New Policies for 2019 are Highlighted in Yellow
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. An initital deposit of $250/booth is required when registering to hold the space.
Floor Space - All apparatus and other displays choosing an exhibit floor space will not be provided with chairs, tables, signage or carpeting. An initial deposit of $400/floor space is required when registering to hold the space.
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 will be charged a fee of $75/person. Please be sure to read and register your reps. correctly as outlined on the registration page.
Non-Profit/Government Agencies - Organizations that desire to exhibit under the qualification of a non-profit or government agency must be approved by the VFCA as meeting this qualification before registering. You will need print and complete this document (click to open) submission to VFCA. Once accepted, you will receive an email confirmation and a code to use to register. The cost for Non-Profit/Government Agencies is $250/booth and will be limited to only two (2) vendor reps/booth. Any additional reps must register as a conference attendee.
Final Payment - Your registration will not be considered "Approved" and until the remaining balance due is paid. The final payment is due no later than October 31, 2018. If payment has not been received by the due date, VFCA has the right to release your space and withhold the deposit paid.
Late Payment Penalty - Any payment received after the due date, VFCA has the right to charge a late penalty of 5% of the balance due for every 30 days past the due date.
New Registration Area - We will be moving all vendor registrations to the front of the Virginia Beach Convention Center. In the past, we know that it has become a hassle for reps needing to check-in after their company has registered and while the Ushers do their job of checking all badges; we realize we can make the process more efficient with this change. Companies with apparatus (vehicles, etc.) will still load-in from the rear doors of the convention center, but all vendors must pick up their registration materials at the designated Exhibitor Registration booth prior to moving their vehicles into the exhibit hall.
Access to Exhibit Hall - The primary access into the exhibit hall for exhibitors both during setup and during the expo show will be through Expo Hall Doors C/D (beside the Exhibitor Registration booth) The primary entrance for Attendees remains at Expo Hall doors B/C.
Early Breakdown Penalty - We set the Saturday breakdown time to allow the maximum amount of time for our attendees to be able to visit the exhibit hall during the conference and provide our vendors the best opportunity for traffic through the show. As a deterrent to vendors who disregard our posted breakdown time and pack up before the show is over, we are setting a penalty if that happens without prior approval. If your display is dismantled; cleared; removed or packed up before our posted breakdown time, your company will be restricted from registering early in 2020. Your opportunity to register for exhibit space will be on the day after registration opens and you will lose the chance to reserve a choice location.
Cancellation - Written cancellation requests must be made by January 15, 2019 and are subject to a $200.00 cancellation fee. No cancellation or refund after January 15, 2019.
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:
https://vbcc-web.ungerboeck.com/coe/coe_p1_all.aspx?oc=10&cc=IEBMS#FEBRUARY2019
Then choose our event listed under February and proceed to order electricity, etc.
All Exhibits must be wired in accordance with the National Electric Code and each vendor is responsible for providing individual extension cords and power strips.
Set-up Times:
Tuesday 2/19: 1- 4:00 PM - Limited Pre-arranged Apparatus Load In
Load in limited to those who receive prior approval from Exhibits Chair Floyd Greene
Wednesday 2/20: 9:00 AM- 5:00 PM - Apparatus Vendors Registration and Load In
The primary move in time for apparatus; delivery trucks desiring to unload inside the hall; those using forklifts or similar equipment to move equipment
Wednesday, 2/20: 1:00 AM – 5:00 PM - Booth Vendors Registration & Set Up
Thursday, 2/21: 8:00 AM – 1:00 PM - Alternate Booth Vendors Registration & Set Up
No Apparatus load in nor trailer or truck unloading inside the exhibit hall on this day
Important - No delivery trucks, apparatus, or trailers will be allowed to unload inside the hall on Thursday because the final carpet laying will be in progress then. Therefore, any display items to be unloaded on Thursday 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, 2019.
Take-down Time - Exhibits will close at 1:00 PM on Saturday, February 23. 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 7:00 PM.
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.
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.
In accordance with VBCC regulations, non-City of Virginia Beach drones are prohibited from being flown inside or outside the Convention Center.
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 or beverages may be brought or consumed in the exhibit hall, especially alcoholic beverages. If 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/giveaways 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.
