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Welcome to the AAPG ACE 101 Exhibitor Manual for the 2018 Exhibition

This is specifically designed to help you navigate through the various rules and regulations as well as order the necessities for your booths and any other services required for you to have a successful event.

Whether new or experienced with an AAPG ACE exhibition, it is our primary goal to not only enhance your experience, but to create a seamless and effortless process as you navigate the tabs below. In order to save you time and money, we have also listed the Important Deadlines below with links to provide you quick and easy access. Please make note of some of the mandatory forms that are required in order to gain access to the floor for a smooth and seamless move-in process. Those will be easily identified.

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

Thank you again for your continued support of AAPG ACE – we look forward to seeing you in Salt Lake City.

exhibitors manual content tabs

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

AAPG ACE 101 Deadlines

Time is money…. so the earlier you order the more you save! Make note of the below deadlines as they will prove to be helpful throughout the next several weeks with the General Contractors and vendor orders as well as necessary forms for AAPG Show Management in order to ensure you are able to access the exhibition floor in a timely manner.

Jan
8
Monday
Registration Open
Jan
15
Monday
Accommodations Reservation Open
Mar
22
Thursday
Initial Catering Order - Utah Food Services (UFS)
Lead Retrieval - Early Bird Rate
Mar
28
Wednesday
On-site Contact and EAC Work Authorization Form (Mandatory)
Apr
3
Tuesday
Indemnification Agreement - provided by EAC (Mandatory)
Booth Drawings/Renderings/Height Variance Requests provided by EAC (For 400 sq. ft. or more only) Mandatory
EAC Certificate of Insurance -Provided by EAC (Mandatory)
Apr
19
Thursday
Advertising – Program Book Reservations Due
Catering Orders (75% Payments are due with order)
Apr
20
Friday
Lead Retrieval - Pre-Show Rate
Apr
26
Thursday
Advertising – Materials Due
Graphics and Signs
Labor
Rigging: Hanging Signs
Audio Visual Orders
May
1
Tuesday
Program Book Company Listing Form
Opportunity to Upgrade/Enhance (Mandatory)
May
2
Wednesday
Photography
Flowers & Plants
May
10
Thursday
Internet/Telephone/Cable Service
Air/Water/Natural Gas Services
Electricity
May
11
Friday
Advanced Shipping (Freeman Warehouse Deadline)
May
16
Wednesday
Catering (Full Payments Due, Guarantees Due) - Utah Food Services (UFS)
May
17
Thursday
Show-Site Shipping Materials Acceptance Begins

AAPG ACE 101 Exhibitor Rules and Regulations

††† Indicates a Salt Palace Convention Center Specific Rule and/or Regulation

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 Rules & Regulations

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.
  • Displays or exhibits must never interfere in any way with access to any required exit, block access to firefighting equipment or interfere with the normal operations of automatic extinguishing equipment.
  • Maintain 10 feet clear access in aisles; maintain 18 feet.
  • No portion of a display shall obstruct any aisle or doorway.
  • 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 Salt Palace Convention Center.
  • ††† Adhesive-back decals and stickers may NOT be distributed anywhere on the premises.
  • ††† Glitter and confetti may NOT be used in carpeted areas of the Salt Palace Convention Center.
  • ††† Carpet runners, show carpet or other temporary floor covering or permanent carpet must be approved. Double-faced tape or heat tapes are prohibited for direct application to permanent carpeted areas.
  • ††† Surface Protection – all contractors/exhibitors must use the utmost care to protect ALL surfaces in the facility from any and all damage. Protection may include padding, the use of non-marring products. Visqueen, plywood, rubber bumpers and tires, and proper supervision. The use of transfer tape is strictly prohibited on all surfaces within the facility.
  • ††† When installing carpet or floor covering in the exhibit space, specific tape has already been approved by the facility and must be used or repair damages MAY BE APPLIED TO THE EXHIBITOR and/or appointed contractor.
  • ††† Contractors (EAC) and/or exhibitors must provide complete protection from paint and paint products in ALL AREAS of the facility including the exhibit floor. Under no circumstances may spray paints, airless sprayers, power sprayers/painters, airbrushes or similar tools be used within the facility without written consent from the facility management.
  • You agree to be responsible for any damage caused by your display or personnel to the Salt Palace Convention Center. Please refer to the insurance requirements.
  • ††† Helium balloons may NOT be given out inside the building, but may be authorized to be attached to permanent displays or structures. Restrictions will apply. Please check with Show Management. Helium tanks are NOT permitted inside the Salt Palace Convention Center at any time.

