Booth Rental Specifications-2020 Booth Rental Specs.docx

Attachment Hawaii Captive Insurance - RIMS 2020 Exhibition Booth Specifications

Function: Risk & Insurance Management Society (RIMS) 2020 Conference

Function Dates: May 3 – 6, 2020

Location: Colorado Convention Center in Denver, Colorado

Service Requested: Rental of exhibition booth and on-site services for State of Hawaii, Insurance Division, Captive Branch’s 20’ x 20’ island style booth space at the RIMS 2020 Annual Conference and Exhibition at the Colorado Convention Center. The exhibition will open at 9:30 a.m. on May 4, 2020 and close at 1:30 p.m. on May 6, 2020.

Vendor must work with the State of Hawaii, Insurance Division’s exhibition booth coordinators (prior to show date) to plan and coordinate décor and design of the exhibition booth.

Provide goods and services to cover installation and dismantle of the rental exhibition booth as follows:

1) Booth installation to be show ready by 4:30 p.m. on Sunday, May 3, 2020. Installation may commence as early as 8:00 a.m. on Friday, May 1. Exhibit hall set up dates are May 1-3; 8:00 a.m. to 4:30 p.m. on all days.

2) Carpet/flooring with padding for 400 square feet of booth space.

3) Circle or square shaped hanging sign with design/logo graphic, diameter/side length at least 15 feet; or equivalent functional item in order to increase/ensure high visibility.

4) Back wall tower with graphic, at least 8’ tall.

5) Backlit tower with graphic and LED light, at least 7’ tall.

6) Counter height reception/receiving table (arc shape). Light colored wood and/or with white laminate top.

7) Four (4) adjustable height bar stools with metal base, footrest, and weight capacity at 300 pounds each.

8) Matching two (2) bar height tables/work station tables; dimensions at least W30” x L48”. Light colored wood and/or with white laminate top.

9) One 48” round meeting table with metal base (29” height) and (4) four matching chairs, weight capacity: 300 pounds each. Table should be light colored wood and/or with white laminate top.

10) Lockable storage, may be within tower and/or counter/bar height tables – to store promotional items.

11) Trash can.

12) Floral decoration: three (3) tropical plants at least 4’ tall and two (2) potted flower plants/flower arrangements.

13) At least two (2) electrical outlets and two extension cords.

14) Janitorial services: daily vacuum and disposal of trash.

15) Dismantle of rental booth. Dismantling date begins May 6, 2020 at 1:30 p.m. – 8:00 p.m. Other exhibitor move-out date is May 7, 2020, 8:00 a.m. to 4:30 p.m. All exhibitor materials must be removed from the exhibit facility by May 7, 2020 at 4:30 p.m.

Vendor is required to follow convention center’s local labor jurisdictions.

Vendor deals directly with Freeman (service provider) for material handling, installation and dismantle of hanging sign, electrical outlets, daily janitorial services, and other services as may be required.

Candidates must be registered to do business in the State of Hawaii and capable of providing a Certificate of Good Standing of Vendor Compliance that reflects a “compliant” status from the Hawaii Compliance Express website (http://vendors.ehawaii.gov/hce/) at the time of award.

potted plant/flower trash can 4’ plant tower tower