Exhibitor Service Manual

1. Booth Types: You must adhere to the rules that apply to your exhibit type.

a. LINEAR BOOTHS: One or more standard 10x10 booths in a straight line (minimum size is 10 x 10).

i. The maximum height is 8’.

ii. The maximum height of 8’ allowed only in the rear half of the booth space, with a 4’ height restriction on all materials including (product & equipment) in the front half of the booth.

iii. The exhibitor must drape off unfinished backwalls; logos cannot be hung from that backwall.

iv. There are no hanging signs permitted in linear booths.

b. PERIMETER WALL EXHIBIT: Standard booth located on the outer-perimeter wall of the exhibit floor.

i. The maximum height is 12’.

ii. The maximum height of 12’ allowed only in the rear half of the booth space, with a 4’ height restriction on all materials in the front half of the booth. (Height limitations includes product and equipment.)

iii. The exhibitor must drape off unfinished backwalls; logos cannot be hung from that backwall.

iv. No hanging signs are permitted in perimeter booths.

c. SPLIT-ISLAND BOOTHS: A booth of 400 square feet or more (depth of 200 sq. ft. or more) with aisles on three sides back-to-back with another exhibit of the same configuration. If you are utilizing a split-island booth, we encourage you to contact your neighbor in advance to discuss your respective designs. NAB will supply you with the proper contact name and phone number upon request.

i. The maximum height varies by hall due to different ceiling heights in the halls. Please refer to the chart below.

ii. The entire cubic content of the booth may be used up to the maximum allowable height.

iii. Logos, advertising, signs, etc. may not be placed in such a way as to be visible over the top of the shared wall. Back walls in violation of this rule will be draped at the offending exhibitor's expense.

d. ISLAND BOOTHS: A booth of 400 square feet or more with aisles on all four sides (depth of 200 sq. ft. or more).

i. The maximum allowable height varies due to different ceiling heights in the halls. Please refer to the chart below.

ii. The entire cubic content of the space may be used up to the maximum allowable height.

2. Height Regulations By Booth Type:

3. Hanging Signs: Hanging signs are generally permitted at the NAB Show and RTNDA@NAB for split island and island booths only. They are NOT permitted in standard linear and perimeter booths. Companies that occupy split island booths must position hanging signs at least 5 feet forward from the backwall. All hanging signs must fall within the height guidelines of the booth they occupy.

All hanging signs, both electrical and non-electrical will be hung by Freeman. If your sign requires electricity, you must order electrical service through Freeman.

4. Rigging Regulations: The Las Vegas Convention will strictly enforce these rules.

a. Any object over 250 lbs. or requiring chain motors must be submitted to Freeman for approval by the Las Vegas Convention Center.

b. All rigging plans must be submitted to the Mike Edgeworth, Rigging Manager at Freeman 21 days prior to the start of rigging installation for group submittal to the LVCC. Refer to the Show Contacts section for contact information.

c. All rigging plans must state the structure of rigging, weights, and an overlay of the rigging within your booth space. Freeman is required to reflect the plot plan for all booths on the overall ceiling plan for each show. The exhibitor will be charged $94.00 per hour straight time to transfer the plot plan to the overall ceiling grid that Freeman is required to submit to the LVCC for approval. All files should be in DWG format. VectorWorks and PDF format files are not acceptable. Any conversion to DWG will be charged at $94.00 per hour straight time.

d. Upon request by the LVCC the exhibitor will be required to provide the certifications for all hoist motor and rigging apparatus to the Director of Engineering.

e. All special and unusual weights, motors apparatus or items not normally hung must obtain written permission from the Director of Engineering. Exceedingly large rigs that support abnormal loads, or non-uniform distribution of weight or hardware, may require (at the exhibitor’s expense) plans that have been approved and stamped by a licensed engineer selected by the LVCVA.

f. Any weight load exceeding the pre-approved limits is subject to the removal at the exhibitor’s expense.

g. Freeman cannot hang any object prior to approval from the Directory of Engineering or his/her representative.

