 2013
CALIFORNIA SCIENCE
EDUCATION CONFERENCE
OCTOBER 25-27, 2013 • PALM SPRINGS
RESTRICTIONS, RULES, AND REGULATIONS
EXHIBITOR ADMISSION
An official exhibitor identification badge must be
worn by each exhibitor. Each company or organization
exhibiting in the exhibit hall (Booths 100 – 624), with
the exception of non-profit table exhibitors, will receive
two complimentary full conference registrations to be
used for exhibitor representatives. Exhibitors may obtain
additional limited access (exhibit area only) passes
at no charge. Non-profit companies exhibiting in the
table top area of the exhibit hall (Tables 1 – 25) will
receive staff passes which are limited to the exhibit
hall. If any company/organization staff who do not receive
one of the full conference badges wish to have full
conference privileges, they must register as conference
attendees. A registration brochure will be mailed on
request.
ASSIGNMENT OF SPACE
CSTA reserves the right to assign space, to rearrange
the floor plan and/or to relocate any exhibit to further
the best interest of the Show. CSTA will assign space
guided by exhibitors' priorities, by the exhibit's requirements,
and by the choice of locations. If Show Management should
relocate Exhibitor, any lower space rate difference
shall be refunded but any higher rate differences shall
not be imposed. Within seven (7) days of official notice
of space reassignment and/or relocation by CSTA, it
is the duty of the Exhibitor to notify CSTA in writing
if the reassigned/relocated space is not acceptable
for any reason.
SALES PERMITS AND LICENSES
Sale of materials or services is permitted in the exhibit
hall only during exhibit hours in designated booth spaces
(Booths 100 – 624). Obtaining the appropriate licenses/permits
as required by law, collecting and remitting sales taxes,
and any other legal requirements are the sole responsibility
of the exhibitor. No sales or order-taking may take
place at the non-profit tables. The City of
Palm Springs requires a temporary business license for
the general sale of any merchandise at the facility.
Please contact the City of Palm Springs at least 14
days in advance for issuance at 760-323-8256 or in person
at 3200 East Tahquitz Canyon Way, Palm Springs, CA 92263.
Please complete the Temporary
Business Permit form prior to contacting the City.
SECURITY
CSTA Management will provide security during the hours
the exhibit area is closed. However, exhibitors are
solely responsible for their own exhibit materials and
should insure their exhibit against loss or damage from
theft, accident, vandalism, fire, or other causes. All
property of an 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.
BOOTH EQUIPMENT AND SERVICE INFORMATION
For those companies purchasing standard 10’ X 10’ exhibit
spaces (Booths 100 – 624), standard decoration includes
8’ backdrop drapes, 3’ side rail drapes, and a one-line
company identification sign. For those companies purchasing
a non-profit table (Tables 1 – 25), standard booth decoration
includes a draped 6’ table and 2 plastic contour chairs.
All services required by exhibitors must be obtained
through the official service contractor, GES. Complete
shipping instructions and information regarding furniture
and carpet rental, electrical work, labor for erecting
and dismantling exhibits, drayage, etc. will be mailed
to exhibitors by GES at least six weeks before the conference.
A service desk will be maintained in the exhibit area.
INSTALLATION AND DISMANTLING - NEW
- PLEASE READ!
Exhibitors may install exhibits beginning at 3:00 pm,
Thursday, October 24, 2013. Exhibits must be in place
by 8:45 am, October 25. All exhibits must remain completely
intact until 3:00 pm, Saturday, October 26. Exhibitors
who dismantle any part of their display prior to the
official closing time will subject to a $200 penalty.
Exhibits must be removed by 6:00 pm, October 26. CSTA
and GES will not be responsible for materials not removed
by this time.
EXHIBIT CONSTRUCTION
Exhibits must not project beyond the space allocated
or obstruct the view of other exhibits. Booth back walls
are 8’ high; side dividers are 3’ high. No special signs,
booth construction, device, or lighting fixtures are
permitted in excess of 8’ in background height. In straight-line
booths, all construction or parts of the display exceeding
4’ in height must be placed at least 5’ in from the
aisle. Any other parts of the exhibit occupying the
back half of the booth will not be permitted to exceed
8’ height of back wall. Plans for island and/or peninsula
displays must be submitted to CSTA Management for approval
in advance of the conference. Display material exposing
an unfinished surface to neighboring booths is not permitted
and must be finished at the exhibitor’s expense. Management
reserves the right to determine if unfinished sides
or end panels fit this requirement. Booths and other
structures , constructed within an area equipped with
an automatic sprinkler system, shall not be constructed
with any roof, ceiling, or other enclosure that would
prevent the sprinkler system from protecting the booth
area. For approved canopy structures, contact the Palm
Springs Fire Marshall. Table-top displays in the non-profit
area may not project beyond the edge of the table and
may not exceed 3' in height. Displays may not be placed
in front of, next to, or behind the tables.
