Exhibit Rental Terms and Frequently Asked Questions

We get a lot of the same questions over and over regarding Exhibit Rentals. We have our terms and FAQs listed at the bottom of our rental pages, but wanted to point them out here as well as offer a little additional explanation on a few of the items.

What is included?

All of our rental prices include shipping to and from the show venue, set up and dismantle labor unless otherwise noted. We also help you with project management by providing reminders when graphic files and show orders are due. If your design is custom (not a pre-designed kit) then design time is also included.

When is payment due?

Payment is due 35 days prior to the set up date with 10% down to reserve. Orders placed less than 35 days in advance require a 100% deposit. Unpaid quotes will not be shipped or set up. We try to make payments as simple as possible for you, so if you require payments be broken up differently let us know and we’ll try to work something out. Full payment is always needed at least 35 days before set up since in most cases we ship to the shows advanced warehouse.

How do you handle payments?

For balances less than $10k, we accept credit cards. For payments exceeding 10k, we accept overnighted checks (with tracking) and wire transfers. Please make any necessary arrangements to have the payment received on or before the due date to avoid delaying production. 

What cities do you service?

The areas covered in posted retail pricing are:

California- San Francisco, San Jose, Oakland, Santa Clara, Los Angeles, Anaheim

Las Vegas, NV

Chicago, IL

Orlando, FL

But we travel! Other cities may require an out-of-standard-venue fee. A typical out-of-standard-venue fee is $2,000-$5,000 and varies on booth size and location.

Time required/rush charges/cancellations

The time required to complete your project is 30 days from start date, which is determined by receipt of your signed quote and payment. Orders received with less than 30 days until set up are subject to a 25% rush fee. Less than 7 days from set up is subject to a 40% rush fee. 

The majority of cost of any project is represented in labor and shipping. Once the order ships, payment is non-refundable. Orders canceled before the booth ships are subject to labor charges associated with initiating your order. Terms are stated on the proposal. 

Show Management/EAC

The exhibitor must notify Show Management (through the Exhibitor Appointed Contractor Form” or “Non-Official Contractor Form” found in the show manual) that P.O.P. Exhibits Inc (or one of it’s partners/suppliers) has been chosen as the Installation and dismantle contractor. This notification is usually required 30 days in advance of the set up dates (please check your manual as some shows require more time). Check with your P.O.P. representative prior to filling out the EAC to ensure the information is accurate.

Design, Graphics & Artwork

We accept .tif, .psd, .ai, and .indd. Provide native or layered files with resources linked, whenever possible. Please make sure to convert fonts to outline, and if providing native ai, LINK any raster images so we can check resolution. Raster images should be kept between 100-200 DPI original resource at print size. All graphic sizes provided are cut sizes. Please refer to our “Art Guidelines” for details on how to set up your files. We will send you the art guidelines when your order is initiated.

If you need help with design or file preparation, design time is billed at $100/hr. Please let us know ASAP if you will need help. We cannot guarantee that our design team will have time to help on short notice. 

Graphic files can be uploaded HERE 

When do you need graphic files?

We will need files 15 working days (3 weeks) before the show. After that, there may be rush charges and we cannot guarantee delivery in time for your set up. If more time is needed, talk to your representative about your timeline and the potential production/shipping rush charges and risks associated with delaying graphic production. 

Damages

The client is responsible for any damages to rental units that occur after the display has been installed and prior to being dismantled. Sticky-back Velcro and other adhesives applied to our products will result in a cleaning fee.

When will you set up?

We do our best to set up on the 1st day of load-in but due to various factors, that isn’t always possible. While it is our mission to have you set up and ready to go as soon as possible, we can only guarantee that it will be set up 12 hours before show start. 

Often times our team is assembling multiple booths at the same show. If you have a preference on which day your booth sets up let us know asap and we’ll do our best to accomodate.

How will your crew get into the show?

You must file an “Exhibitor Appointed Contractor” (EAC) form with the show (Sometimes called “Non-Official Contractor” form). This form tells the show that you are designating us as your install/dismantle contractor. Once you send a copy of the completed EAC form to the show and to us (or the partner/suppler we designate), we can apply for a Certificate of Insurance which the show will require from us. This process can take 7-10 days and must be done before the show deadlines.

Do you ship to the advance warehouse or direct to show?

This is determined on a show to show basis and also depends on when the booth is ordered. It is our preference to ship to advance warehouse whenever possible. Shipping to the warehouse insures that the booth will be there at the start of set up. This way our install crew is able to start setting up immediately rather than waiting for items to be delivered at the dock half the day. 

Are lights included?

Yes, but in many cases, our technicians cannot install the lights due to labor unions in certain cities. Electrical labor is not included in the quote and must be ordered separately from the show. We’re happy to help you fill out your electrical order if you need assistance. 

Can you install my graphics from my previous booth (from another manufacturer)?

No, we can only install graphics made for our exhibiting systems. Our systems are proprietary and only our graphics are made to spec for our booths.

What happens to my graphics after the show?

You own your graphics after the show! You have 3 options for them:

1. Trash them if you can’t use them again

2. We can ship them to your facility. Provide your rep with your shipping account info (UPS/FedEx) and we can have them shipped back to you after the show.

3. Let your project manager know you’d like to re-use them in the future and we’ll store them for you, free of charge! 

Just let your representative know that you would like them kept. Otherwise, 

New Policy on graphics that are direct to print on sintra:

If your graphics are direct-to-print on sintra: to ensure that your graphics don’t get damaged in our warehouse and during shipping, we need to create a custom crate to store them after the show. If you would like these graphics stored, there will be a one time $450 “crate fee.” We need to know at least 2 weeks in advance so that a crate can be built and shipped to your show. Solid panel graphics will be destroyed after the show if storage is not requested.

Can you customize the kits you have offered?

Absolutely! Most of the projects we do have custom elements. Talk to your project manager about your requirements for your booth and we’ll adjust the design to suit your needs.

Why do you need copies of show orders?

We ask for copies so that if delays occur on the show floor, our team can take the orders to exhibitor services and get the issues resolved as quickly as possible. This is especially helpful if our client isn’t present for set up.

What is drayage/material handling?

Drayage (aka Material Handling) is the cost of show services associated with moving materials from the advance warehouse to the show and from the show floor to the loading dock for shipment. The cost is determined by weight, billed $/100lbs. Typical costs range from $90-$150/100lbs depending on location. We’ll provide as accurate a weight estimate as possible so that your drayage bill can be estimated.

Why don’t we cover drayage fees?

Drayage is a cost that we don’t have any control over as pricing varies greatly from city to city. Some exhibit companies mark up the cost of drayage in order to provide all-inclusive pricing to their clients. We prefer to give you the best price possible but will do our best to provide you with the approximate weight of your exhibit so that your drayage bill can be estimated for your budgeting purposes. 

How do I order electricity and rigging for my booth?

You will order electrical services through the show. There is typically a discounted rate for ordering early (usually a month or more in advance). We will provide you with a top view of your booth showing recommended electrical drop locations. Additional electric drops can be ordered (at the non-discounted price) at the show if more are needed.

Rigging can be ordered through the show. We require a copy of the rigging order so that our set up team knows when they’re coming. We will provide any specs needed about the sign for the paperwork and can provide height recommendations upon request.

If you have additional questions, give us a call or email us at info@popexhibitsinc.com. We look forward to helping you succeed at your next trade show!