3–5 November 2023 332 days to go! #SnowboundExpo

Welcome to Snowbound Expo 2022

This exhibitor manual is designed to help you plan a successful exhibition, to avoid any problems, and to enjoy a smooth, trouble-free event. Please do not hesitate to contact the management team if you have any questions.

Please ensure you read this manual in full and don’t forget to get your completed forms back to us by the stated deadlines.

This manual is NOT designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us.

Have a great Show!

Brenda Doll
Operations Manager

 

WARNING SCAMMERS:Exhibitors are being targeted by companies claiming to be, or working with, event management. They may use event branding and may appear genuine, trying to sell you data, directory inclusions or hotel booking services. Please note we do not sell our data to anyone and we have strict security procedures. If someone approaches you to sell services (including data, hotel bookings or booth building) and are not listed as an official contractor in this manual then please be vigilant and contact us if you have any concerns. Click here for further advice.

 


Contents


The Exhibition Team

Brenda Doll
Operations Manager
E-mail: [email protected]
267-421-2590

For all other inquiries, including Sales, PR & Marketing please contact the show Organizers:

Raccoon Media Group
2 Bell Court
Leapale Lane
Guildford
GU1 4LY
Tel: + 44 (0) 203 770 9303
Email: [email protected]

Stephen Morgan
Managing Director
[email protected]

Stuart Dacre
Commercial Director
[email protected]

Chloe Hyland
Marketing Manager
[email protected]

 

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Exhibition Timetable

Exhibitor Move-in Hall Open
Wednesday, November 16 (exhibits larger than 400 sq ft with prior approval)
Thursday, November 17
Friday, November 18Loading dock space for move-in is limited. Exhibitors driving to the expo with materials to unload from a privately owned vehicle must sign up for a time slot for unloading by completing this form.
12:00pm – 5:00pm
8:00am – 6:00pm
8:00am – 12:00pm
Expo Open Days Show Open Hours
Friday, November 18 2:00pm – 7:00pm
Saturday, November 19 10:00am – 5:00pm
Sunday, November 20 10:00am – 4:00pm
Exhibitor Move-Out Hall Open
Sunday, November 20 5:00pm – 10:00pm
Monday, November 21 8:00am – 12:00pm

Please note that any items left in the halls after 12:00pm Monday, November 12 will be considered trash and thrown away. Please note a charge will be levied for the removal of discarded items and the exhibitor/contractor responsible for the trash will be charged accordingly.

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Quick Reference Guide to Contractors

Click on the name of the service you require to take you to the relevant Order Form:

Accommodations Connections Housing BOOKING Link: https://book.passkey.com/event/50272698/owner/14227/home
Audio Visual Phone:  617-954-3333 Projection AV
AV Order Form
Carpet/Floor Covering Freeman Tel:
Website:
888-508-5054
https://www.freemanco.com/store/show/landing?showID=515935
Catering Levy Restaurants Tel: 617-954-2189
Cleaning Fax:
Email:
Customs Clearance/Storage/Shipping & Forwarding Freeman Tel:
Website:
888-508-5054
https://www.freemanco.com/store/show/landing?showID=515935
Electrical Hynes Convention Center Email:
Website:
[email protected]
www.signatureboston.com | view pack here
Furniture Freeman Tel:
Website:
888-508-5054
https://www.freemanco.com/store/show/landing?showID=515935
Graphics & Booth Design Freeman Tel:
Website:
888-508-5054
https://www.freemanco.com/store/show/landing?showID=515935
IT Services Hynes Convention Center Email:
Website:
[email protected]
www.signatureboston.com | view pack here
Rigging/Hanging Signs Brenda Doll Email: [email protected]
Booth Plan Approvals Brenda Doll Email: [email protected]
Water & Waste Hynes Convention Center Email:
Website:
[email protected]
www.signatureboston.com | view pack here

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A-Z of Service and Regulations

Access Hours | Accommodation | Audio Visual Equipment | Balloons & Inflatables | BreakdownBuild-up | Candles | Carpet | Car Parking | Catering | Children | Common Areas | Complex Structures | Contractor Passes | Customs and Excise | Delivery of Exhibits | Dilapidations | Distribution of Literature  | Electrical Contractor | Electricity Supply Timetable | Exhibitor Wristbands | Fire Safety | First Aid | Freight Forwarding & Storage | Furniture | Aisles | Graphics / Signage | Health and Safety | High Quality Cleaning Services | HVAC and Air Quality | Medical Personnel on Site | Height Restrictions | Indemnification | Insurance | Internet Access | Management Office | Material Handling / Drayage | Noise | Notification of Exhibitor Appointed Contractor (EAC) | Removal of Exhibits | Rigging | Sampling | Security | Set-up | Pipe & Drape | Smoking | Booth Plan Approval | Storage | Unusual Exhibits / Activities | Water & Waste


Access Hours

Access to the John B. Hynes Convention Center is restricted to the hours shown in the Exhibition Timetable. Exhibitors will be allowed onto the show floor one hour prior to opening and one hour after the exhibition closes.

