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Event Rules & Regulations

Please refer to the second page of the exhibit space contract for additional rules and regulations which you accepted at the time of contracting for exhibit space.

Americans with Disabilities Act (ADA)

All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive and as reasonably accommodating as possible, to attendees with disabilities.  Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line 800-514-0301 and from the ADA Website at http://www.ada.gov.

Age Requirement

Individuals under the age of 18 (including infants) will not be permitted on the exhibit floor during move-in or move-out, regardless of affiliation or circumstances.

Affixing of Decorative Materials

Nothing may be taped, nailed, stapled, tacked or otherwise affixed to ceilings, walls, painted surfaces, fire sprinklers, columns or windows. Damages resulting from the improper use of these materials will be charged directly to the exhibitor.

Aisles

The aisles are the property of IPC Show Management. Aisles shall be completely clear and unobstructed during show hours.  No obstructions of any sort including tables and chairs.  In addition, any portion of a booth display, product, or demonstration may not extend into any aisle at any time. 

Alcohol

The consumption of alcoholic beverages is prohibited at all times in the exhibit hall other than during the show floor reception sponsored by IPC on Wednesday. Any alcohol found on the show floor will be confiscated by security and any intoxicated individuals will be escorted from the exhibit hall.

Attire

Company representatives (models, booth personnel, etc.) must be appropriately clothed and dressed in good taste at all times. Any representative wearing costumes or banners containing company advertising must wear an outer wrap any time they leave the exhibitor's booth. The use of "human arrows" is prohibited. Distribution of giveaways, handouts, and any type of promotion must be conducted within the confines of the exhibitor's booth.

Authority of Show Management

IPC Show Management shall have the power to adopt, amend and enforce all show rules, and regulations with respect to the kind, nature and eligibility of exhibitors adopted by it or set forth herein. Show Management has the power to enforce and amend all rules and regulations. IPC Show Management’s decision on such matters shall be final.

Badges and Exhibitor Personnel

Admission will be by official event badge only. Identification badges are not transferable. Only contracted exhibitors shall receive “Exhibitor” designated badges. Exhibitors’ customers and contractor personnel may not be badged as booth personnel. The exhibitor shall have an authorized representative present at the exhibition throughout all exhibit periods and during the installation and dismantling of the exhibit. False certification of an individual as an exhibitor’s representative, misuse of an exhibitor’s badge or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor will be just cause for expulsion from the event.

Balloons and Helium Filled Items

Helium balloons may not be distributed or sold inside the facility. Helium balloons may be used when they are permanently affixed to authorized displays. If helium balloons are released for any reason within the facility, labor costs associated with the removal of the balloons will be charged to show manage­ment at the prevailing rate. Helium balloons distributed outside the facility shall not be permitted inside the building. Additionally, helium balloons may not be released into the outside environment from the premises of the Convention Center.

Booth Size

In keeping with IPC’s mission to provide a cost-effective forum for the electronics interconnect industry, the maximum booth size for exhibitors is 1,000 square feet.

Carpeting

In order to maintain a professional show floor appearance, all booths must be carpeted or covered with an appropriate temporary floor covering.

Code of Conduct

Treat other exhibitors with the same respect that you would like to receive from them. Any unsportsmanlike, unethical, illegal or disruptive conduct such as tampering with another party’s exhibit or engaging in corporate espionage will not be tolerated. All such actions should be reported to IPC Show Management immediately. When such conduct is discovered, the offender will be immediately removed from the exhibition and the offenders’ company will be prohibited from participating in the Space Draw Lottery for the following year. Horse-play of any kind will not be tolerated during the event. Security has the authority to eject any person that is behaving in an unprofessional manner.

Copyrighted Materials

Each exhibitor is responsible for obtaining all necessary licenses and permits to use live or recorded music, photographs or other copyrighted material in the exhibitor’s booth or display.

Contests, Lotteries & In-booth Promotions

Exhibitors shall not conduct contests, raffles, lotteries or other promotional measures that require winner to be present at a specified location and time.

