Legal & Compliance Issues at Vegas Trade Shows

8 Factors to Consider for Legal and Compliance Issues at Vegas Trade Shows - An Exhibitor’s Guide

Factors to Consider for Legal & Compliance Issues at Trade Shows

If you have decided to exhibit at Las Vegas trade shows, there are so many things you would need to consider, like trade show booth designing and planning, marketing activities, promotional materials, team training, logistics and shipment, and wrapping up the event.

Among all these considerations, legal and compliance issues are the most pressing ones for the exhibitors. And why not? One mistake or offense to legal policy and all your planning would be in vain.

To avoid such troubles at the Las Vegas trade shows, it’s important to ensure that you are following all the legal compliances at trade shows. In this blog post, we have mentioned all the key factors that you need to consider while exhibiting in Las Vegas!

Go through all of them to make your show successful. 

8 Factors for Exhibitors to Navigate Legal and Compliance Issues

Although different trade shows have their own set of compliances, there are standard guidelines that each of them follows. Let’s know the ones that should be part of your checklist for Las Vegas trade shows along with a few tips to make your event successful .

1. General Rules and Guidelines

General Rules and Guidelines

Here are some basic rules and guidelines that most of the trade shows in Las Vegas follow:

a. Booth Specifications:

Every booth is expected to comply with the show organizer's height limitations, loading space, and lighting guidelines. For example, Island booths could have a higher structure ceiling limit than inline booths, but all booths must comply with line-of-sight restrictions. 

b. Prohibited Items:

Ensure that objects such as the flame, unapproved electrical equipment, and dangerous materials are not being used. Even certain kinds of displays, for example, those that include live animals or firearms, can be limited or may require prior consent. 

c. Operational Guidelines:

Each booth must be manned by the staff at all times during designated show hours. Booth breakdowns and stand teardowns early in the process incur a penalty fee. Make sure you stay within the schedule for installing and dismantling the booth, and follow the noise level limits. Also, be sure to avoid blocking walkways with displays. 

d. Display Restrictions:

Some shows may limit the height of structures that would interfere with adjacent exhibits. Technical specifications of the pop-up displays also have to adhere to the fire safety regulations and all equipment used should be correctly labeled.

2. Specific Compliance for Vegas Shows

Trade shows in Las Vegas have distinctive requirements and compliance rules that set them apart from events in other cities:

a. Strict Advertising Rules:

Las Vegas trade shows generally do not permit unauthorized advertising tactics that are associated with guerrilla marketing tactics like street handouts around the venue. Advertising inside booths is allowed only for the exhibitor's products/services, and advertising outside the venues must have the venue's approval. 

b. Union Labor Requirements:

Venue owners in Las Vegas usually work under very tough rules of union labor. Some of the jobs that need to be handled, for example, drayage or those that require very heavy machines, should be performed exclusively by union workers. 

c. Permits and Licenses:

Permits and licensing are required if goods are offered directly at the place of the event. For example, permits must be obtained to serve food samples and alcohol.  

d. Equipment and Electrical Compliance:

For electrical linking purposes, all cables must be kept in safety; also, only certified gear is accepted.

3. Las Vegas Convention Center Requirements

Las Vegas Convention Center Requirements

Source: ESD Global

Exhibitors at the Las Vegas Convention Center (LVCC) must carefully follow the venue's specific requirements:

a. Space Usage:

Booths need to be within the limit that is set for them, and they should not block important aisles and exits. If your plans involve the use of special lights or elevated levels, check whether they are in accordance with the height restrictions. 

Here are more tips to choose exhibition space in Las Vegas.

b. Material Handling:

LVCC collaborates with several drayage carriers that transport freight and materials. Preplan the charges for goods transportation. While packing, make sure that crates and packages are correctly labeled along with their exhibitor’s information.

c. Electrical:

Ensure you have hired the right electricians who can work in accordance with National Electrical Code standards. 

d. Water and Air:

Equipment such as air compressors or water connections should be assigned to authorized staff and handled prior to production. 

e. Wi-Fi and Telecommunications:

To operate your booth, you’ll need a reliable internet connection. So, make sure to contact the LVCC to reserve this service for the booth. 

f. Rigging and Hanging Signs:

To cover overhead sign installation, LVCC requires exhibitors to submit a plan that must first be approved. The riggers have to be certified, and the venue sometimes limits the size and weight of hanging pieces. 

g. Building Policies:

The LVCC has a strict no-smoking policy and specific emergency preparation rules. It is important to observe fire safety rules and ensure that the escape routes remain unclogged.

4. Safety and Emergency Procedures

Safety and Emergency Procedures

Safety and preparedness for man-made catastrophes should be exhibitors’ top priorities at Vegas trade shows. Here are some safety and emergency procedures to be followed:

a. Fire Safety: 

Keep the aisles clutter-free and ensure unhindered exits. All materials should have flame-retardant properties.

Do not overload electrical circuits, and organize cables in a good way so that they don’t present a tripping hazard. Keep a fire extinguisher close at hand for any equipment that may be high-risk.

b. Emergency Exit: 

Knowing where the emergency exits are from your booth is the right thing to do. Participate in emergency drills if available to familiarize staff with evacuation routes.

c. Medical Emergencies: 

Get familiar with on-site first aid stations as well as emergency medical services. Have emergency contact information of the team members readily available.

d. Incident Reporting

If there is any accident, injury, or property damage, it should be reported to the show's security or venue management immediately. To describe what happened, write out the incident report forms with insurance in mind.

e. Security Measures: 

Ensure that you lock up your valuable things and confidential documents. Notify venue security of any suspicious act.

