Guidelines for Display Rules & Regulations

Transcription

1 Guidelines for Display Rules & Regulations

2 You are reminded that a booth design, including flooring and fixtures, is REQUIRED in order for your company to maintain consideration for future shows. Booth designs are due to Show Management for review and approval prior to on-site booth installation. Please note that your participation is evaluated on a Show to Show basis. Failure to update and improve your booth design on a regular basis may result in ejection from your current placement regardless of prior participation or seniority. Freeman Decorating offers many booth options that will easily enable every vendor to have an attractive, vibrant booth presentation for minimal cost. The minimum acceptable requirements that you must meet are as follows: a) Exhibitor branded back-wall booth property (Standard exhibit hall drape provided by Freeman is NOT an appropriate background.) b) Floor covering. This can be ordered through Freeman as well as an outside Exhibitor Appointed Contractor (EAC) should you have one. Floor covering area rugs, rubber snap mat and raw concrete is not acceptable floor covering. c) Furnishings with exhibitor products displayed as they would be in actual application. d) Regular updating of your booth presentation & fixtures is expected. If planning to use a previously used presentation, plan to incorporate aesthetic updates that enhance the look of the display. Remember you only have one chance to make a first impression!

3 LINEAR BOOTH Linear booths, also called in-line booths, are generally arranged in a straight line and have neighboring exhibitors on their immediate right and left, leaving only one side exposed to the aisle. DIMENSIONS For purposes of consistency and ease of layout and/or reconfiguration, floor plan design in increments of 10ft. (3.05m) has become the de facto standard in the United States. Therefore, unless constricted by space or other limitations, Linear Booths are most commonly 10ft (3.05m) wide and 10ft (3.05m) deep, i.e. 10ft by 10ft (3.05m by 3.05m). Maximum back wall height limitation for LIGHTFAIR International Linear Booths is 10ft (3.05m), however, 8ft (2.44m) is generally specified. USE OF SPACE Regardless of the number of Linear Booths utilized, e.g. 10ft by 20ft (3.05m by 6.10m), 10ft by 30 ft (3.05m by 9.14m), 10ft by 40ft (3.05m by 12.19m), etc. display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 10ft (3.05m) is allowed only in the rear half of the booth space, with a 4ft (1.22m) height restriction imposed on all materials in the remaining space forward to the aisle. (See Line-of-Sight expection in the Split Island Booth Section). Note: When three or more Linear Booths are used in combination as a single exhibit space, the 4ft (1.22m) height limitation is applied only to that portion of exhibit space which is within 10ft (3.05m) of an adjoining booth. Linear Booths regardless total size or configuration are restricted from having a hanging sign. CORNER BOOTH A corner booth is a Linear Booth at the end of a series of in-line booths with exposure to intersecting aisles on two sides. All other guidelines for Linear Booths apply. Note: Below Visual implements 9 height restrictions LIGHTFAIR International approved 10ft (3.04m) for Linear Booths. ATTENTION: Linear Booths must maintain side wall sight line height restrictions for neighboring booths.

4 PERIMETER BOOTH A Perimeter Booth is a Linear Booth that backs up to an outside wall (i.e. the perimeter) of the exhibit hall, as opposed to backing up to the back wall of another exhibitors booth. Rules and restrictions for Linear Booths listed above also apply to Perimeter Booths, the only exception being that the back portion of the booth space bears a height restriction of 12ft (3.66m). Dimensions and Use of Space: All guidelines for Linear Booths apply to Perimeter Booths except that the typical maximum back wall height is 12ft (3.66m). Linear/Perimeter Booths regardless total size or configuration are restricted from having a hanging sign. Note: Below Visual implements 9 height restrictions LIGHTFAIR International approved 10ft (3.04m) for Linear Booths. ATTENTION: Linear Booths must maintain side wall sight line height restrictions for neighboring booths.

5 SPLIT ISLAND BOOTH SPLIT ISLAND BOOTHS This style of booth is not available at LIGHTFAIR International. A Split Island Booth is a 400 sq. ft. or larger booth which shares a common back wall with another Split Island Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back wall Line-of Sight restrictions. A typical maximum height range allowance is 16ft to 20ft (4.88m to 6.10m), however, LIGHTFAIR only allows 16ft (4.88m), including booth structure signage. The entire booth structure is to be self-supporting. The entire cubic content of the space may be used up to the maximum allowable height. Hanging signs must be hung at a low point of 19. Hanging signs must be a separate unit from the booth structure.

