2014 SHRM Annual Conference & Exposition

EXHIBITOR REFERENCE GUIDE

1

EXHIBIT HALL

West Hall WB3WD2
Orange County Convention Center
9860 Universal Blvd.
Orlando, FL 32819-8199
www.occc.net

Floor: Aisles will be carpeted in MIDNIGHT BLUE and specialty aisles will be carpeted in PLUM.
Note: The exhibit hall is NOT carpeted and bare floors are not permitted. Exhibitors are required
to cover the floor in their booth space. Carpet may be ordered with the Freeman order forms included
in this kit.

WHATS INCLUDED WITH YOUR BOOTH?
The following is included in the rental fee of each 10x10 booth:

One 7" x 44" identification sign
One complimentary Full Conference Exhibitor registration
Four Booth Personnel registrations access to the exhibit hall only
Company listing in the 2014 Exhibitor & Sponsor Resource Guide (subject to print deadlines)
Exclusive non-conflicting exhibit hall hours
Networking opportunities that include luncheons, receptions, and refreshment breaks in the exhibit hall
Complimentary passes to the SHRM Exposition to offer clients (Invite-A-Customer)
Complimentary company listings in pre-conference attendee marketing brochure (subject to deadline)
8 high draped back wall, 3 high draped sidewalls
24 hour exhibit hall perimeter security

EXHIBIT HALL SCHEDULE

Move-In
Friday, J une 20 12:30 p.m.6:00 p.m.
Saturday, J une 21 8:00 a.m.6:00 p.m.
Sunday, J une 22 8:00 a.m.12:00 p.m.

Friday afternoon set-up (until 4:30 pm) is straight labor time, while Saturday and Sunday is all overtime. Please
see information on union regulations located in the Freeman section of this service kit. All exhibits must be set
and ready to open by NOON on Sunday, June 22.

Show Hours
Sunday, J une 22 4:00 pm 7:00 pm
Monday, J une 23 9:30 am 4:00 pm
Tuesday, J une 24 9:30 am 2:00 pm

Dismantle
Tuesday, J une 24 2:00 pm 9:00 pm
Wednesday, J une 25 8:00 am 5:00 pm

IMPORTANT: Freeman will begin returning empty containers as soon as the aisle carpet is removed from the exhibit
floor. The entire process takes approximately 6-7 hours. Out of respect for the show, your neighbors and the
conference attendees, please do not pack up your booth prior to 2:00 pm on Tuesday. Early tear down is a blatant
violation of show rules and regulations and will cause your company to forfeit its early bird rate for the next
conference. Please plan travel arrangements accordingly. All displays must be completely removed from the exhibit
hall by 5:00 p.m. on Wednesday, J une 25.

2014 SHRM Annual Conference & Exposition
EXHIBITOR REFERENCE GUIDE

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EXPECTED ATTENDANCE
Approximately 14,350 HR professionals (not including exhibitors, press, volunteers or speakers) are expected to
attend the 2014 SHRM Annual Conference & Exposition.

More than 700 exhibitors utilizing 130,000+net square feet will demonstrate the latest in HR products and
services in the exhibit hall. An additional 4,000 exhibitor booth personnel are expected at the conference.

BOOTH EQUIPMENT & SERVICES

The following order forms are included in this service kit behind the Other Suppliers section. Please check the
actual forms for their deadline dates. Order all services at least 3-4 weeks in advance.

Telecommunications Electrical Catering Audio-Visual Photography
Floral Computer Rental Lead Retrieval

Remember that on-site orders are last on the priority list and usually more expensive. To save time, money and
reduce lines at the Service Center, please order in advance.

LABOR JURISDICTIONS

Please see the Labor J urisdiction Guidelines under the Freeman link in this service kit. Please read all union
information before arriving on-site. If you have any questions, please contact the Freeman Exhibitor Services
Department at (407) 816-7900.

FLOOR COVERING/CARPET

Carpet and/or alternate floor covering is required for all exhibits. Carpet and/or floor covering can be ordered
through Freeman or exhibitors may bring their own.

BOOTH CLEANING

All carpets from Freeman are installed clean for your use. After carpet installation, cleaning of your exhibit space
is not included. Additional services for debris created DURING SET-UP and SHOW HOURS must be ordered
through Freeman. A form for cleaning services can be found under the section labeled FREEMAN.

EXHIBITOR APPOINTED CONTRACTORS
Exhibitors who plan to use a service contractor other than the official contractor (Freeman) to unpack, erect,
assemble, dismantle, and pack displays and/or equipment must provide the service company name, address
and supervisor name to SHRM Show Management in writing by May 12, 2014. Please refer to the Exhibitor
Appointed Contractor form behind the Show Rules and Regulations section of this service kit.

