Rules and Regulations

Rules and Regulations

Overview

NAB Show has adapted the following guidelines from the International Association of Exhibitions and Events (IAEE) Guidelines for Display Rules and Regulations. Show Management has the authority to interpret or amend the rules at any time, all decisions are final, and all requested changes are at the Exhibitor’s expense. Your display products must fit within the confines of your booth and must be arranged so they do not obstruct neighboring exhibits. Exhibitors must comply with all Las Vegas Convention Center (LVCC) rules and regulations. 

LVCC Building User's Manual

Exhibitor Liability Insurance Requirements

Per the booth contract, Exhibitors are required to carry comprehensive general liability insurance and it must be procured at the exhibitor’s sole expense. You do not need to submit a copy of your insurance, but you are required to have it available on site in case it’s requested. Note that exhibitor liability insurance is separate from Exhibitor Appointed Contractor (EAC) insurance which does need to be submitted pre-show. Coverage requirements are outlined below. 

  • The insurance must be maintained through the term of the contract (April 2-14, 2018) and must cover against claims for bodily injury, death and property damage occurring in or upon or resulting from the premises leased by NAB Show. Such insurance shall include contractual liability and product liability coverage, with combined single limits of liability.
  • Such insurance shall name the National Association of Broadcasters (NAB), Las Vegas Convention Center and Freeman as additionally insured.
  • Workers Compensation and Occupational Disease Insurance shall be in full compliance with all federal and state laws, covering all the Exhibitor's employees engaged in the performance of any work for and/or by 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.

You most likely can add the above to an existing insurance policy. Please contact your insurance company directly.

NAB Show, Las Vegas Convention Center of New York, Freeman, all other contracted vendors of the Show and their agents or employees shall not be responsible for any loss, theft, or damage to the property of the Exhibitor or its employees or representatives. Further, the aforementioned parties will not be liable for damage or injury to persons or property during the term of this agreement from any cause whatsoever by reason of the use or occupancy of the exhibit space by the Exhibitor, and the Exhibitor shall indemnify and hold harmless the aforementioned parties from all liability which might ensure from any cause whatsoever. If the Exhibitor’s materials fail to arrive, the Exhibitor is nevertheless responsible for all amounts due. The Exhibitor understands that none of the organizations or sponsors maintain insurance covering the Exhibitor’s property, and it is the sole responsibility of the Exhibitor to obtain such insurance.

Additional insurance and/or fire marshal approval may be necessary for certain booth sizes or equipment. 

 

Included with Booth Space Purchase

Unless you’ve purchased a Turnkey Furniture Package, booth space is “raw space” and is unfurnished. You can rent furnishings through the Freeman Service Kit

 

New in 2018

Raised Floors

Per ADA requirements, exhibits with raised floors must be non-hazardous and wheelchair accessible. Edges of raised floors must be ramped or guarded sufficiently to prevent people from tripping or falling at transition. As a reminder, injury within contracted booth space is at the liability of the Exhibitor. See the Exhibitor Liability Insurance section for requirements.

Rigging

A chain hoist is now required starting at 200 lbs. versus the previous 250 lbs. Freeman will be utilizing a new rigging method (block and tackle) to comply with current OSHA codes and regulations. For more information, visit the Freeman Service Kit or contact Freeman.

Truss and Video Walls

All trusses (included ground-mount) and video walls must have a wet-stamped drawing from a licensed U.S. engineer and the final version must be approved by LVCVA Fire & Safety (ground-mount and hanging) and Freeman (hanging only). The structure must be built exactly as specified in the drawing.

For truss, this includes, but is not limited to, weather monitoring equipment, standby labor, etc. All outdoor trusses must also include a staking and ballasting plan, if needed, and the wind load must comply with IBC or ANSI E1.21.

LED and video walls must comply with ANSI E1.50-1, Requirements for the Structural Support of Temporary LED, Video & Display Systems.

Any structures of any height (typically over 16 ft. tall) that LVCVA Safety and Fire Prevention deems to be unsafe and/or unstable is subject to being tied off to a structural element by the Official Service Contractor at the Exhibitor’s expense.

All contents of the booth are subject to onsite inspection. If any element of the booth does not meet structural integrity standards, it is subject to onsite changes at the Exhibitor’s expense. 

 

Types of Booths

NAB Show Booth Types

Booth Review Requirements

Deadline: Thursday, February 8, 2018

Booths equal to or greater than 1,000 sq.ft. (92.9 sq. m.) are REQUIRED to submit both their design and technical renderings (with height and dimensions) for approval by Show Management and LVCVA Fire & Safety. All multi-level and covered booths are required to submit their renderings to LVCVA Fire & Safety, regardless of size.

Please review the rules and regulations for multi-level and covered exhibits in the Las Vegas Convention Center Building User’s Manual.

