application and contract for exhibit space - Exhibitor Magazine

More documents

Recommendations

Info

RULES AND REGULATIONS (cont’d.)not require union labor and may be done by the exhibitorwith full time personnel. Exhibitors must carry companyidentification to prove full-time employment. Full-timeemployees of the exhibitor, age 18 and over, may set upand take down their own exhibits, with the use of handtools, but forklifts or any other heavy equipment required,must be retained through and operated by the generalservice contractor. For a safe and efficient move in by allparties involved, the dock area will be under control ofthe Official Service Contractor. No exhibitors will beallowed to hand carry items through this area. Hotelbellmen or Business Center personnel will not bepermitted in the exhibit hall; bell carts are not allowed inthe registration area or on the show floor. See“Shipments to Mandalay Bay” for more informationabout shipping and hand-carry items.LightingExhibitors should adhere to the following suggestedminimum guidelines when determining booth lighting:• No lighting, including Gobo lights, fixtures, lightingtrusses or overhead lighting are allowed to beinstalled outside the boundaries of the exhibit space.Exhibitors intending to use hanging light systemsshould submit drawings to the Managing Directors forapproval. Truss must not exceed the booth lines.• Lighting should be directed to the inner confines of thebooth space. Lighting should not project onto otherexhibits or show aisles.• Lighting which is potentially harmful, such as lasers orultraviolet lighting, should comply with facility rulesand be approved in writing by the Managing Directors.• Lighting that spins, rotates, pulsates and other specializedlighting effects should be in good taste and notinterfere with neighboring exhibitors or otherwisedetract from the general atmosphere of the event.• Ceiling lights over an aisle or another exhibitor’s boothmay not be disconnected.• Gobo lights, etc. must be focused within the confine’sof the exhibitor’s booth.Movement of Exhibit MaterialsMaterials which can be hand-carried by an individual(such as portable exhibits, literature and sample products)may be brought through the entrance to the Show.However, hand carts, dollies, flatbeds or luggage cartsmay not be used by exhibitors, business centerpersonnel, or hotel bellmen to deliver materials to anexhibitor’s booth. Movement of material requiring a cartis under the jurisdiction of the General Service Contractorand must come over the dock area. For information ondelivering material by private automobile or van, contactour official contractor or go to Exhibitor Service Center.Multi-Story Exhibit Regulations and/or Displays over12 Ft. in HeightAll multi-story exhibits, regardless of whether people willoccupy the upper area or not, and all exhibit fixtures andcomponents exceeding 12’0” (3.66m) in height musthave drawings available for inspection by the ManagingDirectors, the Official Contractor and governmentauthority during the time the exhibit is being erected,exhibited and dismantled at the Show site that include asignature or stamp of a reviewing structural engineerindicating that the structure design is properly engineeredfor its proposed use, and a signature of an authorizedofficial of the exhibit building company indicatingthat the structure is built in compliance with the detailsand specifications set forth on the drawings. Signs mustalso be posted indicating the maximum number of peoplethe structure will accommodate. All multi-storydisplays must submit an Application for Permit anda copy of their exhibit booth plans to:Clark County Fire DepartmentFire Prevention BureauPlans Check Division575 East Flamingo RoadLas Vegas, NV 89119TEL: 702-455-7316permits@co.clark.nv.us.Photography and VideotapingPhotography and video taping are discouraged.Photographs and video of exhibitor booths may be takenwith the express consent of the individual exhibitors.Individuals violating this rule will be removed from theShow floor and their film will be confiscated. Properlyregistered press repre-sentatives will be photographingthe Show and individual exhibits.Positioning Equipment In Relation To AisleTo ensure the safety of all EXHIBITOR2011 participants,every attempt should be made to position exhibit fixturesso that no portion is closer than 12 inches (30.48cm)from the aisle.Products and Services To Be ExhibitedNo Exhibitor shall exhibit, or permit to be exhibited in thespace allotted to him any