General Information

Use the links below to jump to the section of your interest.

• Time & Cost Savings Tips
• Move-in, Show and Move-out Hours
• Show Information: A-Z Guide
• Exhibitor Checklist
• Show Management Contacts

For assistance, please contact our Exhibitor Service Department at 800-840-5612, 203-840-5612 or inquiry@westernfoodexpo.com.

Time & Cost Savings Tips

• Make sure all of your service and rental order forms from Freeman are submitted to take advantage of the advanced rates. For additional information visit the Freeman website.

• You are allotted seven (7) badges for every 100 square feet of booth space. There is a $15.00 fee for each badge ordered over this allotment or ordered onsite.

• Make your hotel reservations to take advantage of the discounted rates for this event. Go to the Hotel & Travel section for more information.

• Labor straight time is Monday through Friday, 8:00am – 4:30pm. Any labor ordered outside of these days/hours will be charged overtime. Make sure you have properly scheduled labor during move-out. When the show closes, Freeman will roll the carpet and then start delivering empties. This process takes approximately 1½ hours to two hours.

• Make sure all of your freight is clearly marked with your company name and booth number. Bring copies of all shipping papers with contact information and tracking numbers with you. If you are using a courier (ie Fedex, UPS) for small packages, we recommend sending it to your hotel so that your materials will be delivered on time and not misplaced.

• The following guidelines qualify for hand-carry items; Exhibitors may hand-carry items to their booth without the use of dollies, hand trucks or other mechanical equipment. All other items must be brought in through the loading docks in the back of Hall C. Exhibitors with personal vehicles can order and pay for cart service through Freeman. Please note Union Regulations in the General Contractor section of this manual.

• Bring copies of all your service orders onsite along with any vendor contact information. If you are not attending the show, then make sure your company representative has copies and that they are aware of everything that has been ordered.

Move-in, Show, and Move-out Hours

Move-In And Set-Up Hours:

The installation of exhibits will take place during the following move-in hours below. If shipping your booth directly to the show, please keep in mind that it cannot arrive before Friday, August 10. If you have any questions regarding move-in, please contact Freeman at 714-254-3410.

OVERTIME CHARGES APPLY to any work performed before 8:00am and after 4:30pm on weekdays and anytime on Saturday, Sunday and Holidays.

Shipments to warehouse must be received between Monday, July 9 and Thursday August 2. Materials arriving after this date will be subject to additional charges. Warehouse address and shipping labels are located in the Shipping section of this manual. Warehouse shipping labels can also be found in the Shipping section or on the Freeman website.

Shipments direct to show will be received Friday, August 10. The show site address is located in the Shipping section. Show site shipping labels are located in the Shipping section and can also be found on the Freeman website.

Show Hours:

Badged exhibitors will have access to the Exhibit Hall at 8:00am each morning.

Dismantling and Move-Out Hours:

All exhibits must be removed from the exhibit facility by 12:00pm on Wednesday, August 15. All carriers must check in no later than 10:00am on Wednesday, August 15. Outbound overtime handling charges will apply if check-in is after this time.

In accordance with the display rules and regulations:

• No exhibits or display may be dismantled before the official close of the show on Tuesday, August 14.
• All booths must be fully carpeted.
• The 2012 Western Hospitality & Foodservice Expo is for industry professionals only. No one under the age of 18 will be admitted into the exhibit hall at any time, including infants and strollers. There will be no exceptions!

Show Information: A-Z Guide

Age Restrictions:

The 2012 Western Hospitality & Foodservice Expo is for industry professionals only. No one under the age will be admitted into the exhibit hall at any time, including infants and strollers. There will be no exceptions!

Animals:

Animals (rescue dogs) are permitted as part of your exhibit. They must be licensed and properly supervised at all times.

Audio Visual:

Freeman AV is the official audio/visual services. They will maintain a full staff on site. Refer to the Official Contractors section of this manual to access order forms.

Booth Furnishings:

Booth equipment, services and furnishings are available through the Official General Contractor, Freeman. Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all forms. Refer to the General Contractor section of this manual to access order forms.

Booth Package Change Form:

If you have purchased a booth package from your Reed Exhibitions sales representative and would like to change the color of your 8ft high drape (default color is black, red & white), table drape (default color is black) or carpet (default color is black), please complete the Booth Package Change Form and fax to Freeman at 469-621-5602.

Business Center:

World Trade Business Center is the located in the Anaheim Convention Center's main lobby between halls B & C. For more information, visit the World Trade Business Center website.

Catering:

Aramark is the exclusive caterer at the Anaheim Convention Center. Booth Catering forms are located in the Food & Beverage section and the Official Contractor section of this manual.

