Order Forms & Show Request Forms for Exhibitors

For all your Freeman needs, please visit www.myfreemanonline.com

• To place online orders you will be required to enter your unique Login ID and Password. 
• If this is your first time using Freeman Online, click on "New User" to create a Login ID and Password (Two Step Process)
• U.S. and Canadian customers will be asked to provide the show number (272227), booth number and company zip/postal code.
• International customers will be asked for the show number (272227), booth number and name of country.

Once your new Account is created you can begin placing orders for any Freeman Service online.

If you need assistance with Freeman Online please call the Freeman Customer Support center at 888.508.5054.

Important Note:
Please print out all documents for your records and bring them with you to show site as confirmation of your order.

First-Night cleaning is included for all booths.  This means that your booth will be vacuumed the night or morning before the show opening. Cleaning or the emptying of waste baskets for all other days and during the show hours must be ordered through Freeman.

Click on the links listed below to open a PDF Order Form for each of the Convention Center service.

• Electric & Lighting
• Electrical Rigging
• Plumbing
• Telecommunications
• Catering

• Audio Visual
• Child Care Service (onsite)
• Computers/Audio Visual
• Customs Broker
• Floral
• Booth Photography
• Refrigerator & Freezer - Exhibitors don’t forget to order the electric for your refrigerator/freezer and to mark the floor booth grids included in the attached download with the location you'd like for your electrical drop.
• Temp Help – Food Demonstrators & Servers
• Temp Help – Models & Personalities
• CES Security Form

As a service to exhibitors who need to conduct meetings outside their booth space, the NASFT provides an Exhibitor Lounge that is open during the following times:

• Saturday, June 16:  8am - 4pm
• Sunday, June 17:  8am - 6pm
• Monday, June 18: 8am - 6pm
• Tuesday, June 19: 8am - 4pm

Meetings in the Exhibitor Lounges should be kept to a total of (4) people max and cannot last longer then 30 minutes. E-mail stations as well as laptop and charging outlets for cell phones and laptops will be available in the lounge during the above hours.

Exhibitors can utilize an extra hour on Monday and/or Tuesday mornings to conduct important meetings in their booth.

• Sunday, June 17: Pre Show Meetings will not be approved
• Monday, June 18: 9am - 10am
• Tuesday, June 19: 9am - 10am

• The number of meeting participants allowed in your booth will depend on the size of your booth. Each 10x10 booth will be allowed a total of 5 meeting participants. 10x20 will be allowed 10 people and so forth.
• Your meeting participants must be wearing their official show badge to gain entry into the hall.

Click here to fill out a request form for Pre Show Booth Meetings.  All requests must be received by May 30, 2012.  You will receive a confirmation email once your request has been approved.

The Exhibitor Meeting Room Program gives exhibitors the opportunity to hold business meetings with their staff onsite during the Fancy Food Show.

Exhibitor Meeting Room Guidelines:

• Exhibitor meeting rooms are to be used for staff/sales meetings ONLY, not as an extension of your booth space.
• Meetings with attendees are only permitted before the show floor opens or after the show floor closes.  All rooms are subject to approval by NASFT.
• Only (1) meeting room is allowed for each exhibitor with a signed contract for booth space.
• Any products left in exhibitor meeting rooms will be thrown out.
• Any changes to the room set-up made on-site will be billed to you directly from the Convention Center.
• Exhibitor Meeting Rooms are reserved on a first-come, first-served basis (limited space available).
• All room reservations must be paid in full by May 30, 2012 or they will be released.

How to secure an Exhibitor Meeting Room

• Please fill out the Exhibitor Meeting Room Request form here.
• Request forms and payment must be received no later then May 30, 2012.
• Once your room request has been processed, NASFT will contact you with a confirmation/receipt via fax or email that will include contact information for catering and audio/visual.

Definition of an Exhibitor-Designated Contractor

An Exhibitor-Designated Contractor (EDC) is an approved company (other than one of the designated official contractors), that an exhibitor wishes to use inside the exhibit hall, before, during or after the Show.  No permission to use an Exhibitor-Designated Contractor will be given for the performance of the following services:

Step #1

Fill out the request form located at the bottom of this dropdown menu. This form must be filled out by the exhibitor and not the designated contractor.  The deadline is May 9, 2012.  If you cannot meet this deadline, please call Roger Grant as soon as possible at (646) 878-0137.

Step #2

After you have completed the EDC Request Form, please direct your designated contractor to the EDC Information PDF located here.

• Please confirm with your contractor that they have reviewed this information.
• Your contractor must send in the required information by May 23, 2012.  or we will be unable to grant approval.
• Please follow up with your contractor to make sure that they have provided all of the necessary information.

