1. Application for space - All applications must be forwarded to New England Association of Fire Chiefs Inc., Chairman of Exhibit Committee.

2. Acceptance - All applications are subject to acceptance by the Exhibit Committee and the Exhibit Committee reserves the right to reject any applications without cause in its sole and absolute discretion.

3. Contracts - One copy of the enclosed Contract and Agreement shall be returned to the Chairman of the Exhibit Committee. A check covering the FULL amount for the rental space (s) must accompany the Contract and Agreement and received 30 DAYS prior to the opening of the Expo. No exhibitor will be allowed to exhibit unless said fee is paid in full. Any exhibitor canceling within 30 days prior to the opening of the Expo shall be responsible for the FULL amount due. Any exhibitor that has not paid in full 30 days prior to the opening of the Expo will receive notice that the exhibitor will be canceled and the exhibit space will be forfeited and reassigned. Any checks returned for insufficient funds, closed accounts, etc. will be accessed a fee of $25.00.

4. Exhibit Space and Requirements - All inside booths are 10' Wide x 8' Deep except 10' Wide x 10' deep booths are available in the Young Building. One identification sign indicating the name of the company will be provided at no charge. No exhibit shall be set in place so as to obstruct the general view of other exhibitors. Cost of electrical is included, exhibitor must provide heavy duty extension cord.

5. Outdoor Exhibits - Exhibit space for apparatus manufacturers and outdoor exhibits will be assigned different locations and will come under the "Rules and Regulations" the same as booth exhibits.

6. Insurance and Liability - The Exhibitor's property is shown at his own risk and hazard and neither the Eastern States Exposition, their representatives, nor the New England Association of Fire Chiefs, Inc., shall assume any responsibility for any losses incurred due to accident, fire, theft, flood, lightning, or any other act of God beyond the control of the Eastern States Exposition management and the Association. All exhibitors shall assume full liability and shall hold the Eastern States Exposition and the New England Association of Fire Chiefs, Inc. harmless from any and all claims arising from any act or omission on the part of the exhibitor, his employees or agents. Exhibitors must present a certificate of General Liability insurance acceptable to the Exhibits Committee. Those displaying vehicles must also include Auto Liability insurance. Minimum limits are $500,000.00. The New England Association of Fire Chiefs, Inc. must be shown as an Additional Insured for this event.

7. Hospitality Rooms - Hospitality rooms for exhibitors maybe open during the hours set forth: 12 Noon to 1 P.M., 4:00 P.M. to 11 P.M. Opening of the rooms at any other time will be considered against the "Rules and Regulations" as set forth by the Association. Hospitality rooms shall be closed during designated functions of the conference such as the Memorial Service, Association Meetings, Theme Night, & Banquet..

8. Acknowledgment of Rules and Regulations - The exhibitor agrees to abide by all rules and regulations adopted by the New England Association of Fire Chiefs and will sign for receipt of same..

9. Compliance with Exhibit Regulations - An Exhibit Committee comprised of representatives of the N. E. Fire Chiefs will make all decisions and settle all complaints pertaining to compliance with exhibit regulations.

10. Relocation of Exhibits - The Exhibit Committee reserves the right to alter locations of exhibits or booths as shown on the official floor plan, if deemed advisable, in the best interest of the exhibit.

11. Height Limitation of Exhibits - Exhibits cannot exceed an overall height of 8 feet in locations where this would obstruct other exhibits. If the actual product sold to the industry exceeds the height limitation (whether it is the equipment itself, a store front, or store front and sign), include a complete description of it with your order for space. The Exhibit Committee reserves the right to place these exhibits along the walls if necessary. NO BOOTH CONSTRUCTION, INCLUDING THE TOP OF THE SIGN SHALL BE OVER 8 FEET FROM THE FLOOR.

12. Signs - No sign will be permitted over the aisle. THE TOP OF ANY SIGN, EITHER SUSPENDED OR SUPPORTED, CANNOT BE MORE THAN 8 FEET FROM THE FLOOR. No electric flashing signs will be permitted in the exhibit hall unless approved by the Exhibit Committee.

13. Arrangements of Exhibits - Exhibits must conform to the size of their space and must not obstruct the view or interfere with other exhibits. Exhibitors will be asked to rearrange their displays if equipment, tables, etc. cause congestion in the aisles or interfere with other exhibits. Aisle space may not be used by exhibitors in any way, including carpeting, etc.

14. Subletting of Space - No exhibitor shall assign or sublet space allotted, or exhibit therein, or permit any other party to exhibit therein, goods other than those manufactured or handled in the regular course of business by the exhibitor.

