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November 19 - 22 | Nashville, Tennessee


Exhibitor Service Kit


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Cumberland Park, Nashville

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Table of Contents


Freeman Quick Facts

Page

4

Deadline Checklist

Page

8

Show Management Contact

Page

11

Certificate of Insurance Information

Page

15

EXPO FAQ’s

Page

18

EXPO Rules / Terms & Conditions

Page

20

Booth Approval Plan

Page

22

Booth Guidelines for Set-Up

Page

28

Union Labor Overview

Page

47

Union Labor FAQ’s

Page

48

Lead Retrieval Order Form

Page

50

Carpet Order Form

Page

52

Booth Cleaning Order Form

Page

56

Electrical Order Form

Page

58

Plumbing Order Form

Page

59

Stone / Concrete Order Form

Page

66

Tree Transport Order Form

Page

67

Rigging Order Form (Hanging Signs)

Page

72

Shipping Information – Inbound and Outbound

Page

78

Intent to use an EAC Form

Page

85

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Table of Contents - Continued



Marshalling Yard

Page

88

Floral Order Form

Page

90

ACE Legacy Project Information / Label

Page

92

Furniture Rental Catalog and Order Form

Page

95

Affiliated Event Form

Page

143

Catering Menu (Booth Entertainment)

Page

145

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quick facts

ASLA Conference on Landscape Architecture November 19 -22, 2021

Music City Center Nashville, Tennessee


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HEALTH AND SAFETY

Stay informed on Products, Services and Resources that will help you plan for a safe return to your next event. Click Here for our Health and Safety Resources.

BOOTH EQUIPMENT

Each 10' x 10' booth will be set with 8' high black back drape, 3' high black side dividers. Booths 300 sqft or less will receive a 7" x 44" one-line identification sign. Booths larger than 300 sqft may receive a 7" x 44" one-line identification sign upon request.

EXHIBIT HALL CARPET

The exhibit area is not carpeted, including aisles. Per show management, all booths are required to have floor covering. If floor covering is not placed in your booth by 12:00 pm on Friday, November 19, 2021, carpet will be placed in your booth and you will be responsible for payment of the carpet.


Please note the Music City Center has a substantial penalty for damages to the facility floor. A barrier must be placed in your booth under any liquid, stone, sand, brick or plants that will be displayed in your booth space. If the flooring of your booth is raised off of the ground - you are required to place

a piece of equipment with 3ft of height on the edge of the corner to help reduce accidents.


DISCOUNT PRICE DEADLINE DATE

Order early on FreemanOnline to take advantage of advance order discount rates, place your order by October 21, 2021.

EXHIBITOR FREQUENTLY ASKED QUESTIONS

For more information and helpful hints on products and services, ordering and invoicing, shipping your freight, and other top questions, please visit FreemanOnline FAQ page.

SHOW SCHEDULE

EXHIBITOR MOVE-IN

Thursday Friday

November 18, 2021

November 19, 2021

9:00 AM - 5:00 PM

9:00 AM - 5:00 PM

EXHIBIT HOURS

Saturday Sunday

November 20, 2021

November 21, 2021

9:30 AM - 6:00 PM

10:00 AM - 2:00 PM

EXHIBITOR MOVE-OUT

Sunday Monday

November 21, 2021

November 22, 2021

2:00 PM - 5:00 PM

8:00 AM - 1:00 PM


EXHIBITOR SERVICE HOURS

Our Exhibitor Services team will be available from 8am - 5pm from the first day of Exhibitor Move-in to the last day of Exhibitor Move-out. Hours may be extended the day before show open and the day of show close to assist with additional exhibitor needs.

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quick facts

DISMANTLE AND MOVE-OUT INFORMATION

All exhibitor materials must be removed from the exhibit facility by Monday, November 22, 2021 at 1:00 PM.

To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Monday, November 22, 2021 at 10:00 AM.

Please refer to all labor and material handling order forms for applicable days and times that overtime/ double time charges will be assessed.

Please Note: All Common Carriers and Van Lines should check-in at the Marshalling Yard. (See enclosed map.) Certified Weight Tickets must accompany all shipments.

POST SHOW PAPERWORK AND LABELS

Our Exhibitor Support Department will gladly prepare your outbound Material Handling Agreement and labels in advance. Complete the Outbound Shipping form and your paperwork will be available at show site. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show.

EXCESSIVE TRASH AND BOOTH ABANDONMENT

Any excessive trash which consists of display materials, carpet, padding, crates and/or pallets will be disposed of and charged both a handling fee and disposal fee during move-in. Excessive booth materials and/or literature left in the booth at the end of the published exhibitor move-out that is not labeled for an outbound shipment will be considered abandoned and deemed as trash. The exhibitor will be charged for the removal and disposal of these items. Charges may include Installation & Dismantle Labor, Forklift/Rigging Labor, and/or Dumpster Fee. Please call our Exhibitor Support Department at (888) 508-5054 for a quote.

SERVICE CONTRACTOR CONTACTS / INFORMATION:

FREEMAN

(888) 508-5054

ExhibitorSupport@freeman.com


FREEMAN EXHIBIT TRANSPORTATION

FREEMAN EVENT TECHNOLOGY

(800) 868-6886

EventTechServices@freeman.com

(800) 995-3579 Toll Free US & Canada or +1 (512) 982-4187 or +1 (817) 607-5183 Local & International Shipping Services or fax +1 (469) 621-5810 or email exhibit.transportation@freeman.com

FREEMAN ONLINE®

Take advantage of discount pricing by ordering online at FreemanOnline by October 21, 2021. Using the enhanced Freeman Online, you will enjoy easy access to added features and functions as well as the high caliber of Freeman services you've come to expect - before, during and after your show.


To place online orders you will be required to enter your unique Username and Password. If this

is your first time to use Freeman Online, click on the "Create an Account" link. To access Freeman Online without using the email link, visit FreemanOnline.


If you need assistance with Freeman Online please call Exhibitor Support at (888) 508-5054 Toll Free US & Canada or +1 (512) 982-4186 or +1 (817) 607-5000 Local & International.


SHIPPING INFORMATION

Warehouse Shipping Address:

Exhibiting Company Name / Booth # ASLA Conference on Landscape Architecture C/O FREEMAN

825 VISCO DR,

NASHVILLE, TN 37210

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quick facts

Freeman will accept crated, boxed or skidded materials beginning Tuesday, October 19, 2021, at the above address. Material arriving after November 11, 2021 will be received at the warehouse with an additional after deadline charge. Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108" H x 93" W. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 3:30 PM. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054.


Show Site Shipping Address:

Exhibiting Company Name / Booth # ASLA Conference on Landscape Architecture C/O FREEMAN

MUSIC CITY CENTER

700 KOREAN VETERANS BLVD, NASHVILLE, TN 37203


Freeman will receive shipments at the exhibit facility beginning Thursday, November 18, 2021. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054.


Please note: All materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form for charges for the service.


Please be aware that disposal of exhibit properties is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your exhibit properties.


PURCHASE TERMS

Freeman's Terms & Conditions apply to all orders submitted to Freeman for any goods or services, and may be amended without notice. To review the current Purchase Terms, click here.

LABOR INFORMATION

Union Labor may be required for your exhibit installation and dismantle. Please carefully read the UNION RULES AND REGULATIONS to determine your needs. Exhibitors supervising Freeman labor will need to pick up and release their labor at the Freeman Service Center. Refer to the order form under Display Labor for Straight time and Overtime hours.


ASSISTANCE

We want you to have a successful show. If we can be of assistance‚ please call Exhibitor Support at (888) 508-5054. This number is available 8am EST through 5pm PST

WE APPRECIATE YOUR BUSINESS!

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FREEMAN GENERAL INFORMATION

general information

TRANSLATION SERVICES

Freeman is pleased to offer a new service for our international exhibitors that provides quick interpretation and translation in 150 languages. This service will not only interpret for us on a three way conversation, but also translate emails from customers. To access this feature you may contact Exhibitor Support at (888) 508-5054 US & Canada or +1(817) 607-5000 Local & International.

HELPFUL HINTS

SAVE MONEY

Order early on FreemanOnline to take advantage of advance order discount rates, place your order by October 21, 2021.

AVOID DELAY

Ship early to avoid delays. Shipments arriving late at show site will cost you money, time and business!

SAFETY TIPS

Use a ladder, not a chair. Standing on chairs, tables and other rental furniture is unsafe and can cause injury to you or to others. These objects are not designed to support your standing weight.


Be aware of your surroundings. You are in an active work area with changing conditions during move-in and move-out. Pay attention. Look for obstacles, machinery and equipment that are in use.


Keep your eyes open for scooters and forklifts. The drivers of these vehicles may not be able to see you.


Stay clear of dock areas, trucks and trailers. These areas can be particularly dangerous.


Prevent electrical shocks, falling items and damage to materials. Do not attach items or equipment to the drapes or metal framework provided for your booth. This can cause serious injury or damage to materials.


We discourage children from being in the exhibit hall during installation and dismantle. If children are present during installation and dismantle, they must be supervised by an adult at all times.


Freeman does not ship or handle Hazardous Materials. If any materials you are shipping to the event fall into this category, please contact Freeman to be sure the material will be allowed at the facility and by the association. In addition, if authorized by the facility and the association, you will need to make separate arrangements for the transport and handling of the approved materials, since Freeman will not transport or handle them.


The operation or use of all motorized lifts and motorized material handling equipment for installation/dismantle of exhibits is NOT permitted by exhibitors or by their exhibitor appointed contractors (EACs). Thank you for your cooperation.


Call Exhibitor Support at (888) 508-5054 with any questions or needs you may have.


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Page 4 of 4

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checklist

DISCOUNT DEADLINE CHECKLIST


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deadline

Take advantage of additional discounts by ordering online!


Form Discount Deadline Order Total

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Exhibitor Certificate of Insurance October 1, 2021

Exhibitor booth schematic


Lead Retrieval


Advance Warehouse Freight Receiving Starts

Intent To Use EAC Furniture &Accessories Signs/Graphics Carpet

Electrical Services Air- Water-Drain-Gas Booth Labor

Forklift Labor Hanging Signs Labor

October 1, 2021

$                        

September 8, 2021


discount

October 19, 2021


October 21, 2021

$                        

October 21, 2021

$                        

October 21, 2021,

$                        

October 21, 2021

October 28, 2021 $                        

October 28, 2021 $                        

October 21, 2021 $                        

October 21, 2021 $                        

October 28, 2021 $                        

$                        

$                        

Booth Cleaning/Porter Service October 21, 2021 $                        

Advance Warehouse Freight Receiving Discount Deadline

November 11, 2021


Estimated Grand Total $                        

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ASLA MISSION, VISION, VALUES AND CULTURE


Mission


Landscape architects lead the planning, design, and stewardship of healthy, equitable, safe, and resilient environments. The Society’s mission is to advance landscape architecture through advocacy, communication, education, and fellowship.


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Vision


Healthy, beautiful, and resilient places for all.


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Values Excellence

Committed to learning, constant improvement, and achieving the best outcomes for members in all endeavors. Mission-driven in service to members, the profession, and the public good.

Integrity


Honest, ethical, and forthright in all dealings.

Diversity


Committed to fostering equity and inclusion within our profession, membership, and leadership, striving to mirror the communities we serve.

Leadership


Setting direction on matters of critical importance.

Stewardship


Committed to environmentally and socially conscious principles and practices across all aspects of the profession.


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Culture Collaborative

Marked by leadership, staff, committee, professional practice networks, and chapter cooperation and coordination in the service of ASLA’s and the profession’s goals.

Inclusive


Committed to welcoming and serving all people and communities and treating them fairly and equitably.

Member-Focused


Guided by member needs and interests and dedicated to meeting them.

Accountable


Dedicated to the efficient, effective, and prudent use of Society resources for the betterment of landscape architecture and the common good. Committed to the timely, transparent, and complete reporting of progress in meeting strategic goals.

Volunteer-Supported


Devoted to the encouragement of volunteerism and benefiting from the expertise and creativity of members who give their time and energies to advance the Society and the profession.

Show Contact Information:

SALES MANAGERS

Gregg Boersma Sales Manager 202-216-7853

gboersma@asla.org


Kathleen Thomas Sales Manager 202-216-2363

kthomas@asla.org


EXPO MANAGER

Michelle Mobley Exhibit Manager 202-489-0502

mmobley@asla.org


Exhibit Hall Dates and Hours


Exhibitor Load‐In

Thursday, November 18

9:00 am – 5:00 pm


Friday, November 19

9:00 am – 5:00 pm


EXPO Hours

Saturday, November 20

9:30 am – 6:00 pm


Sunday, November 21

10:00 am – 2:00 pm


Exhibitor Load‐Out

Sunday, November 21

2:00 pm – 5:00 pm


Monday, November 22

8:00 am – 1:00 pm

R E DUCI NG YOU R FOOTPR I NT


Interested in going green and saving money?


Follow these tips to make sure your sustainable booth strategies are cost-neutral or even cost-saving! Leave an impact on the show floor, not the environment.


