Exhibitor Information Sponsorship Opportunities Booth ... · 6:00 p.m. P4 Friday Night Party at Café TuTu Tango Saturday, February 14 FEBRUARY 13-14, 2015 8. sm • • 4 ...

Exhibitor Information Sponsorship Opportunities Booth Guidelines

February 13-14, 2015Orlando, Florida

Orange County Convention Center

sm

The premier show

Table of Contents

Quick Facts .................................................................. 4Frequently Asked Questions ........................................... 5Benefi ts, Guidelines and Specifi cations ............................ 6Exhibitor Checklist ......................................................... 7Show Schedule ......................................................... 8Booth Cancellation Policy ................................................ 8Show location and hotels ................................................ 9Sponsorship descriptions ............................................... 10P4 Friday night party information ....................................... 11Sponsorship & Advertising Agreement ..................... 12Online Booth Profi le information ...................................... 13Guidelines for Booths / Displays ..................................... 14

The premier show

“It provided the venue where my customers could economically come and see me. Advertising and marketing of the show was excellent and the CE requirement

helped draw.” Ray Thibault, Horizon Spa & Pool Parts

sm

FEBRUARY 13-14, 2015

2

FEBRUARY 13-14, 2015ORLANDO, FLORIDA

ORANGE COUNTY CONVENTION CENTER

THE SUN SHINES IN FLORIDA!

The Everything Under the Sun Exposm (aka Orlando Pool & Spa Show) is an opportunity for building relationships and your business with the swimming pool and spa industry. Attendance has been steady over the past years, and we again expect more than 4,000 qualifi ed buyers of industry related products and services.

Be among the more than 225 industry manufacturers and distributors exhibiting at the February 2015 Expo. Also, consider the additional exposure you will receive by sponsoring an event or advertising in the program guide.

Your company may also choose to instruct a course on industry specifi c products and services. More courses about pools and spas are offered during this Show than any other industry event.

This booklet will guide you through participating in the event. Included are booth guidelines, sponsorship opportunities and event details.

We look forward to working with you as a participant in the Show this year. After all, this Show has Everything Under the Sunsm.

Wendy Parker, CEMOrlando Pool & Spa Show Manager

Exhibitor Booth Reservations Wendy Parker, CEM(941) 952-9293 x102 • [email protected]

Continuing EducationKate Vella(941) 952-9293 x104 • [email protected]

Advertising and SponsorshipsCharis Tyson(941) 952-9293 x103 • [email protected]

sm

3

QUICK FACTS

Attendee profi le89% are Florida based professionals

94% work in the Residential pool and spa market60% work in the Commercial pool and spa market

77% report that they make or infl uence the purchasing decisions

Business* profi le37% Builder / Installer63% Service Company / Professional Pool Management19% Retail Store22% Other - Solar, Subcontractor, Electric, Screen, etc.

*Companies may report multiple categories the business operates

The Orlando Show is scheduled for February 13-14, 2015.

It will be held in West Hall D located in the West Complex of the Orange County Convention Center in Orlando, Florida.

The Everything Under the Sun Exposm is an industry trade show. Consumers do not attend.

There is no admission to enter the exhibit hall for members of FSPA, however we do require that all attendees register. Promotional codes and web links are provided to exhibitors to invite customers to attend for free.

Expected attendance is 3,800 - 4,500.

There are approximately 350 booths and more than 225 companies are expected to display their products and services.

sm

FEBRUARY 13-14, 2015

4

How do I obtain an exhibit space application and contract?The exhibit space application and contract is available online at www.UndertheSunExpo.com or by calling Wendy Parker at (941) 952-9293 x102.

How are booth spaces assigned?Through June 30, booth spaces are assigned based on priority points earned from previous participation and sponsorship in the Expo. After June 30, booths are assigned based upon Show management’s receipt of signed contract and deposit. The fl oorplan is available at www.UndertheSunExpo.com.

When will I receive confi rmation of my booth selection?For applications received prior to June 30, assignments will be sent by August 1. After August 1, assignment confi rmations are sent weekly. Your booth space will not be assigned or confi rmed without a deposit and signed contract.

