EXHIBITOR MANUAL 2012 - Art Palm Beach

20-23 JAN 2012 

EXHIBITOR MANUAL 2012 

Please read materials thoroughly, complete all diagrams and forms and fax to our office at: 

FAX: +1 239 236 1256. Remember to keep a copy for your records.

TABLE OF CONTENTS 

Organizers Overview................................................................................. 2 

2012 Deadlines.......................................................................................... 2 

Contact Information ................................................................................. 3 

2012 Fair Timetable .................................................................................. 4 

Marketing ............................................................................................... 6-8 

Marketing Program 

Promotional and Catalogue 

Material Submission 

Security................................................................................................. 9-10 

Security Services 

Merchandise Removal 

Precautions 

Booth Design............................................................................................11 

Booth Design Overview 

Walls 

Requirements & Recommendations 

Lighting, Electrical Outlets and Rigging 

Pre-Approval of Private Contractors 

Telephone/Fax/Data Lines 

Decorating Price List 

Insurance Coverage................................................................................ 20 

Notice of Compliance 

Recommended U.S. Insurance Agent 

Shipping ............................................................................................ 21-34 

Art Handling/Official Drayage Contractor 

When to Ship 

Delivery of Shipment 

Recommended Shippers 

Exhibitor Move-In ................................................................................... 35 

Exhibitor Move-Out ................................................................................ 36 

Hotel Accommodations.......................................................................... 37 

Exhibitor Payment and Sales Tax .................................................... 38-39 

Exhibitor Payment Schedule & Wire Transfer Information 

Sales Tax 

artpalmbeach 2012 | 1

DEADLINES 

ASAP no later than | PROMOTIONAL IMAGES 

September 30, 2011 (See instructions on page 7 & 8) 

ASAP no later than | PROMOTIONAL MATERIALS ORDER FORM 

September 30, 2011 (See instructions on page 7 & 8) 

November 4, 2011 



December 2, 2011 

| FAIR GUIDE IMAGES & INFORMATION 

(See instructions on page 7 & 8) 

| BOOTH DESIGN 

Advance Discount Rate Deadline 

Booth Design Form A 

NOTE: Standard rates prevail after deadline 

| Hotel Booking Deadline 

(See instructions for special rates on page 25) 

NOTE: Standard rates prevail after deadline 

| BOOTH DESIGN AND FORMS A - J 

Please fax to: 239.236.1256 

Attn: Operati0ons Department 

NOTE: Showsite rates prevail after deadline 





| Telecommunication & Data Forms 

Please fax to: 561.366.3024 

Palm Beach County Convention Center 

Attn: Exhibitor Services, Ashley York 

Phone: 561.366.3009 

ayork@pbconventioncenter.com 

| John Buttine Inc. Insurance Forms 

Send application and payment direct to: 

Buttine Underwriters Purchasing Group, LLC 

125 Park Avenue, Third Floor 

New York, NY 10017 

Or Fax to: 212.504.8084 

Attn: Kendra Riley 

| Furniture Rental 

Send order directly to: 

CORT Furniture Rental 

ATTN: Gerard Nadeau 

Palm Beach, FL 

Phone: 954 548 2096 

gerard.nadeau@cort.com 

www.corteventfurnishing.com 

| Showcase Rental 

Send order form and payment direct to: 

Atlantic Rentals and Sales Inc. 

830-B Old Corlies Avenue 

Neptune, New Jersey 07753 

or fax to: 732.922.8951 


CONTACTING US 

OFFICE PHONE: +1 239 949 5411 

OFFICE FAX: +1 239 949 5482 

ORGANIZERS 

David Lester 

Lee Ann Lester 

ext. 101 ext. 102 

dlester@ifae.com llester@ifae.com 

Jenna McElhone Melanie Seitz 

Assistant to Organizers Assistant to Organizers 

ext. 128 ext. 125 

jhardbarger@ifae.com mseitz@ifae.com 

OPERATIONS 

Operations 

John Escobar 

operations@ifae.com ext. 119 

f: +1 239 236 1256 jescobar@ifae.com 

CREATIVE 

Tina Margherio Rebecca Trani Chad Burgeson 

Creative Director Prod. Coordinator Designer 

ext. 106 ext. 123 ext. 121 

tina@ifae.com rtrani@ifae.com cburgeson@ifae.com 

f: +1 239 236 1876 

MARKETING / PR 

Ashlea Heck 

Communications Coordinator 

ext. 110 

aheck@ifae.com 

ACCOUNTING 

Akiko Sato 

Accountant 

ext. 109 

asato@ifae.com 


2012 FAIR TIMETABLE 

FREIGHT DELIVERY 

Tuesday, January 17 

(Freight delivery only. No setup) 

Wednesday, January 18 

Thursday, January 19 

8:00 am – 6:00 pm 

8:00 am – 6:00 pm 

8:00 am – 3:00 pm 

EXHIBITOR REGISTRATION 


9:00 am – 10:00 pm 


9:00 am – 3:00 pm 

All Exhibitors must be registered by 3pm on Thursday, January 19th. All balances must 

be paid in full at this time. 

EXHIBITOR SET-UP 


9:00 am – 6:00 pm 


9:00 am – 3:00 pm 

Booth set up must be completed by 3:00 pm on Thursday, January 19th. 

EXPOSITION SCHEDULE 

First View 


Collectors’ Invitational 


Show Hours: 

Friday, January 20 

Saturday, January 21 

Sunday, January 22 

Monday, January 23 

6:00 pm – 7:30 pm 

7:30 pm – 10:00 pm 

12 pm – 7:00 pm 

12 pm – 7:00 pm 

12 pm – 7:00 pm 

12 pm – 6:00 pm 

NOTE: show hours subject to change. All Exhibitors are required to have gallery 

personnel staffing booths 30 minutes before show opening daily. 

EXHIBITOR BREAK-DOWN 

Monday, January 23 

Tuesday, January 24 

6:00 pm – 2:00 am 

8:00 am – 3:00 pm 

All Exhibitor materials and artwork must be removed from the show floor by 

3:00 pm on Tuesday, January 24, 2012. 

If you will require additional labor for packing in order to meet this schedule, please 

advise Art Palm Beach in advance. Exhibitors are responsible for notifying freight 

forwarding companies that all Exhibitor freight must be removed by 3:00pm, Tuesday, 

January 24, 2012. Schedule is subject to change. Exhibitors will be notified if any 

changes occur. 

SECTION LEADER PROGRAM 

To better assist Exhibitors during the Move-In and Move-Out process 

customer service representatives will be on the show floor to provide 

important forms and streamline requests. Much of the information 


2012 UPDATES 

Exhibitors would have in previous years received at Exhibitor Services will 

now be available from your Section Leader. i.e. Exhibitor Request Forms, 

Light Focus Request Forms, Merchandise Removal Forms, Empty Crate 

Stickers, Security Tape and limited supplies. 

PRICING 

Advance Rate 

Orders received by the November 4 deadline will receive an advance 

discount rate, generally 6% cheaper than Standard Rates. If you 

anticipate any problems meeting this deadline, please contact 

exhibitor services at 239.949.5411. 

Standard Rate 

Standard rates are applicable for orders received after November 4 and 

before December 2, 2011. 

On-Site Rate 

On-Site rates apply to any orders placed after December 2, 2011. 

PARKING 

Event parking passes are available for purchase from the convention center 

at exhibitor registration. 

FREIGHT VEHICLE PARKING 

There is no on-site overnight parking for freight vehicles at any time. For 

your convenience there are several self storage companies in the area that 

rent secure parking spaces. 

