Due to the volume of crates, limited space for set-up, and to facilitate the installation and cleaning of aisle carpet, a CLEAN FLOOR POLICY will be enforced. To avoid any additional charges, empty all wood crates and display materials labeled and ready for storage no later than 5:00PM on Wednesday, February 27. The remaining time is left for exhibitors to complete final touch-up on their displays and setting their product. This will facilitate the show opening on time by clearing the aisles. Exhibitors who fail to comply with these procedures are subject to a fine. Exhibitors will be permitted to work within their exhibit space until 10:00 AM on February 28 in preparation for show opening. Please schedule your labor accordingly.
THE CUBIC CONTENT RULE
DOMOTEX USA, in recognition of our international audiences, feels it would be in the best interest of all exhibitors to use the cubic content rule, which allows exhibitors to make maximum use of their booth space. Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as described below.
LINEAR EXHIBIT/STANDARD BOOTH
Linear Booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. They are also called “in-line” booths. Booths are ten feet (10’) wide and ten feet (10’) deep, i.e. 10’x10’. In-line booths have an eight-foot (8’) height limit. Hanging Signs: Hanging signs are not allowed in linear/standard booths.
AREA RUG SECTION ONLY - LINEAR EXHIBIT/STANDARD BOOTH
In the Area Rug Section Only - Linear Booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. They are also called “in-line” booths. Booths are ten feet (10’) wide and ten feet (10’) deep, i.e. 10’x10’. In-line booths have a twelve-foot (12’) height limit.
Hanging Signs: Hanging signs are not allowed in linear/standard booths.
PERIMETER WALL EXHIBIT
Perimeter wall exhibits are linear booths that back to a wall of the exhibit facility rather than to another exhibit. They are offered in 10' widths and can be combined to create an exhibit of almost any length. Perimeter booths have a twelve-foot (12’) maximum height limit. Hanging Signs: Hanging signs are not allowed in perimeter wall exhibits.
A peninsula exhibit is exposed to aisles on three (3) sides and composed of a minimum of four booths. A peninsula is 20’x20’ or larger. The maximum height permitted for any sign, display, product, fixture, or decoration within the exhibit is 20' all branding must be limited to 16’ at the top. Any back walls may run the full length of the booth width, and any facing linear booths must be limited to 10 ft in height and must be finished with masking with no logo or branding visible in the neighboring booth. Any portion of the exhibit bordering another exhibitor's exhibit space must have the back side of that portion finished.
Hanging Signs: Are allowed with a minimum of 10’ distance from the side of the booth with a neighbor. Maximum height of 16’ from the top of the sign to the floor. 20’ limit for structural or lighting used in rigging above the booth. Signs must be finished on all sides. Signs, lettering, or graphics facing a neighboring exhibit must be located at least 10' from that exhibit.
An island exhibit is surrounded by aisles on all four sides. An island exhibit is 20’x20’ or larger. The maximum height for any sign, display, product, fixture, or branded decoration within the exhibit is 16'. Since there are no adjacent exhibitors, signs and displays up to 16' in height may be located anywhere within the exhibit. There is a maximum allowable height of 20’ for lighting or unbranded structure for the use of lighting your booth space only.
Hanging Signs: Maximum height of 16’ from the top of the sign to the floor. Signs must be finished on all sides. Signs, lettering, or graphics facing a neighboring exhibit must be located at least 10' from that exhibit. 20’ max height for rigged lighting or unbranded structural elements.
BOOTHS OVER 400 SQ FT
All booths over 400 sq. ft must submit a rendered booth design or photographs from a previous use of the booth to firstname.lastname@example.org for approval by September 5, 2018.
INSTALLATION NOTIFICATION – EXCLUDED ITEMS
All exhibits must be free standing. No bolts, screws, hooks, or nails shall be driven into or otherwise attached to the walls or floors of the exhibit areas. No part of the display may be attached to, or otherwise secured to, the drapery backdrop or side dividers. In addition, no decals or other adhesive materials shall be applied or affixed to the walls, pillars or floor of the exhibit areas. Exhibitor shall not post any sign of any description except within the confines of the exhibit space assigned.
MULTI STORY EXHIBITS AND COVERED EXHIBITS
Refer to the Georgia World Congress Center General Operating Policies and Procedures in the Georgia World Congress Center Services section for Multi-Level and Covered Exhibits guidelines and regulations. https://www.gwcca.org/gwcc/exhibitors/policies-procedures/
All open or unfinished sides of the exhibit which may appear unsightly must be covered or Show Management will have them covered at exhibitor's sole expense. Any portion of the exhibit bordering another exhibitor's space must have the backside of that portion finished and not have any identification signs, lettering, or graphics that would detract from the adjoining exhibit.
