2019 National Conference & Business Fair Rules & Regulations

  • Early Bird Registration deadline is Tuesday, April 2, 2019.

  • Payments made by check will not be accepted after Wednesday, June 12, 2019.

  • To be listed in the exhibitor directory, payment must be received no later than Monday, May 6, 2019.

  • Attendee registrations made online and paid by credit card will be accepted until Friday, June 14, 2019 at 11:59 p.m. EST.

  • You can register on-site beginning Monday, June 24, 2019 at the Baltimore Convention Center in Baltimore, MD.

  • On-site registrations must be paid for by check or credit card.

  • Questions regarding the conference can be directed to wbenccustsvc@wbenc.org. Information is available at conf.wbenc.org.

  • Policy for the Baltimore Marriott Inner Harbor at Camden Yards, Renaissance Harborplace Hotel, Sheraton Inner Harbor, and the Hilton Baltimore reservations: All hotel reservations will include a first night nonrefundable deposit, equal to the room rate at the conference hotel of your choice. Upon check-in, this deposit will go toward your hotel stay

  • REFUND POLICY: All registration/ticket sales are final, no refunds will be issued. All exhibitor and sponsor package purchases are final and non-refundable.  

  • Registration transfers – paid registrations may be transferred to another individual if you notify WBENC in writing by June 14, 2019. Send transfer and substitutions via email to wbenccustsvc@wbenc.org. Please include complete contact information for yourself as well as for the colleague who will be using the registration. All requests must be made in writing by June 14, 2019. Registrations are not transferable between events.

  • Please make checks payable to the Women’s Business Enterprise National Council and mail to Women’s Business Enterprise National Council, c/o WBENC National Conference & Business Fair 2019, PO Box 418391, Boston, MA 02241-8391.

  • For overnight delivery, please address to the following: Bank of America Merrill Lynch Lockbox Services, Lockbox 418391 MA5-527-02-07 2 Morrissey Blvd Dorchester, MA 02125.

  • Please read carefully. WBENC disclaims and will not be responsible for any and all liability to any third party that may arise from act or omissions of WBENC’s attendees, guests, or members, including but not limited to material damages to premises where the 2019 WBENC National Conference & Business Fair is held. WBENC further disclaims any liability or responsibility to attendees, guests, or members, and any liability or responsibility for any injury, damage, or theft occurring as a result of participation in conference.

DISCLAIMER

The descriptions of speakers and times are correct at the time of publishing and, in the event of unforeseen circumstances, the organizers reserve the right to alter or delete items from the conference program. The Women's Business Enterprise National Council and its agents act only as organizers and do not accept responsibility for any act or omission by or on the part of service providers. No liability is assumed or accepted for inaccuracy, mis-description, delay, damage, personal injury, or death.

PHOTOGRAPH AND PUBLICITY RELEASE AGREEMENT

As a registered attendee, exhibitor or sponsor of the WBENC National Conference & Business Fair, I agree that the Women’s Business Enterprise National Council (WBENC) has permission to use my name, likeness, image, voice, and/or appearance as such may be embodied in any pictures, photos, video recordings, audiotapes, digital images, and the like, taken or made on behalf of the 2019 WBENC National Conference & Business Fair. I agree that WBENC has and will have complete ownership of such pictures, etc., including the entire copyright, and may use them for any purpose. I agree that any such recordings may be used and reused in whole or in part for publication, broadcast, cablecast, multimedia production, internet distribution, illustrations, bulletins, exhibitions, videotapes, reprints, reproductions, advertisements, and any promotional or educational materials in any medium now known or later developed. I acknowledge that I will not receive any compensation, etc. for the use of such pictures, etc., and hereby release WBENC and its agents and assigns from any and all claims that arise out of, or are in any way connected with, such use.

