Welcome to The Run Show Boston 2022
This exhibitor manual is designed to help you plan a successful exhibition, to avoid any problems and to enjoy a smooth, trouble-free run-up to the event. Please do not hesitate to contact the organising teams if you have any queries.
Please ensure you read this manual fully and don’t forget to get your completed forms back to us by the stated deadlines.
This manual is NOT designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us.
Have a great show!
Jen Burns
Operations Manager
WARNING SCAMMERS:
Exhibitors are being targeted by companies claiming to be, or working with, event organisers. They may use event branding and may appear genuine, trying to sell you data, directory inclusions or hotel booking services. Please note we do not sell our data to anyone and we have strict security procedures. If someone approaches you to sell services (including data, hotel bookings or stand building) and are not listed as an official contractor in this manual then please be vigilant and contact us if you have any concerns. Click here for further advice.
Contents
- The Exhibition Team
- Exhibition Timetable
- Quick Reference Guide to Contractors
- A-Z of Service and Regulations
- Regulations for Stand Building
- Health & Safety
- Form Checklist
- A guide to being an Exhibitor
The Exhibition Team
Jen Burns
Operations Manager
E-mail: [email protected]
For all other enquiries, including Sales, PR & Marketing please contact the show Organizers:
Raccoon Events Ltd
2 Bell Court
Leapale Lane
Guildford
GU1 4LY
Tel: + 44 (0) 203 770 9303
Email: [email protected]
Nathalie Davies
Group Event Director
[email protected]
Craig Hanratty
Event Director
[email protected]
Rachel Marsh
Account Manager
[email protected]
Heather Johnson
Marketing Director
[email protected]
Order Form Checklist
A. Service kit and order forms (WillWork)
B. Venue exhibitor ordering forms (Hynes Convention Center / Signature Boston)
C. Exhibitor insurance order form
D. Exhibitor Passes (please note this form is for exhibition staff only who will need access to your booth before the doors open and not to be used for visitors. If you need passes for visitors please contact the marketing team)
Exhibition Timetable
| Build-up | Hall Open | Schedule |
| Friday January 28 |
0900 – 2100
1400 – 2100 | Targeted Move-in by approval only
Access for all exhibitors & continuation of Targeted Construction To facilitate the final preparation and cleaning of the hall prior to opening, all excess products and materials must be removed from the hall by 21.00. |
| Open Days | Hall Open | Show Open Hours |
| Saturday January 29 | 0800 – 1800 | 0900 – 1700 |
| Sunday January 30 | 0800 – 2200 | 0900 – 1700 |
| Breakdown | Hall Open | Schedule |
| Sunday January 30 | 1730 – 2200 | Expo Breakdown |
Quick Reference Guide to Contractors
Click on the name of the service you require to take you to the relevant Order Form
| Accommodation | OnPeak | Res Link: | https://compass.onpeak.com/e/012606902/56 |
| Audio Visual | 4Productions | Tel: Email: | 774-568-5400 [email protected] |
| Carpet/Floor Covering | WillWork | Tel: Email: | 407-438-7480 [email protected] |
| Catering | Levy Restaurants | Tel: | 617-954-2189 |
| Cleaning | WillWork | Tel: Email: | 407-438-7480 [email protected] |
| Customs Clearance/Storage/Shipping & Forwarding | WillWork | Tel: Email: | 407-438-7480 [email protected] |
| Electrics | Hynes Convention Center | Tel: Email: Website: | 617-954-2230 [email protected] www.signatureboston.com | view pack here |
| Furniture | WillWork | Tel: Email: | 407-438-7480 [email protected] |
| Graphics & Booth Design | WillWork | Tel: Email: | 407-438-7480 [email protected] |
| IT Services | Hynes Convention Center | Tel: Email: Website: | 617-954-2230 [email protected] www.signatureboston.comview pack here |
| Rigging | Craig Hanratty | Email: | [email protected] |
| Stand Plan Approvals | Jen Burns | Tel: Email: | 480-388-2150 [email protected] |
| Water & Waste | Hynes Convention Center | Tel: Email: Website: | 617-954-2230 [email protected] www.signatureboston.com | view pack here |
A-Z of Service and Regulations
Access Hours | Accommodation | Audio Visual Equipment | Balloons & Inflatables | Breakdown | Candles| Car parking | Carpet | Catering | Children| Common Areas | Complex Structures | Contractor Passes | Customs and Excise | Delivery of Exhibits | Dilapidations | Distribution of Literature | Electrical Contractor | Exhibitor Wristbands | Fire Safety | First Aid | Freight Forwarding & Storage | Furniture | Gangways | Graphics | Health and Safety | Height Restrictions | Indemnification | Insurance | Internet Access | Material Handling | Noise | Notification of Exhibitor Appointed Contractor | Organizers Office | Removal of Exhibits | Rigging | Sampling | Security | Set-up |Shell Scheme/Booth Package | Smoking | Stand Plan Approval | Storage | Unusual Exhibits / Activities | Water and Waste
Access Hours
Access to the John B. Hynes Convention Center is restricted to the hours shown in the Exhibition Timetable. Exhibitors will be allowed onto the show floor 30min prior to opening and one hour after the exhibition closes.