1

BEFO RE THE SH OW

booth structure 2 carpet

Option 1 Multiple Use Use Forest Sustainable Certified (FSC) wood to build your booth and crates.


Get creative! Design your booth with a small shipping footprint to minimize carbon emissions. Freeman’s

eye-catching stretch- fabric booth designs pack up

small (and light!) for shipping.

Option 2 One-time Use Rent locally from nearby Freeman offices to reduce both shipping costs and carbon emissions.


Option 1 Rent

Rent rather than buy carpet to save on shipping, cleaning, and storage. Freeman Classic carpet can be reused at least four times.

Option 2 Color

Use darker-colored carpet, which is easier to reuse and recycle. Freeman Classic dark- colored carpets are made of 20-50 percent recycled content.


  1. shipping


    Online + before deadline = better bottom line. Take advantage of early-bird pricing and consolidate shipping when ordering supplies.


    Choose reusable shipping padding. Avoid packing peanuts and foam plastic materials that

    never decompose. Ship early. Use the 30-day policy to ship

    materials to the Freeman advance warehouse.


  2. graphics

    Option 1 Multiple Use

    Print on a durable substrate without dates, event names, or locations.


    Option 2 One-time Use

    Print on 100 percent recyclable materials like Freeman Honeycomb and Smartbuild Eco, which are just as

    cost-effective as PVC.

  3. printing

Reduce printing and go digital with your booth literature.


Print locally. Supporting local businesses while reducing shipping? It’s a win-win.


Print on at least 50 percent post-consumer recycled paper.

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R E DUCI NG YOU R FOOTPR I NT


6

O N SITE

7

save energy


M OVE O UT

train your team



Use Energy

Star-rated equipment for audio-visual equipment and monitors.


Power down. Turn off equipment at the end of each day.


Light up your booth with CFLs, LEDs, or other energy- efficient lighting.


Educate your installation and dismantling teams about recycling and donation processes.


8 shipping out

Pack in, pack out.

Leave no traces on show site.


Join a caravan.

If you’re shipping directly to another show, ask Freeman Transportation about joining a caravan to your next show.

leftover materials

9

Remember to label.

Clearly label recyclable leftover material for disposal.

Donate the rest.

Ask the Freeman Exhibitors Services desk about local donation programs.



TYPICALLY* RECYCLABLE


FR E E MAN.CO M


TYPICALLY* DONATE-ABLE


Furniture: Purchased items Home furnishing: Décor staging materials


Unused raw materials: Plywood, subflooring, non-laminate wood


Flooring: 100 square feet of flooring. Excludes carpet.


Left over giveaways: Pens, pads

of paper, sunglasses, USBs, etc., left over in your promotional giveaway


Cardboard: Used for signs or shipping boxes


Glass: Green, brown, clear


Plastics: Shrink-wrap or plastic banding used to secure shipments; water/soda bottles; plexiglass (acrylics) clear, smoked, or tinted; Visqueen used to protect flooring


Metal: Aluminum cans/ steel banding


Paper: Fliers, brochures, programs, tickets, office paper, newspaper, magazines, paperboard


Wood: Non-laminate wood

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Rainprotection is an Authorized Official Insurance

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Supplier for American Society of Landscape Architects.


Exhibitor Liability Insurance Program


As a standard requirement for all our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $1,000,000 aggregate. Insurance Coverage is not optional.


This insurance must be in force during the lease dates of the event, November 18-22, 2021, naming American Society of Landscape Architects (636 Eye Street NW Washington, DC 20001) as the certificate holder and as additional insured.


Rainprotection Insurance Program


If you do not have insurance, or you would rather not use your own insurance, (similar to when you rent a car – so that claims would not be filed against your policy), we have set up a program with Rainprotection Insurance through which, you can purchase compliant insurance instantly online for only $84.


Benefits of using this program:




Q: How will social distancing be implemented for EXPO booths?

A: Each booth will be set so that there is 10 feet of aisle on each side of the space, or a full-length curtain separating spaces along the back wall of the booth. Based on current social distancing guidelines, we only allow two (2) EXPO staff per 10x10 space.


Q: Will load-in/load-out be different this year?

A: Yes, we anticipate there will be new protocols to set up your booth, as well as guidelines to maintain social distancing and fairness for lines-of-sight.


Q: What safety measures are labor teams currently taking?

A: Labor teams participate in temperature checks prior to entering the facility and are required to wear a mask at all times, as well as notify their team lead if they develop symptoms.


Q: Will there be food and beverage available on the EXPO Floor?

A: We anticipate offering food and beverage service in November while adhering to the health and safety guidelines of MCC.


For the list of most updated exhibitor FAQ’s please visit https://advertise.asla.org/2021-expo-faqs/

Rules governing exposition

Terms and Conditions:


ACCEPTANCE


These terms of use are entered into by and between you, the exhibitor/sponsor (“Exhibitor/sponsor”) and the American Society of Landscape Architects (“ASLA”). The following terms and conditions, together with Exhibitor/sponsor’s sponsorship application (the “Sponsorship Application”) submitted through ASLA’s website (located at www.asla.org) (“ASLA’s Website”), ASLA’s terms of use and privacy and security policy located thereon (collectively, the “Terms and Conditions”) govern Exhibitor/sponsor’s sponsorship of ASLA’s convening (as defined below), including any virtual exhibitor showcase or booth that Exhibitor/sponsor sets up and maintains for an ASLA event. These Terms and Conditions, together with the Sponsorship Application, constitute the entire agreement between ASLA and Exhibitor/sponsor with respect to ASLA’s event, and supersede all other previous and contemporaneous communications, representations, agreements or prior proposals between the parties regarding ASLA Next, whether written or otherwise.


We understand that submission of this application indicates agreement to pay 100 percent of the exhibit fee. Space assignments will not be made unless a payment* is received with the Exhibit Space Application and Contract. We understand that booth cancellations must be received in writing. A non- refundable fee equal to 25 percent of the total booth cost will be forfeited for cancellations received by January 1, 2021. After January1, 2021, no refunds will be issued. ASLA reserves the right to cancel exhibit space if payment balance is past 60 days of the invoice date, in which case, deposits will not be refunded. Payments for 2021 exhibit space may not be applied to subsequent EXPOs. If our choices of space have been assigned, we request ASLA to assign the best available space. We understand: 1) this application becomes a contract when submitted by our representative and is accepted by ASLA; and 2) this agreement is considered a confidential communication between ASLA and our company. We agree to comply with the terms, exhibit regulations, instructions, and conditions as published in this application and in the official Exhibitor manual which will be forwarded at a later date, and with all conditions under which facilities at Nashville Music City Center have been rented to ASLA. I have read and agree to the terms, conditions, and the rules governing exposition as contained on both pages of this application and contract.


  1. CONTRACT FOR SPACE.

    This application for space constitutes a contract for the right to use the space. By submitting an application for exhibit space, the applicant releases ASLA, the Venue, and official show con- tractors from any and all liabilities to applicant, its agents, licensees, or employees that may arise or be asserted as a result of submission of an application or of participation in this exhibit. Acceptance of an application does not imply endorsement by ASLA of the applicant’s products, nor does rejection imply lack of merit of product or manufacturer. ASLA has sole right to determine eligibility of any company or product for inclusion in the trade show and retains the right to rescind the contract within 30 days of receipt if the exhibit is deemed to be contrary to the best interests of the show. ASLA has the right to move any Exhibitor’s location in the exhibit hall for any reason.


    The exhibit area is not carpeted, including aisles; per show management, all booths are required to be carpeted. If carpet is not placed in your booth by 12:00 p.m. on Friday, November 19, 2021 carpet will be placed in your booth and you will be responsible for payment of the carpet. Please note the Nashville Music City Center has a substantial penalty for damages to the facility floor. A barrier must be placed in your booth under any liquid, stone, sand, brick or plants that will be displayed in your booth space. If the flooring of your booth is raised off of the ground – you are required to place a piece of equipment with 3ft of height on the edge of the corner to help reduce accidents.

  2. EXHIBIT BOOTHS & SIZES.

    Standard booth background, side rail drape, and uniform two-line signs are provided without charge. All other furnishings, equipment, facilities, etc., will be provided by Exhibitor at its own expense and responsibility. Booth backgrounds are eight feet in height, and divider rails are three feet in height. In 10’ X 10’ booths, the area four feet forward from the rear background of each booth, display materials may be placed up to a height not exceeding eight feet from the building floor. End-cap booths are generally 10 feet deep by 20 feet wide. The maximum back wall height of 8 feet is allowed only in the rear half of the booth space and within 5 feet of the two side aisles, with a 4 feet height restriction imposed on all materials in the remaining space forward to the aisle. For larger booths, the height restriction is 12 feet.

    Island configurations are limited to 20 feet in height where ceilings permit. In any portion of the booth beyond four feet from the rear background — with the exception of island booths — the height shall not exceed four feet. ASLA may grant exceptions to these rules. However, exhibitor must obtain written permission from ASLA prior to the exposition. Exhibits not conforming to these specifications or which in design, operation, or otherwise, are objectionable in the opinion of the management will be prohibited. ASLA requires submission of the booth floor plan that details placement of objects, walls, backdrops, etc. This floor plan is due eight (8) weeks prior to the date of show move-in. ASLA follows IAEE exhibitor guidelines and rules. ASLA has the right to object any booth that does not follow the guidelines.


  3. USE OF EXHIBIT SPACE.

    No Exhibitor may sublet, assign, or apportion any part of the space allotted, or represent, advertise, or distribute literature for the products or services of any other firm or individual except as approved in writing by ASLA. The purposes of the exhibit are to inform and educate ASLA members regarding characteristics and uses of the products.


    Cash and carry sales are not permitted.


  4. BOOTH SET UP.

    Booths must me set up by 5:00 p.m. the day before the show opens. Booth set up will not be permitted after that. The show decorator will carpet and furnish any booth space not set up by 5:00 pm the day before the show opens and the invoice will be sent to the exhibitor.


  5. RESTRICTION OF ACTIVITIES.

    All Exhibitors activities must be confined to the contracted exhibit space. No solicitation or distribution of materials outside of exhibit space will be allowed without written permission from ASLA.


  6. BOOTH REPRESENTATIVES.

    Exhibitor’s booth representatives shall be restricted to employees of the exhibiting companies who are working in the Exhibitor’s booth. Booth representatives shall wear “EXHIBITOR” badge identification furnished by ASLA at all times. ASLA may limit the number of booth representatives at any time.


  7. PROPER ATTIRE AND CONDUCT.

    Exhibitor’s representative’s manner, appearance, and dress must be such as not to offend even the most critical.


    Any breach of this rule may result in Exhibitor being ejected or barred from the show.


    Exhibitors operating audio or any other noise-creating devices shall do so only at a level which will not interfere with other Exhibitors or add unduly to general acoustic inconvenience, or ASLA may require discontinuance of their use. Should the wording on any sign or area in Exhibitor’s booth be deemed by ASLA to be contrary in any way to the best interests of the trade show, Exhibitor shall make such changes as are requested by ASLA. All demonstrations of services or equipment, interviews, and other exhibit activities must be conducted so as not to infringe on the rights of other Exhibitors or offend visitors to the exhibit.

  8. MUSIC LICENSING.

    Exhibitors using music in their booth, either live or mechanical, must provide ASLA with a copy of the Exhibitors Licensing Agreement with AS- CAP, BMI, or other such licensing organization.


    Further, should Exhibitor play music, Exhibitor agrees to indemnify and hold ASLA harmless from any action brought against ASLA by ASCAP, BMI, or other such licensing organization for the playing of such music.


  9. DAMAGE TO PROPERTY.

    Exhibitor is liable for any damage caused by Exhibitor or its representatives to building floors, walls, or columns, or to the property of other Exhibitors. Exhibitor may not apply paint, lacquer, adhesive, or other coating to building columns or floors or to standard booth equipment.


  10. FIRE AND SAFETY REGULATIONS.

    Exhibitor agrees to accept full responsibility for compliance with federal, state, and municipal regulations in the provision and maintenance of adequate safety devices and conditions for the operation of machinery and equipment.


    Exhibitor agrees to comply with all state and local fire and safety regulations.


    Combustible or explosive materials and substances must be flame-proofed. Packing containers, excelsior, wrappings, and similar materials must be removed from the exhibit area and may not be stored under tables or behind displays.


  11. ALCOHOLIC BEVERAGES.

    The use of alcoholic beverages in the Trade Show area by the Exhibitor is prohibited except by permission of ASLA.


  12. ATTENDANCE.

    ASLA shall have sole control over admission policies at all times.


  13. EXHIBITOR ACCESS DURING NON-SHOW HOURS.

    Booth representatives will be permitted to enter the trade show 30 minutes before the scheduled opening time each day of the show and will be permitted to remain in the exhibit hall up to 30 minutes after the closing hour on the first night.


