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 http://www.justice.gov/crt/about/drs/.

Animals:

Pets are prohibited with the exception of those authorized by the LCC due to the nature of the event. Guide, signal and service animals are permitted.

Badge Access/Age Restrictions:

All exhibitors must have their badges before they will be allowed onto the Show Floor.

Balloons:

The use or distribution of helium balloons is prohibited without prior approval. Other lighter than air items (smoke, confetti, glitter) are not allowed in the exhibit hall.

Booth Activity/ Events, Meetings & Seminars:

• Live demonstrations consist of presentations/activities such as live music, dancers, special guest appearances, comedian acts, etc. They also include any type of activity, other than daily product sampling, which may attract a large crowd and higher noise levels. If you plan to have this type of activity in your booth, please complete the Publicize Your Booth Events Form on our website. All live demonstrations should be documented and submitted to Show Management. You will need to go to the Exhibitor Login Page and login, click on Custom Forms, then complete the Approval Request form so we can monitor for crowd control and 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 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

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. The Lexington Convention Center prohibits any distribution of flyers in public areas. Violation of the policy can result in expulsion from future shows.

Carpet/Floor Covering Requirements:

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. On Monday, April 27, 2015 at 5:00 pm all booths without floor covering will be carpeted by GES at the exhibitor’s expense. Refer to GES Expresso for floor covering information and order forms.

Character of Exhibits:

• 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

No one under the age of 18 years of age will be permitted in any area of the exhibit hall or meeting rooms. Absolutely no exceptions will be made. Please make sure to check with your hotel if childcare services are available.

Competing Events:

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.

Compressed Gases:

Compressed air cylinders, including LPG, are prohibited unless approved by the fire prevention office. Flammable gases, i.e., butane, propane, natural gas, et al; are subject to prior approval. Nonflammable compressed gas cylinders must be secured in an upright position with gauges and regulator protected against physical damage.

Dismantling:

Exhibitors will not be permitted to dismantle their exhibits or do any packing prior to 3:00 p.m. on Wednesday, April 29, 2015. This policy will be strictly enforced.

Distribution

The distribution of literature, promotional items, samples, etc. is restricted in location to your contracted exhibit space. Any distribution or other activity interfering with the activities of neighboring exhibitors or the obstruction of aisles will not be allowed.

Electrical Equipment:

Please refer to LEXPO Electrical Services

Empty Stickers – Crate Removal

As soon as you are unpacked, please mark your items for storage with the "EMPTY" stickers, which are available at the GES Exhibitor Success Central. This will help alleviate the congestion in the aisles. Be sure your company and booth # are marked on the sticker. All items marked with "EMPTY" stickers will be removed to a storage area, and returned to your booth at the close of the show.

Exhibitor Appointed Contractors:

See GES Expresso for details.

Federal Tax ID (Penton will not give out their tax ID):

Please be advised that under no circumstances will Penton Media, GES, or the Lexington 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 Mike Kovac at 949.305.5970 or e-mail mkovac@ges.com.

Fire Laws:

All display materials must be flameproof and certified as such (a certificate should be available if it is asked for). Wiring must comply with local fire department and underwriters rules. Smoking in exhibits is forbidden. Exhibits must not block aisles, fire exits and fire extinguishers. No decorations of paper, pine bough, leafy decorations, free branches or other combustible materials are allowed. NO storage behind exhibits is provided or permitted. Acetate and most rayon drapes are not flame proof and are prohibited.

Good Neighbor Policy/Noise & Sound Levels:

• Floor managers 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 Coal Prep 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.

Hand-Carried Goods

Exhibitors are allowed to hand carry items to and from their exhibitor booths during move in and move out. The use of dollies and hand trucks is permitted. The use of any electrical vehicles or pallet jacks is not permitted.

