Railway Interchange 2015 Exhibitor Rules & Regulations Exhibit
Contents
1. REMSA or Railway Interchange 2015 this includes trade press Professional models may be used to distribute information but they must be tastefully dressed and may only distribute information within the confines of the Exhibitors own contracted display area 13 Moving Pictures Slide Projectors Music The use of moving pictures projectors or music will be permitted subject to control of Trade Show Management Any sound emanating from a booth will be allowed only if unobjectionable to neighboring Exhibitors or Trade Show Management All audio and visual displays shall be subject to ordinance regulations of the City of Minneapolis and in compliance with the union requirements as to the operation and maintenance Glaring lights or objectionable lighting effects are also banned Loud speaker systems will not be permitted 14 Lighting Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting e No lighting fixtures lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space e Exhibitors intending to use hanging light systems should submit drawings to exhibition management for approval e Lighting including gobos should be directed to the inner confines of the booth space Lighting should not project onto other exhibits or exhibition aisles e Lighting which is potentially harmful such as lasers or ultraviolet lighting should comply with facility2. The entire cubic content of this booth may be used up to the maximum allowable height without any back wall line of sight restrictions A typical maximum height range allowance is 16 ft to 20 ft including signage The entire cubic content of the space may be used up to the maximum allowable height Double sided signs logos and graphics must be set back ten feet from adjacent booths PLAN VIEW SPLIT ISLAND BOOTH d Corner Booth A corner booth is any booth at the end of an isle which has an aisle on two sides where two aisles intersect The maximum height of 8 ft is allowed only in the rear half of the booth with a 4 ft height restriction on all materials in the remaining space forward to the aisle However when three or more booths are combined and used as a single space the 4 ft height limitation is applied only to that portion of exhibit space which is within 10 ft of an adjoining booth e End Cap Booth An end cap booth is at the end of a row of booths has aisles on three sides and is made up of two booths The maximum back wall height is 8 ft only in the rear half of the booth and within 5 ft of the two side aisles End cap booths have a 4 ft height restriction on all materials in the remaining space forward to the aisle END CAP BOOTH f Peninsula Booth A peninsula booth has aisles on three sides and is made up of four 10 ft x 10 ft booths There are two types of peninsula booths 1 one which backs up to a linea
3. collectively Indemnified Parties from and against any claims demands actions suits judgments losses damages including but not limited to lost profits and other actual compensatory direct punitive and exemplary damages expenses penalties fines sanctions court costs litigation costs and attorneys fees collectively 10 Claims arising out of or relating to any destruction of or damage to any property or natural resource any injury to or death of any person or any environmental pollution or contamination whatsoever where such destruction damage injury death pollution or contamination collectively Actions actually or allegedly arises from the activities of RSI REMSA or its Exhibitor s any action or omission of Licensee or its Exhibitor s while on or about the Property pursuant to this License or the exercise the rights herein granted Except as assumed by RSI REMSA pursuant to Section 8 2 BNSF agrees to the fullest extent permitted by law to indemnify the officers directors employees and agents of RSI REMSA from and against any Claims arising out of or relation to Actions arising from the activities of BNSF and other Indemnified Parties on or about the Property during the term of this License 8 A Exhibitor shall acquire at its own cost 1 Workers Compensation Insurance or its equivalent with statutory limits with Coverage B Employer s Liability 2 Comprehensive General Liabilit
4. be located where they might obstruct or mar the view of the neighboring exhibits and are subject to prior approval by Show Management Price or Sold signs may not be displayed Exhibitors desiring to use any unusual sign including overhead signs exhibit or display material must submit a rendering thereof to RSI REMSA no later than July 1 2015 and must receive prior written approval of the same by RSI REMSA Without exception Exhibitors are required to submit a rendering of their track space to Show Management The rendering must include the placement and height and width of back and side walls and all large objects to be displayed Exhibits must be approved by the Fire Marshal Renderings must be submitted to Show Management by July 1 2015 15 Decorating Exhibitors will as far as possible decorate and prepare their areas so as to present a neat and attractive appearance All decorations shall be subject to approval of Show Management 16 Catalogs Souvenirs etc Distribution of an Exhibitor s printed materials is strictly confined to his own space and no other except such trade publications as the technical press who are members of RSI REMSA Exhibitors may hand out their catalogs or circulars from their exhibition booths only and will in no case distribute any such literature in locations and areas where meetings of the railroad associations are in session Soliciting of subscriptions of any kind will not be perm
5. be ordered on forms furnished for such purposes No other contractors will be permitted in the convention center Exhibitors will be billed by the Association s authorized contractors and bills must be paid before the exhibition closes Any disputes arising between Exhibitors and authorized contractors must be referred to Show Management Safety All personnel at track site during move in and move out must wear hard hats and safety shoes as required by the BNSF Railway Company Freight Arrangements for freight requiring special handling at the rail yard should be made at least 30 days before move in Special handling includes labor and or machinery needed to move large equipment The exhibitor must contact the official decorator to schedule these requirements Failure to plan for these services could cost exhibitors considerable money time and the inability to display their material as planned Questions Contact your host association below REMSA Exhibit Sales Urszula Soucie Director of Trade Shows amp Operations 202 715 2921 soucie remsa org RSI Exhibit Sales Railway Supply Institute RSI Amanda Patrick Exhibits Manager 202 347 4664 patrick rsiweb org