h. Weight on the catwalks will not exceed over 25 pounds

5. Exhibit Displays/Equipment

a. No portion of an exhibit may extend into the aisles or exceed the booth dimensions of the assigned booth. Exhibits/displays/equipment may not extend into the aisle at any height level.

b. Logos, flashing lights, lasers and the like may not be used outside the contracted booth, (i.e., exhibitors cannot shine logos onto the ceiling or facility wall.)

c. Equipment must be kept at least 12 inches from all aisles.

d. A company’s “equipment” is subject to all of the rules described in each booth type’s guidelines/rules discussed in the section.

e. If you think your “equipment” will need to be positioned in a way that might violate these guidelines/rules, please contact NAB Show Management to discuss.

6. Booth Reviews/Variance Requests: If you are concerned in any way about meeting booth structure guidelines for your booth type or would like to request permission to construct your booth outside the stated guidelines, you must complete the Booth Variance Request Form and submit a schematic/drawing of your booth for review. The Booth Variance Request Form is located in the back of this session. If you need further assistance, please call NAB Show Management at 877-622-3947 or 202-595-2051.

a. This is only a requirement if you are requesting a variance.

b. Please include on your schematic/drawing the exact height of your exhibit structure, towers and/or hanging signs, and indicate aisle or booth orientation.

c. Clearly mark the height of each level on double deck booths. In addition, please indicate the direction any doors will open.

d. The maximum height for Split Island and Island spaces to the top of the sign/exhibit structure is based on the chart above.

e. All communication regarding booth designs must be in English.

f. Exhibitors’ requests for booth reviews/variances must be submitted by March 14, 2008.

g. Verbal approvals will not be given.

h. Booth reviews/variances are valid for the current show only.

PLEASE NOTE: This approval only relates to Show Management guidelines and regulations. Your designs, if necessary, should still be submitted to the LVCC or Las Vegas Hilton Fire Marshall and a structural engineer for their approval.

7. Full Height Construction: Please be considerate of others when designing your booth; every exhibitor has the right to be visible! If you build your exhibit to the maximum height allowed across one or more sides of your booth, you ARE blocking neighboring exhibitors from being seen. Please be respectful of all exhibitors. The following is NAB’s “Good Neighbor” policy, regardless of booth dimensions.

a. All booths, regardless of size or type, should be designed in such a way so as to eliminate line-of-sight obstructions from one exhibit to the next.

b. A solid wall or banner between an island or split-island booth and a row of linear booths (particularly along the perimeter) is inappropriate.

c. This is particularly important along shared walls and borders between linear and split-island exhibits.

d. If you are planning a hardwall installation that could obstruct the view to neighbors’ booths you must
submit a booth variance/review form located in Regulations & Guidelines section.

8. Covered or Multi-Level Exhibits: Designs for covered and double deck exhibits must be approved by a certified structural engineer and then submitted to the Las Vegas Convention Center Safety Department or Las Vegas Hilton Fire Marshal for approval. For more information please refer to the LVCC Regulations for Covered and/or Double Deck Exhibits or Facility Approvals for contact information at the end of this section.

9. Floor Covering: Carpet and/or alternative floor covering is required in all exhibits (except outdoor exhibits). Carpet and/or floor covering may be ordered from Freeman or exhibitors may bring their own. RTNDA exhibitors are not required to provide floor covering; the Las Vegas Hilton Pavilions are carpeted.

10. Booth Materials:

a. Drape, carpet and all types of exhibit materials must be fire resistant.

b. Painting and spraying of toxic or flammable substances is prohibited, along with the use of flammable liquids, compressed air, dangerous chemicals and open flame.

c. Crates and boxes may not be stored within the booth.

d. All electrical wiring must be covered or taped down.

e. All fire boxes, aisles and exits must be kept clear and visible at all times.

f. Electrical equipment must be installed, operated and maintained in a manner that does not create hazard to life and property.

