EXHIBITOR MOVE-IN AND MOVE-OUT INSTRUCTIONS

Please be sure to read this in its entirety as it contains important information regarding move-in and move-out for EWPTE as the process has been modified.

EXHBITOR MOVE-IN

Move in Deadline – please plan your travel accordingly
All booths must be occupied and completely set up by 5:00 pm on Tuesday, May 14, 2024. Exceptions will be granted providing advance notification is sent to KimDiCianni@ipc.org. If notification of late move-in is not submitted in advance of move-in and space is not completely set by 5:00pm on Tuesday, May 14, 2024 the space will be considered abandoned, and Show Management will repurpose the space as they see fit.

Targeted Move-In
Exhibitor move-in for EWPTE is targeted, meaning each exhibitor will be assigned a specific move-in date and time in which their shipments can arrive.  Due to the high volume of exhibitor freight for this event, we use this systematic process for the receipt of freight and delivery to booths which is based on when WHMA/IPC obtains access to the exhibit halls, the location of booths in the exhibit hall and on specific exhibitor needs.  A scheduled target time means that your freight will begin to be unloaded at some point during your allotted time frame. 

  • Refer to the target move in plan for the day and time scheduled for your booth. 
  • A scheduled target time means that your freight will begin to be unloaded at some point during your allotted time frame.
  • Please DO NOT schedule installation labor until after your scheduled target time.

Marshalling Yard - All carriers must check in at the Marshalling Yard and will be dispatched from the marshalling to the dock for unloading when dock space becomes available. 
Due to the growth of the show and the increase in exhibitor freight, we have secured a marshalling yard to expedite exhibitor move-in. All carriers must first check-in at the marshalling and will be dispatched to the docks when dock space becomes available.

Instructions for Privately Owned Vehicles (POVs)
If you are arriving with a Privately Owned Vehicle (POV), you may proceed directly to the facility. However, please note that your POV must meet specific requirements for acceptance at the facility. (Click here for POV requirements). If your POV does not meet the stipulated requirements, you will not be permitted entry at the facility. In such cases, you will be redirected to the Marshaling Yard.

Facility Address: Baird Center 400 W Wisconsin Ave Milwaukee, WI 53203

Important Note: Material handling fees will be applicable for all freight passing through the loading docks, including POV, Cartload and LTL shipments. The facility allows for fifteen minutes of POV service. Our team is committed to working swiftly to accommodate your needs within this timeframe. We kindly request your cooperation to ensure adherence to the designated timeline.

For information regarding material handling rates for POV, Cartload and LTL shipments, please contact concierge@shepardes.com.

Off Target Shipments
If shipments are received outside of your assigned target move-in time, surcharges will apply.   All trucks delivering shipments to show site must arrive and check in at the marshaling yard 2 hours prior to the start of the target time. Additionally, trucks missing their target time will be unloaded on a first come, first serve basis after all the trucks are unloaded during their target time.

Special Material Handling Rates for Machinery
Due to the heavy equipment on display at EWPTE, discounted material handling rates are available for machinery. In order to take advantage of this discount, be sure you do the following:

  1. Make sure machinery crates and/or skids are labeled with designated machinery label
  2. Use the special machinery material handling form
  3. Provide a copy of a certified weight ticket for your entire shipment
  4. Ensure your shipment arrives per your target move assigned time slot
  5. Review the machinery rate form in the exhibitor manual for additional details
     

EXHIBITOR MOVE-OUT

Due to circumstances beyond our control, EWPTE must be completely moved out of the exhibit hall by 12:00 pm on Friday, May 17 as another event takes possession of the hall for their move-in. As a result, and due to the complexity and time constraints there will be a targeted move-out for EWPTE to ensure the exhibit hall is completely cleared of all freight by our deadline.

Marshalling Yard - All carriers must check in at the Marshalling Yard and will be dispatched from the marshalling to the dock for loading when dock space becomes available.  Due to the growth of the show and the increase in exhibitor freight, we have secured a marshalling yard to expedite exhibitor move out. All carriers must first check-in at the marshalling and will be dispatched to the docks when dock space becomes available.

  • All carriers must be checked in at the marshalling yard by your assigned targeted move out time as indicated on the target move out plan (This does not mean you trucks be loaded at this time – they must be checked in by this time).
  • Once your shipment is ready for pickup, it's crucial that you or someone in your booth visits the Exhibitor Service Center to connect with the Shepard onsite team. At this point, a material handling outbound agreement (MHA) must be completed, reviewed, and signed off on.
  • Please do not leave the material handling form in your booth, it must be submitted to Shepard personnel at the Shepard Service Center. 
  • To save time, please complete the documentation in advance by logging into your online Shepard account. (Click here for instructions on how to complete onsite)
  • If your carrier is not checked in by your assigned target time, or if you leave your material handling form in your booth instead of submitting it to the Shepard Service Center prior to your departure, your freight will be rerouted to the advance warehouse.
  • Please note, return to warehouse charges will apply for any freight that is rerouted.  

Instructions for Privately Owned Vehicles (POVs)
Once you are packed up and ready to head out from the event, it's crucial that you or someone in your booth visits the Exhibitor Service Center to connect with our onsite team. At this point, a material handling outbound agreement (MHA) must be completed, reviewed, and signed off on. Please do not leave the material handling form in your booth, it must be submitted to Shepard personnel at the Shepard Service Center before proceeding to the dock.  To save time, please complete the documentation in advance by logging into your online Shepard account. (Click here for instructions on how to complete onsite)

ADDITIONAL INFORMATION FOR MOVE-OUT

  1. Contact your freight carrier before the close of the show to schedule a pick-up. All carriers must be checked in at the marshaling yard no later than your assigned target time as indicated on the move out plan.
  2. After your empty containers have been returned to your booth, pack, and label your freight for shipping. Shipping labels can be obtained on site from the Shepard Service Center.
  3. Complete the entire Order Form for Material Handling/ BOL that is emailed to each exhibitor prior to the event. You may also complete this information on site at the Shepard Service Center.
  4. Confirm all pieces are secured, clearly labeled, and ready to be moved to the loading dock.
  5. Bring the completed Order Form for Material Handing/BOL, one for each shipping destination, to the Shepard Service Center after the close of the show. Do Not leave the Material Handling/ BOL in your booth. The form must be physically delivered to the Shepard Service Center.
  6. Once your carrier checks in at the marshaling yard they will be issued a check-in number prior to proceeding to the dock.   
  7. The carrier will be dispatched to the dock as soon as dock space becomes available.
  8. After your freight is loaded, the driver will accept the Order Form for Material Handling/BOL, and your shipment is on its way to its destination.

Tips

  • Always take a photo of your completed forms.
  • If you need carrier specific labels (UPS, FEDEX, DHL, etc.) you must provide them yourself and we advise printing them before you arrive on show site.
  • Always provide an additional exhibitor contact cell phone number on the Order Form for Material Handling/BOL in case the driver cannot be reached. It is important that this person is reachable and not enroute home on an airplane.
  • Use the official outbound shipping labels to avoid lost or misdirected freight.
  • Print your Material Handling Agreement (Bill-of-Lading) and Pre-Printed Shipping Labels for your outbound shipment prior to arriving on show site.
  • Take photos of the items you packed when they are ready for shipping in the booth for your records.
  • Wrap pallets and cases in shrink wrap to ensure shipment is not rewrapped by carriers.
  • Make sure high ticket items such as monitors are properly packaged to avoid damage and wrapped to disguise contents.