Q: What if I don’t know my booth number?
A: If you do not know your booth number, the first place to check is with Show Management. If they have not assigned all booths at the time of ordering, please ensure that you have listed the company name that you are exhibiting with. We will cross reference all orders with the master exhibitor list when we receive it.
Q: What if I cannot make my designated time to move-in or move-out?
A: If you are unable to make it during the scheduled move-in or move-out times, please contact the show management to make alternate move in/out times. During move-out, you must tear down during the allotted time, as the facility requires us to vacate the building in a timely manner. If you are not able to tear down, you can look at having Showtime tear down your booth, although labour charges will apply.
Q: Do you have other rental items other than the ones listed on your Online Ordering Sytem or PDF Order Forms?
A: We have many options for all types of products, and we simply can’t list them all. If there is something that you have seen or are looking to have made, please just call or email and we would be pleased to assist.
Furniture & Accessories
Q: What furnishings are provided with my booth space?
A: Each event is different. Look at the cover sheet of the PDF Exhibitor Order Package under Booth Inclusions or on the landing page of the online ordering system. Here you will find details regarding each show, including what is included in your booth space. PDF versions can be downloaded after logging in to the online sytem, or by emailing firstname.lastname@example.org and requesting a copy.
Q: My booth equipment includes a 6-foot draped table, but I need a 4- foot draped table. Can I switch table sizes?
A: Unfortunately, the answer is no. Items that are provided as part of your booth package have no trade-in value. If you need an item that is not listed with the booth equipment, you must order that item separately at the published price.
Q: Can I order booth furnishings at show site?
A: Yes, on-site orders are accepted during exhibitor move-in. Remember that payment must be received before any furnishings or services will be rendered. Please note that color, size and choice of furnishings will be limited to inventory on hand. We always recommend ordering in advance.
Q: What if certain items I ordered are not in my booth when I get there?
A: All items ordered in advance of the show should be in your booth space at the beginning of exhibitor move-in, with the exception of chairs and wastebaskets. These items have a tendency to “grow legs” and are not dispersed until close to show time. If other furnishings (carpet, tables, etc.) are not in your booth at the time of your arrival, please go to the Exhibitor Service Desk and the problem will be resolved immediately.
Q: What is the cancellation policy for refunds on furnishings?
A: Simply stated, we gladly refund 50% of any item that has not been delivered to the booth at the time of cancellation. Items cancelled after delivery are non refundable. Some exceptions to this policy are graphics, custom carpet orders, and custom furniture and modular display units, all of which are non-refundable. If you want to confirm or clarify any of the terms, please call or email and ask to speak with Exhibitor Services. We would be happy to talk through the options and help you be comfortable with your selection.
Q: Does carpet come with my booth or must I order it?
A: Each show is different. The type of flooring will be noted on the cover page of the exhibitor packet. Please login to the Online Ordering System to view carpet colors.
Q: What size carpet should I order for my booth?
A: The carpet should match the size of your booth. We will automatically install your carpet order to fit your basic booth space (double booth spaces require a double order). The booth sizes will be listed on the landing page of the online ordering system, or on the cover page of the PDF Exhibitor Order Package. If you have a unique booth size and do not see the size listed on our order page, please contact Showtime to receive a custom carpet quote.
Q: Do I have to order labor to install my carpet order?
A: Labor is included in the rental price of the carpet.
Q: How do I clean my carpet ordered from Showtime?
A: Any carpet ordered from Showtime will be installed and vacuumed prior to exhibitor move-in. Showtime will also vacuum your carpet before the show opens, as well as each evening after the show closes for the day.
Q: Can I bring my own carpet?
A: Yes, you may bring your own carpet. Please note that you will have to make sure the carpet lays flat and you may wish to secure it with tape. You also may wish to order janitorial services to have your carpet vacuumed at the end of every day.
Q: What is visqueen and do I need it?
A: Visqueen is a plastic covering for the carpet to protect it from marks or general abuse during set up. It is not required, but may be useful for extensive setups that create a lot of mess during move-in.
Q: My company does not have an exhibit or display and we would like to rent one. Can you explain the benefits of renting a Harwall unit from Showtime?
