Americans with Disabilities:
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 www.ada.gov.
Animals are not allowed at the Show except for service animals (dogs).
Announcements are only made for lost children. Lost and found is available at the Show Office. We encourage attendees, if separated from their group, to designate the Show Office as the location to meet.
Badge Access/Age Restrictions:
All exhibitors must have their badges before they will be allowed onto the Show floor. No one under the age of 18 will be allowed on the Show floor during set up and break down hours.
Please refer to applicable convention center policies.
Booth Activity/ Events, Meetings & Seminars:
- 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.
- Live demonstrations consist of presentations/activities such as live music, dancers, special guest appearances, comedian acts, etc. as well as any type of activity, other than daily product sampling, which may attract a large crowd and higher noise levels.
- 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 ensure proper flow of traffic through the entire Show. Aisles must not be obstructed at any time.
- Sound: Public address systems, sound projections and other sound producing devices may be used within the confines of your booth provided they meet applicable safety regulations and are installed in a workmanlike manner. Please be respectful to other exhibitors by not creating floor disruptions while conducting business.
The Sound Pressure Level permitted in the exhibit hall is 85 dBA, as measured from the center of the adjoining aisles.
Loudspeakers should be directed into the booth. No speakers should be placed facing into the aisles or neighboring booths.
- The maximum Sound Pressure Level permitted from inside Standard Demonstration Rooms is 85 dBA, as measured from outside the room 10' from the closed door.
- The maximum Sound Pressure Level permitted from inside the Sound Demonstration Rooms is 85 dBA, as measured from outside the room, 10' from the closed door during scheduled times.
- Exhibitors must regulate their own booths to be sure the noise level 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.
- 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.
- Company promotion, sampling and literature distribution by exhibitors must be done within their contracted exhibit space, with the exception of designated sponsorships and event marketing opportunities for which exhibitors have contracted with Show Management. Violation of this policy can result in expulsion from future shows.
Carpet/Floor Covering Requirements:
- Management provides carpet for the aisles of the Show to enhance the overall appearance of the Show floor.
- The exhibitor is required to provide carpet or floor covering to cover its contracted exhibit space. You may bring your own floor covering or order it through the official show decorator, GES. All booths without floor covering at 5:00 pm on the night before Show open will be carpeted by GES at the exhibitor's expense. Refer to GES online for floor covering information and order forms.
Character of Exhibits:
- It is the exhibitor's responsibility to create an attractive display area.
- Show 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 Show. Exhibits must be in good taste as determined by Show Management.
Show Management reserves the right to control all suites and meeting rooms in the official hotels, which are participating in housing for the Show. Exhibitors shall not have hospitality suites and/or meeting rooms during Show hours or during a time that conflicts with official functions of the Show and shall not host any event during the Show or official functions. Marketing and sales activities are limited to the Show floor during Show hours.
See fire rules and regulations.
Exhibitors will not be permitted to dismantle their exhibits or do any packing prior to Show close. This policy will be strictly enforced.
Please refer to GES and venue policies.
Exhibitor Appointed Contractors:
Please refer to GES 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 cannot be granted an equipment authorization or be operated legally within the United States may not be advertised, displayed or sold. For further information regarding the types of equipment that 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 its website (http://www.fcc.gov/oet/info).
Federal Tax ID (Penton will not give out its tax ID):
Please be advised that under no circumstances will Penton, GES, or the 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 its 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 contact- GESLogistic_International@ges.com.
Please read and understand the fire regulations located under Regulations and Guidelines in the online ESK. 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.
Good Neighbor Policy/Noise & Sound Levels:
- Floor manager desks will be located throughout the Show floor in case you have any immediate issues needing attention. 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 Show Management.
- 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. If 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 being registered by a spectator, a neighboring exhibitor or personal observation by a roving designee, procedures will be strictly enforced to require the violating exhibitor to reduce noise level.
Liability insurance, property insurance and worker's compensation insurance must be taken out by each exhibitor at its own expense and must comply with state laws. Insurance can be obtained by the exhibitor's insurance company. A rider to 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, John Buttine is our official Show insurance vendor.
Lasers (LDI show only):
Show Management promotes the safe use of lasers in the exhibit hall and at all related events. Please review the Laser Safety & Importing Guidelines under the Regulations and Guidelines section of the online ESK. All exhibitors using any form of lasers for demonstration in the exhibit hall, and/or conference sessions must submit the Booth Approval Form. Please see the Critical Dates and Deadlines for deadlines.
It is the responsibility of the exhibitor to pay all royalties, license fees, or other charges due to any person or entity for any music or other entertainment played within the exhibitor's contracted space. Exhibitor must obtain music performance rights licenses through ASCAP and/or BMI (and any other necessary performing rights associations) if exhibitor intends to use copyrighted music in its booth.
