EXHIBITOR FAQs

 

EXHIBITOR ID / BADGES / ONLINE PROFILE

What is an Exhibitor ID? What do I use it for?
Each exhibiting company is assigned an Exhibitor ID that remains the same throughout their relationship with TIA. This number is sometimes referred to as the exhibiting company’s iMIS ID (iMIS is TIA’s database) and during the badge registration process it’s called the username.

When participating in a TIA marketplace event, exhibiting companies use their Exhibitor ID/Username to register booth staff/order booth staff badges, order buyer lists and lead retrieval equipment and to enter/update their online profiles.

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How do I find my Exhibitor ID?
If you are the Toy Fair Exhibitor Main Contact on record and have forgotten your Exhibitor ID/username during the badge registration process, click the FORGOT USERNAME button. This feature will only work for the Official Toy Fair Exhibitor Main Contact.

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Does booth staff need Toy Fair badges?
Yes. No one is admitted show floor access without a badge. Order exhibit personnel badges through online Toy Fair Exhibitor Registration. Badges are free and there is no limit to the number you can order for your exhibit staff. Please note that exhibitor personnel must be age 18 or older.

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How can I add booth staff after I have placed my initial badge order?
Have your username handy and click here to add more badges.  

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How will I receive my badges?
All badges must be picked up on-site; badges will not be mailed.

  • If you registered online prior to arrival at the Javits Center, bring your email confirmation and government-issued photo ID to an Already Registered counter in the Crystal Palace or the North Concourse where your badge will be printed.
  • If you did not register online prior to arrival at the Javits Center, present your government-issued ID at an On-Site Registration counter in the Crystal Palace or the North Concourse where your badge will be printed.
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When can I pick up my Toy Fair badges at the Javits Center?

Thursday, February 16 12:00 PM – 5:00 PM
Friday, February 17 8:00 AM – 5:00 PM
Saturday – Monday, February 18 – 20 8:00 AM – 6:00 PM
Tuesday, February 21 8:00 AM – 4:00 PM

 

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What if my move-in time starts prior to on-site registration hours?
If you arrive at the Javits Center during move-in but before registration opens, we will provide you with a temporary setup sticker for access to the exhibit hall. When registration opens you can pick up your official Toy Fair badge.

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What is an Exhibitor Online Profile and what is it used for?
Your Exhibitor Online Profile, which can be viewed by anyone visiting the Toy Fair website or the Toy Fair Mobile app, includes information you enter including basic contact details, website address, a limited brand description and exclusive Toy Fair Show Specials. Each company is responsible for populating and proofreading its Online Profile and keeping the data current. 

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How can I complete or update our company’s Exhibitor Online Profile?

  • Click here to access a2z.
  • Enter your User ID. If you don’t know your User ID, contact your Account Executive for assistance. 
  • Click Edit Booth Info.
  • Review/edit the information and click Save on the bottom of the page. 

If you do not receive a green confirmation message indicating the information was successfully saved, it was not.

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How can I obtain a Visa Invitation Letter?
You must be registered as an official Toy Fair exhibitor to receive a visa invitation letter. You can create your own letter, with the Toy Fair letterhead and official signature, by using our visa invitation letter template. The template can be accessed by your main contact after he/she logs on to the Toy Fair exhibitor registration site. Only your main contact can share this template with you. Your letter will be emailed to you once you complete the process. 

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EXHIBITING GUIDE / RULES & GUIDELINES

What is the  Toy Fair 2017 Exhibiting Guide & Order Forms ?
The Toy Fair 2017 Exhibiting Guide & Order Forms, sometimes called the kit or exhibitor kit, is an essential tool in planning your exhibit space setup and operations from start to finish ensuring a successful and cost-effective trade show experience. Here are just a very few of the important topics you’ll find answers to in the Guide:

  • When can we setup our booth display? – Freight Handling, Move-In/Out
  • Move-in/setup rules and regulations – Freight Handling, Move-In/Out and Freeman Services-Labor Jurisdictions
  • Union labor jurisdictions at the Javits Center – Exhibit Planning-Rules and Resources for Planning Your Exhibit Space & Operations and Freeman Services-Labor Jurisdictions
  • Booth display regulations – Exhibit Planning-Booth Building & Display Regulations
  • Official show vendors and exclusive show vendors – Service & Utility Ordering
  • The list goes on…
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There’s a lot of information in the Toy Fair 2017 Exhibiting Guide & Order Forms, how can I find what I want?
There’s a very handy index. It is in exhibitors’ best interest to review the Guide thoroughly. If you need an answer in a hurry, though, log-in to the online Guide, click Menu in the top left corner, choose Forms & Brochures and check the box next to Index in the list of Downloadable Forms. Find the subject you need information about in the alphabetical list, which will direct you to the appropriate section(s) of the kit for the answers you need.

