Exhibitor Rules and Regulations
Show Management has the full authority to interpret or amend rules, and all decisions are final. All issues not addressed are subject to the decision of Show Management. These rules, regulation and policies have been formulated in the best interest of all Exhibitors and the event. Full cooperation will ensure a successful meeting for Exhibitors and Attendees.
Additionally, Exhibitors must comply with all JW Marriott Austin rules and regulations.
New in 2017
- Eight-foot back wall for linear booths
- Hanging signs must be hung and removed by Markey's
- Max height for island/split island booths is 20'. Booth with hanging sign cannot exceed 20'.
Exhibit Hall Access / Age Restriction
Only Exhibitor Appointed Contractors or exhibiting company personnel are permitted on the Show Floor during move‐in and move‐out periods. No one under the age of 16 is permitted in the Exhibit Halls. This includes move-in/move-out and during show hours.
ADMITTANCE DURING NON-SHOW HOURS: Exhibitors with an exhibitor badge will have access to the exhibit hall during the following times:
- Monday, September 4 12 p.m. – 5 p.m.
- Tuesday, September 5 8 a.m. - 5 p.m.
- Wednesday, September 6 8 a.m. - 8 p.m.
- Thursday, September 7 8 a.m. - 8 p.m.
- Friday, September 8 8 a.m. – 12 p.m.
Exhibitor badges must be worn during exhibitor move in and move out.
BADGES: Badges will be required for entry into the exhibit hall at all times. Badges are not transferable and those worn by other than the person to whom issued will be confiscated. Business cards are not to be used in show badge holders. For every 100 sf of booth space the exhibiting company purchases they will receive eight complimentary badges. Show management has the right to change this allotment. Registration for exhibitor credentials for both exhibit booth personnel will be available online soon.
Due to potential tax liability and other concerns, Show Management strictly prohibits over-the-counter sales (i.e., cash, check or credit card). Exhibitor may take business orders for future delivery.
Show Management reserves the right to close down booths in violation of this regulation. If after one warning by Show Management (including Floor Managers) the offending Exhibitor does not comply with these regulations, Show Management may apply the following penalties:
- Shut off power to the exhibit.
- Close exhibit for the remainder of the Show.
- Exhibitor will lose all accumulated Priority Points.
- Exhibitor will be responsible for all charges and no refunds on exhibit space or services including electrical, internet, furniture etc.
Exhibit Delivery and Removal During Show
Delivery or removal of any portion of an Exhibit will not be permitted during Show Hours.
All Exhibitors must comply with all JW Marriott rules applicable to exhibit construction, installation, operations and dismantling, as well as any applicable federal, state or local statute and / or regulation.
The Exhibitor shall, at its sole cost and expense, procure and maintain through the term of this contract, comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased by Show Management. Such insurance shall include contractual liability and product liability coverage, with combined single limits of liability. Refer to Sample insurance form for specific insurance coverage. Such insurance shall name the National Association of Broadcasters, JW Marriott and Freeman as an additional insured's, and Exhibitor shall upon request provide NAB with certificate so indicating. The certificate must cover the inclusive dates from move-in through move-out (September 4-8, 2017). Workers Compensation and Occupational Disease insurance shall be in full compliance with all federal and state laws, covering all of the Exhibitor's employees engaged in the performance of any work for the Exhibitor. All property of the Exhibitor is understood to remain under its custody and control in transit to and from the confines of the Exhibit Hall and during the Show.
Most Exhibitors can add NAB, JW Marriott and Freeman to their existing policies. Please contact your insurance company directly. Exhibitors are not required to send proof of insurance to NAB in advance.
Photographing or videotaping any exhibit booth, other than one's own contracted booth, is strictly prohibited. An exhibit booth and/or products(s) may be photographed or videotaped only with the express written permission of the contracted Exhibitor of that booth. Photographing or videotaping common areas or the Show in general requires the written permission of the Show Management.
Smoking is permitted in designated areas only. The JW Marriott Austin is a non-smoking hotel. Smoking is prohibited in the sessions and exhibit hall for the show.
Solicitations / Gratuities
Solicitation of tips or special payments of any kind is prohibited. Any attempt to solicit a gratuity by a contractor or facility employee for any service should be reported to Show Management immediately.
U.S. Laws and Regulations
Exhibitor agrees to comply with and conform to any and all U.S. laws and regulations including but not limited to commerce, tax and export laws / regulations.
Exhibit displays must be set by 5 p.m., Tuesday, September 5. Should any space (for which a signed contract has been received and rental payment made) remain unoccupied after 5 p.m., Show Management reserves the right to rent or otherwise use such space and shall not be obligated to refund the space rental fee.