Who is the general services contractor?Arata Expositions is the offi cial service contractor for the EUSE. Arata is responsible for labor services, transportation, furnishings, material handling, cleaning and decorations.

How can I contact Arata Expositions?You can contact Arata Expositions Customer Service by calling (301) 921-0800.

When will I receive an Exhibitor Service Kit?Exhibitor Service Kits are e-mailed by Arata Expositions the fi rst week in November or after your booth space has been paid for in full. Kits are also available on the show Web site in the login area.

Can I bring in the materials for my own booth?Per the work rules and regulations of the Orange County Convention Center: Employees of the exhibiting company may hand carry in materials. The use of dollies, fl at trucks and other mechanical equipment is not permitted. For all other items you will need to arrange for assistance with Arata Expositions.

Can I set up my own booth?Yes, you may use full time employees to set up your exhibit. If you use a service contractor other than Arata, you must complete the Exhibitor Appointed Contractor form and provide a certifi cate of insurance naming Arata, Everything Under the Sun Expo and the Orange County Convention Center (OCCC) as additional insured.

Can I bring in my own furniture and carpet? Yes, you may bring your own tables, chairs and fl oor covering.

Can I hang banners from the ceiling over my booth? Hanging signs and graphics are permitted in peninsula and island booths only. They should be set back ten feet from adjacent booths. Approval for use should be obtained from EUSE 60 days prior to the Show. You must schedule the hanging of your banner through the rigging department of OCCC in advance.

Is Lead Retrieval available? The offi cial EUSE registration contractor is EPIC. They can provide many options for you to collect and store leads. Order forms will be provided in your exhibitor services kit.

How do I order electric and water for my booth?Utilities are provided by the OCCC. You can order utilities for your booth on the Center’s Web site at www.occc.net.

Is internet and telephone service available?SmartCity is the provider of internet and telephone service for exhibitor booths. These services can be ordered at www.occc.net.

Can I serve food in my booth?All food and beverage served in the exhibit hall must be provided by Centerplate. If you plan to cook in your booth you will need to have approval from the fi re marshal. For additional information and pricing for booth catering services visit www.occc.net.

Why does my company need to have liability insurance?The EUSE insurance carrier requires that each exhibitor participating in the Show provide a copy of their company’s certifi cate of liability insurance upon request.

FREQUENTLY ASKED QUESTIONS

“Our booth was so packed that we weren’t able to speak with everyone who was interested. Incredible Show. Thanks very much!” Mimi Sheffer, AlternaScapes

5

EXHIBITOR BENEFITS & GUIDELINES Your booth space rate includes:

8’ high back wall and 3’ high siderails (except island booths)ID sign4 complimentary name badges for booth personnel for each 100 square feet of booth space reserved and paid in fullOnline booth with active link, company description and searchable by categoryListing in three areas of the Show program guide

SetupWednesday, February 11 Targeted Exhibitors OnlyThursday, February 12 8:00 a.m. - 7:30 p.m.No set up is permitted Friday, February 13.

All materials must be unloaded on Thursday, February 12. Set-up within your space may continue until 7:30 p.m. No set up is permitted Friday, February 13.

Unloading & LoadingAll unloading of exhibit material will be handled in the loading dock area of West Hall D. EUSE provides a free parking pass on the day of move-in so you can unload your materials, park in the OCCC parking lot and then set-up your booth. If you will be unloading your own material you will have fi fteen (15) minutes to unload and remove your car from this area.Vehicles are staged in an area outside of the loading docks. A map for this area will be provided by Arata Expositions in the exhibitor services manual. OCCC does not permit booth materials to be carried through the front doors of the exhibit hall.

TeardownTeardown begins at the close of Show on Saturday. Your exhibit must be down and packed and your carrier checked in by 10:00 p.m. Any exhibit material left on the fl oor will be re-routed via the offi cial carrier. No exhibit may be dismantled or removed prior to the Show closing on Saturday at 3:30 p.m.

