Transport Ticketing North America 2025 – Exhibitor Manual

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 2025.

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.

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 2025 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

As Transport Ticketing North America takes place over two days we recommend you book hotel accommodation. Click here to book your stay at our host hotel, the Sheraton Grand Chicago.

It's recommended to book early as the accommodation does fill up fast. The cut off date for booking accommodation is 5/26/25 MON 5PM CST. After this date, the hotel cannot guarantee availability, and the rates will no longer be the preferred ones for the event.

Audio Visual

Encore have been appointed as the official AV supplier for Transport Ticketing North America 2025.

Please click here to play your order. 

Please note that all orders must be placed by Friday 6 June at the latest. There will not be an opportunity to order AV onsite. 

Children

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

Admission is for individuals aged 16 and over only. Children must be accompanied by an adult, and the Operations Team needs to be notified in advance. Each request will be reviewed on a case-by-case basis.

Damage & Loss

Neither the Organisers or the venue 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.

Exhibitor with a backwall provided by the Organisers 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 

FedEx are the preferred Logistics Partner of the Sheraton Grand Chicago. Please click here for further information and instructions on shipping to the venue.

If you are expecting any deliveries onsite, please make the Operations Team (support@transport-ticketing.com) aware. The team will collate a list of exhibitors expected deliveries to support them if any delays/issues incur. Please note, however, that the Operation team is not responsible for any loss or delays of deliveries.

Electrics

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

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

Please reach out to sheratonelectricalchicago@ges.com for further information and to place your order.

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

Exhibitor Badges

All staff members attending Transport Ticketing North America 2025 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 and 2 x chairs.

For more information and to discuss any additional requirements please contact GES 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

A private Wi-Fi connection will be provided by the organisers for all exhibitors. The network details are as follows:

SSID: MarriottBonvoy_Conference
Password: TTNA25

This connection is suitable for basic use such as checking emails and general browsing. However, it is not recommended for demonstrations, streaming, or any bandwidth-intensive activity. Exhibitors requiring a dedicated, high-speed, secure, or managed internet connection for such purposes are strongly advised to place an order directly with Encore via the Services & Suppliers section.

Lifting, Handling & Storage

If you have a large delivery i.e. transport ticketing machines, you will have to contact the event Logistic Partner for any package handling and storage fees.

FedEx are the preferred Logistics Partner of the Sheraton Grand Chicago.

You are advised to look carefully at the package handling and storage fee in order to asses how to deliver your items (one heavier box or lots of smaller ones).

Please click here for further information and instructions.

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 at support@transport-ticketing.com

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 2025.

Signage 

Full Vision are the official graphics supplier.

If you are looking to enhance your stand , we also offer an upgrade option that includes a backwall and/or dividers with custom graphics. 

 Upgrade pricing for backwall:

• 10ft x 10ft – £500
• 10ft x 20ft – £750

Upgrade pricing for dividers

• 1 side divider – £300
• 2 sides divider – £600

All exhibitors will need to provide print-ready artwork files and the graphic should include their exhibiting name and stand number. 

To order, please click here.

Should you require any additional graphics please contact our official graphics supplier 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 manned 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 Wednesday 25 June.

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.

Under no circumstances can any part of your booth, furniture or exhibits project beyond the boundary of your booth. Any exhibitor who has too much stock to fit within their booth should contact the official freight contractor to arrange storage.

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.

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 2025 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 2025.

Booth Design and Construction (if supplying your own backwall):

• 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 2025 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

Optional Tasks

Move-in 

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.

Move-out

Move-out Reminders 

• Booths must be manned until 1600hrs on Wednesday 25 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
• Contact the Operations Team for any queries on the move-out timings.

THE VENUE MUST BE CLEARED OF ALL EXHIBITOR BOOTH CONTRACTORS AND BOOTHFITTING, INCLUDING WASTE MATERIALS, BY 1800HRS ON WEDNESDAY 25 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.

What is included in your stand?

Your stand/booth will be built before you arrive onsite. 

This will include:

• 1 x table
• 2 x chairs
• Electrics (1 x socket)
• Backwall with plain white fabric
• Dividers to separate stands close to each others

If you prefer not to use the provided backwall, you must request approval from our Operations Team (support@transport-ticketing.com). In this case, you will need to supply your own backwall, and its design and structure must be submitted to the Operations Team for review and approval.

For exhibitors looking to enhance their stand, we also offer an upgrade option that includes a backwall with custom graphics. If you're interested, please complete the form linked below:

TTNA 2025 - Stand Upgrades  

For further information on custom graphics, please visit the signage section.

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 notify the The Operations Team, who will work alongside the venue to provide the support required.

Lost Property

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

Parking

We have arranged discounted event parking (up to 6 hours) at $32 per car and discounted overnight parking (6-24 hours) at $43 per car.

The Sheraton Grand Chicago offers self-parking on a first-come/first-serve basis.

To access the Sheraton Grand Chicago parking garage, continue on E. North Water Street past the front door to the parking ramp on the right.

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 State/ Lake. From there it is a 15 minute walk to the venue.

If arriving from O'Hare Airport take the CTA blue line to Jackson, then transfer to the 65 bus from Grand & Halsted/Milwaukee to Illinois (Lower) & St. Clair. From there it is a two block walk to the venue.

Venue Emergency Procedures 

General emergency policies/procedures have been established to ensure the Sheraton Grand Chicago Riverwalk, its personnel, guests, clients, and related service industries are working in a safe environment, and working in compliance with City of Chicago statutes governing fire prevention. For further details regarding emergency procedures, please contact the Operations Manager.

If you need assistance immediately, the in-house emergency telephone number is Ext 88 from a guest room or any housephone.