Show Regulations & Guidelines

Americans with Disabilities Act (ADA)

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.usdoj.gov/crt/ada/adahom1.htm.

Animals       

Only service animals are permitted on the show floor.  Sanitary needs for guide, signal or service animals are the responsibility of the Patron.

Announcements

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.

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 act, etc.  As well as, 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 Event Form on our website. Please go to Exhibitor Login to complete the 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 contracted exhibitor space 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
• Events, seminars and meetings must be registered and approved by using the Publicize Your Booth Event Form which can be found by going to the Exhibitor Login page. Meetings, events and seminars not designated or organized as a part of the show are not permitted during show floor hours or Natural Products Expo East Hosted Events. Exhibitors have the option to publish their meeting or events online in the Hosted Events listing or indicate on the form it is a private event. If it is indicated as a private event it will not be listed online
• Exhibitors wishing to organize a seminar are encouraged to do so through the Hosted Exhibitor Seminar program, in which they receive promotion to all show attendees through the Natural Products Expo East/All Things Organic BioFach America (NPEEATOBA) website, onsite schedules and signage and Show Directory Map (deadlines apply). Contact your Account Manager for more details
• Private appointment rooms and Private function rooms are available for purchase at the Center.  Contact your Account Manager for more details

Carpet/Floor Covering Requirements
All exhibitors located on level 100, halls A-G must have carpet or floor covering. You may provide your own floor covering or order it through the official show decorator, GES. On Wednesday, September 16, 2015 at 5:00 pm all booths without floor covering will be carpeted by GES at the exhibitor’s expense.  Refer to the GES Expresso Site for floor covering information and order forms. You must set up an account with GES to order carpet from them. 

Compressed Gases

Edlen Electrical Exhibition Service is the utility provider for compressed gas cylinders including LPG, and all flammable or combustible liquids are prohibited inside the building. For the safety and comfort of our attendees and exhibitors, fog machines are not permitted at the NPEEATOBA tradeshow.

Cooking Regulations/Product Sampling
All exhibitors who are sampling food or beverages must fill out and submit to Centerplate the Product Sampling Form along with a copy of the exhibitor’s Certificate of Liability Insurance.
Fire and health regulations are strictly enforced. The exhibit hall will be regularly inspected by Fire Marshals and representatives from the Health Department. Please review the following guidelines for exhibiting. Operation of any cooking appliance, i.e. ovens, stoves, barbecues, hot plates, deep fryers, etc. and all demonstrations using these appliances must be isolated away from the public or be protected on the front and sides with a clear plastic or Plexiglas shield. 
The shield must be:

• A minimum of 1/4" thick
• 3-sided
• A minimum of 18" high or at least 6" higher than cooking appliance

Exhibitors that manufacture or distribute food and beverages may sample these products to attendees. There is no longer an approved sample size for packaged items. Exhibitors are free to distribute samples in the sizes best suited for their product and packaging. Exhibitors are prohibited from sampling products they do not manufacture or distribute. For example, if you make or distribute veggie burgers, you may not add condiments or buns to the sample.
Exhibitors that do not manufacture or distribute food and beverage products, but wish to distribute these items to attendees must go through the official foodservice provider of the convention center, Centerplate Catering Department.
General Conditions on Food/ Non-Alcoholic Beverage Samples:

• Items dispensed are limited to products manufactured, processed or distributed by exhibiting company
• Non-alcoholic Beverages are limited to a maximum of 8oz. servings.
• Food items are limited to 4oz servings. Full size products will be permitted if the exhibiting firm is the manufacturer, distributor and/or suppler of the specific product only, and it is given out in its original package. For example: If your product is deli turkey meat or beef product you may give out a full size sample in its original package, but you will not be permitted to give out a full size sandwich or full size hamburger.
• Exhibiting firms wishing to give out samples which include additional ingredients not distributed and/or manufactured by exhibiting firms’ are required to purchase these items through Centerplate.
• Exhibiting Firms who wish to dispense alcoholic beverages must ship product through the Centerplate warehouse. Appropriate corkage and bartending fees will apply. Please contact the Centerplate Sales Team to discuss, and review details below.
• Food and/or beverage items as traffic promoters (i.e., popcorn, coffee, bar service) MUST be purchased through Centerplate.
• Exhibiting firms who wish to dispense alcoholic beverages MUST ship product through Centerplate. Appropriate storage & handling fees will be applied.  Centerplate can be reached at 410.649.7072

General Conditions on Alcohol Samples:

• No alcoholic beverages may be brought onto the premises from an outside source.
• All alcoholic beverages being sampled must be ordered through Centerplate*.
  • *All alcohol that will be sampled must be purchased by Centerplate and then resold to the exhibiting firm who is licensed to sample their product, even if you are the manufacturer or distributer of the product.
• No person under the age of 21 will be served alcoholic beverages. Samples are to only be served to persons 21 years of age or older. Each booth must provide a visible sign, stating: “Guests must be 21 years of age to participate in sampling of alcoholic beverages. Picture I.D. is required.”
• All alcoholic beverages must be served by a Centerplate certified bartender(s). Any company/distributor that samples alcoholic beverages is required to use a TIPS certified Centerplate bartender to be in the booth for the hours product is being dispensed.
• We reserve the right to refuse alcoholic beverage service to anyone who appears to be intoxicated or underage.
• No alcoholic beverage may be removed from the premises.
• All alcohol items limited to manufacturer of product only
• Alcoholic Beverages
• Beer: 4 oz
• Wine: 2 oz
• Liquor: ½ oz

• Items dispensed are limited to products manufactured, processed or distributed by exhibiting firm and must be directly related to the purpose of the show.
• Standard fee for storage, handling, delivery, etc. will be charged where applicable.

Tips for Sampling

• For cost-effective sampling, only distribute samples to customers and prospects that have entered your booth to discuss your product
• Sampling further inside of the booth encourages attendees to stop in and speak with you
• Sampling at the edge of your booth encourages attendees to taste and keep walking.
• An appropriate sample size is typically a bite or drink. After attendees express interest offer a larger sample 

How many samples do I need?

• Determine the number of product demos one person can make in an hour
• Multiply that by the number of hours of the show (22 hours)
• Multiply the results by the number of sales staff in the booth
• Review the final numbers with your staff

Electrical Equipment

Edlen Electrical Exhibition Service is the exclusive supplier of all electrical services. The electrical services include the following:

• All electrical power supply and outlets at displaying booths and all other designated areas
• Distribution of power to outlet locations; concealed cords under or over carpeting/flooring; cords overhead to equipment or lighting; operation of man-lifts, scissor lifts, forklifts, and other locations enabling them to perform their work
• Electrical power source distribution and connections to dimmer boards, related switches, sound equipment and projection equipment
• All electrical equipment, lighting fixtures, power track, and electrical apparatus that require electrical and mechanical fastening to the exhibit or display
• Electrical connections and hookup of all equipment or displays except for 120V-20A maximum grounded plug-ins
• All special lighting for displays, booths or areas, live models, sale demonstrations, and presentations with the exception of live entertainment
• Mechanical or electrical installation of signs separate from the display
• Maintenance and responsibility of all temporary electrical installations regarding trade shows, conventions or events on-site
• Temporary generator (motor generator sets), transformer installation, and hook-up
• Temporary or portable cabling into the main switch gears or sub-panels and all electrical apparatus attached to the BCC

Good Neighbor Policy/ Noise & Sound Levels

NPEEATOBA 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 Natural Products Expo East Operations.

NPEEATOBA has a Good Neighbor Policy in regards to audio or video demonstrations. 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, Natural Products Expo East 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.  Natural Products Expo East 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.            

Natural Products Expo East operations 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 designate, the following procedures will be strictly enforced as follows:

First Warning:   • Violating exhibitor will be given a written notification of the warning
Second Warning:   • Violating exhibitor will be given a written notification of the 2nd warning
Third Warning (Final):  • Violating exhibitor will be given a written notification of the 3rd warning • Up to five (5) priority points will be deducted from the  exhibitor

Health Department Regulations

Food may not be served from a “common bowl” unless tongs are used to distribute the food. We suggest compostable single-serve cups, toothpicks and single napkins.

Even if gloves are used, a hand-washing kit is still required. The sole use of a waterless hand sanitizer is not in compliance with health department regulations.

All perishable foods such as milk, fish, eggs and poultry products must be temperature controlled. Cold foods must be kept at or below 41° F (refrigerated or on ice). Hot foods must be maintained above 135° F.

All vendors who wish to sample their product must provide protection of open food sampling (i.e. unpackaged crackers, chips, dips, drinks, etc.).  All unpackaged foods on display must be protected with a sneeze guard shield or plastic covering that is rigid, semi-permanent, and provides adequate protection that follows the Temporary Food Facility Guidelines. All food samples should display a label with its common name and ingredients. : Per the health
Tip: Per the health department’s advice, you may be asked to cease sampling operation at your booth if you do not meet the above requirements.  Sneeze guard protection has been required for the protection of open food sampling. This health code is strictly enforced if violated
You may contact GES to rent a sneeze guard.
Personal Care Product Applications

• Sterilized utensils must be used. A fresh, sterilized cotton ball, spatula, Q-tip or powder puff must be used for each individual application. These utensils may not be reused.
• When applying lip applications of any kind, eye shadows, face blushes, etc., a portion of the product must be scraped off with a utensil and applied to the individual with the utensil. The used utensil may not be returned to the pallet. A new, sterilized utensil must be used for each application
• When using products that are packaged in a container other than a squeeze-type container, such as a jar, a sterilized utensil must be used to remove the product from the container. Once the product has been applied to the individual, you may not return the used utensil to the product (i.e. No double-dipping)

Insurance

• 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, John Buttine is our official show insurance vendor

Literature/Giveaways/Surveys

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 BCC prohibits any distribution of flyers in public areas. Violation of the policy can result in expulsion from future shows.