Booth renderings for Show Management must be submitted through the online portal and will not be accepted via email. There will be no exceptions!

Booth renderings for the Facility should be submitted to LVCVA Fire & Safety. Detailed submission requirements are in the Las Vegas Convention Center Building User’s Manual.

 

Use of Space and Hanging Signs

Exhibitors must adhere to the following rules. Any required onsite changes will be at the Exhibitor’s expense. If you are unclear about anything, please contact us.

Linear, Corner and Perimeter Booths

A Linear Booth, also referred to as an “in-line” booth, is generally arranged in a straight line and has neighboring Exhibitors on its immediate right and left, leaving only one side exposed to the aisle. Linear Booths are most commonly in 10 ft. (3.05m) wide and 10 ft. (3.05m) deep segments.

A Corner Booth is a Linear Booth at the end of a series of in-line booths with exposure to intersecting aisles on two sides. All guidelines for Linear Booths apply.

A Perimeter Booth is a Linear Booth that backs up to an outside wall of the Facility rather than to another exhibit. All guidelines for Linear Booths apply to Perimeter Booths except that the maximum height of the display in the rear half of the booth is 12 ft. (3.66m).

Use of Space:

  • 8 ft. (2.44m) = Maximum height of display in rear half of booth, including products and materials
  • 4 ft. (1.22m) = Maximum height of display in front half of booth, including products and materials
    • When three or more Linear Booths are used in combination as a single exhibit space, the 4 ft. (1.22m) height limit is applied only to that portion of exhibit space, which is within 10 ft. (3.05m) of an adjoining booth
  • Hanging signs and trusses are NOT PERMITTED
  • Display materials should be arranged so they do not obstruct sight lines to neighboring Exhibitors
  • Company logos, branding, or signage may not face into an adjoining booth, including booths on either side or behind
  • Unfinished back-walls must be draped off; exposed framing and structure should not be visible from an aisle
  • All machinery and other large products must be set back from the aisles 12 inches (0.30m) for safety

Canopies have additional rules. Please review the Canopies section under Show and Building Rules for more information.

Pipe-and-Drape:

Linear Booths are equipped with complimentary 8 ft. (2.44m) high gray/white/gray back-drape and 3 ft. (1.22m) high gray side-drape. Drape is not intended as a display fixture; therefore, products and signs may not be attached or affixed. If you would like to display a banner, you may attach it to the pipe using s-hooks, which you can typically obtain from the Exhibitor Service Desk on site.

Island Booth

An Island Booth is a minimum of 20 ft. x 20 ft. = 400 sq.ft. (37.21 sq. m.) and is exposed to aisles on four sides.

Booths equal to or greater than 1,000 sq. ft. (92.9 sq. m.) are REQUIRED to submit both their design and technical renderings (with height and dimensions) for approval. Please review the Booth Review Requirements section details.

Use of Space: 

  • The height limit from floor to top of structure and floor to top of hanging sign are the same. See the hanging sign section below for height limits by Hall.
  • Walls must be finished (no exposed framing or structure) when visible from an aisle
  • Branding and graphics are permitted on walls along the aisle; however, we recommend you avoid solid walls on main aisles, as attendees generally find this type of setup uninviting
  • Machinery and other large products must be set back from the aisles by 12 inches (0.30m) for safety

Multi-level and covered exhibits have additional fire regulations. Please review the Las Vegas Convention Center Building User’s Manual if applicable.

20% Line-of-Sight Guideline

To ensure a fair and equitable experience for all Exhibitors, we strongly encourage you to do the following:

  • 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
  • Solid walls should feature a 6 ft. (1.83m) break (or plexiglass panels) every 30 ft. (9.14m) to allow for clean line-of-sight to nearby booths
  • Exhibitors may use Plexiglass or a similar see-through material to create taller structures/walls that will allow for line-of-sight above 4 ft.
  • See configuration examples
    • 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' side.

Hanging Signs and Trusses:

  • Hanging trusses and signs are permitted
  • Freeman is the exclusive rigging provider for NAB Show. For more information visit the Freeman Service Kit
  • To ensure a speedy move-in, we recommend you label and pack your hanging sign separately, so it can be easily identified on site, as it will likely need to be installed before other parts of your exhibit can be constructed. Freeman offers dedicated hanging sign shipping labels in the Freeman Service Kit    

Height Limits:

C1 - C2
20' / 6.1m

C3 - 5
25' / 7.62m

N1 - N4
25' / 7.62m

S1 - S4
20'/6.1m

Split-Island Booth

A Split-Island Booth is a Peninsula Booth, which shares a common back-wall with another Peninsula Booth. Split-Island booths are exposed to aisles on three sides.

