September 22-24, 2008 - Las Vegas Convention Center - Las Vegas, Nevada USA

General Information

Each show you exhibit in and every venue you visit has different rules and regulations. Not following them could result in costly delays and/or additional expenses! Please take the time to thoroughly review the items in this section.

  • General Information - An overview of basic show regulations and where you’ll find various services at the show.
  • Terms & Conditions
    Show Management rules that you agreed to at the time you signed your application
  • Las Vegas Convention Center Regulations
    All exhibitors should scroll through this document to find information relative to their participation. Forms include Fire Safety Guidelines, Policy on Halogen Lighting, Disapproved Halogen Bulbs, Approved Halogen Bulbs, Hazardous Waste Disposal, Double Deck and/or Covered Exhibits.
  • Forms

General Information

Access to Exhibit Hall

Exhibitors with the proper Show credentials will be admitted to the exhibit area during the following times:

Move-in:

September 15-20: 8 a.m. – 5 p.m.
September 21: 8 a.m. – 5 p.m.
All exhibits are to be set up, or in the process of being set up with all empties out of the aisles by 3 p.m., Sunday, September 21 to allow for the installation of aisle carpet.

No freight will be received on Monday, September 22.

Show Days:

September 22 -24: 7 a.m. – 6 p.m. (Note: show hours are 9 a.m. - 5 p.m. daily)

Move-out:

September 24: 5 p.m. - Midnight
September 25 - 27: 8 a.m. – 5 p.m.

Exhibitors or their appointed contractors (EACs, film crews, etc.) requiring hall access at times other than those specified above, must complete and present a Special Admittance Request Form to Show Management the day prior to the request. The names of personnel requiring access, their arrival and the time of departure will be recorded. Exhibitors found not working in their booth will be escorted off the show floor until regular access hours begin. The Special Admittance Request Form will be available in the Show Management office. Please refer to the MINExpo Move-In Bulletin distributed during move-in hours for additional details. Also see “Security.”

Aisles

All aisle space belongs to the Exposition. No exhibit, advertising, sales or distribution of promotional materials will be allowed outside the space assigned to the exhibitor. Any demonstration or activity that results in the obstruction of aisles or prevents ready access to neighboring exhibitors’ booths shall be suspended for any period specified by Show Management.

Americans with Disability Act

Exhibitors are expected to comply with regulations to make their booths and displays accessible to the physically challenged. Violations of the ADA can result in serious civil damage awards: $50,000 for the first violation and $100,000 for subsequent violations. Exhibits are considered “public accommodations” and are subject to the requirements of the Americans with Disabilities Act (ADA). Non-compliant exhibitors will be asked to make alterations to remove architectural barriers wherever it is readily achievable and technically feasible, and where removal of such barriers does not place an undue financial burden on the company.

Broadcast and Publications

The National Mining Association has secured a public performance license agreement with both BMI and ASCAP for “mechanical music” played on the exhibit floor. The term “mechanical music” shall mean music presented by means other than live musicians, e.g. records or tapes.

Business Center

The Business Center is located just south of the Grand Lobby entrance and will be open 9 a.m. – 5 p.m., Monday through Friday. (A satellite office is located in the main foyer of the Central Hall, just beyond the escalators and will be open during move-in, move-out and Show hours.)

Cleaning

Show Management will provide daily vacuuming of the exhibit hall aisle carpet and trash removal from the common areas. To order cleaning for your individual booth, click here to return to the list of "Official Contractors." Then click on the GES link to order this service on line or to download the PDF form.

Coat and Luggage Check

For your convenience, coat and baggage check service will be available during MINExpo Show hours. Please refer to the MINExpo Move-In Bulletin on site for times and location.

Columns

Columns that are entirely within the boundaries of an exhibit space, and which in no way inhibit fire, service or safety access, may be covered with flameproof drapery from the floor up to a point no higher than the exhibitor’s permissible backwall height. Fire protection equipment, fire hoses and extinguisher must be identified and accessible if the column supporting such equipment is covered. Permission must be obtained from Show Management (hei) for all column covering prior to construction and installation.

Concrete Anchoring

Drilling and anchoring in concrete is prohibited. Drilling in any other surface inside must be approved in advance by the Las Vegas Convention Center. For further information about this policy, please contact Loyd Miller, Las Vegas Convention and Visitors Authority.

