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Welcome to the AAPG ACE 2017 Exhibitor Manual

This section is designed to help our valuable exhibitors as they navigate through the various rules and regulations, order carpet and furniture, audio visual, internet as well as other services needed and required to have a successful event in Houston.

Whether you are a new or experienced exhibitor, it is our primary goal to ensure you are able to navigate this manual effortlessly. The tabs below are designed to provide the necessary information regarding the Rules & Regulations, Shipping and Material Handling as well as Important Deadlines to help save money on services and items ordered. Please ensure you have read and understand all items below as well as make note of required forms to ensure your move-in process is smooth and seamless.

If you have any questions or need additional assistance, do not hesitate to contact us.

Thank you for your support of AAPG and for exhibiting at the 100th Anniversary of the AAPG Annual Convention & Exhibition.

  • Deadlines
  • Rules and Regulations
  • For Your Booth
  • Shipping/Materials & Handling
  • Brand Builders
Deadlines

These can also serve as a Checklist and calendar reminder for you over the next few months to help you stay on task and also save money! Remember that the earlier you order through Freeman – the more you save! For your convenience, there are also links provided for quick access to order forms and online forms that are required as well.

Feb
13
Monday
Lead Retrieval - Early Bird Rate
Feb
20
Monday
Booth Drawings/Renderings Due
*Required for exhibitor 400sq.ft. and Larger
Booth Height Variance Request
Feb
21
Tuesday
Program Book Exhibitor Listing Form
*Required to be listed in the ACE Program Book
Feb
28
Tuesday
On-Site Contact (required)
Indemnification Agreement & EAC
Mar
2
Thursday
Certificate of Insurance due (required)
Mar
6
Monday
Lead Retrieval - Pre Show Rate
Mar
10
Friday
Freeman Warehouse begins accepting freight/shipments
Mar
13
Monday
Mar
16
Thursday
Network Security Declaration Form Completed
Wireless Performance Declaration
Mar
17
Friday
Carpet, Furniture, Labor, Booth Materials - Early Bird Rate
Mar
25
Saturday
Last Day Shipments will be recieved at Freeman Warehouse
Rules and Regulations
Copyright Fees

All ASCAP, BMI, SESAC or other copyright fees applicable to music or entertainment used as part of an exhibit are the sole responsibility of the exhibitor. The exhibitor must make required payment(s) directly to the applicable copyright agency.

Display Restrictions

Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.

Show Management reserves the right to restrict or remove exhibits and/or exhibitors in violation of any below:

  • All activities must be confined to your assigned booth space.
  • Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
  • Noise distraction. Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into your booth rather than aisles or other exhibits. Sound and noise should not exceed 85 decibels.
  • Inappropriately attired personnel.
  • Or any other reason, which in its sole judgment, may detract from the character of the Convention.
  • Photographing other exhibitors’ displays is strictly prohibited. Neither AAPG or Show Management, if other than AAPG, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.
  • You agree to be responsible for any damage caused by your display or personnel to the George R. Brown Convention Center. Please refer to the insurance requirements for additional details.
  • All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.
  • No animals or pets are permitted in the facility except as an approved exhibit, activity or performance requiring the use of animals. The Facility Manager and governmental regulating agencies require approval. Guide dogs are permitted at all times.
  • The use of helium balloons is prohibited in the facility.
  • Adhesive-backed decals are NOT permitted to be distributed or used inside the George R. Brown Convention Center. Labor costs to remove adhesive stickers and decals will be charged.

Please ensure you have read through the George R. Brown Exhibitor Guidelines that can be found on the Freeman Manual Link.

Height Information

The height maximum for booths at ACE is:

  • 20 feet for island
  • 8 feet for inline
  • 12 feet for perimeter inline
  • 8 feet for peninsula.

Any variance from these guidelines must be included with your On-site and EAC Work Authorization form and is subject to approval. Please submit the form no later than 21 February 2017.