Exhibitors are encouraged to contact their neighboring Exhibitor in advance to discuss their designs. NAB will supply you with the proper contact name and phone number upon request.

Pipe-and-drape is not provided between split-island booths. You can order pipe-and-drape at your expense through the Freeman Service Kit

Use of Space:

  • The height limit from floor to top of structure and floor to top of hanging sign are the same. See the hanging sign section below for height limits by Hall
  • Back-walls facing into a neighboring booth must be finished (no exposed framing or structure) in a neutral color with no text or graphics. Back-walls in violation of this rule will be draped at the Exhibitor's expense
  • Walls must be finished (no exposed framing or structure) when visible from an aisle
  • Branding and graphics are permitted on walls along the aisle; however, we recommend you avoid solid walls on main aisles, as attendees generally find this type of setup uninviting
  • Machinery and other large products must be set back from the aisles by 12 inches (0.30m) for safety
  • Covered exhibits have additional fire regulations. Please review the Las Vegas Convention Center Building User’s Manual if applicable

20% Line-of-Sight Guideline:

To ensure a fair and equitable experience for all Exhibitors, we strongly encourage you to do the following:

  • 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
  • Solid walls should feature a 6 ft. (1.83m) break (or plexiglass panels) every 30 ft. (9.14m) to allow for clean line-of-sight to nearby booths
  • Exhibitors may use Plexiglass or a similar see-through material to create taller structures/walls that will allow for line-of-sight above 4 ft.
  • See configuration examples
    • 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

Hanging Signs and Trusses:

  • Hanging signs are permitted but must be set back 10 ft. (3.05m) from adjacent booths and be directly over contracted space only
  • Hanging trusses are NOT permitted
  • Freeman is the exclusive rigging provider for NAB Show. For more information visit the Freeman Service Kit

To ensure a speedy move-in, we recommend you label and pack your hanging sign separately, so it can be easily identified on site, as it will likely need to be installed before other parts of your exhibit can be constructed. Freeman offers dedicated hanging sign shipping labels in the Freeman Service Kit    

Height Limits:

C1 - C2
20' / 6.1m

C3 - C5
25' / 7.62m

N1 - N4
25' / 7.62m

S1 - S4
20' / 6.1m

Show and Building Rules

Americans with Disabilites Act (ADA)

All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA). Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800) 514-0301 and from the ADA website.

Examples of how to design an ADA-compliant exhibit:

  • Make exhibits wheelchair accessible by ramping raised exhibit flooring without extending a ramp into the aisle. Note: a standard wheelchair ramp should have a grade no steeper than 1:12. This means that for every inch of rise (change in height), there should be 12 inches of run (change in length)
  • Ramp the entry or use hydraulic lifts to trailer exhibits
  • Avoid double-padded plush carpet to ease mobility device navigation
  • Provide the same attendee experience on both levels of a two-story exhibit
  • Offer a signer or other auxiliary hearing-impaired apparatus for sound presentations or have a printed copy of the presentation available
  • Run an audio presentation for people with sight problems
  • Arrange touch screen displays at a height to accommodate a person sitting in a wheelchair

Service Animals

  •  Under ADA’s regulations, the definition of “service animal” is limited to a dog that is individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the dog must be directly related to the person’s disability.
  • Under the ADA, “comfort,” “therapy,” or “emotional support” animals do not meet the definition of a service animal.

Animals

  • Service animals are always welcome. Refer to the American Disabilities Act (ADA) for the definition of a service animal.
  • Permission for any animal to appear in a show or booth must first be approved by show management, then by the Convention Services Manager (CSM).
  • The animal must have something to do with the booth or show (i.e., a dog used in commercials, films, etc.).
  • It is the animal owner’s responsibility to clean up after the animal while on facility property.
  • The following criteria must be met before the animal is allowed on property:
    • A separate certificate of insurance in the amount of $1 million combined single limit bodily injury and broad form property damage coverage, including broad form contractual liability, naming the Las Vegas Convention and Visitors Authority as additional insured must be provided.
    • Animals, with the exception of fish, are not allowed in the building overnight.
    • A trainer must accompany animals at all times.

Balloons

Show management and your Convention Services Manager (CSM) must approve the use of balloons.

Helium refills should be ordered through a local outside vendor of your choosing. This vendor will need to be registered as an Exhibitor Appointed Contractor and have proper credentials. Please also notify LVCVA Fire & Safety, as they sometimes request to supervise the filling of balloons, depending on the size. Helium storage must be ordered through the Freeman Service Kit.

Balloons must comply with Use-of-Space rules.

Indoor (Permitted)

  • Helium balloons larger than 36 inches separate or tethered, are allowed in the exhibit halls.
  • Helium balloon columns and arches are permitted in public space or meeting room areas as long as balloons are properly anchored.
  • Large helium-filled balloons, such as advertising balloons, may be used only if they are securely anchored to the exhibit.
  • Balloons may be used outside but must be tethered and may require FAA approval.