6 ISLAND BOOTH An Island Booth is any size booth exposed to aisles on all four sides. Dimensions An Island Booth is typically 20ft by 20ft (6.10m by 6.10m) or larger, although it may be configured differently. Use of Space The entire cubic content of the space may be used up to the maximum allowable height, 16ft (4.88m), including booth structure signage. The entire booth structure is to be self-supporting. Hanging signs must be hung at a low point of 19. Hanging signs must be a separate unit from the booth structure. Island Booths are allowed to have one (1) hanging sign (single unit) for the entire contracted space at LIGHTFAIR International. No exceptions.

7 EXTENDED HEADER BOOTH 20ft (6.10m) or Longer An Extended Header Booth is a Linear Booth 20ft (6.10m) or longer with a center extended header. Dimensions and Use of Space All guidelines for Linear Booths apply to Extended Header Booths, except that the center extended header has a maximum height of 10ft, a maximum width of 20 percent of the length of the booth, and a maximum depth of 9ft (2.7m) from the back wall. Extended Header booths are restricted from having a hanging sign within the contracted booth space. Note: Below Visual implements 9 height restrictions LIGHTFAIR International approved 10ft (3.04m) for Linear Booths. ATTENTION: Linear Booths must maintain side wall sight line height restrictions for neighboring booths.

8 OTHER IMPORTANT CONSIDERATIONS Canopies and Ceilings Canopies and ceilings (in a wide range of forms) can be either decorative or functional. Canopies for Linear or Perimeter Booths should comply with line of sight requirements outlines above (see display rules for Linear or Perimeter Booths). The base of the Canopy should not be lower than seven feet from the floor within five feet of any aisle. Canopy supports should be no wider than three inches (3 ). Any exhibitor wishing to construct a ceiling of any kind over their booth must submit to Show Management the request in writing for approval and include all appropriate booth design schematics. Contact show management for more detailed guidelines regarding the fire and safety regulations of the specific event facility. Canopy & Ceiling exhibitors are required to send their booth designs to show management for review and approval. Notice: Due to details of these designs, the review time may be extensive. Please be sure to send the design with all measurements, certificates (fire) and engineer stamp to assist in the timing of the review process. The canopy and ceiling designs may also need to be reviewed by the official host facility which may also extend the review process. It is imperative to send these designs early in the planning process.

9 Hanging Signs & Graphics Only Island Booths that are 20ft x 20ft in size or larger (containing a single occupying exhibitor) can utilize a hanging sign. Only ONE (1) hanging sign is allowed per island booth. Length of sign shall not exceed the corresponding dimension of the booth from all boundary lines of the structure. Clearance from show floor to the bottom of the sign can be no lower than 19 ft. and the maximum height will depend on exhibit hall placement. Hanging signs cannot be attached to the exhibit; signs must be free-hanging from the ceiling. Approval for the use of hanging sings and graphics should be obtained from the exhibition organizer at least 60 days prior to installation. Hanging sign designs are to be submitted to show management for review prior to show site installation. Towers A Tower is freestanding exhibit component separate from the main exhibit fixture. The height restriction is the same as that which applies to the appropriate exhibit configuration for your style of booth space. If you desire a tower in excess of 8ft (2.44m) to 16ft (4.88m) height for your booth, you are required to submit your booth designs to Show Management for approval before fabricating your booth to ensure it is compliant with the fire and safety regulations of the event facility. In addition, a building permit may be required. Multi-story Exhibit A Multi-story Exhibit is a booth where the display fixtures exceed 12ft (3.66m), including Double-decker and Triple-decker Booths. In many cities, a Multi-storied Exhibit requires prior approval by the exhibit facility and/or relevant local government agency because it is deemed to be a structure for building purposes. The city building department generally needs to issue a building permit based on an application and drawings prepared and submitted by a licensed architect or engineer. Exhibitors must obtain local building approval/regulations early on to ensure that all time constraints are met. Contact Show Management for assistance. Double tiered or double decked exhibit booths are not permitted in 1A, 1D, 1E, or 3D exhibit halls. Double-tiered booths are permitted in the River Pavilion, 3A, 3B and 3E exhibit halls. Double-tiered booths are permitted in 1B and 1C exhibit halls after review and written approval by the Center's Facilities Division. A NYC Building Department permit is required whenever the second tier of a double-tiered booth will be walked upon. ISSUES COMMON TO ALL BOOTH TYPES Americans with Disabilities Act (ADA) LIGHTFAIR Exhibitors are required to be in compliance with the American 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 ( ) and from web site

