Security Guidelines

Please read these guidelines for exhibitor security best practices during AHIP conferences.

Security should be a primary concern of the exhibitor from the time the exhibit is prepared for shipment to the show until the moment the exhibit is dismantled and shipped out.

Our conference sites are public buildings to which hundreds of individuals have access… let alone the number of individuals involved in the shipping of your product to and from the show. Therefore, it is critical that each exhibitor work closely with show management in making every effort to safeguard their investment in the exposition.

The best security plans are dictated by common sense. At some point in the preparation of your exhibit – before you ship your material – it will help to take a minute to review everything with security in mind.

To begin with, we recommend you insure your property from the time it leaves your facilities until it is returned after the show. In most cases, a rider can be added to your present policy for a nominal cost that will protect your property while it is out of your control. Remember, it is the responsibility of the exhibitor to insure their property.

Please be security conscious at all times during your stay. Do not leave items of value in your booth overnight without taking security precautions. Remember, the security of your product is your responsibility.

We suggest you consider the following:

PREPARATION OF EXHIBIT MATERIAL FOR SHIPMENT TO THE SHOW

If you ship by common carrier, do not use cartons which identify the contents, but group and ship all products in crates. Be sure to list the number of pieces in your shipment on the bill-of-lading and carefully specify the number of crates, cartons, etc., but do not identify the contents.

ARRIVAL OF EXHIBIT MATERIALS AT SHOW SITE

Assign people to be present at the exhibit space to receive shipments and take inventory. (Keep in mind that material shipped in advance to the warehouse or conference site will be delivered to the exhibit space prior to or during the early part of move-in).

Be sure to send copies of all shipping information to your set-up people (this includes exhibitor appointed contractors) so that they know how many pieces should arrive.

Report immediately to show management any discrepancies between quantities shipped and quantities received. At any time during the show, any missing items should be reported to security and show management.

INSTALLATION

  • Please pay special attention to prototypes, irreplaceable articles and small, easily carried items. When appropriate, place them in locked containers, or take them from the hall with you at night.
  • Do not put any article of value in a container marked “Empty Storage”
  • Empties are not guarded in any way and are not secure.
  • Don’t leave exposed or unguarded such personal items as handbags, wallets, laptops or attaché cases (this is true throughout the show).

DISMANTLING

Dismantling, including the removal of merchandise, must not begin until the official start of exhibitor breakdown time.

It is recommended that a person from your organization be present until your exhibit materials are loaded out of the exhibit hall.

Please email Lela Martinez at lmartinez@ahip.org if you have any questions.