Accommodation/hotels
To secure the best available accommodation within your budget we recommend you book as early as possible. We have partnered with onPeak to provide you with hotel options in Boston within 2 miles of the Hynes Convention Center. Through this partnership, we are able to offer you the most competitive nightly rates at favorable hotels throughout the city and will strive to provide you with a smooth and effortless booking process when making your travel reservations. Click HERE to view your options and make a reservation or visit https://compass.onpeak.com/e/012606902/.
Audio Visual Equipment
4Productions has been appointed the official AudioVisual contractor for the exhibition.
If you require any equipment during the show please contact 4Productions at [email protected].
Balloons & Inflatables
Use of helium or balloon gas filled balloons are not allowed in the Hynes Convention Center.
Breakdown
Please refer to ‘Exhibition Timetable’.
Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your booth before this time. Please note that contractors will not be permitted into the halls until the visitors have left. In the interests of safety, exhibitors are asked to not continue with hospitality on their booths after the show closes.
Please note:
Traffic around the halls will be particularly busy during the first evening of breakdown.
We strongly advise you not leave any items unattended in your booth. The Organizers and Hynes Convention Center cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.
If you are leaving items on your booth to be collected by couriers, you must notify the general service contractor (Willwork) and supply an Outbound Bill of Lading form.
Candles
Candles are prohibited.
Car Parking
There are parking facilities around the Hynes as well as metered parking on a first-come, first-serve basis.
Carpet
Booth stands including the booth package will be carpeted with Tuxedo Blue carpet (blue/black color).
Space-only booths will not be carpeted.
Exhibitors may lay their own floor coverings as long as no damages occur to the hall floor. Use of tape or other affixing needed must be done by an approved contractor. Flooring and/or labor to install flooring can be ordered through the general service contractor, Willwork.
Catering
Levy Restaurants has exclusive food and beverage distribution rights within the Hynes Convention Center and has the responsibility to the City of Boston to strictly regulate any food and beverage activity within the Hynes. Due to strict regulations, any vendor sampling product within the above mentioned parameters must submit a sampling form to Levy Restaurants for approval. Order forms are available within the MCCA Exhibitor Ordering Guide: view pack here
Children
No person under the age of 18 will be admitted to the venue during the build-up or break down. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.
Common Areas
All common areas must be kept unobstructed at all times. Contractors, exhibitors, their staff and agents must keep ALL common areas clear whilst building or dismantling stands, exhibits etc. All exhibits must be kept within the confines of the stand space and demonstrations must not cause undue congestion and/or obstruction of common areas.
Complex Structures
A complex structure is any form of construction of any height which requires cross-bracing and/or would normally be designed by an engineer and/or has, through a risk assessment, been found to present significant risk. Structures over 12ft in height, multi-story booths and suspended items of 400kg and over are always treated as complex structures. Platforms and stages 600mm or over in height, tiered seating and stairs are also considered complex structures. Such structures must have fully detailed Structural Calculations and/or a detailed Constructional Method Statement along with a suitable and sufficient Construction Phase Plan, Risk Assessment and Method Statement submitted at the same time as your booth plans. Full details must be submitted to Show Management for inspection at least 30 days prior to the exhibition. Please refer to the ‘Stand Plan Approvals‘ section for details of the full booth plan submission process.
Please note that no Complex Structure may be built without prior consent from the Organizers before the planning process takes place.
