2014 rules and regulations - National Retail Federation
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1. a way that the attendees do not impede the aisles If needed NRF will work with the exhibitor on a special entry point for the celebrity but this must be pre arranged If it is not brought to the attention of the NRF until show site special provisions will not be made COMPLIANCE WITH LAW The exhibitor shall not engage in any display publication performance or other activity that is in conflict with any federal state or local law regulation rule or ordinance nor shall the exhibitor its employees representatives or contractors engage in any lewd display publication or performance CONDUCT AND COURTESY Exhibitors may demonstrate the company s equipment and make formal presentations regarding the product line or service within the confines of the assigned booth space All activities are restricted to the booth Approaching registrants and or promoting products services in the aisles is strictly prohibited Furthermore sales calls to other exhibitors on the show floor are strictly prohibited Personnel should not enter another exhibitor s booth space without obtaining permission nor should personnel block access to another booth ENFORCEMENT OF RULES As a condition of exhibiting each exhibitor agrees to adhere to all policies If a company or one of its representatives is found to be in violation of a policy it will be given a directive by NRF Show Management to stop if it does not the company will be subject to a penalty2. any exhibit booth other than one s own contracted booth is strictly prohibited An exhibit booth and or product s may be photographed or videotaped only with the expressed permission of the contracted exhibitor of that booth PRIORITY POINT ACCRUAL Each exhibitor will obtain Priority Points for their participation in the 2014 BIG Show Please refer to the Priority Point Information sheet in the General Exhibitor Information section of this Service Manual to see how points are accrued SECURITY NRF will provide 24 hour perimeter security beginning with the first day of move in and continuing until the EXPO Hall is vacated The National Retail Federation and the Jacob K Javits Convention Center are not responsible for any loss of or damage to exhibitor property Exhibitors are responsible for their equipment and property All property of the exhibitor is understood to remain under his her custody and control in transit to within and in transit from the confines of the EXPO Hall Security guards will patrol the aisles and perimeters of the exhibit area but the National Retail Federation its vendors and contractors and the Jacob K Javits Convention Center cannot guarantee or protect the exhibitor against loss of any kind Each party agrees to be responsible for its own property through insurance or self insurance and shall hold harmless each of the other parties for any and all damage caused by theft and those perils normally covered by fire an
3. has been approved by another city s fire marshal you do not need to get approval from di Domenico Partners LLC provided that you are able to bring a stamped copy of your approved plan onsite The di Domenico approval process can be lengthy and NRF advises its exhibitors to begin the process even before getting final layout approval from the NRF For any questions regarding this process please contact Mark Bogdansky at bogdanskym nrf com or 202 626 8162 GENERAL BOOTH CONSTRUCTION GUIDELINES No exhibit may span an aisle by ceiling or floor covering Exposed or unfinished sides and or exhibit backgrounds must be draped to present an attractive appearance Exhibits will be inspected during the move in and the service contractor with the approval of the NRF Show Manager will provide draping deemed necessary and submit the bill to the exhibitor NRF reserves the right to base all decisions on the best interests of all concerned parties All decisions are final RULES amp Convention January 12 15 2014 REGULATIONS EXPO January 13 14 2014 Jacob K Javits Convention Center PERSPECTIVE ELEVATED git Multiple Booths Sharing a Common Aisle A Company may reserve two or more island booths at an NRF event however these booths may not be located in such a manner that they are situated across from each other on a main transecting aisle of the Exhibit Hall Additionally employees of an exhibiting company that reserves two or