Floor CoveringEach exhibit is REQUIRED to have some form of fl oor covering whether it is rented through Arata Expositions or provided by the exhibitor.

Booth Specifi cationsDisplay materials should be arranged in such a manner as not to obstruct sight lines of neighboring exhibitors and should not project beyond booth space allotted. The maximum height of eight feet (8’) is allowed only in the rear half of the booth space, with a four foot (4’) height restriction imposed on all materials in the remaining space forward to the aisle. Exhibits exceeding eight feet (8’) in height must be approved by Show management in advance.All exposed parts of any display must be fi nished or covered with drapery at the exhibitor’s expense. See booth diagrams at on pages 14-15 of this booklet or online at www.UndertheSunExpo.com.

Pre-show mailing list available upon requestFree parking for one day during exhibitor move-in10’ Carpeted aislesJanitorial service for aisles24-hour general securityComplete list of attendees available after the Show

“We had lots of traffi c coming directly to our booth; the excitement from existing customers lended itself to product credibility of enticing new customers.” Cheryl Salla, PoolRx

6

To reserve booth space

August 1, 2014

September 26, 2014

November 15, 2014

November 15, 2014

January 9, 2015

January 21, 2015

January 30, 2015

February 12, 2015

February 13-14, 2015

February 15, 2015

Checklist & Important Dates

Booth Space Application / Contract by June 30 for priority points (Floorplan available at www.UndertheSunExpo.com)

Deposit paid (35% of total booth cost)Rapid Reference Categories SelectedProgram Guide and Online Listing (optional upgrades include logo)

Priority Round Booth Assignments announced

Sponsorship Agreements and logos sent to FSPA to be included in registration promotional materials

Balance Due for booth space

Exhibitor Service Kit link sent by e-mail (to exhibitors paid in full)

Deadline for information to be included in Show Program GuideCompany listing information (if not submitted with contract)Sponsorship & Advertising materials (art, logos)

Orange County Convention Center Incentive Rate Order deadline

Arata Exposition Incentive Rate Order deadline

Exhibitor Set up

Exhibits open

Exhibitor move-out

“It was the fi rst time we connected with the Florida market. Great fl oor lay out and traffi c fl ow.” Todd Krombien, Color Match Pool Fittings

sm

FEBRUARY 13-14, 2015

7

“This was a well attended show with an energetic vibe that provided optimism for the upcoming season in

Florida. The show fl oor stayed busy for most of both days and we felt good about the number of opportunities

created.” Joe Sweazy, Hach Company

Thursday, February 12 7:30 a.m. – 7:30 p.m. Exhibitor move-in 11:00 a.m. Education sessions begin 6:30 p.m. Welcome & Awards Reception at Hyatt Regency Friday, February 13 7:30 a.m. - 10:00 a.m. Education sessions 10:00 a.m. - 5:30 p.m. Exhibit Hall open 11:00 a.m. - 5:00 p.m. Hands-on Education sessions inside the exhibit hall 6:00 p.m. P4 Friday Night Party at Café TuTu Tango Saturday, February 14 8:00 a.m. - 11:45 a.m. Education sessions 10:00 a.m. - 3:30 p.m. Exhibit Hall open 10:30 a.m. - 2:30 p.m. Hands-on Education sessions inside exhibit hall 3:45 p.m. - 11:00 p.m. Exhibitor move-out

(as of July 2014, subject to change)

Show Schedule

Booth Cancellation PolicyBooth space cancelled 120 calendar days or more prior to move-in day will receive a refund of actual payments less the non-refundable deposit (35% of total booth cost).

Booth space cancelled between 75 calendar days and 119 calendar days prior to move-in day will receive a refund of actual payments less a $500 cancellation fee per booth space (100 square feet) and the non-refundable deposit (35% of total booth cost).

No refunds will be issued for booth space cancelled less than 75 calendar days prior to move-in day.

Exhibitors who cancel a portion of an assigned booth space are subject to the same rules listed above. The Everything Under the Sun Exposm reserves the right to relocate a reduced size exhibit space.

sm

FEBRUARY 13-14, 2015

8

The Everything Under the Sun Exposm will be held in West Hall D located in the West Complex of the Orange County Convention Center in Orlando, Florida. Exhibitors may contact hotel directly to contract sub-blocks at the offi cial Show hotel.

