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April 25-28, 2022
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NEW ORLEANS | ERNEST N. MORIAL CONVENTION CENTER

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Floor Information & Policies

There are many details when planning an exhibit. We encourage all exhibitors to review the categories below for answers to questions that may arise when planning for the show.

Exhibitor Logistics

  • Complimentary exhibitor badges, based on your booth size: 
Booth Size Badge Allotment 
100 SF 
200 SF 
300 SF 
400 SF 
Greater than 400 SF 9 + 1 badge per additional 100 SF   (i.e. 600 SF = 11) 

Exhibitor badge requests in excess of the allotment will be charged $70.00 per registrant. These badges are for booth staff and not company representatives that do not have a direct relationship to the exhibit or those directly involved in staffing the booth. 

  • Unlimited reduced rate One Day Exhibits Only Guest Invitations for admission to the Show for your invited guests. 
  • Product listing in the official on IEEE PES T&D Web site and mobile app. 
  • Use of contracted floor space. 
  • Standard flameproof booth equipment for: 
              1. Linear booths 
                   • 8’ high pipe and drape backwall 
                   • 3’ high pipe and drape side rails 
                   • 7” x 44” booth identification sign (company name and booth number.) 
              2. Split-Island booths 
                   • 8’ high pipe and drape backwall 
                   • 7” x 44” booth identification sign (company name and booth number.) 
  • Management provides aisle carpeting, Midnight Blue. (Booth carpet/floor covering is required for all exhibits and must be provided at the exhibitor’s expense.) 
  • General exhibit hall lighting, air-conditioning or heating (during show days only). 
  • Onsite Exhibit Management Office to provide assistance during set-up, show days and dismantle starting Thursday, April 16.

Often exhibitors new to a particular trade show are unsure where to begin when budgeting for booth properties. Click here for a Common Exhibitor Costs form that provides package costs as well as pricing on services most frequently used. The full exhibitor manual will be available in the spring of 2021.

Date Hours 
Tuesday, April 26 10am – 5pm 
Wednesday, April 27 10am – 6pm 
Thursday, April 28 10am – 3pm 

The target floor plan will be available in late June 2021.  These target dates will be based on the initial floor plan and subject to change. Exhibitors are encouraged to verify their target move-in date prior to finalizing their onsite schedule and travel arrangements. To accommodate all exhibitors in the most efficient manner we are asking each company to honor their target date. Click here to view the daily access schedule. 

  • All linear booths (10′ x 10′, 10′ x 20′, etc.) can begin moving in on Saturday, April 23.  
  • Target move-in begins at 8:00am on Thursday, April 21. This does not mean you personally need to be there unless you wish to oversee the unloading. Your shipment will be taken to your booth and will be there upon your arrival. 
  • Move-out begins at 3:01pm on Thursday, April 28 – Early move-out will not be permitted.  
  • All exhibitor materials must be removed by Saturday, April 30, at 12 noon.  
  • All carriers must check-in by 8 am, Saturday, April 30 or freight will be re-routed. 

The deadlines are not confirmed at this time, but the discount deadlines are the dates our official vendors will honor advance orders with discounted rates. For all Freeman services (furnishings, labor, A/V, shipping, etc.) the deadline will be around March 28. For all of the Convention Center services, (electrical, internet, catering, etc.) the deadline will be around March 28. Final and additional deadlines will be available in the online exhibitor manual in November 2021. 

Each company is assigned a target move-in date, the day your shipment should arrive if you are shipping by truck to be unloaded at the dock at the convention center. Each date is determined by Freeman based on the booth’s size, location, and time allotted for access to the hall. Generally the earlier target move-in dates are determined by the size of the booth and the distance from the freight door. Adhering to the target move-in date is vital to allow all exhibitors accessibility to their booths and to guarantee the show is able to open on schedule. 

The target floor plan will be available in June 2021. These target dates will be based on the initial floor plan and subject to change. Exhibitors are encouraged to verify their target move-in date prior to finalizing their onsite schedule and travel arrangements.  To accommodate all exhibitors in the most efficient manner we are asking each company to honor their target date.  

Material handling (drayage) is the service of receiving freight at either the advance warehouse or show site. This service includes the following: 

  • Acceptance of freight shipped to advance warehouse (freight accepted March 7 – April 15) TENTATIVE 
  • Storage of up to 30 days prior to move-in 
  • Delivery of freight to show site OR acceptance of freight delivered directly to show site 
  • Delivery of freight from dock to booth 
  • Pick up and storage of “empty” crates/boxes for duration of show 
  • Delivery of “empties” from storage back to booth for move-out 
  • Freight transferred from booth to dock for return shipment 
  • Loading of crates/boxes onto outgoing carrier 

How – Inbound Shipment 

  • Check out the weight of your exhibit. Lightweight designs save on shipping and drayage. 
  • Remove old shipping labels and attach clean labels with your company name and booth number clearly marked. 
  • Be sure to attach a rider to your insurance policy from the time your exhibit and product leave your possession until it is returned. Your company is responsible for your exhibit and product. 
  • Shrink-wrap all your cartons onto a skid to avoid any special handling charges. Be sure to securely pack and tape your boxes. 
  • Ship prepaid and keep an inventory and the PRO numbers of all your shipments. 
  • Alert Freeman if you are shipping less than you initially estimated. This will not only save you money, but also expedite the move-in process for you and other exhibitors. 
  • If delivering to the advance warehouse, confirm delivery with both Freeman and your shipping company. 
  • Make sure that all shipments are accompanied with a certified weight certificate. 

