Show Regulations and Guidelines

• All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA), and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line, (800) 514-0301, and from the ADA Web site at http://www.ada.gov/.

• Permission for any domesticated animal (cat, dog, etc.) to appear in a show or booth must be approved by Show Management, then by the Convention Services Manager. The animal must be an exhibit component. You must obtain a separate certificate of insurance in the amount of $1 million combined single limit bodily injury and broad form property damage coverage, including broad form contractual liability, naming the venue as additional insured. Seeing eye/assistance animals are always welcome.

• All exhibitors must have their badges before they will be allowed onto the Show Floor. All exhibit personnel must wear their official identification badges at all times while on the show floor. These badges are issued for identification and security purposes. Exhibitor badges must NOT be loaned or given to other persons. Violators will be barred from show premises. No one under the age of 18 will be permitted on the show floor at any time.

• No helium balloons or other lighter than air items, including smoke, confetti, glitter, fog, etc. are permitted in the exhibit hall.

• Demonstrations are part of the exhibit program involving the interaction of exhibit personnel and their audience through corporate presentations, product demonstrations or sampling. All live demonstrations should be documented and submitted to Show Management.
  
  
• Booth activity, including sales presentations, product demonstrations, entertainment, celebrity appearances, etc., must be confined within the exhibitor space contracted for so as not to interfere with traffic flow in the aisles or encroach into neighboring exhibits. Sampling or demonstration tables must be placed at a minimum of 3ft (.914m) inside your booth. Exhibitors must contract sufficient space in order to comply with this rule.
  
  
• Should spectators or samplers interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, Show Management will have no alternative but to request that the presentation or sampling be eliminated. Intent: The aisles are the property of the entire show and each exhibitor has the responsibility to assure proper flow of traffic through the entire show. Aisles must not be obstructed at any time.
  
  
• Exhibitors must regulate their own booths to be sure the noise levels from demonstrations or sound systems is kept to a minimum and does not interfere with other exhibitors and attendees conducting business.
  
  
• Show Management reserves the right to determine at what point sound constitutes interference with others and must be discontinued. Sound levels may not be higher than 85 decibels measured from a minimum of ten feet away.
  
  
• All product demonstrations involving any moving and potentially hazardous machines, displays or parts, must have hazard barriers to prevent accidental injury to spectators. Demonstrations must always be supervised by exhibitor personnel who can stop the demonstration in an emergency. All demonstrations involving potentially hazardous by-products, such as dust, fumes, sparks or flames, must be approved in writing by Show Management prior to the show. Demonstrations must be set back at least 3ft (.914m) from the aisles.
  
  
• Private appointment rooms and private function rooms are available for purchase at the Convention Center. Contact your Account Manager for details.

• All exhibit spaces must have carpet or floor covering. You may bring your own floor covering or order it through the official show decorator, GES. Any booths without floor covering will be carpeted by GES at the exhibitor’s expense. Refer to GES Online for floor covering information and order forms.

• Management reserves the right to approve the character of the display and to prohibit any display which, because of noise or other objectionable features, detracts from the general character of the exposition. Exhibits must be in good taste as determined by Management.
  
  
• Management provides carpet for the aisles of the show to enhance the overall appearance of the show floor.
  
  
• It is the exhibitor’s responsibility to create an attractive display area. The exhibitor is required to provide carpet to cover the area contracted.

• Children under the age of 18 are not permitted to attend.

• Sampling and literature distribution by exhibitors must be done within their contracted exhibit space, with the exception of designated sponsorships and event marketing opportunities. The LVCC prohibits any distribution of flyers in public areas. Violation of the policy can result in expulsion from future shows.

• Show Management reserves the right to control all suites and meeting rooms in the official hotels, which are participating in housing for the event. No exhibitor will be allowed to have hospitality suites and/or meeting rooms during show hours or during a time that conflicts with official functions of the event and agrees not to host any event during the show or official functions. Marketing and sales activities are limited to the show floor during the event show hours.

• Please refer to the Las Vegas Convention Center rules in the Rules and Regulations section of this manual.

• Exhibitors will not be permitted to dismantle their exhibits or do any packing prior to 5:00pm on Thursday, March 19, 2015. This policy will be strictly enforced.

• Please refer to GES and venue policies.

• Please refer to GES policies for details.

• Equipment requiring FCC authorization, which is displayed at the show, must either have already received the necessary FCC authorization or must be accompanied by the following notice prominently displayed:
  
  “This device has not been approved by the Federal Communications Commission. This device is not, and may not be, offered for sale or lease, or sold or leased until the approval of the FCC has been obtained.”
  
