Show Organizer Information and Forms 4

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1 Exhibitor Services Manual Table of Contents All orders are governed by the GES Payment Policy and GES Terms & Conditions of Contract as specified in this Exhibitor Services Manual. Surf Expo Fall 2016 Orange County Convention Center - South Concourse September 8-10, 2016 Show Organizer Information and Forms 4 Action Item Checklist 4 Exhibitor Information 5 Register for Badges 9 Security Information 10 Key Contacts 11 Photo and Sound Guidelines 12 Public Relations Opportunities 13 Insurance Requirements 15 Booth Regulations 16 Standard and Linear Booth Regulations 16 Perimeter Wall Booth Regulations 17 Peninsula Booth Regulations 18 Island Booths Regulations 19 Hanging Sign Regulations 20 Rules and Regulations 21 GES Information and Order Forms 27 Show Information 28 Show Information 28 General Information Tips for New Exhibitors 31 Required Forms 33 Payment and Credit Card Charge Authorization 33 Domestic Third Party Billing Request 34 International 3rd Party Billing Request 35 Booth Furnishings 36 Carpet Brochure 36 Carpet Order Form 37 Carpet Package Order Form 38 Standard Furniture Brochure 39 Furniture & Accessories Order Form 41 Furniture Package Order Form 44 Specialty Furniture Brochure 45 Specialty Furniture Order Form 54 Convenience Package Order Form 60 GEM Exhibit System 10' x 10' 62 GEM Exhibit System 10' x 20' 63 Standard Exhibit Systems Brochure 64 Wirewall, Grid Panel and Slat Wall Order Form 65 1

2 Exhibitor Services Manual Table of Contents All orders are governed by the GES Payment Policy and GES Terms & Conditions of Contract as specified in this Exhibitor Services Manual Surf Expo Fall 2016 Orange County Convention Center - South Concourse September 8-10, 2016 Digital File Preparation 66 Graphics & Signage Order Form 68 Standard Graphics Brochure 69 Shipping, Drayage and Material Handling 70 Material Handling/Drayage Information 70 GES Transportation Plus 73 Material Handling/Drayage Order Form 74 Advance Shipping Labels 76 Direct Shipping Labels 77 Pre-Printed Bill of Lading (BOL) / Outbound Labels Request 78 Freight Service Questionnaire 79 Marshaling Yard & Direct Deliveries Information 80 Showsite Storage Order Form 81 Cartload Service Order Form 83 POV Instructions 84 Vehicle Placement Order Form 85 Labor and Equipment 86 Labor Information and Regulations 86 Installation and Dismantling Order Form 87 Forklift Order Form 89 Cleaning and Porter Service Order Form 91 Exhibitor Appointed Contractors (EACs) and Third Parties 92 Notice of Intent to Use EAC and Policies and Procedures 92 Agreement and Rules and Regulations between GES and EAC 93 Certificate of Liability Insurance Sample 95 Regulations and Guidelines 95 Show Site Work Rules 95 Stop. Think. Safety. 96 Operation of All Mechanical Lifts 97 GES Payment Policy 98 GES Terms and Conditions of Contract 99 Additional Service Order Forms Audio Visual 103 Lead Retrieval 106 Internet and Telephone 108 Insurance 113 Model and Talent 114 Plant and Floral 116 Catering 118 Orange County Convention Center Services 119 2

3 Exhibitor Services Manual Table of Contents All orders are governed by the GES Payment Policy and GES Terms & Conditions of Contract as specified in this Exhibitor Services Manual. Surf Expo Fall 2016 Orange County Convention Center - South Concourse September 8-10, 2016 Ordering Information 119 Method of Payment 120 Electrical Service 121 Aerial Lighting, Plumbing, Gases and Cable TV 123 Rigging/Hanging Sign 124 Service Placement Diagram 126 Balloons and Other Lighter-Than-Air Objects Agreement 127 Exhibitor Conditions 128 Electrical Receptacle and Connection Plugs 130 Aerial Rigging Conditions 131 Fire Marshall Regulations 132 Index

4 Action Item Checklist September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Take action, be organized and save your company money! Use this checklist as your guideline for important deadline dates for the show. Be sure to meet the discount deadlines as these can save you up to 50% over onsite prices. Additional services not listed below can be found within this Service Manual. Please keep copies of all forms and bring with you on-site at the show. Complete Due Date Order Form Location: Return To ASAP Hotel Reservations Rooming List Deadline Website Electronic Submit Prior to Move-in Upload Required Certificate of Insurance Website Electronic Submit Prior to Move-In Exhibitor Insurance for Purchase Website Click Here to Purchase Prior to Show Exhibitor Badge Registration Website July 13/July 28 Lead Retrieval Order tiered discount deadlines Website Electronic Submit Experient Fax: 301/ August 7 EAC Installation & Dismantling Form Website Electronic Submit August 8 Hanging Sign Approval Form Website Electronic Submit ASAP Food & Beverage Booth Catering Vendor Order Form Tab Centerplate Tel: 800/ August 11 Electrical Services Form OCCC Order Form Tab Orange County Convention Center Fax: 407/ August 11 OCCC Hanging Sign/Truss Order Forms August 11 Internet/Telephone Services Discount Deadline Vendor Order Form Tab OCCC Order Form Tab Orange County Convention Center Fax: 407/ August 22 GES Carpet and Furniture Order Forms GES Order Form Tab August 22 GES Graphics & Signage Order Form GES Order Form Tab August 22 GES Exhibit Installation & Dismantling Order Form GES Order Form Tab August 22 Booth Cleaning Services GES Order Form Tab Smart City Fax: 702/ GES GES GES GES Prior to Show Vicki Foley Talent & Models Website Foley Agency Tel: 386/ Prior to Show Plant Rental Vendor Order Form Tab TLC Tel: 770/