International Shipment 

Also, in the exhibitor manual is a list of preferred vendors, including our preferred International Freight Forwarder 

AGILITY FAIRS & EVENTS LOGISTICS LLC  

Attn: Colin May 

1100 S Tamiami Trl, Ste B  

Venice, FLORIDA 34285 USA  

Telephone: 941-861-8930  

Fax: 941-237-5681 

Website: http://www.agility.com/fairs-events  

Email: [email protected]  

WHERE 

To send the boxes care of Freeman to arrive directly at your booth you have two options (both do incur material handling charges from Freeman) 

  1. Advance Warehouse (shipments can arrive between March 19 – April 8, shipments received after April 8 are subject to a surcharge) Exhibitor Name/Booth Number 2020 IEEE PES T&D c/o Freeman 2500 West 35th St. Chicago, IL 60632   
  2. Direct to Show site (shipments should arrive on your target move-in date, Shipments must arrive between April 21-25)  Exhibitor Name/Booth Number 2018 IEEE PES T&D C/O Freeman McCormick Place 2301 S Lake Shore Dr. Chicago, IL 60616-1497   

Further details and costs are available online in the exhibitor manual. You may also confirm your target move-in date through the exhibitor manual by selecting “Show Information” in the menu and then entering your booth number.  

WHEN 

  • Ship in advance to the warehouse. Shipments to the warehouse can arrive between March 7 – April 15 (tentative, final dates provided in the exhibitor manual in the fall of 2021). 
  • Schedule your shipment to arrive during the published hours (8am – 3:30pm, drivers must check in by 2:30pm) for freight receipt at the warehouse to avoid unnecessary surcharges. 
  • Be sure you hit your target move-in date and time. Penalties will be assessed if materials arrive before or after your target move-in date. 
  • For onsite deliveries, expect at least a 3-hour wait for your materials to be unloaded from the time your truck checks in at the marshalling yard. For afternoon arrivals it is wise to order labor for the following day. 
  • Check-in to the marshalling yard on straight time. Check in prior to 2:30pm to insure same day delivery. 

Outbound Shipment 

  • Make return shipping arrangements in advance. 
  • Prepare and pack labels for your outbound shipment prior to the show. 
  • Avoid forced shipments on the outbound. Contract only with carriers familiar with the tradeshow industry. 

Freeman has the capabilities to design a custom booth developed to meet your specific goals and requirements. You may choose a custom designed booth, or to save money, you may choose to rent a standard or deluxe hardwall unit. The standard packages will be available with the exhibitor manual in the fall of 2021. You can contact Lori Duckett at Lori.Duckett@Freemanco.com or (702) 579-1424 for a custom designed booth. 

Exhibitor Appointed Contractors (EACs) are independent contractors hired by exhibiting companies. These are companies that are typically signatory to the local unions. They can include labor building your booth, booth supervisors, booth designers. independent display companies, etc. An EAC will only be granted access to the show floor if show management has received the EAC Authorization form and a valid Certificate of Insurance. They will not have access to the exhibit hall on show days. The EAC submittal form is available on the main EAC page. The deadline to submit the online EAC form is March 21, 2022. 

EAC companies that are not registered and have approved insurance will not be allowed to work on the property.  

Exhibitor Registration

Exhibitors who wish to attend the technical sessions may add one of the three following options to their normal Exhibitor Personnel Registration. These options will be available through the exhibitor registration portal once attendee registration opens in November. 

  1. Conference Single Session Pass: An exhibiting company may purchase a “Conference Single Session Pass,” which is valid to attend a single technical session that is part of the overall T&D conference. Please note exhibitors must have the Conference Single Session Pass (ticket) as well as their exhibitor badge (company names on both badge and ticket must match). Ticket must be surrendered at the session attended. Valid for 1 session only. Each pass is $55and the company can purchase as many as needed and distribute to their employees onsite. 
  2. One Day Conference Registration: Any booth personnel may add a One Day Conference Registration Pass to their booth personnel registration. The cost of the one day is $375. You may add this option to any booth personnel, but it is specific to the person you choose at the time of registration and you must choose the desired day at the time of registration. 
  3. Full Conference Registration: Any booth personnel may add the Full Conference Registration to their booth personnel registration. The cost of the full conference registration is dependent on the individual’s membership status with either IEEE or IEEE PES as these members receive a significant discount. You may add this option to any booth personnel, but it is specific to the person you choose at the time of registration. You will need their membership number at the time of registration. 