Fire and Safety Regulations
  • Flammable or volatile materials are strictly prohibited within George R Brown Convention Center (GRBCC) unless approved, in advance, in writing by the fire marshal.
  • Use of flammable compressed gas cylinders is strictly controlled within the GRBCC and generally prohibited. Non-flammable compressed gas cylinders must be secured to prevent toppling.
  • All decorations, drapes, signs, banners, table coverings and skirts, carpeting or similar decorative materials used shall be flame retardant to the satisfaction of the fire marshal and are subject to inspection and flame testing. *If Freeman is supplying all materials for your booth, then these have already been approved. If you are providing your own furniture, drapes, skirting and carpet, please be prepared for further inspection.
  • All vehicle displays require a permit from the Houston Fire Department. Any exhibitor displaying a vehicle will be subject to further inspections and will be responsible for any costs incurred for spotting and inspections.
    • Fuel tanks shall not exceed ¼ of their capacity or 5 gallons of fuel, whichever is less
    • All display vehicle gas caps should be locked or taped
    • The battery must be disconnected while on display
    • Non-flammable covering must be placed underneath vehicle to prevent stains
    • Duplicate keys must be provided to Show Management in the event of an emergency
  • If at any time a fire marshal deems that a display or actions of any display is dangerous to public safety, the exhibitor must make appropriate changes/actions or they will be removed from the exhibit hall.
  • Displays or exhibits must never interfere in any way with access to any required exit, block access to fire-fighting equipment or interfere with the normal operations of automatic extinguishing equipment.
  • Maintain 3m (10 feet) clear access in aisles; maintain 5.5m (18 feet)
  • No portion of a display shall obstruct any aisle or doorway.
  • All fire-fighting equipment must be visible and accessible.
  • All storage shall be kept in allocated areas. No empty cardboard containers are permitted in exhibition space.
Insurance & Indemnification
  • All exhibitors should be covered with their own insurance to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.
    • Each exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Convention Center premises and will indemnify, defend and hold harmless Show Management and the George R. Brown Convention Center, their agents, and employees from any and all such losses, damages, and claims.
    • Neither AAPG Show Management nor the George R. Brown Convention Center maintain insurance covering the exhibitor’s property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.
  • Each exhibitor agrees to and shall defend, indemnify and hold harmless AAPG Show Management, the George R. Brown Convention Center and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the George R. Brown Convention Center, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.
Labor/Exhibitor Work Rules
  • All decorating, display and material handling labor related to conventions, trade shows, promotional displays and consumer shows is performed by Freeman, the assigned Official Service Contractor for AAPG ACE 2017.
  • Union Labor may be required for your exhibit installation and dismantle. Please carefully read the Union Rules & Regulations to determine your needs. Exhibitors supervising Freeman Labor will need to pick up and release their labor at the Service Desk onsite. You can also refer to the order form in the Freeman Manual Link under Display Labor for Straight time and Overtime hours.

All Exhibitor Appointed Contractors are required to fill out the EAC Indemnification Agreement by 28 February 2017. *Note: Failure to complete this form for each exhibitor can prevent access to the exhibition hall and delay the building of an exhibitor’s booth.

Material handling to and from show site

All materials received, other than those in exhibitor-owned vehicles as described below, will be handled by Freeman. Please refer to shipping and handling instructions at Freeman Online.

Material Handling Services:

  • Crated: Material that is skidded or is in any type of shipping container that can be unloaded at the dock with no additional handling required.
  • Special Handling: Material delivered in such a manner that it requires additional handling, such as ground unloading, stacked or constricted space unloading, designated piece unloading, shipment integrity, alternate delivery location, loads mixed with pad wrapped material, no documentation and shipments that require additional time, equipment or labor to unload. Federal Express, UPS & DHL are included in this category due to their delivery procedures.
  • Uncrated Carpet and/or Pad only: Material that is shipped loose or pad-wrapped, and/or skidded machinery without proper lifting points. Shipments that consist of loos carpet and/or padding only require additional labor and equipment to unload.
  • Straight Time: 8:00 am – 4:30 pm Monday through Friday
  • Overtime: 4:30 pm – 8:00 am Monday through Friday and ALL Day Saturday and Sunday as well as Holidays. **Overtime will be applied to all freight received at the warehouse and/or show site that must be moved into or out of the booth during the above times.
For Your Booth

Each 10’x10’ inline booth will be set with 8' high blue and gray back drape, 3' high blue side dividers, and one 7" x 44" one-line identification sign.

Floor Covering/Carpet

Carpet and/or floor covering for your booth is not provided and is MANDATORY.

