RULES & REGULATIONS ELIGIBILITY TO EXHIBIT Only manufacturers or suppliers of products or services used in the pavement maintenance and reconstruction industries are eligible to exhibit at the National Pavement Expo. All pavement industry event organizers, trade press, or associations are welcome to purchase or barter for booth space at National Pavement Expo, subject to show management approval. PRODUCTS AND SERVICES TO BE EXHIBITED No exhibitor shall exhibit, or permit to be exhibited in the space allotted to him, any goods or services other than those specified in the application and approved by show management, nor shall he exhibit or permit to be exhibited therein, displays or advertising material of any sort bearing any name or form of advertisement other than his own. SPACE USAGE AND ALLOCATION The space applied for is to be used solely for the exhibitor whose name appears on the contract, and it is agreed that the exhibitor will not assign, sublet, or apportion the whole or any part of the space allotted. Show management prohibits any exhibiting or non-exhibiting entity from soliciting business booth-tobooth at National Pavement Expo. Any entity intending to solicit business from National Pavement Expo Exhibitors must have a booth and conduct all business within the confines or their own booth. BOOTH OCCUPANCY All booths must be staffed by exhibitors representatives during all open exhibit hours. DEFAULT IN OCCUPANCY If exhibit space is not occupied by the time set for completion of exhibit installation, the space may be possessed by show management for such purposes as it sees fit. BADGES AND EXHIBITOR PERSONNEL Admission will be by badge only. Identification badges are not transferable. All badge holders will have colored stripes identifying the type of registrant. Exhibitors customers and contractor personnel may not be badged as exhibitors. If you are using the services of an EXHIBITOR APPOINTED CONTRACTOR (EAC) to install your exhibit, their PERSONNEL SHOULD NOT BE REGISTERED AS YOUR STAFF. After you complete and return the EAC Notification Form located in the exhibitor kit, your appointed contractor will be sent separate information regarding their personnel. EXHIBIT HALL ACCESS Badged exhibitors will be allowed access to the exhibit floor during all published move-in and move-out hours, and beginning at 8:00am on Thursday, January 28 and at 8:00am on Friday, January 29. If admittance to the exhibit floor is required at any other times, permission must be obtained from show management. Exhibitors are required to leave the exhibit hall one half hour after closing each show day unless permission has been obtained from show management to remain after hours.
OFF-HOURS BOOTH ACTIVITY If you need to conduct a media briefing, demonstration, sales meeting, or any kind of event in your booth before or after exhibit hours, you must request permission from show management no later than 30 days prior to the show. Email a request to Jenni Isfan at jisfan@acbusinessmedia.com. Include a description of the activity you wish to conduct, the number of people that will be present and their affiliation, who your designated representative will be, and the times your function will begin and end. If permission is obtained for your requested activity, a list of the personnel and guests who are staying must be supplied and all exhibitor personnel must remain in their booth until they are ready to exit the hall. If you have guests arriving after exhibit hall hours, your designated representative must contact show management on site, escort your guests in one group from the show entrance to your booth, and escort them back out again. Re-entry will not be allowed after a reasonable hour, which will be specified when permission to remain after hours is granted. Please be aware that light levels will be dropped for a period of time at the close of each day. AGE REQUIREMENT No one under 18 years of age will be allowed on the exhibit floor or in the loading dock area at any time during move-in and move-out, regardless of affiliation or circumstances. No one under 18 years of age will be permitted on the show floor during show hours unless an adult accompanies him or her. These rules apply to exhibitors as well as attendees. MODELS AND ATTIRE Models and other booth personnel must be properly clothed and dressed in good taste at all times. Any exhibitor personnel wearing costumes or banners containing firm names must wear an outer wrap any time they leave the exhibitor s booth. PHOTOS, VIDEOS Still photography and video recording of any exhibit or function is prohibited within the exhibit hall, meeting rooms and lobbies. This applies to both exhibitors and attendees. Show management, the official photographer, and accredited members of the news media are exempt from this rule. Exhibitors are allowed to photograph or make video recordings of their own booth, as long as show management is notified in advance of this activity. UNSPORTSMANLIKE CONDUCT Any unsportsmanlike conduct, such as tampering with another party s exhibit or engaging in corporate espionage will not be tolerated. When such conduct is discovered, the offender will immediately be removed from the National Pavement Expo. CONTESTS, LOTTERIES, PROMOTIONS, ETC. Exhibitors shall not conduct exhibitions, raffles, donations or other promotional measures that require guests to be present at a specified location and time, and all promotional plans must be approved by show management no later than 60 days prior to the show. SOUND LEVELS Mechanical or electrical devices that produce sound must be operated so as not to prove disturbing to other exhibitors. Show management reserves the right to determine the acceptable sound level in such instances. For more information refer to the Guidelines for Display Rules and Regulations which can be found within the exhibitor kit. MUSIC, PHOTOGRAPHS AND OTHER COPYRIGHTED MATERIAL Each exhibitor is responsible for obtaining all necessary licenses and permits to use live or recorded music, photographs or other copyrighted material in the exhibitor s booth or display. 2
