27–28 Apr 2024 13 days to go! #BostonOutdoorExpo Tickets

Exhibitor Manual

This exhibitor manual is designed to help you plan a successful show, to avoid any problems, and to enjoy a smooth, trouble-free event. Please do not hesitate to contact the management team if you have any questions.

Please ensure you read this manual in full and make yourself aware of deadlines pertinent to you.

This manual is NOT designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us.

Have a great show!

Ed Wyre
Operations Manager
E-mail: [email protected]
Tel: + 44 (0) 1743 606744


Marketing

Now is the time to promote your presence at this expo to your customer database. Invite them all to the occasion using your dedicated FREE ticket code. The codes will be switched off soon (the marketing team will communicate when) so please ensure you are sending invitations out now. You can use marketing materials to post on your social media or add a link into your newsletter. www.thebostonoutdoorexpo.com/marketing-materials If you need assistance with marketing your presence or would like to discuss a bespoke campaign, please contact [email protected]


Exhibitor Passes

Please register passes for your booth staff with this button

Exhibitors are being targeted by companies claiming to be, or working with, event management. They may use event branding and may appear genuine, trying to sell you data, directory inclusions or hotel booking services. Please note we do not sell our data to anyone and we have strict security procedures. If someone approaches you to sell services (including data, hotel bookings or booth building) and are not listed as an official contractor in this manual then please be vigilant and contact us if you have any concerns. Click here for further advice.

Example:


The Exhibition Team

Ed Wyre
Operations Manager
E-mail: [email protected]
Tel: + 44 (0) 1743 606744

For all other inquiries, including Sales, PR & Marketing please contact the show Organizers:

Raccoon Media Group
2 Bell Court
Leapale Lane
Guildford
GU1 4LY
Tel: + 44 (0) 203 770 9303
Email: [email protected]

Stephen Morgan
Managing Director
[email protected]

Stuart Dacre
Sales Director
[email protected]
Tel: +1 (617) 861 4645

Chloe Hyland
Marketing Manager
[email protected]


Quick Reference Guide to Contractors

Click on the order form link to order services.

Audio Visual (AV)

Lumens AV
[email protected]
Order form

Carpet / Floor Covering

Willwork
Tel: (774) 568-5425
Email: [email protected]
Exhibitor Order Form (page 21)

Catering

Levy Restaurants
Tel: 617-954-1184
Email: [email protected] (Abigail)

Customs Clearance / Storage / Shipping & Forwarding

Willwork
Tel: (774) 568-5425
Email: [email protected]
Exhibitor Order Form (page 7)

Electrical

Signature Boston
Email: [email protected]
View exhibitor pack here (page 62)

Furniture

Willwork
Tel: (774) 568-5425
Email: [email protected]
Exhibitor Order Form (page 17)

Graphics & Booth Design

Willwork
Tel: (774) 568-5425
Email: [email protected]
Exhibitor Order Form (page 41)

IT Services

Signature Boston
Email: [email protected]
View exhibitor pack here (page 67)

Rigging / Hanging Signs

Ed Wyre
Email: [email protected]

Booth Plan Approvals

Ed Wyre
Email: [email protected]

Plumbing Services

Signature Boston
Email: [email protected]
View exhibitor pack here (page 76)


Exhibition Timetable

9am – 9pm

Exhibitor move-in for exhibits larger than 400 sqft with prior approval

1pm – 9pm

All exhibitors move-in

9am – 5pm

Show open

10am – 4pm

Show open

4:30pm – 10pm

Exhibitor move-out

Please note that any items left in the halls after 10:00pm Sunday, April 28th will be considered trash and thrown away. Please note a charge will be levied for the removal of discarded items and the exhibitor/contractor responsible for the trash will be charged accordingly.


