Welcome to the ACE 2019 Exhibitor Manual

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 San Antonio.

Live Tabs

AAPG ACE 2019 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.

Mar
18
Monday
On-site Contact and EAC Work Authorization Form Mandatory
Mar
19
Tuesday
Lead Retrieval - Early Bird Rate
Insurance Certificate Due
Apr
1
Monday
RK Culinary Group - Initial Catering Order
Indemnification Agreement - provided by EAC Mandatory for all EAC’s
Booth Drawings/Renderings/Height Variance Requests provided by EAC (For 400 sq. ft. or more only) - Mandatory
Apr
15
Monday
Program Book Company Listing Form - Opportunity to Upgrade/Enhance Mandatory
Advertising – Program Book Reservations Due
Apr
16
Tuesday
Advanced Shipping - Freeman Warehouse Begins
Apr
19
Friday
Lead Retrieval - Pre-Show Rate
Photography - schedule early!
Apr
25
Thursday
Advertising – Materials Due
Apr
29
Monday
Booth Cleaning
Furniture, Carpet and Accessories - Freeman
Graphics and Signs
Labor
Rigging: Hanging Signs
Audio Visual Orders (Computers, Stands, Monitors etc)
Electricity
May
1
Wednesday
Flowers & Plants
Smart City - Internet/Telephone/Cable Svcs.
Exhibitor Conference Room Rentals - Payments Due
May
9
Thursday
Advanced Shipping - Warehouse Deadline
May
10
Friday
RK Culinary Group - Catering -Full Payments Due - Guarantees Due
May
16
Thursday
Show-Site Shipping Materials Accepted Begins

 

AAPG ACE 2019 Exhibitor 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 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 Henry B. Gonzalez Convention Center.
  • The use of any type of stickers, decals, or adhesives on any floor, wall, windows, door, column, ceiling, table, chair, airwall, riser or any other facilities’ furniture, fixture or equipment is strictly prohibited. Exhibitor will be responsible for all costs to clean and repair.
  • The use or display of confetti, glitter, or rice is prohibited within the facilities. Exhibitor will be responsible for any labor and materials required for clean-up resulting from violation of this policy.
  • The use or display of cascarones (Confetti-filled eggs) is prohibited. Exhibitor is responsible for any labor and materials required for clean-up resulting from violation of this policy.
  • 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.
  • Track Vehicles are strictly prohibited from operation within the facility. Track vehicles can only enter the facilities on wheeled trailers and unloaded on proper floor tracks placed temporarily on the floor. Vehicles must remain on these floor tracks until removed. Track Vehicles must also comply with all regulations in the Fire Regulations Packet.
  • 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 Henry B. Gonzalez Convention Center. Please refer to the insurance requirements.
  • Helium balloons are NOT allowed in any part of the convention center, either for display or for sale, or for gifts. For decoration purposes, air-filled balloons may be used. Exhibitors must inform AAPG Show Management in advance to gain approval for such decoration. The convention center reserves the right to remove any helium-filled balloons at Exhibitor’s expense.

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 18 March)

Upon completion, your EAC will need to complete the Indemnification/Insurance/Booth Rendering and Height Variance Request Form (Due 1 April)

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, 16, MAY 2019.
  • Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.

Fire and Safety Regulations

The San Antonio 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.

  • The decorative and construction materials must be of non-combustibles or flame-resistant material or treated with a solution to make the material flame-resistant.
  • All curtains, drapes, carpet and decorative materials must be non-combustible or flame-resistant material.
  • Any merchandise or material attached to drapes or table skirts must be on non-combustible or flame-resistant material or approved by Fire Marshal.
  • Any booths that are completely enclosed must have a smoke detector within the enclosed area that can be heard outside the enclosed area. Multiple story (double-decker) booths must have a smoke detector on the ceiling of the first level.
  • If any enclosed or multiple (double-decker) booth is over 50 feet in length and holds more than 50 people, it must have at least 2 clearly marked exits.
  • Multiple story (double-decker) booths must submit a floor plan for review and approval by the Fire Marshal. The plans must specify maximum number of occupants and have a State of Texas – Professional Engineer’s stamp, certifying that the platform can bear the maximum occupancy load.
  • Multiple story (double-decker) booths must also contain at least two 5 pound fire extinguishers, ABC type (2A10BC), with at least one fire extinguisher per floor.
  • Storage of any kind behind the drapes or display walls or inside display areas is prohibited. 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 all gas fire heating units; either portable or stationary shall meet the approval of the City Plumbing inspector and/or the Fire Marshal.
  • Smoking is prohibited in all City of San Antonio buildings.
  • Compressed gases are not allowed in the exhibit area in other than approved containers. Only one-day supply will be allowed in the display area and they must be secured.
  • 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.
  • 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.
  • 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.
  • 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 & Indemnification

