Booth Set up and Display Rules & Regulations

Information about your booth:

The exhibits are located in the Rosen Centre Hotel, which has multi-color carpeting. Ordering additional or custom carpeting is optional.

Booths will be set with 8′ high black back drape and 3′ high black side drape.

Each booth space includes (1) identification sign. No substitutions or credits are allowed.

IMPORTANT:

All displays must be set by 6:00 p.m. on Monday, April 22, 2024. Freight will be removed from the floor by 6:00 p.m. on Monday. Exhibitors who experience delays getting to the Expo Hall in time to be set before 6:00 p.m. must contact Natalie Merkert at n.merkert@closerstillmedia.com as soon as possible.

On Tuesday, April 23, the exhibit area must be show-ready by 9:00 a.m. No exhibitor materials may be in the aisles, and all trash must be hand-carried by the exhibitor to an outside receptacle. To avoid disrupting neighboring booths, exhibitors needing to modify their booths or do late set up AFTER show opening must keep all materials within their purchased booth space (nothing in the aisles) or wait until after the Expo Hall closes. Anything requiring contracted labor or EACs must wait until after the Expo Hall closes. Refunds will not be given to companies who arrive late.

Security & Protecting Your Valuables

Security is in place primarily to check for attendee badges before Expo entry and as a presence to inhibit behavior outside of our code of conduct. Your team is responsible for your personal and company property. Do not leave personal and/or company property unlocked or unsecured – this includes all Expo hours, move-in, and move-out, as well as when the Expo is closed. When the Expo is closed, main access doors are shut, and security is posted at the door; however, they are not responsible for the security of your personal or company property.

You can hire your own security to watch over your booth and/or materials when the Expo is closed at your own expense through the hotel. If you choose to hire security, you must notify Show Management at least 30 days in advance so we can plan for access and passes. Hotel management recommends that all exhibitors carry company insurance to cover theft, loss, or damage of all their belongings and standard trade show liability coverage.

Hand Carry Items

An exhibitor may move material that can be hand-carried by one person from the exhibiting company in one trip without using dollies, hand trucks, or other mechanical equipment.

Balloons

Helium balloons smaller than 36 inches in diameter are not allowed, but smaller air-filled balloons may be used for decoration and/or handouts. Large helium-filled balloons may be used only if they are securely anchored. No helium balloons or blimps may be flown inside the building. Mylar balloons are not allowed anywhere on the property. Mylar balloons or décor are prohibited in the Expo hall, even if filled with a non-helium filler. Mylar itself is not permitted. No variances will be given due to local and venue restrictions.  Helium gas cylinders must be secured upright on safety stands with gauges protected from damage. No overnight storage of helium or compressed air cylinders in the building is allowed. Balloons cannot be released out of doors due to airport flight patterns in the area. A cleaning fee may apply should the balloons be left on the property after the event. Please advise your CSM if you are using balloons.

Competitive Events

As a professional courtesy to your fellow exhibitors, conference presenters, event sponsors, and event management, competitive events are prohibited. Exhibitors/sponsors should refrain from holding events (receptions, dinners, presentations, entertainment, etc.) with 10 people or more within a 10-mile radius of the event location that conflicts with the published conference and Expo schedule – including pre-cons.

Additional Catering