Subject:
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Brickworld - Exhibit Setup Information/Logistics
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Newsgroups:
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lugnet.events.brickworld, lugnet.fun.community, lugnet.announce, lugnet.general, lugnet.events, lugnet.robotics, lugnet.trains, lugnet.castle, lugnet.pirates, lugnet.space, lugnet.people
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Followup-To:
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lugnet.events.brickworld
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Date:
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Tue, 16 Jun 2009 19:15:19 GMT
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Viewed:
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91049 times
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Share - Learn - Explore - Discover
With only a couple days to go until the big event, please take note of the
following information for setup and takedown:
Location: The Westin Chicago North Shore
601 N. Milwaukee Avenue
Wheeling, Illinois 60090
Phone: 847-777-6500
Fax: 847-777-6510
Check-in: 3 PM
Check-out: 12 PM Noon
Directions: If you require assistance with directions from the airport to the
hotel, or driving directions from a specific location, please contact the hotel
first, and if you need further help, please contact Kevin.
Package Shipment: If you have shipped or plan to ship packages directly to the
hotel, there is a package handling fee for this service. Please contact the
hotel directly prior to your stay in order to obtain exact pricing fees and
related information.
Unload & Exhibit Setup
- Unloading & setup begins promptly at 4pm on Thursday, June 19th for each of the three ballrooms (Ravinia, Lake Michigan, and Botanic). No one will be allowed into either room before that time. Please make an effort to have all your club members (if part of a club) arrive prior to 4pm if possible. If you arrive prior to 3pm, park in the North parking lot (to the left as you enter the Westin main entrance). If you will be arriving after 6pm, please see or call Kevin for unloading instructions.
- Starting at 3:30pm, we will have a several volunteer staff members available to direct you to your proper unloading zone. If you are already parked at the hotel, please meet by the North loading dock. If you are arriving between 3:30 pm and 5:30 pm, as you pull into the hotel, you will see a staff member in a red brickworld polo who will direct you to the proper loading zone. They will ask for your name and/or club affiliation and direct you appropriately. Once at the loading zone, another staff member will provide you with your room setup location and instructions for unloading through the two approved Load Doors. Maps of the show floor will be provided for you with your setup space clearly marked on it. Extra copies will be available upon request.
- If you require specific assistance to unload your vehicle, please let Kevin know at this time, so he can assign one of our volunteers to help.
During load-in, please remember the following guidelines:
- Get your vehicle(s) into the proper queue. Queue order will generally be first-come-first-serve per vehicle. Your patience and understanding is appreciated and be aware that we are all working together to ensure that everyone unloads ASAP.
- The roadway behind the hotel is small and traffic only flows one direction: north. Driving south behind the hotel will cause a traffic jam from the people coming the other direction. Please be aware of the signs noting such so that we can avoid bottlenecks.
- Small boxes are the -only- items that may be brought in through the hotel lobby doors. When bringing in boxes by hand, the hotel has requested that we use the glass doors on the SOUTH side of the hotel only. Everything entering through these doors needs to be HAND-CARRIED. All large exhibits (modules, tables, large boxes, carts, etc) must load through through the approved Load Doors.
- We have been told that a couple flatbeds will be provided by the hotel for load in. Please return these as quickly as possible so other groups may use them as well.
- Once you pull up to your Load Door, unload your stuff through the service corridor into your room and place in your space. Your area will be marked on the show floor, and will correspond to the location marked on the provided map. Please do not set up right away, but continue to unload your vehicle and then move your vehicle back to the parking lot so that the next vehicle in line can start unloading.
- We are asking that everyone please pitch in and help everyone else unload their stuff where possible before setting up. This will help us expedite unloading and allow everyone to setup faster.
- The BW Registration desk will be open during the evening
- Note that the Michigan, Botanic and Ravinia ballrooms will be closed and secure from Midnight until 6am daily so keep this in mind for setup.
- Once your area is all setup, you may notice a set of stanchions allocated to your set of tables. We will be distributing stanchions to each of the general areas that require them. We ask that once your displays are all set up, that you distribute them evenly around the tables for your area. We will provide a map of the stanchion layout for each area as a reference. Once the stanchions have been distributed, a Brickworld staff member will be around to secure them. See Kevin Lauer with any questions regarding this.
Breakdown
- Public Exhibition ends at 3 PM on Sunday. We ask that you please do not start to break down before this time. However, we also understand that some exhibitors may need to leave earlier than this, and for those people, we ask that you be discreet when doing so. NOTE: You will not be able to bring hand trucks or carts into the show during the hours of the public exhibition for safety reasons.
- If you require specific assistance with the breakdown of your exhibit, please contact Kevin Lauer so that he can assign a volunteer to assist you.
- Please pack up all boxes prior to bringing your vehicles to the Load Doors. You should be removing your boxes from the exhibition hall through the same corridors you brought your displays in from. If you unloaded by the North Load Zone, please load your vehicle from the same location. Same goes for the South Load Zone.
- Once again, only small hand-carried packages may leave through the South GLASS doors. Hand carts, trucks, and flatbeds -cannot- go through these doors.
- Once you have all the packages for a vehicle ready to be brought outside, please queue your car up to the loading dock. We will try to have volunteer staff on-hand to help you load your vehicle. Once your vehicle is packed, please promptly remove it from the queue so that others may load up their vehicles as well.
- If you have the available time and energy to help out with loading up vehicles it is always appreciated. Please contact Kevin Lauer if you wish to volunteer your time.
Other Notes
- If you did not request tables for your exhibit through the Brickworld website, please contact Kevin Lauer or Bryan Bonahoom upon arrival at the hotel in order to be assigned an exhibition area or to get on a waiting list. Currently all tables have been apportioned out to exhibitors, however, we foresee the possibility that some exhibitors planning to attend may not be able to make the show or those that do arrive will discover they have requested too much space. Obviously we want to give everyone a place to display everything, but please understand that unused display space will be given out on a first-come, first-serve basis as it is acquired.
- If you have set up your display and are not using the entire space assigned to you, please, please, please make sure to let Kevin or Bryan know so that we can look into re-assigning that space for other use. Thanks.
- As always, if you have any questions not covered by this document, feel free to contact us for clarification or ask upon arrival at the event.
See you all there!
Regards,
Kevin Lauer
Brickworld Logistics Coordinator
Brickworld will be held June 18 - 21, 2009 at the Westin North Shore Hotel in
Wheeling, IL (a suburb of Chicago).
Visit the Brickworld Web Site by clicking here.
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