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  • August 11, 2019
  • August 13, 2019
  • New York
  • New York Marriott Marquis

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Affiliate Summit East 2019 Exhibitor Resource Center

We are delighted to have you as an exhibitor at Affiliate Summit East 2019 taking place August 11 - 13, 2019 at the Marriott Marquis Times Square.

The Affiliate Summit Exhibitor Resource Center contains important information and answers to frequently asked questions for our registered exhibitors and sponsors.  Please check back often as information is continually updated.

Ordering & Shipping Questions/Assistance - GES

If you have any questions regarding the ordering or shipping process please contact GES directly. Please note live support features are only available Monday - Friday from 6:00AM - 5:00PM PST.

Phone:
USA: 800-475-2098
International: 702-515-5970

Affiliate Summit East 2019 Important Deadlines

July 1st, 2019: Company Description Deadline

If you would like to be included in the Event Guide, which is distributed to attendees at conference check-in, be sure to submit your company description. Company Descriptions received after July 1, 2019 will not be included in the Event Guide.

If you would also like to be listed on the show website please submit your company logo as soon as possible.

July 1st, 2019: Register Your Staff and Guests

An attendee pass is required for admission into the conference. Please register your staff and don’t forget to register yourself, if you are attending the conference. All Exhibitors will be provided with a certain amount of complimentary Networking Plus passes based on the booth package they purchased, to see how many passes you get with your package please refer to your Package Selection. Failure to register in advance will cause delays onsite.

Please refer to the email you received containing your registration codes and link included with your Exhibit Hall, Meet Market or Sponsorship package.

July 10th, 2019: Advance Shipments to Warehouse Begins

The GES Warehouse will start accepting advanced shipments on July 10th, 2019. Due to venue restrictions there will be no Direct to Site shipments, please plan accordingly.

For quick and easy ordering, visit the GES Online Ordering Site for Affiliate Summit East.

July 18th, 2019: Book Hotel Reservations

Discounted room rates are available for Affiliate Summit attendees at the Marriott Marquis Times Square. We recommend booking as early as possible to ensure you don’t miss out on a room within the block. Visit the Official Affiliate Summit  Hotel Booking Page to make your reservations now.

July 23rd, 2019: GES Early-Bird Discount Deadline

GES, our official Trade Show Services Provider, offers booth furniture, accessories, carpet, custom exhibits, rental exhibits, installation and dismantle services, graphics, shipping and more. Many of these items and services are available at a discounted rate if they are booked by July 23, 2019. Discounted rates, if available are listed for each item on the GES Online Ordering Site or in the Exhibitor Info Kit links below. Payment must be received by 5:00 PM on July 23, 2019 for the discount to apply.

For quick and easy ordering, visit the GES Online Ordering Site for Affiliate Summit East.

August 8th, 2019: Last Day for Advance Shipments to Warehouse

The last day for Advanced Shipments to the GES Warehouse is August 8, 2019. Due to venue restrictions there will be no Direct to Site shipments, please plan accordingly.

To place shipping/storage orders visit the GES Online Ordering Site for Affiliate Summit East.

Exhibit Hall Regulations and Open Hours

Exhibit Hall rules regarding booth height, installation, dismantling, display materials, signage, furnishings, sound levels, common borders and more

Exhibit Hall Hours:
Monday, August 12, 2019: 10:00AM - 5:00PM
Tuesday, August 13, 2019: 10:00AM - 4:00PM

Exhibit Hall Regulations:
Each booth space (either 10′x10′, 10′x20′ or larger) will be set with:

  • 8′ high blue or black-colored back drape
  • 3′ high blue or black-colored side drape
  • 11″ x 17″ one-line exhibitor ID sign

For more information on what is included please refer to your Package Selection.

Installation Deadline:
Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. If you do not advise Affiliate Summit management of any delays, the exhibition space will be regarded as abandoned and may be reassigned, in Affiliate Summit’s sole discretion.

Each Enclosed Meeting Space will be set with:

  • One table
  • Four chairs
  • 11″ x 17″ one-line exhibitor ID sign


Display Area Height:
All signage, display materials, and furnishings must be contained within your meeting room. Signage that is attachable, with Velcro or similar product, directly to the exterior walls of the room is permitted. Display Area Height: All booth displays and associated marketing collateral must not exceed a height of 8′. Balloons are prohibited.

Exhibitor Marketing Materials:
Unless prior arrangements are agreed in writing, any marketing materials (including, without limitation, bag inserts, signage, or other promotional items) left at an Affiliate Summit Event by Exhibitor/Sponsor following the end of such Event shall become the property of Affiliate Summit Corporation, with or without notification to Exhibitor/Sponsor; for clarity, Affiliate Summit Corporation will have sole discretion regarding use or disposition of any marketing materials left by Exhibitor/Sponsor following the end of an Affiliate Summit Event

Exhibition Area Code and Sound Levels:
Materials must not be hung from any walls, drapery, scaffolding, or aerial fixtures whatsoever and must not block aisles, fire exits, or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exposed areas of booth displays must be finished and present an attractive appearance when viewed from aisles or adjoining booths. Any portion of the booth display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor.Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.