Recommended facilities: 

Public Storage 

The Store Room 

561.833.3315 561.697.3060 

6 locations within 10 miles 4401 Village Boulevard 


MARKETING & 

PROMOTION 

IMPORTANT DEADLINES: 

September 30, 2011 

PR images and descriptions 

September 30, 2011 

Print Materials Order Form 

Available at: 

www.ifae.com/exhibitor_services. 

html 

When prompted type the password: 

ifaefairs2012 


Online Media Submission 

IMPORTANT: To ensure that the catalog is 

produced on time, materials submitted after 

the deadline may not be included. 

APB MARKETING AND PROMOTION 

APB promotion is based on a mixed-media outreach through local, national and 

international advertising in print, online, radio, outdoor media, and targeted word-ofmouth. 

The campaign targets collectors, decorators, media, hotels, exclusive clubs 

and museum pro fessionals. APB contacts approximately 150,000 select individuals 

through both print and online promotional materials between the months of October 

and January. An eight page fill color Show Program will be distributed in 250,000 

New York Times, Wall Street Journal, and local newspapers. 

The publicity campaign has already started. Our PR team is talking to journalists 

worldwide in order to ensure maximum coverage for the fair. To meet their early 

deadlines, we rely on your immediate assistance. 

NOTE: This year’s exhibitor services area has been reworked to make it convenient 

and efficient for you to: 

1. SUBMIT PR IMAGES AND INFORMATION 

2. SUBMIT FAIR GUIDE IMAGES AND INFORMATION 

3. DOWNLOAD THE EXHIBITOR MANUAL 

4. DOWNLOAD DIGITAL PROMOTIONAL MATERIALS 

5. COMPLETE THE PRINT MATERIALS ORDER FORM 

PLEASE FOLLOW THESE STEPS: 

LOGON TO EXHIBITOR SERVICES: 

http://www.ifae.com/exhibitor_services.html 

When prompted type the password: ifaefairs2012 

Here you will find: 

1. Media Submission Form 

Provides us with all the necessary information required to properly promote the fair 

and produce the show catalog. 

This area requires you to register and create a username and password. This allows 

all your information to be saved and editable. It also allows you to enter company 

information just once if you are participating in multiple IFAE fairs. 

2. Fair promotional images 

Website banners and logos to promote on your website & in print materials. 

3. HTML Emails 

Complimentary pass emails, daily event guides and more are available here to 

personalize for your gallery. We strongly recommend using the html emails to 

communicate with your clients, but you may also download pdf versions of the 

complimentary passes here. 

4. Exhibitor Manual 

ORDER PRINT MATERIALS: 

Because dealer promotional involvement is critical to the success of the fair, we 

produce a variety of print materials (listed below) for your personal promotional 

campaigns. Please fill in the Print Materials Order Form available at the exhibitor 

services site. 

1. COMPLIMENTARY DAY PASSES: 

APB will provide each exhibitor up to 500 day passes (with your gallery name) to 

distribute to your clients. Guests receiving these passes will be granted a one-day 

complimentary admission for two. (not valid for preview) 

NOTE: Printing costs for additional passes will be billed to exhibitor. Limited 

quantities are available and requests will be filled on a first come, first served basis. 

3. VIP PACKAGES: 

Each exhibitor receives up to 150 VIP packages to distribute to their top clients. 


MARKETING & 

PROMOTION 

Printing costs for additional VIP packages will be billed to exhibitor. Limited 

quantities are available and requests will be filled on a first come, first served basis. 

VIP packages include a VIP card valid for: 

• Admission to the preview 

• Unlimited admission to the fair during regular fair hours 

• Access to the VIP Lounge 

4. PREVIEW INVITATIONS 

Preview information will be supplied to each exhibitor. 

BONDED MAILHOUSE SERVICES AVAILABLE TO ALL EXHIBITORS: 

To aid in timely and economical mailings to your clients, we have established a 

relationship with a third party bonded mailhouse in Florida: 

Presstige Printing and Datamail 

Please contact The creative department if you wish to utilize this service. We 

especially encourage international exhibitors to do this. 

art@ifae.com or 239 949 5411 


MAILHOUSE 

AGREEMENT 


SECURITY 

CORRESPONDING FORM 

Refer to the 

form section 

of this manual C 


Refer to the 

form section 

of this manual D 

SECURITY SERVICES 

APB will provide 24 hour police perimeter security with additional unarmed 

security officers present during fair hours. At the Exhibitor’s expense 

additional security may be hired for individual booths during the Fair and/or 

during non-Fair hours. Please complete the Security Request Form (D) in 

the form section of the manual and return to APB by December 2, 2011. 

MERCHANDISE REMOVAL 

All merchandise taken out of the exhibition hall must be accompanied 

by a Merchandise Security Pass (sample shown below) prior to being 

allowed to leave the premises. This applies to move-in, move-out and 

during exhibition hours including sold artwork as well as artwork being 

removed by Exhibitors. Only those signatures on the Merchandise Removal 

Authorization Form will be accepted by the security staff. Please complete 

the Merchandise Removal Authorization Form (E) in the form section of the 

manual and return to APB by December 2, 2011. 


SECURITY 

A FEW SIMPLE PRECAUTIONS CAN HELP REDUCE THE RISK 

OF THEFT OR DISAPPEARANCE: 

• Meet your shipper and supervise deliveries to and from your booth. 

• Immediately verify with your shipper that you have received all packages 

shipped. Count the number of packages shipped upon departure. Report 

any discrepancies to your shipper immediately. 

• Do not indicate the contents of boxes. 

• Secure all valuables (cameras, cell phones, portable computers, etc.) from 

your booth during non-show hours. 

• Pack your entire exhibit as soon as the move-out period begins. 

• Utilize freight seals (available from Section Leader). 

• Report any theft or disappearance immediately to show security or 

management. 

• During show hours have one of your staff members in the booth at all 

times. 

• Make sure a staff member is in the booth at all times during move-out. 

• If necessary, additional security can be hired at Exhibitor’s expense. 

• Be prepared to fill out a Merchandise Security Pass any time you leave 

the exhibit hall with items. 

• You must not leave your booth unattended during move-in and move-out. 

• Ensure you are adequately insured with General Liability & Product 

Liability (see page 29). 

• Report anything suspicious to management or show security. 

*Note: APB disclaims responsibility for all Exhibitor artwork/ 

exhibits under any circumstances. 


BOOTH DESIGN 

BOOTH DESIGN OVERVIEW 

Art Palm Beach is the exclusive decorator and supplier of all labor, 

decorating materials and lighting associated with the building of your 

booth. Individual private contractors are not permitted to provide decorating 

services (i.e. decorating materials, labor and lighting equipment). Art Palm 

Beach is equipped and staffed properly to carry out the details surrounding 

any of your decorating needs. We will be more than happy to have our staff 

work under the supervision of your designers and staff members to create 

the special ambience that you are looking to achieve. 

All such requests should be submitted in writing to: 

Art Palm Beach 

Attn: Operations Department 

27598 Riverview Center Blvd Bonita Springs, FL 34134 

Phone: +1.239.949.5411 | Fax: +1.239.236.1256 

E-mail: operations@ifae.com 

Use the information in this section of the manual to assist you with the 

booth design. Please design directly on the booth grid in the forms section. 

All booth designs must be submitted and approved by 

December 2, 2011. All designs, changes, additions, etc. 

after final approval date will be subject to availability and/or 

additional charges. 


BOOTH DESIGN 


Refer to the 

form section 

of this manual A 

Exhibitor will receive the following included in the price of 

booth: 

• 12 ft. high walls painted white 

160-279sq. ft. up to 10 linear feet 





1000+sq. ft. = 60+ linear feet 

• 1 table and 2 chairs 

• 2 Exhibitor aisle signs 

*Please note there will be no carpeting inside the booths. 