  14. FAILURE TO HOLD TRADE SHOW.

    Should any contingency prevent holding of the Trade Show, this lease shall terminate, and the Exhibitor waives any claim for damages or compensation, and neither party shall have any further obligation against the other, except that ASLA shall refund to the Exhibitor the amounts paid under the Agreement, less a pro rata share of ASLA’s actual expenses incurred in connection with said trade show. Said pro rata share of ASLA’s actual expenses is to be determined on the basis of the number of square feet of floor space assigned to the Exhibitor in relation to the total number of square feet of floor space assigned to all Exhibitors.


  15. EXHIBITOR’S RESPONSIBILITY.

    Exhibitor agrees to indemnify ASLA, the Venue, members, officers, directors, agents, and employees of each of these entities and official show contractors against and hold them harmless for any claims arising out of the acts or negligence of the Exhibitor, his agents, or employees, or out of labor disputes.


  16. INSURANCE & LIABILITY.

    General liability and fire insurance is the responsibility of the Exhibitor. A certificate must be furnished

    naming ASLA as co-insured with limits of liability of at least $1,000,000 combined single limits including bodily injury and property damage.


    ASLA assumes no risk and by acceptance of this agreement the Exhibitor expressly releases ASLA, the Venue, members, officers, directors, agents, and employees of each of these entities, and official show contractors of and from any injury to itself or employees while in the trade show quarters. Exhibitor agrees to hold ASLA, the Venue, and official show contractors, harmless for damage to the Exhibitor from any cause whatsoever or from any action of any nature by ASLA, including damage to his business by reason of failure to provide space for his exhibit, or failure to hold the trade show as scheduled, except as provided herein.


    Exhibitor is required to provide a copy of their Certificate of Insurance (COI) with proper documentation eight (8) weeks prior to show move-in date. Exhibitors will not be allowed to start set-up on the exhibit tradeshow floor without an approved COI on file with ASLA. The exhibitor must name ASLA as additionally insured and submit form prior to onsite set-up. Coverage must include set-up and dismantle days.


  17. AMERICANS WITH DISABILITIES ACT.

    Exhibitor acknowledges its responsibilities under the Americans with Disabilities Act (ADA) to make its booth accessible to handicapped persons. Exhibitor shall also indemnify and hold ASLA, the Venue, members, officers, directors, agents, and employees of each of these entities harmless against cost, expense, liability or damage which may be incident to arise out of, or be caused by Exhibitor’s failure to comply with the requirements of this Act.


  18. LOTTERIES AND CONTESTS.

    The operation of games of chance, lottery devices, or the actual or simulated pursuit of any recreational pastime is permitted only with written approval from ASLA. Games, lotteries, raffles, etc. must follow all local city and government regulations and reporting.


  19. RESTRICTIONS.

    ASLA reserves the right to restrict exhibits which, because of noise, method of operation, or any other reason, become objectionable or otherwise detract from or are out of keeping with the character of the Convention as a whole. It may forbid installation or request removal or discontinuation of any exhibit or promotion which, if continued, departs substantially from the description given advance approval.


    In the event of such restrictions or evictions, ASLA is not liable for any refund of rental or other expenses. Advertising, displays, demonstrations, conferences, entertainment, convention registration, and hospitality rooms in the interest of business are not permitted except by firms that have rented space to exhibit.


  20. UNION RESTRICTIONS.

    Exhibitors are required to observe all union contracts in effect between ASLA, its official contractors, the hotel, and various other organizations. ASLA cannot take the responsibility for interference with the show caused by disputes involving union personnel and individual Exhibitors.


  21. SECURITY.

    ASLA will provide 24-hour perimeter guard service and take reasonable precautions to safeguard Exhibitors’ property. The provision of this service, however, shall not be construed as an assumption of obligation or duty with respect to the protection of the Exhibitor’s property. Exhibitor shall not hold ASLA liable for any loss, damage, theft, or destruction of Exhibitors’ property, and further shall indemnify ASLA, the Venue, members, officers, directors, agents, and employees of each of these entities and official show contractors against, and hold them harmless from any complaints, suits, or liabilities resulting from negligence of the Exhibitor in connection with the Exhibitor’s use of space.

  22. DISMANTLING.

    Exhibits may not be dismantled before the close of the show. Exhibits must be removed by the Exhibitor from the premises no later than the time indicated in the official Exhibitor manual. The premises must be left broom clean by the Exhibitor. Exhibitor shall be liable for all storage and handling charges resulting from the failure to remove exhibit material from the exhibit hall prior to the conclusion of the dismantling period as specified by ASLA. Exhibitors who dismantle prior to show end will be penalized for booth selection the following year.


  23. CONFLICTING MEETINGS AND SOCIAL ACTIVITIES.

    In the interest of the success of the entire convention, the Exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of members or Exhibitors from the convention or exhibit hall during official exhibit or convention hours. If an exhibitor would like to host an event on or off property during show dates, you are required to submit an application referred to as an "In conjunction with" (ICW) form to show management.


  24. INTERPRETATION AND ENFORCEMENT.

    These regulations become a part of the contract between the Exhibitor and ASLA. All matters in question not covered by these regulations are subject to the decision of ASLA and all decisions so made shall be binding on all parties affected by them as by the original regulations. This Agreement shall be governed by the laws of the District of Columbia without regard to its conflict of laws principles. The parties hereby agree that any action arising out of this Agreement will be brought solely in any court located in the District of Columbia. Both parties hereby submit to the exclusive jurisdiction and venue of any such court.


  25. DISCLAIMERS; INDEMNIFICATION; LIMITATION OF LIABILITY

    Exhibitor expressly assumes all risk associated with or arising in connection with Exhibitor’s participation in the Event, including all risks of theft, loss, harm, or injury to a person, property, business, profits of the Exhibitor or its agents, representatives, employees, contractors, and/or any other person under its direction, whether caused by negligence, intentional act, accident, Act of God, or otherwise.

    ASLA MAKES NO REPRESENTATIONS OR EXTENDS ANY WARRANTIES OF ANY KIND WHATSOEVER REGARDING EXHIBITOR’S PARTICIPATION IN THE EVENT, EITHER EXPRESS OR IMPLIED, INCLUDING ANY EXPRESS OR IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, OR WARRANTIES ARISING FROM THE COURSE OF PERFORMANCE OR CUSTOM OR USAGE IN THE PROFESSION OR TRADE.

    If Exhibitor or any of its agents, contractors, employees, invitees or guests (w) is alleged to have committed any act or omission, directly or through one or more of its officers, directors, employees, agents or representatives, constituting negligence or willful misconduct relating to its performance under this Agreement or participation in the Event, (x) breaches any of its obligations, representations, warranties or covenants herein, (y) violates, or allegedly violates any rule, law or regulation applicable to it, or (z) infringes, violates or impermissibly uses or misappropriates any rights of any third parties, including copyright, patent, trademark, trade secret or other intellectual or proprietary rights , then Exhibitor shall indemnify, defend on a current basis, and hold harmless ASLA and the Venue and each of their officers, directors, employees, agents, subsidiaries, parents, affiliates and attorneys, and their respective service contractors, successors and assigns, from and against any and all resulting judgments, claims, suits losses, damages, costs, and expenses, and other liabilities, together with all reasonable costs and expenses related thereto, including (without limitation) reasonable legal and accounting fees and expenses.

    IN NO EVENT SHALL ASLA OR THE VENUE, OR ANY OF THEIR RESPECTIVE AFFILIATES, BE LIABLE UNDER THESE TERMS AND CONDITIONS OR WITH RESPECT TO THE EVENT FOR ANY SPECIAL, INCIDENTAL, INDIRECT, PUNITIVE OR CONSEQUENTIAL DAMAGES OF ANY KIND, INCLUDING, WITHOUT LIMITATION, ANY LOSS OF PROFIT, LOSS OF USE, LOSS OF GOODWILL, OR BUSINESS INTERRUPTION (REGARDLESS OF WHETHER SUCH DAMAGES WERE

    FORESEEABLE OR WHETHER OR NOT ASLA WAS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES), WHETHER ARISING OUT OF BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE. THE LIABILITY OF ASLA AND ITS AFFILIATES, REPRESENTATIVES, EMPLOYEES, AGENTS AND ATTORNEYS, AND EXHIBITOR’S REMEDY FOR ANY CLAIM OF LOSS OR DAMAGE ARISING FROM OR RELATED TO THIS AGREEMENT, REGARDLESS OF THE FORM OF ACTION, SHALL BE LIMITED TO THE AMOUNTS ACTUALLY PAID BY EXHIBITOR TO ASLA PURSUANT TO THESE TERMS AND CONDITIONS AND WITH RESPECT TO THE EVENT.


  26. FORCE MAJEURE

Neither party shall be held responsible for delays or non-performance caused by activities or factors beyond its reasonable control, including without limitation, war, weather, pandemics, strikes, lockouts, fires, acts of God, terrorism, cancellation of the Event, or any other activities or factors beyond its control that makes it inadvisable, impractical or impossible to hold the Event, whether similar or dissimilar to any of the foregoing. If the Event is cancelled through no malfeasance of Exhibitor, Exhibitor shall be entitled to a refund of any fees paid. It shall not, however, be entitled to reimbursement for out-of-pocket expenses incurred in connection with the Event.


Booth Plan Approval


Approval of the booth plan is required before set-up is allowed on the show floor. Booth plans must be submitted to Michelle Mobley by Friday, October 1, 2021 at 5pm EST.


Schematic is required for submission and approval if your booth is larger than a 10x10. ASLA follows the IAEE Guidelines for Display Rules and Regulations for exhibiting.


To submit your booth plan please upload the document through this link.


Questions? Please contact me at mmobley@asla.org.

Payment Policy


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Guidelines for Display Rules and Regulations

2019 North American Update



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Made possible by a generous grant from

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The following Guidelines for Display Rules and Regulations have been established by the International Association of Exhibitions and Events® (IAEE) to assist in promoting continuity and consistency among North American exhibitions and events. This revised 2019 edition is offered as a resource for exhibition and event organizers to use in creating consistent and fair exhibiting standards for their events.

Recognizing that every show is unique, IAEE presents the information contained within as recommendations or suggestions for exhibiting standards each Organizer should consider. Organizers are encouraged to review the Guidelines and then develop their own show-customized set of exhibiting rules and regulations based on the individual features of their specific exhibition or event.

Once an Organizer has finalized their show’s official set of display rules, it is good practice to provide access to a digital copy within the show’s exhibitor prospectus, an exhibitor services kit, and the official rules and regulations pertaining to exhibitor participation. By providing exhibitors with the professional standards expected of their displays and participation, they will be prepared to properly design, build and plan their booth’s layout and content allowing for an environment where all exhibitors will have the opportunity for successful interaction with their audiences.

Important Note: Although compliance with fire, safety, the U.S. Americans with Disabilities Act (ADA), and other state, federal or provincial government requirements have been addressed, Organizers should always check with exhibition service contractors and the facility for specific details on local regulations and requirements.

IAEE is a global association that serves as the foremost authority on exhibitions and events management and operations, and these Guidelines are the model for most North American exhibitions and events

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but in all instances, organizations should consult their legal counsel. In no event shall IAEE be held liable for damages of any kind in connection with the material, methods, information, techniques, opinions or procedures expressed, presented, or illustrated in these Guidelines or related materials.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update



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TABLE OF CONTENTS

LINE-OF-SIGHT STYLE 1

Linear Booth 1

Corner Booth 2

Perimeter Booth 2

End-cap Booth 3

Peninsula Booth 4

Split Island Booth 5

Island Booth 6

Extended Header Booth 20ft (6.10m) or Longer 7

CUBIC CONTENT STYLE 8

OTHER IMPORTANT CONSIDERATIONS 8

Remote-Controlled Devices 8

Canopies and Ceilings 9

Hanging Signs & Graphics 9

Towers and Multi-story Exhibits 10

ISSUES COMMON TO ALL BOOTH TYPES 10

U.S. AMERICANS WITH DISABILITIES ACT (ADA) 10

Structural Integrity 11

Flammable and Toxic Materials 11

Hazardous Waste 11

Storage 11

Electrical 12

Lighting 12

Demonstrations 13

Sound/Music 13

Vehicles 14

ADVISORY NOTES TO EXHIBITION ORGANIZERS 14

Fire Equipment 14

Hanging Signs 14

Hardwall Booths 15

Perimeter Openings 15

Pipe and Drape 15

Product Height 15

Height Variances 15

Environmental Responsibility 15

GUIDELINES FOR DISPLAY RULES AND REGULATIONS 2019 TASK FORCE 16

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


IAEE has identified two distinctly different styles of show display regulations. One style is “Line-of-Sight” while the second is “Cubic Content.” Organizers should decide which style is best suited to their event or designated section of the event.




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LINE-OF-SIGHT STYLE

Line-of-Sight display rules provide restrictions on certain areas of booths to allow attendees to view neighboring booths in their line of sight as they walk the floor. There are a variety of booth types, and each one is addressed below with specific insight on how to implement Line-of-Sight regulations.

