NAB Show
Exhibitor Rules and Regulations.
NAB Show New York Rules and Regulations
NAB Show New York has adopted the International Association of Exhibitors and Events’s “Guidelines and 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 show floor. Exhibitors must comply with Javits Center Operational Policies & Building Rules.
Please review the following key resources below before arriving onsite.
Booth Design Guidelines
Review booth configurations, height limits, hanging signs, canopies, multi-level booths and structural requirements.
Booth Review Portal
Submit required booth designs and technical drawings for review and approval through your Exhibitor Resource Center. Review booth design guidelines prior to submitting.
Javits Center Operational Policies & Building Rules
Review venue policies, fire and safety requirements, food and beverage regulations, and facility guidelines.
Union Rules and Labor Regulations
Labor jurisdiction, exhibitor work rules and on-site labor requirements. Please review to make sure you are compliant before arriving on-site.
On-site Resolution Process
The on-site resolution process outlines the steps NAB Show New York management may take to address exhibitor policy violations and ensure compliance with event rules, safety requirements and operational standards. These steps will generally be followed in the order listed below.
Verbal Warning
Minor violations may receive a verbal warning along with guidance on how to resolve the issue.
Written Violation Notice
If the issue remains unresolved, exhibitors may receive a written notice outlining:
- The specific violation
- Required corrective action
- A deadline for compliance
- Potential consequences for noncompliance
Escalation for Noncompliance
- Forced power shutoff
- Mandatory crowd-control measures
- Removal of booth elements or fixtures
- Restrictions on future participation in NAB Show New York
Planning Your Exhibit
Before arriving on-site, review the planning requirements for your exhibit, including booth approvals, required documentation and insurance. Completing these steps in advance helps avoid delays, unexpected costs and last-minute changes.
Booth Review Requirements
Certain booth configurations require review and approval before arriving on-site. Please ensure you meet the rules and regulations on this page and are clear on the Javits Center Operational Policies & Building Rules and the Union Rules and Regulations. If you do not comply with the rules, show management and the building have the authority to request changes at the exhibitor’s expense.
Island Booths
All island booths must submit booth designs and technical renderings, including height and dimension specifications, to show management and Javits Center Fire & Safety by August 1, 2026.
Multi-level and Covered Booths
All multi-level and covered booths must submit technical renderings to Javits Center Fire & Safety — regardless of booth size.
Submit Booth Reviews
All booth reviews much be submitted to NAB Show New York show management and Javits Center Fire & Safety.
Submit Booth Review to Show Management
Booth reviews required by NAB Show New York must be submitted through the Exhibitor Resource Center.
Javits Center Fire & Safety
Booth reviews required by the Javits Center must be submitted directly to Javits Center Fire & Safety. To submit booth designs and technical drawings, email:
Kenneth Martin
Manager, Event Security & Safety
Javits Convention Center
[email protected]
Insurance Requirements
All exhibitors must obtain and maintain general liability insurance for the duration of NAB Show New York. The cost of this insurance is the sole responsibility of the exhibitor. Please note: Exhibitor liability insurance is separate from Exhibitor Appointed Contractor insurance.
A certificate of insurance must be emailed to Rainprotection Insurance at [email protected] before the first day of move-in.
Coverage Requirements
Insurance coverage must remain in effect throughout the exhibitor’s participation in NAB Show New York and provide protection against claims involving bodily injury, death and property damage arising from the exhibitor’s use or occupancy of exhibit space.
Coverage must include:
- Contractual liability insurance
- Product liability insurance
- General liability coverage that meets required coverage limits
- The National Association of Broadcasters (NAB), Javits Center and Freeman must be named as additional insureds on the policy.
- Workers’ compensation and occupational disease insurance must comply with all applicable federal and state laws and cover employees performing work on behalf of the exhibitor.
Minimum Coverage Limits
| Coverage Type | Minimum Limit |
|---|---|
| General Aggregate | $2 million |
| Products and Completed Operations Aggregate | $2 million |
| Personal and Advanced Injury | $1 million |
| Each occurrence | $1 million |
| Damage (any one instance) | $1,000,000 |
| Medical Expenses (any one person) | $10,000 |
Property Responsibility
NAB Show New York, Javits Center, 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 due amounts. 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.
Booth Types
Unless you’ve purchased a Turnkey Furniture Package, booth space is “raw space” and is unfurnished and uncarpeted. You can rent furnishings through the Freeman Online Services.
Types of Booths
Your booth type determines the design, height and display requirements that apply to your exhibit. Identify your booth configuration before reviewing the detailed guidelines.
Linear Booth
A linear booth, also referred to as an in-line booth, is arranged in a straight line and has neighboring exhibitors on both sides, leaving one side exposed to the aisle.
Linear Booths are most commonly in 10 feet (3.05 meters) wide and 10 feet (3.05 meters) deep segments.