Indoor (Prohibited)

  • Overnight storage of helium or compressed air cylinders in the building is prohibited.
  • Helium balloons may not be used for handouts, however smaller air-filled balloons may be used for decoration and/or handouts.
  • No helium balloons or blimps may be flown around the exhibit hall.
  • Balloons may not be released outdoors due to airport flight patterns in the area.
  • Helium gas cylinders used for refilling must be secured in an upright position on ANSI (American National Standards Institute) approved fire prevention stands with the regulators and gauges protected from potential damage.
  • Balloons must be removed from the property by the exhibitor or the company who provided them. Balloons must not be left for the Official Service Contractor, cleaning contractor or the facility.

Outdoor

Moored balloons (to include hot air balloons), and kites are permitted on facility campuses with the following conditions:

  • Must have approval from show management and your Convention Services Manager (CSM)
  • Balloons/kites must be moored and can only be used for displays. Must submit mooring plan to the Las Vegas Convention Center.
  • Balloons/kites must not protrude higher than the building structure of the facility

Hot Air Balloons

  • Any hot air balloon that is inflated and standing must have a FAA certified pilot, with a commercial rating for lighter than air aircraft with the balloon at all times.
  • Balloons cannot be flown on facility campuses due to the proximity to the local airports, this is an FAA regulation.
  • McCarran International Airport is less than 5 miles from LVCC
  • North Las Vegas Airport is less than 5 miles from Cashman Center
  • Propane cylinders awaiting use must be stored in a secured propane storage cage that meets the requirements of OSHA. Storage cages must be secured in a location selected by LVCVA staff outside of the building

Runaway Balloons

  • If a balloon escapes its mooring and poses a threat to air navigation, the operator of the unmanned balloon must report the runaway balloon to air traffic control with the estimated position of the balloon and the time it escaped its mooring.

Booth Personnel/Models/Hosts/Hostesses/Mascots

Booth Personnel, Manufacturer Representatives, Models, Hosts/Hostesses, and Mascots must wear an Exhibitor or Manufacturer Representative badge at all times, remain within the confines of the contracted booth space, and maintain a professional appearance. Any gender used by Exhibitors to promote their products at NAB Show by using overtly sexual or suggestive methods is prohibited. If for any reason an exhibit and/or its contents are deemed objectionable to Show Management, the Exhibitor will be asked to alter the attire of its staff.

NAB Show further recommends that you encourage your Booth Personnel to:

  • abstain from overt statements or offensive humor, which would disparage the dignity of any individual or group;
  • substitute asexual words (e.g. sales representative or sales person instead of salesman);
  • refrain from using labels (e.g., referring to women as “girls”); and
  • eliminate from all marketing collateral sexist language (i.e., replace masculine pronouns with he or she, or reword sentences or phrases) and discriminatory jokes or visual aids that Show people in stereotypical roles by presenting individuals without bias regardless of sex, race, age, groups, etc.

Canopies, Ceilings and Multi-Level Booths

Please review the Las Vegas Convention Center Building User’s Manual for fire and safety rules for mult-level and covered booths.

Canopies must comply with Use-of-Space rules. The bottom of the canopy should not be lower than 7 ft. (2.13m) from the floor within 5 ft. (1.52m) of any aisle. Canopy supports should be no wider than three inches 3 in. (.08m). This applies to any booth configuration that has a sight-line restriction, such as a Linear Booth. 

Carpet/Professional Floor Covering

Carpet or professional floor covering in your booth is MANDATORY but not included with your booth purchase (unless you’ve purchased a Turnkey Furniture Package). Floor covering must be over the entirety of your booths space; area rugs are unacceptable. If you are not providing your own floor covering, you may rent it via the Freeman Service Kit.

Booths without floor covering by 8 p.m. on Sunday, April 8 will automatically have carpet installed by Show Management (billed by Freeman) at the Exhibitor’s expense.

Utility connections (electrical or internet wires, air/water/gas hoses, etc.) must be hidden from view, to maintain an elevated level of safety and professional appearance.

Direct Selling

Due to potential tax liability and other concerns, NAB Show strictly prohibits over-the-counter sales (i.e., cash, check or credit card). Exhibitors may take business orders for future delivery.

NAB Show reserves the right to remove all product from the booth and put it into storage at the exhibitor’s expense. 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 the Exhibit for the remainder of the Show.
  • Take away accumulated Priority Points.

Exhibitor will be responsible for all charges and there will be no refunds on Exhibit space or services including, but not limited to, electrical, internet, and furniture.

Display Vehicles

Exhibitors are required to complete the Vehicle Placement Form in the Freeman Service Kit and pay a spotting fee for move-in/out to Freeman.

