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Welcome to the ACE 2020 Exhibitor Manual

This manual is specifically designed to help you as our valued customer, enhance your overall exhibit experience and ensure a successful event.

Each blue tab below will provide detailed important information as well as links and contact information you will need throughout the next few months as you organize your booth. In order to help save time and money, we have listed the Important Deadlines below with direct links for your reference – please pay close attention to the required (or mandatory) forms we need completed before you arrive in Houston.

Rules and Regulations are compiled from the George R. Brown Convention Center and also include AAPG rules that directly relate to the agreement-signed when the exhibit space was booked. Please take a moment to review the Booth Display Rules as these are specific to the on-site requirements, booth sizes and allowances.

If you have any questions or need additional assistance, please let us know.

Thank you again for your support of AAPG ACE – we look forward to seeing you in Houston.

Brand Builders  Freeman Online

Live Tabs

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.

Dec
10
Tuesday
Exhibitor Registration
Apr
7
Tuesday
Lead Retrieval - Early Bird Orders
Apr
15
Wednesday
Initial Catering Order
Program Book and Event App Exhibitor Listing Form Mandatory
May
4
Monday
Advanced Shipping - Freeman Warehouse Begins
May
5
Tuesday
Exhibitor Conference Room Rentals - Payments Due
May
6
Wednesday
On-site Contact and EAC Work Authorization Form Mandatory
May
7
Thursday
Advertising – Program Book Reservations Due
May
11
Monday
EAC Contact and Indemnification Form - provided by EAC Mandatory
May
12
Tuesday
Certificate of Insurance -Provided by EAC Mandatory
May
13
Wednesday
Booth Drawings/Renderings/Height Variance Requests Mandatory
Photography
May
14
Thursday
Advertising – Materials Due
May
18
Monday
Cleaning Services
Audio Visual Orders (Computers, Stands, Monitors, etc.)
Electrical Service
Internet/telephone/cable svcs.
Furniture, Carpet and Accessories
Graphics and Signs
Order Labor Services
Rigging: Hanging Signs
May
21
Thursday
Customs Brokerage & International Freight Forwarding
May
26
Tuesday
Customs Brokerage & International Freight Forwarding
May
28
Thursday
Exhibitor Conference Room Rentals – Pre-Convention Booking
Advanced Shipping - Freeman Warehouse Deadline
May
29
Friday
Catering -Full Payments Due - Guarantees Due
Jun
4
Thursday
Show-Site Shipping Materials Accepted Begins
Jun
7
Sunday
Lead Retrieval - Pre-Show Rate

 

All primary contacts listed on the Space Agreement should have received an email including the following details and information:

  • Total of complimentary registrations for the convention.
  • A direct link with access to the Exhibitor Portal to register exhibit staff and employees.
  • A login and password to access the exhibitor portal.

Within the exhibitor portal, exhibitors are able to access your account, add registrations, change names or information and print out an up-to-date list of exhibitor personnel registered.

Access the Exhibitor Portal Now

If you do not have your login and password or are unable to locate your email, please contact: Tamra Campbell at

Additional Exhibitor Booth Staff/Registrations can be purchased for access to the Exhibit Hall Only:

  • US $125 on or before 23 April 2020
  • US $150 on or before 7 May 2020
  • US $195 after 7 May 2020

For all other registration questions or assistance please contact 

 Amy Mahan at amahan@aapg.org 

 

AAPG ACE 2020 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

  • 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.

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. 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 kmccolloch@aapg.org 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)

o   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.
     Brown Convention Center, their agents, and employees from any and all such losses,
     damages, and claims.

o   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.

Animals/Pets

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 kmccolloch@aapg.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.

Drayage

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.

Licenses/Permits/Exemptions/Taxes

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.

 

AAPG Booth Display Rules & Regulations

AAPG Events Display Rules are derived from the IAEE Display Rules and Regulations. The purpose for these guidelines is to create and promote consistency among all AAPG managed events and the goal is to provide exhibitors and contractors with all the necessary information to properly design and build exhibits, plan layouts as well as content.

Linear (In-Line) Booth

Arranged in a straight line and have neighboring exhibitors on either side leaving only one side (front) exposed.

Dimensions

AAPG ACE provides/sells in 10ft (3sqm) increments.

