Expo Rules and Regulations
Expo Rules and Regulations
The iP Utility Safety Conference & Expo strives to maintain a professional atmosphere for the attendees and the exhibitors. To demonstrate this, rules and regulations have been established to govern the Exhibit Hall. Exhibitors understand that when applying for exhibit space they are bound by the rules and regulations that appear in the exhibitor prospectus as well as all other iP Utility Safety Conference & Expo material.
It is imperative that all exhibitors, installation and dismantle companies, exhibit designers, and communication and marketing firms, acting on an exhibitor’s behalf are aware of and adhere to the iP Utility Safety Conference & Expo rules and regulations.
The IP Utility Safety Conference & Expo reserves the right to reject, for any reason, any company, product or service for exhibit space.
MOVE IN HOURS:
Tuesday, April 30th 1:00 pm - 5:00 pm
Welcome Reception @ 6:00 pm - 8:00 pm
All booths and material must be set-up by 5:00pm on Tuesday, April 30th. Any booth unoccupied by 5:00pm on Tuesday, April 30th will be regarded as a no show and the contract to exhibit will be terminated unless iP Utility Safety Conference & Expo has pre-authorized a late set-up. All freight will be removed and returned to the loading dock at the exhibitor’s expense.
EXHIBIT HALL DATES AND HOURS:
Wednesday, May 1st 8:30 am - 2:00 pm
Thursday, May 2nd 8:30 am - 2:00 pm
Thursday, May 2nd 2:00 pm – 5:00 pm
Dismantle will begin Thursday, May 2nd at 2:00pm. Dismantling or tearing down exhibits prior to this time is prohibited. Bills of lading and return shipping labels are available at the Freeman Service Desk. For safety and security, no one under the age of 18 is allowed in the Exhibit Hall during move-in or move-out.
EXHIBITOR REGISTRATION: All exhibitor personnel must be registered with the iP Utility Safety Conference & Expo. This includes: booth representatives, agency personnel, Installation & Dismantle staff working during exhibit dates and times.
Two (2) exhibitor registrations per 10′x10′ booth space are provided without charge. Additional exhibitor registrations are available for $350.00 each.
Exhibitor badges are personal and are not to be given to anyone else. Exhibitors caught badge swapping will have their badge confiscated permanently. Supplemental badges or those altered or changed using a business card; ribbons or company logos are not permitted and may be confiscated. Exhibitor badges can be transferred only if the original badge is surrendered permanently at the exhibitor registration desk. Exhibitor badges are made out in the name of the company shown on the exhibit reservation and application form only.
On the days the Exhibit Hall is open, exhibitors will be allowed access into the hall 2 hours prior to hall opening. Exhibiting personnel may remain in the Exhibit Hall up to 1 hour after the hall closes unless prior authorization is received from iP Utility Safety Conference & Expo.
EXHIBITOR STAFFING: Exhibits must be staffed and operational at all times during show hours. Move-out may not begin before 2:00 pm on Thursday, May 2nd.
Cancellation/Downsizing of Booth Space Policy: All requests for cancellation or reduction of exhibit space must be made in writing and shall become effective upon receipt by UBM. During the pre-sale period from November 1, 2018 to February 1, 2019 exhibitors may downsize or cancel without penalty. After February 1st, 2019 there are no refunds. The iP Utility Safety Conference & Expo retains the right to relocate an exhibitor after downsizing. The iP Utility Safety Conference & Expo can sell cancelled or downsized space to another exhibitor without any rebate or permission.
BOOTH CONSTRUCTION & DISPLAY RULES
Linear Booth: An in-line or linear booth is a 10′x10′ booth or multiples thereof arranged in a straight line. Exhibit fixtures, components and identification signs along the back of the booth will be permitted to a maximum height of 8ft. All side material must not be higher than 3ft. and will not block line of sight to the adjacent booths. All display materials over 4ft. high must be confined to that area of the booth that is at least 5ft. from the aisle line.
Perimeter Wall Booth: A perimeter wall booth is a standard 10′x10′ booth or multiples thereof, located on the outer-perimeter wall of the exhibit floor. Booth display material in perimeter booths are permitted to extend to a 12ft. in height in the rear 50% or 5ft. of the booth space, and 4ft. in the front 50% of the booth. The back wall is permitted to 12ft. in height including signs, company name, and logo and/or product information.
GENERAL DISPLAY GUIDELINES: Exposed/unfinished sides of inline and corner booths must be draped. In the event the exhibitor is not present, the decorator, with the approval of the iP Utility Safety Conference & Expo will provide the necessary draping.
BOOTH ACTIVITIES / PROMOTIONAL ITEMS: Exhibitors may not solicit in the aisles or in any other location in, around or outside the convention center except their booth space. No invasive procedures are permitted. The use of live animals in an exhibit for any purpose is not allowed. Other attention-getting tactics in the form of entertainment, amusement or demonstrations of non-product items or services must be approved in writing by iP Utility Safety Conference & Expo prior to the start of the meeting.
DEMONSTRATIONS: All demonstrations must be confined to the space allowed to each exhibitor. Activities that, in the iP Utility Safety Conference & Expo’s opinion, interfere with normal traffic flow or infringe on other exhibits are prohibited. The use of other than closed-sound systems will be permitted only with the prior written approval of the iP Utility Safety Conference & Expo. An exhibit may be closed if deemed not to meet these requirements and infractions cannot be resolved onsite. No refund will be issued for the contracted space.
CANVASSING OR DISTRIBUTING ADVERTISING MATERIAL OUTSIDE AN EXHIBITOR’S BOOTH IS NOT PERMITTED: All exhibitors marketing activity is limited to the confines of their contracted exhibit space. Solicitation of business, except by contracted exhibitors is prohibited. Photography or video recording of other exhibitor’s booths, products and/or literature is prohibited.