A: Showtime’s booths are turnkey, which make exhibiting easy. We provide the transportation, handling, installation labor, and dismantle labor all for one published price. All you need to do is show up and exhibit! We set up all different custom booths, so your company does not need to send their logoed booth or banners if there is a conflict. Simply rent from us, and it will be set up for you and waiting for Exhibitor Move in.
Q: Do these units include any furnishings?
A: Each Hardwall system lists what is included. If there are any booth inclusions for the show, those will still be available to you and can be setup within the hardwall unit.
Q: What is the cancellation policy for hardwall units?
A: Because of labor and the custom nature of these units, it is important to only order if you are certain you wish to order. As so many of the designs all include printing, if a unit is cancelled after the printing, charges will be based on the specific job.
Q: I don’t see a unit that meets our needs for the show. Do you take custom orders?
A: Absolutely! Our systems specialists are happy to help design a unit that works for you. Call us today at 1-800-721-0029 or email email@example.com.
Q: What about graphics?
A: All rental booths include your company name on the header. Logos and additional graphics can be ordered for the backwall panels and/or headers. We will ask that you upload print ready graphics to an ftp site and will confirm details with you before placing the order.
Q: I don’t want to ship my monitor for this event, Can I just rent one?
A: Absolutely, we know it is sometimes cheaper to rent that to bring your own, all our monitors are TVs. So you know your monitor will display the best image and the best part is we will have it waiting.
Q: Can we set up a projector in our booth?
A: Depending on the size of the booth, you certainly can. We do have monitors that might work better than the projector, but if you like the look and use of the projector, you certainly can set one up in the booth. Be sure that you have a projector with a short throw, or rent one from us As well as the projectors, we also rent the screens. It might be worth looking at renting a screen instead of shipping it.
Q: Is the gear I am renting good quality?
A: We are very luck to work with SW Audio Visual, so yes. We gain access to many fabulous products that we can then offer our exhibitors and are great quality. We also supply many other large scale audio visual projects, so if you have something in mind, our team can help you with it.
I&D and Labour
Q: Do I need to order labor to install and dismantle my booth?
A: at this time the answer is yes. If Showtime were to know of any union issues of setting up your own booth we would publish the details on the front page of the Exhibitor Order Package. If you are doing it yourself , you do not need to hire additional labour, but you always can if you are not comfortable doing it alone.
Q: If I order labor from Showtime, must I be present for the work to take place?
A: Exhibitors may order labor two ways: Showtime – Supervised or Exhibitor – Supervised.
We will install and dismantle your exhibit in your absence. If you would like Showtime to supervise, be sure to submit the “Labor Instructions” with your order.
Exhibitor Supervised: In this case, a representative from your company must check in at the labor desk to pick-up scheduled workers. Your employee is then responsible for supervising all work performed. Workers remain on your clock until your representative returns with the laborers to the labor desk and signs them back over. We do recognize the simplicity of some set ups, and have offered a Pop up booth display option, as we know those require less labour and supervision than other I&D.
Q: Is there any guarantee on my labor request?
A: All labor orders are scheduled to the time that you believe you will require the labour during move in or move out. If you are concerned about the length of time a job will take, it is best to call and discuss. You will also be given a receipt for the time you have paid for.
Q: Can Showtime set up my booth at other trade shows I participate in?
A: Yes, please talk to a salesperson for details. We would be pleased to work with you in more shows. Many times you will see us around the province. Showtime is at most BC Shows, and would be pleased to speak with you about the opportunity to set up your exhibit at other events.
Q: I ordered power, but I need more than 1 plug, what can I do?
A: Power is ordered based on wattage, however many time a simple multi head extension cord or power bar will help with basic 120 volt power. If you would like we always have them onsite to rent as well.
Q: I do not know how much power I need?
A: Luckily, everything you want to plug in should list what the power draw is. From there it is simply math. Add up the draw of all the items you are looking to plug in, and then order the equivalent power. If you are having trouble just give us a call. If you are ordering for a hot tub, outdoor event, or a food truck be sure to look at the forms and labour if applicable.
Graphic & Signage
Q: Does a sign come with my booth?
