Supplier
Exhibit Information
This Supplier Exhibit Information contains the general guidelines, Marketplace rules and instructions. Please review the information and contact our Customer Service Department at (904) 398-6777, or E Mail: sales@whcoleman.com if you have any questions regarding the information.
All TravelMart LatinAmerica business activities will take place at the Hotel Las Americas Convention Center.
Note: The Online Directory will be available from August 3rd (5pm) to August 19th (5pm) for Suppliers to submit their appointment requests. If you do not receive access to the Online Directory by the end of the day August 3rd, please contact us immediately.
We look forward to seeing you in Cartagena, Colombia and thank you for your continued support.
TABLE OF CONTENTS
IMPORTANT DATES
Supplier Services
Assignment of Space
Marketplace Activities
Contractual Considerations
Office SetUp/Teardown
Facility Specifications
Supplier Personnel
Housing and Transportation
SHIPPING LABEL
(MS-Word
Document)
September 10
Exhibitor shipments may begin arriving at Hotel Las Americas Convention CenterSeptember 10
Deadline to request Service Rental from Contractor.September 12
Deadline for exhibitor shipments to arrive at Hotel Las Americas Convention CenterSeptember 12
Supplier Set-Up: 11am to 6pm.September 13 & 14
Marketplace (Business Appointments)
Official Contractor
The official Supplier service contractor for TravelMart LatinAmerica is To Be Determined. All booths are stand 3 meters wide by 2 meters deep and include 1 table (2 tables for Suppliers with double appointment books), 4 chairs, and company sign with name and booth number.NOTE: This booth contractor is the only contractor allowed to build stands at the Hotel Las Americas Convention Center.
For service related directly the the building of your stand, please contact:
Company: To De Determined
Contact:
Email:
Tel:Make sure to identify yourself as a Supplier attending TravelMart LatinAmerica.
If you have any problems receiving a response please contact Sandra Ibarra at sales@whcoleman.com.Please remember that your Supplier Registration Number is NOT your Booth Number.
The Booth Contractor can not provide you your booth number or a copy of the Floor Plan. That information is only available “on-site” or by contacting our office after August 22nd.
For suppliers who require additional services such as audio/visual equipment, plants, flowers or other items, please contact (Details to be posted in August).
All services or materials supplied by official contractors will be billed directly by the contractor to the Supplier. WHC, Inc. does not assume liability or responsibility for any act performed by the official contractor(s).
Shipping Materials to Cartagena, Colombia
Custom Clearance: Please contact a local broker for assistance. Please be advised that some countries have STRICT Customs procedures. It is recommend to use a broker if you are bringing a lot of material.Send materials with a complete list of every item including the Registered Supplier Company Name, name of the person responsible, complete address and passport number, and ship with $0 value declared for customs purposes.
Direct Shipments to your hotel
Unless your package is arriving September 10 11 or 12, we recommend that you send packages directly to the Hotel where you are staying. Please contact your hotel for specific Shipping instructions. We suggest that you ask your hotel the best way to ship and ship with $0 value declared for customs purposes.For packages arriving on September 10, 11, or 12, you can address them to Hotel Las Americas Convention Center or your hotel. The Convention Center cannot accept any shipments prior to September 10. The address to the convention center and contact person is as follows:
Hotel Las Americas Convention Center
(Shipping Details to be provided soon)CLICK HERE FOR SHIPPING TIPS
CLICK HERE FOR A SHIPPING LABEL
Office Space Equipment
All booths will be 3m x 2m. This is 3 meters wide by 2 meters deep. Office space will be set with hard wall panels that measure 1 meter each.CLICK HERE FOR A SAMPLE LAYOUT OF A STANDARD BOOTH/STAND.
Single Appointment offices will include (1) table, (4) chairs, and (1) identification sign.
Double Appointment offices will include (2) small tables, (6) chairs, and (1) identification sign.Space Assignment
Suppliers will be notified of their office space assignment upon pick-up of their registration package on-site.Marketplace Hours
Thursday, September 13, from 8:45am - 6:30pm
Friday, September 14, from 8:45am - 5:20pmSubletting/Sharing Space
Suppliers shall not assign, sublet or apportion the whole or any portion of the assigned space. Two or more affiliated companies may not meet in a single space without the specific approval, in advance, of WHC, Inc. Violation of this rule shall be cause for removal from the Marketplace.Relocation of Offices
WHC, Inc. shall have the right to prohibit, bar, prevent and remove any office or proposed office, or any part or portion thereof, which in the judgement of WHC, Inc. is unsuitable, or inappropriate for the Marketplace.Such right shall extend, but shall not be limited to all equipment, materials, displays, installations and other items or things constituting part of, or used, or distributed in connection with such.
