Installation and Dismantle
The Exhibitor Service Desk will be open during installation to assist exhibitors with verification and adjustments of their orders for labor, furniture, and other auxiliary services. The Service Desk will be staffed throughout the meeting.
All pre-approved exhibitor-designated contractors must obtain work passes for all personnel at the exhibitor registration desk during the hours of registration. Work passes must be visible at all times while on the premises of the convention center. Work passes are valid during installation and dismantle only.
In the interest of safety, only those individuals directly responsible for the installation and the dismantling of the booth will be permitted in the exhibit hall during move-in and move-out times. Under no circumstances will children or guests be allowed within the exhibit area until the official opening of the exhibits at 9:30 a.m. CDT on Sunday, October 20.
Small Exhibits Only
Pop-Ups and Vinyl Case Booths
A labor crew will be available for the set-up and dismantling of exhibits in accordance with advance orders. Exhibitors are urged to order all services in advance. Booth structures must be set and empty containers tagged by Friday, October 18, at 6 p.m. CDT Crates and containers that are not emptied and tagged will be removed from the floor and will not be returned until after the show ends and the hall has been cleared on Sunday after 5 p.m., therefore missing the first day of exhibits. Exhibitors will be charged overtime, per hour, on Sunday, for any containers that need to be returned to the booth, to unpack, and returned to storage.
No refuse, such as empty cartons, may be placed in the aisles after the final sweeping in the exhibit area on Friday, October 18, beginning at 6 p.m. CDT. Exhibitors are urged not to leave or place litter on the floor in the booths or aisles after the final cleaning because time will not permit a sweeping of booths or aisles on opening day.
Only small exhibits that do not require a fork lift can set up on Saturday, October 19, from 8–10 a.m. CDT. Freight doors will close at 10 a.m. on Saturday. Exhibitors wishing to remain in the exhibit hall for light set up (unpacking literature/books, calibrating instruments, etc.) may do so as long as their noise level does not have an adverse effect on the ongoing poster presentations.
Poster session entrances (as indicated on the floor plan) open at noon on Saturday and at 7 a.m. CDT Sunday to Wednesday for presenter setup only. Poster sessions are open for all attendees on Saturday at 1 p.m. CDT and Sunday through Wednesday at 8 a.m. CDT.
Convention Center Rules and Regulations
Exhibitor compliance with the McCormick Place is mandatory.
Floor Load and General Lighting
The exhibit floor load of McCormick Place is 350 lbs. per square foot. For heavy machinery or displays, contact The Expo Group. 25 percent of lighting is provided during move-in and move-out. Lighting one (1) hour prior to show opening each day will be 100 percent. At the close of the show each day, lighting will be reduced to 50 percent.
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the City of Chicago Fire Marshal, McCormick Place Fire Safety Manager or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Details will also be included in the Online Exhibitor Service Manual.
Order forms will be available in the Online Exhibitor Service Manual. Electrical service is 120, 208, 227, 480 volt (single and three-phase).
Exhibitor Appointed Contractor
All EACs and contractors, suppliers and vendors who work in the facility must be identified with the WIS Badge or the credential issued by McCormick Place.
To assist you in planning for your participation in the forthcoming convention, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling. To help you understand the various union jurisdictions in the Chicago, IL area, we ask you to read the following.
Display Installation & Dismantle
Members of this union claim jurisdiction over all set-up and dismantling of exhibits including signs and laying of carpet. This does not apply to the unpacking and placement of your merchandise. You may set up your exhibit display if one full-time employee can accomplish the task in less than one (1) hour without the use of tools. If your exhibit preparation, installation or dismantling requires more than one (1) hour, you must use union personnel supplied by The Expo Group. As an exhibitor, you will be pleased to know that when union labor is required, you may provide your company personnel to work along with a union installer in Chicago on a one-to-one basis.
Exhibitor Booth Set-Up/Dismantle Information
There are two options available to exhibitors to have their displays set-up and taken down at McCormick Place. Exhibitors can either set-up / dismantle their display with their own employees, or the exhibitor can hire union labor. The guidelines for booth options are detailed below. If you have any questions, please contact your Personal Account Manager.
- Consistent with safety and the skills and training necessary to perform the task, as determined by the Authority, an exhibitor and exhibitor employees (“Exhibitor employee” means any person who has been employed by the exhibitor as a fulltime employee for a minimum of 6 months before the show’s opening date) are permitted in a booth of any size with the use of the exhibitor’s ladders and hand tools to:
- Set-up and dismantle exhibits displayed on Authority premises;
- Assemble and disassemble materials, machinery, or equipment on Authority premises
- Install all signs, graphics, props, balloons, other decorative items, and the exhibitor’s own drapery, including the skirting of exhibitor tables, on the Authority’s premises.
- An exhibitor and exhibitor employees are permitted in a booth of any size to deliver, set-up, plug in, interconnect, and operate an exhibitor’s electrical equipment, computers, audio-visual devices, and other equipment.
- An exhibitor and exhibitor employees are permitted in a booth of any size to skid, position, and re-skid all exhibitor material, machinery, and equipment on Authority premises.
- An exhibitor and exhibitor employees are prohibited at any time from using scooters, forklifts, pallet jacks, condors, scissor lifts, motorized dollies, or similar motorized or hydraulic equipment on Authority premises.
Should you choose to utilize a contractor for your labor, the following guidelines apply at McCormick Place. (see McCormick Place forms for jurisdictions pertaining to services provided by McCormick Place):
- McCormick Place is a union building, and jurisdictions are clearly established.
- Above all, there should be no need for disputes. If there is a disagreement, contact your Floor Manager. They will contact the appropriate contractor, who will take up the matter with the appropriate union official. There are established procedures for settling disagreements and using them will prevent problems.