6. for without process of law and restore possession of said space to itself for such purposes as it may deem advisable 7 A Further Show management reserves the right to cancel this contract in the event the Exhibitor becomes insolvent or bankrupt or in the event a receiver is appointed this contract shall not be considered any part of the assets of the Exhibitor 8 Indemnification and Insurance The Exhibitor hereby assumes all risk of loss damage or injury by whatever means to person or property by reason of the condition of the leased premises or by reason of the management control or operation thereof and hereby releases and holds harmless RSI and REMSA and any of its officers agents employees staff members or committees and the parties listed on Attachment A hereto their owners employees or representatives their successors and assigns from any and all liability for loss damage or injury by any person whomsoever from any cause whatsoever and the Exhibitor does further agree to indemnify and hold harmless the aforementioned their successors and assigns against any and all claims for such loss damage or injury by whomever sustained from any cause whatsoever Further Exhibitor agrees to the fullest extent permitted by law to indemnify and defend the officers directors employees and agents of Burlington Northern Santa Fe LLC BNSF Railway Company and the subsidiaries successors assigns and affiliates of each
7. hanging signs banners truss chain motors and overhead lights Labor required for assembly and hanging of all signs and box theatrical truss will be provided through Freeman As Freeman has the liability for hanging signs and truss their labor is exclusive to this service 31 Medical Emergencies The host associations have arranged for on site emergency medical personnel to staff the convention center s first aid center beginning with the first day of move in through the last day of move out For emergencies during events contact your event coordinator and facility security at 612 335 6040 32 No Suitcasing Policy Please note that while all meeting attendees are invited to the showcase any attendee who is observed to be soliciting business in the aisles or other public spaces in another company s booth or in violation of any portion of the Exhibition Policy will be asked to leave immediately Additional penalties may be applied Please report any violations you may observe to Show Management Show Management recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite a restaurant club or any other public place of assembly For the purposes of this policy suitcasing violations may occur at venues other than the exhibition floor and at other events Show Management must be informed of any hospitality suites and expressed consent must be received prior to the ev
8. rules and be approved in writing by exhibition management e Lighting that spins rotates pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring Exhibitors or otherwise detract from the general atmosphere of the event 15 Care of the Premises The Exhibitor its employees representatives or contractors are responsible for any damage they may cause to the exposition facility No nails hooks tacks screws or similar items are permitted to be placed on walls or any part of the premises Exhibitors will be liable for any damage 16 Care of Exhibit Space The Exhibitor will care for and keep in good order its exhibit space If such space or other space on the trade show premises is damaged by the acts or omissions of the Exhibitor the Exhibitor must pay such sum as necessary to restore said space to the same condition it was in when first occupied 17 Minors No minors persons under 18 years of age are allowed in the exhibit areas or loading dock during move in or move out During show hours minors must be accompanied by an adult 18 Fire amp Safety All Exhibitors must comply with all federal state and municipal codes that apply to places or buildings of public assembly All materials used in display construction or decorating should be made of fire retardant materials and be certified as flame retardant Helium balloons helium tanks open flames and explosives are not per
9. Railway Interchange 2015 October 4 October 6 2015 Minneapolis Convention Center Indoor Exhibits BNSF North Town Yard Outdoor Exhibits Minneapolis Minnesota C merckange 2015 Exhibitor Rules amp Regulations Exhibit Space Guidelines REMSA Railway Supply Institute IMPORTANT DOCUMENT Please read the general show information carefully and keep as a reference All Exhibitors are contractually required to abide by these rules Section 1 General Indoor Exhibit Space Rules amp Regulations Section 2 Indoor Exhibit Configurations amp Guidelines Section 3 Outdoor Exhibit Space Rules amp Regulations Section 4 Outdoor Exhibit Space Display Guidelines Section 5 Installation amp Dismantle Schedule RAILWAY SUPPLY ane as REMSA Support Connection Advocacy 425 Third Street SW Suite 920 500 New Jersey Avenue NW Suite 400 Washington DC 20024 Washington DC 20001 p 202 347 4664 f 202 347 0047 p 202 715 2921 f 202 204 5753 www rsiweb org www remsa org Section 1 General Indoor Exhibit Space Rules amp Regulations 1 Exhibit Space Rental A check payable to RSI or REMSA or credit card information for 25 of the total amount of exhibit space must be provided at the time of application Adjustments will be handled after definite allocation of space has been made Final payment for Exhibit Space must be made by April 1 2015 If completed payment is not made booth space will be reassigned and de
10. be brought into the convention center or sold without the express written consent of the convention center Exhibitors may however distribute small enticement candies and mints An order form for booth catering appears in a separate section of the Exhibitor Service Manual 28 Hand Carried Items During move in and move out periods there are no self unloading areas available on the loading dock Exhibitors wanting to hand carry items must bring them in using the front door of the Minneapolis Convention Center 29 Handicapped Attendees The convention center is able to provide systems for the hearing impaired and wheelchairs Hearing enhancement equipment is available from First Aid wheelchairs are available in First Aid or by contacting the Minneapolis Convention Center s Guest amp Security Services at 612 335 6257 More information about services for the handicapped in Minneapolis can be found online at http www minneapolis org sites default files u7 pdfs Acces sibility Guide pdf 30 Labor Guidelines Exhibit Installation and Dismantling Freeman has an agreement with the Carpenters Union to provide labor for the installation and dismantle of exhibit displays Fulltime employees of exhibiting companies however may install dismantle their own exhibits without assistance from this local Any labor services that may be required beyond what a company s regular fulltime employees can provide must be rendered by the Uni
