REFERENCE & GENERAL GUIDELINES Age Limit
Contents
1. REFERENCE amp GENERAL GUIDELINES Age Limit in Exhibit Hall No one under 18 years of age is allowed into CVC San Diego during set up During regular trade show hours there is no age limit all family members are welcome Announcements Public address announcements in the Exhibit Hall will only be made for Show Management information General announcements cannot be made Winners to drawings can be announced during the last 15 minutes of each day To have a drawing announcement made submit a written request to the registration desk one hour prior to the exhibit hall close Show management reserves the right to deny restrict or edit any announcement Badges A company badge list should be submitted online at www thecvc com badgesSD under the Exhibitors tab by November 4 2015 An exhibitor is any employee of an exhibiting company Any changes to a company badge list can be submitted online as an updated full badge list prior to November 4 2015 November 4 2015 any changes to the company badge list must be done onsite at the convention Company representatives who are qualified to answer questions about displayed products and services must be present in booths continuously during official exhibit hours Exhibitors may NOT share badges under any circumstances Companies are allotted 4 badges per 10x10 booth space at CVC San Diego If you are a CVC multi show exhibitor your company receives 2 additional badges per CVC show you exhibit at Ex2. Solicitation of business or distribution of promotional materials from booth space is prohibited by anyone other than the contracted company Drapes Your both consists of 8 high Black back drape and 36 high side drape Corner booths will have only one side drape Note Island exhibits will not be draped unless requested by exhibitor Electrical Service 5 Amp 10 Amp 500 Watts or 1000 Watts Confused Edlen provides electrical services for the San Diego Convention Center and will be happy to assist in ordering the correct amount of power for your exhibit Forms are found under Show Service Forms Exhibitor Appointed Contractor EAC Exhibitors may employ the service of independent contractors to install and dismantle their display providing the Exhibitor and EAC comply with the requirements as set forth under General Information Exhibit Construction Exhibit booths must be confined to the rented space s The maximum height of an in line display is 10 ft at the back and cannot exceed the height of 4 ft in the front one half of the booth space nor exceed a height of 4 ft on each side of the booth Exhibits with back lights must be equipped with a back shield to prevent light interference with the booth behind The aisles are common property of all exhibitors and must not be obstructed at any time Fire code regulations prohibit exhibits from extending into the aisles Exhibitor Service Desk A service desk staffed by the official s
3. contractor for CVC San Diego The forms for labor furniture fixtures booth cleaning etc can be found under Show Service Forms and Shipping Information of this kit Take advantage of pre show discounts and return completed forms via mail or fax prior to the deadline date of November 11 2015 Demonstrations Demonstrations must be located so that crowds will comfortably be contained within the confines of an exhibitor s space and not blocking the aisles Sound levels glaring or flashing lights or other distracting demonstrations are subject to adjacent exhibitor and Show Management approval We will ask you to turn down or turn off any sound system that is hindering your neighbor s ability to conduct business No live animal demonstrations are allowed on the Exhibit Hall floor Please contact the CVC Group if you have questions Distribution of Promotional Items You are allowed to attract attendees to your booth and work with them in your area however you are not allowed to pass out brochures and information in areas other than your booth or lay information on hospitality tables Working in the aisles or approaching attendees outside your booth space is not allowed The aisles are common property of all exhibitors and must not be obstructed at any time Fire code regulations prohibit exhibits from extending into the aisles These areas are defined as the registration area common aisles conference rooms and every area other than your booth
4. ample if you have a 10x20 booth at CVC San Diego and also exhibited at CVC in Kansas City your company would receive an allotment of 10 badges to use at CVC San Diego Additional badges more than allotted for the contracted booth space s are 150 each if purchased by November 4 2015 After November 4 2015 additional badges cost 200 and must be obtained on site Exhibitor guest passes are issued only for immediate family members that are not connected to the veterinary industry and are not allowed to work in the booth They are 10 each on site BADGES ARE REQUIRED AT ALL TIMES Booth Changes Booth location may be subject to change at any time from the initial assignment through move out Modifications to an exhibitor s display including but not limited to fixture placement material display material distribution and noise levels may be made by Show Management at any time Exhibitor s Booth space unoccupied by 5 p m on Thursday December 3 is subject to reassignment without notification Booth Cleaning In order for individual exhibit booths to be cleaned exhibitors must order cleaning service directly from Fern To order fill out the cleaning form found under Show Service Forms and mail or fax Fern before the cutoff date of November 11 2015 to receive the discount pricing Carpet The San Diego Convention Center Exhibit Hall is not carpeted Carpet or floor covering is required in each exhibitors booth Companies may provide their o
5. how vendors will be open during move in show hours and move out Orders for all services should be placed in advance to take advantage of pre show pricing On site orders may entail delays and higher costs Note Exhibitors should check directly with show suppliers for status of pre show and on site orders in addition to any changes and or additions to orders TIP Make sure to keep and bring with you copies of all orders placed Insurance Exhibitors must carry worker s compensation commercial general liability independent contractors personal injury and blanket contractual liability insurance at limits of at least 1 000 000 per occurrence 2 000 000 aggregate These coverages must be evidenced by a Certificate of Insurance with a 30 day notice of cancellation provision to the holder The certificate must name Advanstar Communications Inc and The CVC Group as additional insureds and be provided to The CVC Group show management at least 30 days before the proposed exhibit date Please mail to the attention of The CVC Group CVC San Diego 8033 Flint Lenexa KS 66214 Phone 800 255 6864 or fax 913 871 3908 You may also email an attachment to cvc advanstar com It is also strongly recommended that exhibitors carry insurance to cover loss of or damage to their exhibits or other personal property while such property is located at or is in transit to or from the exhibit site Advanstar Communications Inc assumes no liability for any loss da
