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EXHIBITOR MANUAL

Please read materials thoroughly, complete all diagrams and


forms as early as possible. Remember to keep a copy for
your records.

Hans Aichinger, Sonnenfinsternis (Solar Eclipse), 2015, Oil on canvas, 31.5 x 39.4 in, Courtesy Maerzgalerie, Leipzig | Berlin

TABLE OF CONTENTS
2017 Deadlines.......................................................................................... 2
Contact Information ................................................................................. 3
2017 Fair Timetable .................................................................................. 4
Marketing ...............................................................................................5-6
Marketing Program
Promotional and Catalogue
Material Submission
Security ..................................................................................................7-8
Security Services
Merchandise Removal
Precautions
Booth Design .......................................................................................9-16
Booth Design Overview
Walls
Requirements & Recommendations
Lighting, Electrical Outlets and Rigging
Pre-Approval of Private Contractors
Telephone/Fax/Data Lines
Decorating Price List
Insurance Coverage ............................................................................... 17
Notice of Compliance
Recommended U.S. Insurance Agent
Shipping .............................................................................................18-20
Art Handling/Official Drayage Contractor
When to Ship
Delivery of Shipment
Recommended Shippers
Exhibitor Move-In ................................................................................... 21
Exhibitor Move-Out ................................................................................ 22
Hotel Accommodations ......................................................................... 23
Exhibitor Payment and Sales Tax .....................................................24-25
Exhibitor Payment Schedule & Wire Transfer Information
Sales Tax

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DEADLINES

EARLY COMMITMENT EXHIBITORS:


ASAP
| PROMOTIONAL IMAGES
FOR ALL OTHER EXHIBITORS:
Submit no later than
February 3, 2017

| PROMOTIONAL IMAGES

Submit no later than


February 3, 2017

| PROMOTIONAL MATERIALS ORDER FORM

February 17, 2017

| CATALOG IMAGES & INFORMATION

February 10, 2017

| HOTEL BOOKING DEADLINE


NOTE: Standard rates prevail after deadline

February 24, 2017

| BOOTH DESIGN
ADVANCE DISCOUNT RATE DEADLINE

Booth Design Form A


NOTE: Standard rates prevail after deadline
February 24, 2017

| BOOTH DESIGN AND FORMS A - J


Please email:
operations@nextlevelfairs.com
ATTN: Operations
NOTE: Showsite rates prevail after deadline

February 24, 2017

| JOHN BUTTINE INC. INSURANCE FORMS


Send application and payment direct to:
Buttine Underwriters Purchasing Group, LLC
125 Park Avenue, Third Floor
New York, NY 10017
Or Fax to: 212 504 8084
ATTN: Kendra Riley
kar@buttine.com

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CONTACTING US

OFFICE PHONE: +1 305 791 2990


SHOW DIRECTOR
Lee Ann Lester
llester@nextlevelfairs.com
1 239 272 6716
ADMINISTRATIVE & EXHIBITOR SERVICES
Annie Cardelle
annie@nextlevelfairs.com
1 305 490 4584
Lorena Perez
operations@nextlevelfairs.com
1 305 490 4584
MARKETING, PR, & SOCIAL MEDIA
media@nextlevelfairs.com
1 305 791 2990
CREATIVE
Joshua Burcham
art@nextlevelfairs.com
1 615 478 3242
ACCOUNTING
Lital Ben-Aharon
accounting@nextlevelfairs.com
1 305 340 1233
________________________________________________________________

SUBMITTING YOUR FORMS:


OPERATIONS FORMS SHOULD BE SUBMITTED TO:
operations@nextlevelfairs.com
IMAGES W/DESCRIPTIONS, PRESS RELEASES & CATALOG
MATERIALS SHOULD BE SUBMITTED TO:
nextlevelfairs.sharefile.com
NOTE: There is no limit on file size for these accounts but we do suggest
zipping your files to ensure deliverability.
Also, these email addresses are purely a depository for submitting
information and have a no reply status.
If you need to contact us, please use the email addresses for each
department indicated above.

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2017 FAIR TIMETABLE

EXHIBITOR REGISTRATION
Tuesday, March 14
Wednesday, March 15
17

9:00 pm 6:00 pm
9:00 am 5:00 pm

EXHIBITOR SET-UP
Tuesday,
19
Tuesday,January
March 14
Wednesday,
20
Wednesday,January
March 15

9:00 am 8:00 pm
9:00 am 5:00 pm

All Exhibitors must be registered by 5pm on Wednesday, January


March 15. All balances must
be paid in full at thi s time.