Booth Construction / Layout
The Americans with Disabilities Act (ADA) applies to the Show and requires that convention facility and services are accessible to those with disabilities. All Exhibitors must comply with ADA requirements and may be subject to penalties for failure to do so. Be sure when planning an Exhibit that you take those with disabilities into consideration. Necessary compliance efforts may differ with the nature of each Exhibit, so please consult your own attorney regarding these requirements or contact the ADA Information line at (800) 514-0301 or visit their website.
Exhibitors may choose to hire Exhibitor Appointed Contractors (EACs). These are independent contractors hired by exhibiting companies. They can include labor building your booth, booth supervisors, booth designers, independent display companies, delivery personnel, technicians, Manufacturing Reps, etc. An EAC will only be granted access to the show floor if show management has received the EAC Work Authorization Form AND a valid Certificate of Insurance. There will be no exceptions. Exhibitors and EACs must follow all EAC regulations.
Booth Displays / Equipment
- No portion of a Booth may extend into the aisles or exceed the booth dimensions or height restrictions.
- Logos, flashing lights, lasers and the like may not be used outside the assigned booth, i.e., Exhibitors cannot shine logos onto the ceiling, facility wall or adjacent booths.
- Equipment must be kept at least 12 inches from all aisles.
- If the equipment will need to be positioned in a way that might violate these guidelines/rules, please contact Nick Gadino at (202) 429-4187 or email@example.com.
- Drape, carpet and all types of Exhibit materials must be fire resistant.
- All display material must be flameproof. Wiring must comply with local fire department and underwriters rules. Smoking in exhibits is forbidden. Exhibits must not block aisles, fire exits and fire extinguishers. No decorations of paper, pine bough, leafy decorations, free branches or other combustible materials are allowed. No storage behind exhibits is provided or permitted. Acetate and most rayon drapes are not flameproof and are prohibited.
- Painting and spraying of toxic or flammable substances is prohibited, along with the use of flammable liquids, compressed air, dangerous chemicals and open flame.
- Crates and boxes may not be stored within the booth.
- All electrical wiring must be covered or taped down.
- All fire boxes, aisles and exits must be kept clear and visible at all times.
- All exposed parts of constructed displays must be finished to present an attractive appearance when viewed from aisles or other adjoining booths. Exposed back and sidewalls may not display copy, logos, graphics or other advertising if they adjoin a neighboring booth.
- Electrical equipment must be installed, operated and maintained in a manner that does not create hazard to life and property.
Booth Variance / Review Requests
Exhibitors must follow the show rules for their specific booth type. If an exhibitor is unsure if their booth meets the guidelines they may submit a Booth Variance/Review request. This online form is available in the exhibitor's online account portal. The following information is required when submitting a request and please allow 5-7 business days for a response.
- Mark on your schematic/drawing the exact height to the top of your booth structure, towers, graphics, signs, panels and truss. Clearly indicate the height of all levels on double deck booths. Include placement and height of hanging signs, truss, etc. if applicable.
- Clearly indicate the booth orientation, including neighboring booth numbers.
- Clearly mark the direction doors open.
- All communication regarding booth designs must be in English.
- Verbal approvals will not be granted.
- Should the diagram submitted with this form differ significantly from the actual structure on-site, the structure will need to be altered, or the exhibitor moved if space is available, at the exhibitor's expense.
- Booth approvals are valid for the 2017 Radio Show only.
- For additional information, please call Exhibitor Services at (877) 622-3947 or (202) 595-2051.
PLEASE NOTE: This approval only relates to Show Management guidelines and regulations. Your designs, if necessary, should still be submitted to the Fire Marshall and a structural engineer for approval.
The facility is carpeted. Exhibitors are not required to purchase or rent additional floor coverings, but may choose to do so. Carpet may be rented from Freeman if desired.
Hanging Signs and Banners
Hanging signs and banners are permitted above Split-Island and Island Booths only. They are not permitted above Standard Linear and Perimeter Booths, regardless of size.
Companies that occupy Split-Island Booths must position hanging signs at least five feet (5' / 1.52 meters) forward from the back wall.
Hanging signs are permitted; maximum height is 25', however the line of sight guidelines/good neighbor policy should be taken into consideration when configuring booth space. All hanging signs will be installed and removed by Markey's as the exclusive rigging provider at the JW Marriott.
Liability of Exhibits
No items can be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floor, ceiling, furniture, or other property of the Hotel. The cost of repairing damages inflicted by the Exhibitor, its employees, contractors or representatives to the Hotel will be billed to and paid for by the Exhibitor.
Line of Sight Guideline
To ensure a fair and equitable exhibiting experience, all island and split island exhibitors are strongly encouraged to design booths in such a way that follows the line of sight guidelines. These include:
- Exhibitors located on main aisles should avoid placing taller walls or substantial solid structures at the corners of their exhibits, particularly if the wall or structure covers more than 80% of the length or width of the space.
