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Trade Expo Rules and Regulations

Please note: New this year the Exhibitor Service Manual will no longer be available in hardcopy form, a folder containing the manual on CD will be mailed to you.

printable version

 

1. INSURANCE AND LIABILITY

Exhibitor shall obtain general liability and fire insurance at the exhibitor’s own cost and expense. ICSC, the Las Vegas Convention Center and GES Exposition Services must be named as coinsured with limits of liability of at least $1,000,000 combined single limits including bodily injury, property damage, fire and theft. Proof of such coverage shall be furnished to ICSC no later than April 12, 2006. This proof shall include:

  1. Certificate of Insurance - Independent Contractors Liability Insurance covering workman’s compensation and property damage of not less than $1,000,000 combined single limits naming ICSC, the Las Vegas Convention Center, and GES Exposition Services as coinsured.

    Addresses:
    International Council of Shopping Centers
    1221 Avenue of the Americas, 41st Floor
    New York, NY 10020
    Fax: 732.694.1755

    Las Vegas Convention Center
    3150 Paradise Road
    Las Vegas, NV 89102

    GES Exposition Services
    7000 Lindell Road
    Las Vegas, NV 89118
    Fax: 702.515.5592

  2. A letter, on the exhibitor’s letterhead, authorizing the independent contractor.

ICSC assumes no risk and by acceptance of this Agreement the exhibitor expressly releases ICSC from any and all liability for personal and property damages, loss of goods by fire, theft or destruction and from any injury to himself or employees while in the Trade Exposition. Exhibitor agrees to hold ICSC, the LVCC and GES harmless for damage to the exhibitor from any cause whatsoever or from any action of any nature by ICSC including damage to his business by reason or failure to provide space for him to occupy, or, for failure to hold the Trade Exposition as scheduled, except as provided herein. Exhibitor further agrees to indemnify and hold ICSC harmless from all liability arising from the acts of the exhibitor, its employees, and agents. It is understood that you will indemnify and hold ICSC, the LVCC, and GES harmless for any and all claims of loss, injury or damage to persons or property arising out of the activities of the on-site independent design firm.

 

2. DAMAGE TO PROPERTY

Exhibitor is liable for any damage caused by him or his representatives to building floor, walls, columns, equipment, or to the property of other exhibitors. Nothing shall be tacked, nailed, screwed, or otherwise attached to GEM walls, columns, walls or floors of the exhibit hall. Nothing shall be done that will in any way mar or deface the Las Vegas Convention Center.

 

3. DISMANTLING

Exhibitor’s property must be removed by the exhibitor from the premises no later than 5:00 P.M. on Wednesday, May 24, 2006. Exhibitor shall be liable for all storage and handling charges resulting from failure to remove the exhibitor’s property from the Trade Expo before conclusion of the dismantling period as specified by ICSC.

 

4. DECORATIONS

ICSC shall have full discretion and authorization in the placing, arrangements, and appearance of all items displayed by exhibitors and may require the replacing, rearrangement, or redecorating of any sign or of any area which ICSC deems inconsistent with the principal purpose of Leasing Mall or inappropriate for any reason. No liability shall attach to ICSC for costs that may devolve upon the exhibitor thereby.

 

5. FAILURE TO CONDUCT TRADE EXPO

Should any contingency prevent holding the Trade Exposition, including but not limited to acts of terrorism (domestic or foreign), this lease shall be terminated, and the exhibitor waives any claim for damages or compensation, and neither party shall have any further obligations as against the other, except that ICSC shall refund to the exhibitor the amounts paid under this Agreement, less a pro rate share of ICSC’s actual expenses incurred in connection with said Trade Exposition. Expenses are to be determined on the basis of the number of square feet of floor space assigned to all other exhibitors at the Trade Exposition under similar contracts at the ICSC.

 

6. EXHIBIT REGULATIONS

Your exhibit design must be at least equal to that of the basic GES Exposition Services GEM unit. Two story exhibits are NOT permitted. Under no circumstances may the weight of any equipment or exhibit material exceed the hall’s maximum floor load. Exhibitor accepts full and sole responsibility for any injury or damage to property or person resulting from failure knowingly or otherwise to distribute the load of his exhibit material in conformity with the maximum floor load specs maximum floor load specs.

  1. All inline exhibitors must maintain a 1’-0” clearance at the back of their exhibit for electrical and fire safety concerns. Inline exhibitors must refrain from setting their exhibit backdrop and other display items within this 1’-0” zone.