Standard requirements for each booth: 

• Adequate lighting is required. Lights are NOT included with booth and 

must be ordered at Exhibitor’s expense. See page 13 for additional lighting 

information. 

Design options available at an additional cost: 

• Additional walls 

• Shelves 

• Pedestals 

• Showcases 

• Electrical outlets 

• Telephone/internet lines 

• Artist signs 

• Furniture 

• Special construction 

• Rigging points 

• Custom wall colors 

• Additional aisle signs 

Please use Booth Design Form (A) to indicate the booth 

design options you would like included. 


BOOTH DESIGN 

WALLS & STRUCTURAL REQUIREMENTS 

• The walls will be 12 ft. high (3.7 m) by 2 in. (5.08 cm) thick. 

• The walls are made of hard masonite covered wood frame, with a 

nailable interior for mounting artwork or artifacts. To preserve the 

consistent look of the exhibition, all walls will be painted white. Custom 

shades of gray paint are available at extra cost and are subject to 

approval. 

• Due to the extreme weight factor of the wall panels, no walls may 

span longer than 16 ft. (4.8 m) without a minimum of a 3 ft (9 m). 

supporting wall attached at a 90 degree angle. Walls may be angled 

at 45 degrees subject to approval, however it is not recommended. 

Special construction charges may apply. Art Palm Beach management 

reserves the right to add structural walls if deemed necessary for safety. 

• Interior walls (walls contained solely within a single Exhibitor’s booth) 

may be in any free standing “T” or “U” shaped configuration, however, 

the walls may not span longer than 16 ft (4.88 m). without support walls 

on both ends. Minimum support wall lengths are 3 ft. (0.9 m) and a 

maximum of 6 ft. (1.8 m). 

• No walls may be free standing (without support walls on either end) or 

erected in the aisle. 

PROPERLY SUPPORTED 

NOT PROPERLY SUPPORTED 


BOOTH DESIGN 

Questions regarding booth 

design should be forwarded to: 

APB Operations Department 

Phone: +1.239.949.5411 

Fax: +1.239.236.256 

operations@ifae.com 

Booth Requirements: 

• Entrances and exits must be at least 8 ft. (2.4 m) wide. 

• Passages within the booth must be at least 6 ft. (1.8 m) wide. 

• It is very important that you notify the Operations Department if you will 

be hanging work weighing more than 80 lbs. from the wall. Under special 

circumstances, the wall may have to be reinforced for support. Special 

construction charges apply. 

• All walls should be adequately lit. (We recommend a minimum of 1 light for 

every four feet [1.2 m] of exterior walls.) 

• No draping, custom wall covering or custom paint, special lights, furniture, 

pedestals, shelves or signs with gallery logos will be allowed without prior 

written permission from Art Palm Beach. 

• Limited artwork may be placed on the exterior common area walls of your 

booth not exceeding your booth’s perimeter. 

• NO SCULPTURES, TABLES OR CHAIRS CAN BE PLACED IN THE 

AISLES OUTSIDE OF YOUR BOOTH. 

• Art should be displayed on all walls that are at least 3 ft. (0.9 m ) or wider. 

• You may use your own hooks and nails, but they cannot be longer that 1.5” 

(3.8 cm) and no more than 1/2” (1.27 cm) in diameter 

• Art Palm Beach has final approval of all booth designs. 

MAINTENANCE OF WALLS 

• All hanging devices and stickers must be removed from walls when 

dismantling the booth. No holes may be cut or drilled into the wall without 

prior consent of Art Palm Beach. ALL LABELS/SIGNS INCLUDING VINYL 

LETTERS THAT ARE PLACED ON WALLS MUST BE REMOVED FROM 

WALLS AT THE END OF THE SHOW. A PENALTY WILL BE ASSESSED 

TO THE EXHIBITOR IF WALLS ARE DAMAGED AND YOUR ACCOUNT 

WILL BE CHARGED PER DAMAGED PANEL. 

RECOMMENDATIONS 

• Consider traffic flow and how to direct it through your booth. 

• Do not allow your booth to become cluttered with walls; less is often more. 

• Consider a storage or closet area within your booth; an area of 4 ft. x 6 ft. 

(1.2 m x 1.8 m) is reasonable. 

DOOR PANELS 

• Closet/storage doors are centered on 4ft. (1.22 m) wall panels. 

• Door dimensions: 24”w x 72”h (.6 x 1.8 m) 

• Doors can be hinged on the left or right side. 

WALL COLOR 

• Standard white paint is included in the price of booth. 

• Custom shades of gray are permitted with approval. 

• Paint samples should be submitted no later than November 4st for 

approval. 


BOOTH DESIGN 

LIGHTING 

Booth interior lighting will hang from overhead truss. The truss is mounted 

at regular intervals throughout the exhibition hall. Truss placement 

is indicated on the Booth Grid that you receive from us. Please mark 

approximate location that you wish lights to be placed. We recommend a 

minimum of 1 light for every four feet of exterior walls. 

For safety reasons, only lighting fixtures with Underwriters Laboratories 

(UL) label are accepted by West Palm Beach Fire Marshall in compliance 

with National Electric Code Fire Protection Association Life Safety Code. 

Please carefully plan your lighting since it is one of the most important 

determinates in successfully exhibiting your works. 

• Consider lighting for exterior walls to display artwork. 

• All lighting for Art Palm Beach will be uniform. 

• No Exhibitor-furnished lights will be permitted. 

• Orders taken on the show floor are subject to a surcharge. 

• The housing surrounding the bulb becomes extremely hot and should 

not be touched with bare hands. 

• Exhibitors are not permitted to adjust lighting; electrician will provide this 

service. 

LIGHTING SELECTION 9° - Narrow Spot Light 

(Halogen 90 watt—par 38) 

• Strong focused lighting 

• Spreads light 1’-2’ (0.3-0.6 m) depending on the angle of the instrument 

• Recommended for lighting sculptures or smaller hanging works 

12° - Spot Light (Halogen 90 watt—par 38) 


• Spreads light 2’-3’ (.06-0.9 m) depending on the angle of the instrument 

• Recommended for lighting small to medium sculptures 

30° - Flood Light (Halogen 90 watt—par 38) 

• Soft and warm unfocused lighting 

• Spreads light 3’-5’ (0.9-1.5 m)depending on the angle of the instrument 

• Recommended for lighting medium to large size hanging works 

(Above fixtures may be used with “gooseneck” applications at an 

additional charge. Due to limited availability they will be allocated on a 

first come first served basis.) 

MR 16 - Spot Light - (LV MR16—50W) 



• Recommended for lighting sculptures or smaller hanging works 

300W Wall Washer Light - (limited amount available) 

(Tungsten Halogen lamp) 

• Very strong and wide-reaching lighting 


• Recommended for lighting large hanging works, textiles and carpets 


BOOTH DESIGN 


BOOTH DESIGN 


Refer to the 

form section 

of this manual A 

ELECTRICAL OUTLETS 

Exhibitors requiring electrical outlets should indicate the location with an 

“E” on the floor plan. Electrical outlets should be ordered for each item that 

needs to be plugged in. If plugging in several items such as showcases, 

more than one electrical outlet will be necessary as not to overload the 

circuit. Outlets are compatible with US 110 and 220 plugs only. Please 

note electrical outlets are located in the center of special 4’ panels; outlets 

will be as close as possible to requested locations. Art Palm Beach can 

advise you as to how many electrical outlets will be needed for items. 

