Welcome Letter 2024

Rules & Regulations 2024 

This section provides rules, guidelines, and specify what an exhibitor can and cannot do with their booth space. These rules and guidelines are based on the physical characteristics of the exhibit hall, the intent to be equally fair to all exhibitors, and the safety of all concerned. Please review these rules and plan your display accordingly as variances will not be granted prior to the Show or on-site.

Exhibitor Appointed Contractor Guidelines, Forms & Sample

Register Your EAC

Your Tasks & Order Deadlines

Click the appropriate links under the "Contractor Type" to be redirected to the forms and/or contractor website for more information.  Double-check the dates for these services by going to the forms in this manual. Show Management will not be held accountable for any misprints to any of the dates that are listed below. The responsibility lies with the exhibitor.

Note the DISCOUNT DEADLINE DATES - completing these early can save you up to 30%.

 

GES is the Official General Contractor of PAXWest and will maintain an Exhibitor Service Center during set-up, show days and dismantle.  All other official show contractors will also be set up in this area as well.  All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services.

 

NOTICE TO EXHIBITORS REGARDING NON-OFFICIAL CONTRACTORS

The companies listed below have been appointed as the only Official Contractors providing the stated services for this event. Show Management carefully considers the selection of Official Contractors based on quality of service, variety of products, price, and reputation. Since these contractors frequently work on more than one show with us, they value the business of our customers and provide quality products and services.

Some companies may misrepresent themselves as being an official contractor so please be sure to check the list in the exhibitor manual or give us a call.

Things to watch for if you are considering the services of a non-official contractor are hidden charges for material handling, labor, and shipping that you might not pay otherwise (for example on carpet rental), control over delivery time, availability during move in and leverage if something goes wrong. Also be advised that non-official contractors will need to abide by the Exhibitor Appointed Contractor procedures, provide insurance certificates, etc. in order to gain access to the Show Floor.

 

Any General Contractor questions, please call GES at (800) 801-7648 or visit GES ONLINE ORDERING.

Audio Visual

Contractor: Reaction AV
Due: August 14, 2024

Booth Carpet/Furnishings - Main Expo Hall

Contractor: GES
Due: August 6, 2024

Booth Carpet/Furnishings – Tabletop Hall

Contractor: RX Global
Due: June 28, 2024

Catering

Contractor: SCC/Aramark
Due: August 2, 2024

Customer Broker

Contractor: Phoenix Logistics
Due: Refer here.

Domestic Shipping

Contractor: GES
Due: Refer here.

Exhibitor Appointed Contractor

Contractor: RX Global
Due: August 2, 2024

Electrical

Contractor: SCC/Edlen
Due: August 2, 2024

Exhibitor Insurance

Contractor: Risk Strategies
Due: N/A

General Contractor

Contractor: GES
Due: August 6, 2024

Hanging Signs

Contractor: GES
Due: August 6, 2024

Hotel & Travel

Contractor: Connections Housing
Due: Refer here.

Material Handling

Contractor: GES
Due: August 6, 2024

Rigging

Contractor: GES
Due: August 6, 2024

Security

Contractor: Howard Security Solutions
Due: July 30, 2024

Telecommunications

Contractor: SCC/Smart City
Due: August 2, 2024

Waste Removal/Booth Cleaning

Contractor: GES
Due: August 6, 2024

Operational Documents & Order Forms

Please click here to view a full list of operational documents and order forms for your reference. 

Supplier A-Z

This is a comprehensive list of Official Suppliers of PAX West 2024. If you do not see a supplier's name in this list when you receive correspondence then you are not ordering from an Official Supplier. Please consult the list below or contact the Operations team if you are in any doubt.

AUDIO VISUAL

Reaction AV

Phone: 949.600.8235

Order Form

BOOTH CARPET/FURNISHINGS - MAIN EXPO HALL

GES

Phone: 800.801.7648

Order Online

BOOTH CARPET/FURNISHINGS – TABLETOP HALL

RX Global

CATERING

SCC/Aramark

Phone: 206.694.5015

Order Online

CUSTOMER BROKER

Phoenix International Business Inc.

