Frequently Asked Questions for exhibiting at an SAE event
Q: What is included with my booth rental fee?
A: Your booth includes:
- - Standard booth background drapes and side rail drapes
- - 7” x 44” identification sign
- - Removal, storage and return of crates if decorator provides booth set-up and tear down services
- - Security
- - Complimentary Exhibitor Guest Passes to invite your best customers and prospects to attend the exhibition
- - Company listing with product descriptions(s) in official Exhibitor Directory
- - Opportunity to rent attendee list
Q: What is NOT included with my booth rental fee?
A: Drayage, carpeting, display furniture, photography, air and water, electrical, telephone, Internet, cleaning, floral, audio visual, and catering services are NOT included in the booth rental fee. To contract these services, please see the Exhibitor Service Manual under Exhibitor Information on the event home page at
www.sae.org.
Q: How do I increase or purchase a larger booth space?
A: To increase your booth size, call Customer Sales & Support, Phone: 1-888-875-3976 (outside of US and Canada 1-724-772-4086).
Q: What rules and regulations do I need to be aware of as an exhibitor?
A: The rules and regulations for exhibitors are found in the Exhibitor Service Manual under Exhibitor Information on the event home page at
www.sae.org.
Q: How do I access the online Exhibitor Service Manual?
A: The Exhibitor Service Manual link is located under “Exhibitor Information” on the event homepage at
www.sae.org. No printed manual will be available.
Q: What is the installation schedule?
A: The installation schedule is located in the Exhibitor Service Manual.
Q: What is the dismantling schedule?
A: The dismantling schedule is located in the Exhibitor Service Manual.
Q: Do I have to submit proof of insurance to exhibit?
A: Yes, you must submit proof of insurance to the in order to exhibit.
Q: How do I find out if my booth meets all regulations?
A: Companies must submit their booth design for Show Management approval. The show rules state that plans must be submitted prior to the opening of the exhibition. The purpose of reviewing plans is to make sure the display is within the rules and regulations for booth construction. Should a problem be found, it is easier to correct the display while it is still in the design stages than to try and modify the display while it is being erected. Submit your booth design to Exhibit Operations, fax: 724-772-4041 or email?.
Q: What are the restrictions for a vehicle display?
A: Display vehicles must have less than 1/8 tank of fuel and a taped or locked gas cap. The battery must be disconnected and a fire extinguisher is recommended to be near the car at all times.
Q: How do I find out my booth number?
A: Your booth number can be identified in several different ways:
- Go to the Online Exhibit Directory and click on “Exhibit List” Find your company listing. Across from the name will be your booth number.
- Contact CustomerSales@sae.org and request your booth number.
Q: I want to track the customers who visit my booth, how can I do this?
A: Check in the Exhibitor Service Manual to ensure that your event will have a lead tracking device. If lead tracking is available, reserve your device by completing the required forms.
Q: How do I order items for my booth?
A: Order forms and brochures are located in the Exhibitor Service Manual.
Q: Where do I ship my booth materials?
A: You may ship by any carrier of your choice. Complete shipping information and rates
are included in the Exhibitor Service Manual.
Q: How do I get free Exhibit Passes for my clients?
A: The Complimentary Exhibit Pass is available in the Exhibit Service Manual located under “Exhibitor Information” on the event homepage at
www.sae.org..
Q: What should I do if I have questions or concerns onsite?
A: SAE staff is always available onsite for assistance and to help answer questions. For exhibit questions, contact the Exhibit Operations Manager, Corporate Sales staff, or stop by the Registration Area.
Q: Who do I contact to reserve a booth for the next event?
A: To reserve your booth for the next event, call Customer Sales & Support, Phone: 1-888-875-3976 (outside of US and Canada 1-724-772-4086)
Q: I need to contact several service providers, where can I find this information?
A: The contact information for the service providers for the event is located under “Important Contacts” in the Exhibitor Service Manual located under Exhibitor Information on the event home page at
www.sae.org.
Q: What kind of electrical charge might I incur for the event?
A: It varies based on each exhibitor’s need. Please consult the Exhibitor Service Manual located under Exhibitor Information on the event home page at
www.sae.org.
Q: How can I get work passes for booth set-up prior to the show opening?
A: Work passes will be required for move-in and move-out unless you have your exhibitor badge. Work Passes can be obtained from Security at the entrance to the exhibit hall.
Q: When can we move into our booth?
A: Move-in dates and times are posted in the Exhibitor Service Manual.
Q: Can I set-up my own booth?
A: Yes, you may set up your 10’x10’, 10’x20’, 10’x30’ or 10'x40' in-line booths; or peninsula booths up to 400 square feet, provided it can be done by no more than two exhibiting company personnel in four hours or less.
Q: Can I use my own dolly/hand truck and move my materials in to my booth?
A: The union has jurisdiction on the operation of all material handling equipment including hand trucks. Exhibitors will not be permitted to use their own dolly/hand trucks in the convention centers.
Q: I shipped my materials to the event, is there a charge to have them delivered to my booth?