HOW TO EXHIBIT WITH IMPACT – YOUR CHECKLIST

  • Make your booth visible to visitors, be loud, engaging & fun!
  • Entice visitors to speak to you with promotional options: Discounts, Competitions, Interactive activities ‘try outs’
  • Set goals for your booth, give staff targets and incentives for being on the booth ie. #conversations #sales #data sign ups
  • Train your booth staff to be proactive and engaging with visitors. No one likes the booth with staff sat at their laptops or phones.
  • Share your social media handles on your booth artwork. Organise a selfie competition or create reasons for visitors to tag your handle in posts
  • Bring famous brand ambassadors to the expo and have them do meet & greets on your booth
  • Release product lines in time with the expo to create sales impact and work to engage the press for more publicity
  • Smile and post on your social media through out the expo

DO YOU NEED INSPIRATION FOR INTERACTIVE BOOTH IDEAS?

  • Beer pong and competitions
  • Bands & music
  • Basic Simulators or Gym machines
  • Arcade Game & Leaderboard
  • Fashion show for your latest range
  • Mini Fitness Area
  • Live coaching sessions on your booth
  • Spin the wheel competitions (these are usually popular so think outside the box)
  • Selfie boards
  • Guess the weight of X and win a giveaway
  • Sprint sessions
  • Mascot on your booth
  • Dancing/Singing entertainment
  • Skittles/bowling
  • Retro/vintage fashion displays

A-Z of Service and Regulations

Access Hours | Accommodation / hotels | Audio Visual Equipment | Balloons & Inflatables | Breakdown / move-out | Build-up / move inCandles | Car parking | Carpet | Catering | ChildrenCommon Areas | Complex Structures | Customs and Excise | Delivery of Exhibits | Dilapidations | Distribution of Literature  | Electrical ContractorElectricity Supply Timetable | Exhibitor Wristbands | Fire Safety | First Aid | Freight Forwarding & Storage | Furniture | Aisles | Graphics / signage | Health and Safety | Height Restrictions |  Indemnification | Insurance | Internet Access | Management office | Material Handling | Noise & Music | Notification of Exhibitor Appointed ContractorRemoval of Exhibits | Rigging | Sampling | Security | Set-up | Pipe & Drape Standard Booth | SmokingBooth Plan Approval | Storage | Unusual Exhibits / Activities | Vehicle Displays | Venue Information


Access Hours

Access to the BCEC is restricted to the hours shown in the Exhibition Timetable. Exhibitors will be allowed onto the show floor one hour prior to opening and one hour after the exhibition closes.


Accommodation/hotels

To secure the best available accommodation within your budget we recommend you book as early as possible. We have partnered with Connections Housing to provide you with hotel options in Boston within 2 miles of the venue. Through this partnership, we are able to offer you the most competitive nightly rates at favorable hotels throughout the city and will strive to provide you with a smooth and effortless booking process when making your travel reservations.

The Westin Boston SeaportBooking Link
Omni Boston at the SeaportBooking Link
The Hyatt Place, Boston SeaportBooking Link

Audio Visual Equipment

Lumens AV has been appointed the official AudioVisual contractor for the exhibition.

If you require any equipment during the show please contact:
[email protected]


Balloons & Inflatables

Use of helium or balloon gas filled balloons are not allowed in the venue.


Breakdown / Move out

Please refer to ‘Exhibition Timetable’.

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your booth before this time. Please note that contractors will not be permitted into the halls until the visitors have left. In the interests of safety, exhibitors are asked to not continue with hospitality on their booths after the show closes.

Please note:
Traffic around the halls will be particularly busy during the first evening of breakdown. Your team will need to work with the Willwork staff and ensure your drivers check-in with the team at the marshalling yard and await instruction.

We strongly advise you do not leave any items unattended in your booth. Expo Management and the BCEC cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance. You can add exhibitor insurance on to your booking for $95 – Please liaise with the sales team on this if you haven’t already done so.

If you are leaving items on your booth to be collected by couriers, you must notify the general service contractor (Willwork) and supply an Outbound Bill of Loading form.


Build Up / Move in

The timetable for build-up is given under ‘Exhibition Timetable’. It is important that you contact us if you foresee any problems keeping to this schedule.