Damage to Property

Exhibitors are liable for any damage caused to building floors, walls, or columns to standard or rented booth equipment and to other exhibitor’s property. Exhibitors may not apply paint, lacquer, adhesive or other coatings to building floors, walls or columns or standard or rented booth equipment. Holes may not be drilled, cored or punched in any part of the building.
Exhibitors are responsible for damage to uncrated or improperly packed shipments, concealed damage, loss or theft of material after delivery to the booth or before material is picked up for return shipment. Exhibitors are required to file any reports of damage with the freight foreman prior to leaving the show.

Demonstrations

As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentation, audio visual presentations and demonstration areas to ensure compliance.

Exhibitors should exercise special caution should be taken when demonstrating machinery or equipment that has moving parts and should establish a minimum setback of 3ft (.91m) and/or install hazard barriers as necessary to prevent accidental injury to spectators. Additionally, demonstrations should only be conducted by qualified personnel.

Display Regulations

Please carefully review the Display Rules & Regulations before proceeding with the design of your exhibit. They are binding rules and regulations concerning the construction and operation of your exhibit.

Exhibitor Appointed Contractors (EAC)

Show Management, acting on behalf of all Exhibitors and in the best interest of the exposition, has appointed Official Service Contractors to perform and provide necessary services and equipment. Official Service Contractors are appointed to:

  • Ensure the orderly and efficient installation and removal of the overall exposition.
  • Assure the distribution of labor to all exhibitors according to need.
  • Provide sufficient labor to satisfy the requirements of exhibitors and for the exposition itself.
  • See that the proper type and limits of insurance are in force.
  • Avoid any conflict with local union and/or exhibit hall regulations and requirements.

The Official Service Contractors will provide all usual trade show services, including labor.  Exceptions are:

  • Supervision may be provided by the exhibitor.
  • The exhibitor may appoint an exhibit installation contractor or display builder.
  • Exhibitors must submit notification of any and all organizations, other than those designated as Official Contractors, who are proposed for the performance of any services for the exhibitor. All Exhibitor Appointed Contractor (EAC) labor must be pre-approved by Show Management.

If an exhibitor wishes to use the services of a contractor not on the official contractor list (with the exception of a carrier), the Exhibitor Appointed Contractor Notification Form must be completed by the exhibitor by January 10, 2012. All Exhibitor Appointed Contractors must submit their original Certificate of Insurance to Show Management by January 25, 2012. Admission to the show floor will be denied if EAC Notification and/or a Certificate of Insurance are not on file. Exhibitors and Exhibitor Appointed Contractors must adhere to the Exhibitor Appointed Contractors (EAC) Terms and Conditions.

Exhibits

Please be sure to review the display regulations before proceeding with the design of your exhibit and be sure to share this information with your exhibit house to ensure your booth is compliant — variances will not be granted for any booth regardless of circumstances. 

All curtains, drapes, decorations and decorative or construction materials are to be non-combustible or flame retardant. 

Any portion of the exhibitor’s booth including signs and graphics, must have the back side finished and must not carry identification or other copy that would detract from the adjoining exhibit.  All unfinished sides are to be covered at exhibitor’s expense so as to not appear unsightly. The exhibit shall not obstruct the view of adjoining exhibits nor be operated in any manner objectionable to other exhibitors. All lighting within the exhibit must be arranged and operated so as not to be distracting to adjacent exhibits.

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers or installation/dismantling equipment such as forklifts.  Displays should also be able to withstand moderate wind affects that may occur in the exhibit hall when freight doors are open. 

Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed. 