4. more island booths are required to remain in the confines of their respective exhibit spaces and are not permitted to block traffic in the intervening aisle YorK CIty nrfl4 Peninsula Booths will not be assigned ALL BOOTH CONSTRUCTION GUIDELINES WILL BE STRICTLY ENFORCED INSTALLATION amp DISMANTLING Exhibitor move in begins at 8 00am on Thursday January 9 2014 for exhibitors on Level 3 and Friday January 10 for exhibitors on Level 1 Refer to floor plan located in the Move in Labor Freight Hanging Signs amp Shipping section for your booth s targeted move in schedule If you will require additional set up time please contact NRF Due to dock limitations we ask that you ship your freight to Freeman Decorating Company for advanced warehouse storage and delivery to the Center Exhibitors occupying 300 sq ft or more must follow the targeted floorplan All exhibitor freight that arrives off target will be assessed an additional 15 material handling surcharge Please refer to Freeman s material handling form for rates Work Passes Registered exhibitors may enter the Exhibit Hall during installation and dismantle by showing their badges to the security guard stationed at the entrance Installation and dismantle companies must obtain work passes for all personnel at the Exhibitor Services Office In the interest of safety only those individuals directly responsible for the installation and dismantle of the booth will be p
5. successful meeting for exhibitors and attendees NRF reserves the right to base all decisions on the best interests of all concerned parties All decisions are final
6. 2014 REGULATIONS Convention January 12 15 2 EXPO January 15 14 2014 Jacob K Javits Convention Center PERSPECTIVE ELEVATED git Installation amp Dismantling Continued YorK CIty nrfl4 will be made NRF will not be responsible for watching any minors so we strongly encourage exhibitors not to bring them to the building All personnel must vacate the hall no later than 30 minutes after the closing of the hall No one will be admitted into the Exhibit Hall after show hours If you would like to have a meeting during non EXPO Hall hours please refer to the form in this Service Manual Exhibitor Appointed Contractors EAC Installation and Dismantling Exhibitors may utilize the services of a company other than Freeman to perform installation and dismantling at the 2014 BIG Show Exhibitors using an EAC must comply with the following o Complete the Exhibitor Appointed Service Contractor form located in the Freeman section of this manual and submit along with a General Liability Insurance Certificate to Freeman by December 9 2013 EAC forms or insurance certificates not received by Freeman by December 16 2013 will not be accepted and the EAC will NOT be granted access to the Expo Floor o The Certificate of Liability should indicate proof of insurance with limits of not less than 1 000 000 for bodily injury 500 000 for property damage and 1 000 000 for liability and workers compensation and name the Natio
7. NRF meetings EXHIBIT STAFFING As acourtesy to the attendees and to other exhibitors we require that booths be staffed at all times during the official exhibit hours Each exhibiting company MUST have at least two staff people at the event so that the booth will not be unattended FIRE PROTECTION SAFETY The Jacob K Javits Convention Center operates and staffs a Command Center that monitors fire safety and all other safety features of the Center on a 24 hour basis The Command Center responds to all medical and non medical emergencies Dial 2222 from a house phone in the event of an emergency Exhibitors should note the following o Fire fighting and emergency equipment must not be blocked or impeded This includes fire alarm boxes fire extinguisher cabinets and any like areas or equipment o Electrical and telephone closet doors must not be blocked Exit doors must not be blocked o No booth banner display or sign shall be erected in a manner that may interfere with the operation of the sprinkler system o All display material canopies drapes foam core tablecloths burlap scrim or similar materials must be flame proofed by a person certified by the New York City Fire Department A flameproof certificate is valid for one year and must be available on site for inspection o Exhibitors are expected to comply with all local fire regulations If inspection indicates that an exhibitor has neglected to comply with these regulations o
8. RULES amp Convention January 12 15 2014 REGULATIONS EXPO January 13 14 2014 Jacob K Javits Convention Center PERSPECTIVE ELEVATED a York City nrf14 RULES amp REGULATIONS Please read these Rules amp Regulations in their entirety if you have any questions or concerns contact Mark Bogdansky at bogdanskym nrf com or 202 626 8162 BEFORE finalizing your booth design and layout ARE YOU ON LEVEL 1 OR LEVEL 3 Once again the NRF EXPO Hall is on two floors Level 1 and Level 3 If your booth number is between 100 and 1199 you are on Level 1 If your booth number is between 1200 and 4499 you are on Level 3 Please be sure to follow the rules and regulations for the correct hall as there are some differences primarily the installation times and the height of island booths If you do not know if you are on Level 1 or Level 3 please contact Mark Bogdansky at bogdanskym nrf com ARE YOU AN ISLAND OR IN LINE BOOTH An island booth is defined as a booth that has an aisle between it and all of its neighbors All other booths are considered in line booths If a booth only shares its backwall with another exhibitor it is an in line booth NOT an island booth and must adhere to the in line booth guidelines IN LINE BOOTH CONSTRUCTION GUIDELINES In Line Booths may not exceed 8 back wall height including the sign No solid exhibit construction will be permitted to exceed 42 in height in the front 5 o
