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Rules, Regulations and Service Kit
Download the Exhibitor Service Kit with information from our decorator, Fern Expositions, and from the Crown Center Exhibit Hall by clicking here. Fern will also send information by email directly to the main contact for each exhibitor.
The rules and regulations from the Crown Center Exhibit Hall and for the Western Nursery and Landscape Association are below.
- Ceiling Height is 20 ft
- Ramp 14 ft high and 10 ft wide
- Weight Limit is 150 lbs/sq ft
- Exhibit Hall B (booths 701 - 930) is carpeted. Exhibit Hall A (booths 101 - 628) is concrete floor.
Western Nursery & Landscape Association Rules and Regulations
Line of Sight Restrictions:
Each exhibitor is entitled to a reasonable sight line from the aisle, regardless of the size of his exhibit. Thus, all exhibit materials in excess of 36" in height and placed within 10 linear feet of an adjoining exhibit must be confined to that area of the exhibitor's space which is within 5' of the back line. Exhibitors with large space (Example: 30 linear feet or more) should also be able to use as much of the total floor space as possible as long as they do not interfere with the rights of others. End cap booths have the right to an 8 ft high display, the full length of their back line. Height of all displays (except island and end cap booths) shall be limited to 3' in the front half of booth or must have a "see-through" look so adjacent exhibits will not be blocked from view. Height in rear half of booth is limited to ceiling height for your designated area.
Any outside contractors hired for installation and dismantling must abie by exhibit regulations and must provide certificate of insurance and required forms to the official show decorator.
Fire Marshall Restrictions:
The Kansas City Fire Marshall will be visiting the 2016 Western throughout the event.
Aisles must be kept clear in accordance with Fire Marshall's regulations. Violations will be removed at the exhibitor's expense. WNLA or the show decorator will not be responsible for damage resulting from encroachment in the aisle. Displays must be arranged to enable selling within the confines of space rented. No selling is allowed in the aisles. Must maintain 10' aisle and 10' perimeter around show floor.
Balled and Bareroot:
The Fire Marshall is fine with either balled or bareroot as long as it is fresh, green and watered.
Direct Sales Restrictions:
Direct sales of any item from the booth while the trade show is in progress are strictly prohibited. If you are going to sell your booth, you must pick up a Missouri Sales Tax Packet and submit by mail a sales tax form to the state of Missouri. Buyers or exhibitors will not be allowed to take merchandise out of the exhibit hall before 5:00pm on Friday, January 22, 2016. There will be no exceptions.
Sales or solicitations by individuals and/or firms not renting booth space in the show are prohibited. Please report violations to Western Management.
Only those products and/or services considered by Show Management as relating directly to the horticultural industry, including the business management of horticultural enterprises, may be exhibited at the Western. Products containing hazardous elements, chemicals and/or compounds may not be exhibited at the Western.
Indemnification and Limitation of Liability:
Neither the Association, the Convention Center, nor their representatives will be responsible for any loss, damage or injury that may occur to the exhibitor, the exhibitor's employees or property from any cause whatsoever. It is the exhibitor's responsibility to protect machinery and exhibits so that no injury will result to the public, visitors, guests, persons or property. The Association is not an insurer and all property of the exhibitor is understood to remain in the exhibitor's care, custody and control in transit to, from or within the confines of the exhibit hall subject to the rules and regulations of the Association and the Convention Center. Exhibitors are urged to take whatever precautions they feel necessary to protect valuable materials and equipment, including insurance as well as special guards. Neither the Association nor any of the official contractors can be held responsible for theft, vandalism, fire, or water damage. Exhibitor shall indemnify, defend and hold harmless the Association, the Convention Center, their respective officers, directors, employees and agents from any damage or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the exhibitor or those holding under the exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the Convention Center and the Association regarding the exhibition premises. Further, exhibitor shall indemnify, defend and hold harmless the Association, the Convention Center, their respective officers, directors, employees and agents against and from any and all losses, costs, damages, liability, or expenses (including attorneys' fees) arising from or by reason of any accident, bodily injury, property damage or other claims or occurrences to any person, including exhibitor, its employees and agents, or any business invitees, arising out of or related to exhibitor's occupancy or use of the exhibit premises in the Convention Center or in and adjacent to the Convention Center, including storage and parking areas. The terms of this provision shall survive the termination or expiration of this contract. As used in this contract, the term "Convention Center" means the Crown Center Exhibit Hall.