Insurance/Liability:

Exhibitors are required to carry property and liability insurance in amounts sufficient to cover any losses or liabilities the exhibitor may incur in connection with the show, including without limitation due to damage or loss to Exhibitor’s property or injury to the person and/or property of others. By executing this Agreement in the Exhibit Space Contract, the exhibitor represents and warrants that it has such insurance in effect as of the date of the Application and that it shall maintain such insurance at least through Exhibitor’s occupancy of the Show and the event venue.

Show Management, the facility, security contractor, the drayage contractor nor any of their officers, agents or employees will assume any responsibility for exhibitors' property. Exhibitors should include in, or have a rider attached to their insurance policies covering the shipment of merchandise to the show, the show period and the return of their merchandise to their home base.

Obstruction of Aisles or Booths

Aisles are the property of the entire show and each exhibitor has the responsibility to assure proper flow of traffic through the entire show. Any demonstration or activity which results in obstruction of aisles, prevents ready access to nearby exhibitor's booths, or otherwise creates a hazardous condition, is an infringement on the rights of other exhibitors. The aisles must not be obstructed at any time.

Photography & Videotaping

All photographic rights for the Exhibition are reserved to Show Management. Exhibitors may obtain photographic services through the official show photographers. Exhibitors wishing to make their own arrangements for the photographing of their exhibit must apply to Show Management, whose permission shall not be unreasonably withheld.

Roaming Characters:

Roaming characters are not permitted to roam the show floor and must remain in the exhibitor’s booth.

Sales Meetings & Appointments

If you are planning a meeting with non exhibitor personnel prior to the opening of the show or during non show hours, you must advise Show Management in writing prior to the event.

Security Information

Each exhibitor must take responsibility for the security of all items in his/her display. Show Management, the facility and guard service will not accept any responsibility. In an effort to guard against theft, damage and other undesirable occurrences, Show Management provides on a 24 hour basis, perimeter uniformed guard service in the exhibit hall including set-up, show and dismantling hours.

• 24-hour perimeter guard service is provided.
• Private Guards are available for hire through the official security contractor. Please call Show Management.
• Under NO circumstances will anyone be allowed on the exhibit floor without proper identification - badges MUST be worn at all times.
• Exhibitor badges are required for all exhibitor personnel during set-up, show and dismantling hours.
• All attendees are required to wear badges for admission to the show.
• Exhibitors are allowed on the show floor during the established set-up and dismantling hours. In addition, exhibitors will be allowed into the exhibit hall one hour prior to the show opening each day, and must leave within one hour after the show closes each day.
• Security is instructed to allow into the hall only those exhibitors who have a badge.

Exhibitors:

• Should not assume the building is secure. It is not.
• Should not leave booth unattended during set-up and dismantling.
• Should not leave attractive items where others can pick them up.
• Should not hide things behind their booths. Guards cannot see back there.
• Should use strong safeguards.
• Should wear their badges at all times.

Suggested Security Precautions:

• Make sure all personnel are properly badged. Exhibitor badges will be recognized during set-up, show days and break down.
• Goods should never be left unprotected in the booth. It takes only a moment for a thief to steal a handbag, an attaché case, or any other item.
• Portable items of all sorts should be kept in a sturdy, strong locked place. A temporarily constructed office in a booth is probably not secure.
• Prototypes, laptops, VCR's, cell phones, give-away items are things most often stolen. They should be guarded.

Suitcasing/Soliciting:

Only contracted exhibitors are permitted to promote their products, services or company at Coal Prep. Unless a marketing opportunity has been contracted by the exhibitor, (i.e. Sponsorship), 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.

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.

Termination Rights:

Show management reserves the right to terminate at any time the privileges of any exhibitor to exhibit, if show management shall determine in its sole discretion that an exhibitor is otherwise conducting his/her exhibit in such a fashion that might reflect unfavorably upon Coal Prep. 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 Coal Prep on account of said exhibit shall be refundable.

Union Jurisdictions:

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 Lexington area.

Variances:

Any displays not confirming to the exhibit specifications outlined in the exhibit contract or booth guidelines must apply for written approval from Show Management by submitting the online Approval Request Form. 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:

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.