Exhibitor Services

1) How do I get an Exhibitor Kit?

Once registered as an Exhibitor, your Association contact will provide you with a hyperlink to the Online Exhibitor Kit for your show. The e-Kits now offer 100% online ordering! However, you can always call our office for assistance if you are having difficulties or cannot find what you are looking for. We’re happy to help!

2) Should I read my Exhibitor Kit?

· Yes! Please Read Your Exhibitor Kit thoroughly.
· 98% of your questions are answered in the Exhibitor Kit.

3) Is the Exhibit Hall carpeted?

This information can easily be found in the online kit on the left hand side of the page. Under “Show Info” the “Booth and Facility Info” link tells you this type of Facility information.

4) What is included in my booth package?

Your booth package information can easily be found in the online kit on the left hand side of the page. Under “Show Info” the “Booth and Facility Info” link tells you exactly what is included in your booth.

5) If I just need to use your Freight/Drayage Service, do I need to complete all of the other forms?

No, all you need to complete is the Freight Handling Forms and the Credit Card Authorization Form.

6) Who do I talk to about electrical service?

· Your Exhibitor Kit should have the electrical form for you to fill out.
· In many cases this form needs to be faxed or mailed directly to the facility, please read your kit thoroughly and follow the instructions.
· If you’re not sure please call us at 630-351-3976 or email us at info@mcsexpo.com. Please be sure to include the Name of the Show that you are inquiring about Electrical service for.

7) What are the Show colors?

The Show Colors can be found under “Show Info” the “Booth and Facility Info” link on the left hand navigation of the e-Kit.

Have more questions about Exhibitor Services?

Please call 630-351-3976, or email us at info@mcsexpo.com

Audio Visual Equipment Services

1) What is resolution?

The resolution of your computer display measures the amount of detail that can be seen in an image, expressed as the number of distinct horizontal and vertical lines.

2) What are do I need to connect my computer to the Projector/Video System?

Most computers these days are moving to a wide variety of connection options, many that are proprietary to a specific machine, making connecting your laptop, tablet, or phone more complicated than ever before. Typically older laptops still have a VGA connection (larger with 15 pins in 3 rows in a trapezoidal shape). Most of the newer PC’s and all MAC computers require a specific dongle to be able to output video. Your laptop should have come with the dongle you need that will convert to either VGA, HDMI, or DVI (VGA is analog and DVI and HDMI are digital). This is what we are looking to convert to in our video systems most of the time. If you are unsure of what you need to bring with you to connect your computer into our planned video system for your event, please contact your Midwest Conference Service Representative.

  • VGA consists of 640 vertical lines x 480 horizontal lines,
  • SVGA 800 lines x 600 lines,
  • XGA 1024 x 768 lines,
  • SXGA 1280 x 1024 lines,
  • UXGA 1600 x 1200 lines, and WXGA 1280×768 lines.

3) I cannot get my laptop display to show up on the LCD projector, what can I do?

If the display from your laptop does not come up on the projector there are a few things to check:
· Check to be sure the projector is turned on & you have the correct input selected on the projector.
· Check that the video cable is securely connected to the projector input and laptop output.
· Does your screen resolution match the capabilities of the projector? If not, you will need to reduce your screen resolution to the capabilities of the projector.
· Depress the Windows key and the “P” keys simultaneously.

This will bring up the following bar with options on where to display your content

While holding the Windows key , tap the “P” key until your desired choice is selected. When connecting via HDMI or other digital inputs, please allow 3-5 seconds for your projector or monitor to read the signal.

These machines will either automatically detect your projector or switcher or you will have to go to your system preferences tab under the apple icon on the top left in the tool bar. In this window, click “displays” and you will be given all the options on how you want to display your screen, including choosing resolutions for each display or mirroring your laptop display. Often times you will have to compromise on the resolution, depending on the adapters and signal type. If it doesn’t work the first time, disconnect and reconnect the dongle – this will solve the issue most of the time.

If these solutions do not solve your problem please call our office @ 630-351-3976.

4) What is an ANSI lumen?

An ANSI lumen is a measure of brightness put out by a projection device, as standardized by the American National Standards Institute. Note these are not comparable to “lumens” expressed in non-ANSI terms (and used to measure, for example, the output of overhead projectors).

5) How many ANSI lumens do I need?

This depends on your room window placement, lighting conditions and screen size. As a rough guide, we recommend no less than 2800 ANSI lumens for screens up to 8′ wide, no less than 4000 ANSI lumens for 10′ Wide Screens, and no less than 6000 ANSI lumens for 12′ Wide Screens. If you are looking for a very professional looking display, we suggest starting at 10,000 ANSI lumens and above. Your best bet, of course, is to ask your sales rep to recommend projector for your particular application.

6) What is keystone correction?

Keystone correction corrects Keystoning. Keystoning is the rectangular distortion you get when your image appears wider at the top or bottom due the projector being positioned somewhere other than the center of the screen. Some LCD or DLP projectors today have a fixed keystone factor (allowing the projector to be placed at about an 8-degree angle lower or higher than the center of the screen), but many allow you to adjust keystoning. Thus you can place the projector on your conference table, on carts of various heights, or mount it on a ceiling of various heights without having to worry about ending up with a distorted image.