Move-In/Out Instructions

  • All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators.
  • The usage of the facility lobbies is strictly limited to HAND-CARRIED ITEMS ONLY. Dollies, flatbeds or anything mechanical is strictly prohibited in the lobbies. Materials that require the use of wheeled or mechanical equipment MUST BE DELIVERED VIA THE LOADING DOCKS.
  • Passenger elevators or escalators are designed for passenger use only and are not intended for or equipped to carry freight of any kind.
  • REMINDER: Freight, including overnight freight, will NOT BE ACCEPTED PRIOR TO THURSDAY, 17, MAY 2018.
  • Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.

Facility Dock Regulations

  • ††† All trucks, trailers and vehicles that enter the dock lot will be issued a 30-60 minute unloading pass. This pass must be completed by the exhibitor/contractor.
  • ††† Only tractor trailers and company vehicles will be allowed to park in the dock loading area. NO PERSONAL VEHICLES will be allowed to park in the dock loading area at any time. All company vehicles should be identifiable as such (i.e., logo on vehicle).
  • ††† All trucks and trailers parked at the docks must be choked, and have a safety cone placed at the front of the vehicle.
  • ††† Violations including parking may result in varying degrees of penalties including a ticket, penalty boot on the vehicle and a fine or towing at the owner’s expense.
  • ††† Crates, cardboard boxes, hazardous materials, waste products, gasses and any other packaging and holding materials are prohibited from being stored on the loading docks. They may be kept in trailers with closed, unlocked doors, or in available dock bays.
  • ††† All company trucks, trailers and vehicles must be cleared out of the dock at the time the contract/event expires on Thursday, 24 May 2018, unless permission is granted from facility management. **Must be cleared out by 2:00 p.m. Thursday, 24 May 2018**

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 height restrictions must be submitted by your Exhibitor Appointed Contractor as typically only island booths are allotted to exceed maximum heights listed above.

Please ensure you have completed your Onsite Contact and EAC Work Authorization (Due 28 March)

Upon completion, your EAC will need to complete the Indemnification/Insurance/Booth Rendering and Height Variance Request Form (Due 3 April)

Fire and Safety Regulations

The Utah State Fire Marshal requires 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.

  • All curtains, drapes and decoration must be constructed of flameproof material, or be treated with an approved flame proofing solution. Treatment shall be renewed as often as may be necessary to maintain the flame proofing effect.
  • No combustible materials, merchandise or signs shall be attached to, hung from or draped over side and rear divider draperies of booths, or attached to table skirting facing aisles, unless flame proofed.
  • ††† Storage of any kind behind the drapes or display walls or inside display areas is prohibited by Salt Palace Convention Center. All cartons, crates, containers and packing materials that are necessary for re-packing shall be removed from the show floor. Consideration will be given for the storage of crates outside the facility.
  • ††† The use of liquefied petroleum gases (LPG) and/or propane and compressed natural gas (CNG) inside the building, tents or other areas is strictly prohibited, except for demonstration purposes when approved by the Fire Marshal. Maximum LPG allowed for exhibition purposes is a 16-oz non-refillable container.
  • ††† All standpipes shall be kept clear and unobstructed at all times.
  • All appliances fired by natural gas shall be approved by the Facility Engineering Manager and Fire Marshal, and be installed in accordance with NFPA 54 National Fuel Gas Code b efore being used.
  • The Fire Marshal must approve the use of welding and cutting equipment for demonstration purposes.
  • Artificial lighting, such as lanterns and candles, etc,. requires the approval of the Facility Management and Fire Marshal.
  • The use of all gas-fired heating units, either portable or stationary, needs to be approved by Facility Management and Fire Marshal.
  • All covered structures in excess of one hundred square feet in area should shall be protected by an automatic smoke detection system approved by the Fire Marshal.
  • Motor vehicles are permitted in the exhibit hall areas strictly for purposes of loading and unloading freight. Unless the vehicle represents an integral part of a display, they may not remain parked in the exhibit halls. Display vehicles must conform to fire codes as they pertain to fuel tanks and battery connections. Display vehicles shall have no more than ¼ tank or five gallons of fuel in the tank, whichever is less. All fuel tanks shall be locked or effectively sealed, and at least one battery cable disconnected from the ignition system. Ignition keys for vehicles on display shall be kept by a responsible person at the display location for removal of such vehicle from the building in the event of an emergency.
  • Any booth, which may pose a particular fire hazard by the storage or actions within, must provide a suitable portable fire extinguisher.
  • NO propane cylinders permitted in any indoor exhibits.
  • If at any time a Fire Marshal 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.

Insurance and Indemnification

  • All exhibitors and their contractors (EACs) are required to provide a certificate of insurance that includes the Salt Palace Convention Center as a named insured and it must be submitted 45-60 days prior to move-in (3 April 2018).
  • In addition, 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 Salt Palace Convention Center, their agents, and employees from any and all such losses, damages, and claims.
    • Neither AAPG Show Management nor the Salt Palace 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, Salt Palace Convention Center, Salt Lake City, UT 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 Salt Palace 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/Exhibition 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 2018.

