Show Standards
Exhibitor Guidelines
Please see additional venue specific rules and regulations here
- Exhibitors agree to maintain decorum in and around their exhibit space that will not obstruct or disturb other exhibitors. The aisles, passageways, overhead spaces, public meeting rooms, and other meeting facilities are controlled by Informa Connect. Each exhibitor will adhere to the following space allocation restrictions:
- No obstructive booth design is permitted; The Exhibitor is not allowed to obstruct the view, interfere with, or adversely affect the displays of other exhibitors.
- Side panels may be no more than 4' high.
- Maximum booth height for 10’ x 10’ and 10’ x 20’ booths is 8 feet high. The Exhibitor is not allowed to place any items, furniture and/or displays outside of the assigned space or exceed the standardized height without prior approval from the Organizer.
- Displays, furniture, etc. in public aisle ways are prohibited; Exhibitors may not place any display material, demonstrations, or exhibits, nor extend their stand structures and fittings, beyond their contracted boundary. Requests for special cases are subject to approval from show management.
- No interference with light or space of other Exhibitors will be allowed.
- Signs, banners, and posters may not be placed outside the exhibit space assigned to each Exhibitor and are prohibited in public aisles. All signs must be self-supporting within the booth area.
- Entrances to booths must be in the direction depicted on the floor plan.
- Exhibitors may not sublet, assign, or share any part of the space allocated.
- Absolutely no dismantling/tear-down of exhibits will be permitted before the specified move-out portion of the meeting. This is disruptive and dangerous to attendees and other exhibitors. Penalties will be imposed on any exhibitor who does not abide by this policy and will affect the exhibitor’s ranking in the booth selection process as well as the possibility of exhibiting at future meetings.
- All exhibitors are responsible for making their own arrangements for any services.
- Electrical, Telecommunication, and AV services are not included in any Sponsor or Exhibitor Package
- Electrical and other mechanical apparatuses must be muffled so that noise does not disturb other Exhibitors.
Sound & Lighting Levels
- No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space or project onto other exhibits.
- Lighting that is potentially harmful, such as lasers, ultraviolet lights or flashing or strobe lights that can trigger photosensitive epilepsy are not permitted.
- Any attention arousing devices, such as noisemakers, movies, music, broadcasting, television, drawings, etc. are permitted, provided they are not distracting and not interfere with neighbouring exhibitors, and should be kept to a sound limit of 80 decibels.
- Exhibitors may be asked to turn off sound equipment if attendees or other exhibitors complain.
Display Vehicles
- Exhibitors wishing to display a vehicle in-booth must secure written approval from Show Management by November 11, 2024
To secure approval:
- Fill out this form and include the type and size of vehicle and any special move-in requirements needed to position the vehicle in your booth. You must receive written consent prior to move-in to bring the vehicle onto the show floor.
- Please note: the vehicle must fit within your contracted booth space allowing for your staff to work within your booth and attendees to enter your booth.
Requirements for display vehicles:
- No more than one-quarter tank of gas or five gallons, whichever is less
- A locking gas cap or tape over the gas cap
- A drip pan under the vehicle’s drive train (motor to differential)
- Vehicles shall not be moved during show hours
- Refueling is prohibited in the facility, on the docks and outside premises
- Floor plans must indicate where vehicles are to be located
- Batteries shall be disconnected in an approved manner
- Electric vehicles must have their battery disconnected once placed in position. If unable to disconnect the battery due to battery location, then the ignition fuse must be removed. Electric vehicles are at no time allowed to be turned on during event hours
Cleaning & Recycling
- Exhibitors are responsible for the appearance of their own booths.
- We recommend that exhibitors sanitize the surfaces in their booth throughout the Show and when you return the following morning.
- At the end of the show, exhibitors are responsible for removing all garbage and debris from their booth upon moving out of the Loews Sapphire Falls Resort. There will be a bulk garbage removal fee, charged to the exhibiting company if this is not adhered to and be billed directly to the exhibitor.
Special Regulations
Fire Regulations
All material used in construction and decoration of an exhibit must be flame retardant. Fabrics must be certified as flame retardant, or a sample must be available for testing. Materials which cannot be treated to meet the requirements may not be used.
All exits and exit aisles must be kept clear and unobstructed. No furniture, signs, easels, chairs or displays may protrude into aisles. All aisles must be maintained at a minimum of eight (8) feet in width unless otherwise approved on a floor plan.
Designated "no freight" aisles must be maintained clear of crates and exhibit materials during move-in and move-out. These aisles are required for emergency access throughout the hall and to expedite freight and empty crate moving.
All fire hose racks, fire extinguishers and emergency exits must be visible and accessible at all times. This includes fire protection equipment located within exhibits. Exits and exit signs must not be covered by drapes nor obscured from view by exhibit components.
Vehicles on display must have fuel filler caps locked or sealed to prevent escape of vapors and to avoid tampering. Batteries must be disconnected. Auxiliary batteries not connected to engine starting system may be left connected. External chargers are recommended for demonstration purposes. Fuel in the fuel tank shall not exceed one quarter (1/4) of the tank capacity or five (5) gallons, whichever is less.
