Welcome to Snowbound Expo 2024
We are delighted that you have chosen to exhibit and look forward to welcoming you to the event.
To ensure your exhibiting experience is as smooth as possible we have created this exhibitor manual. It explains the practical aspects of exhibiting and lists all the services and facilities available at the exhibition.
Please remember that it is important that any designers or contractors involved in your participation see the forms and information that relate to their responsibilities.
Finally, this handbook is not designed to replace our personal service. If you have any questions, require special assistance or extra explanation regarding any aspect of the show then please do not hesitate to contact us.
We look forward to seeing you at the event.
Ed Wyre
Operations Manager
Tel: +44 (0) 1743 606744
Email: USA@maelstromeventsolutions.co.uk
Exhibitor Passes
Please register passes for your booth staff at this link:
EXHIBITOR WARNING
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.
Example:
MARKETING
Now is the time to promote your presence at this expo to your customer database. Invite them all to the occasion using your dedicated FREE ticket code. The codes will be switched off soon (the marketing team will communicate when) so please ensure you are sending invitations out now. You can use marketing materials to post on your social media or add a link into your newsletter. www.snowboundexpo.com/marketing-materials If you need assistance with marketing your presence or would like to discuss a bespoke campaign, please contact [email protected].
Please see more information in the ‘Promotion’ section of this manual.
Contents
- The Exhibition Team
- Exhibition Timetable
- Quick Reference Guide to Contractors
- A-Z of Service and Regulations
- Regulations for Booth Building
- Health & Safety
- Form Checklist
The Exhibition Team
Ed Wyre
Operations Manager
E-mail: [email protected]
Tel: + 44 (0) 1743 606744
General Service Contractor (GSC):
Willwork Global Event Services
Email: [email protected]
Tel: +1 (774) 568-5425
Willwork Service Kit: Click Here
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 Director
[email protected]
Exhibition Timetable
| Exhibitor Move-in | Hall Open |
| Thursday, November 14 (exhibits larger than 400 sqft with prior approval) Thursday, November 14 (all exhibitors) Friday, November 15 | 9:00am – 9:00pm 1:00pm – 9:00pm 8:00am – 1:00pm |
| Expo Open Days* | Show Open Hours |
| Friday, November 15 | 3:30pm – 9:00pm |
| Saturday, November 16 | 10:00am – 7:00pm |
| Sunday, November 17 | 10:00am – 4:00pm |
| Exhibitor Move-Out | Hall Open |
| Sunday, November 17 | 4:30pm – 10:00pm |
| Monday, November 18 | 8:00am – 12:00pm |
*Exhibitors will be able to access the exhibition hall 1 hour before the published Expo Opening time on each open day (except for Friday 14 November where access is from 08:00am)
Please note that any items left in the halls after 12:00pm Monday, November 18 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.
EXHIBITOR CHECKLIST
| Task | Deadline | Link/Section |
| Register exhibitor staff* | 14 November 2024 | Click here |
| Ordered furniture | 14 October 2024** | Furniture |
| Ordered power | 24 October 2024** | Electrical |
| Ordered AV | 14 October 2024 | AV |
| Ordered graphics | 14 October 2024** | Graphics |
| Booked accommodation | ASAP | Accommodation |
| Submitted stand plans (space only booths only)* | ASAP | Booth plan approval |
| Notification of Exhibitor Appointed Contractor (EAC) (space only booths only)* | ASAP | Notification of Exhibitor Appointed Contractor |
| Completed Sampling documentation*** | ASAP | Sampling |
| Declared items of special interest | ASAP | Items of special interest |
| Understood move-in/loading dock procedures | 14 November 2024 | Move-in/Loading Dock |
| Promoted presence at show | Ongoing | Promotion |
**to achieve discounted rates order by this date
***if sampling food and/or beverage products
Quick Reference Guide to Contractors
Click on the name of the service you require to take you to the relevant Order Form:
| Accommodation Options | The Westin Boston Seaport | Booking Link: | Booking Link |
| Omni Boston at the Seaport | Booking Link: | Booking Link | |
| The Hyatt Place, Boston Seaport | Booking Link: | Booking Link | |
| Audio Visual | Lumens AV | Email: Order Form: | [email protected] AV Order Form |