Use of Space
| Requirement | Limit |
|---|---|
| Maximum display height in rear half of booth | 8′ (2.44 m) |
| Maximum display height in front half of booth | 4′ (1.22 m) |
When three or more linear booths are combined into a single exhibit space, the 4 feet (1.22 meters) height restriction applies only to portions of the booth within 10 feet (2.44 meters) of an adjoining exhibit.
Additional requirements:
- Hanging signs and trusses are not permitted.
- Display materials must not obstruct sight lines to neighboring exhibitors. View use of space for specific details.
- Logos, branding and signage may not face directly into an adjoining booth.
- Unfinished back walls must be covered. Exposed framing and structural elements may not be visible from an aisle.
- Machinery and large products must be set back at least 12 inches (30.5 centimeters) from aisles.
Pipe and Drape
Linear booths include complimentary 8-foot (2.44 meters) back drape and 3-foot (0.91 meters) side drape.
Drape is not intended to function as a display surface. Products, signs and graphics may not be attached directly to the drape. Banners may be attached to the pipe using approved hardware.
Corner Booth
A corner booth is a linear booth located at the end of a row and exposed to two intersecting aisles.
All linear booth requirements apply.
Perimeter Booth
A perimeter booth is a linear booth that backs up to an exterior facility wall rather than another exhibit.
All linear booth requirements apply, except the maximum display height in the rear half of the booth increases 12 feet (or 3.66 meters).
Island Booth
An island booth is a minimum of 20 feet by 20 feet (400 square feet or 37.21 square meters) and is exposed to aisles on all four sides.
Maximum Height
The maximum height for structures and hanging signs is 24 feet (7.32 meters)
Use of Space
- Walls visible from an aisle must be finished and free of exposed framing or structural elements.
- 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 large products must be set back at least 12 inches (30.5 centimeters) from aisles.
- Multi-level and covered booths must comply with all applicable fire and safety requirements.
- Hanging trusses and signs are permitted. Please review the hanging sign section for further details.
20% Line-of-Site Guideline
To promote visibility and maintain a positive experience for neighboring exhibitors, NAB Show New York recommends:
- Exhibitors located on main aisles should avoid placing taller walls or substantial solid structures at the corners of their show-floor, particularly if the wall or structure covers more than 80% of the length or width of the space.
- Solid walls should feature a 6 feet (1.83 meters) break (or Plexiglass panels) every 30 feet (9.14 meters) 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 feet (1.22 meters).
Recommended Wall Breaks
| Booth Size | Recommended Opening |
|---|---|
| 20′ x 20′ (6 x 6 m) | 4′ opening on all sides |
| 30′ x 30′ (9 x 9 m) | 6′ opening on all sides |
| 40′ x 80′ (12 x 24 m) | 8′ (2.44 m) opening on the 40′ (12.19 m) sides; 16′ (4.88 m) opening on the 60′ (24.38 m) sides |
Split-Island Booth
A split-island booth, also known as a peninsula booth, shares a common back wall with another split-island booth and is exposed to aisles on three sides.
Exhibitors are encouraged to coordinate booth plans with neighboring exhibitors when appropriate. Show management will supply you with the proper contact’s name and phone number upon request.
Please email the team at [email protected].
Pipe-and-drape is provided between split-island booths. You can use the provided pipe-and-drape, or you can have Freeman remove it on-site with your neighbor’s permission.
Maximum Height
The maximum height for structures and hanging signs is 24 feet (7.32 meters).
Use of Space
- The height limit from floor to top of structure and floor to top of hanging sign are the same.
- 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 (0.30 meters) for safety.
- Covered show-floor has additional fire regulations. Please review the Javits Center Operational Policies & Building Rules if applicable.
20% Line-of-Site 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 show-floor, particularly if the wall or structure covers more than 80% of the length or width of the space.
- Solid walls should feature a 6 foot (1.83 meters) break (or Plexiglass panels) every 30 feet (9.14 meters) 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 feet (1.22 meters).
- Structures measuring 20 by 20 feet (6 by 6 meters) must include a 4 foot break on all four sides if they exceed 4 feet in height.
Display Structures
Certain booth structures require additional review, documentation and safety approvals. Exhibitors are responsible for ensuring all specialty structures comply with NAB Show New York requirements, Javits Center regulations and applicable building and fire codes. Booth structures that do not comply with approved plans or applicable requirements may require modification, removal or additional review at the exhibitor’s expense.
Please note, all display structures need to be included in your booth design and will need to be approved by NAB Show New York Show Management and Javits Center Fire & Safety (email Kenneth Martin at [email protected]). Submit your booth design for approval.
Hanging Signs
Hanging signs may not exceed the maximum height permitted for the applicable booth type. The maximum height for hanging signs is 24 feet (7.32 meters) in island and split-island booths.
Hanging Signs must be included with your booth design for approval. Please review the booth guidelines prior to submitting your design.
Booth Eligibility
| Booth Type | Hanging Signs | Hanging Trusses |
|---|---|---|
| Linear | ✖ | ✖ |
| Corner | ✖ | ✖ |
| Perimeter | ✖ | ✖ |
| Island* | ✓ | ✓ |
| Split-Island | ✓ | ✖ |
*Hanging trusses are permitted in island booths larger than 400 square feet (37 square meters) and must comply with all applicable rigging requirements.
