Quick Links

• Preshow Preparations:
  • Official Carrier Information
  • Shipping Address/Labels
  • Target Move-In Plan (color coded floor plan)
  • Marshalling Yard Map
• Move-In Preparations
• Move-Out Preparations

Preshow Preparations

Step 1: Select a Carrier

The first step to preparing your shipment is to select the type of carrier or shipping method that will best fit your needs (padded van, common carrier, company vehicle, etc.).

You may select a carrier of your choice to ship your product and display. When selecting a carrier, make sure to request a quote — not just an estimate — from your transportation provider. Pay particular attention to waiting time policies and pricing.

The official show carriers, Viper Tradeshow Transportation, Whittier Mayflower and Rogers Worldwide, do not charge for waiting time.

When selecting a carrier, it is important to select one that is familiar with trade shows. Unfortunately, in some cases carriers that are not familiar with trade shows arrive at show site only to find out that the wait time to be loaded can be quite lengthy, especially on larger shows such as ours. In these cases, it is not uncommon for a carrier or driver who is not familiar with the logistics of trade shows to decide to leave.

Please also be careful if electing to use a broker. Seemingly trivial matters may end up costing your company money! Ensure your broker is licensed by the Department of Transportation.

Be sure to list the exact name of the carrier your broker has contracted to handle your freight on your Bill of Lading. Since freight is only authorized to be released to the carrier listed on the outbound Bill of Lading, if a carrier of another name arrives at show site, your shipment will not be released to them. This will result in forced freight; which is not only an inconvenience to all parties involved; it is also costly for you.

International Shipping

All freight entering the United States must go through U.S. Customs, and be cleared by a U.S. broker/freight forwarder. Show Management has appointed Customs Broker/Freight forwarder Rogers Worldwide to help exhibitors import equipment and/or display material for the show. There are various methods of importing your goods, each with different benefits depending on your particular situation.

Step 2: Decide When and Where You Will Ship

The next step is to determine if you will ship in advance to the warehouse or directly to the Convention Center.

Shipping to the Advanced Warehouse:

(Exhibiting Company Name)
IPC Midwest
Booth # (Your booth number)

c/o Viper Tradeshow Services

2575 Northwest Parkway

Elgin, IL 60124

Phone: +1 847-426-3100
Hours: 8:00 am to 4:00 pm (Central Time) Monday—Friday

Download .pdf file of Shipping Labels.

Shipments arriving prior to August 28, 2009 will be accepted and charged a storage surcharge. Shipments arriving at the warehouse between August 28 and September 11, 2009 will not be charged an additional surcharge. Shipments arriving between September 11, 2009 and September 18, 2009 will incur a late arrival surcharge. Any shipments arriving on or after September 19, 2009 will be refused.

Please note that all machinery, pieces weighing more than 5,000 pounds, and loose or “uncrated” items (any freight not in a container or crate) must be sent directly to show site and must arrive at your assigned target time. These items will not be accepted at the advance warehouse.

Shipping Directly to Show Site:

(Exhibiting Company Name)
IPC Midwest
Booth # (Your booth number)

Renaissance Schaumburg Hotel & Convention Center

c/o Viper Tradeshow Services

1551 North Thoreau Drive

Schaumburg, IL 60173

Download .pdf file of Shipping Labels.

Targeted Move-In

When shipping directly to show site, ensure your shipment arrives on your targeted date and time. Refer to the Freight Target Move-in Schedule for the specific move-in day and time for your booth.

Share the target move-in schedule with your carrier and plan your arrival date and time to ensure your shipment is received on your target day at your targeted time. Any deviation from the target move-in schedule can be detrimental to other exhibitors and the overall move-in of the event. Just one little slip up on either end could result in an empty booth — with your staff scrambling to try to replace your literature and/or booth display in time to be used during the show.

Freight Target Change Request

To request a change of your Target Move-In date/time, complete the Freight Target Change Request and return by August 14, 2009. All requests will be reviewed and responded to by August 21, 2009. Viper Tradeshow Services will make every attempt to honor all requests. However, since booth location, dock availability, and labor demands are part of the logistical considerations involved, not all requests will be approved.