"CASH & CARRY" IS PROHIBITED

As stated in the Exhibitor Application & License Agreement:
Exhibitor Conduct. Retail sales are absolutely prohibited during the exhibition. Infraction of this rule will result in exhibitor's booth being repossessed by management. Subject to the foregoing, the distribution of samples, souvenirs, publications, etc., or other sales or sales promotion activities must be conducted by exhibitor only from within its booth. The distribution of any articles that interferes with the activities of, or obstructs access to, neighboring booths, or that obstructs aisles, is prohibited. No article containing any product other than the product or materials made or processed or used by exhibitor in its product or service may be distributed except by written permission of management. In no event shall exhibitor use its booth to promote any other exhibition or conference. However, consumer (public) shows will not be subject to this restriction. The exhibitor shall conduct and operate its exhibit so as not to annoy, endanger or interfere with the rights of other exhibitors and visitors. Any practice resulting in complaints from any other exhibitor or any visitor which, in the opinion of management, interferes with the right of others or exposes them to annoyance or danger, may in its sole discretion be prohibited by management.

Carpet:

All booths must be fully carpeted. There will be no exceptions.

Cleaning:

Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth -- vacuuming, shampooing, trash removal - you can order these services by accessing the form in the General Contractor section of this manual.
Show Management does not provide cleaning or vacuuming for booth carpet at any time.

Computer Rental:

National Micro-Rentals (NMR) is the official computer supplier. Please refer to the Official Contractors section of this manual for order form.

Copyrighted Music:

If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.

The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:

Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.

Crate Removal, Storage and Return:

Empty crates will be removed to storage and returned to your booth at the end of the show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage.

Display Rules and Regulations:

The following rules and guidelines specify what an exhibitor can and cannot do with their booth space. These rules and guidelines are based on the physical characteristics of the exhibit hall, the intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.

DEMONSTRATION AREAS:
Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule.
When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other exhibitors. Aisles may not be obstructed at any time.

DEMONSTRATION EQUIPMENT:
Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.

EXPOSED AREAS MUST BE FINISHED:
All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle.

In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back wall completely will not be allowed.

Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR.

After 4:00pm on Saturday, August 11, any part of a booth with unfinished side or back walls will be draped by Show Management at the expense of the exhibitor.

GRAPHICS ON NEIGHBORS' SIDE:
The backside of walls - the common border facing a neighboring booth - must be clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.

HEIGHT LIMITATIONS:
Western Food Service & Hospitality Expo follows the cubic content rule, which allows exhibitors to make maximum use of their booth space. Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.

HEIGHT LIMITATIONS:

The following maximum height limits will be strictly enforced. No height variances will be granted prior to or on site at the show. Please plan your booth display and sign structures accordingly.

Linear Booth Bounded by 1 or 2 aisles	8 feet
Perimeter In-Line Booth Bounded by 1 or 2 aisles and situated along the perimeter of the show floor	8 feet
Peninsula Booth	24 feet
Island Booth	30 feet

PLEASE NOTE: Nothing will be permitted above these maximum heights, including signs, banners, truss structures, lighting and display needs.

INSPECTION DEADLINE:
Check back in spring 2013 for updated information.

Directions to the Convention Center:

The convention center is located at 1201 South Figueroa Street, Los Angeles, CA 90015. Driving directions may be found on the convention center website at www.lacclink.com.

Electrical:

All electrical work will be done exclusively by Freeman electricians. You may access the electrical order forms in the General Contractor section of this manual.

Please note: To accommodate possible power requirements, electrical outlets will be installed in all inline booths. An audit will be conducted at show site and on-site charges will apply if the electrical service is utilized without an order file.

Exhibitor Registration:

Exhibitor staff personnel wishing to enter the exhibit floor must wear an exhibitor badge at all times. Refer to the Exhibitor Badges/Lead Retrieval section to access information and order forms.

Exhibitor Service Area:

Freeman will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will also be set up in this area as well. To access this information, refer to the Quick Facts page in the General Contractor section for hours of operation.

All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.
The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact Show Management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.

Fire And Safety Regulations:

The City of Anaheim, in conjunction with the Anaheim Convention Center has very specific fire regulations/restrictions and permit requirements regarding display material within the exhibit hall as outlined in the Fire Department Specifications and Requirements.

Floral/Plant Rental:

Expo Ease is the official florist. Please refer to the Official Contractors section for order form.

Food & Beverage Distribution:

• Exhibitors serving food or beverage must order hand-washing units from Aramark. To order please call 714-765-8800. The cost is $30.00 plus a 17%service charge and 7.75% tax.
• All exhibitors serving food and/or beverage must complete the Aramark Food Sample form.
• Sample sizes are as follows and must be strictly adhered to: spirits ½ oz., wine 1oz. and beer 2 oz. Any exhibitor serving sample sized alcohol must hire an Aramark bartender.
• For all of the above mentioned forms and complete information, please go to the Food & Beverage section of this manual.

Freezer & Refrigeration Storage:

Check back in spring 2013 for updated information.