11. biting and Freeman are named as additional insured as to all commercial general liability commercial automobile liability and umbrella liability insurance coverage provided under such policy or policies and further agrees that such insurance as is designated hereunder shall be written for not less than the following limits of liability Commercial General Liability e 2 000 000 general aggregate e 1 000 000 each occurrence limit Commercial Automobile Liability if bringing any type of vehicle to display or set up display e 1 000 000 combined single limit bodily injury and property damage or equivalent including hired and non owned auto liability Umbrella Liability e 1 000 000 combined singled limit bodily injury and property damage Workers Compensation Such insurance shall be in the amounts required by statutory workers compensation requirements and employer s liability limits of e 500 000 each accident Waiver of Subrogation With respect to general liability and Workers Compensation insurance a waiver of subrogation in favor of REMSA or RSI use the association name with whom your company is exhibiting the City of Minneapolis and Freeman is required 20 Indemnification Requirements It is agreed that Exhibitor is participating in the Trade Show at its sole risk and neither RSI nor REMSA Trade Show Management nor the City of Minneapolis shall be liable to Exhibitor for any loss damage or injury to property of E
12. d in a straight line and have other exhibitors on their immediate right and left leaving only one side the front of the booth exposed to the aisle Linear booths are commonly 10 ft x 10 ft and more than one booth space may be reserved to make a larger linear booth A maximum back wall height limitation of 8 ft is the norm Regardless of the number of linear booth used i e 10 ft x 20 ft 10 ft x 30 ft etc display materials must be arranged in such a way as to not obstruct sight lines of neighboring exhibitors The maximum height of 8 ft is allowed only in the rear half of the booth space with a 4 ft height restriction on all materials in the remaining space forward to the aisle When three or more linear booths are used as a single exhibit space the 4 ft height limitation is applied only to that portion of the space which is within 10 ft of an adjoining booth b Island Booth Aisle An island booth is any booth or combination of booths that have aisles on all four sides of the booth Island booths are usually 20 ft x 20 ft or larger although there may be different configurations The entire cubic content of the space may be used up to the maximum height allowed by trade show management usually in the range of 16 ft to 20 ft AISLE 6 096M 0 l PLAN VIEW ISLAND BOOTH c Split lsland Booth A split island booth is a peninsula booth which shares a common back wall with another peninsula booth
13. definite allocation of space has been made Final payment for Exhibit Space must be made by April 1 2015 If completed payment is not made booth space will be reassigned and deposit will not be refunded 2 Failure to Make Payment If the Exhibitor fails to make any payment as provided in the Application and Contract for Exhibit Space and or these Rules and Regulations the Exhibitor thereby forfeits all rights in and to the use of exhibit space 3 Allocation of Space Applications for space should be sent to the association with which your company is best affiliated RSI or REMSA Trade Show Management reserves the right to accept or reject applications for space and to make changes in the space plans Upon allocation of space under this contract Trade Show Management will issue its Exhibitor Service Manual to all Exhibitors who must comply with the instructions contained therein Exhibitors agree to comply in all particulars with the decisions rules and regulations adopted by Show Management regarding the allocation of space services to be rendered and the general conduct of the exhibition 4 Use of Space An Exhibitor shall not assign or sublet any part of the space allotted to it The space shall only be used by the Exhibitor to exhibit equipment and products sold by it in the regular course of business No person firm or corporation can exhibit or distribute any literature or advertising matter containing the names or
14. describing equipment and products of anyone who is not a member of RSI REMSA All Exhibitors must keep their products equipment and display material within the space allocated to them RSI REMSA_ are non profit organizations therefore there shall be no solicitation of orders or sale of any equipment or products nor will there be any sale or price signs displayed on the premises This exhibition shall be purely educational and informative with the intention of improving the efficiency safety maintenance and operation of railroads based upon the latest research and development 5 Unoccupied Space amp Exhibitor Cancellation Any space remaining unoccupied on the opening day or at any time during the exhibition may be re rented by RSI REMSA at its option and the Exhibitor who had previously contracted for such space agrees to pay RSI REMSA any loss occasioned by such re rental or the entire contract price if such is not subletted In the event of cancellation by an Exhibitor show management shall determine an assessment covering the reassignment of space prior services performed and other damages related to cancellation according to the following schedule e Prior to April 30 2015 25 of total contracted space cost e May 1 July 31 2015 50 of total contracted space cost e After August 1 2015 100 of total contracted space cost 6 Cancellation of Exhibition In case the premises reserved for the exhibition or any port
15. ed by Exhibitor under the terms of the Contract including the Rules and Regulations and the Other Rules 21 Loss and Damage RSI REMSA shall not be responsible or liable for disappearance loss or damage of any materials appliances merchandise or property of the Exhibitor or for personal injuries that may be sustained by the Exhibitor or by the Exhibitor s employees occurring at any time to during or after the close of the exhibition and Exhibitor waives and releases all such claims if any against the sponsoring Association its officers agents and servants 22 Security Services RSI REMSA_ will provide responsible watchmen police and fire protection throughout the convention days and use every reasonable means for such protection to Exhibitor but shall in no case be held responsible for loss or damage from fire theft or other causes 23 Exhibitor Appointed Contactors Any contractor who has not been chosen by Trade Show Management to provide services for the exposition and its Exhibitors is an Exhibitor Appointed Contractor EAC or non official contractor RSI REMSA must be notified in writing of EACs See Section 3 of Rules amp Regulations 24 Official Contractors RSI REMSA has chosen appropriate contractors namely Freeman to supply all the services necessary to produce the exposition Every effort has been made to ensure the lowest possible rates for these services All exhibiting firms agree to abide by t