Marshalling Yard

All vehicles (trucks, van lines, and privately owned/operated vehicles) delivering shipments to show site on Monday, September 21 must check-in at the Marshalling Yard (1211 Tower Road) one hour prior to your assigned target date/time. Be sure to share the directions and map to the Marshalling Yard with your carrier. Carriers delivering freight on Tuesday, September 22 may proceed directly to the Convention Center.

Step 3: Submit Paperwork

Create a bill of lading or delivery sheet showing the total number of pieces, and the weight and type of each item (display material, product, machinery, etc.). Send a copy to Viper Tradeshow Services and also to the person who will be in charge of your set-up on site to assist in identifying and tracking missing pieces. If you are shipping your own carpet, be sure your carrier knows the location of the carpet on the truck, and that it must be unloaded first.

Step 4: Confirm Target Time

Complete and submit the Material Handling Questionnaire to confirm your target time by August 31, 2009. Viper Tradeshow Services uses the information you provide to prepare for the handling of all shipments with the proper manpower and equipment. Target times are not considered “confirmed” and have no priority until this form has been received.

Step 5: Protect Your Investment

Insure your product and display material. It is recommended that all-risk coverage be arranged for your shipment from the time it leaves your possession until all items are returned after the show. This can usually be done by adding a rider to your existing policy, for a nominal cost, to protect your property while it is out of your control.

Step 6: Pack and Label Your Shipment

Label each piece in your shipment with the exact delivery address and your booth number. Shipping labels are provided in this section for advance shipments to the warehouse and direct shipments to the Convention Center. Further permanently identify your company name and contact number on your cases, crates and boxes (marker, stencil, etc.). It is best to do everything within your power to avoid issues such as your label coming off during shipping.

If you ship by common carrier, do not use cartons which identify the contents; rather, group and ship all products in crates. Be sure to list the number of pieces in your shipment on the bill of lading and carefully specify the number of crates, cartons, etc., without identifying the contents. Keep a copy of all paperwork in your files as a reference, and have copies accessible on-site to aid in any unforeseen circumstances.

Step 7: Schedule On-Site Supervision

Plan staff travel schedules so at least one team member is on-site during move-in to receive shipments and take inventory. It is also very important to make sure at least one representative is on hand after the show closes to see that your outgoing shipment is properly prepared and documented. The best way to avoid any problems, loss, and damage to your booth is to supervise the entire process—from move-in through move-out.

Move-In Preparations

Take Inventory

Ensure at least one team member is on-site during move-in to receive shipments and take inventory. Be sure to send copies of
all shipping information to your set-up people (this includes Exhibitor Appointed Contractors) so they know how many pieces should arrive.

Immediately report any discrepancies between quantities shipped and quantities received to Viper Tradeshow Services.

Security Guidelines

Although IPC Show Management provides 24-hour perimeter exhibit hall security from September 21 through September 25, 2009, each exhibitor is responsible for their materials, equipment, display, etc., at all times. At any time during the show, missing items should be reported to security and Show Management.

Do not leave items of value in your booth unattended without taking security precautions. Pay special attention to prototypes,
irreplaceable articles and small, easily-carried items. When appropriate, place them in locked containers, or take them from
the hall with you at night. Empties are not guarded in any way and are not secure; therefore, do not place any articles of value in a container marked “empty.”

Booth security can be ordered through the exclusive security provider, TNT Convention Services.

Remember, it is the responsibility of exhibitors to insure their property. IPC, IPC Show management, their agents, the Renaissance Schaumburg Hotel & Convention Center, Viper Tradeshow Services, and their respective agents, will not be responsible in any way for the safety of any exhibit or material against theft, fire or accident.

Supervise Installation

Supervise the installation of your materials. Your shipment will be unloaded and moved to your booth upon arrival, as long as your shipment arrives at your targeted time. This work and subsequent movement of equipment, display or crates must be performed by the official contractor, Viper Tradeshow Services. Members of the Teamsters Union claim jurisdiction on the
operation of all material handling equipment, all unloading and reloading, and handling of empty containers.