All stands must be finished by 9pm on Friday 26 April to allow time for the venue cleaning staff to clear the aisles of rubbish before the show opens.


Candles

Candles are prohibited.


Car Parking

There are numerous parking facilities around the BCEC as well as metered parking on a first-come, first-serve basis. Click here for an extensive list of parking options with discounted rates.

We recommend booking convenient and affordable parking in advance through SpotHero, the nation’s leading parking reservations app.

To reserve your parking spot for the Boston Outdoor Expo, visit the Boston Convention & Exhibition Center SpotHero Parking Page.


Carpet

The exhibition hall is not carpeted.  Exhibitors may rent carpeting or lay their own floor coverings as long as no damages occur to the hall floor. Use of tape or other affixing needed must be done by an approved contractor.

Your booth does not come with carpet or furniture as standard but we have some upgrade packages available to you at a reduced rate which can be added to your booking.

Options are:

Package APipe n’Drape + Carpet
Package BPipe n’Drape + Carpet + Table + 2 chairs
Package CPipe n’Drape + Carpet + High Table + 2 stools

The carpet colour for the upgrade packages is Grey.

If you would like to add one of these upgrade packages to your stand, please contact Stuart Dacre ([email protected]) to discuss.

Bespoke flooring and/or labor to install flooring can be ordered through the general service contractor, Willwork.


Catering and Sampling

Levy Restaurants has exclusive food and beverage distribution rights within the BCEC and has the responsibility to the City of Boston to strictly regulate any food and beverage activity within the BCEC. Due to strict regulations, any vendor sampling product within the above-mentioned parameters must submit a sampling form to Levy Restaurants for approval. Order forms are available within the MCCA Exhibitor Ordering Guide.


Children

No person under the age of 18 will be admitted to the venue during the build-up or breakdown. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.


Common Areas

All common areas must be kept unobstructed at all times. Contractors, exhibitors, their staff and agents must keep ALL common areas clear while building or dismantling booths, exhibits etc. All exhibits must be kept within the confines of the booth space and demonstrations must not cause undue congestion and/or obstruction of common areas.


Complex Structures

A complex structure is any form of construction of any height which requires cross-bracing and/or would normally be designed by an engineer and/or has, through a risk assessment, been found to present significant risk. Structures over 12ft in height, multi-story booths and suspended items of 880lb and over are always treated as complex structures. Platforms and stages 23 inches or over in height, tiered seating and stairs are also considered complex structures. Such structures must have fully detailed Structural Calculations and/or a detailed Constructional Method Statement along with a suitable and sufficient Construction Phase Plan, Risk Assessment and Method Statement submitted at the same time as your booth plans. Full details must be submitted to Show Management for inspection at least 30 days prior to the exhibition. Please refer to the ‘Booth Plan Approvals‘ section for details of the full booth plan submission process.

Please note that no Complex Structure may be built without prior consent from Expo Management before the planning process takes place.

Any multi story booths must be approved in advance with the Client and Public Safety venue team as well as have a sprinkler system in the booth space. Please contact the venue team to arrange a sprinkler and suitable water supply.  

If you would like to speak to someone regarding your Booth design please contact: Ed Wyre [email protected]  


Customs and Excise

All deliveries to the exhibition from outside the US must be accompanied by the relevant paperwork.

You are advised to contact, Willwork, who can undertake all the work on your behalf or a freight forwarder of your choice. It is in every exhibitor’s interest that they are aware of the customs procedure for temporary importation of exhibits. Please see the Willwork Exhibitor Pack for more details.


Delivery of Exhibits

All exhibits and materials must be delivered prepaid, direct to the BCEC on Friday, April 26, 2024 from 9am to 4pm only. All shipments must have a Bill of Lading showing number of pieces, weight, and description of merchandise. The goods should be clearly labelled as follows:

(Your Company Name & Booth Number)

The Boston Outdoor Expo 2024

c/o Willwork Global Event Services

Boston Convention & Exhibition Center

415 Summer St. / Hall C

Boston, MA 02210

The venue will NOT RECEIVE exhibitor materials prior to April 26, 2024 as they do not have sufficient storage space or personnel. If you choose to ship to the venue and your shipment arrives prior to this date, Willwork will not be on site to receive and it could be turned away.

