表格及其功能.pdf

2023 年 08 月 30 日 第 16 期 总第 544 期43回想起来，当展览经理的头几年，我除了填表格什么都没做。当时，我说服自己，随着时间的推移和实践，处理活动文件会变得更容易。我一点也不知道这只是一厢情愿的想法，因为在文书工作方面，没有两个活动是完全相同的。这些必要的表格（以及随附的小字说明）通过参展商服务手册（有时称为参展商工具包）分发给参展商。这些工具包通常可以在线获得，或者作为可下载的pdf文件，大小不一，从小型桌面活动的几十页资料到多场地大型活动的五百页资料。每种形式都来自展会上提供产品和服务的多个组织中的一个。请继续阅读参展商工具包中最常见的订单表单的概述，包括描述和内部信息。订房请求表报名参加活动后，您需要填写的第一张表格是为您的员工预订酒店房间。一般来说，订房部门在最初封锁房间时不会要求客人的姓名，而只要求每晚所需的房间总数。在未来预定的日期，需要为房间分配姓名和信用卡信息，以保证第一晚的押金。当收到酒店确认函时，分配给每个预订的号码不是有效的酒店确认号码它只是订房部门的内部标识符。订房部门会在入住前5到7天向酒店发布房源信息，届时酒店会给每个预订单分配实际的确认号码。你有责任联系酒店获取这些号码，然后把它们提供给你的员工。展位租赁协议此表格通常与其他两种表格一起提供：展会平面图及其基本条款和条件。其中一个条件是大多数展会的样板，也就是说，展会经理或组织者可以做任何他们认为对展会最有利的事情。这可能包括把你选择和分配的展位移走，这样他们就可以把它转卖给一个出价更高的参展商，改变展会的日期，更换场地，甚至取消展会。在我的职业生涯中，我经历过所有这些“为了活动更好”的噱头。我也确保不会再与那些认为他们的贪婪比他们的参展商关系更重要的展会经理合作。Form and Function表格及其功能 文：Candy Adams 编译：付晓 Claudia2translatorF为了帮助您处理活动过程中，不可避免的文件记录，这里解释了与活动相关的常见文件的应用。域外OVERSEAS44中国会展 CHINA CONFERENCE&EXHIBITION域外OVERSEAS变更事项的表格变更表允许参展商要求更改或放弃展位租赁合同或参展商服务手册中列出的规则或规定。我过去要求和收到的变更例子包括:改变未来展位押金的到期日期，当咖啡在展会上被禁止时，在我的展位上提供咖啡，行业标准是12英尺，在四周的展品上设置16英尺的后墙，而我的展品来自另一个贸易展会，要求提前或晚一些有针对性地做进场材料处理。填写变更表时要记住的主要事情是，展会经理只是想让所有的客户满意，如果你的要求不会让邻近的参展商感到不安，你的要求很可能会得到批准。参展商指定承包商表格如果决定不雇用参展商服务手册中列出的官方承包商，可以雇用参展商指定承包商（EAC）。在展会前30至60天，需要通知展会管理部门和/或总服务承包商（GSC）和雇佣EAC的计划。EAC需要提交适当的保险单，说明EAC既有商业一般责任保险，也有工人赔偿保险。该保单必须列出所有所需的附加被保险人。物料搬运表该表格帮助GSC确定其货运设备和会议中心装货码头的人员需求。因为在货物到达之前，你不需要为你的材料处理付费，所以没必要隐瞒你所带进会场货物的重量或尺寸。如果所有参展商都提供过低的运费估算，这可能不利于每个人的进场，因为GSC将没有足够的设备和人力资源来容纳所有的运费。提单提单是整个运输过程中最重要的单证。它规定了托运人和运输公司之间的合同条款，根据该条款，货物将在指定地点之间移动，并收取费用。它由承运人提供，作为所有权文件、运输合同和货物收据。一定要填写提单上所有的阴影部分，并在签字前阅读整个表格。您需要在展会结束后将其与统一材料处理协议（见下文）一起交给GSC的服务台。在提单上签字，即表示您同意接受提单所有条款和条件的约束。统一物料搬运协议由GSC提供给参展商的统一物料处理协议（UMHA）看起来像提单。它建立了参展商和GSC之间的协议条款，以处理您从展会的出站货物装载。当您在展会期间与GSC结算财务账户时，您将为每批出境货物获得单独的UMHA。当拆除完成后，这份出站UMHA将交给GSC的服务台，您须已填写所有阴影部分，包括按货运类型（纸箱、箱子、板条箱、托盘/滑板、地毯等）准确的件数，这些件数应与您提单上的件数相符。2023 年 08 月 30 日 第 16 期 总第 544 期45在您完成UMHA并提交之前，您的运输承运人将不会从编组场被召唤来装载您的货物。如果您不打算在整个拆卸和重新装填过程中都在您的展位上，请确保您的拆卸主管知道UMHA必须完成并交给GSC，以确保您的负载被委托给您选择的承运人。否则，GSC可能会强迫您的展览交到到其选择的承运人，通常是该展览的官方公共承运人或其内部货运部门。然后，它将被转移到GSC的仓库进行存储，等待您通知您想要与您的运费做什么，或者以更高的费率运送给您。请注意，当您填写UMHA时，您将有机会选择最适合您的选项。安装和拆卸劳动表根据您订购的GSC安装和拆卸工人到达您的展位的时间，您可能需要等待一段时间。只有在工作日开始时（通常是早上7:30或8点）安排的I&D工作才能保证在那个时间到达。指定GSC劳务的任何其他到达时间将导致分配为“将呼叫”状态，这意味着您的劳务人员将在完成另一个参展商的工作并准备重新分配时到达。付款方式这是GSC的表格，基本上是说，“给我钱。”它要求以何种方式支付GSC的展前付款（用于展会服务和产品）：通过公司支票，电汇或信用卡。无论您决定如何在展会前付款，GSC仍然要求信用卡担保，以便支付在展会期间或之后可能发生的任何额外费用。尽管参展商服务手册和里面的大量表格既耗时又乏味，但从上到下、从前到后阅读每一页都很重要，这样你才能充分了解和准备好参加展会。就像我喜欢说的，“大字给人好处，小字给人坏处。”46中国会展 CHINA CONFERENCE&EXHIBITION域外OVERSEAS域外OVERSEASLooking back,it seems like I spent the first few years as an exhibit manager doing nothing but filling out forms.At the time,I convinced myself that processing show orders would get easier over time and with practice.Little did I know that this was just wishful thinking,since no two shows are exactly the same when it comes to paperwork.These necessary forms and accompanying fine print explaining them are distributed to exhibitors via the exhibitor services manual,sometimes called the exhibitor kit.These kits are generally available online or as downloadable PDFs and vary in size from a few dozen pages for small tabletop shows to 500-page books for multivenue mega-shows.Each form comes from one of the multiple organizations providing products and services at a given show.Read on for an overview of the most common order forms typically found in an exhibitor kit,complete with descriptions and insider information.Block-Housing RequestThe first form you have to complete after you sign up for a show is the one to reserve hotel rooms for your staff.Generally,the housing