Convention Center Accessibility

The Las Vegas Convention Center is wheel-chair accessible with elevators to all levels. If you have special needs, please contact Encore Productions at 702-943-6780.

Electrical Wiring

Electrical wiring in all exhibits must conform to the National Electrical Code. All wiring for displays and equipment must include one wire for ground. Wires laid across aisles shall be guarded by wood, metal or acceptable covers. Complete details on electrical service are included in this Exhibitor Service Manual. Technical information on electrical service not covered in the Exhibitor Service Kit may be obtained from the general contractor (GES).

Exhibitor Servicenter®

Exhibitor Service Centers® will be located in each hall from the beginning of move in through move out at the following locations:

North Halls 1-4 Behind the 300 aisle in N4
Central Halls Behind the 5000 aisle in C2

Free-standing Servicenters® linked to GES, the general contractor, will be available throughout the halls for phone-in and fax orders. Watch for your GES Ambassador walking the aisles for assistance right at your booth.

Exhibit Space Rental Includes

  • Draperies suspended on aluminum uprights and stanchions. The draped back wall is 8’ (2.43 m) high. The side rail drapes are 33” (.84 m) high. (Furniture & utilities are not included.)
  • An identification sign measuring 7 inches by 44 inches (17.78 cm x 111.76 cm) with black letters on white card, which includes company name and booth number if ordered in advance.
  • Four complimentary exhibitor staff badges for every 100 sq. ft. of exhibit space, with a cap of 75 complimentary exhibitor staff badges. Click here for more information about badge allotment.
  • 24 hour perimeter Security in the Exhibit Hall.
  • Free MINExpo promotional materials.
  • Exhibitor Pre-registration list available at www.minexpo.com
  • Listing on the show's website
  • Listing in the MINExpo Official Directory.
  • Listing in the MINExpo On-Line Directory.

First Aid/Emergencies: 702-892-7400

A First Aid Room is located next to Security, at the end of Grand Concourse across from the Central Halls. The Las Vegas Convention Center Security Staff is trained to handle emergency situations. Their security office is operational 24 hours a day and becomes the communications center and command post in the event of an emergency. All emergencies must be reported to the Las Vegas Convention Center first. The 24-hour security number is 702-892-7400. (Dialing 911 will delay the response by medical personnel who may not be able to find or get to the location of the emergency.) A nurse is on standby during move-in, show and move-out hours. Security officers with EMT training are on duty during periods of heavy activity in the Las Vegas Convention Center.

Good Neighbor Policy

Exhibitors are expected to minimize the noise of operating exhibits. The maximum allowable decibel level is 80db. All unnecessary noise is prohibited. Unusually noisy equipment that will be demonstrated may not operate continuously, but only periodically throughout the day (e.g. once every hour or half-hour for short duration). Suggested steps to reduce noise level include: (1) using quieter gears and carefully adjust the gear before use; (2) using rubber padding wherever possible to deaden the noise; (3) using padding under operating machines; (4) operating only one machine at a time; and (5) using rheostats to control speed, particularly where the machine is noisy at high speed and can be demonstrated reasonably well at a lower speed. All engines, regardless of type, must have an effective muffler to reduce the sound level. No internal combustion engines may be used in indoor exhibits during the Exposition. The use of loudspeakers, sound projection equipment and any other sound augmenting devices in exhibit booths will be permitted only with the understanding that the volume is kept at a reasonable level and is not objectionable to surrounding exhibitors. Exhibitors planning to use “production numbers” are advised that prior approval must be obtained from Show Management (hei). Live bands may not be used. Amplification equipment may be used only for recorded music leading to the introduction of product demonstrations, provided that the sound is not objectionable to other exhibitors. In all cases, Show Management’s (hei) decision on any questionable noise level will be final and the exhibitor agrees to abide by any such decision.

International Business Center

An International Business Center will be located on the second level of the Las Vegas Convention Center in room N245. Import/Export counseling and business services, including private meeting rooms, as well as telephone and fax lines will be available.

Internet Cafe

Attendees will have access to personal and business e-mail systems. The Internet Café will be located in the Grand Lobby of the Las Vegas Convention Center adjacent to the Central Halls. Exhibitor sponsorships are available.