| Carpet/Floor Covering | Willwork | Tel: Email: Order Form: | (774) 568-5425 [email protected] Exhibitor Order Form (page 21) |
| Catering | Levy Restaurants | Tel: Email: | 617-954-1184 [email protected] (Abigail) |
| Customs Clearance / Storage / Shipping & Forwarding | Willwork | Tel: Email: Order Form: | (774) 568-5425 [email protected] Exhibitor Order Form (page 7) |
| Electrical | Signature Boston | Email: Ordering Guide: | [email protected] View exhibitor pack here (page 62) |
| Furniture | Willwork | Tel: Email: Order Form: | (774) 568-5425 [email protected] Exhibitor Order Form (page 17) |
| Graphics & Booth Design | Willwork | Tel: Email: Order Form: | (774) 568-5425 [email protected] Exhibitor Order Form (page 41) |
| IT Services | Signature Boston | Email: Ordering Guide: | [email protected] View exhibitor pack here (page 67) |
| Rigging / Hanging Signs | Maelstrom Event Solutions | Email: | [email protected] |
| Booth Plan Approvals | Maelstrom Event Solutions | Email: | U[email protected] |
| Plumbing Services | Signature Boston | Email: Ordering Guide: | [email protected] View exhibitor pack here (page 76) |
A-Z of Service and Regulations
Access Hours | Accommodation | Audio Visual Equipment | Balloons & Inflatables | Breakdown | Build-up | Candles | Carpet | Car Parking | Catering | Children | Common Areas | Complex Structures | 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 | Height Restrictions | Indemnification | Insurance | Internet Access | Management Office | Material Handling / Drayage | Noise & Music | Notification of Exhibitor Appointed Contractor (EAC) | Removal of Exhibits | Rigging | Sampling | Security | Set-up | Pipe & Drape Standard Booth | Smoking | Booth Plan Approval | Storage | Unusual Exhibits / Activities | Vehicle Displays | Venue Information
Access Hours
Access to the Boston Convention & Exhibition Center (BCEC) 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.
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 BCEC. 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.
| The Westin Boston Seaport | Booking Link: | Booking Link |
| Omni Boston at the Seaport | Booking Link: | Booking Link |
| The Hyatt Place, Boston Seaport | Booking Link: | Booking Link |
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.
Audio Visual Equipment
Lumens AV has been appointed the official AudioVisual contractor for the exhibition.
If you require any equipment during the show please click here for the Order Form or contact [email protected]
Balloons & Inflatables
Use of helium or balloon gas filled balloons are not allowed in the BCEC.
Breakdown/MOVE-OUT
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. Your team will need to work with the Willwork staff and ensure your drivers check-in with the team at the marshalling yard and await instruction.
We strongly advise you do not leave any items unattended in your booth. Expo Management and Boston Convention & Exhibition 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 (Willwork) and supply an Outbound Bill of Lading form.
Build-up/MOVE-IN
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 stands must be finished by 1:00pm on Friday 14 November to allow time for the venue cleaning staff to clear the aisles of rubbish before the show opens.
Please also see:
- Loading Dock location
- Material handling/drayage
Candles
Candles are prohibited.
Car Parking
There are numerous parking facilities around the BCEC as well as metered parking on a first-come, first-serve basis. Click here for an extensive list of parking options.
The BCEC have 3 passes that they are now offering to all exhibitors, please see the descriptions below:
All Show Pass– This pass is valid from the first day of move-in through the last day of move-out. It entitles the exhibitor to a 1-day discount on parking if bought in advance. This pass also guarantees the exhibitor parking on site as well as in and out privileges in the South Lot.
Event Days Only– This pass is valid for event days only (not for move-in and move-out days). During these days, the exhibitor will be guaranteed in and out privileges as well as a guaranteed spot in the South Lot.
Move-in and Move-out Days Only– This pass is valid for move-in and move-out days only (not for event days). During these days, the exhibitor will be guaranteed in and out privileges as well as a guaranteed spot in the South Lot.