9. applied progressively for each day the objectionable practice continues Penalties shall be as follows e First violation results in the company accruing NO exhibit points for the year e Second violation results in the company losing ONE HALF of its accrued exhibit points e Third violation results in the company losing ALL of its accrued exhibit points Continued violations undesirable practices or multiple infractions may incur the levying of more severe penalties without the requirement of progressing through each of the above successive steps RULES amp 014 REGULATIONS XC Convention January 12 15 EXPO January 15 14 2014 Jacob K Javits Convention Center PERSPECTIVE ELEVATED git EVICTION AND RESTRICTION YorK CIty nrfl4 NRF Show Management reserves the right to restrict or evict exhibits that because of noise method of operation materials or any other reason become objectionable and also to prohibit or evict any exhibit which in the opinion of NRF Show Management may detract from the general character of the exhibits as a whole This includes persons things conduct printed matter or anything of a character which NRF Show Management determines in its opinion is objectionable to the exhibit In the event of such restriction or eviction NRF Show Management is not liable for any refunds of rentals or other exhibit expenses Companies receiving such notice will not be eligible to exhibit at future
10. ation Freeman and the Jacob K Javits Convention Center as additional insured The certificate of insurance must confirm full coverage for installation show and dismantling days The exhibitor shall obtain and shall furnish upon request of NRF Show Management a certificate of insurance documenting the required insurance LIABILITY Each exhibitor agrees to indemnify hold harmless and defend the NRF the Jacob K Javits Convention Center Freeman and their respective members officers directors agents and employees from and against any and all liabilities damages actions costs losses claims and expenses including attorneys fees including litigation commenced by or against Licensee on account of personal injury negligence fault or violation of law or ordinance or from or out of the occupancy or use of the Facility by Licensee or its employees agents contractors patrons guests licensees invitees or any other person entering the Facilities licensed with the implied or express permission of Licensee Such indemnification by Licensee shall apply unless such damage or injury results from the sole negligence gross negligence or willful misconduct of the NRF the Jacob K Javits Convention Center Freeman or the members officers directors agents and employees of each of these four entities RULES amp 014 REGULATIONS PERSPECTIVE ELEVATED git In addition each exhibitor acknowledges that the NRF does not maintain insuran
11. ce covering exhibitor s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor Convention January 12 15 EXPO January 15 14 2014 Jacob K Javits Convention Center York City nrf14 LITERATURE DISTRIBUTION The distribution of publications samples and printed matter of any kind or any promotional material is restricted to the confines of each company s exhibit space Brochures fliers or any printed materials may not be distributed or left in the public areas of the Jacob K Javits Convention Center in the EXPO Hall lounges cafes or restrooms Any materials found in public areas will be confiscated and the company may be penalized for the distribution of materials outside of the NRF s specified methods of distribution Repeated violations will result in the company s removal from the show possible loss of priority points and or eligibility to exhibit at future NRF shows MODEL HOSTESSES HOSTS Temporary staff models hostesses hosts must be properly registered and have the appropriate badge for admittance into the EXPO hall The Exhibiting Company is responsible for ensuring that temporary staff gains admittance registration staff will not contact or track down the exhibitor upon temporary staff arrival and the actions of their models hosts hostesses Temporary staff must remain in the exhibitors cont