You may provide your own floor covering or you can conveniently order through Freeman Online

Order Carpet Through Freeman Online

Audio Visual

Freeman AV is the exclusive provider for AAPG ACE 2017 exhibitors. You can order online through Freeman for all of your Audio Visual needs including computers, TV’s, Audio Equipment. ORDER by 17 March and SAVE up to 30%!

Order AV Devices and Service

Catering

The George R. Brown Convention Center has exclusive catering, concession and liquor privileges. Aramark is the official Food and Beverage provider.

Please note that Show Management must be notified of all catering functions inside the exhibition. Please send your catering function information to Lea Cate, Exhibition Sales Coordinator prior to move-in.

Order Catering Services

Cleaning

Exhibitors are responsible for ALL cleaning inside their booth parameters. Freeman is the exclusive provider of cleaning services. Discount rates apply to all orders received by 17 March 2017. Place Your Cleaning Order Now

Electrical

Electric is NOT included with your purchased booth space. Smart City Networks is the exclusive provider at the George R. Brown Convention Center for all electrical orders/needs. You can order online through the Freeman Online Manual.

Order Electrical Services

Furniture, Specialty Drape and Booth Accessories

Freeman is the exclusive provider of all booth furnishings and accessories. Place your order online now and save up to 30%!

Order Booth Accessories Now

Internet/Telephone

Internet and Telephone service is exclusively provided by Smart City Networks at the George R. Brown Convention Center. You can conveniently order online through the Freeman Online Manual.

Order Internet and Phone Service

Shipping/Freight/Materials Handling

For all details regarding materials handling, shipping forms and customs information please visit Freeman Online.

Please note: All items not ordered through Freeman direct may be subject to Material Handling Charges and are the responsibility of the Exhibitor.

Shipping Information
  • Freeman will begin accepting crated, boxed or skidded materials March 10, 2017 at the below Warehouse address and must be accompanied with a Certified Weight Ticket.
  • Material arriving AFTER March 24, 2017 will be received at the warehouse with an after deadline charge
  • The warehouse will receive shipments Monday through Friday during the hours of 8:30 AM - 4:00 PM. To check on the arrival of freight, please call 416-252-2420.
  • Freight will be delivered to the Convention Center beginning March 30, 2017.

Warehouse Address

Event: AAPG 2017 ANNUAL CONVENTION & EXHIBITION (ACE)

Exhibitor Name & Booth #:______
AAPG 2017-287393
C/O Freeman
9258 Park South View, Suite 100
Houston, TX 77051

Show Site Shipping Address

Event: AAPG 2017 ANNUAL CONVENTION & EXHIBITION (ACE)

Exhibitor Name & Booth #:______
AAPG 2017-287393
C/O Freeman
George R. Brown Convention Center
1001 Avenida De Las Americas
Houston, TX 77010

Shipping Labels can be found on Freeman Online.

Download Shipping Labels

Material Handling

Freeman can take care of all of your material handling needs. Whether you are a first-time exhibitor, trade show veteran or simply looking for shipping labels-they’ve got you covered!

You can access all information, rates and order forms conveniently through the Freeman Online Manual

Brand Builders

Construction improvements at the George R. Brown Convention Center have created ACE 2017 exhibitors some impressive new ways to promote their new, innovative technology or drive traffic to their booth.

Take a look at these Brand Building opportunities.

Lea Cate Lea Cate
Sales Coordinator
+1 918 560 9434
Exhibitor Move-In:
Thursday, March 30, 2017 8:00 am – 5:00 pm – Exhibitors 600sqft + ONLY
Friday, March 31, 2017 8:00 am – 5:00 pm – Exhibitors 400sqft + ONLY
Saturday, April 1, 2017 8:00 am – 7:00 pm –All Exhibitors
Sunday, April 2, 2017 7:00 am – 3:00 pm –All Exhibitors
Show Hours:
Sunday, April 2, 2017 5:00 pm – 7:30 pm
Monday, April 3, 2017 9:00 am – 6:00 pm
Tuesday, April 4, 2017 9:00 am – 6:00 pm
Wednesday, April 5, 2017 9:00 am – 2:00 pm* *Note that Wednesday will remain open until 2:00pm – no tearing down before 2:00 pm
Exhibitor Move-Out:
Wednesday, April 5, 2017 2:00 pm – 8:00 pm
Thursday, April 6, 2017 7:00 am – 12:00 pm

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