Frequently Asked Questions

TARGET DATES AND TIMES

Question: How can Target dates and times help exhibitors schedule manpower?

Exhibitors receive their target date and time slot for their move-in/out for IMTS 2008 from the General Contractor. These targets have been developed by using the Target Machinery and Display Questionnaires many of you completed and returned. If you didn't return one and now plan on bringing a 60,000 lb machining center and don't know why you haven't been assigned an earlier date, you need to call the General Contractor to plead your case.

Remember, trade show floors are generally loaded in a sequence with the booths farthest from the freight doors going in first and then being moved out last. The old accounting phrase of, "first-in, last-out" serves very well. In some cases we also have to work together with other shows which may have a few days of overlapping dates around IMTS due to former McCormick Place sales practices.

Years ago at IMTS, the notification an exhibitor received from the show contractor on their move-in/out was only a date. This led to a massive traffic-jam near and in the truck marshalling yard, with several hundred trucks all arriving early in the day in an attempt to get a quick unload.

The addition of a target time slot has done wonders to make the entire process flow more smoothly. At IMTS 2006 over 700 trucks per day were processed through the marshalling yard to the five halls.

The General Contractor will assign you one of three daily time slots: 6-9 am, 9 am-noon and noon-2 pm. These are the time periods you will need to tell your shipping department and freight carrier. Please be aware that a 9 am-12 pm, etc. time slot doesn't necessarily mean that your trucks will be unloaded during these times. It does mean that by having all of your trucks check-in during that period, you will have them unloaded in a sequence with the other 9-12 booths, after the 6-9 am booth trucks have been completed. Also consider that you will in most cases not need your non-essential set-up people at the booth during your waiting time.

You also need to consider not scheduling any union labor for that day of your set-up period, since you may be unloaded later in the day than you had planned. You don't want to pay for labor to stand around adding to your costs. It's a good idea to have labor arrive the morning after your move-in date to assure they will be able to begin helping you set your equipment. If your equipment couldn't be spotted in exact position in your booth, your rigging crew can make the final positioning at that time. This will help reduce any potential overtime charges and help keep your total man-hours under control.

The bottom line is to have just the essential personnel who know machine weights, lift points, balance points, etc. with you during the truck unloading/loading process.

Please make sure that you have an accurate booth layout drawing with you and have taken the time to mark each machine's final location on the plastic covering your carpet. If your carpet will be cut-in later, mark the hall floor to assure proper final placement. I'm amazed that people will walk around with a tape measure guessing where equipment will be placed in the booth. Take time to meet with your engineers to verify you have the latest scaled drawings of the equipment that will be in the booth. Pick a scale such as 1/4 inch = 1 foot and make sure all drawings match the same scale. Remember to allow a one to three foot zone around the booth perimeter to protect visitors from equipment operation per the IMTS Show Rules found in your Exhibitor Kit. If you have any questions, please contact us to discuss your specific layout and machine placement questions.

Please be sure your transportation department and carriers know and understand the following:

Your target date and time
The carrier must have legible bills-of-lading showing:
- Exhibiting company name
- Exhibiting company booth number
- Accurate piece counts separated by category, machinery, and display
- Weight breakdown for each category

In summary, the targeting process is designed to provide a systematic loading/unloading sequence for each hall giving each exhibitor the maximum time necessary to complete their setup/teardown. The teardown process is a basic retreat movement from the freight door to the booths at the other end of the hall. "First-in, last-out" takes over at this time. Don't forget to pay ample attention to the out-bound process as any money saved on set-up can quickly be lost by a poorly planned teardown. Nobody remembers how much less expensive XYZ Trucking was if they don't show up on time, with the proper equipment and your freight has to be loaded onto alternative trucks.

The IMTS 2008 Target Dates for Move-In and Move-Out will be sent out in mid-April 2008. If you have questions on the information above, please call the IMTS Exhibitor Line at 800-828-7469.

By: John Krisko - Director Exhibitions - AMT

Click here for the IMTS 2008 Target Dates (Move-In and Move-Out Schedule)

Send Questions to IMTS FAQ
Read more FAQ's