2009 Exhibitor FAQs
2009 Annual Conference & Bookfair
February 11-14, 2009
Chicago, Illinois
Hilton Chicago
Q: Is the Bookfair open to the public?
A: Yes. Every year the Bookfair is open to the general public on Saturday only. On this day exhibitors and attendees do not need badges to enter the exhibit hall. During Thursday and Friday only registered attendees or exhibitors may enter the hall with their badges, and security guards will be posted at entrances.
Q: How many badges do I get with my Bookfair registration and may more than one person use the same badge?
A: Bookfair Table registration includes one (1) complimentary conference name badge and Bookfair Booth registration includes two (2) complimentary conference name badges. All additional exhibitor attendees must be registered separately. These badges are not transferable and are not general access passes; each badge can be used only by the person whose name is printed on the badge. If you have several different people working a table, even if they are working different days or different times, each person must register and have his or her own badge.
During Bookfair set-up hours, only exhibitors with special, colored Exhibitor Access Badges will be allowed into the Bookfair. Only one (1) of these badges will be assigned per exhibit space. Others will be allowed into the Bookfair during set-up hours provided they have a normal registration badge AND are accompanied by an exhibitor with the special access badge. This measure was taken in recent years to increase security during set-up and significantly decrease the possibility of items being stolen from tables and booths. Visit the Exhibitor Access Badge page for more information about this. During all other times when the bookfair is open (non-set-up hours) on Thursday and Friday, anyone with a conference or bookfair badge of any kind can access the Bookfair.
Q: How do I pick up my conference registration?
A: Each exhibitor can pick up his or her badge at pre-registration at the conference. Please see the Conference Schedule or the Exhibitor Hours page for the hours registration will be open. You will need a badge to access the Bookfair.
Q: What do I do when I get to the conference?
A: We recommend that Bookfair exhibitors arrive on or before Wednesday in order to take advantage of Bookfair set-up noon to 5:30PM on Wednesday. When you get to the Hilton Chicago:
- Pick up your badge and registration materials at pre-registration.
- Enter the Bookfair and locate your table or booth. During set-up hours, only exhibitors with the Exhibitor Access Badge and those registered individuals they escort in will be allowed to enter. Registered individuals will not be able to enter the Bookfair exhibit hall during set-up alone.
- Set up your table or booth as desired. Freeman Show Services should have carts if you need to move boxes of books or materials. If you shipped materials to the fair through Freeman Show Services, your materials should be at your table or booth already. (If they are not, do not panic. Every so often, books get placed at the wrong exhibitor space. Simply check with Freeman Show Services.)
- You will have five and a half hours on Wednesday and another hour on Thursday morning to set up before the Bookfair is open to the general conference participants.
Q: Do I have to pay any taxes on the items I sell?
A: We will post information about Chicago sales tax here as soon as we have it.
Q: Do I need to rent furniture for my exhibit space?
A: Your exhibit space includes the following:
- One 30"x6' table with skirting (Booths also include 8'x8' pole-and-drape)
- Two chairs
- One ID sign
- Wastebasket
Your exhibit space does not include:
- Phone line or cable internet connection
- Extra signs for shared tables
- Electrical equipment, such as extension cords (your space will not necessarily be near/next to an electrical outlet)
If you require any items that are not included in the purchase of your table please contact Freeman Show Services they would be happy to make arrangements for you to rent any additional items.
Q: Where do I ship my books?
A: Your exhibit items should not be shipped to the hotel. You can contact Freeman Show Services and they will provide you with the appropriate shipping address for warehousing. We will post the exibitors' kit and an address as soon as we have them.
Q: When do I need to leave the Bookfair exhibit hall?
A: Each day of the conference, all attendees and exhibitors must leave the exhibit hall at closing time. You will not be allowed to re-enter after close, so please take all items you may need with you at that time. You must be packed and ready to leave by 5:30PM on Saturday.
Q: What if I have more questions about my exhibit space?
A: We will post an exhibitors' kit here as soon as we get it, which will contain a wealth of information including shipping addresses, timetables, setup details, and safety tips. Please familiarize yourself with the information in the kit.
Main 2009 Bookfair Page
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