  • Fuel tank openings shall be locked or sealed in an approved manner to prevent escape of vapors.
  • Fuel tanks shall not contain more than one-quarter their capacity or more than five gallons of fuel, whichever is less.
  • Batteries must be disconnected.
  • Auxiliary batteries not connected to engine starting system may be left connected.
  • Electric and hybrid vehicles shall have their operating batteries disconnected whenever possible.
  • External power is recommended for demonstration purposes.
  • Battery charging is not permitted inside the building.
  • Combustible/flammable materials must not be stored beneath display vehicles.
  • Fueling or de-fueling of vehicles is prohibited
  • Vehicles shall not be moved during the show and will remain off while freight doors are closed.
  • 36” of clear access or aisles must be maintained around the vehicle.
  • Vehicles must be a minimum of 20 feet from exit of door or exit pathway.
  • Vehicles placed in lobbies and meeting rooms must have approval of the CSM and require leak protection.

Drones/Remotely Piloted Aircraft Systems (RPAS)/Unmanned Aerial Vehicles (UAVs)

RPAS/UAVs/Drones are permitted. The following guidelines must be strictly adhered to:

  • Exhibitors must have approval from Show Management and the Convention Services Manager (CSM) before flying any RPAS. You can obtain the form in the Las Vegas Convention Center Building User’s Manual.
  • All Federal Aviation Administration (FAA) and Department of Homeland Security guidelines must be observed.
  • RPAS carrying weapons are prohibited.
  • RPAS may not be flown in lobbies, restaurants or other common areas.
  • RPAS must weigh less than 55 pounds.
  • RPAS are restricted to within your defined booth space only.
  • RPAS must be flown in a fully enclosed area (including ceiling) using netting, plastic, or other safety measure. Tethering is not an approved safety measure. Netting must be made of material that is sturdy enough to prevent the RPAS from breaking or escaping the enclosure. To ensure the material meets safety standards before you arrive on site, we highly recommend you submit your plan to LVCVA Fire & Safety.
  • RPAS are prohibited from flying over populated areas.
  • RPAS are prohibited from flying within 18” of any building structure including sprinklers.

Outdoors

  • FAA regulation restrict RPAS from being flown within five (5) nautical miles in class Bravo airspace (McCarran International Airport) and class Delta airspace (North Las Vegas Airport). Due to the proximity to these airports, RPAS’s are prohibited from flying outside on any LVCVA campus. Waivers obtained through the FAA must be provided to the Convention Services Manager.

Fire and Safety

No storage of any kind is allowed behind booths or near electrical service. A one-day supply of product is permitted within but cannot be stored behind the booth. You can order storage through the Freeman Service Kit.

If you have a column in your booth, please refer to the Freeman Service Kit for your unique column diagram, which includes fire regulations for your specific column. Contact Freeman and/or LVCVA Fire & Safety if you have questions.

  • All fire hose racks, fire extinguishers and emergency exits must be visible and accessible at all times. Should this equipment be within a booth or exhibit due to the layout of floor space, additional signage indicating fire equipment location(s) (extinguisher, hoses, etc.) will be necessary, along with accessibility being maintained at all times.
  • Review the rules for Display Vehicles section above.
  • Review the Las Vegas Convention Center Building User’s Manual for rules regarding:
    • Mulit-level, enclosed and covered exhibits
    • Chemicals
    • Halogen and quartz lamp use
    • Equipment that uses LPG or natural gas as fuel
    • Fireplaces
  • Except for equipment that uses LPG or natural gas as fuel, compressed gas cylinders, including LPG, and all flammable or combustible liquids are prohibited inside the building.
  • The travel distance within the exhibit booth or exhibit enclosure to an exit access aisle shall not exceed 50ft. (2003 NFPA 101, 13.7.4.3.2)
  • Exhibitors who plan to demonstrate fuel-burning appliances in the LVCC/Cashman Center must have approval from the Convention Services Manager 60 days prior to the event.
  • Candles may be used for decorative purposes for events with food service (1 candle per table) where the candles are supported by/on substantial non-combustible bases so located as to avoid danger of ignition of combustible materials. Candle flames shall be protected and enclosed so that if the candle were to tip over, there would be no risk of fire. The Fire Prevention Office has final approval to determine if a candle meets the above criteria. Candles may not be left unattended while lit. Intended use of candles for decorative purposes must be listed on the “Food and Beverage Sampling/On-Site Preparation Approval Form” and submitted to foodprepandsample@lvcva.com.

Food and Beverage

Centerplate is the exclusive food and beverage provider for the Las Vegas Convention Center. All food and beverage, including marketing giveaways (i.e. bottles of water), must be purchased from, and supplied by, the in-house catering provider. All alcoholic beverages must be served by an employee of the in-house catering provider who is a certified bartender. Corkage fees may be assessed for any food and beverage brought into the Facility.