Fire & Safety

  • All show and exhibitor equipment must be UL approved. Extension cords shall be three-wire with ground and shall service one appliance or device. Multi-plug adapters must be UL approved and have an overload internal circuit breaker. Home-type “cube” taps are prohibited. Spliced wires are heat generators and are prohibited.
  • Cooking/warming devices shall be electric and shall be UL or FM approved. Cooking/warming devices and heated products need to be four (4) feet away from the front of the display or have a shield 18 inches high, 1/4 inch thick across the front and down the sides of the demonstration area. A 2A10BC fire extinguisher must be in the booth and readily available near the demonstration area.
  • The use of welding equipment, open flames, decorative candles or smoke emitting devices or material is prohibited. Exceptions may be made with prior approval by the Fire Marshal.
  • All display materials must be flame retardant according to California fire codes. A fire retardancy certificate of the display materials and the exhibitor booth construction must be posted or readily available within the exhibit. If smoke detectors are required for exhibit enclosures or for multi-level exhibit booths or if the Fire Marshal deems necessary, special fire watch coverage will be in effect and billable when the exhibit or show is closed for business.
  • Exits, entrances, air supply vents, ramps, sidewalks, hallways, stairways, elevators, escalators and aisleways must be kept clear at all times. Exit signs must be kept visible at all times. Fire extinguishers, fire protection valves and fire hose cabinets must be kept clear at all times.
  • The use of burning fluids, oils, camphene, liquid oxygen, ethylene, kerosene, gasoline or anything else of like nature is discouraged in the facilities. If your event absolutely requires the use of hazardous materials, maximum limits and controls will be placed on use of such materials. Those maximum limits and controls include our reserved right to curtail the use of the materials.
  • In the event that an alarm goes off, please know that we do not deactivate any alarm until the proper emergency response team is on-site, verifies the cause of the alarm and then deactivates the alarm. We operate at a maximum safety level that helps us to insure life safety. In case of an emergency following an alarm, we will activate our public address system and provide direction to everyone in the facility. When the public address system starts to operate, please listen and follow the directions. Doing anything else will increase the hazard and will put you and your attendees at risk.
  • Electrical equipment shall be installed, operated and maintained in a manner that does not create a hazard to life or property. Sufficient access and working space must be provided for all electrical equipment and must comply with current N.E.C. standards.
  • No spray painting is allowed on the premises.
  • No saw cutting is allowed inside the Convention Center.
  • The Convention Center does NOT allow any hard construction type of activities to be executed on the exhibit floor or within the building such as, but not limited to material sawing, painting, welding, soldering, etc. without PRIOR written approval.

Gas Cylinders

All gas cylinders must be securely fastened to a carriage or to a fixed location at all times and may be subject to Fire Marshal review.

Hospitality Policy (Meeting Rooms & Exhibitor Networking Functions)

For over 50 years, IPC has been consistent in its policy requesting that no one conduct or sponsor hospitality suites at IPC events. Any function that is not part of the “official program” is prohibited. The prohibited functions may include but are not limited to: banquets, breakfasts, luncheons, parties, hospitality suites, meetings, seminars, technical programs, sporting events, social functions or any other program during the event, from the first meeting to the close of the event.

What is allowed?

You are always allowed to meet with your employees and customers. However, any function during the “official program” and event hours is prohibited. Additional functions are allowed, with proper authorization:

  • Authorized exhibitor networking functions on Tuesday, February 28, after 6:00 pm.
  • Providing a place where only employees may eat lunch and/or unwind at the end of the day.
  • Staff meetings (training or informational).
  • Sales representative meetings (training or informational).
  • Meetings with your company's distributors or manufacturer's representatives.
  • Holding one-on-one customer meetings.
  • Treating a few customers, ten (10) people maximum (including staff) to a meal.

IPC official hotels are obligated, under the IPC contract, to notify IPC of any requests for function space at their property during the IPC APEX EXPO event. They will require an authorization letter from IPC Show Management in accordance with the IPC Hospitality Policy. Once you have received an authorization, all further correspondence regarding your meeting space and meeting requirements must be communicated directly with the hotel. You are responsible for booking your own meeting room.

Meetings and Exhibitor Networking Functions must receive prior authorization from IPC Show Management. Authorization for your Meeting or Exhibitor Networking Function must be obtained by completing the Meeting Authorization Form. Occasionally, more information is needed in order to process the authorization, which may cause a delay.             

Violations

Any company found in violation of the IPC Hospitality Policy will be subject to the following for the next year's event:

  • Company will be moved to the end of the space selection process (regardless of the lottery number drawn).
  • Booth size will be reduced by 50%.
  • Company may be barred from exhibiting altogether.

Intellectual Property

Each exhibitor is advised that its obligation under Section P. Copyright, Patents and Other Proprietary Intellectual Property of the exhibit space contract/application includes an affirmation that, to the best of its knowledge, it has the legal authority for its use of any intellectual property associated with any product or promotional material that it will display, offer or otherwise use in its exhibit at IPC APEX EXPO and it will not knowingly infringe on the intellectual property rights of another party.