RESERVATION INFORMATION RELEASE AGREEMENT

As a registered attendee, exhibitor, or sponsor of the WBENC National Conference & Business Fair, I agree that the Women’s Business Enterprise National Council (WBENC) and its registration management firm, Experient, has permission (i) to provide my registration information (name and contact information) to any and all conference hotel properties for the purpose of verifying that my reservation has been correctly credited to the group’s room block in the records of my chosen hotel property, and (ii) to obtain from any and all conference hotel properties my registration information (name and contact information) for such purpose.

EXHIBIT FACILITIES

Exhibits for the WBENC National Conference & Business Fair 2019 will be located at the Baltimore Convention Center on Wednesday, June 26, 2019.

WHO IS ELIGIBLE TO EXHIBIT AT THE NATIONAL CONFERENCE?

Companies may exhibit at the WBENC National Conference if they are a: WBENC National Corporate Member, WBENC Regional Corporate Members from the Women Presidents’ Educational Organization – DC or the Women Presidents’ Educational Organization – NY, WBENC or WEConnect-Certified Women’s Business Enterprise (WBE), and pre-approved nonprofits or Government agencies. WBENC reserves the right to approve all exhibitor applicants.

EXHIBIT CRITERIA

Exhibiting firms will be limited to those providing services, products, or publications that are directly applicable to WBE businesses and procurement needs. The Women's Business Enterprise National Council, as show manager, reserves the right to require any exhibitor to remove an exhibit or any part of an exhibit which, in the sole judgment of WBENC, is misleading or deceptive, in poor taste, or unsuitable to or not in keeping with the character and objectives of the conference.

APPLICATION FOR BOOTH SPACE

Application for booth space should be made on conf.wbenc.org via the registration system and must be accompanied by full payment to be accepted. Exhibitors must submit application and payment prior to Monday, May 6, 2019 to be listed in the exhibitor directory. If your application and/or payment is received after May 6, 2019, your information will not be guaranteed to be in the exhibitor directory. Full payment must be received by Friday, June 21, 2019 to participate as an exhibitor.

SPACE CANCELLATION

Booth space may be cancelled, but booth payments are nonrefundable. WBENC reserves the right to re-sell space. Cancellations must be sent via email with the subject line “Booth Cancellation” to wbenccustsvc@wbenc.org

INSTALLATION AND REMOVAL OF EXHIBITS:

EXHIBITOR MOVE-IN

  • Monday, June 24 9:00 AM to 5:00 PM

  • Tuesday, June 25 8:00 AM to 5:00 PM

  • NOTE: After 4:30 PM, overtime rates apply. 

SHOW HOURS

  • Wednesday, June 26, 2019 9:00 AM to 5:00 PM

EXHIBITOR MOVE-OUT

  • Wednesday, June 26 5:00 PM to 11:00 PM

  • Thursday, June 27 8:00 AM to 1:00PM

  • NOTE: After 4:30 PM, overtime rates apply.

All displays must be erected and completely arranged for viewing by 5:00 p.m. on Tuesday, June 24, 2019 for official inspection by WBENC’s show management representative. Noisy or unsightly work in any exhibitor's booth area is prohibited during official exhibit hours.

Goods received after the opening of the exposition must be delivered to the booth and arranged at times other than the official exhibit hours. Goods and materials used in any display (except bona fide samples) may not be removed from the Exhibit Hall without the approval of WBENC until the exposition has been officially closed.

All materials must be cleared from the Exhibit Hall by 1:00 p.m. on Thursday, June 27, 2019. It is the sole responsibility of each exhibitor to have materials packed, identified, and cleared for shipment by that time.

Outside carriers must be checked in by Wednesday, June 26 at 10:00 PM, or by Thursday, June 27 at 10:00 AM for all remaining outbound shipments.

WBENC reserves the right, with no liability whatsoever for damage, spoilage, or loss, to dismantle, dispose of, store, and clear from the premises any display material, goods, property, or merchandise of an exhibitor who has failed to comply with the above requirement, or to order such work to be done at the sole expense of the exhibitor.

Exhibits must not be disturbed, dismantled, or removed before 5:00 p.m., on Wednesday, June 26, 2019 or a fee of $1,000 will apply.

