Deadlines

These can also serve as a Checklist and calendar reminder for you over the next few months to help you stay on task and also save money! Remember that the earlier you order through Freeman – the more you save! For your convenience, there are also links provided for quick access to order forms and online forms that are required as well.

Rules and 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.

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 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 URTeC or Show Management, if other than URTeC, 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 decorative or structural items may be attached to or hung from any overhead beam, column, handrail, utility pipe, exterior wall, or fence without prior written approval from HBGCC.
• The use of staples, tacks, hangers, nails, screws, bolts, etc. on any floor, wall, door, column, ceiling, table, chair, airwall, riser or any other facilities’ furniture, fixture or equipment is strictly prohibited. Exhibitor is responsible for the labor and materials required for repair resulting from any violation.
• The use of any stickers, decals or adhesives on any floor, wall, windows, door, column, ceiling, table, chair, airwall, riser or any other facilities’ furniture or equipment is strictly prohibited.
• The use of double-sided tape on any floor, wall, door, column, ceiling, table, chair, airwall, riser or any other facilities’ furniture, fixture, or equipment is also strictly prohibited. Freeman as the assigned official General Contractor/Decorator is only authorized entity for such purposes.
• The use of or display of confetti, glitter, or rice is prohibited at HBGCC. Any violation of this policy will result in additional clean up charges assessed to the exhibitor.
• You agree to be responsible for any damage caused by your display or personnel to the HBGCC. 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.
• Personally-Owned vehicles (POV’s) may NOT be driven into the exhibit halls at any time. Vehicle parking inside exhibit halls is strictly prohibited. Vehicles that are part of a display must be approved by Show Management in advance to ensure all rules and regulations are met.
• 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 are not allowed in any part of the facilities, either for display, for sale, or as gifts. For decoration purposes, air-filled balloons may be used. HGGCC or Show Management reserves the right to remove any helium-filled balloons at the Exhibitors expense.

Height Information

The height maximum for booths at URTeC 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 Contact and EAC Work Authorization and is subject to approval.

Please submit the form no later than 9 June.

Fire and Safety Regulations

All exhibits and displays are subject to inspection by the Fire Marshal for San Antonio.

• Materials used in the construction of displays must be fire resistant, such as draping, table coverings, banners, props, scenery, evergreen trees, bark, angel hair and shrubs.
• Vehicles with gasoline engines that are to be displayed should conform to the following:
• Battery cables must be disconnected
• Fuel level in gas tank is less than ¼ tank, and is not to exceed five gallons
• Must have protective covering under motors, drive trains and tires on any carpeted area
• Use of storage of liquid petroleum (LP) gas by exhibitors is restricted
• Operation of any heater, barbecue, heat producing or open flame devices, candles, lanterns, torches, welding equipment, smoke emitting devices or materials in the HBCC should have written authorization by the HBCC management and the Fire Marshal. Permits may be required.
• All empty crates and boxes should be stored in areas approved and assigned by the HBCC management and the Fire Marshal.

The exhibit area requires:

• Open emergency exits. Booths and/or equipment are not permitted to block exits.
• A 10’ clearance around all emergency exits.
• Crate storage in a designed area. Crates are not permitted in exhibit area.

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 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 URTeC Show Management nor the San Antonio Henry B. Gonzalez 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 URTeC Show Management, The Henry B. Gonzalez Convention Center in 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 HBCC, 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 URTeC 2015.

Click for additional information regarding San Antonio Labor Jurisdictions.

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.

Security Information

• Security will be tight and present throughout the convention.
• Entrance into the exhibition area is with proper badge or wristband.This is an open-booth exhibition and the responsibility for safeguarding the space and property in it is your own. Neither Show Management, the convention center, the security contractor, the official service contractor (Freeman), nor any of their officers, agents, or employees assumes any responsibility for your space or any property in the booth.
• Exhibitor personnel are not allowed in the exhibition hall at any time without a badge/wristband issued by Show Management.
• No items or equipment — not even boxes of brochures — may be brought in or removed from the Exhibition Hall while the show is in progress.
• Additional security can be ordered for your booth throughout the event through the exclusive Security provider, Summit Services.
  Contact Kendra McColloch to arrange a quote for any security needs at your booth.