Hotel/Travel Discounts:

Call the Expo Comida Latina Travel Desk at 800-388-8002 or 312-527-7300 (outside the US) or visit our website at westernfoodexpo.com for discounted rates on hotel, airline and car rental. Please see the Hotel & Travel Discounts page for details on hotels and important deadlines.

Ice/Water Coolers:

Ice and/or water coolers may be ordered through Aramark at 714-765-8800.

International Shipping:

TWI Group Inc is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. The exhibitor must insure that all documents are valid and complete and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. Please refer to the Shipping section for additional information and forms.

Labor Regulations:

Please plan now to abide by labor regulations. Freeman is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the General Contractor section of this manual. If you have any further questions or would like a quote for labor services, you may contact Freeman directly at 714-254-3410.

Exhibitors using contractors other than Freeman for labor and/or supervision must return the EXHIBITOR APPOINTED CONTRACTOR form to Show Management prior to Monday, July 9. NO EXCEPTIONS CAN BE MADE AFTER THIS DATE.

Lead Retrieval Systems:

Refer to the Exhibitor Badges/Lead Retrieval section to access information and order forms.

Liability and Insurance:

Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.

If you are not insured but would like to be for this particular event, we have contracted with John Buttine Insurance Inc. Visit the website to complete the online application. The deadline date for submitting applications is Friday, July 20. View brochure for more information.

License Agreement:

Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor's responsibility to adhere to all rules pertaining to your license agreement.

Lost And Found:

Please bring all lost and found articles to the Western Foodservice & Hospitality Show Office. At the close of show, all articles are turned in to the Convention Center Public Safety Office. Items whose ownership cannot be determined are stored for 30 days. Articles left beyond this limit will be disposed of as directed by Convention Center Management.

Material Handling (Drayage) Services:

All freight and exhibit material must enter the facility through designated loading docks. In no case should passenger elevators, escalators, or public lobbies be used for this purpose. One individual from each exhibiting company is permitted one trip to hand-carry items onto the exhibit floor. Dollies, baggage carts, flat trucks etc are not permitted.

Freeman is the exclusive material handling provider on the exhibit floor. They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Anaheim Convention Center. Material handling includes return of your empty cartons and crates at the close of the Show.
Please refer to the General Contractor section for more details.

Prepaid Material Handling Discount
Expo Comida Latina is pleased to offer a 10% discount to exhibitors on material handling charges when paid early.

Meetings In Your Booth:

If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Killian Arnold at 203-840-9429 or email karnold@reedexpo.com. PLEASE NOTE: All attendees and booth personnel must have a badge to enter the exhibit hall. Please send your VIP tickets to your guests to register themselves, and use the Exhibitor Badge Form in the Exhibitor Badges/Lead Retrieval section to register your booth personnel.

1. A letter requesting early access to the Show floor for non-exhibitor personnel. Please state the exhibiting company and booth number.
2. List the non-exhibitor personnel and type of badge they will be wearing.
3. State the time and date of the meeting.
4. State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth.
5. Access to the floor during non-show hours will be denied unless Show Management receives this written request in advance.

Parking:

Check back in spring 2013 for updated information.

Photography:

Oscar Einzig is the official photographer. Refer to the Official Contractors section for order form.

Personally Operated Vehicles (POVs):

POV Cart Service is available at $75.90 each way ($151.80 Round Trip). Labor equipped with a flat cart will assist exhibitors with unloading (move-in) and loading (move-out) for a maximum of 20 minutes. Arrangements must be made for this service when you arrive at the event. For more information, to access the POV Cart Service order form, please go to the Shipping or General Contractor section of this manual.

Security:

Show Management will provide uniformed guards along the perimeter of the exhibit floor on a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent loses, however the final responsibility lies with the exhibitor. If you have items in your booth that are vulnerable to theft, take advantage of the complimentary storage room to lock up your merchandise during non-show hours.

Show Colors:

Each 10'x10' booth will be set with 8' high black, black and white back drape, 3' high black divider and a 7" x 44" booth identification sign. The aisle carpet is black.

Smoking Policy:

Check back in spring 2013 for updated information.

Sound Levels:

Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.

Telephone Services/Internet Lines:

Check back in spring 2013 for updated information.

Trash Removal from Booths:

The aisles and public areas of the event will be cleaned and maintained by show management however you must order porter service for trash removal and vacuuming for your booth. The cleaning/janitorial order form is located in the General Contractor section of this manual.

Vehicle Demonstrations or Exhibitions:

All liquid or gas fueled vehicles and gasoline/diesel-powered equipment for display shall have batteries disconnected, fuel supplies at ¼ tank or 5 gallons, whichever is less and be furnished with locking gas caps or caps sealed with tape.

Exhibitor Checklist

PLEASE NOTE: Double-check the dates for these services by referring to the order forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below. The responsibility lies with the exhibitor. Purchase orders are not accepted by any of the vendors.

The following have no deadlines, but the sooner you order, the better…

Show Management Contacts