Use of Display Space

In the event the exhibitor fails to install the display by 5:00 p.m. on Tuesday, June 25, 2019, fails to pay the full space rental at the time specified, or fails to comply with any provisions concerning the use of display space, WBENC shall have the right to take possession of said space and re-sell same, or any part thereof. All demonstrations, sales activities, and distribution of circulars and promotional materials must be confined to the limits of the exhibitor's booth except that which is specifically authorized by WBENC. Exhibitors must display only goods manufactured or dealt in by them in their regular course of business, unless otherwise approved by WBENC. Exhibits, which include the operation of audiovisual equipment or any noisemaking machines, may not operate or be displayed in a manner that will disturb other exhibitors and their patrons. Exhibitors who play music within their booth space are solely responsible for securing all licensing rights for that music prior to performance at the conference. Exhibitor hereby indemnifies and holds harmless WBENC from any expenses or damages resulting from or relating to Exhibitor's performance or playing of music at this conference. The above and any other special or unusual exhibit construction or installation must be approved, in advance, by WBENC.

STAFFING OF EXHIBIT BOOTHS

Exhibit booths must be staffed during official show hours. Exhibitor representatives are restricted to persons engaged in the display, demonstration, application, or sale of the company's products and services. Booth personnel shall wear an Exhibitor badge identification furnished by WBENC at all times while in the Exhibit area. Booth personnel will have access to the Exhibit Hall 90 minutes before published show hours. Starting at 7:30 AM on June 26, Exhibitors may enter through the Exhibitor Entrance.

NOTE: The Exhibit Hall will remain open from 9:00 am to 5:00 pm – the Hall will not close for lunch, however a lunch will be available for those that have purchased the either a Full Conference Pass or a Wednesday Day Pass.

OFFICIAL DECORATOR

The official Business Fair decorator and drayage firm is Hargrove, LLC. (301-306-4627). An Exhibitor Service Manual will be available online approximately five months prior to the conference.

BOOTH DECORATIONS

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. For purposes of consistency and ease of layout and/or reconfiguration, floor plan design in increments of 10ft (3.05m) has become the de facto standard in the United States. Therefore, unless constricted by space or other limitations, Linear Booths are most commonly 10ft (3.05m) wide and 10ft (3.05m) deep, i.e. 10ft by 10ft (3.05m by 3.05m). A maximum back wall height limitation of 8ft (2.44m) is generally specified regardless of the number of Linear Booths utilized, e.g. 10ft by 20ft (3.05m by 6.10m), 10ft by 30ft (3.05mby 9.14m), 10ft by 40ft (3.05m by 12.19m), 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 (2.44m) is allowed only in the rear half of the booth space, with a 4ft (1.22m) height restriction imposed on all materials in the remaining space forward to the aisle.

NOTE: When three or more Linear Booths are used in combination as a single exhibit space, the 4ft (1.22m) height limitation is applied only to that portion of exhibit space that is within 10ft (3.05m) of an adjoining booth.

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

Perimeter Booth is a Linear Booth that backs to an outside wall of the exhibit facility rather than to another exhibit. All guidelines for Linear Booths apply to Perimeter Booths except that the typical maximum back wall height is 12ft (3.66m). Exhibitor agrees to arrange Table displays so that the general view of the floor will not be obstructed nor hide other exhibits. Display space is 6 ft by 2 ft. Maximum height of the display is 8 ft including the table, or 5 ft 6 inches from the table's surface. If the table provided by WBENC is not utilized, the entire display must fit into a space 6 ft wide by 2 ft deep by 8 ft high. All materials must be displayed within the above-mentioned space and cannot be adhered to walls.

An Island Booth is any size booth exposed to aisles on all four sides. An Island Booth is typically 20' x 20' or larger, although it may be configured differently. The entire cubic content of the space may be used up to the maximum allowable height.

Split Island Booth is a Peninsula Booth that shares a common back wall with another Peninsula Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back wall line of sight restrictions.