All notices of cancelation must be received in writing. Booth deposits and payments are non-refundable and non-transferable between booths and/or other exhibiting companies. If an exhibitor chooses to cancel or release one of their booth spaces, they cannot transfer any payment made towards that booth to another booth or to another company's booth(s).
Late Arrivals/No Shows:
Exhibitors who cannot arrive by 5:00 p.m. on Wednesday, January 20, 2016, will need to alert Show Management. If the Western is not notified in advance of a late arrival and there is no activity or sign of set-up in booth at 5:00pm on Wednesday, January 20, 2016, it could be mistaken as a "no show" and sold to someone on the on-site waiting list. "No shows" are cancelled and lose priority for booth space for subsequent years.
In case of cancellation of the exhibition or unavailability of the exhibit space for the specified uses due to war, threats or acts of terrorism, governmental action or order, act of God, fire, strike, labor disputes or any other causes beyond the Association's control, this Contract shall terminate, and the exhibitor shall be entitled to return of the rental fee for the exhibit space, less than pro rata share allocable to the exhibit space of the expenses incurred by the Association in connection with the exhibit; provided, however, that if the exhibition is rescheduled, the exhibitor shall not be entitled to a refund. The remedies in this section shall be the exclusive remedy of the exhibitor against the Association or the Convention Center in the event the exhibit is canceled or the exhibit space is unavailable for use.
Crown Center Exhibit Hall Regulations
1. Liability: Crown Center Redevelopment Corporation (CCRC) is not responsible for any injury, loss or damage that may occur to the Exhibitor, the Exhibitor’s Agent, employees or property, or to any other person’s property, prior, during or subsequent to the period covered by the exhibit contract, provided said injury, loss or damage is not caused by willful negligence of an employee of Crown Center Redevelopment Corporation. Each Exhibitor hereby expressly releases CCRC from such liabilities and agrees to indemnify CCRC against all claims for such injury, loss or damage.
2. Smoking: Smoking is prohibited in the Crown Center Exhibit Hall except in designated areas marked throughout the facility.
3. Miscellaneous: Holes may not be drilled, cored or punched in the building. Painting of materials, objects, etc. is not allowed in the Crown Center Exhibit Hall.
4. Recording: No visual or audio recording of any type or kind shall be made in the Crown Center Exhibit Hall without the prior written approval of Crown Center. Crown Center reserves the right to impose an additional charge for that privilege.
5. Waste Materials: Under no circumstances may grease or other waste material be poured into drains. Grease or other hazardous material must be removed by the client in proper containers in accordance with applicable regulations and ordinances. Exhibitor is responsible for disposal of food items. Food is not to be discarded with regular trash.
6. Fire Codes:
- No fire suppression equipment shall be obstructed or concealed.
- All decorative material, including drapes and fabric-covered displays must be fire retardant. Fire retardant certificates must be displayed or attached.
- Use of any open flame must be in compliance and approved by KCMO Fire Marshal and Crown Center.
- All tank cylinders are to be secured and must be in compliance with KCMO Fire Codes, and approved by KCMO Fire Marshal.
- ALL EMERGENCY FIRE EXITS must be free of obstructions permitting a free egress at all times in case of emergency.
- No combustible materials (i.e. hay, straw, excelsior, corn shocks, firewood and live or dead needle producing trees) will be allowed in the building.
- No structure shall be constructed or brought into the Exhibition Hall with an enclosed roof area of 100 square feet or greater. All structures must be approved by KCMO Fire Marshal.
7. Motorized Vehicles: All cars, trucks, combustion engines or other types of fuel-powered engines on display must have the least amount of fuel possible (between 1/8 of a tank and empty). The gas cap must be of a locking type or taped to prevent leakage of fumes from the tank. Battery cables must be disconnected. Vehicles may not be started, run or moved during event hours. Transfer of fuel must be accomplished outside the building. All parked vehicles must have plastic under same for oil and grease protection. Combustion engines may not be operated on the Exhibit Floor. All gasoline tanks must be empty and taped shut and must be in compliance with KCMO Fire Codes.
Do not spray silicone on wheels. Drivers should not turn wheels of vehicles unless said vehicle is moving, to avoid unnecessary tire marks on the floor.
