Rules and Regulations

• The use of a fog machine must be approved by Exhibit Services before arriving on show site. Approval is based on convention center requirements. The use of any chemicals is strictly prohibited. The direction of the smoke/fog must be towards the inside of the sponsor’s booth space. Smoke/fog cannot be directed toward the aisles.
• All aisles must be clear of exhibits. Interviews, demonstrations, and distribution of literature must be made inside sponsor’s booth. All aisle carpet must be produced and installed by the show's General Services Contractor.

Aisles

All aisles must be clear of exhibits. Interviews, demonstrations, and distribution of literature must be made inside sponsor’s booth. All aisle carpet must be produced and installed by the show's General Services Contractor

Copyrighted Materials

Sponsors agree not to play, broadcast, perform, or distribute any copyrighted material owned by others without first obtaining (at its own expense) all necessary rights and licenses and paying in full all required royalties or other fees.

Structural Integrity

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring sponsors, hall laborers, or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Sponsors should ensure that any display fixtures, such as tables, racks, or shelves, are designed and installed properly to support the product or marketing materials to be displayed.

Exhibit Activities/Demonstrations

"Live" demonstrations and costumed characters for promoting Sponsors products will be permitted on the Exhibition floor only within the confines of sponsors booth as long as it is pre-approved by show management. Any activities taking place on the exhibit hall floor without show management approval must be ceased immediately upon show management notification.

Exhibit Space Lighting and Sound

Without exception, all light and sound must be contained within, and directed into, the footprint of the contracted exhibit space. Additional lighting may be brought in for the exhibit space; however, this lighting must be restricted to the contracted exhibit space. Lighting should not shine onto the aisles or into a neighbor’s exhibit space. * Max sound level is 75 decibels.

Electric Vehicles

More information to come. Please email sponsorsuccessvegas@insuretechconnect.com if you have specific questions regarding electric vehicles in your booth space.

The following display rules have been designed using the IAEE (International Association of Exhibitions and Events) guidelines and modified to incorporate some of the needs of the many international sponsors who are present at Clarion Events'. Every attempt has been made to maintain fairness to sponsors in booths of all sizes and to maintain clear lines of sight to neighboring booths. These rules will be enforced in the exhibit hall, and you must have written approval from Clarion Events to display anything that does not adhere to the limits set forth in this document. Please contact sponsorsuccessvegas@insuretechconnect.com if you have any questions regarding these display rules.

Linear Booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. They are also called “in-line” booths.

Dimensions

To maintain consistency and for ease of layout and/ or reconfiguration, floor plan design in increments of 10 ft (3.05m) has become the standard. Therefore, Linear Booths are most commonly 10 ft (3.05m) wide and 10 ft (3.05m) deep (10’x10’). Maximum back wall height limit: 8 ft (2.5m)

Use of Space

Regardless of the number of Linear Booths utilized, display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring sponsors. The maximum height of 8 ft (92.44m) is allowed only in the rear half of the booth space, with a 3 ft (0.91m) height restriction imposed on all materials in the remaining space forward to the aisle. Please contact your exhibit services managers regarding any equipment or display that will be higher than 8ft.

A Corner Booth is a Linear Booth exposed to aisles on two sides. All other guidelines for Linear Booths apply.

A Perimeter Booth is simply a Linear Booth that backs to a wall of the exhibit facility rather than to another exhibit.

Dimensions and Use of Space
All guidelines for Linear Booths apply to Perimeter Booths except that the typical maximum back wall height is 12 ft (3.66m).

A Peninsula Booth is exposed to aisles on three (3) sides and composed of a (4) 10’x10’ booths or (2) 10’x10’ booths.

Dimensions:
A Peninsula Booth is usually 20’x20’ (6.1m x 6.1m) or larger. When a Peninsula Booth backs up to two Linear Booths, the back wall is restricted to 3 ft (0.91m) high within 5 ft (1.52m) of each aisle, permitting adequate line of sight for the adjoining Linear Booths. Overhead hanging signs are not permitted for booths under 400 sq. ft.