Booth set up must be completed by 3:00 pm on Wednesday, January


20.
March, 15

EXPOSITION SCHEDULE
Vernissage Benefiting the Boca Raton Museum of Art

Wednesday, March 15

6:00 pm 10:00 pm

Show Hours:

Thursday, March 16
Friday, March 17
Saturday, March 18
Sunday, March 19

11 am 7:00 pm
11 am 7:00 pm
11 am 7:00 pm
11 am 6:00 pm

NOTE: Show hours subject to change. All Exhibitors are required to have gallery
personnel staffing booths 30 minutes prior to daily show opening.

EXHIBITOR BREAK-DOWN
19
Sunday, March 18
Monday, March 20

6:00 pm 2:00 am
8:00 am 12:00 noon

All Exhibitor materials and artwork must be removed from the show floor by
12:00 noon on Monday, March 20, 2017.
If you will require additional labor for packing in order to meet this schedule, please
advise Art Palm
Boca Beach
Raton in advance. Exhibitors are responsible for notifying freight
forwarding companies that all Exhibitor freight must be removed by 12:00 noon,
Monday, March 20, 2017. Schedule is subject to change. Exhibitors will be notified
if any changes occur.

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MARKETING &
PROMOTION
IMPORTANT DEADLINES:
ASAP!
Images, descriptions, press releases
February 3, 2017
Print Materials Order Form
Print Materials Orders received after this date
are subject to possible delayed shipping due
to seasonal holidays.
February 12, 2017
Catalog Materials

MARKETING AND PROMOTION


APB promotion is based on a mixed-media outreach through local, national
and international advertising in print, online, radio, outdoor media, and
targeted word-of-mouth. The campaign targets collectors, decorators,
media, hotels, exclusive clubs and museum professionals between the
months of October and January.
The publicity campaign has already started. To meet early publication
deadlines, we rely on your immediate assistance.
PLEASE SUBMIT THE FOLLOWING INFORMATION. WE ACCEPT ALL
STANDARD FILE TYPES INCLUDING: WORD, PDF, TXT, JPG, TIF
1. GALLERY NAME, CONTACT AND BIO
Please supply the following information EXACTLY as it should appear in
all advertising, fair catalog and signage:
Gallery name, directors name, company address, phone, email, website
url, and brief company bio written in third person.
2. PRESS IMAGES & RELEASES:
Please supply as many beautiful, high-resolution images as possible
(along with their description), and any press releases pertaining to what
you will be exhibiting at the fair.
3. FAIR GUIDE IMAGES:
Please select one image to appear in the fair guide catalog. Include:
image description, artist, year, media, provenance (if applicable)
Catalog Images must be high resolution (300 dpi) and a minimum of 5
inches wide.
4. PRINT MATERIALS ORDER FORM:
Youll find this form in the operations form pdf file. Please fill out and
email to us as soon as possible. Orders received after November 8th
are subject to possible delayed shipping due to seasonal holidays.
Complimentary day passes and vip pkgs are included with your
participation.
BONDED MAILHOUSE SERVICES AVAILABLE TO ALL EXHIBITORS
To aid in timely and economical mailings to your clients, we have
established a relationship with a third party bonded mailhouse in Florida:
Presstige Printing and Datamail
We especially encourage international exhibitors to use this service
to expedite client mailings. You may request this service on the Print
Materials Order Form.

SUBMIT ABOVE INFORMATION TO:


nextlevelfairs.sharefile.com

Note: There is no limit on file size for this email account but we do suggest
zipping your files to ensure deliverability. Also, this email is purely a
depository for submitting information and has a no reply status. If you
need to contact us, please email us at carlos@nextlevelfairs.com.

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SECURITY
CORRESPONDING FORM
Refer to the
form section
of this manual

C
D

CORRESPONDING FORM
Refer to the
form section
of this manual

SECURITY SERVICES
ABR will provide 24 hour police perimeter security with additional unarmed
security officers present during fair hours. Additional security may be hired
at the Exhibitors expense for individual booths during the Fair and/or
during non-Fair hours. Please complete the Security Request Form (D) in
the form section of the manual and return to ABR by February 24, 2017.
MERCHANDISE REMOVAL
All merchandise taken out of the exhibition hall must be accompanied
by a Merchandise Security Pass (sample shown below) prior to being
allowed to leave the premises. This applies to move-in, move-out and
during exhibition hours including sold artwork as well as artwork being
removed by Exhibitors. Only those signatures on the Merchandise Removal
Authorization Form will be accepted by the security staff. Please complete
the Merchandise Removal Authorization Form (E) in the form section of the
manual and return to ABR by February 24, 2017