If your contractor is not granted approval, you will be contacted.

The contractor and/or exhibitor must hire Freeman labor to perform the following tasks:

• Loading, unloading and moving exhibitor freight materials and machinery. Loading and unloading the contractors’ equipment to and from a marshalling point onto the exhibit show floor. Exceptions are exhibitor ‘hand-carry’ materials.
• Handling and delivery of furniture, carpeting, modular interlocking booth systems and other contractor-owned and leased equipment; pad wrapping, protection work, ramp protection; and installing draperies, including but not limited to wall draperies, table skirting, booth equipment draperies, flags, bunting and party decorations.

Show management reserves the right, in its sole discretion, to withhold approval or to dismiss from the show, any service contractor whose participation in the show may, in the opinion of show management, lead to strikes, picketing, or other labor action directed at the show, or other disruption of the show, or unreasonable interference with or inconvenience to the show or any of the exhibitors.

The following information is for your designated contractor only:

Step #1

Contractor must provide certificate of insurance and must agree to our rules in  writing, no later than May 23, 2012. The NASFT will authorize exhibitors to use an Exhibitor-Designated Contractor to provide services to the exhibiting firm, upon receipt of the following:

A. Certificate of Insurance confirming that worker’s compensation,
comprehensive general liability and automobile liability insurance meets the following minimum standards:

• i. Workers compensation providing at least $100,000 in coverage and 
   meeting  the requirements established by the District of Columbia.
• ii. Comprehensive general liability providing at least $1,000,000 in coverage and naming National Association for the Specialty Food  Trade (NASFT), Washington Convention Center and Freeman as additional insured.
• iii. Automobile liability, which includes all owned, non-owned and hired vehicles with minimum limits of $500,000 bodily injury and $500,000 property damage liability.

Step #2

A letter from the Exhibitor-Designated Contractor on company letterhead, specifying that they will abide by all show rules and regulations, including those contained herein for Exhibitor-Designated Contractors. This letter should include a list of all       exhibitor(s) that the Exhibitor-Designated Contractor has been hired by for this show.

You must provide the above information in one package for each exhibitor that you are setting up.  Contractors can pick up their move-in badges from Exhibitor Registration in the Crystal Palace.

Mail Complete Package of the above to:                           
NASFT
Attn: Roger Grant           
136 Madison Avenue, 12th Floor             
New York, NY  10016

What is the Visa Waiver Program?

The Visa Waiver Program (VWP) enables nationals of 36 participating countries to travel to the United States for tourism or business (visitor [B] visa purposes only) for stays of 90 days or less without obtaining a visa.

The program was established to eliminate unnecessary barriers to travel, stimulating the tourism industry, and permitting the Department of State to focus consular resources in other areas. VWP travelers are required to have a valid authorization through the Electronic System for Travel Authorization (ESTA) prior to travel, are screened at the port of entry into the United States, and are enrolled in the Department of Homeland Security’s US-VISIT program. For information on the ESTA Program and to register online visit http://cbp.gov/xp/cgov/travel/id_visa/esta/

Current countries taking part in the Visa Waiver Program are: Andorra, Australia, Austria, Belgium, Brunei, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungry, Iceland, Ireland, Italy, Japan, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, the Netherlands, New Zealand, Norway, Portugal, San Marnio, Singapore, Slovakia, Slovenia, South Korea, Spain, Sweden, Switzerland and United Kingdom.

Visa Invitation and Travel Information

• The timeframes for visa processing are difficult to predict and can vary significantly by country. Advanced planning is essential to receive a visa in time for proposed travel to the US.
• The NASFT recommends that all visa letters are requested at least 3 months in advance of travel.
• A visa invitation letter from the NASFT does not guarantee the issuance of a visa.

Visa Letter Request Procedure for Attendees

To obtain an Attendee visa letter from the NASFT please do the following:

• Register to attend the show at the badge registration page.
• During the registration process click the box that says I require a visa invitation letter and enter your passport information and date of birth.
• Once you finish registering then you will receive an email confirmation. Please click on the link in the confirmation that says: View or Change your Registration. You will then be able to print out your visa letter.

Visa Letter Request Procedure for Exhibiting Companies

To obtain an Exhibitor visa letter from the NASFT please do the following:

1. In order to receive an Exhibitor visa invitation letter you must have booked and paid for space in the upcoming show.

2. For every 10 x 10 booth you will be able to request 5 visa letters. If you have over 6 or more people who need letters please download the group registration form  below and email it to membership@nasft.org.

