Use the links below to jump to the section of your interest.

• Move-in, Show and Move-out Hours
• Show Information: A-Z Guide
• Exhibitor Checklist
• Show Management Contacts

For assistance, please contact our Exhibitor Service Department at 800-875-7556, 203-840-5663 or inquiry@emstodayexpo.com.

Move-in, Show, and Move-out Hours

Move-In And Set-Up Hours:

The installation of exhibits will take place according to the color coded target map and below schedule. If you have questions regarding your move-in, please contact FREEMAN for more information regarding move-in times and dates at 301-918-7975.

OVERTIME CHARGES APPLY to any work performed before 8:00am and after 4:30pm on weekdays and anytime on Saturday, Sunday and Holidays.

Shipments to warehouse must be received between February 1 - February 22. Warehouse address and shipping labels are located in the Shipping section of this manual. Warehouse shipping labels can also be found on the Freeman website under the General Contractor section.

Shipments direct to show will be received February 29. The show site address is located in the Shipping section.

Shipping labels are located in the Shipping section and can also be found on the Freeman website in the General Contractor section.

Show Hours:

Badged exhibitors will have access to the Exhibit Hall at 8:00am each morning.

Dismantling And Move-Out Hours:

All exhibits must be removed from the exhibit facility by 9:00pm on Saturday, March 3. All carriers must check in no later than 7:00pm on Saturday, March 3. Outbound overtime handling charges will apply.

In accordance with the display rules and regulations:

• No exhibits or display may be dismantled before the official close of the show on Saturday, March 3.
• All booths must be fully carpeted.
• The 2012 EMS Today Conference & Exposition is for industry professionals only. Children must be accompanied by an adult at all times and are only allowed at the event during official hours of operation.

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Show Information: A-Z Guide

Age Restrictions:

The 2012 EMS Today Conference & Exposition is for industry professionals only. Children must be accompanied by an adult at all times and are only allowed at the event during official hours of operation.

Animals:

Animals (rescue dogs) are permitted as part of your exhibit. They must be licensed and properly supervised at all times.

Audio Visual:

Freeman AV is the official audio/visual services. They will maintain a full staff on site. Refer to the Official Contractors section of this manual to access order forms.

Booth Furnishings:

Booth equipment, services and furnishings are available through the Official General Contractor, FREEMAN. Order forms for these services should be completed and returned promptly to take advantage of the advance discount pricing. Please be sure to indicate your booth number on all forms. Refer to the General Contractor section of this manual to access order forms.

Booth Package Change Form:

If you have purchased a booth package from your Reed Exhibitions sales representative and would like to change the color of your 8ft high drape (default color is black, blue & white), table drape (default color is black) or carpet (default color is gray), please complete the Booth Package Change Form and fax to Freeman at 469-621-5609.

Business Center:

ABC Imaging will operate a full service business center 9:00am - 5:30pm, Tuesday, February 28 through Saturday, March 3. You may contact them by phone 410-649-7194, fax 410-649-7196 or visit their website at abcimaging.com.

Catering:

Center Plate is the exclusive caterer at the Baltimore Convention Center. Booth Catering forms are located in the Official Contractors section of this manual.

Cleaning:

Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. If you need cleaning services in your booth -- vacuuming, shampooing, trash removal - you can order these services by accessing the form in the General Contractor section of this manual. Show Management does not provide cleaning or vacuuming for booth carpet at any time.

Computer Rental:

National Micro-Rentals (NMR) is the official computer supplier. Please refer to the Official Contractors section of this manual for order form.

Copyrighted Music:

If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner. The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.

The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI. We advise you to contact these agencies as listed below to acquire the proper licenses:

Adherence to these federally mandated copyright licensing laws is of critical importance. Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.

Crate Removal, Storage And Return:

Empty crates will be removed to storage and returned to your booth at the end of the show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth. Do not store merchandise in crates or cartons marked for empty storage.

Display Rules And Regulations:

The following rules and guidelines specify what an exhibitor can and cannot do with their booth space. These rules and guidelines are based on the physical characteristics of the exhibit hall, the intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.

