NAB Show New York

Rules & Regulations


Show Management has the full authority to interpret or amend rules, and all decisions are final. All issues not addressed are subject to the decision of Show Management. These rules, regulation and policies have been formulated in the best interest of all Exhibitors and the event. Full cooperation will ensure a successful meeting for Exhibitors and Attendees.

Additionally, Exhibitors must comply with all Jacob K. Javits Convention Center Rules and Regulations.

IMPORTANT - WHAT CAN EXHIBITORS DO WITHOUT UNION PERSONNEL?

Contrary to popular belief, Exhibitors are allowed to do some work within the privacy of their own booths. Exhibitors may install and dismantle their own exhibit and lay their own carpet in their own exhibit area as long as the booth size is 250 sq. ft. or less and the following conditions are met:

  1. No tools are used in the assembly or dismantle.
  2. Individuals performing the work must be full time employees of the exhibiting company and carry identification to verify this fact.
  3. Exhibitors are allowed to unpack and repack their own products (if in cartons, not crates) and are allowed to do technical work on their machines, such as balancing, programming, cleaning of machines, etc.
  4. Exhibitors may “hand carry” or use nothing larger than a two wheel baggage cart (rubber or plastic wheels only) to move their items.
  5. Exhibitors may move a “pop-up” display (equal or less than 25' in length) capable of being carried by hand by one person. The individuals moving the items must be full-time employees of the exhibiting company and must carry identification to verify this fact.
  6. Please refer to the section on electric work below for information on what may be done as far as booth electrical by Exhibitors.

Questions? Contact Freeman now - do not wait until you get to the show and be unprepared.


Access Guidelines

Only Exhibitor Appointed Contractors or exhibiting company personnel are permitted on the Show Floor during move‐in and move‐out periods. No one under the age of 16 is permitted in the Exhibit Hall at any time.


ADA Compliance

The Americans with Disabilities Act (ADA) applies to NAB Show and requires that convention facility and services are accessible to those with disabilities. All Exhibitors must comply with ADA requirements and may be subject to penalties for failure to do so. Be sure when planning an Exhibit that you take those with disabilities into consideration. Necessary compliance efforts may differ with the nature of each Exhibit so please consult your own attorney regarding these requirements or contact the ADA Information line at (800) 514-0301 or visit their website.


Booth Height Regulations

Inline booth displays, pop‐ups, materials etc. may not exceed a height of 8'. Any material over 4' in height must be displayed in the back 5' of the booth so as not to obstruct site lines of neighboring Exhibitors.


Booth Regulations by Exhibit Type

All Exhibitor booths should comply with all federal, state and local codes. Show Management complies and defers to any policy the Fire Marshal mandates. Should your exhibit layout, design, structure and/or electrical not conform you will be asked to modify it onsite at your expense.

Linear

Definition: One or more standard ten foot by ten foot exhibits (10' x 10' / 3 meters x 3 meters.) in a straight line (minimum size is 10' x 10' / 3 meters x 3 meters).

  • The maximum height of eight feet (8' / 2.44 meters) allowed only in the rear half (5' / 1.52 meters) of the booth space, with a four foot (4' / 1.22 meters) height restriction on all materials (product or equipment) in the front half of the booth.
  • Note: when three or more Linear Booths are used in combination as a single exhibit space, the four foot (4' / 1.22 meters) height limitation is applied only to that portion of exhibit space which is within 10 feet (10' / 3.05 meters) of an adjoining booth.
  • Hanging signs are not permitted above Linear Booths.
  • Unfinished back walls must be draped off.

Perimeter Wall Exhibits

Definition: A linear booth that backs to a perimeter wall of the exposition facility and not to another neighboring exhibitor.

  • All guidelines for a linear booth apply to perimeter booths.
  • The maximum back wall height allowed is 10' (3 meters).

Island Exhibits

Definition: An island booth is any size booth exposed to aisles on all four sides. Island booths are typically 20' x 20' (6 meters x 6 meters) or larger.

  • Use of the entire space is permitted.
  • Hanging signs are permitted; maximum height is 14', however the line of sight guidelines/good neighbor policy should be taken into consideration when configuring booth space.

Split-Island Exhibits

Definition: A booth that is 20' x 20' (6 meters x 6 meters) or larger with aisles on three sides back-to-back (shared back wall) with another exhibit of the same configuration. 

  • Use of the entire space is permitted.
  • Logos, advertising, signs, etc., may not be placed in such a way as to be visible over the top of the shared wall. 
  • Hanging signs are permitted up to 14', however signs must be positioned at least five feet (5' / 1.52 meters) forward from the back wall. Additionally, the Line of Sight Good Neighbor Guidelines should be taken into consideration when configuring booth space.
  • Exhibitors are encouraged to contact the neighboring Exhibitor with the shared back wall in advance to discuss respective designs. Show Management will supply you with the proper contact name and phone number upon request.