Height Limits
The maximum height permitted is 24 feet (7.32 meters) for Island and Split Island booths.
Placement Requirements
All hanging signs must be installed directly above the exhibitor’s contracted exhibit space. Review the booth types section to find the rules for your specific booth.
Freeman provides dedicated hanging sign shipping labels through Freeman Online Services.
Rigging Requirements
Freeman is the exclusive rigging provider for NAB Show New York. Please review the rigging section for detailed rules.
Shipping and Installation
To help ensure an efficient move-in process, exhibitors should label and pack hanging signs separately to help ensure efficient installation during move-in.
Additional Resources
Video Walls, Truss Systems, Suspended Structures
Video walls, truss systems and suspended structures require additional review and may be subject to engineering and safety requirements.
All structures must:
- Remain within the boundaries of the contracted exhibit space.
- Comply with applicable use-of-space requirements.
- Be capable of safely supporting all installed equipment and materials.
Structural drawings are required for:
- Multi-level structures
- Covered booths
- Trusses and suspended structures
- Video walls
- Towers and elevated structures
All trusses and video walls must have a wet-stamped drawing from a licensed U.S. engineer.
Where required, engineering documentation must include applicable structural calculations, including wind and seismic loads.
Review the booth submission process.
Rigging Requirements
Rigging is performed by Javits employees. The nature of the work involved will determine which employees perform rigging work.
A chain hoist is now required starting at 200 pounds (90.7 kilograms), previously 250 pounds (113.4 kilograms). 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 Online Services or contact Freeman
Structural Integrity Requirements
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 Javits Center Health & Safety (please email Kenneth Martin at [email protected]) and Freeman (please email customer service at [email protected]). The engineering stamp must include wind load and seismic load. This will be at the exhibitor’s expense. 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 American National Standards Institude) E1.21.
- Any structures of any height — typically over 16 feet (4.88 meters) — that Javits Center Health & Safety deems to be unsafe and/or unstable is subject to being tied off to a structural element 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.
- 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 on-site changes at the exhibitor’s expense.
Lighting
Lighting Plans and Lights Out Requests are available via Freeman Online Services.
General
Lighting, lighting fixtures, lighting trusses and overhead lighting must remain within the boundaries of the contracted exhibit space.
Logos, lights, gobos, projections, flashing lights, lasers and similar effects may not project onto aisles, ceilings, facility walls, neighboring booths or other areas outside the contracted exhibit space.
Hanging Sign Lighting
Exhibitors approved to use hanging signs may direct lighting onto those signs from outside the contracted exhibit space when permitted by facility conditions.
In these situations:
- Lighting must be installed within 5 feet(1.52 meters) of the contracted exhibit space whenever possible.
- Lighting must be focused on the exhibitor’s signage.
- Light may not spill into neighboring exhibit spaces.
Rigging Rules
Rigging is performed by Javits employees. The nature of the work involved will determine which employees perform rigging work.
A chain hoist is now required starting at 200 pounds (90.7 kilograms), down from the previous 250 pounds (113.4 kilograms). Freeman will be utilizing a new rigging method (block and tackle) to comply with current OSHA codes and regulations. For more information, visit Freeman Online Services or email Freeman at [email protected].
Specialty Lighting Effects
Lasers, ultraviolet lighting, flashing lights, strobe effects and other lighting that may create safety concerns require written approval from show management and must comply with all applicable facility requirements.
Rotating, pulsating and other specialty lighting effects must be used in a manner that does not interfere with neighboring exhibitors or detract from the overall event environment.
LED and video walls must comply with ANSI E1.50-1, Requirements for Display System Structures.
Recommended Practices
LED lighting is recommended because it typically generates less heat and requires less power than many traditional lighting systems.
Additional restrictions may apply to halogen lighting and other specialty fixtures. Review the Javits Center Operational Policies & Building Rules for additional lighting requirements.
Enforcement
Show management reserves the right to require modification, removal or deactivation of lighting that does not comply with event requirements. Any costs associated with corrective action are the responsibility of the exhibitor.
Canopies, Ceilings and Multi-Level Booths
Multilevel or covered contiguous areas more than 1,000 square feet (93 square meters) are required to have a fire sprinkler system installed under the entire area and every level of the exhibit only when the following conditions apply:
- The exhibit is used in an event where the duration is seven calendar days or longer.
- The exhibit contains display vehicles.
- The exhibit contains open frame.
- The exhibit contains hot work.
- Any upper-deck area to be occupied must have an approved plan with an engineering stamp registered in the state of New York.
- Multilevel areas that are greater than 300 square feet (28 square meters) or will occupy more than nine people shall have at least two remote means of egress.
- Means of egress shall be of an approved type and constructed to the requirement of the code.
- Spiral stairs are not allowed. Spiral stairways are not an approved means of egress for areas occupied by the public, visitors or clientele.