An Extended Header Booth is a Linear Booth 20ft (6.10m) or longer with a center extended header. All guidelines for Linear Booths apply to Extended Header Booths, except that the center extended header has a maximum height of 8ft (2.44m), a maximum width of 20 percent of the length of the booth, and a maximum depth of 9ft (2.7m) from the back wall. All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, 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. Refer to local building codes that regulate temporary structures. Exhibitors 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 upon them. All materials used in display construction or decorating should be made of fire retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame proofing certificate should be available for inspection. Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.

GENERAL INFORMATION

The following services are exclusive to Baltimore Convention Center: food & beverage; rigging equipment and services, electrical, plumbing, compressed air services, telecommunications, and broad band internet connections. Outside providers will not be permitted to work within the property.

Use of open flames, mylar balloons, glitter, confetti or similar materials are prohibited in the Center. Display or use of hay, straw, wood chips, bamboo or lumber are permissible only if treated with a flame retardant and pre-approved by both the Center and Fire Department. Fog machines are prohibited.

All attendees and exhibitors are prohibited from possessing, storing, or bringing onto the property materials that constitute hazardous materials (as defined by federal, state and local law) unless the hazardous materials are possessed and used in compliance with all federal, state, and local laws.

Baltimore Convention Center cannot guarantee service prior to the opening for floor orders.

Wall, column, and permanent building electrical outlets are not a part of booth spaces and are not to be used by exhibitors. Access to all wall outlets and floor pockets is restricted to Baltimore Convention Center personnel.

Under no circumstances shall anyone other than Baltimore Convention Center personnel make service connections.

Baltimore Convention Center is not responsible for power failures or fluctuations in voltage, air, or water pressures. Equipment with strict tolerances may require regulating devices. Exhibitor must arrange for regulator valves, line conditions, back flow prevention devices, etc...

All equipment and connections regardless of source of power must comply with federal, state, and local safety codes.

Special equipment connections requiring company engineers or technicians for assembly, services, preparatory work and operation may be executed with Baltimore Convention Center personnel. All service connections to Baltimore Convention Center utilities must be made by Baltimore Convention Center or their contractor’s personnel only.

Exhibitor agrees to indemnify and hold harmless Baltimore Convention Center, and their respective officers, agents, and employees, against and from any and all claims for property damage and personal injury including death, arising out of or in any way caused by exhibitor’s negligence in the use or misuse of the utility service equipment, etc..., supplied to the exhibitor by Baltimore Convention Center under this order.

Exhibitor will be responsible for damage to telecommunications, electrical, water, compressed air, and drainage network or equipment caused by exhibitor equipment, acts, and/ or omissions.

If by reason of any default on the part of exhibitor hereunder, it becomes necessary to engage an attorney, the exhibitor agrees to pay all costs, expenses, and attorney’s fees expended or incurred by Baltimore Convention Center in connections herein.

Exhibitors may:

• Set a booth up to 100 sq ft without union help and without the use of power tools. On booths larger than 100 sq ft the exhibitor has 2 exhibit company employees for 1 hour each on install and 2 exhibit company employees 1 hour each on dismantle; unpack, assemble, dismantle and pack product machinery and equipment, or hang banners, signs, or graphics on their booth.. This only pertains to the exhibit structure set up. They may place product on their own.

• Unload their own privately-owned vehicles (POVs) as long as they are a privately owned car or van, not a company vehicle or rental vehicle. An area or dock is set aside for this purpose. The exhibitor cannot borrow dollies or handcarts, nor use all volunteers to unload their vehicle.

• There must be a driver who stays with the vehicle at all times and is immediately available to move the vehicle in addition to at least one person to transport the materials to and from the exhibit.

• The designated unloading and loading area will be identified but the location may vary from show to show

• During move-in and move-out hours, there will be two (2) material handlers assigned to the POV lane

• Transport items to and from their booths using non-motorized material handling equipment and dollies.

• No carts, dollies or material handling equipment will be supplied to exhibitor by Baltimore Convention Center or hired show contractors.

