Workshop Rooms and Equipment

All workshops will be presented in meeting rooms at the JW Marriott Starr Pass. Locations of each workshop session will be prominently displayed before and during the Tuesday afternoon session, and each room will be clearly signposted, posted online and in the program booklet.

• Workshop rooms are at least 840 ft² (78 m²) and will be equipped at no charge with the following:
  • An 8-ft (2.4 m) screen, projector, HDMI laptop connection cable, multi-outlet power extension cord
  • Two (2) wireless microphones connected to hotel sound system
  • A table and chairs for presenters
  • Classroom seating for participants
  • Electrical outlets (120V / 60Hz). Presenters using non-US equipment must bring their own country-specific power adapters.
• Portable floor displays, such as pull-up banners, are allowed only inside your Workshop Room. Do not hang signs on the walls.
• You are responsible for setting up and dismantling displays and equipment.
• Don't forget your PowerPoint slides, laptop and country-specific power adaptors. MacBook users should remember to bring adaptors to connect the projector to their computer.
• A member of the RDD team will be on hand during the workshop sessions to assist and answer questions.
• If your equipment will be shipped on a pallet or in a crate, or if it generates noise, raises safety issues or requires special services (for example, consumes in excess of 5 amps or requires compressed gas), please email the organizers with details in advance (info@rddonline.com). We will attempt to obtain the necessary approvals on your behalf and advise on likely costs.
• Workshop presenters should have a list of tracking numbers (or bills of lading) in case their packages are not delivered as expected.

Set-Up and Removal of Workshop Materials

• The set-up time for your room and equipment is Tuesday, May 7, from 8:30 AM to 12:00 PM.
• Everything should be removed by Tuesday, May 7, 6:30 PM.
• You are responsible for organizing the packing and outgoing shipment of your equipment. Conference participants may use the hotel’s loading dock to facilitate outgoing shipments with a carrier service. See Shipping Instructions with the JW Marriott Starr Pass’ Fee Schedule.

Workshop Briefing Meeting

A Workshop Briefing meeting will be held on Monday May 6, 6.30 PM to review procedures and answer any questions.

Responsibilities of Workshop Presenters

• The organization and cost for transport, handling and insurance (during transport to and at the JW Marriott Starr Pass) for any equipment and materials. Please review Shipping Instructions.
• Equipment installation and dismantling, including the provision of tools and packaging supplies.
• Clean-up of workshop rooms. Fees may be assessed by the hotel if they determine additional cleaning is needed.
• Safe keeping of valuables left in workshop rooms. The hotel will lock workshop rooms on request but we suggest removal of high-value items when you are not present. Neither RDD Online nor the JW Marriott Starr Pass assumes any responsibility for property loss, damage, personal injury or other claims related to workshop spaces or presentations.

Please ensure anyone shipping packages to the JW Marriott Starr Pass on your behalf receives a copy of these instructions. JW Marriott Starr Pass uses PostNet, located in the onsite business center, to coordinate Shipping and Receiving.

PostNet Shipping & Receiving Contact: Magda Good (magda.good@postnet.com) / 520-791-6140
Shipping and Receiving hours are 8:00 am–5:00 pm Monday through Friday.

SHIPPING SCHEDULE

Shipments should be timed to arrive between Monday, April 29, and Friday, May 3, 2024. Packages arriving outside these dates may be subject to additional PostNet storage fees as shown at the end of this document.

HANDLING FEES

Handling and storage fees will be levied and collected by PostNet for incoming and outgoing packages. If you are staying at the JW Marriott Starr Pass, charges will be added to your room. If not, PostNet will request payment by credit card according to the PostNet fee schedule.

LABELING YOUR SHIPMENT

Please attach a Main Shipping Label and Auxiliary Shipping Label to each box clearly showing the following information:

IMPORTANT INFORMATION

RDD 2024 does not accept responsibility for items delayed, lost, or damaged in transit to or from the JW Marriott Starr Pass.

• Shipments will be brought to your exhibit table, poster location, or workshop room.
• All international shipments are subject to customs inspection. Please ensure sufficient time for customs clearance and include “Items for trade demonstration and re-export” on the Auxiliary Shipping Label and documentation.
• Transport and custom charges are the responsibility of the sender. Neither RDD nor the JW Marriott Starr Pass will pay transport or customs fees. Please ensure all transport and customs fees are prepaid.
• Package fragile equipment carefully. Dangerous or suspicious looking materials should not be shipped to RDD 2024.
• Oversize packages must be coordinated with PostNet in advance of delivery: Oversize packages (including pallets) are those that exceed any one or more of the following parameters: Height of 84” or taller, wider than 66”, greater than 300 pounds, requiring forklift, and others as determined by PostNet.

OUTGOING SHIPMENTS

• You are responsible for organizing the packing and outgoing shipment of your materials (pack a roll of tape).
• PostNet will collect prepaid/prelabelled outgoing packages from your exhibit table, poster, or workshop room; you will not need to schedule pick-up. FedEx, USPS, UPS and DHL (International only) provide daily weekday service to the area.
• PostNet can arrange outgoing shipments for major carriers. Please take packages to the PostNet office (they will not be picked up from your exhibit table without a prepaid label). If you do not have an account number, you will need to make payment by credit card.