DOMESTIC SHIPPING

GES

Phone: 800.801.7648

Shipping Info

EXHIBITOR APPOINTED CONTRACTOR

RX Global

ELECTRICAL

SCC/Edlen

Phone: 206.694.5015

Order Online

EXHIBITOR INSURANCE

Risk Strategies

GENERAL CONTRACTOR

GES

Phone: 800.801.7648

Order Online

HANGING SIGNS

GES

Phone: 800.801.7648

Order Online

HOTEL & TRAVEL

Connections Housing

Phone: 702.675.6565

Book Here

MATERIAL HANDLING

GES

Phone: 800.801.7648

Order Form

RIGGING

GES

Phone: 800.801.7648

Order Form

SECURITY

Howard Security Solutions

Phone: 206.261.7909

Order Form

TELECOMMUNICATIONS

SCC/Smart City

Phone: 206.694.5015

Order Online

WASTE REMOVAL/BOOTH CLEANING

GES

Phone: 800.801.7648

Order Online

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

RX Global does NOT sell or pass your data to any third party without your permission.

Move In + Out Guidelines

PAX West continues to expand into both buildings of the Seattle Convention Center. Please consult your building or exhibit hall assignment for specific building navigation.

Summit Building
1009 Olive Way
Seattle, WA 98101

Arch Building
705 Pike Street
Seattle, WA 98101

EXHIBITOR MOVE IN/OUT HOURS

Move In:

Tuesday, August 27, 202                8:00 AM to 5:00 PM      

Wednesday, August 28, 2024       8:00 AM to 5:00 PM      

Thursday, August 29, 2024            8:00 AM To 8:00 PM

Move In Reminder:

This is a target, scheduled move in. Reference the target plan for date/time on the GES online manual.

 

Move Out:

Monday, September 2                    6:00 pm - 11:00 pm

*Please note that Monday, September 2 is Labor Day – Holiday rates do apply.

This is a Targeted Move Out. Please reference the Target Move Out Plan for your assigned time. All booths must be 100% packed by 11:00 PM on Tuesday, September 3. Loading will continue through Wednesday, September 4. Please have your carrier check in 1 to 2 hours prior to your targeted move out time. All exhibitors must be packed up and ready at their designated time to avoid off-target surcharges. The Marshaling Yard closes at 11:00 pm.

 

Tuesday, September 3                    8:00 am - 5:00 pm

Please have your carrier check in 1 to 2 hours prior to your targeted move out time. The Marshaling Yard closes at 6:00 PM. ALL booths must be 100% packed by 11:00 PM.

 

Wednesday, September 4              8:00 am - 2:00 pm

Please have your carrier check in 1 to 2 hours prior to your targeted move out time. The Marshaling Yard closes at 2:00 PM. All exhibitor materials must be removed by 2:00 PM.

 

Move Out Reminder:

POVs should utilize the designated Hand Carried Freight area to unload/load as vehicle heights + garage limits allow. If your delivery vehicle is larger than the limit, you will need to go to the marshaling yard first to be dispatched to the loading dock. The loading docks will be managed by GES, and they will be unloading/loading all freight that arrives there. Any freight that GES handles will incur material handling charges. Please reach out to GES to get a material handling quote.

PERSONALLY OWN VEHICLE (POV) OPTIONS

OVERALL POV OPTIONS:

Direct to Show-site POV Deliveries - Oversized Vehicles

You must check into the marshaling yard and not go direct to the loading docks. They will inquire about which building you are assigned and will be dispatched as dock spaces become available. Marshaling Yard address + details here.

Once you are dispatched from the Marshaling Yard to your designated SCC building, you will have 1 hour to unload/load your freight. Your vehicle will need to move immediately after unloading to allow other exhibitors access.

Summit Loading Dock Address
1715 Boren Avenue
Seattle, WA 98101
Map + Driving Directions

Arch Loading Dock Address
1315 Hubbell Place
Seattle, WA 98101
Map + Driving Directions

You must go to the marshaling yard first to enter the loading dock.

 

New Arch Move in/out dock notes

There will be NO parking/unloading/loading on the Skybridge or outdoor truck bridge this year. All vehicles and move in/out activity will need to take place within the designated dock spaces. SCC dock staff will direct vehicles to the approved working area. We appreciate your attention to unloading/loading within one hour to accommodate as many exhibitors as possible.

 

Direct to Show-site POV Deliveries - Hand Carried Freight

SCC has a temporary small vehicle delivery area within its facilities. This space is reserved by Show Management to allow safe access for exhibitors to transport materials to and from their exhibit areas. Show Management will publish the dates and times established for the operation of Hand Carried Freight (HCF) in advance but please adhere to your Target Move-In times for when you are allowed to move into your booth/area. Please consult your building/exhibit hall assignment and refer to the designated maps/directions for specific building navigation. Please click here for Hand Carried Freight Guidelines.