- Exhibitors may use Plexiglass or a similar see-through material to create taller structures / walls that will allow for line of sight above 4'.
- Avoid solid walls on main aisles; attendees generally find this type of set-up uninviting.
Examples configurations allowing 20% line of sight:
- 20' x 20' (6m x 6m) should include a 4' break on all four sides on structures above 4' tall;
Maximum height for island/split island booths is 20'.
Regulations by Booth Type
Exhibitors must adhere to the following rules that apply to the booth types listed below. If you still have questions, we're here to help! If you are unclear about the guidelines or need additional clarification, please email Nick Gadino.
Definition: One or more standard ten foot by ten foot exhibits (10' x 10' / 3 meters x 3 meters) in a straight line (minimum size is 10' x 10' / 3 meters x 3 meters).
- Hanging signs are not permitted above Linear Booths.
- The maximum height of eight feet (8' / 2.44 meters) allowed only in the rear half (5' / 1.52 meters) of the booth space, with a four foot (4' / 1.22 meters) height restriction on all materials (product or equipment) in the front half of the booth.
- Note: when three or more Linear Booths are used in combination as a single exhibit space, the four foot (4' / 1.22 meters) height limitation is applied only to that portion of exhibit space which is within 10 feet (10' / 3.05 meters) of an adjoining booth.
- Unfinished back walls must be draped off.
- No end capping permitted.
Perimeter Wall Exhibits
Definition: Standard Exhibit located on the outer perimeter wall of the Exhibit Floor.
- Hanging signs are not permitted above Perimeter Exhibits.
- The maximum height of 12 feet (12' / 3.66 meters) allowed only in the rear half (5 feet / 1.52 meters) of the exhibit space, with a four foot (4' / 1.22 meter) height restriction on all materials (products or equipment) in the front half of the exhibit.
- Note: when three or more Perimeter Booths are used in combination as a single exhibit space, the four foot (4' / 1.22 meters) height limitation is applied only to that portion of exhibit space which is within 10 feet (10' / 3.05 meters) of an adjoining booth.
- Unfinished back walls must be draped off.
- No end capping permitted.
Definition: Island Exhibits (20' x 20' / 6 meters x 6 meters or larger; exposed to aisles on all four sides)
- Exhibitors are encouraged to follow the 20% Line of Sight Guidelines.
- 20' x 20' (6m x 6m) should include a 4' break on all four sides on structures above 4' tall;
- 30' x 30' (9m x 9m) should include a 6' break on all four sides on structures above 4' tall;
- 40' x 80' (12m x 24m) should include an 8' break on the two 40' sides and 16' on the two 80' sides.
- Exhibitors may use Plexiglas or a similar see-through material to create taller structures / walls that will allow for line of sight above 4'.
- Use of the entire space is permitted, with a maximum height of 16'.
- Logos, advertising, signs, etc., may not be placed in such a way as to be visible over the top of the shared wall.
- Hanging signs are permitted; maximum height is 20', however the line of sight guidelines/good neighbor policy should be taken into consideration when configuring booth space.
Exhibitor Rights / Union Labor Rules
Booth Cleaning and Porter Service
Exhibitors are allowed to:
- Vacuum, Clean and wipe down products and display merchandise and other parts of the exhibit.
- Exhibitor Appointed Contractors (EAC's) are not permitted to vacuum or utilize floor cleaning equipment on the Show Floor.
Exhibitors are allowed to:
Full time employees with exhibiting companies may set their own booths without assistance from Freeman labor. Please refer to the section on electric work below for information on what may be done as far as booth electrical by Exhibitors.
- You may hire Freeman to provide your installation and dismantle labor.
- To secure Freeman labor, please utilize the labor forms linked here. Skilled Freeman Labor is available to act as your EAC.
Crate/Carton Storage and Return
- Fire Marshal regulations STRICTLY prohibit Exhibitors from storing empty crates and boxes in their booth or behind their display during the show period. Exhibitors should properly mark crates and cartons with Freeman "EMPTY" stickers and place in aisle for 'show hours' storage. The crates/cartons will be picked‐up, stored and returned to the booth at no charge. "EMPTY" labels will be available at the Freeman Exhibitor Service Desk.
- Move‐in: Please be considerate of your neighbor with placement of crates and cartons. Note certain aisles are designated "freight free" and need to be kept clear of any and all crates and cartons through move‐in and move‐out.
- Move‐out: At the close of the show the carpet needs to be removed, followed by the distribution of the empty crates/cartons. First empties should be returned approximately one (1) hour after the close and can take up to three (3) hours to complete. Please be patient and plan accordingly.
Markey's is the official and exclusive provider of electrical and audio visual services at the JW Marriott. Download form here.