USE OF SPACE
No exhibitor may assign, sublet, or share the space
allotted without the knowledge and consent of CSTA.
All exhibits, interviews, demonstrations, and distribution
of materials shall be confined exclusively to the limits
of the assigned booth and must be relevant to the exhibitor’s
products. All noise-making machines shall be operated
only at a noise level which will not interfere with
other exhibitors. Each exhibitor is responsible for
keeping the aisle or aisles near his/her booth free
of congestion which may result from the demonstration
or promotion of exhibitor’s product(s). Any financial
charge for removal or retrieval of balloons by the end
of the last move-out day will be the responsibility
of the exhibitor. Exhibitors shall not sell or give
away or authorize the sale or giving away of, food or
beverages that are not provided by the authorized vendor,
flowers, stickers, or tobacco on, from, or adjacent
to the facility, nor provide special services to the
public. Easels, signs, etc. cannot be placed beyond
the booth area.
RESTRICTIONS
CSTA Management reserves the right to prohibit, restrict,
and/or evict exhibits which, because of method of operations,
excess noise, materials, or for any reason, become objectionable.
Management may also evict or prohibit any exhibit which
in its opinion detracts from the general character of
the exhibits as a whole. In the event of such restriction
or eviction, CSTA and CSTA Management are not liable
for any refunds of rental or other exhibit expense.
ANIMALS AND WATER
Exhibitors intending to display live animals and/or
have tanks which contain water must present a certificate
of liability insurance stating that the company is liable
for and indemnifies CSTA against all injury and damages
that may occur as a result of such display. Exhibitors
are responsible for damage to the Palm Springs Convention
Center (PSCC) and the property of the decorator and
other vendors should leakage from water tanks or casing
occur. Parties named as additional insureds on the company
policy should include: CSTA, its officers, agents, and
employees, and the Palm Springs Convention Center, the
City of Palm Springs, its officers, agents, employees,
and volunteers. Call (916) 979-7004 before September
19, 2013, for specific details and procedures. Failure
to do so may result in cancellation of exhibit space
at the conference. Per PSCC policies, non service animals
are not permitted in the facility except as part of
an exhibit, activity, or performance requiring their
use. Prior approval is required by the Event
Manager.
CARE OF BUILDING AND EQUIPMENT AND GENERAL SAFETY
REQUIREMENTS
Exhibitors or their agents shall not injure or deface
the walls or floors of the buildings, the booths, or
the equipment of the booths. Nothing shall be posted,
tacked, or otherwise attached to columns, walls, floors,
or other parts of the building or furniture. Exhibitors
may not distribute self-adhesive stickers to attendees
or other exhibitors. Charges for the removal of any
stickers will be passed on to the company distributing
the stickers. Fire codes prevent any item or devise
from being hung from or affixed to any sprinkler head
or piping. Unless expressly permitted by the Palm Springs
Fire Department, no open flames are allowed. Any special
effects, decorative displays, operating equipment, or
any exhibits of questionable fire safety must first
be approved by the Palm Springs Fire Department before
being installed. Electrical equipment must be UL approved.
Electrical wiring must conform with the Uniform Building
Code and the National Electrical Code. All extension
cords must have grounded plugs. Equipment considered
unfit for use, including extension cords, will be prohibited.
DECORATIVE MATERIALS
All decorative material, such as, but not limited to,
drapes, theater curtains, signs, banners, acoustical
material, hay/straw, split bamboo, plastic displays,
canvas, cardboard, plastic cloth, and certain other
plastic materials etc. shall be of non-flammable material
or shall be treated and maintained in a flame retardant
condition by means of an approved flame retardant solution
applied by a contractor licensed by the California State
Fire Marshals Office. Any decorative material that is
not inherently or manufactured flame retardant (labeled)
shall be subject to testing. Wood materials less than
¼” nominal thickness shall be treated with a flame-retardant
coating in accordance with nationally recognized standards.
A Certificate of Flame Resistance accompanied with an
attached fabric sample shall be available for review
by the Fire Marshal at time of floor plan submittal.
Sisal paper, tar paper, nylon, oilcloth, etc. cannot
be rendered flame retardant and are prohibited. Materials
in violation shall immediately be removed from the building.
Table cloths must lay flat in the immediate area of
ignition sources.
Helium, balloons, confetti and glitter are
strictly prohibited. Balloons may be used for
display purposes with prior approval. Any loose balloons
will be subject to a per balloon retrieval fee. Adhesive
backed decals may not be distributed or used within
the facility.
