AAPG ACE 2020 Exhibitor Rules and Regulations
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
- 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.
- 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 George R. Brown 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.
- 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 Confetti-filled eggs is prohibited. Exhibitor is responsible for any labor and materials required for clean-up resulting from violation of this policy.
- 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. If you need further information regarding the specific tape, please refer to the George R. Brown Convention Center or Freeman for details.
- 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.
- 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.
Sound & Noise Regulations
- 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.
- 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.
Emergency Access Regulations/Requirements
- 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.
- All aisles must maintain 10 feet clear access.
- No portion of a display shall obstruct any aisle or doorway.
- All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. All exhibitors are directed to use Docks 27-42. If your booth is in Hall D you will use Docks 27-33, all exhibitors in Hall E will use 35-42.
- 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, June 4, 2020
- Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials. Please contact Kendra McColloch at email@example.com with any questions or special requests.
Fire and Safety Regulations
The Houston 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.
- Flammable or volatile materials are prohibited within the Facility unless approved, in advance and in writing, by the fire marshal, and the General Manager.
- Use of flammable compressed gas cylinders is strictly controlled within the Facility 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 must be flame retardant to the satisfaction of the fire marshal and are subject to inspection and flame testing by the fire marshal.
- All exhibitors and contractors along with all other personnel shall comply with all federal, state and local fire codes which apply to places of public assembly.
- 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. These must be approved by the fire marshal at least thirty days (30) prior to event.
- No portion of the entrances, exits, corridors, passageways, halls, lobbies, stairways, escalators, aisles, driveways, sidewalks, ramps or other common areas shall be obstructed or used for any other purpose than ingress and egress. All doors shall a clearance of at least ten feet (10’) on both sides with no physical obstructions. All exit doors shall remain unlocked during the event.
- 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.
- 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.
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 2020.You can access all information regarding labor through Freeman Online.
Insurance and Indemnification
- All exhibitors are required to maintain 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.
- Exhibitors are required to provide a COI with a minimum of $1,000,000 General Liability and Workers Compensation. AAPG should be named as an additional insured. (If you need an example, please contact Kendra McColloch or Tamra Campbell)
Each exhibitor assumes the entire responsibility
and liability for the losses, damages and
claims arising out of the exhibitor’s
activities on the premises of the Convention Center and
will indemnify, defend
and hold harmless AAPG Show Management and the George R.
Center, their agents, and employees from any and all such losses,
Neither AAPG Show Management nor the George R.
Brown Convention Center maintain
insurance coverage covering the exhibitor’s
property or lost revenue and it is the sole
responsibility of the exhibitor to
maintain 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 act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy or exhibition.
- Each Exhibitor is required to submit Proof of Insurance to AAPG Show Management no later than May 1, 2020. Without proof of insurance, you (or your appointed EAC) may be delayed in gaining access to the exhibit floor.
With the exception of service animals and animals participating in a dog or cat show, animals shall not be allowed in the Facility unless approved in advance and in writing. Please submit all requests to Kendra McColloch at firstname.lastname@example.org. All requests to bring animals into the Facility must be received no later than (30) thirty days prior to the first day of move-in.
The George R. Brown Convention Center (GRBCC) 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 (Thursday, 4 June) not arranged through Freeman will be denied.
Exhibitors that anticipate selling a tangible product or rent real estate property at the event are responsible for acquiring and shall pay all costs of permits, including health and sales tax permits.
Concealed and Open Carry Handguns
Possession of Firearms is forbidden in the Facility with the exception of the following: (i) licensed peace officers and licensed honorably retired peace officers, (ii) exhibitors and patrons during duly licensed gun shows and (iii) individuals licensed by the State of Texas to carry concealed handguns.
A “Firearm” is defined as any device designed, made or adapted to expel a projectile through a barrel or cylinder by using the energy generated by an explosion or burning substance or pressurized air or gas or any device readily convertible to the use.
Smoking and Tobacco
In accordance with the City of Houston Ordinance No. 2006-1054, smoking is prohibited at the Facility, with the exception of certain enclosed meeting areas designated by the General Manager, when used for private, invitation-only functions.
The distribution or sale of tobacco products is strictly prohibited in the Facility.