5. Contractual Obligations

Contractual Obligations

Understanding and adhering to contractual obligations is vital for exhibitors:

a. Booth Rental Agreement: 

The booth rental contract is mostly known to specify the assigned space, rental exhibit pricing, dates of installation and dismantling, and cancellation rules. Failure to comply may cause penalties or confiscation of the booth.

b. Service Agreements:

Arrangements with a third party’s contractor for services, including booth setup, shipment, and equipment renting, should be evaluated diligently. Make sure such services keep up with the venue regulations and inquire what is involved.

c. Indemnification Clauses:

A contract agreement may include clauses that make exhibitors responsible for any destruction and liability that is caused by their basic operations. Get enough insurance to cover those stated provisions.

d. Payment Terms:

Make sure on-time payments to wipe off any possibility of late fees. Some shows can ask for deposits, while others might also offer financing options (e.g. staggered payments). So, check fee payments for booth setup, prior to starting the setup.

e. Force Majeure:

Understand force majeure clauses of the contract (still natural disasters cannot be foreseen). The referred clauses usually mention organizers’ right to cancel or postpone the trade show, which means exhibitors won’t receive any refund.

f. Amendments:

If a change to any standard contractual requirements is carried out, such as extended hours or special requests, then it must be documented through the announcement of amendments to both parties (exhibitor and trade show organizer) to avoid any misunderstanding.

6. ADA (Americans with Disabilities Act) Compliance

ADA Compliance

Source: Exoptions

It is critical for exhibitors to ensure that their booth is accessible to all including disabled people. Here are some considerations on that behalf:

a. Booth Layout:

Create walkways that are no less than 3 feet wide for use by wheelchairs and other mobility devices. If you have platforms or stages, provide ramps with a slope not steeper than 1:12.

b. Services and Assistance:

Provide guides for disabled attendees at the booth and even demonstrate service offerings on their behalf, if applicable. Ensure that the audience can follow audio-visual presentations adequately by providing captions or transcripts.

c. Information Materials:

Printed flyers must be available in formats that are easy to access, like large print, or digital versions. An audio guide could be a good alternative for people with no eyesight.

d. Signage and Displays:

Use bright and well-marked signs to show accessible paths, services, and exits. Make sure the touch-based displays are easy to reach so that all attendees can access them without difficulty.

e. Staff Training:

Train your team for sensitivity to the requirements of disabled individuals and reply politely while offering help.

7. Insurance Requirements

Insurance at several levels is required for trade shows in Las Vegas. Here are the details:

a. General Liability Insurance:

This insurance policy covers physical injuries, property damage, and personal injuries involved in your kiosk work. Show venues and show organizers may ask for proof of general liability insurance that provides coverage with minimum limits of $1 million per occurrence.

b. Worker’s Compensation Insurance:

It should be mandatory if you have staff working at your kiosk. It is a source of medical aid and compensation of wages to workers in case of any injuries incurred during the event.

c. Exhibitor's Property Insurance: 

Overall, covers the loss or damage done to your booth setup, goods, and promotional materials resulting from recklessness, robbery, or accident. This is very relevant if you plan to move a number of valuable things.

d. Auto Liability Insurance:

If you have the vehicles used to transport goods for the show, make sure the vehicles are insured under a commercial auto liability policy.

e. Event Cancellation Insurance: 

It includes reimbursements for event cancellations, postponements, or curtailments that can be caused by unanticipated factors such as natural disasters.

8. Sustainability Practices

LVCVA (Las Vegas Convention and Visitors Authority) consults the exhibitors to have plant-based food varieties and use biodegradable servewares which subsequently reduces carbon emission and waste material. 

Recycling initiatives give exhibitors the chance to recycle leftover items such as cables, carpets, and other parts of their booth. This directs waste away from landfills, thus making the most of resource reuse.

Exhibit Stress-free in Las Vegas with the help of Pure Exhibits

Compliances for trade show booths are very strict in Las Vegas. Armed with the knowledge and preparedness, you can use your time and resources to present your offerings to prospects.

To sail smoothly through complicated legal and compliance issues at the Las Vegas trade shows, it’s recommended that you work with an experienced rental booth expert like Pure Exhibits. We have multiple customized booth idea options in various sizes, like 10*10, 10*20, 20*20, 20*30, 20*40 and 30*30.

Get in touch with our team at info@purexhibits.com or call us at +1 800-379-8451 to experience stress-free and hassle-free trade show booth-building services. 

FAQs

1. What type of insurance is required for exhibitors at Las Vegas trade shows, and why is it important?

As certain exhibitors at the Las Vegas shows involve the possibility of injuries and damage to property, general liability insurance is needed to guarantee the financial security of the exhibitors.

2. Which government agency handles the compliance for trade shows in Las Vegas?

The Occupational Safety and Health Administration (OSHA) is in charge of enforcement with assistance from state and local government bodies.

3. How can exhibitors ensure they meet all ADA compliance requirements at the LVCC?

Exhibitors can achieve ADA compliance by providing exhibits with accessible paths, directed staff, and conspicuous signage at the Las Vegas Convention Center.

 

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