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We update this page until the day of the event please check back for any changes.
We’ve removed some of the old content to make the relevant information more easily accessible.
add these dates to your
Calendar
EVENT DAY:
Wednesday, June 28, 2023
ADVANCE SHIPPING ARRIVALS TO HOTEL:
Between Thursday, June 22 and Tuesday, June 27 by 12pm
SHERATON SHIPPING COST ESTIMATE FORM DUE:
**UPDATED** Thursday, June 22 — Upload to the the Shipping & Tracking Form.
SHIPPING & TRACKING FORM DUE:
Thursday, June 22
ENCORE ORDER FORM DUE:
Friday, June 9
Quick links
DIRECT LINKS TO FORMS:
Encore Order Form
Shipping& Tracking Form
Sheraton Shipping Cost Form
LINKS TO SECTIONS BELOW:
Event Venue Location
Event Room
UPDATED 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
UPDATED Exhibitor Meals
Shipping Out After the Event
Media Attendees
Samples for the Media
Food & Beverage Samples
UPDATED Media Raffle
Media Contact Sheet
Booth Design Information
Booth Dimensions
UPDATED Special Orders for Your Booth
Products on Display
Product Exclusivity
Exhibitor Rep Attendance
Booth Numbers
Booth Assignments
Info for Advance Shipping
UPDATED Package Handling Fees
Addressing Your Shipments
Required Tracking Information
Shipping to your Guest Room
Cold Storage & Perishables
Things To Remember Checklist
Planning your trip to
New York City
Event venue location
New York Sheraton Times Square
811 7th Avenue
at West 53rd Street
New York, NY 10019
(212) 581-1000
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 Breakfast Buffet |
| 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 |
| 2:00 PM to 4:00 PM | Exhibitor Lunch Break. |
| 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.
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
Breakfast and coffee service will be set for your arrival.
UPDATED: Unfortunately, the hotel cannot accommodate special dietary requests on a buffet. If you have special needs, please eat before arriving.
You are on your own for lunch. There are several quick and inexpensive options for lunch near the hotel.
The media are provided a lunch buffet at both the times the doors are open to the event. In fairness to everyone, please do not mingle with the media outside at the buffet.
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.
Media Sample, Raffle & contact
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 75-100 samples and 100-120 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 raffle
This year we are raffling off a weekend getaway at Ocean Casino and Resort in Atlantic City. Media attendees who collect 45 stamps on their “bingo” card can enter the drawing.
When the media come to your booth you will stamp their card with a stamper provided to you. You are not obligated to participate but we have found that this has been an incentive for the media to stop and chat with as many booths as they can.
This is what the card looks like, front and back.
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 30 × 72 inch banquet tables, skirted with a black tablecloth.
You may use your floor space for larger items, display cases, etc.
gold
Booth perimeter measures 12-feet wide by 6-feet deep.
One 30 × 72 inch banquet table, skirted with a black tablecloth.
You may use your floor space for larger items, display cases, etc.
silver
Booth perimeter measures 8-feet wide by 6-feet deep.
One 30 × 72 inch banquet table, skirted with a black tablecloth.
Special Services
Order Form
electrical runs, audio/visual equipment rental, wifi
ELECTRICAL RUNS & A/V EQUIPMENT
All orders are done online via the EventNow Encore Global link, except WiFi. You will search for New Product Events and follow the prompts to place your order. For more instructions, open this PDF.
The cost of the electrical runs with Encore at the Sheraton are relatively expensive. There is no negotiating on these prices, which can be upwards to $700 per booth.
Unless you are cooking or operating high amp equipment, we suggest investing in a portable power station, such as these Takki Portable Power Station 300 watts, Yoicaly Portable Power Station 300 watts, EnginStar Portable Power Station 150 watts, to charge laptops and phones, and run simple audio visual equipment.
DISCOUNT ON POWER STATIONS: Ethan with Monster is offering a discount on their power station for all exhibitors! Add the product to your cart here, and then email Ethan at ethan@lightspeedpr.com for the discount!
The Monster Power Grid is $399 and with the 25% discount it will end up at $299. This device can power most anything you need but if you have any questions please email Ethan.
*New Product Events is not an affiliate with Amazon or these products. They are simply shown as suggestion and example.
*Rules for hiring outside vendors for rigging and other labor.
WIFI
For WiFi, please see this pricing sheet, WiFi Pricing Information. The cost for WiFi will be much more on the Encore link. Please email John at john.fahnestock@encoreglobal.com to request WiFi, and he will send you a payment link for our negotiated rate shown on the WiFi Pricing Information sheet linked above.
SUBMIT YOUR FORMS TO US
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.
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 $1200. 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
booth assignMents
[1] Revival
[2] Mom Bomb
[3] RZ Industries
[4] Madame Alexander
[5] Plum Print
[6] Natrol
[7] PLAYMOBIL
[8] Squaregles
[9] Forged & Formed
[10] MEATER
[11] Poppy Handcrafted Popcorn
[12] m cacao
[13] Warwood Tool
[14] Mercer Culinary/Barfly Mixology Gear
[15] SuperMouth
[16] Hess Toy Truck
[17] Kodak
[18] Boarderie
[19] Riedell Skates
[20] University Games
[21] JURA
[22] CVS Pharmacy
[23] Playmonster
[24] Growgreen Limited
[25] Wonderful Pistachios
[26] See’s Candies
[27] Bedsure
[28] Emmi Roth
[29] Three Little Pigs
[30] Aquasana
[31] Sharp
[32] Next-door
[33] WowWee
[34] O&H Danish Bakery
[35] Aura Home
[36] ZVOX Audio
[37] STIHL
[38] Carl Zeiss Vision Inc.
[39] GiftCards.com
[40] Paintable Pictures
[41] ZOJIRUSHI
[42] FinaMill
[43] Format Games
[44] Rabbit / Lifetime Brands
[45] GE Lighting, a Savant Company
[46] Bowflex
[47] Levoit/COSORI
[48] ECOVACS
[49] Droyd
[50] Learning Resources
[51] Meyer Corporation US
[52] Clorox/Brita
[53] Wolf Gourmet
[54] Hamilton Beach
[55] Sweetapolita Inc.
[56] USAopoly/The OP Games
[57] Joy for All Companion Pets
[58] Black + Decker
[59] Pilot Pen
[60] Georgie & Lou
[61] Blue Diamond
[62] FUJIFILM
[63] CookingPal
[64] Wilder Toys
[65] Solo Stove
[66] TOMY
[67] Monster Audio
[68] NOTES® Candle/Bridgewater Candles
[69] Seraphim Beverages
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 27 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 27 are at risk of
not making it to the event on time.
package handling fees
UPLOAD your completed Sheraton Shipping & Receiving Cost Form to the Holiday Gift Guide Media Event Shipping & Tracking Form, due Thursday, June 22.
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.
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
SHIPPING TO YOUR GUEST ROOM
If you need access to your packages before the morning of the event, you’ll need to ship them directly to your guest room. If you are staying at the Sheraton, you will simply need to address them as follows:
[your name]
c/0 new york sheraton times square
hold for guest arrival [date]
811 Seventh Avenue
New York, NY 10019
(212) 581-1000
cold storage & perishable shipments
The Sheraton does not have any cold storage facilities.
If your product samples need refrigeration, there are a couple options.
Cube Smart Self Storage
Larkin Cold Storage
Karr Cold Storage
We are not affiliated with these companies in any way, and are only providing these links as an example of how to keep your perishables until the event to prevent spoilage.
Things to Remember
Checklist
See you there!
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Speed Pitching is a trademark of New Product Events, Inc.