bureau doesnt require guest names on the rooms when initially blocked,rather just total number of rooms required per night.At a predetermined future date,names will need to be assigned to the rooms along with credit-card information to guarantee the first nights deposit.When you receive the confirmation of your block request,the number assigned to each reservation is not a valid hotel confirmation number its only the housing bureaus internal identifier.The housing bureau releases the block-housing information to the hotels about five to seven days before show move in begins,at which point hotels assign actual confirmation numbers to each reservation.Its your responsibility to contact the hotel to get those numbers and then pass them along to your staff.Booth-Space Rental AgreementThis form is typically provided in conjunction with two other forms:the shows floor plan and its basic terms and conditions.One of those conditions is boilerplate for most shows and states,i.e.,that the show managers or organizers can do anything they deem to be in the best interest of the trade show.This could include moving you out of the booth space youve selected and been assigned so that they can resell it to a more financially lucrative exhibitor,moving the trade shows date,switching venues,or even canceling By:Candy Adams Editor&Translator:Aura Claudia2translatorFForm and FunctionTo help you navigate the inevitable trade show paper trail,heres an explanation of common show-related paperwork.2023 年 08 月 30 日 第 16 期 总第 544 期47the show.Ive experienced all of these for the betterment of the show stunts during my career.Ive also made sure that I didnt work again with these show managers who believed their greed was more important than their exhibitor relationships.Variance FormA variance form allows exhibitors to request a variance,or waiver,to a rule or regulation outlined in the booth-space rental contract or the exhibitor services manual.Examples of variances Ive requested and received in the past include:changing the dates when future booth space deposits are due,serving coffee in my booth when it was banned on the show floor,having a 16-foot back wall on a perimeter exhibit when the industry standard is 12 feet,and requesting earlier or later targeted inbound material handling when my exhibit was coming from another trade show.The main thing to keep in mind when completing a variance form is that the show manager just wants to keep all its customers happy,and if what youre asking for wont upset neighboring exhibitors,youve probably got a good chance of having your request granted.Exhibitor Appointed Contractor FormShould you decide not to hire one of the official contractors listed in the exhibitor services manual,you can employ an exhibitor appointed contractor(EAC).Between 30 to 60 days prior to the show,you will need to notify show management and/or the general services contractor(GSC)of your plans to hire an EAC.The EAC needs to submit the proper insurance policy stating that the EAC has both commercial general liability and workers compensation coverage.That policy must name all the required additional insureds.Material Handling FormThis form helps the GSC to determine its freight-moving equipment and staffing needs on the convention centers loading docks.Since you arent charged for your material handling prior to the arrival of your shipment,there is no benefit to fudging the weight or size of the freight youre bringing into the venue.If all exhibitors provided lowball freight estimates,it could be detrimental to everyones move-in efforts