Placement of signage or Distribution of advertisements and/or promotional material of any kind may be made only within the booth assigned to the exhibitor presenting such material. A firm or organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Any organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Aisle Traffic Flow:
The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply with this requirement may result in removal from the Facility.

Outside Food and Beverage Policy:
The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue, or email show staff for more information: exhibitors@affiliatesummit.com. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.

No Suitcasing Policy:
“Suitcasing” refers to the practice of attending a trade show but “working the aisles” from a suitcase or briefcase, soliciting business from other attendees and exhibitors. For the good of the show and the Exhibitors/Sponsors supporting the show, the only legitimate place to conduct business during show hours is within a contracted exhibit space on the show floor. Exhibitors/Sponsors are encouraged to protect their investment and report any violations to Affiliate Summit management. Attendees observed soliciting business in the aisles or other public spaces or in another company’s booth will be ejected from the Event and may be banned from future events, in Affiliate Summit’s sole discretion.

Celebrity Attractions; High-Traffic Events:
If Exhibitor/Sponsor plans to host a celebrity exhibit or other high-traffic attraction (hereinafter, an “Attraction”) at the Event, Exhibitor/Sponsor must: (a) provide advance notice to Affiliate Summit in writing; and (b) purchase sufficient space and take reasonable crowd-control measures to ensure that the Attraction does not interfere with attendees’ access to other exhibits and booths or attendees’ enjoyment of the Event. Affiliate Summit has sole discretion in determining whether, and under what terms, an Attraction may be held at the Event. Furthermore, if Affiliate Summit determines in its sole discretion that an Attraction is disrupting the Event, Affiliate Summit may take immediate corrective measures, up to and including termination of the Attraction. Exhibitor/Sponsor waives all liability of Affiliate Summit for taking such corrective measures.

Exhibit Hall Setup, Open and Breakdown Hours

  • Booth Setup – Sunday, August 11, 2019: 8:00AM - 6:00PM
  • Booth Refresh – Monday, August 12, 2019: 9:00AM - 10:00AM
  • Open Hours – Monday, August 12, 2019: 10:00AM - 5:00PM
  • Booth Refresh – Tuesday, August 13, 2019: 9:00AM - 10:00AM
  • Open Hours – Tuesday, August 13, 2019: 10:00AM - 4:00PM
  • Exhibitor Breakdown – Tuesday, August 13, 2019: 4:00PM - 11:59PM

Meet Market Regulations and Open Hours

Meet Market rules regarding booth height, installation, dismantling, display materials, signage, furnishings, sound levels, common borders and more.

Meet Market Hours:
Sunday, August 11, 2019: 12:00PM - 6:00PM

Affiliate Meet Market and Table Top Regulations:
Each table space will be set with:

  • One (1) 6′ colored draped table
  • Two (2) standard side chairs
  • One wastebasket
  • 11″ x 17″ one-line exhibitor ID sign

For more information on what is included please refer to your Package Selection.

Display Area Height:
All table displays and associated marketing collateral must not exceed a height of 3′ over the provided table so as not to detract from and/or impede the view of your adjacent exhibitors or passersby. All other associated marketing collateral, including standalone signs, must not exceed a height of 8’ from the floor or exceed 6’ in width, and must be contained behind the table. Signage is not permitted in the walkways or areas between tables. Balloons are prohibited.

Exhibitor Marketing Materials:
Unless prior arrangements are agreed in writing, any marketing materials (including, without limitation, bag inserts, signage, or other promotional items) left at an Affiliate Summit Event by Exhibitor/Sponsor following the end of such Event shall become the property of Affiliate Summit Corporation, with or without notification to Exhibitor/Sponsor; for clarity, Affiliate Summit Corporation will have sole discretion regarding use or disposition of any marketing materials left by Exhibitor/Sponsor following the end of an Affiliate Summit Event

Installation Deadline:
Your exhibition space must be occupied by the end of the designated Meet Market Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. If you do not advise Show Management of any delays, the exhibition space will be regarded as abandoned and may be reassigned by Affiliate Summit’s sole discretion.

Exhibition Area Code and Sound Levels:
Materials must not be hung from any walls, drapery, scaffolding, or aerial fixtures whatsoever and must not block aisles, fire exits, or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exposed areas of booth displays must be finished and present an attractive appearance when viewed from aisles or adjoining booths. Any portion of the booth display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor. Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.

Placement of signage or Distribution of advertisements and/or promotional material of any kind may be made only within the booth assigned to the exhibitor presenting such material. A firm or organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Any organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas. Failure to abide by these conditions, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events. 

