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Welcome to the URTeC 2019 Exhibitor Manual

The manual is specifically designed to help both new and experienced exhibitors navigate through the details and event information with ease and ensure a successful exhibiting experience.

Please take the time to read through each of the tabs for an understanding of the rules and regulations of both the event and the convention center. The deadlines tab provides quick and easy access for ordering and was designed to save exhibitors both time and money.

There are a number of forms required of all exhibitors. Please make note and submit this information to avoid any issues with access to the exhibition hall and to ensure seamless move-in process.

Thank you for your support of URTeC – we look forward to seeing you in Denver

page content manual tab box
  • Deadlines
  • Rules and Regulations
  • For Your Booth
  • Shipping/Materials & Handling
  • Brand Builders

Deadlines

May
30
Thursday
On-site Contact and EAC Work Authorization Form Mandatory
Jun
5
Wednesday
Indemnification Agreement/Insurance/Booth Rendering/Height Variance - ALL provided by EAC MANDATORY FOR EAC’s
Jun
19
Wednesday
Lead Retrieval - Pre-Show Rate - The Pulse Network
Advanced Shipping - Freeman Warehouse Begins
Jun
20
Thursday
Advertising – Program Book Reservations Due
Jun
27
Thursday
Program Book Company Listing Form - Opportunity to Upgrade/Enhance Mandatory
Booth Cleaning Services
Furniture, Carpet and Accessories
Graphics and Signs
Labor Services
Audio Visual Equipment (Computers, Stands, Monitors, etc.)
Internet Services
Order Air/Water/Natural Gas Services
Order Electrical Services
Advertising – Materials Due
Rigging: Hanging Signs
Jul
11
Thursday
Advanced Shipping to Freeman Warehouse

Rules and Regulations

Copyright Fees

All ASCAP, BMI, SESAC or other copyright fees applicable to music or entertainment used as part of an exhibit are the sole responsibility of the exhibitor. The exhibitor must make required payment(s) directly to the applicable copyright agency.

Display Restrictions

Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.

URTeC Show Management reserves the right to restrict or remove exhibits and/or exhibitors in violation of any below:

  • All activities must be confined to your assigned booth space.

  • Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.

  • Decorations, signs, banners and similar materials may not be taped, nailed, stapled or otherwise fastened to ceilings, doors, walls, glass, columns, painted surfaces, fabric or decorative walls.

  • Noise distraction. Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into your booth rather than aisles or other exhibits. Sound and noise should not exceed 85 decibels.

  • Photographing other exhibitors’ displays is strictly prohibited.

    Neither URTeC or Show Management, if other than URTeC, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.

  • You agree to be responsible for any damage caused by your display or personnel to the Colorado Convention Center. Please refer to the insurance requirements for additional details.

  • All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.

  • No animals or pets are permitted in the facility except as an approved exhibit, activity or performance requiring the use of animals. The Facility Manager and governmental regulating agencies require approval. Guide dogs are permitted at all times.

  • The use of helium balloons is prohibited in the facility.

  • Adhesive-backed decals are NOT permitted to be distributed or used inside the Convention Center. Labor costs to remove adhesive stickers and decals will be charged.

  • Per URTeC Show Management, Drones are NOT permitted inside the Exhibit Hall at any time unless used for display purpose and not flying.

  • No one under the age of sixteen (16) is permitted to be inside the Exhibit Hall or loading docks during move in or move out.

  • Please ensure you have read through the Colorado Convention Center Operating Policies that can be found on the Freeman Manual Link.

Height Information

The height maximum for booths at URTeC is:

  • 20 feet for island

  • 8 feet for inline

  • 12 feet for perimeter inline

  • 8 feet for peninsula.

Any variance from these guidelines must be included with your On-site and EAC Work Authorization Form and is subject to approval.

Please submit the form no later than 31 May 2018.

Fire and Safety Regulations

  • Flammable or volatile materials are strictly prohibited within the Convention Center unless approved, in advance, in writing by the fire marshal.

  • Use of flammable compressed gas cylinders is strictly controlled within the Convention Center and generally prohibited. Non-flammable compressed gas cylinders must be secured to prevent toppling.