• Connect and operate any computer system or component (does not include computer shows when computers are the product)

• General contractor must control  movement of vehicles with safety personnel and disconnect battery following spotting. Battery should not be reconnected and vehicle should not be moved in booth by exhibitor after vehicle is set in final resting place.

• Calibrate and fine-balance their own machinery, components and equipment

• Transport their own specialized vehicles (i.e., cement trucks, tractors, and other similar type vehicles) that are part of the display to-and-from the booth, limited to one vehicle per 400 square feet of booth. This process would be subject to a spotter fee in order to include safety personnel to direct the vehicle safely to booth space and ensure battery disconnection is complete.

• Clean within their booths using spray cleaners, vacuum cleaners, or cloth padded type mop heads without water

• Setup their audiovisual equipment within maximum square-foot footprint of booth

• Operate their video, sound, and other electrical equipment

Exhibitors must comply with all rules and regulations outlined in the Baltimore Convention Center Event Operations and Event Planning Guide.

ELECTRICAL

ELECTRIC SERVICE IS NOT PROVIDED COMPLIMENTARY WITH THE RENTAL OF BOOTH SPACE.

Edlen Electrical Exhibition Services provides exclusive electrical, plumbing, and compressed air services at the Baltimore Convention Center as the exclusive in-house utility contractor.

Edlen will provide a total of four 20-amp circuits for the Licensee in the contracted registration area at no charge. Power in the meeting rooms on the 300 Level is complimentary up to 1,500 Watts provided the service does not exceed capacity and there are no additional power requirements.

Level 100 (Exhibit Hall)

  • Power in 120/208 volts or 277/480 volts up to 400 amps per drop

    • Compressed air at 100 pounds of pressure

  • Exhibitors must provide their own adapters and regulators

  • Water and Drainage

    • Exhibitors must provide their own adapters and regulators

Level 200-300 (Meeting Space):

  • Power in 120/208 volts up to 400 amps per drop

  • Phase configuration is limited compared to Level 100. Higher amperages are available but must be run from distribution panels to the exhibits on all levels of the facility.

Level 400 (Ballroom):

  • Power in 120/208 volts or 277/480 volts up to 400 amps per drop

All electrical equipment must be approved by Underwriters Laboratories and must comply with federal, state, and local codes. Extension cords must be a minimum of 14 gauge, two-wire, and grounded. Two-wire extension cords are prohibited. All non-current carrying metal parts of fixed equipment, which are able to be energized, shall be grounded.

Edlen is required to refuse connections where the wiring or equipment is not in accordance with electrical codes and therefore reserves the right to inspect all electrical devices and connections to ensure compliance with all codes, for which labor charges can be incurred.

Utility panels and mechanical equipment rooms must not be blocked under any circumstance. Additionally, any damages resulting from improper installation or defective equipment not approved or installed by an authorized Edlen Electrical Exhibition Services employee will be charged directly to the user.

LIGHTING

The Center has a labor agreement with the International Alliance of Theatrical Stage Employees (I.A.T.S.E.), Local 19 Union. Licensee is responsible for hiring and informing exhibitors that they must also hire I.A.T.S.E. Local 19 for the following services:

  • Labor for theatrical lighting (flown or ground supported) rigging, and light operation

  • Loading and unloading of trucks associated with theatrical lighting and rigging services

All labor requests are due 30 days prior to the start of work required for your event. Your Convention Services Manager will coordinate a meeting and/or conference call with the I.A.T.S.E. Local 19 Union Chief Shop Steward to discuss your needs. A Good Faith Estimate based on the manpower needed to safely perform assigned tasks will be presented to you for signature. The Good Faith Estimate is an estimate only and you will be responsible to pay for actual hours worked and associated charges. You are required to sign and send the Good Faith Estimate to your Convention Services Manager, the I.A.T.S.E. Local 19 Union Chief Shop Steward, and Projection Presentation Technology. Work cannot start until the signed Good Faith Estimate is received with payment.

Projection Presentation Technology coordinates the payment process for the I.A.T.S.E. Local 19 Union labor and equipment rental. Full payment is due 2 weeks prior to the start of your event. A credit card will be required to be kept on file for any additional services that occur onsite. If there are any additional hours worked from the original estimate, charges must be settled prior to leaving the Baltimore Convention Center.

