Exhibitor Guide
ComplexCon Las Vegas
November 16 & 17, 2024
Welcome to ComplexCon! Exhibitor Manuals can be way too long so we wanted to break down the basics for you. Need more details? It’s definitely in this manual somewhere so keep browsing! Don’t want to keep browsing and want to talk to someone? We are here to help, so hit us up to schedule a call or shoot over some questions via email and we can walk you through everything. We do always recommend reading the entire thing so block off some time in your calendar, grab a snack, and start scrolling!
ComplexCon Contacts:
Liz Wachs (elizabeth.wachs@complex.com)
Christine Choi (christine.choi@complex.com)
Albert Lim (albert.lim@thentwrk.com)
General Show Information
🚨This is the MOST IMPORTANT info to know! 🚨
- Floor Planning: ComplexCon is expertly curated which means our team has a hand in every single brand, booth rendering, and drop in order to properly merchandise the show floor in the best way for attendees to navigate which means that brands do not get to pick their locations like at other shows.
- Costs: Because of the scale of the show, we work with a contractor, Freeman, to help bring everything to life which also means that there are costs associated with bringing your activation to the show floor. Unfortunately some of these costs are unavoidable and under Freeman’s jurisdiction, but fortunately for you, they help make your life easier and we have negotiated lower costs than any other show in the industry. We have a robust list of other fabricators that you can utilize for your buildout that may be more cost effective but they will still need to hire the appropriate union labor to work in the building.
- Union Jurisdictions: The show does utilize union labor through Freeman so there are certain things that the union must do like bring all materials into the building, install graphics & electrical, use forklifts, etc.
- Damage Wall Panel Fees: All PREFAB booth spaces are rented and need to be returned as close to their original condition as possible. You can of course mount lightweight items to the wall and install graphics but please make sure you do so in a way that doesn’t cause too much damage and everything can be easily removed after the event, otherwise you may get charged damage panel fees to have them refurbished. TIP: If you hire Freeman to install any wall mounted items, then you won’t be responsible for any damages!
- Outside Vendors: You can use outside vendors as long as they are using appropriate union labor. This means anyone who is not an employee of the brand like booth builders, graphics installers, claw machine installers, audio / visual vendors, etc. Any outside vendors need to be vetted through the LVCC EAC Process.
- Shipping: Plan to have your merchandise and booth materials ready early so you can ship to the Freeman Warehouse. It’s the same price as on site deliveries with the advantage of Freeman delivering your items to your booth space before Thursdays load in day so you don’t have to waste time waiting for the loading dock. All trucks delivering on site to the LVCC must go to an off site marshaling yard that is 30 minutes away from the convention center so please utilize the warehouse to avoid this!
Make sure to plan ahead so you have an idea how much you are going to be spending to activate. As always, please reach out if you need help with planning!
Quick Tips
- Order any services early on to take advantage of the discount deadline! Even if you don’t have final confirmation on the number of labor hours you need, the number of electrical outlets, etc., you can still order them before the deadline and adjust your orders later which will save you money.
- And not to sound like a broken record but please schedule time to talk to us!
FREEMAN QUICK FACTS & ONLINE SERVICE MANUAL
SET UP DATES & TIMES
Thursday, November 14th
- 7:30 AM – 6:00 PM Exhibitor Will Call Open
- 8:00 AM – 6:00 PM Exhibitor Load in & Setup
Friday, November 15th
- 7:30 AM – 6:00 PM Exhibitor Will Call Open
- 8:00 AM – 6:00 PM Exhibitor Load in & Setup
Important notes for Set Up Days:
- Exhibitor wristbands will be required.
- No one under the age of 18 will be admitted in the exhibit hall during move in or load out.
- Closed toe shoes must be worn.
- All items and materials that must be brought into the facility may be subject to Material Handling Charges and are the responsibility of the Exhibitor.
- Exhibitors may hand carry their merchandise from a privately-owned vehicle.
- All vehicles must be parked in a parking lot; no curbside parking allowed.
- The use of hand carts and dollies is not allowed.
- All Exhibitors must follow Union Jurisdiction rules and regulations.
- A map for driver check in to access the loading docks can be found HERE.
- NEW!! POV (Privately Owned Vehicles) cart service for Load In. Skip the large truck line and utilize the Freeman POV service to off load your cars for a flat rate. See info HERE.
SHOW DATES & TIMES
Saturday, November 16th
- 7:00 AM - 7:00 PM Early venue access: Exhibitors with AM Wristbands
- 9:00 AM - 11:00 AM VIP Early Access
- 10:00 AM - 7:00 PM Venue access: All Exhibitors
- 11:00 AM - 7:00 PM All ticketed attendees
Sunday, November 17th
- 7:00 AM - 7:00 PM Early venue access: Exhibitors with AM Wristbands
- 9:00 AM - 11:00 AM VIP Early Access
- 10:00 AM - 7:00 PM Venue access: All Exhibitors
- 11:00 AM - 7:00 PM All ticketed attendees
- 7:00 PM Show Floor Closes
Important notes for Show Days:
- All booths must be ready to go by 8:00 AM on Saturday.
- Please plan additional time for security and bag check.
- The morning of the show is not a set up day so exhibitors will not be able to access the loading dock. No exceptions.
- All bags and/or boxes will be checked at the Exhibitor Entrance and all exhibitors must go through metal detectors.
- There will be no additional AM wristbands beyond each exhibitor’s set allotment so please plan accordingly.
- Booths must be functional both Saturday and Sunday so please make sure to have allotments of merchandise for both days.
- Exhibitor booths must be manned at all times. Any damages incurred to booths will be the exhibitors responsibility so please do not leave booths unattended while attendees are on the show floor.
LOAD OUT DATES & TIMES
Sunday, November 17th
- 7:00 PM - 11:59 PM
Monday, November 18th
- 8:00 AM - 12:00 PM
Important notes for Load Out:
- Exhibitors may not start breaking down their booth until the show closes on Sunday.
- Empty crates will start being delivered back to booths after the show has closed.
- Trucks must check in with the dock captain and will be called to the loading dock when all materials are packed and ready to load.
- Do not leave valuables unattended in your booth during load out.
SHIPPING / ON SITE DELIVERIES
🚨Important on site delivery info! 🚨
All trucks delivering on site to the LVCC must go to an off site marshaling yard that is 30 minutes away from the convention center so please utilize the Freeman warehouse to avoid this! Utilizing the Freeman warehouse is the same price as on site deliveries with the advantage of Freeman delivering your items to your booth space before Thursdays load in day so you don’t have to waste time waiting for the loading dock.
All deliveries to the warehouse and/or the convention center are subject to material handling fees. Please review the material handling rates HERE to get an estimate of freight charges. For more information on materials handling, please visit Freeman Online.
- Warehouse Shipping Dates: October 15, 2024 - November 7, 2024
- Material arriving after November 7, 2024 will be received at the warehouse with an additional after deadline charge
- Download Warehouse Shipping Label
- Advance Warehouse Map and Directions
- 6675 West Sunset Road
- Las Vegas, NV 89118
- Show Site Shipping Dates: November 14, 2024 - November 15, 2024
- Shipments arriving before this date may be refused by the facility.
- Download Show Site Shipping Label
- Marshaling Yard Map and Directions
- 3150 Paradise Rd
- Las Vegas, NV 89109
- Privately Owned vehicles (cars, pick-up-trucks, vans, and other trucks primarily designed for passenger use) are eligible to utilize a *NEW* POV Unloading Program at a flat rate of $275.00 per trip.
- Cargo and freight that need a pallet jack or forklift will not qualify and will be redirected to the marshaling yard.
- Download POV Cart Service Information
- As an exhibitor you may “hand carry” small items such as cartons and packages through the front entrances of the LVCC, NOT through the loading dock.
- Any items needing a pallet jack or forklift must go through Freeman at the loading dock and will be subject to material handling fees.
- All vehicles must be parked in a parking lot; curbside parking is not allowed. No box trucks allowed in parking lots. Box trucks must be unloaded by Freeman through the loading docks.
- The use of handcarts and dollies is not allowed.
- If you are shipping materials internationally, we recommend reaching out to PIBL, Inc to assist with international freight and customs.
PARKING
- Free parking is not provided but exhibitors can park in any of the LVCC Parking Facilities for $15 per space, with in and out privileges.
