Event Information & Guidelines

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Tips for Exhibiting in Boston

Event Schedule Booth Display Regulations Safety & Security Directions & Parking

Food Sample Removal Policy Leftover Product Donation

Important Event Information

Important! Food Sampling Information	Submit Boston Department of Health Temporary Food Application Form Required for Exhibitors sampling food in their booth. The Temporary Food Permit Application must be submitted with a food service Health License or Permit from the exhibitor’s local, state, or regional Health Department Review Food Sampling Information BCEC Fire Regulations for Cooking
Booth Equipment	Seafood Processing North America Each 10' x 10' booth will be set with 8' high blue back drape and 3' high blue side drape. Booths 300 sq. ft. or less will receive an identification sign and one 5" x 14" floor decal with booth number. Booths larger than 300 sq. ft. may receive a identification sign upon request. Seafood Expo North America Each 10' x 10' booth will be set with 8' high black back drape and 3' high black side drape. Booths 300 sq. ft. or less will receive an identification sign and one 5" x 14" floor decal with booth number. Booths larger than 300 sq. ft. may receive an identification sign upon request.
Exhibit Hall Carpet	The exhibit area is not carpeted. The aisles will be carpeted in tuxedo. Flooring is required for all exhibits. Please Note: Utility services provided by the facility do not include the installation of cords to specific areas within the booth space. If facility services, including electrical, telephone and internet, are ordered and cord distribution needed, the work must be done prior to flooring being installed to avoid additional fees. Cord distribution labor can be ordered through Freeman, refer to the Cord Labor form in the Freeman online ordering website.
Exhibit Hall Hours	Sunday, March 10, 2024 10:00 AM - 5:00 PM Monday, March 11, 2024 10:00 AM - 5:00 PM Tuesday, March 12, 2024 10:00 AM - 3:00 PM
Booth Cleaning & Porter Service	Booth cleaning & trash removal/porter service is not included and must be ordered separately through our cleaning vendor. Please reference the Order Event Services section.
Conference Sessions	There will be a comprehensive Conference Program during the three-day expo. The topics will be wide-ranging covering many aspects of the Seafood and Seafood Processing Industry. Exhibitors can upgrade their registration to include conference sessions and all available video recordings through Exhibitor Registration.
Drones	Operable drones are NOT permitted to be used under any circumstances.
Expo Colors	Seafood Expo North America will be decorated with black drapes on the back wall with black sidewalls and tuxedo aisle carpet. Seafood Processing North America will be decorated with blue drapes on the back wall with blue sidewalls and tuxedo aisle carpet. Changes in drape patterns and colors are not allowed.
Event Management Office	Diversified Communications will maintain an event office where Event Management may be reached from move-in, throughout the event and during move-out.
Exhibit Sales Booth	This lounge is available to both exhibitors of Seafood Expo North America and Seafood Processing North America and advertisers of SeafoodSource.com. At the request of exhibitors and advertisers, no guests are permitted. Please use this area to relax or talk to a salesperson about exhibit space or advertising opportunities.
Exhibitor Evaluation	All exhibitors may receive a Seafood Expo North America and Seafood Processing North America exhibitor evaluation by email within a week of show closing. Your cooperation in completing and returning this survey will help us to improve future expos and will serve as an information link between exhibitors and Event Management.
Exhibitor Move-In	MOVE-IN WILL BE TARGETED. The move-in schedule is included in the Event Schedule. Additional information including specific instruction for privately owned vehicles (POV’s), common carriers and labor rules are included in the Shipping, Move-in & Move-out section of the Exhibitor Resource Center.
Ice	Event Management will supply complimentary flaked ice daily. Labels will be available to leave in your booth to identify you need ice. Due to the nature of ice melting and refreezing we sometimes come across chunks in the ice. You may need to be prepared with a tool to break up the flaked ice.
Liability Insurance	Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate, but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times.
Security	24-hour perimeter security service will be maintained in the convention center from the initial move-in period until the last piece of freight is removed. However, exhibitors are reminded that they are responsible for the protection of their own product and exhibit materials. Please use common sense.
Service Costs	Order all services by the published advanced deadline to insure timely installation or delivery on-site. Reference the Important Exhibitor Task Checklist for upcoming deadlines.
Tax Information	The Massachusetts Department of Revenue requires all exhibitors who earn income because of participation in a show at the Boston Convention & Exhibition Center to submit an Estimated Tax Payment voucher to the Commonwealth of Massachusetts if the exhibitor anticipates that his/her earnings during the show will exceed $100.00. It is the responsibility of the exhibitor to obtain form (Form 1-ES) from the Massachusetts Department of Revenue and to file such form in compliance with Massachusetts General Law, 62C, Section 6. Download Form 1-ES from Massachusetts Department of Revenue at: http://www.dor.state.ma.us/ Click on Tax Forms Select Income Tax Forms and Search for the 1-ES in the Online Forms Index. Further information can be obtained by writing to or calling: Massachusetts Department of Revenue PO Box 7007 Boston, MA 02204 617.887.MDOR
Trade Show Memorabilia	Customers remember your exhibit for approximately 12 – 14 weeks after a trade expo. Plan your post expo outreach or sales agenda before you leave for the expo and begin implementing your program within two weeks of your return from the expo.
Training	Potential customers are only a few feet away in the aisle; however, they will not come to you without encouragement. Train your exhibit personnel to seek out those who appear to be interested in your product. A successful sales staff takes the initiative and uses creativity to meet the individual customer’s needs. Your trade expo investment will be a success if your exhibit personnel are motivated and enthusiastic.
Wheelchair & Scooter Rental	Please contact: Finesse 857.318.2962 Jason@FHSBoston.com www.FHSBoston.com
Wi-Fi	There is free Wi-Fi throughout the convention center with no password required to access. However, if you are streaming a video or presentation from the internet and uninterrupted bandwidth is vital, we recommend purchasing a dedicated internet drop for your booth. While Wi-Fi is provided at no cost for all exhibitors and attendees, bandwidth congestion can occur on-site during peak hours and we will always recommend purchasing a hardwire drop if necessary.