12. d extended coverage policy Exhibitors are reminded to practice common sense and do not leave the booth unattended particularly during move in and move out and to inventory products regularly Exhibitors are encouraged if deemed necessary to order additional security personnel via the order form located in the Official Vendors section of this Service Manual If an item is stolen from your booth please report the incident to the NRF and Summit Security the official Security Vendor for the Conference immediately NRF is not responsible for lost or stolen items Please ensure that all your items are properly insured refer to the outlined insurance policies RULES amp Convention January 12 15 2014 REGULATIONS EXPO January 13 14 2014 Jacob K Javits Convention Center PERSPECTIVE ELEVATED SIGNS YorK CIty nrfl4 No item can be posted on tacked nailed screwed or otherwise attached to the columns walls floor ceiling furniture or other property of the convention center The cost of repairing damages inflicted by the exhibitor its employees contractors or representatives to the convention center will be billed to and paid for by the exhibitor Please see the Booth Construction section of this document for the hanging sign regulations SOLICITATION GRATUITIES Solicitation of tips or special payments of any kind is strictly prohibited Please report any attempts to solicit a gratuity within the convention center t
13. ermitted in the Exhibit Area during the move in and move out times Skilled labor will be available for hire during installation and dismantle Exhibitors are urged to notify Freeman in advance of labor requirements At the NRF Show Manager s discretion any exhibit not in the process of being assembled by 12 00 noon Sunday January 12 2014 will be installed at the exhibitor s expense All exhibits must be fully assembled by 5 00 p m on Sunday January 12 2014 Request for additional installation time before or after the specified installation hours must be made in writing in advance to the NRF Office Due to fire regulations no empty cartons fiber cases or literature may be stored in or behind booths After move in has been completed please label all empties The service contractor will place them in storage until the end of the show OFFICIAL CLOSING TIME OF THE EXHIBITION IS 5 00 p m TUESDAY JANUARY 14 2014 NO PACKING OR DISMANTLING OF EXHIBIT MATERIAL WILL BE PERMITTED PRIOR TO THAT TIME Violators will not be invited to exhibit at future NRF Exhibitions Access to Exhibit Hall All workers and exhibiting company personnel must wear NRF BIG Show 2014 badges or work passes during move in and move out At no time during the show Move In Show Hours or Move Out are minors allowed on the show floor Anyone under the age of 18 will not be permitted on the show floor at any time No variances or exceptions to this rule RULES amp
14. f the booth Structures above 42 must begin at least 5 back from the aisle line Company name logo and product information may appear up to the 8 height only ISLAND BOOTH CONSTRUCTION GUIDELINES If you have a hanging banner there must be a 2 clearance from the highest point of your booth property to the bottom of your hanging banner The height limitation for island booths on Level 1 is 16 That means 16 from the top of your hanging banner to the floor or the top of your booth property if you do not have a hanging banner The height limitation for island booths on Level 3 is 24 That means 24 from the top of your hanging banner to the floor or the top of your booth property if you do not have a hanging banner All Island Booth layouts and structures must be approved by the NRF Photographs and or sketches of the proposed island exhibit must be submitted for approval by Friday November 1 2013 All booth sketches must clearly state the actual height of the exhibit Since an island exhibit is separated by the width of an aisle from all neighboring booths full use of the floor space is permitted provided sufficient see through areas are present to prevent blocking views of adjacent exhibits RULES amp Convention January 12 15 2014 REGULATIONS EXPO January 13 14 2014 Jacob K Javits Convention Center PERSPECTIVE ELEVATED Island Booth Construction Guidelines Continued YorK CIty nrfl4 A
15. how Management will not be responsible for any injury loss or damage that may occur to the exhibitors employees or property and exhibitors shall indemnify and exempt the National Retail Federation its vendors and contractors and the Jacob K Javits Convention Center from all liability which may ensue from any cause whatsoever NRF Show Management will not be liable for any injury loss or damage which may be sustained by any person who may be on the premises leased or rented to the exhibitor or watching observing or participating in any demonstration in the exhibitor s exhibit unless such injury loss or damage is caused by active negligence or willful act of NRF Show Management If NRF Show Management should be held liable for any exhibitor s action or failure to act in any matter whatsoever the exhibitor shall reimburse NRF Show Management for all expenses incurred and hold NRF Show Management harmless from any resulting liability INSURANCE The exhibitor shall at its sole cost and expense procure and maintain throughout the term of the contract for exhibit space comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased The Certificate of Liability should indicate proof of insurance with limits of not less than 1 000 000 comprehensive general liability and 250 000 in workers compensation coverage and name the National Retail Feder
