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.
Click here for a more complete overview schedule of the Show.
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 27. For all of the Convention Center services, (electrical, internet, catering, etc.) the deadline will be around March 27. Final and additional deadlines will be available in the online exhibitor manual in the fall of 2019.
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 February 2019. 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.
The target floor plan is available here. 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.
All linear booths (10′ x 10′, 10′ x 20′, etc.) can begin moving in on Saturday, April 18. Target move-in begins at 8:00am on Thursday, April 16. 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 23 – Early move-out will not be permitted. All exhibitor materials must be removed by Saturday, April 25, at 12 noon. All carriers must check-in by 8 am of their final move-out day or freight will be re-routed.
Material handling (drayage) is the service of receiving freight at either the advance warehouse or show site. This service includes the following:
How – Inbound Shipment
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:
EXHIBITOR BILL OF RIGHTS - McCormick Place
Exhibitors and Show Management, using their own full time staff, may perform work in a booth of any size. They can work within the booth using their own ladders or hand tools, cordless tools, power tools and other tools designated by the McCormick Place. In addition to the work currently performed, they may also begin performing the following work within the booth:
Exhibitors can load/unload materials from automobiles and small utility vehicles at designated McCormick Place docks using their owned, non-motorized, non-hydraulic hand trucks an dollies.
ASUV (Automobile and Small Utility Vehicle) Program will be available for exhibitors that wish to load/unload their smaller privately owned vehichles (cars, vans, small trucks, etc.). Further details on the ASUV program will be available in the exhibitor manual, available in the fall.
This applies to display material, not your product set in its natural state. Complete display rules are outlined in rules by booth type section.
Standard inline booth – 8 feet
Perimeter booth – 12 feet
Island booths – 20 feet
IMPORTANT – Please be considerate of others when designing your booth, every exhibitor has the right to be visible!
Inline booths must not exceed 4 feet high, 5 feet in from the aisle (front half of the booth). Please be respectful of your neighbors when placing your product. 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. If you have questions on your booth type or the guidelines contact firstname.lastname@example.org.
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 will be available to all exhibitors in the fall of 2019. The deadline to submit the online EAC form is March 13, 2019.
McCormick Place registers all EAC company’s working in the facility. This registration process is subject to an annual fee and provides the following services:
EAC companies that are not registered will not be allowed to work on the property.
If you wish to host an event or meeting in your booth BEFORE scheduled show hours you must do the following.
If you are planning an event AFTER show hours you must comply with all of the above AND you will be required to hire a security guard to ensure your guests stay in your booth regardless of the size of the group. The security order form will be available in the online exhibitor manual in the fall of 2019.
If you are planning to serve refreshments at your event you will order from SAVOR, the exclusive caterer at the convention center, this order form will be available in the online exhibitor manual in the fall of 2019.
Machines may be exhibited in their normal commercial form, regardless of height, but please plan accordinly 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.
McCormick Place offers complimentary WIFI throughout the complex including its exhibit halls, meeting rooms and public space. This complimentary service should ONLY be used for non-mission-critical applications such as general web surfing and Internet-based email access. If you have any questions, please consult with your Event Manager.
McCormick Place allows exhibitors to bring food and beverage items into the facility for personal consumption either individually or collectively as described below:
An exhibitor may bring an individual serving of food and beverage with them onto the premises. This will allow for an individual to consume food from an outside vendor on McCormick Place property. An example might be as follows:
Any exhibitor or exhibitor employee who chooses to bring food onto the premises must adhere to the following additional requirements.
This policy is limited to exhibitors and their employees. Exhibitors are not allowed to bring food into the facility to serve to attendees beyond that which is currently permissible in the facility sampling policy.
When registered as an exhibitor, you will be able to attend the Conference & Exposition Reception, Opening Session, Product & Solutions Showcase Sessions, Super Sessions, Conference & Exposition Luncheon, Networking Reception and Closing Reception with an exhibitor badge.
The Panel and Forum sessions will NOT be open to Exhibitors. If you, or one of your staff, wish to attend the Conference Sessions you must add one of the three conference options available in January 2020 through the exhibitor registration system. Refer to how to register for conference or sessions below for further details.
Exhibitors can access the show floor during move-in and move-out hours as listed here. On show days exhibitors can access the show floor beginning at 8:00a.m. and must exit the floor once the hall closes each night. Please note: if you hire an EAC they cannot access the exhibit hall on show days. Be sure to read the EAC guidelines in full for additional details.
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.
All booths must be set by 4 p.m., Monday, April 20. Any empty booths (i.e. no carpet, freight, ordered services) at 4 p.m., Monday, April 20 will revert back to Show Management to be used at their discretion.
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 20.
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.
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.
Cameras may be used to photograph your booth only. Any other use of cameras (still or video) is prohibited unless permission is granted by individual exhibitors. Please be sure to inform your booth staff as well, this includes pictures from cell phones!
Badges will be required for entry into the exhibit hall at all times. Badges are not transferable. Business cards are not to be used in show badge holders. Temporary work passes obtained from show management may only be used during move-in and move-out. All EACs (exhibitor appointed contractors) must be pre-approved and submit all required forms to access the show floor. Click here for more information. They are not permitted on the show floor without an EXHIBITOR badge on show days.
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. These rules are listed under MULTI-LEVEL BOOTHS OR CEILINGS (INCLUDING TENTS) in the Booth Construction/Layout rules.
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.
An Inline or standard linear booth is all other booths not defined above, with any backwall length, typically 10x10 to 10x40.
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
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 mnutes 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.
If you require the lights be out over your booth you must notify show management in writing prior to March 13, 2020. 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 20 while this is being done.
These specific requirements apply to all exhibits that have a ceiling or second story.
Booths fall into one of the five following booth formats:
Format 1: Exhibits with two stories fewer than 225 square feet
Format 2: Exhibits with two stories at or over 225 square feet
Format 3: Exhibits with ceilings under 225 square feet
Format 4: Exhibits with ceilings at or over 225 square feet
Format 5: Multiple-level exhibits, which require automatic sprinklers or any of the above exhibits with installed automatic sprinklers. Separate fire code items apply.
For booth formats 1–4, you will need to comply with the fire code items marked yes on the following table:
Fire Code Compliance
Exhibits with Multiple Levels or Ceilings
For exhibits using automatic sprinklers, the amount and type of sprinkler coverage needed depends on the booth specifications. If automatic sprinklers are preferred, or are required, contact our Fire Safety Office to discuss your options.
Fire Code Items for Multiple Level Booths
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.
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.
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 with regard to use of any exhibit space
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.
Cancellation or Reduction Penalty/Schedule
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.
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.
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. Special Event guidelines are availble in the Exhibitor Logistice section or please contact Shawn@cemllc.com.
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.The floor load of the South Buliding in McCormick Place exhibit halls is 400 lbs per square foot. 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.
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.
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.
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.
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.
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