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We exhibited at another trade show at the Javits Center, aren’t the rules the same?
No. Each show establishes its own rules within overarching facility regulations.

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Can we set up our own booth?
If your exhibit space is 250 square feet or smaller, you may install and dismantle your own exhibit under the following conditions:

  • No tools are used in the assembly or dismantle of your booth.
  • Individuals performing the work must be full-time, permanent, year-round employees of the exhibiting company, over the age of 18 with show badges or setup stickers, and must carry ID verifying their identity and full-time, permanent affiliation with the exhibiting company.
  • You may unpack and repack your products only in cartons, not crates.

If your setup requirements fall outside the conditions listed, then you’ll have to order labor through Freeman.  The pricing and information is located in Section 3 of the Exhibiting Guide. Please note that these rules are enforced by show management as well as by union representatives who monitor the show floor.

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RAW EXHIBIT SPACE

What is included with the exhibit space our company rented?
Toy Fair exhibit space is raw meaning it does not include any furnishings or floor covering. Carpeting or other floor covering is strongly encouraged for appearance as well as comfort. 

Exceptions:  1D & 1E Halls are carpeted.

Launch Pad tabletop exhibit space rentals include carpeting, a 6’ long draped table (72”w x 18”d x 30”h), 2 chairs, easel-back ID sign and a wastebasket. 

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Is there electricity in my booth?
No. If you require electricity, you must order it through the Javits Center Electrical Department; see the Service & Utility Ordering section of the Exhibiting Guide.

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Is there a sign in my booth?
No, a sign is not automatically provided. However, until January 24, you may order a complimentary 7” x 44” ID sign from Freeman using the Complimentary Booth Order Sign in the Freeman Services section of the Guide.

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ORDERING SERVICES & BOOTH FURNISHINGS

How do I get goods and services needed for my exhibit space?
See the Freeman Services and Service & Utility Ordering sections of the Toy Fair 2017 Exhibiting Guide & Order Forms.

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Are there ways to reduce our exhibit expenses?
Yes. Familiarizing yourself with the show rules and regulations published in the Toy Fair 2017 Exhibiting Guide & Order Forms could help avoid unnecessary expenses. Additionally, most official show vendors offer savings for early orders. Here’s a list of discount cut-off dates taken from the Exhibit Planning section of the Exhibiting Guide. 

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Can we use our Exhibitor ID to order Freeman services and furnishings?
No, you will need to use your Freeman account log-in credentials. If Toy Fair will be the first time your company orders from Freeman, create an account when you visit Toy Fair 2017 Exhibiting Guide & Order Forms. If your company has worked with Freeman before – for any event, not just TIA events, then you will use your existing Freeman account information. If you forget your Freeman username or password, you can access it via Toy Fair 2017 Exhibiting Guide & Order Forms or at www.freemanco.com. Please note that TIA staff does not have access to your Freeman log-in credentials; only Freeman can assist if you forget your Freeman username or password.

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SHIPPING & RECEIVING FREIGHT/EXHIBIT MATERIALS

Where and when should we ship our exhibit materials and product for the show?
It is very important that exhibitors refer to Shipment/Receipt of Materials & Target Move-In System in the Toy Fair 2017 Exhibiting Guide & Order Forms for a more thorough explanation and essential details.

Exhibitors can ship their show materials and product:

  1. to the Freeman warehouse to arrive only between January 13 and February 7, 2017; Freeman will store it and transport it to the Javits Center for Toy Fair setup.
  2.  or

  3. directly to the Javits Center to arrive during or after their scheduled target move-in window

To manage the receipt and delivery of the tons of freight destined for Toy Fair, the Target Move-In System is employed. If you are shipping freight to the Show, refer to the Level 1 Target Freight Delivery Schedule & Floor Plan or Level 3 Target Freight Delivery Schedule & Floor Plan to determine your scheduled target delivery date and time and when your driver needs to check-in.