Exhibits with multilevel or covered areas exceeding 300 square feet (28 square meters) in size will require the installation of battery-operated smoke detectors. Any covered area that is also enclosed will require the installation of battery-operated smoke detectors regardless of the size of the area. All smoke detectors will emit an audible alarm that can be heard outside of the booth space.
Canopies must comply with Use-of-Space rules. The bottom of the canopy should not be lower than 7 feet (2.13 meters) from the floor within 5 feet (1.52 meters) of any aisle. Canopy supports should be no wider than three inches (.08 meters). This applies to any booth configuration that has a sight-line restriction, such as a Linear Booth.
Tents, Teardrop Flags and Inflatables
Teardrop flags must be positioned in the rear half of all linear booths.
Pop-up tents and canopies may be permitted if they comply with all applicable facility, fire and safety regulations.
Tents may not contain graphics or branding on the side or rear panels and may not exceed the maximum height permitted for the applicable booth type.
Tents with extended ceilings or roof structures that exceed standard tent configurations are not permitted in linear booths.
Shipping and Installation
To help ensure an efficient move-in process, exhibitors should label and pack hanging signs separately to help ensure efficient installation during move-in.
Freeman provides dedicated hanging sign shipping labels through Freeman Online Services.
Show Floor Policies
Exhibitors are responsible for ensuring all booth activities remain within the confines of their contracted exhibit space and do not interfere with neighboring exhibitors or attendee traffic.
Move-in and Setup
Exhibitor Installation and Dismantle
- Exhibitors may erect and dismantle displays that do not exceed 250 square feet (23 square meters) and can be assembled or dismantled by employees of the exhibiting company without the use of tools or ladders.
- Exhibitors may also unpack, pack and arrange their merchandise and products within their exhibit space.
- Individuals performing this work must be employees of the exhibiting company and may be required to provide identification verifying their employment status.
- The Javits Center reserves the right to suspend these exceptions if unsafe installation or dismantling conditions exist. In such cases, labor may be assigned at the exhibitor’s expense.
Union Rules and Labor Regulations
Installation, dismantling, rigging, electrical work and other labor activities may be subject to union jurisdiction. Exhibitors should review the Union Rules and Labor Regulations before arriving on-site for more information.
Hand-Carry Procedures
The outlined hand carry policy is designed to maximize exhibitor move-in/out efficiency, minimize traffic congestion, reduce our carbon footprint and negative impact on the west side of Manhattan.
- Exhibitors may hand-carry materials into the facility during designated move-in and move-out periods, subject to Javits Center regulations.
Hours: Hand-carry for exhibitor move in for NAB Show New York will be possible from:
- Monday, Oct. 20 | 8:30 a.m.-4:30 p.m.
- Tuesday, Oct. 21 | 8:30 a.m.-4:30 p.m.
- Thursday, Oct. 23 | 5-9 p.m.
Hand-Carried Items Location
Exhibitors transporting hand-carried items to South Javits may access the building via the inner roadway on Level 2 during designated hand-carry hours.
Enter through the Guard Shack located at 38th Street and 11th Avenue, where security staff will direct you to the inner roadway in front of the building for unloading.
- Access Point: Guard Shack located at 38th Street and 11th Avenue
- Destination: South Javits, Inner Roadway (Level 2)
- Availability: During designated hand-carry hours only
Please note: Exhibitors should take notice that 11th Avenue and the adjacent streets around the Javits Center are no longer permitted to be used for staging or unloading hand carry materials as in years past. Likewise, hand carry materials are no longer permitted to enter Crystal Palace, via 11th Avenue due to Lincoln Tunnel congestion concerns.
Approved During Hand-Carry Operations
Individuals moving materials must be employees of the exhibiting company and may be required to provide identification verifying their employment status.
The following are permitted during hand-carry operations:
- Vehicles no larger than a standard passenger van
- Pop-up displays that are 10 feet (3.05 meters) or less in length and can be carried by one person
- Display materials that can be hand-carried by one person
- Display materials that can be moved using a two-wheeled hand truck or baggage cart
- Hanging clothing racks with four wheels used to transport garments
- Standard jewelry cases with four wheels used to transport jewelry and trade products
Additional requirements include:
- All vehicles will be issued a Javits Center placard for staging.
- Vehicles are limited to 45 minutes for loading and unloading. Time limits are strictly enforced.
- Hazard lights must remain activated while vehicles are staged.
- Hand-carried materials may enter through approved facility access points and only during designated event hours.
- Vehicles must be staged as directed by Javits Center Public Safety.
- For outbound moves, all exhibit materials must be packed before staging a vehicle curbside.
Prohibited During Hand-Carry Operations
The following are not permitted during hand-carry operations:
- Materials originating from vehicles parked on New York City streets for the purpose of delivering, staging or collecting exhibitor materials
- Freight delivered from a box truck, commercial vehicle or any vehicle larger than a standard van
- Freight moved using equipment larger than a two-wheeled baggage cart
- Freight that cannot be safely carried by one person
- Freight moved by a moving company, freight company, contractor or anyone other than Javits Center freight handlers or direct employees of the exhibiting company engaged in approved hand-carry operations
- Power tools, ladders, vacuum cleaners or construction equipment without advance written approval
- Any equipment other than a two-wheeled baggage cart with plastic or rubber wheels
Additional Resources
Wireless Transmitters and Satellite Equipment
Exhibitors operating wireless transmitters or transmitting devices are responsible for complying with all applicable Federal Communications Commission rules and regulations.