5 Exhibitor Information September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall EXHIBITOR MOVE-IN Tuesday, September 6 Wednesday, September 7 8:00 am to 6:00 pm 8:00 am to 6:00 pm Dock and POV doors will be closed at 6pm. The Hall will remain open for set up for exhibitors already in the building until 8:00 pm SHOW DAYS & HOURS Thursday, September 8 Friday, September 9 Saturday, September 10 EXHIBITOR MOVE-OUT Booths Saturday, September 10 Sunday, September 11 Monday, September 12 EXHIBITOR MOVE-OUT Booths Saturday, September 10 Sunday, September 11 9:00 am to 6:00 pm 9:00 am to 6:00 pm 9:00 am to 4:00 pm 4:01pm to 10:00 pm 8:00am to 6:00pm 8:00 am to Noon 4:01pm to 10:00pm 8:00am to 6:00pm BADGE REQUESTS Surf Expo Show Management strictly enforces and monitors the number of exhibitor badges per 10 x 10 booth. Each exhibiting company is allotted seven (7) badges per 10x10. For more information, please see the Exhibitor Badge Registration page within this manual or on our website. BOOTH OCCUPANCY Your booth must be staffed and open for business during regular show hours. You may not dismantle your booth prior to show close. Failure to adhere to these rules may result in a fine and/or losing priority status in future Emerald Expositions trade shows. BOOTH REGULATIONS Exhibitors must follow the Standard Exhibit, Island and Peninsula booth regulations as described within this manual. BUSINESS CENTER A business center offering faxing, copying and light shipping is located within the Orange County Convention Center. For more information call 407/ CAMERA AND VIDEO EQUIPMENT The use of cameras or video equipment during show hours is strictly prohibited with the exception of authorized press. Exhibitors may take pictures of their booth only prior to show opening. CHILDREN Absolutely no one under the age of 16, will be allowed on the show floor with the exception of pre-registered child/junior models, buyers and team riders. Exceptions are made for breastfeeding infants under 1 year old, accompanying the mother. Absolutely NO STROLLERS are allowed on the show floor. NO EXCEPTIONS. Badge requests for working minor staff (under the age of 16) must be submitted by application form no later than Monday, August 29, Forms are not accepted online. Badges for minors will not be authorized on site or after the deadline. Please advise all employees, including reps, that there will be no exceptions. Anyone under age 21 wearing a badge printed with an incorrect age will be stopped by security and the badge will be confiscated. The underage attendee and the related exhibitor will be subject to immediate removal from the show. No badges for anyone under age 16 will be authorized onsite. CLEAN FLOOR POLICY Empty cartons and cases must be removed from your booth. Cartons may not be stored behind curtains or in your booth. GES will provide Empty Crate stickers to affix to boxes, cases and crates. GES will store and return them to your booth at show closing. Please refer to the GES vendor forms for specific times and dates. COPYRIGHTS Exhibitors shall obey copyrights and assume full and sole liability and responsibility for the use of copyrighted materials at the show. Exhibitors must obtain any and all necessary licenses and approvals from copyright owners and pay all required royalties and fees. DEMONSTRATIONS Demonstrations must take place within the assigned exhibit space. Demonstrations may not directly or indirectly prevent the normal flow of foot traffic through aisles or common space, nor inhibit the ability of neighboring exhibitors to conduct business. Demonstrations must have the proper protection to prevent injuries to spectators. EARLY EXHIBITOR/BUYER APPOINTMENTS Exhibitors may escort their buyers on to the show floor one hour prior to show opening. Exhibitors must meet their appointments at the main registration area and escort them to their booth. ELECTRICAL All electrical must be ordered through the Orange County Convention Center. Electrical is programmed for the amount of power you ordered. If an exhibitor is plugged into an unauthorized electrical outlet they will be disconnected and required to pay for electric used. 5