NOTE: Your assigned target is for check-in only and does not necessarily represent the time your freight will be unloaded. Please allow up to 4 hours from the time your driver checks in for unloading. See additional notes at the bottom of the Target Floor Plans referenced above.

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How should we ship our exhibit materials and product for the show?
Let’s start by stating that exhibitors should NOT ship freight via FedEx, FedEx Ground or UPS Small Package Service.  Other than that, exhibitors may ship via any carrier they choose, including UPS Trade Show Services and Freeman Transportation. A list of experienced trade show freight carriers is included in the Exhibiting Guide here.

Consolidate your shipments! Freight handling is charged by the hundredweight (CWT or 100 pounds) meaning that an exhibitor will pay by the 1 CWT rate for each shipment received. Exception: A $45 small package rate applies to each shipment of a single carton up to 50 lbs. Freight should be crated, skidded or boxed to avoid special handling surcharges.

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Can we just carry our show materials into the Javits Center?
The movement of freight into and out of the Javits Center is handled by the Teamsters Union under Freeman supervision.

However, in strict accordance with the regulations and procedures detailed in the Exhibiting Guide, exhibitors may hand carry a LIMITED amount of merchandise into the Javits Center during their target move-in window or later between Tuesday, February 14 and Friday, February 17, 8:00 AM – 6:00 PM.

Exhibitors may also hand carry their own merchandise out of the Javits Center, in strict accordance with the regulations and procedures detailed in the Exhibiting Guide, on Tuesday, February 21, between 5:00 PM and 10:00 PM and on Wednesday, February 22, from 8:00 AM until 10:00 AM.

It is incumbent on any exhibitor considering carrying their own show materials into the Javits Center to thoroughly review the Hand Carry Guidelines in the Exhibiting Guide. Not doing so, could result in unanticipated costs.   

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SHOW FLOOR ACCESS

During move-in/setup, what time can booth staff get on the show floor and how late can they stay?
Toy Fair participants with Exhibitor and Manufacturers’ Representatives badges are permitted on the show floor
as early as 7:30 AM on their scheduled move-in* days.

*To find your scheduled move-in time, see the Level 1 Target Freight Delivery Schedule & Floor Plan or Level 3 Target Freight Delivery Schedule & Floor Plan in the Freight Handling, Move-In/Out section of the Toy Fair 2017 Exhibiting Guide & Order Forms. If your freight is to be delivered to a private room, refer to Level 1 Target Freight Delivery Schedule & Floor Plan.

Move-in hours end at 6:00 PM; no one will be granted show floor access after 6:00 PM on move-in days.
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What hours can exhibit staff get on the show floor on show days and how late can they stay?
On show days, Toy Fair participants with Exhibitor and Manufacturers’ Representatives badges are permitted on the show floor beginning at 7:30 AM and may remain in their exhibit space until 7:00 PM (but will not be permitted entry after 6:00 PM).

For in-booth hospitality or other events, exhibitors and their badged guests may stay within the confines of the host exhibitor’s booth until one hour beyond the scheduled close of the show on February 18-20.  [Note complimentary shuttle bus service ends at 7:00 PM February 18-20.]

We recognize that to meet your goals and objectives you may want to plan meetings or events in your booth outside of show hours. To do so, please email Richard Chow at rchow@toyassociation.org by Friday, January 20, 2017 indicating your interest in securing approval for early/late show floor access.  Richard will provide all applicable guidelines as well as the necessary request form. Only appropriately-badged guests over the age of 18 will be considered for off-hour access.

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CONNECTING WITH BUYERS

How can we reach buyers who have registered for Toy Fair?
Here are several ways – both free and fee-based – for Toy Fair exhibitors to reach buyers:

The Invite a Customer feature on the Exhibitor Registration website pre-approves your customers and lets you send them a customized Toy Fair registration link so that they can sign up for the show.

Visit ShopToys365.com to activate your company profile or update an existing profile and learn all that’s NEW about this innovative online tool.