A: In most cases, each in-line booth receives a 7″ X 14″ identification sign with your company name and booth number. You may wish to keep this sign up for the entire show, however they are not mandatory. These signs are to help you find your booth upon arrival, but you may want to replace this with a larger sign that displays your company name and logo.
Q: Whom should I inform as to how I would like my sign to read?
A: In most cases, the General Service Contractor prints the sign from a list provided by Show Management. If you would like your ID sign to read differently from how your company is listed on your contract with Show Management, you should contact Showtime at least 3 days before the event.
Q: I would like to add more information to my ID sign. Is that possible?
A: No. The ID sign is just that — it allows people to locate your space on the exhibit floor. You are certainly welcome to order a sign for your booth with through our Custom Graphics and Signage Services.
Q: Can I order additional signage or graphics for my booth?
A: Special signs and graphics can be ordered through our Custom Graphics and Signage Services . Look for ordering information in your PDF Exhibitor Order Package or the Online Ordering System.
Q: Should I ship to the advance warehouse or directly to show site?
A: If your freight is ready now, shipping to the Advance Warehouse is suggested. By shipping to the Advance Warehouse you are able to track and ensure that your freight has been received, with time to double-check. Also, it will be in your booth when you arrive for set-up. If your freight is sent directly to show site, your delivery time is controlled by the carrier.
Q: Who can I use to ship?
A: Showtime does not have a preferred carrier. We use whoever you have an account with for both inbound and outbound shipping.
Q: Can I carry in my own freight and/or use the dock area for unloading?
A: Depending upon the show site, you may be able to hand carry your materials in. Please review the Order Package. If there are limitations, it will be listed.
Q: What are material handling/drayage charges for? Do I get charged again to ship out?
A: Material Handling fees are charged for the receiving, storing and reloading of materials to and from the booth space before and after the show. This is a one-time fee per shipment received most of the time. Please see the exhibitor information section, it will list what exactly is included.
Q: Are there Overtime rates that I need to worry about for freight shipped to the advance warehouse?
A: The rates listed for the show take into consideration the hours of the show, there are no additional charges you need to worry about. The Materials Handling charges are listed in the exhibitor information section, based on weight and also if there are abnormal sizes or weights that would require special equipment or attention.
Q: If I ship to show site, when can it arrive?
A: When shipping to Show Site, your freight may only arrive during the scheduled times of exhibitor move-in indicated in the exhibitor information section. It might be worth considering shipping to Advanced Warehouse, the price is almost the same, and peace of mind is worth it.
Q: If I ship to advance warehouse, when can it arrive?
A: When shipping to the Advance Warehouse, your freight may arrive up to 14 days prior to the show dates. This information is available in the exhibitor information section.
Q: Should I label my shipment a certain way when shipping?
A: Yes, you should label your shipments using the shipping labels included in when ordering these services. This label is available in the downloads section of the online ordering system, or on the last page of the PDF version.
Q: What if I cannot ship by the advance shipping deadline?
A: If you are certain you will miss the advance shipping deadline, you can ship materials to the show site on the day of move in or you can also ship to the warehouse, but a late penalty will be charged.
Q: How does my shipment get to my booth from the advance warehouse?
A: All freight housed at the warehouse will be moved to your booth space before the exhibitor move-in time by our team.
Q: What if my shipment is not in my booth when I get there?
A: Track your shipment with your tracking or pro number. When you attain its whereabouts, go to the Service Desk to seek assistance.
Q: What are my choices for shipping out at the close of the show?
A: You may use any carrier you choose. If you have paid for Materials Handling or onsite receiving, it will be shipped as soon as possible. From show site if you arrange for the pick up during Exhibitor Move out, we will release it to the carrier, however if it is not picked up by the time we clear the show floor, Showtime will call in the pick-up from their warehouse the next business day.
Q: What all do I need to do to ensure proper shipping after the show?
A: After ensuring your account is paid, complete an outbound bill of lading at the Service Desk with the correct information and label your pieces.
Q: What is the difference between crated and uncrated shipments?
A: Crated shipments are materials that are shrink-wrapped or banded together on a pallet to make freight handling fast and easy. Uncrated shipments are individual pieces that come in a number of different pieces under one pro number.