The Convention Center has rules regarding food preparation and sampling. Please review the Las Vegas Convention Center Building User’s Manual for more information.

Giveaways, Contests and Raffles

These activities are permitted; however, the laws and regulations vary from state to state and often have requirements (e.g., payment of taxes, age limitations, etc.). For raffle/gaming inquiries, please contact the Nevada State Gaming Control Board at (702) 486-2020.

Human Safety and Raised Floors

Exhibitors should be aware of local fire and safety regulations, to which they must adhere. Please review the Las Vegas Convention Center Building User’s Manual for details.

  • See Exhibitor Liability Insurance section above for details about insurance requirements.
  • Injury within contracted booth space is at the liability of the Exhibitor.
  • Per ADA requirements, exhibits with raised floors must be non-hazardous and wheelchair accessible. Edges of raised floors must be ramped or guarded sufficiently to prevent people from tripping or falling at transition.
  • Special caution should be taken when demonstrating machinery or equipment that has moving parts or any product that is otherwise potentially dangerous. Machinery and other large equipment must be set back 12 inches (0.30m) to prevent accidental injury. Demonstrations should only be conducted by qualified personnel.
  • The use of Segway’s, skateboards, hover boards, in-line skates, roller skates, scooters (either motorized or foot-powered) are not permitted on facility property(s). This includes all non-ADA approved mobility devices.

Outdoor Exhibits

  • Any Temporary Assembly Structures, (structures that have either membrane or solid hard shell or glass) sides that exceed 4,500 square feet have additional requirements set by Clark County. Please refer to the Las Vegas Convention Center Building User’s Manual for more information.
  • All banner material used outside must be made of mesh material (a minimum of 30% pass through) or slatted to allow for air to flow though.
  • The use of pipe and drape, MIS or gem wall units outdoors must have advanced approval from the Convention Services Manager. However, pipe and drape, MIS or gem wall units are allowed to be used inside fully enclosed structures.
  • If pouring a sub-floor made of concrete onto the asphalt, visqueen must be used under the pour and the surrounding area. Bonding agents are prohibited.
  • Reference Fire and Safety Exhibit Guidelines in the Las Vegas Convention Center Building User’s Manual for information on propane usage and storage.
  • Any fuel storage greater than 10 gallons of gasoline or 60 gallons of diesel on property will require a Clark County Permit.
  • LVCVA management reserves the right to make any changes on site that is deemed necessary without advanced notice, for safety concerns.

Tents and Canopies

Avoid any onsite issues, and use the preferred tent provider for NAB Show, Full Circle Events.

  • All outdoor tents and/or temporary structures must be installed by facility approved Exhibitor Appointed Contractors (EAC) and must submit and receive an approved staking plan before staking can occur. Staking plans should be submitted 30 days prior to conventionservices@lvcva.com.
  • All Tents (a structure that is covered with a soft top and soft sides) greater than 400 square feet require a Clark County Permit. Must also have a 2A40BC Fire Extinguisher that has a current Nevada State inspection tag.
  • All Canopies (covered with a soft top but no sides) greater than 700 square feet require a Clark County Permit. They must also have a 2A40BC Fire Extinguisher that has a current Nevada State inspection tag.
  • Self-installed pop-up canopies require either weights or stakes, must be lowered every evening at close of show, and depending on weather conditions, may need to be taken down – to be determined by facility on site.

Staking

  • All staking needs to be drilled, no hand staking is permitted.
  • Anchoring or staking into concrete is prohibited property wide.
  • Trenching or digging is not allowed into the asphalt without the prior approval from a Convention Services Manager, please contact conventionservices@lvcva.com for approval.
  • Final on-site staking approval must be obtained by a member of the LVCVA exterior engineers or engineering management before any drilling and staking may begin.
  • The asphalt must be returned back to its original condition. LVCVA standards are:
    • Back fill existing hole(s) with clean, fine type sand. Tamp to within 4” minimum of grade surface.
    • Fill rest of hole(s) within ½” of surface with fine aggregate type patching asphalt tamp until solid.
    • Cover areas approximately 2” around patched hole with a good grade of plastic type asphalt sealer with a maximum drying time of 2 hours.

Truss Structures

  • All truss structures require plans to be submitted to LVCVA Fire & Safety 90 days in advance and must meet American National Standards Institute (ANSI) regulations E-1.21. Depending on size, attachments and weight, facility may require a 3rd party engineer stamp of approval. The engineer stamp of approval must include wind load and seismic load. This will be at the exhibitor’s expense.
  • If an exhibitor has their own ballast (weight) but it is deemed insufficient by the facility, they must procure additional ballast from a local source and/or the show’s general contractor at their own expense.

