Rules and Regulations
RULES & REGULATIONS
Display Specifications
LINEAR BOOTH
Corner BOOTH
A corner booth is a linear booth exposed to aisles on two sides. All other guidelines for linear booths apply.
PERIMETER BOOTH
A Perimeter Booth is a Linear Booth that backs to a wall of the exhibit facility rather than to another exhibit.
Use of Space: Perimeter booths have a 12-ft. maximum height limit. Display materials should not obstruct or block sight lines of neighboring exhibitors. The maximum height of 12-ft. is allowed only in the rear half of the booth space, with a 4-ft.) height limit imposed on all materials in the remaining space forward to the aisle. (Note: When 3 or more Linear Booths are used in combination as a single exhibit space (10-ft. x 30-ft.), the 4-ft. height limitation is applied only to that portion of exhibit space which is within 10-ft. of an adjoining booth.)
END-CAP BOOTH
An Endcap configuration is essentially an in-line (linear) booth placed in the position of a Peninsula or Split Island. For shows that have Line-of-Sight rules and cubic content rules, this confi-guration must follow the dimensions below.
Dimensions: End-cap Booths are generally 10-ft.(3.05m) deep by 20-ft.(6.10m) wide.
Use of Space: The maximum back wall height allowed is 8-ft. and the maximum back-wall width allowed is 10-ft. at the center of the back-wall with a maximum 5-ft. (1.52m) height on the two side aisles. Within 5 feet of the 2 side aisles, the maximum height for any display materials is 4-ft.
PENINSULA BOOTH
ISLAND BOOTH
HANGING SIGNS AND GRAPHICS
Hanging signs and graphics are permitted in all standard Island Booths. LBM Expo will allow signage at the maximum allowable height (2 ft. lower than the ceiling’s highest point—see floor plan for ceiling height details).
Approval for the use of hanging signs and graphics should be received from the exhibiting company by not later than November 9, 2022. Drawings should be available for inspection.
CANOPIES AND CEILINGS
Canopies for Linear or Perimeter booths should comply with line of sight requirements. The bottom of the canopy should not be lower than 7ft(2.13m) from the floor within 5ft(1.52m) of any aisle. Canopy supports should be no wider than 3in (.08m).
HAND-CARRY POLICY
AT APPROVED LOADING AREAS:
Exhibitors are allowed to perform their own material handling at the designated POV area, located outside of the docks of the Earth Expo & Convention Center. Shepard Exposition Services will be onsite to direct any POVs to the designated area and each POV will have a specified 30-minute time limit. Exhibitors may use up to three (3) of their own employees to move-in, unpack, repack, move-out and reload their own exhibits and displays. In the event more than three (3) employees are needed for the purposes stated above, the requisite labor necessary to complete the aforementioned duties, in addition to those employees up to a maximum of three (3) provided by the Exhibitor, must be arranged through Shepard Exposition Services.
Exhibitors may choose to off-load from a company-owned truck or rental vehicle, or from a car, van, or truck owned by personnel of the company, provided the vehicle is co-owned, or rental vehicles must be less than 24 ft. in length. Exhibitors will not have access to a loading dock if in a POV. All over the road carriers will have to be unloaded by Shepard Exposition Services.
Exhibitors may use only exhibitor owned and provided, non-mechanized and non-hydraulic moving equipment, such as dollies, two wheeled hand trucks, and four-wheeled flat trucks. The Exhibitor’s use of mechanized or hydraulic material moving equipment such as pallet jacks, rider jacks, forklifts and scissor lifts is prohibited.
AT OTHER ENTRANCES:
Mohegan Sun does not allow any freight to be unloaded through the front doors of the facility. Exhibitors will be allowed to hand carry one item, one time, in or out of the facility without having to access the approved loading areas. No parking outside the front doors is allowed. The use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by Mohegan Sun and Shepard personnel. A hand-carried item is defined as one item that can be easily carried by an individual exhibitor without the need for dollies or other mechanized equipment.
Official Rules and Regulations
- Exhibitor agrees to pay for any labor service, electrical outlets, telephone service or any other services, which may be required and/or ordered in conjunction with exhibitor’s display.
- Dispensing or serving beverages or food from the booth must be approved by the NRLA and must be purchased from the official caterer at the Mohegan Sun Earth Expo & Convention Center. Dispensing of alcoholic beverages is prohibited.
