GENERAL SHOW INFORMATION
BADGES (Exhibitor)
All badges must be picked up on-site at Exhibitor Registration. Individual badges may be picked up by each person at the show. Each individual must show business and personal ID to receive his/her badge. Exhibitor registration will be located in the North Concourse of the Jacob K. Javits Convention Center and will be open starting on Monday, June 18, 2012 at 8:00am. We recommend that exhibitors pick up their badges during set-up to avoid delays on opening day. No one under the age of 18 will be admitted into the show under any circumstances.
EXHIBITOR INSURANCE
Each exhibitor is responsible for public liability insurance against injury to the person and property of others and insuring their exhibits and merchandise against damage or loss to and from the show and during the show. Exhibitors should contact their insurance broker to include, or add a rider to their existing insurance policy to cover their exhibit and exhibit materials. Show Management, the Jacob K. Javits Convention Center, the contractors nor any of their officers, agents and/or employees, assume any responsibility for damage or theft of an exhibitor’s exhibit, product or property. Each exhibitor must submit an original copy of their Certificate of Insurance to document their coverage. (See the “Insurance Certificate Sample” under Tab 3).
COPYRIGHT AND TRADEMARK PROTECTION
UBM Live and SPA and Resort Expo strongly believe in the protections and exclusive rights granted to companies who have trademark or copyright protection under the law. Taking photographs of products exhibited at the show is strictly prohibited. SPA has hired additional guards this year to eject any exhibitor or attendee who is found photographing products in another exhibitor’s booth. Please be aware that any guilty party (exhibitor or attendee) WILL have his badge confiscated and will not be reissued if that individual is found in violation of show rules and regulations. We also ask all exhibitors to report any individuals who are seen violating this policy to show management or security so the individual can be stopped, their badge revoked, and asked to leave the premises.
EXHIBITOR APPOINTED CONTRACTORS
Freeman has been designated as the Official Service Contractor. Exhibitors using any other service contractors must complete and submit the “Exhibitor Appointed Contractor Authorization Form” (Tab 5) by May 4, 2012. All exhibitor-appointed contractors (EAC’s) must submit an original certificate of liability insurance to Show Management by May 4, 2012. (sample certificate-Tab 5). All EAC’s must abide by the labor rules of the Jacob K. Javits Convention Center as well as the Official Show Rules and Regulations. If the EAC fails to supply all necessary information, the EAC will not be allowed access to the exhibit floor.
EAC WRISTBANDS
The on-site supervisor of the Non-Official Contractor (EAC) must physically pick up wristbands for all on-site personnel. A specific color wristband will be assigned. If a worker’s wristband does not match the appropriate color they will not be permitted onto the floor. Wristbands can be retrieved (only by the on-site supervisor) at the designated EAC entrance. Wristbands will only be distributed if the EAC Authorization Form and the EAC Certificate of Insurance has been completed and sent to Show Management by May 4, 2012. Wristbands are not valid during show hours.
REMOVAL PASSES
Exhibitors who wish to remove items from the show floor during show hours must wear their badge and must be in possession of a Removal Pass. Removal passes will be issued by security or can be obtained at the Show Management office.
LABOR
Any exhibitor or his full time employee may setup and take down “pop-up” displays, provided they are no longer than 10 feet and can be handled by one person using no tools and completing the job within 1/2 hour. Non-union, outside labor is not permitted to handle any part of an exhibitor’s booth during installation or dismantling. Although labor can be ordered in advance of the show or on-site, it is recommended that orders should be placed in advance to ensure a timely operation.
UNION PERSONNEL
If an exhibitor has a question regarding the established policy governing union personnel, they are to direct their question(s) to a member of Show Management staff or the Freeman staff. Tipping is expressly prohibited.
LOADING DOCKS
Loading dock is located on 39th & 12th Avenue. Vehicles must not be left unattended at the loading area.
Any unattended vehicles will be towed at owner’s expense.
MOVE-OUT INSTRUCTIONS
Exhibitors are not permitted to dismantle any part of their exhibit before the official closing time of 5:00pm on Wednesday, June 20, 2012. Empty crates, boxes and cartons that have been stored during the show will be delivered to your booth at the official close of the show once the aisle carpet has been removed. All exhibitor materials must be removed from the exhibit facility by 9:00 pm on Wednesday, June 20. Each and every shipment must be accompanied by a Material Handling Agreement completed by the exhibitor and given to the drayage contractor, Freeman prior to the exhibitor’s departure from the convention center. All exhibitor materials that are not removed from the convention center by Wednesday, June 20 at 9:00pm will be transferred to an outbound carrier and shipped at the exhibitor’s expense. Also, any display that has not been dismantled and packed by 9:00pm on Wednesday will be dismantled at the exhibitor’s expense.
MUSIC IN BOOTHS
The performance of live or recorded music that is under the jurisdiction of the American Society of Composers, Authors and Publishers (ASCAP), Broadcast Music Inc. (BMI) or any similar licensing agency is strictly prohibited, unless the exhibitor can provide Show Management with evidence, prior to the opening of the show, that any required licensing fees have been previously paid to cover the period of the show.
PHOTOGRAPHY
No cameras or video equipment will be permitted.
PLACEMENT OF POWER BOXES
Show Management is not responsible for the placement of power boxes on the show floor. Show Management recommends that exhibitors arrive early during move-in to address power box placement concerns with the Jacob K. Javits Convention Center Service Department.
SECURITY
Exhibitors are reminded that although Show Management provides perimeter guard service during installation, dismantling and show days, each exhibitor is ultimately responsible for the security of their booth display, booth merchandise and personal items. While Show Management will take reasonable care to safeguard each exhibitor’s property, neither management, the contractors, nor any of their officers, agents, or employees assume any responsibility for the exhibitor’s property. To maximize security on the show floor, attendees will be required to exit the show floor at the official closing time each day. Exhibitors will be admitted on the show floor one hour before the official opening time and one half hour after the show closes. Exhibitors who require additional time in their booths, must notify Show Management in advance of the show in writing.
