2008 Fresh Summit Exhibitor Service Kit
Booth Display Guidelines
Read These Regulations Carefully
These regulations as well as the Official Rules and Regulations are an integral part of the Exhibit Space Contract. Adherence is essential to having an orderly, fair, and safe show. Please read this information carefully as it is important that exhibitors are aware of these regulations and comply with them. Violations of these regulations may result in sanctions up to and including having your booth shut down. Repeat violations may cause you to lose priority points or be banned from participating in Fresh Summit.
Booth Type Guidelines
There are three types of booths available at Fresh Summit. If your booth is not an Island Booth (all Island Booths are 20 feet x 20 feet or larger), it is either a Linear (in-line) Booth or a Perimeter Booth.
Linear (in-line) Booth
A single 10' x 10' booth or two or more 10' x 10' booths in a straight line (including corner aisle booths)
- Exhibit fixtures and components are permitted to a maximum height of 8′3″ (2.5m) in the rear half of the booth and 4′ (1.2m) in the front half of the booth. Canopy supports or light fixtures that exceed 4′ (1.2m) in the front half of the booth may be no wider than 3 inches.
- Hanging signs and overhead lighting are NOT permitted.
- When three or more (10′ x 30′ or longer) Linear Booths are used as a single exhibit space, the 4′ (1.2 meters) height limitation applies to the portion of the exhibit space which is within 10′ (3m) of an adjoining booth.
- Unfinished and/or unsightly back walls or logos on the back wall must be draped off and paid for by that exhibitor.
- Floor in contracted exhibit space must be covered. Floor covering must consist of carpet, tile, or wood.
- Corner Linear Booths (those bordering the cross aisles) must conform to the height restrictions established for Linear Booths.
- Cross Aisle Booths are two sets of one or more Linear Booths which face one another across an aisle. All restrictions for Linear Booths apply. You may not carpet the cross aisle, hang or place signs over the cross aisle, or conduct business in the cross aisle. All decoration and business must be done within your rented space.
Perimeter Wall Booth
A single 10′ x 10′ booth or two or more 10′ x 10′ booths in a straight line (including corner aisle booths) located on the outer perimeter wall of the exhibit hall
- Exhibit fixtures and components are permitted to a maximum height of 12′ (3.6m) in the rear half of the booth and 4′ (1.2m) in the front half of the booth. Canopy supports or light fixtures that exceed 4′ (1.2m) in the front half of the booth may be no wider than three inches.
- Signs, banners, and towers are permitted to a maximum height of 12′ (3.6m). They must be floor supported and can not be hung from the ceiling. No hanging signs or overhead lighting is permitted.
- When three or more (10′ x 30′ or longer) Perimeter Booths are used as a single exhibit space, the 4′ (1.2m) height limitation applies to the portion of the exhibit space which is within 10′ (3m) of an adjoining booth.
- Floor in contracted exhibit space must be covered. Floor covering must consist of carpet, tile, or wood.
- Corner Booths must comply with all Perimeter Booth regulations.
Island Booths
A booth that is 400 square feet or larger and has aisles on all four sides
- Exhibit fixtures and components are permitted to a maximum height of 18′ (5.4m) in all halls.
- Hanging signs are permitted to a maximum height of 20′ (6m) in all halls.
- Overhead lighting is permitted only with prior approval from show management. Exhibitors intending to use hanging light systems should submit drawings to showmanagement@pma.com for approval at least 60 days prior to the first move-in day.
- No lighting, fixtures, lighting trusses, or overhead lighting are allowed outside the boundaries of the exhibit space. Lighting should be directed to the inner confines of the booth space and should not project onto other exhibits or show aisles.
- Multi-story exhibits require prior approval by the exhibit facility. A permit must be submitted to the exhibit facility at least 60 days prior to the first move-in day.
- Floor in contracted exhibit space must be covered. Floor covering must consist of carpet, tile, or wood.
Structural Integrity
All exhibit displays must be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibits, hall laborers, or installation and dismantling equipment such as forklifts. Displays must also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open.
Exhibitors and/or their designers must ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or sales literature to be displayed upon them.
Good Neighbor Policy
Every exhibitor has the right to be visible. Please be considerate of others in your planning. If you think you will encounter a problem on-site with a neighbor, call PMA Show Management and discuss the options.
Any exhibitor using audio or video content in their booth for the purpose of demonstrating equipment or otherwise hereby agrees that such content shall be appropriate for a general audience and agrees to refrain from using content that may be considered offensive to such an audience.
