The following rules are based on the Guidelines for Display Rules and Regulations established by the International Association of Exhibitions and Events (IAEE). They are to ensure that all booths are planned, designed, built and equipped in a safe and appropriate manner to enable all exhibitors to have the most successful event possible. UKi Media & Events Ltd reserves the right to interpret these regulations as it deems appropriate to ensure the success of the exhibition.

Organizer-specific booth and display rules and regulations

Booth information

A standard booth of 10x10ft includes at least drape. Please check the exhibitor kit for details of what is included in a standard booth.

Important note – insurance: Exhibitors must have adequate multi-risk insurance that covers property, equipment and third parties. The exhibitor agrees to obtain and maintain – throughout the duration of the show, including set-up and tear-down – comprehensive general liability insurance coverage naming UKi Media & Events as additionally insured bearing limits of liability for property damage and bodily injury of at least US$1,000,000 per occurrence. On request, the exhibitor must be able to provide UKi Media & Events with a certificate evidencing such insurance before set-up.

Important note – large booth: All exhibits 20 x 20ft and larger require a digital drawing, plans or renderings to be submitted to the organizer and the show’s official services contractor a minimum of four weeks before the first move-in day.

Important note – machines as exhibits: Any machinery with moving parts, lasers or other potentially hazardous parts can only be placed with prior permission from the organizer. Detailed plans must be submitted at least four weeks before the event.

Important note – vehicles as exhibits: Vehicles can only be exhibited with prior permission from the organizer. Please check with the organizer regarding display vehicle rules.

Booth design and display rules and regulations

General rules and regulations

All booths must have drape or a different form of walling and suitable carpet/flooring. Pop-up displays and standalone graphics must be accompanied by drape.

Using the back of a neighbor’s drape or wall is not permitted.

All booths, regardless of size, must be in keeping with the environment of the event as a whole. Any display deemed unprofessional in appearance – at the sole discretion of the show organizer – will not be permitted.

Important note – large booth: All exhibits 20 x 20ft and larger require a digital drawing, plans or renderings to be submitted to the organizer and the show’s official services contractor a minimum of four weeks before the first move-in day.

Important note – machines as exhibits: Any machinery with moving parts, lasers or other potentially hazardous parts can only be placed with prior permission from the organizer. Detailed plans must be submitted at least four weeks before the event. Any machinery with moving parts, lasers or other potentially hazardous parts can only be placed with prior permission from the organizer. Detailed plans must be submitted at least four weeks before the event.

Important note – vehicles as exhibits: Vehicles can only be exhibited with prior permission from the organizer. Please check with the organizer regarding display vehicle rules.

Types of booths

Line-of-sight style

Line-of-sight display rules provide restrictions on certain areas of booths to allow attendees to view neighboring booths in their line of sight as they walk the floor. There are a variety of booth types, and each one is addressed below with specific insight on how to implement line-of-sight regulations.

Linear ‘in-line’ booths* – Linear booths are arranged in a straight line and have a neighboring booth on the left and right side, leaving only one side exposed to the aisle. The standard size for a linear booth is 10x10ft but can be joined to larger booth spaces. The maximum back wall height is 8ft.
Display materials should not obstruct the sight lines of neighboring exhibitors. The maximum height of 8ft is allowed only in the rear half of the booth space, with a 4ft height restriction imposed on all materials in the remaining space. Note: When three or more linear booths (30 x 10ft or more) are used in combination as a single exhibit space, the 4ft height limitation is applied only to that portion of the exhibit space that is within 10ft (3.05m) of an adjoining booth.
* Hanging banners are not permitted for this booth type

Corner booths – This is a linear booth at the end of a row of linear booths. These booths have two open sides to the aisle. The same guidelines as for linear booths apply.
* Hanging banners are not permitted for this booth type unless floor space is 400ft2 or over. Banners must be installed 10ft from adjacent booths and permission must be gained from the organizer.

Endcap booths – An endcap booth is an in-line (linear) booth placed in the position of a peninsula or split island. It will usually have three open sides to the aisle. To keep the line of sight to the rows of booths behind, the central area of the back wall can have a maximum back wall height of 8ft and a maximum back wall width of 10ft. Within 5ft of the side aisles, the maximum height for any display materials is 4ft.

* Hanging banners are not permitted for this booth type unless floor space is 400ft2 or over. Banners must be installed 10ft from adjacent booths and permission must be gained from the organizer.