SPECIAL RIGGING 

Exhibitors who plan to hang an object from the ceiling, such as a mobile, 

will require special rigging. No artwork will be permitted to hang from 

lighting truss. Please indicate on the booth plan where you would like to 

hang the object along with the description and weight. 

Exhibitors are to provide the proper hardware to attach to the rigging point 

(provided by Art Palm Beach show management). It is the Exhibitor’s 

responsibility to have the proper qualified labor to hang all mobiles/objects. 

Art Palm Beach staff cannot handle or hang any product. 

Rigging is based solely on the configuration and availability of points 

located on the ceiling of the facility. 


Refer to the Palm Beach 

County Convention Center 

form in the Forms Section. 

DISPLAY PEDESTALS & SHELVES 

Standard size display pedestals are available for rent (see page 16 for 

dimensions and pricing). Custom pedestals and shelves are available at an 

additional cost to Exhibitor. Use the second page of Form A to describe the 

specific dimensions (length x height x width) and color to request a quote. 

TELEPHONE/FAX/DATA LINES 

Telephone, fax, credit card, internet lines and wireless internet are 

available. Please indicate the location of the line on your booth with a “T” 

for telephone/fax lines and/ or “D” for data/internet lines. Please complete 

the Telecommunications Service Order Form and Data Services Form in the 

Form Section of the manual and fax it directly to the Palm Beach County 

Convention Center at +1.561.366.3024, Attn: Art Palm Beach Exhibitor 

Services, by December 2, 2011 to receive advance discounted rates. Phone 

numbers will be provided in advance of the Fair. 

For Analog Lines: Exhibitors can use their own instruments such as 

telephones, credit card machines, fax machines and laptop computers (for 

dial-up internet access). Call waiting, hunting/rollover, toll restrictions, 3-way 

conference calling and voice mail are not available on analog lines. 

For Digital Lines: Exhibitors cannot use their own instruments such as 

telephones, credit card machines, fax machines and laptop computers (for 

dial-up internet access). Digital lines are only compatible with Palm Beach 

County Convention center’s equipment. 

Call waiting, hunting/rollover, toll restrictions, 3-way conference calling and 

voice mail are available for digital lines. 


BOOTH DESIGN 

Sample Booth Layout 


BOOTH DESIGN 

DECORATING PRICE LIST - REQUIRED ITEMS 

Track Lights - Interior Advance* Standard 

9º Very Narrow Spot $90.00 $95.00 

12º Narrow Spot $90.00 $95.00 

30º Narrow Flood $90.00 $95.00 

MR16 Spot Light $90.00 $95.00 

DECORATING PRICE LIST - OPTIONAL ITEMS 

Additional Interior Walls Advance* Standard 

Per linear foot $50.00 $55.00 

Wall Color Advance* Standard 

Per linear foot $15.00 $18.00 

No additional cost for approved gray 

Additional Gallery Signs Advance* Standard 

2” Letters $80.00 $85.00 

Electrical Supply Advance* Standard 

Each 110 Volt (USA) $200.00 $210.00 

Each 220 Volt (USA) $250.00 $265.00 

*Exhibitor showcases that require additional electrical service 

beyond basic power supply will be billed at $50.00 per 

hour for labor. 

Special Rigging Advance* Standard 

Per cable installation $300.00 $315.00 

Display Pedestals Advance* Standard 

10” x 10” x 42” 3 x 3 x 12.8 m $175.00 $185.00 

12” x 12” x 42” 3.6 x 3.6 x 12.8 m $175.00 $185.00 

14” x 14” x 42” 4.3 x 4.3 x 12.8 m $175.00 $185.00 

24” x 24” x 42” 7.3 x 7.3 x 12.8 m $225.00 $235.00 

18” x 18” x 36” 5.5 x 5.5 x 11 m $225.00 $235.00 

20” x 20” x 36” 6.1 x 6.1 x 11 m $225.00 $235.00 

24” x 24” x 36” 7.3 x 7.3 x 11 m $225.00 $235.00 

Display Shelves Advance* Standard 

Quotes and sizes on request 

Additional Chair Advance* Standard 

$30.00 $30.00 

*ADVANCE RATE 

ORDERS RECEIVED BY THE November 4, 2011 DEADLINE WILL BE OFFERED AN ADVANCE 

DISCOUNT RATE. AFTER November 4, STANDARD RATES APPLY. AFTER December 2, 

ON-SITE RATES APPLY. 

All items ordered onsite are subject to a surcharge commensurate with the work involved. 

Exhibitors must submit credit authorization form for all on-site charges. 

All booth design orders are subject to 6.5% sales tax. 

There will be NO REFUNDS for unused materials. 


INSURANCE 

COVERAGE 


Refer to the 

form section 

of this manual E 

In compliance with our agreement with the Palm Beach County Convention 

Center, it is required that all Exhibitors working within the Palm Beach 

County Convention Center have a valid certificate for General Liability 

Insurance and Workers’ Comp Insurance provided to APB by December 

2, 2011. All certificates should include the specific language below, IN 

ENGLISH and should be mailed or faxed to: 

Art Palm Beach 

Attn: Operations Department 

27598 Riverview Center Blvd Bonita Springs, FL 34134 

Phone: +1.239.949.5411 | Fax: +1.239.236.1256 

E-mail: operations@ifae.com 

WRITTEN NOTICE OF COMPLIANCE & AMOUNT OF 

COVERAGE 

Exhibitors must carry commercial General Liability Insurance for products 

and completed operations, independent contractors. Personal injury and 

blanket contractual liability insurance, at limits of at least US $1,000,000.00 

per occurrence, US $2,000,000.00 aggregate. 

Contractors/Vendors i.e. Common Freight Carriers and Art Handling 

Companies 

are also required to have General Liability Insurance with at least US 

$1,000,000.00 per occurrence, US ($2,000,000.00) aggregate upon show 

management review. 

A valid Certificate of Insurance, naming Art Palm Beach, International 

Fine Art Expositions, and also Palm Beach County Convention Center 

as additional insured for the dates of January 17,2011 - January 24, 

2012, must be provided to APB by December 2, 2011. Non-compliance 

with this procedure will prevent admittance into the Fair for your staff, 

contractors and merchandise. 

It is strongly recommended that Exhibitors also carry product insurance to 

cover loss of, or damage to, their exhibits or other personal property while 

such property is located at, or in transit to or from, the exhibit site. 

Disclaimer of Liability: APB disclaims responsibility for all Exhibitor artwork 

under all circumstances. APB and its subcontractors will only handle 

Exhibitor’s artwork with a complete waiver of liability, as outlined in the 

Shipping and Handling Authorization Form (G), from each Exhibitor. 

APB specifically does not insure art or furnishings for any Exhibitor. 

Responsibility for insurance for art and/or furnishings rests solely with each 

individual Exhibitor. 

RECOMMENDED U.S. INSURANCE AGENT 

John Buttine, Inc., Attn: Kendra A. Reilly 

Phone: +1.212.697.1010 ext. 49 | Fax: +1.212.986.2822 

Email: kar@buttine.com 


SHIPPING 

OFFICIAL ART HANDLING / DRAYAGE CONTRACTOR 

In an effort to handle your inventory in the manner that your insurance 

company requires, APB will provide an official art handling/drayage 

company that will be present if you require additional labor during the movein 

and move-out period, to be charged at the prevailing rate per hour. The 

official art handling company will be Gander & White Inc. 

Our official art handling company Gander & White, Inc. will be on site each 

day of the Fair one hour before opening, during all show hours and one 

half-hour after closing for all your packing and transportation needs. 


