Rules & Regulations - BAI · 2018-02-28 · 115 S. LaSalle Street, Suite 3300 • Chicago, IL 60603-3801 • T: 312.553.4600 • F: 312.683.2373 • Rules & Regulations Admission

115 S. LaSalle Street, Suite 3300 • Chicago, IL 60603-3801 • T: 312.553.4600 • F: 312.683.2373 • www.bai.org

Rules & Regulations

Admission Animals

Balloons Campus Admission Hours

Children Conduct of Sponsorship

Conference Attire Covered Floor Space

Distribution of Gifts, Samples or Printed Materials Emergency Procedures

Engagement Stations Set Up and Dismantle Engagement Station Staffing

Facility Rules and Regulations Floor Load Limits

Gratuities Hanging Materials

Height Regulations & Exposed Surfaces

Hospitality Information Insurance

Material Handling Music Licensing and Use of Copyrighted Works

Obstruction of Aisles or Booths Photographs, Publicity Material, Radio and Television and Print Media Prize Drawings Prohibited Materials

Safety Security

Smoking Solicitation

Sound Storage

Use of Space

Vehicle Displays


Admission: Entrance into BAI Beacon is by name badge only. During non-event hours,

appropriate badge identification is required for entry. After the event opens, no one, including temporary Engagement Station personnel and contractors,

will be admitted into the event without the required BAI Beacon name badge identification.

Animals:

Permission for any domesticated animal (cats, dogs, etc.) to appear at the event must first be approved by BAI. Additional insurance may be required.

Non-domesticated animals will be considered on an individual basis. Seeing eye/assistance animals are always permitted.

The following criteria must be met before the animal is allowed on property:

• The animal must be relevant to the event. Personal pets are not permitted unless they are relevant to the event, or if they are an

assistance animal.

• A separate certificate of insurance in the amount of $1 million combined single limit bodily injury and broad form property damage

coverage, including broad form contractual liability, naming the facility/convention center, its subsidiaries and affiliates as additional

insured’s. • Animals may not remain in the building overnight.

• A trainer must accompany animals at all times. Animals cannot be allowed to roam freely. They must be contained within

the Sponsor’s Engagement Station or approved enclosure.

Balloons: BAI must approve any use of balloons at the event.

• Helium-filled balloons may not be sold or distributed inside the

facility.

• Smaller air-filled balloons may be used for decoration, but must be secured to prevent escape to the ceiling. If any escape to the

ceiling, you will be responsible for removal and damage fees. • Radio-operated blimps, drones and similar devices are not

permitted. • Mylar balloons are not permitted.

• All display rules and regulations must also be followed.


• A cleaning fee will apply should the balloons be left on property after the event.

Campus Admission Hours:

Sponsors will be allowed into the BAI Beacon Campus at the following times (BAI Beacon attendees will only be allowed into the Campus during official

event hours):

Tuesday, October 3 5:00 p.m. – 7:00 p.m. Illuminate: Opening Evening Reception 5:00 p.m. – 7:00 p.m.

Wednesday, October 4 7:30 a.m. – 7:45 p.m. BAI Global Innovation Awards Celebration 5:15 p.m. – 7:45 p.m.

Thursday, October 5 7:30 a.m. – 12:30 p.m.

To view the full event agenda, please go here.

Sponsors must have an event badge or wristband in order to gain access to the event. If a sponsor needs additional time in their Engagement Station

during move-in or move-out, please contact BAI Sponsor Operations onsite to receive an Early/Late Pass.

Children:

Children under the age of 18 are not permitted on the floor at any time.

Conduct of Sponsorship: Sideshow tactics, or other undignified methods considered by BAI to be

objectionable, are prohibited. Demonstrations using live models in

abbreviated and/or suggestive costumes are prohibited. Strobe light effects are prohibited.

Conference Attire:

The recommended attire for BAI Beacon is business casual.

Covered Floor Space: All rented floor space used will be covered by BAI. No additional floor

coverings will be allowed.

https://www.bai.org/baibeacon/agenda/2017-agenda-at-a-glance


https://www.bai.org/baibeacon/agenda


Distribution of Gifts, Samples or Printed Materials: Sponsor must conduct the distribution of samples, souvenirs, publications

and all other promotional activities within its own Engagement Station space only. Any promotional or distribution activities that interfere with the

activities of, or obstructs access to neighboring sponsor Engagement Stations, is strictly prohibited.

Emergency Procedures:

For all emergencies, contact the Georgia World Congress Center Police / Security Communications Center at x4911 which

from any red courtesy phone located throughout the facility.

If using a cell phone or calling from outside the building, call (404) 223-4911.

If you choose to call “9-1-1” yourself, be sure to call the Georgia World Congress Center Police/Security Communications Center at the above

number, immediately thereafter.

