Drayage
After much research and negotiation, FanGrrrl Romance Recs has signed a contract with GEMS (Gilbert Exposition Management Services) to handle Drayage for the 2026 FanGrrrl Romance Recs Premier Book Signing in Orlando Florida at the Hilton Lake Buena Vista!
Please do not share this information, as it’s intended ONLY for those requiring drayage at our signing (per our agreement with GEMS) and it’s a reflection of the FanGrrrl team’s hard work to give you the best options possible for our event. Thank you!
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Drayage Overall Notes
Authors are not required to use drayage services for the event.
Authors can bring their own packages to their tables during the designated set-up times (more information to come).
No unions are associated with the Hilton Lake Buena Vista or the event.
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If using Drayage, authors are welcome to use
any of the following:
Hilton (FedEx)
The fees were sent in earlier communications, however, FanGrrrl Romance Recs will send a comparison between Hilton and GEMS closer to the event to help you decide.
GEMS
FanGrrrl Romance Recs contracted drayage company.
Third-party of the author’s choosing
Author chooses their own company and handles coordination separately.
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GEMS KEY INFORMATION
Free advanced storage up to 45 Days at the GEMS warehouse.
Handling Fees are for BOTH Inbound and Outbound (essentially you pay one fee for Inbound and then Outbound is free).
A credit card must be on file with GEMS prior to shipping to the GEMS warehouse in order for GEMS to process the handling fee as ONE transaction based on the TOTAL pounds received for the event against the sliding scale (this means that you will not be charged per package or per shipment, and it doesn’t matter how many packages are received over the 45-day period as long as a credit card is on file).
Processing Fee of 3.95% is added to every transaction, as is standard company wide.
GEMS will provide an exhibitor service manual 2 to 3 months prior to the event, as well as an on-line portal to assist you.
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Exhibitor Material Handling Sliding Scale
Inbound AND Outbound Handling Fees
Fees include:
– Unloading of merchandise from truck
– Delivery of merchandise to booth
– Storage of empties
– Delivery of empties to the booth at show closing
– Loading of merchandise back on truck
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Additional Details
We asked GEMS to “spell it out for us” to help alleviate any concerns from authors, and this is what they told us!
HOW THEY CHARGE HANDLING FEES
Packages total weights will be added together for total poundage regardless of shipments dates, but author must have a credit card on file prior to shipping. With a credit card on file, GEMS will add the total poundage received and charge a 1-time only handling fee for the total weight (right before the event). There will be a 3.95% processing fee on this transaction, as is standard for GEMS company wide. However, if the author does not have a credit card on file, GEMS will hold their items at the event site until payment is received.
WHAT DOES “INBOUND AND OUTBOUND” MEAN?
GEMS handling services are round trip. Therefore, what the author pays for inbound handling is a one-time fee, and it includes storage and outbound handling.
HOW DOES INBOUND WORK?
The author can ship through any carrier they prefer to the GEMS advanced warehouse. GEMS will store the packages for up to 45 days. During the specified setup time (determined by FanGrrrl Romance Recs), GEMS brings the packages directly to the author’s booth. If the author requires empties to be stored, the author will then be given empty stickers to put on the boxes they wish for GEMS to store until the end of the event. GEMS will then store those boxes during the event.
HOW DOES OUTBOUND WORK?
GEMS will bring the empties back to the author’s booth upon conclusion of the event (determined by FanGrrrl Romance Recs). The author can choose either FedEx, UPS, or a private carrier (such as Airways Freight) to ship their packages home.
For FedEx or UPS:
Packages must already have prepaid return labels identified for either FedEx or UPS for each package that requires outbound shipping. GEMs will transport the pre-labeled boxes back to GEMS advance warehouse and call for a FedEx or UPS pick-up. This is all included in the one-time fee as shown on the sliding scale for Inbound and Outbound handling fees.
For Private Carrier
If the author chooses to ship via a private carrier, such as Airways Freight (or something similar), then they are required to fill out a BOL (Bill of Lading). Again, the author will need to label their packages with the ship to address on the labels. They will also need to schedule a pick-up to occur at the event venue (not required if they are shipping via FedEx or UPS). When the driver arrives, GEMS will load the items on the truck and have the driver sign the BOL. Again, this is all included in the one-time fee as shown on the sliding scale for Inbound and Outbound handling fees.
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