EXHIBITOR RULES & REGULATIONS

International College Fairs Inc.
260 Wilshire Blvd., Casselberry, Fl., 32707
Phone: (407) 446-0090 or Toll Free (888) 834-6227

Fax: 407-834-2447
email: sales@internationalcollegefairs.com
Web site: www.internationalcollegefairs.com

 

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GENERAL RULES:

1. Exhibition space will be assigned in the order in which the application and deposit were received in the ICF, Inc. office. No space will be assigned base on reservation, until spaces is paid in full.

2. Exhibitors have a choice of using the contracted show company or any other company for transportation of their merchandise up to the Multiplex – Cupey service entrance. However, since they are a union contractor, Exhibitor must use the Show Company personnel once the merchandise arrives at the show site. Exhibitor may also load and unload themselves. The Multiplex do not do any storage on premises. All merchandise must arrive on set up day. Exhibitors will be receive a complete kit listing services and fees, such as electricity, furniture, and others miscellaneous items.

3. Loading and unloading is allowed through the front door, only hand carried boxes are allowed to enter or exit.

4. Exhibitors must designate one person to pick up badges and register on site. Badges will be given to that person only, and only that person may take changes or additions on site. Pre-registration must arrive by the deadline. All registrations at the site will have an additional fee of $5.00 per registration.

5. According to contract specifications, and for the benefit of all participants, Exhibitors agree not to conduct or sponsor activities outside the convention, especially meal functions or other meetings outside the time and place of the programmed activities of International College Fair.

6. There will be no alteration of the official convention program, in specific, the improvisation of speakers, music ministries, etc.

7. No one will be admitted in exhibition floor without the proper identification, so all Exhibitors must take sure all fees are duly paid for all the personnel in their booth(s). Lost identification will be replaced at a charge of $5.00 each.

8. For personal meals, we ask that these not be consumed in the booths, The Multiplex has provided an area where each one can purchase and eat their food

9. Companies or organizations that not do have an assigned space may not exhibit or solicit business inside or outside the exhibition area.

10. Smoking or drink alcoholic is strictly prohibited.

11. Exhibitors not register people or companies not affiliated that attempt to sale their services during the convention.

12. For security reasons, there will be no helium balloons in the exhibition floor without prior approval.

AMOUNT OF SPACE AND USE OF IT:

1. Maximum amount of exhibition space for each Exhibitor may be limited.

2. Each space is 10’ long by 10’ out. Booth back curtains are 8’ high; side dividers are 36” high.

3. No Exhibitor shall assign, sublet, or share the space allotted with another company, unless such company has been a subsidiary or distributor of the Exhibitor for a minimum of one (1) year prior to the convention.

4. Exhibitor must show only their products, which they actually stock, sell, ship, and invoice during regular curse of business.

5. Multiplex is not responsible for any item lost or damage during the show. Exhibitor must secure their valuables, as Multiplex may not control the entrance and exit of Exhibitors.

6. At least 25 percent of the exhibition space must be designed to traffic. Exhibitor is responsible to keep the halls free of congestion due to promotional activities or other demonstrations.

7. All demonstrations or promotional activities must be confined to the limits of the space allotted. These demonstrations must be directly related to the Exhibitors and not just to attract attention or entertain.

8. Author’s and artists appearances are permitted in booths, but they may not distribute products and giveaways themselves. Exhibitors are encouraged to use the “Personality Booth” for autograph parties, and celebrity giveaways. Exhibitors may give away gift or products, and pre-autographed books, as long as this is not done in combination with the author’s presence. Authors may autograph in booth as long they have contracted at least 8 spaces or more. The scheduling of such activity must be done through Multiplex.

9. If an Exhibitor expects an unusual crowd as a result of presence of a particularly famous author or artist, such Exhibitor must notify Multiplex in advance in order to take the necessary measures to permit access to the surrounding booths.

10. Exhibitor is responsible for maintaining a neat and clean booth.

11. Exhibitors may not use the space allowed as storage.

MUSIC AND SOUND:

1. Sound system must be built within the booth structure at back line and must have earphones.

2. The playing of loud music, videos, CD’s, or any other sort of sound that may disturb the surrounding booths will not be permitted.