  • All decorations, drapes, signs, banners, table coverings and skirts, carpeting or similar decorative materials used shall be flame retardant to the satisfaction of the fire marshal and are subject to inspection and flame testing. *If Freeman is supplying all materials for your booth, then these have already been approved. If you are providing your own furniture, drapes, skirting and carpet, please be prepared for further inspection.

  • All vehicle displays require a permit from the Houston Fire Department. Any exhibitor displaying a vehicle will be subject to further inspections and will be responsible for any costs incurred for spotting and inspections.

    • Fuel tanks shall not exceed ¼ of their capacity or 5 gallons of fuel, whichever is less.

    • All display vehicle gas caps should be locked or taped

    • The battery must be disconnected while on display

    • Non-flammable covering must be placed underneath vehicle to prevent stains

    • Duplicate keys must be provided to Show Management in the event of an emergency.

  • If at any time a fire marshal deems that a display or actions of any display is dangerous to public safety, the exhibitor must make appropriate changes/actions or they will be removed from the exhibit hall.

  • Displays or exhibits must never interfere in any way with access to any required exit, block access to fire-fighting equipment or interfere with the normal operations of automatic extinguishing equipment.

  • Maintain 3m (10 feet) clear access in aisles; maintain 5.5m (18 feet)

  • No portion of a display shall obstruct any aisle or doorway.

  • All fire-fighting equipment must be visible and accessible.

  • All storage shall be kept in allocated areas. No empty cardboard containers are permitted in exhibition space.

Insurance & Indemnification

  • All exhibitors should be covered with their own insurance to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.

    • Each exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Convention Center premises and will indemnify, defend and hold harmless Show Management and the Colorado Convention Center, their agents, and employees from any and all such losses, damages, and claims.

    • Neither URTeC Show Management nor the Colorado Convention Center maintain insurance covering the exhibitor’s property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.

  • Each exhibitor agrees to and shall defend, indemnify and hold harmless URTeC Show Management, the Colorado Convention Center and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the Colorado Convention Center, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.

Labor/Exhibitor Work Rules

  • All decorating, display and material handling labor related to conventions, trade shows, promotional displays and consumer shows is performed by Freeman, the assigned Official Service Contractor for URTeC 2019.

  • Full time employees of an exhibiting firm may install and dismantle their own respective company display, if such work can be completed in less than sixty minutes and without the use of mechanized tools. Any outside or additional labor required for installation, dismantle or decorating of displays is to be performed by the official General Service Contractor (Freeman) or by any other contractor signatory to the IATSE, Local 7 labor agreement.

  • Exhibitors may handle their own hand-carried materials in and out of the Convention Center. Any material requiring the use of equipment for delivery, i.e. dollies, fork lifts, will be handled by labor through IATSE, Local No. 7.

  • Equipment labor will be handled through Freeman.

All Exhibitor Appointed Contractors are required to fill out the EAC Indemnification Agreement by 5 June 2019. *Note: Failure to complete this form for each exhibitor can prevent access to the exhibition hall and delay the building of an exhibitor’s booth.

Material handling to and from show site:

As stated in the Exhibitor Contract, crated shipments, machinery or equipment delivered to the Colorado Convention Center by trucks (other than vans) will be handled as part of the exhibit space rental fee already paid.

  • Before Exhibition – truck unloading, delivery to the booth, and crate storage during the exhibition

  • After Exhibition – crate return to booth, crate removal and reloading Rate classifications and further information is available in the Freeman Online Manual

Freeman is the Official Service Contractor and is therefore assigned as the exclusive provider of freight services. Material handling includes unloading exhibit material, storing up to 30 days in advance at the warehouse address provided, delivering to the booth, the handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers. It should not be confused with the cost to transport your exhibit material to and from the event.

You have (2) options for shipping your advance freight:

  1. Ship direct to the warehouse
  2. Ship direct to show site

Per Freeman’s policies, crated material and machinery includes skidded material only. Any equipment, machinery that exceeds a weight limit of 15,000 pounds or non-skidded/loose materials may incur additional fees.