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Accommodation

To secure the best available accommodation within your budget we recommend you book as early as possible. We have partnered with Connections Housing to provide you with hotel options in Boston within 2 miles of the Hynes Convention Center. Through this partnership, we are able to offer you the most competitive nightly rates at favorable hotels throughout the city and will strive to provide you with a smooth and effortless booking process when making your travel reservations. Click HERE to view your options and make a reservation.

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Audio Visual Equipment

has been appointed the official AudioVisual contractor for the exhibition.

If you require any equipment during the show please

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Balloons & Inflatables

Use of helium or balloon gas filled balloons are not allowed in the Hynes Convention Center.

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Breakdown

Please refer to ‘Exhibition Timetable’.

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your booth before this time. Please note that contractors will not be permitted into the halls until the visitors have left. In the interests of safety, exhibitors are asked to not continue with hospitality on their booths after the show closes.

Please note:
Traffic around the halls will be particularly busy during the first evening of breakdown.

We strongly advise you not leave any items unattended in your booth. Expo Management and Hynes Convention Center cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

If you are leaving items on your booth to be collected by couriers, you must notify the general service contractor (Freeman) and supply an Outbound Bill of Lading form.

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Build-up

The timetable for build-up is given under ‘Exhibition Timetable’. It is important that you contact us if you foresee any problems keeping to this schedule.

All exhibitors and contractors bringing vehicles to the venue for build-up and breakdown, who want to unload or load a vehicle on site, must book a time slot on the on-line booking system. (Link coming soon)

Please note the online booking system applies for anyone arriving on site – including any deliveries you may have booked from an external courier. It is the exhibitors responsibility so ensure they are aware of the system and have booked their delivery vehicle in.

All stands must be finished by 21.00 on Friday 22 October to allow time for the venue cleaning staff to clear the aisles of rubbish.

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Candles

Candles are prohibited.

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Car Parking

There are numerous parking facilities around the Hynes as well as metered parking on a first-come, first-serve basis.  Click here for an extensive list of parking options.

We recommend booking convenient and affordable parking in advance through SpotHero, the nation’s leading parking reservations app. To reserve your parking spot, visit the Snowbound Expo SpotHero Parking Page and book a spot with rates up to 50% off drive-up.

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Carpet

The exhibition hall is not carpeted.  Exhibitors may rent carpeting or lay their own floor coverings as long as no damages occur to the hall floor. Use of tape or other affixing needed must be done by an approved contractor. Flooring and/or labor to install flooring can be ordered through the general service contractor, Freeman.

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Catering

Levy Restaurants has exclusive food and beverage distribution rights within the Hynes Convention Center and has the responsibility to the City of Boston to strictly regulate any food and beverage activity within the Hynes. Due to strict regulations, any vendor sampling product within the above mentioned parameters must submit a sampling form to Levy Restaurants for approval. Order forms are available within the MCCA Exhibitor Ordering Guide: view pack here.

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Children

No person under the age of 18 will be admitted to the venue during the build-up or break down. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.

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Common Areas

All common areas must be kept unobstructed at all times. Contractors, exhibitors, their staff and agents must keep ALL common areas clear while building or dismantling booths, exhibits etc. All exhibits must be kept within the confines of the booth space and demonstrations must not cause undue congestion and/or obstruction of common areas.

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Complex Structures

A complex structure is any form of construction of any height which requires cross-bracing and/or would normally be designed by an engineer and/or has, through a risk assessment, been found to present significant risk. Structures over 12ft in height, multi-story booths and suspended items of 880lb and over are always treated as complex structures. Platforms and stages 23 inches or over in height, tiered seating and stairs are also considered complex structures. Such structures must have fully detailed Structural Calculations and/or a detailed Constructional Method Statement along with a suitable and sufficient Construction Phase Plan, Risk Assessment and Method Statement submitted at the same time as your booth plans. Full details must be submitted to Show Management for inspection at least 30 days prior to the exhibition. Please refer to the ‘Booth Plan Approvals‘ section for details of the full booth plan submission process.

