included, details on artwork specifications and deadline dates will be sent by the operations team shortly. 

Should you require any additional graphics please contact Full Vision via the details on the Services & Suppliers section.

Show Rules & Regulations

Please read the information below to ensure you adhere to the rules & regulations.

Code of practice:

Please ensure that your booth is staffed at all times during the show-open period and that all exhibits remain displayed during the show-open hours.

In order that no discourtesy is shown to last minute visitors to the event, we ask that no dismantling of any displays or exhibits commence before the show closes or until all visitors have left the building on Tuesday 18 June 2024.

Furthermore, for security reasons we would urge exhibitors to ensure that their booth is manned at all times during build-up and break-down. At every exhibition there is a risk of theft, and whilst we will take all responsible precautions to reduce this risk, you can also help to minimise these risks to both yourself and others by remaining vigilant and not leaving any items unattended.

Products of companies not exhibiting at the show cannot be used on stands for display purposes without written permission of the Organiser.

Distribution of promotional material:
All business including the dispensing of literature and promotional material must be conducted from your booth. You are forbidden to hand out leaflets in or around the Venue. No material must be attached to the structure of the building.

Gangways:
The gangways within the exhibition are the minimum permissible by law and have been subject to approval by the Local Authority. Under no circumstances can any part of your booth, furniture or exhibits project beyond the boundary of your booth.

All gangways must remain unobstructed and accessible at all times. Any exhibitor who has too much stock to fit within their booth should refer to the exhibition ‘lifting and handling order form’ or contact the official freight contractor to arrange storage.

If you or any of your staff are seen to be in breach of any of the show rules we as Organisers have the right to issue warnings or even remove you from the event.

Waste

Anything that would not normally go in a black refuse bag is classed as ‘unreasonable waste’ and will need to be removed from site by yourself or your contractor, or you’ll need to make arrangements with the venue cleaners to remove it.

All of your own waste must be removed from your stand before you leave the site.

Any items left behind intentionally OR unintentionally will be treated as waste and disposed of at the end of the tenancy – the cost for removal will be passed on to the exhibitor.

 

 

Transport Ticketing North America 2024 is committed to delivering a sustainable event and we encourage our exhibitors and contractors to make sustainability a key consideration. So, whether you are a fully-fledged sustainability champion or you are new to the topic, we have collated some useful points and actions that will allow you to succeed in planning towards a more sustainable event at Transport Ticketing North America 2024.

Booth Design and Construction (space only stands):

• Sustainability should be a fundamental part of your plans leading up to exhibiting. The best booth design doesn’t always require the most materials.
• Ask your booth builder to provide you with information about how they are reducing the environmental impact of your booth, and how they measure that reduction.
• Source environmentally friendly materials, avoiding those which will end up in landfill. Timber is used extensively in booth building, so insist your booth builder uses timber which carries the Forest Stewardship Council trademark, or which has been recycled already.
• Design for re-use and re-purposing of materials – find new ways to utilise materials which have previously been part of displays/attractions and are surplus to requirements at the end of the event. Design your booth to make best use of energy efficient lighting e.g. LED
• Maximise prefabricated components in your design which can be used again, and can be built/ dismantled efficiently.

Printed Material and Collateral:

• Are there more sustainable options available?
• Research the materials you are going to use on your booth – can they be safely and effectively used again?
• Reduce your printed literature by switching to digital options e.g., in-booth displays that can be easily cleaned and/ or handouts made available by USB or email.
• Minimise the amount of printed material distributed and reuse excess marketing material after the event e.g. don’t put a date on printed items so they can be used the following year.
• Take home what you don’t use!
• Consider using local suppliers – this supports local businesses and reduces your carbon footprint.
• Use paper packaging rather than plastic.
• Use recycled paper wherever possible or FSC certified paper.

Catering:

• Use reusable cups and glasses.
• Use paper packaging wherever possible.
• How are you going to manage your staff catering onsite – where and what is available?
• How many plastic containers can you “save”?

Energy and Resources Consumption:

• How many devices you are powering on your booth – are they all necessary?
• Manage energy consumption by incorporating low voltage LED lighting into your plans.
• Minimise the use of water wherever possible.

Transport:

• Encourage all stakeholders to use public transport rather than taxis.
• Encourage car-sharing by setting up a car share scheme; report how many miles and how many journeys saved – can you incentivise this?
• Team up with a carbon offsetting company and devise a mechanism for your all your stakeholders to get involved with carbon offsetting – there are lots of different companies including a UN programme.
  https://offset.climateneutralnow.org/registerresult/2

Waste:

• Minimise your waste
• Plan what can be recycled – how, when and where?
• Utilise recycling bins that are available appropriately

Suppliers:

We encourage exhibitors to use and contract Transport Ticketing North America 2024 recommended suppliers. Working with companies that are already collaborating with the event/business can reduce your environmental impact because you will benefit from shared transport/labour.