16. nal Retail Federation Freeman and the Jacob K Javits Convention Center as additional insured In addition such insurance shall include contractual liability and products liability coverage with combined and single limits of liability of not less than 1 000 000 The certificate of insurance must confirm full coverage for installation show and dismantling days o The exhibitor will manage all EAC activities and ensure that the EAC adheres to all policies schedules and regulations stated in this Service Manual o Workers Compensation and Occupational Disease insurance shall be in full compliance with all federal and state laws covering all of EAC s employees engaged in the performance of any work for the exhibitor o All EACs must be approved and bonded to work in the Jacob K Javits Convention Center EACs that do not meet this qualification will not be permitted on the Expo Floor o All property of the EAC is understood to remain under its custody and control in transit to and from the confines of the expo hall and during the show o The EAC must comply with the local labor agreements and practices and must not commit any acts that could lead to work stoppages strikes or labor problems o The EAC must furnish Freeman with the name of the on site supervisor s The on site supervisor will be responsible for ensuring that labor has the proper work passes at all times while working in the Expo Hall o The EAC may NOT solicit business in the Ex
17. ny stage that is part of the booth must face the middle of the booth and all speakers and A V that are part of the presentation must be directed inside the booth The booth must also have sufficient room for spectators of the presentations as attendees will not be allowed to stand in the aisles to watch presentations After seeing the booth layout if Show Management feels the presentations may affect surrounding booths a schedule of presentations will be required and will be distributed to surrounding booths Two Story Booths are permissible only if the exhibit is centered in the Island Booth space providing sufficient see through areas to prevent blocking view of adjacent exhibits Additionally no more than 60 of the island booth space may be occupied by the two story booth and the unit must be located in the center of the company s exhibit booth area All two story booths must receive structural and fire marshal approval from di Domenico Partners LLP the Javits consulting firm Receiving NRF Approval for your two story booth is NOT sufficient You can contact Leslie Jager with di Domenico Partners LLP at Leslie Jager 3743 Crescent Street L I C New York 11101 Tel 212 337 0400 Fax 212 337 3567 liager ddp ny com There are 2 exceptions to this rule 1 If you are using the same booth as last year and received approval from di Domenico Partners LLP you do not need to get approval again 2 If you are using a booth that
18. o NRF Show Management immediately SOUND RESTRICTIONS Electrical and other mechanical apparatus must be maintained at level so that noise does not disturb neighboring exhibitors Videotapes and films may be shown provided that screens and receivers are placed in the rear of inline booths and the center of island booths to eliminate noise and congestion in the aisles and provided that the sound is held at a level of 70 decibels This 70 decibel sound level will be monitored closely by NRF Show Management Written warnings will be issued in the event the Sound Level Restriction is not adhered to and the performance display will be terminated after the issuance of three 3 written warnings THEATER DEMONSTRATIONS Exhibitors planning a theater demonstration in the booth must submit a description of the demonstration and a diagram of the demonstration area to NRF Show Management by December 6 2013 Exhibitors must adhere to the Sound Restriction guidelines see above and ensure the demonstration does not disturb the business being conducted in neighboring booths Exhibitors must also adhere to the Booth Construction Guidelines see above INTERPRETATION OF RULES FINAL DECISION NRF shall have full authority to interpret or amend rules and its decision is final All issues not addressed are subject to the decision of NRF These rules and regulations have been formulated in the best interests of all exhibitors and NRF Full cooperation will ensure a
19. ors must provide the appropriate number and classification of fire extinguishers o All motor vehicle display requests MUST be submitted to Show Management prior to December 6 2013 for approval 00000 0 O Oo RULES amp Convention January 12 15 2014 REGULATIONS EXPO January 13 14 2014 Jacob K Javits Convention Center PERSPECTIVE ELEVATED NO SMOKING POLICY YorK CIty nrfl4 The NRF has established a no smoking policy for all NRF meetings As the EXPO is considered an integral part of the convention the no smoking policy applies to the EXPO Hall all areas therein and the meeting rooms Exhibitors and anyone working in their booth found in violation of this policy will risk penalties including booth closure and forfeiting the right to exhibit in future NRF shows The Javits Center has a strict no smoking policy as well Any tickets issued by the Javits for smoking on its campus will be the sole responsibility of the party ticketed OBSTRUCTIONS Aisles and exits designated on the approved floor plans shall be kept clean clear and free of obstructions Booth construction shall be fixed in position for the duration of the show Easels signs chairs etc shall not be placed beyond booth area into the aisles Demonstrations in booths must be designed to take place and keep audiences within the existing booth space to allow free access to the aisles PHOTOGRAPHY VIDEOTAPING POLICY Photographing or videotaping