6 Exhibitor Information September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall EXHIBIT HALL The Orange County Convention Center - South Concourse is located at: 9899 International Drive, Orlando, FL Direct Shipments to Show Site Tuesday, September 6, 2016 Wednesday, September 7, :00 AM - 6:00 PM 8:00 AM - 6:00 PM EXHIBIT SPACE CONTRACTS AND COMPANY LISTINGS It is the sole responsibility of the exhibitor to submit a completed exhibit space contract and to provide Surf Expo with current company information (i.e. correct spelling of company name, additional listings, address, contact, etc.). FOOD & BEVERAGE SERVICE Centerplate is the exclusive food and beverage purveyor in the Orange County Convention Center. For your booth catering needs please contact them at 407/ or visit Alcoholic beverages served during the show MUST be purchased through Centerplate, the Orange County Convention Center s exclusive food and beverage provider. All other alcoholic beverages are strictly prohibited. No alcoholic beverages may be served before 4:45 pm and no alcoholic beverages may be served to anyone under age 21. Surf Expo is not responsible for verifying ages shown on show badges; that is the responsibility of Centerplate, the OCCC s exclusive food and beverage provider and exhibitors. Ages should be verified by checking a valid form of legal identification (other than a show badge). If an exhibitor is found distributing alcohol not purchased through Centerplate, the OCCC s exclusive food and beverage provider, serving alcoholic beverages before 4:45 pm, or found serving alcohol to anyone under age 21, the alcoholic beverages will be confiscated, and the exhibitor will be subject to immediate removal from the show. If it is found that an exhibitor has made alcohol available to anyone under age 21, law enforcement authorities may also be summoned. FREIGHT HOLDS Surf Expo and GES reserve the right to hold freight for ANY outstanding balance owed including; booth, electrical, freight, storage fees, etc. Freight will be released when the outstanding balance is paid. FREIGHT SHIPPING ADDRESSES Advance Warehouse Thursday, August 4 - Monday, August 29, 2016: Surf Expo Exhibiting Company Name and Booth # C/O GES 7945 Mandarin Drive Orlando, FL Surf Expo Exhibiting Company Name and Booth # Orange County Convention Center - South Concourse C/O GES 9899 International Drive Orlando, FL HANGING HEIGHT/AIRBORNE OBJECTS There are revised restrictions involving banner size and height. Refer to Hanging Signs and Exhibit Wall restrictions within this Manual. HOTEL AND TRAVEL Book your hotels through Surf Expo s official housing agency, On Peak (formerly Travel Planners). Visit our website or call 855/ or 212/ INFLATABLES AND BALLOONS Inflatables must be anchored and exhibitors must have prior written approval by Show Management. Any cost incurred for removal of lost inflatables will be the responsibility of the exhibitor. All exhibitors using lighter than air objects must submit required paperwork, located in the vendor forms tab, to the Orange County Convention Center. INSTALLATION/DISMANTLING BY INDEPENDENT CONTRACTOR If you choose to employ an outside display house and/or outside contractor other than GES, the Official Service Contractor, the outside contractor must provide proof of insurance. It is important that all exhibitors using outside contractors complete the EAC form within this manual. Failure to notify Show Management may delay booth installation. INSURANCE Surf Expo does not provide any type of insurance coverage for the property and/or personnel of exhibiting companies (see exhibit space contract back). Exhibitors must maintain insurance that meets the requirements outlined in this manual and on your booth space contract. Exhibiting companies must provide proof of coverage from their own provider. Click here to electronically upload your certificate of insurance. As an option, coverage may be purchased through Marsh/Total Event Services by clicking here. 6

7 Exhibitor Information September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall LABOR Florida is a right-to-work state. Exhibitors are permitted to use their own full-time company employees to install and dismantle their booths, however; workmen s compensation insurance must be in full force and effect for all such persons used by the exhibitor. Labor is available through GES. LATE SET-UP To stay in the building after noted move-in hour s exhibitors must remain in their designated booth space. In and out access to the building is not permitted without prior approval. Exhibitors are required to hire security after 8:00 pm during move in days. LIGHT PROJECTION The projection of light or laser in any form onto any part of the Building or other exhibits must be preapproved by Show Management. MARSHALING YARD The marshaling yard is a staging area for trucks holding exhibitor s freight until space is available for unloading at the convention center. It is located at 7945 Mandarin Drive Orlando, FL Contact GES at 800/ for hours and directions. MODELS AND BOOTH STAFF Models are not allowed to display merchandise or hand out merchandise outside the exhibitor s assigned booth. This will be strictly enforced. Do not hire any models with the intent to hand out any sales materials or product outside of your booth space. Cover-ups (over swimsuits and under garments) must be worn when outside the booth or away from the booth. All dressing rooms must be fully covered. Booth staff must not promote their product or otherwise solicit outside of or away from the contracted exhibit space. An exhibitor found to have violated this rule is subject to a $ fine per occurrence, payable to Surf Expo. PRIVATELY OWNED VEHICLE - POV Exhibitors may hand carry their merchandise from their personally owned vehicle (a privately owned vehicle i.e. car, van or SUV) in the designated areas. ONLY hand carrying or two wheel dollies will be allowed to bring merchandise from your POV to your booth. Unloading requires one person to remain with the vehicle at ALL times. Product must be unloaded within 30 minutes and the vehicle must then be moved. PRODUCT GIVE AWAYS If you intend to give away promotional items or products you must present a property removal bar code to each attendee. Attendees without property removal bar codes will not be allowed to remove product from the show floor. These bar codes may be picked up at registration. PRODUCT RELEASE & REMOVAL Product may not be removed from the show floor prior to show close. Exhibitors who wish to remove any merchandise from the Orange County Convention Center after exhibit hours must have Show Management approval. PROMOTIONAL DISTRIBUTION Distribution of any printed materials, samples or other articles shall be restricted to the confines of the exhibitor s own exhibit space. Signs or advertising devices shall not be displayed outside of each exhibitor s own space. If you have any questions relating to this subject or would like information on outside advertising, please contact Show Management. REGISTRATION To register for exhibitor badges click here. Badges must be worn at all times while at the show. BADGES WILL NOT BE MAILED. Register online and you will receive a confirmation . Print and bring the confirmation to show site or we can scan the confirmation from your smartphone. Your badge will then be printed and handed to you onsite. SECURITY Surf Expo Show Management makes every effort to provide protection for exhibitors merchandise and displays. Show Management will provide perimeter guard service on a 24- hour basis to include move-in, show days and move-out. While Show Management will implement security measures to safeguard your property, neither Show Management, Orange County Convention Center, security contractor, drayage contractor, decorator, nor any of their officers, agents or employees assumes any responsibility for such property, loss or theft. To order additional booth security, such as an overnight security guard, see the Security Form in the vendor section of this manual. SHARING OF EXHIBIT SPACE Exhibitors may not share booth space with another noncontracted or unauthorized manufacturer or distributor. 7