because the GSC would not have sufficient equipment and labor resources to accommodate all the freight.Bill of LadingThe bill of lading is the single most important document in the entire shipping process.It establishes the terms of a contract between a shipper and a transportation company under which freight is to be moved between specified points for a charge.It is provided by your carrier and serves as a document of title,contract of carriage,and receipt of goods.Always complete all shaded sections of the bill of lading and read the entire form before you sign it.You will need to turn it in to the GSCs service desk after the show,along with your Uniform Material Handling Agreement(see below).By signing the bill of lading,you are agreeing to be bound by all of its terms and conditions.Uniform Material Handling AgreementProvided to exhibitors by the GSC,a Uniform Material Handling Agreement(UMHA)looks like a bill of lading.It establishes the terms of the agreement between the exhibitor and the GSC to handle your outbound loading of freight from the show.You will be given a separate UMHA for each outbound shipment when you settle your financial account with the GSC during the show.This outbound UMHA is turned in to the GSCs service desk when dismantle is completed and you have filled in all its shaded sections,including an accurate piece count by type of freight(cartons,cases,crates,pallets/skids,carpok，et,etc.)that should match the count on your bill of lading.Your transportation carrier will not be called up from the marshaling yard to load your shipment until you have completed the UMHA and turned it in.If youre not going to be at your booth throughout the entire dismantle and reloading process,make sure your dismantle supervisor knows that the UMHA must be completed and turned in to the GSC to assure that your load is consigned to your carrier of choice.Otherwise the GSC may force your exhibit freight onto its carrier of choice,generally the official common carrier for that show or its own internal freight department.It will then either be moved to the GSCs warehouse for storage pending your notification of what you want it to do with your freight,or shipped to you at a higher rate.Note that youll have an opportunity to select the option that best suits you when you fill out the UMHA.Installation-and-Dismantle Labor FormDepending on what time you place the order for the GSCs installation-and-dismantle labor to arrive at your booth,you could be waiting for a while.Only I&D labor that is ordered to begin at the start of the workday(generally 7:30 or 8 a.m.)is guaranteed to arrive at that time.Specifying any other arrival time for the GSCs labor services will result in being assigned will-call status,which means your labor crew will arrive whenever it has completed another exhibitors work and is ready for reassignment.Method of PaymentThis is the GSCs form that basically states,show me the money.It asks for the manner in which the GSCs pre-show payments(for show services and products)will be paid:by company check,wire transfer,or credit card.Regardless of how you decide to make pre-show payments,the GSC still requires that a credit card be on file for any additional charges that might be incurred during or after the trade show.Despite the time-consuming and tedious nature of exhibitor services manuals and the multitude of forms within,its important to read each page from top to bottom and front to back so you enter the show fully informed and prepared.As I like to say,The large print giveth,and the fine print taketh away.