DISTRIBUTION OF LITERATURE AND PROMOTIONAL MATERIAL Literature, souvenirs, catalogs, samples or other give-away items to be distributed at the show are subject to approval by show management, and all distributions must be conducted from within the exhibitor s booth space. Any items deemed to be objectionable in the opinion of show management shall not be distributed at the show. TRADE PUBLICATIONS Trade publishers are prohibited from soliciting advertising at the exposition. They may distribute their own trade publications from their booth space, but no distribution is to be made to the exhibitors booths. SELLING ON THE EXHIBIT FLOOR Exhibitors may sell their products directly to attendees on the show floor. However, exhibitors must abide by state laws and are solely responsible for the collection and remittance of any sales or other taxes. CATERING Exhibitors planning to serve food or beverages (non-alcoholic) from within their exhibit space must utilize the services of the exclusive in-house catering service. Please see the ADDITIONAL SERVICES section of this manual for more information. ALCOHOLIC BEVERAGES Exhibitors are not permitted to serve or consume alcoholic beverages on the show floor at any time during installation, show days, or dismantling; however, exhibitors may consume alcoholic beverages during Preview Night on Wednesday, January 27 from 4:30pm 6:30pm. SMOKING Smoking is prohibited within the convention center by city ordinance. Smoking is permitted outside the facility only. DISPLAY RULES The most recent version of the IAEE Guidelines for Display Rules and Regulations will be considered to be the guidelines for booth displays at all NPE events unless otherwise stated. This document can be found within the exhibitor kit. If you have any questions about the display rules, please contact the Operations Manager, Jenni Isfan, at 250-765-8282 or jisfan@acbusinessmedia.com, for clarification. VEHICLES/EQUIPMENT ON DISPLAY Gasoline and diesel powered vehicles and equipment must adhere to the following rules in order for the vehicle to be permitted inside the building: Fuel in Tanks tanks must be less than ¼ full Fuel Tank Cap must be lockable or the cap must be securely taped Battery must be disconnected Vehicles or equipment may not be fueled or de-fueled within the building. Fuel systems are subject to inspection for leaks. Fuel spills must be cleaned immediately by the exhibitor. FIRE HOSE CABINETS All fire hose cabinets, alarms & emergency lights must be kept clear and unobstructed at all times. 3
STORAGE Fire regulations prohibit storage of any kind behind exhibits, including empty packing materials. All empty containers must be labeled with EMPTY stickers and placed in the aisle for temporary storage by the general contractor. BALLOONS The display and/or distribution of helium-filled and mylar balloons is prohibited at all times within the convention center due to housekeeping and sprinkler systems concerns. USE OF AN EXHIBITOR APPOINTED CONTRACTOR Exhibitors must submit to show management the names of any persons or organizations, other than those designated as official contractors, who are proposed for the performance of any services for the exhibitor. All non-official exhibitor appointed contractors must submit their certificate of insurance to show management not less than thirty (30) days prior to the opening date of the exposition. Admission to the show floor will be denied if a certificate of insurance is not on file. EAC personnel must register with the General Contractor. Badges will be issued at show site to authorized contractor representatives when all requirements have been met. EAC badges will gain admittance to the exhibit hall ONLY during published move-in and move-out hours. An exception will be made to allow EAC personnel access to the service counter one hour prior to show closing on the last day of the show. ACCESS BY ANY EAC TO THE EXHIBIT HALL IS SUBJECT TO APPROVAL OF SHOW MANAGEMENT. SHOW MANAGEMENT RESERVES THE RIGHT TO DENY SPECIFIC EACS AND THEIR EMPLOYEES ACCESS TO THE SHOW FLOOR SHOULD THERE HAVE BEEN ISSUES WITH THE EAC AT PREVIOUS NPE EVENTS. SERVICES FOR WHICH AN EAC MAY NOT BE USED There are some services for which exhibitors may not, under any circumstances, elect to use a nonofficial contractor. For various reasons such as the nature of the service, exclusive-use agreements in the facility, or to maintain control and safety of the exhibit floor, the following services MUST be performed by official contractors: ELECTRICAL, INTERNET, PLUMBING, TELEPHONE, DRAYAGE, SIGN HANGING, RIGGING, CLEANING, CATERING, SECURITY