TrafficMax Attendee List marketing services, offered by CompuSystems, Inc., enables exhibitors to download various lists of buyers registered for Toy Fair 2017. For details, login to exhibitor registration with your Exhibitor ID/username, click Booth Promotion and choose Attendee List.

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How can we reach buyers we would like to register for Toy Fair?
Add the Toy Fair registration widget image/code to your website to promote your company’s presence at the show. Get the widget during the Toy Fair exhibitor registration process. It’s linked to the Toy Fair attendee registration website and will allow you to track buyers who use it to register for the show.

Tell us! Don’t think a particular buyer is registered for Toy Fair? Tell your Account Executive or Tim Knock, TIA’s Director, Audience Relations, who you’d like us to invite, and we’ll reach out to them.

 

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How can we keep track of all the buyers we meet at Toy Fair?
Lead Retrieval devices make it easy for you to scan buyers’ badges on show site and store their contact information for efficient follow up after Toy Fair. CompuSystems, Inc., Toy Fair’s registration services provider, offers a variety of options. For details, login to exhibitor registration with your Exhibitor ID/username, click Lead Retrieval and review the options under New/Update Order.

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How can buyers reach me?
Ensure your Exhibitor Profile is current so that buyers can find your contact details when they visit the Toy Fair 2017 Online Floor Plan or use the Toy Fair Mobile app. To update your Exhibitor Profile:

  • Click here to access a2z.
  • Enter your User ID. If you don’t know your User ID, contact your Account Executive for assistance.  
  • Click Edit Profile
  • Review/edit the information and click Save on the bottom of the page. 

 

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If you do not receive a green confirmation message indicating the information was successfully saved, it was not.
During the registration process, buyers are asked which products they are looking for and are then automatically matched to exhibitors offering those products. These buyers are able to use Appointment Manager to send exhibitors requests for show-site meetings (contact through this tool is from buyer to exhibitor only).

Establish your online showroom on ShopToys365.com. Visit ShopToys365.com to activate your company profile or update an existing profile and learn all that’s NEW about this innovative online tool.

If your company is export-ready and wants international buyers to know, simply complete the online registration for Toy Fair and tell us the countries to which you are currently ready to export and those countries to which you are interested in exporting. The Export-Ready Directory will be distributed to all Toy Fair buyers prior to the show. Additionally, the Directory will be available onsite in the Buyers’ Lounge & International Business Center and will then live on the Toy Fair website for one year following the show.

 

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How can we reach buyers after Toy Fair 2017?
TIA members exhibiting at Toy Fair 2017 will receive a post-show Excel mailing list* of buyers who attended the show and their mailing addresses.  Due to anti-spam laws, email addresses cannot be provided.

Lead Retrieval devices make it easy for you to scan buyers’ badges on show site and store their contact information for efficient follow up after Toy Fair. CompuSystems, Inc., Toy Fair’s registration services provider, offers a variety of options. For details, login to exhibitor registration with your Exhibitor ID/username, click Lead Retrieval and review the options under New/Update Order.

Visit ShopToys365.com to activate your company profile or update an existing profile and learn all that’s NEW about this innovative online tool.

 

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SHOW SPECIALS

How can we inform buyers of our exclusive Toy Fair offers and discounts?
Enter your company’s Toy Fair Show Specials in your Exhibitor Online Profile, which can be viewed by anyone visiting the Toy Fair website or the Toy Fair Mobile app. Each company is responsible for populating, proofreading and keeping current its own Online Profile, including its Show Specials.

  • Click here to access a2z.
  • Enter your User ID. If you don’t know your User ID, contact your Account Executive for assistance. 
  • Click Edit Booth Info
  • Review/edit the information and click Save on the bottom of the page.  

If you do not receive a green confirmation message indicating the information was successfully saved, it was not.

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PROMOTIONS & SPONSORSHIPS

How can we stand out from the crowd and get more attention at Toy Fair?
A range of pre-show and at-show Advertising & Promotional opportunities is available to suit any budget. Some opportunities even have a shelf life beyond Toy Fair. Contact Laura Mangiaracina, TIA’s Manager for Advertising, Sponsorships and Promotions, at 646.454.5589.