- A map of parking facilities can be found online HERE.
- Anyone leaving the property and planning to return the same day can show their paid parking receipt for reentry. Reentry is subject to availability.
- Vehicles taking up more than one standard parking space will be charged accordingly upon entry.
- Overnight parking is prohibited on property. Vehicles left on the property overnight will be towed at the owner’s expense.
- Vehicles must fit within two parking spaces, lengthwise.
- Individuals with special parking situations or concerns should inquire at the Traffic Office for assistance at 702-892-7400.
TIMELINE
COSTS
Exhibitors will incur on site costs in order to complete their booth builds. We have negotiated discounted rates from our vendors. Below is an overview of some of these costs, however, this is not inclusive of all costs that may be incurred. Please see the rest of the Exhibitor Manual for more details.
Some examples of costs for your booth build:
- Vinyl Wrap
- Material Handling (anything that comes into the venue that can’t be hand carried)
- Electrical (each prefab booth comes with 1 5amp outlet but most booths need to order more)
- Labor (installation of graphics, hanging fixtures on your booth walls, electrical, etc.)
Freeman
- Freeman is our official show contractor and is responsible for building out the show.
- They offer an array of helpful services and are the exclusive provider for material handling (warehouse storage and on site load in), electrical, rigging, and forklift and cart usage.
- All activations are subject to material handling fees for anything that needs to go through the loading dock or cannot be hand carried.
- Exhibitors may employ an Exhibitor Appointment Contractor (EAC) to manage labor, but we do recommend exhibitors utilize Freeman for the labor when possible.
- The show is a union show, so all labor must be appropriate union labor, either through an EAC or Freeman
Below is an overview of the costs for a few services to help you plan your booth budget. All services and costs are available via FREEMAN ONLINE.
SERVICE | DETAIL | LVCC PRICE (for comparison) | FREEMAN PRICE (cost to exhibitor) |
---|---|---|---|
MATERIAL HANDLING | MATERIAL HANDLING
*warehouse & on site *all materials entering the convention center that cannot be hand carried must go through the loading dock for Freeman to unload and are subject to material handling fees |
$1.66 / LB | $1.05 / LB |
DISPLAY LABOR - INSTALL | INSTALL - DISPLAY LABOR - ST | $139.75 / HR | $139.75 / HR |
DISPLAY LABOR - INSTALL | INSTALL - DISPLAY LABOR - OT | $224.50 / HR | $224.50 / HR |
DISPLAY LABOR - DISMANTLE | DISMANTLE - DISPLAY LABOR - ST | $139.75 / HR | $139.75 / HR |
DISPLAY LABOR - DISMANTLE | DISMANTLE - DISPLAY LABOR - OT | $224.50 / HR | $224.50 / HR |
HANGING SIGNS LABOR - INSTALLATION | INSTALL - SCISSOR LIFT/CREW - ST / OT | $587.75 / HR | $587.75 / HR |
HANGING SIGNS LABOR - INSTALLATION | INSTALL - CONDOR/CREW ST/OT | $892.00 / HR | $892.00 / HR |
HANGING SIGNS LABOR - DISMANTLE | DISMANTLE - SCISSOR LIFT/CREW - ST / OT | $587.75 / HR | $587.75 / HR |
HANGING SIGNS LABOR - DISMANTLE | DISMANTLE - CONDOR/CREW ST/OT | $587.75 / HR | $587.75 / HR |
ELECTRICAL | 120 VOLT - 500 WATT (5 AMP) OUTLET | $185.00 / EA | $183.50 / EA |
ELECTRICAL | 120 VOLT - 1000 WATT (10 AMP) OUTLET | $326.50 / EA | $306.50 / EA |
ELECTRICAL | 120 VOLT - 2000 WATT (20 AMP) OUTLET *each prefab booth package includes (1) 5 AMP outlet, regardless of booth size. Raw space booths not include electrical | $429.25 / EA | $410.25 / EA |
ELECTRICAL | 208 VOLT SINGLE PHASE 20 AMP OUTLET | $808.25 / EA | $769.06 / EA |
ELECTRICAL | INSTALL - ELECTRICIAN - ST | $182.75 / HR | $182.75 / HR |
ELECTRICAL | INSTALL - ELECTRICIAN - OT | $365.25 / HR | $365.25 / HR |
ELECTRICAL | DISMANTLE - ELECTRICIAN - ST | $182.75 / HR | $182.75 / HR |
ELECTRICAL | DISMANTLE - ELECTRICIAN - OT | $365.25 / HR | $365.25 / HR |
WALL GRAPHICS | 10X10 BOOTH WALL GRAPHICS | $167 / PANEL + 8.38% TAX | |
BOOTH WALL PAINTING | 10X10 WALL (3 PANELS) - SINGLE SIDED *a 10x10 booth has 3 walls x 3 panels each wall = 9 panels per 10x10 booth | ||
DISPLAY VEHICLE SPOTTING FEE | ROUND TRIP *for any vehicle being displayed | $417.75 per unit |
TRAVEL
Resorts World
Resorts World is the official hotel partner of ComplexCon. They have provided discounted hotel rates at the link HERE.
Resorts World also connects directly to the LVCC West Hall via the Tesla Vegas Loop.
FAQ
Additional event FAQ’s HERE.
Booth Information
BOOTH RENDERINGS
All booth designs (prefab and raw space) must be pre-approved by show management.
LINK TO STANDARD PREFAB BOOTH PACKAGESDUE DATE: Friday, September 27, 2024
Please include the below plans in your booth rendering submission (if applicable):
File Type: .png, .pdf, .jpeg
Submit to: Liz (elizabeth.wachs@complex.com) & Christine (christine.choi@complex.com)
DISPLAY RULES
General Booth Rules
- EVERYTHING outside of the basic booth package MUST be pre- approved by show management
- ALL Exhibitors must follow Union Jurisdiction Rules and hire appropriate labor.
- NOTHING may be more than 10 FT tall without prior approval.
- If you would like to go over 10 FT, please submit your request with your booth design to Liz (elizabeth.wachs@complex.com) for approval.
- EVERYTHING you bring must fit in the booth provided. You may not merchandise outside of the booth into the aisles (this includes mannequins and queue lines).
- ALL BOOTHS must meet the minimum requirements for neatness & tidiness.
- EVERYTHING must meet fire marshal rules and regulations.
- You MUST incorporate queuing space into your booth design.
- You MUST have an employee in your booth at all times. Each brand is responsible for their own booth walls and will be billed back for damages so do not leave your booth unattended.
- NO ANIMALS (all service animals must wear visible paperwork and vest)
- NO OUTSIDE FOOD OR DRINK
- NO LOAD OUT BEFORE THE SHOW CLOSES ON SUNDAY
- NO SPRAY PAINT OR TAGGING MARKERS
- NO SHARING WRISTBANDS
- HELIUM BALLOONS ARE PROHIBITED WITHOUT PRIOR APPROVAL FROM OPERATOR FOR CERTAIN DECOR. IF BALLOONS ARE APPROVED AND ACCIDENTALLY RELEASED INSIDE THE FACILITY, THE FEE TO RETRIEVE IN THE EXHIBIT HALL IS $200 PER BALLOON.
- BOOTH MUST BE FUNCTIONAL BOTH SATURDAY & SUNDAY
- RAW SPACE BOOTHS MUST BE DESIGNED, BUILT AND FINISHED ON ALL FOUR SIDES
Product:
- IT IS EXTREMELY IMPORTANT TO ALLOT AN EQUAL AMOUNT OF PRODUCT FOR BOTH DAYS SO THAT YOU DO NOT SELL OUT ON THE FIRST DAY. THERE IS AN OPTION TO PURCHASE A SINGLE DAY PASS SO THERE WILL BE CONSUMERS COMING ONLY ON THE SECOND DAY AND YOU DON’T WANT THEM TO MISS OUT.
ComplexCon management is entitled to insist on changes to the booth design in this regard. Exhibits that cause a significant disruption to the event because of their appearance, smell, noises, vibrations, or similar properties, & particularly because they pose a serious hazard or inconvenience to other exhibitors or visitors, or to the exhibits of other exhibitors, must be removed should ComplexCon management make such a request. If the exhibitor fails to comply immediately with our request, the latter shall be entitled to remove the exhibits in question at the expense & risk of the exhibitor, or to shut down the exhibitor’s booth without being held liable in any way for claims against it by the exhibitor.