The Renaissance Schaumburg Hotel & Convention Center is a customer-friendly facility. Viper Tradeshow Services, the General Service Contractor, is also a customer-friendly company. This combination of Facility and Contractor policies allows exhibitors the freedom to either do all of their own installation and dismantling within the confines of their own booth, or to hire a non-union or union I&D Company (an Exhibitor Appointed Contractor or Viper Tradeshow Services). The only jurisdictions that exhibitors must adhere to are for the following services: material handling (if loaded from a carrier to the dock), sign hanging, electrical, plumbing & compressed air, catering, telecommunications and security.

Keep Aisles Clear

“Freight-Free” Aisles are required to provide emergency access throughout the exhibit floor, and to expedite freight movement and empty crate handling. These aisles are marked on the floor with large stickers, and are to be kept clear of crates and exhibit materials during move-in and move-out.

Label Your Empty Crates

To assist in the overall function of move-in, please place “empty” stickers on your crates, boxes, skids, etc., once you are ready for them to be removed. There is no advantage to waiting until the last minute to label empty crates — it will not affect the return at the close of the show. Crate return is not conducted in reverse order of crate pick-up.

Empty crates, boxes, skids, etc. that have been labeled with “empty” stickers and placed in aisles will automatically be
removed from the floor, stored and returned after the aisle carpet is removed following the close of the show. “Empty” stickers will be available at the service desk.

Move-In Deadline—Tuesday, September 22, 2009 at 6:00 pm

Move-in of all exhibit materials and subsequent installation and set-up must be completed by Tuesday, September 22, 2009, at 6:00 pm. All shipping crates and packing materials must be ready for removal in order to allow for final cleaning of the exhibit floor and laying of the aisle carpet.

Move-Out Preparations

Before the Show Closes:

Schedule On-Site Supervision

The best way to avoid any problems, loss, and damage to your booth is to supervise the entire move-out process. Ensure at least one representative is on hand until the last of your freight is loaded to see that your outgoing shipment is properly prepared and documented.

Remember to take the time move-out can take into consideration when making your travel arrangements. Many expensive last minute travel changes have occurred due to poor planning. It is advisable for a responsible staff member to remain on show site for at least one day after the event closes.

No material may be dismantled, packed, loaded or removed prior to 4:00 pm on Thursday, September 24, 2009. All exhibits are to be occupied and in operation until this time. Respect your fellow exhibitors, and the last minute attendees (these are usually the power-buyers, do you really want to ignore them?). Exhibitors who begin dismantling early risk being barred from exhibiting at next year’s event.

No Freight Loaded Out on Thursday

Due to village noise restrictions, freight will not be loaded out on Thursday, September 24. Only hand-carried items can be removed from the show floor on Thursday evening. DO NOT schedule your carrier for pick-up on Thursday evening as trucks will not be loaded. Neither IPC nor Viper Tradeshow Services will be responsible for any wait time charges incurred by exhibitors from their carriers if they arrive for load out on Thursday evening.  All hanging signs will be removed Thursday evening.  In-booth can also be scheduled for Thursday.  The Marshalling Yard will open at 6:00 am on Friday, September 25. All freight load-out will take place Friday, September 25.

Arrange for Outbound Shipping for Friday

Please note: Exhibitors must arrange for their own outbound shipping. It will not be provided automatically. If you are using any carrier other than the official show carriers, you must confirm pick-up arrangements for your shipment. Prior to the close of the show — or preferably before the show even opens — obtain an outbound Bill of Lading from the Exhibitor Services Desk to make arrangements for outgoing shipments.

Ensure the correct carrier (not the broker name) is listed on the Outbound Bill of Lading. Outbound material handling will be performed once an Outbound Bill of Lading is turned in to Viper and the designated carrier is ready for pick-up. All carriers/vehicles (including POVs) must report to the event Marshalling Yard before they will be authorized to pick up any freight from the Convention Center. Failure to follow these steps could result in your carrier being refused and your shipment forced from the show floor and rerouted via a carrier of Viper's choosing, resulting in additional costs and time wasted.