LINEAR BOOTH

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(3.048M) 10'

(1.524M) 5'

(1.524M) 5'

PLAN VIEW

LEFT SIDE VIEW

10'

5'

5'

10'

FRONT VIEW

10' X 10' LINEAR BOOTH

(3.048M) 10'

(1.524M) 5'

4' (1.219M)

The ability to have products or services easily seen by attendees as they walk the aisles is essential to all exhibitors, and that is the basis for including a Linear Booth Line-of-Sight setback rule. 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.

8'

Dimensions

(2.438M) 8'

4'

For purposes of consistency and ease of layout and/or

(1.219M) 4'

4'

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 to prevent display materials from imposing on neighboring exhibits behind the back wall.

Use of Space

Regardless 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 by 12.19m), 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. 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.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


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 guidelines for Linear Booths apply.

PERIMETER BOOTH

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20’

display max height 12’


Company Signage

12'

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



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(6.096M)

top of sign max height 20’

10'

5'

5'

10' X 10' PERIMETER BOOTH

8'

4'

4'

Dimensions and Use of Space

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

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


END-CAP BOOTH

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(3.048M)

                    10'                     

(1.524M) 5'

LEFT SIDE VIEW

AISLE


PLAN VIEW

10'

5'

20'

10'

(1.524M) 5'

(3.048M)

(1.524M)

                     10'            5'

END-CAP BOOTH

FRONT VIEW

AISLE

(3.0484M) 10'

AISLE

4' (1.219M)

An End-cap configuration is essentially an in-line (linear) booth placed in the position of a Peninsula or Split Island. For shows that have Line-of-Sight rules and not Cubic Content, this configuration must follow the dimensions below. Organizers should be alert to exhibitors reserving End-cap configurations to ensure they do not violate Linear Booth Line-of-Sight regulations for neighboring exhibits. (In most cases, this booth style is not recommended due to the Line-of-Sight issues, and Organizers should be aware of these challenges when using them.)








(1.524M)

5'



5'

(1.524M)

10'

(3.048M)

5'

(1.524M)


(1.219M) 4'

(2.438M)

                8'                 

4'

(1.219M)

(2.438M)

8'

Dimensions and Use of Space

End-cap Booths are generally 10ft (3.05m) deep by 20ft (6.10m) wide. The maximum back wall height allowed is 8ft (2.44m) and the maximum backwall width allowed is 10ft (3.05m) at the center of the backwall with a maximum 5ft (1.52m) height on the two side aisles. Within 5ft of the two side aisles, the maximum height for any display materials is 4ft.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


PENINSULA BOOTH

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(6.096M)

                                      20'                                       

(1.524M) 5'

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

            20'             

(6.096M)

AISLE

LEFT SIDE VIEW

PLAN VIEW

10'

5'

(1.524M)

(3.048M)

(1.524M)

         5'                                10'                                5'          

20'

20'

PENINSULA BOOTH

FRONT VIEW

AISLE

(6.096M)

           20'             

AISLE

4' (1.219M)

MAX. PERMISSIBLE

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


(1.219M) 4'

MAX. PERMISSIBLE

4' (1.219M)

MAX. PERMISSIBLE

Dimensions and Use of Space

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. 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 10ft (3.05m) from adjacent booths.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


SPLIT ISLAND BOOTH

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AISLE 20'

(6.096M)

WALL

WALL

WALL

LEFT SIDE VIEW

AISLE


PLAN VIEW

WALL

FRONT VIEW

SPLIT ISLAND BOOTH

AISLE

20' (6.096M)

20' (6.096M)

AISLE

A Split Island Booth is a Peninsula Booth which shares a common back wall with another Peninsula Booth.


(4.877M) 16'

Dimensions and Use of Space

The entire Cubic Content of this booth may be used, up to the maximum allowable height, without any back wall Line-of-Sight restrictions. A typical maximum height range allowance is 16ft to 20ft (4.88m to 6.10m), including signage. The entire Cubic Content of the space may be used up to the maximum allowable height. Double-sided signs, logos and graphics shall be set back 10ft (3.05m) from adjacent booths.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


ISLAND BOOTH

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AISLE

(6.096M)

            20'             

AISLE

FRONT VIEW

PLAN VIEW

ISLAND BOOTH

AISLE

(6.096M)

            20'             

AISLE

(4.877M)

              16'               

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


Dimensions and Use of Space

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

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


EXTENDED HEADER BOOTH 20FT (6.10M) OR LONGER

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(3.048M)

                                       10'

(6.096M)

                                                  20'                                                   

(.305M) 1'

(1.524M)

                 5'                  

(2.438M) (1.219M) (2.438M)

                 8'                  4'                  8'                  

PLAN VIEW

LEFT SIDE VIEW

8'

4'

8'

5'

4'

FRONT VIEW

20'

5'

10'

10' X 20' EXTENDED HEADER BOOTH

(3.048M)

                     10'                       

(1.524M)

         5'          

(.305M) 1'

(1.219M) 4'

(2.438M)

                              8'                               

(.305M) 1'

             4' (1.219M)

An Extended Header Booth is a Linear Booth 20ft (6.10m) or longer with a center extended header.


                 8'                  





(2.438M)

8'

1'

8'

4'

Dimensions and Use of Space

All guidelines for Linear Booths apply to Extended Header Booths, except that the center extended header has a maximum height of 8ft (2.44m), a maximum width of 20 percent of the length of the booth, and a maximum depth of 9ft (2.7m) from the back wall.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update



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CUBIC CONTENT STYLE

Cubic Content style allows exhibits to fully occupy the width, depth and height of the booth footprint. For example, a 10ft by 10ft (3.05m x 3.05m) booth would be allowed to utilize the full volume of the cube of a 10ft wide (3.05m) x 10ft deep (3.05m) x 8ft (2.44m) high area.

It is the choice of the Organizer to allow use of full Cubic Content in linear exhibit space or to observe the Line-of-Sight set-back rule. It is common at certain types of exhibitions or events to eliminate the Line-of-Sight requirement for Linear, End-cap, and Peninsula Booths that back up to Linear Booths. This permits exhibitors to utilize the full Cubic Content of the booth.

Organizers that utilize Cubic Content in Linear Booths do so for one or all of these reasons:

Cubic Content is more conducive to certain types of product displays or experiences.

Cubic Content maximizes the exhibit space and investment.

Generally, exhibitions outside North America utilize Cubic Content making the show friendlier to international exhibitors.

Cubic Content reduces the need to police exhibits to enforce Line-of-Sight setback rules.

Use of Cubic Content may create situations where the Organizer must address exhibits that have unfinished walls. A determination must be made as to responsibility for finishing these unfinished walls.

It is prudent for the Organizer considering Cubic Content to examine the concerns, advantages and disadvantages prior to putting Cubic Content guidelines into practice. It is often wise to consult with the exhibition’s Exhibits Advisory Board or perhaps conduct a focus group of the exhibition’s or event’s exhibitors to determine their interest and gain their feedback and support for the concept. Organizers must be proactive in communicating with exhibitors and understand the effect it will have on the exhibition or event.

To learn more about Cubic Content, read the IAEE White Paper: Evaluating and Implementing Cubic Content into Linear Exhibit Space.




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OTHER IMPORTANT CONSIDERATIONS

REMOTE-CONTROLLED DEVICES

Products such as remote-controlled cars, drones, planes, helicopters, robots, etc. are to be demonstrated in a safely controlled area of the exhibit floor (i.e. Demonstration Area). When a remote-controlled device is to be used for the purpose of demonstrating a product that requires use of an area outside of the exhibitor-assigned booth space, the Organizer will provide a Demonstration Area for this purpose. The Demonstration Area should include safe netting or other barrier appropriate to accommodate product(s) being demonstrated and be included on the master floor plan submitted for Fire Marshal approval. Each individual facility reserves the right to determine what constitutes a safe and controlled Demonstration Area prior to final plan approval.

NOTE for Drone Operation: Local facility and city ordinances are in effect in most areas and prohibit drone activity near the public or in public spaces. The accepted drone default regulation is the FAA Small UAS Rule Part 107 which requires drone operators to obtain a Remote Pilot Certificate. Commercial regulations often require permits and insurance.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


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).

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(1.524M)

LEFT SIDE VIEW

CANOPIES AND CEILINGS

8'

(1.219M)

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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.



             5'              


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(1.524M)

             5'              



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         4'         


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10'

10'

5'

5'

4'

HANGING SIGNS & GRAPHICS

Most exhibition and event 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, or as determined by the Organizer. 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. (An exception to this rule

is made for Perimeter Booths, which can have a 12ft [3.66m] backwall but max sign height can be 20ft. [6.10m]. See page 2 Perimeter Booth for diagram.)

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 Organizer at least 60 days prior to installation. Variances may be issued at the Organizer’s discretion. Drawings should be available for inspection.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


TOWERS AND MULTI-STORY EXHIBITS

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. Fire and safety regulations in many facilities strictly govern the use of Towers. A building permit or safety lines may be required.

A Multi-story Exhibit is a booth where the display fixture includes two or more levels. In many cities, a Multi-story Exhibit requires prior approval by the exhibit facility, and/or relevant local government agency, as well as the Organizer 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. Organizers should be prepared to assist exhibitors in this application process.

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ISSUES COMMON TO ALL BOOTH TYPES

It is recommended that Organizers require exhibitors to provide engineering stamped documents for all Multi-story Exhibits and towers over 8ft (2.44m) in height. If engineering stamps are not required, exhibitors using these types of structures should, at a minimum, provide drawings for inspection.



U.S. AMERICANS WITH DISABILITIES ACT (ADA)

In the U.S., all exhibiting companies are required to be in compliance with the U.S. 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 website at www.ada.gov.

Some examples of how to design an exhibit for ADA compliance:

Make exhibits wheelchair accessible by ramping raised exhibit flooring without extending a ramp into the aisle. Note: a standard wheelchair ramp should have a grade no steeper than 1:12. This means that for every inch of rise (change in height), there should be 12 inches of run (change in length). Ramps should have a minimum width of 36 inches.

Ramp the entry or use hydraulic lifts to trailer exhibits.

Avoid double-padded plush carpet to ease mobility device navigation.

Provide the same attendee experience on both levels of a two-story exhibit.

Offer a signer or other auxiliary hearing-impaired apparatus for sound presentations or have a printed copy of the presentation available.

Run an audio presentation for people with sight problems.

Arrange touch screen displays at a height to accommodate a person sitting in a wheelchair.

To avoid potential fines by the U. S. Department of Justice, exhibitors must adhere to the ADA rules. Exhibits are not exempt from ADA compliance.

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IAEE Guidelines for Display Rules and Regulations

2019 North American Update


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 exhibits 20ft by 20ft (6.10m by 6.10m) and larger require a drawing, plans or renderings, preferably digital, to be submitted to the Organizer, and to the show’s Official Services Contractor.

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, and must adhere to, all local regulations regarding fire/safety and environment.

Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the

U.S. Environmental Protection Agency, or the appropriate government entity in the country the exhibition will be held, and the facility.

HAZARDOUS WASTE

Hazardous waste requires special arrangements to be prepared in advance of event dismantle with either the facility or a local independent disposal company. Exhibitors are responsible for all costs associated with such specialized removal.

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, as long as these items do not impede access to utility services, create a safety problem, or look unsightly.

image


IAEE Guidelines for Display Rules and Regulations

2019 North American Update


ELECTRICAL

Every exhibit facility has different electrical requirements; however, minimum guidelines are suggested:

All 110-volt wiring should be grounded three-wire.

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.” It is particularly important for exhibitors to use flat electrical cord in under-carpet installations.

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

Using zip cords, two-wire cords, latex cords, plastic cords, lamp cords, 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 surge protectors.

Local code commonly requires access to electrical cords and connections along the back wall of exhibit booths; typically, the back 9 inches of the space should remain accessible for this purpose. (This would apply to all booth types with a back wall.)

To better understand electrical at exhibitions, see the CEIR article Demystifying Electrical Services for the Exhibitor.

LIGHTING

It is important to remember that lighting issues need to be identified as early as possible during the move-in process so they can be addressed and corrected while the necessary equipment is still available on the show floor and booths can be accessed.

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

No lighting, fixtures, lighting trusses, or overhead lighting are allowed outside the boundaries of the exhibit space. Exhibitors intending to use hanging light systems should submit drawings to the Organizer for approval.

Lighting should not project onto other exhibits or exhibition aisles. Lighting, including gobos, should be directed to the inner confines of the booth space.

Lighting that is potentially harmful, such as lasers, ultraviolet lights or flashing or strobe lights that can trigger photosensitive epilepsy should comply with facility rules and be approved in writing by the Organizer.

Lighting that spins, rotates, pulsates, and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.

LED lights can be very bright yet generally generate less heat.

Currently, some convention facilities are not allowing certain types of quartz halogen lighting fixtures in exhibits due to potential fire hazards.

Reduced lighting for theater areas should be approved by the Organizer, the utility provider, and the facility.

image


IAEE Guidelines for Display Rules and Regulations

2019 North American Update


DEMONSTRATIONS

As a matter of safety and courtesy to others, exhibitors should conduct sales presentations, product demonstrations, press conferences and other media events in a manner which assures all exhibitor personnel and attendees of such in-booth events are within the contracted exhibit space and not encroaching on the aisles or neighboring exhibits. Any queue lines formed for exhibitor customer interaction must also be contained within the booth footprint. It is the responsibility of each exhibitor to arrange displays, product presentation, audio visual presentations, and demonstration areas to ensure compliance with all other previously listed rules and regulations. Exhibitors should be aware of, and adhere to, local regulations regarding fire/safety and environment.