PREFAB BOOTH PACKAGES
Booth Package
If you have a PREFAB booth, ComplexCon will provide you with the booth walls chosen on your contract, (1) 5 amps outlet, brand ID sign, & lights.
PLEASE NOTE: Booth packages are rented and Exhibitors will be billed back for any excessive damage that needs to be repaired after the show. To avoid damaged wall panel fees, make sure to utilize Freeman or other preferred vendors to decorate your booth walls. A full breakdown of fees and examples can be found HERE.
Excessive damage includes:
- Any hardware, staples, screws or nails not removed of any size
- Excessive holes left in walls by any hardware, staples, screws or nails
- Screw or nail holes larger than 0.25" (6.3mm) in diameter
- Graphics, wall coverings, graffiti spray paint, art drawings, wallpaper, glue or adhesives not removed or that cause panel surface to be stripped upon removal. Please note: if Freeman produces and installs the graphics, Freeman will be responsible for removing those graphics on their behalf.
- Painting of any kind on booth wall panels. Please note: if Freeman paints your booth walls, their cost includes refurbishing fees.
Wall Panel Guidelines
Always use Freeman to assist with:
- Vinyl wall printing and installation (if you are not printing with Freeman or Mighty Printing, please consult with Freeman before installing)
- Hanging shelves, wall decor, display units
- Painting
- Electronics installation
- Any drilling into wall panels for installation purposes
- Electrical wiring
Mounting on the wall panels:
- LINK: Easy Wall Panel System
- The majority of the wall panel can hold lightweight items up to 22lbs
- If you have items heavier than 22lb, the frame inside the panel can hold up to 66lbs. Please connect with Freeman about mounting anything heavier than 22lbs.
- We highly recommend utilizing Freeman labor to hang your items on the walls as you will not be responsible for damages done by Freeman labor.
BOOTH WALL GRAPHICS AND PAINTING
Vinyl Wraps
If you are looking to have your booth walls covered in graphics, we recommend using our preferred vendors:
- Mighty Printing: info@mightyprinting.com
Painting
Freeman can paint your booth walls. If you utilize Freeman for this service and order before the deadline of October 18th,, your walls will be painted and dry before you arrive on site for set up. Their prices include labor and refurbishment fees as well. You can find more information HERE.
RAW SPACE BOOTHS
Raw Space booths come with floor space ONLY.
- Your booth may have full visibility and all sides must be completely finished.
- Electricity, brand ID sign, & lights are NOT INCLUDED with raw space.
- Every Raw Space booth must be built by Freeman or an approved EAC who has hired appropriate Union Labor.
Labor
- All Raw Space booths must utilize either Freeman labor or an Exhibitor Appointed Contractor (EAC) who hires appropriate union labor.
EXHIBITOR APPOINTED CONTRACTORS (EACs) AND OUTSIDE VENDORS
DEFINITION
An Exhibitor Appointed Contractor (EAC) is any company other than one of the designated official contractors (Freeman) which an exhibitor wants to employ inside the exhibit hall before, during, or after the show.
ALL hired setup and teardown labor, MUST be properly hired Union Labor.
Exhibitor Appointed Contractors / Exhibitors are NOT able to perform the following services:
- Electrical, Plumbing & All Other Utilities
- Drayage / Any Material Unloading from the Loading Dock / Forklift Operations
- Booth Cleaning
- Security - no outside security of any kind
- Rigging - Overhead or Genie Lift
- Catering / Food Service
STEPS TO GET YOUR EAC / OUTSIDE VENDOR APPROVED:
- Submit the EAC Form that goes to ComplexCon show management.
- Obtain proper insurance as outlined in the insurance Requirements and Sample COI document.
- Apply for an EAC Permit through the Las Vegas Convention Center.
- Hire appropriate union labor. This can be done through Freeman if needed.
EAC Permit
Any show appointed and/or exhibitor appointed company providing a service and/or supervision during conventions, trade shows and events at the facility must obtain an annually issued EAC permit and comply with the following:
- Annual Contractor Fee: $250
Certificates of Insurance (COI) — Requirements and Sample COI
- General liability in the amount of $2,000,000 combined single limit bodily injury and broad form property damage coverage, including broad form contractual liability.
- Automobile liability in the amount of $2,000,000 for any auto and/or hired and non-owned.
- Workers’ Compensation Coverage in the state of Nevada with a minimum of $2,000,000 limit. If the home state of the contractor does not have a reciprocal agreement with the state of Nevada, contact employers to obtain proper coverage. Phone 888-682-6671 or www.employers.com.
- Apply for EAC permit.
EAC WRISTBAND REQUIREMENTS
- A list of individual names of EAC employees and/or labor is NOT required but all employees and/or labor must be able identify their affiliation if asked (Ex: company badge, uniform, name tag, work order, etc.).
- Wristbands must be worn at all times while in the venue.
- Load In / Load Out Wristbands do NOT have access to the event during show days.
- Exhibitors are responsible for utilizing their Exhibitor Wristband allotment if an EAC is needed on site for show days.
- Show management will not provide EACs with additional Exhibitor Wristbands. It is the responsibility of the brand to distribute their allotment as they see fit.
SHOW MANAGEMENT’S DISCRETIONARY RIGHTS
Show Management reserves the right, in its sole discretion, to withhold approval or to dismiss from the show, any service contractor whose participation in the show may, in the opinion of show management, lead to strikes, picketing, other labor action directed at the show, other disruption of the show, or interference with any of the exhibitors.
CODE OF CONDUCT FOR ALL THIRD PARTIES
- EAC who fails to have their booth set and crates removed by the published time will be billed by Show Management a fee for late set up.
- EAC will check in and check out their labor through the designated entrance for each hall.
- EAC will not use saws, routers, or other wood and/or metal cutting devices outside of the confines of the exhibit space.
- No EAC utility carts (three or four wheeled or flatbed) are allowed on the floor due to safety.
- All deliveries from EAC must come through the freight doors and not through the front doors whether it is tools, ladders, tool boxes, graphics, freight, etc.
- All ladders, desks and job boxes must be removed prior to show opening.
- EAC shall operate within the confines of the exhibit booth space – for such items as service desks and or assembly areas.
- EAC shall inform exhibitors of all costs associated with the use of the EAC.
- EAC will not be allowed to perform exclusive services as outlined in the exhibitor manual.
- EAC must follow the rules and regulations of the venue, and safety guidelines in addition to those of Show Management.
- All materials brought into the exhibit area by the exhibitor or EAC must be removed completely after the event.
STORAGE
- Empty Storage
- Freeman will store empty boxes and crate during the show at no charge.
- When items are ready to be stored, please visit the Freeman Service Desk on site to pick up an Empty Storage Sticker. Once your items have been properly labeled, you can place them in the aisles for pick up. Boxes and crates left in the aisles at the end of load in that do not have an Empty Sticker on them will be deemed as trash and disposed of before the show opens.
- DO NOT leave merchandise in Empty Storage containers as they will not be accessible during the show.
- Empty containers will start being returned to booths at the end of the show.
- Built In Storage
- It is highly recommended that exhibitors build in as much secure storage space into their booth design as possible.
- Freeman offers Built in Storage solutions that can be added on to PREFAB booth packages.
- Accessible Storage
- Accessible Storage can be arranged on site at the Freeman Service desk. This is not a service that can be pre-ordered.
- The rate is $1.30 per pound and can be accessed as many times as necessary for that rate.
INSURANCE
INSURANCE COVERAGE
Exhibitors need to maintain commercial general liability (cgl) coverage with a minimum combined single limit of $2,000,000 covering bodily injury (including death), personal injury, & property damage liability, with extraterritorial coverage.
EXHIBITORS CGL INSURANCE MUST NAME AS ADDITIONAL INSURED:
- Commerce Media Holdings, LLC dba Complex NTWRK; Complex Events LLC
- 7060 Hollywood Blvd, Floor 2, Los Angeles CA 90028
INSURANCE / LOSSES
Exhibitor shall maintain at its sole cost and expense and throughout the duration of the Exhibition Commercial General Liability (the “CGL”) insurance coverage with a minimum combined single limit of US$2,000,000, covering bodily injury (including death), personal injury, and property damage liability, with extraterritorial coverage. Such CGL insurance shall name as additional insureds Management and its affiliates, the Venue owner, the city in which the Exhibition is being held if the city owns the Venue and any additional party Management may reasonably request.