Rules & Regulations

Alcoholic/ Liquor/ Beer	Levy Restaurants is the licensed liquor holder for the Boston Convention & Exhibition Center. All alcoholic beverages must be purchased from Levy Restaurants. Bringing alcoholic beverages into the building is strictly prohibited. For your safety and the safety of your guests, a Certified Levy Restaurants Bartender is required for all events serving alcohol. Appropriate fees apply.
Accessible Storage	Storage of materials is not allowed outside of your booth space. Accessible storage is available through Freeman and can be ordered through the Freeman portal or onsite at the Freeman service desk.
Booth Design Regulations	Booth regulations vary depending on the booth type (peninsula, island, inline). Exhibit display regulations and diagrams are included in this section of the manual. Additionally, you have received (or will receive) guidelines specific to your booth type with your confirmation letter. Exhibiting companies located in peninsula, island, 2-story, pavilion and booths with hanging signs must obtain written approval for their booth designs. Please go to the link to the Booth Approval Form.
Ceilings/ Roofing & Fabric Coverings	Exhibitors with ceilings, fabric covering or roofs are subject to additional fire regulations. These exhibitors must contact Cassady Applegarth in the Operations Department at 207.842.5622 to discuss their booth design.
Children	Children under the age of 18 are NOT allowed on the expo floor at Seafood Expo North America and Seafood Processing North America during move-in, expo days and move-out. This rule applies to both visitors and exhibitors. There will be no exceptions!
Dismantling	Exhibitors are not allowed to begin dismantling their exhibits, in part or whole, before the close of the expo on Tuesday at 3:00pm. At the close of the expo, all exhibitry must be removed from the halls at the expense of the exhibitor.
Double-Decker / Two-Story Exhibits	Exhibitors wishing to erect multiple story exhibits are subject to additional fire regulations. These exhibitors must contact Cassady Applegarth in the Operations Department at 207.842.5622 to discuss their booth design.
Floor Covering	Carpeting or other suitable floor covering is required in all booths. Exhibitors may supply their own carpeting or rent it from Freeman.
Give-Aways & Lotteries	Exhibitors may sponsor raffles, giveaways, and lotteries within the area defined as their booth space as long as they are free and open to everyone. As a reminder, all food & beverage items must be purchased through the official caterer including giveaway prize food & beverage items.
Hand-Carry Policy	For the convenience and safety of exhibitors and patrons, all freight and material handling must enter and exit the facility through the loading docks. Exhibitors will be allowed to hand carry one item, one time, in or out of the facility without having to access the loading dock. Hand carried freight is defined as one item that can be easily carried by an individual exhibitor, without the need for dollies, or other mechanized equipment. No parking is allowed at the entrance of the facility and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel.
Helium Balloons, Adhesive Materials / Other Materials & Popcorn	Event Management does not allow helium balloons to be used as part of an exhibitor's display nor may they be distributed. The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is NOT permitted. Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company.
Maintaining Professionalism	Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses.
Music, Photographs & Other Copyrighted Material	Each exhibitor is responsible for obtaining all necessary licenses and permits to use recorded music, photographs and other copyrighted material in exhibitor’s booth or display. No exhibitor will be permitted to play, broadcast or have performed any recorded music or use any other copyrighted material, such as photographs or other artistic works, without first presenting proof satisfactory to Event Management that the exhibitor has, or does not need a license to use such recorded music or copyrighted material. Event Management reserves the right to remove or prohibit from the expo hall or any part of any booth or display which incorporates recorded music, photographs or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses. The exhibitor shall remain liable for and shall indemnify defend and hold Event Management it’s directors, officers, agents and employees harmless from all loss, costs, claims, causes of action, suites, damages, liability, expenses and cost, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, exhibitor’s agents or employees of any patent, copyright or trade secret rights or privileges.