If you would like to speak to someone regarding your Booth Design please contact: [email protected]
Contractor Passes
All EAC’s must register with Willwork Global Event Services by filling out the Exhibitor Appointed Contractor form by Friday, December 24, 2021. A certificate of insurance must also be provided to Willwork by the EAC.
Customs and Excise
All deliveries to the exhibition from outside the US must be accompanied by the relevant paperwork.
You are advised to contact, ADCOM Worldwide at [email protected], who can undertake all the work on your behalf or a freight forwarder of your choice. It is in every exhibitor’s interest that they are aware of the customs procedure for temporary importation of exhibits.
Delivery of Exhibits
All exhibits and materials must be delivered prepaid, direct to the Convention Center on Friday, January 28, 2022 from 9am to 4pm only. All shipments must have a Bill of Lading showing number of pieces, weight, and description of merchandise. The goods should be clearly labelled as follows:
John B. Hynes Convention Center
C/O Willwork – Hall C & D
The Run Show USA 2022
Exhibitor Name and Exhibitor Booth #
99 Cambria St.
Boston, MA 02115
The John B. Hynes Convention Center will NOT RECEIVE exhibitor materials prior to January 28th as they do not have sufficient storage space or personnel. If you choose to ship to the Hynes and your shipment arrives prior to Friday, January 28 at 9am, Willwork will not be on site to receive and could be turned away.
Raccoon Events will pay up to 2,500 lbs of direct material handling per 100 sq/ft. Any amounts over this will be charged by Willwork at a rate of $125 per 100 lbs for crated materials and $175 per 100 lbs for uncrated/Special Handling.
The official appointed contractor is:
Willwork
Tel: 407-438-7480
Email: [email protected]
Dilapidations
You are reminded that you will be charged for making good any damage to the hall or booth area, including the floor, caused by your staff or contractors. Under no circumstances can booth construction, graphics, etc be attached to the facility structure.
Distribution of Literature
Distributing material such as printed or other cards, circulars or articles, is prohibited unless from your own booth. This includes the gangways surrounding your booth.
Electrical Contractor
The Massachusetts Convention Center Authority (MCCA) is the exclusive provider for all electrical services within the John B Hynes Veterans Memorial Convention Center. They have a comprehensive range of electrical and installation services for hire.
Exhibitors can submit Electrical orders online at www.signatureboston.com by January 7, 2022 for best pricing. You can also view the pdf pack here
As an exhibitor, it is your responsibility to order adequate power supply for your booth. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by MCCA electricians.
Exhibitor Wristbands
All exhibitors working on the booth on the Show open days require an exhibitor wristband. Please register for you and your staff to get your exhibitor passes for the show using the Exhibitor Passes form.
Once you have registered using this link you will receive a dedicated confirmation message and a print at home pass. This will allow you quick access to the show before the doors open for visitors.
Fire Safety
Exhibits and decorative materials must meet the requirements of the Code of Massachusetts Regulations -780 CMR EIGHT EDITION (Building Code). Prior to the show opening or at any time during the event, the MCCA Public Safety Department or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense.
First Aid
The Massachusetts Convention Center Authority’s (MCCA) Public Safety Department includes a staff of MCCA Public Safety Managers and Supervisors that are certified First Responders.
Freight Forwarding & Storage
Show Management has appointed ADCOM Worldwide as the official freight forwarding contractor. They will be happy to advise you on all aspects of transporting your goods to and from the show.
ADCOM WORLDWIDE
[email protected]
Furniture
Willwork Global Event Services has been appointed as the official furniture contractor for the show. For their custom furnishing catalog, please email [email protected]
Gangways
During the set-up and tear-down periods, Emergency Gangways will be in operation and must remain completely clear at all times.
During the open period under no circumstances must any part of a booth, furniture, or exhibits project beyond the boundary of the booth, with the exception of the Organizers’ shell scheme fingerboard, which will project into the gangways.
Doors or windows must not open outwards onto gangways. All doors must have vision panels. Exhibitors should not engage in any activity or employ any person or device that, in the opinion of the Organizers, tends to create unreasonable congestion in the gangways.
Graphics
Shell Scheme graphics are available from Willwork Global Event Services, along with roller banners and pop ups.
For further information and costs please contact [email protected]
Health and Safety
The Run Show USA is dedicated to providing a safe environment for all exhibitors and attendees. In accordance with government guidelines and local mandates, we will follow recommendations for capacity limits, physical distancing, increased sanitization and other safety protocols.