Willwork
Tel:  (774) 568-5425
Link to order form (page 7)


Dilapidations

You are reminded that you will be charged for making good any damage to the hall or booth area, including the floor, caused by your staff or contractors. Under no circumstances can booth construction, graphics, etc be attached to the facility structure.


Distribution of Literature

Distributing material such as printed or other cards, circulars or articles, is prohibited unless from your own booth. This includes the aisles surrounding your booth.


Electrical Contractor

The Massachusetts Convention Center Authority (MCCA) is the exclusive provider for all electrical services within the venue. They have a comprehensive range of electrical and installation services available.

Exhibitors can submit Electrical orders online at www.signatureboston.com. More information can be found in the venue Exhibitor Guide.

As an exhibitor, it is your responsibility to order adequate power supply for your booth. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by MCCA electricians.

The MCCA electricians bring the power to the booth, but do not distribute it to specific locations within the booth.  You can choose to hire labor from the General Service Contractor, Willwork, to perform this work for you.  Upon your request, Willwork will run flat extension cords under your carpet to distribute power to specified locations.  You will need to coordinate this with Willwork before the start of the show. 


Electricity Supply Timetable

Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations. Occasionally delays may occur due to the fact that adjoining stands are not complete and ready for inspection. During the full open days, power to stands will be from 08.00 each day until 30 minutes after the show closes. Any exhibitor needing electricity for the running down of machinery or working equipment etc. after the exhibition closes on the final day must inform the Organising Office of their requirements.

If you require power after the published build-up hours, you must notify the organiser’s office who can arrange this with the venue who will notify you of the charges.

Please remember to specify 24-hour electricity supply if this is required for refrigerators and/or computer equipment.


Exhibitor Wristbands

All exhibitors working a booth on the event open days require an exhibitor wristband. Please register for you and your staff to get your exhibitor credentials for the expo here. A wristband can then be picked up when arriving at the event entrance.  There is no limit to the number of staff credentials you can request. (Please note this form is for exhibition staff only – those who will need access to your booth before the doors open and to staff your booth throughout the weekend. These passes are not to be used for visitors. If you need guest passes for visitors please contact the marketing team)

Once you have registered using this link you will receive a dedicated confirmation message and a print at home pass. This will allow you quick access to the event before the doors open for visitors.


Fire Safety

Exhibits and decorative materials must meet the requirements of the Code of Massachusetts Regulations -780 CMR EIGHT EDITION (Building Code). Prior to the show opening or at any time during the event, the MCCA Public Safety Department or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense.


First Aid

The Massachusetts Convention Center Authority’s (MCCA) Public Safety Department includes a staff of MCCA Public Safety Managers and Supervisors that are certified First Responders.


Freight Forwarding & Storage

Willwork
Tel:  (774) 568-5425
Link to order form (page 7)


Furniture

Willwork has been appointed as the official furniture contractor for the show. Order early to take advantage of advance order discount rates.

Link to order form (page 16)


Aisles

During the set-up and tear-down periods, Emergency Aisles will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a booth, furniture, or exhibits project beyond the boundary of the booth.

Doors or windows must not open outwards onto aisles. All doors must have vision panels. Exhibitors should not engage in any activity or employ any person or device that, in the opinion of Expo Management, tends to create unreasonable congestion in the aisles.


Graphics / Signage

Exhibitor signage options are available from Willwork. Order early to take advantage of advance order discount rates: Link to order form (page 41).


Health and Safety

This event is dedicated to providing a safe environment for all exhibitors and attendees. In accordance with government guidelines and local mandates, we will follow recommendations for capacity limits, physical distancing, increased sanitization and other safety protocols.


