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We update this page until the day of the event please check back for any changes.
add these dates to your
Calendar
EVENT DAY:
Wednesday, June 28, 2023
ADVANCE SHIPPING ARRIVALS TO HOTEL:
Between Thursday, June 22 and Tuesday, June 26 by 12pm
SHIPPING TRACKING NUMBER FORM DUE:
Thursday, June 22
SHERATON SHIPPING COST ESTIMATE FORM DUE:
Friday, June 16
FOOD & BEVERAGE SAMPLING FORM:
Friday, June 9
EXHIBITOR INFORMATION FORM DUE:
Friday, June 9
MEDIA WISH LIST:
Monday, April 3
Quick links
DIRECT LINKS TO FORMS:
HGGME Exhibitor Information Form
HGGME Food & Beverage Sampling Form
Encore Order Form
HGGME Shipping Form
LINKS TO SECTIONS BELOW:
Media Wish List
Booking Your Flight
Booking Your Room
Event Venue Location
Exhibitor Information Form
Event Room
Day of Event Agenda
Exhibitor Arrival
Exhibitor Load In & Set Up
Shipments to the Event Room
Shipments to Your Guest Room
Booth Set-up
Pre-Event Clean Up
On-Site Storage
Doors Open to the Media
Exhibitor Meals
Shipping Out After the Event
Media Attendees
Samples for the Media
Food & Beverage Samples
Media Contact Sheet
Booth Design Information
Booth Dimensions
Special Orders for Your Booth
Products on Display
Product Exclusivity
Exhibitor Rep Attendance
Booth Numbers
Booth Assignments
Info for Advance Shipping
Package Handling Fees
Addressing Your Shipments
Required Tracking Information
Things To Remember Checklist
Send Your Media
Wish List
Send us your media wish list by Monday, April 3. Please include contact information if you have it. We will send an invitation to them.
Email your wish list to Nicole at nicole@newproductevents.com.
Planning your trip to
New York City
booking your flight
The New York City airports are
La Guardia Airport (LGA) is about is about 30-45 minutes from the hotel.
Newark Liberty International Airport (EWR) is about 40-50 minutes from the hotel.
John F. Kennedy International Airport (JFK) is about 50-90 minutes from the hotel.
booking your room
You can book a room at the Sheraton Times Square where the event will be held on their reservation page.
Event venue location
New York Sheraton Times Square
811 7th Avenue
at West 53rd Street
New York, NY 10019
(212) 581-1000
Exhibitor Information
Form
The Holiday Gift Guide Media Event Exhibitor Information From is required and due by Friday, June 9.
Please have the following information ready for this form:
Day of the Event
Details
EVENT Room
New York Ballroom
3rd Floor
Please do not attempt to gain access to the event room the night before the event.
Hotel staff is setting the room, delivering boxes, running electric, etc., and non-hotel staff members are NOT allowed in the room before 8:30 AM the day of the event.
day of EVENT agenda
Wednesday, June 28, 2022
| TIME | AGENDA |
|---|---|
| 9:00 AM to 9:30 AM | Exhibitor Arrival |
| 9:00 AM to 11:00 AM | Exhibitor Load-In and Set-Up |
| 11:30 AM to 2:00 PM | Doors Open to the Media |
| 4:00 PM to 6:00 PM | Doors Open to the Media |
| 6:00 PM to 7:30 PM | Exhibitor Breakdown and Load-Out |
Exhibitor Arrival
Please arrive between 9:00 AM and 9:30 AM.
Please leave yourself plenty of time to set up your display and enjoy the breakfast buffet.
exhibitor load in & SET UP
SHIPMENTS TO THE EVENT ROOM
If you shipped anything to the hotel package room in advance of the event your boxes will be at your booth when you arrive, provided you have submitted the Holiday Gift Guide Media Event Shipping Form.
Please, see shipping information section below for complete details.
SHIPMENTS TO YOUR GUEST ROOM
If you shipped something to your guest room, we do NOT need those tracking numbers on the Shipping Form as they will be held by Service Express behind the front desk area for your to collect upon check-in.