Location & Offi cial Show Hotels

INTER

ATION

AL DR.

Hyatt Regency

Rosen Inn

WESTWOOD BLVD

Everything Under the Sun Exposm

(Orlando Pool & Spa Show)

West Hall D

Hyatt Regency Convention Center (formerly Peabody Orlando)9801 International Drive, Orlando, FL 32819Reservations: 888-421-1442

Room rate: $165 per night (+$5 resort fee) Room rate is not guaranteed after Jan.13, 2015

Rosen Inn at Pointe Orlando9000 International Drive, Orlando, FL 32819Reservations: 800-999-8585

Room rate: $89.00 per night Room rate is not guaranteed after Jan. 29

Exhibitors can contract sub-blocks at the host hotels. Please identify yourselves with the Show.

Please note: Travel planning companies frequently contact exhibitors and attendees to assist with reservations. The Everything Under the Sun Expo / Florida Swimming Pool Association is not associated with any travel planning company. Please call the hotel directly to take advantage of the group pricing.

9

PRODUCT SHOWCASE

Sponsorships are your company’s way of standing out from the crowd. All sponsors will be acknowledged by name or logo in printed materials and with appropriate signage at the Expo. Take advantage of the many ways you can reach pool professionals! The Everything Under the Sunsm Expo is designed for all members of the outdoor industry including small independent service companies, retail outlets, pool and spa builders, solar contractors, electrical contractors, plumbers and outdoor living products.All sponsorship agreements must include payment. Please send electronic version of ad or logo (EPS preferred). Sponsorship logos must be submitted by September 26, 2014 to be included in attendee registration promotions. Advertising and logos must be submitted by January 9, 2015 to be included in the Program & Event Guide and other promotions.

Sponsorship & Product Exposure Opportunities

Break Sponsor $500 per day• Signage with company logo in coffee service areas

Seminar Sponsor $1,000 per day• Company logo on program at-a-glance master schedule

Education Bags $2,500• Exclusive sponsorship for bags distributed to attendees taking education courses• Company logo on one side of bag• Company literature can be placed inside bags• Company logo on program at-a-glance master schedule

CONTINUING EDUCATION

The Everything Under the Sun Expo(sm) Product Showcase highlights your NEW products, ENERGY EFFICIENT products, or GREAT products for the swimming pool industry. This Showcase will be located adjacent to registration where attendees can see products before the show opens. Each exhibitor purchasing a location can display a sample product and have literature about their product. Show management will provide a small sign with your company name and logo and you will have a logo and 30-word description in the Show program guide. Cost is $150 per table space. Deadline for participation is January 9, 2015.

ONLINE BOOTH UPGRADESUpgrade 1 - $150

• Company logo with listing (includes print publication)• Information for up to 2 products (include image of

products)• Expanded print profi le - approx 35 words• List your product brands online - up to 100

characters Upgrade 2 - $300

• Company logo with listing (includes print publication)• Post up to 5 press releases about company / products• Information for up to 5 products (include image of

products)• Announce up to 5 Show Specials online• Expanded online profi le - approx 100 words• Expanded print profi le - approx 45 words• List your product brands online - up to 200

characters

Upgrade 3 - $500• Recognized fi rst as “Upgraded exhibitors” on exhibitor

listing• Company logo with listing (includes print publication)• Post up to 10 press releases about company /

products• Information for up to 10 products (include image of

products)• Announce up to 10 Show Specials online• Expanded online profi le - approx 150 words• Expanded print profi le - approx 55 words• List your product brands online - up to 200 characters

sm

FEBRUARY 13-14, 2015

10

Be a sponsor of the biggest party happening during the Expo - P4. Guests will enjoy an open bar, live band, dj, free food and additional entertainment from 6:00 p.m. - 10:00 p.m. for only $25 per person. This indoor and outdoor venue at Café Tu Tu Tango will allow a multitude of options to talk business and have plenty of fun!