Exhibitor shall also maintain at its sole cost and expense Workers Compensation insurance in an amount compliant with at least the statutory minimum, for employees participating in the Exhibition, as required by law. Exhibitor’s failure to comply with the insurance requirements in this Section shall not relieve Exhibitor of its indemnification obligations pursuant to Section 31 (Damage to Property. Exhibitor is liable for any damage it or its agents or invitees cause to the Venue’s floors, ceilings, walls or columns or other property, or to standard booth equipment, or to other exhibitors’ or Management’s property).
Exhibitor understands that neither Management, Complex, nor the Venue maintains insurance covering Exhibitor’s property, and it is the sole responsibility of Exhibitor to obtain such insurance. Exhibitor must maintain property insurance covering Exhibitor’s property on an “all risk” basis at all times, including, without limitation, when (as applicable) property is stored in vaults on the Exhibition floor.
Any third party that performs services for the Exhibition on behalf of Exhibitor must satisfy the same insurance requirements as required herein and shall name Management and its affiliated entities and the Venue owner as additional insured. Certificates of Insurance must be available onsite during the Exhibition and must be furnished by the Exhibitor if requested by Management.
PREFERRED VENDOR
Ticketing
EXHIBITOR CREDENTIALS
THERE ARE 2 TYPES OF EXHIBITOR CREDENTIALS
EXHIBITOR & AM EXHIBITOR
Exhibitor AM wristbands are extremely limited. Complex limits VIP Tickets sales and the amount of Exhibitors on the show floor to elevate the VIP experience and keep it exclusive for the first hour. All booths should be set up and ready to sell at the end of Load In on Friday, so only a limited number of employees will need to work the booth at the show open. Requests for additional AM Exhibitor wristbands will not be granted so please plan accordingly.EMPLOYEE PASS ALLOTMENT PER BOOTH SIZE
BOOTH SIZE | # OF EXHIBITOR WRISTBANDS | AM EXHIBITOR WRISTBANDS | TOTAL EXHIBITOR WRISTBANDS |
---|---|---|---|
10x10 / 100 sq ft | 4 | 2 | 6 |
10x20 / 200 sq ft | 6 | 3 | 9 |
10x30 / 300 sq ft | 8 | 3 | 11 |
20x20 / 400 sq ft | 10 | 3 | 13 |
Please note: These passes are for EMPLOYEES ONLY and are non-transferable. Exhibitor credentials have access to the entire exhibit show floor but are NOT allowed to wait in line at any booths before the show opens to the general public at 11am. If an Exhibitor is found attempting to shop at another booth during the VIP hour, their wristband will be removed and they will be asked to leave.\
VENUE ACCESS
THURSDAY | FRIDAY | SATURDAY | SUNDAY | |
---|---|---|---|---|
EXHIBITOR TICKET TYPES | ||||
AM EXHIBITOR | 8:00 AM - 6:00 PM | 8:00 AM - 6:00 PM | 7:00 AM - 7:00 PM | 7:00 AM - 7:00 PM |
EXHIBITOR | 8:00 AM - 6:00 PM | 8:00 AM - 6:00 PM | 10:00 AM - 7:00 PM | 10:00 AM - 7:00 PM |
ATTENDEE TICKET TYPES | ||||
VIP | N/A | N/A | 9:00 AM - 7:00 PM | 9:00 AM - 7:00 PM |
GENERAL ADMISSION | N/A | N/A | 11:00 AM - 7:00 PM | 11:00 AM - 7:00 PM |
CREDENTIAL PICK UP
Exhibitor Credential Allotments will be held at Will Call under the name of the person who signed the booth contract.
To add or change employee names for Will Call, please send the NAME, EMAIL, and CREDENTIAL TYPE to Liz (elizabeth.wachs@complex.com) and Christine (christine.choi@complex.com) by November 1, 2024.
THURSDAY | FRIDAY | SATURDAY | SUNDAY | |
---|---|---|---|---|
WILL CALL | 7:30 AM - 6:00 PM | 7:30 AM - 6:00 PM | 6:30 AM - 7:00 PM | 6:30 AM - 7:00 PM |
Will Call is located in the West Hall of the Las Vegas Convention Center.
MAP COMING SOON
Rules & Regulations
AEROSOL CANS / SPRAY PAINT
- Aerosol cans containing flammable gasses or liquids are prohibited. Only empty containers may be placed on display.
- Flammable liquids, solids or gasses are prohibited inside the building unless prior review and approval is obtained.
- If you are planning on using spray for your exhibit:
- We recommend spraying as many items as possible off site prior to arriving for load in.
- If you need to spray paint during load in, make sure your spray paint is indoor water based spray paint.
- All spray painting must be pre-approved by show management. Please reach out to elizabeth.wachs@complex.com.
- No spray painting will be allowed on event days.
- All Freeman walls that are directly spray painted on will be subject to refurbishing fees. Please see the Freeman Kit for more details.
AGE RESTRICTIONS
- No one under the age of 18 will be allowed on the show floor during load in and load out.
- ComplexCon is an all ages event during event hours. Any attendee 6 years of age and older must have a ticket to attend.
AISLES
All aisle space belongs to ComplexCon show management. No exhibit or promotional materials will be allowed to extend beyond the space allotted to the exhibitor.
AMERICANS WITH DISABILITIES ACT (ADA)
All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA). Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800) 514-0301 and from the ADA website.
Examples of How to Design an ADA-Compliant Exhibit
- Make exhibits wheelchair accessible by ramping raised exhibit flooring without extending a ramp into the aisle. Note: a standard wheelchair ramp should have a grade no steeper than 1:12. This means that for every inch of rise (change in height), there should be 12 inches of run (change in length).
- Ramp the entry or use hydraulic lifts to trailer exhibits
- Avoid double-padded plush carpet to ease mobility device navigation
- Provide the same attendee experience on both levels of a two-story exhibit
- Offer a signer or other auxiliary hearing-impaired apparatus for sound presentations or have a printed copy of the presentation available.
- Run an audio presentation for people with sight problems.
- Arrange touch screen displays at a height to accommodate a person sitting in a wheelchair.
Service Animals
Under ADA’s regulations, the definition of “service animal” is limited to a dog that is individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the dog must be directly related to the person’s disability.
Under the ADA, “comfort,” “therapy,” or “emotional support” animals do not meet the definition of a service animal.
ANIMALS
- Service animals are always welcome. Refer to the Americans with Disabilities Act for the definition of a service animal.
- Permission for any animal to appear in a show or booth must first be approved by show management, then by the LVCC.
- It is the animal owner’s responsibility to clean up after the animal while on facility property.
- Animals, with the exception of fish, are not allowed in the building overnight.
- 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 LVCVA as additional insured must be provided.
BALLOONS
Show management and the LVCCmust approve the use of balloons.
Indoors
- Helium balloons, including columns and arches, must be tethered.
- Helium gas cylinders used for refilling must be secured in an upright position on ANSI-approved (American National Standards Institute) fire prevention stands with the regulators and gauges protected from potential damage.
- Overnight storage of helium or compressed air cylinders in the building is prohibited.
- Helium balloons may not be used for handouts. Blimps may not be flown around the exhibit hall.
Outdoors
- Moored balloons including hot air balloons and kites, are permitted on property with the following conditions:
- Must have approval from show management and your CSM.
- Balloons/kites must be moored and can only be used for displays.
- Balloons/kites must not exceed the height of the building.
- Hot-air balloons that are inflated and standing must have an FAA-certified pilot, with a commercial rating for lighter-than-air aircraft with the balloon at all times.
BOOTH SETUP
An exhibitor has the option of contracting the setup of their booth or setting up the booth themselves. If an exhibitor opts to set up their own booth, the individuals doing the setup must be full-time employees of the exhibiting company and able to provide credentials. All persons must comply with the Occupational Safety and Health Administration (OSHA) safety standards at all times.
CONTRACTOR AND VENDOR REQUIREMENTS
Any show appointed and/or exhibitor appointed company providing a service and/or supervision during conventions, trade shows and events at the facility must obtain an annually issued EAC permit and comply with the following:
- Annual Contractor Fee: $250
Certificates of Insurance (COI) — Requirements and Sample COI
- General liability in the amount of $2,000,000 combined single limit bodily injury and broad form property damage coverage, including broad form contractual liability.