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Can our staff members or costumed character walk the show aisles and/or distribute promotional materials?
No. Except for those exhibitors who have contracted with show management for official promotional opportunities, exhibitors’ promotional activity must be contained within their booths.  Promotional materials may not be posted or distributed elsewhere in the Javits Center.

Costumed characters contracted through show management can mingle with attendees in the public areas of the Javits Center, however, at no time are costumed characters permitted to walk the actual exhibit halls except to go to/from the exhibit space they represent.

To find out about Toy Fair’s many promotional and sponsorship opportunities, contact TIA’s Advertising, Sponsorship and Promotions Manager Laura Mangiaracina at 646.454.5589.

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PROMOTING IN-BOOTH EVENTS (celebrity appearances, contests, book signings, giveaways, etc.)

What tools exist to spread the word about a special event taking place in our exhibit space?
Complete this form indicating the date, name, description, start and end times, location, etc., for each in-booth event you’d like to promote. Also included is a field to indicate whether the event is open to everyone, strictly for media or by invitation. The content you provide populates the In-Booth Happenings icon in Toy Fair Mobile and is also posted on the Toy Fair website. (NOTE: Show specials should not be entered via this form.)

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MEDIA

What can we do to maximize our brand’s exposure to the press?
See Media Matters in the Exhibit Planning of the Toy Fair 2017 Exhibiting Guide & Order Forms for numerous recommendations and opportunities.

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Any other tips regarding the media?
Review the archived Toy Fair PR Bootcamp: Tips for Developing Your TF’17 Public Relations Strategies   on that was recorded on December 6, 2016. 

Also, keep an eye on your inbox for Communications Updates and updates from the Toy Fair PR team to help you maximize your face time with members of the media.

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Can we get a list of media representatives or outlets registered for Toy Fair 2017?
The Toy Fair 2017 Media List is not offered until after the show ends, however a copy of the media list from TF’16 is available to all registered Toy Fair ‘17 exhibitors. This is a terrific tool to help begin your show outreach.  To request your copy, contact TIA’s Deanna Speziale.

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CHILDREN

Can my son/daughter assist in show day booth operations, move-in/set up and/or move-out? 
No children under the age of 18 (including infants) will be permitted on the show floor. Please share this policy with your staff, consultants, contractors, customers and partners in advance.

Children are not permitted to attend Toy Fair. This includes, but is not limited to, children of exhibiting company staff, buyers, contractors, consultants and other Toy Fair attendees and participants – as well as Show Management.

Exhibitor Admission Policy Variances for In-Booth Activity by a Minor will be considered by show management only for instances in which a child is necessary for an exhibitor’s demonstration of a product, a child is integral to an exhibitor’s media event or a celebrity under 18 is appearing in affiliation with an exhibiting company. For consideration, please thoroughly review, complete and submit the Exhibitor Admission Policy Variance for In-Booth Activity by a Minor, included in the Exhibit Planning section of the Toy Fair 2017 Exhibiting Guide & Order Forms, no later than Monday, February 6, 2017. Failure to include at least one of the proof of age documents requested with your variance request will delay consideration. Please note that submission of a variance request does not guarantee approval.

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EDUCATION & ORIENTATION

How can we increase our understanding of the ins and outs of exhibiting at Toy Fair?
If you missed the complimentary Toy Fair 2017 Freshman Class webinar held in December and you’d like to review it on your own, please contact our Freshman Class Advisor Irena Jaroszewski.

And, be sure to participate in Rookies & Cookies, our Freshman Exhibitor Orientation, at the Javits Center from 2:00 to 3:00 PM on Friday, February 17, 2017. Meet your fellow first timers, Freshman Class Advisors, Account Executives and other helpful contacts.  Take the opportunity to ask last minute questions, get tips for making the most of your Toy Fair investment from experienced trade show specialists, and of course, enjoy some cookies. An optional tour of the Javits Convention Center will follow.

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Where is information available about educational and networking events at Toy Fair?
We urge you to download Toy Fair Mobile available via the Apple app store and Google Play. In addition to the Knowledge Network and Special Events schedules, the app designed exclusively for Toy Fair 2017 will help you navigate the Javits Center and keep current on all things Toy Fair. Knowledge Network and Special Events schedules and information are also available at www.toyfairny.com.

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