16. ent 33 General All matters and questions not covered by these Rules and Regulations and or other RSI REMSA rules regulations and schedules developed by Railway Interchange 2015 Trade Show Management are subject to the decision of RSI REMSA Trade Show Management These Rules and Regulations and or other Railway Interchange 2015 rules regulations and schedules may be amended at any time by Trade Show Management and all amendments or additions that may be made shall be as equally binding on all parties affected as the original Rules and Regulations Exhibitor hereby waives any and all claims against Trade Show Management based on or resulting from such decisions Questions Contact your host association below REMSA Exhibit Sales Urszula Soucie Director of Trade Shows amp Operations 202 715 2921 soucie remsa org RSI Exhibit Sales Railway Supply Institute RSI Amanda Patrick Exhibits Manager 202 347 4664 patrick rsiweb org Section 2 Indoor Exhibit Configurations amp Guidelines 1 Types of Exhibit Spaces RSI REMSA Guidelines for Display Rules and Regulations Booth Display Configurations Aisle Aisle Aisle In line Linear Booths Aisle Peninsula or Aisle Split lsland Split lsland Aisle Island Booth End Cap Booth Booth Booth Corner Booth Aisle Aisle Aisle a Linear Standard Booth Linear or standard booths also known as in line booths are arrange
17. f Trade Show In the event that the premises reserved for the Exhibition or any portion thereof shall be destroyed by fire flood or other calamity so as to prevent the use of such premises for the purposes and during the time specified herein in the judgment of Trade Show Management or if the premises cannot be so used because of strikes terrorism acts of God or national emergency or in the event the Host s Board of Directors deem it advisable not to hold this Trade Show the Exhibitor waives any claims against the Railway Supply Institute Inc REMSA Railway Interchange 2015 and the Minneapolis Convention Center City of Minneapolis for any damages by reason of such determination and agrees that in the event any expenses have been incurred by RSI or REMSA in the preparation for this Trade Show same shall be prorated among the Exhibitors and paid by them respectively 6 Move In Exhibit Installation All exhibits must be installed by October 3 2015 at 4 30pm Exhibits will not be permitted to be installed after this time unless special permission is obtained from Trade Show Management 7 Move Out Exhibit Dismantle All exhibits must be removed from the Minneapolis Convention Center by 12 00pm on October 8 and North Town Yard by 4 30pm on October 8 Exhibits will not be permitted to be removed or dismantled at any time after installation until after the closing of the trade show on Tuesday October 6 unless special permission i
18. he contractors regulations This includes using only the chosen contractors unless prior written approval has been obtained by Trade Show Management 25 Use of Space An Exhibitor shall not assign or sublet any part of the space allotted to it The space shall only be used by the Exhibitor to exhibit equipment and products sold by it in the regular course of business No person firm or corporation can exhibit or distribute any literature or advertising matter containing the names or describing equipment and products of anyone who is not a member of RSI REMSA All Exhibitors must keep their products equipment and display material within the space allocated to them RSI REMSA are non profit organizations therefore there shall be no solicitation of orders or sale of any equipment or products nor will there be any sale or price signs displayed on the premises This exhibition shall be purely educational and informative with the intention of improving the efficiency safety maintenance and operation of railroads based upon the latest research and development 26 Floor Load The floor load limit at the Minneapolis Convention Center is 350lb per square feet psf Exhibitors who require a higher psf floor load must work with Freeman to spread out the load and then get approval from the convention center 27 Food and Beverage Kelber Catering is the exclusive catering company for the convention center No food beverage or novelties may
19. ial more than 4 feet high cannot come within 10 feet of the center aisle so as not to block the neighboring exhibitors Included in the rental of booth space is a 7 inch x 44 inch sign displaying the exhibiting firm s name and booth number On Track Decks Exhibiting companies may build their own decks at the BNSF Northtown Rail Yard providing that the work is performed by full time company employees No outside labor can be enlisted or employed to build the decks it must be full time company employees Any exhibitor that requires labor for decks beyond the work of their company s full time employees must hire Carpenter Labor from Freeman or an approved EAC e On track exhibitors can build decks or elevated platforms walkways in front of or around their exhibits where it is possible to do so e Structures up to 5 feet wide are included in the cost of on track space rental e Space rental of a deck wider than 5 feet is 12 per square foot The 12 per square foot applies only to the portion that is wider than 5 by its entire length Please contact Show Management if you plan to build a deck e Exhibitors who have displays on adjacent tracks will not be charged rental on the deck or portion of a deck that runs between the tracks the exhibit occupies e Exhibitors who do not have exhibits on adjacent tracks may build decks if it is possible to do so and only at the front of the exhibit On track exhibitors can build decks This
20. ing at any time prior to during or after the close of the exhibition and the Exhibitor hereby expressly waives and releases all such claims if any against the Association s its officers agents and servants 12 Security Services Show management will provide watchmen police and fire protection throughout the convention days and use every reasonable means for such protection to Exhibitor but shall in no case be held responsible for loss or damage from fire or theft or other causes 13 Care of Premises Exhibitor its employees representatives or contractors will not deface injure mar or remove any portion of the exhibits of others or the property of the owner s of the property on which the exhibition is located Any such damage or loss shall be made good by the Exhibitor No Exhibitor shall allow any article to be brought into or permit any act to be done on the premises which will vitiate or increase the premiums on policies of insurance held by either other Exhibitors show management or the owner s of the property on which the exhibition is located 14 Signs and Exhibits A standard sign showing firm name of each Exhibitor will be provided by Show Management without additional charge and no other firm name or portion of firm name shall be used to advertise materials appliances or equipment of any other concern Descriptive signs or displays may be provided by the Exhibitor under certain restrictions and must in no case