MASKS
Masks are required for all people, regardless of vaccination status, while indoors at any establishment in Boston. This is mandated by the City of Boston. The Run Show USA will follow state and local recommendations and mandates and continue to update accordingly.
SANITIZER STATIONS
In addition to increased signage and directions to handwashing facilities, there will be hand sanitization stations on the exhibit floor for your convenience, as well as throughout the Hynes Convention Center.
HIGH QUALITY CLEANING SERVICES
The Massachusetts Convention Center Authority (MCCA) and our cleaning services partners are adhering to cleaning guidelines set forth by the CDC and the Massachusetts Department of Public Health. With the latest in cleaning technology at their disposal, including electrostatic sprayers and EPA-certified, hospital-grade disinfectants that disinfect surfaces in 60 seconds.
HVAC AND AIR QUALITY
Rigorous measures have been taken to provide as much outside air circulation throughout buildings, Utlizing the highest rated Merv Factor Filters.
MEDICAL PERSONNEL ON-SITE
The Massachusetts Convention Center Authority’s (MCCA) Public Safety Department includes a staff of MCAA Public Safety Managers and Supervisors that are certified First Responders.
Height Restrictions
Shell Scheme/Booth Package
We will be using Pipe/Drape for the exhibition. Pipe/drape will have a maximum height of 8ft within the back 5ft of their booth and a max of 4ft within the front 5ft of space.
Space-Only
The height limit is a maximum of 12ft for all space only booths where headroom permits. Any peninsula or space only booth that has a booth directly behind must mask the backside of any height above 8ft. Please note that the organizers are not duty bound to notify other exhibitors should, at their discretion, a booth above 12ft in height be given Permission to Build.
Please note, if you do plan to build to the maximum construction height of 12ft (or in areas near to, or in, overhead restricted areas) then you must carry out a full site survey to ensure that the proposed booth will fit and there are no venue fittings imposing any height restrictions. All booths wishing to build above 8ft must be pre-approved by sending your booth diagram to [email protected].
Indemnification
The Exhibitor agrees to protect, save and keep Raccoon Events, Willwork, and the Hynes Convention Center harmless, including reasonable attorney fees from any damage, charges or fines imposed for violation of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the Convention Center, Raccoon Events and Willwork regarding the exhibition premises. And, further, the Exhibitor shall at all times protect, indemnify, save and keep harmless, including reasonable attorney fees, Raccoon Events, and the Convention Center against and from any and all loss, cost, damage, liability, or expense arising from or out of or by reason of violation of any provision of these rules or any accident of other occurrence to anyone, including the Exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or a part thereof.
Insurance
As a standard requirement for all our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Insurance Coverage is not optional.
This insurance must be in force during the lease dates of the event, January 28 – 20, 2022 naming Raccoon Events as the certificate holder. The following must be named as additional insured: The Run Show USA, John B Hynes Veterans Memorial Convention Center, and Willwork.
Any loss or damage that may occur during the show should immediately be notified to the Organizers and Security on-site. Please note that Exhibitor insurance policies do not cover booth contractors and any subsequent sub-contractors, and as such, contractors are now required to submit proof that they have adequate insurance coverage.
If you do not have your own general liability insurance policy or you don’t wish to use your own coverage, we have set up a program with Rainprotection Insurance through which, you can purchase compliant insurance instantly online for only $84 by applying here: https://securevendorinsurance.com/RainprotectionGroupVendor/ApplicantInformation?GroupEventKey=b75747b8b47f
Internet Access
Free WiFi coverage is available across the Venue. Whilst the venue’s Free WiFi service is suitable for sending emails, simple web browsing and accessing social networks, if you are an exhibitor who requires a stable IT connection as an integral part of your booth (and your equipment supports it) as organizers we would always recommend you order a hard wired connection, as it is still the most secure and reliable source of internet connection at the venue.
The MCAA is the exclusive provider of internet services. To order a hard wired connection please visit www.SignatureBoston.com.
Material Handling
Material Handling is the unloading of your shipment, transporting it to your booth, storing and returning your empty crates and carton and reloading your shipment at the close of the show (also called Drayage). This service can be costly for those exhibiting at any event so the Organizers have agreed to pay majority (if not all) of Direct Material Handling costs .