CHARACTER OF EXHIBITS

The general rule of the exhibit floor is “be a good neighbor”. No exhibits will be permitted which interfere with the use of other exhibits or impede access to them or impede the free use of the aisle. Booth personnel, including demonstrators, hostesses, and models, are required to confine their activities within the exhibitor’s booth space. Apart from the specific display space for which an exhibiting company has contracted with WBENC, no part of the Baltimore Convention Center and its grounds may be used by any organization other than WBENC for display purposes of any kind or nature.

A. Sound videos or movies relating to exhibitor’s equipment will be permitted, provided projection equipment and screen is located on the rear one‑third of the booth, and all viewers stand or sit within the booth. Sound videos or movies will be permitted only if the sound is not audible in the aisle or neighboring booths. Sound systems will be permitted if tuned to a conversational level and if not objectionable to neighboring exhibitors.

B. Lighting: In the best interest of the Business Fair, WBENC reserves the right to restrict the use of glaring lights or objectionable light effects. The use of flashing electric signs or lights is not permitted.

C. Booth Exteriors: The exterior of any display cabinet or structure facing a side aisle, or an adjacent exhibitor’s booth must be suitably decorated at the exhibitor’s expense.

D. Noise and Odors: In fairness to all exhibitors, no noisy or obstructive activity will be permitted during expo hours, nor will noisily operating displays or exhibits producing objectionable odors be allowed.

OPERATING RESTRICTIONS

WBENC reserves the right to restrict displays which, because of noise, methods of operation, materials, or for any reason, become objectionable; and WBENC reserves the right to prohibit or remove any displays which, in the opinion of WBENC, detract from the general character or appearance of the exposition.

SHIPPING AND STORAGE

Baltimore Convention Center has no facilities for the storage of exhibit materials. Shipments will be received and stored by the official drayage agent, Hargrove, LLC., prior to the conference. Delivery of the shipment to the booth, removal of the empty crates to storage, return of empty crates at the close of the show, and delivery of your shipment to the loading platform will be provided by Hargrove, LLC. at prevailing rates. A material handling information rate sheet will be included in the online Exhibitor Service Manual. It is the exhibitor’s responsibility to mark and identify his or her own crates. Crates not properly marked and identified may be destroyed.

EXHIBITOR'S REPRESENTATIVE

The exhibitor will name one individual as its duly authorized representative to have charge of the exhibit and will accept and assume responsibility for such representative being in attendance at the exhibit throughout exhibit periods. This individual will be responsible for the installation, operation, and removal of the exhibit. Said representative must have the authority to enter into such service contracts as may be necessary, for which the exhibiting company shall be responsible.

LIABILITY AND INSURANCE

24-hour security guard service will be provided in the Exhibit Hall beginning on Sunday, June 23, 2019 through teardown on Thursday, June 27, 2019. No registrants will be allowed into the Exhibit Hall outside of regular show hours; Exhibit Hall personnel will only be allowed into the Exhibit Hall during installation hours, 90 minutes before the show, during the show, and during dismantle hours. However, this does not imply that WBENC, Hargrove, LLC., or Baltimore Convention Center assumes any obligation or duty with respect to the protection of the property of exhibitors, which shall, at all times, be the sole responsibility of each exhibitor. Each party involved in the exhibit agrees to be responsible for any claims arising out of their own negligence or that of their employees or agents. Each party agrees to be responsible for their own property through insurance or self-insurance and shall hold harmless each of the other parties for any and all damage caused by theft and those perils normally covered by a fire and extended coverage policy.

MUSIC LICENSING

Exhibitor represents and warrants that it shall comply with all copyright restrictions applicable to exhibitors, including but not limited to, any music performance agreement between WBENC and ASCAP or BMI for meetings, conventions, trade shows, and expositions. Exhibitor further represents and warrants that it shall obtain any additional license or grant of authority required of exhibitors under the copyright laws and be prepared to present WBENC with a copy of such license or grant no less than 30 days prior to the start of the Business Fair.

