Exhibits

8.1 Booth Construction

Exhibit booths shall be constructed of noncombustible or limited combustible materials. Wood shall be greater than one-quarter inch (1/4”) nominal thickness or wood not greater than one-quarter inch (1/4”) thickness shall 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 or leaves, celluloid or other flammable material is not allowed unless it is fireproofed in a manner approved by the Fire Marshal. Proof of treatment, if applied by the exhibitor, must be provided and displayed on-site. Fireproofing and approval are required in advance.

Vehicle cleaning using wax or Armor-all creates a very hazardous and slippery condition. Applications must be done with a pre-soaked cloth. Spray cans or bottles are not permitted. All hard floor surfaces must be totally covered with a nonporous covering during application of waxes or Armor-all products.

8.2 Covered Exhibit Booths

Exhibit booths with any type of cover, i.e., tents, canopies, awnings, membrane structures etc., must be one hundred square feet (100 sq. ft.) or less; if larger than one hundred square feet (100sq. ft.) the exhibitor must follow the regulations listed below:

a. Required approval from the PEC and the AFD Fire Marshal. Fire watch personnel may be required.
b. Exhibitor must provide at least one 2A10BC portable, dry chemical fire extinguisher in each covered structure.
c. Adjacent tent/canopy groups consisting of multiple smaller tents may not exceed 400 sq. ft. total covered exhibit space in a group without providing a fire break. (12 foot uncovered exhibit space between tent/canopy groups).

Exceptions: Structures or areas consisting of only noncombustible construction with wholly noncombustible contents and provided with an approved smoke detector.

Exhibit Display Structures

If a structure exceeding 400 sq. ft. has a roof and is composed of combustible material or has combustible contents, a sprinkler system is required.

Exceptions: Structures or areas consisting of only noncombustible construction with wholly noncombustible contents and provided with an approved smoke detector.

8.3 Floor Loads

Floor Loads are located here to assist you with the planning process for your event. PEC Management can assist you with determining if the floor loads will accommodate your event’s needs.

8.4 Floor Plans

A preliminary exhibit floor plan is required one (1) year prior to the first contract day. Exhibit floor plans must first be sent to your Event Coordinator or Sales Representative for review, who then submits the plan to the AFD Fire Marshal for approval. The PEC and the Fire Marshal approve all floor plans prior to move-in. Floor plans are not considered approved without being signed and stamped “Approved” from the PEC and the AFD Fire Marshal. An approved copy of the floor plan will be returned to the Client and General Service Contractor. The Client is cautioned not to sell exhibit space until the AFD Fire Marshal has approved the floor plan. This 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 the AFD Fire Marshal is conducted.

Changes in proposed plans may be required to achieve the safe and orderly operation of the facility, compliance with the contract and PEC policies and procedures and coordination of use of the pre-function/lobby areas of the facility by joint users. The Client must allow a ten foot by ten-foot (10’ x 10’) area for the PEC utility service booth.

Required information on exhibit floor plans:

a. Event name
b. Event date
c. Area leased
d. GSC name
e. Date of initial draft and of revisions
f. All exits clearly identified
g. Distance to exits
h. Total number of booths
i. To- scale diagram with scale indicated
j. Utility floor pockets indicated
k. All aisle dimensions
l. Concession area(s)
m. A minimum of two (2) freight- free aisles per hall
n. Location and dimensions of entrance headers or kiosks
o. Registration location and set- up time

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 Client or General Service Contractor.

Required specifications for exhibit floor plans

Any exception must be submitted in writing to your Event Coordinator or Sales Representative:

a. All entrance and exit points must have a minimum of fifteen feet (15’) of clear space on all sides.
b. All aisles must be at least ten feet (10’) wide.
c. No more than two hundred feet (200’) of aisle travel is permitted from any location to the nearest exit.
d. Dead-end corridors should be no longer than twenty feet (20’).
e. All fire hose connections, fire extinguisher standpipe and alarm call stations must be visible, accessible and kept clear of obstruction at - all times.
f. Visual or physical obstructions of fire exits are not permitted.
g. Facility graphics, rest room, and concession areas must be clear and not blocked.
h. If the final floor plan is different from the initial plan submitted and approved, the final plan must be resubmitted and processed for approval at least thirty-one (31) days before the scheduled move-in or fees may apply.

The exhibit hall utility boxes are located on thirty-foot (30’) centers.

An exhibitor list, both in alphabetical and numerical order, is required so prompt service may be provided to exhibitors.

Exhibits in the ballroom require prior written approval. Utilities in the ballroom are limited and the cost for providing utility and technical services to exhibits is the responsibility of the Client.

The Client must arrange for equipment or labor services for exhibit booths, i.e. tables, chairs, booth cleaning, aisle cleaning, etc.

Exhibit floor plans 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 seating.

8.5 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 event. The following requirements apply to all Multi-Level Booths. Maximum Occupant Load of 9 for second level.

Construction documents for multi-level booth required to be submitted to event coordinator for review by Fire Marshal.
Plans must include show name and dates.
Plans must include the exhibitor’s name and assigned booth number.
An approved automatic sprinkler system shall be provided in multi-level booths exceeding 400 sq. ft. in floor area per level.
Each enclosed or covered area must be protected by an audible smoke detector. This includes closets built into the exhibit.
An aisle of ten feet (10’) must be maintained between multi-level exhibits.
The minimum ceiling height per floor is eight feet (8’).
Maximum height of the second level floor shall be no more than twelve feet (12’) from the ground floor.
All multi-level exhibits must have one (1) 2A10BC fire extinguisher on each level.

Multi-level Booths with occupant load of greater than 9 people on second level:

Minimum 2 egress stairwells from second floor required and located on opposite sides of structure.
Construction documents required to be stamped and approved by a Licensed Engineer in the State of Texas. Document required to be submitted to the ACCD Fire Marshal or City of Austin Building Inspector for permit approval.
Maximum occupancy of the load bearing area(s) is limited to one (1) person per fifteen net square feet (15nsf) of floor space. The maximum occupancy load of upper level must be posted.