Installation and Dismantle
Online Exhibitor Service Manual
The Online Exhibitor Service Manual containing a complete set of service forms will be available July 17.
Installation Dates and Hours
|Wednesday, November 8||8 a.m. – 6 p.m. EST||Targeted Move-in, Island booths only,
400 sq. ft. and above.
|Thursday, November 9||8 a.m. – 6 p.m. EST|
|Friday, November 10||8 a.m. – 6 p.m. EST
||All wooden crates and empties must be tagged and ready for removal by 6:00 p.m. EST|
|Saturday, November 11||8 a.m. – 10 a.m. EST||Product set up only may continue until 6 p.m. If you have a popup booth and will arrive for set up after 10 a.m., you must be completely set by 6 p.m. EST|
Dismantle Dates and Hours
|Wednesday, November 15||5 p.m. – 10 p.m. EST|
|Thursday, November 16||8 a.m. – 2 p.m. EST|
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. EST on Sunday, November 12.
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, November 10, at 6 p.m. EST. 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, November 10, beginning at 6 p.m. EST. 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 forklift can set up on Saturday, November 11, from 8 a.m. - 10 a.m. EST. 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 open at noon on Saturday and at 7 a.m. EST Sunday to Wednesday for presenter setup only. Poster sessions are open for all attendees on Saturday at 1 p.m. EST and Sunday through Wednesday at 8 a.m. EST.
Convention Center Rules and Regulations
Exhibitor compliance with the Walter E. Washington Convention Center is mandatory.
Floor Load and General Lighting
The exhibit floor load of the Walter E. Washington Convention Center is 350 lbs. per sq. ft. For heavy machinery or displays, contact The Expo Group.
25% of lighting is provided during move-in and move-out.
Lighting one (1) hour prior to show opening each day will be 100%. At the close of the show each day, lighting will be reduced to 50%.
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the District of Columbia Fire Prevention Bureau 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 volt (single and three-phase).
Exhibitor Appointed Contractor
Exhibitors who plan to use the services of anyone other than the official service contractor must notify The Expo Group on or before October 9 in writing. Exhibitor Appointed Contractors (EACs) must:
- Provide The Expo Group with an original Certificate of Insurance by October 9 (see below for specific requirements)
- Perform services in accordance with exhibition rules and regulations
- Not solicit business on the exhibit floor
- All EACs and contractors, suppliers and vendors who work in the facility must be identified with the WIS Badge or the credential issued by the Walter E. Washington Convention Center.
Note: SfN is required to provide the similar proof of our insurance including automobile liability, to the convention center.
Certificate of Insurance
See the Online Exhibitor Service Manual for I & D company insurance information available July 17.
EAC Certificate of Insurance only: If your insurance broker is providing the required evidence of coverage please forward the certificate to email firstname.lastname@example.org.
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 Washington, DC area, we ask you to read the following.
Exhibitor Booth Set-Up/Dismantle Information
The installation and dismantling of prefabricated displays comes under the jurisdiction of the carpenters’ union. However, two (2) full-time exhibiting company employees may work without Carpenter Labor for one (1) hour on the installation (move-in) and one (1) hour on the dismantle (move-out) without union labor on booths that are larger than 10’ x 10’. Exhibitors may work in booths 10’ x 10’ or smaller without the use of union labor.
Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility and/or The Expo Group.
One individual from each exhibiting company is permitted one trip to hand-carry items into the facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. The Expo Group will control access to the trade show floor which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by The Expo Group. Rates for material handling services will be included in the exhibitor service manual.
The Expo Group shall be the sole authority on all matters in the DOCK area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment.
Any conflicts or disagreements regarding the union jurisdictions or interpretations thereof should be resolved with representatives of The Expo Group and Show Management.
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.
Depending on the type of hanging sign, it will be assembled & installed by decorators or electricians.
Walter E. Washington Convention Center is the exclusive cleaning contractor. No other cleaning services, including exhibitor appointed contractors are allowed to perform these services.
Rates coming soon
Rates coming soon
Rates coming soon
Standing on chairs, tables, or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. The Expo Group cannot be responsible for injuries or falls caused by the improper use of rental furniture. Please assist in our efforts to provide a SAFE WORKING ENVIRONMENT for everyone.
The Expo Group
The Expo Group requests that exhibitors do not tip our employees. They are paid at an excellent wage scale denoting a professional status, and we feel that tipping is not necessary. This applies to all The Expo Group employees.
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 Walter E. Washington Convention Center 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 Walter E. Washington Convention Center 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 Washington, DC. Many shipments cannot be traced or delivered on the weekend.
USPS, UPS, and Federal Express packages going to the Walter E. Washington Convention Center 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 October 9.
More information coming soon
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: Exhibitor Service
Direct Convention Center
Direct to Convention Center receiving is available during exhibit setup beginning 8 a.m. EST on Thursday, November 9.
Direct prepaid uncrated/crated shipments are to be consigned as follows:Neuroscience 2023
c/o The Expo Group
Walter E. Washington Convention Center – Halls A-C
801 Mount Vernon Place, NW
Washington, DC 20001
Note: Any freight arriving directly at Walter E. Washington Convention Center before Thursday, November 9, 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: Exhibitor Service
Empty crates, boxes, and cartons must be ready for removal from the exhibit area by 6 p.m., Friday, November 10. 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. The Walter E. Washington Convention Center inspects all exhibits to ensure compliance.