> Download Group Registration Form 

3. For visa requests of fewer than 5 people, please fill out the following form to request a visa letter. The deadline to submit this form is May 17, 2012.

4. Please make sure to schedule your appointment with your Embassy as soon as you receive your visa letter.

VISA Interview Tips

• Interviews are brief so be prepared. Showing proof of identity, travel plans and intention to return to your country of residence is helpful during the interview.
• An applicant must demonstrate to the US Consulate/Embassy that they have strong social and economic ties to their country of residence and are not intending to immigrate. Examples of strong ties are employment, property ownership and family relationships.
• If you have attended or exhibited at previous Fancy Food Shows provide that documentation during the interview.
• If you have been to the United States before please bring documentation of the trip to the interview.
• Bring along all materials from the NASFT including your Visa Letter.

Helpful Links

• Visa Information
• Locate the nearest US Consulate or Embassy in your country
• ESTA Program Information and Online Registration
• Show Hotel and Travel Information

As a benefit and a convenience to our NASFT member exhibitors, the NASFT is offering a Complimentary Booth Package. Members must notify us if they will or will not be utilizing the Complimentary Booth Package by filling this form: Comp Booth Package

Comp Booth Package Layout

If you would like to substitute something that is not in the booth package, or if you require additional furnishings, please order them directly from Freeman. You will be responsible for the charges related to these substitutions or additions.

10x10 Complimentary Booth Package

5x10 Complimentary Booth Package

Please Note:

Although the width of a standard booth is 10', the actual width of the booth is a few inches short of this because of the side dividers. A 4' and 6' table together across the back of the booth will not fit.

We highly suggest using electric cooking devices in place of methods that require using an open flame.

If you decide to use a method that requires an open flame (includes Sterno and Candles), a permit is required.  To request an open flame permit, fill out open flame request form located at the bottom of this page. This form must be submitted by May 9, 2012.  If you cannot meet this deadline, please call Roger Grant as soon as possible at (646) 878-0137.

In addition to the Permit, the following is required:

• 2A10BC Fire Extinguisher in your booth while you are using the open flame.
• Your cooking equipment must be approved by Underwriters Laboratories, Inc or another approved listing agency.  Please call the DCFD at (202) 727-1614 if you have any questions.

If you have any questions please contact DCFD Fire Marshall.

Open Flame Request Form

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Exhibitor Badges

• Are required for anyone who is working in your booth including staff, demonstrators, hostesses, sales staff .
• Your exhibitor badge is valid during Move-In, Show Days & Move-Out.
• All exhibitor personnel must be 18 years & older to enter the exhibit hall.
• For every 100 sq.ft. of exhibit space you receive an allotment of 5 exhibitor badges (50 sq.ft receives 3).  Additional badges above your allotment are $35 per person until June 15 and then increase to $60. 

Click here to register for badges.

Temporary Work Pass

Our Temporary Work Pass procedures are established to protect you and your property at the show.  Security is an important topic for us and we are very dedicated to implementing procedures that will ensure you have a safe and secure show.  

Please keep in mind that you will be held responsible for any person you allow access to the show floor with an exhibitor badge or a temporary work badge.

Temporary Work Passes are to be used for:

• People setting up or dismantling your booth during Move-In/Set-up or Move-Out/ Dismantling days only.
• People delivering small product samples and/or materials to your booth during Move-In/Set-Up Days.

Temporary Work Passes are NOT for:

• Booth personnel, demonstrators, sales representatives, agents, hosts, hostesses. (These people must be registered as Exhibitors)
• Exhibitor Designated Contractors (EDC’s) / Display Houses.
• People visiting you at the booth during Show Days (Sunday – Monday).  We consider anyone who is visiting our exhibitors for meetings, to review their products as “Show attendees”.  Show attendees are required to pay the registration fee to visit/attend the show.

Delivery on a Show Day:

• We will not issue a Temporary Work Pass on Show Days.
• The person will need an attendee badge if they need to physically bring the delivery to your booth, or you will need to meet them outside of the exhibit hall to pick up your package.

Procedure to Obtain a Temporary Work Pass:

• A Temporary Work Pass can be obtained beginning the 1st day of Move-In at the Show Office.
• To obtain a Temporary Work Pass the person will need a Photo ID and one of the following sources:
  • Business Card with Exhibiting Company name.
  • Letter from Exhibiting Company explaining the reason person will need a temporary badge to gain access to exhibit floor.
  • There will be NO EXCEPTIONS granted if the person does not have required documentation.

If you have any questions regarding the Temporary Work Pass procedures, please contact Roger Grant at 646-878-0137 or by email at rgrant@nasft.org.