General Rules and Regulations

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Animals/Pets

No animals or pets are permitted in the facility except as an approved exhibit, activity or performance requiring the use of animals. Service animals are permitted. URTeC Show Management and Convention Center General Manager must approve exhibit, activity or performance requiring use of animals no later than (30) thirty days prior to the first day of move-in.

Children

Children under the age of 16 will not be allowed in the exhibit hall during setup or teardown. Children 13 and older will be allowed to attend the exhibition during regular exhibition hours if they are properly registered, wearing their badge and accompanied by an adult. During exhibition hours, children under the age of 13 will not be allowed into any activities within the exhibit hall unless they are young enough to be confined to a stroller, backpack or front pack.

Code of Conduct

URTeC is conducted to advance the science of geology, promote technology, and facilitate networking and collaboration between professionals within the world’s geosciences community with the goal of providing an enjoyable and fulfilling experience for all. Accordingly, all attendees, including exhibitors and exhibitor appointed contractors are expected to show respect and courtesy to other attendees throughout the conference and at all conference events, whether officially sponsored by URTeC or not. All attendees are required to conform to Code of Conduct. URTeC’s leadership and staff will enforce this code throughout the event.

Code of Conduct

Emergency Access Regulations/Requirements

• Displays or exhibits must never interfere in any way with access to any required exit, block access to firefighting equipment or interfere with the normal operations of automatic extinguishing equipment.
• All aisles must maintain 10 feet clear access.
• No portion of a display shall obstruct any aisle or doorway.

Colorado Convention Center Fire and Safety Regulations

• Exits in all areas of the facility should not be blocked or covered for any reason.
• Exterior and loading dock doors and fire doors may not be propped open.
• All aisles should be kept clear, clean and free of obstructions.
• Firefighting and emergency equipment should not be blocked or obstructed under any circumstances.
• Materials used in the construction of displays must be fire resistant, such as draping, table coverings, banners, props, scenery, evergreen trees, bark, angel hair, shrubs. All exhibits and displays are subject to inspection by the Fire Prevention Bureau and/or CCC management for compliance.
• Vehicles with gasoline engines that are to be displayed should have the following:
  • Battery cables disconnected.
  • Fuel level in gas tank is less than ¼ tank, and is not to exceed five gallons.
  • Must have protective covering under motors, drive trains and tires on any carpeted area.
• Use or storage of liquid petroleum (LP) gas by exhibitors is restricted.
• Operation of any heater, barbecue, heat producing or open flame devices, candles, lanterns, torches, welding equipment, smoke emitting devices or materials in the CCC should have written authorization by the CCC management and the Fire Prevention Bureau. Permits may be required.
• All empty crates and boxes should be stored in areas approved and assigned by the CCC management and the Fire Prevention Bureau.
• All electrical equipment should be U.L. (Underwriters Laboratories) approved.
• Show management, exhibitors and general service contractors should comply with all City fire codes that apply to places of public assembly.
• All general service contractor equipment should be propane or battery powered. Propane storage and transport is subject to Denver Fire Department regulations.
• Any covered exhibit space over 100 square feet requires a smoke detector and a 2A10BC fire extinguisher.
• Multi-level exhibits have special requirements in order to obtain approval from the Fire Prevention Bureau. Contact Operations for clarification and specifics, (303) 228-8013.
• Storage in meeting room and ballroom corridors is not permitted.

Circumstances and operations not covered in these rules and regulations will be subject to interpretation, stipulations and decisions deemed necessary and appropriate by Colorado Convention Center. Questions should be directed to: 303.228.8000 or [email protected]

Insurance & Indemnification

• All exhibitors and Exhibitor Appointed Contractors are required to maintain 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.
• Exhibitors and Exhibitor Appointed Contractors are required to provide a COI with a minimum of $1,000,000 General Liability. URTeC should be named as an additional insured. 1444 South Boulder Avenue, Tulsa, 74119.
• Each exhibitor and Exhibitor Appointed Contractor 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 George R. Brown Convention Center, their agents, and employees from any and all such losses, damages, and claims.
• Neither URTeC Show Management nor the Convention Center maintain insurance covering the exhibitor’s or Exhibitor Appointed Contractor property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.
• Each exhibitor and Exhibitor Appointed Contractor 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.

Upload Exhibitor and Exhibitor Appointed Contractor insurance certificates

Submit Exhibitor Insurance Certificates Submit EAC Insurance Certificates

Licenses/Permits/Exemptions/Taxes

Exhibitors that anticipate selling a tangible product or rent real estate property at the event are responsible for acquiring and shall pay all costs of permits, including health and sales tax permits. View the detailed information: Denver CO Sales and Special Event Tax License Information

Labor/Exhibitor Work Rules

• All decorating, display and material handling labor related conventions, trade shows, promotional displays and consumer shows is performed by Freeman, the assigned Official Service Contractor for URTeC.
• Full time employees of an exhibiting firm or approved Exhibitor Appointed Contractors may install and dismantle their own respective company display.
• Complete Labor Services and Jurisdictions can be found in the URTeC Service Kit.

URTeC Service Kit

Exhibitor Appointed Contractors (EAC)

Exhibitors must notify Show Management of their intent to hire an EAC to install, dismantle, maintain or provide outside services for their booth using the On-Site Contact and EAC Work Authorization form.

The EAC is required to complete the Exhibitor Appointed Contractor (EAC) Contact and Indemnification Form providing the following details:

1. The name of the on-site supervisor during Move-in and Move-out.
2. Valid certificate of Insurance (Requirements for insurance are listed under Insurance/Liability section of this document)
3. Booth drawings and renderings

Failure to meet these conditions could jeopardize the non-official contractor’s ability to provide service to the Exhibitor.

EAC Work Authorization Form EAC Contact and Indemnification Form

Exhibitor Wrist Bands and Badges

Exhibitor Personnel and Exhibitor Appointed Contractors are required to wear wrist bands during Move-in and Move-out, and badges during show hours.

1. Wrist bands must be worn by all working personnel who enter the exhibit hall. Wrist bands may be picked up at the Security Desk at the dock by the authorized personnel provided through the On-Site Contact and Exhibitor Appointed Contractor form mentioned in the Exhibitor Appointed Contractor section.
2. Badges are required to be on the exhibition floor during exhibition hours. Pre-registration is recommended, and badges are available at registration desk. Refer to the Exhibitor Registration section.
3. The Exhibitor is responsible for obtaining insurance certificates and wrist bands for any non-official supplier who needs to get into the hall for any deliveries, pick-ups, equipment repair, etc.

Parking

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 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 wrist band 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 Kay Resources to make arrangements.

Kay Resources Security Order Form

Sound & Noise Regulations and Music Copyright

• 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.
• You should be aware that 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. All 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.
• Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Convention. 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.

Smoking and Tobacco

Exhibit Hours

Move-in Schedule

Move-out Schedule