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SECURITY

A FEW SIMPLE PRECAUTIONS CAN HELP REDUCE THE RISK OF


THEFT OR DISAPPEARANCE:
Meet your shipper and supervise deliveries to and from your booth.
Immediately verify with your shipper that you have received all packages
shipped. Count the number of packages shipped upon departure. Report
any discrepancies to your shipper immediately.
Do not indicate the contents of boxes.
Secure all valuables (cameras, cell phones, portable computers, etc.)
from your booth during non-show hours.
Pack your entire exhibit as soon as the move-out period begins.
Utilize freight seals (available from Section Leader).
Report any theft or disappearance immediately to show security or
management.
During show hours have one of your staff members in the booth at all
times.
Make sure a staff member is in the booth at all times during move-out.
If necessary, additional security can be hired at Exhibitors expense.
Be prepared to fill out a Merchandise Security Pass any time you leave
the exhibit hall with items.
You must not leave your booth unattended during move-in and move-out.
Ensure you are adequately insured with General Liability & Product
Liability.
Report anything suspicious to management or show security.
*Note: ABR disclaims responsibility for all Exhibitor artwork/exhibits
under any circumstances.

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BOOTH DESIGN

BOOTH DESIGN OVERVIEW


Art Boca Raton is the exclusive decorator and supplier of all labor,
decorating materials and lighting associated with the building of your
booth. Individual private contractors are not permitted to provide
decorating services (i.e. decorating materials, labor and lighting
equipment). Art Boca Raton is equipped and staffed properly to carry out
the details surrounding any of your decorating needs. We will be more
than happy to have our staff work under the supervision of your designers
and staff members to create the special ambience that you are looking to
achieve.
All such requests should be submitted in writing to:
Art Boca Raton I ATTN: Operations Department
199 E. Flagler Street, #1760 Miami, FL 33131
Phone: +1.305.791.2990
E-mail: operations@nextlevelfairs.com
Use the information in this section of the manual to assist you with the
booth design. Please design directly on the booth grid in the format
section.
All booth designs must be submitted and approved by February 24,
2017. All designs, changes, additions, etc. after final approval
datewillbe subject to availability and/or additional charges.

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BOOTH DESIGN

CORRESPONDING FORM
Refer to the
form section
of this manual

Exhibitor will receive the following included in the price of booth:


12 ft. high walls painted white
160-279sq. ft. up to 10 linear feet
280-399sq. ft. up to 12 linear feet
400-599sq. ft. up to 24 linear feet
600-799sq. ft. up to 40 linear feet
800-999sq. ft. up to 60 linear feet
1000+sq. ft. = 60+ linear feet
1 table and 2 chairs
2 Exhibitor aisle signs
*Please note there will be no carpeting inside the booths.
Standard requirements for each booth:
Adequate lighting is required. Lights are NOT included with booth and
must be ordered at Exhibitors expense. Exhibitors may supply own lighting
with PRIOR APPROVAL from show management and electrical contractor.
Design options available at an additional cost:
Additional walls
Shelves
Pedestals
Showcases
Electrical outlets
Telephone/internet lines
Artist signs
Furniture
Special construction
Rigging points
Custom wall colors
Additional aisle signs
Please use Booth Design Form (A) to indicate the booth design
options you would like included.

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BOOTH DESIGN

WALLS & STRUCTURAL REQUIREMENTS


The walls will be 12 ft. high (3.7 m) by 2 in. (5.08 cm) thick.
The walls are made of hard masonite covered wood frame, with a
nailable interior for mounting artwork or artifacts. To preserve the
consistent look of the exhibition, all walls will be painted white. Custom
shades of gray paint are available at extra cost and are subject to
approval.
Due to the extreme weight factor of the wall panels, no walls may span
longer than 16 ft. (4.8 m) without a minimum of a 3 ft (9 m). supporting
wall attached at a 90 degree angle. Walls may be angled at 45
degrees subject to approval, however it is not recommended. Special
construction charges may apply. Art Palm Beach management reserves
the right to add structural walls if deemed necessary for safety.
Interior walls (walls contained solely within a single Exhibitors booth)
may be in any free standing T or U shaped configuration, however,
the walls may not span longer than 16 ft (4.88 m). without support walls
on both ends. Minimum support wall lengths are 3 ft. (0.9 m) and a
maximum of 6 ft. (1.8 m).
No walls may be free standing (without support walls on either end) or
erected in the aisle.