CARPET:
All booths must be fully carpeted. There will be no exceptions.

DEMONSTRATION AREAS:
Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule.

When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other exhibitors. Aisles may not be obstructed at any time.

DEMONSTRATION EQUIPMENT:
Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.

EXPOSED AREAS MUST BE FINISHED:
All backwalls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle.

In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back wall completely will not be allowed.

Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR.

After 4:00pm on Thursday, March 1 any part of a booth with unfinished side or backwalls will be draped by Show Management at the expense of the exhibitor.

GRAPHICS ON NEIGHBORS' SIDE:
The backside of walls - the common border facing a neighboring booth - must be clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.

HEIGHT LIMITATIONS:
EMS Today follows the cubic content rule, which allows exhibitors to make maximum use of their booth space. Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.

HEIGHT LIMITATIONS:
The following maximum height limits will be strictly enforced. No height variances will be granted prior to or on site at the show. Please plan your booth display and sign structures accordingly.

Linear Booth Bounded by 1 or 2 aisles	10 feet
Perimeter In-Line Booth Bounded by 1 or 2 aisles and situated along the perimeter of the show floor	10 feet
Peninsula Booth	24 feet
Island Booth	24 feet

PLEASE NOTE: Your booth height limitations are determined by what hall you are exhibiting in. Please see below for hall ceiling heights. Nothing will be permitted above these maximum heights, including signs, banners, truss structures, lighting, and display materials.

Baltimore Convention Center Ceiling Heights:

Hall E & F	Perimeter slope ceilings from 16 feet to 30 feet
Swing Hall	Perimeter slope ceilings from 14 feet to 30 feet
Hall G	Perimeter slope ceilings from 18 feet to 30 feet

INSPECTION DEADLINE:
Any booth not occupied by 4pm on Thursday, March 1 will be presumed abandoned. If there is freight in the booth and Show Management believes the exhibitor will be late, then FREEMAN will set up the display as best they can with the information available. If there is no freight in the booth and/or Show Management believes the exhibitor will not participate in the show, the booth will be reassigned.

Exhibitors arriving after 4pm on Thursday, March 1 will be given space available and may incur additional costs.

All exhibits must be completely set by 4pm on Thursday, March 1. Although exhibitors may fine tune their booth before show opening, no shipment will be accepted after Thursday, March 1. No shipment, equipment, or material may be brought onto the show floor during show hours.

Directions to the Convention Center:

The convention center is located at One West Pratt Street, Baltimore, MD 21201. Driving directions may be found on the convention center website at bccenter.org.

Electrical:

All electrical work will be done exclusively by Edlen Electric electricians. You may access the electrical order forms in the Official Contractors section of this manual.

Exhibitor Registration:

Exhibitor staff personnel wishing to enter the exhibit floor must wear an exhibitor badge at all times. Refer to the Exhibitor Badges/Lead Retrieval section to access information and order forms.

Exhibitor Service Area:

FREEMAN will maintain a Service Center during set-up, show days and dismantling. All other official show contractors will also be set up in this area as well. To access this information, refer to the Quick Facts page in the General Contractor section for hours of operation.

All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.

The person in charge of your exhibit should carefully inspect and sign for all work order forms. If you disagree with a bill presented for your signature, question it immediately. If you cannot come to a satisfactory agreement with the contractor, contact Show Management. Do not put it off. Once the show has ended, it becomes very difficult to resolve issues.

Fire And Safety Regulations:

The Baltimore City Fire Marshal, in conjunction with the Baltimore Convention Center has very specific fire regulations/restrictions and permit requirements regarding display material within the exhibit hall as outlined in the Fire Department Regulations in the Baltimore Convention Center Service Manual at bccenter.org/downloads.php.

Floral/Plant Rental:

Spring Valley Floral is the official florist. Please refer to the Official Contractors section for order form.

Hotel/Travel Discounts:

EMS Today 2012 is offering discounts on ground transportation and hotel accommodations. For complete information about these travel discounts and directions to the Baltimore Convention Center, please go to the EMSToday.com Hotel & Travel page

Hotels:

Below is the list of hotels reserved at discounted rates for EMS Today. Please be sure to book your reservations by Wednesday, January 25. You may reserve your rooms in the following way.