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 exhibitor personnel.


image image


SOUND/MUSIC

In general, the use of sound equipment in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths). Generally, sound and noise should not exceed 85 decibels when measured from the aisle immediately in front of a booth. If an exhibitor or attendee is standing within ten feet of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud. (Refer to the U.S. Occupational Safety and Health Act [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. Authorized licensing organizations, including but not limited to ASCAP, BMI and SESAC, collect copyright fees on behalf of composers and publishers of music. It is the exhibitors’ responsibility to be informed of copyright laws and submit fees to the appropriate organizations.

image


IAEE Guidelines for Display Rules and Regulations

2019 North American Update


VEHICLES

Rules for display vehicles vary widely depending on the facility and local fire and safety regulations. Compliance with fire, safety, the U.S. Americans with Disabilities Act (ADA), and other city, county, federal, and provincial government requirements is the responsibility of the Organizer.

Important Note: Always check with local exhibition service contractors and/or the facility for all requirements regarding display vehicles.

Below are a few common examples of display vehicle regulations:

Display vehicles must have battery cables disconnected and taped, and alarm systems deactivated.

Fuel tank openings shall be locked or sealed in a manner to prevent escape of vapors through filler caps.

Vehicles shall be limited in the amount of fuel that can remain in the tanks; specific amounts vary but one example is no more than one-quarter the tank capacity or a maximum of five gallons of fuel, whichever is less.

Fueling or de-fueling of vehicles on the facility premises is prohibited.

Once placed, display vehicles may not be started or moved without the approval and direction of show management.

Auxiliary batteries not connected to engine starting system may remain connected. External power is recommended for demonstration purposes. No battery charging is permitted inside buildings.

Combustible/flammable materials must not be stored beneath display vehicle. There may be no leaks underneath vehicles.

image

ADVISORY NOTES TO EXHIBITION ORGANIZERS

It is not recommended that Organizers hold or take possession of display vehicle keys during the event. However, it is recommended that an official policy be established for the handling of vehicle keys which might include identifying booth contacts with mobile numbers should vehicles need to be moved in an emergency or some other unforeseen situation.



FIRE EQUIPMENT

Fire hoses, extinguishers, and audible or visual devices for fire alarms should be visible and accessible at all times.

HANGING SIGNS

Although these Guidelines indicate 16ft to 20ft (4.88m to 6.10m) as a maximum height range to the top of the sign, some exhibitions permit other heights, or have no height limit. However, most Organizers do impose height limits. Caution should be exercised so exhibitors will not compete over air space for hanging signs. (See page 2 for details and a diagram for hanging signs in Perimeter Booths.)

Exhibitors should be advised to install “hanging points” at the time of manufacture of the sign or display. It is also advisable to have Hanging Signs labeled and cased separately so that they can be easily identified on-site as they usually must be installed before other exhibit construction can begin.

image


IAEE Guidelines for Display Rules and Regulations

2019 North American Update


HARDWALL BOOTHS

Exhibitions that provide Hardwall Booths should specify if these structures can be used for display and attaching products.

PERIMETER OPENINGS

Local fire and/or facility regulations may require larger exhibit booths to have a certain number of openings within the perimeter walls for safe egress. Regulations vary with each location, but one example would be to provide, at a minimum, one 6ft (1.83m) wide opening every 30ft (9.14m).

PIPE AND DRAPE

These are commonly used at exhibitions and events in the United States to define exhibit space. Organizers often include in their rules and regulations that this equipment is not intended as a display fixture. Therefore, product and signs should not be attached or affixed. Measurements of booths must allow for size of pipe on sides and back.

PRODUCT HEIGHT

Some exhibitors have products that exceed display height restrictions. Organizers should establish guidelines for displaying such products. For example, some exhibitions or events require that these exhibitors reserve only perimeter space. Products exceeding height restrictions for Islands and Peninsulas are usually permitted, providing they are displayed in operating mode, and the names and logos, etc. on the product are as it is sold. NOTE: Any special height variances allowed should apply only to those products represented, produced or manufactured by the exhibitor and would not apply to ancillary display or marketing items (such as promotional flags, signs, etc.).

HEIGHT VARIANCES

Height Variances may be issued for all types of booths. However, in a Linear Booth, the back side of any structure over 8ft (2.44m) must be free of trademarks, graphics and/or logos. Tall flags or markers on the front aisle of Linear Booths are prohibited. Pop up tents or canopies may be allowed but must follow all local fire and facility regulations.

ENVIRONMENTAL RESPONSIBILITY

Exhibitions and events, by their very nature, create waste. Properly managed, exhibitions and events can recycle excess materials and supplies in useful and meaningful ways, and they can do so using methods that result in minimized impact on the environment. Exhibits should utilize recycled, renewable and energy efficient materials whenever possible. Exhibitors planning to dispose of,

or leave behind, any property from their booth must make arrangements with the Official Services Contractor for disposal and all appropriate and applicable fees will apply.

image


IAEE Guidelines for Display Rules and Regulations

2019 North American Update


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IAEE EXTENDS A SPECIAL THANK YOU TO THE

GUIDELINES FOR DISPLAY RULES AND REGULATIONS 2019 TASK FORCE

Thomas Corcoran (Task Force Chairperson) – Corcoran Expositions, Inc. Larry Arnaudet – ESCA

Tom Cindric, Jr., CEM – Informa Exhibitions Jonathan “Skip” Cox – Freeman

Christine Fletcher, CEM – Encore! Event Management

Heather MacRae – Landscape Ontario Horticultural Trades Association Kelly Miller, CMP, CEM – International Sign Association

Pamela Kay Pietrok – GES

Jamie Reesby, CEM – Access Intelligence LLC Linda Lizardi Rubin, CEM – Shepard

Chuck Schwartz, CEM – ConvExx

Dennis Smith – Messe Frankfurt North America

Rachel Thomas, CEM – National Business Aviation Association Terry VanConant – M3S Management, LLC

Russell Wingard, CEM – Freeman

John D. Zinn, CEM – Industry Consultant

image


IAEE Guidelines for Display Rules and Regulations

2019 North American Update

FREEMAN union jurisdictions

UNION JURISDICTIONS NASHVILLE, TN


To assist you in planning for your participation in this upcoming exposition, we are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling. To help you understand the jurisdiction of the various unions, we ask that you read the following:


EXHIBIT INSTALLATION AND DISMANTLING:


Currently we have an agreement with the Local Stagehand Union to provide labor for display installation and dismantling. Full time employees of the exhibiting companies may set their own exhibits without the assistance of this Union. Any labor services that may be required beyond what your regular full time employees can provide must be rendered by the Union or an Exhibitor Appointed Contractor. Labor can be ordered in advance by returning the Display Labor Form, or at show site from the Freeman Service Center.


MATERIAL HANDLING:


Exhibitors and full time employees of exhibiting companies may hand carry their own materials into the exhibit facility. However, the use or rental of dollies, flat trucks, pallet jacks or other mechanical equipment is not permitted. Freeman has the responsibility of receiving and handling all exhibit materials and crates, with the exception of items Exhibitors hand carry. Freeman will control access to the loading docks in order to provide for a safe and orderly move in/out. Unloading or reloading at the dock of any and all contracted carriers will be handled by Freeman.


Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at the owner’s expense.


Fire Marshal regulations absolutely prohibit the storage of empty containers in the exhibit hall. Arrangements have been made with Freeman to store empty crates and containers. Please refer to the Material Handling section of this manual for information regarding the handling of empties, disposal of skids, etc.


GRATUITIES:


Tipping is expressly prohibited. This includes such practices as giving money, merchandise or other special consideration for services rendered. Please do not give breaks other than mid-morning and mid-afternoon, when the union has a scheduled 15 minute paid break. Meal breaks are one hour. Any attempt to solicit a gratuity by an employee should be reported immediately to the Exhibit Manager or a Freeman Supervisor.


SAFETY:


Standing on chairs, tables or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. Freeman cannot be responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in assembling your booth, please order the appropriate labor on the Display Labor Form and the necessary ladders and tools will be provided.


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rev 12/13

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Union Labor Questions


  1. Can you outline the different types of unions in the Nashville Music City Convention Center and their functions?

    Stage Hand Union, Local - Set up & dismantling of exhibits *Carpet, furniture, rigging. Operation of all material handling equipment, freight, installing & removal of crates, fiber cases, boxes.


  2. Can I hand carry freight or wheel it in on a two-wheel cart?

    Yes, you can hand carry in your freight, use of rental dollies, flat trucks, pallet jacks or orther mechanical equipment is prohibited .


  3. Can I plug my own 110V plugs into the electrical outlets? Yes.


  4. Can full-time employees of my company vacuum our exhibit? Cleaning is an exclusive service offered by Freeman.


  5. What size exhibit can employees set up, and how much time do they have to accomplish it? Any size booth, as long as you are a full time employee of the company.


  6. Am I able to unload my truck/van by myself?

    No. Loading and unloading from the dock areas is union jurisdiction. However, POV {Privately Owned Vehicle) docks can be assigned and will be assessed a POV load/charge. We will have a person directing traffic into the dock. Vehicles will be directed to one of the parking spots across

    from the docks and can hand carry their materials up the ramp to the exhibit hall. POV's do not need to check in at the Marshalling yard and will be allowed to unload in 30 minute intervals. Depending on availability of parking spaces will determine the amount of POV's unloading at one time. No mechanical equipment is permitted for unloading and delivery to booth spaces. All items must be hand carried.


  7. Can I lay my own carpet in my booth? Yes.


  8. My booth is a “pop-up” and it only takes minutes, can I do it myself?

    Yes. Note that any damage to the floor or removal of tape costs will be charged back to the exhibitor.


  9. What is the minimum number of hours I must contract union labor? All labor calls require a one hour minimum.

    *One hour minimum/per person


  10. If a steward asks me to stop work, what are my options?

    Work must stop until obligations are met. Union labor will be required to complete work – one-hour minimum, one on one ratio with company personnel


  11. I need an exhibitor contractor, what do I do?

    Freeman can be the contractor – Freeman does not provide a list of EAC’s.


  12. When should I hire my labor to start for load-in?

    Exhibitor supervised – order for when you plan to arrive if you are shipping your freight to the advanced warehouse. Be on time or penalties may apply – if freight is coming direct to show site – you will want to

    order your labor for will call. (*meaning you will need to go to the labor desk and let them know you are ready for your labor)


  13. When should I hire my labor to start for load-out?

    It can take up to 5 hours for all empty containers to come back; based on your needs;

    i.e., can you start breakdown and prep work for packing prior to your empty containers being returned – then you can start your labor at close of show. If you have your empty (small pop-up style, etc) in your booth – you can start right away. You can also order your labor on a will-call basis – let the Service Desk know that your empties have been returned and now require your labor.


  14. Can you share with us two – three steps to help manage a tight budget around union labor?

-Order your labor in advance (by discount deadline) – ordering labor on site cost 40% more than pre- show

-Always include set up instructions

-If you are supervising set up of your booth properties with union labor, be on time and stay in your booth area while labor is present.

-Ensure all booth properties are in your freight prior to shipping

-Pre-wire all your equipment

-Make sure all incoming freight is labeled correctly with labels provided in your show kit.

-Make sure all empty containers/crates are labeled correctly.

-Priority empty labels will expedite your empty return minimizing wait times.

Conference on Landscape Architecture

November 19-22, 2021 | Nashville Music City Center | Nashville, TN Choose the solution that will instantly capture contact & demographic data

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atures!

on or before 9/8/21

from 9/9/21 to 10/21/21

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number of units

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Handheld Badge Scanner (RT2000)

Table Top Stand for touchless scanning option

$ 549

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Tablet (Android Device)

Floor Stand for touchless scanning option

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Add SWAP Mobile App Users

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$

Bluetooth Printer

Order 1:1 for all SWAP Mobile Users, Handheld Scanners and Tablets purchased


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Developer’s Kit (Real Time Data Services)

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Delivery of Reader to Booth

(Post show pickup not available)

$ 200


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Safe &

Clean Your Safety is our Top Priority!

Learn more about Exhibiting Safely


See page 2 for our enhanced product descriptions.

Sub-Total Processing Fee*

Total with 7% Sales Tax**

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Lead Retrieval Order Confirmation will be emailed to you.

Note: All equipment must be picked up at the exhibitor services desk unless delivery arrangements are made and paid for in advance of the show.


TERMS AND CONDITIONS:

Purchase Orders are not accepted.

All orders cancelled prior to 30 days of the show will incur

a $100 cancellation fee. Orders cancelled within 30 days of the show will not be refunded.