There are four sponsorhip levels allowing you to receive great exposure at a cost that fi ts your budget. Don’t miss this chance to be associated with the best party in the pool industry - P4!

Friday, February 13, 20156:00 p.m. - 10:00 p.m.

Bronze Sponsor - $500• Company logo exposure on Show promotional materials • Active logo link on event page of Show Web site• ⅛ page ad in Show Program & Event Guide• 2 event tickets

Silver Sponsor - $1,000• Display banner* up to 4’ long • Company logo exposure on Show promotional materials • Active logo link on event page of Show Web site• ¼ page ad in Show Program & Event Guide• 4 event tickets

Gold Sponsor - $3,000• Display company banner* up to 7’ x 3’ • Company logo exposure on Show promotional materials • Active logo link on event page of Show Web site• ½ page ad in Show Program & Event Guide• 12 event tickets

Platinum Sponsor - $5,000• Display company banner* up to 10’ x 4’ • Company logo exposure on Show promotional materials • Active logo link on event page of Show Web site• Full page ad in Show Program & Event Guide • Logo enhanced listing in program guide• Logo on exhibit hall locator map in program guide• 25 event tickets

4

Eat � Drink � Network � CelebratePool P

ro Priv

ate

Part

y

*Sponsor must provide banner for display by February 12, 2015

11

Check enclosed Charge my credit card

Card # ___________________________________________________ Exp. Date (Month/Yr) ________________

Cardholder Name ____________________________________ Cardholder Zip Code _______________ Cardholder Signature _______________________________________

EDUCATION SPONSORSHIPS Break Sponsor $500 per day Seminar Sponsor $1,000 per day Education Bags $2,500

P4 - FRIDAY NIGHT PRIVATE PARTY AT CAFÉ TU TU TANGO Platinum Sponsor $5,000 Gold Sponsor $3,000 Silver Sponsor $1,000 Bronze Sponsor $500

2015 Everything Under the Sun ExpoSponsorship / Advertising Agreement

PLEASE RETURN WITH PAYMENT • Charis Tyson • 2555 Porter Lake Drive, Suite 106 • Sarasota, FL 34240 • Phone: (941) 952-9293 • Fax: (941)366-7433

Company Contact

Address City / St/ Zip

Phone E-mail address

Web address for online link: (will link from Show website)

Signature Date

WEB ADVERTISING Show Home Page: Banner ad - $350 / 3 mo. or Block ad - $250 / 3 mo.Registration Page: Banner ad - $225 / 3 mo. or Block ad - $150 / 3 mo.Schedule Page: Banner ad - $150 / 3 mo. or Block ad - $100 / 3 mo.Education Page: Banner ad - $125 / 3 mo. or Block ad - $75 / 3 mo. Show Hotel Page: Banner ad - $110 / 3 mo. or Block ad - $65 / 3 mo.

*Banner ads are 560 x 120 px and Block ads are 120 x 240 px. Each ad location can have up to three ads in rotation.

PROGRAM GUIDE AND ONLINE PROFILE UPGRADES Logo with Listing $100 1/4 Page 4/C $300 1/2 Page 4/C $500 Full Page 4/C $1,000 Back Cover 4/C $1,500 All ads must be submitted electronically in TIFF, JPG or PDF format.

Online profi le Upgrade 1 $150 Online profi le Upgrade 2 $300 Online profi le Upgrade 3 $500

PRODUCT SHOWCASEPut us in the area for: New Products Energy Effi cient Products Great Products Standard 3’ tabletop area $150 per product Floor space 4’ area $175 per product Access to electricity $50

12

Online Company Profi leThe Expo includes an online company profi le for all exhibitors. This means that everyone has 24/7 ac-cess to your company's product information and web site for up to 8 months.

Take advantage of promoting your company all year through the Show web site. Once booths are as-signed attendees will be able to use a search function to fi nd specifi c products and the site will remain live for up to 2 months after the event as well.

Booth click throughs on the Show web site exceed 100 for the majority of exhibitors. Don't miss your chance to be seen before and after the Show! Below is a sample of a completed booth profi le. Use the login information provided when you receive your booth confi rmation to select product categories and upload company descriptions.