  2. The use of pipe and drape is not permitted. This is a hard wall show.

  3. Any exhibit over 8’-0” in height must be approved by ICSC and DDG. The backs of these exhibits must be masked off to make an attractive appearance.

  4. Electric flashers or signs involving the use of Neon or similar gases are prohibited. Should the wording on any sign or area in an exhibitor’s space be deemed by ICSC to be contrary in any way to the best interests of the Exposition/Trade Show, Exhibitor shall make such changes as are requested by ICSC.

  5. Exhibits are required have a hard wall backdrop measuring 10'-0" wide and 8'-0" high. Backdrops can be rented through GES Exposition Services.

    If you are using a standard pop-up display unit and it is less than 10’-0” wide, you are required to add a hard wall on both sides of the unit to mask any unsightly back wall or electrical wiring. Failure to make an attractive appearance will require show management to order back wall installed onsite at the exhibitor’s expense.

    All exhibits are subject to an on-site inspection; if your exhibit, product, or any part of your display has to be repositioned, or if masking drape or carpet has to be ordered, any and all costs incurred will be your responsibility.

  6. Space not occupied by 5:00 PM, Saturday, May 20, 2006, will be forfeited by the exhibitor and this space may be resold, reassigned, or used by the exhibit management without refund, unless prior approval is obtained in writing from ICSC. If the exhibit is on hand, ICSC reserves the right to assign labor to set up any display that is not in the process of being erected by the given deadline and to instruct that the exhibitor be billed for all charges thus incurred.

  7. Décor and display objects must be nonflammable.

  8. Show management shall be the sole arbiter of acceptability of sound levels and may require reduction of sound levels where in the judgment of show management such sound is objectionable.

  9. Exhibit representatives will be permitted to enter the Trade Exposition one hour before the scheduled opening time each day of showing and will not be permitted to remain in the Trade Expo after closing one hour each night with the exception of the final night. Exhibitors having special problems that require additional time should check at the show office on the previous day.

  10. Any demonstrations or activity that results in excess obstruction of aisles or prevents ready access to nearby exhibits is not permitted. Exhibitor’s representatives wearing distinctive costumes or carrying banners or signs separately or as part of their apparel must remain in their own exhibit spaces. Exhibit representatives may not wear clothing that ICSC deems scanty or excessively revealing.

  11. No article containing any product other than the product or material made or processed or used by the exhibitor in or as the product or service the exhibitor sells, may be distributed except by written permission of ICSC. Samples, souvenirs, publications, etc., may be distributed by the exhibitor only from within the exhibit. These activities are forbidden in the aisles, restaurants, other exhibits and all public areas. The distribution of any article that interferes with the activities in or obstructs access to neighboring exhibits or that impedes aisles is prohibited.

  12. Exhibitor shall not engage in any activities in the aisles or exhibits other than their own exhibit. No signs shall be displayed not shall public announcements be made concerning sales, prices or conditions of sale.

  13. Exhibitor may not sublet his space nor have representatives from other companies represented in their space.

  14. Under no circumstances or at any time are babies and children under the age of 16 permitted on the exhibit floor.

7. LABOR

  1. Official Contractor
    GES is the official labor contractor. Please see the Labor-Installation and Dismantling order form for your labor requirements.
  2. Exclusive Contractors
    For insurance, safety, and security purposes the following will be provided only when the exhibitor orders and agrees to pay for them from the firms authorized to provide such services listed on the Exhibitor Service Manual CD:

    arrow Drayage
    arrow Electrical
    arrow Cleaning
    arrow Utilities
    arrow Catering
    arrow and other special services as needed

  3. Gratuities
    Labor is adequately paid and exhibitors are requested not to give tips or additional payments. Any demands for such payments should be promptly reported to Show Management.

  4. Union Jurisdictions
    Exhibitors, or any personnel servicing a display other than employees of the official service contractor, GES, are prohibited to use forklifts, trucks or other motorized vehicles and mechanical equipment at any time on the show floor.

8. CARPET

Blue aisle carpet will be supplied by ICSC. Exhibitors intending to use carpet other than that supplied by ICSC must notify GES of their intent by April 6, 2006. The carpet must be shipped in advance, clearly marked and separate from display freight. Exhibitor-supplied carpeting must cover the entire booth area. No partial coverage will be allowed. Exhibitor is responsible for damage caused to carpet.

 

9. HANGING SIGNS

No hanging signs or decorations are permitted. All elements must be within the height restrictions as described in Regulation 6.

 

10. FIRE AND SAFETY REGULATIONS

  1. Smoke detectors and fire extinguishers will be required of all exhibitors who have displays in a closed exhibit room area.