PROPERLY SUPPORTED

NOT PROPERLY SUPPORTED

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BOOTH DESIGN
Questions regarding booth design
should be forwarded to:
ABR Operations Department
Phone: +1.305.927.4524
operations@nextlevelfairs.com

BOOTH REQUIREMENTS:
Entrances and exits must be at least 8 ft. (2.4 m) wide.
Passages within the booth must be at least 6 ft. (1.8 m) wide.
It is very important that you notify the Operations Department if you
will be hanging work weighing more than 80 lbs. from the wall. Under
special circumstances, the wall may have to be reinforced for support.
Special construction charges apply.
All walls should be adequately lit. (We recommend a minimum of 1 light
for every four feet [1.2 m] of exterior walls.)
No draping, custom wall covering or custom paint, special lights,
furniture, pedestals, shelves or signs with gallery logos will be allowed
without prior written permission from Art Palm Beach.
Limited artwork may be placed on the exterior common area walls of
your booth not exceeding your booths perimeter.
NO SCULPTURES, TABLES OR CHAIRS CAN BE PLACED IN THE
AISLES OUTSIDE OF YOUR BOOTH.
Art should be displayed on all walls that are at least 3 ft. (0.9 m) or
wider.
You may use your own hooks and nails, but they cannot be longer that
1.5 (3.8 cm) and no more than 1/2 (1.27 cm) in diameter
Art Palm Beach has final approval of all booth designs.
MAINTENANCE OF WALLS
All hanging devices and stickers must be removed from walls when
dismantling the booth. No holes may be cut or drilled into the wall
without prior consent of Art Palm Beach. ALL LABELS/SIGNS
INCLUDING VINYL LETTERS THAT ARE PLACED ON WALLS MUST
BE REMOVED FROM WALLS AT THE END OF THE SHOW. A PENALTY
WILL BE ASSESSED TO THE EXHIBITOR IF WALLS ARE DAMAGED
AND YOUR ACCOUNT WILL BE CHARGED PER DAMAGED PANEL.
RECOMMENDATIONS
Consider traffic flow and how to direct it through your booth.
Do not allow your booth to become cluttered with walls; less is often
more.
Consider a storage or closet area within your booth; an area of 4 ft. x 6
ft. (1.2 m x 1.8 m) is reasonable.
DOOR PANELS
Closet/storage doors are centered on 4 ft. (1.22 m) wall panels.
Door dimensions: 24w x 72h (.6 x 1.8 m)
Doors can be hinged on the left or right side.
WALL COLOR
Standard white paint is included in the price of booth.
Custom shades of gray are permitted with approval.
Paint samples should be submitted no later than February, 24 2017 for
approval.

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BOOTH DESIGN

LIGHTING
Booth interior lighting will hang from overhead truss. The truss is mounted
at regular intervals throughout the exhibition hall. Truss placement is
indicated on the Booth Grid that you receive from us. Please mark
approximate location that you wish lights to be placed. We recommend a
minimum of 1 light for every four feet of exterior walls.
For safety reasons, only lighting fixtures with Underwriters Laboratories
(UL) label are accepted by West Palm Beach Fire Marshall in compliance
with National Electric Code Fire Protection Association Life Safety Code.
Please carefully plan your lighting since it is one of the most important
determinates in successfully exhibiting your works.

Consider lighting for exterior walls to display artwork.


All lighting for Art Palm Beach will be uniform.
No Exhibitor-furnished lights will be permitted.
Orders taken on the show floor are subject to a surcharge.
The housing surrounding the bulb becomes extremely hot and should
not be touched with bare hands.
Exhibitors are not permitted to adjust lighting; electrician will provide
this service.
LIGHTING SELECTION
30 - Flood Light - (Halogen 90 wattpar 38)
Soft and warm unfocused lighting
Spreads light 3-5 (0.9-1.5 m)depending on the angle of the instrument
Recommended for lighting medium to large size hanging works
Spot Light - (90W)
Strong focused lighting
Spreads light 2-4 (0.6-1.2 m) depending on the angle of the instrument
Recommended for lighting sculptures or smaller hanging works
300W Wall Washer Light
(Tungsten Halogen Lamp)
Very strong and wide-reaching lighting
Spreads light 5-6 (1.5-1.8m) depending on the angle of the instrument
Recommended for lighting large hanging works
Recommended to be mounted 2-3 (1 meter) from wall