8 Exhibitor Information September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall SHUTTLES Shuttles are available to and from designated hotels at the following times: September 7: 11:30 am to 5:30 pm (Demo Day at OWC) September 8: 7:30 am to 11:30 and 3:30 to 7:00 pm September 9: 7:30 am to 11:30 pm and 3:30 pm to 7:00 pm September 10: 7:30 am to 11:30 pm and 1:30 pm to 5:00 pm For more shuttle information visit the hotel portion of the Surf Expo website. SIGN REQUIREMENTS For all booth configurations that are less than 400 square feet signage, props and display materials may not exceed an overall height of 8 feet. All signage from the ground up cannot exceed 8 feet. All signage must be one-side facing inward towards the booth and have a finished solid color backside. For more information, please refer to the Display Rules and Regulations page within this service manual. SMOKING Smoking is strictly prohibited in the exhibit hall, lobbies and meeting rooms during move-in, move-out and all show days. SOUND Exhibitors must regulate the level of sound in their booths so as not to inhibit the ability of neighboring exhibitors. Exhibitors may use sound equipment in their booths so long as the noise level does not exceed 85dB or disrupt the activities of the neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than the aisle or any adjacent booth. Surf Expo reserves the right to restrict sounds from any source that interferes with activities in neighboring booths. A maximum of 85dB will be maintained on the show floor at all times. Exhibitors may not exceed a maximum sound level of 85dB measured at a distance of ten (10) feet from the source. If an exhibitor exceeds an acceptable sound level and Surf Expo s request to lower said sound level goes unheeded, Surf Expo has the option to disconnect the electrical power to the booth. All fees to be incurred by reinstating the electrical power will be the responsibility of the exhibitor in violation. Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect fees on behalf of composers and publishers of music. Bands are prohibited on the show floor. STICKERS Any exhibitor placing stickers on Surf Expo signage or the Orange County Convention Center property will be charged accordingly for the defacement of the property. Any stickers found outside the exhibitor s booth placed upon the property of the Orange County Convention Center, Surf Expo, another exhibitors booth, or any public property is subject to a $ fine per occurrence, payable to Surf Expo. The law in the State of Florida regarding damaging personal property belonging to another: Criminal mischief; penalties In summary, (1)(a) A person commits the offense of criminal mischief if he or she willfully and maliciously injures or damages by any means any real or personal property belonging to another, including, but not limited to, the placement of graffiti thereon or other acts of vandalism thereto. (b)1. If the damage to such property is $200 or less, it is a misdemeanor of the second degree, punishable as provided in s or s STORAGE Storing of any crates, cartons, boxes or other show materials within your booth is strictly prohibited. Violators of fire codes are subject to fines and confiscation of materials. Empty crates, cartons and boxes must be removed from the exhibitor s booth. Empty containers will be picked up by GES. GES will return all empties at the conclusion of the Show. Exhibitors may obtain labels marked EMPTY STORAGE at the GES Service Desk and should affix them to each empty crate, carton and box. Please be certain to mark your exhibit booth number on each label. Exhibitors are cautioned not to leave any merchandise in boxes being stored with EMPTY STORAGE labels. Any excess samples may be stored during the Show in Overnight Storage Areas at the Exhibitor s risk. For more information call GES at 800/ TELEPHONE & INTERNET SERVICES Please note that telephone and internet are not included with your booth package. If you require these services please refer to the Smart City order form in the Vendor Order Forms tab. USE OF AISLES AND COMMON AREAS The distribution of samples, printed materials and any promotional material is restricted to within the exhibitor s booth only. Models must remain within the booth space at all times. Advertising materials may be handed out within the booth space only. Strolling entertainment or moving advertisements outside of the exhibit space is strictly prohibited. 8

9 Register for Badges September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Badges for Surf Expo are not mailed prior to the show. Each registrant will receive an confirmation with a bar code. Prior to attending the show, registrants need to print the confirmation, and bring it with them to Orlando. Upon entering the registration area at the Orange County Convention Center, agents at the registration counters will quickly scan your confirmation, check your I.D., and hand you your badge. We will also be able to scan the document on your Smartphone; however, we strongly recommend you print your confirmation with barcode BEFORE leaving for the show to help expedite the process. To Pre-Register for your staff badges please visit the Surf Expo website or follow instructions included in your booth confirmation . ONSITE REGISTRATION HOURS: Tuesday, September 6 Wednesday, September 7 *Thursday, September 8 *Friday, September 9 *Saturday, September 10 *Show Day 9:00 am to 6:00 pm 8:00 am to 7:00 pm 7:00 am to 6:00 pm 8:00 am to 6:00 pm 8:00 am to 3:00 pm BADGE ALLOTMENTS: Each exhibiting company will be allotted seven (7) badges per 10x10 booth. Additional badges are available for purchase online through exhibitor registration. REGISTRATION QUESTIONS? CALL

10 Security Information September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Surf Expo Show Management makes every effort to provide protection for exhibitors merchandise and displays. Show Management will provide perimeter guard service on a 24-hour basis to include move-in, show days and move-out. While Show Management will implement security measures to safeguard your property, neither Show Management, the Orange County Convention Center, security contractor, drayage contractor, decorator, nor any of their officers, agents or employees assumes any responsibility for such property, loss or theft. TIPS TO HELP PROTECT YOUR PRODUCT Monitor your booth when your product is being delivered. Hire a security guard to watch your booth overnight. For more information please see Security Form in the Vendor Section of this Manual. Perform an inventory after your product has been delivered, and note any damages or missing items. Do not list the contents on the outside of your shipping crates/boxes. Use a code to indicate contents. After show hours cover your displays with a tarp or other solid material to discourage potential theft. Do not leave valuable exhibit materials or proprietary information under tables or behind displays when the show is closed or your booth is unattended. Always staff your booth during show hours. Staff your booth until your product and/or the floor is cleared during move-out. Once the show has closed, pack as quickly as possible and do not leave your display unattended. Product may not leave the exhibit floor during move-in or show days without property removal bar codes. The property removal bar codes are distributed from the registration desk(s) and must be distributed by the exhibiting company with the product. 10