15. Canvassing and Distribution of Advertising Matter - Canvassing by a non-exhibiting firm is strictly forbidden.

16. Amplified Recordings - If an exhibitor plans to use amplified recordings or other methods of reproducing sound or voices, they must be housed in soundproof partitions so that adjacent exhibits will not be disturbed. Where the use of such equipment is planned, the Committee must be informed at the time of space reservation.

17. Visual Aids - Exhibitors must obtain permission from the Committee for use of Visual Aid Materials. Visual aids, tape recording equipment, and similar mechanical devices shall not unduly interfere with or be offensive to other exhibitors. Exhibitors shall not use noise, lighting, or other distractions judged by the Exhibit Committee to be offensive.

18. Damage to Building - It is hereby agreed that the lessee will not injure, mar, or in any manner deface the building, and will not cause or permit anything to be done whereby the premises shall be in any manner injured, marred or defaced; and will not drive or permit to be driven any nails, tacks, or screws into the walls, floors or woodwork of the building; and the lessee agrees that if the said premises shall be damaged by the act of negligence of said lessee, its agents, or guests, it will pay to the Building Management such sum as shall be necessary to restore the premises to their usual condition.

19. Care of Exhibits - Exhibitors must have their booths and exhibits cleaned and otherwise put in proper order between the hours of 4:00 P.M. and 09:00 A.M. of each day.

20. Receipt of Goods - The Management will not be responsible for any loss or damage to goods consigned to its care. All goods must be marked plainly with the name of the exhibitor and booth number, and addressed to the Exhibit Committee, New England Association of Fire Chiefs, Inc. and Special Event Rentals, Inc..

21. Removal of Goods During Show - No exhibitor will be allowed to remove his exhibit, or any part of it, until the close of the exhibition.

22. Exhibit Opens - The Exhibition will begin on Friday 9:00 A.M. and will continue until 2:00 P.M. on Sunday.

23. Cancellation - Any exhibitor canceling within 30 days prior to the opening of the Expo shall be responsible for the FULL amount due. Any space not occupied at the opening of the show will be forfeited and reassigned; the exhibit fee is not refundable.

24. Temporary Structures - Exhibit areas shall comply with 521 CMR - Architectural Access Board.

25. Fire Prevention Regulations - All exhibitors shall comply with the Fire Prevention Regulations of the West Springfield Fire Department. Enclosed is an ORDER OF NOTICE from the West Springfield Fire Department. It is MANDATORY that every exhibitor complete the form and send it to the Exhibit Chairman PRIOR to the Expo. All forms are required to have legible printed names and signatures. Under no circumstances will an Exhibitor be allowed to exhibit at the show if the forms are not completed and received by the Exhibit Chairman prior to their arrival at the show. Any violation of the regulations outlined in the ORDER OF NOTICE will result in penalties and fines as per the West Springfield Fire Prevention Regulations.

26. Dress Code - All exhibitors shall ensure that all individuals working for the exhibitor at the conference are dressed appropriately at all times. Offensive, sexually suggestive or provocative attire is prohibited. Any attire not considered "business casual" should be pre-approved by the Exhibit Chairman. The Exhibitor agrees to remove from the Exhibit area any person under the control of the Exhibitor that is deemed not properly attired by the Exhibit Chairman.

ALL POINTS NOT COVERED BY THESE RULES ARE SUBJECT TO THE DECISION OF THE EXHIBIT COMMITTEE. ANY INQUIRIES OR FURTHER INFORMATION REGARDING EXHIBITS SHALL BE ADDRESSED TO THE CHAIRMAN OF THE EXHIBIT COMMITTEE.

 

OFFICE OF THE FIRE CHIEF
Chief David Barkman
44 Van Deene Ave
West Springfield, MA 01089
Phone: (413) 732-2650

 

• No smoking allowed in buildings
• All fabrics used as back drops and/or table coverings must be flame retardant. Use of spray flame retardants is acceptable. When permitted, trees and vegetation shall be live, baled and kept watered.
• Burlap material is not allowed as back drop or table covering.
• Bark mulch is not allowed for display material.
• Flammable liquids and gases (propane cylinders) are not allowed in the buildings. Non-flammable gas cylinders, like helium, shall be supported by metal stands.
• Devices utilizing an open flame(s) are not allowed.
• Batteries on all vehicles must be disconnected.
• Vehicle fuel tanks shall have only the minimum amount of fuel necessary.
• Fuel filter caps must be locked or secured with tape to prevent the public from removing them.
• Vehicle engines shall not be started and run at any time while the building is open to the public.
• All exits shall remain free and clear at all times.
• All fire lanes shall remain free and clear at all times.
• All fire alarm pull stations and any other fire protection equipment shall be free and clear of obstructions and readily visible.
• All aisles shall be a minimum 10 feet in width and shall remain free and clear at all times.
• All fire extinguishers shall be accessible at all times.
• No signs, decorations or products shall be attached to any part of any sprinkler system. 

