Rules & Regulations
Important information which highlights several key components that each exhibitor must adhere to as a good neighbor. AAPG follows the IAEE Display Rules & Regulations. Display rules, height information, Insurance information as well as important Labor Rules and Material Handling information can be found on this tab.
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 & Height Information
Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.
- All activities must be confined to your assigned 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.
- Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Convention. 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.
- Photographing other exhibitors’ displays is strictly prohibited.
- 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 the booth rather than into the aisle. Sound and noise should not exceed 85 decibels. You should be aware that music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
- No bolts, nails, tacks, screws, pins, adhesive, or other devices of any description likely to deface or damage walls, floors, hard wall/MIS panels, furniture, or other furnishings shall be used on surfaces in the BMO Centre at Stampede Park.
- You agree to be responsible for any damage caused by your display or personnel to the BMO Centre at Stampede Park. Please refer to the insurance requirements.
- 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.
- Helium balloons may not be sold or distributed inside the facility. Helium balloons may be approved through your Event Manager for permanent attachment to authorized displays. A deposit may be required prior to installation.
- If helium balloons from an authorized display are released within the facility, labor costs to remove balloons from ceilings or ventilation fans will be charged.
- Helium (or like) balloons distributed outside the BMO Centre at Stampede Park should not be brought into the facility.
- No pressure-adhesive stickers or decals or similar promotional items may be distributed in the building. Labor costs to remove adhesive stickers and decals will be charged.
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 20 April 2016.
Fire and Safety Regulations
The Calgary Fire Prevention Bureau in conjunction with Calgary Stampede require the adherence to fire safety requirements governing exhibits and displays in places of public or private assembly. All exhibits and displays are subject to inspection by the Authority Having Jurisdiction (AHJ) Calgary Fire Department Fire Prevention Bureau.
The following materials, if used for display or decorative purposes, shall be inherently flameproof or properly treated with a flame retardant (proof of this prevention must be available for the Fire Inspector):
- flowers and foliage (artificial), paper, cardboard or compressed paperboard, plastic materials, split wood, textiles and any other material used for festive decorations
- hay or straw bales must be treated, tagged, dated and bound by wire
- wallpaper is permissible if pasted securely to walls or wallboard backing
No person shall install drapes, curtains and other decorative materials, which do not meet the requirements of flame resistance, as described in the Alberta Fire Code.
The use of the following materials indoors shall be prohibited:
- acetate fabrics
- corrugated paper
- combustible material used for covering tables or for skirting tables.
Flame proofing treatments shall be renewed as often as necessary to ensure that the material will pass the match test in Alberta Fire Code.
Unless otherwise approved, flammable or combustible and/or compressed gases shall not be used or displayed. Where approved for display cylinders containing compressed gases shall be protected against mechanical damage and shall be stored on racks or by other accepted devices designed to hold them securely in place.
Aerosols: It is permissible to exhibit one pressurized container, not exceeding one pint capacity of each product classified as flammable liquid.
Motor vehicles and gasoline-powered equipment on display shall not exceed the maximum capacity of the fuel tank and be equipped with a lock-on type gasoline cap or the gas cap taped to prevent tampering. Keys must be removed from all vehicles.
Any booth, which may pose a particular fire hazard by the storage or actions within, must provide a suitable portable fire extinguisher.
Propane-fueled vehicles may be parked indoors provided there are no leaks in the propane system and the tank is not filled beyond its maximum permitted density. When parked indoors the shut-off valve must be closed and secured to prevent tampering, and the vehicle must not be parked near a source of heat, an open flame, any source of ignition or near an open pit or drain.
NO propane cylinders permitted in any indoor exhibits.
All electrical appliances, electrical cords and electrical connections shall comply with the Electrical Code.
If at any time a Fire Inspector deems that the display or actions of any service provider is dangerous to public safety; the service provider shall have the required changes made immediately.
The exhibit area requires:
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 BMO Centre at Stampede Park premises and will indemnify, defend and hold harmless Show Management and the Colorado Convention Center, their agents, and employees from any and all such losses, damages, and claims.
- Neither AAPG Show Management nor the 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, BMO Centre at Stampede Park, Calgary, AB, Canada 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 BMO Centre at Stampede Park, 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 2016.
All Exhibitor Appointed Contractors are required to fill out the EAC Indemnification Agreement by 2 May 2016.
Installation, Dismantling & Decorating
Material handling to and from show site:
All materials received, other than those in " Exhibitor Owned Vehicles/Parking Information" as described below, will be handled by Freeman. Please refer to shipping and handling instructions at Freeman Online.
Exhibitor Owned Vehicles/Parking Information
All exhibitors selling merchandise from the show floor or taking orders on either a wholesale or retail basis must comply with local laws regarding sale/use tax collections for Calgary, Alberta.
For more information about the goods and services tax (GST) you may visit the Canada Revenue Agency.