11 Key Contacts September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Audio/Visual PRG Tel: 800/ Fax: 407/ Booth Cleaning GES Tel: 800/ Buyer Lead Retrieval Experient Jessica Quinteiro Tel: Carpet GES Tel: 800/ Catering/Food & Beverage Centerplate Tel: 800/ Fax: 407/ Electrical/Lighting Orange County Convention Center Tel: 800/ Fax: 407/ Exhibitor Services, Rental, Labor GES Tel: 800/ Freight and Shipping GES Tel: 800/ Hotel/Housing Reservations OnPeak Tel: 855/ Tel: 212/ Surfexpo.com Insurance for Purchase Marsh/Total Event Insurance Tel: (781) Models/Talent Agency Foley Tel: 386/ Plant Rental TLC Tel: 770/ Fax: 770/ Orange County Convention Center Tel: 800/ Fax: 407/ Surf Expo/ Emerald Expositions Atlanta Office 1145 Sanctuary Pkwy., Ste. 355 Alpharetta, GA Tel: 678/ Fax: 678/ Resort/Souvenir/Coastal Gift - JR Rosenberg 678/ jr.rosenberg@surfexpo.com Lifestyle/Swim/Boutique - Nikki Houston-Duroe 678/ nikki.houston@surfexpo.com Canoe/Kayak/Skate/SUP/Wake/Wind - Doog Becker 678/ doog.becker@surfexpo.com Surf Rod Tomlinson 949/ rod.tomlinson@emeraldexpo.com Sandra LaFrance Operations Manager Tel: 786/ sandra.lafrance@surfexpo.com Marianna Miller Operations Coordinator Tel: 770/ marianna.miller@surfexpo.com Jill Knowles Senior Marketing Manager Tel: Jill.knowles@surfexpo.com Armond Lewis Accounts Receivable Tel: 770/ armond.lewis@emeraldexpo.com *Click here for a full list of the Surf Expo tradeshow staff 11

12 Photo & Sound Guidelines September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Exhibitors may take pictures of their booth prior to show opening and after show closing, only. The use of cameras or video equipment during show hours is strictly prohibited with the exception of authorized press. Please note that unauthorized photos will be confiscated, along with the device. The violator s badge will be pulled and they will be prevented from attending future Surf Expo shows. Respect your neighbors!! During show hours, noise levels of any kind must not inhibit the ability of neighboring exhibitors to do business. Speakers must be turned inward toward your booth. Show Management reserves the right to determine if noise levels are excessive and may, at their discretion, remove the source of noise. In an effort to maintain a productive environment on the show floor, the following are not allowed in your booth space without prior written approval from Surf Expo Show Management: Live bands, acoustic jams, spinning, MCs and loud speaker music (85 db). If you are hosting an event with music or loud noise, let all surrounding booths know before show opening, weeks in advance whenever possible. Stereo music may be played at a background sound level only and speakers must be turned in towards booth and not the aisles. The definition of background level is the ability to carry on a conversation and conduct business while the music is playing. If the sound level exceeds these limits (approximately 85 db), you will be asked to reduce the level and if you do not comply the electricity to your booth will be disconnected for the rest of the show. 12

13 Public Relations Opportunities September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Maximize Your Reach with Marketing & PR As we gear up for the September 2016 Surf Expo, public relations opportunities are greater than ever for exhibiting companies. With more than 200 working media expected to attend, opportunities are abundant for prepared exhibitors. Please take the time to read through the information below and pass it on to your public relations and/or marketing manager/agency. More details are available in the Exhibitor Advertising/Sponsorship section on surfexpo.com. Exhibitor Listing (No charge) Each Exhibiting Company will appear in the following areas, as part of Surf Expo s Exhibitor Listings. o Online Floorplan & Exhibitor Listings (on surfexpo.com) o Surf Expo Show App (visit surfexpo.com/showapp for links to download iphone, ipad or Android app) o Printed On-Site Directory Enhanced Exhibitor Listing (Fee applies) Surf Expo offers an Enhanced Exhibitor Listing package (fee applies) to highlight your Exhibiting Company name in the Exhibitor Listings for added visibility and impact. In addition to the list above with the Enhanced Exhibitor Listing package you ll receive the following: o Online Exhibitor Listings (on surfexpo.com)- Your Exhibiting Company Name will be highlighted, your logo and brief company description will be included with your listing, and in addition, you will included in a separate "Featured Exhibitor" listing. o Surf Expo Show App- Your Exhibiting Company Name will be highlighted, include your logo and brief company description, and in addition you will included in a separate "Featured Exhibitor" listing. o Printed On-Site Directory- Exhibiting Company name will appear in bold. To inquire about an Enhanced Exhibitor Listing, please contact Jill Knowles, at jill.knowles@surfexpo.com. Fashion Shows Exhibitors are welcome to submit up to 2 pieces for consideration in Surf Expo s daily fashion shows at no cost. Samples are due no later than August 2, Want guaranteed presence on the runway? Sponsored scenes are available! Contact Jill Knowles at Jill.knowles@surfexpo.com for more information. Press Materials (No charge) Exhibitors are welcome to leave a maximum of 10 press kits in the Media Lounge at Surf Expo per day. Deliver kits to Media Lounge host at 9 am each show day. For information contact Veronica Carmichael at veronica.carmichael@surfexpo.com. Industry Press Releases Share latest news, product releases etc. by sending press releases to us to post on the Industry News section of surfexpo.com (at our discretion). press releases to Veronica Carmichael at veronica.carmichael@surfexpo.com. Social Media Use Twitter and Instagram to promote your company at Surf Expo by using the hashtag #surfexpo. on Twitter and Instagram as well as like us on Facebook for the latest news and live updates from the show! Surf Expo, at its discretion, may post brand photos to social media. To submit your photos and information for consideration, click here. Attending Media Lists (No charge) A list of working media pre-registered to attend Surf Expo s September show will be available to exhibitors in early-august. For a list of preregistered working media with names, titles, outlets and addresses, please Veronica Carmichael at veronica.carmichael@surfexpo.com. Use this list to make appointments with the media and follow up after the show. New Product at Surf Expo Let us know if you have a new product launching at Surf Expo so that we can share it with our attending press! Also, have your new product featured in the New Product Showcase! Located in a high traffic, prominent area of the show, it is a must see for media and buyers looking for what s new at Surf Expo! Contact marketing@surfexpo.com for more details. Advertising & Sponsorships Don t limit your Surf Expo experience to the walls of your exhibit space. It all starts before buyers even reach your booth. Put your company name, logo and brand message in high-visibility and unexpected locations -- places buyers really notice it. We offer brand/marketing opportunities to match any budget. Make your next Surf Expo your most productive ever! For more info and to download contracts, visit surfexpo.com, contact your Sales Manager or Jill Knowles at Jill.Knowles@surfexpo.com. 13