Liability and Insurance

IPC Show Management and all organizations and individuals who are employed by or associated with them in connection with the exposition will not be responsible for injury that may occur to an exhibitor or an exhibitor's employees or agents, nor for the safety of any exhibit or other property against robbery, fire, accident or other destructive causes. Please review the exhibit space contract for further details.

IPC requires that each exhibitor maintain general public liability insurance against claims for personal injury, death or property damage incident to, arising out of or in any way connected with the exhibitor's participation in the exhibition, in an amount of not less than one million dollars ($1,000,000) for personal injury, death or property damage in any one occurrence. Such insurance maintained by the exhibitor must be issued by an insurance company reasonably acceptable to IPC Show Management, include coverage of the indemnification obligations of the exhibitor under the rules and regulations and shall name IPC, Shepard Exposition Services and the San Diego Convention Center as additional insureds.

Each exhibitor acknowledges that it is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as the exhibitor deems appropriate. Any policy providing such property insurance must contain an express waiver by the exhibitor's insurance company of any right of subrogation as to any claims against IPC and its representatives.

Lighting

Exhibit displays must not extend into adjacent booths or aisles. Flashing lights must be in good taste and not distract from neighboring exhibits.

Load Limits

Halls A, B & C floor load limit is 350 pounds per square foot distributed load and the Sails Pavilion is 150 pounds per square foot.

Machinery and Equipment

Operating machinery and equipment within the exhibit area must have necessary safeguards to protect the public from injury.

Merchandise Leaving the Show Floor

A business card will be required at the point of exit for any material being removed from the exhibit floor, other than material covered by a bill of lading.

Motorized Vehicles and Scooters

Recreational motorized/mechanical vehicles and scooters are not allowed within the facility.

Motorized Carts

For safety reasons, motorized carts including Segways, are not allowed in any public areas including the lobby. ADA needs will be accommodated.

Move-in Deadline

All booths must be occupied and completely set up by 5:00 pm on Monday, February 27, 2012. Shepard Exposition Services is authorized to "force set" any display that was delivered but not set up at this time at the exhibitor's expense. If exhibit space is not occupied by 5:00 pm on Monday, February 27, 2012 the space may be possessed by Show Management for such purposes as they see fit. Exhibitor will be billed for expenses incurred by IPC Show Management to carpet unoccupied space as a result of default in occupancy.

Move-out Deadline

Dismantling and move-out of exhibits may begin following the announcement from IPC Show Management at 2:00 pm on Thursday, March 1, 2012. No exhibitor will be permitted to pack or remove articles on display or any part of their exhibit prior to the closing of the exposition. Exhibitors who fail to comply with this rule risk being barred from exhibiting at the following year's event.

All carriers, other than the official carriers for the event (Shepard Logistics and Whittier Mayflower) must check in no later than 12:00 pm on Saturday, March 3, 2012 in order to avoid force. Exhibitors must begin their dismantle by 8:00 am on Friday, March 2, 2012 in order to avoid force labor.

IPC Show Management has the right, without incurring any liability for damage or loss, to order, at the exhibitor's expense, the dismantling, packing and shipping of the exhibitor's property if the exhibitor has failed to do so in the time allotted. Any exhibit materials remaining on the show floor at 12:00 pm on Saturday, March 3, 2012 — without a Material Handling form turned in to Shepard and a carrier on-site for pick-up — will be forced from the floor and either returned to the advance receiving warehouse or re-routed via the carrier of Shepard's choosing, at the exhibitor's expense.

Obstructions

Exhibitors are not allowed to obstruct the view, cause injury or adversely affect the displays of other exhibitors or of any aisles.

Occupancy

All booths must be staffed by badged exhibitor representatives during all open exhibit hours.

Off-hours Booth Activity

Off-hours Booth Activity, Media briefings, demonstrations, sales meetings or any kind of event involving held before or after show hours within an exhibitor’s booth must be pre-authorized by IPC Show Management.

Due to liability issues, attendees are not allowed in the exhibit hall during move-in or move-out. Private demonstrations can be held after show hours on Tuesday before or after show hours on Wednesday and before show hours on Thursday. All attendees must be badged properly and a badged member of your exhibit staff must escort the attendees to and from the booth.

