2018 VIRGINIA FIRE & RESCUE CONFERENCE
Rules and Regulations
Exhibit Booths: Booth dimension is 10 x 10 piped/draped and includes one 6 ft. skirted table, 2 chairs, trashcan, and identification sign. No carpet is included but booth will front isle carpet on at least one side.
Floor Space: All apparatus and other displays choosing an exhibit floor space will not be provided with chairs, tables, signage or carpeting.
Complimentary Reps: Exhibit Booths are allowed two (2) complimentary reps per booth reserved. Floor space vendors are allowed one (1) complimentary rep per 300 square feet reserved. Additional reps for either type will be charged a fee of $50/person. Please be sure to read and register your reps. correctly as outlined on the registration page.
Cancellation: Written cancellation requests must be made by January 15, 2018 and are subject to a $200.00 cancellation fee. No cancellation or refund after January 15, 2018.
Electrical Requirements: Utility Services must be reserved and paid for directly through the Virginia Beach Convention Center. You can also access their site through the link below, choose the Exhibitor Tab and then open the BUY NOW and our event: http://www.visitvirginiabeach.com/conventioncenter/conventioncenter/exhibitorservices.aspx. All Exhibits must be wired in accordance with the National Electric Code. Exhibitor is responsible for providing individual extension cords and power strips.
Set-up Time: Exhibitor Registration will be open Wednesday, February 22, 8 AM-3:00 PM. The primary move in time for apparatus; delivery trucks desiring to unload inside the hall; those using forklifts or similar equipment to move equipment will be on Wednesday, February 21 between 9 AM and 5 PM. Apparatus and/or trailer move in on Thursday February 24 between 8 am & Noon is limited to those exhibitors who request late move in by emailing Exhibits@vfca.us and receive written approval from Exhibits Chair Floyd Greene prior to February 16th.
No delivery trucks, apparatus, or trailers will be allowed to unload inside the hall after on on Thursday because the final carpet laying will be in progress then. Therefore any display items to be unloaded after noon on Thursday or early Friday morning will have to be done from the loading dock. More information about load in will be sent to the registration contact on or about February 5th. Load-in special requests must be sent to Exhibits Chair, Floyd Greene at Exhibits@vfca.us no later than January 31, 2018.
Apparatus Wash: Facilities will be available on Tuesday and Wednesday from 8:00 AM-4:00 PM at VBFD Station 11, located one block south of the Convention Center.
Take-down Time: Exhibits will close at 2:30 PM on Saturday, February 24, 2018. Exhibitors shall NOT tear down their displays or remove apparatus until the Exhibits Chairs has announced that the Exhibit Hall is clear and safe to do so. Exhibits must be promptly removed and space left clean and free from all rubbish by 6:00 PM.
DMV Compliance: All Motorized apparatus dealers must be in compliance with the DMV Code of Virginia, particularly sections 46.2-1508; 46.2-1510; and 46.2-1516.
VFCA Logo: The VFCA logo is a registered trademark, and its use is restricted by VFCA. Only those exhibitors who have received permission from VFCA will be allowed to use the registered trademark. Exhibitors who use the VFCA logo illegally may be requested to remove the merchandise and/or may be requested to leave the premises. The VFCA Exhibit Committee reserves the right to reject any exhibit it does not deem proper in the promotion of our Association
Containment: All vendor displays must be contained within the space rented. No apparatus, portions of apparatus, bumpers, equipment, flags, merchandise, etc. can extend beyond the space rented into either a carpeted isle or an adjacent booth or vendor space. Apparatus and/or merchandise that will not fit in the space requested and allotted will not be allowed to be displayed and no refund will be provided. Vendors should ensure sufficient space is requested and reserved to contain the apparatus and/or merchandise planned for display.
Character of Exhibit: VFCA reserves the right to decline an exhibitor permission to conduct, maintain and exhibit if, in the sole judgment of VFCA Show Management, said exhibitor shall in any respect be deem unsuitable or offensive to other individuals. This reservation includes, but is not limited to, personnel attire and conduct, articles of merchandise, printed matter, souvenirs, catalogs, and any other items, without limitation, which affect the character of the EXPO or the VFCA.
Food and Beverage Restrictions: Distinctive Gourmet is the contracted Caterer for the Virginia Beach Convention Center and has the exclusive rights to provide all food and beverages, so therefore no outside food may be consumed in the exhibit hall. Absolutely no alcoholic beverages may be brought into the convention center at any time during the Fire & Rescue Conference. If at any time alcoholic beverages are brought in by an individual or company, the Caterer has the right to confiscate such alcoholic beverages. This action will also be just cause for the individual and their affiliated exhibit company to be expelled immediately from the Expo.
Virginia Beach Fire Department Regulations: It is mandatory that you comply with the following VBFD regulations for display of motor vehicles. Batteries: A keyed or special switch shall be used to effectively disconnect the battery in the vehicle from the starters, solenoids, and condensers associated with the engine and power train. This will allow the computer equipment, radios, and associated equipment to still function. The fact that extraneous equipment such as on board computers and radios would still operate off the main batteries is okay. The intent of the code is that the engine be disconnected.
Fuel: Fuel in fuel tanks shall not exceed one-quarter tank or five gallons. Any vehicle found to be in violation of the requirements may be removed from the exhibit hall, and there will be no refund provided to the exhibitor. Also, any vehicle in the Convention Center must have some method to catch fluids that may leak from said vehicle.
General Provisions: Upon arrival, exhibitors must check in at the Exhibitor Registration Desk in the Exhibit Hall. All exhibitor personnel must wear their conference name badge in plain view at all times during open exhibit hours. Exhibitors may not sublet or assign their space to other companies or organizations. Exhibitors may not sell raffle tickets to attendees. Free drawings/give-aways are allowed. Combustible materials or explosives are prohibited. Fire extinguishers and exits must not be obstructed. Sounds from audio machines must be subdued and not projected outside the exhibit booth. VFCA will not be accountable for copyrighted music.
Liability: The exhibitor assumes entire responsibility for losses, damages, and claims arriving out of injury or damage to exhibitors' displays, equipment, or other property brought upon the premises and shall indemnify and hold harmless the VFCA and its representatives, Monarch Meetings and its representatives, and the Virginia Beach Convention Center agents and employees from any and all such losses, damages and claims. VFCA further reserves the right to reject at any time exhibits or exhibitors failing to comply with Exhibit Rules and Regulations.