 

The show dates are Friday, June 25th, from 9:00AM to 4:00PM; Saturday, June 26th, from 9:00 AM to 3:00 PM & Sunday, June 27th, from 9:00 AM to 2:00PM (entry gates close at 1:00PM). Setup time for apparatus will be Thursday, June 24th, at 10:00 AM. 8' x 10' and 10' x 10' Booth setup time will be Thursday, June 24th from 8:00 AM to 6:00 PM, and Friday 8:00 AM to 9:00 AM. Exhibitors must use Gate 9 for entry all days. Parking available for exhibitors at the west & north sides of the Better Living Center. Gate 9 will be used on show dates. Busses will run from the Sheraton Hotel  on show days starting at 8:00 AM.

There will be vehicle space available both on the inside and outside exhibit area. These spaces will be given on a first come first serve basis according to when you get your applications in. We highly recommend, if you desire certain space, to get your application in early. Enclosed you will find three plans, one outside and two inside, showing the spaces available. Please note on your application your first, second and third preferences. These spaces will be held open until Thursday at 10:00 AM. At 10:00 AM we will move the apparatus into the exhibit hall and outside exhibit area. Thus, to retain your preferred space, you must be there on time, NO EXCEPTIONS.

Vehicle staging will take place on the driveway from Gate 9 through the gate next to the attendee registration building . Exhibitors must be present and have their vehicles in a ready status in the staging area to expedite moving into the exhibit hall on time. Personnel from the Expo will be in the staging areas for your assistance.

VEHICLE PARKING
Overnight parking of vehicles and apparatus prior to move-in will be conveniently available in the staging area at the parking lot of the Eastern States Exposition. Vehicles parked overnight must be removed prior to 8:00 AM on Thursday, the day of the move-in. The exhibitor looking for preferred space should send in their applications as soon as possible. The Association shall determine final placement of all displays.

All vehicle displays are required to provide some form of protection from oil and grease from the floor of the display area, either in the form of carpeting or plastic "drop cloths." All apparatus having an aerial ladder shall be considered a Ladder and charged accordingly, regardless of length of the vehicle.

VEHICLE SPACES
Vehicle spaces are to be used primarily for apparatus and emergency vehicles. Use of a vehicle space for any other exhibitor usage will be handled on an "As Requested" basis.


APPARATUS AND VEHICLE EXHIBITORS FIRE PREVENTION REQUIREMENTS
All inside vehicles must follow specific instructions as per the West Springfield Fire Department.


NATURE OF EXHIBITS
A. The activities of each exhibitor in the exhibit area must be within the exhibitor's allotted space. Exhibitors will not use noise, lighting, or other distractions judged by the New England Fire Chiefs to be offensive to the exhibitors. All displays must be in "good taste". No exhibitor will be allowed to set up, or continue operation of any display that does not lend itself to the overall intent of the exhibition. Exhibits that imply a "carnival atmosphere" will not be tolerated! Visual aids, tape recording equipment, and similar mechanical devices shall not unduly interfere with, or be disconcerting to, other exhibitors. Exhibitors or their representatives who fail to comply with these regulations will be requested to leave the exhibit area without refund or appeal for compensation.

B. Only products which can be exhibited within the space limitations of the available booth/vehicle space can be accepted. Exhibitors of products of larger size may use models, visual aids, or appropriate literature to promote their product(s).

C. The dispensing of alcoholic beverages and/or food is prohibited in the exhibit area, unless first approved by the New England Fire Chiefs.


SECURITY
Security officers will be on duty during the exhibit hours and at all times the exhibits are closed. The security officers will be provided at no expense to the exhibitors.

INSURANCE AND LIABILITY
All exhibitors must present proof of General Liability insurance in the form of "Certificate of Insurance" acceptable to the Exhibit Committee. Those displaying vehicles must also include Auto Liability Insurance. Minimum limits are $500,000.00. The "New England Association of Fire Chiefs, Inc." must be shown as an Additional Insured for this event. Small exhibitors may request exceptions in writing.


FIRE SAFETY AND EMERGENCY MEDICAL ASSISTANCE
All fire exits must be kept clear at all times. Please note fire exit locations in case of emergency evacuation. Please report any apparent fire code violation to the New England Association of Fire Chiefs Exhibit Office.


BREAKDOWN OF SHOW
All inside and outside apparatus shall be removed from the display areas on Sunday, June 27th after 2:00 PM (NO EARLIER) with the direction, assistance and discretion of the New England Association of Fire Chiefs. Exhibitors removing goods or leaving early will be cited and lose booth space preference.. The Rules & Regulations will be STRICTLY ENFORCED - ZERO Tolerance policy in effect.