Peninsula – split island booths – These booths are open on three sides and share a back wall with another peninsula booth. The entire booth space may be used up to the maximum allowable height.
*Double-sided signs, logos and graphics must be set back 10ft (3.05m) from adjacent booths and permission must be gained from the organizer.

Island booths – An island booth is open on all four sides. The entire booth space may be used up to the maximum allowable height.
*Double-sided signs, logos and graphics must be set back 10ft from adjacent booths and permission must be gained from the organizer.

Maximum build heights

The standard height of any individual exhibition booth is 8ft for the back wall and 4ft for the side walls. Only split island and island booth may use their entire booth space up to the maximum allowable height.

Issues common to all booth types

Americans with Disabilities Act (ADA)
All exhibiting companies are required to comply with the US Americans with Disabilities Act (ADA) and are encouraged to be sensitive and as accommodating as possible to attendees with disabilities. Information regarding ADA compliance is available from the US Department of Justice ADA Information Line (800) 514 0301 and from the ADA website at www.ada.gov.

Some examples of how to design an exhibit for ADA compliance:

• Make exhibits wheelchair accessible by ramping raised exhibit flooring without extending a ramp into the aisle. Note: a standard wheelchair ramp should have a grade no steeper than 1:12. This means that for every inch of rise (change in height), there should be 12in of run (change in length). Ramps should have a minimum width of 36in.
• Ramp the entry or use hydraulic lifts to trailer exhibits.
• Avoid double-padded plush carpet to ease mobility device navigation.
• Provide the same attendee experience on both levels of a two-story exhibit.
• Offer a signer or other auxiliary hearing-impaired apparatus for sound presentations or have a printed copy of the presentation available.
• Run an audio presentation for people with sight problems.
• Arrange touchscreen displays at a height to accommodate a person sitting in a wheelchair.

Structural integrity

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Refer to local building codes that regulate temporary structures.

All exhibits 20 x 20ft and larger require a digital drawing, plans or renderings to be submitted to the organizer and the show’s official services contractor a minimum of four weeks before the first move-in day.

Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed.

Flammable and toxic materials

All materials used in display construction or decoration must be made of fire-retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame-proofing certificate should be available for inspection. Exhibitors should be aware of, and must adhere to, all local regulations regarding fire/safety and the environment.

Exhibitors must dispose of any waste products they generate during the exhibition in accordance with guidelines established by the US Environmental Protection Agency or the appropriate government entity in the country in which the exhibition will be held, and the guidelines of the exhibition facility.

Storage

Fire regulations in most exhibit facilities prohibit storing product, literature, empty packing containers or packing materials behind back drapes or under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the booth area, as long as these items do not impede access to utility services, create a safety problem or look unsightly.

Electrical

Every exhibit facility has different electrical requirements; however, minimum guidelines are suggested:

• All 110V wiring should be grounded three-wire.
• Wiring that touches the floor should be ‘SO’ cord (minimum 14-gauge/three-wire) flat cord, which is insulated to qualify for ‘extra-hard usage’. It is particularly important for exhibitors to use flat electrical cord in under-carpet installations.
• Cord wiring above floor level can be ‘SJ’ that is rated for ‘hard usage’.
• Using zip cords, two-wire cords, latex cords, plastic cords, lamp cords, open clip sockets and two-wire clamp-on fixtures is not recommended and is often prohibited. Cube taps are prohibited.
• Power strips (multi-plug connectors) must be UL approved, with built-in over-load surge protectors.
• Local code commonly requires access to electrical cords and connections along the back wall of exhibit booths; typically, the back 9in of the space should remain accessible for this purpose. (This would apply to all booth types with a back wall.)

Lighting

Lighting issues need to be identified as early as possible during the move-in process so they can be addressed and corrected while the necessary equipment is still available on the show floor and booths can be accessed.

Exhibitors must adhere to the following suggested minimum guidelines when determining booth lighting:

• No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space. Exhibitors intending to use hanging light systems should submit drawings to the organizer for approval.
• Lighting should not project onto other exhibits or exhibition aisles. Lighting, including gobos, must be directed to the inner confines of the booth space.
• Potentially harmful lighting, such as lasers, ultraviolet lights or flashing or strobe lights that can trigger photosensitive epilepsy should comply with facility rules and be approved in writing by the organizer.
• Lighting that spins, rotates or pulsates, and other specialized lighting effects, should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.
• Some convention facilities do not allow certain types of quartz halogen lighting fixtures in exhibits due to potential fire hazards. LED lights can be very bright yet generally generate less heat.
• Reduced lighting for theater areas should be approved by the organizer, the utility provider and the facility.