Please provide the following information when you call:

Type of emergency Number of people involved

Location of emergency within the facility

If the emergency involves someone who is ill or injured:

1. State the overall condition of the ill or injured person. 2. State the gender and approximate age of this person.

Engagement Station Set Up and Dismantle:

Sponsors must have their Engagement Station set up by 1:00 p.m. on Tuesday, October 3. If sponsor has not commenced set-up of its

Engagement Station contents by 1:00 p.m. on Tuesday, October 3, BAI

reserves the right to have the Engagement Station contents removed at sponsor’s expense, and sponsor agrees that BAI will be released from any

liability associated with the removal of the Engagement Station contents.

Any trash or debris scattered into the Engagement Station or aisle from the installation of any Engagement Station will be the sponsor's responsibility to

clean. Cleaning services may be ordered through GES.


All Engagement Stations must remain fully intact until the event has officially

closed. Dismantling of the Engagement Station may begin at 12:45 p.m. on Thursday, October 5. Sponsor’s Engagement Station contents must be

removed from the Facility no later than 8:00 p.m. on Thursday, October 5. If sponsor’s Engagement Station contents are not removed within the allotted

time, BAI reserves the right to ship the Engagement Station contents via a carrier of BAI’s choosing, or to place the Engagement Station contents in a

storage warehouse, or to make such other disposition of the Engagement Station contents as BAI may deem desirable, at sponsor’s expense and

without liability to BAI.

All carriers other than the official show carriers must check in at the marshaling yard freight desk by 6:00 p.m. on Thursday, October 5,

otherwise sponsor shipments will be subject to rerouting.

Engagement Station Staffing:

Sponsor personnel will be restricted to sponsor’s employees and their authorized representatives. Sponsor personnel must wear their event badge

while in the Facility and when attending event functions. BAI may limit the number of sponsor representatives, as it deems necessary. We suggest that

the Engagement Station space be staffed during the hours the Campus is open.

Wednesday, October 4 7:30 a.m. – 8:30 a.m. &

10:00 a.m. – 5:15 p.m.

Breakfast and the keynote presentation will be held in the Main Stage area between 8:30 a.m. and 10:00 a.m. Sponsors are encouraged to attend these functions and don’t need to staff their Engagement Station at this time. Lunch is available

between 12:00 p.m. and 1:15 p.m. inside the Campus.

Thursday, October 5 9:15 a.m. – 12:30 p.m.

Breakfast and the keynote presentation will be held in the Main Stage area between

7:45 a.m. and 9:15 a.m. Sponsors are encouraged to attend these functions and don’t need to staff their Engagement Station at this time.


Facility Rules and Regulations: Click here to view the Georgia World Congress Center Policies and

Procedures. The facility reserves the right to update, change or amend its rules and regulations. All sponsors must abide by these policies at BAI

Beacon.

Floor Load Limits: The floor load limits in the halls are 350 pounds per square foot. Any

Engagement Stations exceeding this limit will require special handling to distribute the load. Notify BAI Sponsor Operations at [email protected] if you

have any potential weight concerns.

Gratuities: It is against BAI's policy for any employee or BAI's service contractor

employees', GES, to accept tips or gifts for services rendered. Any attempts to solicit a gratuity by an employee for any service should be reported

immediately to a supervisor of GES or BAI staff.

Hanging Materials:

Hanging signs or any materials is strictly prohibited for all sponsors at BAI Beacon.

Height Regulations and Exposed Surfaces:

All exposed surfaces of the Engagement Station must be of finished grade quality. If exposed surfaces remain unfinished at 3:00 p.m. on Tuesday,

October 3, BAI will authorize GES to cover the exposed surfaces, at the sponsor's expense. Engagement Station separation dividers may not be

unsightly to sponsors in adjoining booths and must be free of logos and graphics.

No Engagement Station may exceed the following height limitations:

10’ x 10’ or 10’ x 20’ Engagement Stations Display materials should be arranged in such a manner as not to obstruct

sight lines of neighboring sponsors. The maximum height of 8’ is allowed in the rear of the engagement space, with a 4’ height restriction imposed on all

materials within 5’ of an aisle.

https://www.gwcca.org/wp-content/uploads/2016/02/policies-and-procedure.pdf

mailto:[email protected]


20’ x 20’ Engagement Stations The entire cubic content of this booth may be used up to the maximum

height of 10’, including signage. Hanging signs are not permitted.

Hospitality Information: Sponsor agrees that it will not, nor will its employees or representatives

conduct any type of sponsor function in the Facility or any hotel’s meeting rooms, public areas, hospitality suites or suites during official event hours

without the prior written consent of BAI.

When planning to host a social function, it is important to follow these guidelines.

• Only contracted sponsors of BAI Beacon 2017 are permitted to host a hospitality or social function.