By Internet:	Hotel & Travel page
By Phone:	800-282-6632 or 410-837-4636 (international)
By Fax:	410-659-8398

• Days Inn Inner Harbor - 410-576-1000
  $115 Single/ Double
• Hilton Baltimore - 443-573-8700
  $159-$199
• Holiday Inn Inner Harbor - 410-685-3500
  $144 Single/ Double
• Hyatt Regency Baltimore - 410-528-1234
  $196 Single/Double
• Marriott Inner Harbor - 410-962-0202
  $190 Single/Double
• Sheraton Inner Harbor - 410-962-8300
  $177 Single/Double

Air Travel:

All major airlines fly into Baltimore Washington International Airport, Washington Dulles International Airport or Ronald Reagan Washington National Airport. To reserve online, go to EMSToday.com's Hotel & Travel page.

Ground Transportation:

The Airport Shuttle
This is a shared-ride van service from Baltimore/Washington Airport offering discounted rates. To reserve online, go to the EMSToday.com Hotel & Travel page. Your one-way ticket is $17 (regularly $24).

SuperShuttle
This is a shared-ride van service Baltimore/Washington, Reagan National and Dallas Airports. To make a reservation and receive your discount, go to the super shuttle.com and use Group/Discount code Y4ZLN or call 800-258-3826. You must book online to receive $2 off round trip from BWI, $5 off round trip from DCA or IAD traveling to the Inner Harbor area.

Taxis
The BWI taxi stand is located just outside the baggage claim area of the Lower Level of the BWI Airport Terminal. Please note that this service is available from BWI only. For cab service to BWI please consult your local cab company or the hotel desk. The approximate one way taxi fare from BWI to the Convention Center is $35.

Train Travel:

AMTRAK
Amtrak offers a 10% discount off the lowest available rail fare to Baltimore, MD between February 25 and March 6. To book your reservation call Amtrak at 1 (800) 872-7245 or contact your local travel agent. Please refer to Convention Fare Code X091-935 when making your reservation and a 10% discount will be applied. Reservations where the discount applies cannot be booked via Internet. This offer is not valid on the Auto Train and Acela service. Offer valid with Sleepers, Business Class or First Class seats with payment of the full applicable accommodation charges. Fare is valid on Amtrak Regional all departures seven days a week, except for holiday blackouts.

Trains arrive and depart from Penn Station, located at 1515 Charles Street in Baltimore. The station is approximately 2 miles from the Convention Center and connected via the Light Rail. Amtrak connects Baltimore to cities along the Northeast Corridor.

RAIL TIMES TO BALTIMORE FROM:

Boston	7 hrs., 10 min.
New York City	2 hrs., 20 min.
Philadelphia	1 hr., 10 min.
Washington, D.C.	45 min.

MARYLAND TRANSIT ADMINISTRATION (LOCAL TRAIN TRAVEL)
There are 3 types of trains that operate in and around the greater Baltimore area to serve and connect a variety of cities and towns. Please go to mtamaryland.com or call 866-RIDE-MTA for more information, schedules, fares and assistance.

MARC Train
The MARC (Maryland Area Regional Commuter) Train Service is a commuter rail system that operates three lines of service on weekdays only. PENN LINE: operates primarily between Baltimore's Penn Station, through BWI Thurgood Marshall Airport Train Station, and Union Station in Washington, D.C. BRUNSWICK LINE: operates between Brunswick, Maryland and Washington Union Station. CAMDEN LINE: operates out of Camden Yards in Downtown Baltimore City and travels to Union Station in Washington, D.C. Purchase your ticket prior to boarding the train. This Train system connects Penn Station with a stop close to the Convention Center.

Light Rail
The Light Rail operates at street level, traveling on bridges to cross several bodies of water connecting 32 station stops. Purchase a ticket from the ticket vending machine before boarding the Light Rail. Tickets are not available onboard. Press the button on the outside of the train to gain access. To exit, press the green button next to the door. This Train system connects Penn Station with a stop right at the Convention Center.

