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EXHIBITOR RULES for AFP 2020(Effective January 2020)1. EXHIBIT LOCATIONAll exhibits and attendee meals shall be located on Level 1 Bayside C&D of the Mandalay Bay ConventionCenter located at 3950 S Las Vegas Blvd, Las Vegas, NV 89119.2. FUNCTIONS AND RECEPTIONSExhibitors shall not host events during official conference hours that are outside of the convention center licensedby AFP and hotels reserved by AFP in connection with the conference, including hospitality suites and functionspace.OFFICIAL CONFERENCE HOURS (local time)Sun, October 18, 20207:00 AM – 9:30 PM8:00 AM – 6:00 PM – Events may start at 6:15 p.m.Mon, October 19, 20208:30 AM – 5:30 PM – Events may start at 5:45 p.m.Tue, October 20, 20208:30 AM – 11:00 AMWed, October 21, 2020Note: Conference Hours are subject to change at the sole discretion of AFP.3. EXHIBIT HALL RULESNo one under the age of 21 is permitted to attend any conference function or is permitted in the exhibit hall atany time.EXHIBIT HALL HOURS (local time)Sun, October 18, 20206:00pm – 7:30pmMon, October 19, 20208:30am – 5:00pmTue, October 20, 20208:30am – 5:30pmAll booth displays shall be governed by and adhered to by the policies of the International Associationof Exhibitions and Events (IAEE). AFP limits all island booth spaces to a maximum height of 24 feet,no exceptions. All other booth space configurations shall follow the IAEE guidelines accordingly.AFP reserves the right to alter the exhibit hall floor plan to ensure continuity of the display area.1
4. PROHIBITED CONDUCTA. Exhibitors/Sponsors (or any conference attendee) are prohibited to utilize area other than theirassigned exhibit space, at any AFP conference site. Prohibited conduct includes, but is not limited to,marketing, sales, distribution of promotional materials or any other activities conducted outside ofyour assigned exhibit space. This includes selling in the aisles or at any other event relating to AFP2020.B. Except for official AFP activities, no exchange of monies consisting of, but not limited to, cash, creditcards, checks, or signing of purchase orders or contracts is allowed within the confines of the exhibithall during the conference.C. Booth substitutions are not accepted for exhibiting companies except when there has been a mergeror acquisition.D. AFP does not permit exhibitors to use balloons anywhere in the exhibit hall.E. No nails or bracing wires used in erecting displays may be attached to the building without writtenconsent of the Director of Engineering at the convention center and AFP. All property destroyed ordamaged by exhibitors must be replaced in its original condition by the exhibitor or at the exhibitor’sexpense.F. The logo for the Association for Financial Professionals is trademarked and cannot be used by anyexhibitor in any manner (including on a booth or in promotional materials) for AFP 2020 without theexpress written permission of AFP.G. Except for signage within the approved limits of an exhibit space, signs are not allowed in any of theconference facilities (convention center or hotels) unless approved in advance by AFP 2020management.H. Exhibitors/Sponsors are prohibited from dismantling their booth prior to the official closing of theexhibition hall. Booths should remain intact, clean, and free of crates and/or boxes until the showconcludes. Early dismantling may be subject to a fee.5. EXHIBIT BOOTH EQUIPMENTA. Standard BoothsStandard booth spaces shall be draped in a black 8' high backdrop and 36" high side rails. Exhibitorshall also receive a 7" x 44" exhibitor identification sign as part of a standard booth. AFP does notallow the drape color to be replaced with any other color.B. CarpetAFP shall provide the aisle carpet in tuxedo (subject to change). Each exhibitor is required to havecarpeting in their area. Carpeting may be supplied by the exhibitor or rented from Freeman.C. Hanging SignsOnly island booths are allowed hanging signage, with a height restriction of 24ft from the top of thesign to the floor.2
6. CUSTOMIZED BOOTHSAny exhibitor with a custom booth design must email their booth drawings to [email protected] forapproval by September 14, 2020. Depending on the design, the exhibitor may be asked to provide otherdocuments. Failure to submit by the deadline may result in delays in the approval process with the buildingand fire marshal. Any issues resulting from failure to comply are the responsibility of the exhibitor. Norefunds will be given if the booth is not approved due to noncompliance.7. INSTALLATION AND DISMANTLING (I&D) COMPANIESExhibitors must submit an online Non-Registrant Conference Pass Form and Certificate of Insurance (COI) forany I&D company needing access to their exhibit booth. A link to this form shall be available in June 2020,and must be submitted by October 5, 2020.The COI should include the following within the “Description of Operations” section: conference name,exhibitor name/booth number, dates the I&D company will need access to the booth, and the Association forFinancial Professionals, Freeman, and Boston Convention & Exhibition Center listed as “Additional Insured”.See example.COI Example:AFP 