Refer to the 

form section 

of this manual F 

DELIVERY AND PICK UP OF SHIPMENT BY ART HANDLERS 

AND COMMON FREIGHT CARRIERS 

All Common Freight Carriers and Art Handling Companies must 

provide a general liability certificate of insurance to APB with at least 

US $2,000,000.00 per occurrence, US $2,000,000.00 ($4,000,000.00) 

aggregate upon show management review. APB requires that each 

Exhibitor supply the Operations department with the contact information for 

each common freight carriers or art handling company that they contract 

with. Please fax the Exhibitor Shipper Form no later than December 2, 

2011. 

The Palm Beach County Convention Center is a non-union work 

environment. 

It is Exhibitor’s responsibility to instruct your common freight carriers and 

art handling companies to provide the necessary labor to deliver and load 

your freight directly to and from your booth via the loading dock. The APB 

Operations department will make arrangements for you to order additional 

labor if necessary. 


Refer to the 

form section 

of this manual G 

EMPTY CRATE STORAGE 

APB will be responsible for the removal, storage and return of all properly 

labeled empty crates during the entire process of the fair. Empty Crate 

Labels will be available from your Section Leader at the show site for your 

convenience. 

Please be advised that due to limited on-site storage, empty crates will not 

be accessible until the close of the Fair. The removal, storage and return 

of empty crates is included in the price of your booth. 

*There is no on-site parking for freight vehicles at any time. 


SHIPPING 

DELIVERY OF SHIPMENT 

Please contact the Operations Department prior to freight delivery, if you will 

require special freight handling for any large and/or overweight freight. 

WHEN TO SHIP 

Please have your shipment arrive at the Palm Beach County Convention 

Center on Tuesday, January 17th or Wednesday, January 18, 2012 

between the hours of 8:00 am and 6:00 pm. 

Ship to: 

Palm Beach County Convention Center 

c/o Art Palm Beach 

Booth # and Exhibitor Name 

650 Okeechobee Boulevard 

West Palm Beach, Florida 33401 USA 

+1 561 366 3000 

If shipment arrives before show set-up, it must be consigned to a 

warehouse selected by your shipper for delivery to the show location on 

Tuesday, January 17, 2012. 

Please see the following page for recommended shippers. 

Please inform your common freight carriers or art handling companies 

that there are nine (9) loading docks/slips available for use at the Palm 

Beach County Convention Center. All loading docks/slips are level with 

the exhibition floor. Access to the exhibition floor is uncomplicated and in 

special pre-arranged situation, trucks can drive on the exhibition floor to 

deliver your freight if necessary. Please make sure shipments coming from 

outside the US do NOT use Art Palm Beach’s tax ID for customs. 


SHIPPING 

RECOMMENDED SHIPPERS 

*OFFICIAL art handling company 

Gander & White Shipping Inc. 

Attn: Gilles de Greling 

West Palm Beach, FL 

Tel: 561.655.4204 Fax: 561.655.4224 

E-mail: 

gilles@ganderandwhiteinc.com 

Bourlet-Art Logistics 

38-20 Review Avenue 

Long Island City 

NY 11101 

Tel: 718.316.6262 

Fax: 718.316.6263 

E-mail: john@artlogistics.com 

CV Fine Art Services 

Attn: Sandy Taylor 

125 Ottley Drive 

Atlanta, GA 30312 

Tel: 404.733.6200 Ext. 142 

E-mail: 

staylor@classicdesignservices.com 

Lockson, Inc. 

Attn: Adam Lockhart 

Secaucus, NJ 

Tel: 201.392.9800 

Fax: 201.392.8830 

E-mail: 

locksoninc@aol.com 

Mana Fine Arts 

Attn: Elizabeth R. Van Dyk 

Jersey City, NJ 

Tel: 1.800.330.9659 Ext. 518 

Fax: 212.337.0052 

E-mail: 

EVanDyk@ManaFineArts.com 

Masterpiece International 

Attn: Linda Boe 

New York, NY 

Tel: 650.244.0635 

Fax: 650.244.0641 

E-mail: 

sfo@masterpieceintl.com 

Phoenix International 

Business Logistics Inc. 

Attn: Phil Hobson 

Elizabeth, NJ 

Tel: 908.355.8900 

Fax: 908.355.8883 

E-mail: 

phobson@phoenixlogistics.com 


SHIPPING 

IFAE Fair season 2012 

International freight guidelines 

Art Palm Beach Jan 20-23 

AIFAF Feb 4-12 

NIAAF Feb 23-28 

Art Naples Mar 23-26 

artpalmbeach 2012 | 24 

1

SHIPPING 

Gander & White Shipping, Inc. is pleased to offer our services for the 2012 Art Fair 

season. The information contained in this guideline is designed to help exhibitors with 

their shipping needs. We are also offering direct air or sea import and re-export 

services. We look forward to the opportunity of servicing your shipping needs with a 

wide range of services from basic Import/Export services to full service installation. 

Table of Contents: 

Consignment information 3 

Required documentation 3 

Regulation on wood packing material 4 

Duty free import of artworks 4 

Terms and conditions 4 

Insurance 4 

Sample Pro-forma invoice 5 

Sample packing list 6 

Tariff 

-Air/Ocean LCL import services 7 

-Air Export services 8 

Contact information 9 

Gander & White Trading Terms and Conditions 10,11 

2 


SHIPPING 

Consignment information: 

All shipment must be consigned as follow: 

Shipper: 

Gallery Name 

Gallery Address 

Consignee: 

IFAE 

Name of Art Fair 

27598 Riverview Center Blvd. 

Bonita Springs, FL. 34134 

Gallery name 

Booth Number 

Notify: 

Gander & White Shipping Inc. 

2206 Mercer Ave 

West Palm Beach, FL 33401 

Tel: 561-655-4204 

Fax: 561-655-4224 

Contact: Sharon Black 

Sharon@ganderandwhiteinc.com 

Required documentation: 

The following documents must be provided with your shipment: 

Airway Bill of lading / Express Release Sea freight Bill of lading 

Pro-forma invoice in English –sample attached 

Packing list in English –sample attached 

Any applicable documents or licenses 


3

SHIPPING 

Regulation on wood packing material 

The USDA (United States department of Agriculture) regulates the import of wood packaging 

materials to insure compliance with ISPM15 regulations. 

ISPM15 regulations require that solid wood packaging materials meet the treatment 

specifications required and that such material be stamped accordingly. 

Please insure that your shipment is crated according to ISPM15 current regulations and that 

wood packaging materials are marked accordingly. Failure to comply with ISPM15 regulations 

may result in your shipment being denied entry into the US or seized and destroyed. 

Duty Free import of artworks 

US Customs usually grants Duty Free status on artworks by recognized artists. To insure that 

your shipment qualifies for duty free status please include the following information on your 

Pro-forma invoice in English; 

Name of artist 

Title of work 

Medium 

Date 

Country of manufacture 

Cast /Edition number 

Itemized value 

In the event an artist is not readily known or recognized by US Customs, supporting evidence 

such as the artist biography and photographs of the works may be necessary to substantiate 

the request for duty free status on the import of the works. 

Terms and Conditions 

Any business transacted between an exhibitor and Gander and White or goods accepted by 

Gander and White from or on behalf of an exhibitor are governed by our standard trading 

terms and conditions. 

Insurance 

Gander and White can provide Transit insurance at a premium only when offering full door to 

door services and we have inspected and packed the goods at origin point and unpacked at 

destination. If you require transit insurance, please contact our office for an assessment of 

your insurance needs. Should Gander and White not provide insurance then please note that 

our liability is limited to 0.60 cents per pound as stated in our standard trading terms and 

conditions. 