20. po Hall and must confine their work to the exhibit area of their client s o The EAC is required to demonstrate professional tradeshow behavior o The EAC must daily obtain temporary work passes at the Hall Entrance to gain access to the Expo Hall AMERICANS WITH DISABILITIES ACT Exhibitors shall be fully responsible for complying with the Americans with Disabilities Act ADA with regard to booth space including but not limited to the wheelchair access provisions Exhibitors shall indemnify hold harmless and defend NRF its officers directors agents members and employees against any claims liabilities losses damages and expenses including attorneys fees and expenses resulting from or arising out of the exhibitors failure or allegations of exhibitors failure to comply with the provisions of the ADA Information regarding ADA compliance is available from the US Department of Justice ADA Information Line 800 514 0301 RULES amp 014 REGULATIONS PERSPECTIVE ELEVATED git ANIMALS Convention January 12 15 EXPO January 15 14 2014 Jacob K Javits Convention Center York City nrf14 Exhibitors will not display or bring into the EXPO Hall an animal except Seeing Eye dogs without the written permission of NRF Show Management CELEBRITIES Exhibitors planning to have a celebrity in their booth must notify NRF in writing of the time and purpose of the appearance Exhibitors must layout their booth in such
21. r otherwise incurs fire hazards NRF reserves the right to cancel all or such part of the exhibit as may be irregular O For additional information regarding fire safety at the Javits Center please contact 212 216 2090 FOOD AND OR BEVERAGE DISTRIBUTION Centerplate is the exclusive caterer of all functions requiring food and or beverage services held at the Javits Center Centerplate retains the rights to all food and beverage services Ordering information can be found in the Jacob K Javits Center Tool Kit section of this Service Manual No outside food and or beverage services are permitted without the written consent of Centerplate Exhibitors may incur a corkage fee if outside food and or beverage is used RULES amp 014 REGULATIONS PERSPECTIVE ELEVATED git Convention January 12 15 EXPO January 15 14 2014 Jacob K Javits Convention Center York City nrf14 HAZARDOUS MATERIALS Exhibitor assumes responsibility and any liability for use removal or disposal of any materials considered to be hazardous waste material Exhibitor also agrees to conform to any local ordinances and regulations concerning the disposal of hazardous waste Any and all costs incurred in the removal of hazardous waste from the exhibit facility will be the sole responsibility of the exhibitor Hazardous materials within the Facility is restricted and subject to written approval by the facility Fire Marshall INJURY LOSS DAMAGE NRF S
22. racted exhibit space NRF reserves the right to ask hired booth personnel who are roaming the aisles to return to their booth space If they do not they will be asked to leave and their badge will be confiscated with no refund to the exhibitor If employing the services of a modeling agency please make sure the agency has the appropriate license to work NRF expects exhibitors to use prudent judgment when live models are used in an exhibit Professional attire dignity and discretion should be observed at all times Models contracted to assist with demonstrations in an exhibitor s booth are required to wear appropriate attire Tight fitting or other inappropriate garments which include leotards T backs and short shorts will not be permitted on the exhibit floor The use of minors as live models is prohibited Models are considered employees of the exhibiting company MOTOR VEHICLES Motor vehicles for display are permitted subject to the following criteria No more than one gallon of fuel is permitted per vehicle Tanks cannot be refueled or emptied inside the Jacob K Javits Convention Center Fuel tanks must be equipped with a locking gas cap Battery cables must be disconnected and the ends taped During non show hours vehicles must be locked A properly tagged set of keys to each vehicle must be left with Jacob K Javits Convention Center s Security prior to display No repairs or alterations may be made on vehicles Exhibit
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