A Peninsula Booth is exposed to aisles on three (3) sides and composed of a (4) 10’x10’ booths or (2) 10’x10’ booths.

Dimensions:
A Peninsula Booth is usually 20’x20’ (6.1m x 6.1m) or larger. When a Peninsula Booth backs up to two Linear Booths, the back wall is restricted to 3 ft (0.91m) high within 5 ft (1.52m) of each aisle, permitting adequate line of sight for the adjoining Linear Booths. Overhead hanging signs are not permitted for booths under 400 sq. ft.

*If a sponsors has an island bigger than a 20x40 and would like to create aisles within their cut booths, they should reach out to their Exhibit Services Manager as additional restrictions may apply.

Line of Sight - Inline Booths:
All inline booths must be conscious of the arrangement of display materials so as not to obstruct sight lines of neighboring sponsors. The maximum height of 8 ft is allowed only in the rear half of the booth space, with a 3 ft (0.91m) height restriction imposed on all materials in the remaining space forward to the aisle.

Canopies, including ceilings, umbrellas and canopy frames, can be either decorative or functional (such as to shade computer monitors from ambient light or for hanging products). Canopies for Linear or Perimeter Booths should comply with line of sight requirements (see “Use of Space for Linear or Perimeter Booths”).

The base of the Canopy should not be lower than 7ft (2.13m) from the floor within 5 ft (1.52m) of any aisle. Canopy supports should be no wider than three inches (3”). This applies to any booth configuration that has a sightline restriction, such as a Linear Booth. Fire and safety regulations in many facilities strictly govern the use of canopies, ceilings and other similar coverings. Check with the appropriate local agencies prior to determining specific exhibition rules.

Hanging signs and graphics may be permitted in Peninsula and Island Booths with Show Management and Venue approval, usually to a maximum height of 20 ft (6.1m). Whether suspended from above or supported from below, they should comply with all ordinary use-of-space requirements per the specific Venue Rules and Regulations (for example, the highest point of any sign should not exceed the maximum allowable height for the booth type).

Hanging Signs & Graphics should be set back 10 ft (3.05m) from adjacent booths. Approval for the use of Hanging Signs & Graphics should be received from Show Management at least 60 days prior to installation. Drawings must be available for inspection.

The standard booth height limit at the Exhibition is eight (8) feet, but this limitation is also determined by sponsors' booth size and location on the floor. The following chart will show the acceptable heights. However, any exhibit exceeding the regulated height restrictions (including signs) must be approved by Clarion Events regardless of booth size or location. If a sponsor desires to exceed the standard heights or has a booth over 400 sq. ft. net, you must submit a request in writing along with the booth design and dimensions of the proposed booth for approval to sponsorsuccessvegas@insuretechconnect.com 90 days out from the first move-in day.

*All height restrictions are subject to physical limitations of the Exhibition Hall. Prior to construction, sponsor has the responsibility to check on height capabilities for sponsor assigned location.

Hanging Signs & Graphics Height Restrictions

Hanging signs and graphics may be permitted in Peninsula and Island Booths with Show Management and Venue approval. Approval for the use of Hanging Signs & Graphics should be received from Show Management at least 90 days prior to installation. Drawings must be available for inspection.

Whether suspended from above or supported from below, they should comply with all ordinary use-of-space requirements per the specific Venue Rules and Regulations (for example, the highest point of any sign should not exceed the maximum allowable height for the booth type)

• Hanging Signs & Graphics should be set back 10 ft (3.05m) from adjacent booths.
• Signs must stay within the leased booth space without exception.

A Tower is a freestanding exhibit component separate from the main exhibit fixture. The height restriction is the same as that which applies to the appropriate exhibit configuration being used.

Towers exceeding 8’ (2.44m) must have drawings available for inspection and have Show Management and Venue approval. Fire and safety regulations in many facilities strictly govern the use of towers. A building permit may be required.

