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Guide for Exhibitors

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General Rules

  1. The hotel contract will outline the exact times and days for both exhibit set-up and dismantling. These times must be adhered to.
  2. A Hold Harmless Agreement is required before set-up. This document is to be signed by an officer of the decorating company.
  3. All booth equipment, furniture, and carpeting must be confined to the measured limits of the booth. No nails or bracing wire used in exhibit displays may be attached to the building. No painting, mixing of chemicals, sawing of any kind or explosive/hazardous materials is allowed in the exhibit hall at any time.
  4. The schedule of times and number of vehicles used for the exposition or any other type events must be submitted to the Director of Convention Operations for approval.
  5. Gas or diesel powered vehicles are not permitted for movement of exhibits and materials into the exhibit hall. Any deviation of this rule must have the consent of the Director of Convention Operations. Propane powered vehicles are permitted. There are no exceptions to this rule.
  6. The exhibit hall supervisor in conjunction with service contractor will make an inspection of the exhibit hall. This will include access areas pertaining to the exhibit move-in. The inspections are to take place prior to move-in and at the completion of the move-out. It is the responsibility of the service contractor to contact the Director of Convention Operations at extension 6501 to conduct a walk-through prior to accepting the responsibility for the exhibit area to prevent any unnecessary charges.
  7. All platform dollies or carts with four or two wheels are permitted as long as they do not have metal wheels. Hand trucks are permitted with either soft or hard 8″ rubber wheels.
  8. Entry walls and doors, along with access and egress routes to and from the exhibit hall must be protected.
  9. Any tape applied to floors, carpets, etc. must be approved by management in advance. Any property damaged by exhibitors must be repaired to its original condition at the service contractor or exhibitors’ expense. This includes all tape residues. The use of packing tape on carpets, marble floor or any Convention Center equipment is NOT PERMITTED. No painting of any kind is allowed.
  10. No use of Convention Center equipment is permitted.
  11. The break area for service contractor’s company employees is the loading dock only. However, no blockage of convention operations equipment on the loading dock is permitted at any time.
  12. Exhibits using food , beverage, ink, chemicals, or other liquids must be installed over visqueen. The exhibitor must cover the entire booth area with a carpet of his choice. Proper drainage is required twice daily during exhibit hours. Any special installations that affect fire codes must have prior approval of the fire marshall.
  13. AII outside contractors hired by individual exhibitors must be approved by the service contractors and must adhere to all applicable rules and regulations. Any damage incurred in their specific work areas will be their sole responsibility.
  14. The exhibit contractor is responsible for the traffic control or vehicles scheduled by them for move in/out. No parking of trucks or trailers overnight at the loading docks, or on Convention Center property, is permitted without consent of the Director of Convention Operations. During move in/out, unless a trailer is being loaded or unloaded, it needs to be removed from the Convention Center/hotel property.Access to fire exit doors and corridors must be maintained throughout the move-in/move-out period.

Floor Plans / Exhibitor’s Information

  1. All exhibit floor plans must include type of vehicles and or gas-operated products; 2-story booths etc. must be submitted to the Director of Convention Operations. Once approved, a full size copy of the floor plan must be submitted to the Director of Convention Operations & Exhibit Supervisor. This should be done three months prior to the set-up date. Any revisions in the floor plan must be submitted to the Augusta Convention Center 30 days prior to show set-up date. The decorator will not be permitted to set-up without the approval of the exhibit floor plan.
  2. Augusta Convention Center reserves the right to approve all exhibitors’ information kits and/or notices prior to mailing. All exhibitor information kits must be submitted to the Director of Convention Center Operations for approval prior to distribution.
  3. The floor load of the Augusta Convention Center is 350 lbs. per square foot. This is the absolute limit, and violations will not be permitted.
  4. A complete exhibitor listing with the on-site contact name, company name, address and phone number/cell phone number must be submitted to the Director of Convention Operations on the day of move-in.
  5. Ceiling clear height in the exhibit hall is 32′ 6″. Loading dock door dimensions are 1 0′ tall by 8′ wide. A floor diagram can be found Here