Raccoon Events will pay up to 2,500 lbs of Direct material handling per 100 sq/ft for all exhibiting companies. Any amounts over this will be charged to the exhibitor by Willwork at a rate of $125 per 100 lbs for crated materials and $175 per 100 lbs for uncrated/Special Handling.
The appointed official contractor is:
Willwork Tel: 407-438-7480 Email: [email protected]
Noise
Please note that the use of microphones on booths is prohibited. Music or video audio must be kept at a level that will not cause offence or inconvenience to other exhibitors. Any music played or noise generated by any other means must be kept at a level of volume that does not cause disturbance to other exhibitors.
Notification of Exhibitor Appointed Contractor (EAC)
It is requested that exhibitors with Space Only sites notify the Organizers of their appointed contractors as soon as possible. When briefing your contractor, please ensure that they are aware of the booth building regulations specific to this show.
All EAC’s must register with Willwork Global Event Services by filling out the Exhibitor Appointed Contractor form by Friday, December 24, 2021. A certificate of insurance must also be provided to Willwork by the EAC.
Organizers Office
The Organizers office is located adjacent to the exhibition hall. The office will be open from 8.00am each day throughout the tenancy period.
Removal of Exhibits
Please do not remove any exhibits or begin to break down your booth until 5:00pm on Sunday, January 30th 2022. This will allow time for visitors to leave the building and facilitate safety and security.
The Halls will close at 10pm on the evening of Sunday January 30th, 2022. All booth materials and exhibits must be removed by this time.
If an exhibitor fails to vacate the premises by the allotted time, the Organizer reserves the right to pass on any penalty charges levied by the hall to the exhibitor.
Vehicles arriving at the venue for the break down should follow the same procedure as for the build-up.
Rigging
All Rigging at the venue must be approved by the Organizers. If you wish to rig above your booth please contact Jen Burns, [email protected].
Sampling
Exhibitors planning any form of sampling of food/liquid products on their booth at the expo must advise the organizers and complete the Levy Restaurants Sampling Form for authorization. Below are some key conditions to sample during the event:
- Items dispensed are limited to products Manufactured, Processed or Distributed by the exhibiting companies.
- All items are limited to SAMPLE SIZE and must be dispensed/distributed in accordance to Local and State Health Codes:
- Non-Alcoholic Beverages are limited to a maximum of 4oz Sample Size
- Food items are limited to “bite size”, not to exceed 2oz. portions or a 2oz. prepackaged samples.
- All food/beverage items brought in are required by the Boston Health Department to have a temporary Health Permit. This includes prepackaged food samples, samples not intended for consumption on the show floor, and bottled water.
If you do not meet the conditions listed above, please see the Levy Restaurants Hynes Authorization Request within the Hynes Exhibitor Ordering Guide for info on Take-Away items and Buy-Out Fees.
Security
Security at John B. Hynes Veterans Memorial Convention Center is provided 24 hours a day, seven days a week, to ensure the safety of all people in the building. However, exhibitors should take care to ensure that their goods are safeguarded, particularly during build-up and breakdown times as these are extremely vulnerable times. We strongly advise all exhibitors to have a lockable counter unit (or area) on their booth for use during the show’s open hours, and then remove all valuables (especially small items or computers) from their booth overnight. The organizers or venue cannot take responsibility for any item left unattended at any time.
Set-up
Exhibitor move-in may begin on Friday, January 28, 2022 at 2:00pm until 10:00pm. Please note, any labor ordered after 5pm will incur an overtime charge. Permission for earlier access, in exceptional circumstances only, may be granted at the discretion of the organizers and the general service contractor. Please make requests to [email protected].
The unpacking, assembling, dismantling and packing of displays and equipment may be done by full-time employees of an exhibiting company. Exhibitors are allowed to set-up and/or dismantle their own booths, provided that they use their own bona fide, full-time employees. It is acceptable for exhibitors to safely use power tools to set-up and/or dismantle their own booths.
Shell Scheme (Booth Package)
Each 10’ x 10’ exhibit booth package includes:
- 8’ high Black Back Wall Drape
- 3’ high Black Side Rail Drape
- Blue/black color carpet
- (1) Wastebasket
- (1) Booth ID Sign
All booth furnishings are the responsibility of the exhibitor. Blue/black color carpet is included within the booth package – any other color will need to be ordered through Willwork (the official booth contractor). The Booth ID Sign will include the name of the exhibitor (as listed on the contract) and booth number.