14 Public Relations Opportunities September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Before The Show With pre-show advertising, public relations and targeted buyer relations options, you can start the buzz before you get to the show floor. Enhanced Exhibitor Listing Surf Expo Show App Banner Ads on surfexpo.com Product Spotlight s Surf Expo Magazine (Show Guide) Ad Online Product Catalog Gallery Direct Mail to Surf Expo Retailers Free Exhibitor Appointment Cards At The Show Onsite options range from the modest to the premium packages something to fit every marketing strategy and budget. On-Site Directory Ad Surf Expo Magazine (Show Guide) Ad Enhanced Exhibitor Listing Branded Meter Board Badge Lanyards Window Graphics Escalator Graphics Show Bags Magazine Bins Fashion Show Scene VIP Gift Bag Product Placement Restroom Product Placement Surf Expo Show App Ad After The Show Many of our offerings extend beyond the show dates. Don't miss the chance to connect for weeks after the show. Enhanced Exhibitor Listing Surf Expo Magazine Ad Online Product Catalog Gallery Product Spotlight s Surf Expo Show App 14

15 Insurance Requirements September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall You must submit your insurance documents online. Click here to attach your proof of insurance. Be sure the name of the attachment reflects the name of the insured exhibiting company. Surf Expo does not provide any type of insurance coverage for the property and/or personnel of exhibiting companies. Exhibitors must maintain insurance that meets the requirements below and provide proof to Surf Expo prior to the show. To protect your property and staff we suggest taking the following steps: PROPERTY INSURANCE Contact your insurance broker or carrier to obtain a policy to cover the value of your booth, equipment, product and supplies. If you already have property insurance, confirm that it will extend to your property during shipping and at the show. Many insurance policies only cover property at a listed location or within 1000 feet of that location. If you use an independent contractor for installation or dismantling, review the agreement carefully to determine what insurance may be available if damage occurs as a result of their negligence. COMPREHENSIVE GENERAL LIABILITY INSURANCE Confirm that you have adequate coverage to protect your interests from potential claims arising from the injury to a person other than an employee at your booth. WORKERS COMPENSATION INSURANCE Exhibiting companies must have a Workers Compensation policy as required by law to insure your employees in the event of a work-related injury. AUTOMOBILE LIABILITY INSURANCE Confirm that an automobile liability policy is in place for any company owned vehicles used in connection with the show. Confirm that insurance is provided for any non-owned and/or hired vehicles used in connection with the show, including utility vehicles for loading and unloading. REPORTING In the event of damage or loss of property, or an accident or injury, it is your responsibility to contact your insurance broker or carrier immediately. INSURANCE REQUIREMENTS As stated in your Exhibitor Space Contract, an exhibitor shall, at their own expense, secure and maintain through the term of this contract, including move-in and move-out days, the insurance listed below. All such insurance shall be primary of any other valid and collectible insurance of the exhibitor and shall be written on an occurrence basis. Claims made policies are not acceptable and do not constitute compliance with exhibitor s obligations under this paragraph. The following three types of insurance are required: Workers Compensation insurance, unless you are the sole proprietor. Sole proprietor is a business entity that is owned and run by one individual. If you have even one other person in the booth working with you, you will need workers compensation coverage. Comprehensive General Liability insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury and property damage, including coverage for personal injury, contractual, and operation of mobile equipment, products and liquor liability (if applicable). Automobile Liability insurance with limits not less than $500,000 each occurrence combined single limit for bodily injury and property damage, including coverage for owned, non-owned and hired vehicles, including loading and unloading operators. Auto coverage is only required if there is a vehicle in your booth or if you are using a designated loading/unloading area i.e. POV area. Comprehensive general liability and automobile liability insurance policies shall name as additional insured Emerald Expositions and each of its subsidiaries. If requested, copies of additional insured endorsements, primary coverage endorsements and complete copies of policies satisfactory to Emerald Expositions, shall be furnished to Emerald Expositions sixty (60) days before the first day of the Event. Certified copies of the Certificates of Insurance or policies shall provide that they may not be cancelled without 30 days advance written notice to Emerald Expositions. NEED INSURANCE? Click here to purchase insurance from Marsh/Total Event insurance. Certificate Holder Information should be listed as: Surf Expo Del Obispo #200 San Juan Capistrano, CA For questions contact Sandra.lafrance@emeraldexpo.com 15

