IPC APEX EXPO

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, larger than 36 inches in diameter, may be used when they are permanently affixed to authorized displays. No helium balloons or blimps may be flown inside the building.  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. Helium gas cylinders for refilling must be secured in an upright position on safety stands with the regulators and gauges protected from damage.  No overnight storage of helium or compressed air cylinders in the building is allowed.  Mylar balloons are NOT allowed anywhere on the property.  Smaller air-filled balloons may be used for decoration and/or handouts.  Additionally, balloons cannot be released out of doors due to airport flight patterns in the area.  A cleaning fee will apply should balloons be left on the property after the event.

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.

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 Regulations before proceeding with the design of your exhibit. They are binding rules and regulations concerning the construction and operation of your exhibit.

Exhibiting Eligibility and Show Designation

An exhibitor must be either a manufacturer or independent representative of a manufacturer that produces products related to the topics covered in the event's technical programs, or that are used in relevant ancillary work, such as trade publications, associations, etc. Companies must have products that target the respective show audience to exhibit in the respective event and designated area.

IPC APEX EXPO is a co-located event, with electronics assembly exhibitors in the IPC APEX area and suppliers to bare board manufacturing in the IPC EXPO area.

Exhibitors must select booth space within their designation during the Initial Booth Space Assignment.

The space assigned is to be used solely for the exhibitor whose name appears on the application and it is agreed that the applicant will not assign, sublet or apportion the whole or any part of the space allotted.

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 26, 2018. All Exhibitor Appointed Contractors must submit their original Certificate of Insurance to Show Management by January 26, 2018. 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

  • Exits, entrances, air supply vents, ramps, sidewalks, hallways, stairways, elevators, escalators and aisle ways must be kept clear at all times. All fire exits and the illuminated exit signs above each must be clearly visible.  Exit doors, exit signs, fire alarm, fire protection valves, fire hose cabinets and fire extinguisher locations must be kept clear at all times.
  • Storage of any kind behind back drapes, display walls or inside the display areas is not allowed. All cartons, crates, containers, packing materials etc., necessary for repackaging, must be marked with an "Empty" sticker. Your General Service Contractor must remove the "empties" from the show floor.
  • All packing containers, wrapping materials and display materials must be removed from behind booths and placed in storage.
  • You are solely responsible for obtaining all necessary governmental approvals and associated costs of exhibit plans. A copy of the Fire Marshal approved floor plan must be submitted to your CSM prior to the show. You are responsible for submitting changes to the approved plan and obtaining approval by the Fire Marshal.
  • Covered booths exceeding 1,000 square feet require an interior automatic sprinkler system. A separate permit application is required.
  • Fire sprinkler systems must be installed by a California state licensed fire sprinkler contractor.
  • All manufactured homes must have two (2) means of egress.
  • All multi-level booths must be stamped by a Nevada licensed structural engineer and if the upper level is greater than 300 square feet, they must have two (2) remote means of egress.
  • All fully enclosed booths with enclosed rooms must have at least two (2) exits leading directly to the aisle.

These booths must possess a smoke detector and fire extinguisher for each enclosed area. The SDFD may require additional equipment.

  • If any exhibiting booths have multiple levels or room(s) with enclosures, visible notification must appear on the stairway(s) or outside the room. This notice must state the maximum occupancy permissible or total weight load allowable on the second story at one time. If the second story occupancy level allows more than ten (10) people at one time, a second stairway must be present.
  • All materials used in the construction of the booth and all decorative materials (drapery, table coverings, banners, foam board, signs, set pieces, etc. ) within exhibitor booths and those used for special events must be non-combustible or made flame retardant. Certificates of flame retardant treatment must be submitted to the SDFD along with samples of said materials prior to construction of booth. You must maintain copies of flame certificates on premises as the SDFD can require verification at any time. Utilizing cardboard boxes as parts of exhibits or displays is not permissible.
  • Foam plastic elements greater than ¼-inch thickness shall not be permitted. Fire resistant foam board signage, not greater than ½-inch thickness, is acceptable in exhibit booths.
  • Booth construction shall be substantial and fixed in position in a specified area for the duration of the show.
  • Aisles and exits as designated on approved show plans shall be kept clean, clear and free of obstructions.
  • Easels, signs, etc. shall not be placed beyond the booth area into aisles. Exhibitors must keep their booths and displays within the designated perimeters. Any violators will be made to move their exhibits.
  • Literature on display shall be limited to reasonable quantities. Reserved supplies shall be kept in closed containers and stored in a neat and compact manner.
  • Designated "No Freight" aisles are required. These aisles must be kept clear at all times during the move in and move out of trade shows.
  • A separate submittal for Hot Works Event Permit is required for exhibition welding, soldering, brazing and the like. Full scale oxy-acetylene welding will not be permitted. Please see the SDFD website for more information on Hot Work operations.
  • Fire hose cabinets, fire extinguishers and any safety equipment may not be covered or obstructed in any way.
  • Fire Strobes are located 12 feet up on each side of every column. These strobes cannot be covered or obstructed at any time.
  • Non-display vehicles cannot remain on the exhibit floor. Attendees will not have access until all non- display vehicles exit the show floor.
  • The painting of signs, displays or other objects are strictly prohibited inside of the facility or on San Diego Convention Center grounds.
  • 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.
  • 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 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.
  • 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.
  • The SDFD may exercise the right to assign a fire detail to the premises, at your cost.