21. ion thereof shall be destroyed by fire flood or other calamity beyond the reasonable control of show management so as to prevent the use of such premises for the purposes and during the time specified herein in the judgment of show management or if the premises cannot be so used because of strikes Acts of God or national emergency or in the event show management deems it advisable not to hold this exhibition show management shall have the right to terminate all space contracts in which event the Exhibitor waives any and all claims against RSI REMSA its officers directors and agents and the parties listed on Attachment A hereto and their agents for any damages by reason of such termination and agrees that in the event any expenses have been incurred by RSI REMSA in preparation for this exhibition the same shall be prorated among the Exhibitors and paid by them respectively 7 Cancellation of Contract Show management reserves the right to cancel this contract at any time prior to or during the exhibition if in the judgment of show management the Exhibitor has violated any of the foregoing rules and regulations and all monies paid by the Exhibitor for rental or otherwise shall be retained by RSI REMSA as liquidated damages and in the event this contract is cancelled in accordance with the foregoing provisions show management shall have the absolute right to remove all property and effects of the Exhibitor from the space herein contracted
22. is in addition to what Freeman charges to build any structure or elevated platforms walkways around their exhibits up to 5 wide at no extra space rental cost The space rental of a deck wider than 5 is 12 per square foot same as off track space rental and the charge applies only to the additional portion wider than 5 Exhibitors who have displays on adjacent tracks will not be charged rental on the deck or portion of a deck that runs All exhibitors that build their own decks must remove all decking materials from the Rail Yard at the close of the show Exhibitors will be charged a fee to dispose of any decking materials left behind at the close of the show or who have no means to dispose of the materials on their own No trash receptacles operated by BNSF REMSA or RSI can be used by exhibitors to dispose of decking materials Tents and Ground Coverings Ground coverings and tents are available through the official contractor Freeman Order forms for the coverings and tents can be found in the exhibit kit All personnel at track site during move in and move out must wear hard hats and safety shoes as required by the BNSF Railway Company Outdoor Exhibit Restrictions Signs No sign may be located where it might obstruct or mar the view of neighboring exhibitors or compromise safety All signs and displays are subject to prior approval by Show Management Price or sale signs may not be displayed Walkways All walkways bet
23. itted Exhibitors violating this rule may be suspended from further affiliation with RSI REMSA 17 Moving Pictures Sound Devices Lighting The use of moving pictures slide projectors video tape players will be permitted subject to control of Show Management Sound emanating there from will be permitted only if unobjectionable to neighboring Exhibitors All picture projects shall be subject to ordinance regulations of jurisdiction in which the exhibition is held the rules and regulations of the owner of the property in which the exhibit is held and be in compliance with union requirements as to operation No loud speaker systems will be permitted 18 General All matters and questions not covered by these Rules and Regulations are subject to the decision of Show Management These Rules and Regulations may be amended at any time by Show Management and all amendments or additions that may be made shall be as equally binding on all parties affected as the original Rules and Regulations 19 Breach and Jurisdiction It is agreed that this agreement is entered into in the District of Columbia and the law thereof shall apply to this agreement In the event Exhibitor breaches or is in default of this agreement the Exhibitor agrees to pay RSI REMSA its costs of enforcing this agreement including but not limited to attorney s fees The parties consent and agree to the non exclusive jurisdiction of any state or federal courts in the Washing
24. lation by Exhibitor or any of its agents employees representatives or invitees of any applicable federal state or local laws rules regulations policies conditions or requirements Laws ii the failure of Exhibitor or any of its agents employees representatives or invitees to comply with the terms and conditions of the Contract including the provisions of the Rules and Regulations and the Other Rules and any amendments or supplements thereto as described in Section 24 hereof iii the failure of Exhibitor or any of its agents employees representatives or invitees to comply with applicable policies conditions rules or requirements of the Minneapolis Convention Center including without limitation building catering policies and labor union policies fire departments or any contractor or subcontractor working for or on behalf of Exhibitor iv any act or omission of Exhibitor or any contractor or delivery service performing work for or on behalf of Exhibitor and acts or omissions of any of their respective agents employees representatives or invitees v activities of Exhibitor and any of its agents employees representative or invitees pursuant to the Contract including the Rules and Regulations or the Other Rules and or vi any claims against Trade Show Management or the City of Minneapolis asserted by employees agents or representatives of Exhibitor that if asserted by Exhibitor itself would be waiv
25. licy Exhibitors are asked to consider the sightlines of their exhibit space and Exhibitors around them By following the Railway Interchange 2015 Rules amp Regulations there will be no issues with sightlines and all Exhibitors will have an equal opportunity to present their products to their audience CANOPIES AND CEILINGS Sio FRONT VIEW 1 524M 5 LEFT SIDE VIEW b Decorations It is the exhibitors responsibility to decorate and prepare their areas to present a neat and attractive appearance No animals or hazardous items may be used within the exposition area All decorations shall be subject to the approval of by RSI REMSA Show Management c Hanging Signs and Graphics Most exhibition rules allow for hanging signs and graphics in all standard peninsula and island booths usually to a maximum height range of 16 ft to 20 ft from the top of the sign End cap booths do not qualify for hanging signs and graphics The distance is measured from the floor to the top of the sign Whether suspended from above or supported from below hanging signs and graphics should comply with all ordinary use of space requirements Hanging signs and graphics should be set back 10 ft from adjacent booths and be directly over contracted space only d Multi Story Exhibits A multi story exhibit is a booth where the display has two or more levels Please contact RSI or REMSA if you plan to have a multi story exhibit e Pop Up E