Lead Retrieval System

Information about renting lead retrieval equipment and/or list rentals is available on the CompuSystems (CSI) website. Click here to visit the CSI website or to download forms. Lead retrieval equipment will be available for pick up at the CompuLead service desk located in the Las Vegas Convention Center. For pick-up and drop-off times and locations, please refer to your MINExpo Move-In Bulletin distributed during installation.

Lighting

  • Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting:
  • No lighting, including Gobo lights, fixtures, lighting trusses or overhead lighting are allowed to be installed outside the boundaries of the exhibit space. Exhibitors intending to use hanging light systems should submit drawings to the Managing Directors for approval. Truss must not exceed the booth lines.
  • Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibits or show aisles.
  • Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by the Managing Directors.
  • Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.
  • Ceiling lights over an aisle or another exhibitor’s booth may not be disconnected.

Gobo lights, etc. must be focused within the confines of the exhibitor’s booth.

Limousine Rental

While in Las Vegas, should your needs include limousine rental, please make sure for your protection that the company is licensed in the state of Nevada.

Location/Size of Exhibit

For planning purposes, exhibitors are reminded that the locations of booths, columns, etc., shown on the floor plan are believed to be accurate, but warranted only to be approximate. If detailed measurements are required, please write to Show Management (hei). NMA reserves the right to alter the location of exhibits or booths shown on the exhibit space floor plan as it deems advisable and in the best interest of the Exposition.

Merchandise Release Passes

All merchandise carried out of the exhibit halls must be accompanied by a Merchandise Release Pass. Passes may be obtained in the Show Management Office. A description of each item will be required in addition to your signature for removal of the item.

Meeting Rooms at LVCC

Meeting rooms are available on a complimentary basis for MINExpo exhibitors. These rooms are available on a first-come basis. To request a room, please complete the Meeting Room Request Form.

National Mining Association (NMA)

The National Mining Association will have representatives at MINExpo to answer questions pertaining to membership, services and future NMA events. The National Mining Association office will be located in room N253. The National Mining Association booth will be located in the Grand Lobby of the Las Vegas Convention Center. The NMA website is www.nma.org.

Parking

Parking is permitted in marked spaces only. Overnight parking is not permitted. When paid parking is in effect, the fee is $10.00 per space with in/out privileges. Please display ticket stubs on your dashboard. Red curbs designate fire lanes which are tow away zones and must be kept clear. Accessible parking spaces are provided and are designated as reserved by a sign showing the symbol of accessibility. If you forget where you parked (it’s easy to do), stop by the LVCVA Security Dispatch Office located in the main concourse by the “C” Halls. They will be happy to help you find your vehicle.

Photography and Videotaping

Any exhibitor is permitted to prohibit the taking of photographs within their exhibit either completely or selectively. Delegates will be allowed to take photographs from the aisle during hours of the Exposition.

Press Room

MINExpo will staff a Press Room at the Las Vegas Convention Center in room N243, of which only editors, writers, and reporters will be permitted. The Press Room will serve as the registration area for these individuals as well as a place for them to gather information about MINExpo exhibitors. An area will be designated for the distribution of press releases and kits. We suggest you ship copies of your Press Kit with your exhibit materials. Please deliver the press kits to the Press Room on Sunday, September 21 from Noon – 4 p.m. Rooms will be available for press conferences on a first-come basis. To schedule a room, please complete the Press Room Request Form.

Secured Storage

MINExpo will provide overnight storage where exhibitors may store “sensitive” hand-carry items during evening hours. The storage area will be staffed throughout the Show, from move-in to move-out. There is no charge for this service. If you cannot carry your product to the secured storage area, we suggest you rent a safety container from GES Exposition Services. The location of the secured storage area will be addressed in the MINExpo Move-In Bulletin.