The tables below shows a number of tasks; please ensure you complete the compulsory section at your earliest opportunity. 

The optional services can be completed if/when you require them however, please make a note of the deadline dates as late or on-site orders will incur surcharges. 

Compulsory Tasks

TASK	DEADLINE	BOOTH TYPE
Register Exhibitor Badges	Friday 24 May 2024	All Booths
Health & Safety Declaration	Friday 24 May 2024	All Booths
Send your Logo (png & eps format) and Company Profile (200-300 words)	Friday 24 May 2024	All Booths
Space Only Plan Submission	Friday 24 May 2024	Space Only Booths

 

Optional Tasks

TASK	DEADLINE	STAND TYPE
Accommodation	Friday 24 May 2024	All Booths
Audio Visual, Additional Electrics Electrics & Internet	Monday 10 June 2024	All Booths
Booth Catering	TBC	All Booths
Furniture	Monday 03 June 2024	All Booths
Marketing Activity - Invite your network and promote your participation (contact merin.babu@clarionevents.com for assets)	ASAP	All Booths
Shipping - Air Freight	Friday 31 May 2024	All Booths

 

Move-in 

DATE	ACCESS TIMES	BOOTH TYPE
Sunday 16 June 2024	1200 - 1800hrs	Space Only Booths
	1400 - 1800hrs	Space with Branded Backdrop Booths

 

Move-in reminders:

• All booths must be completed within your scheduled time.
• Power is not guaranteed for your booth until the morning of show open. If you require temporary power, you must order this from Encore.

Late Working

You must ensure your booth design is able to be constructed within the timings provided. Clarion Events discourages late working and asks that all exhibitors and contractors ensure their teams are suitably staffed and rested to accommodate additional hours. 

Show Open

Anyone wishing to access the venue during the times below MUST be registered for the event.

DATE	SHOW OPEN HOURS	EXHIBITOR ACCESS
Monday 17 June 2024	0730 - 1730hrs	0700 - 1830hrs
Tuesday 18 June 2024	0800 - 1500hrs	0730 - 1500hrs

 

Move-out

DATE	ACCESS TIMES	BOOTH TYPE
Tuesday 18 June 2024	1530 - 1700hrs	Space with Branded Backdrop Booths
	1530 - 1800hrs	Space Only Booths

 

Move-out reminders:

• Booths must be manned until 1500hrs on Tuesday 18 June. Removal of material and equipment cannot begin before this time.
• No trollies or large packing materials will be allowed on the show floor until the hall is clear of visitors

THE VENUE MUST BE CLEARED OF ALL EXHIBITOR BOOTH CONTRACTORS AND BOOTHFITTING, INCLUDING WASTE MATERIALS, BY 1900HRS ON TUESDAY 18 JUNE.

EXHIBITORS WILL BE CHARGED FOR ANY MATERIALS LEFT.

There are strictly no children under the age of 16 to be onsite for move-in or move-out.

Space with Branded Backdrop 

What is included in your booth? 

Your booth will be built before you arrive onsite. 

The following items comprise a Space with Branded Backdrop booth:

• 'Walls' 
• Backwall Graphic 
• Carpet
• 1 x  socket 
• 1 x table, 2 x chairs & 1 x waste basket

Space Only Booths 

Space only booths will be contacted directly by the Operations Team with further information regarding their booth builds. 

Cleaning

Basic booth cleaning is included as part of your booth package - this is essentially a vacuum and waste removal. Surfaces and exhibits will not be cleaned as standard. Booths will be cleaned overnight.

First Aid

For first aid assistance please speak to a member of the Marriott Security team who are all first aid trained, or visit the Organisers Office by registration.

Please note that First Aid is the point of contact in any medical emergency, including the arranging of ambulances. Under no circumstances should an exhibitor contact the emergency services independently.

Lost Property

Lost property enquiries should be directed to the Organiser's Office.

Parking

We have arranged a discounted rate of $29 for self parking which is not listed on the standard parking info.

To take advantage of this rate you will need to collect a sticker from registration to attached to your parking ticket before you leave. 

For all other parking options you will need to speak to the attendants upon arrival at the hotel. 

Smoking

Smoking is not permitted anywhere within the venue.

Should you wish to smoke outside of the building please note that Chicago does not allow smoking within 15ft of any building entrance. 

Travel 

If you are arriving from Midway Airport take the CTA orange line to Roosevelt, transfer to red line toward Howard and exit at Grand Avenue. From there it is a two block walk to the venue.

If arriving from O'Hare Airport take the CTA blue line to Jackson, transfer to the red line heading toward Howard and exit at Grand Avenue. From there it is a two block walk to the venue.

Venue Emergency Procedures 

Please click here to see the venue's emergency procedures.