Please note that no Complex Structure may be built without prior consent from Expo Management before the planning process takes place.

If you would like to speak to someone regarding your Booth Design please contact: [email protected]

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Contractor Passes

All EAC’s must register with Freeman by filling out the Exhibitor Appointed Contractor form. A certificate of insurance must also be provided to Freeman by the EAC.

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Customs and Excise

All deliveries to the exhibition from outside the US must be accompanied by the relevant paperwork.

You are advised to contact, ADCOM Worldwide at [email protected], who can undertake all the work on your behalf or a freight forwarder of your choice. It is in every exhibitor’s interest that they are aware of the customs procedure for temporary importation of exhibits.

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Delivery of Exhibits

All exhibits and materials must be delivered prepaid, direct to the Convention Center on Thursday, November 17, 2022 from 8am to 6pm only. All shipments must have a Bill of Lading showing number of pieces, weight, and description of merchandise. The goods should be clearly labelled as follows:

Hynes Convention Center
C/O Freeman – Hall C & D
Snowbound Expo 2022
Exhibitor Name and Exhibitor Booth #
900 Boylston St.
Boston, MA 02115

The John B. Hynes Convention Center will NOT RECEIVE exhibitor materials prior to November 17, 2022 as they do not have sufficient storage space or personnel. If you choose to ship to the Hynes and your shipment arrives prior to Thursday, November 17, 8am, Freeman will not be on site to receive and it could be turned away.

The official appointed contractor is:

Freeman
Tel: 888-508-5054
https://www.freemanco.com/store/show/landing?showID=515935

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Dilapidations

You are reminded that you will be charged for making good any damage to the hall or booth area, including the floor, caused by your staff or contractors. Under no circumstances can booth construction, graphics, etc be attached to the facility structure.

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Distribution of Literature

Distributing material such as printed or other cards, circulars or articles, is prohibited unless from your own booth. This includes the aisles surrounding your booth.

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Electrical Contractor

The Massachusetts Convention Center Authority (MCCA) is the exclusive provider for all electrical services within the John B Hynes Veterans Memorial Convention Center. They have a comprehensive range of electrical and installation services available.

Exhibitors can submit Electrical orders online at www.signatureboston.com.

As an exhibitor, it is your responsibility to order adequate power supply for your booth. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by MCCA electricians.

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Electricity Supply Timetable

Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations. Occasionally delays may occur due to the fact that adjoining stands are not complete and ready for inspection. During the full open days, power to stands will be from 08.00 each day until 30 minutes after the show closes. Any exhibitor needing electricity for the running down of machinery or working equipment etc. after the exhibition closes on the final day must inform the Organising Office of their requirements.

If you require power after the published build-up hours, you must notify the organiser’s office who can arrange this with the venue who will notify you of the charges.

Please remember to specify 24-hour electricity supply if this is required for refrigerators and/or computer equipment.

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Exhibitor Wristbands

All exhibitors working a booth on the Expo open days require an exhibitor wristband. Please register for you and your staff to get your exhibitor credentials for the expo using by using the code ‘EXHIBITORSNOW’ in the coupon box here. A wristband can then be picked up when arriving at the Expo entrance.  There is no limit to the number of staff credentials you can request. (Please note this form is for exhibition staff only – those who will need access to your booth before the doors open and to staff your booth throughout the weekend. These passes are not to be used for visitors. If you need guest passes for visitors please contact the marketing team)

Once you have registered using this link you will receive a dedicated confirmation message and a print at home pass. This will allow you quick access to the expo before the doors open for visitors.

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Fire Safety

Exhibits and decorative materials must meet the requirements of the Code of Massachusetts Regulations -780 CMR EIGHT EDITION (Building Code). Prior to the show opening or at any time during the event, the MCCA Public Safety Department or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense.

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First Aid

The Massachusetts Convention Center Authority’s (MCCA) Public Safety Department includes a staff of MCCA Public Safety Managers and Supervisors that are certified First Responders.

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Freight Forwarding & Storage

Show Management has appointed ADCOM Worldwide as the official freight forwarding contractor. They will be happy to advise you on all aspects of transporting your goods to and from the show.