Booth Rules

Booth Construction

Exhibitors are to abide by specific display regulations for all booth configurations. 

Notwithstanding any display regulations, display material in an island booth may not exceed 20 feet in height, and no signs, banners, etc. may be hung from the ceiling. Show management shall authorize the official contractor to cover any exposed unfinished backwall, sidewall and to carpet all uncovered floorspace at exhibitor’s expense if undone by the exhibitor by 4:00 p.m. Monday before opening day. 

OBSTRUCTION OF AISLES OR BOOTHS 

Any demonstration or activity that results in excessive obstruction of aisles or prevents ready access to adjoining Exhibitors’ booths shall be suspended for any periods specified by Exposition Management. 

END-CAP BOOTHS 

End-caps are NOT permitted. Linear booths must be next to each other (not back-to-back) – cannot combine two end booths to face a “main” aisle. 

Island booths are surrounded by four aisles, may be built to a maximum height of 20 feet.  An island booth with any dimension greater than 30 feet and a perimeter wall greater than 4 feet in height must have an opening of at least 10 feet wide every 20 feet. 

You must also comply with the facilities guidelines if you plan on constructing a double deck booth or an enclosed meeting space within your booth space.  

MULTI-LEVEL BOOTHS OR CEILINGS (INCLUDING TENTS): 

Detailed plans of multiple-story or enclosed booths must be submitted at least two months prior to move-in.  

  • Plans must indicate if the exhibit is multiple-story and/or enclosed with a ceiling.  
  • Ceiling clearances in the MCC vary from 26′ 4″ to 59′, with most areas having a minimum clearance of 30′.  
  • Multiple-story booths cannot be located under passenger or utility truss ways. Booth plans must specify the maximum number of occupants, and must have structural engineer’s stamp certifying the maximum occupant load capacity.  
  • Certain booths may require Fire Watches, electrical  ventilation, smoke detection devices, fire extinguishers, multiple exits, etc., as required by Fire Prevention Officials. 

Contact the MCC Public Safety Department for specific requirements for your exhibit. 

TENTS, AWNINGS AND/OR CANOPIES 

The use or display of tents, awnings, or canopies requires prior written approval of both the MCC and the New Orleans Fire Prevention Division. Written requests must be submitted to the MCC at least two months prior to move-in and must include detailed plans showing size, height, location, anchoring details, and certification of flame retardancy for all materials. MCC does not allow exhibitors to drill into the floor. 

Split island booths are surrounded by three aisles.  

Booths 400 square feet or greater that back to another booth of 400 SF or greater size.  The dividing back wall may reach to a maximum height of twenty feet (20’) the entire width of the backwall. The back of the dividing back wall that faces the neighbor must be clean and clear of any logos, names, or graphics. 

An Inline or standard linear booth is a booth of any length, that is 10′ deep. Typically these booths are 10×10 to 10×40. The ability to have products or services easily seen by attendees as they walk the aisles is essential to all exhibitors, and that is the basis for including a Linear Booth Line-of-Sight setback rule. 

No display material may exceed a height of 8 feet along the backwall line.  Side dividing partitions separating an exhibitor from the neighboring booth(s) may extend to a maximum height of 8 feet for one-half of the distance from the backwall line to the aisle line.  In the remaining half distance to the aisle line, no display material may exceed a height of 4 feet  

**Due to social distancing and COVID guidelines, for 2022 show management will allow the use of a clear plexi divider on both sides of a linear booth. Material used must allows for line of sight between companies. 

Use of Space 

Regardless of the number of Linear Booths utilized, e.g. 10ft by 20ft, 10ft by 30ft, 10ft by 40ft, etc., display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8ft is allowed only in the rear half of the booth space, with a 4ft height restriction imposed on all materials in the remaining space forward to the aisle. 

An Extended Header is permitted if the linear booth is 20ft or longer. Exhibitors with a 10×20 or longer booth may utilize a center (or corner) extended header. All other linear booth rules apply except that the center extended header has a maximum height of 8ft, a maximum width of 20 percent of the length of the booth, and a maximum depth of 9ft from the back wall. 

Perimeter booths are located along perimeter walls of the exhibit hall. The booths will back up to the buildings actual walls, with no other booths behind them. 

Exhibiting companies may construct backwalls to a maximum height of 12 feet.  Partitions separating the sides of an exhibitor’s booth from the neighboring booth(s) may extend to a maximum height of 12 feet, one-half of the distance from the backwall.  In the remaining half distance to the aisle line, no display material may exceed a height of 4 feet. 

General Booth Rules

FLOOR COVERING / BOOTH CARPET 

All floor space in your booth must be covered.  Show Management will authorize the official contractor to carpet, at the exhibitor’s expense, any booth space not covered by 4 p.m., Monday, April 25. 