6. ibitors and must not be obstructed at any time Fire code regulations prohibit exhibits from extending into the aisles Music and Other Copyrighted Material Each exhibitor is responsible for obtaining all necessary licenses and permits to use music photographs or other copyrighted material in the exhibitor s booth or display Show Management reserves the right to remove from the exhibit all or any part of any both or display which incorporates copyrighted material for which the exhibitor fails to produce proof that the exhibitor holds all required licenses Photography amp Video Recordings Unauthorized photography or video taping of exhibits is prohibited Exhibitors may photograph their own exhibits only Plants amp Floral Nothing spruces up an exhibit like a few well placed plants and floral arrangements This is an easy cost effective way to make your exhibit look warm and inviting To order plants and floral arrangements see the order form under Show Service Forms POV Personal Operated Vehicle Hand Carry Items As you approach the dock area security will direct you to the POV unload dock Due to union rules one individual from each exhibiting company is permitted one trip to hand carry items into the exhibit facility The exhibitor use of dollies hotel baggage carts flat trucks and other mechanical equipment is not permitted Fern will control access to the trade show floor with includes access from the loading docks and
7. mage or injury to any property or the exhibitor or to any of its officers agents employees or contractors whether attributable to accident fire theft or any other causes whatsoever Note While the exhibition may provide security guards it is solely done as an accommodation to Exhibitors The Exhibitor expressly agrees to save and hold harmless Advanstar Communications Inc their management agents and employees from any and all claims liabilities and losses for injury to persons including death or damage to property arising in connection with Exhibitor s use of the exhibit space except such losses as may be the result of the sole negligence of Advanstar Communications Inc Labor Labor includes all people who install and dismantle your exhibit booth carpet layers and carpenters Labor does not include the people who handle your freight drayage Remember that drayage service is the movement of your exhibit materials and the cost includes the labor to move it only not set it up Please be aware of all labor union rules Material Display and Distribution Items displayed in your booth must be your product or your promotional material only No second or third party displaying of materials is allowed Working in the aisles or approaching attendees outside of your booth is not allowed This includes the registration area common aisles conference rooms and every other area other than your booth The aisles are common property of all exh
8. or all doorways into an exhibit facility This will help to provide a safe and orderly move in move out Unloading or reloading or any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Fern Rates for material handling services are enclosed in this exhibitor service manual Refer to the Shipping Section for more information Sharing Booths Sub leasing or multiple companies sharing of exhibit space is strictly prohibited Please contact your Show Management with any questions regarding booth sharing Security Most thefts occur during the move in and move out process especially the first hour after the show closes Taking these precautions will help prevent a loss from your booth e After setting up your exhibit and at the end of the show each night cover your materials with a sheet or some type of cover it pays to follow the old saying Out of sight out of mind Do not leave valuables unattended in your booth such as purses laptops cell phones etc Make sure you put valuable materials away at night before you leave your booth Hire specific booth security to guard your exhibit and materials At the close of the show pack your valuables first and do not leave them unattended Do not indicate the contents of your boxes i e DVD player computer laptop etc Make sure all arrangements to have booth and equipment shipped out have been made Shipping In order to have your booth exhibi
9. t ready to set up when you arrive we encourage you to ship your exhibit and materials in advance to the advance warehouse Shipments may arrive at the advance warehouse beginning November 4 2015 but not after November 25 2015 If it arrives by this time Fern will have your shipment waiting for you in your booth This information along with information on labels is located under Shipping Information Handling and Labor Note If providing lab materials DO NOT ship them with your booth materials Note Make sure you keep all shipping information at your fingertips in case you need to track your shipment Knowing tracking numbers will expedite the process when looking for a lost shipment Suitcasing The CVC has a strict policy on suitcasing which is any activity designed to solicit or sell products or services to delegates attending a meeting conference or an event without a booth or other proper authorization from the event management All registered conference attendees are invited to the Exhibit Hall however any conference attendee who is observed to be soliciting commercial business in the aisles other public spaces or in another company s booth will be asked to leave immediately Telephone Internet Services Smart City will provide telephone and Internet service Forms are found under Show Service Forms Please call 888 446 6911 with any questions regarding Telephone and Internet Services
10. wn floor covering or it may be rented from Fern For carpet color options please see the carpet rental order form under Show Service Forms of this kit Be sure to order by November 11 2015 to get discount pricing Aisle carpet color will be Madison Company Sign Fern will provide a FREE 7 x 44 company booth identification sign for all exhibiting companies Contests Drawings are permitted in the exhibit hall Show Management must approve drawing of any kind in writing If you plan any kind of drawing please let us know by submitting a written description to Snow Management on how names will be collected what prize s will be awarded when they will be awarded and how winners will be contacted Please email request to margaret peterson ubm com for approval Contractors and Show Services Forms for a variety of services are included in this Exhibitor Service Kit These forms should be completed and forwarded directly to the vendor specified on the form We feel we have selected the best service vendors available for the CVC San Diego and encourage all exhibitors to make use of their services Decorations Decorations are not permitted on ceilings painted surfaces columns fabric and decorative walls of the San Diego Convention Center All decorative materials must be flameproof and are limited to the confines of your exhibit space Decorator Fern Exposition amp Event Services Fern has been selected as the official decorator service
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