ADCOM WORLDWIDE, email: [email protected]

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Furniture

Freman has been appointed as the official furniture contractor for the show. Order early on FreemanOnline to take advantage of advance order discount rates, place your order by October 20, 2022.

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Aisles

During the set-up and tear-down periods, Emergency Aisles will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a booth, furniture, or exhibits project beyond the boundary of the booth.

Doors or windows must not open outwards onto aisles. All doors must have vision panels. Exhibitors should not engage in any activity or employ any person or device that, in the opinion of Expo Management, tends to create unreasonable congestion in the aisles.

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Graphics / Signage

Exhibitor signage options are available from Freeman. Order early on FreemanOnline to take advantage of advance order discount rates, place your order by October 20, 2022.

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Health and Safety

Snowbound Expo is dedicated to providing a safe environment for all exhibitors and attendees. In accordance with government guidelines and local mandates, we will follow recommendations for capacity limits, physical distancing, increased sanitization and other safety protocols.

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High Quality Cleaning Services

The Massachusetts Convention Center Authority (MCCA) and our cleaning services partners are adhering to cleaning guidelines set forth by the CDC and the Massachusetts Department of Public Health. With the latest in cleaning technology at their disposal, including electrostatic sprayers and EPA-certified, hospital-grade disinfectants that disinfect surfaces in 60 seconds.

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HVAC and Air Quality

Rigorous measures have been taken to provide as much outside air circulation throughout buildings, utilizing the highest rated Merv Factor Filters.

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Medical Personnel on Site

The Massachusetts Convention Center Authority’s (MCCA) Public Safety Department includes a staff of MCAA Public Safety Managers and Supervisors that are certified First Responders.

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Height Restrictions

Pipe & Drape Booth Package
We will be using Pipe & Drape for the exhibition. Pipe & Drape Booths will have an 8ft grey drape at the back of the booth and a 3ft grey drape on the sides of the booth.

Space-Only
The height limit is a maximum of 12ft for all space-only booths where headroom permits. Any peninsula or space only booth that has a booth directly behind must mask the backside of any height above 8ft. Please note that Expo Management is not duty bound to notify other exhibitors should, at their discretion, a booth above 12ft in height be given Permission to Build.

Please note, if you do plan to build to the maximum construction height of 12ft (or in areas near to, or in, overhead restricted areas) then you must carry out a full site survey to ensure that the proposed booth will fit and there are no venue fittings imposing any height restrictions. All booths wishing to build above 8ft must be pre-approved by sending your booth diagram to [email protected].

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Indemnification

The Exhibitor agrees to protect, save and keep Raccoon Media Group, Freeman Decorating, the Hynes Convention Center and the Massachusetts Convention Center Authority harmless, including reasonable attorney fees from any damage, charges or fines imposed for violation of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the Convention Center, Raccoon Media and Freeman regarding the exhibition premises. And, further, the Exhibitor shall at all times protect, indemnify, save and keep harmless, including reasonable attorney fees, Raccoon, and the Convention Center against and from any and all loss, cost, damage, liability, or expense arising from or out of or by reason of violation of any provision of these rules or any accident of other occurrence to anyone, including the Exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or a part thereof.

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Insurance

As a standard requirement for all our exhibitors, it is necessary for you to carry general liability coverage with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Insurance Coverage is not optional. To make the process easier for you, the insurance cover has been arranged on your behalf with Rainprotection Insurance as part of your exhibiting booth contract.

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Internet Access

Free WiFi coverage is available across the Venue. While the venue’s Free WiFi service is suitable for sending emails, simple web browsing and accessing social networks, if you are an exhibitor who requires a stable IT connection as an integral part of your booth (and your equipment supports it)  we would always recommend you order a hard-wired connection, as it is still the most secure and reliable source of internet connection at the venue.

The MCAA is the exclusive provider of internet services. To order a hard wired connection please visit www.SignatureBoston.com.

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Management Office

The Expo Management office is located adjacent to the exhibition hall. The office will be open from 8:00am each day throughout the Expo open hours.

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Material Handling / Drayage

For any material handling/drayage needs please consult FREEMAN.

Freeman is the exclusive provider of material handling services. Order early on Freeman Online to take advantage of advance order discount rates, place your order by October 20, 2022.

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Noise

Please note that the use of microphones on booths is prohibited. Music or video audio must be kept at a level that will not cause offence or inconvenience to other exhibitors. Any music played or noise generated by any other means must be kept at a level of volume that does not cause disturbance to other exhibitors.