Security

Entry into and out of the exhibit halls will be checked by security personnel. Exhibitors without proper credentials will not be allowed into the exhibit halls. Please be sure to register your staff in advance of MINExpo in order to obtain and distribute an Exhibitor Badge to each staff member. Materials leaving the exhibit area must be accompanied by a Merchandise Release Pass, even if it is the property of the exhibitor removing it. Merchandise Release Passes may be obtained from the Show Management office. The responsibility of security for each exhibit is that of the exhibitor. NMA will provide crowd-control admittance security. Neither NMA, Show Management (hei), General Contractor (GES) nor the Las Vegas Convention Center (LVCC) will be responsible for the safety of exhibits against theft, fire, loss, accident or damage from any other cause, or for accidents to exhibitors, their employees or any other person in or about said premises, except where caused by sole negligence or misconduct on the part of NMA, Show Management (hei), the Las Vegas Convention Center (LVCC) or the General Contractor (GES). Exhibitors are encouraged to budget and make security arrangements for sensitive or valuable items. If insurance to cover the above is desired, it must be placed and paid for by the individual exhibitor.

Show Colors

MINExpo show colors include salt/pepper aisle carpeting and black booth draperies.

Show Management Office

MINExpo Show Management will staff an office at the Las Vegas Convention Center from move-in through move-out. The phone number and room number will be included in the MINExpo Move-In Bulletin.

Shuttle Bus Service

A shuttle bus service will operate between participating hotels and the Las Vegas Convention Center as follows:

All hotels - with the exception of the Las Vegas Hilton and the Renaissance Hotel - will be provided complimentary shuttle service. Click here for a list of all official MINExpo hotels.

Signs

All signs must be located within the boundaries of the assigned booth space and hung no higher than the height limitation of the space assigned. Signs may not be attached to walls outside an exhibitor’s space, nor may they be hung from the ceiling except over the exhibitor’s assigned space and only in conformity with prevailing safety requirements in the Las Vegas Convention Center (LVCC) and at the allowable height for the assigned space. Any signage or promotional language on equipment must be part of the original equipment.

Smoking/Non-Smoking Policy

The Las Vegas Convention Center is a non-smoking facility with designated smoking areas.

Storage of Packing Boxes and Crates

Storage of boxes, crates and other exhibit containers will be provided as part of the General Contractor (GES) drayage fees. This material will be returned to the exhibit space as soon as possible after the close of the Show at 5 p.m., Wednesday, September 24, 2008. All empty shipping containers and packing materials must be removed from the exhibit hall and placed in storage. No storage of any material is allowed behind the booth or where electrical service is located. To protect against loss, small cases should be placed inside larger ones, and an empty crate tag should be affixed to the crate. Such tags will be available at the Exhibitor Service Desk. The storage area will be inaccessible during the Show, so exhibitors are asked to check crates carefully for essential exhibit material that might be needed during the Show. No liability will be assumed by NMA, Show Management (hei), the General Contractor (GES) or Las Vegas Convention Center (LVCC) for items left in the boxes, crates or other containers. Should there be a need for secured storage, exhibitors should contact the General Contractor (GES).

Temporary Work Passes

Exhibitors are urged to comply with security regulations requiring identification of all personnel in the Exhibit Hall during the installation and dismantle period. Temporary Work Passes for installation will be made available at the entrance to the Exhibit Halls on Monday, September 15 through Sunday, September 21 and on Wednesday, September 24 through Sunday, September 27 during dismantling. Check your on-site move-in bulletin for exact locations. Passes will be made available to Exhibitor Appointed Contractors registered with the LVCC who have submitted certificates of insurance and to exhibitor representatives who will be installing/dismantling exhibitors’ booths. Passes will also be given to those exhibitor personnel who have not registered in advance and received an official exhibitor badge. Please see Special Admittance Request Form. This form should be presented by exhibitor representatives not officially registered who will perform work during installation and dismantle.

Television Monitors in the Exposition Area

Television monitors may be used in the exhibit area only for purposes of demonstration or explanation. The operation of television monitors receiving outside broadcasts, other than one’s own, is prohibited. The use of company broadcasts is subject to Show Management (hei) approval.

Utility Service Hours

For safety and conservation reasons, the LVCVA will now enforce the following requirements of our existing 24-hour show power policy:

  1. All exhibit power shall be shut off no later than one (1) hour after trade shows, conventions or event closing and will not be turned on prior to one (1) hour before opening.
  2. In cases where exhibits require 24-hour power, that power source must be limited to the size outlet ordered by the exhibitor for 24-hour power.