DISTRIBUTION OF GIFTS, SAMPLES, OR PRINTED MATERIALS

Exhibitors can only distribute free gifts, samples, souvenirs and printed material from the confines of your booth
space. Any materials left outside of your booth will be removed and if the activity persists, your booth may be
shut down.

BALLOONS & STICKERS
Helium balloons and adhesive-backed stickers or similar items are not permitted.


2014 SHRM Annual Conference & Exposition
EXHIBITOR REFERENCE GUIDE

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SOLICITATION

All exhibitors must confine their solicitation to their rented booth space. Solicitation cannot take place in the
aisles or any other space in the convention center not leased to exhibitors. Sidewalks, parking lots and
surrounding areas of Orange County Convention Center are property of the convention center. Exhibitor staff,
uniformed personnel, or any person representing the marketing or the promotion of the exhibiting company is
not allowed to utilize this space for solicitation purposes.

USE OF SPACE

Sharing of exhibit space by two unrelated companies is strictly prohibited.

CUSTOM BUILT DISPLAYS

Please refer to the Show Rules and Regulations section in this service kit. SHRM follows industry guidelines
endorsed by the International Association of Exhibitions and Events (IAEE). Any variances in these display rules
must be submitted in writing along with a diagram that includes all dimensions to SHRM Show Management.
Fax to Dennis Rugbart at (703) 535-6477 or (703) 258-6112 by May 2, 2014 for approval.

Please note that the Orange County Convention Center requires all Multi-Level & Covered booths submit an
application and adhere to their guidelines listed under the Facility/Other Suppliers section of this kit.

SHIPPING & STORAGE
There are two basic methods of shipping your display materials and equipment.

1. Shipping to the Freeman Warehouse:
By selecting this method of shipping, you can ship your materials to the freight companys warehouse. To
qualify for this type of shipping, the materials must be crated, boxed or on skids. Included in this service is
acceptance at the warehouse, delivery to your booth, removal/storage/return of empty packing materials
and loading of materials on designated carriers. The advantage of this method is that the shipping time does
not have to be exact since you have an extended window and more flexibility on the carrier used. The
Material Handling Services sheet provided under the Freeman link should cover most of your shipping
needs, please read it carefully.

2. Shipping direct to Orange County Convention Center:
To use this method, your shipment must arrive during exhibitor move-in. There are no personnel at the
Orange County Convention Center to accept shipments prior to our official move-in days. Exhibitors who
wish to ship directly to the Orange County Convention Center must coordinate their shipments with
Freeman. All Independent carriers who deliver freight to Orange County Convention Center will be unloaded
on a first-come, first-served basis. Contact Freeman if you plan to ship direct to avoid delays for your
shipper.

Overnight Packages: Items sent to Orange County Convention Center via Fed-Ex, UPS, or any overnight
carrier must be received, signed for and distributed by Freeman. A severe delay may occur in the receipt of your
box(s) due to the large volume of small packages. It is recommended that whenever possible you avoid shipping
small packages directly to the Orange County Convention Center.






2014 SHRM Annual Conference & Exposition
EXHIBITOR REFERENCE GUIDE

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EXHIBIT DIRECTORY DESCRIPTION
Exhibitors will have the opportunity to input their company information and a 50-word description online for
publication in the onsite Exhibitor Directory. Directions and passwords for online directory descriptions were
emailed to current exhibitors at the end of J anuary 2014. All descriptions must be submitted by April 4, 2014 to
be included in the printed Exhibitor & Sponsor Resource Guide.

EXHIBITOR REGISTRATION
All exhibit personnel must obtain a badge before they enter the exhibit hall. Once registered, the badge will
allow an exhibitor access to the exhibit hall two hours before the show opens, and up to one hour after it closes
for the day. Please see the Registration/Housing section of this kit for more information on registration.

Friday, J une 20 12:30 pm - 6:00 pm
Saturday, J une 21 8:00 am - 6:00 pm
Sunday, J une 22 8:00 am - 7:00 pm
Monday, J une 23 8:00 am - 4:00 pm
Tuesday, J une 24 8:00 am - 2:00 pm

COMPLIMENTARY SHRM EXPOSITION ONLY PASSES
Fifty complimentary Expo Only Passes, each good for the duration of the exposition, will be available for each
exhibiting company via the CompuSystems registration website. Invite your clients, distribute them to your sales
force or use them in direct mail campaigns. Instructions will be emailed separately in early May.

If you need more than the 50 complimentary passes, please e-mail Rebecca Orens at
rebecca.orens@shrm.org. Additional passes, within reason, can be requested at no charge, but requests must
be made as soon as possible.