It has been determined from both attendee and exhibitor feedback that one sample bag per day is sufficient for buyers to bring home product and literature from the show floor. Therefore, each attendee is permitted to exit the show floor with ONE sample bag per day. Additional bags will be donated to local food banks and charities.
At the close of the show on Saturday, September 19, 2015, exhibitors can donate their remaining product to the local food bank or authorize an attendee to take the product with them. In the instance an exhibitor would like to authorize an attendee to take a large quantity of product samples that exceeds more than one sample bag, the exhibitor and attendee must visit the GES Service Center prior to the close of the show floor at 4:00 pm. GES will provide further instructions to the attendee on pick-up location and time.  A Bill of Lading will be required.

Onsite Sales Policy/Charitable Donations

NPEEATOBA has a long-standing policy prohibiting direct/retail selling on the show floor. Attendees are encouraged to place orders with exhibitors for products/services, and accept payment for those orders while on the show floor, but the product or service ordered/purchased must be delivered to the attendee after the close of the show.

Don't let your leftover product go to waste at the end of the show. You can use it to help those residents of Baltimore who are struggling in poverty. Not only are you helping people in the area, but you can also save yourself the shipping expense of sending your leftovers back to the office. Donation labels will be available onsite at the GES Service Center and the Floor Managers’ Desks located on the show floor.  Collection points will be clearly marked on the exhibit floor.

Photography/Videography Restrictions      

Exhibitors are permitted to photograph and/or video their own booth. No other photography or videography is permitted. Exhibitors who do not want the press to photograph or video their booth should inform the Press Room staff onsite.    
Products at NPEEATOBA are innovative, one-of-a-kind or prototype items. Exhibitors have the right to report to their floor manager any instance of inappropriate photographing of company products or displays.

Rolling Carts/Strollers

For the safety and comfort of our attendees and exhibitors, no rolling carts, rolling bags, strollers, or bags with wheels can enter the show floor during show floor hours. Show management will be patrolling the show floor and will enforce against violations of this policy. 

Bag Check is available to store these items. You will not be allowed to carry a bag with wheels onto the show floor.  Exhibitors may roll in small briefcases and backpacks prior to the show floor opening each day from 8:00 - 10:00 am and after the show floor closes. You will not be allowed to leave with wheeled bags prior to show close. Please go to the Show Office onsite with any onsite questions or needs.

Security

Show Management, the building operator, the service contractor (GES), and the security company (DTA 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 and send it in to DTA Security.
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 being donated should be accompanied by donation stickers available on the last day of the show
• Use “empty” containers for display purposes in product showcases
• 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 beginning at 4:00 pm on Saturday, September 19, 2015.  Do not leave it in your booth with your freight
• Remove all old labels from inbound shipping and apply new labels for outbound shipping
• Booth dismantling begins at 4:00 pm on Saturday, September 19, 2015. Show management will be monitoring the show floor reminding exhibitors of this policy. From 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

Standards

• A Natural Products Expo East Exhibitor Standards Booklet is available online or upon your request. All Expo Exhibitor Contracts include a clause requiring compliance with the Exhibitor Standards. A signed Exhibitor Contract is a binding agreement to comply with NPEEATOBA Exhibitor Standards.

Suitcasing/Soliciting

Only contracted exhibitors are permitted to promote their products, services or company at Natural Products Expo East. Unless a marketing opportunity has been contracted by the exhibitor, (i.e. Sponsorship, Product Showcase, Exhibitor-Presented Seminar), all company promotion and product sampling must occur within the contracted booth space.  This includes, but is not limited to:

• "Roaming" characters
• 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 priority points.

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.      

Waste Management

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 porter service through GES. Recycling bins will be stationed throughout the Convention Center.  
NPEEATOBA and the BCC are committed to reducing our environmental impact on the earth. Continued growth in the natural products/ingredients industry relies on the public's choice to live healthy lifestyles. Recycling and waste reduction, as part of a healthy business-style, supports your customers’ choice to purchase natural and organic products/ingredients.
By incorporating environmentally-friendly practices into your trade show presence you will encourage your customers and peers to follow. Green business is good business!