Summit Hand Carried Freight
1009 Olive Way
Seattle, WA 98101

Map + Driving Directions

  • 8’4” Height Clearance
  • Access via the Summit Parking Garage on Olive Street (1009 Olive Way).
  • This area services all levels and areas of the Summit building.
  • Standard full-size vans will clear this entry only. No trailers can be accommodated.

 

Arch South Hand Carried Freight
1400 8th Avenue
Seattle, WA 98101

Map + Driving Directions

  • 6’5” Height Clearance
  • Exhibitors must use the 8th Avenue Arch Garage entrance (1400 8th Avenue).
  • This area typically services Halls 4DEF and the Tahoma level.
  • Standard full-size vans will not clear this entry.

 

Arch North Hand Carried Freight
1521 9th Avenue

Seattle, WA 98101

Map + Driving Directions

  • 9’8” Height Clearance
  • Access via the 9th Avenue Arch Garage entrance (9th Ave and Pike St).
  • This area typically services Halls 4ABC and Level 6.
  • Standard full-size vans will clear this entry. No trailers can be accommodated.

 

Hand Carried Fright Hours of Operation
(For Summit, Arch North, and Arch South)

Move In:

Tuesday, August 27, 2024                8:00 AM to 5:00 PM       

Wednesday, August 28, 2024         8:00 AM to 5:00 PM       

Thursday, August 29, 2024              8:00 AM to 8:00 PM

 

Move Out:

Monday, September 2, 2024           6:00 PM to 11:00 PM       

Tuesday, September 3, 2024           8:00 AM to 5:00 PM       

Wednesday, September 4, 2024     8:00 AM to 2:00 PM

 

BRING YOUR OWN CARTS

To expedite your work, we have a limited number of flatbed carts available on a first come, first served basis. Carts are checked-out at the HCF zone in the garage. Please return the cart when finished.

 

COMPLIMENTARY PARKING

Complimentary parking is available at both the Arch and Summit locations only if you enter and exit within one hour. You can have your parking ticket validated at the HCF Service Desk.

MARSHALLING YARD

Marshalling Yard Address

Marshaling Yard
9645 MLK Jr Way S
Seattle, WA  98118

 

Marshaling Yard hours of operation:

Move In:

Tuesday, August 27, 2024                8:00 AM to 5:00 PM      

Wednesday, August 28, 2024         8:00 AM to 5:00 PM      

Thursday, August 29, 2024              8:00 AM to 8:00 PM

 

Move Out:

Monday, September 2, 2024            6:00 PM to 11:00 PM    

Tuesday, September 3, 2024            8:00 AM to 5:00 PM      

Wednesday, September 4, 2024      8:00 AM to 2:00 PM

 

All delivering Carriers and Oversized Privately Owned Vehicles (POV) taller than the height allowances below are required to go to the marshaling yard before proceeding to the loading dock.

EXHIBITOR REGISTRATION

Registration at Summit - Flex Hall Lobby Level 2

Date Hours Type
Thursday, August 29
8:00 am to 6:00 pm
Exhibitors only
Friday, August 30
7:30 am – 10:00 am
Exhibitors only

Registration at Arch – TCC Tahoma Level 3

Date Hours Type
Wednesday, August 28
9:00 am to 5:00 pm
Exhibitors only
Thursday, August 29
8:00 am to 11:30 am
Exhibitors only
Thursday, August 29
12:00 pm to 6:00 pm
Attendee + Exhibitor
Friday, August 30
8:00 am to 7:00 pm
Attendee + Exhibitor
Saturday, August 31
8:00 am to 7:00 pm
Attendee + Exhibitor
Sunday, September 1
8:00 am to 7:00 pm
Attendee + Exhibitor
Monday, September 2
8:00 am to 3:00 pm
Attendee + Exhibitor

Logistics: Traffic, Deliveries, Lifting & Storage

OUTBOUND SHIPPING

GES is the Official Domestic Carrier of PAX West. Please refer to GES Shipping Quick Facts for further information and assistance regarding Air Freight, Padded Van Lines, and Common Carrier. GES will maintain a full staff on-site at the Exhibitor Service Center.

CUSTOMS BROKER / INTERNATIONAL SHIPPING

Phoenix International Business Logistics is the official provider of international shipping, customs brokerage, freight forwarding and related services for the show. All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport. It is the sole responsibility of the Exhibitor to adhere to customs and international guidelines.

The Exhibitor must insure that all documents are valid and complete, and procedures are followed correctly. Show Management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments.