MEETING PLANNERS | event planner's guide
| Shipping |
| This document provides you with information about shipping freight to Meydenbauer Center. |
| Freight Deliveries |
Meydenbauer Center cannot accept advance freight shipments prior to one business day before the effective date of the license agreement. Exhibit freight should be directed to a contracted show decorator or freight handler with instructions to deliver to Meydenbauer Center no earlier than one business day before the effective date(s) of the License Agreement.
Show Management freight may be accepted one business day prior to the effective date of the License Agreement.
Deliveries arriving during move-in or show days will be directed to the on-site representative of your contracted freight service. In the event you have no contracted show decorator or freight service, all deliveries arriving during the period of your license agreement will be received by Meydenbauer Center Security and delivered to your event space.
Should you have special requirements for delivery of event materials, contact your Guest Services Manager.
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| Shipping Receiving |
Exhibit Tradeshow Receiving
Meydenbauer Center cannot receive inbound tradeshow freight prior to one business day before the effective date of the license agreement. Tradeshow freight, which arrives prior to the designated event move-in day, will be refused and either redirected to the event contracted freight service or returned to sender. Exhibitors should refer to the freight shipping instructions in their exhibitor packet.
Show Management Freight Receiving
Meydenbauer Center can receive a limited amount of designated show management freight with advance notice. Our storage capacity is very limited so arrangements should be made for delivery as close to your event date as possible. All materials must be addressed to your Guest Services Manager and show the event name and event date.
Event freight totaling over 100 lbs. gross may incur handling and storage charges. Please consult with your Guest Services Manager for restrictions on advance freight and any applicable charges.
Post-Event Freight Shipping
All event materials must be removed from the event space by the expiration of the license agreement. Show Management and Exhibitors must make all arrangements for shipping of event material. Meydenbauer Center has no ability to store or ship post-event materials. Please consult with your Guest Services Manager if you have special needs for your post-event materials.
Exhibitors who have not made prior arrangements for post-event pick-up of event material should refer to the freight shipping instructions in their exhibitor packet.
Unless prior arrangements are made, any materials remaining after the expiration of the license agreement are subject to disposal.
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| Storage |
Meydenbauer Center has no facilities for the storage of exhibitor or show management freight (see Freight Deliveries). Freight shipments should be directed through a contracted service that can make deliveries during the effective dates of the license agreement.
During show day(s) empty cases and crates must either be kept inside the licensed space or stored off-site. Cases, crates and boxes containing materials cannot be stored on the loading dock.
All remaining event materials must be removed from Meydenbauer Center by the expiration of the License Agreement.
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| Loading Dock |
Directions to Meydenbauer Center Loading Dock: take Exit 13A west (NE 4th Street westbound) go one block and make a right turn on 112th Ave NE. Go one block to the stoplight at NE 6th Street, continue through the light staying in the left lane. Make a left turn mid-block into the alley. The Loading Dock is directly to your left off of 112th Ave. NE.
Meydenbauer Centers Loading Dock has three loading bays with levelers that can each handle 53 foot trailers. Loading dock height is 48 inches.
The loading dock can accommodate any truck or any tractor/trailer combination that does not require special DOT permits for operating on interstate highways. The covered dock area has a 16 foot clearance. The dock has three loading bays that are all equipped with dock levelers. There is no lift available from ground level to the 48 inch high loading dock.
Outside loading dock bay dimensions: Loading Bay #1 is along the east side of the dock and the access door is 9 wide by 11 high. Loading Bay #2 is in the center and the access door is 108 wide by 11 high. Loading Bay #3 is along the west side of the dock and has the shortest of the dock parking areas with the access door 10 wide by 11 high. All will accept a standard width semi trailer.
Exhibit Hall A is accessed from the loading dock through a roll door measuring 11 high x 116 wide.
Exhibit Hall B is accessed from the loading dock through a roll door measuring 11 high x 86 wide.
Due to other event requirements and building deliveries, not all loading bays may be available at all times. One loading bay must be kept available at all times for delivery access.
Vehicles may not park in the loading dock area without written authorization from facility Security. Unattended vehicles parked in the loading dock area will be impounded at owners expense.
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| Carts and Dollies |
Meydenbauer Center has a limited number of four-wheel, platform carts available for use by event staff and exhibitors. These carts are 30 wide by 60 long and have a load capacity of 1,000 lbs. They are available on a first come-first serve basis and are intended solely for transporting items between the vehicle load/unload areas and event spaces during hours of move-in/out only. These carts may not be used to store event materials or exhibit freight during event hours.
Meydenbauer Center carts should only be moved between floors on designated freight elevators and they may not be removed from the facility.
Event staff and exhibitors are welcome and encouraged to use their own non-motorized carts and dollies for equipment and freight movement. To prevent floor damage all carts must have non-metallic tires/wheels. Carts and dollies should be transported between floors on designated freight elevators only.
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| Pallets Crates |
All event related pallets and crates must be removed from the facility by the expiration of the license agreement. A disposal fee for each remaining empty pallet and/or crate will be added to the final invoice.
Pallet jacks are not allowed on carpeted areas of the facility.
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| Exhibitor Move in/Move out |
Meydenbauer Center has three options available for exhibitor access. Staff wearing yellow Traffic jackets will direct all vehicles to the most convenient area to unload.
Vehicles without trailers that are 6'-9" (full size ½ ton van) and smaller; see Option #1.
Vehicles over 6'-9" (vans with roof racks, extended roofs, larger trucks), or vehicles with trailers; see Options #2, or #3.
Option #1 - Parking Garage
The most convenient option for exhibitors with vehicles without trailers, and those that are no higher than 6' 9", is to use the designated load/unload area inside the Meydenbauer Center garage. During posted hours, the Reserved exhibitor load/unload area on Level P1 is serviced by a convenient freight elevator that provides access directly to the Exhibit Hall floor.
Option #2 - Exhibit Hall Roll Door
Vehicles higher than 6'-9", or those with trailers may use the outside area along the north wall of the Exhibit Hall if arrangements are made in advance. Prior authorization from the property owner must be obtained if the area outside the roll door will be used for vehicle unloading. Because of limited space, vehicles should be unloaded as quickly as possible then moved to alternate parking areas.
Option #3 - Exhibit Hall Loading Dock
The 3-bay Loading Dock is reserved for larger vehicles that can easily transfer a load to a 48" high platform. For efficiency, vehicle arrival times will be scheduled through show management. To accommodate other scheduled deliveries, vehicles should be unloaded as quickly as possible then moved to alternate parking areas.
Move-Out
Prior to and during hours of move-out, no exhibitor vehicles will be allowed into the Loading Dock area or along the north wall outside the Exhibit Hall without a pass issued by the Traffic Manager. To obtain a vehicle pass, all items to load must be brought to either the Loading Dock or Exhibit Hall roll door. When everything is ready for vehicle loading, have the driver contact the Traffic Manager for a vehicle pass. Once a pass is issued, your vehicle will be authorized to enter the appropriate area for loading.
Please note: Meydenbauer Center provides a limited number of 4-wheel carts for use during move-in/move-out. To avoid congestion and delays, exhibitors are encouraged to bring their own wheeled equipment to help with freight movement.
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