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BOOTH DESIGN
CORRESPONDING FORM
Refer to the
form section
of this manual

ELECTRICAL OUTLETS
Exhibitors requiring electrical outlets should indicate the location with an
E on the floor plan. Electrical outlets should be ordered for each item that
needs to be plugged in. If plugging in several items such as showcases,
more than one electrical outlet will be necessary as not to overload the
circuit. Outlets are compatible with US 110 and 220 plugs only. Please
note electrical outlets are located in the center of special 4 panels; outlets
will be as close as possible to requested locations. Art Boca Raton can
advise you as to how many electrical outlets will be needed for items.
SPECIAL RIGGING
Exhibitors who plan to hang an object from the ceiling, such as a mobile,
will require special rigging. No artwork will be permitted to hang from
lighting truss. Please indicate on the booth plan where you would like to
hang the object along with the description and weight.
Exhibitors are to provide the proper hardware to attach to the rigging
point (provided by Art Boca Raton show management). It is the Exhibitors
responsibility to have the proper qualified labor to hang all mobiles/objects.
Art Boca Raton staff cannot handle or hang any product.
Rigging is based solely on the configuration and availability of points
located on the ceiling of the facility.
DISPLAY PEDESTALS & SHELVES
Standard size display pedestals are available for rent (see page 16 for
dimensions and pricing). Custom pedestals and shelves are available at an
additional cost to Exhibitor. Use the second page of Form A to describe
the specific dimensions (length x height x width) and color to request a
quote.

Art Boca Raton I 2017

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BOOTH DESIGN

Sample Booth Layout

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BOOTH DESIGN
DECORATING PRICE LIST - REQUIRED ITEMS

DECORATING PRICE LIST - OPTIONAL ITEMS

Track Lights - Interior


Flood
Spot
300 Watt Wall Washer

Additional Interior Walls


Per linear foot

Advance*
$90.00
$90.00
$100.00

Standard
$100.00
$100.00
$100.00

Advance*
$50.00

Standard
$55.00

Wall Color
Advance*
Per linear foot
$15.00
No additional cost for approved gray

Standard
$18.00

Additional Gallery Signs


2 Letters

Advance*
$80.00

Standard
$85.00

Electrical Supply
Each 110 Volt (USA)
Each 220 Volt (USA)

Advance*
$200.00
$250.00

Standard
$210.00
$265.00

*Exhibitor showcases that require additional electrical


service beyond basic power supply will be billed at $50.00
per hour for labor.
Special Rigging
Per cable installation

Advance*
$300.00

Standard
$315.00

Display Pedestals

Advance*

Standard

10 x 10 x 42 3 x 3 x 12.8 m
12 x 12 x 42 3.6 x 3.6 x 12.8 m
14 x 14 x 42 4.3 x 4.3 x 12.8 m
24 x 24 x 42 7.3 x 7.3 x 12.8 m
18 x 18 x 36 5.5 x 5.5 x 11 m
20 x 20 x 36 6.1 x 6.1 x 11 m
24 x 24 x 36 7.3 x 7.3 x 11 m
other dimensions

$175.00
$175.00
$175.00
$225.00
$225.00
$225.00
$225.00

$185.00
$185.00
$185.00
$235.00
$235.00
$235.00
$235.00

Display Shelves
Advance*
Quotes and sizes on request

Standard

Additional Chair

Standard
$30.00

Advance*
$30.00

*ADVANCE RATE
ORDERS RECEIVED BY THE February 24, 2017 DEADLINE WILL BE OFFERED AN
ADVANCE DISCOUNT RATE. AFTER February 24, 2017, STANDARD RATES APPLY.
AFTER February 24, 2017, ON-SITE RATES APPLY.
All items ordered onsite are subject to a surcharge commensurate with the work involved.
Exhibitors must submit credit authorization form for all on-site charges.
All booth design orders are subject to 6% sales tax.
There will be NO REFUNDS for unused materials.
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Art Boca Raton I 2017