BOOTH ASSIGNMENTS: iP Utility Safety Conference & Expo reserves the right to modify the floor plan to accommodate space sales and/or avoid conflict and to relocate exhibit booths as necessary after consultation with exhibitors who are affected by the modification. Every effort to consider location of competitors and accommodate special requests will be made; however, iP Utility Safety Conference & Expo cannot guarantee booth location.
The subletting, assignment of a portion of the whole or any part of the space by an exhibitor is prohibited. Exhibitors may not permit any other party to exhibit in their space any goods other than those manufactured or handled by the contracted exhibitors without written approval from iP Utility Safety Conference & Expo.
FUNDRAISING ON THE IP UTILITY SAFETY CONFERENCE & EXPO EXHIBIT FLOOR: Any fundraising activity conducted on the iP Utility Safety Conference & Expo Exhibit Floor must benefit the Utility Safety & Ops Leadership Network (USOLN) or its partner organizations. The fundraising method, all associated advertising and signage must be submitted for approval.
DIRECT SALES: Sales of, and order placement for merchandise or services are welcomed in the Exhibit Hall providing all transactions are conducted in a professional manner. It is the responsibility of the exhibitor to have all licenses, permits, and/or registrations required by the conference venue, city, municipality, and/or state. The exhibitor is responsible for compliance with all applicable tax laws.
Exhibitors will not, prior to, during, or after exhibiting, use the iP Utility Safety Conference & Expo logo or taglines, trademarks, or trade names, or service marks. iP Utility Safety Conference & Expo trademarks include but are not limited to " iP Utility Safety Conference & Expo. The use of the words " iP Utility Safety Conference & Expo " is permissible when referencing a booth number in marketing materials for the conference.
SECURITY: The iP Utility Safety Conference & Expo will lock the expo hall when not in use. Furnishing this service shall not be construed to be any assumption of liability with respect to the protection of exhibitor property, which shall, at all times, be the sole responsibility of each exhibitor.
INSURANCE: For the term of the agreement, Exhibitor shall maintain comprehensive general liability insurance against claims for bodily injury or death and property loss or damage occurring in or upon or resulting from the premises leased by the iP Utility Safety Conference & Expo Such insurance shall include contractual liability and product liability coverage, of $1,000,000 per occurrence with a $2,000,000 aggregate. The iP Utility Safety Conference & Expo and the Embassy Suites Denton Convention Center and Hotel shall be added as additional insureds to such insurance. Exhibitor shall confirm to the iP Utility Safety Conference & Expo such insurance cannot be cancelled or changed prior to the Conference. Exhibitor agrees to provide the iP Utility Safety Conference & Expo a suitable certificate verifying that the required insurance is and will remain in force for the duration of the Exhibition.
The iP Utility Safety Conference & Expo will bear no liability for personal injuries, whether suffered by an exhibitor, its employees, its contractors, agents or business invitees. The iP Utility Safety Conference & Expo will also assume no liability for loss or damage to the property of an exhibitor, its employees, its contractors, agents or business invitees, regardless of the cause, unless such injury or damage results from, or is caused directly or exclusively by, the negligence or wrongful acts of the iP Utility Safety Conference & Expo
FIRE REGULATIONS: Fire Marshall Rules and Regulations are rigorously enforced. More information will be included in the Exhibitor Service Manual, which will be available to all contracted and fully paid exhibitors. iP Utility Safety Conference & Expo will be enforcing the compliance of Fire Marshall Rules and Regulations to create a safe and visually appealing trade show floor that may result in directing the general service contractor to erect pipe and drape at the expense of the exhibitor.
Combustible materials such as brochures, literature, giveaways, etc., within exhibit booths are limited to a one-day supply. Nothing may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor.
LIABILITY AND INDEMNIFICATION: The exhibitor will be fully responsible for any claims, liabilities, losses, damages, or expenses, including attorney’s fees, relating to or arising out of any loss of, injury to, or damage to any person or property of the exhibitor or any other property where such injury, loss or damage is incident to, arises out of or is in any way connected with the exhibitor’s participation in the Exhibit Program. The exhibitor shall protect, indemnify, hold harmless, and defend the iP Utility Safety Conference & Expo, its officers, directors, agents, volunteers vendors, and employees from and against any and all such claims, liabilities, losses, damages, and expenses, including attorneys’ fees, provided that the foregoing shall not apply to injury, loss, or damage caused by or resulting from the negligence or willful misconduct of the iP Utility Safety Conference & Expo, its officers, directors, agents, volunteers, vendors or employees.
FORCE MAJEURE: In case any part of the Exhibit Hall is destroyed or damaged so as to prevent the iP Utility Safety Conference & Expo from permitting an exhibitor to occupy assigned space during the exhibit period (in part or in whole), or in case occupation of assigned space during the exhibit period (in part or in whole) is prevented by strikes, Acts of God, national emergency, or other causes beyond the control of the iP Utility Safety Conference & Expo then the exhibitor will be charged for space only for the period the space was or could have been occupied by the exhibitor, and the exhibitor hereby waives any claim against the iP Utility Safety Conference & Expo, its officers, directors, agents, volunteers, vendors and employees for losses or damage which may arise in consequence of such inability to occupy assigned space.
VIOLATIONS: By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined in the Exhibitor Prospectus, Exhibitor Service Manual and the iP Utility Safety Conference & Expo Rules and Regulations.
INTERPRETATION AND APPLICATION OF RULES AND REGULATIONS: All matters and questions not specifically covered by these Rules and Regulations, as well as booth assignments, are subject to the decision of Melissa Housh, Event Coordinator, iP Utility Safety Conference & Expo.