  Radio frequency devices which could not be granted an equipment authorization or operated legally may not be advertised, displayed or sold. For further information regarding the types of equipment which require FCC authorization, contact your local FCC office (or FCC Washington headquarters at 202.418.0200) and request OET Bulletin Number 61. The FCC also has information available on their Web-site (www.fcc.gov/oet/info).

• Please be advised that under no circumstances will Penton Media, GES, or Las Vegas Convention Center provide their Federal Tax Identification numbers for international shipments entering the United States. It is the responsibility of the exhibitor to engage the services of a freight forwarding company/customs broker that can help facilitate the proper clearance of their exhibit material. This includes shipments entering the United States over the borders using the exhibitor’s company owned or privately owned vehicles.

For your convenience we have secured the services of GES Logistics to assist with clearance of goods through customs. Please call GES at 702-515-5970 or e-mail GESLogistic_International@ges.com.

• Please read and understand the Fire Regulations located in Rules and Regulations section of the manual, as well as the Fire and Life Safety Regulations for Exhibitors in this section. All materials used in exhibit construction, decoration or as a temporary cover must be certified flame retardant - a sample must be available for Fire Marshal testing. Crates, packing material, and wooden boxes may not be stored in or behind exhibit booths.

• Floor managers and floor manager assistants will be available to supervise and coordinate various exhibitor, facility and contractor activities and to assist in a management capacity on the show floor as directed by IWCE Operations.
  
  
• All audio and video should be appropriate for a general audience. In the event of a complaint from any person on a booth’s content, Show Management will investigate and determine if the content is offensive or inappropriate. Once content is determined to be offensive or inappropriate the exhibitor must cease use of such content.
  
  
• Island Booth Exhibitors: In the spirit of neighborly cooperation, we ask you to avoid adding any unnecessary walls or drapes that may contribute to obstructed views of exhibitors that surround your booth. Feedback from our attendees indicates that this causes substantial frustration in their ability to navigate the show floor.
  
  
• Please take your exhibiting neighbors into consideration when positioning hanging signs and exhibit structures that could impede or obstruct lines of sight to them. Your thoughtful planning will make the show a better experience for yourself, attendees navigating around the halls and other exhibitors.
  
  
• Sound and noise are permitted up to a maximum of 85 decibels. Show Management reserves the right to require any group whose noise levels disturb another group within the building to reduce their sound to a reasonable level that does not disturb any other group. If you feel that your event will have high noise levels at any time (including bands, loud music for dancing, shouting, singing, or other noise), please make arrangements with your Account Manager and Show Management to ensure that no other group will be in the vicinity of your Event.
  
  
• Show Management will intervene if necessary, and reserves the right to shut down exhibits deemed objectionable. Floor managers in each show location will rove through the exhibit areas monitoring the decibel level during show hours. Measurements will be taken at a distance no greater than 10’ from the offending display. After measuring a continuous decibel level of greater than 85 dB, following a complaint registered by a spectator, a neighboring exhibitor or personal observation by a roaming designate, the following procedures will be strictly enforced as follows: Violations of any of these regulations on the part of the exhibitor, his/her employees, or agents shall, at the option of Show Management, constitute cause for the termination of the exhibitor contract for exhibit space and could cause the exhibitor to be expelled from the show. In the event this action is taken, the exhibitor will forfeit all fees paid and incur all related costs.

• Liability insurance, property insurance and worker's compensation must be taken out by each exhibitor at their own expense and must comply with state laws. Insurance can be obtained by exhibitors’ insurance companies. A rider on existing policies may be taken out providing complete protection for the period of the show, from move-in to move-out. If you need assistance acquiring insurance, there are options available in the Exhibitor Service Kit.

• All booths must be staffed at all times during show hours. Company business must be conducted in the exhibitor’s booth space. Exhibitors and their representatives shall not congregate or solicit trade in the doorways or aisles. Booth personnel and models hired by the exhibiting company may not distribute or promote a product in the show aisles.

• Exhibitors are permitted to photograph and/or video tape their own booth.
  
  You understand that Expo Show Management or its authorized representatives may conduct interviews and may take photographs and/or videotape at IWCE. You authorize Expo Show Management, and hereby grant to Expo Show Management all rights necessary, to: record your entire physical and/or virtual appearance, including your likeness, voice, sounds and verbal statements (collectively, "Likeness"), during and in connection with IWCE, on film, videotape, audio tape, electronically, or digitally; edit such recording at Expo Show Management's discretion, use all or any portion thereof and/or incorporate same into a format chosen by Expo Show Management (any content or material resulting from such editing, use, and/or incorporation of such recording, the "Work"); reproduce, distribute, display, exhibit, make derivative works of, and otherwise use or authorize the use of the Work and your Likeness and biographical information concerning you; in each of the foregoing cases, worldwide in perpetuity, in any format or medium now known or later developed, for Expo Show Management's current or future educational, informational, commercial, or other business purposes; and license, sublicense, or otherwise authorize third parties to do any or all of the foregoing. You acknowledge that Expo Show Management shall be the exclusive owner of all right, title, and interest (including copyright) in and to the Work, and expressly waive any right of inspection or approval of the uses thereof, whether by Penton or a third party, and any claim for compensation in connection with same.