In the event of a complaint from any person regarding the content used by an exhibitor, Exposition Management will investigate and if, in the sole discretion of Exposition Management, such content is determined to be offensive, exhibitor agrees to cease using such content. In the event the exhibitor refuses Exposition Management’s request, or a subsequent complaint is filed against the same exhibitor, Exposition Management reserves the right to shut off the power to exhibitor's booth until the exhibitor complies with Exposition Management’s request. Repeated violations of this policy can, at Exposition Management’s discretion, result in expulsion from the show.
Booth Activity / Crowd Control
As a matter of safety and courtesy to others, booth demonstrations must be confined within the exhibit space so as not to interfere with traffic flow in the show aisles or encroach into neighboring exhibits. Booth activity includes sales presentations, product demonstrations, entertainment, celebrity appearances, characters, etc. Exhibitors must contract sufficient space in order to comply with this rule. Standing in aisles or in front of exhibit booths of other exhibitors, or intercepting those in attendance for advertising purposes, is strictly prohibited. Exhibitors are not permitted to solicit business in common areas, e.g., the lounge areas and the aisles.
If you are planning any type of booth activity for which you anticipate the gathering of a large crowd, you are responsible to assign booth personnel and/or hire security guards to manage crowd control and keep the aisles and neighboring exhibits clear. Exposition Management reserves the right to determine whether excessive crowds are in violation of this rule, and if so, will hire security to manage crowd control at the exhibitor's expense.
Fire Safety / Cooking Regulations
Fire regulations prohibit the storage of product, literature, or packing materials behind back drapes or under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the booth area, so long as these items do not impede access to utility services, create a safety problem, or look unsightly. All flooring must be fire retardant.
You must complete and submit written notice to the OCCC if you plan on cooking in your booth. Cooking and/or warming devices shall be electric and shall be UL or FM approved. Sterno may be used for warming trays. Cooking devices, warming devices, and/or heated products shall be isolated from the public by either placing the device a minimum of four feet back from the front of the booth or providing a plexiglass shield 18 inches high, ¼ inch thick across the front, and down both sides of the demonstration area. A 2-A, 10-BC (5lb. ABC) or 2-A, 40-BC fire extinguisher must be no more than thirty (30) feet from each cooking device. The use of open flames, decorative candles, or smoke-emitting devices is strictly prohibited. If you are unsure as to whether your cooking device is acceptable or would like to request an exception, please contact showmangement@pma.com.
Helium Balloons
Static helium balloon displays are permitted (if they are your product) after submitting a balloon waiver and filing a damage deposit with OCCC Exhibitor Services. A charge is assessed for each helium balloon that escapes. Helium balloons may not be used as giveaways. Helium tank storage inside the OCCC is prohibited. Please make arrangements with GES for storage of helium tanks outside of the building.
Vehicles
Any autos, trucks, motorcycles, or other motorized vehicles displayed must have their battery cables disconnected. The gas tank must either be taped shut or have a lockable gas cap and may contain no more than one-half (1/2) tank or ten (10) gallons of fuel, whichever is less. You must contact showmanagement@pma.com at least 30 days prior to the event if you wish to bring a vehicle on the show floor.
Strollers
For safety and liability reasons, strollers are not permitted on the show floor during set-up, tear-down, or show hours, regardless of affiliation or circumstances.
Alcoholic Beverages
With written permission from show management, alcohol may be served within the confines of your contracted space. Contact showmanagement@pma.com as soon as possible to submit a request for approval to serve alcohol.
Live Animals
All live animals are prohibited, with the exception of guide and service animals. No live animals may be used as attractions or as a mascot.
Security
PMA provides 24-hour hall and perimeter security to ensure as secure an environment as possible for exhibitors. Every reasonable effort is made to prevent losses. However, the exhibit floor is not completely secure and it is the exhibitor’s responsibility to take measures to avoid theft. It is strongly recommended that you hire guards and security cages to protect your displays and product at all times until outbound shipment is physically picked up.
Neither PMA nor GES is responsible for any theft of property.
The Produce Marketing Association (PMA) and its employees or contractors assume no liability for loss or injury due to theft, fire, accident, or any other destructive causes. We strongly suggest that you obtain a rider to your existing insurance policy to protect your booth/product from the time it leaves your warehouse to the time it returns. Please contact your insurance agent for details.
Should you experience a theft or security incident on-site, immediately proceed to the Security Office located on level two in room 214 to file a report. This is for documentation purposes only and is different from an insurance claim. Claims must be filed with your insurance provider, not GES or PMA.
Reprinted with expressed consent of IAEM from 2007 Update Guidelines for Display Rules and Regulations. Some guidelines/regulations deviate from the IAEM 2007 Update Published Guidelines.