Lighting instruments must be focused so as not to interfere with adjacent exhibits.
No direct/retail selling is permitted on the Show floor. Attendees may place orders with exhibitors for products/services at the Show, but the product or service ordered/purchased must be delivered to the attendee after the close of the Show. No soliciting of attendees shall be permitted in the aisles or in other exhibitors' booths. Signs showing the prices of items must not be displayed.
Booth must be staffed the entire time.
Exhibitor may take photos or videos of its displays; however, exhibitor is not permitted to directly take pictures of any other display or instruct others to take such pictures without written permission of Show Management and the exhibitor whose display is being photographed.
Privately Owned Vehicles/Hand Carried Items:
Please refer to GES.
Roaming characters are not allowed at the Show. Any character in costume must stay within your contracted exhibit space. If roaming characters are found on the Show floor they will be sent back to the exhibit space. If the roaming character is spotted again, the individual's badge will be confiscated and the individual will be asked to leave the Show floor.
Show Management, the building operator, the official exhibit services contractor (GES), and the security company 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, simply fill out the Booth Monitor Form in the ESK.
In order to ensure 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 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 after your freight is packed and ready to be picked up. Do not leave it in your booth with your freight.
- Remove all old labels from inbound shipping and apply new labels for outbound shipping.
- At the close of the Show, you may begin to pack up products within your exhibit space. Keep all aisles clear of crates, boxes and cartons until the carpeting has been rolled up in front of your booth.
To request permission to utilize special effects, you must fill out and submit to Show Management the Exhibit Information Form located in this manual. Exhibitors are reminded that, for the comfort of everyone in the exhibit hall, the following policy is in effect for the Exhibit Hall:
- Fog/smoke: Foggers must be water based. You must provide Show Management with your schedule 4 weeks prior to the Show.
- Snow/bubbles/confetti/other free floating effects: must not interfere with neighboring exhibits or aisles. Emissions of these effects may last no longer than five seconds in 15-minute intervals at moderate levels, and must be directed into the exhibitor's own booth. Exhibitors may not use glitter.
- Fog, smoke, pyrotechnics and other special effects, are strictly prohibited in the demonstration rooms or meeting rooms.
Note: A per hour cleaning fee will apply to all vendors using confetti onsite; plus an additional fee for rafters/catwalks post Show. Show Management reserves the right to request clean-up at any point deemed necessary for the safety and comfort of attendees and exhibitors. Exhibitors can order service though GES.
Subletting booth space:
Please refer to the exhibit space contract.
Only exhibitors that have contracted with Show Management are permitted to promote their products, services or company at the Show. Unless a marketing opportunity has been contracted by the exhibitor, 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 violating this policy will be sent back to their booth space and materials left will be recycled. Attendees violating this policy will be asked to leave the Show and forfeit their badges. Any "suitcasers" should be reported to the Show Office. Repeated violations will be reported to Security and may result in loss of priority points.
We make every effort to ensure exhibitors will not be solicited in their booths. However, this does occur at trade shows. Should you be approached in your booth, kindly take down the name and company of the solicitor and provide the information to the Show Office or your floor manager.
Show Management reserves the right to terminate at any time the privileges of any exhibitor if Show Management determines, in its sole discretion, that an exhibitor is conducting its exhibit in such a fashion that might reflect unfavorably upon Show Management or the Show. In the event of termination by Show Management, the exhibitor shall promptly remove all equipment and personnel from the exhibit area. No portion of payments paid or owed to Show Management on account of said exhibit shall be refundable.
Please make sure you read and understand the Show Site Work Rules in the GES section of the ESK.
Any displays not conforming to the exhibit specifications outlined in the exhibit space contract or booth guidelines in the ESK must apply for written approval from Show Management by submitting the Approval Request Form by the date listed in the critical dates and deadlines in the ESK. Non-conforming booth structures set up without pre-approved variances may need to be modified or removed from the exhibit hall.
Vehicles on Show Floor:
Please refer to GES.
Violations of any of these regulations on the part of the exhibitor or its 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. Show Management and GES are committed to reducing our environmental impact on the earth.
By incorporating environmentally-friendly practices into your trade show presence you will encourage your customers and peers to follow. Green business is good business!
IN ADDITION TO THESE RULES AND REGULATIONS AND ALL OTHER TERMS AND GUIDELINES SET FORTH IN THIS ESK, ALL EXHIBITORS MUST COMPLY WITH THE TERMS AND CONDITIONS APPLICABLE TO THE EXHIBIT SPACE CONTRACT AND ALL POLICIES, DIRECTIVES AND STANDARDS PUBLISHED ON THE SHOW WEBSITE OR OTHERWISE PROVIDED BY SHOW MANAGEMENT RELATING TO THE SHOW.