General Fire/Safety Guidelines for Liquid or Gas Fueled Vehicles or Equipment in Assembly Buildings

Guidelines for Compressed Gas Containers, Cylinders and Tanks

SDCC shall be informed of any compressed gas containers, cylinders or tanks a minimum of two weeks prior to being brought into the Center.

Compressed gas cylinders are subject to approval by the SDCCC and San Diego Fire-Rescue, Fire Marshal's office.

Material Safety Data Sheets must be provided to the SDCCC and San Diego Fire-Rescue, Fire Marshal's office prior to bringing compressed gases into the San Diego Convention Center.

Portable compressed gas containers, cylinders and tanks shall be marked in accordance with CGA C-7 (legible labels to identify product from different directions).

Upright storage

Compressed gas containers, cylinders and tanks, except for those designed in a horizontal position, and all compressed gas containers, cylinders and tanks containing non liquefied gases, shall be stored in a position with the valve end up. An upright position shall include conditions where the container, cylinder or tank axis is inclined as much as 45 degrees from the vertical.

Securing gas containers, cylinders and tanks

Shall be done by one of the following methods:

  1. Securing containers, cylinders and tanks to a fixed object
  2. Securing containers, cylinders, and tanks on a cart or other mobile device designed for the movement of compressed gas containers or cylinders
Falling objects

Compressed gas container, cylinders, tanks and systems shall not be placed in areas where they are capable of being damaged by falling objects.

Caps and plugs

Caps and plugs required on containers and cylinders when not in use.

Leaks, damage or corrosion

Leaking, damaged or corroded compressed gas containers, cylinders and tanks shall be removed from service by approved qualified persons.

Wiring and equipment

Compressed gas containers, cylinders, tanks and systems shall not be used for electrical grounding.

Compressed gas containers, cylinders and tanks to have shut-off valve in the closed position after event hours.

No overnight or off hours storage of compressed gases inside the convention center exhibit halls. Compressed gas containers, cylinders and tanks shall be stored outside the exhibit halls in ured area. EXCEPTION: Security guard to patrol area where gases are kept on at least on an hourly basis.

A warning sign shall be placed near or on the compressed gas container.

"Caution ASPHYXIANT" to be provided by the fire marshal.

Compressed gas containers shall be limited to 45 cubic feet.

For static display inside the exhibit halls; compressed gas containers, cylinders or tanks shall be emptied and be provided with labeling identifying the type of gas.

Final approval shall be required by a member of the San Diego Fire-Rescue, Fire Marshal's office.

Good Neighbor Policy

Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the size of the exhibit. Exhibitors are requested to use the good neighbor policy when designing exhibit space as to not impede with neighboring exhibitors.  Exhibitors should also ensure their booth structure, exhibit components and hanging signs are compliant with the event display regulations.

Upon request from IPC show management, exhibitors will be required to furnish IPC show management with such diagrams with the understanding that these diagrams may be shared with exhibitors adjacent to their booth.

Hazardous Materials

All parties affiliated with your event are prohibited from possessing, storing, or bringing onto the property materials that constitute hazardous materials (as defined by federal, state and local law) unless the hazardous materials are possessed and used in compliance with all federal, state and local laws. You will indemnify us for any possession, storage, transportation and use of such hazardous material for any reason whatsoever. All outside contractors/vendors are required to have a material safety data sheet (MSDS) on any hazardous chemical that they bring into the facility, so that appropriate action can be taken to inform and protect our employees.

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 February 28, 2018, 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.

Submit Meeting Authorization Form

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

The floor load limits in the exhibition halls are 350 lbs. per square foot.  Any exhibit exceeding this limit will require special handling to distribute the load.