Please note that for this event the parking rate is in the amount of 25.00 per day.
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.
Your booth does not come with carpet or furniture as standard but we have some upgrade packages available to you at a reduced rate which can be added to your booking.
Options are:
| Package A | Pipe n’Drape + Carpet |
| Package B | Pipe n’Drape + Carpet + Table + 2 chairs |
| Package C | Pipe n’Drape + Carpet + High Table + 2 stools |
The carpet colour for the upgrade packages is Grey.
If you would like to add one of these upgrade packages to your stand, please contact Stuart Dacre [email protected] to discuss.
Bespoke flooring and/or labor to install flooring can be ordered through the general service contractor, Willwork.
Catering
Levy Restaurants has exclusive food and beverage distribution rights within the BCEC and has the responsibility to the City of Boston to strictly regulate any food and beverage activity within the BCEC. 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.
Please also see “Sampling”.
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.
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.
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.
Any multi story booths must be approved in advance with the Client and Public Safety venue team as well as have a sprinkler system in the booth space. Please contact the BCEC team to arrange a sprinkler and suitable water supply.
If you would like to speak to someone regarding your Booth design please contact: Ed Wyre [email protected]
Customs and Excise
All deliveries to the exhibition from outside the US must be accompanied by the relevant paperwork.
You are advised to contact, Willwork, 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. Please see the Willwork Exhibitor Pack for more details.
Delivery of Exhibits
All exhibits and materials must be delivered prepaid, direct to the Convention Center on Thursday, November 14, 2024 from 9am to 4pm 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:
Boston Convention & Exhibition Centre
C/O Will Work – Hall C
Snowbound Expo 2024
Exhibitor Name and Exhibitor Booth #
415 Summer Street,
Boston, MA 02210
The BCEC will NOT RECEIVE exhibitor materials prior to November 14, 2024 as they do not have sufficient storage space or personnel. If you choose to ship to the BCEC and your shipment arrives prior to Thursday, November 14, 9am, Willwork will not be on site to receive and it could be turned away.
The official appointed contractor is:
Willwork
Tel: (774) 568-5425
Link to order form
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.
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.
Electrical Contractor
The Massachusetts Convention Center Authority (MCCA) is the exclusive provider for all electrical services within the BCEC. They have a comprehensive range of electrical and installation services available.
Exhibitors can submit Electrical orders online at www.signatureboston.com. More information can be found in the BCEC Exhibitor Guide.
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.
The MCCA electricians bring the power to the booth, but do not distribute it to specific locations within the booth. You can choose to hire labor from the General Service Contractor, Willwork, to perform this work for you. Upon your request, Willwork will run flat extension cords under your carpet to distribute power to specified locations. You will need to coordinate this with Willwork before the start of the show.
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
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 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.
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.
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. They will have a dedicated ‘room’ on the show floor within Hall C.
Freight Forwarding & Storage
Willwork
Tel: (774) 568-5425
Link to order form
Furniture
Willwork has been appointed as the official furniture contractor for the show. Order early to take advantage of advance order discount rates.
Graphics / Signage
Exhibitor signage options are available from Willwork. Order early to take advantage of advance order discount rates.
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.
Height Restrictions
Pipe & Drape Booth Package
We will be using Pipe & Drape for the exhibition. Pipe & Drape Booths will have an 8ft black drape at the back of the booth and a 3ft black 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 Ed Wyre [email protected].
Indemnification
The Exhibitor agrees to protect, save and keep Raccoon Media Group, Willwork, Boston Convention & Exhibition Centre 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 Willwork 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.
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 and proof of insurance will be required.
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 MCCA is the exclusive provider of internet services. To order a hard wired connection please visit www.SignatureBoston.com. More information can also be found in the BCEC Exhibitor Guide.
ITEMS OF SPECIAL INTEREST
Please advise show management as soon as possible if you are planning to demonstrate/retail items of special interest on your booth.
Examples may include but are not limited to; weapons (including knives used for crafting/sculpting), vehicles, interactive demonstrations (e.g. VR, physical activities, massages, simulators etc) and cooking demonstrations.