You are responsible for bringing them to the event room. If you need assistance, please request a Bellman. Fees will be charged to your guest room.
booth set-up
You can bring anything to make your booth enticing, provided it does not interfere with another booth or extend beyond your booth’s dimensions.
Make sure you bring all the tools you need to assemble your booth display and signage.
You cannot attach anything to the walls or floor.
pre-event clean up
By 11:15 AM, please have your booth completely set-up, and staff will come through and clear trash away.
ON-SITE STORAGE
Anything that is not part of your display, can be hidden under your table skirt or in the storage room.
There will be a storage room available for extra supplies, boxes needed after the event, luggage, etc
DOORS OPEN TO THE MEDIA
Doors will open promptly at 11:30 AM and stay open to 2:00 PM.
Doors will close for lunch from 2:00 PM to 3:45 PM; and reopen at 4:00 PM and stay open until 6:00 PM.
Please do not start breaking down your booth until the last media attendee has exited.
EXHIBITOR MEALS
Coffee service will be set for your arrival. Please eat breakfast before you arrive so you’re ready to start setting up.
A Visa Gift Card will be distributed to all exhibitor reps as they check in to use for lunch during the break between media hours.
SHIPPING OUT AFTER THE EVENT
After the event, you can repack any boxes that need to be shipped out.
They must be sealed, labeled, and ready to go.
Have your pre-printed UPS or FedEx shipping labels ready. Or, you can fill out a blank one at the event, however you will need to put your UPS or FedEX account number or a credit card number on the form.
Once all your boxes are packed up and labeled, a representative from the hotel’s shipping services will come to collect the boxes.
Attendee & sample
Information
Media attendees
The media RSVP list of outlets will be posted here a week before the event.
samples for the media
We suggest having at least 50-75 samples and 75-100 press materials available.
You are not required to hand out samples to the media, however, it is a good idea to send them back with something to remember your company and product.
FOOD & BEVERAGE SAMPLES
If you are planning to service food or beverages at your booth, you must complete the Holiday Gift Guide Media Event Food & Beverage Sampling Form before Friday, June 9.
Samples should be around 1 ounce per serving.
media contact sheet
We will email you a final media list with full contact information a week after the event.
Booth Design
Information
Please visit our CREATE YOUR BEST BOOTH
page for important information on:
Booth Design Rules & Guidelines
Product Display Inspiration
tips for samples
Dimensions & Furniture
Layout
booth dimensions
The entire display must be contained within the perimeters of your booth.
There is room under your table for samples and supplies.
There is also a storage area for items you do not need during the event.
platinum
Booth perimeter measures 16-feet wide by 6-feet deep.
One or two 3 × 6 foot banquet tables.
You may use your floor space for larger items, display cases, etc.
gold
Booth perimeter measures 12-feet wide by 6-feet deep.
One 3 × 6 foot banquet table.
You may use your floor space for larger items, display cases, etc.
silver
Booth perimeter measures 8-feet wide by 6-feet deep.
One 3 × 6 foot banquet table.
Special Services
Order Form
electrical runs, audio/visual equipment rental, wifi
All orders are done online via the EventNow Encore Global link.
You will search for New Product Events and follow the prompts to place your order. For more instructions, open this PDF.
Once completed, please upload a PDF or screenshot of the completed form to the Holiday Gift Guide Media Event Exhibitor Information Form. We need this to make sure that Encore has correctly delivered all of your orders to your booth the night before. If we do not have a copy of your order we cannot do this for you.
Rules for hiring outside vendors for rigging and other labor.
Your product & representative
Registrations
Products on display
The only products allowed are the products you have registered to bring. You can create your display with various colors, shapes, patterns, etc. for each of the products. If any products other than the registered products are on display, you will be asked to remove them. If you cannot remember which products those were, please contact Nicole at nicole@newproductevents.com.
The following number of products are included in your registration fee:
Platinum: 4 products
Gold: 3 products
Silver: 2 products
If you would like to have additional products at your booth, the cost per product is $600. Click here for complete pricing information.