Photography and Videotaping

Photographing or videotaping any Exhibit, other than one's own contracted booth, is strictly prohibited. A booth and/or its products(s) may be photographed or videotaped only with the express written permission of the contracted Exhibitor of that booth. Photographing or videotaping in communal areas, or the Show in general, requires written permission from Show Management.

Smoking

In accordance with the Nevada Clean Indoor Air Act, LVCC/Cashman Center are non-smoking facilities.

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. 

Sound and Music

The decibel limit is 80 decibels and all speakers must be within the confines of and face into the contracted booth space.

  • Show Management reserves the right to request that an Exhibitor turns down their sound if it does not meet the decibel limit when measured by Show Management.
  • The Las Vegas Convention Center retains the right to regulate the volume of any sound, whether it be music, voice, special or artificial effects to the extent that the same interferes with other lessees within the facilities or is determined to be offensive or otherwise violates the terms of the lease agreement and the building policies.
  • Singing, dancing, use of musical instruments or any other type of live performance must be approved by Show Management. See additional guidelines under Theater Demonstrations.
  • Music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
  • Show Management reserves the right to determine action for those Exhibits in violation, including but not limited to, requiring modification to the direction of speakers and/or shutting off power to the offending portion of the Exhibit. The Exhibitor will be responsible for any charges related to these actions.

Storage

Per the building’s fire and safety regulations, no storage of any kind is allowed behind booths or near electrical service. A one-day supply of product is permitted within but cannot be stored behind the booth. You can order storage through the Freeman Service Kit.

Structural Integrity and Exhibitor Liability

  • See Exhibitor Liability Insurance section above for details about insurance requirements.
  • Injury within contracted booth space is at the liability of the Exhibitor.
  • All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring Exhibitors, laborers or installation/dismantling equipment, such as fork lifts. Displays should also be able to withstand moderate wind that may occur in the Exhibit Hall when freight doors are open.
  • Refer to local building codes that regulate temporary structures. Exhibitors should ensure that any display fixtures such as tables, chairs, racks or shelves are designed and installed properly to support the product or materials to be displayed.
  • Towers more than 8 ft. (2.44m) tall should have drawings available for inspection. Fire and safety regulations in many facilities strictly govern the use of Towers. A building permit may be required. Please refer to the Las Vegas Convention Center Building User’s Manual for more information.
  • No items may be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floor, ceiling, furniture or other property of the Convention Center. The cost of repairing damages to the Convention Center, inflicted by the Exhibitor, its employees, contractors or representatives, will be billed to and paid for by the Exhibitor.

Subletting of Exhibit Space/Directory Listings/Goods/Publications

Per the terms and conditions of the booth reservation contract signed at the time of reservation, exhibitors may not assign, sublet or share their Exhibit Space with another business or firm unless approval has been obtained in writing from NAB. Any approved entity must sign a Contract with NAB.

Such firm must be a corporate parent or subsidiary of the Exhibitor, or another subsidiary of the parent corporation, and must be prepared to provide to NAB written documentation of the relationship upon request. For a fee, NAB will provide Directory Listing(s) for such firms.

A firm that has not signed a Contract with NAB may not be represented on the Exhibit Floor. NAB retains the right to administer and remove from the exhibition any company without a signed Contract. Exhibitors must show goods manufactured or dealt in by them in the regular course of business. Should an article of a non-exhibiting firm be required for operation or demonstration in Exhibitor’s display, identification of such article shall be limited to the usual and regular nameplates, imprint or trademark under which same is sold in the general course of business.

No Exhibitor may distribute Show-specific commercial publications or other commercial media specifically directed to Show attendees from its Exhibit Space without prior written consent of NAB.

Suitcasing/Outboarding

Suitcasing and outboarding rules and regulations pertain to the Show Floor, NAB Show public areas, the Las Vegas Convention Center and official Conference hotels.

NAB Show restricts Exhibitors from hosting or participating in competing or conflicting events or activities that occur during official NAB Show hours; this is considered “outboarding”. Exhibitors violating this policy will be subject to cancellation of their booth without refund and may not be invited to participate in future events.

NAB Show has a zero-tolerance policy regarding “suitcasing”. All marketing and promotion must remain within the contracted exhibit space. Marketing materials may not be placed on conference tables or other areas that are not within the boundaries of the booth, both inside and outside of the Exhibit Hall. Show Management reserves the right to remove individuals or discard display materials that do not comply with these guidelines.

Theater Demonstrations, Live Entertainment and Product Demos

As a matter of safety and courtesy to others, Exhibitors must conduct sales presentations and product demonstrations so that all Exhibitor Personnel and Attendees are within the contracted exhibit space.