DECORATIVE MATERIAL REQUIREMENTS 

All draperies, back-drops, floor coverings or other decorative material must be flame-proofed.  All paper and other flimsy material used for decorative purposes are prohibited. Per MCC guidelines:  Only non-combustible materials or fire-retardant wood may be used for exhibits, scenery, or props. All curtains, drapes, carpet, carpet padding, and decorative materials must be treated with a flame-retardant. The MCC rigorously enforces this regulation, and may field flame test any questionable materials. 

STORAGE 

MCC does not provide storage for crates or freight of any kind. Freeman will provide storage of crates and other packing materials as part of the material handling services. Combustible materials such as brochures, literature, giveaways, etc., within exhibit booths are limited to a one day supply. NOTHING may be stored behind booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. MCC inspects all exhibits to ensure compliance.  

Under no circumstances may the weight of any equipment or exhibit material exceed the Exposition Facility’s maximum floor load. The Exhibitor accepts full and sole responsibility for any injury or damage to property or person resulting from failure knowingly or otherwise, to distribute the load of its exhibit material in conformity with the maximum floor load specifications. Specs for any equipment that that may be close to this load should be submitted to Freeman, please be sure to indicate location of the equipment in your booth and on the overall floorplan. 

Contact: 

FREEMAN 

[email protected] 

The flooring of the MCC exhibit halls is concrete slab with a maximum load capacity of 350 pounds per square foot; some areas in Halls H through J have a maximum floor load of 500 pounds per square foot. If any equipment in an Exhibit exceeds the stated weight limits, exhibitor must supply the MCC with detailed plans of original equipment and weight load on all points, as well as plans showing proposed method of weight redistribution. A licensed structural engineer must certify plans. These plans must be received by the MCC at least three months prior to the event. The MCC reserves the right to utilize outside consultants, at the exhibitor’s expense, for field inspections and weight verifications. Please contact MCC’s Operations Department for more information. 

All live animals are prohibited, with the exception of guide and service animals. An exhibitor wishing to display live animals as an integral part of an exhibit must furnish the MCC with show management’s written approval before any waivers can be made. All approved live animal displays must be located at least 150 feet from any food and/or beverage service. Waiver of this prohibition may depend on type, size, and number of animals, their containment method; handler/trainer supervision, required insurance certificates, etc. Contact the MCC Event Services Department for information. 

The use of sound systems is permissible, provided they are not audible more than 3’0” into the aisle or into neighboring booths, and that the sound is directed exclusively into the exhibitor’s booth. Exposition Management shall have absolute control over this regulation, the intent of which is to ensure that sound systems shall not audibly objectionable to neighboring Exhibitors. Sound amplification may be used by an Exhibitor only for the dissemination of information to the IEEE PES audience directly relating to products and/or services of the particular company displaying such products and/or services at the IEEE PES T&D Conference. No image may be projected outside the booth space or to a height greater than ten feet from the floor. 

ELECTRICAL – 24-HOUR POWER 

Electrical: If uninterrupted power supply is required for the full duration of the show, please order 24 hour power. Electricity is turned on 30 minutes prior to show opening and turned off 30 minutes after the show closes on show days. Power will be turned off immediately after final show closing. If you require power outside of actual show hours, special arrangements should be made in advance. Additional charges may apply. 

LIGHTS OUT 

If you require the lights be out over your booth you must notify show management in writing prior to March 21, 2022.  Lights out will only be permitted for large island booths where the light is 100% inside the perimeter of their booth. Exhibitor may also be charged if additional lighting is required for neighboring booths due to a lights out request. There will be a charge to you to have these lights turned out.  You must also be present on Monday, April 24 while this is being done. 

No display material of any kind, including, but not limited to, signs, banners or logos may be suspended from the ceiling.  No balloons or blimps may be suspended or tethered. Island booths may hang truss for lighting purposes, but no signage or display materials may be attached to this truss. If your ground supported equipment needs special tie-offs to the ceiling for additional safety, please contact Shawn Boon, [email protected] for approval in advance. 

No “sold” signs or signs of any nature which designate prices or notices of sales are permitted. Signs identifying a machine or product (other than the nameplate that is factory installed) supplied by or manufactured by a non-exhibiting company may not be displayed. Electric flashers or signs involving the use of neon or similar gases are prohibited. Should the wording on any sign or area in an Exhibitor’s booth be deemed by Exposition Management to be contrary in any way to the best interest of the Exhibition, Exhibitor shall make such changes or remove signs as requested by Exposition Management’s decision will be final in such matters. 

EQUIPMENT / MACHINERY DISPLAY – INCLUDING TRUCK RESTRICTIONS AND FLOOR LOAD LIMITS 

Machines may be exhibited in their normal commercial form, regardless of height, but please plan accordingly for oversized equipment. While the ceiling height is 40′ equipment must fit through the dock doors. We encourage all exhibitors to contact Freeman with exact equipment specifications prior to finalizing equipment display plans.  All equipment must be placed at least one foot inside the booth from the aisle line.  Further, companies must try whenever possible to avoid blocking the view of a neighboring booth. 

All demonstration equipment including the operator’s position must be located at least one foot removed from the aisle line of the exhibit area. 