8. Electrical: All electrical cords must be grounded and at least 16 gauge wire without exception. No 3fer’s or cube tabs will be allowed. Only UL approved power strips with fuses no larger than 15 amps or circuit breakers no larger than 15 amps will be allowed.
Electrical connections must be made by qualified electrician contracted through George E Fern Company. No electrical cords may pass through egress areas. Electrical connections must be in compliance with KCMO Fire Codes.
9. Right to Inspect: Crown Center’s Exhibit Hall Manager reserves the right to inspect any carton, container, briefcase, luggage or package brought into or taken out of the Exhibit Hall.
10. Freight / Deliveries / Equipment
- Access For Deliveries: No loading or unloading through the front doors of the building. Parking at the dock is permitted for loading and unloading only. All other parking is prohibited. Violators will be towed at their expense. No parking at any time is permitted in the fire lanes.
- Freight: Crown Center will not accept any shipments of freight and or materials for any Event or Exhibitor. All freight shipments must be consigned to George E Fern Company. Crown Center accepts no responsibility for loss, damage or security of such shipments.
- Storage: Crown Center has no facilities for the storage of exhibits. All shipments for an exhibit must be directed to George E Fern Company.
- Exhibitor Equipment: All equipment, decorations, freight, etc. must be removed from the premises at the expiration of the License Agreement. Items left beyond this time will be treated as abandoned equipment.
- Crate Storage: There is no room in the Crown Center Exhibit Hall for crate storage. Crates will not be allowed to block doorways and exits. Crate storage must be coordinated through George E Fern Company.
11. Adhesives: Adhesive backed stickers or decals may not be given out by exhibitors, distributed or used in the building.
12. Signs / Banners: Decorations, signs, banners, etc. may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, doors, painted surfaces or columns. Please ask Crown Center Exhibit Hall Manager for proper procedures for hanging decorations, etc.
All hanging signs must conform to show management rules and regulations and ceiling limitations. All preassembly of hanging signs and truss must be done by George E Fern Company. All hanging signs and truss must be hung by George E Fern Company. Crown Center reserves the right to refuse to allow the hanging of any sign and truss it deems unsafe.
13. Balloons: Helium-filled balloons will be permitted in the building if helium tanks are chained to something solid, approved by KCMO Fire Marshal, and if you will assume written responsibility for removal of same. A base removal fee of $25 plus $10 per balloon will be charged for all balloons left in the ceiling area after your event.
14. Tape: Exhibitors are responsible for the removal of all tape and residue marks. No paint, tape or tape residue should remain on show floor after move-out is completed.
15. Landscaping Products: Dirt, sand, mulch or any other landscaping products may not, for any reason, be shoveled onto or otherwise be placed directly on the concrete floor of the Exhibition Hall. Protective plastic must be used underneath all such products at all times, and in all locations. All planting, fountains, etc. must have waterproof plastic material underneath. All landscaping product, material and décor must be in compliance with KCMO Fire Codes.
16. Services: Crown Center and George E Fern Company will be the exclusive provider of the following services: telephone, electricity, telecommunications, water and air.
17. Food and Beverage: Any food and beverage dispensed or given away at a booth must be supplied and prepared by any of the approved Crown Center Exhibit Hall caterers – American Catering, Hyatt Regency Crown Center and The Westin Crown Center.
18. Animals: Animals and pets are not permitted in the facility except in conjunction with an approved exhibit, display or performance legitimately requiring the use of animals. Prior approval of the Crown Center Exhibit Hall Manager is required.
19. Insurance: Exhibitors who desire to carry insurance on their own exhibits must do so at their own expense.
20. I.D. Badges: All personnel are required to have identification badges which must be worn at all times on outer clothing. Independent Contractors are responsible to see that their employees and management staff are badged from the first day of move-in until move-out is completed.
21. Capacity: All exhibits, equipment, displays, etc. must observe the floor load capacities of the building. Crown Center reserves the right to close any area to occupancy or to additional occupancy if, in its opinion, public safety and welfare considerations would be served thereby.
22. Compressed Gases: Tanks containing compressed gases may not exceed 2.5 pound LPG capacity and must have a 2A1OBC extinguisher. All use of compressed gases must be approved by KCMO Fire Marshall and the Crown Center Exhibit Hall Manager.