INSURANCE COVERAGE
CORRESPONDING FORM
Refer to the
form section
of this manual

In compliance with our agreement with the Boca Raton Pavilion, it is


required that all Exhibitors working within the Boca Raton Pavilion have
a valid certificate for General Liability Insurance and Workers Comp
Insurance provided to ABR by December 3, 2013. All certificates should
include the specific language below, IN ENGLISH and should be mailed or
faxed to:
Art Boca Raton
ATTN: Operations Department
199 E. Flagler Street, #1760 Miami, FL 33131
Phone: +1.305.721.2990
E-mail: operations@nextlevelfairs.com
WRITTEN NOTICE OF COMPLIANCE & AMOUNT OF COVERAGE
Exhibitors must carry commercial General Liability Insurance for products
and completed operations, independent contractors. Personal injury and
blanket contractual liability insurance, at limits of at least US $1,000,000.00
per occurrence, US $2,000,000.00 aggregate.
Contractors/Vendors i.e. Common Freight Carriers and Art Handling
Companies are also required to have General Liability Insurance with at
least US $1,000,000.00 per occurrence, US ($2,000,000.00) aggregate
upon show management review.
A valid Certificate of Insurance, naming Art Boca Raton, International
Fine Art Expositions, and also Palm Beach County Convention Center
as additional insured for the dates of March 14, 2017 - March 20, 2017,
must be provided to ABR by February 24,2017. Non-compliance with this
procedure will prevent admittance into the Fair for your staff, contractors
and merchandise.
It is strongly recommended that Exhibitors also carry product insurance to
cover loss of, or damage to, their exhibits or other personal property while
such property is located at, or in transit to or from, the exhibit site.
Disclaimer of Liability: ABR disclaims responsibility for all Exhibitor
artwork under all circumstances. ABR and its subcontractors will only
handle Exhibitors artwork with a complete waiver of liability, as outlined
in the Shipping and Handling Authorization Form (G), from each Exhibitor.
ABR specifically does not insure art or furnishings for any Exhibitor.
Responsibility for insurance for art and/or furnishings rests solely with each
individual Exhibitor.
RECOMMENDED U.S. INSURANCE AGENT
John Buttine, Inc., ATTN: Kendra A. Reilly
Phone: +1.212.697.1010 ext. 49 | Fax: +1.212.986.2822
Email: kar@buttine.com

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OFFICIAL ART HANDLING / DRAYAGE CONTRACTOR


In an effort to handle your inventory in the manner that your insurance
company requires, APB will provide an official art handling/drayage
company that will be present if you require additional labor during the
move-in and move-out period, to be charged at the prevailing rate per
hour.

SHIPPING

CORRESPONDING FORM
Refer to the
form section
of this manual

DELIVERY AND PICK UP OF SHIPMENT BY ART HANDLERS AND


COMMON FREIGHT CARRIERS
All Common Freight Carriers and Art Handling Companies must
provide a general liability certificate of insurance to APB with at least
US $2,000,000.00 per occurrence, US $2,000,000.00 ($4,000,000.00)
aggregate upon show management review. APB requires that each
Exhibitor supply the Operations department with the contact information
for each common freight carriers or art handling company that they
contract with. Please fax the Exhibitor Shipper Form no later than
December 11, 2015.
The Boca Raton Pavilion is a non-union work environment.
It is Exhibitors responsibility to instruct your common freight carriers and
art handling companies to provide the necessary labor to deliver and load
your freight directly to and from your booth via the loading dock. The ABR
Operations department will make arrangements for you to order additional
labor if necessary.
EMPTY CRATE STORAGE
ABR will be responsible for the removal, storage and return of all properly
labeled empty crates during the entire process of the fair. Empty Crate
Labels will be available from your Section Leader at the show site for your
convenience.

CORRESPONDING FORM
Refer to the
form section
of this manual

Please be advised that due to limited on-site storage, empty crates will not
be accessible until the close of the Fair. The removal, storage and return of
empty crates is included in the price of your booth.
*There is no on-site parking for freight vehicles at any time.

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SHIPPING

DELIVERY OF SHIPMENT
Please contact the Operations Department prior to freight delivery, if you
will require special freight handling for any large and/or overweight freight.
WHEN TO SHIP
Please have your shipment arrive at the Palm Beach County Convention
Center on
Tuesday, March 14, 2017
Wednesday. March 15, 2017

9:00 am - 6:00 pm
9:00 am- 5:00 pm

Ship to:
Boca Raton Pavilion
c/o Art Boca Raton
Booth # and Exhibitor Name
3450 NW 8th Ave.
Boca Raton, Florida 33431 USA
If shipment arrives before show set-up, it must be consigned to a
warehouse selected by your shipper for delivery to the show location on
Tuesday, March 14, 2017
Please see the following page for recommended shippers.
Please inform your common freight carriers or art handling companies that
there are no loading docks at the Boca Raton Pavilion. All freight will be
offloaded by forklifts on ramps.