STATIC VEHICLES ON DISPLAY 

Vehicles may not be displayed without the prior written approval of the MCC Public Safety Department. Any fuel-powered vehicle on static display must have the smallest possible amount of fuel, not more than 1/8th tank or 10 gallons, whichever is less. The gas cap must be locked or sealed by tape; batteries must be disconnected. One key to the vehicle must remain in the booth at all times. Vehicles may not be started, run, or moved during event hours. 

RUNNING FUEL-POWERED MOTORS OR MACHINERY 

All fuel-powered motors must have an exhaust system that will prevent any fumes from being emitted. Prior MCC  approval is required. A Fire Watch may be required; please contact the MCC Public Safety Department. 

UNION LABOR AND OFFICIAL CONTRACTORS 

The Exhibitor shall comply with any union requirements regarding the installation, operation and dismantling of its exhibit then in effect at the Exposition Facility and shall respect all Exposition Facility contracts and rules. Exposition Management may permit the Exhibitor’s own full time employees to perform some specific work within its exhibit space; in no event shall unauthorized independent contractor be permitted on the Exposition floor to perform work. The Group assumes no responsibility for failure to perform by contractors, their charges for services provided or for any other matter relating to contractors, unions or the Exposition Facility. 

FREIGHT HANDLING? 

As an employee of the exhibiting company (you must carry identification, such as medical card or payroll stub, to verify this fact) you have the right to hand carry some materials to your booth provided the following rules are adhered to: 

  • Must use specified access doors, may use main entrance into exhibit hall 
  • May not use freight/dock doors (except as specified for the ASUV program, details on the ASUV program will be available in the exhibitor manual, available in the fall). 
  • No material handling equipment may be used (i.e., carts, dollies, etc., however small 2-wheeled luggage carts are allowed) 
  • Materials must be able to be hand carried by one person 

MCC Exhibitor Policies

View the New Orleans Earnest N. Morial Convention Center exhibitor policies.

Exhibitor Contract Terms

SHOW SPONSOR AND EXPOSITION MANAGEMENT: PRINCIPLE PURPOSE: 

The term “Show Sponsor” as used herein shall mean The Power Energy Society, of the Institute of Electrical and Electronics Engineers, Inc. The term “Exposition Management” as used herein shall collectively mean the Canfield Event Management LLC, and any additional IEEE PES assigned contractors and those officers, committee, agents or employees of the Show Sponsor acting for or on its behalf in the management of the Exposition. Collectively Show Sponsor and Exposition Management further herein to be known as “Group”. The principle purpose of the Exposition is to stimulate interest in and demand for industry products, in general (herein “Principle Purpose”). No exhibitors shall engage in any activity inconsistent with the Principle Purpose. 

SUB-LEASING 

The exhibitor may not sublease its space, nor any part thereof, nor exhibit, offer for sale, give as a premium or advertise articles not manufactured or sold in its own name, except where such articles are required for the proper demonstration or operation of the Exhibitor’s display, in which case the identification of such articles shall be limited to the regular nameplate, imprint, or identification which in standard practice normally appears on them. The Exhibitor shall not permit non-exhibiting companies’ representatives to conduct or solicit business from within its space. Foreign Exposition Agencies may act as third-party agents to assist international companies in acquiring exhibit. These agents must receive written permission from Show Management prior to reserving any space. The decision of Exposition Management shall in all instances be final regarding use of any exhibit space. 

DEFAULT IN PAYMENT OF RENTAL 

Any exhibitor failing to pay the rental called for this agreement on or before the due date for such rental shall be deemed in default. In such event, and without further notice to exhibitor, Management shall have the right to use the space assigned to Exhibitor to suits its own convenience, including selling all or a portion of such space to other exhibitor(s) without any rebate or allowance to Exhibitor, and Exhibitor shall continue to be obligated to pay the full rental for such space. Management assumes no responsibility for having included the name of the canceled Exhibitor or description of his products in the show catalog, brochures, news releases or other materials. 

PAYMENT SCHEDULE & CANCELLATION OR REDUCTION PENALTY DATES: 

May 2021 through January 2, 2022 – 50% deposit is due within 30 days of reservation for booths reserved on or before January 2, 2022. Final 50% payment is due January 3, 2022. Booths canceled or reduced in size by January 2, 2022 are eligible for a refund of 75% of cost for canceled/reduced exhibit space (i.e. exhibit space $3200, paid $1600, refund of $800 due). January 3, 2022 – 100% payment is due within 30 days of reservation. Booths canceled or reduced in size after January 2, 2022 are not eligible for a refund even if space is resold. Any company cancelling all or part of their contracted exhibit space after this date will forfeit any payment previously made. 

FAILURE TO HOLD EXHIBITION.  