No Early Break Down	All stands must be staffed during all expo hours. Exhibitors are NOT allowed to break down or remove any part of their exhibit, equipment, display material or merchandise from the exhibit hall before the official close of the event at 3:00PM Tuesday, March 12. Please review the Event Schedule and plan accordingly when booking travel for the event.
Operating Your Exhibit	All activities must be contained within the exhibit area described in your Application for Exhibit Space. No selling or promoting will be allowed in the aisles or other public areas. Attendees viewing video monitors must be within your exhibit space, not crowded in the aisles. Music/Presentations may not exceed 85 decibel’s, Event Management will enforce this on site. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor. Promotion of other events is not allowed.
Photographs and Videos Limited	Due to the sensitive nature of new products and unique displays accessible at the Event, photographs or video of the stands of other Exhibitors' booths on the Event exhibit floor or screen shots of others' virtual booths are prohibited. Attending personnel of exhibitors or qualified press must seek advance written approval from Diversified to photograph, film or make audio recordings at the Event and must abide by all conditions imposed.
Sample Removal Policy	Attendees are not permitted to leave the expo floor with fresh product samples. Any fresh product samples that attendees attempt to remove from the expo floor will be confiscated. Exhibitors are permitted to remove perishable product from the expo hall by showing a picture ID, such as a Driver’s License, accompanied by their Exhibitor Badge. Please review the complete Sample Policy for further details.
Smoking	The Boston Convention & Exhibition Center is a non-smoking facility. This includes e-cigarettes and vaping
Solicitation By Non-Exhibiting Companies	For the protection of all Seafood Expo North America and Seafood Processing North America exhibitors, only those companies whose contract for expo space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen soliciting business on the expo floor, please request a business card from that person and give it to an Event Management representative. We will take the necessary steps to curtail this activity.
eVIP Invitations	The eVIP invitations (using your free unique promo code) are ONLY to be used to invite your current or prospective buyers with seafood-industry purchasing power. If you are using the eVIP promo code to invite customers who fall under the non-exhibiting supplier categories (industrial and services providers), they will still be charged the "non-exhibiting supplier" fee. Your eVIP invitation gives your qualified buyers FREE entry to the Exhibit Hall and 15% off their Full or Limited Conference registration.
Water Fill & Drain	Plumbing services are an exclusive service provided by the Massachusetts Convention Center Authority. The BCEC expo floor includes electrical wiring and for safety reasons, exhibitors are strictly prohibited from filling, draining or transporting any water to or from their booths. In order to comply with Board of Health Regulations and for security reasons, we ask you to please use one of the three sink prep areas on the show floor instead of the rest rooms. Exhibit booth displays using water must order one of the following services from the Convention Center: (Flowing) Water Connection or Fill & Drain Service. Flowing water connections will be directly connected from the expo floor boxes to your booth equipment by MCCA plumbers. If you order a Fill & Drain service, representatives from the Convention Center will fill your receptacle at the beginning of the show and empty your receptacle at the end of the show. Both services can be arranged on the BCEC Ordering Website. PLEASE NOTE: THE PROHIBITION OF THIS ACTIVITY WILL BE VERY STRICTLY MONITORED BY BUILDING SECURITY ON EXPO SITE.

Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!

Important Information

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