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An introduction to exhibiting guidelines |
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Originally Published By Exhibitor Magazine & Written By Candy Adams |
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Adapted By FB Displays & Designs, Inc. |
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While most exhibit halls will have a different set of rules, the International Association for Exhibition Management established the basic principles and guidelines. Shows are not required to follow the IAEM guidelines, but many use them as a basis for establishing their own set of show rules. Typically, on the back of your exhibit space contract, you will notice a section mentioning the inclusion of “IAEM Guidelines for Display Rules and Regulations.” |
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While these guidelines aren’t a standard set of rules for every exhibit hall in North America, they should help you understand the basic concept and rules applied to shows. This won’t, however, get you out of reading your official show manual. Here is a list of some of the IAEM guidelines and other common show rules: |
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Line of Sight. If you have an in-line exhibit, you must maintain a line of sight to the exhibits next to yours. This means you can’t set up items in the front half of your space because they may block the view into neighboring exhibits. |
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Hanging Signs. Hanging signs are only allowed above island or peninsula exhibits larger than 20-by-20 feet. When allowed, signs must only hang above your exhibit and at least 1- foot away from adjacent booths. You may be required to get drawings for your signs approved by a structural engineer, and you must send signs to the advance warehouse so they can be removed and hung before exhibitor freight arrives on the floor. |
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Fire Regulations. Make sure both you and your exhibit house understand the rules about using fire retardant materials. Fire marshals have a three-second test of holding a flame to booth properties, in which time it must not combust. If your booth space is near or includes any type of fire apparatus, such as hoses or extinguishers, exhibit properties can’t block or hide it from view. Check with the fire marshal for specific required clearance. Fire apparatus will be noted on floor plans as FHC (fire hose cabinet). If your exhibit has rooms with ceilings, the fire marshal may also require smoke alarms or full sprinkler systems for covered areas. |
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Electrical Regulations. Generally, electrical cords must be Underwriters Laboratory (UL) approved, 14-gauge flat (not round) wire, and grounded with a third prong. Most UL-rated power strips with surge protection are allowed, but it’s always safer to ask. Before bringing your own extension cords and power strips to a show, check with the facility’s electricians to see if they will allow you to use your own or if you must rent them. |
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Vehicles. If you’re bringing a car or motorcycle on the show floor, you’ll need to investigate both show and fire marshal rules. Generally, vehicles on display should have no more then a ¼ tank of gas, the gas tank filler cap will have to be sealed with tape, the battery will need to be disconnected, and the vehicle must be driven on the floor by someone from material handling who will also keep the keys. |
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Confines of Booth. Most shows require booth activities to take place within the perimeter of the space you’ve rented. Don’t distribute literature in front of the convention center or in the aisles inside the exhibit halls. |
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Sound Levels. Sound from your booth space is only suppose to be heard to the center of the aisles surrounding your exhibit, which means it should not exceed 85 decibels. |
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Lighting. Lighting in your exhibit must be within your space boundaries and directed into it. Many show management companies prohibit flashing, spinning or pulsating lights and potentially harmful lighting, such as lasers and ultra violet lighting. |
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General Guidelines. |
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Other common rules that show management may enforce include: |
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Food/Water. If you are a food or beverage distributor, you will generally be allowed to provide sample-sized amounts of your product. But it you are not in the food business, check with the exclusive caterer at the convention center before planning to distribute items, such as bottles of water with your corporate logo on the label. The caterer will generally charge you for the lost revenue based on the number of products you distribute. |
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No Drinking or Smoking on the Show Floor. Most convention centers in the United States have rules against drinking alcoholic beverages and smoking on the show floor. |
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Insurance Regulations. An increasing number of shows are requesting a Certificate of Insurance, not just from Exhibitor Appointed Contractors (EACs) but from the exhibiting company as well. They may request the policy to list as additional insured, the names of the show organizer, the facility, show management, and the official general service contractor. Standard policies are for $1 million comprehensive general liability and $250,000 in workers compensation coverage. |
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Other Banned Items. Show management also bans some items that are just downright messy or a nuisance to clean up, such as glitter and confetti. Adhesive stickers are another problem because they seem to end up on walls, bathroom stalls, and trashcans throughout the hall. Don’t be surprised if you get a bill for clean up after the show if your company’s name is on the sticker. |
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