Height Restrictions

Pipe & Drape Booth Package
We will be using Pipe & Drape for the exhibition. Pipe & Drape Booths will have an 8ft black drape at the back of the booth and a 3ft black drape on the sides of the booth.

Space-Only
The height limit is a maximum of 12ft for all space-only booths where headroom permits. Any peninsula or space only booth that has a booth directly behind must mask the backside of any height above 8ft. Please note that show Management is not duty bound to notify other exhibitors should, at their discretion, a booth above 12ft in height be given Permission to Build.

Please note, if you do plan to build to the maximum construction height of 12ft (or in areas near to, or in, overhead restricted areas) then you must carry out a full site survey to ensure that the proposed booth will fit and there are no venue fittings imposing any height restrictions. All booths wishing to build above 8ft must be pre-approved by sending your booth diagram to Ed Wyre [email protected].


Indemnification

The Exhibitor agrees to protect, save and keep Raccoon Media Group, Willwork and the Massachusetts Convention Center Authority harmless, including reasonable attorney fees from any damage, charges or fines imposed for violation of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the Convention Center, Raccoon Media and Willwork regarding the exhibition premises. And, further, the Exhibitor shall at all times protect, indemnify, save and keep harmless, including reasonable attorney fees, Raccoon, and the Convention Center against and from any and all loss, cost, damage, liability, or expense arising from or out of or by reason of violation of any provision of these rules or any accident of other occurrence to anyone, including the Exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or a part thereof.


Insurance

As a standard requirement for all our exhibitors, it is necessary for you to carry general liability coverage with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Insurance Coverage is not optional and proof of insurance will be required.

To make the process easier for you, there is the option to have insurance cover arranged on your behalf with Rainprotection Insurance as part of your exhibiting booth contract for just $95. For more information, please contact show management.


Internet Access

Free WiFi coverage is available across the Venue. While the venue’s Free WiFi service is suitable for sending emails, simple web browsing and accessing social networks, if you are an exhibitor who requires a stable IT connection as an integral part of your booth (and your equipment supports it) we would always recommend you order a hard-wired connection, as it is still the most secure and reliable source of internet connection at the venue.

The MCCA is the exclusive provider of internet services. To order a hard wired connection please visit www.SignatureBoston.com. More information can also be found in the BCEC Exhibitor Guide.


Management Office

The Show Management office is located within the exhibition hall. The office will be open from 8:00am each day throughout the show open hours.


Material Handling

For any material handling/drayage needs please consult Willwork.

Willwork is the exclusive provider of material handling services.

Willwork Contact Details:
Willwork
Tel: (774) 568-5425
Link to order form (page 7)

Work Rules Require that the official material handling contractor Willwork off-load all equipment and display material from commercial carriers/common carriers or van lines. The use of fork trucks, pallet jacks and lift gates are permitted only by personnel of the official material handling contractor.

Exhibitors are allowed to perform their own material handling provided they meet the following criteria:

  • Personnel performing the work must be bonafide, full time company employees of the exhibiting company.
  • They must be off loading from a POV (Personal Owned Vehicle) owned by personnel of the exhibiting company. All trucks, including co-owned or rental vehicle, over 24 ft in length will be off loaded or loaded by Willwork, the official material handling contractor.
  • They may use only hand operated equipment, which they have provided: two-wheeled hand truck are permitted. The use of fork trucks, pallet jacks, lift gates or any other mechanical equipment is not permitted by anyone other than the official drayage contractor, Willwork.

Noise & Music

Please note that the use of microphones on booths is prohibited. Music or video audio must be kept at a level that will not cause offence or inconvenience to other exhibitors. Any music played or noise generated by any other means must be kept at a level of volume that does not cause disturbance to other exhibitors. Any exhibitor wishing to play music must have the appropriate ASCAP/BMI licenses in place. Please see https://www.ascap.com/ for more information.