Art BocaArtPalmBeach
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SHIPPING

RECOMMENDED SHIPPERS
*OFFICIAL art handling company

For International & Domestic Frieght


*Berkley Cargo Services
ATTN: Dennis Klainberg
Great Neck, NY 11021
Tel: 516.872.3335
E-mail: info@berkley.com

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Art Boca Raton I 2017

EXHIBITOR MOVE-IN

GENERAL INFORMATION
(Please see page 4 for a complete schedule)
Freight Delivery begins Tuesday, March 14 and continues through
Wednesday, March 15, 2017.
After trucks are unloaded they must be removed from the loading dock
immediately. There is no on-site parking for freight vehicles at any time. For
your convenience there are several self storage companies in the area that
rent secure parking spaces.
Exhibitor Registration begins at 9 am Tuesday, March 14. Exhibitors must
be registered by 3pm on Wednesday, January 20. All balances must be
paid in full at this time.
During Set-up and Break-down your Section Leader will be available to
help with any questions or concerns. Art Boca Raton will be responsible for
the removal, storage and return of all properly labeled empty crates during
the entire process of the fair. Empty Crate Labels will be available from
Section Leaders at the show site for your convenience.
Please be advised that due to limited on-site storage, empty crates will not
be accessible until the close of the Fair. The removal, storage and return
of empty crates is included in the price of your booth.
When your artwork is in place, notify your section leader and sign up for
lighting focus. Lights will be focused on a first-come first-serve basis.
Booth installation and lighting must be completed by 3pm Wednesday,
March 15 when a complete cleanup of the show floor begins.

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EXHIBITOR MOVE-OUT

GENERAL INFORMATION
At the time of move-out, a representative of each Exhibitor must stay
with the artwork until you have received a bill of lading from your freight
forwarder or transporter and passed through the security check point exit.
There will be no exceptions.
MOVE-OUT SCHEDULE
There will be no tear-down permitted until the 6:00 pm scheduled show
closing. Crates will be returned in the order in which they were received.
All artwork must be removed from the walls by January 24, 2016 at 1:00
am. Freight may be picked up during the following hours.
Sunday, March 19, 2017 6:00 pm to 1:00 am
Monday, March 20, 2017 8:00 am to 12:00 pm
Prior to leaving, you must prepare a bill of lading or merchandise Security
Pass stating the Exhibitor name, number of pieces leaving the building,
description of the pieces and your authorized signature.
Art will be permitted to leave the building only through the loading dock
area and must be accompanied by proper Merchandise Security Pass
documentation as well as a Security Seal, available from Section Leaders.
All Exhibitor freight must be cleared from the Fair by Monday, March
20, 2017 at 12:00 noon. Any freight left on the floor will be removed to a
storage facility at the expense of the Exhibitor. Any freight company that
has not completed freight removal by said deadline will be liable for the
following expenses:

Complete security protection for the entire exhibition hall


Removal, storage and insurance of Exhibitor freight
Service charge of 1.5% on unpaid removal and security charges
IFAE legal fees in case of legal disputes

It is the Exhibitors responsibility to notify their shipper of these charges.


*There is no on-site parking for freight vehicles at any time.

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TRAVEL &
ACCOMMODATIONS
CORRESPONDING FORM
Refer to the
form section
of this manual

NOTE: Each exhibitor is responsible for


booking their own accommodation.
Rates will vary pending availability at the
discretion of the hotels booking policy,
Its recommended that you immediately
make your hotel reservations upon your
participation confirmation.

