Exhibiting Rules & Regulations
Admission:
Entrance into the BAI Payments Connect Expo is by name badge only. During non-expo hours, appropriate badge identification is required for entry. After show opening, no one, including temporary booth personnel and contractors, will be admitted into the expo without the required BAI Payments Connect Conference & Expo name badge identification. Exhibitors will be allowed in the expo three hours prior to the opening and must leave immediately at the close each day.
Animals:
With the exception of service assistance animals, animals are not allowed in The Mirage.
Balloons:
Air-filled balloons may be used for decorative purposes; however, helium balloons will not be allowed in The Mirage. Helium balloons may not be used as giveaways. Helium tanks must be removed daily. Storage of tank within the building is not permitted. Under NO circumstances may mylar balloons be brought into the space or onto The Mirage company property. If you need additional information, please contact the Mirage directly at orders@exposervicedesk.com.
Children:
Children under the age of 18 are not permitted on the expo floor at any time.
Conduct of Exhibits:
Sideshow tactics, or other undignified methods considered by BAI to be objectionable, are prohibited. Demonstrations using live models in abbreviated and/or suggestive costumes are prohibited. Strobe light effects are prohibited.
Conference Attire:
The recommended attire for BAI Payments Connect Conference & Expo is business casual.
Covered Floor Space:
The exhibit area is carpeted with neutral colors so no aisle carpet will be installed. Because, the hall is already carpeted, exhibitors are not required to order a floor covering for their booth.
Distribution of Gifts, Samples or Printed Materials:
Exhibitors must conduct the distribution of samples, souvenirs, publications and other promotional materials from the confines of their booth space.
Emergency Procedures:
For all emergencies (injuries, fire, etc.), please call 702-791-7175 or dial 6911 from any in-house phone. When reporting an emergency, please give the following information:
- The location
- The nature of the emergency
- Number of persons involved
- Nature and extent of injuries, if any
- Any other pertinent information that may be helpful for responding emergency crews
Exhibit Set Up and Dismantle:
Exhibitors must have their booth set up by 5:00 p.m. on Sunday, March 11. All booth components must be within the exhibitor's space so the aisle carpet can be laid. If the exhibitor has not commenced set-up of the booth by 5:00 p.m. on Sunday, March 11, BAI reserves the right to have the booth installed or removed at Exhibitor's expense.
Any trash or debris scattered into the booth or aisle from the installation of any exhibit will be the exhibitor's responsibility to clean. Booth cleaning may be ordered through Freeman. Download the booth cleaning services form.
Dismantling of booth displays may begin at 7:15 p.m. on Tuesday, March 13. All materials must be completely repacked in time for removal from exhibit floor by 12:00 p.m. on Wednesday, March 14. All exhibitor materials not removed by this time will be re-routed via Freeman's choice or returned to the warehouse to await instruction at exhibitor's expense. All carriers must check-in no later than Wednesday, March 14 at 10:00 a.m.
Exhibit Staffing:
Exhibitors must staff their booth(s) during the following hours:
Monday, March 12 & Tuesday, March 13.....12:00 p.m. – 2:15 p.m.
Monday, March 12 & Tuesday, March 13.....4:30 p.m. – 7:00 p.m.
When attendees are in sessions feel free to schedule meetings in the expo or send your booth staff on breaks.
Expo Admission Hours:
Exhibitors will be allowed into the expo at the following times:
Saturday, March 10.....1:00 p.m. – 5:00 p.m.
Sunday, March 11.....8:00 a.m. – 5:00 p.m.
Monday, March 12.....9:00 a.m. – 7:00 p.m.
Tuesday, March 13.....9:00 a.m. – 10:00 p.m.
Wednesday, March 14.....8:00 a.m. – 12:00 p.m.
Exhibitors must have an exhibitor badge or wristband in order to gain access to the expo. If an exhibitor needs additional time in their booth during exhibitor move-in or move-out, please contact the BAI Expo Operations Team onsite to receive an Early/Late Pass.
Fog Machines:
All special effects using fog, smoke or haze machines require prior approval. Due to The Mirage’s fire alarms, use of these machines may be prohibited in most areas of the Center.
Food & Beverage / Catering Services:
Exhibitors may bring in beverages with a container of a maximum of 2 ounces and 1 (one) fluid ounces of product. Food items are limited to 1”x1” bite-size portions. All other food and beverages must be ordered through The Mirage, the exclusive provider for all food and beverage requirements. All food or beverage items used as traffic promoters (i.e., popcorn, coffee, bar service) must be purchased from The Mirage.
Gratuities:
It is against policy for BAI's service contractor employees', Freeman, to accept tips or gifts for services rendered. Any attempts to solicit a gratuity by an employee for any service should be reported immediately to a supervisor of Freeman.