Responsible for uncrating, un-skidding, positioning and re-skidding of all machinery.
Responsible for the handling of all material (except machinery) in and out of the exhibit hall.
(Unified Labor Force Combining Carpenters and Decorators)
Responsible for uncrating of exhibits and display materials; installing, and dismantling exhibits, including cabinets, fixtures, shelving units, furniture; laying of floor tile and carpets; hanging and installation of non-electric signs; re-crating of exhibits and machinery; installing and dismantling scaffolding, bleachers and ganging of chairs; installing of all drape, cloth and/or tacked fabric panels; and Velcro signs.
Depending on the type of hanging sign, it will be assembled & installed by decorators or electricians.
Exhibitor Bill of Rights
An Exhibitor Employee may perform work in a booth of any size. They can work within the booth using their own ladders or hand tools, cordless tools, power tools and other tools designated by McCormick Place/SMG. An exhibitor and exhibitor employees are prohibited at all times from using scooters, forklifts, genie lifts, pallet jacks, condors, scaffolding, scissor lifts, motorized dollies, or similar motorized or hydraulic equipment on Authority premises.
“Exhibitor Employee” is defined as any person who has been employed by exhibitor as a full-time employee for a minimum of 6 months before the show’s opening date. Proof of employment in the form of a W-2, payroll document or other documentation may be required upon request if deemed necessary by McCormick Place management. Documentation must be furnished within 24 hours of notification.
In addition to the work currently performed, exhibitors may also perform the following work within their booth:
- Setting-up and dismantling exhibits
- Assembling and disassembling materials, machinery or equipment
- Installing all signs, graphics, props, other decorative items and drapery, including the skirting of tables
- Delivering, setting-up, plugging-in, interconnecting and operating electrical equipment, computers, audio-visual devices and other equipment
- Skidding, positioning and re-skidding all exhibitor materials, machinery and equipment using their own non-motorized hand trucks, non-hydraulic hand trucks and dollies
The Expo Group is the exclusive cleaning contractor. No other cleaning services, including exhibitor appointed contractors are allowed to perform these services.
Monday – Friday 8:00 a.m.-4:30 p.m.
Monday - Friday 4:30–8:30 p.m.
Saturday 6:00 a.m.–6:30 p.m.
Monday - Friday 8:30 p.m.–8:00 a.m.
Saturday before 6:00 a.m. and after 6:30 p.m
All day Sunday and Holidays
Standing on chairs, tables, or other rental furniture is prohibited. Rental furniture is not engineered to support standing weight. The Expo Group cannot be responsible for injuries or falls caused by the improper use of rental furniture. If assistance is required in the assembly/dismantle of your booth, please order labor in advance using the forms that will be provided in the Online Exhibitor Service Manual.
The Expo Group —Our Work Rules prohibit the solicitation of tips by any of our employees. Our employees are paid excellent hourly wages denoting a professional status and we feel that tipping is not necessary. Should you be solicited for a tip, please report the incident to The Expo Group as soon as possible.
Labor — Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for service rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the union has 15-minute paid breaks. Meal breaks are one half hour. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to The Expo Group’s show-site manager.
Please refer to the Online Exhibitor Service Manual for complete guidelines.
The Expo Group will receive shipments at the McCormick Place dock; delivery to the exhibitor’s booth; removal, storage, and return of empty crates and containers; and removal of packed shipments from the booth and transferring to the outgoing carriers at the McCormick Place dock. Exhibitors are urged to ensure that all materials are delivered to booths on setup days because deliveries cannot be made during exhibit hours.
All exhibitors are urged to verify the delivery of their freight before arrival in Chicago, IL. Many shipments cannot be traced or delivered on the weekend.
USPS, UPS, and Federal Express packages going to the McCormick Place must be sent directly to The Expo Group, they will then be delivered to the exhibitor’s booth.
Advance Warehouse is available to receive shipments on September 16. These shipments, which must be prepaid, are consigned to the warehouse and must arrive no later than Friday, October 11. Crated advance shipments are to be consigned as follows:
The Expo Group
c/o YRC, CCS Trucking
4108 W. 52nd Place, Chicago, IL 60632
Uncrated shipments will not be received at the warehouse.
Advance Warehouse Billing
A copy of the bill of lading for motor freight and air shipments should be forwarded to:
The Expo Group
5931 W. Campus Circle Dr.
Irving, TX 75063
Attention: Dana Trimble
Phone: 972-751-9440/ Fax: 972-751-9540
Direct Convention Center
Direct to Convention Center receiving is available during exhibit setup beginning 8 a.m. on Thursday, October 17. Direct prepaid uncrated/crated shipments are to be consigned as follows:
c/o The Expo Group
McCormick Place – South Hall A
2301 S. Lake Shore Dr. , Chicago, IL 60616
Note: Any freight arriving directly at McCormick Place before Thursday, October 17, that has not been confirmed as an early target move-in by The Expo Group, will be refused and returned to the exhibitor.
Direct Convention Center Billing
A copy of the bill of lading showing the number of pieces, weight, classification, carrier, and routing are to be sent to:
The Expo Group
5931 W. Campus Circle Dr.
Irving, TX 75063
Attention: Dana Trimble
Phone: 972-580-9000 x 1440 / Fax: 972-751-9540
Empty crates, boxes, and cartons must be ready for removal from the exhibit area by 6 p.m., Friday, October 18. These materials should be nested as much as possible. “Empty” stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the exhibit service desk.
Containers or skids without the “empty” stickers will be considered refuse and disposed of accordingly. Crates, boxes, and cartons may not be stored behind booth backgrounds
Note: Nothing may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. McCormick Place inspects all exhibits to ensure compliance.