CONFLICTING EVENTS DURING NATIONAL CONFERNCE & BUSINESS FAIR PUBLISHED SCHEDULE

All attendees and exhibitors agree not to extend invitations, call meetings, host hospitality events, or otherwise encourage the absence of industry professionals or registered conference attendees from the Exhibit Hall, scheduled conference sessions, and meeting rooms during the hours of all WBENC National Conference & Business Fair activities. If an exhibitor cancels their exhibit space, they will automatically lose the opportunity to use any approved meeting rooms, hotel suites, or special function rooms.

RELOCATION OF EXHIBITS

WBENC reserves the right to alter the location of exhibit spaces, at its sole discretion, in the best interest of the exposition.

FIRE AND SAFETY REGULATIONS

The following BCFD regulations are strictly enforced. Please read and comply with the following regulations:

1.     All meeting rooms, ballrooms, and exhibit halls have a maximum occupancy that may not be exceeded. The Center reserves the right to deny further entry into rooms, if necessary. For information on maximum occupancies per room, please check with your CSM.

2.     All tripping hazards must be eliminated.

3.     Exit signs must be visible from any location in the room despite any decorations, furnishing, or equipment. If event-related material obstructs the visibility of an exit sign, a replacement, reflective sign, indicating the exit location is required to be installed.

4.     All doors leading to required fire exits must be kept unlocked and visible at all times when the space is in use.

5.     The Center prohibits securing rooms by chain or deadbolt. If your event requires additional security measures, please contact your Convention Services Manager.

6.     All materials must be flame retardant or fabricated from inherently fireproof materials. Any material that cannot be made flame retardant is prohibited.

7.     No combustible materials, merchandise, or signs shall be attached to, hung or draped over side and rear dividers of booths or attached to table skirting facing aisles, unless fire resistant.

8.     Any type of controlled pyrotechnics or fireworks inside the building will require prior written approval and may require hiring a licensed pyrotechnics contractor in addition to obtaining and providing all relevant permits.

9.     Welding or cutting for demonstration purposes will be permitted in the loading dock area only and requires a permit and prior written approval.

Vehicles

1. For Move-in & Move-out

  • Only gas and electric motorized vehicles are allowed in the Center. Propane is prohibited.

  • Gasoline and diesel fueled material handling equipment may not be stored overnight in exhibit halls.

  • Vehicles which drip oil or other staining solutions must have drip pans or dry absorption powder under the parked vehicles and engines.

  • All operating motor vehicles, including forklifts or any other material handling device must be attended by a trained and certified operator.

  • Only electrically operated forklifts with carpet protection are permitted in carpeted areas of the Center. If any damages occur as a result of such operation, the Center’s Public Safety Department must be notified immediately.

2. For Display Purposes

  • Gasoline powered vehicles must have fuel maintained at ¼ tank or 5 gallons, whichever is less. Fueling or fuel removal within the Center is prohibited.

  • Natural gas powered vehicles must have the tank purged before entering the building. • Fuel tank caps must be locked or taped shut.

  • Battery cables must be disconnected, and the connecting leads wrapped with electrical tape.

3. For Demonstration Purposes

  • A mechanized or motorized part demonstration powered by either propellant or electrical system must have prior written approval from both the Center and the BCFD.

  • A moving vehicle demonstration requires the submission of full written details of the proposed demonstration no less than 30 days prior to decorator move-in. After review by Center management, the request will be forwarded to the BCFD for review and approval.

PHOTOGRAPHY AND SKETCHING

Cameras may be carried in the exhibit area, but under no circumstances may photographs be taken without expressed authority of the exhibitor concerned in each case.

FOOD SERVICE

Centerplate is the exclusive food and beverage provider for the Baltimore Convention Center. Both the Center and Centerplate have committed significant resources to providing the most comprehensive offering of quality food and beverage services of any facility in the country. The catering sales manager will work closely with you to accommodate individual and specific requirements for your catering services and concession needs. Floral centerpieces, specialty linens, and themed décor can be arranged through your Centerplate sales manager for your event.