All displays, product demonstrations, and sales activities in the exhibit hall must be kept within the confines of your contracted booth space. Selling in the aisles, hosting audiences in the aisles, booth encroachment into the aisles, distributing literature in the aisles, etc., will not be tolerated. This is not only unfair to your fellow exhibitors, but blocking aisles creates a potentially unsafe situation which could lead to the show floor being shut down by the fire marshal. Please be considerate to your fellow exhibitors – refrain from soliciting their business during show hours (when they are trying to meet with customers).
Exhibitors that over extend their demonstration area by placing their products in the aisle will have their priority points removed and could potentially not be allowed to exhibit in future DOMOTEX events.
LIGHTING AND SOUND RESTRICTIONS AND REGULATIONS
Lighting – Lighting can be an integral part of an exciting exhibit presence, however in the interest of fairness and safety, the following guidelines have been established:
- The use of flashing or strobe lights in an exhibit is not permitted. The use of Fog, Haze or CO2 will not be permitted on the show floor. No confetti guns or other such devices will be permitted during show hours.
- Any overhead/truss lighting must fall within the booth boundaries of the exhibitor’s contracted booth space and may not extend outside these lines into airspace over the aisles or neighbors’ booths.
- Directional or projected lighting must be aimed into the exhibitor’s own booth space, and may not be projected into neighboring exhibit spaces, the aisles, or ceiling. Video projection equipment and screens must be located in your booths and cannot extend above the height determined above.
- Lighting may not be shined directly at attendees; use of any potentially harmful lighting devices (lasers, UV lighting) must obtain prior approval from show management and correspond to national safety standards.
Sound – For booths located within audio range of the DOMOTEX USA Plaza, machinery or AV presentations with audio may not be run during the presentation times posted at the show. Sound levels of all A/V presentations or machinery must not be audible more than three feet into the aisles or adjacent booths. All sound must be less than 80 decibels during show hours. The most important feature is that the dispersion of the speaker is entirely directed at the carpet or other non-reflecting surfaces (NOT into the aisles). After a reasonable number of warnings, demonstrations found to be objectionable due to noise or sound pressure/vibration level may have power disconnected at the discretion of show management.
HANGING SIGNS AND RIGGING POLICY
Because of the very short move in time, the most efficient means to facilitate a request for hanging signs, truss and/or lighting is to have the items sent in separate crate directly to the Freeman advance receiving warehouse. We cannot guarantee any signs, truss or lights delivered directly to show will be hung. When items are sent directly to show site, there could be significantly higher rates associated with the over-head hanging signs, truss or lights due to overtime labor and additional labor with wait times and clearing of aisles to your booth space, if possible.
All required forms will be provided to you in the exhibitor services manual to assist in determining the scope of work and cost of installation and dismantle. All forms must be returned with a rigging plan stating the structural integrity of the items, weights and an overall plan of the rigging within your space. Payment for installation and dismantle of any hanging signs, truss and lights is required in advance. Work will not begin until payment is made. There are no guarantees made that hanging sings, truss or lights will be retrieved from the ceiling before your structure is dismantled.
EXHIBITORS MUST ALLOW ALL PHOTOGRAPHS OF THEIR BOOTH!
Should an exhibitor object to their display being photographed, photographs of that display will be prohibited. Show Management has appointed Official Photographers to provide commercial photographs of exhibits. No other commercial photographer will be admitted to the exhibits unless special arrangements are made with Show Management.
If you hire a photographer other than the Official Show Photographer, you must hire security to escort your Exhibitor Appointed Photographer. Please refer to the Security Guard Order Form found under Additional Services. Anyone found taking unauthorized photographs (still or in motion) within the exhibit halls and registration areas, will be ejected from the show and have their photography equipment confiscated. If the violator of this policy is an exhibiting company, Show Management reserves the right to remove the exhibit and exhibitor from the show at the exhibiting company’s expense.
It is important to understand the primary purpose of security provided by Show Management is to control access in and out of the exhibit hall and not to secure individual booths. If you feel your booth is a potential photography target, we recommend you hire a security guard for your booth – an order form is found at the end of this section of the Exhibitor Manual.
PEEL-OFF LABELS, STICKERS, TAPE
The distribution of peel-off labels and decals is prohibited. Tape cannot be used to adhere signs to building walls or pillars and may not be used to adhere items to any building flooring or other surfaces outside the exhibitor’s booth.
Removal and repair will be billed to the exhibitor. Please provide your own roofing paper, if needed, or see the Freeman section of this manual to order roofing paper.