7) Why is it so expensive?

Presentation software like PowerPoint or Keynote have enabled presenters to design more attractive presentations with less time and effort. It has also become easier for the laymen to create unique and professional looking videos for public display. Also, presenters have become more comfortable using this technology and audiences are coming to expect this format of presentation. Despite the superiority of computer presentations to older technologies, the infrastructure costs are significantly higher. As technology has progressed and entered our homes and lives as a daily norm, audiences expect to see the same level of technology and ease at their events. The demand on tech companies to keep up with the new technologies while still supporting the older technologies has become a considerable endeavor. This along with the ever changing FCC regulations on the wireless spectrums where our microphone systems operate, create a constant need for technology companies to update their inventories with new, very expensive equipment. The audio visual technicians that setup and operate the equipment are highly educated and trained and require adequate pay, set by industry standards. This is why labor prices have continued to rise in the industry over the past few years. MCS does everything we can to work with budgets and come up with solutions for the allotted budget.

Have more questions about Audio Visual Equipment or Services?

Please call 630-351-3976, or email us at audiovisual@mcsexpo.com

Graphics & Signage

1) How can I send my files to you?

Generally, sending your files via email attachment is sufficient. In cases where the file(s) cannot be attached due to size, Dropbox is our preferred file transfer method.

2) What is the preferred file specifications for sending print-ready files?

• Flattened PDF format
• Outlined type
• For rich blacks, use 40C/40M/40Y/100K mix
• Build page layout to file size (do not scale down)
• Keep all important content at least 1 inch from trim line
• Crop-marks must be included
• Quarter-inch bleed on each side

3) Can MCS match my PMS colors?

Yes, we can approximate PMS colors on our machine. Please make sure to notify us of important colors to replicate before approval of your printed pieces. It may be required to supply us with physical samples of the desired color(s).

4) What is meant by the term "resolution" and what should the resolution value of the supplied images be?

Resolution refers to the number of dots per inch (dpi) of an image that is output to a media. (This applies to raster images only.) We recommend a minimum of 300 dpi, and no lower than 150 dpi for viewing within 3 feet.

5) How long before an event date must booth sign information be supplied?

Booth sign lists should be sent to us as early as possible, but MUST be received at least 10 working days prior to the show date in order to avoid extra charges.

Have more questions about Graphics & Signage?

Please call 630-351-3976, or email us at signs@mcsexpo.com

Freight & Shipping

1) What is the "Freight & Drayage Service" form?

As the official service contractor, MCS is the exclusive provider of freight/drayage service for your event. This service includes unloading your exhibit material, storing up to 30 days in advance at the warehouse, delivery to the booth, and handling of empty containers to and from storage. Use this form to order this service according to the weight of your shipment. ***This service should not be confused with the cost to transport your exhibit material to and from the event. Be sure to include the “Advance Payment Form” with your order, or freight delivery to your booth may be delayed.

2) How do I ship to the Warehouse?

  • Please refer to your Exhibitor Kit “Freight/Drayage Service” form for proper address & shipping instructions.
  • We will accept freight beginning 30 days prior to show move-in date.
  • To ensure timely arrival of your materials at show site, freight should arrive by the deadline date listed on the front page of your Exhibitor Kit. Your freight will be accepted after the deadline date, but additional charges will apply.
  • The warehouse will receive shipments Monday through Friday between 9:00 a.m. and 4:30 p.m., excluding Public Holidays.
  • The warehouse will accept crates, cartons, skids, trunks/cases and carpets.
  • All shipments must have a bill of lading or delivery slip showing the number of pieces, type of merchandise and weight.

3) Should ship my Freight Prepaid or Collect?

  • PREPAID. We do not accept collect shipments. Collect shipments will be refused.
  • To ensure that your freight does not arrive collect, mark your bill of lading “prepaid”

4) How should I label my Freight?

  • Please refer to your Exhibitor Kit “Freight/Drayage Service” form for proper address & labeling instructions.
  • The label should – at a minimum – contain the exhibiting company name, the booth number and the name of the event.
  • The specific shipping address for either the warehouse or show site.
  • It is a good idea to label every carton that is skidded with at least your name & booth number, in case skids are broken down during transport.

5) How do I ship my Freight from the show?

  • Please visit the MCS Show Service Desk for an Outbound Bill of Lading, Material Handling Form, and complimentary shipping labels.
  • After materials are packed, labeled, and ready to be shipped, the completed Material Handling Form & Bill of Lading must be turned in at the MCS Show Service Desk.
  • For your convenience, show-recommended carriers will be on site to handle outbound transportation.
  • You must notify your carrier of the date & time of pick-up.

6) Do I need to insure my freight?

Yes! Be sure that your freight is insured for all times that it is away from your primary place of business. Talk to your insurance company for “riders” to existing policies.

Have more questions about Freight Service?

Email us at info@mcsexpo.com or call 630-351-EXPO (3976).
· Read your “Freight/Drayage Service” & “Limits of Liability” forms in your Exhibitor Kit.