Sampling
Any trade show exhibitor who wishes to provide sample food or beverages that they normally produce in the ordinary course of their business is required to notify Centerplate, in writing, as to the nature of the proposed product sample. Items dispensed are limited to products manufactured, processed, or distributed by that exhibiting firm, must be directly related to the purpose of the show, and are dispensed in the contracted areas only.

Cooking in Exhibits

1.     If cooking if required as a part of an exhibit, prior written approval must be obtained from both Centerplate and the Baltimore Convention Center.

2.     The following information must be provided to both Centerplate and your Convention Services Manager at least 45 days prior to move-in:

a.     A list of all exhibitors who plan to cook and distribute food at the event.

b.     Final exhibit floor plan which indicates each exhibitor referenced above.

c.     Manufacturer’s specifications for all cooking equipment, including drawings or photographs of such equipment and a description of the proposed cooking method(s).

3.     Cooking devices must be either electric or butane-powered. They must also be approved and recognized by a testing laboratory (i.e. U.L., F.M.).

a.     Frying equipment must be used with a grease shield.

4.     The following safety requirements must be met:

a.     Individual cooking or warming devices shall not exceed 288 square inches of surface area.

b.     The surface holding the cooking or warming devices must be of noncombustible material.

c.     Cooking or warming devices and heated products must be isolated from the public by either placing the device(s) a minimum of 4 feet away from the front of the booth, or by providing a Plexiglas shield between the devices and heated products.

d.     At least 2 feet must be maintained between cooking devices within the same booth.

e.     An approved fire extinguisher and metal lid for each device, or an approved automatic extinguishing system must be provided within each booth utilizing cooking or warming devices.

f.       The use or storage of any flammable or combustible liquids, compressed gas cylinders, hazardous materials, or chemicals as fuel is strictly prohibited.

HOLD HARMLESS CLAUSE

All conference attendees and exhibitors shall indemnify and hold harmless Baltimore Convention Center from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits and will indemnify, defend and hold harmless WBENC, the Baltimore Convention Center, and their respective agents, servants and employees from any and all such losses, damages, and claims. Neither the Baltimore Convention Center, Hargrove, LLC. nor WBENC is responsible or liable for any loss, damage, or claims arising out of injury or damage to exhibitor’s displays, equipment, nor other property brought upon the premises of the Baltimore Convention Center.

AGREEMENT

By submitting your registration, the registrant (and his/her guests) agrees to be bound by and to abide by these Rules and Regulations and all amendments thereto, as well as all decisions of WBENC.

FAILURE TO HOLD BUSINESS FAIR

Should any contingency prevent the holding of the Business Fair, WBENC may retain such part of the Exhibitor’s rental fees as shall be required to compensate it for expenses incurred up to the time such contingency shall have occurred. All remaining rental fees shall be refunded. However, exhibitors will not be reimbursed if the Business Fair is cancelled, postponed, curtailed or abandoned due to an act of God, war, threat of war, radioactive contamination, government retaliation against foreign enemies, federal, state or local government regulation or advisory, disasters, fire, earthquakes, accidents, or other casualty, strikes or threat of strikes, acts of attendees, civil disorder, terrorist acts and/or threats of terrorism, acts of foreign enemies, or a curtailment of transportation services or facilities preventing attendees from attending, or a similar intervening cause beyond the control of WBENC making it illegal, impossible, unsafe, or commercially impracticable to hold the Business Fair.

AMENDMENT OF RULES

WBENC reserves the right to make changes, amendments, and additions to these rules at any time, and all changes, amendments, and additions so made shall be binding on the exhibitor with the provision that all exhibitors will be advised of any such changes. Any matters not specifically covered herein are subject to decision by WBENC.

FOR ADDITIONAL INFORMATION:

Send request via email with “NCBF 2019 information request” in the subject line to: wbenccustsvc@wbenc.org