Smoking
The Hynes is a non-smoking facility. Smoking of any tobacco product or electronic cigarette (“e-cigarettes”) including vaping is NOT allowed in the building at any time. Designated smoking areas are located outside the building.
Booth Plan Approval
Fully detailed and scaled plans must be submitted for all Space Only booths. All plans and associated documentation must be submitted in English. No booth may be constructed on-site without official approval. Upon approval from Show Management, no alterations can be made to the drawings submitted.
Plans should include:
All dimensions
Building materials to be used
A ground plan and elevation drawing
For complex structures, a full copy of the structural calculations
All plans should be sent 30 days prior to move-in to:
Jen Burns
Email: [email protected]
If booth plans are not received together with the appropriate documentation from structural engineers (where necessary), booth building will not be allowed to begin until the organizers, and where necessary the venue, has approved them.
Storage
There are no immediate facilities for the storage of boxes, packing cases, sales literature etc, unless you order Accessible Storage from Willwork. This is charged per skid with the option of items to be delivered throughout the event. Please see the Accessible Storage Order Form for more information.
We do recommend building some sort of storage option within your booth space for your convenience and aesthetic purposes.
Unusual Exhibits / Activities
If you are doing anything out of the ordinary within your booth, it is important that you notify the organizers to make sure that all necessary permissions are sought from the venue, Local Authority or any other parties.
Water & Waste
The official contractor for this service is John B. Hynes Convention Center and can be ordered via their online ordering link: view pack here.
Regulations for Booth Building
Booth Fitting Regulations
- All advertising and logos must be within the specified height limits and must not be sited on back of dividing walls, especially where they overhang an adjoining booth.
- All booth structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
- If you have a booth package, all exhibits and booth fitting material must be contained within your shell scheme booth.
- Artificial flowers are highly flammable and give off toxic fumes. These must not be used for booth dressing.
- All booth structures must be completely self-supporting. Suspension may not be made from the roof of the halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
- It is the responsibility of the exhibitor to examine the site allotted pre-show in order to avoid costly adjustments to booth structures from any building obstruction or pillars, for which the organizers cannot accept any responsibility.
- On Space Only booths, the name and booth number of the company exhibiting must be displayed prominently on each side of the booth.
- All work must be carried out using non-flammable material.
- The Organizers may, at the expense of the exhibitor, remove or alter anything in, on, or forming part of any booth if, in their opinion, it is desirable to do so in the interests of the exhibition.
- The design of the booth must be such that it can be erected and dismantled within the time available.
- Exhibitors are responsible for ensuring their booth contractor employs safe working practices.
Booth Fitting Regulations – Space Only Sites
If you have a space only site at the show, you have a legal obligation to build your booth to the required standards as outlined by the Venue, Organizer and Local Authority regulations, some of which are outlined below.
Space Only sites are not provided with any walling or furnishings. The Run Show USA adheres to booth construction guidelines developed by the International Association of Expositions & Events (IAEE).
Sightlines are enforced so take into consideration neighboring exhibitors when designing yourbooth. Please contact Show Management to discuss any booth construction issues.
Platforms – the provision of a platform may be regarded as necessary in order to cover some electrical installations and is the responsibility of the exhibitor. The general height of the platform should be no more than 100mm.
Open corners of booth floors and platform shall be splayed, rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards. Platform edges must be fully highlighted and the use of the platform must be included in the Risk Assessments.
Compliance with the Americans with Disabilities Act (ADA) is a legal requirement of public facilities. This law became effective in January, 1992. It requires access for disabled persons at convention centers, and as necessarily follows, floor exhibits. It is the responsibility of the Exhibitor to be aware of, and be in compliance with, the rules set forth in this Act. Exhibitors are encouraged to provide exhibits that are accessible to all and barriers to none. In the absence of accessibility, each Exhibitor must assume the responsibility for making alternative arrangements to serve the needs of persons with disabilities.
Branding is not permitted on the back of walls that overlook neighboring exhibitors. Should there be a query regarding this onsite, the Organizers’ decision is final.
All speakers are to be positioned within the boundaries of the booth and angled so that they face inwards towards the center point of the booth. Noise output will be monitored on-site and the Organizers reserve the right to terminate any display causing a nuisance.
Barriers are required to protect exposed edges of stairs, landings, balconies and other changes of level exceeding 380mm.
