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:

Animals are not allowed at the Show except for service animals (dogs).

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.

Balloons:

Please refer to applicable convention center policies at 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. If you plan to have this type of activity in your booth, please complete the Exhibitor Hosted Events Form on our website. You will need to 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 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.
• 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. 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 Exhibitor Hosted Events 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. Exhibitors have the option to publish their meeting or events online in the Hosted Events listing or indicate on the form that it is a private event. If it is indicated as a private event, it will not be listed online.

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.

At the close of the Show, exhibitors can donate their remaining product to the local food bank or authorize attendees to take the product with them. If 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. GES will provide further instructions to the attendee on pick-up location and time.

Carpet/Floor Covering Requirements:

• Management provides carpet for the uncarpeted floors 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 including areas that already have facility carpeting. 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 or they will be carpeted by GES at the exhibitor’s expense.

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.

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 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.

Compressed Gases:

See fire rules and regulations.

Cooking Regulations/Product Sampling:

• Dishwashing and food prep cleaning: dishwashing, utensil cleaning and food dumping is not permitted in the restrooms. Dishwashing stations are provided to assist with these needs.
• Each exhibitor that is sampling food or beverages must add the exclusive caterer of the convention center as additionally insured. 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, e.g., 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 the cooking appliance
  
  
• Exhibitors that manufacture or distribute food and beverages may sample these products to attendees. 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 exclusive caterer of the convention center.

General Conditions applicable to Food/Non-Alcoholic Beverage Samples:

• Items dispensed are limited to products manufactured, processed or distributed by exhibiting firm.
• 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 supplier 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.
• Any exhibiting firm wishing to give out samples that include additional ingredients not distributed and/or manufactured by it are required to purchase these items through the exclusive caterer of the convention center.
• Food and/or beverage items such as traffic promoters (e.g., popcorn, coffee, bar service) MUST be purchased through the exclusive caterer of the convention center.

General Conditions applicable to Alcohol Samples:

• No alcoholic beverages may be brought onto the premises from an outside source.
• All alcoholic beverages being sampled must be ordered through exclusive venue caterer.
  *All alcohol that will be sampled must be purchased by the exclusive caterer of the convention center and then resold to the exhibiting firm that is licensed to sample the alcoholic product (even if the exhibiting firm is 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 an exclusive caterer of the convention center certified bartender(s).
• Show Management reserves 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 are limited to the manufacturer of the product only.
• 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 if applicable.

Tips for Sampling:

• For cost-effective sampling, only distribute samples to customers and prospects who 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 (e.g., 12 hours)
• Multiply the results by the number of sales staff in the booth
• Review the final numbers with your staff

Dismantling:

Exhibitors will not be permitted to dismantle their exhibits or do any packing prior to Show close. This policy will be strictly enforced.

Electrical Equipment:

Please refer to GES and venue policies.

Exhibitor Appointed Contractors:

Please refer to GES for details.

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

Please be advised that under no circumstances will Informa (formerly known as 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.

Fire Laws:

Please read and understand the fire regulations located under Regulations and Guidelines in the online ESK fire regulations. 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, disciplinary action may be taken.

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 (e.g., 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.

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 obtain 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:

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, ExhibitorInsurance is our official Show insurance vendor.

Music Licensing:

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.

Moving Displays/Lighting:

Lighting instruments must be focused so as not to interfere with adjacent exhibits.

Special Effects:

Fog, smoke, pyrotechnics, bubbles/snow/confetti and other special effects, are strictly prohibited on the tradeshow floor or meeting rooms.

Onsite Sales/Charitable Donations:

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.

Don't let your leftover product go to waste at the end of the Show. You can use it to help those local residents 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 desk and the floor managers’ desks located on the Show floor. Collection points will be clearly marked on the Show floor.

Personnel:

Booth must be staffed the entire time.

Photography/Videography Restrictions:

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:

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.

Security:

Show Management, the building operator, the official exhibit services 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.
Security

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.

• 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.

Standards:

Through the New Hope Network’s Exhibitor Standards, our goal is to enhance public health and safety, support industry self-regulation, create a high-quality trade show and foster the responsible growth of our industry. We present these standards in a spirit of cooperation with current industry efforts to ensure quality and integrity, and to protect our clients from the risks of legal and regulatory actions with U.S. federal agencies such as the U.S. Food & Drug Administration and the U.S. Federal Trade Commission. Furthermore, we believe these standards will increase consumer confidence in products promoted at our trade shows, in our publications, and on our Internet sites. All Natural Products Expo exhibitor contracts include a clause requiring compliance with these Exhibitor Standards. Please contact Standards@NewHope.com if you have any questions.

Subletting booth space:

Please refer to the exhibit space contract.

Suitcasing/Soliciting:

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.

Termination Rights:

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.

Union Jurisdictions:

Please make sure you read and understand the Show Site Work Rules/Union Jurisdiction Regulations in the Regulations and Guidelines section of the ESK.

Variances:

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:

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.

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 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.