Exhibits with a full column in the booth area may utilize the column to enhance the booth design, provided fire cabinets and strobe lights remain visible and accessible. Column widths vary in size and Clarion Events recommends that sponsor contact its sponsor Services Manager if sponsor has any questions. Sponsor may use the columns to the maximum height within the perimeter of the booth only. Consult with the venue for specific measurements and location of columns prior to installation. Note: Columns with fire hoses will require special attention so that fire hoses always remain accessible.

A Multi-story Exhibit is a booth where the display fixtures exceed 12 ft (3.66m), including Double-decker and triple-decker Booths. The city building department needs to issue a building permit based on an application and drawings prepared and submitted by a licensed architect or engineer. Sponsor should obtain local building regulations early on to ensure that all time constraints are met. Any Sponsor looking to display a multi-Story booth should submit their planned design to sponsorsuccessvegas@insuretechconnect.com and we will begin the process to obtain the necessary approvals.

Multi-storied Exhibits require approval from the following:

• Clarion Events Show Management to ensure compliance with display rules
• The General Service Contractor to ensure that there are no physical obstructions that will create problems during setup
• The exhibit facility and/or relevant local government agency because it is deemed to be a “structure” for building purposes.

The rules set in place by convention centers and their local fire marshals vary from city to city with regards to the level of fire alarms, sprinklers, extinguishers, etc., that are required in multi-story booths. Stamped engineering drawings will need to be submitted for approval by the fire marshal, Clarion Events, and the General Service Contractor will need a copy of the approved booth on fire before booth construction may commence.

Please contact Clarion Events Show Management for additional information and if possible include drawings or renderings of the proposed design. Show Management will determine if the proposed design works with our display rules and will forward the design to the show’s General Service Contractor. The Contractor will work with the local fire marshal to give structural approval of the design.

• Without exception, all light and sound must be contained within, and directed into, the footprint of the contracted exhibit space.
• Additional lighting may be brought in for the exhibit space however this lighting must be restricted to the contracted exhibit space. Lighting should not shine onto the aisles or into a neighbor’s exhibit space.
• Sound must not be at a level that interferes with normal levels of communication in neighboring exhibit space and not exceed 75 decibels.

Vehicles to be displayed indoors must adhere to the following guidelines and display will likely be inspected on-site by the local fire marshal. Sponsor wishing to have a vehicle in their booth must notify The Expo Group 45 days prior to move in.

• Gas tank must be no more than 1/8 full.
• Battery must be removed or disconnected.
• Gas tank must feature a locking cover or cover sealed with tape.
• Ignition keys removed.
• Propane or similar compressed gas tanks removed.
• A fire extinguisher must be present in any booth featuring a display vehicle.
• Other guidelines may apply depending on the individual Venue Rules and Regulations.

• Balloons filled with helium or hydrogen are not permitted (tethered or untethered, controlled or stationary)
• Balloons filled with air may be suspended from the ceiling in exhibits with a minimum size of 400 sq ft (36 sqm), pending Venue approval. In this instance, these will be treated as hanging signs. Please refer to hanging sign rules in this document for additional information. This should be designed so that the balloon is stationary and will not sway in the air flow of open doors or air conditioning.
• Other guidelines may apply depending on the individual Venue Rules and Regulations.

• All materials used in display construction or decorating should be made of fire-retardant materials and be certified as flame-retardant.
• Sponsor should be aware of local regulations regarding fire/safety and environment, which must be adhered to.
• Sponsor should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.

• All 110-volt wiring should be grounded three-wire.
• Wiring that touches the floor should be a “SO” cord (minimum 14-gauge/three-wire) flat cord, which is insulated to qualify for “extra hard usage.”
• Cord wiring above floor level can be “SJ,” which is rated for “hard usage.”
• Using zip cords, two-wire cords, latex cords, plastic cord, lamp cord, open clip sockets, and two-wire clamp-on fixtures is not recommended and is often prohibited. Cube taps are prohibited.
• Power strips (multi-plug connectors) should be UL approved, with built-in overload protectors.
• High amperage/voltage outlets may come from overhead.
• We encourage Sponsors to order electrical early to ensure they budget appropriately.