DISMANTLING OF EXHIBITS Dismantling and move-out of exhibits may begin at 5:00pm on Friday, January 29 and must be completed by 9:00pm. No exhibitor will be permitted the right to pack or remove articles on display or any part of their exhibit prior to the closing of the exposition. Show management has the right, without incurring any liability for damage or loss, to order, at the exhibitor s expense, the dismantling, packing and shipping of the exhibitor s property if the exhibitor has failed to do so in the time allotted. NO DISMANTLING OR PACKING OF DISPLAY OR PRODUCT MAY TAKE PLACE PRIOR TO THE CLOSE OF THE SHOW AT 5:00PM ON FRIDAY, JANUARY 29. All exhibits are to be occupied and in operation until this time. RESPECT YOUR FELLOW EXHIBITORS, AS THEY WILL BE CONDUCTING BUSINESS UNTIL THE CLOSING. 4
HOSPITALITY FUNCTIONS Exhibitors may not conduct or sponsor hospitality suites or functions, or any organized event to which attendees are invited during show hours. Violation of this policy will affect an exhibitor s eligibility to select space or to participate in future expos. SECURITY The National Pavement Expo is generally held in a major city with the inherent security risks of a metropolitan area. Most event thefts are crimes of opportunity and occur during move-in and moveout hours. Therefore, NPE highly recommends that you have a representative of your company present during these hours. It is your responsibility to ensure that all of your items are accounted for at all times. Do not leave valuable items such as laptops, purses, cell phones or briefcases unattended at any time. To minimize loss or damage to exhibit materials, a security guard will be present in the exhibit area during non-exhibit hours. However, because of the nature of the facilities available, the circulation of large numbers of people, the difficulty of effective supervision over the protection of the removable items of many booths and various other factors, it makes it reasonable that each exhibitor shall assume full risk of any injury, loss or damage to their property. Should you plan on leaving valuables in your booth overnight, NPE highly recommends that you retain the services of the official security company to guard your booth. To order your guard service, contact the official security company whose details can be found in the Official Contractor section of the exhibitor kit. Neither NPE, its employees, contractors, designates, nor are their representatives responsible for loss or damage to exhibits while being brought in or out of the facility or while on the premises. In all cases, the exhibitor shall assume responsibility for damage to property, however caused, as well as accident and/or injury to exhibitors, attendees, or employees. If insurance is desired, the exhibitor must purchase it. LIABILITY AND INSURANCE National Pavement Expo, show management, AC Business Media, and all organizations and individuals who are employed by or associated with them in connection with the exposition will not be held responsible for any injury that may occur to an exhibitor or an exhibitor s employees or agents, nor for the safety of any exhibit or other property against robbery, fire, accident or other destructive causes. Please review the exhibit space contract for further details. AC Business Media requires that each exhibitor maintain general public liability insurance against claims for personal injury, death or property damage arising out of or in any way connected with the exhibitor s participation in the exhibition, in an amount of not less than one million dollars ($1,000,000) for personal injury, death or property damage in any one occurrence. Such insurance obtained by the exhibitor must be issued by an insurance company reasonably acceptable to show management, include coverage of the indemnification obligations of the exhibitor under the rules and regulations, and shall name National Pavement Expo, AC Business Media, and Charlotte Convention Center as additional insured parties. Exhibitors are responsible for damage to uncrated or improperly packed shipments, concealed damage, loss or theft of material after delivery to the booth or before material is picked up for return shipment. EXHIBITORS ARE REQUIRED TO FILE ANY REPORTS OF DAMAGE WITH THE SERVICE DESK AT THE TIME THE DAMAGE OCCURS. Each exhibitor acknowledges that they are responsible for obtaining, for their protection and entirely at their own expense, such property insurance for their exhibit and display materials as the exhibitor deems appropriate. Any policy providing such property insurance must contain an express waiver by the exhibitor s insurance company of any right of subrogation as to any claims against National Pavement Expo, AC Business Media, and Charlotte Convention Center. 5
Exhibitors are liable for any damage they or their employees, contractors, designates or representatives cause to building floors, walls, or columns, to standard or rented booth equipment, or to other exhibitors property. Exhibitors may not apply paint, lacquer, adhesive or other coatings to building floors, walls, or columns, or standard or rented booth equipment. Holes may not be drilled, cored or punched in any part of the building. EXHIBIT SPACE CONTRACT Please refer to the back of your exhibit space contract for additional rules and regulations to which you are bound. 6