Have Questions?

We're here to help! If you are unclear about the guidelines or need additional clarification, please email NAB Show New York Exhibit Services.


Carpet

  • Exhibitors must arrange their own carpet.
  • Carpet is available through Freeman.
  • Basic carpet and upgraded carpet options are available.
  • Carpet padding easily masks electrical cables.
  • Other flooring options are available.

Crate/Carton Storage and Return

Fire Marshal regulations STRICTLY prohibit Exhibitors from storing empty crates and boxes in their booth or behind their display during the show period. Exhibitors should properly mark crates and cartons with Freeman “EMPTY” stickers and place in aisle for 'show hours' storage. The crates/cartons will be picked‐up, stored and returned to the booth at no charge. "EMPTY" labels will be available at the Freeman Exhibitor Service Desk.

Move‐in: Please be considerate of your neighbor with placement of crates and cartons. Note certain aisles are designated “freight free” and need to be kept clear of any and all crates and cartons through move‐in and move‐out.

Move‐out: At the close of the show the carpet needs to be removed, followed by the distribution of the empty crates/cartons. First empties should be returned approximately one (1) hour after the close and can take up to three (3) hours to complete. Please be patient and plan accordingly.


Electric Work

Javits' electricians must install and remove all electrical wiring, load centers, disconnects and distribution panels. Electricians install and dismantle all lighting, except 10' x 10' (3m x 3m) pop-up booths with four or less lights, all electric signs, all communication and video cable between or outside exhibits and under carpet, and sound systems.

Electric Work Exhibitors May Do Themselves:

  • Exhibitors may plug in their own devices and equipment for properly ordered 110 volt electrical service of 1500 watts or less.
  • Exhibitors may plug in their own devices of 110 volt/1500 watts themselves.
  • An Exhibitor with a 100 sq. ft booth and one 500 watt order may hang and dismantle their own lights without tools and ladders.
  • Connect modems, printers, computers and keyboards.
  • Install their own light bulbs.
  • Test and tune their own equipment.
  • Run their own communications cable between machines in the same booth above the booth carpet.
  • Exhibitors may install and dismantle their own lights in booths 100 square feet or less without the use of tools or ladders.

Exhibitor Appointed Contractors (EACS)

Form Due: October 7, 2016

Exhibitors using the services of display firms/independent contractors must notify Show Management and the general contractor in writing no later than October 7. Click here to download the EAC Work Authorization Form. Notification must include a current insurance certificate of your EAC, which includes general liability coverage (minimum $1,000,000), injury and property damage coverage, and workmen's compensation insurance. The contractor agrees to abide by all rules and regulations of the building, Show Management governing unions, and event rules and regulations.

Additional Insured should be listed as follows:
National Association of Broadcaster's, Freeman Companies, and Jacob K. Javits Convention Center
This certificate must cover the inclusive dates from move-in through move-out (November 7 - 11, 2016)


Exposed Walls

All exposed parts of constructed displays must be finished to present an attractive appearance when viewed from aisles or other adjoining booths. Exposed back and sidewalls may not display copy, logos, graphics or other advertising if they adjoin a neighboring booth.


Exhibit Building

Carpenters must perform crating, re-crating and all work involved in the erection and dismantling of booths; all work requiring the use of bolts and screws; hanging or nailing, taping of flags, banners, signs, tile and rug-laying, skidding and reskidding and turntables; handling and delivery of furniture, carpeting, modular interlocking booth systems and other contractor owned and leased equipment; pad wrapping, protection work, ramp protection; and installing draperies, including but not limited to wall draperies, table skirting, booth equipment draperies, flag and bunting and party decorations. Carpenters are hired from the Center by general decorating contractors and Exhibitor Appointed Contractors.  

If you have any other questions regarding booth build, please refer to the Javits Convention Center's Facility/Operational Policies.


Facility Rules and Regulations

In addition to the Show Management rules and regulations, Exhibitors must comply with all Javits Convention Center rules.


Finished Surfaces

Any portion of an exhibit bordering another Exhibitor's booth must have the back side of that portion finished, and must not carry identification signs or other copy that would detract from the adjoining exhibit.


Fire Laws

All display material must be flameproof. Wiring must comply with local fire department and underwriters rules. Smoking in exhibits is forbidden. Exhibits must not block aisles, fire exits and fire extinguishers. No decorations of paper, pine bough, leafy decorations, free branches or other combustible materials are allowed. No storage behind exhibits is provided or permitted. Acetate and most rayon drapes are not flameproof and are prohibited.