Notification of Exhibitor Appointed Contractor (EAC)

It is requested that exhibitors with Space Only sites notify both Show Management and Willwork of their appointed contractors as soon as possible, if applicable. When briefing your contractor, please ensure that they are aware of the booth building regulations specific to this expo.

Please complete page 37 & 38 of the Willwork exhibitor pack for any appointed contractors you have working on your stand The unpacking, installation, dismantling, and packing of displays and equipment may be done by full-time employees of registered show exhibitors. If an exhibit requires more than one half hour to install or dismantle, Union personnel must be used from the Official Service Contractor, Willwork Global Event Services (Willwork), or an authorized Exhibitor Appointed Contractor (EAC) that is signatory to Teamsters Local 25. The official labor contractor for the exposition, Willwork, will have skilled craftsmen to assist exhibitors who wish to hire labor to perform these services. Arrangements for all temporary labor should be made through Willwork, the official service contractor. Official labor order forms are included in the exhibitor service manual.


Removal of Exhibits

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your booth before this time. Please note that contractors will not be permitted into the halls until the visitors have left. In the interests of safety, exhibitors are asked to not continue with hospitality on their booths after the show closes.

Please note:
Traffic around the halls will be particularly busy during the first evening of breakdown.

We strongly advise you not leave any items unattended in your booth. Show Management and the venue cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance. You can add exhibitor insurance on to your booking for $95 – Please liaise with the sales team on this if you haven’t already done so.

If you are leaving items on your booth to be collected by couriers, you must notify the general service contractor (Willwork) and supply an Outbound Bill of Lading form.


Rigging

All Rigging at the venue must be approved by Show Management. If you wish to hang anything above your booth please contact Ed Wyre [email protected].


Sampling

Exhibitors planning any form of sampling of food/liquid products on their booth at the expo must advise Expo Management and complete the Levy Restaurants Sampling Form for authorization. Below are some key conditions to sample during the event:

  • Items dispensed are limited to products Manufactured, Processed or Distributed by the exhibiting companies.
  • All items are limited to SAMPLE SIZE and must be dispensed/distributed in accordance to Local and State Health Codes:
  • Non-Alcoholic Beverages are limited to a maximum of 4oz Sample Size
  • Food items are limited to “bite size”, not to exceed 2oz. portions or a 2oz. prepackaged samples.
  • All food/beverage items brought in are required by the Boston Health Department to have a temporary Health Permit. This includes pre-packaged food samples, samples not intended for consumption on the show floor, and bottled water.

If you do not meet the conditions listed above, please see the Levy Restaurants BCEC Authorization Request within the Venue Exhibitor Ordering Guide for info on Take-Away items and Buy-Out Fees.

Please note it is the sole responsibility of the exhibitor to ensure they have the correct permits and authorizations in place in advance of the event. This must be done in advance and cannot be arranged onsite.


Security

Security at the venue is provided 24 hours a day, seven days a week, to ensure the safety of all people in the building. However, exhibitors should take care to ensure that their goods are safeguarded, particularly during build-up and breakdown times as these are extremely vulnerable times. We strongly advise all exhibitors to have a lockable counter unit (or area) on their booth for use during the show’s open hours, and then remove all valuables (especially small items or computers) from their booth overnight. Show Management or venue cannot take responsibility for any item left unattended at any time.


Set-up

Exhibitor move-in will take place as per the Exhibition Timetable. Please note, any labor ordered after 5pm will incur an overtime charge. Permission for earlier access, in exceptional circumstances only, may be granted at the discretion of Show Management and the general service contractor. Please make requests to Ed Wyre [email protected].

The unpacking, assembling, dismantling and packing of displays and equipment may be done by full-time employees of an exhibiting company. Exhibitors are allowed to set-up and/or dismantle their own booths, provided that they use their own bona fide, full-time employees. It is acceptable for exhibitors to safely use power tools to set-up and/or dismantle their own booths.