Electric Work Exhibitors May Do Themselves:
- Exhibitors may plug in their own devices and equipment for properly ordered 110 volt electrical service of 1500 watts or less.
- Exhibitors may plug in their own devices of 110 volt/1500 watts themselves.
- Connect modems, printers, computers and keyboards.
- Install their own light bulbs.
- Test and tune their own equipment.
- Run their own communications cable between machines in the same booth above the booth carpet.
Exhibitors are allowed to:
- As an Exhibitor you may "hand carry" material. Hand carry is defined as small items such as cartons and packages that an exhibitor is able to carry.
- Any mechanical assistance is limited to a small dolly, or luggage cart (2-wheeled).
- The assistance of any motorized device or pallet jack is not permitted.
- When Exhibitors choose to "hand carry" they may not access designated material handling areas.
- Exhibitor must use specified hand carry areas or main entrance of the facility. The exhibit hall is located on the 4th floor, all hand carried items must fit on a standard passenger elevator.
- In all other circumstances items should be considered material handling.
- In no circumstance is any Exhibitor authorized to use Freeman material handling equipment for any purpose.
- Freeman has been contracted to be the exclusive provider for material handling contract services as ordered by the exhibitor.
- Freeman has the responsibility to manage all freight docks and to schedule all vehicles into and out of all designated material handling areas for the Show.
- Freeman has the sole responsibility for loading and unloading all trucks, trailers, common and contract carriers at its facilities or designated material handling areas.
- Freeman is not responsible for any material it does not handle.
- Order forms for material handling services are included in this service manual and are available on Freeman's website.
In-Booth Activities and Personnel
Food and Beverage
No food or beverage, including marketing giveaways (i.e. bottles of water), is permitted to be brought into the hotel without the expressed consent of the JW Marriott, the official food and beverage provider.
Note: Corkage fees may be assessed for all food and beverages brought into the facility.
These activities are permitted; however, the laws and regulations may vary from state to state and often have particular requirements (e.g., payment of taxes, age limitations, etc.).
Please consult legal counsel to ensure that your giveaway / contest adheres to Texas State Lottery Laws and contest rules.
Exhibitors are responsible for the actions of their models / hosts / hostesses / mascots and they must:
- Remain within the confines of the Exhibitor's contracted Exhibit Space.
- Dress professionally.
- Be registered as Manufacturer Representatives
- If using a modeling agency, please make sure the agency has the appropriate license to work in the state of Texas. Show Management reserves the right to discontinue any activity and escort persons off the Exhibit Floor that do not comply and/or are deemed unprofessional.
All promotional activities and distribution of literature must take place within the confines of the assigned booth. Distribution outside of the confines of the booth, including all Show public areas in the Hotel, is strictly prohibited.
The following Sound Guidelines are in effect:
- Noise level standard: 80 decibels NOTE: The level for 2017 has been reduced from 85 decibels.
- Any complaints should be reported to Show Management. If the tested noise level goes above 80 decibels, or is particularly disturbing or disruptive, Show Management will direct that the noise be turned down.
- If after one warning from Show Staff the offending Exhibitor does not reduce the sound level, Show Management may elect to shut off the power to the offending portion of the Exhibit. The Exhibitor will be responsible for any charges related to this action.
- All speakers must face inward and not out towards the aisles or neighboring Exhibits. Exhibitors found in non-compliance, will be required to modify the direction of the speakers to a more suitable position. Offending Exhibitors will be responsible for all charges related to this action.
- No element can impede the aisles.
- Video productions relating to an Exhibitor's equipment will be permitted, provided equipment and screens are set back from all aisles and all viewers stand or sit within the confines of the Booth.
- No singing, dancing or use of musical instruments or other types of live performance is permitted without written permission from Show Management. See guidelines under Theater Demonstrations below.
Theater Demonstrations / Live Entertainment / Product Demos
All demonstrations must take place within the confines of the assigned Exhibit Space. Theater demonstrations must abide by the following guidelines:
- Design area that can sufficiently hold the audience within the confines of the Exhibit Space. Spectators will not be permitted to block aisle traffic.
- Exhibits must not interfere with access to neighboring Exhibit booths or the free use of the aisle.
- Booth personnel, including demonstrators, hosts / hostesses and models must stay within the Exhibit space.
- Exhibitors are responsible for assigning staff or hiring security to manage crowd control and to ensure clear aisles and access to neighboring Exhibits.
- No singing, dancing or use of musical instruments or other type of performance is permitted without prior approval from Show Management. All requests must be submitted to Show Management, in writing, by August 18, 2017 Submit your request via email to Nick Gadino.
- Show Management reserves the right to determine action for those Exhibits in violation including, but not limited to, hiring security at the Exhibitor's expense and / or shutting down power.