  2. All fire hose racks, fire extinguishers and emergency exits must be visible and accessible at all times. For LVCC Fire & Safety Regulations, please go to: http://www.lvcva.com/meetings/safety_regulations.html

  3. Some Halogen bulbs are prohibited from being utilized in exhibits. For more information on the LVCC’s regulations, please go to: http://www.lvcva.com/meetings/halogen_restrictions.html

  4. All curtains, drapes and decorations must be of fire-retardant materials.

  5. Combustible materials shall not be attached to, hung on, or hung from sides or dividers of exhibits.

  6. During the move-in/move-out of the Trade Expo, ICSC requires establishment and maintenance of designated “NO FREIGHT” aisles. These aisles are to be kept clear at all times.

  7. All internal combustion engine driven vehicles or equipment displayed in the hall must have fuel filler caps locked or taped and batteries must be disconnected. The fuel tank should have less than a quarter of a tank of gas. (Combustible materials must not be stored beneath display vehicles.)

  8. Vehicles in the building for unloading must be unloaded and removed as quickly as possible or will be required to unload outside.

  9. Use of liquefied petroleum gases inside structures is subject to local Fire Marshal approval.

  10. Compressed gas cylinders are prohibited unless approved by Fire Marshal. Cylinders must be secured in an upright position.

  11. Any use of two-wire extension cords is prohibited. Multiple outlets and electric cords must be grounded and must not be used to exceed their listed amp. rating.

  12. All temporary electrical wiring must be accessible and free from debris and storage materials. Hard backed exhibits must be at least 9 inches from rear lines, 18 inches between hard walls.

  13. All electrical work under carpets must be done, or supervised, by the decorator’s electrical contractor.

  14. All packing containers, wrapping materials and display materials must be removed from behind exhibit and placed in storage.

  15. Projection booths must be ventilated at ceiling and provided with an approved smoke detector. No storage is allowed in these areas.

  16. Flammable liquids with Flash Point less than 110°f are prohibited and may not be used or brought into the building, except vehicles.

  17. Combustible liquids with Flash Point higher than 110°f must be stored in and dispensed from approved safety cans, and must be removed from the building before the show opens.

11. CLEANING

Nightly vacuuming of exhibit space carpet and emptying wastebaskets that have been placed by the aisles are included in the cost of exhibit space at the Trade Expo. This service will begin on Saturday evening, May 20 through Monday evening, May 22, 2006. All work is performed each evening at the close of the show. Any exhibitors wishing continuous cleaning service may order such service from the official cleaning contractor only. All exhibits are subject to an on-site inspection. If your exhibit does not meet the ICSC criteria and corrections need to be made, all costs incurred due to changes will be the exhibitor’s responsibility. Refer to your Exhibitor Service Manual CD for the Cleaning Order Form and a rate schedule.

 

12. SECURITY

In addition to the permanent Las Vegas Convention Center security, ICSC will have security guards posted on a 24-hour basis beginning on Saturday, May 20 through Wednesday, May 23, 2006. It is recommended that small, portable items be properly secured or removed from the floor daily after show hours. ICSC, the security company, GES and the Las Vegas Convention Center are not responsible for lost or stolen items.

 

13. PHOTOGRAPHY

Photography is strictly prohibited in the exhibit area except the official show photographer.

 

14. AUTOMATIC SPACE RELEASE

If you fail to arrive for setup by 5:00 p.m., Saturday, May 20, 2006, ICSC will automatically release your space, whether ICSC fills your booth space or not. No refunds will be given.

 

15. EMPTY CONTAINERS/BOXES

It is a law that all empty boxes and crates be removed from the exhibit hall before the show begins. Failure to do so could cause the exhibit hall to be shut down by the Fire Marshal. When you have completely emptied your boxes, label them and place them on the edge of your exhibit. GES Exposition Services will automatically remove any boxes that are labeled and placed on the edge of an exhibit, you will not need to contact them for this.

16. ADDITIONAL INFORMATION

  1. All exhibits must be manned at all times during show hours, and these representatives shall wear “Exhibitor” badge identification furnished by ICSC at all times. ICSC may limit the number of representatives at any time. All exhibit company personnel, other than those working in the exhibit, are to register as attendees of the conference.

  2. Soliciting by any non-exhibiting suppliers or vendors is strictly prohibited.

  3. By law, each exhibitor in any trade show or meeting has an obligation to pay royalties to composers or their representatives for the use of music (live, recorded, or mechanical) during these events.

 

 

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