Distributing literature or promotional items outside of the contracted booth space is prohibited. If additional space is needed, please contact your sales manager to purchase additional exhibit hall floor space.

Sponsor shall observe and abide by all applicable federal, state, and local laws, codes, ordinances, rules, and regulations, as well as all rules and regulations of Clarion Events and the Exhibition hall. Sponsor shall conduct itself, and shall require its agents, employees, independent contractors, and representatives, to conduct themselves, always in accordance with customary standards of decorum and good taste in the industry.

Sponsor agrees not to play, broadcast, perform, or distribute any copyrighted material owned by others without first obtaining (at its own expense) all necessary rights and licenses and paying in full all required royalties or other fees.

"Live" demonstrations and costumed characters for promoting Sponsor products will be permitted on the Exhibition fl oor only within the confi nes of sponsors booth. Sponsors shall not conduct any activities in aisles or in space other than sponsors booth space. All sound amplifi cation devices and other sound-producing equipment and activities shall be limited to reasonable volume levels (no louder than 75 decibels) which shall not project beyond the boundaries of sponsor booth space or otherwise interfere with the Exhibition or other sponsors activities. An audiometer may be used to measure sound levels. Clarion Events reserves the right to bar or eject sponsor from the Exhibition and/or close sponsors booth for failure to comply with any provision of the Agreement.

Any sponsors promoting giveaways from their booths which generate additional trash are required to order porter service for their booth. sponsors who require porter service for their booths, but do not order it, will automatically be billed for this service. Any wooden crates or large containers left on the show fl oor (not labeled as empty storage) will be subject to an additional fee for dismantling and disposal.

Sponsors understand and agree that it may not assign the Agreement, in whole or in part, or any rights thereunder to any third-party without the prior written permission of Clarion Events. In addition, sponsors are not authorized and have no right to sublet any portion of its exhibit space or booth without the prior written permission of Clarion Events.

Sponsor grants to Clarion Events a fully-paid, perpetual, worldwide, non-exclusive license to use, display, and reproduce (in print, electronically, or otherwise) Sponsors name, trade names, logos, and product names in any listing of those companies exhibiting at or registered to exhibit at the Exhibition and in Exhibition promotional materials. In addition, the sponsor authorizes Clarion Events to take photographs of the sponsor's booth, exhibit, and staff during, before, or after the Exhibition and to use such photographs for any legitimate promotional purpose of Clarion Events.

Materials may be stored behind your booth during the show however all materials stored must be masked/covered so they are not visible. A drape or cover may be ordered through the General Services Contractor.

Any unsightly booth areas must be masked off by sponsors. This is commonly done with drape. Clarion Events, in its sole discretion, will determine whether booths are unsightly or have unsightly areas

inside Venue All proposed drones or UAS use by a sponsor in the venue must be pre-approved by Clarion Events and the venue no later than thirty (30) days before the fi rst day of the event and the operation of all drones must comply with the following rules.

• Visual Line of Sight must be maintained, and is defi ned as: unaided (corrective lenses and/or sunglasses accepted) visual contact between a pilot in command and an unmanned aircraft sufficient to maintain safe operational control of the aircraft
• The pilot in command (PIC) must hold either an airline transport, commercial, private, recreational, or sport pilot certificate.

Prior to starting operations, the pilot must provide a Certificate of Insurance in a form acceptable to Clarion Events

• Sponsor will be responsible for all personal injury or property damage caused by the operation of the UAS. Sponsors Liability Insurance shall include a rider to cover all UAS activity
• To obtain pre-approval, the sponsor must disclose the nature and frequency of UAS use and provide the operating specifications of all UAS to be flown.
• All Unmanned Aircraft Systems must be operated in a safe and reasonable manner
• Clarion Events or the venue may require a fire watch depending on the proposed use of the UAS. The costs of any fire watch shall be prepaid by sponsor.
• UAS operation is subject to the same restrictions of video on the Exhibit Floor as stated in the terms and conditions of the Exhibit Space Agreement
• UAS use is subject to additional Venue rules and regulations
  • All UAS use shall comply with all applicable federal and other laws
  • Sponsor shall defend and indemnify Clarion Events from all claims, suits, damages, judgments, or losses, of any kind made by any third party relating to the sponsor's use of drones and such indemnification shall include Clarion Events’ reasonable attorney’s fees.

