EXHIBITOR SERVICES GUIDE

TOP PRIORITY TO DO’S

Hotel Reservations.

Complete Your Exhibitor Profile for online and onsite show directory information.

Register Your Staff Now. All exhibiting staff need to have a badge.

View the important show deadlines.

MOST COMMONLY USED EXHIBITOR SERVICES

Order Electric.

Order carpet and other furniture. All booths require some type of floor covering.

Exhibitor Marketing Tools for your use.

Liability Insurance. Exhibitors are required to carry general liability insurance. View COI requirements here.

Advanced Warehouse shipping label and information.

Direct to Show Site shipping label and information.

Marshaling yard info.

Order Labor.

Order Catering.

Order Internet and WiFi.

Order Audio Visual.

Exhibitor How-To Videos.

BOOTH GUIDELINES, CHECKLISTS, AND OTHER INFORMATION

Booth Guidelines

Budgeting for Commonly Ordered Items

Electric Vehicle Display Form

Exhibitor Marketing Toolkit

Island Booth Packages

Meeting Room Request Form

Overnight & Daytime Parking Options

Sampling Authorization Form

Shepard Service Guide PDF – Full Kit & Information

Travel Discounts

Vehicle Display Guidelines

Vendor Sales Tax Form

FREQUENTLY ASKED QUESTIONS

Instructions for logging into the Exhibitor Portal and Hub (with screenshots) can be found here.

The Portal password is the same for everyone at your company. The Hub login will be unique to each staff member.

If this is your 1st time accessing the Exhibitor Hub, please enter the email address that is on file with AIMExpo, then click ‘Forgot Password’. If you do not receive the reset password email from AIMExpo, please check your spam or junk folder.

NOTE: If you are not able to set up a password for the Hub, you will need to contact bfiner@mic.org to ensure your email is listed on the exhibitor account.

  1. If shipping Advanced Warehouse – between Monday, January 6 – Monday, January 27 (M-F from 8:00am-4:00pm), please use Advanced Warehouse labels here with additional information noted (our show, your booth number, company name, etc).

    Shepard Exposition Services
    845 Wynn Road, Suites A,B,C,D
    Las Vegas, Nevada 89118

  2. If shipping Direct to Show Site – must not arrive before Monday, February 3, 2025 at 8:00am, please use Direct to Show Site labels here with additional information noted (our show, your booth number, company name, etc).

    Las Vegas Convention Center
    3150 Paradise Road
    Las Vegas, NV 89109

    Please note, Machinery and Hanging Signs must be delivered Direct to Show Site – there are specific labels for these here: Machinery and Hanging Signs.

Shipping is the process of a carrier picking up items from your office or any place of origin and transporting it to the dock of either the advance warehouse or event facility. Shipping is separate from Material Handling. Exhibitors may use any carrier they want, including Shepard Logistics.

Material Handling is the process of receiving a shipment from your carrier and managing on-site handling of the shipment through the event cycle. It is a standard event procedure with associated costs typically based on shipment weight.

  • Per Pound Material Handling Rates
    Material handling, whether used completely or in part are offered as a round trip service. All rates are per one pound. There is no minimum charge. Certified weight tickets are required on all shipments. The rates stated are blended to include overtime based on the schedule at publication. Changes in schedule or if your carrier delivers your freight outside of these hours may result in additional fees.
  • How to Calculate Material Handling Services
    Material handling, whether used completely or in part are offered as a round trip service. The weight on your certified weight ticket is the amount you will be charged times the per pound material handling rate of $1.43 per pound.

    • All Inclusive Calculation:
    • EXAMPLE: 285 lbs. = 285 x $1.43 = $407.55
      • Additional charges may apply. Please review the Material Handling Authorization and Material Handling Additional Services forms.

Please see Shepard for more details and rates here.

Ship Roundtrip with Shepard Logistics and receive a 10% discount* on Material Handling
* Discount does not apply to shipments under 100 lbs. or shipments over 10,000 lbs. and local deliveries. Roundtrip SLS shipping is required to qualify for discount. (35572)

Yes, Shepard will do an audit once the show is set and ensure a Rolling Fee is applied to any booths with vehicles on the floor.