4

Pro form Invoice (sample) 

SHIPPING 

Gallery Letterhead 

Shipper: 

Gallery name, 

Address, 

Tel, 

Contact name. 

Consignee: 

IFAE 




Gallery name 

Booth Number 

Notify: 

Gander & White Shipping, Inc. 

2206 Mercer Avenue 

West Palm Beach, FL. 33401 

Tel +1 561 655 4204 

Contact: Sharon Black, sharon@ganderandwhiteinc.com 

PROFORMA INVOICE 

Item # Description: 

1 Artist Name 

Title 

Medium 

Date 

Cast # /Ed # 

Size 


Title 

Medium 

Date 

Cast # /Ed # 

Size 


Title 

Medium 

Date 

Cast # /Ed # 

Size 

Value: 

Value US$ 

Value US$ 

Value US$ 

Total Value:………………………………….…………………………. 

Signature:___________ 

Date:_______________ 

US$ 

5 


SHIPPING 

Packing list (Sample) 

Shipper: 

Gallery name, 

Address, 

Tel, 

Contact name. 

Consignee: 

IFAE 




Gallery name 

Booth Number 

Notify: 

Gander & White Shipping, Inc. 

2206 Mercer Avenue 

West Palm Beach, FL. 33401 

Tel +1(561-655 4204 

Contact: sharon, sharon@ganderandwhiteinc.com 

Package type/# Size: L x W x H Weight:Kg/Lbs Content: 

Crate 1 60 x 40 x 40” 60 kg item 1, 2, 3… 

Print Name:________________ Signature:______________ Date:_________ 


6

SHIPPING 

Tariff 

Air / Ocean LCL Import Services 

Services Provided: 

US Customs clearance (up to 5 line entries, additional line charge @ $5 per line item) 

Airline handling charges 

Collection from Miami airport (MIA) or Port of Miami (port 5201) 

Warehouse handling 

Delivery to your booth 

Miami and Palm Beach Fairs 

Naples Fairs 

$ 850.00 for first 100 Kg * $ 980.00 for first 100Kg* 

$ 1.50 per additional kg * $ 1.75 per additional kg* 

*Actual or volume whichever is greater 

Additional charges: 

Customs bond Fee: 0.35% of value, Minimum $ 75, Maximum $ 750 

Customs User Fee: 0.21% of value, Minimum $ 25, Maximum $ 485 

Harbor Maintenance : 0.125% No Minimum, No Maximum 

Duty if applicable 

Excluding: 

Airline/port storage, multiple customs entry/additional line entries, customs examination, 

unpacking, & installation 

Arrival deadline: 

Shipment must be at MIA airport or Port of Miami no later than 10 business days from fair 

published delivery date. 

Additional Services: 

Rush service (Late fees of 30% above tariff will apply for shipments arriving at MIA airport or 

port of Miami less than 10 business days from Fair published delivery date, plus any waiting 

time at airport/port and fairgrounds. 

Installation services: 

Full service unpacking & installation available upon request & must be pre-booked. 

Please contact our office as soon as possible to pre-book installation services. 


7

SHIPPING 

Air Export Services to All Major European Airports* 

Services Provided: 

Collection from booth of packed goods 

Warehouse handling 

Export documentation 

TSA Clearance 

SED Filing 

Delivery to MIA airport 

Air services to arrival airport of destination 

$ 275 Documentation and administration: 

$ 1.50 per kg Local transport and handling, minimum $360 per shipment 

$ 3.50 kg Air service to destination airport * Minimum 100kgs 

Additional: 

Airline Fuel/Security surcharge 

Steel banding $25 per crate 

Excluding: 

CCSF screening if required** 

Destination import clearance charges & local delivery from airport 

Transit insurance 

* Contact your Gander & White office for a listing of destination airports and level of service. 

** Gander & White is a CCSF company accredited to screen cargo as per TSA 

regulations 


8

SHIPPING 

Contact information 

Miami 

Joe Piotrowski 

Joe@ganderandwhiteinc.com 

3475 N.W. 41 st Street, Miami, FL 33142 

T +1 305 403 7390 

F +1 305 403 7439 

Palm Beach 

Sharon Black 

Sharon@ganderandwhiteinc.com 

2206 Mercer Ave, West Palm Beach, FL 33401 

T +1 561 655 4204 

F +1 561 655 4224 

New York 

Francis Petit 

Francis@ganderandwhiteinc.com 

21-44 44 th road, Long Island City, NY 11101 

T + 1 718 784 8444 

F +1 718 784 9337 

San Francisco 

Kim Powell 

Kim@ganderandwhitein.com 

3130 20 th Street, San Francisco, CA 94110 

T +1 415 282 7700 

F +1 45 282 7710 

Paris 

Sonja Kappenburg 

Sonja.kappenburg@ganderandwhite.com 

2 Boulevard de la Liberation, Saint Denis, 93200 

T +33 1 55 87 67 10 

F +33 1 48 09 15 48 

London 

Cliff Vernon 

Cliff.vernon@ganderandwhite.com 

Unit 1, Saint Martin’s Way, Wimbledon, London SW17 OJH 

T +44 208 9717171 

F+44 208 9468062 

9 


SHIPPING 

STANDARD TERMS AND CONDITIONS 

TERMS AND CONDITIONS SHALL GOVERN ALL TRANSACTIONS BETWEEN GANDER AND WHITE SHIPPING INC., AND 

ITS’CLIENTS/CUSTOMERS AND ARE SPECIFICALLY INCORPORATED BY REFERENCE INTO ALL TRANSPORT ORDERS AND STORAGE 

AGREEMENTS. 

1. RESPONSIBILITY FOR DAMAGE 

Gander & White Shipping, Inc. (Here in after “Company”) is not responsible for fragile articles, theft, injured or broken items unless packed by its’ 

employees and unpacked by them at the time of delivery. The Company shall not be responsible for the mechanical functions of pianos, radios, 

phonographs, clocks, barometers, mechanical refrigerators or other instruments or appliances whether or not such articles are packed or unpacked by its’ 

employees. 

All customers are required to submit a certificate of insurance for stored goods, or written statement that the Customer elects not to have the Company 

procure and carry insurance. 

2. VALUATION OF GOODS 

Unless a greater valuation is declared and a subsequent insurance premium paid, the Customer or Owner declares and agrees that the value in case of loss or 

damage, whether arising out of storage, transportation, packing, unpacking fumigation, cleaning or handling of the goods and the liability of the Company 

for any cause for which it may be liable for each or any piece or package and the contents is and shall be limited to thirty cents ($0.30) per pound per 

article up to the maximum of two thousand($2,000.00) dollars. 

The Customer or Owner acknowledges that it has been given the opportunity to declare a higher valuation in case of loss or damage which would make the 

Company liable to pay the higher rate based there on in conformance with the Uniform Commercial Code. The failure to declare a higher valuation for the 

goods shall preclude the Customer or Owner from claiming damages in excess of thirty cents ($0.30) per pound per article up to a maximum of two thousand 

($2,000.00) dollars. 

The Company’s liability may upon written request of the Customer or Owner at the time of the signing of this contract be increased on part or all of the 

goods stored subject to the payment of an insurance premium by the Customer or Owner. The rates charged for such increased valuation are available from 

the Company and may be changed from time to time by the Company. 

3. ADDRESS OF THE CUSTOMER 

It is agreed that the address of the Customer is that as stated on the face of the Transport Order or Storage Agreement and shall be relied upon by the 

Company for all purposes as the address of the 

Customer until change of address is given in writing to the Company and acknowledged in writing by the Company. Notice of any change of address shall 

not be valid or binding against the Company if given or acknowledged in any other manner. 