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Notification of Exhibitor Appointed Contractor (EAC)

It is requested that exhibitors with Space Only sites notify Show Management of their appointed contractors as soon as possible, if applicable. When briefing your contractor, please ensure that they are aware of the booth building regulations specific to this expo.

All EAC’s must register with Freeman by filling out the Exhibitor Appointed Contractor form by October 20. A certificate of insurance must also be provided to Freeman by the EAC.

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Removal of Exhibits

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your booth before this time. Please note that contractors will not be permitted into the halls until the visitors have left. In the interests of safety, exhibitors are asked to not continue with hospitality on their booths after the show closes.

Please note:
Traffic around the halls will be particularly busy during the first evening of breakdown.

We strongly advise you not leave any items unattended in your booth. Expo Management and Hynes Convention Center cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

If you are leaving items on your booth to be collected by couriers, you must notify the general service contractor (Freeman) and supply an Outbound Bill of Lading form.

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Rigging

All Rigging at the venue must be approved by Expo Management. If you wish to hang anything above your booth please contact [email protected].

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Sampling

Exhibitors planning any form of sampling of food/liquid products on their booth at the expo must advise Expo Management and complete the Levy Restaurants Sampling Form for authorization. Below are some key conditions to sample during the event:

Items dispensed are limited to products Manufactured, Processed or Distributed by the exhibiting companies.

All items are limited to SAMPLE SIZE and must be dispensed/distributed in accordance to Local and State Health Codes:

Non-Alcoholic Beverages are limited to a maximum of 4oz Sample Size

Food items are limited to “bite size”, not to exceed 2oz. portions or a 2oz. prepackaged samples.

All food/beverage items brought in are required by the Boston Health Department to have a temporary Health Permit. This includes pre-packaged food samples, samples not intended for consumption on the show floor, and bottled water.

If you do not meet the conditions listed above, please see the Levy Restaurants Hynes Authorization Request within the Hynes Exhibitor Ordering Guide for info on Take-Away items and Buy-Out Fees.

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Security

Security at John B. Hynes Veterans Memorial Convention Center is provided 24 hours a day, seven days a week, to ensure the safety of all people in the building. However, exhibitors should take care to ensure that their goods are safeguarded, particularly during build-up and breakdown times as these are extremely vulnerable times. We strongly advise all exhibitors to have a lockable counter unit (or area) on their booth for use during the show’s open hours, and then remove all valuables (especially small items or computers) from their booth overnight. Expo Management or venue cannot take responsibility for any item left unattended at any time.

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Set-up

Exhibitor move-in will take place on Thursday, November 17 from 8am-6pm and Friday, 8am-12noon. Please note, any labor ordered after 5pm will incur an overtime charge. Permission for earlier access, in exceptional circumstances only, may be granted at the discretion of Expo Management and the general service contractor. Please make requests to [email protected]

The unpacking, assembling, dismantling and packing of displays and equipment may be done by full-time employees of an exhibiting company. Exhibitors are allowed to set-up and/or dismantle their own booths, provided that they use their own bona fide, full-time employees. It is acceptable for exhibitors to safely use power tools to set-up and/or dismantle their own booths.

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Pipe & Drape Standard Booth

Each 10’ x 10’ exhibit booth includes:

  • 8’ high Grey Back Wall Drape
  • 3’ high Grey Side Rail Drape
  • (1) Wastebasket
  • (1) Booth ID Sign

All booth furnishings are the responsibility of the exhibitor. The Booth ID Sign will include the name of the exhibitor (as listed on the contract) and booth number.  Booth furnishings, including a basic accessory package that includes grey carpet, grey draped table or counter, and two chairs or stools, can be rented from Freeman. Additional furnishings or enhanced booth structures are also available here.

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Smoking

The Hynes is a non-smoking facility. Smoking of any tobacco product or electronic cigarette (“e-cigarettes”) including vaping is NOT allowed in the building at any time. Designated smoking areas are located outside the building.

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Booth Plan Approval

Fully detailed and scaled plans must be submitted for all Space Only booths. All plans and associated documentation must be submitted in English. No booth may be constructed on-site without official approval. Upon approval from Expo Management, no alterations can be made to the drawings submitted.

Plans should include:

  • All dimensions
  • Building materials to be used
  • A ground plan and elevation drawing
  • For complex structures, a full copy of the structural calculations

All plans should be sent 30 days prior to move-in to:
Email: [email protected].