Hanging Signs 

  • Hanging signs are not permitted for standard linear booths, regardless of size. Linear booths (in line booths) may not exceed the height of 8' for signage.
  • Hanging signs and banners are permitted above island booths only and may not exceed the 14' maximum height limitation.
  • Hanging signs should follow the Line of Sight/Good Neighbor Guidelines
  • Note: For hanging signs that have electrical needs you must hire electrical labor through the Javits Convention Center. For hanging signs that do not have electrical needs you must hire labor through Freeman.

Height Regulations by Booth Type 

Refer to the chart below to determine the maximum height allowed for your booth.

Booth Type Maximum Height
Standard Linear 8'
Perimeter 10'
Island 14'

Installation Deadlines

Exhibition space must be occupied by Tuesday, November 8 by 12 p.m. If the deadline passes and management has not been advised of the delay, the booth space will be considered abandoned and will be used at the discretion of Show Management.


Insurance  

The Exhibitor shall, at its sole cost and expense, procure and maintain through the term of this contract, comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased by Show Management, the National Association of Broadcasters. Such insurance shall include contractual liability and product liability coverage, with combined single limits of liability (coverage limits below). The certificate must cover the inclusive dates from move-in through move-out (November 7 ‐ 11, 2016).

Such insurance shall name the National Association of Broadcasters, Jacob K. Javits Convention Center and Freeman as an additional insured's, and Exhibitors shall upon request provide Show Management with a certificate so indicating. Workers Compensation and Occupational Disease insurance shall be in full compliance with all federal and state laws, covering all of the Exhibitor's employees engaged in the performance of any work for 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.

Most Exhibitors can add the National Association of Broadcasters, Jacob K. Javits Convention Center and Freeman to their existing policies. Please contact your insurance company directly. Exhibitors are not required to send proof of insurance to Show Management, but should be prepared to submit proof of insurance upon request.

All Exhibitors must comply with all Jacob K. Javits Convention Center rules applicable to exhibit construction, installation, operations and dismantling, as well as any applicable federal, state or local statute and / or regulation.


Liability of Exhibits

No items can 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 inflicted by the Exhibitor, its employees, contractors or representatives to the Convention Center will be billed to and paid for by the Exhibitor.


Line of Sight Guidelines - Good Neighbor Policy

All booths, regardless of size or type, should be designed in such a way so as to eliminate line of sight obstructions from one Exhibit to the next. This includes the use of solid walls or drapes and/or positioning hanging signs that impedes the view of their neighbors.

Island Booths regardless of size should allow at least 20% of visibility on all four sides.

  • For example, a 20' x 20' (6 meter x 6 meter) should include a 4' break on all four sides on structures above 4' tall.
  • Exhibitors may use plexiglass or similar see-through material to create a wall that will allow for line of sight from one booth to the next.

Exhibitors with concern regarding booth structure guidelines can submit a schematic / drawing of the booth for review. For further assistance, please contact NAB Show Exhibit Services at (877) 622-3947 or (202) 595-2051 or via email.


Obstruction of Aisles

The aisles must not be obstructed at any time. Any demonstration or activity must remain within the confines of the assigned booth space.


Photography/Videotaping

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


Restricted Activity

The distribution of literature, promotional items, samples, etc. is restricted to the confines of the assigned booth space.


Rigging Work

Rigging must be performed by Javits employees. The nature of the work involved will determine which employees perform rigging work.


 Smoking

Smoking is prohibited.


Sound Restrictions

The following Sound Guidelines are in effect:

  • Noise level standard: 85 decibels
  • Any complaints should be reported to Show Management. If the tested noise level goes above 85 decibels, or is particularly disturbing or disruptive, Show Management will direct that the noise be turned down.
  • If after one warning from Show Management the offending Exhibitor does not reduce the sound level, Show Management may elect to shut off the power to the offending portion of the Exhibit. The Exhibitor will be responsible for any charges related to this action.
  • All speakers must face inward and not out towards the aisles or neighboring Exhibits.  Exhibitors found in non-compliance, will be required to modify the direction of the speakers to a more suitable position. Offending Exhibitors will be responsible for all charges related to this action.
  • No element can impede the aisles.
  • Video productions relating to an Exhibitor's equipment will be permitted, provided equipment and screens are set back from all aisles and all viewers stand or sit within the confines of the Booth.

 Theater Demonstrations / Live Entertainment / Product Demos

All demonstrations must take place within the confines of the assigned Exhibit Space. Theater demonstrations must abide by the following guidelines:

  • Design area that can sufficiently hold the audience within the confines of the Exhibit Space. Spectators will not be permitted to block aisle traffic.
  • Exhibits must not interfere with access to neighboring Exhibit booths or the free use of the aisle.
  • Booth personnel, including demonstrators, hosts / hostesses and models must stay within the Exhibit space.
  • Exhibitors are responsible for assigning staff or hiring security to manage crowd control and to ensure clear aisles and access to neighboring Exhibits.

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