Neither party shall be held responsible for delays or non-performance caused by activities or factors beyond its reasonable control, including without limitation, war, weather, pandemics, strikes, lockouts, fires, acts of God, terrorism, cancellation of the trade show, or any other activities or factors beyond its control that makes it inadvisable, impractical, or impossible to hold the event, whether similar or dissimilar to any of the foregoing. If IEEE PES T&D is unable to legally convene due to ordinances put in place by local, state, and/or federal governments, exhibitors will be given the option to utilize their paid booth fee towards a virtual booth (if applicable), receive a refund of the paid booth fee or transfer paid booth fee to the next T&D event. It shall not, however, be entitled to reimbursement for out-of-pocket expenses incurred in connection with the event. Should any contingency prevent holding of the Trade Show, this lease shall terminate, and the exhibitor waives any claim for damages or compensation, and neither party shall have any further obligations against the other, except that IEEE shall refund to the exhibitor the amounts paid under the Agreement, less a pro rata share of IEEE’S actual expenses incurred in connection with said trade show. Said pro rata share of IEEE’S actual expenses is to be determined on the basis of the number of square feet of floor space assigned to the exhibitor in relation to the number of square feet of floor space assigned to all other exhibitors at the trade show under similar contracts with IEEE PES T&D. Exhibitors who decide to cancel their participation prior to an official event cancellation announcement from IEEE PES T&D will do so in accordance with the normal cancellation schedule, and will not be eligible for any additional refunds should IEEE PES T&D be forced to cancel the event at a later date.  

DEFAULT IN OCCUPANCY 

Any Exhibitor failing to occupy space contracted for is not relieved of the obligation of paying the full rental of such space. If not occupied by the time set for completion of installation of displays, such space may be possessed by Management and re-allocated or assigned for such purposes as it may see fit. 

LIMITATION OF LIABILITY/INSURANCE 

The Group and the Exposition Facility shall not be liable for any loss or damage to the property of the Exhibitor, its representatives, employees, agents or invitees, arising from theft, fire, accident, or any other cause whatsoever. The Group and the Exposition Facility shall not be liable for personal injury to the representatives, employees, agents or invitees of the exhibitor, which injuries may arise from, or be in any way connected with, the use or occupancy of the exhibit space. the Exhibitor will indemnify, save and hold the Group and the Exposition Facility harmless from any and all suits or claims for damages arising out of such property loss or damage or personal injury (including death) and shall pay and indemnify the Group and the Exposition Facility for all costs and expenses, including counsel fees, arising from the defense of such claims and suits. All property of the Exhibitor is understood to remain under its custody and control, in transit to and from, or within the Exposition, subject to the Rules and Regulations hereof. The Exhibitor should purchase and maintain floater insurance, in scope and in limits of coverage adequate to cover against damage or loss to exhibit material, and public liability insurance, in scope and in limits of coverage adequate to cover against injury to the person and property of others, Exposition Management reserves the right to establish specifications for insurance coverage by Exhibitors and any contractor hired by Exhibitors and to require certificated of insurance as evidence of said coverage prior to the staging of the Exposition. 

AMERICANS WITH DISABILITIES ACT 

Exhibitor shall have sole responsibility for ensuring that its exhibitor is in full compliance with the Americans with Disabilities Act and any regulation under that Act. Exhibitors will ensure the accessibility of its exhibit space, and agrees to old harmless and indemnify Show Sponsor, Exposition Management and the Exposition Facility against any claims, damages, loss or exposure, including reasonable attorney fees and costs, arising out of or related to any alleged ADA violation. Information regarding ADA compliance is available from the US Dept of Justice ADA Information Line (800-514-0301) and from web site www.usdoj.gov/crt/ada/infoline.htm

EU GENERAL DATA PROTECTION REGULATIONS  

Upon accepting these terms and conditions, exhibitor also understands and agree to the regulations put forth in the EU General Data Protection Regulations (GDPR) at www.EUGDPR.org.  

EXHIBITOR LISTINGS 

Every effort is made to ensure the accuracy of exhibitor listing in any promotional material. By signing the booth contract the exhibitor agrees to hold Show Sponsor and Exposition Management harmless for any error or omissions. 

INTELLECTUAL PROPERTY RIGHTS/MUSIC LICENSING 

Exhibitor represents and warrants that it shall comply with all Intellectual Property Rights (IPR) and copyright restrictions applicable to EXHIBITORS, including but not limited to, any music performance agreement between Show Management and ASCAP or BMI for meetings, conventions, trade shows and expositions. 

EXHIBITOR further represents and warrants that it shall obtain any additional permission, license or grant of authority required of EXHIBITORS under the IPR or copyright laws and be prepared to present SHOW MANAGEMENT with a copy of such license or grant no less than thirty (30) days prior to the start of the SHOW. EXHIBITOR shall indemnify and defend Show Management for its failure to perform the foregoing. EXHIBITORS who need assistance in protecting their own intellectual property rights should contact SHOW MANAGEMENT for additional assistance. 

INSTALLATION, SHOWING, DISMANTLING 

Hours and dates for installation, showing, and dismantling shall be those specified by Exposition Management. The Exhibitor shall be liable for all storage, handling and/or removal charges resulting from its failure to remove exhibit or waste material from the Exposition before conclusion of the dismantling period, as specified by Exposition Management. No exhibit material shall be dismantled or removed in whole or in part prior to the time specified for dismantling. Exposition Management may prevent removal of any exhibit before the time of Exposition closing. 

