Exhibitor Checklist and Deadlines
Please review the manual and return the appropriate forms by the dates indicated. Avoid paying premium prices by ordering services by these deadlines.
Show Management has provided all primary exhibit contacts with the appropriate Password needed to access certain areas of the Service Center.
PhotonXpo Show Management
| Item |
Contact or Location of Form |
Order Form Deadline |
| Communications Contact (PR) Registration Form |
PR Toolkit |
ASAP |
| Sponsorships |
ajones@osa.org |
While Supplies Last |
| Buyers’ Guide Ad Insertion Order (subject to availability) |
ajones@osa.org |
Email for Availability |
| Exhibit Space Payment, in Full |
cleoaccounts@osa.org |
March 4, 2009 |
| Exhibitor Referral Program / Exhibit Invitation Cards |
agoff@osa.org |
Print: March 15, 2009
Digital: No Deadline |
| Buyers’ Guide Company Listing and Product Categories |
Online Exhibitor Service Center |
March 18, 2009 |
| Buyers’ Guide Additional Listing Form (for inclusion in Main Guide) |
PhotonXpoexhibits@osa.org |
March 18, 2009 |
| Buyers’ Guide Advertising Materials |
janewh@osa.org |
March 31, 2009 |
| Exhibitor Personnel Pre-Registration |
Online Exhibitor Service Center |
April 28, 2009 |
| Buyers’ Guide Additional Listing Form (for inclusion in Addendum) |
PhotonXpoexhibits@osa.org |
May 8, 2009 |
| Group Badge Pick-up Request Form |
PhotonXpoexhibits@osa.org |
May 14, 2009 |
| Laser Safety Inspection Request Form |
Rules & Regulations |
May 15, 2009 |
Housing
| Item |
Contact or Location of Form |
Order Form Deadline |
| Exhibitor Housing Opens |
Online |
December 2008 |
| Deadline for Group Reservations (10 or more rooms) |
Housing |
While Available |
| Exhibitor Rooming Lists Due (provide names for all rooms previously blocked) |
Housing |
April 17, 2009 |
| Cancellation Deadline |
Housing |
April 28, 2009 |
General Services Contractor (Hargrove, Inc.)
| Item |
Contact or Location of Form |
Order Form Deadline |
| Exhibitor Appointed Contractor (EAC) Notification Form |
Freight/ Shipping & Labor |
April 29, 2009 |
| Certificates of Insurance from EACs |
Freight & Labor |
May 13, 2009 |
| Credit Card Authorization Form |
Exhibitor Services / Vendor Forms |
May 15, 2009 |
| Third Party Billing Agreement |
Exhibitor Services / Vendor Forms |
May 15, 2009 |
| Installation & Dismantle and Rigging Labor Orders |
Exhibitor Services / Vendor Forms |
May 15, 2009 |
| Standard and Deluxe Furnishings, Standard and Deluxe Carpet, Cleaning, Custom Exhibit Rental, Signage, Material Handling |
Exhibitor Services / Vendor Forms |
May 15, 2009 |
Additional Suppliers
| Item |
Contact or Location of Form |
Order Form Deadline |
| Ground Freight – Hargrove Logistics |
Freight/ Shipping & Labor |
No Discount Deadline Available |
| Air Freight – STS Air Cargo |
Freight/ Shipping & Labor |
No Discount Deadline Available |
| Customs / Import Shipping – TWI |
Freight/ Shipping & Labor |
No Discount Deadline Available |
| Booth Personnel / Talent – Judy Venn & Associates |
Exhibitor Services / Vendor Forms |
No Discount Deadline Available |
| Photography – Joe Orlando Convention Photography |
Exhibitor Services / Vendor Forms |
No Discount Deadline Available |
| Floral – TLC |
Exhibitor Services / Vendor Forms |
To Be Determined |
| Catering – Aramark |
Exhibitor Services / Vendor Forms |
Contact Aramark for details |
| In-Booth Security – TBD |
Exhibitor Services / Vendor Forms |
TBD |
| Permit – 2 story booth, machinery, Class III lasers, chemicals, etc. – Baltimore Fire Marshall |
Rules & Regulations (Baltimore Convention Center) |
May 1, 2009 |
| Lead Retrieval – Showcare Solutions |
Exhibitor Services / Vendor Forms |
May 5, 2009 |
| Air & Water – BCC |
Exhibitor Services / Vendor Forms |
May 7, 2009 |
| Telecommunications – BCC |
Exhibitor Services / Vendor Forms |
May 7, 2009 |
| Internet – BCC |
Exhibitor Services / Vendor Forms |
May 7, 2009 |
| Electric – BCC Electrical |
Exhibitor Services / Vendor Forms |
May 7, 2009 |
| Booth Insurance – ExhibitorInsurance.com |
Exhibitor Services / Vendor Forms |
May 15, 2009 |
| Computer and Audio-Visual Rental – PSAV |
Exhibitor Services / Vendor Forms |
May 23, 2009 |