If booth plans are not received together with the appropriate documentation from structural engineers (where necessary), booth building will not be allowed to begin until Expo Management, and where necessary the venue, has approved them.

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Storage

There are no immediate facilities for the storage of boxes, packing cases, sales literature etc, unless you order Accessible Storage from Freeman. This is charged per skid with the option of items to be delivered throughout the event. Please see the Accessible Storage Order Form for more information.

We do recommend building some sort of storage option within your booth space for your convenience and aesthetic purposes.

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Unusual Exhibits / Activities

If you are doing anything out of the ordinary within your booth, it is important that you notify expo management to make sure that all necessary permissions are sought from the venue, Local Authority or any other parties.

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Water & Waste

The official contractor for this service is John B. Hynes Convention Center and can be ordered via their online ordering link: view pack here.

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Regulations for Booth Building

Booth Fitting Regulations

  1. All advertising and logos must be within the specified height limits and must not be sited on back of dividing walls, especially where they overhang an adjoining booth.
  2. All booth structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
  3. If you have a booth package, all exhibits and booth fitting material must be contained within your shell scheme booth.
  4. Artificial flowers are highly flammable and give off toxic fumes. These must not be used for booth dressing.
  5. All booth structures must be completely self-supporting. Suspension may not be made from the roof of the halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
  6. It is the responsibility of the exhibitor to examine the site allotted pre-show in order to avoid costly adjustments to booth structures from any building obstruction or pillars, for which Expo Management cannot accept any responsibility.
  7. On Space Only booths, the name and booth number of the company exhibiting must be displayed prominently on each side of the booth.
  8. All work must be carried out using non-flammable material.
  9. Expo Management may, at the expense of the exhibitor, remove or alter anything in, on, or forming part of any booth if, in their opinion, it is desirable to do so in the interests of the exhibition.
  10. The design of the booth must be such that it can be erected and dismantled within the time available.
  11. Exhibitors are responsible for ensuring their booth contractor employs safe working practices.

Booth Fitting Regulations – Space Only Sites

If you have a space only site at the expo, you have a legal obligation to build your booth to the required booth standards as outlined by the Venue, Expo Management and Local Authority regulations, some of which are outlined below.

Space Only sites are not provided with any walling or furnishings. The Snowbound Expo adheres to booth construction guidelines developed by the International Association of Expositions & Events (IAEE).

Sightlines are enforced so take into consideration neighboring exhibitors when designing your booth. Please contact Expo Management to discuss any booth construction issues.

Platforms – the provision of a platform may be regarded as necessary in order to cover some electrical installations and is the responsibility of the exhibitor. The general height of the platform should be no more than 4 inches.

Open corners of booth floors and platform shall be splayed, rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards. Platform edges must be fully highlighted and the use of the platform must be included in the Risk Assessments.

Compliance with the Americans with Disabilities Act (ADA) is a legal requirement of public facilities. This law became effective in January 1992. It requires access for disabled persons at convention centers, and as necessarily follows, floor exhibits. It is the responsibility of the Exhibitor to be aware of, and be in compliance with, the rules set forth in this Act. Exhibitors are encouraged to provide exhibits that are accessible to all and barriers to none. In the absence of accessibility, each Exhibitor must assume the responsibility for making alternative arrangements to serve the needs of persons with disabilities.

Branding is not permitted on the back of walls that overlook neighboring exhibitors. Should there be a query regarding this onsite, Expo Management’s decision is final.

All speakers are to be positioned within the boundaries of the booth and angled so that they face inwards towards the center point of the booth. Noise output will be monitored on-site and Expo Management reserves the right to terminate any display causing a nuisance.

Barriers are required to protect exposed edges of stairs, landings, balconies and other changes of level exceeding 15inch.

Fire Safety

Exhibits and decorative materials must meet the requirements of the Fire Prevention Bureau f the City of Chicago. Prior to the show opening or at any time during the event, the Public Safety Department of the City of Chicago or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense. To contact the Fire Prevention Bureau please call 847-823-1134 ext. 280 or email: [email protected]

Exhibitors having pillars in their booths with a fire extinguisher or a fire hose on them are required to submit three (3) scaled floor plans of their exhibit to the Fire Department. Plans that are rejected will be sent back to the submitter for correction. Plans that are approved will also be sent back to the submitter and to the facility.