Transmitters and transmitting devices include, but are not limited to:
- Wireless microphones
- Walkie-talkies
- Portable transmitters
- Satellite equipment
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 New York and others to help resolve the interference problem.
- The FCC rules regarding transmitters can be complicated; NAB Show New York suggests discussing options with a lawyer or consultant. The Association of Federal Communications Consulting Engineers is a good resource at: afcce.org.
Exhibitors installing satellite equipment outside the facility must submit a Satellite Placement Form — available via Freeman Online Services — and order all required services through the Javits Center.
Carpet and Professional Floor Covering
Carpet or professional floor covering is optional. Floor covering is not included with booth purchase unless the exhibitor has purchased a Turnkey Furniture Package.
Exhibitors may provide their own floor covering or rent carpet and other flooring materials through Freeman Online Services.
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.
Cleaning Rules
Javits Center personnel vacuum, shampoo and sweep all carpeting, empty waste baskets and supply and handle containers for removing hazardous wastes. Cleaners are represented by the International Brotherhood of Teamsters, Local 237.
Staff work at any time as determined by Javits management or, when porter service is ordered, at times requested by exhibitors.
Cleaning Work Exhibitors May Do Themselves
Exhibitors may clean and wipe down their products and display merchandise and parts of their exhibit not installed by other Javits Center labor.
Electrical Rules
Electricians hired by the Javits Center are represented by the International Brotherhood of Electrical Workers Local 3.
Electricians install and remove electrical wiring, load centers, disconnects, distribution panels, lighting, electric signs, communication and video cabling and sound systems. They may also operate certain sound, light and video systems.
Electric Work Exhibitors May Perform Themselves
Exhibitors may:
- Plug in their own devices and equipment for properly ordered 110-volt electrical service of 500 watts or less.
- Connect modems, printers, computers and keyboards.
- Install their own light bulbs.
- Test and tune their own equipment.
- Run communications cable between machines within the same booth, provided the cables remain above the booth carpet.
- Install and dismantle their own lights — provided the service order does not exceed 500 watts — in booths 100 square feet (9 square meters) or less without the use of tools or ladders.
- Connect up to 14 pieces of computer and/or telecommunications equipment to cables run by electricians.
Storage
Storage is not permitted behind booths or near electrical service per the building’s fire and safety regulations. A one-day supply of product may be kept within the exhibit space. Additional storage services are available through Freeman Online Services.
Booth Conduct and Engagement
Booth Personnel and Promotional Staff
Booth personnel, manufacturer representatives, models, promotional staff and mascots must:
- Wear a valid exhibitor or manufacturer representative badge at all times.
- Remain within the boundaries of the contracted exhibit space.
- Maintain a professional appearance and conduct themselves in a professional manner.
Any gender used by exhibitors to promote their products at NAB Show New York 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 New York 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 salesperson instead of salesman).
- Refrain from using labels (e.g., referring to women as “girls”).
- 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.
Live Entertainment, Theater and Product Demonstrations
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 NAB Show New York’s preferred security vendor, Citadel.
- 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 (0.30 meters) 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.
Food and Beverage Sampling
Cultivated is the exclusive food and beverage provider for the Javits Center.
All food and beverages distributed within exhibit spaces, including promotional giveaways such as bottled water, must be purchased from and supplied by the Javits Center’s in-house catering provider.
All alcoholic beverages must be served by a certified bartender employed by the in-house catering provider.
Corkage fees may apply to any food or beverage brought into the facility without prior approval.
Sampling Requirements
Food preparation, sampling and beverage service are subject to Javits Center policies and health and safety requirements. Exhibitors planning to distribute food or beverages should review all applicable facility requirements before the event.
Resources
Sound and Music
Audio presentations, demonstrations and music must remain within acceptable sound levels and may not interfere with neighboring exhibits:
- 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 turn their sound if it does not meet the decibel limit when measured by show management.
- Singing, dancing, use of musical instruments or any other type of live performance must be approved by show management. Please review our theater demonstration guidelines to learn more.
- 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.
Photography and Videography
Photographing or recording another exhibitor’s booth, products or displays is prohibited without written permission from the exhibiting company.
Photographing or videotaping in communal areas requires written permission from show management. Please email the NAB Show New York marketing team to begin the process.
Giveaways, Contests and Raffles
Giveaways, contests and raffles are permitted but must comply with all applicable federal, state and local laws. For raffle/gaming inquiries, please contact the New York State Gaming Control Board at +1 518-388-3300.
Accessibility and Safety
Exhibitors are responsible for complying with all applicable safety, accessibility and facility requirements. Additional approvals may be required for certain exhibit features, equipment and activities.