Aisle Traffic Flow:
The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply may result in removal from the Facility.

Outside Food and Beverage Policy:
The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue, email us for more information: exhibitors@affiliatesummit.com. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.

No Suitcasing Policy:
“Suitcasing” refers to the practice of attending a trade show but “working the aisles” from a suitcase or briefcase, soliciting business from other attendees and exhibitors. For the good of the show and the Exhibitors/Sponsors supporting the show, the only legitimate place to conduct business during show hours is within a contracted exhibit space on the show floor. Exhibitors/Sponsors are encouraged to protect their investment and report any violations to Affiliate Summit management. Attendees observed soliciting business in the aisles or other public spaces or in another company’s booth will be ejected from the Event and may be banned from future events, in Affiliate Summit’s sole discretion.

Celebrity Attractions; High-Traffic Events:
If Exhibitor/Sponsor plans to host a celebrity exhibit or other high-traffic attraction (hereinafter, an “Attraction”) at the Event, Exhibitor/Sponsor must: (a) provide advance notice to Affiliate Summit in writing; and (b) purchase sufficient space and take reasonable crowd-control measures to ensure that the Attraction does not interfere with attendees’ access to other exhibits and booths or attendees’ enjoyment of the Event. Affiliate Summit has sole discretion in determining whether, and under what terms, an Attraction may be held at the Event. Furthermore, if Affiliate Summit determines in its sole discretion that an Attraction is disrupting the Event, Affiliate Summit may take immediate corrective measures, up to and including termination of the Attraction. Exhibitor/Sponsor waives all liability of Affiliate Summit for taking such corrective measures.

Meet Market Setup, Open and Breakdown Hours

  • Table Setup – Sunday, January 11, 2019: 9:00AM - 12:00PM
  • Open Hours – Sunday, January 11, 2019: 12:00PM - 6:00PM
  • Exhibitor Breakdown – Sunday, January 11, 2019: 6:00PM - 7:00PM

Guidelines, Helpful Information, and Answers to Frequently-Asked Question

Official Services Providers and Exhibitor Appointed Contractors (EAC)

Please be advised that in conjunction with rules and regulations of the Marriott Marquis and acting in the best interests of the exhibitors, attendees and event venue, we have appointed Official Service Providers to perform and provide necessary services and equipment.

View the Role of Official Service Providers

Official Service Providers are appointed to:

  • Ensure the orderly and efficient installation and removal of the overall exposition.
  • Assure the distribution of labor to all Exhibitors according to need.
  • Provide sufficient labor to satisfy the requirements of Exhibitors and for the exposition itself.
  • See that the proper type and limits of insurance are in force.
  • Avoid any conflict with local union and/or exhibit hall regulations and requirements.

 

The Official Service Providers will provide all usual trade show services, including labor.  Exceptions are:

  • Supervision may be provided by the Exhibitor.
  • The Exhibitor may appoint an independent exhibit installation contractor or display builder.

In both such instances, GES shall have no liability to any party for damage or injuries caused by Exhibitor or its third party agents. Exhibitor is responsible for the actions of its third party contractors.  

Please review the links below if your intent is to utilize third-party contractors. 

Official Vendors, Contractors, Rental Services

Scam Warning:

It has come to our attention across a number of exhibitions that exhibitors (previous and current) are being contacted by third parties claiming to be collating an exhibitor’s directory. Please ignore their correspondence as this is a scam. The companies in question also claim to be offering online services and use a form which resembles an organizer’s free catalog listing service, inviting exhibitors to sign and return the form for an entry in a directory. Please ignore any communication from Fairguide and Expo-Guide.

Connections Housing:

Connections Housing is the Official Housing Partner for Affiliate Summit. All room reservations and changes are made through them using the official show Booking Page. Connections Housing uses their seal on all communications regarding Affiliate Summit, as well as on their website. If you do not see this seal on a website or email promoting hotels for Affiliate Summit, it is not a verified Affiliate Summit vendor. If you have any questions, or changes to your reservation, you can contact them at 702-675-6568 Monday through Friday 6:00AM - 5:00PM PST.

Contractor services may be ordered through the following links to authorized companies listed below.  (Please be advised that no other service providers are authorized by Affiliate Summit and may not be permitted to perform services at the Marriott Marquis).

If you have additional questions, please contact:

Sara Szado
Client Success Manager
Affiliate Summit
P: 571-383-7584
E:  Sara@affiliatesummit.com

Please be aware that we may pass on your nominated contact’s details to our official suppliers and partners to enhance your experience at our events.  This could be (for example) stand construction partners, electricity and internet providers, for furniture, carpeting etc.  We have a legitimate interest to provide you and your company’s details to our suppliers and partners because these services are required for a seamless exhibition experience, and it is in your interest to be provided with this information.  If you prefer us not to share these details with our suppliers and partners please contact us at contact@affiliatesummit.com