A: Yes, there is a charge to deliver the materials to your booth. For pricing, please consult the event Exhibitor Service Manual located under Exhibitor Information on the event home page at
www.sae.org.
Q: I have arrived at the event and forgot to order lead retrieval, carpet, electric, etc. services, what should I do?
A: Go to the back of the exhibit floor to the Exhibitor Services area to order the services you need.
Q: When can we tear down our booth?
A: Tear down times are posted in the Exhibitor Service Manual. Booths are not permitted to be torn down until the exhibit closes.
Q: What is the Exhibitor Directory and why is it important to me?
A: The exhibitor directory is an alphabetical listing of all companies exhibiting at the event. This directory allows attendees to learn more about the exhibiting companies that they intend to visit, and enables them to visit those that they could not make time for on the show floor. The Exhibitor Directory is available online at the SAE web site and as a printed directory available at the entrance to the show.
Q: Why is it important for me to complete my company profile as early as possible?
A: By completing your profile early, your company benefits by receiving added exposure and visibility to customers visiting the web site.
Q: How do I update my company profile online?
A: The online exhibitor directory link is located on the event home page. To update your company profile, login in using your Exhibitor ID and Password. Copy and paste your Exhibitor ID and Password and click on submit. Add or update information as necessary in both the print and online profile boxes. When finished click submit. Then, click on “SELECT PRODUCT CATERGORIES” and select all product categories applicable to your company. Then click on submit.
Q: What is the deadline to submit a company profile online?
A: The deadline to submit your company profile for the Event Guide is 6 weeks before the event start date.
Q: How many exhibitor badges do I get for my company?
A: Each company receives a specific allotment of badges for their booth. The number of badges will be indicated on your booth contract e-mail confirmation.
Q: How do I register my booth personnel?
A: Instructions for registering your booth personnel are posted in the Exhibitor Service Manual located under Exhibitor Information on the event home page at www.sae.org. To register you will need your company’s Exhibitor ID and Password.
Q: Where can I find my Exhibitor ID and Password?
A: Your Exhibitor ID and Password can be found in your space confirmation email. If you cannot locate your email, call Customer Sales & Support, Phone: 1-888-875-3976 (outside of US and Canada 1-724-772-4086) or email
CustomerSales@sae.org.
Q: My Exhibitor ID and Password do not work, what do I do?
A: For assistance, call Customer Sales & Support, Phone: 1-888-875-3976 (outside of US and Canada 1-724-772-4086) or email
CustomerSales@sae.org.
Q: I am having problems registering my booth personnel on the website, is there someone I can speak to?
A: For assistance, call Customer Sales & Support, Phone: 1-888-875-3976 (outside of US and Canada 1-724-772-4086) or email CustomerSales@sae.org.
Q: I am not the primary contact but I need my companies Exhibitor ID and Password, how can I get this information?
A: It is the sole responsibility of the primary contact to share the EXHIBITOR ID with individuals assigned to staff their booth during this event. SAE cannot provide the EXHIBITOR ID to any individual other than the primary contact. If you need the EXHIBITOR ID, please contact your company’s primary contact.
Q: When will I receive my badge(s)?
A: An e-mail confirmation will be sent to you once your registration has been processed. Print the E-badge confirmation and take it to the Registration Area onsite to have your badge printed. Badges are not mailed.
Q: What are the registration hours at the event?
A: The registration hours for the event are located under “Event Details” in the Exhibitor Service Manual located under Exhibitor Information on the event home page at
www.sae.org.
Q: How do I get and attendee list?
A: SAE International maintains the most complete list of buying influencers in the global mobility engineering marketplace. Take advantage of SAE's reach with your next direct mail campaign. Demographic information and rental rates can be found at:
www.edithroman.com/mailings/linkpage/saedcs.htm
Contact Info:
For SAE Magazine Lists
Michael Murphy
Edith Roman Associates
One Blue Hill Plaza, 16th Floor
P.O. Box 1556
Pearl River, NY 10965-8556
V: 1 (845) 731-2682
F: 1 (845) 620-9035
E:
info@edithroman.com
Jodie Mohnkern
SAE International
400 Commonwealth Drive
Warrendale, PA 15096-0001
V: 1-724-776-4841 ext. 7281
F: 1-724-776-3049
E-mail:
mohnkern@sae.org
Q: What is the dress code for the show?
A: The dress code for the show is business or business casual.
Q: How do I obtain an International Visa Invitation Letter?
A: To get your International Visa Invitation Letter, go to
http://www.sae.org/events/travelvisa.htm. If you are having difficultly obtaining the letter through the SAE web site, please contact Customer Service at 1-888-875-3976 or (outside of US and Canada 1-724-772-4086) or email CustomerService@sae.org.
Q: How do I book a hotel room(s)?
A: To book your hotel room(s), go to the event home page and click on Hotel and Travel Information. Book your room(s) early as hotels are normally sold-out for the event.
Q: How do I reserve a block of rooms for our booth personnel?