You can make this request and pay the fee directly on the Holiday Gift Guide Media Event Exhibitor Information Form, due Friday, July 1.
pRODUCT EXCLUSIVITY
Please see the Terms & Conditions for more information on product exclusivity.
EXHIBITOR REP ATTENDANCE
The following number of company/brand representatives are included in your registration fee:
Platinum: 4 representatives
Gold: 3 representatives
Silver: 2 representative
If you would like to have additional attendees at your booth, the cost per person is $600. Click here for complete pricing information.
You can make this request and pay the fee directly on the Holiday Gift Guide Media Event Exhibitor Information Form, due Friday, July 1.
Please see the Terms & Conditions for more information on product exclusivity.3
Room layout & booth
Assignments
Room LAYOUT WITH BOOTH NUMBERS
The room layout with Booth Numbers will be posted here 4 weeks prior to the event.
booth assignMents
Booth Assigments will be posted here 4 weeks prior to the event.
Booth assignments are subject to change at the discretion of New Product Events, such as electrical access, load in/out issues, etc.
Requests for booth changes are not accepted.
information for advance
Shipping
PLEASE PLAN YOUR SHIPMENT TO ARRIVE
Between Thursday, June 22 and Tuesday, June 26 by 12pm
Boxes arriving before June 22 are at risk of
being returned to sender by the hotel.
boxes arriving after 12pm on Tuesday, June 26 are at risk of
not making it to the event on time.
package handling fees
Shipping charges will be calculated by the hotel based on the Sheraton Shipping & Receiving Cost Form. If you do not have exact quantities and weights, you can estimate and the package room will update as boxes arrive.
You must fill out this form and email it to Kerry Friel-Minor at kerry.friel-minor@sheraton.com and cc Amy at amy@newproductevents.com by FRIDAY, JUNE 16.
Signed copy of this order form must be emailed to Event Manager, 10 days prior your arrival
Installation date and time cannot be guaranteed on all orders placed within 48 hours of installation date
Incomplete forms cannot be accepted.
Once form is completed and submitted, a credit card link will be sent for completion.
Credit card information must be submitted to the hotel 7 days prior to your arrival.
Packages will only be delivered to desired location if a valid method of payment is on file.
Please take note of the Sheraton’s package room pricing guidelines:
All Service Charges are paid out in its entirety to the staff.
Pallets are accepted based on space availability. Please make all delivery arrangements with your Event Manager 10 days prior to your arrival. If space is unavailable, pallets must be unloaded at the loading dock.
The price on receiving will be based on pounds and includes storage. If the storage exceeds 3 days, a $25.00 per item/day storage fee will be added.
Due to the high volume of packages received we will not be able to hold packages for longer than five business days. At the end of the five business days’ management reserves the right to discard any unclaimed items.
Unclaimed items will be returned to the sender providing sender’s return information and account numbers are available.
All pricing is subject to change.
For pallets or large/heavy shipments needing a loading dock, please contact nicole@newproductevents.com to coordinate with the hotel.
There is no cold storage or on-site refrigeration available through the hotel. Refrigerated shipping is available from outside vendors, such as LGI and FedEx.
addressing your shipments
Make sure that all of the below information is on your box. Whatever doesn’t fit on your shipping label, please write directly on the shipment or create labels.
Each box must be numbered with the total number of boxes (box # of #).
what to include on your carrier shipping label and/or bill of lading
new york sheraton times square
811 Seventh Avenue
New York, NY 10019
(212) 581-1000
REQUIRED INFORMATION TO BE ON EACH & EVERY ITEM/PARCEL/BOX
holiday gift guide media event
06/28/23 NEW YORK BALLROOM
[YOUR NAME]
[YOUR BRAND]
[YOUR BOOTH NUMBER]
BOX [#] OF [#]
required tracking information
For every box you are shipping in advance of the event, you must submit the tracking information on the Holiday Gift Guide Media Event Shipping Form, due Thursday, June 22.
We will be checking in every box and will contact you with any missing boxes the night before the event.
Any box that is not listed on the form is not guaranteed to be at your booth the day of the event
Things to Remember
Checklist
See you there!
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Speed Pitching is a trademark of New Product Events, Inc.