- Automobile liability in the amount of $2,000,000 for any auto and/or hired and non-owned.
- Workers’ Compensation Coverage in the state of Nevada with a minimum of $2,000,000 limit. If the home state of the contractor does not have a reciprocal agreement with the state of Nevada, contact employers to obtain proper coverage. Phone 888-682-6671 or www.employers.com.
- Apply for EAC permit.
EMERGENCIES
To report an emergency, call 702-892-7400.
- Customer safety staff is trained to handle emergency situations. The Customer Safety Department is operational 24 hours a day and becomes the communications center and command post in the event of an emergency.
- The CSM is responsible for keeping show management and OSCs informed of decisions relating to emergency events in progress.
- All emergencies should be reported to the Customer Safety Department first.
- Dialing 911 will delay the response by medical personnel who may not be able to find or get to the location of the emergency.
- Report via text message: Text LVCC and your message to 78247.
FIRE AND SAFETY EXHIBIT GUIDELINES
- All means of entrance and exit must be free from obstruction at all times.
- Any individuals observed blocking, taping or propping open a door with any type of object and/or leaving the door unsecured, will be trespassed from property.
- Each hard-wall booth must be a minimum of nine inches from the booth line for access to electrical.
- No storage of any kind is allowed behind booth or near electrical service. A one-day supply of product is permitted within but cannot be stored behind the booth.
- All fire extinguishers and emergency exits must be always visible and accessible. Should this equipment be within a booth or exhibit due to the layout of floor space, additional signage indicating fire equipment location(s) (extinguisher, hoses, etc.) will be necessary, along with accessibility being maintained at all times.
- When requested, areas enclosed by solid walls and ceilings must be provided with approved smoke detectors that are audible outside the area of the booth. A fire watch may be required. (See Multilevel and/or Covered Exhibits for more information.)
- Exhibit booth construction shall meet the requirements.
- The upper deck of multilevel exhibits that is greater than 300 square feet (28 sq. m) will need at least two remote means of egress.
- The upper deck, if occupied, must have a live load capacity of 100 pounds per square foot.
- All materials used in exhibit construction, decoration or as a temporary cover must be certified as flame retardant, or a sample must be available for testing.
- Materials that cannot be treated to meet the requirements may not be used.
- Construction and demolition of multilevel booths and exhibits require compliance with OSHA fall protection regulations for general industry requirements.
- Any single-level exhibit over 1,000 sq ft must submit a booth plan to the Safety and Fire Prevention Office for approval. Please submit plans to .
- All electrical wiring must be installed per National Electrical Code® (NEC) standards.
- Use of halogen fixtures must comply with our halogen lamp restrictions.
- Model/modular home displays in trade shows must be reviewed with the CSM. In addition, a floor plan of the model/modular home must be submitted to the Safety and Fire Prevention Office.
- Vehicles in the building for loading or unloading must not be left with engine idling.
- Except for equipment that uses LPG (propane) or natural gas as fuel, compressed gas cylinders, including LPG, and all flammable or combustible liquids are prohibited inside the building. Any other exceptions require prior approval by the CSM and the Safety and Fire Prevention Office. Overnight storage of LPG, natural gas as fuel or compressed gas cylinders is prohibited in the building. Any use of LPG on property must be approved prior to arrival by the Safety and Fire Prevention Office.
- The travel distance within the exhibit booth or exhibit enclosure to an exit access aisle shall not exceed 50 feet.
- A one-day supply of giveaway disposable lighters may be kept in the booth.
- Candles may be used for decorative purposes for events with food service (one candle per table) where the candles are supported by/on substantial noncombustible bases located to avoid danger of ignition of combustible materials. Candle flames shall be protected and enclosed so that if the candle were to tip over, there would be no risk of fire. The Safety and Fire Prevention Office has final approval to determine if a candle meets the above criteria. Candles may not be left unattended while lit.
VEHICLES ON DISPLAY
- Fuel-tank openings shall be locked or sealed in an approved manner to prevent escape of vapors. Fuel is limited to one-quarter its tank or five gallons of fuel, whichever is less.
- At least one battery cable shall be removed from the batteries used to start the vehicle engine, and the disconnected battery cable shall then be taped. Batteries required to demonstrate auxiliary equipment shall be permitted to be kept in service.
- Auxiliary batteries not connected to engine starting system may be left connected.
- Electric and hybrid vehicles shall have their operating batteries disconnected whenever possible.
- External chargers or batteries are recommended for demonstration purposes.
- No battery charging is permitted inside the building.
- Combustible/flammable materials must not be stored beneath display vehicles.
- Fueling or defueling of vehicles is prohibited.
- Vehicles shall not be moved during show hours.
- 36 inches of clear access or aisles must be maintained around the vehicle.
- Vehicles must be a minimum of 20 feet from exit of door or exit pathway.
- There shall be no leaks underneath vehicles.
NOTE: For any questions or exemption requests, please contact your convention services manager.
FLAMMABLES
The Las Vegas Convention and Visitors Authority and Clark County Fire Code prohibit flammable liquid, gasses, or solids in the Las Vegas Convention Center. Reasonable accommodations can be made for items that are for demonstration purposes.
LIGHTERS
- Storage of lighters in a booth is prohibited.
- For display: Disposable lighters on display is allowed.
- For demonstration: Requires an open flame permit from Clark County Department of Building and Fire Prevention. Clark County Permit.
- For giveaways: Exhibitors can keep a one-day supply of lighters in the booth, if giving away lighters to attendees.
TORCHES
- For display: Butane/propane torches for display must be empty of fuel.
- For demonstration: Requires an open flame permit from Clark County Department of Building and Fire Prevention. Clark County Permit.
- REFILL CONTAINERS/CANISTERS
- Fuel refill containers on display must be empty. This includes all butane or propane refill tanks and containers of lighter fluid.
- All other flammables on display (such aerosol spray cans) must be empty display models.
- Applications for open flame permits can be submitted online Clark County Permit or by email at permits@ClarkCountyNV.gov.
- Select the box labeled Candles and Open Flames and fill out the required information prior to submitting. If you need assistance, please contact the LVCVA Safety and Fire Prevention Office for assistance, (702) 892-7413.
FOG MACHINES
- Use of all fog machines must be pre approved by the Safety and Fire Prevention Office. A demonstration of the fog machine and its intended use must be given to the office at least 48 hours in advance.
- The fog machine must be UL listed or equivalent (for its intended use).
- Fog-generating fluids must be non hazardous and stored in the original containers that were provided by the manufacturer. The safety data sheet for fog fluid must be sent to the Safety and Fire Prevention Office for approval in advance of the event move-in.
- The SDS must always remain in the booth/event location.
- The facility reserves the right to limit the amount of haze produced by a show.
FOOD & BEVERAGE
Las Vegas Food & Beverage retains the exclusive right to provide, control and retain all food and beverage services within the LVCC. Outside food and beverage are not permitted without prior approval. Fees may apply.
Preparation Within Exhibits
Whenever food or beverage is prepared within an exhibit, a Food and Beverage Sampling/Onsite Preparation Approval Form must be completed and emailed to foodprepandsample@lvcva.com. Approval from both LVCVA and the Food & Beverage Division must be received prior to finalizing your plans.
Exhibition and Display Cooking
Temporary exhibition and display cooking are only permitted within the limitations given below.
- All cooking appliances shall be listed or approved by a nationally recognized testing agency, e.g., Underwriters Laboratories, Inc., American Gas Association.
- All cooking equipment is to be operated according to the manufacturer’s operating instructions. Equipment listed or designed for outdoor use shall not be used indoors.
- All multiple-well cooking equipment using combustible oils or solids and cooking surfaces, i.e., grills that exceed 288 square inches (2 square feet) that produce grease-laden vapors, must have a fire-extinguishing system installed and an exhaust duct system complying with the currently adopted Mechanical Code.
- All single-well cooking equipment (deep-fat fryers) and operations using combustible oils or solids shall meet all the following criteria:
- Metal lids sized to cover the horizontal cooking surface are to be provided.
- The cooking surface is limited to 288 square inches (2 square feet).