DAMAGE TO PROPERTY 

Exhibitor is liable for any damage caused by its representatives, employees, agents, or invitees to building floors, walls, or columns, or to standard booth equipment, or to other Exhibitors’ property. Exhibitors may not apply paint, lacquer, adhesive or other coating to building columns and floors or to standard booth equipment. 

HOUSING POLICY, HOSPITALITY FUNCTIONS 

Exhibitors shall have housing priority for accommodations and hospitality suites in officially designated hotels. However, applications for reservations by any Exhibitor for hospitality suites will not be accepted unless that Exhibitor is, at the time of application, current in its payments toward the costs of the exhibit space. The Exhibitor shall not host nor participate in any hospitality or entertainment functions for trade attendees, except for mid-day lunches, that coincide in time with the show hours of the Exposition or hours of the Technical Conference. 

ATTENDANCE 

Management shall have sole control over admission policies at all times. In no event shall any person under the age of 16 be admitted to the Exposition during show hours, installation or dismantle periods. 

EXHIBITOR’S ADMITTANCE DURING NON-SHOW HOURS 

Booth representatives will be permitted to enter the Exhibition at 8:00 a.m. each day of showing and will not be permitted to remain in the Exposition after the closing hour each night, with the exception of the final night. Exhibitors with special needs or events that require additional time must make arrangements with Exposition Management, please contact [email protected] 

BOOTH REPRESENTATIVES 

The Exhibitor’s booth representatives shall only be those employees or agents of the Exhibitor who are actually working in its exhibit space. Booth representatives shall wear exhibitor’s badge identification furnished by Exposition Management, at all times, Exposition Management may limit the number of Exhibitor’s booth representatives at any time. Any of the Exhibitor’s company personnel other than those working in its exhibit space must register as attendees at the Exposition. 

EXHIBITOR RELOCATION 

Show Management reserves the right to make changes at any time in the location, size, and display limits of any booth if this is in the best overall interest of the exhibition. Exhibitor acknowledges and agrees that it is not contracting for a specific exhibit space, but rather for the right to participate as an exhibitor at the trade show for a corresponding fee. Exhibits may not project beyond the space allotted or interfere with traffic or sightlines to exhibits of others Please note: it may become necessary to make changes to the placement of individual exhibit booths and/or the overall floorplan in order to adhere to local, state, and federal regulations regarding large gatherings in New Orleans, LA. Exhibitor is aware that guidelines are evolving and may change at any time. Every effort of prior notification will be made.   

DEMONSTRATION EQUIPMENT PLACEMENT 

All demonstration equipment including the operator’s position must be located at least one foot removed from the aisle line of the exhibit area. 

ARRANGEMENT AND HEIGHT OF EXHIBITS 

Exhibitors are to abide by specific display regulations for all booth configurations that are outlined in the Booth Rules section of this website. Display regulations will be repeated in the Exhibitor Manual which will be available online in Fall 2021. Notwithstanding any display regulations, display material in an island booth may not exceed 20 feet in height, and no signs, banners, etc. may be hung from the ceiling. Exhibitor agrees to adhere to all COVID-19 related safety precautions put in place by the Convention Center, local, state and federal regulations as they relate to exhibit decoration or structure. Exhibitors building special background or side dividers must make certain that the surfaces of such dividers are finished in such a manner as not to be unsightly to exhibitors in adjoining booths. Show management shall authorize the official contractor to cover any exposed unfinished backwall, sidewall and to carpet all uncovered floorspace at exhibitor’s expense if undone by the exhibitor by 4:00 p.m. Monday before opening day.  

FLOOR LOAD 

Under no circumstances may the weight of any equipment or exhibit material exceed the Exposition Facility’s maximum floor load. The Exhibitor accepts full and sole responsibility for any injury or damage to property or person resulting from failure knowingly or otherwise, to distribute the load of its exhibit material in conformity with the maximum floor load specifications. 

FLAMMABLE MATERIALS 

No flammable fluids or materials of any nature, including decorative materials, the use of which is prohibited by national, state or city fire regulations, may be used in any exhibit booth. 

LOTTERIES AND/OR CONTESTS 

The operation of games of chance or lotteries from within the Exhibitor’s space or the actual or simulated pursuit of any recreational pastime is permitted only on prior written approval from Exposition Management. All lotteries and contests must meet and follow all federal, state and local laws. 

NOISE AND ODORS 

No noisy or obstructive work will be permitted during open hours of the Exposition, and no noisily operating displays or exhibits producing objectionable odors will be allowed. Management will be the final judge of the objectionable noise or odor. 