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FROM THE GROUND UP

Engage your audience from the moment they set foot in your exhibit with custom carpets. Our colorfast carpeting boasts a consistent shade every time and the padding exceeds industry standards, ensuring that you’ll be floored by the quality. Custom options can be ordered and include borders, patterns and logo applications in both our classic and prestige carpeting lines.


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Exhibit Area / Under 500 sqft.. .........................................

94.10

131.75                                  

                  6201500

Exhibit Area / 501 - 1,500 sqft..........................................

124.35

174.10                                  

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148.25

207.55                                  

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TOTAL COST

                           Sub-Total

+

                      

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=


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Total Cost


01/21 (503673) 9574

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Electrical Order Form

Order online at

https://www.nashvillemcc.com/exhibitors

or complete this form and submit with payment via mail.

*Payment must be received 14 days prior to 1st move in date to receive Advance Rate.

Name of Event:                                                                                        Event Date:                                                   Booth/Room: Company Name:                                                                                                              Ordered By: Address: Email:                                                                                                        

City, State, Zip: Phone: Fax                                           

120V Standard Electrical Outlets


QTY

*Advance Rate


Floor Order


Amount


Miscellaneous Electrical Supplies


QTY

*Advance Rate


Floor Order


Amount

0-500 Watts

(5 amps, single outlet)


$87

$120

$

25' Extension Cords


$20

$25

$

501-1000 Watts

(10 amps, single outlet)


$100

$145

$

Triple Tap (3 outlets)


$9

$10

$

1001-1500 Watts

(15 amps, single outlet)


$110

$160

$

Power Strip (6 outlets)


$23

$33

$

1501-2000 Watts

(20 amps, single outlet)


$120

$175

$





$

Connections Subtotal

Subtotal

$






For 24 Hour Power, Add 50% to Connections

Add 50%

$






Sales Tax (9.25%) + CBID Fee (.25%)

Charged on Connections ONLY

9.50%

$

Sub-Total Miscellaneous

Sub-Total:

$

Special Placement Labor (1 hr)

See Labor Rate Schedule below

$

Sales Tax (9.25%) + CBID Fee (.25%)

Charged on Connections ONLY

9.50%

$

120V Standard Total

Total

$

Miscellaneous Total

Total

$

Motor or Service Connections: Labor will be added to the categories listed below in hour increments. (Check all that apply)

208V Single Phase Connections:

QTY

*Advance Rate

Floor Order

Amount


208V Three Phase Connections:

QTY

*Advance Rate

Floor Order

Amount

Labor minimum: 2 hours per drop (1 hour in / 1 hour out)


Labor minimum: 2 hours per drop (1 hour in / 1 hour out)

10 amps: □ neutral required?


$165

$260

$


10 amps: □ neutral required?


$205

$300

$

20 amps: □ neutral required?


$185

$300

$

20 amps: □ neutral required?


$225

$335

$

30 amps: □ neutral required?


$265

$425

$

30 amps: □ neutral required?


$305

$460

$

40 amps: □ neutral required?


$375

$550

$

40 amps: □ neutral required?


$375

$600

$

50 amps: □ neutral required?


$425

$600

$

50 amps: □ neutral required?


$415

$750

$

60 amps: □ neutral required?


$430

$690

$

60 amps: □ neutral required?


$450

$825

$

Add'l 10 amps: □ neutral req'd?


$65

$80

$

Add'l 10 amps: □ neutral req'd?


$65

$80

$

100 amps: □ neutral required?


$530

$750

$

100 amps: □ neutral required?


$705

$1,000

$

200 amps: □ neutral required?


$900

$1,100

$

200 amps: □ neutral required?


$1,305

$1,900

$

400 amps: □ neutral required?


$1,100

$1,500

$

400 amps: □ neutral required?


$2,605

$3,500

$

Connections Subtotal

Subtotal

$

Connections Subtotal

Subtotal

$

For 24 Hour Power, Add 50% to Connections

Add 50%

$

For 24 Hour Power, Add 50% to Connections

Add 50%

$

Sales Tax (9.25%) + CBID Fee (.25%)

Charged on Connections ONLY

9.50%

$

Sales Tax (9.25%) + CBID Fee (.25%)

Charged on Connections ONLY

9.50%

$

Total Labor (2 x Connection Subtotal)

See Labor Rate Schedule below

$

Total Labor (2 x Connection Subtotal)

See Labor Rate Schedule below

$

208V Single Phase Total

Total

$

208V Three Phase Total

Total

$

480V Please call Service Representative for quote 615-401-1440

Labor minimum: 2 hours per drop (1 hr in/ 1 hr out)

Section Totals - Labor included

Amount


QTY

AMPS

Rate

Amount

120V Standard Total:

$

□ Three Phase  Neutral




$


$

Miscellaneous Total:

$

□ Three Phase  Neutral




$


$

208V Single Phase Total:

$

For 24 Hour Power, Add 50% to Connections


Add 50%

$

208V Three Phase Total:

$

Sales Tax (9.25%) + CBID Fee (0.25%)

Charged on Connections ONLY


9.50%

$

480V Total

$

Total Labor Hours (2 x Connection total)

See Labor Rate Schedule below

$



480V Total

Total

$

TOTAL DUE:

$

HOURLY LABOR RATE SCHEDULE:

Diagram of electrical placement must accompany order. Any changes in placement will have additional labor charges.

*Advance Rate


Floor Order


Service Placement

For special placement, please fax a drawing and add 1 hr labor

Island Booth

(standard placement is middle of booth)

Standard Booth

(standard placement is back of booth)


Make check payable to:

Music City Center

Mail to:

Exhibitor Services

201 Rep. John Lewis Way, South Nashville, TN 37203


Monday - Friday; 8 a.m. - 5 p.m.

$60

$75

Saturday, Sunday, and after 5 p.m. Monday-Friday

$90

$120

Holidays

$120

$150


Your signature on this form serves as acceptance of the Terms and Conditions found on page 2.

Name:                                                 Date:                                              

Signature:                                                                                                                                                       


Phone 615-401-1440 Fax 615-401-1439 email: orderservices@nashvillemcc.com

2021

Music City Center

Terms and Conditions of Electrical Services

*PLEASE READ THESE TERMS AND CONDITIONS COMPLETELY.

BY PROVIDING AN AUTHORIZED SIGNATURE ON THE FRONT OF THIS SERVICE ORDER FORM, YOU ARE AGREEING TO THE FOLLOWING TERMS AND CONDITIONS.

  1. All exhibitor equipment, regardless of source of power, must comply with the National Electrical Code, all federal, state, and local safety codes.

  2. The Music City Center serves as its own exclusive utility service provider. Under NO circumstances shall anyone other than MCC's electrician make electrical connections.

  3. Special equipment requiring company engineers or technicians for assembly, servicing, preparatory work, and operation may be executed without an MCC electrician. However, all service connections and overload protection to such equipment must be made by an MCC electrician.

  4. Any service requiring overhead distribution of electrical power must be requested ten (10) working days in advance of the first move-in day and will incur additional charges.

  5. The Music City Center reserves the right to refuse connection to any exhibitor whose equipment is deemed unsafe by Music City Center's electrical supervisors.

  6. Diagram of electrical placement must accompany order. If no diagram is received, standard electrical placement will be in the back of booth. Special placement adds 1 hour labor charge. Changes in placement will have additional labor charges.


  7. To receive advance rates, the order and complete payment must be received by the Music City Center a minimum of fourteen (14) days prior to the first scheduled move-in day. Advance orders shall receive priority installation and service.


  8. Use of clip sockets, latex or lamp cord wire, unapproved duplex or triplex attachment plugs in exhibits are prohibited.


  9. Permanent building electrical outlets are not part of booth space and are not to be used by exhibitors unless specified otherwise.

  10. All exhibitor equipment must be properly tagged or marked with complete information as to type and/or amount of current, voltage, phase, frequency, horsepower, etc.

  11. All material and equipment furnished by the Music City Center for the service ordered shall remain the property of the MCC and shall be removed by MCC staff only at the close of show. A replacement fee will be charged to the exhibitor for any supplied equipment removed from the booth.

  12. Submission of this order authorizes Music City Center staff to cut floor coverings as may be required to install service.


  13. All exhibitor owned 120 volt cords must be 3 wire and grounded. All exposed non-current carrying metal parts of energized, fixed equipment shall be grounded.

  14. Rates for all connections include bringing one service connection to the booth in the most convenient manner for MCC electricians and does not include connecting equipment or wiring.

  15. 24-Hour Service: Add 50% to service requirement charge. When 24-hour service is NOT required, exhibitor is expected to turn equipment off at the end of the day or 24-hour service will be charged.

  16. Exhibitors must furnish all 208V and 480V male and female plugs.

  17. Submission of this order authorizes Music City Center electricians to place distribution panels, quad boxes, and cords as may be required for power distribution to your booth and adjacent booths. Any changes in placement will incur additional labor charges.

  18. Obstructions blocking utility floor pockets, distribution panels, quad boxes or cords are subject to relocation at the exhibitors' expense as may be deemed necessary by MCC electricians or the Fire Marshal's Office.

  19. Any requirements over and above those listed on this form should be attached and returned to MCC.

  20. Payment in full must be rendered prior to service installation.

  21. Credit will not be issued for service installed and not used.

  22. Claims will not be considered unless filed by the exhibitor prior to close of show.

  23. Prices are subject to change without notice.

  24. CBID Fee: Beginning January 1, 2014, a 0.25% fee must be collected on sales of goods or services inside the Central Business Improvement District that are subject to sales tax. The Music City Center resides in that district.


2021


Phone 615-401-1440 Fax 615-401-1439 email: orderservices@nashvillemcc.com

Natural Gas, Compressed Air, Water, & Drain Order Form

Order online at

https://www.nashvillemcc.com/exhibitors

or complete this form and submit with payment via mail.

*Payment must be received 14 days prior to 1st move in date to receive Advanced Rate.

Name of Event:                                                           Event Date:                                 Booth/Room: Company Name:                                                                      Ordered By: Address:                                                                                                                            Email: City, State, Zip: Phone: Fax                                       

Compressed Air: 20 CFM, 90-100 lbs. PSI (Prices based on 1/4" to 1/2" line)

QTY

Advance

Rate*

Floor Order

Amount

Service charge for 1st Connection

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$150

$200


Each additional connection

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$115

$130


Lines above 1/2" in size, add 50% to service connection charge


$65

$88


Air line size:            CFM required:          Call for Pricing for CFM above 20 If pressure is critical, exhibitor should arrange to have a pressure regulator valve installed.

Water line size:                    Pressure may vary. Minimum and maximum pressures cannot be guaranteed. If pressure is critical, exhibitor should arrange to have a pressure regulator valve installed.

Water: Min. pressure, 45 PSI; max. pressure 60 PSI (Prices based on 3/8" to 1/2" line)

QTY

Advance

Rate*

Floor Order

Amount

Service charge for 1st Connection (Drain not included).

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$170

$200


Each additional connection

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$105

$120


Lines above 1/2" in size, add 50% to service connection charge


$63

$75


Drain: (Price based on 1" line)

QTY

Advance

Rate*

Floor Order

Amount

Service charge for 1st Connection

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$95

$115


Each additional connection

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$45

$65


Lines above 1" in size, add 50% to service connection charge


$48

$58


Drain line size:                  





One Time Water Fill including Drain (applicable labor will apply):

QTY

Advance

Rate*

Floor Order

Amount

Service charge for one time fill and drain

(Up to 500 gallons maximum)

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$180

$225


Each additional 1000 gallons

(Min. Labor: 1 hr. in + 1 hr. out = 2 hrs minimum)


$55

$100


Natural Gas: All Service provided overhead.

QTY

Advance

Rate*

Floor Order

Amount

1/2" Connection (must order Labor as well)


$395

$495


3/4" Connection (must order Labor as well)


$730

$830


1" Connection (must order Labor as well)


$1,380

$1,480


Note: Exhibitors must furnish all necessary fittings to connect to 1/2", 3/4", or 1" female pipe thread

for gas, air, and water connections.

Connections Sub-Total:


Sales Tax (9.25%) + CBID Fee (0.25%) Charged on Connections

ONLY

9.50%



Connections Total:


Labor: Labor is charged in one hour increments. (Minimum 1 hr. in - 1 hr. out per drop.)

Hours

Advance

Rate*

Floor Order

Amount

Monday - Friday 8:00 a.m. - 5:00 p.m.


$60

$75


Saturdays, Sundays and Weekday Evenings (After 5:00 p.m.)


$90

$120


Holidays


$120

$150


Service Placement

For special placement, please fax a drawing and add 1 hr labor

Island Booth

(standard placement is middle of booth)

Standard Booth

(standard placement is back of booth)

Make check payable to:

Music City Center

Mail to:

Exhibitor Services

201 Rep. John Lewis Way, South Nashville, TN 37203

Labor Total:


Total Due


Note: Exhibitor must furnish all necessary fittings to connect 1/2", 3/4", or 1" female pipe thread for gas, air, and water connection.

Your signature on this form serves as acceptance of the Terms and Conditions found on page 2.