- The equipment shall be placed on a noncombustible or limited combustible surface. Examples include concrete floors and fire-retardant-treated (FRT) plywood. The noncombustible surface must extend three feet in front of the fryer.
- The fryer is to be separated from all other equipment by a distance not less than 24 inches.
- These cooking displays must be separated from all other combustibles by a distance not less than 10 feet.
- The volume of cooking oil per appliance is not to exceed three gallons.
- The volume of cooking oil per booth is not to exceed six gallons.
- Deep-fat fryers shall be electrically powered and have a shut-off switch.
- Other appliances for exhibition cooking shall also be limited to 288 square inches (2 square feet) in area. Examples: induction cooktops, ranges, electric warmer, single- ranges or multiple- burner ranges.
- A minimum of one Class-K fire extinguisher shall be located within 30 feet of each deep-fat fryer and each grill or other appliance producing grease-laden vapors.
- A minimum of one Class 2A-30BC fire extinguisher shall be located within each booth with additional or other display cooking, such as baking, sautéing, braising, stir frying, convection. cooking, warming of food, and all other like applications.
- Solid fuels, including charcoal and woods, are prohibited within exhibit halls.
NOTE: For any questions or exemption requests, please contact your convention services manager.
FOOD SAMPLING
The Southern Nevada Health District enforces regulations for the sampling of food during trade shows. A Food and Beverage Sampling / Onsite Preparation Approval form must be completed and emailed to foodprepandsample@lvcva.com by exhibitors who are giving away free food or beverage. Approval from both the LVCVA and the Food & Beverage Division must be received prior to finalizing your plans.
Once the form has been submitted, a member of the Las Vegas Food & Beverage management team will contact you.
- All items to be given away are limited to sample sizes.
- Nonalcoholic beverages: 3 oz.
- Food items: 2 oz.
- Any food or beverage items not directly manufactured by the exhibitor must be purchased from and supplied by our exclusive food and beverage provider.
- If sampling of open food or beverage is conducted at a booth, then both a hot-water hand- washing station and a sanitizing station will be required.
- Hand washing and sanitization stations may be purchased through the food and beverage division or provided by the exhibitor. If provided by the exhibitor, contact the Southern Nevada Health District.
- Hot water for handwashing will be provided. Hot-water refill station(s) will be available on the show floor. Check with show management for the location(s).
- If any alcoholic beverages are to be served, exhibitors must contact our Food & Beverage Division for approval and follow the Nevada Department of Taxation guidelines regarding liquor at trade shows. All alcoholic beverages must be served by our bartenders/servers who are TAM certified. Some exceptions may apply.
If you have any questions, contact the LVCVA’s Food & Beverage Division at 702-943-6779 or email exhibitorcateringlvcc@sodexo.com.
HAND CARRY
- Exhibitors may hand carry their merchandise from a privately-owned vehicle.
- All vehicles must be parked in a parking lot; no curbside parking allowed.
- The use of hand carts and dollies is not allowed.
MULTILEVEL AND/OR COVERED EXHIBITS (INDOOR)
- It is the responsibility of the EAC and anyone erecting a structure to ensure that all rules within this section are followed. The EAC has the responsibility to work with the client to ensure booth plans, as required by this section, are submitted to the Safety and Fire Prevention Office no later than 30 days before the first day of move-in for the event. Plans used for prior shows must be resubmitted for approval each time for the upcoming show.
- Multilevel or covered areas − Definitions:
- Multilevel – Any occupied second story or greater, which is accessible by an approved means of egress.
- Covered Area – Any area that covers the exhibit space and prevents the building fire sprinkler system from discharging water unobstructed to the floor. This will include single- story exhibits with ceilings, upper-deck exhibits, roof, overhead lighting installations, and any materials hanging or installed overhead that are not recognized as acceptable for use under fire sprinkler systems by fire code.
- Means of Egress – An approved stairway or ramp constructed to the specifications of the code used for access and exiting.
- Multilevel or covered contiguous areas in excess of 1,000 square feet are required to have a fire sprinkler system installed under the entire area and every level of the exhibit only when the following conditions apply:
- The exhibit is used in an event where the duration is seven calendar days or longer.
- The exhibit contains display vehicles.
- The exhibit contains open flame.
- The exhibit contains hot work.
- Any upper-deck area to be occupied must have an approved plan with an engineer stamp registered in the state of Nevada.
- Multilevel areas that are greater than 300 square feet or will occupy more than nine persons shall have at least two remote means of egress.
- Means of egress shall be of an approved type and constructed to the requirement of the code.
- Spiral stairs are not allowed. Spiral stairways are not an approved means of egress for areas occupied by the public, visitors, or clientele.
- Exemption: Areas less than 250 square feet shall have a 6 3/4-inch minimum clear tread depth at a point 12 inches from the narrow edge. The riser shall be sufficient to provide a headroom of 78 Inches minimum, but riser height shall not be more than 9 1/2 inches. Minimum stairway clear width at and below the handrail shall be 26 inches.
- Exhibits with multilevel or covered areas exceeding 300 square feet in size will require the installation of battery-operated smoke detectors. Any covered area that is also enclosed will require the installation of battery-operated smoke detectors regardless of the size of the area. All smoke detectors will emit an audible alarm that can be heard outside of the area.
- Any single-level exhibit over 1,000 square feet or exceeding 300 square feet of contiguous covered area (see “covered area” definition above) and all multiple-level exhibits must submit a booth plan to the Safety and Fire Prevention Office for approval. Plans must be submitted in CAD format via email to boothplans@lvcva.com.
- Under certain circumstances, it may be deemed necessary by the Safety and Fire Prevention Office to require a fire watch for an exhibit.
Note: For any questions or exemption requests, please contact your convention services manager.
MULTI-LEVEL AND/OR COVERED EXHIBITS (OUTDOOR)
All outdoor exhibits are subject to Clark County Building and Fire Codes. It is the responsibility of the exhibitor EAC to ensure all codes are met pursuant to Clark County code sections 22.02 and 22.04, and Clark County fire code section 13.04.
Clark County Fire Permit is required when:
- Temporary structure footprint is greater than 2,500 square feet and is constructed outdoors. Drawings prepared by a registered design professional with third-party inspections will be required for the permit.
OUTDOOR EXHIBITS
- Parking lots used for exhibits that will have tents, pavilions, trailers or sprung structures must have a 24-foot perimeter aisle for fire and emergency vehicle access.
- Outdoor exhibits must have an approved floor plan. Booths that have tents, pavilions, trailers or sprung structures must be on a 10-foot-wide aisle.
- Temporary restroom facilities may be required for outdoor exhibits.
- Open trash containers/boxes are required when parking lots are used for exhibits. If containers are ordered through the facility, lessee will incur trash removal charges.
- For any temporary assembly structures see Multilevel and/or Covered Exhibits (Outdoor)
- All banner material used outside must be made of mesh material with a minimum of 30% pass through or slatted to allow for air to flow through.
- Installation and dismantling of tower cranes require a 300-foot clear zone. All tower cranes require FAA approval.
- If pouring a subfloor made of concrete onto the asphalt, Visqueen must be used under the pour and the surrounding area. Bonding agents are prohibited.
- All other poured concrete requiring framework (curbing, walls, etc.) will use 16 penny nails with wire to mount and secure all batter board, bracing, etc., in asphalted areas. Square, round or other standard stakes are not permitted to secure framework in asphalted areas. Mechanical forms are preferred. LVCVA exterior engineers are available for clarification.
- Reference Food & Beverage - Preparation Within Exhibits for information on exhibition and display cooking.
- Reference Fire and Safety Exhibit Guidelines for information on propane usage and storage.
- Any fuel storage greater than 10 gallons of gasoline or 60 gallons of combustible liquid (e.g., diesel) on property will require a Clark County Permit.
- Any exterior water use during shows will be metered. Please contact the CSM for coordination.
- LVCVA management reserves the right to make any changes on site that are deemed necessary without advance notice, for safety concerns.
Tents and Canopies
All outdoor tents and/or temporary structures must be installed by facility approved EACs and must submit and receive an approved staking plan before staking can occur. Staking plans should be submitted 30 days prior to staking@lvcva.com.
- All tents (a structure that is covered with a soft top and soft sides) greater than 400 square feet require a Clark County Permit. They must also have a 2A40BC fire extinguisher that has a current Nevada state inspection tag.