Metro Subway
The 15.5-mile, 14 station Metro Subway system operates from the Owings Mills corporate and shopping complex in Baltimore County, through Downtown Baltimore to Johns Hopkins Hospital. Purchase a ticket from a ticket vending machine prior to boarding. Pass through the turnstile and get onboard. Listen for your station stop, or refer to the system map in each car. The closest stop to the Convention Center is approximately 4 blocks north.

Car Travel - Driving Times From Baltimore To

Atlantic City	2 hrs., 40 min.
Boston	7 hrs.
New York City	3 hrs., 15 min.
Philadelphia	1 hr., 50 min.
Washington, D.C.	55 min.

Visit the Driving Directions page on the Baltimore Convention Center's website for additional information.

Getting Around Baltimore
The Baltimore Convention Center is located directly across the street from the " Camden " MARC Train station, offering convenient transportation to and from Washington , D.C. A few paces up from the MARC Train station is Baltimore's own LIGHTRAIL System, an easily accessible mode of transportation in and around the City as well as outlying areas, such as Baltimore Washington International Airport (BWI). Baltimore 's Penn Station is a 7 minute taxi cab ride away, welcoming incoming train service from all points north and south into the City of Baltimore.

International Shipping:

TWI Group Inc is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. The exhibitor must insure that all documents are valid and complete and procedures are followed correctly. Show management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. Please refer to the Shipping section for additional information and forms.

Labor Regulations:

The City of Baltimore has several major unions that have jurisdiction over trade shows. Please plan now to abide by labor regulations. FREEMAN is the official labor contractor. Labor arrangements may be made to set-up, service and dismantle your exhibit. Information regarding labor jurisdiction can be found in the General Contractor section of this manual. If you have any further questions or would like a quote for labor services, you may contact FREEMAN directly at 301-918-7975.

Exhibitors using contractors other than FREEMAN for labor and/or supervision must return the EXHIBITOR APPOINTED CONTRACTOR form to Show Management prior to Friday, January 27, 2012. NO EXCEPTIONS CAN BE MADE AFTER THIS DATE.

Lead Retrieval Systems:

Refer to the Exhibitor Badges/Lead Retrieval section to access information and order forms.

Liability And Insurance:

Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.

License Agreement:

Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor's responsibility to adhere to all rules pertaining to your license agreement.

Lost And Found:

Please bring all lost and found articles to the Pratt Street West Show Office. At the close of show, all articles are turned in to the Convention Center Public Safety Office. Items whose ownership cannot be determined are stored for 30 days. Articles left beyond this limit will be disposed of as directed by Convention Center Management.

Material Handling (Drayage) Services:

EMS Today 2012 is pleased to offer a 10% discount to its exhibitors on material handling charges when prepaid by February 13, 2012. Please refer to the Exhibitor Prepaid Material Handling 10% Discount Form. Company checks (no credit cards or wire tranfers) are the only method of payment accepted for this program, see form for more details.

All freight and exhibit material must enter the facility through designated loading docks - access via Charles Street which is located between Hall A of convention center and Hyatt Regency. In no case should passenger elevators, escalators, or public lobbies be used for this purpose.

One individual from each exhibiting company is permitted one trip to hand-carry items onto the exhibit floor. Dollies, baggage carts, flat trucks etc are not permitted.

FREEMAN is the exclusive material handling provider on the exhibit floor. They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Baltimore Convention Center. Material handling includes return of your empty cartons and crates at the close of the Show.
Please refer to the General Contractor section for more details.

Meetings In Your Booth:

If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Killian Arnold at 203-840-9429 or email karnold@reedexpo.com by Friday February 24, 2012. PLEASE NOTE: All attendees and booth personnel must have a badge to enter the exhibit hall. Please send your VIP tickets to your guests to register themselves, and use the Exhibitor Badge Form in the Exhibitor Badges/Lead Retrieval section to register your booth personnel.