Exhibitors are prohibited from using building equipment, i.e., ladders, tools, chairs, tables, stanchions, dollies, forklifts, vacuums, brooms, etc.
Georgia World Congress Center and union labor employees are not permitted to accept gratuities of any kind. If you are solicited for a tip by convention center employees or booth labor personnel, please report the incident to show management.
USE OF EXHIBITOR APPOINTED CONTRACTORS (EAC’S)
An Exhibitor Appointed Contractor (EAC) is any company, other than the designated official contractors listed in this manual that an exhibitor wishes to use and which requires access to the exhibit hall before, during or after the show. These include independent display/installation & dismantle companies or anyone who is not an employee of your company that you will have working on your equipment and products.
Also included are delivery personnel, technicians, photographers, florists, A/V companies, and anyone hired by the exhibitor who needs access to the exhibit hall. Permission to use an Exhibitor Appointed Contractor cannot be given for utilities, catering, booth cleaning or material handling services, as these are exclusive to the convention center and/or the general contractor. Exhibitors who plan to use Exhibitor Appointed Contractors must read and fulfill all requirements listed in this section, including the EAC form located at the end of this section of the Exhibitor Manual.
USING AN EAC – APPROVAL PROCESS
- Exhibitor MUST make a request in writing: Exhibitors who wish to use an EAC MUST fill out the Exhibitor Appointed Contractor Notification form located after this section of the manual. Hannover Fairs USA, Inc. must receive this form no later than the deadline indicated on the form (February 5, 2018). No approvals can be granted after the deadline.
- EAC’s must provide a Certificate of Insurance: Copies by email must go to email@example.com or faxed to 773-796-4247 will be accepted. Every person needing access to the show floor must be covered by insurance. (Exhibiting companies are required to insure their own personnel.) Any person, who is not a direct employee of the exhibiting company, must provide his/her own proof of insurance before being allowed access to an exhibitor's booth on the show floor.
Written acceptance of show rules from the EAC: Written acceptance on the form, specifying that the EAC will abide by all show Exhibit Display Rules and Regulations Governing EAC’s including those contained herein for exhibitor designated contractors. This written acceptance must be received by Show Management by no later than the deadline indicated. Show Management will authorize the exhibitor to use an EAC to provide services to the exhibiting firm, upon receipt of the following:
- Certificate of Comprehensive General Liability insurance in the amount of $2,000,000 US including coverage for Independent Contractors who have been authorized by Show Management to enter the premises of the show site as exhibitor appointed contractors hired by Exhibitor, with Single Limit Bodily Injury and Property Damage Coverage for each occurrence, Contractual Liability coverage, Products Liability coverage, and with completed operations coverage included.
- Workers' Compensation, Employee and Employers' Liability coverage in full compliance with all laws covering clients’ employees.
- Hannover Fairs USA, Inc., DOMOTEX USA, Georgia World Congress Center, and Freeman shall be named as additional insured on all policies of insurance coverage.
- Written notice of cancellation of any coverage must be given to Show Management, and proof of replacement coverage meeting the same conditions as expressed above before entering the premises of the show site. Exhibitors will be held liable for falsification or misrepresentation of current and valid coverage by EAC’s to Show Management.
- Any other coverage as may be required by Show Management from time to time shall be obtained on demand.
Exhibitor utilizing EACs agrees to indemnify and hold harmless Hannover Fairs USA, Inc, DOMOTEX USA, the Georgia World Congress Center and Freeman Co. from any and all liability, including attorney’s fees, which may arise due to the third-party contractor’s (EACs) presence or actions.
Exhibitors will be notified directly only if authorization is NOT approved. Therefore, unless the exhibitor is so informed by Show Management, and if the listed conditions are met, approval to use an EAC is implied.
RULES AND REGULATIONS GOVERNING EAC’S
- The EAC will refrain from placing an undue burden on the Official Contractor by interfering in any way with the Official Contractor's work.
- The EAC will not solicit business on the show floor at any time or they will be asked to leave immediately, regardless of responsibility to current client.
- The EAC will cooperate fully with the Official Contractors and will comply with existing labor/union regulations or contracts as determined by the commitment made and obligations assumed by Show Management in any contracts with the Official Contractors.
- ALL EAC’s and their labor must be badged through Show Management by using the appropriate category in registration. Exhibitor must manage badging and appropriately identify any EAC’s entering the building. No one will be allowed on the show floor without proper identification.
- EAC’s will not be permitted to store equipment in the Convention Center. Due to limited space and fire regulations, all equipment must be stored off the premises. If found, equipment will be removed from building.
- The EAC, under no circumstances, will be allowed to remove floor-marking tape until the close of the exposition.