Name:                                                                                                  Date:                                             

Signature:                                                                                                                                                         


Phone: 615-401-1440 Fax: 615-401-1439 email: orderservices@nashvillemcc.com

2021

Music City Center

Terms and Conditions of Utility Services

*PLEASE READ THESE TERMS AND CONDITIONS COMPLETELY.

BY PROVIDING AN AUTHORIZED SIGNATURE ON THE FRONT OF THIS SERVICE ORDER FORM, YOU ARE AGREEING TO THE FOLLOWING TERMS AND CONDITIONS.

  1. All exhibitor equipment must comply with Southern Building Code, all federal, state, and local safety codes.

  2. The Music City Center serves as its own exclusive utility service provider. Under NO circumstances shall anyone other than MCC staff make air, water, gas, or drain connections.

  3. Special equipment requiring company engineers or technicians for assembly, servicing, preparatory work, and operation may be executed without assistance from MCC staff. However, all service connections to such equipment must be made by MCC staff.

  4. Any service requiring overhead distribution must be requested ten (10) working days in advance of the first move-in day and may incur additional labor charges.

  5. The Music City Center reserves the right to refuse connection to any exhibitor whose equipment is deemed unsafe by MCC's utility supervisors.

  6. To receive advance rates, the order and complete payment must be received by the Music City Center a minimum of fourteen (14) days prior to the first scheduled move-in day.

  7. All material and equipment furnished by the Music City Center for the service ordered shall remain the property of the MCC and shall be removed by MCC staff only at the close of show. A replacement fee will be charged to the exhibitor for any supplied equipment removed from the booth.

  8. Submission of this order authorizes Music City Center staff to cut floor coverings as may be required to install service.

  9. If gas, air and water pressure is critical, MCC recommends that exhibitors arrange to have a pressure regulator installed. No guarantee can be made of minimum and maximum pressure.

  10. Rates for all connections include bringing one service connection to the booth in the most convenient manner for MCC staff and does not include connecting equipment.

  11. Exhibitors must furnish all necessary fittings to connect to 1/2",3/4" or 1" female pipe thread for gas, air, and water connections.

12.A detailed booth drawing is required to ensure proper placement of ordered service.

  1. Submission of this order authorizes Music City Center staff to place hoses, air lines, and gas lines as may be required for distribution to your booth and adjacent booths. Relocation of utilities already installed will require a new order at floor rates.

  2. Obstructions blocking utility floor pockets, water, air, and gas lines are subject to relocation at the exhibitors' expense as may be deemed necessary by MCC staff or the Fire Marshal's Office.

  3. Any requirements over and above those listed on this form should be attached and returned to MCC. 16.Service connectors, fittings, and regulators MUST be supplied by the exhibitor.

  1. Payment in full must be rendered prior to service installation.

  2. Credit will not be issued for service installed and not used.

  3. Claims will not be considered unless filed by the exhibitor prior to close of show. 20.Prices are subject to change without notice.

21. CBID Fee: Beginning January 1, 2014, a 0.25% fee must be collected on sales of goods or services inside the Central Business Improvement District that are subject to sales tax. The Music City Center resides in that district.


2021


Phone: 615-401-1440 Fax: 615-401-1439 email: orderservices@nashvillemcc.com

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Technology Services

Order online at

https://www.nashvillemcc.com/exhibitors

*Payment must be received 14 days prior to 1st move in date to receive Advanced Rate.


Name of Event:                                                                                       

Company Name:                                                                                     

Address:                                                                                      City, State, Zip:                                                                                         

Event Date:                                               Booth/Room: Ordered By: Phone Fax:                                         

E-mail:                                                                                                       

WIFI ACCESS

The Music City Center now offers free WIFI in all spaces. Connect your device to "MCC WIFI" and follow the on screen instructions.

INTERNET PACKAGES


QTY

*Advance Rate

Floor Order

Amount


WIRED PLATINUM INTERNET PACKAGE

Connection speeds from 3-10 Mbps or more. Required for Audio/Visual HD Streaming/Interactive Presentation/Demonstration/ Accessing Remote Resources/Web Casting

WIRELESS ROUTERS/SWITCHES ALLOWED

Dedicated Internet Service (3Mbps)


$ 3,025.00

$ 4,235.00


Dedicated Internet Service (6Mbps)


$ 4,950.00

$ 6,930.00


Dedicated Internet Service (10Mbps)


$ 6,750.00

$ 9,450.00



Additional Devices for Platinum Service



$ 140.00


$ 200.00


Please call for Dedicated Internet Service above 10 Mbps

WIRED BRONZE INTERNET PACKAGE

NO WIRED OR WIRELESS ROUTERS ALLOWED


Shared bandwidth up to 1.5 Mbps Recommended usage: Light Web Surfing/Email



$ 675.00


$ 900.00



WIRED GOLD INTERNET PACKAGE

NO WIRED OR WIRELESS ROUTERS ALLOWED


Shared bandwidth up to 10 Mbps Required for Cyber Café (wired) /Social Media

Feeds/Multimedia Downloads/Uploads)



$ 900.00


$ 1,170.00


Additional Devices for Gold Service


$ 140.00

$ 200.00


ADDITIONAL SERVICES


Fiber Optic Cable Dry Pair



$ 800.00

$ 800.00


VLAN Setup and Configuration



$ 2,500.00

$ 2,500.00


Tech Support/Labor (per hour)



$ 70.00

$ 75.00


Misc. Services



$

$



Internet Services & Labor Total:


TELEPHONE SERVICES


QTY

*Advance Rate

Floor Order

Amount

VOIP Telephone Service



$ 285.00

$ 375.00


Polycom Conference

Speakerphone



$ 335.00

$ 450.00


Misc. Services



$

$



Telephone & Equipment Sub-Total:


Misc. Equipment Rental

(DOES NOT INCLUDE POWER)


QTY

*Advance Rate

Floor Order

Amount

Personal Printer B&W



$ 125.00

$ 150.00


Cable TV Box



$ 250.00

$ 350.00


COMMENTS:

Sales Tax (9.25%) + CBID Fee (0.25%) Charged on

Equipment & Services ONLY

9.50%



Telephone & Equipment Total:



Installed by: Date:

Total Due

Your signature on this form serves as acceptance of the Terms and Conditions listed on page 2.


Name:                                                                         Date:           Signature                                                                                                              

Service Placement

For special placement, please fax a drawing and add 1 hr labor.

Island Booth

(standard placement is middle of booth)

Standard Booth

(standard placement is back of booth)

Make check payable to:

Music City Center

Mail to:

Exhibitor Services

201 Rep. John Lewis Way, South Nashville, TN 37203


Phone 615-401-1440 Fax 615-401-1439 email: orderservices@nashvillemcc.com

2021

Terms and Conditions

* PLEASE READ THESE TERMS AND CONDITIONS COMPLETELY.

BY PROVIDING AN AUTHORIZED SIGNATURE ON THE FRONT OF THIS SERVICE ORDER FORM, YOU ARE AGREEING TO THE FOLLOWING TERMS AND CONDITIONS .


  1. PROCESSING THE SERVICE ORDER FORM requires: A. Payment in US dollars for ALL services ordered. B. All information completed on the Service Order form (missing information will delay processing). C. Default placement of cabling is in rear of booths that are in rows, in the center of island booths, and in the front of meeting rooms. For special placement of voice and data lines in your booth or room, fax a floor plan with desired locations provided and include a 1 hour labor charge.

  2. EQUIPMENT PROCEDURES: Customer is responsible for returning all equipment issued by or rented from MCC in good condition to the MCC Service Desk. Customer is responsible for all lost, stolen or damaged equipment.

  3. UNLESS OTHERWISE DIRECTED, Music City Center staff are authorized to cut floor coverings to permit installation of service. Obstructions blocking utility floor boxes are subject to relocation as necessary.

  4. PAYMENTS AND REFUNDS: A. Payment in full is required before service can be connected. B. Credit card payments should be made through https://www.nashvillemcc.com/exhibitors prior to the event start date. A $100 charge per each telephone/data line and a $250 charge per each Ethernet cancelled will apply when request for cancellation is made less than ten (10) days prior to the event start date. (*Specially ordered services must be paid for in full, including all installation fees. Once the order is placed by MCC, no refunds will be given.) D. Services installed but not used will not be refunded. E. Customer service issues must be reported to MCC prior to the close of show. In order for a refund to be considered, all claims must be filed in writing with MCC prior to the close of the event. F. Internet speeds are not guaranteed. G: Power must be ordered separately. Price does NOT include power.

  5. ADVANCE ORDERS: To receive the advance rate, advance orders must be received a minimum of fourteen (14) days prior to the first move-in day and correct payment must accompany the order. Advance Orders shall receive priority service.

  6. VOIP TELEPHONE: A. Service will be delivered over a standard ethernet cable (RJ45). B. All lines will be restricted from “976, 900, 10-10” dialing unless otherwise requested in writing and approved by MCC. A charge may apply for this. C. Charges for all toll calls made (Directory Assistance, etc.) will be applied to the authorized credit card provided. D. Local and long distance telephone service providers for voice services will be MCC's selected provider(s). E. Power must be ordered separately if needed. Price does NOT include power.


  7. MCC INTERNET/DATA SERVICES: A. Service will be delivered over a standard RJ45 jack. B. Wired service is 10/100/1000Mbps over a 20Gb fiber-optic backbone. C. Due to the nature of the Internet, MCC cannot guarantee any level of performance or accessibility beyond our gateway. The MCC has the capability to monitor traffic and bandwidth usage in order to maintain an acceptable level of performance from the Ethernet network for all users. D. The choice of the Internet Service Provider (ISP) is at the sole discretion of MCC. If the customer requires that a specific vendor provide these services, arrangements must be made 12 (twelve) weeks prior to the move in date. E. MCC does not guarantee the safety or security of equipment, software, or proprietary information connected to or carried over services installed by MCC and/or its sub-contractors. F. Internet speeds are not guaranteed. G. Power must be ordered separately. Price does NOT include power.

  8. MCC PROVIDES LIMITED FIREWALL SECURITY AND NO ANTI-VIRUS PROTECTION ON OUR NETWORK. CUSTOMER IS RESPONSIBLE FOR PROVIDING THEIR OWN FIREWALL SECURITY AND ANTI-VIRUS SOFTWARE. As is consistent with other service providers, MCC is not responsible in any way for damage to equipment or software, loss of proprietary information or network delays or interruptions caused by unauthorized security breaches or intrusions. CUSTOMER MAY BE HELD LIABLE FOR ANY DAMAGES TO EQUIPMENT, SOFTWARE, OR PROPRIETARY INFORMATION, OR ANY DAMAGES DUE TO NETWORK DELAYS, INTERRUPTIONS, TROUBLESHOOTING AND/OR REPAIR IF THE ORIGIN OF A SECURITY BREACH OR INTRUSION IS DETERMINED TO HAVE ORIGINATED FROM THEIR DEVICE. MCC STRONGLY ADVISES EVERY CUSTOMER TO TAKE PROPER SECURITY MEASURES TO PROTECT THEIR OWN EQUIPMENT AND SOFTWARE.

  9. CUSTOMER INTERNET/DATA RESPONSIBILITIES: A. MCC REQUIRES THAT UPDATED AND CURRENT ANTI-VIRUS PROTECTION BE INSTALLED ON EVERY DEVICE CONNECTED TO THE MCC NETWORK. B. AT NO TIME will a client power up any wireless device not provided by MCC without prior authorization. C. At no time, while connected to the MCC network will the client use/run their own DHCP server. D. Customer must provide a list of all required connections, containing exact location (exhibit booth number, meeting room number, etc.) and type of device being connected (switch, router, hub, PC, etc.) E. Any customer device that is determined to be causing interference with the normal operation of the MCC network must, at MCC's request, be immediately disabled or disconnected from the network. F. Customer must provide equipment that is properly configured and equipped with either a Wi-Fi adapter card or an Ethernet adapter card rated for 10/100/1000 Mbps with an RJ45 connection.

  10. INTERNET USER/CUSTOMER RESPONSIBILITY: A. Internet user has full, unrestricted access to the Internet. Matters considered improper, offensive, or even unlawful by groups or individuals are not the responsibility of the Internet Service Provider(s) and/or MCC. B. Customer is responsible for the proper configuration of customer provided equipment and software for Internet services, etc. Customer is responsible for all services outside of basic Internet connectivity including e-mail, VPN, FTP, web services, etc.


  11. OTHER REQUIREMENTS over and above what is listed on this form should be attached and returned to the Music City Center.

  12. MCC’S OBLIGATIONS UNDER this Agreement are subject to limitations, and MCC and/or it’s subcontractors shall not be liable for delays, failure to perform, or destruction or malfunction of the equipment and services, or any consequences of the above, caused, occasioned or due to fire, flood, water, the elements, labor disputes or shortages, utility curtailments, power failure, explosions, civil disturbances, government regulatory requirements, acts of God or public enemy, war, military or government requisition, shortages of equipment or supplies, unavailability of transportation, acts or omissions of anyone other than MCC, it’s representatives, agents, subcontractors or employees, or any other cause beyond MCC’s reasonable control. In no event shall MCC be liable to the customer or to any other party for special, collateral, exemplary, indirect, incidental, or consequential damages. Such excluded damages include, but are not limited to loss of profits, loss of use or interruption of business, or other cons or carried over services installed.