- A standard sign with exhibitor’s name and booth number will be furnished by the NRLA. However, exhibitor agrees to produce and pay for any additional signs desired, as well as pay any charges incurred in connection with the installation/dismantle of such sign. No signs or placards should be posted in exhibitor’s space or in any other part of the Convention Center by means of tack, tape, nails or pins to the walls, doors, or woodwork of said Convention Center.
- All 20×20 and larger exhibitors must be present in the exhibit hall for set up by 2 p.m. EST on Monday, Dec 5 2022. No exhibitor may display outside the perimeters of contracted booth space.
- NRLA cannot guarantee that companies exhibiting similar products or a competitor will not be located in a nearby or adjoining booth space.
- Any non-employee of an exhibiting company in possession of or displaying an exhibitor badge on the Convention Floor or at any event taking place in conjunction with the Convention will be removed from the premises. This violation will result in charging the individual the highest badge rate.
- Direct selling by Exhibitors to Contractors or Builders on the exhibit floor or at any event taking place in conjunction with the Convention is prohibited. Violation of this provision will result in the immediate removal of the Exhibitor’s booth and its personnel for the remainder of the Convention and denial of exhibition privileges at the upcoming NRLA Convention & Exhibition (LBM Expo).
- All or any part of the space herein above designated is subject to reassignment and rearrangement by the NRLA for the purpose of consolidation of display space for any reason. Judgement by the NRLA with respect to such reassignment or rearrangement of space shall be final, although the total square footage occupied by exhibitor resulting therefrom shall not be reduced or increased substantially without the consent of exhibitor, and if so a reduction or increase in the amount of rental payable shall be appropriately adjusted.
- NRLA hereby reserves the right to eject and remove an exhibitor without notice for violation of any of the terms of this agreement without NRLA being deemed guilty of trespassing in any manner whatsoever, in which case the rental specified herein shall be retained by NRLA as liquidated damages. Exhibitor agrees to such additional rules and regulations as NRLA may deem necessary for the proper conduction of the Exhibition.
Sound and Lighting
Sound and lighting may not interfere with your neighbor’s ability to conduct business. Sound and lighting applications must be appropriate to the size of the booth and not exceed IAEM guidelines, i.e. not more than 80-90 decibels from the center aisle and no obstructive and continuous flashing bulbs. No live music performances or use of recorded music will be permitted unless the Exhibitor can demonstrate that it has obtained the requisite copyright license from ASCAP, BMI, and other appropriate organizations.
Installing and Dismantling Exhibits
Shipments: Exhibitors must abide by all rules and guidelines of the Official Exhibition Service Contractor. All guidelines are clearly stated in the Exhibitor Services Manual. All services provided to the exhibitor by the Official Service Contractor must be pain in full prior to the close of the show.
Dismantling of exhibits before official show closing will result in a denial of exhibition privileges at upcoming NRLA Convention & Exhibition (LBM Expo) as well as future forfeiture of points for the year.
Payment Schedule and Cancellation Policy
- Payment of space contracted under this agreement shall be as follows: (a)50% deposit due May 11, 2022; (b) balance due on Wednesday, July 13, 2022. If payments are not made by exhibitors as required by this paragraph, NRLA may, at its option, terminate this agreement without notice, or consider Exhibitor last priority when assigning booth placement, or if space has been assigned to Exhibitor, reassign Exhibitor to different space. (NRLA will, at the very least, take a reduction in points used for preferential placement.) Checks should be made payable to the NRLA. All currency must be made in U.S. currency.
- If an Exhibitor has made a deposit or fully paid for space but notifies NRLA in writing, prior to Wednesday, July 13, 2022, of its intention not to exhibit, the NRLA may use the space as it sees fit, without obligation to re-rent the space or refund Exhibitor’s payment. In the event that NRLA attempts to rent some or all of the space and succeeds in doing so, the original Exhibitor will receive a refund for whatever part of the space was re-rented, minus a 30% processing fee. NO REFUNDS WILL BE MADE FOR CANCELLATIONS MADE AFTER 4:49 p.m. EST, Wednesday, July 13, 2022, EVEN IF THE SPACE IS THEREAFTER RENTED TO ANOTHER EXHIBITOR.
No Show Policy
If an exhibitor has fully paid for space and fails to notify the NRLA of it’s intention to not exhibit by Friday, November 25, 2022 and/or not present on Tuesday, December 6, 2022 by 1 p.m., the NRLA reserves the right to charge the contracted exhibiting company for any services, which may be required and/or ordered to adjust the exhibit space to provide an appealing and successful convention.