26. lso dismantling and removing equipment from the exhibit area will be given in the Exhibitor Service Manual sufficiently in advance of the date of the exhibition opening All exhibits must be ready in place for the opening of the exhibition by Saturday October 3 at 4 30 p m for the opening of the exhibition on Sunday October 4 at 12 00pm No one under the age of 18 is permitted on the rail yard during move in and move out DISMANTLING No one will be allowed to remove exhibits or parts thereof from the rail yard at any time without an exit pass to be furnished by the Association Exit passes will not be issued until all bills are paid Packing or dismantling of exhibits will be positively prohibited until after the official closing hours of the exhibition notice of which will be given Exhibitors or their agent using crushed stone sand gravel bricks cement tile etc in connection with the exhibits must deliver this material to the exhibition area in bags and shall remove same from the exhibition area after the exhibition closes REMOVAL All exhibits and exhibit material must be removed from the exhibition area by 4 30 on Thursday October 8 2015 11 Loss and Damage RSI REMSA shall not be responsible or liable for disappearance loss or damage of any material appliances merchandise or property of the Exhibitor or for personal injuries that may be sustained by the Exhibitor or by the Exhibitor s employees occurr
27. ment and unintentional contact on the part of cleaners laborers or neighboring exhibitors All structures must be approved by Trade Show Management and the Fire Marshall h Towers A tower is a free standing exhibit component separate from the main exhibit structure The height restriction is the same as that which applies to the appropriate exhibit space configuration being used Towers in excess of 8 ft should have drawings available for inspection Fire and safety regulations in many facilities strictly govern the use of towers i Booth Renderings to Show Management July 1 2015 Exhibitors with island split island peninsula and end caps exhibit spaces must turn in booth renderings with booth dimensions to RSI or REMSA Trade Show Management with dimensions by July 1 2015 Anyone exhibitor unsure of their booth design should contact the organization with whom they are exhibiting Questions Contact your host association below REMSA Exhibit Sales Urszula Soucie Director of Trade Shows amp Operations 202 715 2921 soucie remsa org RSI Exhibit Sales Railway Supply Institute RSI Amanda Patrick Exhibits Manager 202 347 4664 patrick rsiweb org Section 3 Outdoor Exhibit Space Rules amp Regulations 1 Track Exhibit Space Rental A check payable to RSI or REMSA or credit card information for 25 of the total amount of exhibit space must be provided at the time of application Adjustments will be handled after
28. mitted Open flames are not allowed All packing containers wrapping materials and display materials must be removed from behind booths and placed in storage Smoking is not permitted during the trade show or during the set up or dismantling of the show 19 Insurance Requirements All Exhibiting companies are required to provide through insurance certain minimum standards to cover its potential liability and property damage A Certificate of Insurance is to be delivered to Trade Show Management before an Exhibitor can occupy the assigned exhibit space The due date for the Certificate of Insurance is August 1 2015 Such policies shall further be endorsed so as to provide a thirty 30 day written notice of cancellation and or non renewal to Licensor and Licensee shall secure and provide Licensor with a Certificate of Insurance on a form approved by Licensor which shall demonstrate compliance by Licensee with these insurance requirements All companies including companies sharing a booth and Exhibitor Appointed Contractors EACs must comply with the insurance requirements and supply proof of insurance Insurance and Indemnification Requirements for Exhibitors at the Minneapolis Convention Center All insurance must be separately and specifically endorsed so as to provide that the City of Minneapolis Minnesota its officers its employees and its agents RSI or REMSA please use the name of the association with whom you are exhi
29. n writing is obtained from Trade Show Management If an Exhibitor attempts to remove any part of its exhibit prior to the official close of the show they will not be given priority for exhibit space the following trade show and may be fined by Show Management 8 Access to Exhibit Areas Badges To ensure maximum security for the exhibits and equipment no one will be allowed in the exhibit area without proper badge identification during show hours and move in move out All work on exhibits will be done within the hours listed for move in and move out No Exhibitor will be allowed on the show floor until one half hour before show hours and no later than one half hour after the show closes without permission from Trade Show Management Badges can be obtained at the registration area located outside of the exhibit hall at the Minneapolis Convention Center 9 Alcohol Policy Dispensation of alcoholic beverages by Exhibitors their agents or employees within their contracted exhibit space is prohibited The use or possession of alcoholic beverages by the Exhibitor the exhibit area s is strictly prohibited during show hours move in set up dismantle and move out 10 Americans with Disabilities Act Exhibitions are public accommodations under the provisions of the Americans with Disabilities Act ADA You should take care to comply with the provisions of the act Failure to comply with the ADA can be a serious matter involving litiga
30. on Material Handling Freight The Teamster Union handles all freight in the loading docks and in the exhibit hall They unload all contracted carriers and company trucks deliver the materials to exhibitor booths remove materials from the booth and reload trucks at the close of the show The exception to this is machinery which is handled by Riggers Exhibitors may handle their own materials in out of the exhibiting facility however use of the Loading Docks and motorized equipment such as forklifts is prohibited Exhibitors may unload reload their own materials in a designated area behind the loading docks as space permits Exhibitors must first check in with the Security Traffic Guard and then will be directed to an area to move their materials in out of the exhibiting facility using their own non motorized wheeled dollies Vehicles must not be left unattended at the designated loading area Any unattended vehicles will be towed at the owner s expense Machinery Handling Rigging Riggers are responsible for the unloading reloading of all machinery from to trucks moving machines to from exhibit booths and un crating re crating them if necessary Riggers also spot machines to exhibit booths un skid re skid machinery install remove headers iron beams etc that are part of displays requiring a forklift Hanging Signs Truss Chain Motors amp Lights Freeman has an agreement with the Stage Hand Union to provide labor for