SOUND AMPLIFYING, REPRODUCING EQUIPMENT 

The use of sound systems is permissible, provided they are not audible more than 3’0” into the aisle or into neighboring booths, and that the sound is directed exclusively into the exhibitor’s booth. Exposition Management shall have absolute control over this regulation, the intent of which is to ensure that sound systems shall not audibly objectionable to neighboring Exhibitors. Sound amplification may be used by an Exhibitor only for the dissemination of information to the 2020 IEEE PES audience directly relating to products and/or services of the particular company displaying such products and/or services at the 2020 IEEE PES. No image may be projected outside the booth space or to a height greater than ten feet from the floor. 

SAFETY DEVICES 

Exhibitor agrees to accept full responsibility for compliance with national, state, and city regulations in the provision and maintenance of adequate safety devices and conditions for the operation of machinery and equipment. All electrical wiring must meet building and all applicable local codes. 

OBSTRUCTION OF AISLES OR BOOTHS 

Any demonstration or activity that results in excessive obstruction of aisles or prevents ready access to adjoining Exhibitors’ booths shall be suspended for any periods specified by Exposition Management. 

REJECTED DISPLAYS 

Exhibitor agrees that its exhibit shall be admitted and shall remain from day to day solely on strict compliance with the Rules and Regulations herein laid down. Exposition Management reserves the right to reject, eject, or prohibit any exhibit in whole or in part, or Exhibitor or its representatives, with or without giving cause. If cause is not given, the Exposition’s liability shall not exceed the return to Exhibitor of the pro-rate amount of retail unearned at the time of ejection. If any exhibit or Exhibitor is ejected for violation of these Rules and Regulations or for other stated reasons, no return shall be made. 

SAMPLES; SOUVENIRS; RETAIL SALES 

Samples, souvenirs, publications, etc. may be distributed by Exhibitor from within its exhibition space. The distribution of any article that interferes with the activities in or obstructs access to neighboring exhibit spaces, or that impedes aisles, is prohibited. No article containing any product other than the products or materials made or processed or used by the Exhibitor in or as the product or service he sells may be distributed except by written permission of Exposition Management. Sales at retail, for delivery to purchaser on the Exposition premises, are prohibited. 

EXHIBITORS’ DISCUSSIONS / COSTUMES 

The Exhibitor’s booth representatives shall not conduct discussions, answer questions, or explain their products or services in aisles or in exhibit spaces other than their own. Exhibitors’ booth representatives wearing distinctive costumes, or carrying banners or signs separate from or as part of their apparel must remain in their own exhibit space. Booth representatives may not wear clothing that Management deems scanty or excessively revealing. 

“SOLD” SIGNS 

No “sold” signs or signs of any nature which designate prices or notices of sales are permitted. Signs identifying a machine or product (other than the nameplate that is factory installed) supplied by or manufactured by a non-exhibiting company may not be displayed. Electric flashers or signs involving the use of neon or similar gases are prohibited. Should the wording on any sign or area in an Exhibitor’s booth be deemed by Exposition Management to be contrary in any way to the best interest of the Exhibition, Exhibitor shall make such changes or remove signs as requested by Exposition Management’s decision will be final in such matters. 

UNION LABOR AND OFFICIAL CONTRACTORS 

The Exhibitor shall comply with any union requirements regarding the installation, operation and dismantling of its exhibit then in effect at the Exposition Facility and shall respect all Exposition Facility contracts and rules. Exposition Management may permit the Exhibitor’s own full-time employees to perform some specific work within its exhibit space; in no event shall unauthorized independent contractor be permitted on the Exposition floor to perform work. The Group assumes no responsibility for failure to perform by contractors, their charges for services provided or for any other matter relating to contractors, unions or the Exposition Facility. 

FOOD AND BEVERAGES 

The offering by the Exhibitor or consumption of food or beverages by its representatives, employees, agents, or invitees within it exhibit space is subject to any food and beverage contracts then in effect at the Exposition Facility. 

EXPOSITION PROMOTIONAL MATERIAL 

The promotional material of the Exposition may include statistics regarding prior stagings including attendance levels and characteristics, totals of exhibit space sold and other information. Notwithstanding these statistics, the Group makes no guarantee of specific attendance levels or characteristics or the amount of exposition space that will be sold. 

AMENDMENT AND INTERPRETATION OF RULES AND REGULATIONS 

Any matters not specifically covered by these Contract Terms and the Booth Rules shall be subject solely to the decision of the Group. These Rules and Regulations may be amended or supplemented at any time by Exposition Management, and upon publication all amendments or supplements so made shall be binding on Exhibitor with equal effect as the preceding Rules and Regulations. The Exposition Management reserves the right to render all interpretations to these Rules and Regulations and their application to specific Exhibitors. The judgment of Exposition Management will in all cases be final. The failure by Exposition Management to enforce a particular Rule or Regulation, whether by neglect or choice, shall not constitute a waiver on the part of the Exposition Management or its authority to do so. 

AGREEMENT TO RULES 

These Booth Rules & Contract Terms constitute a material part of the contract hereof, and the Exhibitor, for itself and its representatives, employees and agents agrees to abide by them and by any amendments, or supplements thereto that may be put into effect by Exposition Management.