4. WAREHOUSEMAN’S LIEN 

It is agreed that the Company shall have a general lien upon any and all property here after deposited with it, whether for transport, storage or otherwise. All 

goods deposited upon which transport, storage and all other charges are not paid when due will be sold at public auction to pay any said accrued charges and 

expenses of the sale, after due notice to the Customer, and publication of the time and place of said sale, according to the applicable provisions of the 

Uniform Commercial Code. 

5. LIEN FOR MONIES ADVANCED 

The company shall have a further lien against property deposited with it for all service rendered and for all monies advanced to all third parties for account 

of the customer. 

6. INTEREST 

Accounts are due and payable upon invoice by the Company. Interest will be charged on all accounts unpaid for a period of thirty (30) days after they 

become due. The Customer and Owner, jointly and severally, shall be responsible for and indemnify the Company against all costs and expenses including 

reasonable attorney’s fees which are incurred by the Company in attempting to collect from Customer or Owner any outstanding charges by reason of nonpayment 

when due. All accounts past due will be charged interest at the rate of 1 ½% per month (or the highest rate of interest allowed by law). 

7. LABOR AND MATERIAL 

The Company will charge for labor and material supplied on all goods in the warehouse at its’ prevailing rates. Customer and Owner agree that it will 

promptly pay the Company for any such services rendered. 

8. DUTY AND FREIGHT CHARGES 

Despite the acceptance by the company of instructions to collect freight, duties, charges or other expenses from a consignee or any other third party, the 

Customer and Owner shall remain jointly and severally responsible for all such freight, duties, charges or expenses and shall immediately pay same to 

Company upon receipt of proper demand and in the absence of evidence of payment (for whatever reason) by such consignee or third party when due. 

10 


SHIPPING 

9. CLAIMS AND ACTIONS AGAINST COMPANY 

As an absolute condition precedent to recovery, any claim against the Company must be submitted in writing to the Company no later than Thirty (30) days 

after accrual of such claim. The failure to timely notify the Company in writing of any claim shall result in a waiver and bar of the Customer and Owner’s 

rights to later assert a claim or file a suite against the Company. No action may be maintained by the Customer or Owner against the Company either by suit 

or 

arbitration, to recover for claimed loss or damage, unless such proceeding is commenced within twelve (12) months after the date of accrual of such claim. 

10. NEGLIGENCE OF COMPANY 

The responsibility of the Company is limited to its own negligence and no liability of any kind shall attach to the Company for any damage caused to goods 

by moths, other insects, vermin, rust, fire, water, changes of temperature, fumigation or deterioration. The company shall not be responsible for delays 

caused by war, civil insurrection, labor troubles, strikes, Acts of God or other causes or factors beyond the control of the Company.. 

11. DELIVERY TO CUSTOMER 

Company shall be obligated to transport the property within reasonable dispatch and shall not be bound to transport the property by any particular time 

deadline. Time shall not be of the essence in the delivery of any property unless specifically agreed, otherwise in writing by the Company. 

Any part or all said goods and chattels stored pursuant to the parties Transport Order or Storage Agreement shall be delivered to Customer or its assignee 

only upon receipt of written instruction, signed by Customer along with payment in full for accrued charges. In the event of a failure or refusal to accept 

delivery, it is agreed that the Company shall have a general lien against such property and the right to dispose of such property in accordance with these 

Terms and Conditions. Additionally, if delivery is not accepted, for any reason, Customer and Owner agree that Company shall charge for all expenses 

incurred as a result of the failure to accept the goods, including, without limitation, the costs of redelivery and storage of the goods. 

12. SEPARABILITY/BINDING EFFECT 

If any provision or provisions of these Terms and Conditions should be declared or found to be invalid or unenforceable by a competent authority the 

remaining provisions herein shall still be in full force and effect. 

These Terms and Conditions shall be binding upon and effective against the Customer’s heirs, executors, beneficiaries, and successors and upon any person 

on entity acquiring an interest in any property or goods stored by Company here under. 

13. OBLIGATION AND LIABILITY 

The Company shall not be liable to either Customer or Owner for any consequential or special damages. The Company’s obligation and liabilities 

shall be limited and restricted in accordance with these Terms and Conditions. 

14. RELATIONSHIP BETWEEN PARTIES 

When and to the extent that Company in accordance with these Terms and Conditions is acting as an agent on behalf of Customer or Owner, the Company 

shall be entitled and the Customer and Owner, hereby expressly authorized the Company to enter into contracts on behalf of the 

Customer or Owner for the carriage, storage, packing, trans-shipment, loading, unloading or handling of the goods or to do such acts as may, in the opinion 

of the Company, be necessary in the performance of its obligations in the interest of the Customer or Owner. 

15. INDEMNIFICATION OF COMPANY 

Customer or Owner, jointly and severally, agree to indemnify Company against all losses, costs, claims, expenses, penalties or liabilities, including attorney 

fees, which arise or may be asserted against Company as a result of (i) claims for damage resulting from goods deposited with Company or Owner, (ii) 

competing claims of ownership asserted against such goods and (iii) Customer’s or Owner’s failure to timely pay any charges incurred in transport, storage 

or otherwise any breach of these Terms and Conditions by Customer or Owner. 

16. GOVERNING LAW OR JURISDICTION 

These Terms and Conditions and any act or contract or transaction to which they apply shall be governed by the laws of the State of New York without 

regard to the principles of conflict of law and dispute arising out of any such act or contract or transaction to which these Terms and Conditions apply shall 

be subject to the exclusive jurisdiction of the Courts of the State of New York. 

In the event the Company is required to appear in a legal proceeding or action, either as a plaintiff or defendant, to enforce these Terms and Conditions or its 

rights hereunder, including the limitation of liability provisions contained herein, Company shall be entitled to recover, in addition to any other damages or 

remedies available to it, its attorney’s fees and costs incurred in such proceeding or action. 

17. MODIFICATION OF AGREEMENT 

These Terms and Conditions shall be deemed to be specifically incorporated by reference into the Transport Order or Storage Agreement signed by the 

parties and together such represent the entire agreement of the parties and is made with the agreement as to the rates and conditions as enumerated in the 

Transport Order or Storage Agreement and shall apply to all services rendered by the Company for the Customer. 

The agreement between the parties may only be modified, amended or changed by a writing signed by an Officer of the Company. The Company shall not 

be bound by any promise or representation at any time made, unless made in writing and signed by an Officer of the Company. 

In an event of a conflict between the written terms of the Transport Order or Storage Agreement and these Terms and conditions, the terms of these Terms 

and Conditions shall control and be deemed to apply. 

11 


EXHIBITOR MOVE-IN 

GENERAL INFORMATION 

(Please see page 5 for a complete schedule) 

Freight Delivery begins Tuesday, January 17th and continues through 

Wednesday, January 19th. 

Tuesday, January 17th is FREIGHT DELIVERY ONLY. Exhibitor set-up 

does not begin until Wednesday, January 18th. 

After trucks are unloaded they must be removed from the loading dock immediately. 

There is no on-site parking for freight vehicles at any time. For 

your convenience there are several self storage companies in the area that 

rent secure parking spaces. 

Recommended facilities: 

Public Storage 

The Store Room 

561.833.3315 561.697.3060 

6 locations within 10 miles 4401 Village Boulevard 

Exhibitor Registration begins at 9am Wednesday, January 18th. Exhibitors 

must be registered by 6pm on Thursday, January 19th. All balances must 

be paid in full at this time. 

Each Exhibitor will be assigned a Section Leader who will act as an 

exhibitor service representative for Art Palm Beach. After you arrive at your 

booth for Set-up, your Section Leader will greet you and introduce him/ 

herself. 