Accessibility
Accessibility (ADA)
All exhibitors are responsible for complying with the Americans with Disabilities Act.
Information regarding ADA compliance is available through the U.S. Department of Justice ADA Information Line at +1 800-514-0301 and the ADA website.
Examples of How to Design an ADA-Compliant Exhibit
- Make show-floor 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 (30.5 centimeters) of run (change in length)
- Ramp the entry or use hydraulic lifts to trailer show-floor
- 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 height to accommodate a person sitting in a wheelchair
Raised Floors and Human Safety
Exhibitors should be aware of local fire and safety regulations, to which they must adhere. Please review the Javits Center Operation Policies and Building Rules for details.
- Review the Exhibitor Liability Insurance section for details about insurance requirements.
- Injury within contracted booth space is at the liability of the exhibitor.
- Per ADA requirements, show-floor 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 (0.30 meters) to prevent accidental injury. Demonstrations should only be conducted by qualified personnel.
- The use of Segway’s, skateboards, hoverboards, in-line skates, roller skates, scooters (either motorized or foot-powered) are not permitted on facility property. This includes all non-ADA approved mobility devices.
Service Animals
Service animals are welcome at NAB Show New York in accordance with the Americans with Disabilities Act.
Under ADA regulations, a service animal is generally defined as a dog that has been individually trained to perform work or tasks for a person with a disability. The task performed by the animal must be directly related to the individual’s disability.
Animals whose sole function is to provide comfort, therapy, companionship or emotional support do not qualify as service animals under the ADA.
Specialty Equipment and Displays
Display Vehicles
Exhibitors displaying vehicles must complete Freeman’s Vehicle Placement Form, available through Freeman Online Services, before move-in.
Display vehicles must comply with all venue safety requirements, including fuel, battery and placement regulations.
Fuel and Battery Requirements
- Fuel tank openings must be locked or sealed in an approved manner to prevent the escape of vapors.
- Fuel tanks may not contain more than one-quarter of their capacity or more than 5 gallons of fuel, whichever is less.
- Batteries must be disconnected.
- Auxiliary batteries not connected to the engine starting system may remain connected.
- Electric and hybrid vehicles must have their operating batteries disconnected whenever possible.
- External power is recommended for demonstration purposes.
- Battery charging is not permitted inside the building.
- Fueling or defueling vehicles is prohibited.
Vehicle Placement and Operation
Vehicles must be operated within a fully enclosed area (including ceiling) that includes overhead protection:
- Combustible or flammable materials may not be stored beneath display vehicles.
- Vehicles may not be moved during show hours and must remain powered off while freight doors are closed.
- A minimum of 36 inches (91.4 centimeters) of clear access must be maintained around each vehicle.
- Vehicles must be placed at least 20 feet (6.10 meters) from an exit door or designated exit pathway.
- Vehicles displayed in lobbies or meeting rooms require approval from the convention services manager and appropriate leak protection.
Additional requirements or restrictions may apply based on vehicle type, placement location or facility regulations.
Resources
Drones
The use of drones, remotely piloted aircraft systems and unmanned aerial vehicles requires advance approval and must comply with all facility and regulatory requirements. Additional restrictions may apply regarding aircraft weight, operation and federal regulations.
Exhibitors must obtain approval from show management and the convention services manager before operating any drone. Approval forms are available through the Javits Center policies and procedures resources.
Operating Requirements
- All Federal Aviation Administration and Department of Homeland Security requirements must be followed.
- Drones carrying weapons are prohibited.
- Drones must weigh less than 55 pounds (25 kilograms).
- Drones may operate only within the exhibitor’s contracted exhibit space.
- Drones may not be flown in lobbies, restaurants or other common areas.
- Drones may not be flown overpopulated areas.
- Drones may not operate within 18 inches (45.7 centimeters) of building structures, including sprinkler systems.
- RPAS are prohibited from flying overpopulated areas.
- RPAS are prohibited from flying within 18 inches (45.7 centimeters) of any building structure including sprinklers.
Safety Requirements
Drones must be operated within a fully enclosed area (including ceiling) that includes overhead protection:
- Netting
- Protective plastic barriers
- Other approved safety measures
Balloons
The use of balloons requires advance approval from both show management and the Convention Services Manager. Balloons must comply with all applicable use-of-space, safety and facility requirements.
Approval and Service Requirements
- Helium refills must be arranged through a qualified outside vendor selected by the exhibitor.
- Vendors providing balloon services must be registered as an Exhibitor Appointed Contractor and hold all required credentials.
- Javits Center Fire & Safety may require advance notification and may elect to supervise balloon filling activities depending on the size and scope of the display.
- Helium cylinder storage must be arranged through Freeman Online Services.