Pipe & Drape Standard Booth

Each 10’ x 10’ exhibit booth includes:

  • 8’ high Black Back Wall Drape
  • 3’ high Black Side Rail Drape
  • (1) Wastebasket
  • (1) Booth ID Sign

All booth furnishings are the responsibility of the exhibitor. The Booth ID Sign will include the name of the exhibitor (as listed on the contract) and booth number. 

You have Pipe & Drape included in your booth booking (unless you are an island site open on 4 sides). If you do not require this Pipe & Drape and would like it removing, please email Ed Wyre [email protected].

Your booth does not come with carpet or furniture as standard but we have some upgrade packages available to you at a reduced rate which can be added to your booking.

Options are:

Package APipe n’Drape + Carpet
Package BPipe n’Drape + Carpet + Table + 2 chairs
Package CPipe n’Drape + Carpet + High Table + 2 stools

If you would like to add one of these upgrade packages to your stand, please contact Stuart Dacre [email protected] to discuss.

Alternatively, if you would like to discuss bespoke carpet and furniture requirements, Willwork will be able to quote you for these directly.


Smoking

The venue is a non-smoking facility. Smoking of any tobacco product or electronic cigarette (“e-cigarettes”) including vaping is NOT allowed in the building at any time. Designated smoking areas are located outside the building.


Booth Plan Approval

Fully detailed and scaled plans must be submitted for all Space Only booths. All plans and associated documentation must be submitted in English. No booth may be constructed on-site without official approval. Upon approval from Expo Management, no alterations can be made to the drawings submitted.

Plans should include:

  • All dimensions
  • Building materials to be used
  • A ground plan and elevation drawing
  • For complex structures, a full copy of the structural calculations

All plans should be sent 30 days prior to move-in to:
Email: [email protected]

If booth plans are not received together with the appropriate documentation from structural engineers (where necessary), booth building will not be allowed to begin until Expo Management, and where necessary the venue, has approved them.


Storage

There are no immediate facilities for the storage of boxes, packing cases, sales literature etc, unless you order Accessible Storage from Willwork. This is charged per skid with the option of items to be delivered throughout the event. Please see the Willwork exhibitor pack for more information.

We do recommend building some sort of storage option within your booth space for your convenience and aesthetic purposes.


Unusual Exhibits / Activities

If you are doing anything out of the ordinary within your booth, it is important that you notify expo management to make sure that all necessary permissions are sought from the venue, Local Authority or any other parties.


Vehicle Displays

Vehicles that are to be brought into the venue as part of a booth display must be preapproved. Please contact Ed Wyre [email protected] to discuss any vehicle display requests.

Vehicles will be subject to a move-in and move-out fee with the GSC. This is $500 for the round trip, depending on the size of the vehicle.

Keys to start the vehicle, as well as any deactivation codes for security features, must be left with the Public Safety Department.

Motorized vehicles shall:

1. Be equipped with a locking (or taped) gas cap to prevent the escape of vapors. Fuel tanks shall not have more than three (3) gallons of fuel, or 1/8 tank, whichever is less.
a. Exceptions:
i. Recreational vehicles (RVs) may have up to ¼ tank of fuel
ii. Aircraft that is on standby status and is required to have a minimal fuel level as determined by the Federal Aviation Administration (FAA) such as MedFlight ®

2. Have at least one (1) battery cable used to start the engine, disconnected and the end of the disconnected battery cable, taped. It is preferred that the positive or “hot” cable be disconnected.

3. Not be moved during exhibit hours. Vehicles may not be started or operated within the exhibit hall for the first 15 minutes after the exhibit hall closes to the public for the day or final closing of the event. No vehicle may be operated on the exhibit hall without a lead person walking in front of the vehicle warning people of vehicle movement.