If you think your booth may include an item of special interest, please get in touch at the earliest opportunity to ensure you do not experience any delays onsite, or are prevented from undertaking your activity altogether. Contact: [email protected].
LOADING DOCK
The BCEC loading dock is located on the western side of the facility, accessed from Cypher Street then West Service Drive.
Please note exhibitors using POVs parking in the loading dock area will be limited to 20 minutes to offload.
What Three Words location: https://w3w.co/rides.demand.battle
Management Office
The Expo Management office is located within the exhibition hall. The office will be open from 8:00am each day throughout the Expo open hours.
Material Handling / Drayage
For any material handling/drayage needs please consult Willwork.
Willwork is the exclusive provider of material handling services.
Willwork Contact Details:
Willwork
Tel: (774) 568-5425
Link to order form
Work Rules Require that the official material handling contractor Willwork off-load all equipment and display material from commercial carriers/common carriers or van lines. The use of fork trucks, pallet jacks and lift gates are permitted only by personnel of the official material handling contractor.
Exhibitors are allowed to perform their own material handling provided they meet the following criteria:
- Personnel performing the work must be bonafide, full time company employees of the exhibiting company.
- They must be off loading from a POV (Personal Owned Vehicle) owned by personnel of the exhibiting company. All trucks, including co-owned or rental vehicle, over 24 ft in length will be off loaded or loaded by Willwork, the official material handling contractor.
- They may use only hand operated equipment, which they have provided: two-wheeled hand truck are permitted. The use of fork trucks, pallet jacks, lift gates or any other mechanical equipment is not permitted by anyone other than the official drayage contractor, Willwork.
Noise & Music
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. Any exhibitor wishing to play music must have the appropriate ASCAP/BMI licenses in place. Please see https://www.ascap.com/ for more information.
Notification of Exhibitor Appointed Contractor (EAC)
It is requested that exhibitors with Space Only sites notify both Show Management and Willwork 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.
Please complete page 37&38 of the Willwork exhibitor pack for any appointed contractors you have working on your stand The unpacking, installation, dismantling, and packing of displays and equipment may be done by full-time employees of registered show exhibitors. If an exhibit requires more than one half hour to install or dismantle, Union personnel must be used from the Official Service Contractor, Willwork Global Event Services (Willwork), or an authorized Exhibitor Appointed Contractor (EAC) that is signatory to Teamsters Local 25. The official labor contractor for the exposition, Willwork, will have skilled craftsmen to assist exhibitors who wish to hire labor to perform these services. Arrangements for all temporary labor should be made through Willwork, the official service contractor. Official labor order forms are included in the exhibitor service manual.
PROMOTION
HOW TO EXHIBIT WITH IMPACT – YOUR CHECKLIST
- Make your booth visible to visitors, be loud, engaging & fun!
- Entice visitors to speak to you with promotional options: Discounts, Competitions, Interactive activities ‘try outs’
- Set goals for your booth, give staff targets and incentives for being on the booth ie. #conversations #sales #data sign ups
- Train your booth staff to be proactive and engaging with visitors. No one likes the booth with staff sat at their laptops or phones.
- Share your social media handles on your booth artwork. Organise a selfie competition or create reasons for visitors to tag your handle in posts
- Bring famous brand ambassadors to the expo and have them do meet & greets on your booth
- Release product lines in time with the expo to create sales impact and work to engage the press for more publicity
- Smile and post on your social media through out the expo
INSPIRATION FOR BOOTH ACTIVITIES!
- Beer pong and competitions
- Bands & music
- Basic Simulators or Gym machines
- Arcade Game & Leaderboard
- Fashion show for your latest range
- Mini Fitness Area
- Live coaching sessions on your booth
- Spin the wheel competitions (these are usually popular so think outside the box)
- Selfie boards
- Guess the weight of X and win a giveaway
- Sprint sessions
- Mascot on your booth
- Dancing/Singing entertainment
- Skittles/bowling
- Retro/vintage fashion displays
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 BCEC 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 (Willwork) and supply an Outbound Bill of Lading form.