10 Structural Integrity All booths and displays must be designed, fabricated and built in a manner that will withstand contact or vibrations from nearby exhibitors, laborers or mechanical equipment. Displays should be able to withstand any draughts or breezes that may occur in the exhibit hall when freight doors are open. Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed upon them. If you have any questions regarding the structural integrity of your booth design, submit your booth designs to Show Management for approval and advice. Exhibit booths 20ft x 20ft or larger are required to submit a booth design to show management for review and approval. Exhibit Booth Construction & Decoration All materials used in exhibit construction and decoration (including without limitation hard wall, canopies, drapes, foam core, tablecloths, burlap, scrim or similar materials) must be fire retardant, i.e. they must either have been flame-proofed by the manufacturer prior to purchase or be flame-proofed by a person certified by the New York City Fire Department following approved New York City Fire Code procedures and standards. Exhibitors and contractors must have available on site for inspection the appropriate paperwork to demonstrate that these requirements have been met, that either a tag affixed to the item demonstrating that the item has been flame-proofed by the manufacturer or a certificate (valid for one year) demonstrating post-purchase application of fire retardant. Spot checks of compliance with this requirement will be conducted periodically. In addition, field flame tests may be conducted. Appropriate action will be taken if such inspections and tests reveal incidents of non-compliance. Maintaining Access & Egress The following may not be blocked or access impeded: Fire fighting and emergency equipment, including fire alarm boxes, fire extinguisher cabinets, stand pipe valves, defibrillators and similar equipment Electrical and telephone closet doors Elevators and escalators Hanger Doors Doors Staircases Sprinklers Electrical Safety Lighting fixtures must not be covered. Exhibitors should be aware that electrical power for lights and displays in the booths is typically turned off after event closing each day and turned back on approximately one hour before event opening each day. When leaving the booth at the end of each day, exhibitors are responsible for making sure that nothing is draped over or otherwise touching any lights or electrically powered displays. All exhibitors' extension cords and multi boxes must be of the three-wire type, #14-gauge minimum and be UL rated. Plug in feeds for track lighting must also be three wire, 14 gauge with UL rating. Individual lighting fixtures must be of the three-wire type, 18-gauge minimum with UL rating. All exposed noncurrent carrying metal parts of fixed equipment that are liable to be energized must be grounded.

11 Exhibitor Storage No storage of any materials or equipment is permitted behind booths or near electrical cords or outlets. Exhibitors may keep a one-day supply of product or literature within, but not behind, a booth. Exhibitors who use such space for storage will be required to correct this on-site. Exhibitor can contact the General Service Contractor (Decorator) for the show to inquire about the use of accessible storage. Fireworks Fireworks, flash pots and other pyrotechnic devices/events are prohibited without advance written approval from Center management. Approval will be contingent, in part, on the Show Manager or Exhibitor obtaining appropriate government permits and insurance coverage. Flammable and Toxic Materials All materials used in the decorating or construction of your booth must be constructed of fire retardant materials and be certified as flame retardant, Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame proofing certificate should be available for inspection. Exhibitors are advised to follow all guidelines established by the Environmental Protection Agency and the event facility when disposing of waste products created during the course of the exhibition. Lighting No lighting, fixtures, trusses or overhead lighting are allowed outside the boundaries of the exhibit space. Lighting should be directed to the inner confines of the booth space. Lighting cannot project onto other exhibits or show aisles. Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by exhibition management. Lighting that spins rotates, pulsates and other specialized lighting effects should be in good taste, maintain a reasonable light level, and must not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event. Demonstrations Exhibit Booths featuring sales presentations and product demonstrations must be large enough to contain the audience within the exhibit space. Aisle must be kept clear. When demonstrating potentially dangerous machinery or equipment, special caution should be taken by exhibitors. A minimum setback of 3ft (.91m) and/or hazard barriers should be implemented as necessary to prevent accidental injury to spectators. Sound demonstrations must not exceed 85 decibels (see guidelines for Sound / Music and Performance). Additionally, demonstrations should only be conducted by qualifiers personnel. Sound / Music and Performances The use of devices for the mechanical reproduction of the sound or music is permitted, but must be carefully controlled. Sound of any kind must not be projected outside the confines of the exhibit booth, as it is likely distract or interfere with the ability of neighboring exhibitors to discuss and conduct business. Exhibit Booths featuring performers or other attractions must be large enough to contain the audience within the exhibit space. Aisles must be kept clear. Exhibitors should be aware that live and recorded music played within a booth may be subject to copyright composition laws. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music. Contact Show Management for further details.

12 Smoking In accordance with New York City law, smoking is prohibited in all enclosed facilities and covered areas on Javits Center property, including but not limited to exhibit halls, conference and meeting rooms, loading docks, offices, restrooms, common areas and eating areas.