What comes with your booth

This will help to give you a snap shot of what comes with your booth, how you can order materials such as carpet (required), furniture, audio visual, internet and catering etc. Freeman is the General Contractor for this event and exclusive – a direct link/button is available on this tab as well as on the right navigation bar on this page for your added convenience.

Audio Visual

Freeman AV is the exclusive provider for URTeC 2016 exhibitors. Discount for orders placed by 7 July 2016. Audio Visual items can be ordered through Freeman Online.

Booth Equipment

Each 10' x 10' booth will be set with 8' high blue and black back drape, 3' high blue side dividers and 7" x 44" two-line identification sign.

Carpet & Show Colors

Individual booth areas are not carpeted; however, aisles will be carpeted in Midnight Blue. Please note: URTeC Show Management requires floor covering. Exhibitors may provide their own or rent from Freeman. Please see carpet brochure and order form for rates and options. Discount rates apply to orders received by 7 July 2016.

Carpeting for your booth can be ordered through Freeman Online.

Catering

The RK Group is the exclusive provider of food and beverage catering and concessions. No outside food and beverage is permitted. Violations will result in products being removed from the show floor. Please note that all catering functions are subject to Show Management approval.

Catering Menu and Order Form

Special note: Show Management does NOT allow any popcorn to be provided on the exhibition floor.

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 7 July 2016.

Cleaning for your booth can be ordered through Freeman Online.

Electrical

Electrical service is not included with your exhibit space/booth equipment. All electrical and water requirements can be ordered through Freeman. Discount rates apply to all orders received by 7 July 2016.

Internet Services

Internet service is provided exclusively by Smart City and can be ordered directly from Smart City online.

PDF order  forms for your booth can be found on Freeman Online.

Lead Retrieval

Increase the quality of your leads! The Pulse Network offers a Lead Retrieval service to all exhibitors where you will have the opportunity to maximize your ROI at the event. There are several options to choose from for fast and easy service!

Official URTeC Lead Retrieval Form

Photography

Photography services can be arranged through the official conference photographer. There is a form for ordering services in the online manual. Note: Photography and video/audio recording of any kind, other than by the official conference photographer, are strictly prohibited in the oral or poster sessions, breakfasts, luncheons and throughout the exhibition area. Report any suspected infractions to URTeC Show Management immediately so that corrective action can be taken. If possible, please get the name and affiliation of the person(s) involved from their badge.

Order Photography Services

Telecommunications (Telephone & Cable TV)

Telephone and Cable TV as well as fax lines, credit card lines for individual booths are provided by the Henry B. Gonzalez Convention Center.

Telecommunications order form can be found on Freeman Online.

Shipping/Materials & Handling

Help for navigating you through the process of shipping your booth and/or materials to Calgary and the process with Canada Customs Clearance and U.S. Customs/Homeland Security (if applicable) on the return. Freeman as the General Contractor is exclusive for this and there may be additional charges so please ensure you read through this section and feel free to contact Freeman should you have any questions.

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

Exhibitor Owned Vehicles

Exhibitors, show organizers and other clients may handle their own materials which can be carried by hand by one person. Exhibitors may not bring or use carts, pallet jacks or other material handling equipment which would interfere with the operations of Freeman. This will be strictly followed.

All materials, other than exhibitor-handled materials as described above, are chargeable as material handling through Freeman.

To ensure the orderly move in and move out of the show, all docks and vehicle traffic will be under the exclusive control of Freeman. As conditions permit, space may be made available for exhibitor owned vehicles to load or unload. One person should remain with the vehicle at all times.

