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.

Note:  The Online Directory is available from August 4th - August 22nd (5pm) for Suppliers to submit their appointment requests.  If you have not received the access, please contact us immediately.

We look forward to seeing you in Quito, Ecuador and thank you for your continued support of TravelMart LatinAmerica.

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)

IMPORTANT DATES

September 8
Exhibitor shipments may begin arriving at the Centro de Exposiciones Quito:

Centro de Exposiciones Quito
Av. Amazonas N34-332 y Av. Atahualpa
Quito, Ecuador

September 8
Deadline to request Service Rental from Contractor.

September 10
Deadline for exhibitor shipments to arrive at the Centro de Exposiciones Quito

September 10
Supplier Set-Up - after 11am

September 11 & 12
Marketplace (Business Appointments)

SUPPLIER SERVICES

Official Contractor
The official Supplier service contractor for TravelMart LatinAmerica is COMEFEX. Exhibitor services such as, lighting orders and additional furniture rental, will be offered by COMEFEX. Please direct service inquiries as instructed in this information.

Contact Information for Official Booth Building Contractor - COMEFEX:

Lucia Tobar, Commercial Director COMEFEX

Ph: (593-2) 2260-160 / 2261-974
Fax: (593-2) 2247-743
EMail: contacte@comefex.com

CLICK HERE FOR A PRICE LIST FOR COMEFEX

Make sure to identify yourself as a Supplier at TravelMart LatinAmerica. 
If you have any problems receiving a response please contact us (WHC, Inc.).

Contractor for Orchids and Plants:  If you would like to purchase orchids or plants for your stand, please contact:
Company: Jardín Botánico
Contact: Carolina Jijon
E Mail: cjijon@jardinbotanicoquito.com
Tel: (593-2) 9970-0589

Contractor for Audio/Visual Electronic Equipment:
Company: Prisma
Contact: Ximena Suárez
E Mail: x_suarez@prismailuminacion.com
Tel: (593-2) 9919-6315 cell

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 Quito, Ecuador
Custom Clearance: Please contact a local broker for assistance.  Or, you can contact Susan Guerrero at Corporación Metropolitana de Turismo de Quito at Email:  susiguerrero@quito-turismo.com or Tel: (593-2) 228-2646.

Send materials 5 days prior to arrival to Quito, Ecuador with a complete list of every item including the Registered Supplier Company Name, name of the person responsible, complete address and passport number.

Direct Shipments to your hotel
Unless your package is arriving September 8, 9 or 10, we recommend that you send packages directly to the Hotel where you are staying. Please contact your particular 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 8, 9, or 10,  you can address them to the Centro de Exposiciones Quito or your hotel.  The Convention Center cannot accept any shipments prior to September 8.  The address to the Convention Center is as follows:

Centro de Exposiciones Quito
Av. Amazonas N34-332 y Av. Atahualpa
Quito, Ecuador
ATTN: Graciela Romero
Tel: (593-2) 243-2802/245-3129/243-2803

CLICK HERE FOR A SHIPPING LABEL.

ASSIGNMENT OF SPACE

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 walls 2.2m tall.

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.

CLICK HERE to view a picture of a sample booth

Space Assignment
Suppliers will be notified of their office space assignment upon receipt of their registration materials in Quito.

Marketplace Hours 
Thursday, September 11, from 9:00am-6:30pm
Friday, September 12, from 9:00am-5:15pm

Subletting/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. 

MARKETPLACE ACTIVITIES

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 

CONTRACTUAL CONSIDERATIONS

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.

OFFICE SETUP/TEARDOWN

Marketplace Offices may be set up during the following hours: Wednesday, September 10 from 11:00am-6:00pm

All offices must be set up by 8:30am Thursday, September 11. Offices must be continually staffed during the entire Marketplace and must remain intact until 5:15pm, Friday, September 12.

All materials must be cleared out of the Marketplace area no later than Friday, September 12 at 7:00pm. Please be courteous to your colleagues and do not teardown early. 

FACILITY SPECIFICATIONS

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.

SUPPLIER PERSONNEL

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:

Tuesday, September 9, 1:00pm - 6:00pm
Wednesday, September 10, 10:00am - 6:00pm
Thursday, September 11, 7:30am - 6:00pm
Friday, September 12, 9:00am - 5:00pm

HOUSING AND TRANSPORTATION

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 Rates

Tour 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) ex 8022 or 8025; Fax: 904-391-0038; or Email: sales@whcoleman.com.