Rigging
All Rigging at the venue must be approved by Expo Management. If you wish to hang anything above your booth please contact Ed Wyre [email protected]
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 BCEC Authorization Request within the BCEC Exhibitor Ordering Guide for info on Take-Away items and Buy-Out Fees.
Security
Security at the BCEC 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.
Set-up
Exhibitor move-in will take place as per the Exhibition Timetable. 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 Ed Wyre [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.
Pipe & Drape Standard Booth
Each 10’ x 10’ exhibit booth includes:
- 8’ high Black Back Wall Drape
- 3’ high Black 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.
You have Pipe & Drape included in your booth booking (unless you are an island site open on 4 sides). If you do not require this Pipe & Drape and would like it removing, please email Ed Wyre [email protected].
Your booth does not come with carpet or furniture as standard but we have some upgrade packages available to you at a reduced rate which can be added to your booking.
Options are:
| Package A | Pipe n’Drape + Carpet |
| Package B | Pipe n’Drape + Carpet + Table + 2 chairs |
| Package C | Pipe n’Drape + Carpet + High Table + 2 stools |
If you would like to add one of these upgrade packages to your stand, please contact Stuart Dacre [email protected] to discuss.
Alternatively, if you would like to discuss bespoke carpet and furniture requirements, Willwork will be able to quote you for these directly.
Smoking
The BCEC 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.
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.
Storage
There are no immediate facilities for the storage of boxes, packing cases, sales literature etc, unless you order Accessible Storage from Willwork. This is charged per skid with the option of items to be delivered throughout the event. Please see the Willwork exhibitor pack for more information.
We do recommend building some sort of storage option within your booth space for your convenience and aesthetic purposes.
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.
Vehicle Displays
Vehicles that are to be brought into the BCEC as part of a booth display must be preapproved. Please contact Ed Wyre [email protected] to discuss any vehicle display requests.
Vehicles will be subject to a move-in and move-out fee with the GSC. This is around $500 for the round trip, depending on the size of the vehicle.
Keys to start the vehicle, as well as any deactivation codes for security features, must be left with the Public Safety Department.
Motorized vehicles shall:
1. Be equipped with a locking (or taped) gas cap to prevent the escape of vapors. Fuel tanks shall not have more than three (3) gallons of fuel, or 1/8 tank, whichever is less.
a. Exceptions:
i. Recreational vehicles (RVs) may have up to ¼ tank of fuel
ii. Aircraft that is on standby status and is required to have a minimal fuel level as determined by the Federal Aviation Administration (FAA) such as MedFlight ®
2. Have at least one (1) battery cable used to start the engine, disconnected and the end of the disconnected battery cable, taped. It is preferred that the positive or “hot” cable be disconnected.
3. Not be moved during exhibit hours. Vehicles may not be started or operated within the exhibit hall for the first 15 minutes after the exhibit hall closes to the public for the day or final closing of the event. No vehicle may be operated on the exhibit hall without a lead person walking in front of the vehicle warning people of vehicle movement.
4. Fueling or defueling of vehicles is prohibited.
Venue Information
- BCEC Exhibitor Guidelines
- BCEC Loading Dock Layout
- Directions to BCEC Loading Dock (Commercial Vehicles)
- Directions to BCEC Loading Dock (Non-Commercial Vehicles)
Regulations for Booth Building
Booth Fitting Regulations
- 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.
- All booth structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
- If you have a booth package, all exhibits and booth fitting material must be contained within your shell scheme booth.
- Artificial flowers are highly flammable and give off toxic fumes. These must not be used for booth dressing.
- 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.
- 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.
- On Space Only booths, the name and booth number of the company exhibiting must be displayed prominently on each side of the booth.
- All work must be carried out using non-flammable material.
- 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.
- The design of the booth must be such that it can be erected and dismantled within the time available.
- 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 neighbouring 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 neighbouring 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 Code of Massachusetts Regulations – 780 CMR EIGHT EDITION (Building Code). The Massachusetts Department of Public Safety (DPS) has jurisdiction over all safety matters of the MCCA. Prior to the show opening or at any time during the event, the 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.
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.
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.
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.