NPSA TRADE SHOW RULES AND REGULATIONS
Each exhibit must be open for the full duration of official show hours and must be closed at all other times.
The exhibitor is required to maintain the cleanliness of the booth.
Demonstrations and all other activities must be confined to the limits of the exhibitor’s booth.
Aisles must not be obstructed at any time. Exhibitors may not conduct activity of any kind that leads to congestion of aisle traffic.
The use of sound devices, megaphones, loud speakers sideshow tactics or undignified methods of attracting attention is prohibited.
Exhibits that include the use of sound projection equipment or any other type of sound or noise-making apparatus must receive advance approval from show management, and if approved, must be operated so as not to disturb adjacent exhibitors and their patrons.
Music may not be played in any form without the proper license and proof thereof, for copyrighted music.
Exhibitors may not hold social functions during official exhibit or conference event hours.
EXHIBIT PERSONNEL
All members of an exhibit staff must be full-time employees of the exhibitor or must be employed for the duration of the exhibition.
All members of an exhibit staff must be registered for the conference.
No exhibitor or member of an exhibit staff shall behave in a manner offensive to decency or good taste. All exhibitors and their representatives, including models or demonstrators, must be properly and modestly clothed. Scanty or excessively revealing attire is not permitted.
SALES AND PROMOTIONAL ACTIVITIES
Giveaways, magazines, merchandise and souvenirs may be distributed only within the exhibitor’s booth.
An exhibitor must cease the distribution of samples and other materials whenever such action blocks the aisles or in any other way imposes on nearby exhibitors.
Over-the-counter retail sales are not allowed at the show.
The exchange of money on the show floor is strictly prohibited.
The sale of sample goods is prohibited.
The distribution of balloons, games and other promotional materials that detract from the professional and educational purposes of the show is prohibited.
Show management must approve any use of shopping bags at least 3 weeks prior to the start of the show.
Exhibitors may not distribute any materials throughout the convention hotel without the permission of show management.
Exhibitors may not affix stick-ons of any type to attendee badges.
If prizes are going to be awarded on the basis of chance, the process must
be cleared and approved by show management three weeks prior to the start of the show.
Independent booth raffles that require show attendees to be present at a specific location at a specific time are not permitted. Only the NPSA sponsored raffle is allowed.
CAMERAS AND TAPING EQUIPMENT
The taking of photographs in the exhibition hall is strictly prohibited except for booth photography contracted through the official show photographer.
No one is permitted to record or reproduce meetings, seminars and other events either orally or visually by videotape recording, audiocassette recording or any other means without the written consent of show management.
COMPLIANCE WITH LAWS
The exhibitor must comply with and be bound by all laws, ordinances and regulations of the country, state, county, and city and, wherever applicable, of the police and fire departments.
Exhibitors must conform to all city fire codes. No inflammable products or materials or apparatuses are permitted.
Exhibit hall fire alarm boxes must not be covered. All fire exits and fire exit signs must be free, clear and visible at all times.
Electrical equipment and wiring must conform to national and local electrical codes.
Any piece of machinery on display with movable parts must have adequate safeguards to protect the public from injury.
INSURANCE
All exhibitors and their authorized representatives must have liability and workers’ compensation insurance in force for the entire duration of the show, including move-in and move-out. Exhibitors shall assume all responsibility for damage to the building and/or display area. Exhibitors must insure themselves against property loss/damage and liability for injury.
EXHIBIT LABOR
All work involved in the erection, touch-up painting, dismantling, and repair of all exhibits – when this work is done by persons other than your full-time personnel – will fall under union jurisdiction. This work is to include wall coverings, floor coverings, pipe and drape, painting, hanging/placement of signs and erection of platforms used for exhibit purposes.
FREIGHT HANDLING
All work involved in the loading and unloading of all trucks, trailers and common contract carriers, as well as the handling of empty crates and the operation of material handling equipment, is under union jurisdiction. The union also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment, as well as the reverse process.
An exhibitor may ‘hand carry’ material provided they do not use material handling equipment. When exhibitors do choose to ‘hand carry’ material, they may not be permitted access to the loading dock/freight door areas.
All exhibitors are to comply with any union requirements in effect.
ADMISSIBLE EXHIBITS
Exhibit privileges are restricted to associate/regular members and other suppliers to the industry.
Acknowledgements of booth assignments will be made in writing prior to the conference.
No subleasing or sharing of space with another business or firm is permitted unless approved by show management.
No exhibit eligible for the trade show will be permitted in a hotel room.
Products or services must be related to the industry. Products and services exhibited must be those normally manufactured or provided by the exhibitor.
An exhibitor may display the products of no more than one company or client in a single standard exhibit booth.
An exhibitor may not display any product or distribute advertisements for any product that infringes on the registered trademark, copyright or patent of another company, as has been determined by a court of law.
BOOTH CONSTRUCTION
The booth is limited to a 10 foot by 10 foot both or tabletop display. A draped table will be provided. No construction is allowed that would obstruct the line of sight from adjacent booths. Open or unfinished visible sides of exhibits must be covered so as not to be unsightly or objectionable to other exhibitors.
Display fixtures over 3 feet in height and within 2 feet of an adjoining booth must be confined to the back half of the booth.
Nails, tacks, stickers, tape and other materials must not be used on columns, walls, floors or other parts of the building.
Exhibitors may not apply paint, lacquer or any other coating to the building, columns or booth equipment.
SIGNS, BANNERS, BALLOONS, ETC.
Exhibitors may not display any signs, partitions, apparatus, shelving or other construction that extends more than 8 feet above the floor.
The maximum size of any sign may not exceed 4 square feet.
All signs must be freestanding. No sign may be strung between posts or hung from the ceiling, or attached to walls.
Signs must be professionally made and no sign may be placed outside the booth area, in doorways, hallways or aisles.
No helium-inflated balloons are allowed in the building.
SET-UP AND TEAR-DOWN
Any space not claimed and occupied within 1 hour prior to the opening time of the trade show may be re-sold or reassigned without refund.
Installation of exhibits must be fully completed by the opening time of the exhibition.
Tear down cannot begin prior to the end of the trade show.
ADMISSION
Admission to the trade show is open to industry-related adults only. Children under 18 years of age will not be permitted entry to the exhibit hall under any circumstances.
All exhibitors and attendees must be registered and wear name badges at all times.
Badges are the property of show management and are NOT TRANSFERABLE.
Properly badged exhibitors will be admitted to the exhibition hall 1 hour before show opening, and may remain up to four hours after show closing for teardown.
Guests will not be permitted in the exhibition hall during non-show hours under any circumstances.
SHIPPING AND STORAGE
Refer to Freeman Trade Show Kit.
Freeman can accept shipments prior to the three-day hotel limitation. Freeman can also accept and store large pieces of equipment at a secure off-site facility.
Exhibitors may not store literature, cartons, etc., behind their booths.
Exhibitors may not store packing boxes and crates in their booths during the show, unless such items fit discreetly under the table. These containers must be properly marked and will be stored and returned to the booth after the show by the service contractor.
Crates, boxes and other exhibit materials unclaimed by the exhibitor after the show will be removed at the exhibitor’s expense.
EXHIBIT OPERATION
An authorized company representative must staff each exhibit during show hours.
Subletting of booths is not allowed. Each exhibitor must register separately for their space.