- All canopies (covered with a soft top but no sides) greater than 700 square feet require a Clark County Permit. They must also have a 2A40BC fire extinguisher that has a current Nevada state inspection tag.
- Self-installed pop-up canopies requiring either weights or stakes must be lowered every evening at close of show and, depending on weather conditions, may need to be taken down; to be determined by facility on site.
Staking
- All staking needs to be drilled; no hand staking is permitted.
- Anchoring or staking into concrete is prohibited property wide.
- Trenching or digging is not allowed into the asphalt without the prior approval from a CSM; please contact staking@lvcva.com for approval.
- Final on-site staking approval must be obtained by the Facility Maintenance Department before any drilling and staking may begin.
- The asphalt must be returned to its original condition. LVCVA standards are:
- Backfill existing hole(s) with clean, fine-type sand. Tamp to within a four-inch minimum of grade surface.
- Fill rest of hole(s) with Aquaphalt® or equivalent and tamp until solid.
- Cover areas approximately two inches around patched hole with a good grade of plastic- type asphalt sealer with a maximum drying time of two hours.
- Staking in Orange lot is limited and strictly enforced.
- West Hall – All staking will not exceed 40 inches in depth. If additional anchoring is necessary, weights will be required.
- Staking in Yellow lot is prohibited.
TRUSS STRUCTURES
- All truss structures require plans to be submitted to Safety and Fire Prevention 90 days in advance and must meet ANSI regulations E-1.21. Depending on size, attachments and weight, the facility may require a third-party engineer’s stamp of approval. The engineer’s stamp of approval must include wind load and seismic load. This will be at the exhibitor’s expense. Please send to boothplans@lvcva.com.
- If an exhibitor(s) has their own ballast (weight), but it is deemed insufficient by the facility, they must procure additional ballast from a local source and/or the show’s OSC at their own expense.
PARKING
- The current parking fee is $15 per space, with in and out privileges. Cash or credit cards are accepted. Anyone leaving the property and planning to return the same day can show their paid parking receipt for reentry. Reentry is subject to availability.
- Vehicles taking up more than one standard parking space will be charged accordingly upon entry.
- Overnight parking is prohibited on property. Vehicles left on the property overnight will be towed at the owner’s expense.
- Vehicles must fit within two parking spaces, lengthwise.
- Individuals with special parking situations or concerns should inquire at the Traffic Office for assistance at 702-892-7400.
- All parking attendants and traffic control personnel will be provided by the LVCVA for standard traffic operations.
- Vehicles must be parked in a marked parking space.
- Paid parking dates are determined by building activity. If other shows are in the building at the same time, paid parking could be in effect during your move-in/move-out period. Check with your CSM for paid parking dates
PERMITS
For assistance with Clark County Building and Fire Prevention permitting, contact the Safety and Fire Prevention Office at 702-892-7413 or boothplans@lvcva.com.
Permits from Clark County Building and Fire Prevention are required for the following:
Clark County Building and Fire Prevention also provides blanket permits for multiple exhibitors applying for the same permit at the same show for: hot works, spray and dipping booths, cryogenic fluids, and compressed gasses. A blanket permit must be submitted to the Clark County Building and Fire Prevention office by show management. Click here for more information.
PERSONAL MOBILITY DEVICES
The use of Segways®, skateboards, hoverboards, scooters and all other devices not approved as ADA required mobility devices are not permitted on property.
Note: For any questions or exemption requests, please contact your convention services manager.
SOUND LEVELS
The LVCVA retains the right to regulate the volume of any sound, whether it be music, voice, or special or artificial effects to the extent that the same interferes with other lessees within the facilities.
VEHICLES ON DISPLAY
- Fuel-tank openings shall be locked or sealed in an approved manner to prevent escape of vapors.
- Fuel tanks shall not contain more than one-quarter their capacity or more than five gallons of fuel, whichever is less.
- At least one battery cable shall be removed from the batteries used to start the vehicle’s engine, and the disconnected battery cable shall then be taped.
- Auxiliary batteries not connected to engine’s starting system may be left connected.
- Electric and hybrid vehicles shall have their operating batteries disconnected whenever possible.
- External power is recommended for demonstration purposes.
- Battery charging is not permitted inside the building.
- Combustible/flammable materials must not be stored beneath display vehicles.
- Fueling or de-fueling of vehicles is prohibited.
- Vehicles shall not be moved during the show and will remain off while freight doors are closed.
- 36 inches of clear access or aisles must be maintained around the vehicle.
- Vehicles must be a minimum of 20 feet from exits or exit pathways.
- Vehicles placed in lobbies and meeting rooms must have approval of the CSM.
- Visqueen must be used under vehicles on display in lobbies and meeting rooms.
Electric Vehicles
- EVs are not allowed to be charged indoors.
- Any EVs brought into the building must have prior approval. Specifications of the battery and vehicle must be submitted to the Safety and Fire Prevention Office at boothplans@lvcva.com.
- Click here to complete and submit the Electric Vehicle Form.
WEAPONS
- A personal or concealed weapon of any type is not permitted anywhere on the campus of the LVCC.
- Nevada Revised Statute 202.3673 prohibits concealed weapons of any type on facility property.
Contractors & Vendors
OFFICIAL SHOW CONTRACTOR
Freeman
- Freeman is our official show contractor and is responsible for building out the show.
- They offer an array of helpful services and are the exclusive provider for material handling (warehouse storage and on site load in), electrical, rigging, and forklift and cart usage.
- Exhibitors may employ an Exhibitor Appointment Contractor (EAC) to manage labor, but we do recommend exhibitors utilize Freeman for the labor when possible.
- The show is a union show, so all labor must be appropriate union labor, either through an EAC or Freeman
IMPORTANT FREEMAN LINKS
VENDORS
EXCLUSIVE VENDORS:
FOOD & BEVERAGE
- Sodexo Live!
- *Early Pricing Deadline: October 17, 2024
INTERNET / WIFI
- COX Business
- (702) 943-6500
- *20% Early Ordering Discount – Final order and payment must be received 30 days prior to the listed event start date.
- *A 20% Expedite Fee will be applied to any order placed 72 hours or less before the listed event start date.
SAFETY & FIRE PREVENTION
- Las Vegas Convention Center - (702) 892-7413
PREFERRED VENDORS:
BOOTH SECURITY
PRINTING - LARGE FORMAT WALL VINYL
- Mighty Printing - info@mightyprinting.com
- Booth Printing Info & Costs
- *Early Pricing Deadline: TBD
AUDIO / VISUAL
- Freeman AV
- *Early Pricing Deadline: October 17, 2024
EXHIBITOR INSURANCE
INTERNATIONAL FREIGHT FORWARDER / U.S. CUSTOMS BROKER
OUTSIDE CONTRACTORS AND VENDOR REQUIREMENTS
*Look familiar? This information is super important so it’s in the manual twice!
DEFINITION
An Exhibitor Appointed Contractor (EAC) is any company other than one of the designated official contractors (Freeman) which an exhibitor wants to employ inside the exhibit hall before, during, or after the show.
ALL hired setup and teardown labor, MUST be properly hired Union Labor.
Exhibitor Appointed Contractors / Exhibitors are NOT able to perform the following services:
- Electrical, Plumbing & All Other Utilities
- Drayage / Any Material Unloading from the Loading Dock / Forklift Operations
- Booth Cleaning
- Security - no outside security of any kind
- Rigging - Overhead or Genie Lift
- Catering / Food Service
STEPS TO GET YOUR EAC / OUTSIDE VENDOR APPROVED:
- Submit the EAC Form that goes to ComplexCon show management.
- Obtain proper insurance as outlined in the insurance Requirements and Sample COI document.
- Apply for an EAC Permit through the Las Vegas Convention Center.
- Hire appropriate union labor. This can be done through Freeman if needed.
EAC Permit
Any show appointed and/or exhibitor appointed company providing a service and/or supervision during conventions, trade shows and events at the facility must obtain an annually issued EAC permit and comply with the following:
- Annual Contractor Fee: $250
Certificates of Insurance (COI) — Requirements and Sample COI
- General liability in the amount of $1,000,000 combined single limit bodily injury and broad form property damage coverage, including broad form contractual liability.