4. Fueling or defueling of vehicles is prohibited.


Venue Information

Venue Exhibitor Guidelines


Regulations for Booth Building

Booth Fitting Regulations

  1. All advertising and logos must be within the specified height limits and must not be sited on back of dividing walls, especially where they overhang an adjoining booth.
  2. All booth structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
  3. If you have a booth package, all exhibits and booth fitting material must be contained within your shell scheme booth.
  4. Artificial flowers are highly flammable and give off toxic fumes. These must not be used for booth dressing.
  5. All booth structures must be completely self-supporting. Suspension may not be made from the roof of the halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
  6. It is the responsibility of the exhibitor to examine the site allotted pre-show in order to avoid costly adjustments to booth structures from any building obstruction or pillars, for which Show Management cannot accept any responsibility.
  7. On Space Only booths, the name and booth number of the company exhibiting must be displayed prominently on each side of the booth.
  8. All work must be carried out using non-flammable material.
  9. Show Management may, at the expense of the exhibitor, remove or alter anything in, on, or forming part of any booth if, in their opinion, it is desirable to do so in the interests of the exhibition.
  10. The design of the booth must be such that it can be erected and dismantled within the time available.
  11. Exhibitors are responsible for ensuring their booth contractor employs safe working practices.

Booth Fitting Regulations – Space Only Sites

If you have a space only site at the event, you have a legal obligation to build your booth to the required booth standards as outlined by the Venue, Show Management and Local Authority regulations, some of which are outlined below.

Space Only sites are not provided with any walling or furnishings. The event adheres to booth construction guidelines developed by the International Association of Expositions & Events (IAEE).

Sightlines are enforced so take into consideration neighbouring exhibitors when designing your booth. Please contact Show Management to discuss any booth construction issues.

Platforms – the provision of a platform may be regarded as necessary in order to cover some electrical installations and is the responsibility of the exhibitor. The general height of the platform should be no more than 4 inches.

Open corners of booth floors and platform shall be splayed, rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards. Platform edges must be fully highlighted and the use of the platform must be included in the Risk Assessments.

Compliance with the Americans with Disabilities Act (ADA) is a legal requirement of public facilities. This law became effective in April 1992. It requires access for disabled persons at convention centers, and as necessarily follows, floor exhibits. It is the responsibility of the Exhibitor to be aware of, and be in compliance with, the rules set forth in this Act. Exhibitors are encouraged to provide exhibits that are accessible to all and barriers to none. In the absence of accessibility, each Exhibitor must assume the responsibility for making alternative arrangements to serve the needs of persons with disabilities.

Branding is not permitted on the back of walls that overlook neighbouring exhibitors. Should there be a query regarding this onsite, Show Management’s decision is final.

All speakers are to be positioned within the boundaries of the booth and angled so that they face inwards towards the center point of the booth. Noise output will be monitored on-site and Show Management reserves the right to terminate any display causing a nuisance.

Barriers are required to protect exposed edges of stairs, landings, balconies and other changes of level exceeding 15inch.

Fire Safety

Exhibits and decorative materials must meet the requirements of the Code of Massachusetts Regulations – 780 CMR EIGHT EDITION (Building Code). The Massachusetts Department of Public Safety (DPS) has jurisdiction over all safety matters of the MCCA. Prior to the show opening or at any time during the event, the Public Safety Department or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense.

Aisles

All displays and exhibit material must remain within inside the booth. Under no circumstances will exhibits, booth dressings, tables etc., be allowed to encroach into aisles. Offending items are liable, without warning, to be removed.

All construction activities should be kept to a minimum and the booth designed to keep the number of people needed to build the booth to as few as possible.


Health & Safety (including control of the transmission of Covid-19)

All activities on-site (including but not limited to booth construction, demonstrations and breakdown) must comply with all current health & safety legislation.

Statement

It is the policy of Raccoon Events to endeavor to seek the co-operation of all concerned in order to achieve the highest booth standards, in all aspects of Health & Safety. It is important to ensure that safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their responsibilities whilst working at the exhibition.

As an Exhibitor, it is essential that you are aware of your obligations; as an Exhibitor, Contractor or Agency you have a duty to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonable practicable, for the health, safety and welfare of all employees and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also that of others working or attending the vicinity.