CURRENT EXHIBITOR INFO

This page is for current Exhibitor, Artists, Creators, Vendors, and Costuming/Cosplay Groups who will be a part of our show. The page will be updated as information becomes available.  It is up to Exhibitors to review and understand this information.

Remember to be courteous and respectful to your fellow Exhibitors, Vendors, Artists, Creators, Guests, Convention Staff and Attendees.  This includes sound/noise coming from your space, interactions with those involved with the convention and general participation in the event.  We want Phoenix Fan Fest to be a great show and we want our Exhibitors, Vendors, Guests, and Artists to have a great show too. Use common sense, be courteous, respectful, and most of all, have fun!

Information Updated: 11/07/2017

Updates Include:

  • Security Procedures
  • Exhibitor Credentials
  • Parking Information
  • Dock Access Information

Exhibitor Hall Hours
Saturday 10:00 AM – 7:00 PM
Sunday 10:00 AM – 5:00 PM

Registration Hours
Saturday 9:00 AM – 6:00 PM
Sunday 9:00 AM – 4:00 PM

Programming Hours
Saturday 10:30 AM – 8:30 PM
Sunday 10:30 AM – 5:30 PM

Load in/out, Exhibitor Check in, Credentials, & Restocking

General load-in/out Information

  • We request all Exhibitors be patient during the load-in/out process. We know you all want to get in and out as quickly as possible, but we really need your patience in order to make that happen.
  • All Exhibitors must load-in/out through the docks.  For security and safety reasons, no load in/out will be allowed from the street level.
  • Staging for load-in/out will be done through CPEG/South Parking Garage. We will not be using the Tonto Marshaling Yard for this convention.
  • Minors under the age of 16 will not be allowed in the Exhibitor Hall during load in/out.
  • Box trucks and vehicles with trailers will be given priority on the dock.
  • If your driver has a Bill of Lading, a freight charge will be incurred and charged to the Exhibitor. Contact CSI etc for freight, shipping and billing information.
  • Multiple vehicles are allowed, but we ask that you use as few as possible. Depending on availability of the dock, not all may make it to the dock at the same time.
  • Empties – May be stored with CSI etc for a fee. Exhibitors will not be given access to the dock during show hours to get their empties before load out starts. Please contact CSI etc for pricing and information.

Load-In

  • Friday, November 10, 3:00 PM to 10:00 PM.
  • Load-in will only be available during the above listed times.
  • Exhibitors must load-in through the dock. Wheeled carts and hand carry will not be allowed through the front doors during load-in hours.
  • There is no pedestrian access from the street level to the dock. A vehicle is required to access the dock.
  • Empties can be stored with CSI etc, for a fee, to make load-out easier.
  • Contact the Operations Manager, Kellie Ambrosia, if you cannot make the load in hours.

Check In

  • Friday, November 10, 3:00 PM to 9:00 PM.
  • Location – Exhibitor Manager’s Booth – Along West air wall leading to Hall 3.
  • Exhibitors may check in once their vehicles have been unloaded and ready to be removed from the dock.
  • Once checked in, Exhibitors will need to remove their vehicles from the dock and return to set up.
  • All credentials must be picked up on Friday during check in hours. No check in will be available on Saturday or Sunday morning without prior approval.

Credentials

  • Exhibitors will receive up to three (3) Exhibitor credentials (if you have two (2) spaces, you will receive six (6) of each).
  • These credentials are required to enter and exit the event area and must be worn on the Exhibitor at all times during show hours.
  • Exhibitor credentials allow access to the Exhibitor Hall an hour before and an hour after Hall hours.
  • Additional Exhibitor credentials will NOT be available for purchase.

Late Arrivals

  • For security reasons, no late arrivals or Saturday arrivals will be accepted without prior approval.
  • Contact the Operations Manager, Kellie Ambrosia before Wednesday, November 8, 2017 if you cannot make the Friday check-in.

Load-Out

  • Sunday, November 12, 5:00 PM to 11:00 PM.
  • Exhibitors must load-out through the dock. No exceptions will be made. Hand carry and carts through the front doors will NOT be permitted.
  • Dock passes will be made available to Exhibitors after their spaces are fully packed up.
  • Exhibitors cannot line up for dock access until they have a dock pass.
  • Exhibitors cannot access the dock during show hours to get their empties before loading out.
  • Empties can be stored with CSI etc, for a fee, to make load-out easier.

