Information for Exhibitors

The 2008 NGS Conference in the States and Family History Fair will be held at the Hyatt Regency Crown Center hotel in Kansas City, Missouri, in Crown Center in the Crown Center Exhibit Hall - Exhibit Hall A.

The link below will direct you to floor plans of the Hyatt Regency Crown Center. Exhibit Hall A is the larger exhibit hall shown on the last map of the Crown Center Exhibit Hall. http://crowncenter.hyatt.com/hyatt/images/hotels/mkcrk/floorplan.pdf
It is 30,500 square feet and NGS will have 157 10x10 booths and 13 8x10 booths for sale.

Official Exhibiting Regulations change each year, please ensure you carefully read the 2008 Official Exhibiting Regulations. You are required to sign and return the back sheet of these, indicating you have read this and agree to these regulations.

Decorating Company
NGS has employed the George Fern Company out of Kansas City, Missouri, as the decorating company for the 2008 show. Please see the exhibitor kit at: http://www.georgefern.com/service_kits/ngs08.asp. A copy of the exhibitor kit can also be mailed to you if you would prefer that - please contact Jeanne Lund at Lund@ngsgenealogy.org to request this.

Booth Staff
Each exhibiting company is allowed up to 10 booth staff. All booth staff must be registered as such with NGS. Please go to the Exhibitor Service Center at http://www.eshow2000.com/ngs/2008/exhibitor_service_center.cfm and register all booth staff by 16 April 2008. Only exhibit staff wearing NGS nametags will be admitted into the exhibit hall during move-in and move-out times. One person per exhibiting company gets a complimentary conference registration - this entitles that person to attend sessions at the conferencce (luncheons, social events and workshops are an additional charge). Please indicate when making your booth reservation who from your company should receive this complimentary registration. If this information changes at any time please notify us as soon as possible at Lund@ngsgenealogy.org. Please only register your regular booth staff in the booth staff registration section, do not register the person receiving the complimentary registration here. It is assumed that the person receiving the complimentary registration is also a booth worker.

Loading and Unloading at Show Site
The Hyatt Regency Crown Center has a loading dock, with entrance on McGee Street. There are no restrictions on size of vehicle allowed to use and unload at the loading dock, however if you are bringing a large vehicle please notify us or the George Fern Company in advance so arrangements can be made with the Hyatt Regency Crown Center. Exhibitors may only unload and load at the loading dock - no parking is allowed at the dock. Exhibitors unloading should unload at the dock, then park in the hotel parking garage (which is next to the loading dock), before setting up their booth Exhibitors will receive 3 hours free parking at the Hyatt Regency Crown Center to enable them to set up their booths after unloading. The concierge's desk will validate parking. This will also apply to move-out on Saturday, 17 May - exhibitors can have up to 3 hours free parking at the Hyatt to load their cars/vehicles at teardown. Once again parking should be validated with the concierge's desk.

Hotels
The main conference hotel is the Hyatt Regency Crown Center in Kansas City. You are encouraged to make your reservations as early as possible to ensure a room at the main conference hotel. The link for reservations is: http://crowncenter.hyatt.com/groupbooking/mkcrkpast2008.
If you need help finding another nearby hotel in Kansas City please contact Jeanne Lund at Lund@ngsgenealogy.org

Sales Tax
State Sales Tax is payable at a rate of 7.725% for the state of Missouri (this rate also includes some local taxes). Any exhibitor who is selling tangible personal propery in their booth must collect and pay sales tax to the state of Missouri. Vendors are required to complete a form 2360 for reporting sales tax due (this is for both state and local taxes). These forms will be available on-site at the conference for all exhibiting companies.
Full details on sales tax can be found at: http://www.dor.mo.gov/tax/business/sales/hb600.htm. The telephone number for the field office in Kansas City is 816-889-2944. Email: kctax@dor.mo.gov.
General Sales Tax information is available on the Missouri website at:
http://www.dor.mo.gov/tax/business/sales/ Contact the Missouri Department of Revenue if you have questions about sales tax for Missouri and their requirements.
This tax information is provided by NGS for guidance only, you are advised to contact the Missouri Department of Revenue if you wish to clarify anything about sales tax in Missouri, Kansas City, or have further questions. If you have not received a Sales Tax number by the conference date you should supply the Tax office with something from the State showing that you have been in touch with the state and that you are arranging to pay Missouri sales tax.

Business License
All exhibitors in Kansas City are required to purchase a Kansas City Missouri Business License. The cost of the license is $25 per exhibiting company/vendor.This license will apply to all exhibiting companies - including those just promoting membership or services.
Click here for the License application form. The form may be confusing as it asks for many different calculations, but we are told by the Revenue Division that you just need to put the amount of $25.00 on line 4 of the form. If your organization is a non-profit 501C) (3) you will need to supply your federal certificate of your 501 (c) (3) status along with the application. Different rules apply to non-profits, so please contact the Revenue Division at Revenue@kcmo.org or 816-513-1092 for further information. If your business is located in Kansas City there are also different rules, so please contact the Revenue Division regarding this. Please note this is a requirement of the Kansas City Revenue Division not NGS, therefore we are unable to answer detailed questions about the Business License - therefore you should contact Revenue@kcmo.org for further information and guidance.

Security
NGS will provide security in the exhibit hall at all times when the exhibit hall is closed and overnight.

Electricity/Internet and Telephone Needs
These should be ordered directly through George Fern Company. Forms for this are available in the George Fern exhibitor kit at http://www.georgefern.com/service_kits/ngs08.asp

Other Booth Needs
The exhibit hall is NOT carpeted. Floors are painted a very neutral gray color. If you require carpeting for your booth you should order this directly from George Fern Company. See the Exhibitor Kit at http://www.georgefern.com/service_kits/ngs08.asp

Shipping to Show Site
Important! The Hyatt Regency Crown Center is unable to receive freight for any exhibitor. Any freight sent to the Hyatt Regency Crown Center for exhibitor purposes will be re-routed through the decorating company, who will then charge you material handling fees. To ensure that no problems arise please send all your freight through George Fern Company, either to the advanced warehouse, or directly to the show site on either Tuesday, 13 May or Wednesday, 14 May. Please note: no freight can be accepted by George Fern at show site until Tuesday, 13 May or Wednesday, 14 May. For full shipping information please see the George Fern Exhibitor Kit at: http://www.georgefern.com/service_kits/ngs08.asp

To send freight to advanced warehouse:
14 April - 7 May only
Send freight to:
Yellow Freight
c/o George Fern Company
3500 Booth
Kansas City, MO 64129

To send freight directly to show site:
To arrive on Tuesday or Wednesday, 13-14 May only:
Send freight to:
Crown Center Exhibit Hall
c/o George Fern Company
2301 McGee
Kansas City, MO 64108

Show Colors
Show colors will be burgundy/white (burgundy/white back drape with burgundy siderails and skirts on tables). There is no carpet in the show hall.

SHOW HOURS
Operating Hours of Exhibit Hall
Tuesday, 13 May 2008
(Exhibitor Move-in)
10 am - 6 pm

Wednesday, 14 May 2008
Exhibit Area Hours:
9:30 am - 5:30 pm

Thursday, 15 May 2008
Exhibit Area Hours:
9:00 am - 6:00 pm

Friday, 16 May 2008
Exhibit Area Hours:
9:00 am - 5:30 pm

Saturday, 17 May 2008
Exhibit Area Hours:
9:00 am - 3:00 pm

Exhibitor Move-Out*:
3 pm - 8 pm

* All freight carriers must be checked in with George Fern by 7:00 pm.