EXHIBITOR TRAVEL
We would like to stress the positive economic impact that the Fair has had in
the city of Boca Raton. In order to do this we need to maintain records of the
amount of hotel rooms as well as room nights that are used during the Fair so
that we can provide this information to the Palm Beach County Convention &
Visitors Bureau.
We are asking that each Exhibitor provide us with their hotel information.
Please complete the Hotel Information Form (I) in the Form section of the
manual and return by February 24, 2017
Courtyard
Marriott
Boca RatonbyMarriott
at West
Boca Palm
CenterBeach Airport
1800
E
5150 Centrepark
Town CenterDr
Circle
West
Florida 33401
Boca Palm
Raton,Beach,
FL 334886
561
207
1800
561.392.4600
http://www.marriott.com/hotels/travel/pbicy-courtyard-west-palm-beachhttp://www.marriott.com/hotels/travel/pbibr-boca-raton-marriott-at-boca-center
airport/
Rate: $199
Booking
Code:
IFA
Free parking
Amenities
include an American-style restaurant and a chic bar,
Rate:
$189,
Bedroom
Suite
$229
as well
as an2outdoor
pool,
a hot
tub and a fitness center
Includes: Hotel and Convention Center Shuttle, Buffet Breakfast, and on-site
parking.
Renaissance Boca Raton Hotel
2000 NW 19th St
Boca Raton, FL 33431
Residence
Inn by Marriott CityPlace, West Palm Beach
561.368.5252
455
Hibiscus St
http://www.marriott.com/hotels/travel/pbirh-renaissance-boca-raton-hotel/
West
Rate: Palm
$245 Beach, Florida 33401
561
653is8100
Parking
free. Amenities include a free-form pool with a waterfall, hot tub
http://goo.gl/aw94NK
and tropical landscaping, as well as a fitness room

Rate: $209
Includes: Buffet Breakfast, Wi-Fi, On-Site Parking $17

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EXHIBITOR PAYMENT

EXHIBITOR PAYMENT SCHEDULE


The balance of the rental price shall be paid by Exhibitor in installments
specified in the Signed Exhibitor Agreement. In the event Exhibitor fails to
make scheduled payments, ABR reserves the right to re-assign Exhibitors
booth location to a non-preferential area. In addition, if any payment is
delinquent more than 15 days past due date, there shall be a late charge of
$1 per square foot.
In the event Exhibitor fails to pay full rental price as agreed within the
Exhibitor Agreement, Exhibitor shall be deemed in default and ABR shall
have the right to lease Exhibitors exhibition space to a substitute party and
retain Exhibitors rental deposit and payments made to date as liquidated
damages.
Should ABR be unable to lease Exhibitors space to a substitute party,
Exhibitor shall remain liable for the full balance of the rental price under
the Exhibitor Agreement and any costs of collection, including reasonable
attorneys fees, if any.
Payment of supplemental charges will be required of each Exhibitor for
booth, booth lighting, booth decoration and advertising.
All charges must be paid in full prior to Exhibitors entry to the show
floor. No exceptions. Cash, cashiers checks, or credit card payments
will only be accepted for the balance payments at registration. Foreign
checks will not be accepted at the fair. Wire transfer payments must
be received no later than March 10, 2017.
WIRE TRANSFER INFORMATION
The following represents instructions for remittance of wire transfers for
payments. Please instruct your bankers to remit the funds telegraphically
through their US correspondents to:
Bank Name: CITY NATIONAL BANK OF FLORIDA
SWIFT Code: CNBFUS3M
ABA Number: 066004367
Account Number: 1954739631
Please include Exhibitor name and Fair name with wiring instructions to
ensure proper credit. After wiring funds to Next Level Fairs, please confirm
with accounting department at accounting@nextlevelfairs.com or
+1 305 340 1233.

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I 2017 2016 | 23

SALES TAX

It is the sole responsibility of each Exhibitor to fully comply with the sales
tax collection and remittance requirements for the state of Florida. While
APB will attempt to provide information for the Exhibitors benefit, it is the
responsibility of each Exhibitor to make the appropriate tax payments and
filings.
All sales made by Exhibitors during the Fair, where the merchandise
is accepted and taken by the purchaser, are taxable. Orders taken by
Exhibitors during the Fair are taxable on the full retail sale price, whether
or not full payment is received at the Fair, when the merchandise is to be
delivered in Florida.
Orders taken that will be shipped to non-Florida addresses are not taxable
under the export exemption. However, the Exhibitor is required to keep
proper documentation to support the exemption.
The Florida sales tax rate is 6.0%.
Articles for resale are not taxed provided that a valid resale certificate is
provided by the purchaser to you. You should retain a copy of the resale
certificate for your record.
If you have any questions, please contact:
Florida Department of Revenue
ATTN: Mark Wright
WrighMrk@dor.state.fl.us
Phone: 561.640.2871
Or: Art Palm Beach
ATTN: Exhibitor Services
199 E. Flagler Street, #1760
Miami, FL 33131
Phone: 305.340.1233 | Fax: 305.675.0696
accounting@nextlevelfairs.com
SALES TAX REMITTANCE FORM WILL BE PROVIDED TO EXHIBITORS
AT REGISTRATION.

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