Solicitation by Non-Registered Suppliers
Firms and representatives of firms not assigned space are prohibited from soliciting business in any form in the Marketplace.
Distribution of Printed Materials
Distribution of materials printed by Suppliers or its agents is limited to the area rented by the Supplier in the Marketplace. Flyers or other printed material may not be delivered to hotel rooms without the advance written permission of WHC, Inc.Smoking Policy
Smoking is not permitted on the business floor
Insurance
Each party involved in TravelMart LatinAmerica, i.e., WHC, Inc., and Supplier, agrees to be responsible for any claims arising out of its own negligence or that of its employees or agents.Liability
It is understood that WHC, Inc., and their agents shall have no liability for injury to any persons or for loss of and/or damage to, goods or property of Suppliers prior to, subsequent to, during the time of the show and move-out, and the Supplier expressly releases WHC, and their agents against all claims which may be caused or contributed to by the Supplier or any person acting in behalf of, or otherwise representing the Supplier.
Marketplace Offices may be set up during the following hours: Wednesday, September 12 from 11:00am - 6:00pm
All offices must be set up by 8:30am Thursday, September 13. Offices must be continually staffed during the entire Marketplace and must remain intact until 5:20pm, Friday, September 14.
All materials must be cleared out of the Marketplace area no later than Friday, September 14 at 8:00pm. Please be courteous to your colleagues and do not teardown early.
Care of Building
Suppliers will be responsible for any damage to the building caused by them, their agents, or employers. All property damaged by the Supplier must be replaced to its original condition at the Supplier's expense.Walls, woodwork and floor of the building must not be defaced or altered in any manner. Tacking, taping or nailing of signs and banners to any permanent walls, posts, woodwork, floors or beyond the limits of any office space is not permitted.
Helium Balloons
Air balloons and helium balloons are permitted, provided they are kept within the perimeter of the rented office space. Balloon arches which extend beyond the office space are not permitted.Displays
Extravagant displays in booths are discouraged in order to maintain a professional atmosphere. Any display or exhibit that extends beyond the assigned office space and/or interferes with any business appointments will be removed.Music
Music of any type is not permitted without the prior written consent of WHC, Inc.Security Service
Overnight security will be provided inside the Marketplace area prior to and during the show, but neither the management of WHC, Inc., or their agents will be responsible for any personal injury to the Supplier, its agents, or for the safety of offices against robbery, damage by fire, accidents, or other causes. The Supplier is urged to take all steps, measures and precautions as may be necessary to protect itself, its agents, representatives, employers and guests, as well as its offices, displays, and property, against all possible injury, damage loss and destructions, prior to and during the show and during move-in and move-out.Signs
No signs or banners are to be placed outside of the office space assigned to each Supplier. WHC, Inc. will provide hanging signs to identify each office and aisle. Hand-written signs are not permitted.Sound Restrictions
Videotapes and films may be shown provided that screens and receivers are placed in the rear of the office to eliminate congestion in the aisles and the sound is at a continuous low level. WHC, Inc. reserves the right to determine at what point the sound level constitutes interference with others and must be discontinued.
Admission of Guests
Only registered delegates are permitted to attend the Marketplace.*Absolutely no children will be permitted inside the Marketplace.
After Hours Admission
Suppliers wearing badges may enter the Marketplace one hour before the opening of the show and may remain in the Marketplace one hour after the close of the show each day.Badges
Each delegate attending the show will be required to register and wear a badge. Security will be located at the entrance to the Marketplace to check for badges. Any transfer or unauthorized use of such badge is prohibited and will bar all involved from participating at the current and future WHC, Inc. programs.There will be a fee of $50.00 to replace a lost badge or to make a change.
Please make sure that name badge changes are sent to WHC, Inc. prior to the event, to avoid paying the $50.00 fee.Credentials Claiming Hours
Credentials Claiming will be located at the entrance to the Convention Center, during the following hours:Wednesday, September 12, 10:00am - 6:00pm
Thursday, September 13, 7:30am - 6:00pm
Friday, September 14, 9:00am - 5:20pm
Airport Transfers
Transfers to all TravelMart LatinAmerica Host Hotels from the airport will be provided on official arrival and departure days. Please Click here to fill out a Transportation Form. A complete transportation schedule will be included in the credentials packet.Hotel Reservation
Suppliers must make their hotel reservations directly with the participating hotels. If you have not made hotel reservations, please contact our customer service department at 904-389-6777 and request a Hotel Fact Sheet. Or, please click here for more details on Hotel RatesTour Information
Suppliers are welcome to participate in any Pre and/or Post Tours. For more information about the tours, please CLICK HERE.
If you have any questions, please do not hesitate to contact us at Tel: 904-398-6777 (1-800-874-2324 USA/Canada) ext 8022 or 8025; Fax: 904-391-0038; or Email: sales@whcoleman.com.