Exhibitors- Move In and Out Installation/Dismantling

  1. The hotel contract will outline the exact times and days for both exhibit set-up and dismantling. These times must be adhered to.
  2. A Hold Harmless Agreement is required before set-up. This document is to be signed by an officer of the decorating company.
  3. All booth equipment, furniture, and carpeting must be confined to the measured limits of the booth. No nails or bracing wire used in exhibit displays may be attached to the building. No painting, mixing of chemicals, sawing of any kind or explosive/hazardous materials is allowed in the exhibit hall at any time.
  4. The schedule of times and number of vehicles used for the exposition or any other type events must be submitted to the Director of Convention Operations for approval.
  5. Gas or diesel powered vehicles are not permitted for movement of exhibits and materials into the exhibit hall. Any deviation of this rule must have the consent of the Director of Convention Operations. Propane powered vehicles are permitted. There are no exceptions to this rule.
  6. The exhibit hall supervisor in conjunction with service contractor will make an inspection of the exhibit hall. This will include access areas pertaining to the exhibit move-in. The inspections are to take place prior to move-in and at the completion of the move-out. It is the responsibility of the service contractor to contact the Director of Convention Operations at extension 6501 to conduct a walk-through prior to accepting the responsibility for the exhibit area to prevent any unnecessary charges.
  7. All platform dollies or carts with four or two wheels are permitted as long as they do not have metal wheels. Hand trucks are permitted with either soft or hard 8″ rubber wheels.
  8. Entry walls and doors, along with access and egress routes to and from the exhibit hall must be protected.
  9. Any tape applied to floors, carpets, etc. must be approved by management in advance. Any property damaged by exhibitors must be repaired to its original condition at the service contractor or exhibitors’ expense. This includes all tape residues. The use of packing tape on carpets, marble floor or any Convention Center equipment is NOT PERMITTED. No painting of any kind is allowed.
  10. No use of Convention Center equipment is permitted.
  11. The break area for service contractor’s company employees is the loading dock only. However, no blockage of convention operations equipment on the loading dock is permitted at any time.
  12. Exhibits using food , beverage, ink, chemicals, or other liquids must be installed over visqueen. The exhibitor must cover the entire booth area with a carpet of his choice. Proper drainage is required twice daily during exhibit hours. Any special installations that affect fire codes must have prior approval of the fire marshall.
  13. All outside contractors hired by individual exhibitors must be approved by the service contractors and must adhere to all applicable rules and regulations. Any damage incurred in their specific work areas will be their sole responsibility.
  14. The exhibit contractor is responsible for the traffic control or vehicles scheduled by them for move in/out. No parking of trucks or trailers overnight at the loading docks, or on Convention Center property, is permitted without consent of the Director of Convention Operations. During move in/out, unless a trailer is being loaded or unloaded, it needs to be removed from the Convention Center/hotel property.
  15. Access to fire exit doors and corridors must be maintained throughout the move-in/move-out period.

Electrical Services

  1. All electrical service must be coordinated through Augusta Convention Center’s Electrical Service Department.
  2. It is the responsibility of the exhibit hall contractor to provide the Augusta Convention Center a detailed listing of all power requirements two weeks prior to the show.

Telephone Services

  1. All telephone services must be coordinated through the Augusta Convention Center.
  2. All requests must be made, in writing, and received two (2) weeks prior to the show opening date.
  3. All requests should be directed to:

Augusta Convention Center
C/O Augusta Marriott at the
Convention Center
Two Tenth Street
Augusta, GA 30901

A COPY SHOULD BE SUBMITTED TO THE CONVENTION SERVICES MANAGER AS WELL AS THE DIRECTOR OF CONVENTION CENTER OPERATIONS.

Damages

  1. The inspection of the exhibit hall is to be done prior to installation and upon the completion of the move-out by the decorating company. This inspection will be done with the exhibit supervisor or exhibit staff.
  2. Damages to the furniture, fixtures and equipment in the exhibit area are the responsibility of the decorating company.
  3. An acknowledgment of damage will be presented to the foreman at the end of the show for both signatures of exhibit supervisor or exhibit staff and foreman.
  4. All claims for damage will be submitted to the decorating company in writing within (1 0) days after final walk through.
  5. To prevent damage, furniture will not be removed from public areas for meeting room purposes. All public area furniture and plants are not to be moved.

Fire Safety Addendum

  1. As per the Richmond County Fire Marshall, there will be no storage by the freight companies in the back hall. (Sign to be posted – ABSOLUTELY NO STORAGE IN THIS AREA- FIRE LANE)
  2. Shipping and receiving must keep open access on the loading dock. Shipping and receiving will not permit blockage of open access to the Convention Center or the loading dock.
  3. Storage of empty boxes in the back hallways and service areas is NOT PERMITTED. No crates, packing materials, wooden boxes or other highly combustible materials may be stored in exhibit halls, meeting rooms or fire exit areas.
  4. Open access to all doors must be maintained at all times. Doors must have at least six feet of clearance in front of them. Equipment should be restricted to proper designed areas. These areas are clearly marked throughout the Convention Center.
  5. Absolutely no storage in areas identified as the red-zone areas. These areas are clearly marked with red stripes on the floors.
  6. All drapes, curtains, table coverings, skirts, carpet and any materials used in exhibits must be flame retardant.
  7. Fire hose cabinets, fire extinguishers, sprinklers, fire exit doors, routes of egress and any other fire safety device must not be hidden from view or have its accessibility blocked.

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