10’x10’ = 100 total square feet
3mx3m = 9 total square meters
Back Drape height of 8’ (2.44m) with side drapes of 3’ (.914m)

ACE 2020 Booth Display Rules

Use of Space

Regardless of size: (10x20, 10x30), display materials should be arranged in such a manner so as to not obstruct Line-of-Sight to neighboring exhibitors. The maximum height of 8’ (2.44m) is allowed only along back wall or in rear half of booth space. The height limitation for display materials in the front half (up to 5’) are limited to 4’ (1.22m).

ACE 2020 Booth Display Rules

Corner Booth/Stand

Corner Booths are at the end of a series of in-line booths with exposure to intersecting aisles.

Same guidelines apply from Linear Booths.

ACE 2020 Booth Display Rules

Perimeter Booths

A perimeter booth is a Linear (in-line) Booth that backs to an outside wall of the exhibit facility rather than to another exhibit.

Same guidelines apply from Linear Booths except that a typical maximum back wall height is 12’ (3.66m)

ACE 2020 Booth Display Rules
ACE 2020 Booth Display Rules
ACE 2020 Booth Display Rules

Split Island Booth

Split Island Booths share a common back wall with another Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back-wall line-of-site restrictions. A typical maximum height range allowance is 16’ to 20’ (4.88m to 6.10m) including signage. The entire cubic content of space may be used up to the maximum allowable height. Double-sided signs, logos and graphics shall be set back 10’ (3.05m) from adjacent booths.

ACE 2020 Booth Display Rules
ACE 2020 Booth Display Rules
ACE 2020 Booth Display Rules

Island Booth

Island Booths/Stands are any size booth exposed to aisles on all four sides.

Dimensions

An Island Booth is typically 20’ x 20’ (6.10m x 6.10m) or larger, and be in different configurations.

Use of Space

The entire cubic space may be used up to the maximum allowable height as per Show Management. Line-of-Sight is not an issue as the exhibitor can build within the confines of the space so as to not have any of the construction come out into the public aisle space.

ACE 2020 Booth Display Rules
ACE 2020 Booth Display Rules
ACE 2020 Booth Display Rules

Basic Principal: The neighbor to your left and right has the same opportunity for an attendee to see their exhibit as they walk across or down the aisle as they can with your exhibit. An exhibitor is not allowed to obstruct their neighbor’s exhibit by putting tall items in towards the front of the booth space such as:

  • TV Monitors
  • Roll-Up Banners
  • Large Literature Racks
  • Book cases
  • Display cases

Height Restrictions

Per AAPG Event standards, all booths are held to the height restrictions listed below. Should a booth design exceed the height listed below, Show Management approval is required. You can submit a Height Variance request via the online form. This must be submitted no later than April 27, 2020.

In-line, corner and perimeter booths are not permitted to display any signage that exceeds their booth height nor are they permitted to rig any signage from the ceiling.

  • Linear (In-Line) = 8’ (2.44m)
  • Corner (In-Line) = 8’ (2.44m)
  • Perimeter = 12’ (3.66m)
  • Split Island = 16’ – 20’ (4.88m – 6.10m)
  • Island = (6.10m)

Floor Covering/Carpet

AAPG ACE does not provide carpet or any floor covering in your booth package. It is up to each individual exhibitor to arrange for proper floor covering inside their exhibit space. A throw rug is not acceptable floor covering. The floor covering must cover the entire sold exhibit space and meet up to the aisle carpet. You can order carpet through Freeman Online in advance to receive the Early Bird discount rates, or you can bring your own. Please note: 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.

Canopies and Ceilings

Canopies, including ceilings, umbrellas and canopy frames can be either decorative or functional (shading computer monitors from ambient light or to allow for hanging products). Canopies for Linear (In-Line) booths or Perimeter Booths should comply with Line-of-Sight requirements.

The bottom of the canopy should not be lower than 7’ (2.13m) from the floor within 5’ (1.52m) of any aisle. Canopy supports should be no wider than three inches (.08m). This applies to any booth configuration that has a sight line restriction, such as a Linear (In-Line) booth.

Storage

Fire regulations prohibit storing products, literature or empty packing material and/or containers behind back drapes. Exhibitors may store a limited supply of literature and product (appropriately) under a draped table or in a cabinet within their booth.