• Functions may be held during a time frame that does not conflict with the BAI Beacon 2017 official event. Acceptable time frames

include:

o Tuesday, October 3 – Before 5:00 p.m. or after 7:00 p.m. o Wednesday, October 4 – Before 7:30 a.m. or after 7:45 p.m.

o Thursday, October 5 – Before 7:30 a.m. or after 12:30 p.m. • Functions may be held in the venue of your choice. BAI is required

to provide approval only to the official conference hotels prior to releasing space for the event.

If you are planning to host a hospitality or social function during BAI Beacon

2017, please complete the Hospitality & Social Function Request Form.

Insurance: Every sponsor must carry adequate insurance to protect your company and

property against loss, damage, theft or injury of any nature, and any claims arising from any activities conducted at the Georgia World Congress Center.

Sponsors, at their own expense, will carry the following coverage:

1. Comprehensive General Liability Insurance (including contractual

and copyright infringement coverage), with limits not less than $1,000,000 with respect to injuries to any one person in any one

occurrence, $2,000,000 with respect to injuries to more than one person in any occurrence, and $5,000,000 with respect to damage

of property;


https://www.bai.org/docs/default-source/bai-beacon-2017/planning-guide/bb17_hospitality_social_functions_request_form.pdf


2. Comprehensive Automobile Insurance covering owned and non-owned vehicles, as well as loading and unloading hazards with

minimum limits of $1,000,000 per occurrence for bodily injury and $500,000 for property damage;

3. Worker's Compensation and Employer's Liability Insurance to statutory limits; and

4. All other necessary insurance policies, for the duration of the Conference, including all move-in and move-out days.

The most economical and practical way to obtain sponsor coverage is to

contact your own insurance company and ask for a rider to your existing insurance policy.

If Sponsors intend to use an Exhibitor Appointed Contractor to install and/or

dismantle their Engagement Station, the sponsor must also notify GES and provide an original certificate of insurance prior to setup. BAI, SmithBucklin,

GES, the Georgia World Congress Center Authority, and each of their

parents, subsidiaries and affiliates, and each of their officers, directors, their agents, trustees, officers, board members and employees must be named as

"additional insured" on the insurance policy for the dates of the event (October 3-5, 2017). Click here for more information about the Certificate of

Insurance Form.

BAI Sponsor Operations must receive written proof indicating “additional insured” status no later than thirty (30) days prior to the first day of sponsor

move-in.

Material Handling: Sponsors are allowed to perform their own material handling, providing the

following criteria are met: • As a sponsor you may “hand carry” material. Hand carry is defined

as small items such as cartons and packages that a sponsor is able

to carry by hand by one person. • Sponsors may not bring or use carts, dollies, pallet jacks or other

material handling equipment.

In no circumstance is any sponsor authorized to use GES’s material handling equipment for any purpose.

https://ordering.ges.com/051600541/coi


All materials, other than sponsor handled materials as described above, are chargeable as material handling and will be handled through GES. There are

no storage facilities available for materials handled by sponsors.

Music Licensing and Use of Copyrighted Works: The sponsor is responsible for securing any and all necessary licenses or

consents for (a) any performances, displays or other uses of copyrighted works, trademarks or patented inventions or designs and (b) any use of any

name, likeness, signature, voice or other impression, or other intellectual property owned by others at the event. The sponsor or its agent(s) agree

not to allow any musical work protected by copyright to be staged, produced or otherwise performed, via either “live” or mechanical means, by or on

behalf of the sponsor at BAI Beacon unless the sponsor or agent(s) has previously obtained written permission from the copyright owner, or the

copyright owner’s designee (e.g., ASCAP, BMI or SESAC) for this use. The sponsor accepts full and complete responsibility for the performance of all

obligations under any agreement permitting the use of the music, including

but not limited to, all obligations to report data and to pay royalty fees.

Obstruction of Aisles or Engagement Stations: Engagement Stations may not block or visually obstruct aisles, fire exits, fire

extinguishing equipment, sprinkler or emergency lighting systems, stairwells, elevators, escalators, utilities panels and the like, at any time. No

demonstration or activity in the Engagement Station will be permitted to block or obstruct access to aisles, elevators, stairways, emergency exits, or

prevent ready access to nearby sponsor’s Engagement Stations. If any crowding occurs, it is the responsibility of sponsor to immediately disperse

such crowds.

Photographs, Publicity Material, Radio and Television and Print Media:

Sponsor’s wishing to professionally photograph or video record their

Engagement Station must obtain BAI’s prior written consent.