Upgrade your profi le and you can to add logos, photos and videos to the profi le.

sm

FEBRUARY 13-14, 201513

10' X 10' LINEAR BOOTH

10'

8'

10'

4'

4'

5'

5'

10'

10'

5'

(3.048M)

(3.0

48M

)

(1.5

24M

)

PLAN VIEW

LEFT SIDE VIEW

5'

5'

4'(1

.219

M)

(1.524M)

(1.524M)

8'

4'

(2.4

38M

)

(1.2

19M

)

FRONT VIEW

Linear Booth

Linear Booths, also called “in-line” booths, are generally arranged in a straight line and have neighboring exhibitors on their immediate right and left, leaving only one side exposed to the aisle.

DimensionsFor purposes of consistency and ease of layout and/or reconfiguration, floor plan design in increments of 10ft (3.05m) has become the de facto standard in the United States. Therefore, unless constricted by space or other limitations, Linear Booths are most commonly 10ft (3.05m) wide and 10ft (3.05m) deep, i.e. 10ft by 10ft (3.05m by 3.05m). A maximum back wall height limitation of 8ft (2.44m) is generally specified.

Use of SpaceRegardless of the number of Linear Booths utilized, e.g. 10ft by 20ft (3.05m by 6.10m), 10ft by 30ft (3.05m by 9.14m), 10ft by 40ft (3.05m by12.19m), etc. display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8ft (2.44m) is allowed only in the rear half of the booth space, with a 4ft (1.22m) height restriction imposed on all materials in the remaining space forward to the aisle. (See Line-of-Sight exception on page 8.) Note: When three or more Linear Booths are used in combination as a single exhibit space, the 4ft (1.22m) height limitation is applied only to that portion of exhibit space which is within 10ft (3.05m) of an adjoining booth.

Corner Booth

A Corner Booth is a Linear Booth at the end of a series of in-line booths with exposure to intersecting aisles on two sides. All other guidelines for Linear Booths apply.

10' X 10' PERIMETER BOOTH

4'

5'

10'

12'

8'

5'

4'

(2.4

38M

)

(1.2

19M

)

FRONT VIEW

4'

8'

12'

(3.6

58M

)

Perimeter Booth

A Perimeter Booth is a Linear Booth that backs to an outside wall of the exhibit facility rather than to another exhibit.

Dimensions and Use of Space

All guidelines for Linear Booths apply to Perimeter Booths except that the typical maximum back wall height is 12ft (3.66m).

(3.048M)

(3.0

48M

)

(1.5

24M

)

PLAN VIEW

10'

5'

10'

LEFT SIDE VIEW

(1.2

19M

)

(1.524M)

(1.524M)

8'

12'

5'

5'

4'

(2.4

38M

)(3.6

58M

)

End-cap Booth

An End-cap Booth is exposed to aisles on three sides and comprised of two booths.

Dimensions

End-cap Booths are generally 10ft (3.05m) deep by 20ft (6.10m) wide. The maximum back wall height of 8ft (2.44m) is allowed only in the rear half of the booth space and within 5ft (1.52m) of the two side aisles, with a 4ft (1.22m) height restriction imposed on all materials in the remaining space forward to the aisle.

END-CAP BOOTH

10'5'

'8

'4

20'

10'

)M834.2(

)M912.1(

PLAN VIEW

ELSIA

ELSIA

AISLE

'01

'5

5' 10' 5'(1.524M) (1.524M)(3.048M)

)M425.1(

)M4840.3(

LEFT SIDE VIEW

5'

10'

'4

(3.048M)

(1.524M)

)M912.1(

FRONT VIEW

'4

5' 10' 5'(3.048M)(1.524M) (1.524M)

)M912.1(

'8)

M834.2(

PLAN VIEW

AIS

LE

AIS

LE

AISLE(6.096M)

(1.524M)(3.048M)(6

.096

M) 10'5' 5'

(1.524M)

20'

20'

(6.096M)

(1.524M)