Restocking, Saturday & Sunday Morning Dock Access

  • Access to the dock will be permitted on Saturday and Sunday morning between 9:00am and 9:45am.
  • At 9:45am the dock doors will be closed and vehicles will need to be removed from the dock in preparation for the show to open.
  • Access to the dock during show hours can only be done with prior approval from the Operations Manager, Kellie Ambrosia. Approval must be granted before going to the dock. Without approval, Exhibitors will be turned away.
Dock Access Information & Map

Staging Information
To access the dock, Exhibitors must stage through the CPEG garage first. Access to the garage is from Washington St and Jefferson St. Staging will go through the garage and exit will go onto 5th St where Exhibitors will line up to access the dock entrance just north of Washington. 5th St will be partially closed, but through traffic will be allowed.

Direct access to the dock will not be allowed. Exhibitors are required to stage through CPEG first.

Exhibitor Space Information & Policies

General Information & Policies

  • Use common sense, be courteous, respectful and, most of all, have fun!
  • Exhibitors may access the Exhibitor Hall an hour before and an hour after the show times listed above.
  • Licensed music is not allowed at any time without prior authorization from the convention.

Exhibitor Space Policies and Information

  • 6ft x 10ft, one 6ft skirted table, two chairs, three Exhibitor Badges, one Exhibitor sign.
  • Displays are limited to 8ft tall.
  • There will be no pipe and drape separating spaces.
  • Show colors are blue and white.
  • All displays including tables, chairs, grid wall, hanging items and anything else must be within the allotted space; no encroaching on neighboring spaces or aisles.
  • Exhibitor spaces must be stable and safe, and must meet all convention, convention center and Fire Marshal requirements.
  • Exhibitors may bring their own tables, chairs and displays for their space.
  • Additional tables, chairs and displays are available for rent with CSI etc, the decorator.
Security Procedures

Exhibitors at Phoenix Fan Fest will be subject to additional security procedures. These security procedures include, but are not limited to, bag, box and container searches, the use of metal detecting wands and security review of all items.  Additional compliance of the Costuming, Prop and Weapons policy is required and can be found here for review.

Load-in

  • Load-in will be available on Friday, November 10, 3:00pm to 10:00pm ONLY. If you must complete your initial load-in on Saturday, please contact the Operations Manager, Kellie Ambrosia, for approval.
  • Exhibitors MUST enter through the dock. No wheeled carts are dollies will be allowed through the convention center or in the elevators.
  • Once load-in is complete, a security sweep will be done of the Exhibitor Hall.
  • Items may be carried in through the front doors on Saturday and Sunday morning, however, they will be subject to search and must comply with all security and prop restrictions. Items carried in on Saturday or Sunday cannot be overly large and must be able to be carried by one person. No wheeled carts or dollies will be allowed.
  • If you are unsure, please err on the side of caution and bring all your items through the dock.

Dock Access Saturday & Sunday

  • Access to the dock on Saturday and Sunday will be available from 9:00am to 9:45am ONLY. Dock doors into the hall will close at 9:45am, no exceptions. ALL vehicles MUST be removed from the dock by 9:45 a.m.
  • Dock access on Saturday and Sunday morning requires Exhibitor to show their credentials and is for limited stock. All items are subject to the security procedures and may be searched.
  • Carts and dollies are allowed through the dock, but must be returned to your vehicle or completely concealed within your booth space before the hall opens at 10:00am.
  • There is no dock access after 9:45 a.m. Saturday or Sunday. Access to the dock during show hours can only be done with advanced approval from the Operations Manager, Kellie Ambrosia, and will only be allowed on a case-by-case basis. Approval must be granted before going to the dock entrance. Without approval, Exhibitors will be turned away.
Parking

Discounted Parking

  • Parking vouchers for discounted parking will be available during check-in.
  • Parking will be at the Chase Field Garage located on 4th St and Buchanan.