goods or services other thanthose specified on the application when approved byEXHIBITOR2011, nor shall the Exhibitor permit to beexhibited therein, displays, literature or advertising ofany sort bearing any name or form of advertisementother than his own. Retail sales are not permitted exceptby separate contractual agreement.Responsibility for SecurityThe responsibility of security for each exhibit is that ofthe exhibitor. EXHIBITOR2011 will provide crowd-controladmittance security to the exhibit hall. NeitherEXHIBITOR2011, the producers, EXHIBITOR Media Group,the Managing Directors Hall-Erickson, Inc. (hei), theGeneral Contractor Champion Exposition Services(CES)nor the Mandalay Bay Resort & Casino will be responsiblefor the safety of exhibits against theft, fire, loss,accident or damage from any other cause, or for accidentsto exhibitors, their employees or any other personin or about said premises, except where caused by solenegligence or misconduct on the part of EXHIBITORMedia Group, the Managing Directors (hei), theMandalay Bay Resort & Casino or the General Contractor(CES). * Exhibitors are encouraged to budget and makesecurity arrangements for sensitive or valuable items.Shipments to Mandalay Bay: All shipments should beconsigned to your booth through Champion ExpositionServices, the general contractor. Do not send your shipmentto the business center at Mandalay Bay unlessyou can pick it up yourself and hand carry the itemto your booth. For safety reasons, Business Center Staffand/or hotel bellman will not be allowed on the exhibitfloor. Any boxes or items that can not be hand carried byyour own staff will be delivered by Champion, and will besubject to additional delivery (drayage) charges.SignsAll signs must be located within the boundaries of theassigned booth space and hung no higher than theheight limitation of the space assigned. Signs may notbe attached to walls outside an exhibitor’s space, normay they be hung from the ceiling except over theexhibitor’s assigned space where eligible. Any signageor promotional language on equipment must be part ofthe original equipment.SmokingSmoking is strictly prohibited within the Mandalay BayConvention Center.Social FunctionsExhibitors may conduct social functions in public areasof the Mandalay Bay Convention Center which do notconflict with scheduled programs or activities of theEXHIBITOR2011. No exhibitor shall conduct or sponsorduring published Show hours any banquet, breakfast,luncheon, party or other function for attendees, or thosewho have been invited to attend the EXHIBITOR2011,without the written approval of the Managing Directors.Sound Amplifying, Reproducing EquipmentExhibitors operating sound reproducing or sound amplifyingequipment are required to operate in such amanner that a maximum 85db reading on the “A” scaleof a sound level meter may be read at the aisle(s)space adjacent to their booth or measured at a neighboringbooth in an area bordering that of the soundequipment user.The Managing Directors shall be the sole arbiter ofacceptability of sound levels whether a sound meter isused or not, and may require reduction of sound level orelimination of sound reproducing devices in thoseinstances where in violation of these standards orotherwise are objectionable. Exhibitors using soundamplification equipment are requested to have theequipment comply with Section 1910-95, OccupationalNoise Exposure, page 22157 of the Department of LaborOccupational Safety and Health Administration rulesand regulations pertaining to a standard eight (8) houroperating shift.Space Assignment PolicyCurrent and past exhibitors who mail in their contract orbring it to the Show Management Office atEXHIBITOR2011, by Monday, March 28, 2011 areeligible for inclusion in the first round of space assignmentsfor EXHIBITOR2012. After Wednesday, March 30,2011, current and past exhibitors will be assignedspace on a first-come, first-served basis for theremaining available exhibit space.The combined total of exhibiting history points, sponsorshipand advertising points will determine theranking order of space assignments. Contracts will bedate and time-stamped. In the event two exhibitorshave equal points and both request the same location,this information will be considered in the rankingprocess and/or a drawing will be held. A twenty fivepercent (25%) deposit will be due within thirty days ofspace assignment. Exhibitors who participated in past