Arrange for Labor, Rigging & Material Handling

Outbound material handling will be scheduled once an Outbound Bill of Lading, is turned in to Viper and your designated carrier is ready for pick-up. All carriers/vehicles must report to the event Marshalling Yard before they will be authorized to pick up any freight from the Convention Center. If multiple items from your booth are being sent to multiple locations, ensure that you have each piece clearly labeled along with separate outbound material handling instructions.

Remember that if you needed any rigging or special labor during move-in, it is not automatically ordered for you for the move-out. Services must be ordered before the close of the show. In-booth work can begin working in booths at 4:00 pm; however, rigging requiring forklifts or other mobile equipment will not be available until aisle carpet removal is complete.

After the Show Closes:

No material may be dismantled, packed, loaded or removed prior to 4:00 pm on Thursday, September 24, 2009. All exhibits are to be occupied and in operation until this time. Note: Badges are required during the entire move-out process.

Move-Out Schedule

Thursday, September 24 

4:00 pm—10:00 pm

Only in booth work and hanging sign removal will take place on Thursday, September 24.   Carriers will not be allowed to check in on Thursday, nor will any docks be available.  Hand carried items can be removed from the show floor on Thursday evening.

Friday, September 25

6:00 am—6:00 pm

All freight and machinery will be loaded out on Friday, September 25. Carriers must check in at the Marshalling Yard, and will be dispatched to the convention center when dock space is available. Your outbound bill of lading must be turned in at the Service Desk and your carrier must check in at the Marshalling Yard no later than 6:00 pm on Friday.

Return Rentals

Make sure to return any rental items (A/V, telephone, lead retrieval, etc.) as soon as the show closes.

Review Final Invoices

Review your final invoices upon receipt. Questions regarding your final invoices should be resolved as soon as possible. Do not wait until the last minutes (or even after the show) to check your invoices for problems.

Aisle Carpet Removal and Empty Return

The removal of aisle carpet will begin immediately after the show closes at 4:00 pm on Thursday, September 24, 2009. All aisles must be kept clean until aisle carpet removal is completed. Freight movement and empty crate return cannot begin until all aisle carpet is removed.

Keep in mind, return of empties can be a lengthy process. The return of empties is based on several factors that the General Service Contractor must deal with. It is best to factor in as much time as possible for the removal of your booth contents. All aisles must be kept completely clear during empty return. Once your empty crates are returned to your booth, completely
remove the “empty” stickers and any old delivery labels to avoid confusion.

Be Safe!

The move-out of an event of this size is a very hectic time. This is the time when most thefts tend to occur at a trade show. Viper Tradeshow Services cannot be responsible for improperly packed shipments, concealed damage, loss or theft of material after delivery to the booth or before material is picked up for return shipment. Please report any damages to the freight foreman prior to leaving the show.

Merchandise Leaving the Show Floor

A business card will be required at the point of exit for any material being removed from the exhibit floor, other than material covered by a bill of lading.

Move-Out Deadline—Friday, September 25 at 6:00 pm

Show Management has the right, without incurring any liability for damage or loss, to order, at the exhibitor’s expense, the
dismantling, packing and shipping of the exhibitor’s property if the exhibitor has failed to do so in the time allotted. Any exhibit
materials remaining on the show floor at 6:00 pm on Friday, September 29 (without a bill of lading turned in to Viper AND a carrier on-site for pick-up) will be forced from the floor and either returned to the advance receiving warehouse or rerouted via a carrier of Viper’s choosing.

On-Site Questions?

Show Contractor Service Desks (with the exception of Lead Retrieval Services) are located in the Exploration Hall, behind aisle 200.  The Lead Retrieval Desk is located near the Registration Are for the event, in the foyer of the Convention Center.

IPC Staff will be available in the Sales Office, located at the end of the main aisle, near aisle 200 for any additional questions.