8.1 Booth Construction
Furniture and equipment for exhibit booth use (trade shows) must be arranged through the General Service Contractor for the show. Exhibit booths should be constructed of noncombustible or limited combustible materials. Wood should be treated with a fire retardant meeting the requirements of National Fire Protection Association (NFPA) standard 703. Other combustible materials must be flame resistant in accordance with NFPA 701 for textiles and films, and Underwriters Laboratories (U.L.) 1975 for foamed plastics.
Cotton batting, straw, dry vines, wood chips or leaves, celluloid or other flammable material are not allowed unless treated to an equivalent manner to NFPA 701. If applied by the exhibitor, proof of treatment must be provided to your Event Coordinator.
8.2 Covered Exhibit Booths
Displays with any type of cover, i.e., tents, buildings, awnings, etc. must be less than four hundred square feet (400 sq. ft.). If four hundred square feet (400 sq. ft.) or larger, the exhibitor must contact the Event Coordinator. Approvals may be required by Safety Officer and/or Fire Marshal. Fire or safety watch personnel may be required.
8.3 Floor Loads
Floor Loads are located in the table below to assist you with the planning process for your event. Your Event Coordinator may assist you to determine if the floor will support the loads for your event.
Your exhibit should not exceed the following facility weight parameters:
|Floor||300 lbs. Per sq. foot|
|Floor pockets||200 lbs. Per sq. foot|
|Stages||125 lbs. Per sq. foot|
8.4 Floor Plans
A preliminary exhibit floor plan is required prior to booth sales or minimum six (6) months prior to the first contract day. Exhibit floor plans must first be sent to your Event Coordinator or Sales Representative for review, who may submit the plan to the AFD Fire Marshal for approval. Clients are cautioned not to sell exhibit space until the AFD Fire Marshal has approved the floor plan. This step is to ensure that exits, aisles, and fire protection equipment are clear and unobstructed, as well as, to avoid costly changes involving exhibits. Final approval is given after an on-site inspection by Palmer Events Center Safety Officer or AFD Fire Marshal.
Changes in plans may be required to achieve the safety and the order of facility operations, contract compliance, and policies and procedures of Palmer Events Center. Any exceptions to the following requirements must be submitted to your Event Coordinator or Sales Representative.
Fire safety and exhibit hall floor plan requirements:
- All fire extinguishers, hose connections, fire extinguisher standpipe and alarm call stations must be visible, accessible and kept clear of obstructions.
- Visual or physical obstructions of exits are not permitted.
- All entrance and exit points must have a minimum of fifteen feet (15’) of clearance directly in front of exits.
- All aisles must be at least ten feet (10’) wide.
- No more than two hundred and fifty feet (250’) of aisle travel is permitted from any location to the nearest exit.
- Dead-end corridors should be no longer than twenty feet (20’).
- All floor plans must clearly indicate a minimum of two (2) freight-free aisles per exhibit hall, one North to South and one East to West. Freight-free aisles in exhibit hall(s) must be designated with signage or tape placed by clients or General Service Contractor.
- The exhibit hall utility boxes must be indicated and are located on a thirty-foot (30’) center.
- Clients must allow a ten-foot by ten-foot (10’ x 10’) area for the utility service booth.
- Exhibit floor plans may require a thirty-foot by thirty-foot (30’ x 30’) area for concession equipment in each exhibit hall or exhibit ballroom area. Additional space is required for concession seating.
- Facility graphics, restroom, and concession areas must be clear and not blocked.
- An exhibitor list, both in alphabetical and numerical order, is required so prompt service may be provided to exhibitors.
- If the final floor plan is different from the initial plan, the final plan must be re-submitted and processed for approval at least thirty-one (31) days before the first contract date. Fees may apply.
Information required on exhibit floor plans:
- Event name, date and space leased
- General Service Contractor name
- Date of initial draft and of revisions
- To-scale diagram with scale indicated
- Total number of booths
- Utility floor pockets indicated
- All exits clearly identified and the distance to each exit
- All aisle dimensions with a minimum of two (2) freight- free aisles per hall
- Concession area(s)
- Bulk walls, hard wall booths, and pipe and drape delineated
- If applicable, bone yard/storage
- Registration location and location/dimensions of entrance headers or kiosks
8.5 Exhibits in the Ballrooms
- Placing exhibits in the ballrooms requires prior written approval.
- A preliminary floor plan is required prior to booth sales or minimum of one (1) year prior to the first contract date. Exhibit floor plans must first be sent to your Event Coordinator or Sales Representative for review. Your Event Coordinator may submit the floor plan to the AFD Fire Marshal for approval.
- Clients must arrange for all equipment and labor services for exhibit booths, i.e. tables, chairs, booth cleaning, aisle cleaning, etc.
- Utility and technical services are limited on quantity and placement throughout the ballrooms. The client is responsible for all expenses associated with additional cabling needed to provide these services to the interior booth in ballrooms.
- Utility and technical needs for each exhibit booth/sponsor table is required on the floor plan layout.
- Forklifts are not allowed in the ballrooms.
- Carpet in the ballrooms must be protected at all times and clients may be required to add special protective coverings to areas with heavy objects, crates and pathways for dollies and pallet jacks.
- Displays, decorations, banners or the like may not be affixed to the walls.
- Clients are required to hire an additional facility representative/security to operate freight elevator during exhibitor move-in/out times.
8.6 Multi-Level/Two-Story and Covered Booths
Plans for multi-level exhibits must be reviewed and approved a minimum of ninety (90) days prior to the first contract date. Displays with any type of cover, i.e., tents, buildings, awnings, etc. must be less than four hundred square feet (400 sq. ft.).
Adhere to the following requirements and contact your Event Coordinator if your booth is four hundred square feet (400 sq. ft.) or larger:
- Email two (2) copies of scaled, signed, and dated blueprints (with front and side elevations) by a registered architect or certified engineer to your event Coordinator or mail to City of Austin - Austin Convention Center Department at P.O. Box 1088, Austin, Texas 78767- 8838.
- Plans must include show name and dates.
- Plans must include the exhibitor’s name and assigned booth number.
- Protection from an automatic extinguishing system may be required.
- Each enclosed or covered area may need to be protected by an audible smoke detector. This includes closets built into the exhibit.
- Maximum occupancy of the load bearing area(s) is limited to one (1) person per fifteen net square feet (15 nsf) of floor space. The maximum occupancy must be posted.
- The upper deck of the multi-level exhibit may require two exits.
- An aisle of ten feet (10’) may be required between multi-level exhibits.
- The minimum ceiling height per floor is eight feet (8’).