• Please refer to GES for policy details and forms.

• No materials may be distributed in the common areas of the Las Vegas Convention Center, including exhibit hall aisles or conference areas, official hotels, or left for distribution in any public areas held by IWCE. Any such unauthorized materials will be removed and the violator will be issued a warning. Further unauthorized distribution constitutes cause for removal from the show. Any and all distribution must take place within the confines of the exhibitor’s booth space.

• Show Management, the building operator, the service contractor (GES), and the security company on-site provide a measure of protection, such as providing perimeter security, but only you and your staff are responsible for your valuables. Some exhibitors hire designated booth guards to assist in this process.
  
  
• We have found that theft at trade shows is most likely to take place during the set-up and dismantling (move-in and move-out) of exhibits. You are responsible for the safety of your booth and all exhibit and personal items. If you would like to hire additional security, please fill out the Booth Monitor Form located in the Exhibitor Service Kit.



• In order to assure the best possible protection, we would like your cooperation working within the following guidelines to help safeguard your exhibit and your products.
  
• Don’t identify the product or manufacturer on the outside of cartons, crates, boxes, etc. Mark these numerically to indicate the total being shipped (1 of 6, 2 of 6, etc.)
  
  
• Stay with your exhibit until your empty cartons are delivered and your goods are packed, sealed and properly labeled
  
  
• Products or equipment given away should be accompanied by donation stickers available on the last day of the show
  
  
• Use “empty” containers for display purposes
  
  
• After show hours, cover your display and products
  
  
• If you observe an attendee taking more samples than normal, please contact your floor manager
  
  
• Move all samples and displays to the rear of your booth. Post signs encouraging attendees to take only one sample
  
  
• Do not leave any items of value in your booth overnight. If you order them in advance, GES has security cages available for equipment and larger items. You will need to supply your own lock and key for security cages rented from GES
  
  
• Be sure you make all arrangements for your outbound shipping prior to leaving the Show Floor
  
  
• Be sure to turn in your Bill of Lading to the GES service desk at the start of move out. Do not leave it in your booth with your freight
  
  
• Remove all old labels from inbound shipping and apply new labels for outbound shipping

• The placement of signs, logos, trademarks, and other forms of company identification located within 10’ of a neighboring display must face into your exhibit, or signs, logos and company ID placed along the back wall in a standard, in line booth must stay within the 8’ high draped back wall.

• Please refer to booth contract

• Only contracted exhibitors are permitted to promote their products, services or company at IWCE. Unless a marketing opportunity has been contracted by the exhibitor, (i.e. Sponsorship, Events…), all company promotion and product sampling must occur within the contracted booth space. This includes, but is not limited to:
  
  
• Approaching exhibitor booths to sell products
  
  
• Leaving and/or distributing product information in public spaces and show floor aisles

Exhibitors found doing so will be sent back to their booth space and materials left will be recycled. Attendees will be asked to leave the show and forfeit their badge. Any "suitcasers" should be reported to the Show Office. Repeated violations will be reported to Security and may result in loss of offender’s badge.

We make every effort to ensure you won’t be solicited at your booth. However, this does occur at trade shows. Should you be approached in your booth, kindly take down the name and company and provide the information to the Show Office or your Floor Manager.

• Please make sure you read and understand the Show Site Work Rules in the GES section of the manual. This outlines the union jurisdictions in the Las Vegas area.

• Please refer to your sales contract.

• Any displays not complying with the exhibit specifications outlined in the exhibit contract or booth guidelines must apply for written approval from Show Management by submitting the Booth Approval Form. Non-conforming booth structures set-up without pre-approved variances may need to be modified, or removed from the exhibit hall.

• Please refer to GES policies and forms.

• Violations of any of these regulations on the part of the exhibitor, his/her employees, or agents shall, at the option of Show Management, constitute cause for the termination of the exhibitor contract for exhibit space and could cause the exhibitor to be expelled from the show. In the event this action is taken, the exhibitor will forfeit all fees paid and incur all related costs.

• Trash removal service is provided during show hours and immediately after daily show closing in the following areas: exhibit hall aisles (excluding exhibit booths), corridors, public space and areas used for meetings. Janitorial services are provided in restrooms throughout show hours.
• Exhibitors are responsible for cleaning their own booths (including but not limited to trash removal and vacuuming) or ordering service through GES.