Please DO NOT store empty boxes, crates behind booths where visible or where electricians are not able to access electrical boxes. Please keep space behind back drape wall as clean and free from debri as possible to stay in compliance.

Booth Renderings

AAPG requires that all exhibitors with booths larger than 300sqft (or any exhibitor building a custom stand), must submit the rendering with line drawing details including specs for final review and approval. This rendering needs to include a list of materials to be approved by the venue and fire marshal as well. If you have any questions or need further information, please contact Kendra McColloch at

All renderings are due no later than April 27, 2020 and can be sent via email or uploaded through the online form along with any height variance requests.

 

AAPG ACE 2020 — 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. 

Carpet/Floor Covering

Carpet/floor covering is not provided with your purchased booth space. The aisles will be carpeted in tuxedo (black with white/gray speckles). Please note: Floor covering is mandatory per your AAPG Exhibit Space Agreement. You can conveniently order carpet through Freeman Online by May 18, 2020 to receive advanced discounted rates.

Audio Visual

Freeman AV is the preferred audio/visual provider for AAPG ACE 2020 exhibitors. There is a form available through the Freeman Online manual. You can also refer to the deadlines tab and download the PDF order form. Place your order by May 18, 2020 to receive the early bird discount pricing.

Catering

Levy holds exclusivity for catering, concession and liquor privileges at the George R. Brown 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 and/or removal of your exhibit. Book Catering Online

Cleaning

Exhibitors are responsible for ALL cleaning inside their booth parameters. The George R. Brown Convention Center is the exclusive contractor for all in-booth cleaning. You can access the booth cleaning order form through the GRBCC online portal or by Freeman Online.

Electrical

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. SmartCity at the GRBCC is the exclusive contractor for electrical orders. You can access the electrical service order form through the GRBCC online portal. Make sure to order your electrical needs no later than May 18, 2020 to save money and ensure your booth is ready upon arrival.

Furniture, Specialty Drape And Booth Accessories

Freeman is the exclusive provider of all booth furnishings and accessories. To save money and receive discounts, place your order by May 18, 2020.

Internet/Telephone/Cable Television Services

Internet service is provided exclusively by SmartCity Networks. You can access the order form through the GRBCC online portal. Make sure to order your internet needs no later than May 18, 2020 to save money and ensure your booth is ready upon arrival.

Freeman Exhibit Transportation has been appointed as the official carrier and customs clearance service provider for AAPG ACE 2020. For all details and shipping labels, please visit Freeman Online.

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

Benefits of Shipping with Freeman:

  • Save 10% when you choose round-trip ground shipping with Freeman.
  • Trade show transportation experts service your shipment throughout all stages of the show.
  • One convenient invoice with all your Freeman show services.
  • All-inclusive pricing with no additional fees for pickups and deliveries, including weekends and night service on select shows.

Shipping Details

Warehouse/Advance Shipping

Freeman will accept crated, boxed or skidded materials beginning Monday, May 4, 2020, at the Warehouse address (below). Material arriving after May 28, 2020 will be received at the warehouse with an additional after deadline charge.

Please note that Freeman Warehouse does not accept:

  • Uncrated freight (loose, pad-wrapped material and/or unskidded machinery),
  • COD shipments,
  • Hazardous materials,
  • Freight requiring refrigerated or frozen storage,
  • A single piece of freight weighing more than 5,000 pounds
  • A single piece of freight beyond the dimensions of 108”H x 93”W

Warehouse materials are accepted at the warehouse Monday – Friday between the hours of 8:00am – 3:30pm. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: +1 713 770 6750.

Warehouse Shipping Address

Exhibiting Company Name/Booth#
AAPG 2020 – 485822
C/O Freeman
9258 Park South View, STE 100
Houston, TX 77051

Show Site Shipping

Freeman will receive shipments at the George R. Brown Convention Center beginning Thursday, June 4, 2020. Shipments arriving before this date will be refused by the Convention Center. Any charges incurred by freight companies or by the facility for storage should it be accepted are the responsibility of the Exhibitor. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: +1 713 770 6750.

Please note: All materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. You can refer to the Material Handling Form for charges and additional information.

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 disposal of your exhibit properties.

Show Site Shipping Address

Exhibiting Company Name/Booth#
AAPG 2020 – 485822
C/O Freeman
George R. Brown Convention Center
1001 Avenida De Las Americas
Houston, TX 77010