SC2001 Cost Estimates

Historical cost comparison

All charges must be paid in full at the show (before leaving). FDC (Freeman Decorating Company--the operating company that the SC org has been using) prefers corporate credit cards to POs. The bulk of the charges will be put on my SPC (or on Tim Jones' SPC) and sent to an account that distributes to the charge numbers provided by the various organizations participating in the ORNL booth. The cost estimates below show only the external charges (mostly to FDC), and do NOT include internal charges other than for truck drivers (e.g., posters are NOT included). Overhead is NOT included. No tax is shown, If it works like last year I pay the tax with my credit card and then the SPC folks will take it off after I get back.

Total cost last year was ~$41,154.05.

Floor space

We requested a 30x30 space.

final cost $3750

Equipment rental

We did not rent any equipment at SC2001

final cost $0

Transportation

There will be two charges associated with transportation:
Shipping--getting the stuff from Oak Ridge to Denver, and
Handling--getting the stuff from the truck to the booth.

NOTE: if we have room on the truck, UTK (Tracy Rafferty, 974-3581, rafferty@utk.edu) would like to send some stuff--they would pay the shipping and handling costs for their stuff.

Shipping has been provided by ORNL teamsters the past few years, contact Terry Bass (574-4213 or 574-4220, pager 873-7093).

ORNL teamster quote (one semi round trip with two drivers -- this includes labor to load the truck) $19,600. Told them this is too much, got revised and itemized quotes:


TDS-exhibits found custom shipping (dedicated truck round trip--does not include loading the truck)for $6-9K (price diff is independent vs name brand)
Freeman got a custom shipping quote (also dedicated truck) of $5.3K -- if we use their shipper, they would give us some discounts/perks on unloading)

Handling is done by the operating company (Freeman) at the convention center.
Estimated handling (WAG) $4K.

combined Handling AND Labor $5,218.95

Labor

We have NO idea how much time it will take to set up the Zero Truss stuff (or the Bostom Beam). For the WAG, I figured 3 laborers for 8 hours at $100/hour (then times two to include setup and teardown--referred to as "I&D" for install and dismantle). The Chicago rental company had quoted $4,300 for I&D, so this WAG may be fairly close. I expect more accurate quotes next week from a couple of sources. Freeman's initial estimate is 4 laborers for 20 (TWENTY) hours (12 for setup, 8 for teardown)!--their labor estimate totals to $4312.
Actual rates: $49/hour straight time, $73.50/hour overtime

Estimated labor (WAG) $4,800.

Power

Research booths get a discount based on their amount of floorspace. We get 4 "credits" (valued at $49.00 each--for a total of $196).

Estimated power (WAG) $3K.

Phones


Estimated phone (WAG) $1K.

Power PLUS Phone final cost $1,424

Networks

First drop is free to research booths, all drops are the same price ($1,495). Wireless networks will again be provided for the show--covering the entire convention center. To take advantage of this, you need to get the appropriate network card for your laptop, and request a VPN account in UCAMS. Get your machines set up for this NOW!

Estimated network (WAG) $1,495.

$1,495

Carpet

May need to replace a few tiles from last year-we won't use the colored letter tiles, just the gray/white checkerboard. ("cushy floor tiles" for $2.00/sq.ft vendor is Popcorn, Intl. www.wondermat.com--contact Chia, 949-362-8445)

Estimated carpet $200.

final cost $151.40

Furniture

3 cloth pyramids @ $2100$6,300 every company uses the same source so prices for these are the same
--------AND----------
Zero Truss system from Laarhoven$38,889 could cut ~$1,000 off this by using ORNL teamsters to pick up shipment in Atlanta (we still have to go to Atlanta to get training on setup)
--------OR----------
same layout using box truss system from TDS-exhibits~$21,000 This DOES include crates, lights, and setup preview/training at TDS facility IN KNOXVILLE (saves us a drive to Atlanta)

Note: The box truss is a different system (but can get the same layout), which "does not look as good as the Zero". But there is a substantial price difference and we should be able to see pieces of the alternative stuff by Wednesday after Labor Day (and we only have to drive to 640 and Broadway). The connectors are also different--both in looks (they don't show up as much) and in how they fasten, but he couldn't really describe the difference to me verbally. They come in 16 colors of powder-coated metal ("one inch tubes connected with triangles").

Misc. onsite supplies $507.91

Posters

GUESSING at cost for last years posters (using actual costs from Chem Tech and "rule of thumb" for graphic arts): $20,000 for designers and $7,464 for printing ($2,644 of that is for printing the transparencies for the light pylons). That's for roughly 22 panels (with half of them done by Chem Tech at a lower cost, and 5 done by Al's folks -- incurring ONLY printing costs). To print the same stuff on fabric would roughly double the printing costs.

Here's some info from last year for reference. Graphic Arts printing costs for a paper poster 35"x6' is $250 (Chem Tech charges $220 but they are gone after Oct 1) plus roughly another $45 for lamination ($15 setup plust $1.70/sq.ft.), for a total cost of $295. Printing on transparency (for a lightbox) is the same price as paper at Graphic Arts (Chem Tech doesn't do plastic). X-10 GAD can only print up to 42" wide on paper and 35" wide on transparency. To go bigger than 35" we would have to go to Y-12 (Chem Tech just got a new 52" printer but don't know where it will end up in the reorg). Presumably a 9' length would be ~$436 (at 35" wide). If they could do it, lamination alone of a 52"x9' would be $80.79

Printing Edge of Cedar Bluff (691-6716 Connie Hutchinson est. no. 18672) quoted $2,664 or $444 each (including lamination) for 48" by 8' (96") quantity 6.

We like the polycarb sample we got from Best Displays (does not require hemming and is opaque), but they are in Canada. The sample from Freeman is too stiff, the color is duller, and it gets a glare. Laarhoven of Atlanta has good samples on fabric, but those require hemming. For printing on fabric, TDS-exhibits recommended three firms:

With all of these we're looking at a base cost of $12-18 per sq. foot of poster. So a 3'x4' poster would cost from $144 to $216--not that different from our in-house costs for printing on paper.

Endless Edge PRINTING final cost $18,981.14

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Updated: Wednesday, 28-Nov-2001 10:35:58 EST
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