Oversized and Trailer Parking

  • Available at the South Garage/CPEG (behind the South building of the convention center), Starts at $24 a day, Contact (602) 307-5096 for further information and details.

Overnight Parking

  • Overnight parking is not available at the convention center.
Tax Information

The State of Arizona requires anyone who is selling merchandise (either re-sale or original creations) or a service (Autographs, Photo’s, Selfies, Etc.) to obtain temporary sales permits for the collection of sales tax. Phoenix Fan Fest has no role in this process, other than to provide links to the web pages for the convenience of our exhibitors. Any questions regarding these applications should be directed to the State Department of Revenue. Tax inspectors may be on site during load-in to verify exhibitors have completed the necessary tax and business licensing requirements, to expedite your time during load in please have all forms submitted at least two weeks prior to the show. In coordination with ADOR, the City of Phoenix is encouraging the transition for businesses currently reporting to Phoenix for their business activity ahead of the anticipated State deadline. In order to ensure that your business activity is reported accurately and completely at ADOR, you may begin applying for new TPT Licenses, and filing and reporting your Transaction Privilege Tax liability due to the City of Phoenix with the Arizona Department of Revenue on your next TPT return due to ADOR.

What’s new in TPT – Transaction Privilege (Sales) Tax Simplification?

  • New TPT Applications: Effective October 1st, 2016, Phoenix will no longer accept new TPT applications.  You must apply for a TPT license directly with the Arizona Department of Revenue.
  • TPT License Renewals: The Arizona Department of Revenue will process all TPT license renewals for all jurisdictions this fall. Businesses will receive one renewal notice per license from the State regardless of where the business is located. Please visit the Arizona Department of Revenue’s web page  and your renewal notice in November/December for more information.  See our Transition to ADOR bulletin for specific information related to Phoenix TPT licenses.
  • Centralized Licensing and Reporting: Beginning with your January 2017 TPT return filed in February 2017, the Arizona Department of Revenue will be the single point of administration and collection of state, county and municipal transaction privilege tax. Taxpayers will be able to file and pay for all jurisdictions to the State. This means that if you currently report to Phoenix, your last return filed with Phoenix will be your December 2016 return filed in January 2017.  We strongly encourage taxpayers to file online via the State of Arizona website for faster processing.
Additional Policies & Information

Contact the Operations Manager BEFORE the convention if you want to do any of the following:

  • Promote/Advertise another event or convention in your Exhibitor Space.
  • Sell beverages or food in your Exhibitor Space; Exhibitors are subject to the buyout with Aventura if they are selling consumables.
  • Have a vehicle in your Exhibitor space.
  • Hosting a signing or raffle.
  • Play any music during the event.
  • Have any questions about the convention and your participation in our event.

Display Vehicles

  • Display vehicles will be allowed, pending approval by the show and the Operations Manager. For more information on the specific requirements, reach out to our Operations Manager Kellie Ambrosia.

Adult Content

  • Please consider our Cosplay is not Consent criteria and make sure displayed art and merchandise are covered at 60% in gender areas

Facility Policies

  • Only service and assistance animals are permitted in the Phoenix Convention Center.
  • Helium balloons are not permitted in the building.
  • Coolers and outside food/drink are not allowed in the Phoenix Convention Center.
  • Visit the Phoenix Comicon website for a complete listing of Phoenix Comicon Policies

 

Fire Marshal Inspections

Before the doors open to the public each day, a final fire department walk through is conducted. This walk-through is conducted to ensure all safety and fire codes are met. Any issues found will have to be corrected before the public is allowed in. Don’t be the one to cause this delay.  Please follow these tips to ensure you are not. Some common fire code issues that we encounter during our walk through are listed below:

  • You may have only a one day supply of combustibles (handouts, giveaways, etc.) within your booth
  • No empty boxes are allowed anywhere in the booth
  • No combustibles may be stored behind the booth. We do allow the hard plastic carry case for the booth display behind the booth
  • The only electrical extension cords allowed are grounded. You cannot daisy-chain power strips together. No zip cords allowed
  • All exhibit / display construction, DECORATION MATERIAL, and drape must be flame retardant. Oil cloth, tar paper, nylon, plastic cloth, and certain other plastic materials that cannot be rendered flame retardant, through spray or dip application, are prohibited
  • Please have the material’s fire resistant documentation available prior to the show opening, i.e. flame certificate from manufacturer, tag on material, or the product used to treat material – all indicating that the product meets NFPA 701 requirements
  • Pop up tents and canopies require prior approval by the Fire Marshal
  • No plastic tablecloths or decorations are allowed
  • All items must be within the boundaries of the individual booths. Aisles must be maintained at the minimum width designated