  • All exhibitors and their contractors (EACs) are required to provide a certificate of insurance that includes the Henry B. Gonzalez as a named insured and it must be submitted 60 days prior to move-in (March 20, 2019).
  • 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.
Type Amounts
1. Workers’ Compensation Statutory
2. Employer’s Liability $1,000,000 per category
3. Commercial General (Public) Liability Insurance to include coverage for the following (*where the exposure exists):
  1. Premises Operations
  2. *Independent Contractors
  3. Production/Completed operations
  4. Personal Injury
  5. Contractual Liability
  6. *Environmental Impairment/Impact-sufficiently broad to cover disposal liability
  7. *Broad form property damage, to include fire legal liability
For Bodily Injury and Property Damage of $1,000,000 per occurrence; $2,000,000 General Aggregate, or its equivalent in Umbrella or Excess Liability Coverage
4. Business Automotive Liability (Where applicable)
  1. Owned/Leased vehicle
  2. Non-owned vehicle
  3. Hired vehicles
Combined Single Limit for Bodily Injury and Property Damage of $1,000,000 per occurrence.
  • 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 Henry B. Gonzalez 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, Henry B. Gonzalez Convention Center, San Antonio, TX 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 Henry B. Gonzalez 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 2018.

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

Drayage

The Henry B. Gonzales Convention Center does not accept freight shipments for licensees or exhibitors. Freight must be consigned, prepaid or billed to the appointed General Contractor (Freeman), and delivered to the General Contractor during the event. Any shipments arriving prior to first move-in date not arranged through Freeman WILL BE denied.

Licenses/Permits/Exemptions/Taxes

Exhibitors that anticipate selling a tangible product or rent real property at the event are responsible for acquiring and shall pay all costs of permits, including health and sales tax permits.

Public Safety/Security/Weapons

  • As a municipally‐owned venue, the HBGCC is required to comply with State Law as it pertains to the open and concealed carrying of handguns. As a private licensee holding a private event within HBGCC, it is the licensee who will make the determination as to whether Open Carry is allowed within their leased space during the time of their event. As such, it is up to each licensee to inform the HBGCC and their clientele of their policy. If the customer determines they want their leased areas to be restricted, they must work with their decorators or a sign manufacturer to create the appropriate signage and place the signs accordingly. All Signage must be structured according to Texas State Law. Sign must be bilingual with clearly visible lettering which must be 1 inch. Signage can only be placed at the entrances to client’s licensed space.
  • Smoking is strictly prohibited 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 2019 — Included with your booth

Each 10’x10’ inline booth will be set with 8' high black and black 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 a midnight blue (blue with black speckles). Please note: Floor covering is mandatory per your AAPG Exhibit Space Agreement. You can conveniently order carpet through Freeman Online by 29 April 2019 to receive advanced discounted rates.

Order Carpeting

Audio Visual

Freeman AV is the exclusive provider for AAPG ACE 2019 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.

Order AV Services

Catering

RK Group is the exclusive provider for all catering functions, concession and liquor privileges at the HBGCC. It is not permissible to bring food and beverage into the convention center and violations can and will include removal of products. You can order catering through the Freeman Online Manual. For your convenience, you can also access the Exhibitor Pack Catering Menus(pdf).

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 29 April 2019.

Order Cleaning Services

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.

Order Electrical Service

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 29 April 2019.

Order Furniture

Internet/Telephone/Cable Television Services

Internet service is provided exclusively Smart City Networks - take advantage of their Early Bird/Advance Rate Discount and order by 1 May 2019.

Order Connectivity Services

AAPG ACE 2019 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 2019 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 +1-800-995-3579 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

Shipping to Warehouse

Freeman will accept crated, boxed or skidded materials before 9 May 2019 at the below warehouse address. Material arriving after 9 May 2019 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: +1-800-995-3579

Warehouse Address

AAPG 2019 ANNUAL CONVENTION & EXHIBITION (ACE)
Exhibiting Company Name
Booth #_________
C/O Freeman
3323 N Pan Am Expressway, Suite 126
C/O Freeman
San Antonio, TX 78205

Shipping to Show Site

Freeman will receive shipments at the Henry B Gonzalez Convention Center beginning 16 May 2019. 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: +1-800-995-3579

Show Site Shipping Address

AAPG 2019 ANNUAL CONVENTION & EXHIBITION (ACE)
Exhibiting Company Name
Booth #__________
C/O Freeman
Henry B. Gonzalez Convention Center
237 Tower Of Americas Way
San Antonio, TX 78205

Shipping Labels

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 +1-800-995-3579.

Freeman Shipping Form