2020 (October 18-21, 2020)Booth #:Exhibitor Name:Additional Insured: Association for Financial Professionals, Freeman, Boston Convention & ExhibitionCenter8. TALENT/ENTERTAINMENT VENDORSA Non-Registrant Conference Pass Form must be submitted online for any third-party talent or entertainmentvendors. See rules listed below. A link to this form shall be available in June 2020, and must be submitted byOctober 5, 2020.A. Individual(s) may not be an employee of Exhibitor’s company and shall be there only to entertainattendees visiting your exhibit booth at conference.B. These individuals cannot have any sales interaction with conference attendees while in the exhibit halland shall be uniquely identified.C. Each exhibitor is limited to (3) talent/entertainment vendors.9. FOOD AND BEVERAGE IN YOUR BOOTH (CATERING SERVICES)Mandalay Bay Resort is the exclusive catering service within the convention center. Any food or beveragedispensed or given away at booths or functions must be purchased from Mandalay Bay catering; thisincludes bottled water, popcorn, cookies, etc. Exhibitors may receive an additional charge for any outsidefood or beverage vendors. Please contact Mandalay Bay Resort Catering directly regarding any third-partyvendors.Star Kilpatrick, Catering ManagerPhone: [email protected]
10. NON-FLAMMABLE MATERIALSAll materials used in the exhibit hall, ballrooms or any other room of the convention center, must be nonflammable and conform to the fire regulations of the convention center. Electrical wiring and equipmentinstallation must conform to the applicable regulations of the convention center. Materials not conforming tosuch regulations shall be removed immediately at the exhibitor’s expense. It is strictly against fire codes to blockor lock any fire exits.11. STORAGEThe convention center, hotels and AFP have no facilities for the storage of exhibits. All shipments for anexhibit must be directed to the official general contractor. Shipments that arrive prior to show time shall bedirected to the local general contractor’s warehouse for storage and shall be delivered, at the exhibitor’sexpense, to the exhibitor’s booth at show time. Exhibitors may only store in their exhibit space a one daysupply of distribution materials (brochures, etc.). Exhibitors requiring accessible storage on site must makearrangements prior to the conference with the general contractor. Show management may remove, at theexhibitor's expense, any materials that are improperly stored in or adjacent to an exhibit.12. DISCARDED EXHIBIT MATERIALSAny exhibitors who discard their displays or any type of “bulk” material not considered normal refuse mustmake arrangements for its removal at their own expense. If the convention center and/or hotels have toremove these materials, the exhibitor shall be charged directly.13. SECURITY PROVISIONSA. AFP shall provide perimeter security service and exercise reasonable care for exhibitor’s displays,equipment and materials. Uniformed security guards shall patrol the exhibit areas at the conventioncenter during the period of installation, during the show and during dismantling.B. Provisions have been made for the convention center to check the locks on all doors, consistent withfire regulations, to minimize any problems when the show is closed. The security guards shall patrolthe entire exhibit hall area and call to the attention of AFP any and all infractions of rules or potentialsecurity risk.C. The convention center has been requested to provide all their employees with identification badges oruniforms to avoid allowing any persons other than the night clean-up crews into the exhibit area whenthe show is closed. All drayage and decorating personnel shall be identified. In each case, this has beendiscussed with service management so that we may avoid any unauthorized personnel in the area duringinstallation, during the show and during dismantling. All exhibitors and attendees are required to weartheir official conference badges at all times. Anyone without proper ID shall be refused admittance intothe exhibit hall. This security check is for your protection.D. Exhibitors agree that the provision of such security service constitutes adequate discharge of allobligations of AFP to supervise and protect exhibitor’s property within the exposition. Exhibitors havethe option to hire booth security to protect their exhibits, using the official security agency for theconference.E. Exhibitors are reminded that this is an open booth show and that the primary responsibility for the4
safeguard of the exhibit and equipment rests with the exhibitor. Neither the AFP, the conventioncenter, the security contractor, the general contractor, nor any of their officers, agents,representatives or employees assumes any responsibility for such property at any time.14. ADDITIONAL BOOTH SECURITYExhibitors desiring the added protection of a booth guard for their exhibit during all or part of the conferencemay do so from the preferred security agency. Contact and order form information shall be provided in theExhibitor Service Kit.15. DEADLINESExhibitors are expected to adhere to all deadlines set forth by AFP. Failure to meet deadlines as outlined in this kit mayresult in exclusion from conference materials and possibly result in the inability to exhibit at the show. No refunds will beissued resulting from failure to comply.5