Material Handling

As stated in the Exhibitor Contract, crated shipments, machinery or equipment delivered to the Henry B. Gonzalez Convention Center by trucks (other than vans) will be handled as part of the exhibit space rental fee.

• Before Exhibition—truck unloading, delivery to booth, and crate storage
• After Exhibition—crate return to booth, crate removal and reloading

Rate Classifications and further information is available in the >>>>>> Freeman Online Manual <<<<<<< link needed.

Freeman is the Official Service Contractor and is therefore assigned as the exclusive provider of freight services. Material handling includes unloading exhibit material, storing up to 30 days in advance at the warehouse address, delivering to the booth, the handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers. It should not be confused with the cost to transport your exhibit material to and from the event. You have (2) two options for shipping your advance freight:

1. Ship to the warehouse
2. Direct to show site

Per Freeman’s policies, crated material and machinery includes skidded material only. Any equipment, machinery that exceeds a weight limit of 15,000 pounds or non-skidded/loose materials may incur additional fees.

Please see details here.

Move-In & Move-Out Information

Move-In

Thursday, 28 July

12:00 p.m. – 5:00 p.m. (Only exhibitors with 1000 sq. ft. or more)

Friday, 29 July

8:00 a.m. – 12:00 p.m. (Only exhibitors with 1000 sq. ft. or more)
1:00 p.m. – 6:00 p.m. (Only exhibitors with 800 sq. ft. or more)

Saturday, 30 July

8:00 a.m. – 12:00 p.m. (Only exhibitors with 400 sq. ft. or more)
1:00 p.m. – 8:00 p.m. (All Exhibitors)
*All crates must be removed from the aisles by 6:00 p.m. on Saturday, 18 July.

Sunday, 31 July

8:00 a.m. – 6:00 p.m. (All exhibitors)

Move-in must be complete by 8:00 a.m. Monday, 1 August as Show Management will begin inspections of the hall.

Any exhibit space empty of display material at this time may be designated a lounge by Show Management and set with lounge furniture.

• URTeC Show Management reserves the right to have any display not erected by this time to be completed by the service contractor at the exhibitor’s expense.
• All displays will be adjusted to meet the proper specifications for which the exhibitor has not secured a variance.
• Show Management reserves the right to prohibit heavy freight move-in after 6:00 p.m. Saturday, 30 July.

Display materials must be set up during exhibition closed hours only. Failure to comply with this policy may result in a penalty such as disallowing participation in the Priority Exhibitor Space Assignment process or loss of points accumulated, or Non-profit exhibitors may lose exhibition privileges for the following year.

Move-Out

Wednesday, 3 August

1:00 p.m. – 10:00 p.m.

Thursday, 4 August

7:00 a.m. – 12:00 p.m.

Move-out must be complete by 12:00 p.m. Thursday, 4 August

Please do not compromise the integrity of the exhibition by abandoning your booth before the official dismantling time of 1:00 p.m. Wednesday, 3 August.

Failure to comply with this policy may result in a penalty such as:

• Disallowing participation in the Priority Exhibitor Space Assignment process or loss of points accumulated.
• If the exhibitor does not exhibit at the same convention the following year, the penalty may be assessed on the next AAPG managed event in which the exhibitor participates.
• If the exhibitor tears down early in any subsequent year, that exhibitor may lose all points accumulated from exhibiting at URTeC and other AAPG Managed Events.
• Non-profit exhibitors may lose exhibition privileges for the following year.

Dismantle and Move-out Information

All exhibitor materials must be removed from the exhibit facility by Thursday, August 04, 2016 at 12:00 PM. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Thursday, August 04, 2016 at 8:00 AM.

Shipping/Freight Information

Freeman will accept crated, boxed or skidded materials beginning Monday, 27 June 2016, at the above address. Material arriving after 21 July 2016 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 AM - 3:30 PM.

Freeman will receive shipments at the exhibit facility beginning Thursday, 28 July 2016.

Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors.

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