Combustible materials cannot be stored beneath display vehicles. Space beneath vehicles must be clear and visible except for permitted electrical supplies.
Vehicles in building for unloading must not be left with engine idling. Exhaust gases present extreme hazards to workers on catwalks. If an engine cannot be shut down, the vehicle must be removed from the building as quickly as possible.
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.
All 110-volt extension cords shall be three-wire (grounded), #14 or larger AWG, copper wire. Connectors must not be supported by cords. Two wire "Zip Cords" are not permitted other than factory installed appliance connectors, these may not exceed six (6) feet in length and must be UL approved.
Cube tap adapters are prohibited (Uniform Fire Code 8507). Multi-plug adapters must be UL approved and have built-in overload protection. Connectors must not be used to exceed their listed ampere rating.
Electrical work under carpets must be done, or supervised, by the electrical contractor. All wiring on the floor must be Type "SO" cord, insulated to qualify for "extra hard usage", must be No. 12AWG or larger, and must be protected against injury or damage.
All temporary wiring must be accessible and free from debris and storage materials. Hard backed booths must have power supplies dropped within the booth.
No storage of any kind is allowed behind booths or near electrical service. Materials for handouts must be limited to one day supply and stored neatly within the booth. Violators will be notified and if the materials are not removed by show opening, show decorator will remove and store them at exhibitors' expense, without access until the break of the show.
Areas enclosed by solid walls and ceilings must be equipped with approved smoke detectors.
All empty cartons or crates must be labeled and removed for storage, or they will be removed as trash. Crates are not to be used as exhibit supports.
Flammable or combustible liquids are prohibited inside of buildings except as approved by the fire prevention office. Flammable thinners, solvents and paints including aerosol cans are strictly prohibited within the building.
Cooking and warming devices shall be electric. Sterno may be used for warming trays. Cooking devices shall be approved by a recognized testing laboratory, e.g., U.L., F.M. Cooking, warming devices, and/or heated products shall be isolated from the public by either placing the device a minimum of four (4) feet back from the front of the booth or provide a plexiglass shield 18 inches high, ¼ inch thick across the front, and down both sides of the demonstration area. Decorative candles are not permitted.
Heat producing equipment is prohibited. Examples of prohibited equipment include welding, soldering, or any open flame devices.
Floor Covering
AVOID TRIP HAZARDS: Exhibitors should ensure they build any raised floors with these requirements in mind:
- Exhibitors with raised floors must remember they are limited to a maximum height of 6″.
- All concealed wiring must be quickly accessible for emergency service.
- If you plan on installing raised floors in your booth, they must be non-hazardous and wheelchair accessible.
- Wheelchair ramps must be at least 3′ wide, with a maximum slope of 1:12 (i.e. a 6″ rise would require a 6′ run).
- Landings must be provided at tops and bottoms of ramps and must be at least 36″ wide by 60″ and free of obstructions.
- Ramps must be curbed or guarded at their edges and surfaces must be firm and slip resistant. There must also be a ramp at every 100 feet.
- Please note: the full extent of any ramp must fall within your assigned booth space and cannot extend into the aisles.
Canopies & Ceilings
- All requests for canopies and ceilings must receive written approval from Show Management and the venue by November 11, 2024.
Dimensions
- The bottom of the canopy should not be lower than 7ft (2.13m) from the floor within 5ft (1.52m) of any aisle.
- Canopy supports should be no wider than three inches (0.08m).
Towers
A Tower is a free-standing display separate from the main exhibit backwall.
Dimensions
- The height restriction is the same as the exhibit space configuration being used.
- Towers built higher than 8ft (2.4m) must have booth designs/schematics submitted to Show Management for approval by November 11, 2024.
Signage & Graphics
All signage copy and graphics including company name and logos must only be visible from within the exhibitor's booth space and cannot be displayed on the sides or back of the booth.
- Hanging signs will be permitted in Island and Split Island Booths ONLY (minimum of 400 sq. ft.) at a 20’ maximum from floor to top of sign. Signs may be hung from the ceiling (where permitted), trusswork or equipment. Signs that will be hung from the ceiling or trusswork must be installed and dismantled by the Rigging Crew. For questions on hanging signs, e-mail TMRESupport@informa.com.
- Flags and balloons of any kind are NOT permitted.
- Electric flashers or signs involving the use of Neon or similar cases are prohibited.
To order custom signs + graphics check out the options with GES.
Other Considerations
Americans with Disabilities Act (ADA)
All exhibiting companies are required to comply 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 on the ADA Government website. Exhibits are not exempt from ADA compliance. The full outline of what is required can be accessed below in the Floor Covering section.
Structural Integrity
- All exhibit displays should be designed and installed in a manner that will be structurally sound to withstand normal contact caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as forklifts.
Flammable and Toxic Materials
- All display and construction materials used must be made of fire-retardant materials and be certified as flame retardant. Materials that cannot be treated to meet the requirements should not be used.
- Any exhibitors who plan to bring products onsite that require SDS (safety data sheets) must submit copies to Show Management prior to move-in. Copies must also be available in the booth, should proof be requested onsite.