No candles or open flames are allowed in the building

General Requirements:

  •  ALL EXHIBIT/DISPLAY CONSTRUCTION, DECORATION MATERIAL, AND DRAPE must be flame retardant.  Oil cloth, tar paper, nylon, plastic cloth, and certain other plastic materials that cannot be rendered flame retardant, through spray or dip application, are prohibited.  Vertical carpet is also prohibited unless it is flame retardant.  Please have the material’s fire resistive documentation available prior to the show opening. If documentation for the material is not available then proof of satisfactory flame retardancy may include a field flame test based on NFPA 701*. This will require the material to have a 1 X 4 inch sample cut. *Please note that the NFPA 701 test is a “destructive test” and the sample could be discolored or destroyed.
  • Plywood less than ¼” in thickness must be flame retardant treated lumber.  The product shall not be painted or similarly modified until the material has been inspected and the flame retardant marking/labeling verified.
  • Exits and aisles must be clear of all obstructions.  This includes chairs, tables, product, trailer tongues, displays, etc.  At no time shall a fire alarm horn/strobe be blocked or covered.
  • Common Questions
    • Q: Can I have chairs at the front of my booth?
    • A: You may have chairs at the front of the booth provided they are still inside the booth when occupied. This may require the table(s) they are located at to be farther inside the booth

  • A minimum three (3) foot clearance shall be provided around all fire extinguishers*, fire hose cabinets, standpipe connections, automatic external defibrillators, and fire alarm pull stations.  These devices shall also be clearly accessible and visible from the aisles.   NOTE:  If fire extinguishers are obstructed, the client is responsible for providing a fully operational 2A-10BC fire extinguisher in a visible, accessible location.
  • Common Questions:
    • Q: Can I just move the blocked extinguishers out of the cabinet?
    • A: No. The building’s fire extinguishers shall not be removed from the cabinets. You or the general service contractor / decorator will need to provide one.

  •    Combustible materials such as pamphlets and other paper products shall be limited to a one (1) day supply and maintained in an orderly fashion inside the booth.  No storage is allowed behind the booths. Registration area will also be limited in storage amounts.
  • Common Questions:
    • Q: Where can I store these items?
    • A: You can make arrangements to have the general service contractor/decorator provide storage on the dock or other approved space.
  •    Combustible containers, such as wood crates and empty cardboard boxes shall be stored outside of the exhibit space or inside an approved storage area. General service contractors/decorators can provide storage options
  •    Operational single station smoke detectors shall be provided in all enclosed exhibits and vehicles exceeding 120 square feet (i.e. recreational vehicles, mobile homes, tents, simi trailers, etc.).  Covered exhibits and booths exceeding 300 square feet shall obtain prior approval and comply with additional automatic sprinkler protection requirements.
  •    Booths which require more than 50 feet travel distance to an exit aisle shall be provided with a minimum to two (2) exits remote from each other.
  • Common Questions:
    • Q: When does this apply?
    • A: Some show floors will have a large bulk booth with drape around it like a book store or merchandise shop. If additional exits are required they will be noted on the approved plan.
  •    Any structure designed with a second level intended to be occupied shall submit plans stamped by a licensed structural engineer prior to move in.  These booths shall be reviewed and approved by the Phoenix Fire Department and, if applicable, the Building Safety Department prior to setup in the facility.
  •    Two story booths with only one means of egress from the upper level shall have a posted maximum occupant load of ten (10) persons on the second level.
  •    Exit signs shall be visible from all locations.  If exit signs are not visible, temporary exit signs shall be posted as approved by the Fire Marshal. If the space’s lighting is at a low enough level in which the temporary exit sign(s) are not visible, then internal or external illuminated signs shall be used.
  •    Aisles in an exhibition or tradeshow shall be a minimum ten (10) feet wide.  NOTE:  This width may be increased based upon the show type and setup.
  •    Vehicles, freight, storage, or other items shall not be stored or left in the path of the roll-up or sliding doors.  At no time shall doors be obstructed from self-closing.