31. posit will not be refunded 2 Failure to Make Payment If the Exhibitor fails to make any payment as provided in the Application and Contract for Exhibit Space and or these Rules and Regulations the Exhibitor thereby forfeits all rights in and to the use of exhibit space 3 Cancellation Refund Policy Cancellation of exhibit space and or request for booth reconfiguration or reassignment must be submitted in writing to Trade Show Management Cancellation and or release of exhibit space on or before April 1 2015 will result in a 25 penalty fee of the total price of the space cancelled Cancellation and or release of exhibit space between April 2 2015 and July 30 2015 will result in a 75 penalty fee of the space cancelled After August 1 2015 the Exhibitor is liable for 100 of the total price of the space contracted The grant of any requests for booth reconfigurations or reassignment will be of the sole discretion of Trade Show Management 4 Late Arrival and Unoccupied Space If the Exhibitor fails to occupy and fully set up at least one hour prior to show opening the space contracted but not cancelled pursuant to the procedures set out herein Trade Show Management has the right to use said space for any purpose including selling the space to another Exhibitor Exhibitors who do not occupy their assigned space are responsible to Trade Show Management for the entire contract price 5 Cancellation o
32. r booth and 2 one which backs up to another peninsula booth which is referred to as a Split Island Booth see below Peninsula booths are usually 20 ft x 20 ft or larger If a peninsula booth backs up to two linear booths the back wall is restricted to 4 ft high within 5 ft from each aisle this permits adequate line of sight for the adjoining linear booths A typical maximum height range allowance is 16 ft to 20 ft including signage for the center portion of the back wall Double sided signs logos and graphics must be set back ten feet from adjacent booths 7 5 10 5 1 52484 3 04am 1 524 6 doom AISLE PLAN VIEW g Canopies and Ceilings Canopies including ceilings umbrellas and canopy frames can be either decorative or functional such as to shade computer monitors from ambient light or to allow for hanging products Canopies for linear or perimeter booths should comply with line of sight requirements See Linear or Perimeter Booths The bottom of the canopy should not be lower than 7 ft from the floor within 5 ft of any aisle Canopy support should be no wider than 3 in This applies to any booth configuration that has a sight line restriction such as a linear booth Fire and safety regulations in many facilities strictly govern the use of canopies ceilings and other similar coverings 2 Additional Exhibit Space Guidelines a Good Neighbor Policy RSI REMSA adhere to a good neighbor po
33. rrence and 5 000 000 aggregate for bodily injury death and damage to or destruction of property including the loss of use thereof The policy shall by its wording or by endorsement insure those liabilities and obligations which this License contemplates will be assumed by RSI REMSA including liabilities and obligations to indemnify the Indemnified Parties The policy shall be endorsed to require that BNSF be given not less than 30 days written notice in advance of cancellation or termination of the policy or of any change or amendment to the policy that restricts or reduces coverage The policy shall be endorsed with a cross liability severability of interest endorsement in substantially the following form This policy shall insure each person firm or corporation hereunder in the same manner and to the same extent as if a separate policy had been issued to each but the inclusion herein of more than one insured shall not operate to increase the limits of the insurance company s liabilities The policy shall be endorsed to add the following as additional insured Burlington Northern Santa Fe LLC BNSF Railway Company and the subsidiaries successors assigns and affiliates of each and any railway company or contractor operating trains or rail equipment upon railway tracks in close proximity to the Property together with the parent companies subsidiaries and affiliated companies of all of the foregoing collectively the Protected Par
34. ties The policy shall also be endorsed to waive subrogation rights against the Protected Parties 3 Commercial Automobile Liability insurance with limits of at least 1 000 000 per accident covering all owned non owned and hired automobiles 4 RSI REMSA Burlington Northern Santa Fe LLC BNSF Railway Company and Freeman must be named as additional insured 5 Waiver of subrogation with respect to general liability and Workers Compensation insurance a waiver of subrogation in favor of RSI REMSA the City of Minneapolis and Freeman is required Please refer to the enclosed sample insurance certificate Certificates of insurance that do not meet these requirements will be returned and could jeopardize a company s participation in Railway Interchange 2015 Exhibit space will not be confirmed until a properly executed copy an insurance certificate is received by Show Management All companies including those sharing a booth must comply with the insurance requirements and supply proof of insurance Section 4 Outdoor Exhibit Space Display Guidelines Height Restrictions The BNSF Railway Company has no height restrictions for extra height cars however no signs towers or structures added after the car or locomotive has been spotted can be over 20 feet in height from top of rail Outside Off Track The minimum size booth in this area is 15 L x 10 W There are no height restrictions within the exhibit space except mater
35. tion and fines 11 Booth Activity Demonstrations or presentations as part of an exhibit must stay within the confines of that exhibit space All demonstration tables must be placed a minimum of two feet from the aisle inside the Exhibitor s booth Should any booth activity interfere with aisle traffic or surrounding exhibits Trade Show Management reserves the right to eliminate that activity Exhibiting firms may not extend their marketing activities beyond their assigned booth space This includes the distribution of product or literature advertising displays or solicitation of any kind within the exposition hall hotel property parking lots or any other surrounding area Exhibitors violating this rule may be suspended from further RSI REMSA trade shows Exhibitor handout material must be stored neatly within the booth No storage is allowed behind booths or near electrical service No catalog advertising printed or non printed materials which are found undignified or otherwise objectionable by Trade Show Management may be distributed 12 Promotional Materials Models All marketing efforts should be conducted in a tasteful manner as determined by Trade Show Management All promotional material must be distributed from within the confines of the Exhibitor s own contracted display area No materials may be disseminated outside of assigned exhibit space or by non Exhibitors unless a specific sponsorship is purchased from RSI