Guidelines for Display Rules and Regulations2019 North American UpdateMade possible by a generous grant from
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateThe following Guidelines for Display Rules and Regulations have been established by the InternationalAssociation of Exhibitions and Events (IAEE) to assist in promoting continuity and consistency among NorthAmerican exhibitions and events. This revised 2019 edition is offered as a resource for exhibition and eventorganizers to use in creating consistent and fair exhibiting standards for their events.Recognizing that every show is unique, IAEE presents the information contained within asrecommendations or suggestions for exhibiting standards each Organizer should consider. Organizers areencouraged to review the Guidelines and then develop their own show-customized set of exhibiting rulesand 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 provideaccess to a digital copy within the show’s exhibitor prospectus, an exhibitor services kit, and the officialrules and regulations pertaining to exhibitor participation. By providing exhibitors with the professionalstandards expected of their displays and participation, they will be prepared to properly design, buildand plan their booth’s layout and content allowing for an environment where all exhibitors will have theopportunity 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 shouldalways check with exhibition service contractors and the facility for specific details on local regulationsand requirements.IAEE is a global association that serves as the foremost authority on exhibitions and events managementand operations, and these Guidelines are the model for most North American exhibitions and eventsbut in all instances, organizations should consult their legal counsel. In no event shall IAEE be held liablefor damages of any kind in connection with the material, methods, information, techniques, opinions orprocedures expressed, presented, or illustrated in these Guidelines or related materials. 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateTABLE OF CONTENTSLINE-OF-SIGHT STYLE.1Linear Booth.1Corner Booth.2Perimeter Booth.2End-cap Booth.3Peninsula Booth.4Split Island Booth.5Island Booth.6Extended Header Booth 20ft (6.10m) or Longer.7CUBIC CONTENT STYLE.8OTHER IMPORTANT CONSIDERATIONS.8Remote-Controlled Devices.8Canopies and Ceilings.9Hanging Signs & Graphics.9Towers and Multi-story Exhibits.9ISSUES COMMON TO ALL BOOTH TYPES.10U.S. AMERICANS WITH DISABILITIES ACT (ADA).10Structural Integrity.10Flammable and Toxic Materials.11Hazardous ations.12Sound/Music.13Vehicles.13ADVISORY NOTES TO EXHIBITION ORGANIZERS.14Fire Equipment.14Hanging Signs.14Hardwall Booths.14Perimeter Openings.14Pipe and Drape.14Product Height.14Height Variances.14Environmental Responsibility.15GUIDELINES FOR DISPLAY RULES AND REGULATIONS 2019 TASK FORCE.15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateIAEE has identified two distinctly different styles of show display regulations. One style is “Line-of-Sight” while the second is “CubicContent.” Organizers should decide which style is best suited to their event or designated section of the event.LINE-OF-SIGHT STYLELine-of-Sight display rules provide restrictions on certain areas of booths to allow attendees to view neighboring booths in their lineof sight as they walk the floor. There are a variety of booth types, and each one is addressed below with specific insight on how toimplement Line-of-Sight regulations.LINEAR .219M)(3.048M)10'The ability to have products orservices easily seen by attendeesas they walk the aisles is essentialto all exhibitors, and that is thebasis for including a Linear BoothLine-of-Sight setback rule. LinearBooths, also called “in-line” booths,are generally arranged in a straightline and have neighboring exhibitorson their immediate right and left,leaving only one side exposed tothe aisle.PLAN VIEWLEFT SIDE VIEW10'5'Dimensions8'5'4'(1.219M)4'(2.438M)8'4'For purposes of consistencyand ease of layout and/orreconfiguration, floor plan design10'in increments of 10ft (3.05m) hasbecome the de facto standard inthe United States. Therefore, unlessconstricted by space or other10' X 10' LINEAR BOOTHlimitations, Linear Booths are mostcommonly 10ft (3.05m) wide and10ft (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 fromimposing on neighboring exhibits behind the back wall.FRONT VIEWUse of SpaceRegardless of the number of Linear Booths utilized, e.g. 10ft by 20ft (3.05m by 6.10m), 10ft by 30ft (3.05m by 9.14m), 10ft by 40ft(3.05m by 12.19m), etc., display materials should be arranged in such a manner so as not to obstruct sight lines of neighboringexhibitors. The maximum height of 8ft (2.44m) is allowed only in the rear half of the booth space, with a 4ft (1.22m) heightrestriction imposed on all materials in the remaining space forward to the aisle. Note: When three or more Linear Booths are used incombination as a single exhibit space, the 4ft (1.22m) height limitation is applied only to that portion of exhibit space which is within10ft (3.05m) of an adjoining booth.PAGE 1 of 15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateCORNER BOOTHA Corner Booth is a Linear Booth at the end of a series of in-line booths with exposure to intersecting aisles on two sides. Allguidelines for Linear Booths apply.PERIMETER BOOTHA Perimeter Booth is a Linear Booth that backs to an outside wall of the exhibit facility rather than to another exhibit.