Subletting Space
It is agreed by the parties hereto that the license contracted for by Exhibitor cannot be assigned by the Exhibitor to any other party.
Destruction or Damage/Convention Center
It is specifically understood and agreed by the parties hereto that should the Mohegan Sun Earth Expo & Convention Center become destroyed or damaged as to render unfit for purposes mentioned herein, then this agreement shall be void as to both parties.
Indemnity
Any loss or injury, which may occur to any person or property as a result of any negligent act act by the Exhibitor, its representatives, agents, employees, or contractors, shall be the responsibility of the Exhibitor. Exhibitor shall indemnify, defend and hold harmless NRLA, its officers, directors, employees, agents, and each of them, and the Mohegan Sun Earth Expo & Convention Center from any and all claims made as a result of negligent acts of Exhibitor, its officers, directors, employees, agents, or contractors. The terms of this provision shall survive the termination or expiration of this Agreement. Neither the NRLA nor the Mohegan Sun Earth Expo & Convention Center shall be responsible for any loss, damage or injury which may occur to Exhibitor, its property, or its representatives, agents or employees unless such loss, damage or injury is caused by the negligent acts of the NRLA or the Mohegan Sun Earth Expo & Convention Center.
Insurance
All property of the Exhibitor is understood to remain under its custody and control, in transit to or from or within the confines of the Mohegan Sun Earth Expo & Convention Center, subject to rules and regulations of the Exposition. Exhibitor agrees to carry liability insurance against injury to the person and property of others in the amount of at least $2,000,000 and shall name the NRLA and the Mohegan Sun Earth Expo & Convention Center as additional insureds on such insurance policy(ies). Exhibitor shall provide NRLA with certificates evidencing such insurance coverage.
Applicable Laws
The rights, duties, and obligations of the parties, and the validity, interpretation, performance, and legal effect of the Agreement shall be governed and determined by the laws of the State of New York.
Severabilty
Any terms, clauses or condition which is subsequently adjudged invalid or illegal shall be stricken from these Rules and Regulations as never included and al remaining valid legal conditions, clauses, and terms will thereupon comprise these Terms and Conditions.
Force Majeure
Should any circumstance beyond the control of, and not the fault of, NRLA prevent or materially affect the NRLA Convention & Exhibition from being held as scheduled, or the exhibit space not being available for use herein specified due to war, governmental action or order, act of God, fire, strikes, labor disputes or any other cause beyond the control of NRLA, this Agreement shall immediately terminate and no fees shall be returned.
Americans with Disabilities Act
Exhibitor represents and warrants that its exhibit and product/service information shall comply with Americans with Disabilities Act, its regulations and guidelines (collectively “ADA”). Exhibitor shall indemnify, defend and hold harmless NRLA, its directors, officers, employees and agents, and each of them, from and against any and all claims and expenses, including attorney’s fees and costs, arising out of or related to Exhibitor’s breach of this provision or noncompliance with any provision of the ADA.
Conduct of Exhibitors/dress of attendents
Exhibitors shall be appropriately dressed in business attire. Costumes not regularly associated with the business and professional character of the meeting and exhibition must have the approval of the NRLA.
NRLA reserves the right to reject or prohibit any exhibit, or part thereof, including, without limitation, any person, article, conduct, printed matter, catalogue, or souvenir, that, in its opinion, not suitable to and in keeping with the character of the exhibition. NRLA reserves the right without notice and with no liability whatsoever for damages or loss, for inconvenience, or business interference, to close down, dissemble, dispose of, store or clear away from the premises, or to order such work to be done at the expense of the exhibitor, any exhibit display material, goods, property, or merchandise of any exhibitor who fails to comply with any of the terms set forth in these Rules and Regulations.
These Rules and Regulations have been formulated in the best interest of all concerned and become a part of the contract between the exhibitor and NRLA. All matters and questions not covered by these regulations are subject to the decisions of management. These exhibit regulations may be modified and/or amended by NRLA at its discretion.
Violations of any of these Rules and Regulations on the part of Exhibitor, its employees or agents shall, at the option of the NRLA, constitute cause NRLA to terminate this Agreement, expel Exhibitor from the show, and Exhibitor shall forfeit all fees paid NRLA.