Demonstrations/exhibits

As a matter of safety and courtesy to others, exhibitors should conduct sales presentations, product demonstrations, press conferences and other media events in a manner that ensures that all exhibitor personnel and attendees of such in-booth events are within the contracted exhibit space and not encroaching on the aisles or neighboring exhibits. Any lines formed for exhibitor-customer interaction must also be contained within the booth footprint. It is the responsibility of each exhibitor to arrange displays, product presentations, audio-visual presentations and demonstration areas to ensure compliance with all other previously listed rules and regulations. Exhibitors must be aware of, and adhere to, local regulations regarding fire/safety and the environment.

Special caution must be taken when demonstrating machinery or equipment that has moving parts, cooking equipment with an open flame, or any product that is otherwise potentially dangerous. Exhibitors must establish a minimum setback of 3ft and/or install hazard barriers as necessary to prevent accidental injury to spectators. Additionally, demonstrations should only be conducted by qualified exhibitor personnel.

Sound/music

The use of sound equipment in booths is only permitted with the organizer’s prior approval and as long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths). Generally, sound and noise should not exceed 85dB when measured from the aisle immediately in front of the booth. If an exhibitor or attendee is standing within 10ft of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud. (Refer to the US Occupational Safety and Health Act [OSHA] at www.osha.gov for more information.)

Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. Authorized licensing organizations, including but not limited to ASCAP, BMI and SESAC, collect copyright fees on behalf of composers and publishers of music. It is the exhibitor’s responsibility to be aware of copyright laws and submit fees to the appropriate organizations.

For approval through the organizer please email: avtusa@ukimediaevents.com.

Vehicles

Rules for display vehicles vary widely depending on the facility and local fire and safety regulations.

Important note: Vehicles can only be placed with prior permission from the organizer. Please email the organizer regarding display vehicle rules: avtusa@ukimediaevents.com.

Insurance

Important note: The exhibitor must have adequate multi-risk insurance that covers property, equipment and third parties.

Every reasonable precaution will be taken by the organizer to ensure the security and safety of the exhibition hall and adjacent areas and the contents thereof. However, the organizer cannot be held responsible for any loss or damage that may befall the person or property of the exhibitors from any cause whatsoever. While the organizer is insured for public liability, it is the responsibility of the exhibitors to take up cover regarding:

A. Exhibits and contents of booth against loss or damage by theft, fire and any other natural calamities, or any cause whatsoever.

B. Expenses incurred due to abandonment or postponement of the exhibition.

C. Bodily injury or illness to their representative or agent, or visitors in their booth area.

D. Any other liability due to the negligence, inadvertence or misbehavior of the exhibitor and/or their contractors, staff, representatives or agents.

Health and safety guidelines and risk assessment

The organizer endeavors to maintain high standards of health and safety and requires exhibitors and contractors to undertake their work in a safe way that does not put themselves or others at risk. The organizer reserves the right to require the removal from the premises of any persons who do not comply with its requirements or who put themselves or others at risk. The organizer similarly reserves the right to require the removal of any machinery, equipment or material that, in the organizer’s opinion, is dangerous when used in the way intended.

Exhibitors’ responsibility

All personnel and contractors employed by an exhibitor must be provided with the necessary information, instruction, training and supervision in health and safety matters before coming on-site. Fire, safety and health regulations: The exhibitor agrees to comply with local, city and state laws, ordinances and regulations and the regulations of the facility owner covering fire, safety, health and all other matters. Affidavits attesting to compliance with the fire department regulations must be submitted when requested. No combustible materials shall be stored in or around the exhibit booths.

The following regulations are particularly relevant, although this list is by no means exhaustive:

1. Maintain emergency gangways through and to the center of the halls in build-up and break-down situations – i.e. do not leave items in the gangway.

2. All operatives must wear suitable protective clothing relevant to their job. This includes eye, ear, foot and hand protection.

3. Ensure safe use and storage of flammable liquids and substances and segregation from waste and other risk areas.

4. Ensure that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.

5. Only the organizer’s or venue’s nominated contractor may carry out any electrical work within the halls.

6. All materials used for construction or display must meet local authority standards.