(6.096M)20’top of sign max height 20’10'CompanySignage5'12'display max height 12’4'4'8'5'10' X 10' PERIMETER BOOTHDimensions and Use of SpaceAll guidelines for Linear Booths apply to Perimeter Booths except that the typical maximum back wall height for Perimeter Booths is12ft (3.66m).PAGE 2 of 15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateEND-CAP BOOTHAn End-cap configuration is essentially an in-line (linear) booth placed in the position of a Peninsula or Split Island. For shows thathave Line-of-Sight rules and not Cubic Content, this configuration must follow the dimensions below. Organizers should be alertto exhibitors reserving End-cap configurations to ensure they do not violate Linear Booth Line-of-Sight regulations for neighboringexhibits. (In most cases, this booth style is not recommended due to the Line-of-Sight issues, and Organizers should be aware ofthese challenges when using them.)(3.048M)10'AISLE5'4'(1 .219 (3.048M)5'(1.524M)LEFT SIDE VIEWAISLEPLAN VIEW10'4'8'(1.219M)(2.438M)5'20'10'(1.524M)5'( 2.43 8M)8'(3.048M)10'(1.2 19M)4'(1.524M)5'END-CAP BOOTHFRONT VIEWDimensions and Use of SpaceEnd-cap Booths are generally 10ft (3.05m) deep by 20ft (6.10m) wide. The maximum back wall height allowed is 8ft (2.44m) and themaximum backwall width allowed is 10ft (3.05m) at the center of the backwall with a maximum 5ft (1.52m) height on the two sideaisles. Within 5ft of the two side aisles, the maximum height for any display materials is 4ft.PAGE 3 of 15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdatePENINSULA BOOTHA Peninsula Booth is exposed to aisles on three sides. There are two types of Peninsula Booths: (a) one which backs to LinearBooths, and (b) one which backs to another Peninsula Booth which is referred to as a “Split Island .524M) (3.048M) (1.524M)20'(6.096M)AISLEMAX. PERMISSIBLEAISLEAISLE(1.524M)5'LEFT SIDE VIEW10'5'4'(1.219M)(1.524M)5'MAX. PERMISSIBLE(3.048M)10'(1.219M)4'(1.524M)5'MAX. PERMISSIBLEPLAN VIEW20'20'PENINSULA BOOTHFRONT VIEWDimensions and Use of SpaceA Peninsula Booth is usually 20ft by 20ft (6.10m by 6.10m) or larger. When a Peninsula Booth backs up to two Linear Booths, theback wall is restricted to 4ft (1.22m) high within 5ft (1.52m) of each aisle, permitting adequate line of sight for the adjoining LinearBooths. A typical maximum height range allowance is 16ft to 20ft (4.88m to 6.10m), including signage for the center portion of theback wall. Double-sided signs, logos and graphics shall be set back 10ft (3.05m) from adjacent booths.PAGE 4 of 15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateSPLIT ISLAND BOOTHA Split Island Booth is a Peninsula Booth which shares a common back wall with another Peninsula AISLE20'(6.096M)LEFT SIDE VIEWAISLE(4.877M)16'PLAN VIEWWALLFRONT VIEWSPLIT ISLAND BOOTHDimensions and Use of SpaceThe entire Cubic Content of this booth may be used, up to the maximum allowable height, without any back wall Line-of-Sightrestrictions. A typical maximum height range allowance is 16ft to 20ft (4.88m to 6.10m), including signage. The entire Cubic Contentof 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.PAGE 5 of 15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateISLAND BOOTHAn Island Booth is any size booth exposed to aisles on all four .096M)20'FRONT VIEWPLAN VIEWISLAND BOOTHDimensions and Use of SpaceAn Island Booth is typically 20ft by 20ft (6.10m by 6.10m) or larger, although it may be configured differently. The entire CubicContent 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.PAGE 6 of 15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateEXTENDED HEADER BOOTH 20FT (6.10M) OR LONGERAn Extended Header Booth is a Linear Booth 20ft (6.10m) or longer with a center extended N VIEWLEFT SIDE VIEW8'1'4'(2.438M)8'8'8'4'8'5'4'FRONT VIEW5'20'10'10' X 20' EXTENDED HEADER BOOTHDimensions and Use of SpaceAll guidelines for Linear Booths apply to Extended Header Booths, except that the center extended header has a maximum height of8ft (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.PAGE 7 of 15 2019, International Association of Exhibitions and Events (IAEE)
IAEE Guidelines for Display Rules and Regulations2019 North American UpdateCUBIC CONTENT STYLECubic 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-backrule. It is common at certain types of exhibitions or events to eliminate the Line-of-Sight requirement for Linear, End-cap, andPeninsula 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 determinationmust be made as to responsibility for finishing
exhibitor name/booth number, dates the I&D company will need access to the booth, and the Association for Financial Professionals, Freeman, and Boston Convention & E