Liquid and Gas Fueled Vehicles and Equipment for Display:

  • Common Questions:
    • Q: Who inspects the vehicle?
    • A: The in-house security company providing the event security will inspect the vehicles. Two inspections will be conducted. The fuel will be check prior to entry to the exhibit hall and another will be conducted once the vehicle is set in the booth with the fuel cap and battery secured.
  • All fuel tank fill caps shall be self locking or taped in an approved manner to prevent tampering.
  • Fuel in the fuel tanks shall not exceed one quarter of the tank capacity or five (5) U.S. gallons (18.9L), whichever is less.
  • Common Questions:
    • Q: What about Semi trucks?
    • A: We understand that Semi trucks cannot operate with 5 gallons or less of fuel down or up the ramps to the exhibit halls. Therefore, if the Semi’s tractor is on display it shall have the smallest amount of fuel in its tank to make it into the exhibit space.
  • Vehicles or equipment shall not be fueled or defueled on City of Phoenix property.
  • The battery’s positive post must be disconnected.  If approved by the Fire Marshal, batteries used to power auxiliary equipment may be permitted to be kept in service.
  • Common Questions:
    • Q: What if I would like to display the vehicle’s sound or electronics?
    • A: The in-house electrical company can provide shore power to the vehicle. The exhibitor will need to provide an inverter.
  •    CNG, LNG, LPG (propane) and hydrogen fuel tanks shall have their emergency shut off valve(s) in the closed position.
  •    RV’s, campers, tractor trailers, and other vehicles with more than 120 square feet of ceiling shall have an operational smoke detector per divided section.
  •    It may be necessary to inspect, move or relocate a vehicle before a show.  For this reason, it is recommended that a set of keys be available on site for all vehicles.
  •    Fuel storage shall be located outdoors in approved cabinets at a location approved by the Fire Marshal.

Cooking and Warming Devices:

  • All cooking and warming devices shall be approved by the Fire Marshal.  All cooking and warming devices shall be listed by a recognized testing laboratory, i.e. UL or FM.
  • Open flame cooking devices shall be isolated from the public by placing the devices a minimum 48 inches from the public accessible area or provide a non-combustible three (3) sided non-combustible barrier between the public and the device(s).
  • Common Questions:
    • Q: Does this mean an exhibitor cannot cook in the booth next to an aisle?
    • A: No. Exhibitors can cook in the booths provided the distance or barrier requirement above is met. This will require the cooking to be done at the rear of the booth or at the front with a barrier as stated above.
  • Individual cooking or warming devices shall not exceed 288 square inches of cooking surface.
  • The table surface holding the cooking or warming device using combustible oils or solids must be made of a non-combustible material.
  • Common Questions:
    • Q: Does this mean the table needs to be metal?
    • A: No. The table’s surface needs to be none combustible. This could be a wooden table with a metal sheet or buffet pan beneath the cooking device.
  •    A minimum of two (2) feet shall be provided between devices.
  •    Combustible materials (including booth drape) shall be maintained a minimum two (2) feet from cooking and warming devices.
  •    An approved 20BC rated dry chemical fire extinguisher shall be provided within 30 feet of deep fat fryers using animal based oil.
  •    A wet chemical type “K” fire extinguisher shall be located within 30 feet of any cooking device that utilizes vegetable based oil.
  •    Butane burners are allowed provided that the following are met:
    • The cylinder(s) and appliances shall be listed.
    • Appliances shall not have more than two (2) 10 ounce (296 ml) non-refillable butane gas cylinders, each have a maximum capacity of 1.08 lb (.490 kg).
    • Cylinders shall be connected directly to the appliance and shall not be manifolded.
    • Cylinders shall not be in the building after show hours.
    • Additional replacement and empty cylinders shall be stored outside the building.
  •    A noncombustible lid shall be immediately available and shall be of a sufficient size to cover the devices cooking well.