CONFERENCE LOGOS
Promote your participation in the SHRM Exposition by using the SHRM Conference logo in your advertisements,
company newsletters, or any other creative way you choose. An electronic version of the conference logo can
be obtained by emailing rebecca.orens@shrm.org.

IMPORTANT: It is not necessary to get permission to use the Conference logo, but any use of the Society's HR
logo is strictly prohibited.

PRIZE DRAWINGS

Exhibitors may have prize drawings from their own booths, but all activity must take place within the confines of
the exhibitors booth. Please see Show Rules & Regulations section of this kit for guidelines on prize drawings
and giveaways.

SHRM will not make announcements for prize drawings over the PA system in the exhibit hall.

CHILDREN IN EXHIBIT HALL

Move-in and move-out periods present particular dangers on the exhibit floor. During these times, children under
the age of 18 are specifically prohibited from the exhibit hall (this includes infants/toddlers in strollers). During
show hours, children under the age of 18 must be badged and must be accompanied by an adult.



2014 SHRM Annual Conference & Exposition
EXHIBITOR REFERENCE GUIDE

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HOSPITALITY INFORMATION

To ensure the integrity of the SHRM Annual Conference & Exposition, exhibitors are not permitted to hold
hospitality functions or business meetings during official program hours. SHRM has not scheduled any official
events on Monday evening so exhibitors will have the opportunity to host hospitality functions. Please complete
the meeting room request form in the Registration/Housing section. Please note there are no meeting rooms
available for exhibitor functions at Orange County Convention Center.

INSURANCE
All Exhibitors, their contractors and suppliers working in the exhibit hall are required to carry general liability
insurance in an amount of at least equal to $1,000,000 in the aggregate and $1,000,000 per claim, or, if greater,
such amount as may be required by the Orange County Convention Center, and shall supply SHRM with a
certificate evidencing such coverage and naming SHRM as an additional insured with right to at least ten days
advance written notice of termination. Exhibitors must operate and maintain their exhibit so that no injury will
result to any person or property. All exhibitors are strongly urged to obtain full-coverage temporary insurance for
their merchandise and displays while in transit and while at the exposition.

Certificates of insurance, naming SHRM as additional insured, should be emailed to Laura Larson at
laura.larson@shrm.org.

SECURITY & GUARD SERVICES
SHRM will make every reasonable effort to provide the most effective security possible for the protection of your
exhibit materials beginning with installation and continuing through dismantle. However, please be aware that
from the time display materials are delivered to your booth area until after they have been picked up for removal,
protecting all such items is ultimately the responsibility of the exhibiting company. SHRM urges all exhibitors to
carry their own insurance coverage.

A special booth monitoring service is available for exhibitors who wish to order their own security. An order form
can be found in the Other Suppliers section of this kit. Cages to secure smaller removable items, such as
electronic equipment and incentive items are available, but they must be pre-ordered. Neither SHRM, nor the
facility management, official contractors, nor their respective representatives are liable for losses of any kind.
Please report all thefts to the Orange County Convention Center Security Office immediately.

Take precautions and be careful with your property. Remember that move-in and move out hours are
particularly sensitive times when thefts are most likely to occur. Remove or put all small or valuable items in
locking cabinets while working in your booth and at the end of each day. DO NOT LEAVE VALUABLE
MATERIALS UNDER DRAPED TABLES. A list of security guidelines can be found under the Show Rules &
Regulations section of the service kit.

CONFERENCE ATTIRE

The attire for the 2014 SHRM Annual Conference & Exposition is business casual.

FUTURE SHOWS

J une 28 J uly 1, 2015 ............................................................................................. Las Vegas, NV
J une 19 22, 2015 ................................................................................................... Washington, DC


2014 SHRM Annual Conference & Exposition
EXHIBITOR REFERENCE GUIDE

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SURVEYS

Exhibitors interested in conducting a short poll (up to 10 questions) at the SHRM Annual Conference &
Exposition must adhere to the following guidelines.

1. Notification of intent to conduct a short poll on-site and the subject of the poll/survey must be submitted
to SHRM for approval four weeks prior to the conference. A final instrument must be submitted for
approval at least two weeks prior to the beginning of the conference. SHRM retains the right to reject a
poll for fielding if it conflicts with SHRMs survey agenda and/or does not comply with the survey
guidelines/protocols established by the SHRM Research Department.

2. The poll findings, press releases and other materials related to the poll may not suggest the survey was
endorsed by or conducted with SHRM.

3. Exhibitors agree to supply SHRM with a copy of all materials related to the poll that are made available
to the public.

4. Solicitation to complete the poll must take place within the exhibitors booth space so as not to distract
from other exhibits in the hall.