BAI reserves the sole right to use any photographs, recordings, electronic images or publicity material received by or obtained by BAI in the course of

the event, for whatever use deemed proper by BAI. BAI has the exclusive right to include photographic, video and other visual portrayals of attendees,

sponsor’s and their Engagement Stations including its contents, in any


pictorial medium of any nature whatsoever for the purpose of trade, advertising, sales, publicity and otherwise, without compensation to sponsor,

and all rights titled and interest bearing (including all worldwide copyrights therein) will be BAI’s sole property, free of any claims of sponsor or any

persons deriving any rights or interest from the sponsor.

Prize Drawings: Sponsors are encouraged to hold prize drawings within their own

Engagement Stations. BAI will not announce winners over the public address system at the event.

Prohibited Materials:

The use of confetti, sand or simulated snow types of materials is not permitted in the Georgia World Congress Center prior approval. Glitter is not

allowed anywhere in the building. Additionally, adhesive-backed decals or stickers are strictly prohibited and may not be distributed or used for any

purpose within the Georgia World Congress Center.

Nothing may be glued, taped, tacked, nailed, or in any way affixed to any

interior or exterior surface of the Georgia World Congress Center unless sold as a sponsorship by BAI. Also, nothing may be attached to the event floor or

a column, even if it is within your Engagement Station. Sponsors will be held responsible for any damage to the facility or any persons.

Safety:

Standing on chairs, tables or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. BAI and/or GES

will not be responsible for injuries or falls caused by the improper use of furniture. If assistance is required in assembling your Engagement Station

materials, please order labor through GES and the necessary ladders and tools will be provided.

Security: BAI will provide 24-hour perimeter security from a reputable security agency

within the Facility during the period of installation, event hours, and dismantling for general safety and security purposes only. The services

provided by BAI are not intended, nor are they to be interpreted by sponsor in any form whatsoever, as a guarantee by BAI or the Facility against any

loss, theft or damage to sponsor or any of sponsor’s property. All items


brought into the Facility are done so at sponsor’s own risk. Sponsor is solely responsible for safeguarding its Engagement Station and its contents at all

times. Sponsors may furnish additional guards at their own expense after obtaining prior written approval by BAI. Please contact BAI Sponsor

Operations at [email protected] if you are interested in obtaining additional security for your Engagement Station.

Smoking:

The Georgia World Congress Center is a non-smoking facility. Smoking stations are located outside of the facility.

Solicitation:

All sponsors must confine solicitation to their rented Engagement Station space. Solicitation cannot take place in the aisles or any other space at the

event or convention center.

Sound:

Loud, annoying, offensive or distracting noises emanating from Engagement Stations will not be permitted. Mechanical or electrical devices which

produce sound must be operated so as not to disturb other sponsors or event activities. BAI reserves the right to determine the placement of all

sound equipment, and whether sounds are emanating at an acceptable sound level, or are annoying, offensive or distracting.

Storage:

Storage of any kind behind back drapes, display walls or inside the display areas is not allowed. All cartons, crates, containers, packing materials, etc.,

necessary for repackaging, must be marked with an “Empty” sticker. GES will remove the “empties” from your Engagement Station.

Use of Space:

Engagement Stations must only be used for the purpose of promoting

sponsor’s products or services and are not to be used for other business purposes. Sponsor may only display, or advertise merchandise

manufactured, or sold by sponsor or services performed by sponsor in the normal course of business. The only exception is when other items are

required for the proper demonstration or operation of sponsor’s display, products or services. In which case, the supporting items must be identified

by their regular nameplate, imprint, or other identification normally



appearing on them. All non-sponsoring organizations and their representatives are strictly prohibited from sponsoring or conducting

business in sponsor’s Engagement Station space. Retail sales are absolutely prohibited during the event.

Additionally, no Engagement Station materials or advertising will be allowed

to extend beyond sponsor’s allotted Engagement Station space or above the back wall. BAI will have full discretion and authority in the placement,

arrangement, and appearance of all items displayed by sponsor. If BAI determines that any Engagement Station or its contents require replacing,

rearrangement or redecorating, the sponsor will be responsible for all costs incurred. In keeping with the professional nature of the event, performers

and other forms of entertainment are not permitted in assigned space. BAI reserves the right to restrict any Engagement Station or actions within the

Engagement Station that BAI considers undesirable. This restriction includes property, conduct, dress of models, printed materials, or anything

considered objectionable by BAI. BAI will have sole control over admission

policies at all times.

Vehicle Displays: Automobiles or other fuel powered vehicles of any nature are not allowed at

BAI Beacon without prior written approval from BAI. Please contact BAI Sponsor Operations at [email protected] if you are interested in displaying an

automobile or fuel powered vehicle.

BAI reserves the right to modify these Rules & Regulations to maintain the character of BAI Beacon 2017 and the experience of the attendee.


Documents

Rules & Regulations - BAI · 2018-02-28 · 115 S. LaSalle Street, Suite 3300 • Chicago, IL 60603-3801 • T: 312.553.4600 • F: 312.683.2373 • Rules & Regulations Admission