Electrical:

  • Non-grounded two (2) wire 110v extension cords are NOT permitted. Most of theses cords are only listed for residential use.
  • Extension cords shall not run under carpet or rugs unless designed to do so, or if it is approved by the in-house electricians.
  • There shall be a two (2) foot clearance between halogen or other high intensity lights and combustibles or per the manufacturer’s instructions.
  • Halogen and other high intensity lighting shall have the original factory guards in place over the lens/glass.
  • All electrical cords, devices and equipment shall be free from defects and operated per their manufacturer’s instructions.
  • All electric cords in the path of travel shall be taped down to prevent tripping.
  • All electric devices shall be listed by a nationally recognized laboratory, i.e., UL / FM.
  • Placement of cables along floors, aisle ways, doorways or other areas that can create a trip hazard or prohibit accessibility is prohibited. If cords do not exceed a #2 pencil size they may be taped down. The tape shall cover the cord in a parallel direction.

Hazardous Material:

Material Safety Data Sheets (MSDS) are required to be onsite and accessible for all approved hazardous materials brought into the facility.  ALL hazardous materials shall be approved by the Phoenix Fire Department and the Phoenix Convention Center prior to being brought into the facility. The following hazardous materials are PROHIBITED:

  •    LPG cylinders in excess of 2.5 pounds (1 kg) water capacity
  •    Flammable compressed gases, such as acetylene.
  •    Flammable liquids, including but not limited to, gasoline, kerosene, cleaning solvents, thinners and other petroleum-based liquids except those allowed in section LIQUID AND GAS FUELED VEHICLES.
  •    Pool chemicals, pesticides, herbicides, poisons, and other such products.
  •    Explosive materials, unless approved by the Fire Marshal, such as pyrotechnic materials.
  •    Cryogenics (i.e. liquid nitrogen, liquid oxygen), unless approved by the Fire Marshal

Open flame Devices:

Open flame devices are PROHIBITED with the exception of the following:

  •    Cooking or warming devices in compliance with the COOKING AND WARMING DEVICES section.
  •    Sterno may be used for warming trays with an operational, visible and accessible 2A-10BC fire extinguisher within 30 feet.
  •    Candles that have been pre-approved by the Fire Marshal and Phoenix Convention Center.

Fire Watch:

A fire watch, in accordance with the Phoenix Fire Code, shall be in place during the following conditions:

  •    Any time fog, smoke or haze is used.
  •    Any time pyrotechnic effects are used.
  •    The fire alarm is in a modified mode.
  •    When the Phoenix Fire Department and/or the Phoenix Convention Center determine, the hazards associated with an operation or event warrants.

Show Service Providers

On Site Decorator

Phoenix Office

4802 W. Van Buren St.

Phoenix, AZ 85043

Toll Free: (800) 471-7330

Phone: (602) 923-0011

Fax: (602) 923-0044

CSI Exhibitor Packet

Dates & Times - Exhibitor Setup Times

Friday, November 10, 2017

3:00pm to 10:00pm

Show Information
BOOTH PACKAGE: Each Table Top booth is equipped with 1- skirted table, 2 chairs and ID sign.
SHOW COLORS: Blue & White
BOOTH CARPET: The Facility is not carpeted, however carpet is available to match your company color & booth theme through CSI etc.
Payment Policy

Payment Policy

CSI etc. requires payment upon receipt of all orders for materials and services listed in the Exhibitor Service Kit. We encourage the exhibitors to place their orders online on our secure website. We require a credit card on file for any additional charges or balances due for incidental items, material handling, or labor incurred during the show. All unpaid balances must be paid prior to the closing of the show.

Discount Pricing

CSI etc. Exhibitor Service Kit provides both discounted and standard pricing. To take advantage of the discounted pricing orders must be received, with payment in full, no later than Deadline dates.

Discount Deadline Date: October 27, 2017

Material Handling Deadline Date: November 6, 2017

Method of Payment

For your convenience, we accept checks, VISA, MasterCard, American Express and Discover Cards.  Please make checks payable to Conference Services International. Purchase orders are not considered payments.  All payments must be made in US funds. Exhibitors will be charged a $50.00 fee for NSF Checks. NOTE: All Material Handling and Labor orders require a credit card on file for any additional handling charges or overages.