3. Music without earphones is allowed only in booth of three (3) or more with prior written permission.

4. Appropriate level of volume must be kept at all times, and it will be determined at Multiplex officer’s discretion.

BOOTH CONSTRUCTION SPECIFICATONS:

1. Booth back wall are 8 feet high; side dividers 36” (3ft.) high.

2. Background and/or product display 8 feet high may extend out from the booth back-line half the depth or 5 feet and from that point to the aisle to a to a maximum of four feet high on all single and double booths. In triple booths or larger , the same rules will apply to the end booths of each exhibit but will be waived on all inside booths, their height may extend to the maximum of 8 feet. Exhibitors building to these specifications must finish the side positions of their exhibit so it will not be objectionable to adjacent Exhibitors. ICF, Inc. reserves the right to have such finishing done at the Exhibitor’s expense, billing the Exhibitor for charges occurred.

3. No special signs, booth construction, apparatus, lighting fixtures are permitted in excess of 8 feet high with the exception of 3-side peninsulas and 4 sided islands, except by written agreement 30 days prior ICF, Inc. Peninsulas and islands may have structures (not signs or banners) higher than 8 feet, upon approval by ICF, Inc. Adjacent wall may not exceed 8ft. Interference with the light or space of other Exhibits if not permitted. All measurements shown in the floor diagram are not guaranteed but are as accurate as possible. ICF, Inc. reserves the right to make such modifications as may be necessary to adjust the floor plan to meet the needs of Exhibitors and the exhibits as a whole.

4. The Exhibition floor is carpeted therefore booth carpeting is optional.

5. All tables must be either finished or covered

6. No banners, signs or other structures may be hung from the ceiling, unless authorized by ICF, Inc.

7. The exhibitors may not bridge, canopy or carpet the aisles.

8. Exhibitors must show their identification number in their own sign the one provided.

EXHIBITOR REGISTRATION:

1. Each rental agreement provides for three (3) registration badges for the first booth and two (2) per additional booth at not cost. One (1) banquet* vouchers per contract, if two (2) or more booth banquets at not cost. See contract for additional badges.

2. The Exhibitors pre-authorized representative must pick up in the registration area identification badges, including those of authors and other personalities.

3. Exhibitors are asked to wear their badges at all times, including the time of set up and dismantling. Personnel hired by Exhibitors must also show proper identification (See enclosed application).

4. Lost identification will be replaced at a charge of $5.00 each. * ICF will be offer a reception during the Opening day and the Closing day and each Exhibitor two (2) persons would participate per booth.

ESPECIAL ACTIVITIES:

1. Exhibitors agree not to sponsor, endorse or conduct any activities for the delegates during the programmed convention hours.

2. Receptions and autograph session must be industry related, and a personality booth will be specially designated for such events. Any Exhibitor wishing to sponsor an event must obtain written authorization from the ICF, Inc. office 1(888) 834-6227 or 1(407) 446-0090. To avoid traffic congestion, autograph will not be permitted in the booth less than 8 booths (20’x40’).

3. Exhibitors are permitted and encourage to sponsor meal functions for the delegates, within the convention, s long as they adjourn before the time programmed for the following scheduled session. These functions must be coordinated with the Multiplex through ICF, Inc. office, and Exhibitor must contact the IC, Inc. office for availability.

4. Only Exhibitors are allowed to make special offers or to sponsor special activities or personality sessions. These must be received in the Multiplex Office as soon as possible to receive due promotion.

INCENTIVES, GIVE AWAY, ETC.

1. In order for exhibitors drawing or giveaways to be legal, they can not be based on orders or commitments on any kind.

2. Special offers and/or gifts can be restricted to those clients attending the convention, provided they are previously advertised to the entire trade prior to the convention.

3. ICF, Inc does not encourage giveaways to persons that are not delegates or employees of the delegate.

EXHIBIT HOURS, SET UP & DISMANTLING:

Exhibit hours are limited to those in the official program.

Tentatively they will be:

• Dates Pending

Set Up:

• Dates Pending

Dismantling:

• Dates Pending

SALES:

1. As Exhibitors in a book fair, sales to the public are permitted and encouraged.

2. In order to comply with the laws of the state Libre Asociado de Puerto Rico.

3. Exhibitors are responsible for collecting the money for retail sales in their booth. They are also responsible to make any necessary arrangement with the ISF for the use of credit card machines, cash register, etc.

4. Wholesale are permitted on the floor. However, absolutely no delivery of wholesale merchandise sale be permitted on the floor. NO EXCEPTIONS. Exhibitor must take order, and ship at a later date from its own warehouse, or deliver to customer after the exhibition closes.

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