More details on the Public Safety Requirements can be found here.

Aisles

All displays and exhibit material must remain within inside the booth. Under no circumstances will exhibits, booth dressings, tables etc., be allowed to encroach into aisles. Offending items are liable, without warning, to be removed.

Storage

No excess stock, literature or packing cases may be stored on or around your booth.

COVID-19 TRANSMISSION – EXHIBITOR DUTIES & RESPONSIBILITIES

Raccoon Media Group take their responsibilities very seriously when dealing with this disease. As organizers we have taken numerous steps to ensure the overall show has the necessary measures in place to manage the risk of transmission.

This guidance is correct at the time of writing this document, however, given the constant research and new guidance please note that these are liable to be updated quickly and on an ad-hoc basis. Please ensure you stay up to date with the latest messaging and guidance from government.

COVID-19 – The Key Messages

Stay At Home Guidance – Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ guidance for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self- isolate.

Enhanced Cleaning and Hygiene– Enhanced cleaning and hygiene is essential for you, your staff and those that may come into contact with you during the event.

COVID-19 PRE-SHOW PLANNING

BOOTH DESIGN

Booth design should be considered to ensure acceptable social distancing. How are you controlling this space to ensure you do not become overcrowded?

The booth should be designed so that it can be as modular as possible. This means it can be constructed in such a way that the majority of the build can be conducted off site, ensuring that you limit the amount of time needing to be spent on site building.

Are there any planned meeting areas in your booth. These should be designed in a way to ensure social distancing and protection against spread. Do you need screens to separate people who are meeting?

Ensure that you pre-book as much as you possibly can. Try to minimize the amount of movements away from your booth during the show.

BOOTH MATERIALS/ PRODUCTS

When thinking about furniture can you order items that are not fabric to ensure they can easily be wiped.

Consider the amount of promotional products/ literature you require on site. This should be kept to an absolute minimum and where possible digital methods should be considered.

CONSTRUCTION ACTIVITIES

What is the least amount of time that your booth can be built in safely? Speak with Expo Management and agree times that you can build and breakdown your booth in a way that eases congestion and helps keep the people on site at any one time to a minimum.

It is vital that you brief all of your staff about the Site Rules and Regulations. These should be briefed in advance of coming on-site.

When planning your construction activities consider back-to-back or side-to-side working (rather than face-to-face) wherever possible.

All construction activities should be kept to a minimum and the booth designed to keep the number of people needed to build the booth to as few as possible.

SET-UP AND BREAKDOWN

No persons should come to site who have any of the recognized symptoms of COVID-19. Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ guidance. This should be for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self-isolate.

All booth activities should be confined to your space.

Limit the amount of unnecessary movements around the event site. Only trips to your vehicles, comfort breaks and meal breaks should be considered. Make sure you have on site contact details for all of your suppliers to reduce the need to leave your booth.

CLEANING AND HYGIENE

Consider the cleaning routines for your exhibit. Ensure that you are regularly cleaning and keep a note of when this has been carried out.

Encourage your staff to regularly handwash and give them sufficient breaks to be able to do so.

If there are any high touchpoints in your booth, please ensure these are factored into your regular cleaning.

Have a good amount of sanitizer in the booth for your staff and for any of your clients that may wish to use.

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Health & Safety (including control of the transmission of Covid-19)

All activities on-site (including but not limited to booth construction, demonstrations and breakdown) must comply with all current health & safety legislation.

Statement

It is the policy of Raccoon Events to endeavor to seek the co-operation of all concerned in order to achieve the highest booth standards, in all aspects of Health & Safety. It is important to ensure that safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their responsibilities whilst working at the exhibition.

As an Exhibitor, it is essential that you are aware of your obligations; as an Exhibitor, Contractor or Agency you have a duty to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonable practicable, for the health, safety and welfare of all employees and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also that of others working or attending the vicinity.

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Order Form Checklist

  1. Service kit and order forms (Freeman)
  2. Exhibitor Passes Exhibitors should use the code ‘EXHIBITORSNOW’ in the coupon box here to request their exhibitor credential wristband, which will be picked up when arriving at the Expo entrance. There is no limit to the number of staff credentials you can request. (Please note this form is for exhibition staff only – those who will need access to your booth before the doors open and to staff your booth throughout the weekend. These passes are not to be used for visitors. If you need guest passes for visitors please contact the marketing team)
  3. Book your hotel room
  4. AV Order Form

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