Any sponsor in violation of the Use of Unmanned Aircraft Systems Policy will immediately cease and desist operation of the UAS and may be subject to further governing body sanctions. Furthermore, if the prior approved use is deemed by Clarion Events, at its sole discretion, to be a nuisance to other sponsors or attendees, Clarion Events may prohibit or otherwise restrict the use of the UAS. Sponsors agree that Clarion Events’ decisions and discretion in such matters are final.

All proposed UAS use by an sponsors must be pre-approved by Clarion Events and the venue no later than thirty (30) days before the first day of the event and the operation of all drones must comply with the following rules.

• Any operation that does not meet the statutory criteria for a public aircraft operation is considered a civil aircraft operation and must be conducted in accordance with all FAA regulations applicable to the operation. There are presently two methods of gaining FAA authorization to fl y civil (non-governmental) UAS:
  • Section 333 Exemption**
  • Special Airworthiness Certificate (SAC)
• Visual Line of Sight must be maintained, and is defined as: unaided (corrective lenses and/or sunglasses excepted) visual contact between a pilot in command and an unmanned aircraft sufficient to maintain safe operational control of the aircraft
• The pilot in command (PIC) must hold either an airline transport, commercial, private, recreational, or sport pilot certificate. The PIC must also hold a current FAA airman medical certificate, or a valid U.S. driver’s license issued by a state, the District of Columbia, Puerto Rico, a territory, or the Federal government
• Prior to starting operations, the pilot must provide a Certificate of Insurance in a form acceptable to Clarion Events
• Sponsors will be responsible for all personal injury or property damage caused by the operation of the UAS. Sponsors Liability Insurance shall include a rider to cover all UAS activity
• To obtain pre-approval the Sponsor must disclose the nature and frequency of UAS use and provide the operating specifications of all UAS to be flown.
• All Unmanned Aircraft Systems must be operated in a safe and reasonable manner

Clarion Events or the venue may require a fire watch depending on the proposed use of the UAS. The costs of any fire watch shall be prepaid by Sponsor.

In compliance with the Convention Center’s Rules and Regulations, outside food and beverages will not be permitted on the property of the Convention Center during INSURTECH CONNECT. All Full Conference Delegate Registrations include access to the delegate lunch, which is in the Exhibition Hall.

Sponsors that leave excessive literature and/or display materials in their booth at the end of the published move- out time will be deemed to be guilty of “material abandonment”. Any charges incurred on behalf of show management to remove the abandoned materials to ensure that show management can comply with the published move-out schedule of the facility as stated in their license agreement for the event will be billed to the Sponsor directly. Show Management & the facility will NOT be responsible for the recovery of abandoned materials that are left in an Sponsors booth past the move-out dates/times as published in the Sponsor Manual.

PLEASE NOTE: If using a non-official contractor to set-up and/or dismantle your exhibit, the required form to request for set-up by non-official contractor along with the Certificate of Insurance naming the Official General Contractor as an additional insured, must be received by the specified deadline in the Sponsor Manual. Otherwise labor will have to be hired from the General Contractor by the non-official contractor for them to supervise your exhibit. These stipulations are strictly enforced to protect you, show management and the General Contractor. Boxes in a room with blue curtains

Pictures below represent unsightly booth storage and booth displays that are not allowed.

Thank you for adhering to these display rules. Please do not hesitate to contact your Sponsor Success Team sponsorsuccessvegas@insuretechconnect.com if you have any questions regarding your exhibit. If possible, please include a graphic of your booth design with your email to assist us in answering your questions quickly and accurately.