11. ADA Compliance: The American with Disabilities Act (ADA) applies to events such as the NAB Convention. The ADA requires that convention facility and services are accessible to those with disabilities. Be sure when planning your booth/exhibit that you take into consideration those with disabilities (e.g., wheelchairs, hearing impairments, etc.) All exhibitors must comply with ADA requirements and may be subject to penalties for failure to do so. Necessary compliance efforts may differ with the nature of the exhibit so please consult your own attorney regarding these requirements or contact the ADA Information line at 800-514-0301 or www.usdoj.gov/crt/ada/infoline.htm. Because the ADA is very complex, NAB Staff cannot provide guidance in this matter.

12. Balloons: Exhibitors must follow all LVCC or applicable Hilton regulations in regards to utilizing balloons in their displays and promotional activities. These regulations are located towards the back of this section.

13. Stickers: Stickers are prohibited on Convention Center and Las Vegas Hilton property.

14. Vehicles/Helicopters: Helicopters must fit in the confines of your booth (this includes the blades) and cannot extend into the aisles at any height level. It is requested that you affix colored tape to the blades for safety. Freeman will assess a Vehicle Spotting Fee, round trip, per vehicle moving into and out of the hall. Exhibitors planning to have a vehicle or helicopter in their booth must notify Freeman by March 14, 2008. Please contact Jason Dahlke with any questions, Jason.dahlke@freemanco.com. Exhibitors planning to have a helicopter in their booth must submit the Helicopter Landing Request form in the Freeman Forms/ Material Handling & Shipping section of this manual.

The following is the Las Vegas Convention Center’s (LVCC) operation procedure for helicopter landings:

a. Exhibitors requiring helicopter landing on LVCC premises shall provide insurance coverage of $10,000,000 Aircraft Liability including passenger liability. A Certificate of Insurance, listing the LVCVA as additional insured must be provided by March 14, 2008 for landing a helicopter.

b. Exhibitor must receive approval for the helicopter landing from LVCC by completing the Helicopter Landing Request Form included in this section.

c. Exhibitor must inform pilots that they are required to maintain two way radio contact with either McCarran Airport Control Tower or an approach control if one is provided.

d. Space and condition of the landing site is up to the pilot’s judgment. However, the LVCVA Customer Account Manager must ensure all debris removed from the landing area and vehicles are a safe distance from the intended landing area. Precautions must be made to prevent pedestrian traffic into the area.

15. Lights-Out Requests – only at the Las Vegas Convention Center: There are no designated lights out halls for the 2008 NAB Show. “Lights-Out” is an option available to those exhibitors with island booths exhibiting at the Las Vegas Convention Center measuring 400 square feet or greater. To arrange for “Lights- Out”, please complete and return the “Lights-Out” form located under the Freeman section/ sub tab Electrical/Utilities of this manual to Freeman by March 14, 2008. Beginning Friday, April 11 there will be designated “full lights” periods for exhibitors to determine if exhibitors will require shrouding or additional aisle lights out.

a. Visit our website to view the placement and number of lights over your booth. Contact Freeman at 702- 407-4696 with any questions. Refer to the applicable lighting grid to determine light numbers for ordering lights out.

b. Pre-ordered lights may only be turned out when directly overhead and in the confines of your booth. Lights will only be turned off DIRECTLY over the exhibitor's booth when possible.

c. No lights will be turned out if located on a catwalk and outside the confines of your booth. All orders for aisle lights off or shrouded must be placed onsite with your NAB floormanager and must be agreed to by affected neighboring exhibitors.

d. The exhibitor will be responsible for paying the labor to turn the lights out over his or her own booth.

e. Onsite or after the deadline any exhibitor requesting the lights above their booth be turned off will be responsible for paying for supplemental lighting of affected neighboring exhibitors.

f. There will be designated “full lights” periods during move-in for exhibitors to determine if exhibitors will require shrouding or additional aisle lights out. Additional information regarding the scheduled times for “full lights” is listed on the lights out order form in the electrical section of this manual.

Regulations & Guidelines - Booth Regulations