Fire Safety
Exhibits and decorative materials must meet the requirements of the Code of Massachusetts Regulations -780 CMR EIGHT EDITION (Building Code). Prior to the show opening or at any time during the event, the MCCA Public Safety Department or other agency may inspect booths and other assembly areas to ensure these requirements are met. If they are not, adjustments can be costly – if a display is determined to be a hazard it may be ordered removed from the facility at the exhibitor’s expense.
Aisles
All displays and exhibit material must remain within inside the booth. Under no circumstances will exhibits, booth dressings, tables etc., be allowed to encroach into aisles. Offending items are liable, without warning, to be removed.
Storage
No excess stock, literature or packing cases may be stored on or around your booth.
Covid-19 transmission – exhibitor duties & responsibilities
Raccoon Events Ltd take their responsibilities very seriously when dealing with this disease. As organizers we have taken numerous steps to ensure the overall show has the necessary measures in place to manage the risk of transmission.
This guidance is correct at the time of writing this document, however, given the constant research and new guidance please note that these are liable to be updated quickly and on an ad-hoc basis. Please ensure you stay up to date with the latest messaging and guidance from government.
COVID-19 – The Key Messages
Stay At Home Guidance – Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ guidance for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self- isolate.
Enhanced Cleaning and Hygiene– Enhanced cleaning and hygiene is essential for you, your staff and those that may come into contact with you during the event.
COVID-19 PRE-SHOW PLANNING
BOOTH DESIGN
Booth design should be considered to ensure acceptable social distancing. How are you controlling this space to ensure you do not become overcrowded?
The booth should be designed so that it can be as modular as possible. This means it can be constructed in such a way that the majority of the build can be conducted off site, ensuring that you limit the amount of time needing to be spent on site building.
Are there any planned meeting areas in your booth. These should be designed in a way to ensure social distancing and protection against spread. Do you need screens to separate people who are meeting?
Ensure that you pre-book as much as you possibly can. Try to minimize the amount of movements away from your booth during the show.
BOOTH MATERIALS/ PRODUCTS
When thinking about furniture can you order items that are not fabric to ensure they can easily be wiped.
Consider the amount of promotional products/ literature you require on site. This should be kept to an absolute minimum and where possible digital methods should be considered.
CONSTRUCTION ACTIVITIES
What is the least amount of time that your booth can be built in safely? Speak with the organizers and agree times that you can build and breakdown your booth in a way that eases congestion and helps keep the people on site at any one time to a minimum.
It is vital that you brief all of your staff about the Site Rules and Regulations. These should be briefed in advance of coming on-site.
When planning your construction activities consider back-to-back or side-to-side working (rather than face-to-face) wherever possible.
All construction activities should be kept to a minimum and the booth designed to keep the number of people needed to build the booth to as few as possible.
SET-UP AND BREAKDOWN
No persons should come to site who have any of the recognized symptoms of COVID-19. Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ guidance. This should be for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self-isolate.
All booth activities should be confined to your space.
Limit the amount of unnecessary movements around the event site. Only trips to your vehicles, comfort breaks and meal breaks should be considered. Make sure you have on site contact details for all of your suppliers to reduce the need to leave your booth.
CLEANING AND HYGIENE
Consider the cleaning routines for your exhibit. Ensure that you are regularly cleaning and keep a note of when this has been carried out.
Encourage your staff to regularly handwash and give them sufficient breaks to be able to do so.
If there are any high touchpoints in your booth, please ensure these are factored into your regular cleaning.
Have a good amount of sanitizer in the booth for your staff and for any of your clients that may wish to use.
Health & Safety (including control of the transmission of Covid-19)
All activities on-site (including but not limited to booth construction, demonstrations and breakdown) must comply with all current health & safety legislation.
Statement
It is the policy of Raccoon Events to endeavor to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of Health & Safety. It is important to ensure that safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their responsibilities whilst working at the exhibition.
As an Exhibitor, it is essential that you are aware of your obligations; as an Exhibitor, Contractor or Agency you have a duty to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonable practicable, for the health, safety and welfare of all employees and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also that of others working or attending the vicinity.
Order Form Checklist
A. Service kit and order forms (WillWork)
B. Venue exhibitor ordering forms (Hynes Convention Center / Signature Boston)
C. Exhibitor insurance order form
D. Exhibitor Passes (please note this form is for exhibition staff only who will need access to your booth before the doors open and not to be used for visitors. If you need passes for visitors please contact the marketing team)
A guide to being an Exhibitor
Videos from FaceTime.org.uk.