16 Please note that booth display rules and regulations will be strictly enforced in order to ensure that all of our exhibitors have the best show possible. STANDARD OR LINEAR BOOTHS Standard & Linear Booth Regulations September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Definition 10 x 10 booths arranged in a straight line; also referred to as in-line booths. Linear booths can range from 10 x 10 up to 10 x 80. Height Restrictions Linear booth height restrictions are 8 feet high with an allowance ONLY on the back wall of up to 10 feet, including signage. Materials used above the 8 feet height regulation on the back wall must have a solid white backing so as not to show designs or branding through to neighboring exhibitors' booth(s) All logos and signs must face the inside of your booth. It is the responsibility of the exhibitor to cover exposed side or back walls if they are unfinished or unsightly. Show Management reserves the right to deem what is unsightly and may order a cover for unfinished wall, at the exhibitors expense Regulations Exhibit fixtures, components, and identification signs will be permitted to a maximum height of 8 feet on side walls and 10 feet on the back wall only. Hanging and/or rotating signs are not permitted. As a courtesy to your neighbors, side walls must be kept at a maximum of 8 feet with no additional signage. If any part of your booth, including signs, wind banner flags, etc. exceeds the 8 feet side walls or 10 feet back wall, you will be asked to conform to the above regulations on show site. Show Management reserves the right to deduct show participation points for non-compliance to display rules and regulations. Booth Construction No display or exhibit shall be so installed as to interfere in any way with access to any required exit or with visibility of any required exit or any required exit sign; nor shall any display block access to firefighting equipment. Booth materials must be non-combustible or treated to be flame retardant. Thatch or small bamboo (wall thickness of bamboo less than ¼ ) must be able to demonstrate that the material is flame retardant. Non-treated decorations will be removed from the show floor. All displays or exhibits must be constructed to maintain structural integrity so as not to create a safety nuisance. Canopies and Ceilings Canopies and ceilings are exhibit components over an exhibitor s space for decorative purposes only and must conform to OCCC fire code regulations. Canopies, false ceilings and umbrellas will be permitted to a height of 10 feet for linear booths greater than 300 square feet, subject to Show Management approval. Canopies may extend out the aisle line and up to the booth line on any side of the exhibitor s space, provided that the support structure does not exceed 3 in diameter. 16

17 PERIMETER WALL BOOTHS Perimeter Wall Booth Regulations September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Definition: One or more 10 x 10 booths arranged in a straight line located on the outer perimeter wall of the show floor Height Restrictions Perimeter booth height restrictions are 8 feet high on side walls with a maximum height of 16 feet on the back wall. All logos and signs must face the inside of your booth. It is the responsibility of the exhibitor to cover exposed side or back walls if they are unfinished or unsightly. No logos, branding, etc. are to be visible in neighbor s booth. Show Management reserves the right to deem what is unsightly and may order a cover for unfinished wall, at the exhibitors expense. Regulations Exhibit fixtures, components and identification signs will be permitted to a maximum height of 8 feet on side walls and permitted to a maximum height of 16 feet on the back wall. Side walls must be finished in a solid material; no logos, branding, etc. are to be visible in neighbor s booth. Hanging and/or Rotating signs are not permitted; however, single-sided banners may be rigged by the Orange County Convention Center against the back wall at a height of up to 22 from the exhibit floor to the top of the banner. As a courtesy to neighboring booths we must keep a consistent height regulation. If any part of your booth, including signs, wind banner flags, etc., exceeds height restrictions above you will be asked to conform on-site. Show Management reserves the right to deduct show participation points for non-compliance to display rules and regulations Booth Construction: No display or exhibit shall be so installed as to interfere in any way with access to any required exit or with visibility of any required exit or any required exit sign; nor shall any display block access to firefighting equipment. Booth materials must be non-combustible or treated to be flame retardant. Thatch or small bamboo (wall thickness of bamboo less than ¼ ) must be able to demonstrate that the material is flame retardant. Non-treated decorations will be removed from the show floor. Canopies and Ceilings: Canopies and ceilings are exhibit components over an exhibitor s space for decorative purposes only and must conform to OCCC fire code regulations. Canopies, false ceilings and umbrellas will be permitted to a height of 16 feet for perimeter wall booths. Canopies may extend out the aisle line and up to the booth line on any side of the exhibitor s space, provided that the support structure does not exceed 3 in diameter. Important: Avoid unnecessary complications by following these rules and referring to the Fire Department Regulations to make certain your display meets all the necessary requirements. 17