Permitted Indoor Balloon Displays
The following balloon displays may be permitted with approval:
- Helium balloons larger than 36 inches (91.4 centimeters), whether individually tethered or grouped together
- Balloon columns and arches located in approved public spaces or meeting rooms
- Large advertising balloons that are securely anchored within the exhibit space
- Air-filled balloons used as decorative elements
Prohibited Indoor Balloon Activities
The following are not permitted:
- Overnight storage of helium or compressed-air cylinders within the facility
- Distribution of helium-filled balloons as attendee giveaways
- Flying or free-floating helium balloons or blimps within the show floor
- Unsecured balloon displays
- Leaving balloons, cylinders or related materials for Freeman, facility staff or cleaning contractors to remove
Helium gas cylinders used for refilling must be secured in an upright position using approved safety equipment and protected from damage.
All balloons and related materials must be removed from the facility by the exhibitor or balloon service provider at the conclusion of the event.
Outdoor Balloon Displays
Moored balloons, including hot-air balloons, and kites may be permitted outdoors with approval from show management and the Convention Services Manager.
Requirements include:
- Submission of a mooring plan to the Javits Center
- Secure tethering at all times
- Use for display purposes only
- Compliance with all applicable FAA requirements
- Balloon height may not exceed the height of the facility structure
Balloons may not be released outdoors due to airport and air-traffic restrictions in the surrounding area.
Hot Air Balloons: Lighter-than-air and helium balloons are universally prohibited on convention center floors. You must secure show management and Fire Marshal approval to use air-filled balloon displays. Inflatables and balloon displays are treated as hanging signs and must adhere to strict IAEE display guidelines regarding height, material flame-retardancy and safety setbacks.
Runaway Balloons
If a balloon escapes its mooring and poses a potential threat to air navigation, the operator is responsible for immediately reporting the incident to the appropriate air traffic control authority.
Fire Safety and Prevention
General Fire Safety Restrictions
The following are strictly prohibited within the Javits Center:
- Open flames without a NYC Fire Department Open Flame Permit (download Open Flame Permit Procedures)
- Displays of fresh cut decorative greens, pine branches, potted pine trees and shrubs, and Spanish moss.
- Spray painting
- Storage or use of butane
- Storage or use of any other flammable liquids or materials except as provided in these rules
Live Canopies, Ceilings and Multi-Level Booths, Theater and Product Demonstrations
Multilevel or covered contiguous areas more than 1,000 square feet (93 square meters) are required to have a fire sprinkler system installed under the entire area and every level of the exhibit only when the following conditions apply:
- The exhibit is used in an event where the duration is seven calendar days or longer.
- The exhibit contains display vehicles.
- The exhibit contains open frame.
- The exhibit contains hot work.
- Any upper-deck area to be occupied must have an approved plan with an engineering stamp registered in the state of New York.
- Multilevel areas that are greater than 300 square feet (27.9 square meters) or will occupy more than nine people shall have at least two remote means of egress.
- Means of egress shall be of an approved type and constructed to the requirement of the code.
- Spiral stairs are not allowed. Spiral stairways are not an approved means of egress for areas occupied by the public, visitors or clientele.
Exhibits with multilevel or covered areas exceeding 300 square feet (27.9 square meters) in size will require the installation of battery-operated smoke detectors. Any covered area that is also enclosed will require the installation of battery-operated smoke detectors regardless of the size of the area. All smoke detectors will emit an audible alarm that can be heard outside of the booth space.
Columns and Building Features
Exhibitors with columns located within their exhibit space should review the applicable column diagrams and fire-safety requirements available through Freeman Online Services.
Questions regarding column requirements should be directed to Freeman or Javits Center Fire & Safety.
Storage Requirements
No storage of any kind is permitted behind booths or near electrical service.
A one-day supply of products may be stored within the exhibit space but may not be stored behind the booth. Additional storage services are available through Freeman Online Services.
Fire Equipment Access
Fire hose cabinets, fire extinguishers and emergency exits must remain visible and accessible at all times.
If fire and life-safety equipment is located within an exhibit space, exhibitors may be required to provide additional signage identifying the equipment location while maintaining clear access at all times.
Fuel Burning Equipment and Open Flames
Exhibitors planning to demonstrate fuel-burning appliances must obtain approval from the Convention Services Manager at least 60 days before the event.
Candles may be permitted for approved food-service applications when:
- Limited to one candle per table
- Mounted on a substantial noncombustible base
- Protected or enclosed to prevent fire hazards if tipped
- Attended at all times while lit
The Fire Prevention Office has final approval authority for all candle use.
Other Flammable Liquids
Flammable liquids such as solvents, paints and thinners are permitted for use in the Center subject to the following requirements:
- Container is sized as a consumer commodity (less than 1 gallon or 3.79 liters) and not in bulk (greater than 1 gallon or 3.79 liters).
- The container is labeled properly with product contents, name of product, manufacture and hazard warnings.
- A Material Safety Data Sheet for the specific product and manufacturer is provided and readily available upon request.
- Cans, bottles, containers and aerosols containing flammable liquids must be stored properly.
- Any wet/soaked rags and empty containers are not to be disposed of in the Javits Center’s waste containers.
- A flammable liquid is not to be used or stored, within 50 feet(15.24 meters) of any hot work operation, open flame or anything that generates heat or sparks.