Episode 1: An Introduction to Exhibitions
Welcome to the first of our exhibitor shorts series! In this episode you’ll find out about where exhibitions fit into the marketing mix, the impact of exhibiting on your ROI compared with other marketing channels and how customers respond to live stimuli.
Episode 2: Selecting the Right Exhibition for Your Business
We’re glad you’ve tuned in for the second of the exhibitor shorts series. In this episode you’ll learn how best to pick a show that suits you by assessing the event’s followers, asking the organiser for a job title and company list from last year’s show and dropping a handful of those exhibitors a line to gauge their thoughts on the show.
Episode 3: Setting Your Exhibition Objectives
Setting your exhibition objectives is one of the most significant stages of planning for the show!
This episode will give you a clear steer on how to go about defining your marketing purpose at the event, whether it be; meeting new prospects, shaking hands with current customers or building your brand awareness in the market.
Episode 4: Planning Your Exhibition Presence
Welcome to episode 4 of the exhibitor shorts series. In this episode we’ll be exploring how best to plan your exhibition presence so you don’t get lost in the crowd. We’ll be covering your stand size, stand location, proximity to competitors and more!
Episode 5: What to do as Soon as you Book Your Stand
Lights, camera, action! You’re all booked, there’s no time to lose. Kick start your planning by; leaving your deets on the event site, considering your stand design and thinking about your graphics – just a few key takeaways from episode 5 of the exhibitor shorts series!
Episode 6: Getting Your Exhibition Stand Right
In this episode we’ll be exploring the best ways to maximise your stand’s potential with a focus on; selecting your stand builder, thinking about a stand that’s functional for you, the stand design phase and more!
Get it right and reap the rewards!
Episode 7: Pre-Marketing Your Exhibition Activity
Shout about your presence! Yes, creating a buzz to drive visitors to your stand before the show seems logical but you’d be surprised at the number of exhibitors that don’t do it, or at least, enough of it.
In this episode, we’ll be exploring how best to maximise your brand presence through 3 key marketing channels; social media, email marketing and offline marketing.
Episode 8a: Maximising Your Exhibition Presence with Printed Sponsorship
Episode 8b: Maximising Your Exhibition Space with Digital Sponsorship
Episode 9: Organising and Managing Your Exhibition Stand Staff
Who should you send to the show? This episode covers key areas to consider when organising and managing your exhibition stand staff and will help you decide how best to choose staff who will make it count.
Get your staff bang on the money and watch your ROI rocket!
Episode 10: Market the experience
This episode focuses on creating experiences to reel in the visitors, covering everything from stand experience to scheduling demos, to free food and drink give aways (especially for the last point, don’t forget to keep it relevant and on brand)!
Episode 11: On- Stand Experience
This episode sets out to enlighten you about the three main types of visitors and help you determine who’s worth the investment of your valuable time.
Those tyrekickers have a bad habit of obstructing opportunities – don’t let that happen to you!
Episode 12: Engaging with Visitors
This episode looks at how effective tactics are for long term gain.
This episode looks at how best to customise your stand to suit your target audience and win big!
Episode 13: On- Stand Giveaways and Promo Staff
Episode 14: Collecting Your Visitor Data
Lead generation is the real game changer and will likely determine your success at the show. So how do you maximise the effectiveness of your data collection strategy? This episode explores the importance of simple but useful data collection, considers the trade off between quantity and quality of data and more!
Episode 15: Prospecting & Exhibition Follow Up
Did you know that 80% of leads are never followed up? Okay, we get it – the show’s over, you’re exhausted and the thought of resting your head on your desk for the forseeable future is highly appealing. But all that hard work to fall short at the last hurdle seems like a terrible waste.
This episode looks at how soon you should follow up, the level of follow up necessary for different prospects and more!
Episode 16: Measuring Your Exhibition Success and Effectiveness
Congratulations, you’ve made it to the final episode of the exhibitor shorts! Measuring your exhibition success and effectiveness sets out to assess what you’ve been waiting for and what you signed up for…results!
We’ll be covering off when and how to calculate your ROI, your ROI vs Expectations and more. This is where you determine whether exhibiting was a worthwhile investment for your business.