18 PENINSULA BOOTHS Peninsula Booth Regulations September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Definition 20 x 20 booth or larger with aisles on three sides. Peninsula booths can either back up to two linear booths or another peninsula booth. Height Restrictions Peninsula booth height restrictions are 16 feet on all sides. All logos and signs must face the inside of your booth. It is the responsibility of the exhibitor to cover exposed side or back walls if they are unfinished or unsightly. No logos, branding, etc. are to be visible in neighbor s booth. Show Management reserves the right to deem what is unsightly and may order a cover for unfinished wall, at the exhibitor s expense. Regulations Exhibit fixtures, components, and identification signs will be permitted to a maximum height of 16 feet on all sides. All outer walls must be completely finished. Hanging banners will be permitted to a maximum height of 22 feet from the exhibit floor to the top of the banner and must be set back 10 feet from adjacent exhibitor. Rotating signs are not permitted. Branded banners are not permitted on back wall unless the back of the banner is finished in a solid material. Multi-level booths must notify Show Management and the Orange County Fire Department in advance by submitting plans for approval; a sealed engineered drawing signed by a licensed engineer is required. As a courtesy to neighboring booths we must keep a consistent height regulation. If any part of your booth, including signs, wind banner flags, etc., exceeds the height restrictions above you will be asked to conform on-site at your expense Booth Construction No display or exhibit shall be so installed as to interfere in any way with access to any required exit or with visibility of any required exit or any required exit sign; nor shall any display block access to firefighting equipment. Booth materials must be non-combustible or treated to be flame retardant. Thatch or small bamboo (wall thickness of bamboo less than ¼ ) must be able to demonstrate that the material is flame retardant. Non-treated decorations will be removed from the show floor. Enclosed booths exceeding 50 contiguous feet require additional fire exits. (The travel distance within the exhibit booth or exhibit enclosure to an exit access aisle shall not be greater than 50 feet). See Fire Department Regulations. Canopies and Ceilings Canopies and ceilings are exhibit components over an exhibitor s space for decorative purposes only and must conform to OCCC fire code regulations. Canopies or ceilings that do not comply with OCCC fire regulations may be subject to a Fire Watch charge. Please review all OCCC fire code regulations. Canopies, false ceilings and umbrellas will be permitted to a height of 16 feet for peninsula booths. Canopies may extend out the aisle line and up to the booth line on any side of the exhibitor s space, provided that the support structure does not exceed 3 in diameter. Important: Avoid unnecessary complications by following these rules and referring to the Fire Department Regulations to make certain your display meets all the necessary requirements. 18

19 Island Booths Regulations September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall ISLAND BOOTHS Definition: 20 x 20 booth or larger with aisles on all four sides. Height Restrictions Island booths are permitted to a maximum height of 22 feet on all sides. Regulations Exhibit fixtures, components, and identification signs will be permitted to a maximum height of 22 feet on all sides. Rotating signs are not permitted unless approved 30 days in advance by Show Management, no rotating signs will be approved on show site. All outer walls must be completely finished. Hanging banners will be permitted to a maximum height of 22 feet from the exhibit floor to the top of the banner & must be set back 10 feet from adjacent exhibitor. Multi-level booths must notify Show Management and the Orange County Fire Department in advance by submitting plans for approval; a sealed engineered drawing signed by a licensed engineer is required. As a courtesy to neighboring booths we must keep a consistent height regulation. If any part of your booth exceeds height restrictions above you will be asked to conform on-site. 22 Booth Construction: No display or exhibit shall be installed as to interfere in any way with access to any required exit or with visibility of any required exit or any required exit sign; nor shall any display block access to firefighting equipment. Booth materials must be non-combustible or treated to be flame retardant. Thatch or small bamboo (wall thickness of bamboo less than ¼ ) must be able to demonstrate that the material is flame retardant. Non-treated decorations will be removed from the show floor. Enclosed booths exceeding 50 contiguous feet require additional fire exits. (The travel distance within the exhibit booth or exhibit enclosure to an exit access aisle shall not be greater than 50 feet). See Fire Department Regulations. Canopies and Ceilings Canopies and ceilings are exhibit components over an exhibitor s space for decorative purposes only and must conform to OCCC fire code regulations. Canopies, false ceilings and umbrellas will be permitted to a height of 22 for island booths Canopies may extend out the aisle line and up to the booth line on any side of the exhibitor s space, provided that the support structure does not exceed 3 in diameter. Important: Avoid unnecessary complications by following these rules and referring to the Fire Department Regulations to make certain your display meets all the necessary requirements. 19

20 HANGING SIGNS Hanging Sign and Banner Flag Regulations September 8-10, 2016 Orange County Convention Center, Orlando, FL South Hall Definition An exhibit component suspended above an island, peninsula or perimeter booth display, for the purpose of displaying graphics or company identification. Note: Hanging, lighted or rotating signs are not permitted in standard linear booths. Regulations For consideration and approval of your hanging sign, please complete the electronic form by August 8, Click here to submit this required form request. Hanging signs are not permitted over in-line booths or booths smaller than 20 X20. Perimeter booths may hang single-sided banners against the back wall at a height of up to 22 feet from the exhibit floor to the top of the banner. Minimum height from exhibit floor to bottom of sign is 10 feet unless banner is the back drop of booth; all back drops must be finished in a solid color and material. Maximum height from exhibit floor to top of sign is 22 feet Hanging signs for peninsula booths must be set back 10 feet from adjacent exhibitor Hanging signs must be stationary; rotating signs are not permitted unless approved 30 days in advance by Show Management, no rotating signs will be approved on show site. Electrical and/or flashing signs are not permitted. Hangings signs cannot extend into the aisle, public spaces or another exhibitor s booth. Signs must pertain primarily to the exhibitor s products or brands and be in good taste. Installation must be arranged through the Orange County Convention Center. Surf Expo Management will provide the OCCC rigging department a list of approved hanging signs to rig. OCCC has been instructed not to rig any signs which are not on the Surf Expo list. It is the exhibitor s responsibility to inform management of any hanging signs in order to avoid complications on site. Any hanging signs that do not have approval will be removed at the exhibitor s expense. Send all requests by to the Operations Department; Sandra.lafrance@surfexpo.com For rigging information call the Orange County Convention Center at Banner Flags (Pole Flags, Feathered Flags) Definition A free standing exhibit component used for the purpose of displaying graphics or company identification. Regulations Banner Flags MUST be free-standing, they CANNOT be attached to your booth. Free-Standing banner flags can extend slightly above your booth height limit within reason. (Subject to show management approval). Banner Flags CANNOT hang outside of your booth space and CANNOT hang into the aisle or into a neighbor s booth. Important: Avoid unnecessary complications by following these rules and referring to the Fire Department Regulations to make certain your display meets all the necessary requirements. 20