Cancellation/Refund Policies

Exhibitors may cancel or revise their orders up to 30 days prior to show move-in at no charge. Cancellations made within 30 days of the move-in, up to the day preceding the move-in, are invoiced at 50% of original price. Any cancellations on the day of move-in will be invoiced 100% of the full cost.

  • Please Note: Furniture included in booth package by Show Management cannot be credited.  However, changes can be made at the Exhibitor’s expense.
  • No refunds will be issued on pre-order rentals that are missing from the booth space. These rental items will be charged in full if not brought to the attention of CSI etc. personnel prior to show opening.

Tax Exemption

If tax exempt, please submit a copy of your tax exempt certificate with all orders. Tax exempt certificate must be for the State of Arizona to apply.  You will be charged tax if your forms are not received prior to deadline.

Download Payment Form

Deadline Dates

Discount Deadline Date:                                                         10/27/2017

Advance Shipments Can Begin to Arrive:                               10/13/2017

Last Day for Advance Shipments without a Surcharge:          11/6/2017

Shipping & Material Storage

ADVANCE SHIPMENT

  • Shipments to arrive between (10/27 – 11/6)

Company Name & Booth Number

Phoenix Fan Fest 2017

c/o CSI etc.

4802 W. Van Buren Street

Phoenix, Arizona 85043

DIRECT SHIPMENTS

  • To arrive ONLY during MOVE-IN hours

Company Name & Booth Number

Phoenix Fan Fest 2017

c/o CSI etc.

Phoenix Convention Center (Hall 4)

100 N. Third Street

Phoenix, AZ 85004

Shipping Packet Download

Non-Official Contractor

Show Management has appointed CSI etc. as the official service contractor to perform and provide necessary services and equipment. Should any Exhibitor wish to employ the service of a contractor other than the official contractor, the following conditions must be met.

  1. The Exhibitor must inform CSI of the name and address of the contractor and the work to be performed. This information must be received in writing, no later than 30 days prior to the scheduled move-in date, at CSI etc.
  2. The Non-Official Contractor to be used by the exhibitor must do the following:
    • Provide a Certificate of Insurance with at least the following items: Comprehensive, General Liability not less than $1,000,000 with respect to injuries to any one person in an occurrence. $1,000,000 with respect to injuries to more than one person in any one occurrence; and $1,000,000 with respect to damage of property workman’s Compensation Insurance, including employee’s liability coverage, in a minimum amount not less than $1,000,000 of individual and/or aggregate coverage. The Insurance Certificate must also include: The Phoenix Comicon, exhibiting company name, booth number, and the non-official contractors name and phone number. B. Agree to abide by the rules and regulations of the show.
    • Agree to abide by all union rules and regulations.
    • Information must be received at CSI no later than 30 days prior to the scheduled move in date.
    • Identification badges must be worn at all times. Temporary badges will be provided. Badges will be issued only to persons actually used to supervise, install, dismantle, and maintain exhibit-related equipment. All non-official contractors must check-in at the CSI Service Desk prior to setup and dismantle.
    • If the Certificate of Insurance and the Notification of Intent (see below) is not supplied to CSI by the 30 day deadline date, the exhibiting firm or non-official contractor will be required to order labor from CSI etc.
  3. For services such as electrical, plumbing, telephone, cleaning, drayage, and forklift operation, no contractor, other than the official contractor will be approved. This regulation is made necessary because work is done on equipment and in facilities owned by parties other than the Exhibitor. The Exhibitor shall provide only the material and equipment, which is owned and is to be used in the exhibit space.

 

Download Notification of Intent to use Non-Official Service Contractor

Third Party Billing Authorization

To authorize CSI etc. to invoice a third party for payment of services rendered to exhibitors, both the exhibiting company and the third party must complete this form and return it at least 14 days prior to the show move-in.

Gratuities
CSI etc. requests that exhibitors do not offer gratuities to our employees, as they are paid an excellent wage denoting a professional status. Any request for tips should be brought to the attention of a representative at the CSI etc. Service Desk.