STORAGE OF PACKING BOXES AND CASES
Literature on display shall be limited to a one day
supply. Reserve supplies shall be kept in closed containers
and stored in a neat and orderly manner. Exhibitors
will not be permitted to store empty packing boxes or
cases in booths during the exhibit period. Exhibitors
must contact GES for storage instructions. Boxes and
trash must not be placed in the aisles during show hours.
SMOKE-FREE BUILDING POLICY
Smoking is prohibited within the PSCC, including offices,
private offices, hallways, waiting rooms, restrooms,
lunch rooms, elevators, escalators, meeting rooms, and
all community areas. The policy applies to all employees,
clients, contractors, and visitors of the PSCC.
SAFETY STANDARDS
CSTA will assume absolutely no responsibility for exhibitor
use of hazardous materials wherever they are located.
Exhibitors agree to indemnify CSTA for any and all claims,
loss, damage, or injury associated with hazardous substances.
No items may be thrown, propelled (self or mechanically),
or projected from an exhibit booth at any time. Loading
docks are for loading and unloading only. All vehicles
left in loading areas will be towed away at the owner's
expense. No items whatsoever are to be placed in the
aisles. Exhibitors agree to abide by all rules and regulations
pursuant to hazardous substances promulgated by the
city of Palm Springs. Exhibitors agree to assume all
financial responsibility for costs incurred as a result
of misuse of these materials. Exhibitors are charged
with knowledge of all local laws, ordinances, and regulations
pertaining to health, fire prevention, and public safety
while participating in this show. Compliance with such
laws is mandatory for all exhibitors and is the sole
responsibility of the exhibitor. Note: City fire inspectors
may visit the exhibit area at any time and have the
right to reject items that they deem unsafe.
HAZARDOUS MATERIALS
Hazardous materials, flammable/combustible liquids,
and compressed flammable gases are prohibited inside
the building. Hazardous materials are any substances
or materials that have been determined by a federal,
state, or local government authority to be capable of
posing risk or injury to health, safety, or property.
Hazardous materials include, but are not limited to,
pesticides, acids, alkalis, poisons, corrosives, toxins,
pool chemicals, and aerosols. Only empty containers
shall be used for display. When hazardous materials
are to be brought to the Palm Springs Convention Center,
the exhibitor must provide CSTA notice in writing five
(5) months in advance of the event. Storage or disposal
of any hazardous materials in the facilities is prohibited.
Exhibitors are responsible for compliance with all federal,
state, and local laws, ordinances, and regulations concerning
environmental laws and hazardous materials. For a current
listing of regulated hazardous materials, containment
standards, responsibility, permit applications, enforcement,
etc. contact the City of Palm Springs Fire Department
at (760) 323-8186.
PROHIBITED MATERIALS
Unless expressly permitted by the Palm Springs Fire
Department and CSTA, the use of the following materials
is prohibited in the PSCC: electrical and gas cooking
equipment, open flame devices, vehicles, welding, cutting
or brazing equipment, ammunition, radioactive devices,
flammable liquids pressure vessels, exhibits involving
hazardous processing and materials, fireworks or pyrotechnics,
blasting agents, explosives, compressed flammable gases
(including liquid petroleum gas), flammable gases, flammable
cryogenic gases, aerosol cans with flammable propellants,
toxic materials including any substances regulated under
California’s Proposition 65, portable heating equipment,
flammable liquids, flaming swords, fire batons, helium
balloons, etc., and materials and operations that increase
risk to fire and life safety.
Outside food or beverage is not permitted at any time.
DISCLAIMER
Acceptance of exhibits from commercial and non-profit
organizations does not necessarily indicate CSTA’s endorsement
of products or services.
LIABILITY
Exhibitor agrees to abide by all rules and regulations
promulgated by the City of Palm Springs. Neither CSTA,
nor the PSCC, nor the official contractors, nor their
respective members, officers, directors, agents, or
employees are liable for any damages or losses that
may occur to the exhibitor or to the exhibitor’s employees
or property from any cause whatsoever. Insurance and
liability are the full and sole responsibility of the
exhibitor. The exhibitor, on signing the exhibit contract,
agrees to obtain adequate liability insurance and agrees
to protect, indemnify, defend, save, and hold forever
harmless CSTA and PSCC from any and all liability, claims,
losses, damages, governmental charges or fines, attorneys
fees, and expenses for personal injury, accident, or
property damage from fire, theft, destructive causes,
or loss arising out of, in, at, or in connection with
the exhibitor’s display.
SHOW DECORATOR & UNION JURISDICTION
The official show decorator is GES. GES will provide
you with shipping instructions and order forms for booth
furniture, carpet, electrical, and other services after
your booth is confirmed and at least 6 weeks before
the start of the show. All exhibitors are expected to
comply with any union requirements in effect and as
outlined in the “SHOW SITE WORK RULES” section of the
Exhibitor kit.
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