  • Audience members and booth personnel must be able to fit within the confines of the contracted booth space. Spectators may not block aisle traffic or interfere with access to a neighboring Exhibit.
  • Exhibitors are responsible for assigning staff or hiring security to manage crowd control and ensure clear access to aisles and neighboring Exhibits. You can hire security through DTA Security Services.
  • Special caution should be taken when demonstrating machinery or equipment that has moving parts or any product that is otherwise potentially dangerous. Machinery and other large equipment must be set back 12 inches (0.30m) to prevent accidental injury. Demonstrations should only be conducted by qualified personnel.
  • Show Management reserves the right to determine action for those Exhibits in violation including, but not limited to, forcing security and/or shutting off power to the offending portion of the exhibit. The Exhibitor will be responsible for any charges related to these actions.

Transmitters

To operate any transmitter or transmitting device (which includes but is not limited to wireless microphones, walkie-talkies, portable transmitters and satellites) at the NAB Show, the exhibitor must have the appropriate license(s) from the Federal Communications Commission (FCC) and comply with all pertinent FCC rules and regulations. Note that these devices, when used, may interfere with equipment being used by others. If a signal from a transmitter or transmitting device causes interference, the exhibitor will be required to:

  • Turn the transmitter off if it is not properly licensed.
  • If it is properly licensed but still causes interference, the Exhibitor may be required to turn the power down, redirect the signal or otherwise work with NAB Show and others to help resolve the interference problem.
  • The FCC rules regarding transmitters can be complicated; NAB Show suggests discussing options with a lawyer or consultant. The Association of Federal Communications Consulting Engineers is a good resource – www.afcce.org.

All Exhibitors placing a satellite outside of the facility are required to submit the Satellite Placement form, located in the Freeman Service Kit and order applicable services or wiring through COX.

 

Truss, Video Walls and Lighting

Hanging trusses are permitted in Island booths greater than 400 sq. ft. (37.2sqm). Hanging trusses are not permitted in Linear or Split-Island booths.

Freeman is the exclusive rigging provider for NAB Show. For more information visit the Freeman Service Kit.

Truss and equipment hanging from truss must fit within the confines of the booth and comply with Use-of-Space rules

Structural Integrity

  • All trusses and video walls must have a wet-stamped drawing from a licensed U.S. engineer and the final version must be approved by LVCVA Fire & Safety and Freeman. The structure must be built exactly as specified in the drawing. For truss, this includes, but is not limited to, weather monitoring equipment, standby labor, etc. All outdoor trusses must also include a staking and ballasting plan, if needed, and the wind load must be in accordance with IBC or ANSI E1.21.
  • Any structures of any height (typically over 16 ft. tall) that LVCVA Safety and Fire Prevention deems to be unsafe and/or unstable is subject to being tied off to a structural element at the Exhibitor’s expense.
  • All contents of the booth are subject to onsite inspection. If any element of the booth does not meet structural integrity standards, it is subject to onsite changes at the Exhibitor’s expense.

Lighting

Lighting Plans and Lights Out Requests are available in the Freeman Service Kit.

  • Logos, lights, gobos, flashing lights, lasers, and the like, may not shine outside the contracted booth space. For example, Exhibitors may not shine logos onto the ceiling, aisles, facility wall or adjacent booths.
  • Lighting, fixtures, lighting trusses and overhead lighting must be within the boundaries of the exhibit space.
  • If an Exhibitor that is eligible to hang signage wishes to have lighting directed onto the signage from outside of the contracted booth space, the lighting must be hung within 5 ft. (1.5m) of the booth space unless the physical structure of the Convention Center requires otherwise. In this case, the lights must be placed as close as possible. When this approach is used, lighting must be focused onto the signage and may not bleed into neighboring booth spaces.
  • Lighting that is potentially harmful, such as lasers, ultraviolet lights, flashing or strobe lights that can trigger photosensitive epilepsy should comply with facility rules and be approved in writing by Show Management.
  • Lighting that spins, rotates, pulsates, and other specialized lighting effects should be in good taste and should not interfere with neighboring Exhibitors or otherwise detract from the general atmosphere of the event.
  • LED lights are recommended. They can be very bright yet generally generate less heat and require less electricity.
  • The Convention Center has guidelines for halogen lighting fixtures. Please review the Las Vegas Convention Center Building User’s Manual for details.
  • Show Management reserves the right to determine action for those Exhibits in violation including, but not limited to, removing/turning off lighting that’s in violation. The Exhibitor will be responsible for any charges related to this action.

U.S. and Nevada Laws and Regulations

Exhibitors agree to comply with and conform to all federal and state laws and regulations including but not limited to commerce, tax and export laws/regulations. A personal or concealed weapon of any type is not permitted. Nevada Revised Statute 202.3673 prohibits concealed weapons of any type on facility property(s).