Exhibit Booth Specifications
Booth dimensions indicated on the exhibitor floor plan are believed to be accurate, but may be approximate. All booths are 10’ x 10’. The allowable floor load is 350 lbs. per square foot. Following are specifications for in-line, peninsula, end-cap, and island booths. No walls, partitions, decorations, or other obstructions may be erected without adequate see-through to neighboring exhibitors. Exhibitors who wish to use any nonstandard booth equipment or any signs, decorations, or arrangements of display material that conflict in any way with these regulations must submit two copies of a detailed sketch or proposed layout (including dimensions) at least 10 days before the convention for approval by the director, convention and meeting services.
Standard In-Line Linear Booth
Standard in-line linear booths must not be higher than 8 feet at the back wall and 4 feet on the side dividers along the aisles. Display fixtures over 4 feet in height must be confined to that area of the exhibit booth which is within 5 feet of the backline.
A peninsula booth is defined as two or more booths facing a cross-aisle — essentially an island exhibit attached to the end of a row of in-line linear booths. Peninsula booths must not be higher than 16 feet at the back wall and can only extend 5 feet to the left and right from the center backline. The exhibit must then drop to the 4-foot height maximum of in-line linear booths, The 16 feet in height can extend to the front of the booth as long as it is centered within the back wall limit. To ensure adequate see-through of peninsula booths (and to avoid on-site display changes or alterations), convention management requires peninsula booth display blueprints or sketches be forwarded to the exhibit sales director 10 days prior to the convention.
An end-cap booth is exposed to aisles on three sides and composed of two booths. End-cap booths are generally 10 feet deep by 20 feet wide. The maximum back wall height of 8 feet is allowed only in the rear half of the booth space and within 5 feet of the two side aisles with a 4-foot height restriction imposed on all materials in the remaining space forward to the aisle. To ensure adequate see-through of end-cap booths (and to avoid on-site display changes or alterations), convention management requires end-cap booth display blueprints or sketches be forwarded to the exhibit sales director 10 days prior to the convention.
An island booth is defined as a block of booths completely surrounded by aisles. Maximum height for an island booth is 16 feet including the use of a hanging sign. The visual creation of island booth displays should be done with the visibility of neighboring in-line booths in mind. Careful consideration should be given to the placement of the 16-foot height maximum. As a general rule, the 16-foot maximum of a display unit should be centered in the island space (in line with the back wall of neighboring exhibitors). To ensure adequate see-through of island booths (and to avoid on-site display changes or alterations), convention management requires island booth display blueprints or sketches be forwarded to the exhibit sales director 10 days prior to the convention.
Services and Equipment Provided
In addition to use of the space itself for the entire exhibit period, the price of the booth includes a standard two-line sign showing the name, city and state of the exhibitor and the booth number; janitorial service for the aisles of the exhibit area; and four complimentary registrations per booth (two complimentary registrations per employer booth). Each booth has aluminum framework with drapery. The aisles will be carpeted. Display units, carpeting, tables, chairs, electricity, telephone service, Internet, daily cleaning, etc. for individual booths are not included in the price of the booth space. These items may be ordered at additional cost from the show decorator and the Walter E. Washington Convention Center. Information on ordering these services will be included in an online Exhibitor Service Kit available in May. (Employer booths include carpeting, one 6-foot draped table, two chairs, one wastebasket, and two convention registrations.)
As a courtesy, APA will provide security for the exhibit area on a 24-hour basis during the entire exhibit period. The furnishing of such service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind. Neither the Walter E. Washington Convention Center nor the APA is liable for, or carries any insurance on, exhibitor property or fixtures. For this reason, exhibitors are encouraged to carry insurance coverage on their goods, including transit to and from the show location. Exhibitors who wish to carry items out with them at the end of the day will be required to fill out a property removal slip available from the security staff or APA exhibit management. No one, including exhibitors, will be allowed in the exhibit hall prior to 9 a.m. once the show opens. (This excludes the days of setup.)
Following are some additional security recommendations:
Ship your materials with a qualified carrier and be sure to lock trunks/crates.
Securely tape or band cartons and under no circumstances mark the name or type of articles contained therein.
Furnish your shipping company with an accurate and complete bill of lading.
Do not leave your booth unattended during the setup period.
Do not leave valuable exhibit materials or personal items under tables or displays.
Do not include exhibit material in containers to be stored with empties.
Do not leave purses, briefcases, small laptop computers, CD players, cell phones, pagers or prototype software/hardware in your booth.
Treat especially valuable items, such as prototypes, as irreplaceable. If the items are one-of-a-kind, APA suggests hiring a security officer from the contracted security firm to protect your assets.
VCR or DVD players, laptop computers, plasma TVs, monitors and other electronic devices are particularly prone to theft.
At the close of the exhibit, pack as quickly as possible, and under no circumstances leave your space unattended. If at all possible, have one of your staff remain in your booth space with your shipment until it is actually picked up by official service personnel.
Promptly report any missing items or suspicious person to security.