1. A letter requesting early access to the Show floor for non-exhibitor personnel. Please state the exhibiting company and booth number.
2. List the non-exhibitor personnel and type of badge they will be wearing.
3. State the time and date of the meeting (meetings cannot be scheduled prior to the show opening on Thursday, March 1 at 5:00pm).
4. State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth.
5. Access to the floor during non-show hours will be denied unless Show Management receives this written request in advance.

Parking:

The Baltimore Convention Center does not have parking available however public lots and hotel parking garages are available in the immediate area. Prices range from $18.00 to $24.00 per day.

View list of parking facilities and map

EMS Today will also provide free parking, Thursday, Friday, and Saturday (March 1 - 3). The lot is adjacent to the convention center at Camden Yards. Please look for EMS Today directional signs upon entering Camden Yards. No overnight parking is allowed.

Photography:

Glen E. Ellman is the official photographer. Refer to the Official Contractors section for order form.

Personally Operated Vehicles (POVs):

There will be a designated loading dock for all POVs. The dock is located off of Charles Street that runs between Hall A of convention center and Hyatt Regency. One individual from each exhibiting company is permitted one trip to hand-carry items onto the exhibit floor. Dollies, baggage carts, flat trucks, etc. are not permitted.

POV Cart Service is also available at $68.00 round trip. Labor equipped with a flat cart will assist exhibitors with unloading (move-in) and loading (move-out) for a maximum of 20 minutes. Arrangements must be made for this service when you arrive at the event. For more information, to access the POV Cart Service order form, please go to the Shipping or General Contractor section of this manual.

Sales on the Exhibit Floor:

If you are selling product on the exhibit floor and require a sales tax form from the state of Maryland, please inform your EMS Today/Reed Exhibitions sales representative; a temporary sales tax form will then be emailed to you by the Maryland Controllers Office.

Security:

Show Management will provide uniformed guards along the perimeter of the exhibit floor on a 24 hour basis during the entire period of the show (including installation and dismantle). Every reasonable effort will be made to prevent loses, however the final responsibility lies with the exhibitor. If you have items in your booth that are vulnerable to theft, take advantage of the complimentary storage room to lock up your merchandise during non-show hours.

Show Colors:

Each 10'x10' booth will be set with 8' high black, blue and white back drape, 3' high black divider and a 7" x 44" booth identification sign.

Smoking Policy:

Baltimore City Ordinance #227 prohibits smoking in any and all areas inside the convention center. There are designated smoking areas outside the building.

Sound Levels:

Sound level of presentation should be kept within the confines of the booth area and must not interfere with neighboring exhibits. Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.

Telephone Services/Internet Lines:

All telecommunication services including internet lines will be handled through the Baltimore Convention Center. You may access the telecommunications order forms in the Official Contractors section of this manual.

Vehicle Demonstrations Or Exhibitions:

There is a round trip spotting fee of $150.00 per vehicle. Please refer to the FREEMAN Quick Facts in the General Contractor section for more information.

Vehicles are allowed in the Baltimore Convention Center for display purposes provided they meet the following requirements:

• Fueling or fuel removal is prohibited.
• Vehicles are prohibited from being moved during an event without prior approval.
• Natural gas powered vehicles must have the tank purged before entering the building.
• Gasoline powered vehicles on display must have fuel maintained at ¼ tank or five (5) gallons, whichever is less. Fuel tank caps must be locked or taped shut. Battery cables must be disconnected, and the connecting leads wrapped with electrical tape. Gasoline and diesel fueled material handling equipment may not be stored overnight anywhere in the exhibit halls.

Vendor Invoices: Purchase Orders Are Not Accepted By Any Vendors

Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies. If there is any question as to the charges made, please consult with our show representatives before paying the bill. Do not wait until after the show to settle problems that can be easily resolved at the convention center.

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Exhibitor Checklist

PLEASE NOTE: Double-check the dates for these services by referring to the order forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below. The responsibility lies with the exhibitor. Purchase orders are not accepted by any of the vendors.

The following have no deadlines, but the sooner you order, the better…

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Show Management Contact

Contact the Following at Reed Exhibitions

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