Lottery Numbers

Lottery numbers cannot be exchanged between companies nor reassigned. During the previous event, exhibitors were invited to draw a lottery number for the next event. Lottery determines the order exhibitors are assigned during the Initial Booth Space Selection. Trade and ancillary companies are exempt from drawing a lottery number.

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, Scooters and Carts

Recreational motorized/mechanical vehicles and scooters are not allowed within the facility. 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 26, 2018. 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 26, 2018 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, 2018. 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 Total Transportation Logistics Inc.) must check in no later than 12:00 pm on Saturday, March 3, 2018 in order to avoid force. Exhibitors must begin their dismantle by 8:00 am on Friday, March 2, 2018 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, 2018— 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.

Show Directory Listings

Each Contracted exhibitor receives one full listing in the printed Show Directory, and a complete My APEX EXPO Planner listing.

Additional listings are available for purchase to current exhibitors only and may only list parent or daughter companies and/or brand name products/services that are owned or solely sourced in North America by their company. Note, exhibitors may not purchase a listing for a product or service that can be provided by multiple companies (as in the case of a distributor and/or manufacturer's representative).

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

Union Labor

San Diego is NOT a “right-to-work” state.  The installation and dismantling of prefabricated displays comes under the jurisdiction of the Teamsters union.  Union Labor is available to assist in the installation and dismantling of exhibit booths.  Exhibit labor, freight and rigging labor, electricians and plumbers can be arranged for at established rates, which can be found in the exhibitor service manual.

Exhibit Labor Jurisdiction

Teamsters union exhibit labor claims jurisdiction for the installation, dismantling, and first cleaning of prefabricated exhibits and displays.  However, exhibitors may set up their own exhibit display if one person can accomplish without the use of hand tools.  The Union’s jurisdiction does not cover the placement of your products on display, the opening of cartons containing your products, nor the performance, testing, maintenance or repairs of your products.

Exhibitors are not permitted to use tools of any type (screwdrivers, hammers, electric drills, power saws, etc.) on booths of any size.

When union labor is required, you may provide your company personnel to work along with a union installer on a one to one basis.  All company working personnel must have proof of employment with the said exhibiting company.  If the exhibiting company chooses to hire an EAC for install and dismantle they are required to use local union members.

Material Handling/Freight Handling Jurisdiction

The Teamsters have jurisdiction over all unloading and reloading of materials.  The union also has jurisdiction over the operation of all material handling equipment — this includes all dollies and hand trucks.  It also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment as well as the reverse process.

An exhibitor may “hand carry” material provided they do not use any material handling equipment to assist them. When exhibitors choose to hand carry material, they may not be permitted access to the loading dock/freight door areas.  Items must be carried by hand, by one person.

Gratuities/Breaks

Tipping is expressly prohibited.  This includes such practices as giving money, merchandise, or other special consideration for services rendered.  Do not give coffee breaks other than mid-morning and mid-afternoon, when the union has a 15 minute paid break.  Meal Breaks are one hour.  Any attempt to solicit a gratuity by an employee for any services should be reported immediately to Shepard Exposition Services.

In General

Exhibitors do not have to respond to grievances or complaints from union and trade personnel with respect to work jurisdictions. Please refer all such disputes and/or questions to Shepard Management personnel immediately.

Safety

Safety of everyone working in the hall is of our utmost concern at all times. Standing on chairs, tables and other rental furniture is prohibited.  This furniture is not engineered to support your standing weight.  Shepard Exposition Services cannot be held responsible for injuries or falls caused by improper use of this furniture.  If assistance is required in assembling your booth, please order labor on the Labor Order Form included in the exhibitor service manual and the necessary ladders and tools will be provided. 

Vehicle Displays

Automobiles or other fuel powered vehicles of any nature must adhere to the following guidelines:

  • Fuel in the thank shall not exceed ¼ of h tank capacity
  • Vehicles shall not be fueled or refueled within the building
  • Batteries to be removed or disconnected in an approved manner
  • Locking gas caps or cap sealed with tape
  • Ignition keys removed & keys delivered to event security.
  • Propane tanks to be removed
  • Visqueen or other protective covering approved by San Diego Convention Center placed underneath the vehicle.
  • At least 30” clear access or aisles must be maintained around the vehicle.
  • A drip pan under the vehicle’s drive train (motor to differential).
  • Vehicles shall not be moved during show hours.
  • Floor plans must indicate where vehicles are to be located

Exhibitor/Show Management is responsible for obtaining SDFD (San Diego Fire Department) permits. SDFD reserves the right to alter the above requirements without prior notice.