All Exhibitor Appointed Contractors are required to fill out the EAC Indemnification Agreement by Tuesday, 3 April 2018.

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.

Licenses/Permits/Exemptions/Taxes

Exhibitors that anticipate selling a tangible product or rent real property at the event must apply for a Temporary Utah State Sales Tax Number. Contact the State Tax Commission/Special Events Section at +1 801 297 6303 for more information.

Public Safety/Security

  • Animals and pets are not permitted in the building except as an aid for a disabled person. The animal must have proper licensing and certificates and follow health and safety guidelines as may be required by local authorities and facility management.
  • Utah State Law prohibits smoking in all public facilities INCLUDING THE USE OF E-CIGARRETTES. All smokers must be at least 25 feet from all doors outside the building.

AAPG ACE 101 — Included with your booth

Each 10’x10’ inline booth will be set with 8' high black and brown back drape, 3' high black side dividers, and one 7" x 44" one-line identification sign. (Booths larger than 300 square feet may receive a one-line identification sign upon request only)

Carpet/Floor Covering

Carpet/floor covering is NOT PROVIDED in your booth space. The aisles will be carpeted in Latte (a brown/black color). Please note: Floor covering is mandatory per your AAPG Exhibit Space Agreement. You can conveniently order carpet through Freeman Online by 26 April 2018 to receive advanced discounted rates.

Audio Visual

Freeman AV is the exclusive provider for AAPG ACE 101 2018 exhibitors. You can find an easy to complete form through Freeman Online as well to order now and receive early bird discounts on any computer, television/monitors or sound equipment you may require for your booth at ACE.

Catering

Utah Food Services holds exclusivity for catering , concession and liquor privileges at the Salt Palace Convention Center. It is not permissible to bring food and beverages into the Convention Center. Violations will result in the removal of products from the show floor. Please note that all catering functions are subject to Show Management approval. Please send your catering request to prior to ordering.

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 26 April 2018.

Electrical

Please note that electrical service is NOT included in your booth equipment. To accommodate possible power requirements, electrical outlets will be installed in every inline booth. An audit will be conducted by electricians and on-site charges will apply if electrical service is utilized without an order on file. Freeman is the exclusive contractor for electrical.

Furniture, Specialty Drape and Booth Accessories

Freeman is the exclusive provider of all booth furnishings and accessories. To receive all early discounts, place your order by 26 April 2018.

Internet/Telephone/Cable Television Services

Internet service is provided exclusively Salt Palace Convention Center. Take advantage of their Early Bird/Advance Rate Discount and order by 10 May 2018. Order Online

Floral and Plants

Convention Plant Design is the provider of plants and flowers for ACE 2018. Download Order Form

Water/Gas/Air

Exclusively provided by Salt Palace Convention Center with an Early Bird Discount before 10 May 2018 – so order early and get the discounted rates.

Business Center

You can easily set up a Master Account and arrange for small packages to be delivered or sent out during event show days at the Salt Palace Business Center.

AAPG ACE 101 Shipping/Freight Material Handling

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

Exhibit Transportation and Customs

As part of the Freeman service and to make your shipping and transportation experience as seamless as possible, Freeman Exhibit Transportation has been appointed as the official carrier and customs clearance service provider for the AAPG 2018 ANNUAL CONVENTION & EXHIBITION (ACE).

Our Exhibit Transportation Department will be in contact with you to discuss your shipping requirements, however if you wish to contact us, please call our toll free number at 1 877-478-1113 to speak to a Customer Service Representative.

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 accept crated, boxed or skidded materials beginning 17 April 2018 at the below address. Material arriving after 11 May 2018 will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 a.m. – 3:30 p.m. If required, provide your carrier with this phone number: +1 775 355 4600

Warehouse Address

AAPG 2018
Exhibiting Company Name
Booth #_________
C/O Freeman /BTX-LOGITRANS
3775 W. California Ave., Suite 300
Salt Lake City, UT 84104

Freeman will receive shipments at the Salt Palace Convention Center beginning at 1:00 p.m. on 17 May 2018. Shipments arriving before this date WILL BE REFUSED by the convention center. Any charges incurred for early freight accepted will be at the expense and responsibility of the individual exhibitor. If required, provide your carrier with this phone number: +1 775 355 4600

Show Site Shipping Address

AAPG 2018
Exhibiting Company Name
Booth #__________
SALT PALACE CONVENTION CENTER
C/O FREEMAN
100 S. West Temple
Salt Lake City, UT 84101

Please note: All items and materials that must be brought into the facility are subject to Material and Handling charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form for charges for the services.

Please be aware that disposal of exhibit properties is NOT INCLUDED as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to dispose of your exhibit properties.

If at any time, you need additional assistance from Freeman, please call the Freeman Exhibitor Services Department at +1 775 355 4600.