  13. COMMUNICATION SERVICES are to be ordered by each customer separately, and are not to be shared with other customers. Any customer sharing communication services without written authorization from MCC shall be charged for that service at standard rates on a complete second Service Order Form. All additional charges will be billed to the authorized credit card at the close of the event.

  14. ONLY MCC PERSONNEL are authorized to modify system wiring or cabling. All material and equipment furnished for this service contract shall remain property of MCC.


  15. ALL CUSTOMER EQUIPMENT must comply with FCC regulations and be configured to operate with “dial 9” service. MCC reserves the right to limit use of outside communication.


  16. PRICES are based upon current wage rates and are subject to change without notice. Rates quoted for all connections cover only bringing one service to the booth in the most convenient manner and do not include connecting customer owned equipment.

  17. CBID Fee: Beginning January 1, 2014, a 0.25% fee must be collected on sales of goods or services inside the Central Business Improvement District that are subject to sales tax. The Music City Center resides in that district.

    The Music City Center serves as its own, exclusive Telecommunications and Internet Service Provider.


    Phone 615-401-1440 Fax 615-401-1439 email: orderservices@nashvillemcc.com


    2021


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    (888) 508-5054 Fax: (469) 621-5615

    ExhibitorSupport@freeman.com

    DISCOUNT PRICE DEADLINE DATE

    event technology

    October 21, 2021


    NAME OF SHOW:

    ASLA Conference on Landscape Architecture / November 19-22, 2021

    image

    COMPANY NAME: BOOTH #:

    image

    CONTACT NAME: PHONE #:

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    E-MAIL ADDRESS:

    image

    For fast, easy ordering, go to www.freeman.com/store.

    EVENT TECHNOLOGY


    FLAT SCREEN PACKAGES



    Qty


    Description

    Discount Price

    Standard Price


    Total

                  

    32" Flat Screen $708.75

    $947.70

    $                            

                  

    42" Flat Screen $860.65

    $1,145.15

    $                            

                  

    55" Flat Screen $1,442.80

    $1,902.00

    $                            

                  

    70" Flat Screen $2,050.30

    $2,691.75

    $                            

                  

    90" Flat Screen (includes hydraulic stand) $3,645.00

    $4,738.50

    $                            



    (503673)

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    (888) 508-5054 Fax: (469) 621-5615

    ExhibitorSupport@freeman.com

    ONLINE PRICE DISCOUNT PRICE DEADLINE DATE

    tree handling

    OCTOBER 21, 2021



    NAME OF SHOW:


    ASLA Conference on Landscape Architecture I November 19 -22, 2021

    COMPANY NAME: BOOTH #:

    CONTACT NAME: PHONE #:

    E-MAIL ADDRESS:

    For fast, easy ordering, go to www.freeman.comIstore.

    TREE HANDLING SERVICES


    Straight Time: 8:00 AM to 5:00 PM Monday through Friday

    Overtime: 6:00 AM to 8:00 AM and 5:00 PM to 12:00 AM Monday through Friday, 8:00 AM to 5:00 PM Saturday and Sunday

    Double Time: 12:00 AM to 6:00 AM Monday through Friday, 5:00 PM to 8:00 AM Saturday, Sunday and recognized holidays


    Show Site Tree Handling Rates

    BELOW RATES APPLY ONLY TO TREE HANDLING SHOW SITE SHIPMENTS

    Trees will not be accepted at the Advance Warehouse

    Below rates apply only to individual shipments consisting entirely of trees sent directly to show site.

    Certified weight tickets must accompany bills of lading for tree shipments. If certified weight

    tickets are not provided there will be a one hour minimum labor charge to weigh trees.

    Your entire shipment must be trees to qualify for this discounted handling rate.


    RATE CLASSIFICATION:

    Description

    Price Per Tree

    Trees-Only Show Site Shipments (Per Tree or Skid of Trees)

    up to 1,000 lbs. $375.00

    1,001 to 2000 lbs $450.00

    2,001 and over $525.00

    The rates included a one-time spotting of uncrated and unskidded material provided that an exhibitor is present when trees arrive. Unskidding, uncrating and additional spotting are not included in Tree Handling rates.


    ADDITIONAL SURCHARGES:

    Overtime Charge - Inbound (in addition to above rates Per Tree or Skid of Trees)

    up to 1,000 lbs. ........................................................................................... $ 93.75

    1,001 to 2000 lbs $ 112.50

    2,001 and over $131.25

    Overtime Charge - Outbound (in addition to above rates Per Tree or Skid of Trees)

    up to 1,000 lbs. ........................................................................................... $ 93.75

    1,001 to 2000 lbs $ 112.50

    2,001 and over $131.25


    SHIPMENT INFORMATION:

    Total Number of Pieces:                                     Total Weight:                                    


    Approximate Size of Each Tree:                                     Carrier:                                    

    Check if shipping a single tree weighing in excess of 3,500 lbs:


    Shipment Rate                    x Number of Trees                     =                     

    + Overtime rate                     x Number of Trees                     =                     

    Sub-Total            (N/A) No Tax                     

    = TOTAL                     

    ESTIMATED TOTAL COST

    503673

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    I N S TAL L ATION + DI S MANTL E


    LET US DO THE HEAVY LIFTING  

    Freeman specialists are ready to assist you with all of your exhibit requests, from beginning to end. And when it comes to installing and dismantling exhibits, we make no exceptions. Whether it’s shipping and storage, emergency on-site repairs, basic installation and dismantling or support service coordination, including electrical, furnishings and more, Freeman has the resources and capabilities to ensure the most successful show experience possible.


    Call customer service at the number listed on the Quick Facts. For fast, easy ordering, go to www.freeman.com

    image


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    I N S TAL L ATION + DI S MANTL E

    Freeman installation & dismantling experts work closely with you to coordinate every phase of your trade show participation, including:


    ON-SITE SUPERVISION

    You may wish to supervise labor on your own, but if you need assistance, Freeman installation & dismantling experts will get the job done as an extension of your team.


    image

    If You Use Freeman Staff

    Exhibits can be set up prior to your arrival under the direction of Freeman I&D supervisors.

    image


    01/17 | 55774


    Call customer service at the number listed on the Quick Facts. For fast, easy ordering, go to www.freeman.com


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    installation & dismantle labor

    (888) 508-5054 Fax: (469) 621-5615

    ExhibitorSupport@freeman.com


    NAME OF SHOW:

    ASLA Conference on Landscape Architecture / November 19 -22, 2021


    COMPANY NAME:

    BOOTH #:


    CONTACT NAME:

    PHONE #:


    E-MAIL ADDRESS:




    For fast, easy ordering, go to www.freeman.com/store.



    INSTALLATION & DISMANTLE LABOR



    Description


    Advance Price


    Show Site Price

    Straight Time:

    8:00 AM to 5:00 PM Monday through Friday $105.25

    $147.50

    Overtime:

    6:00 AM to 8:00 AM and 5:00 PM to 12:00 AM Monday through Friday, $158.00

    $221.25


    8:00 AM to 5:00 PM Saturday and Sunday


    Double Time:

    12:00 AM to 6:00 AM Monday through Friday, $210.50

    $294.75


    5:00 PM to 8:00 AM Saturday, Sunday and recognized holidays


    Emergency contact:                                                                                                               Phone Number:                                           

    image

    Exhibitor Supervised Labor (Supervisor must check in at the Freeman Service Center to pick up labor)

    Supervisor will be:                                                                                                                  Phone Number:                                           


    Date

    Start Time

    No. of People

    Approx. Hrs. per Person

    Total Hrs.

    Hourly Rate

    Estimated Total Cost


                        

                        

    x                      

    =                      

    x                         = $

                                


                        

                        

    x                      

    =                      

    x                         = $

                                

    Freeman Supervision (30%/$45.00) = $                                

    9.5% Tax = $

    (N/A)

    image

    Total Dismantle = $                                

    image

    installation & dismantle labor

    NAME OF SHOW:

    ASLA Conference on Landscape Architecture / November 19 -22, 2021

    image

    COMPANY NAME: BOOTH #:

    image

    CONTACT NAME: PHONE #:

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    E-MAIL ADDRESS:

    image


    FREEMAN SUPERVISED LABOR

    IN ORDER TO BETTER SERVE YOU - Please complete the following information if your display is to be set-up and/or dismantled by Freeman I&D and you will not be present to supervise the installation and/or dismantle.

    INBOUND SHIPPING & SET-UP INFORMATION

    Freight will be shipped to: Warehouse                              

    Show Site                              

    Date Shipped                                         

    Total No. of Pieces: Crates                                         

    Cartons                                         

    Fiber Cases                                        

    Setup Plan/Photo: Attached                    

    To Be Sent With Exhibit                    

    In Crate No.                                         

    Carpet: With Exhibit                    

    Rented From Freeman                    

    Color                                         

    Size                                         

    Electrical Placement: Drawing Attached                    

    Drawing With Exhibit                    

    Electrical Under Carpet                    

    Comments:                                                                                                                                                                                                    


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    Graphics: With Exhibit                     Shipped Separately                    

    Comments:                                                                                                                                                                                                 


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    Special Tools/Hardware Required:                                                                                                                                                                       


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    OUTBOUND SHIPPING INFORMATION

    SHIP TO:

    image


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    Select a Carrier:

    image Freeman Exhibit Transportation: image Other Carrier:

    No need to schedule your outbound shipment. Carrier Name:                                 

    Charges will appear on your Freeman invoice. Carrier Phone:                                 

    Freeman will make arrangements for all Arrangements for pick-up by other carriers is the responsibility of the Freeman Exhibit Transportation shipments. exhibitor.


    Select Level of Service:


    In the event your selected carrier fails to show on final move-out day, please select one of the following options:  

    image

    Re-route via Freeman’s choice

    Deliver back to the warehouse at exhibitor’s expense


    PLEASE NOTE: Freeman is not responsible for product or literature that is not properly packed and labeled by the exhibitor.

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    Music City Center

    Rigging

    Service Form

    Phone: 615-401-1440/ Fax: 615-401-1439

    Email: orderservices@nashvillemcc.com

    8 AM-5 PM Rigging Labor*

    $ 84/hr

    $126/hr

    5 PM-12 AM Rigging Labor*

    $126/hr

    $189/hr

    12 AM-8 AM Rigging Labor*

    $168/hr

    $252/hr


    Daily Lift Rental

    32' - $400/day

    40' - $600/day

    50'-64' - $800/day

    Payment must be received 14 days prior to 1st move in date to receive Advanced Rate.

    Name of Event:                                                                                                                                      Event Date:                                                  Booth/Rm:                      Company Name:                                                                    Ordered By: Address:                                                                            City, State Zip:                                                                                                   

    E-mail:                                                                        Phone:                                 Fax:                                                       

    Rigging Service Information

    Please provide information regarding your rigging needs below, and submit this form 21 days prior to your event. A representative will contact you and provide a customized estimate for services. After receiving your estimate, please remit signed form and payment to complete your order.

    DESCRIBE SERVICES NEEDED


    Item


    Material


    Size

    Estimated Sign Weight

    Estimated

    Total Weight


    Height from floor to bottom of item

    Will you need?

    (*power requires a separate electrical services order form)

    Power* Chain Hoist Truss







    Circle Type Circle QTY Circle QTY








    Y / N


    Y / N


    Y / N








    Y / N


    Y / N


    Y / N








    Y / N


    Y / N


    Y / N








    Y / N


    Y / N


    Y / N








    Y / N


    Y / N


    Y / N

    Requested Install Date/Time:                   /                                            Requested Removal Date/Time:                   /                                               

    ATTACH PDF, DRAWING, PICTURE OR RENDERING


    Payment, Authorization & Fee Acceptance: Your signature on this form serves as acceptance of the Terms and Conditions, and authorizes the MCC to charge the credit card provided for payment of services ordered on this form. The Music City Center offers Visa, MasterCard, Discover & American Express as credit card payment options via mail or phone. Sales tax of 9.50% will be added to all applicable fees. TERMS AND CONDITIONS on page 2.Should TERMS AND CONDITIONS not be attached please contact orderservices@nashvillemcc.com for current order terms.

    Company check or US Bank money order in the amount of $                                          _ (Make checks payable to Music City Center) Please fax or mail

    order form. Please

    Credit Card: American Express        _ MasterCard        _ Visa          Discover     _ do not email form

    Credit Card Number:                                                                       Exp. Date                      CVC:          with credit card

    Cardholder Name:                                                                           Signature:                                    Date:                   information.

    ****************** FOR RIGGING/EXHIBITOR SERVICES USE ONLY ******************

    Location of Requested Rigging:

    General Pricing Information



    *if requesting services in more than one location, please submit a separate form for each.


    Advanced Rate if paid 14 days

    prior to event Floor Order


    *All rates include shackles, carabiners, rope, etc. *Minimum crews are based on scope of work