During Set-up and Break-down your Section Leader will be available to help 

with any questions or concerns. Art Palm Beach will be responsible for the 

removal, storage and return of all properly labeled empty crates during the 

entire process of the fair. Empty Crate Labels will be available from Section 

Leaders at the show site for your convenience. 

Please be advised that due to limited on-site storage, empty crates will not 

be accessible until the close of the Fair. The removal, storage and return 

of empty crates is included in the price of your booth. 

When your artwork is in place, notify your section leader and sign up for 

lighting focus. Lights will be focused on a first-come first-serve basis. 

Booth installation and lighting must be completed by 3pm Thursday, 

January 19th when a complete cleanup of the show floor begins. 


EXHIBITOR MOVE-OUT 

GENERAL INFORMATION 

At the time of move-out, a representative of each Exhibitor must stay 

with the artwork until you have received a bill of lading from your freight 

forwarder or transporter and passed through the security check point exit. 

There will be no exceptions. 

MOVE-OUT SCHEDULE 

There will be no tear-down permitted until the 6:00 pm scheduled show 

closing. Crates will be returned in the order in which they were received. 

Freight removal will be allowed ONLY during the following hours. 

Monday, January 23, 2012 6:00 pm to 2:00 am 

Tuesday, January 24, 2012 8:00 am to 3:00 pm 

Prior to leaving, you must prepare a bill of lading or merchandise Security 

Pass stating the Exhibitor name, number of pieces leaving the building, 

description of the pieces and your authorized signature. 

Art will be permitted to leave the building only through the loading dock 

area and must be accompanied by proper Merchandise Security Pass 

documentation as well as a Security Seal, available from Section Leaders. 

All Exhibitor freight must be cleared from the Fair by Tuesday, January 

24, 2012 at 3:00 pm. Any freight left on the floor will be removed to a 

storage facility at the expense of the Exhibitor. Any freight company that 

has not completed freight removal by said deadline will be liable for the 

following expenses: 

• Complete security protection for the entire exhibition hall 

• Removal, storage and insurance of Exhibitor freight 

• Service charge of 1½% on unpaid removal and security charges 

• IFAE legal fees in case of legal disputes 

It is the Exhibitor’s responsibility to notify their shipper of these charges. 

*There is no on-site parking for freight vehicles at any time. 


TRAVEL & 

ACCOMMODATIONS 


Refer to the 

form section 

of this manual H 

NOTE: Each exhibitor is responsible for 

booking their own accommodation. The 

deadline for receiving the special rates is 

September 30, 2011. 

Rates will vary pending availability at the 

discretion of the hotel’s booking policy, 

It’s recommended that you immediately 

make your hotel reservations upon your 

participation confirmation. 

Group codes for each hotel can be found 

at: 

www.artpalmbeach.com/travel_info.html 

EXHIBITOR TRAVEL 

We would like to stress the positive economic impact that the Fair has had in 

the city of West Palm Beach. In order to do this we need to maintain records of 

the amount of hotel rooms as well as room nights that are used during the Fair 

so that we can provide this information to the Palm Beach County Convention & 

Visitors Bureau. 

We are asking that each Exhibitor provide us with their hotel information. 

Please complete the Hotel Information Form (I) in the Form section of the 

manual and return by September 30, 2011. 

We have secured special rates at the following hotels: 

Hyatt Place West Palm Beach 

295 Lakeview Avenue 

West Palm Beach, Florida 33401 

561 655 1454 

http://westpalmbeach.place.hyatt.com 

* Offers complimentary shuttle service to and from airport and convention center 

Hampton Inn 

1601 Worthington Road 


561 472 7333 

http://hamptoninn.hilton.com 


Hilton Garden Inn 

1611 Worthington Road 


561 472 5956 

http://hiltongardeninn1.hilton.com 


The Breakers Palm Beach 

1 South County Road 

Palm Beach, FL 33480 

561 655 6611 

Please call to book a reservation. 

*Concierge will arrange for transportation and cabs are readily available 


EXHIBITOR PAYMENT 

EXHIBITOR PAYMENT SCHEDULE 

The balance of the rental price shall be paid by Exhibitor in installments 

specified in the Signed Exhibitor Agreement. In the event Exhibitor fails 

to make scheduled payments, APB reserves the right to re-assign Exhibitor’s 

booth location to a non-preferential area. In addition, if any payment is 

delinquent more than 15 days past due date, there shall be a late charge of 

$1 per square foot. 

In the event Exhibitor fails to pay full rental price as agreed within the 

Exhibitor Agreement, Exhibitor shall be deemed in default and APB shall 

have the right to lease Exhibitor’s exhibition space to a substitute party and 

retain Exhibitor’s rental deposit and payments made to date as liquidated 

damages. 

Should APB be unable to lease Exhibitor’s space to a substitute party, 

Exhibitor shall remain liable for the full balance of the rental price under the 

Exhibitor Agreement and any costs of collection, including reasonable attorney’s 

fees, if any. 

Payment of supplemental charges will be required of each Exhibitor for 

booth, booth lighting, booth decoration and advertising. 

All charges must be paid in full prior to Exhibitor’s entry to 

the show floor. No exceptions. Cash, cashier’s checks or 

credit card payments will only be accepted for the balance 

payments at registration. Foreign checks will not be 

accepted at the fair. Wire transfer payments must be received no later 

than January 12, 2012. 

WIRE TRANSFER INFORMATION 

The following represents instructions for remittance of wire transfers for 

payments. Please instruct your bankers to remit the funds telegraphically 

through their US correspondents to: 

Name of Bank................ Bank United 

Name on Account.......... IFAE 

ABA# ............................ 267090594 

Account# ...................... 1359000917 

Swift Code..................... BUFBUS3M 

Bank Address................ 27200 Riverview Center Blvd. #106 

Bonita Springs, FL 34134, USA 

Please include Exhibitor name and Fair name with wiring instructions to 

ensure proper credit. After wiring funds to IFAE LLC, please fax to confirm 

at 239.949.5482 to the attention of Akiko Sato. 


SALES TAX 

It is the sole responsibility of each Exhibitor to fully comply with the sales 

tax collection and remittance requirements for the state of Florida. While 

APB will attempt to provide information for the Exhibitor’s benefit, it is the 

responsibility of each Exhibitor to make the appropriate tax payments and 

filings. 

All sales made by Exhibitors during the Fair, where the merchandise 

is accepted and taken by the purchaser, are taxable. Orders taken by 

Exhibitors during the Fair are taxable on the full retail sale price, whether 

or not full payment is received at the Fair, when the merchandise is to be 

delivered in Florida. 

Orders taken that will be shipped to non-Florida addresses are not taxable 

under the export exemption. However, the Exhibitor is required to keep 

proper documentation to support the exemption. 

The Florida sales tax rate is 6.0%. However, in Palm Beach County, there 

is a sales surtax of an additional 0.5% on sales up to $5,000. 

Articles for resale are not taxed provided that a valid resale certificate is 

provided by the purchaser to you. You should retain a copy of the resale 

certificate for your record. 

If you have any questions, please contact: 

Florida Department of Revenue 

ATTN: Mark Wright 

WrighMrk@dor.state.fl.us 

Phone: 561.640.2871 

Or: Art Palm Beach 

Attn: Exhibitor Services 


Bonita Springs, FL 34134 

Phone: 239.949.5411 | Fax: 239.939.5482 

SALES TAX REMITTANCE FORM WILL BE PROVIDED TO EXHIBITORS 

AT REGISTRATION.

EXHIBITOR MANUAL 2012 - Art Palm Beach

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