Hanging Materials:
Hanging signs are permitted in Island Booths only. All hanging signs and/or booth structure may not exceed 24' to the top of the sign or structure. Any exhibitor occupying an Island Booth is required to submit a detailed floorplan, including dimensions and any and all hanging signs, to the BAI Expo Operations Team, exhibit@bai.org, BAI, no later than January 27, 2012.
The Mirage Exposition Services (MES) provides rigging. For ordering and questions about available rigging services, contact MES at 702.309.8326 or send an e-mail to orders@exposervicedesk.com. Download the Rigging Order Form.
Height Restrictions and Exposed Surfaces:
All exposed surfaces of the exhibit and separation dividers must be of finished grade quality. If exposed surfaces remain unfinished at 5:00 p.m. on Sunday, March 11, BAI will authorize Freeman to cover the exposed surfaces, at the exhibitor's expense. Exhibit separation dividers may not be unsightly to exhibitors in adjoining booths and must be free of logos and graphics.
No exhibit may exceed the following height limitations:
- In-line Booths (e.g. 10' x 10') - Regardless of the number of In-line Booths utilized, e.g. 10' by 20' 10' by 30' etc., display materials should be arranged in such a manner as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8' is allowed in the rear of the booth space, with a 4' height restriction imposed on all materials within 5' of an aisle. When three or more In-line Booths are used in combination as a single exhibit space, the 4' height limitation is applied only to that portion of exhibit space which is within 10' of an adjoining booth.
- Corner Booth - A Corner Booth is an In-line Booth exposed to aisles on two sides. Same guidelines as an In-line Booth apply.
- Perimeter Booth - A Perimeter Booth is an In-line Booth that backs up to an outside wall of the exhibit facility rather than to another exhibit. All guidelines for In-line Booths apply to Perimeter Booths except that the maximum back wall height is 12'.
- Island Booths - An Island Booth is any size booth exposed to aisles on all four sides. The entire cubic content of this booth may be used up the maximum content of 24', including signage.
Any exhibitor occupying an Island Booth is required to submit a detailed floorplan, including dimensions, to the BAI Expo Operations Team, exhibit@bai.org, BAI, no later than January 27, 2012.
BAI abides by IAEE Guidelines for Display Rules and Regulations (2011 update). Download the IAEE Guidelines for Display Rules and Regulations.
BAI does not permit End-cap, Peninsula or Split-island booths.
Hospitality Information:
To ensure the integrity of BAI Payments Connect Conference and Expo, exhibitors are not permitted to hold hospitality functions or meetings during conference and expo hours.
If you are planning to hold or host a hospitality or social function at the BAI official hotel, convention center or other contracted space during the BAI Payments Connect Conference and Expo, complete the Event Tracking Form.
Insurance:
BAI strongly recommends that every exhibitor carry adequate insurance to protect your company and property against loss, damage, theft or injury of any nature, and any claims arising from any activities conducted at The Mirage. Exhibitors, at their own expense, will carry the following coverage:
- Comprehensive General Liability Insurance (including contractual and copyright infringement coverage), with limits not less than $1,000,000 with respect to injuries to any one person in any one occurrence, $2,000,000 with respect to injuries to more than one person in any occurrence, and $5,000,000 with respect to damage of property;
- Comprehensive Automobile Insurance covering owned and non-owned vehicles, as well as loading and unloading hazards with minimum limits of $1,000,000 per occurrence for bodily injury and $500,000 for property damage;
- Worker's Compensation and Employer's Liability Insurance to statutory limits; and 4) all other necessary insurance policies, for the duration of the Conference, including all move-in and move-out days.
The most economical and practical way to obtain exhibitor coverage is to contact your own insurance company and ask for a rider to your existing insurance policy.
If Exhibitors intend to use an Exhibitor Appointed Contractor to install and/or dismantle their booth, the exhibitor must notify BAI at least 30 days in advance of the show and provide an original certificate of insurance prior to show setup. BAI, SmithBucklin, Freeman and The Mirage must be named as "additional insured" on the insurance policy for the dates of the BAI Payments Connect Conference & Expo (March 12-14, 2012).
Send certificates of insurance along with a completed Exhibitor Appointed Contractor Form to:
The BAI Expo Operations Team
Fax: (312) 644-0575
Material Handling:
Individuals, exhibitors, hotels, and other non-contracted agencies are permitted to make hand and/or cart deliveries of small packages and items through front-of-house entrances for use as part of an event.
Deliveries of large freight and equipment should be made in care of Freeman. No parking is allowed at the facility entrance or on the loading docks; and the use of passenger elevators for movement of freight is not allowed. Freeman will control access to the loading docks in order to provide for a safe and orderly move-in/out.