Motorcycle Rolling Fee: Includes labor to spot motorcycles from unloading area to your booth & return (exhibitor must supervise). This service is optional. Motorcycles/small trailers can be selfunloaded and brought to your booth. Please see note above about audit.

Vehicle Spotting Fee: Includes labor to spot automobiles, trucks and all other large vehicles from unloading area to your booth & return (exhibitor must supervise). It must be driven by the exhibitor or towed to the booth under Shepard supervision. If the exhibitor is not present the Spotting fee will not apply and Material Handling rates will be charged. The same procedure will be used for loading during the move-out. Any vehicle that requires additional labor other than a single spotter or over length is greater than 24’ will incur additional labor charges (see Labor Order form for rates).

Motorized Unit/Vehicle Spotting $95.00
Motorcycle Rolling fee $50.00
ATV/Small Vehicle Rolling fee $61.50

An exhibitor may “hand carry” material provided they do not use any material handling equipment to assist them. When exhibitors choose to hand carry material, they may not be permitted access to the loading dock/freight door areas. Items must be carried by hand, by one person. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at the owner’s expense.

See more details on hand carry rules through Shepard here.

Cartload Service provides service to exhibitors arriving in personally owned vehicles (POVs) and have small hand-carried items that need to be delivered to and from the dock/booth location. Exhibitors may not utilize mechanical or powered equipment to unload their items.

  • Cartload Service Includes:
    • One laborer
    • One cart
    • One trip

See more details on Cartload Service through Shepard here.

Click hyperlinks for ordering forms and portals.

Audio Visual – Shepard AV
Cory Souza
ph: 702.948.0345     csouza@shepardav.com

Contractor – Shepard Expositions
(Carpet, Cleaning, Furniture, Labor/I&D, Material Handling/Drayage, Rigging, Signs & Graphics)
ph: 404.720.8600     atlanta@shepardes.com

Catering – Sodexo
Catering Menu
Limited Catering Menu
ph: 702.943.6779     exhibitorcateringlvcc@sodexo.com

Electrical – Elden Electric    
ph: 702.385.6911

Exhibitor Insurance – Total Event Insurance & ExhibitorInsurance.com
Please see information here

Freight Handling – Shepard Logistics
ph: 888.568.8858     logistics@shepardes.com

Housing – Connections Housing 
ph: 702.476.6976     aimexpo@connectionshousing.com

Internet & Telephone – Cox Business 
ph: 855.519.2694     Lvcc.orders@cox.com

Lead Retrieval – CompuSystems 
ph: 866.600.LEAD

Models – The Push Agency
ph: 888.502.7575     sales@yourpush.com

Registration (Badges) – CompuSystems (CSI)  
ph: 224.563.3198     AIMExpo@CSReg.ZohoDesk.com

Security – Allied Universal Security 
ph: 866.703.7666

Temp Staff – Buckalew Hospitality
ph: 407.810.6596     dave@buckalewhospitality.com

Exhibitor Move-In

Sunday, February 2          Targeted Exhibitors
Monday, February 3         8am – 5pm
Tuesday, February 4         8am – 6pm
Wednesday, February 5   7am – 8am

Exhibitor Move-Out

Friday, February 7          1:01pm – 10pm
Saturday, February 8      8am – 3pm

Exhibitor Registration

Monday, February 3         8am – 5pm
Tuesday, February 4         8am – 6pm
Wednesday, February 5   7am – 5pm
Thursday, February 6       8am – 5pm
Friday, February 7             8am – 12pm

Dealer On-Site Registration and Badge Pick-Up

Tuesday, February 4         4pm – 6pm
Wednesday, February 5   7am – 5pm
Thursday, February 6       8am – 5pm
Friday, February 7             8am – 12pm

Exhibit Hall Hours

Wednesday, February 5    9am – 5pm
Thursday, February 6        9am – 5pm
Friday, February 7              9am – 1pm

Special Events

AIMExpo Industry Party Powered by Turn 14 Powersports
Wednesday, February 5       5:30pm – 8pm