- Any person using flammable liquids in the Javits Convention Center must provide an appropriate sized ABC type fire extinguisher, which must be readily accessible at all times.
Prohibited Materials
Except for approved equipment using liquefied petroleum gas (LPG) or natural gas, compressed gas cylinders and flammable or combustible liquids are prohibited inside the facility.
Additional Resources
Exhibitors must comply with all applicable fire, safety and facility regulations established by the Javits Center. Additional fire and safety requirements may apply to:
- Display vehicles
- Chemicals and hazardous materials
- Halogen and quartz lighting
- Equipment using LPG or natural gas
- Fireplaces and similar features
Exhibitors should review all applicable facility requirements before arriving on-site.
Compliance and Legal Requirements
Compliance with Laws
Exhibitors must comply with all applicable federal, state and local laws and regulations. This includes, but is not limited to:
- Commerce laws and regulations
- Tax laws and regulations
- Export control laws and regulations
- Labor and employment requirements
- Accessibility requirements
- Health and safety regulations
Additional requirements may apply to labor regulations, accessibility standards, display vehicles, drones, balloons and specialty structures.
Exhibitors are responsible for reviewing all applicable resource documents before arriving on-site.
Exhibit structures, hanging signs, canopies, multi-level booths, video walls, tents and other display elements must comply with the Booth Design Guidelines.
Weapons Prohibited
Personal, concealed or other weapons of any kind are prohibited on Javits Center property. Firearms, knives and other weapons are not permitted anywhere within the facility or on Javits Center grounds.
Resources:
Facility Protection and Damage
Exhibitors may not post, tack, nail, screw or otherwise attach materials to columns, walls, floors, ceilings, furniture or other Javits Center property unless specifically approved.
Exhibitors are responsible for any damage caused to the facility by their employees, contractors, representatives or exhibit installations. Repair costs may be assessed and billed to the exhibitor.
Injury occurring within the exhibitor’s contracted exhibit space remains the responsibility of the exhibitor.
Smoking
The Javits Center maintains a smoke-free campus. Smoking is prohibited anywhere on Javits Center property.
Structural Integrity and Exhibitor Liability
All trusses and video walls must have a wet-stamped drawing from a licensed U.S. engineer, at the exhibitors expense. The engineering stamp must include wind load and seismic load.
Animals
Animals require advance approval from show management and the convention services manager, unless otherwise permitted under ADA requirements.
Exhibit Animals
Animals may be permitted as part of an exhibit or demonstration if they are directly related to the exhibitor’s products, services or presentation. Requirements include:
- Approval must be obtained from both show management and the Convention Services Manager before the animal arrives on-site.
- The animal must be directly related to the exhibit or event activity.
- The animal owner is responsible for cleaning up after the animal while on facility property.
- Animals, except fish, may not remain in the facility overnight.
- A trainer or qualified handler must accompany the animal at all times.
All sales, marketing, promotional activities and material distribution must remain within the exhibitor’s contracted exhibit space.
Marketing materials may not be distributed, displayed or left in common areas, meeting rooms, conference sessions, hotel spaces or other locations outside the exhibitor’s contracted space.
Show management reserves the right to remove noncompliant materials and may revoke access privileges or remove individuals who violate these policies.
Service Animals
Service animals are welcome at NAB Show New York in accordance with the Americans with Disabilities Act.
Under ADA regulations, a service animal is generally defined as a dog that has been individually trained to perform work or tasks for a person with a disability. The task performed by the animal must be directly related to the individual’s disability.
Animals whose sole function is to provide comfort, therapy, companionship or emotional support do not qualify as service animals under the ADA.
Business Conduct
Subletting of Exhibit Space, Directory Listings, Goods and 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 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 show 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 the 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 the prior written consent of NAB.
Suitcasing and Outboarding
Suitcasing and outboarding rules and regulations pertain to the show floor, NAB Show New York public areas, the Javits Center and official conference hotels.
Suitcasing
NAB Show New York maintains a zero-tolerance policy regarding suitcasing.
All sales, marketing, promotional activities and material distribution must remain within the exhibitor’s contracted exhibit space.
Marketing materials may not be distributed, displayed or left in common areas, meeting rooms, conference sessions, hotel spaces or other locations outside the exhibitor’s contracted space.
Show management reserves the right to remove noncompliant materials and may revoke access privileges or remove individuals who violate these policies.
Outboarding
Outboarding refers to hosting, sponsoring or participating in events, meetings, demonstrations or other activities that compete with or conflict with official NAB Show New York programming during published event hours.
Exhibitors may not host or participate in competing activities during official NAB Show New York hours without prior approval.
Violations of the outboarding policy may result in cancellation of exhibit space without refund and may affect eligibility to participate in future NAB Show events.
Solicitations and Gratuities
Solicitation of tips or special payments of any kind is prohibited. Any attempt to solicit gratuity by a contractor or facility employee for any service should be reported to Show Management immediately.
Relevant Resources
United States and New York 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. No weapons, including firearms, knives or any other type of weapon, are permitted anywhere on Javits Center property.