36. ton DC regarding any disputes arising under this agreement and further agree that proper service may be by registered or certified mail which shall be sufficient to obtain jurisdiction However nothing herein shall preclude RSI REMSA from commencing an action in any court having proper jurisdiction ATTACHMENT A to RSI REMSA Exhibit Rules amp Regulations Additional Parties 1 Burlington Northern Santa Fe LLC 2 BNSF Railway Company 3 Freeman NOTICE This list of Additional Parties may be amended to reflect supplementary parties as they become affiliated with RSI REMSA for its exhibition All supplementary parties shall become a part of this exhibit agreement RSI REMSA_ will give written notice of these supplementary parties ATTACHMENT B to RSI REMSA Exhibit Rules amp Regulations amp RSI REMSA Insurance Requirements The Exhibitor shall furnish evidence of insurance to RSI REMSA as set forth hereinafter All insurance shall be written by an insurance company having a Best s rating of A Class XII or better and licensed to do business at the site of the exhibition and pursuant to the following 1 Workers Compensation Insurance with statutory limits with Coverage B Employer s Liability limits of at least 100 000 each accident 500 000 disease policy limit and 100 000 disease each employee 2 Comprehensive General Liability Insurance with a policy limit of not less than 2 000 000 per occu
37. ween cars must remain clear of any obstructions If stairs or platforms are built as part of an exhibit they must be located at either end of the cars only Storage There is no accessible on site storage during show hours If any supplies cannot safely or attractively remain in the booth it is the exhibitor s responsibility to arrange for daily storage Contact the official decorator for details Alcoholic Beverages No alcoholic beverages or any beverage resembling an alcoholic beverage will be allowed on the railroad promises at any time Parking There will be no parking available at Northtown Yard during show hours and there is minimal parking for any exhibitor or contractor during move in and move out times Continuous shuttle bus service will be provided between the hotel and track sites during exhibit hours Any additional transportation needs are the responsibility of the individual Shuttle bus services from the Minneapolis Convention Center to Northtown Yard will begin on Friday October 2 2015 Utilities The Exhibitor agrees to pay for all electric energy except that amount that comes with exhibit space cost gas water sewage drainage compressed air steam and telephone and also all wiring connections installations power and current special lighting pipe fitting machinery erectors carpenter work painting labor signs flowers furniture and anything else that may be ordered by said Exhibitor all such work to
38. xhibit Back Wall Coverage Exhibitors using Pop Up displays with RSI REMSA_ during Railway Interchange 2015 are required to neatly cover the back wall if visible from the aisle or from another exhibitor s booth If back wall is deemed unsightly by Trade Show Management they may require exhibitors to cover them per exhibitor s expense Drape can be ordered from Freeman f Storage There is no accessible on site storage available during show days If any supplies cannot safely or attractively remain in the booth it is the exhibitors responsibility to arrange for daily storage The storage of excess literature product or packing materials and cases behind the exhibit back drape is strictly prohibited A limited supply of literature and or product may be stored within the booth area as well as fire retardant shipping cases as long as these materials do not block access to the utility service or appear unsightly from the aisle No empty crates or cartons may be stored in behind or under any table or display in the show For those exhibitors utilizing the drayage freight contractor all empty containers will be removed by the official freight contractor before the opening of the show and returned to the exhibitor at the close of the show g Structural Integrity All exhibit fixtures especially portable or pop up booths must be built to withstand normal contact or vibration such the movement of fork lifts heavy machinery or equip
39. xhibitor or its agents employees contractors or other persons or for any injuries or death to its agents employees contractors or other persons regardless of cause including without limitation fire theft or accident All claims by Exhibitor for such loss damage injury or death are hereby expressly waived by the Exhibitor Without limiting the generality of the foregoing Exhibitor understands and agrees that it waives any claim against Trade Show Management arising out of or related to an act or omission of a Freeman Exhibitor Services Freeman or any other EAC or trade show contractor or their respective agents representatives or employees b the City of Minneapolis or any of its agents representatives contractors or employees and or c any employee agent contractor representative or invitee of Exhibitor including without limitation any such act or omission that results in Trade Show Management s failure to comply with the terms and provisions of the Contract including the Rules and Regulations and the Other Rules Exhibitor hereby indemnifies and holds Trade Show Management and the City of Minneapolis and their respective agents representatives officers directors employees and Trustees to the extent applicable harmless from any liability loss damage injury death fine penalty cost or expense including without limitation reasonably attorneys fees which arises from or relates to i the vio
40. y Insurance or its equivalent and 3 Commercial Automobile Liability Insurance all in the amounts and under the terms set forth in the General Insurance Requirements attached hereto as Attachment B which requirements are incorporated herein by reference and made a part hereof Certificates evidencing such coverage must be presented to Show Management no later than August 1 2015 The Exhibitor understands that RSI REMSA does not maintain insurance covering the Exhibitors property and it is the sole responsibility of the Exhibitor to obtain such insurance 9 Special Services and Power The Exhibitor agrees to pay for all electric energy gas water sewage drainage compressed air steam and telephone and also all wiring connections installations power and current special lighting pipe fitting machinery erectors carpenter work painting labor signs flowers furniture and anything else that may be ordered by said Exhibitor all such work to be ordered on forms furnished for such purposes No other contractors will be permitted in the convention center Exhibitors will be billed by the Association s authorized contractors and bills must be paid before the exhibition closes Any disputes arising between Exhibitors and authorized contractors must be referred to show management 10 Installation Dismantling and Removal of Exhibits and Exhibitor s Materials INSTALLATION Complete instructions on shipping spotting displaying a
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