Multilevel Booths:
The Las Vegas Fire Department approves the installation and intended functionality for multilevel exhibit(s) that are meant to accommodate pedestrian occupancy. Multilevel exhibits must bear construction documents that have been stamped by a licensed structural engineer or architect. Final installation of a multilevel exhibit can not deviate from the stamped construction documents. If deemed necessary by the Las Vegas Fire Department, final approval for multilevel exhibits will reside with Development Services Department (DSD) at the prevailing inspection rate.
Music Licensing and Use of Copyrighted Works:
Exhibitors are responsible for securing all necessary licenses or consents for performances, displays or other uses of copyrighted works, trademarks or patented inventions or designs. Exhibitors are not to use any musical work protected by copyright to be staged, produced or otherwise performed, without obtaining written permission from the copyright owner, or the copyright owner's designee (e.g., ASCAP, BMI or SESAC) for this use.
Obstruction of Aisles or Booths:
Exhibits may not block or visually obstruct aisles, fire exits, fire extinguishing equipment, sprinkler or emergency lighting systems, stairwells, elevators, escalators, and utilities panels at any time. No demonstration or activity in the expo will be permitted to block or obstruct access to aisles, elevators, stairways, emergency exits, or prevent access to nearby exhibitors' booths. If any crowding occurs, it is the responsibility of the Exhibitor to immediately disperse such crowds.
The Mirage Exhibitor Rules and Regulations:
Click here to view The Mirage rules and regulations, including, their fire code violations. The Mirage reserves the right to update, change or amend its rules and regulations after publication in the BAI Exhibitor Planning Guide.
Photography, Videotaping and Filming:
Any professional photographing, videotaping or filming must be pre-approved by BAI. Any individual, whether an exhibitor or attendee is prohibited from taking photographs or electronic images of exhibit displays or their contents without the expressed permission of the exhibitor involved. The following activities are not allowed to be videotaped or filmed: General Sessions, Solution Theater sessions or any presentations held in the expo.
Prize Drawings:
Exhibitors are encouraged to hold prize drawings within their own booths. However, BAI will not announce winners over the public address system in the expo.
Prohibited Materials:
The use of glitter, confetti, rice, sand or simulated snow types of materials as well as popcorn is not permitted without prior approval. Additionally adhesive-back (stick-on) decals are strictly prohibited and may not be distributed or used for any purpose at The Mirage.
Nothing may be glued, taped, tacked, nailed, or in any way affixed to any interior or exterior surface of The Mirage unless sold as a sponsorship by BAI. Also, nothing may be attached to the exhibits floor or a column, even if it is within your booth; both are prohibited. Exhibitors will be held responsible for any damage to the facility or any persons.
Safety:
Standing on chairs, tables or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. BAI and/or Freeman will not be responsible for injuries or falls caused by the improper use of furniture. If assistance is required in assembling your booth, please order labor and the necessary ladders and tools will be provided. Download the Display Labor Order Form.
Security:
BAI will provide 24-hour perimeter security in the expo beginning with installation throughout dismantle. Though all precautionary measures are taken, BAI urges all exhibitors to carry their own insurance coverage, see Insurance section. Exhibitors are responsible for their own material at all times and should take the additional care deemed necessary for prevention of loss or damage. BAI is not responsible for theft or damage to property.
Download the Security Order Form to hire additional security to watch your booth and materials.
Shipping and Receiving:
Deliveries, such as large freight and equipment, should be made in care of Freeman. Please refer to the Shipping information in the Shipping section of this Exhibitor Planning Guide for more details.
Smoking:
A no-smoking policy exists in the exhibit hall during the setup, show hours and tear down of the exhibition, tradeshow, convention or special event.
Solicitation:
All exhibitors must confine solicitation to their rented booth space. Solicitation cannot take place in the aisles or any other space in the expo or convention center.
Sound:
Loud speakers or operation of equipment which is of excessive sound volume to be annoying to neighboring exhibitors or guests will not be permitted based on the 80/80 Rule: Any sound that consistently exceeds 80 decibels measured at the edge of an Exhibitor's booth or is clearly identifiable more than 80 feet from that booth is considered objectionable. Loud speakers or amplification of other undignified sound considered by BAI must be turned off at the exhibitor's expense.
Use of Space:
Sharing of exhibit space by two unrelated companies is expressly prohibited.
Vehicle Displays:
All internal combustion engine driven vehicles or equipment displayed in The Mirage must have fuel filler caps locked or taped, batteries disconnected, and no more than approximately 1/8 tank of fuel. Additionally, there should be a protective covering over the carpet where the vehicle rests and at NO TIME should vehicle tires have direct contact with The Mirage carpeting.
BAI reserves the right to modify these Rules & Regulations to maintain the character of BAI Payments Connect Conference & Expo and the experience of the attendee.