(1.2

19M

)4'

5'

20'

MA

X. P

ER

MIS

SIB

LE

PENINSULA BOOTH

(1.2

19M

)

10'

4'

5'

MA

X. P

ER

MIS

SIB

LE

20' 20'

FRONT VIEW

4'

5' 10' 5'(3.048M)(1.524M) (1.524M)

(1.2

19M

)

MA

X. P

ER

MIS

SIB

LE

Peninsula Booth

A Peninsula Booth is exposed to aisles on three sides, and comprised of a minimum of four booths. There are two types of Peninsula Booths: (a) one which backs to Linear Booths, and (b) one which backs to another Peninsula Booth and is referred to as a “Split Island Booth.”

Dimensions

A Peninsula Booth is usually 20ft by 20ft (6.10m by 6.10m) or larger. When a Peninsula Booth backs up to two Linear Booths, the back wall is restricted to 4ft (1.22m) high within 5ft (1.52m) of each aisle, permitting adequate line of sight for the adjoining Linear Booths. (See Line-of-Sight exception on page 8.) A typical maximum height range allowance is 16ft to 20ft (4.88m to 6.10m), including signage for the center portion of the back wall. Double-sided signs, logos and graphics shall be set back ten feet (10’) (3.05m) from adjacent booths.

Guidelines for Booths / Displays

14

© 2011 IAEE. No cost to members in good standing for including these guidelines in exhibitor service kits and/or in their event's rules and regulations at www.tradeshowstore.com – non member rates apply.

This edition of IAEE’s Guidelines for Display Rules and Regulations is made possible by a generous grant from

Guidelines for Booths / Displays

Island Booth

An Island Booth is any size booth exposed to aisles on all four sides.

Dimensions

An Island Booth is typically 20ft by 20ft (6.10m by 6.10m) or larger, although it may be configured differently.

Use of Space

The entire cubic content of the space may be used up to the maximum allowable height, which is usually a range of 16ft to 20ft (4.88m to 6.10m), including signage.

ISLAND BOOTH

PLAN VIEW

ELSI

A

ELSI

A

AISLE

AISLE

'02

20'(6.096M)

)M690.6(

FRONT VIEW

'61)

M778.4(

Other Important Considerations

Canopies and Ceilings Canopies, including ceilings, umbrellas and canopy frames, can be either decorative or functional (such as to shade computer monitors from ambient light or to allow for hanging products). Canopies for Linear or Perimeter Booths should comply with Line-of-Sight requirements. (See “Use of Space” for Linear or Perimeter Booths).

The bottom of the canopy should not be lower than 7ft (2.13m) from the floor within 5ft (1.52m) of any aisle. Canopy supports should be no wider than three inches 3in (.08m). This applies to any booth configuration that has a sight line restriction, such as a Linear Booth. Fire and safety regulations in many facilities strictly govern the use of canopies, ceilings, and other similar coverings. Check with the appropriate local agencies prior to determining specific exhibition rules.

Hanging Signs & Graphics

Most exhibition rules allow for hanging signs and graphics in all standard Peninsula and Island Booths, usually to a maximum height range of 16ft to 20ft (4.88m to 6.10m) from the top of the sign. End-cap Booths do not qualify for hanging signs and graphics. The distance is measured from the floor to the top of the sign. Whether suspended from above, or supported from below, they should comply with all ordinary use-of-space requirements. For example, the highest point of any sign should not exceed the maximum allowable height for the booth type.

Hanging Signs and Graphics should be set back 10ft (3.05m) from adjacent booths and be directly over contracted space only.

Approval for the use of Hanging Signs and Graphics, at any height, should be received from the exhibition organizer at least 60 days prior to installation. Variances may be issued at the exhibition management’s discretion. Drawings should be available for inspection.

Towers

A Tower is a free-standing exhibit component separate from the main exhibit fixture. The height restriction is the same as that which applies to the appropriate exhibit space configuration being used.

Towers in excess of 8ft (2.44m) should have drawings available for inspection. Fire and safety regulations in many facilities strictly govern the use of towers. A building permit or safety lines may be required.