Photography and Video Recording

Still photography and video recording of any exhibit or function is prohibited within the exhibit hall, meeting rooms and lobbies. This applies to both exhibitors and attendees. Show Management, the official show photographer and accredited members of the news media are exempt from this rule. Exhibitors are allowed to photograph or make video recordings of their own booth at any time. Attendees may also take photographs of a particular booth, provided they are accompanied by a badged exhibitor for that booth.

Products/Services to be Exhibited

No exhibitor shall exhibit or permit to be exhibited in the space allotted to him any goods or services other than those specified in the application when approved by IPC. Nor shall it exhibit or permit to be exhibited therein, displays or advertising material of any sort bearing any name or form of advertisement other than its own.

Selling on the Exhibit Floor

Exhibitors may sell their products directly to attendees on the show floor. However, exhibitors must abide by city and state laws and are solely responsible for the collection and remittance of any sales or other taxes.

Signage and Graphics

All signage and graphics must stay within the confines of the booth and not protrude into the aisles or into adjacent booths. Any portion of the exhibitor’s booth including signs and graphics, must have the back side finished and must not carry identification or other copy that would detract from the adjoining exhibit. 

Smoking

The Convention Center is a non-smoking facility. By state law and in the interest of public health, the San Diego Convention Center has adopted a non-smoking policy. There are designated areas outside the building where smoking is permitted.

Sound Levels

Mechanical or electrical devices which produce sound must be operated so as not to prove disturbing to other exhibitors. The sound/noise emanating from a booth may not exceed an average of 80 decibels as measured from mid-aisle. Show Management has the right to enforce this rule to continue to maintain a fair exhibiting environment to all exhibitors.

Space Usage and Allocation

The space applied for is to be used solely for the exhibitor whose name appears on the contract. It is agreed that the exhibitor will not assign, sublet or apportion the whole or any part of the space allotted.

Storage

Storage of any kind behind back drapes, display walls or inside the display areas is strictly prohibited. All cartons, crates, containers, packing materials, etc., necessary for repackaging, must be marked with an “EMPTY” sticker, and removed by the General Service Contractor.

Literature on display shall be limited to one day's worth of product. Reserved supplies shall be kept in closed containers and stored in a neat and compact manner.

Suitcasing Policy

IPC does not permit solicitation from non-exhibiting companies. Any individual that is observed participating in activities to solicit or sell products to event attendees or exhibitors without having a booth at the event (which is known as suitcasing) will be asked to leave immediately and will be banned from attending or exhibiting at IPC APEX EXPO for one year for the first offense and five years for the second offense. Please report suitcasing activities to IPC Show Management immediately.

Union Labor and Work Agreements

EXHIBIT LABOR JURISDICTION – DECORATORS UNION

This union claims jurisdiction over all set-up and dismantling of exhibits including signs and laying of carpet.  This does not apply to the unpacking and placement of exhibit merchandise. You may install and dismantle your exhibit display only if it can be completed by one, full-time employee and can be accomplished within an hour’s time without any use of tools.

If your exhibit preparation, installation, and/or dismantling requires more than an hour or more than one laborer, you must use union personnel supplied by Shepard Exposition Services. Please use the Labor Order form included in this manual for ordering labor.

MATERIAL/FREIGHT HANDLING JURISDICTION – TEAMSTERS UNION

This union claims jurisdiction on the operation of all material handling equipment, all unloading and reloading and any handling of empty containers. An exhibitor may move their materials only if it can be hand-carried by ONE person in ONE trip without the use of dollies, hand trucks or any other mechanical equipment.

Vehicle Displays

Vehicles on display must adhere to the following rules:

  • No more than 1/4 tank of gas or five gallons, whichever is less.
  • A locking gas cap or tape over the gas cap.
  • Batteries shall be disconnected in an approved manner.
  • A drip pan under the vehicle’s drive train (motor to differential).
  • Keys delivered to event security.
  • Vehicles shall not be moved during show hours.
  • Refueling is prohibited in the facility.
  • Floor plans must indicate where vehicles are to be located.