Download Third Party Billing Authorization Form

Download Full CSI Kit
Extra Tables & Chairs Ordering

Download Order Form

Tables

Chairs

Slate & Grid Wall Ordering
Extra Pipe Only Ordering

For Extra Pipe for your Booth Order Below

Download Extra Steel Order Form

On-Site Labor

ARIZONA UNION GUIDELINES AND SAFTEY TIPS

To assist you in planning for your participation we are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling. The following is a description of the work rules and an outline of union jurisdiction. CSI etc. has skilled, friendly and quality conscious employees in Arizona available to assist you with most aspects of your exhibiting experience. Arrangements for labor and other services can be made through the forms provided in this exhibitor service kit.  

Booth Labor
Currently, we have an agreement with the Local International Alliance of Theatrical and Stage Employees (IATSE). Members of this union claim jurisdiction over all setup and dismantling of exhibits, furniture installation, pipe and drape, hanging of signs and laying of floor coverings and unloading and delivering of all display related materials.

  • Exhibitors may use full-time company personnel that will be staffing their exhibit to assist in setup and/or dismantling of their own booths.
  • Exhibitors may employ the services of Non-Official Contractors providing the following requirements are met:
    • Exhibitors must advise CSI in writing, thirty (30) days prior to setup of the show, of their intent to hire an outside installation and dismantle company or exhibit house to supervise, install, and dismantle their exhibit. The Intent to Use Non-Official Contractor form must be completed by both parties and returned no less than thirty (30) days prior to setup.
    • Non-official contractors must furnish proof of adequate insurance, in the form of an original copy of a policy rider listing CSI as an additional insured, furnished by their broker to CSI etc. office no less than thirty (30) days in advance of actual installation dates.
    • Non-Official contractors must furnish show management the names, addresses and telephone numbers of key executives for emergency contact.
    • All personnel must wear proper identification at show site.
  • All non-official installation and dismantle contractors will be allowed on the exhibit floor only during installation & dismantling hours, and must be identified with a temporary work pass, either supplied by show management or the official service contractor.
  • Exhibitors that plan to setup and dismantle their own booths or equipment, with their own employees, are not required to fill out the Non-official contractors form or send in proof of insurance.

Material Handling
Exhibitors are allowed to unload a mini-van, car, station wagon or pick-up. Exhibitors may use hand-operated equipment that the Exhibitor has provided themselves such as, two wheeled hand dollies and four wheeled flat carts. The use of fork trucks, pallet jacks and any other mechanical equipment is not permitted by anyone other than CSI etc. Any crated materials must be handled by union personnel.

Download In-Booth Labor Order Form

Smart City Internet

Smart City

5795 W. Badura Ave, Suite 110

Las Vegas, Nevada 89118

Phone: 888-446-6911

Fax: 702-943-6001 (Fax)

Email: csr@smartcity.com

Smart City is the exclusive provider and installer of all Voice, Data and Network services (wired and wireless) including communications cabling. This includes all cabling to meeting rooms, booths, within booths (under carpet and flooring), fiber optic, twisted pair (Category 3, 5 and 6), coaxial and all other data and telecommunications related cabling.

Download Smart City Packet
On Line ordering
To review and order our services visit us On-line.

On-Line Ordering

Commonwealth Electric

Commonwealth Electric Company

100 North 3rd Street

Phoenix, AZ 85004

Phone: (602) 253-5881

Fax: (602) 253-5530

Email: expo@commonwealthelectric.com

Commonwealth Electric is the sole provider of Electrical services.
Download Commonwealth Electric Packet
On Line ordering
To review and order our services visit us On-line.

On-Line Ordering

Aventura Catering

Aventura Catering

100 North 3rd Street

Phoenix, AZ 85004

Phone: (602) 534-8600

Fax: (602) 534-8603

Please be advised that all food and beverage items served within the Phoenix Convention Center must be prepared and presented by Aventura Catering. This includes requests for exhibitor amenities such as bottled water, hard candies, etc. Local health code regulations prohibit guests from removing remaining food and beverages from the Phoenix Convention Center.
Download Aventura Catering Packet

Contacts

Operations & Exhibitor Manager: Kellie Ambrosia
Directors of Operations: Jen Palmer and Lee Palmer

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