Multi-story Exhibit

A Multi-story Exhibit is a booth where the display fixture includes two or more levels. In many cities, a Multi-storied Exhibit requires prior approval by the exhibit facility, and/or relevant local government agency, as well as show management because it is deemed to be a “structure” for building purposes. The city building department generally needs to issue a building permit based on an application and drawings prepared and submitted by a licensed architect or engineer. Exhibitors should obtain local building regulations early on to ensure that all time constraints are met. Exhibition organizers should be prepared to assist exhibitors in this application process.

CANOPIES AND CEILINGS

5'

5'

8'

4'

10' 10'

10'

10'

5'

(3.048M)

(3.0

48M

) (1.5

24M

)

PLAN VIEW

8'

4'

(2.4

38M

)

(1.2

19M

)

FRONT VIEW

LEFT SIDE VIEW

5'

5'

4'(1

.219

M)

(1.524M)

(1.524M)

Issues Common To All Booth Types

Americans with Disabilities Act (ADA)

All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA), and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line, (800) 514-0301, and from the ADA Web site at www.usdoj.gov/crt/ada/adahom1.htm.

Structural Integrity

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as fork lifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Refer to local building codes that regulate temporary structures.

It is recommended that all 20ft by 20ft (6.10m by 6.10m) and over exhibits require a drawing, plans or renderings, preferably digital, to be submitted to the show organizer.

Exhibitors should ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials to be displayed.

Flammable and Toxic Materials

All materials used in display construction or decorating should be made of fire retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame-proofing certificate should be available for inspection. Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to.

Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.

Electrical

Every exhibit facility has different electrical requirements. However, minimum guidelines are suggested:

Wiring that touches the floor should be “SO” cord (minimum 14-gauge/three-wire) flat cord, which is insulated to qualify for “extra hard usage.”

Cord wiring above floor level can be “SJ” which is rated for “hard usage.”

Using zip cords, two-wire cords, latex cords, plastic cord, lamp cord, open clip sockets, and two-wire clamp-on fixtures is not recommended and is often prohibited. Cube taps should be prohibited.

Power strips (multi-plug connectors) should be UL approved, with built-in over-load protectors.

( ti d t )

Issues Common To All Booth Types (continued)

Lighting

Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting:

Exhibitors intending to use hanging light systems should submit drawings to exhibition management for approval.

project onto other exhibits or exhibition aisles.

and be approved in writing by exhibition management.

interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.

fire hazards. Check with exhibition management.

exhibit facility.

Storage

Fire regulations in most exhibit facilities prohibit storing product, literature, empty packing containers, or packing materials behind back drapes or under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the booth area, so long as these items do not impede access to utility services, create a safety problem, or look unsightly.

Demonstrations

As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentation, audio visual presentations, and demonstration areas to ensure compliance. Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to.

Special caution should be taken when demonstrating machinery or equipment that has moving parts, cooking equipment with an open flame, or any product that is otherwise potentially dangerous. Exhibitors should establish a minimum setback of 3ft (.91m) and/or install hazard barriers as necessary to prevent accidental injury to spectators. Additionally, demonstrations should only be conducted by qualified personnel.

Sound/Music

In general, exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Rule of thumb: Sound and noise should not exceed 85 decibels when measured from the aisle immediately in front of a booth. (Refer to OSHA at www.osha.gov for more information.)

Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.

15

Everything Under the Sun Exposm

produced by Florida Swimming Pool Association2555 Porter Lake Drive, Suite 106Sarasota, FL 34240Phone: (941) 952-9293 • Fax: (941) 366-7433www.UndertheSunExpo.com

Show Manager: Wendy Parker Barsell ([email protected])Continuing Education: Kate Vella ([email protected])Advertising: Charis Tyson ([email protected])

“Great job from beginning to end, one of the best trade shows we have exhibited at!” Shawn Knapp, USA Payroll

“Excellent show. The staff did a great job coordinating the show and the number of quality attendees was outstanding.” Allen Scott, Tropical Palm Trees

sm

FEBRUARY 13-14, 2015