Security Information:

Security will be present throughout move-in and during the event. Entrance into the exhibition area is with proper badge and/or wristband during move-in prior to registration opening.

This is an open-booth exhibition and the responsibility for safeguarding the space and property in it is your own. Neither URTeC Show Management or the Colorado Convention Center, the security contractor, Freeman or any of their officers, agents or employees assumes any responsibilities for your space or any property inside your exhibit booth.

  • Exhibitor personnel are required to wear a URTeC issued badge and/or wristband to gain access to the exhibition.

  • No items or equipment – not even boxes or brochures – may be brought in or removed during OPEN exhibition hours while the show is in progress.

  • Additional security can be ordered for your booth, please contact Kendra McColloch to make arrangements at

For Your Booth

Each 10’x10’ inline booth will be set with 8' high blue and black back drape, 3' high blue side dividers, and one 7" x 44" one-line identification sign. Booths larger than 300 square feet may receive a one-line identification sign upon request only.

Floor Covering/Carpet

Carpet and/or floor covering for your booth is not provided and is Mandatory.

You may provide your own floor covering or you can conveniently order through Freeman Online.

Order Carpet

Audio Visual

Freeman AV is the exclusive provider for AAPG ACE 2019 exhibitors. You can order online through Freeman for all of your Audio Visual needs including computers, TV’s, Audio Equipment.

Order by 27 June 2019 And Save up to 30%!

Order AV Equipment

Catering

The Colorado Convention Center has exclusive catering, concession and liquor privileges. Centerplate Catering is the official Food and Beverage provider.

Order Catering

Cleaning

Exhibitors are responsible for ALL cleaning inside their booth parameters. Booth cleaning services include vacuuming, mopping, shampooing booth carpet, porter services as well as trash removal can be arranged through Freeman Online. To request booth cleaning services and ensure adequate service, please schedule your cleaning services no later than 27 June 2019.

Order Booth Cleaning

Electrical Service

Electric is NOT included with your purchased booth space. Smart City Networks is the exclusive provider at the Colorado Convention Center for all electrical orders/needs. Order Online no later than Tuesday, 2 July 2019 to ensure the best pricing.

Order Electrical Service

Furniture, Specialty Drape and Booth Accessories

Freeman is the exclusive provider of all booth furnishings and accessories. Place your order online now and save up to 30%!

Order Furniture

Internet

Internet and Telephone service is exclusively provided by Smart City Networks at the Colorado Convention Center. Order online by Tuesday, 2 July to ensure best pricing!

Order Furniture

Shipping & Material Handling

Freeman will accept crated, boxed or skidded materials beginning Wednesday, June 19th at the address below. Material arriving after July 11th will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 am – 3:30 pm. If required, provide your carrier with this phone number: +1 713 770 6750

Warehouse Shipping Address:
Exhibiting Company Name/Booth #
URTeC 2019
C/O FREEMAN
4493 Florence Street
Denver, CO 80238

Freeman will receive shipments at the Colorado Convention Center beginning Friday, July 19th. Shipments arriving before this date may be refused by the facility or lost. Any charges incurred for early freight accepted by the facility are your responsibility. If required, provide your carrier with this phone number: +1 303 320 5100

Show Site Shipping Address:
Exhibiting Company Name/Booth #
URTeC 2019
C/O FREEMAN
Colorado Convention Center
700 14th Street., Welton St. Docks
Denver, CO 80202-3221

**PLEASE NOTE** Any disposal of exhibit properties is not included as part of your material handling and you will need to contact Freeman for the rules applicable to dispose of your exhibit properties.

Freeman is the Official Service Contractor and is therefore assigned as the exclusive provider of freight services. Material handling includes unloading exhibit material, storing up to 30 days in advance at the warehouse address provided, delivering to the booth, the handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers. It should not be confused with the cost to transport your exhibit material to and from the event.

You have (2) options for shipping your advance freight:

  1. Ship direct to the warehouse
  2. Ship direct to show site
  3. Per Freeman’s policies, crated material and machinery includes skidded material only. Any equipment, machinery that exceeds a weight limit of 15,000 pounds or non-skidded/loose materials may incur additional fees.