- Automobile liability in the amount of $1,000,000 for any auto and/or hired and non-owned.
- Workers’ Compensation Coverage in the state of Nevada with a minimum of $1,000,000 limit. If the home state of the contractor does not have a reciprocal agreement with the state of Nevada, contact employers to obtain proper coverage. Phone 888-682-6671 or www.employers.com.
- Apply for EAC permit.
EAC WRISTBAND REQUIREMENTS
- A list of individual names of EAC employees and/or labor is NOT required but all employees and/or labor must be able identify their affiliation if asked (Ex: company badge, uniform, name tag, work order, etc.).
- Wristbands must be worn at all times while in the venue.
- Load In / Load Out Wristbands do NOT have access to the event during show days.
- Exhibitors are responsible for utilizing their Exhibitor Wristband allotment if an EAC is needed on site for show days.
- Show management will not provide EACs with additional Exhibitor Wristbands. It is the responsibility of the brand to distribute their allotment as they see fit.
SHOW MANAGEMENT’S DISCRETIONARY RIGHTS
Show Management reserves the right, in its sole discretion, to withhold approval or to dismiss from the show, any service contractor whose participation in the show may, in the opinion of show management, lead to strikes, picketing, other labor action directed at the show, other disruption of the show, or interference with any of the exhibitors.
CODE OF CONDUCT FOR ALL THIRD PARTIES
- EAC who fails to have their booth set and crates removed by the published time will be billed by Show Management a fee for late set up.
- EAC will check in and check out their labor through the designated entrance for each hall.
- EAC will not use saws, routers, or other wood and/or metal cutting devices outside of the confines of the exhibit space.
- No EAC utility carts (three or four wheeled or flatbed) are allowed on the floor due to safety.
- All deliveries from EAC must come through the freight doors and not through the front doors whether it is tools, ladders, tool boxes, graphics, freight, etc.
- All ladders, desks and job boxes must be removed prior to show opening.
- EAC shall operate within the confines of the exhibit booth space – for such items as service desks and or assembly areas.
- EAC shall inform exhibitors of all costs associated with the use of the EAC.
- EAC will not be allowed to perform exclusive services as outlined in the exhibitor manual.
- EAC must follow the rules and regulations of the venue, and safety guidelines in addition to those of Show Management.
- All materials brought into the exhibit area by the exhibitor or EAC must be removed completely after the event.
Security
SECURITY AT COMPLEXCON
The safety of all attendees is our highest priority. If your booth causes a disruption that is deemed unsafe, security may have to shut down your booth space to attendees. To avoid this, please let us know when you will be anticipating crowds and what product you will be releasing so we can work with security on the best plan of action.
Exhibitors need to be aware of the following event security measures:
- Security will be on site at all times to assist you during all aspects of ComplexCon.
- Everyone must wear their ComplexCon wristband at all times. This includes exhibitors, vendors, attendees, guests (speakers, talent, artists), professionals, press, staff, and crew.
- A fully operational security team following our vetted procedures is in place at ComplexCon.
- Bag checks will occur when entering or exiting ComplexCon.
- Walk-through or hand held scanners will be used during entrance to ComplexCon.
- Any CCTV in operation at ComplexCon is monitored and recorded.
- Uniformed and undercover security may be in attendance at ComplexCon.
- Uniformed and undercover Police may be in attendance at ComplexCon.
- Canine Security and Detection may be used in or around ComplexCon.
Everyone at ComplexCon should be mindful of the following:
- Keep personal property with you at all times and do not leave any items unattended.
- If you see something, say something: report anything that looks unusual, suspicious, or out of place to ComplexCon staff or security immediately.
- Remain patient and courteous during security checks and follow the instructions of ComplexCon staff and security at all times.
- Behave in accordance with the ComplexCon Code of Conduct.
- Carry a valid form of photo ID at all times.
Thank you for your cooperation in helping us ensure a safe experience for everyone.
BASIC SECURITY RECOMMENDATIONS
By now you should have arranged for insurance coverage to protect your exhibit and product against damage or loss from the time it leaves your premises until it returns.
- Unpack product as close to the Show opening as possible. At the close of the Show, we suggest that you stay at your booth until these valuables are repacked
- Treat especially valuable goods such as prototypes as irreplaceable. If they truly are one‐of‐a kind, hire security. Under no circumstances should such goods ever be left unattended. TVs, laptops, and other electronic devices are particularly vulnerable to theft
- Keep close tabs on personal items (cell phones, purses, laptops, backpacks, etc.)
- Do not put articles of any value in a container marked “EMPTY STORAGE”, or behind booth
- Exhibitor personnel must wear official Show Exhibitor wristbands at all times during move‐in, show days and move‐out. Please do not give Exhibitor Badges to anyone other than your full time employees as they will be traced back if abused. Remove all badges from the building when you leave on your last day there. Badges left behind are often abused by unauthorized personnel so do not leave them in your booth or discard on the floor
- At the close of business each day, cover all display tables. This establishes a barrier to curiosity seekers and other would‐be thieves from selecting such items to steal at a later time
- Immediately report to security, or Show Management, the presence of any unauthorized visitors, or suspicious activity on the show floor.
- Secure all valuables as the show closes! Pack and label product and remove them, or put them in the Security Command Post for outbound freight, or hire Security until you can secure them properly.
- It is essential that exhibitor personnel remain in their exhibit areas until their display materials are secured. All small articles which can be easily picked up should be securely packed before you leave your booth after the Show closes. Remember, during teardown, stay with your exhibit until your empty cartons are delivered and your goods are packed, sealed and properly labeled.
- Do not leave material in your booth unlabeled at any time during move‐out because many things could happen: it may be presumed abandoned; mistaken for trash; or one of your neighboring booths might label it in error!
- Don’t Leave Your Booth Unattended Until Your Merchandise Is Secure.
Our objective is to make your show experience as worthwhile and profitable as it can be. Adhering to these simple security recommendations will go a long way to ensure your success!
ADDITIONAL SECURITY
ComplexCon is not responsible for items lost or stolen from your booth during or after show hours. We provide security that watches the venue overnight - however, if you would like to book additional security for your booth during show hours or after show hours, please contact:
If you would like to hire a security guard for your booth during show hours, please submit the JRM Security Form:
Exhibitors may bring in an outside Security Company as long as the Security Company is vetted and the security plan is pre-approved by ComplexCon security management. Exhibitors must provide Exhibitor Wristbands to the outside security company from their allotment. No additional credentials will be provided.
If you would like to bring in an outside security company, please submit the request below no later than November 10:
Outside Security Vendor Request Form
If you have valuable or one of a kind, irreplaceable items - we highly recommend that you remove them from your booth when you leave the venue & store them in a secure location. You may also contact a ComplexCon staff member about access to secure overnight storage.
If you have an item that is too large to move to a secure location, we recommend hiring additional security.
QUEUE LINES AND CROWD CONTROL
If you anticipate your activation drawing a big crowd or a line, then you must plan ahead by ordering security for crowd control and extra space for queue lines, and stanchions for line management. Because of fire marshal rules, we cannot have long lines blocking the aisles so you may need to purchase additional booth space to account for long queue lines. If security needs to be called on site because of crowd control issues, then the exhibitor will be billed for those charges so please make sure to order security ahead of time to take advantage of the early discounted pricing. Please contact your ComplexCon sales representative if you have questions or need to purchase additional space for queue lines.
TALENT SECURITY
Talent may bring in their own booth security as long as the Security Company has been properly vetted and the Security Company and plan is approved by ComplexCon Security Management. All requests must be submitted by November 10, 2024. If approved, the Talent must provide the Security Company with Wristbands from their pre-determined wristband allotment. No additional credentials will be provided so please plan accordingly.
Food & Beverage
FOOD AND BEVERAGE SAMPLING POLICY AND GUIDELINES
Sodexo Live! is the exclusive food and beverage provider at the Las Vegas Convention Center and is looking forward to serving all your catering needs. As such, Sodexo Live! is responsible for the safety of all food and beverage consumed, prepared and dispensed on property. At times, specific business needs will require an exception to this exclusivity therefore the following guidelines have been provided.
Marketing
For potential marketing opportunities, please submit your brand materials via your unique Brand Form. If you need the form sent to your email, please email Liz (elizabeth.wachs@complex.com) and Christine (christine.choi@complex.com).