RULES AND REGULATIONS (cont’d.)EXHIBITOR Shows have earned seniority points. Thesepoints will be applied to the space assignment processand a value of five (5) points will be assigned for eachseniority point. Companies who do not exhibit in twoconsecutive shows will lose all exhibiting historyseniority points earned to date.Space Usage and AllocationThe space applied for is to be used solely for theexhibitor whose name appears on the application, andit is agreed that the applicant will not assign, or apportionthe whole or any part of the space allotted.Furthermore, the exhibitor agrees that the ManagingDirector has the sole authority over the assignment ofexhibit space, and may be required to change theexhibitors confirmed exhibit space in order to accommodatethe needs of the Show. In the event theexhibitor’s booth number is changed, the exhibitor willbe notified promptly by the Managing Director.Sub-LeasingExhibitor may not sublet their space, nor any partthereof, nor exhibit, offer for sale, give as premium, oradvertise articles not manufactured or sold in theirname, except where such articles are required for theproper demonstration or operation of exhibitor’sdisplay, in which case identification of such articlesshall be limited to the regular nameplate, imprint, orother identification which in standard practice appearsnormally on them. Exhibitor may not permit these nonexhibitingcompanies representatives in their booth.Rulings of the Managing Directors shall in all instancesbe final with regard to use of any exhibit space.Union Labor and Work AgreementsThe exhibitor hereby agrees to abide by all agreementsmade between the unions, Champion ExpositionServices, EXHIBITOR2011, its agents and the MandalayBay Convention Center pertaining to the use of unionlabor while in the Mandalay Bay Convention Center.Use of an Exhibitor Appointed Contractor (EAC)The exhibitor hereby agrees not to contract for, nor touse, any services in connection with its exhibit in theMandalay Bay Convention Center except such as shall bemade available or approved by the Managing Directorsnot less than 30 days before the opening date of theShow. The exhibitor shall supply to the ManagingDirectors the names of any persons or organizationsother than those designated as Official Contractors in theExhibitor Guide & Service Manual, who are proposed forthe performance of any service for the exhibitor. TheManaging Directors will promptly notify exhibitor of itsapproval or disapproval of such selections. Use of anynon-official service contractor is also subject to thosedesignated contractors providing proof of insurance tothe Managing Directors 30 days prior to the opening ofthe Show. The certificate should name EXHIBITOR2011(the show), EXHIBITOR Media Group (the producers),Hall-Erickson, Inc. (the Managing Directors), ChampionExposition Services (the General Contractor), and theMandalay Bay Resort & Casino (the venue) as additionalinsureds. Please refer to sample certificate in theexhibitor manual for coverage & limits required. EAC’sinclude installation and dismantling contractors, florists,photographers, furniture and carpet suppliers and anyother supplier or contractor used by the exhibitor that isnot the Show’s official contractor. Certain services areconsidered exclusive contractors of Mandalay Bay andexhibitors are required to use their service for: BoothCatering, Booth Cleaning, Electrical, Internet, Plumbing,Rigging, Telephones, Video Signal Distribution.Names of the EAC’s must be submitted to the ManagingDirectors by exhibitors on the form contained in theExhibitor Guide & Service Manual. Each EAC must wearproper credentials issued by the Show, and agree toabide by the Show rules and regulations. It is the responsibilityof the exhibitor to oversee compliance of theserules with their EAC’s.Vehicle DisplaysAny vehicle or other apparatus which has a fuel tank andis part of a display is required to be equipped with alocking gas cap (or taped gas cap) and contain no morethan 1/8 tank of fuel. You must disconnect the batterycables of your vehicle once it is positioned and it cannotbe operated. Ignition keys and propane tanks must beremoved. The vehicle must be equipped with its own fireextinguisher and visqueen must be placed underneaththe vehicle.
Page 1 and 2: APPLICATION AND CONTRACT FOR EXHIBI
Page 3 and 4: TERMS AND CONDITIONSUpon acceptance
Page 5: RULES AND REGULATIONSAmericans with
Page 10: AMERICANS WITH DISABILITIES ACT (AD

application and contract for exhibit space - Exhibitor Magazine

Create successful ePaper yourself

Delete template?

Save as template?