2020 Commercial Exhibitor Handbook
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2020 COMMERCIAL EXHIBITOR HANDBOOK HOUSTON LIVESTOCK SHOW AND RODEO™ PO BOX 20070 HOUSTON, TEXAS 77225-0070 832.667.1000 REVISED: NOVEMBER 12, 2019 INCLUDES AG EXPO, ALL BREEDS EXPO, AND RANCHING & WILDLIFE EXPO THIS HANDBOOK IS SUBJECT TO CHANGE. EXHIBITORS WHO ARE CONTRACTED FOR 2020 WILL RECEIVE NOTIFICATION OF ANY CHANGES. THE FINAL HANDBOOK MUST BE KEPT IN THE BOOTH FOR REFERENCE 2020 COMMERCIAL EXHIBITOR HANDBOOK REVISIONS Date Section Description 11/12/19 Multi-Level Marketing We do not sell booth space to Companies independent consultants for multi- level marketing (also known as network marketing, direct selling, referral marketing, and pyramid selling) companies at our event. HIGHLIGHTS OF CHANGES FROM 2019 Selecting merchandise: Vaping and/or CBD products not allowed. Food exhibitors: Propane tanks off limits to exhibitors. Food exhibitors: Individual souvenir cups with business logos, names and branding are not allowed. Gold Buckle Foodies: On Thursday, March 5, this year. Rodeo Drive Shops Product Showcase: A new double-sided case that will be located in Hall E. One side will have a lock and display merchandise that will be rotated in and out every day during the Show. The other side will be a photo op for the general public to help promote the shopping experience at the Show. Details are being finalized now. Deliveries: Please add an on-site contact phone number to your delivery/shipment address so that we can quickly get packages to you. Booth evaluations: Example booth evaluation form can be found in the appendix. Livestock move-in: Heavier traffic than usual on Sunday, March 1, before Show opens, due to Gilt move-in. Please be prepared for a potentially longer wait time at Gate 12 that day. Exhibitor feedback session: The Show will host one exhibitor feedback session, in the afternoon, during the 2020 Show. New deadline for tax form: Complete the Sales Tax Information form (available in your check-in packet) and submit to the Show offices no later than May 15, 2020. Other commercial exhibit opportunities: Ag Expo, All Breeds Expo, and Ranching & Wildlife Expo information has been added to this handbook. Please see section beginning on page 75 for information that supersedes other areas of the handbook for these particular shows. 1 TABLE OF CONTENTS MANAGING YOUR LEASE AGREEMENT Commercial Exhibit Lease Agreement Due Dates .......................................................................... 6 General Lease Information ................................................................................................................. 6 Product Lists and Menus .......................................................................................................... 7 Requesting a Space Change ....................................................................................................... 8 Solicitation of Sales ................................................................................................................... 9 Subleasing ................................................................................................................................. 9 Multi-Level Marketing Companies ........................................................................................... 9 Commercial Exhibitor Selection Timeline........................................................................................ 9 Booth Transfer/Sale of Business Policy ........................................................................................... 11 HLSR Web Site ................................................................................................................................... 12 Insurance Requirements ................................................................................................................... 12 Legal and Enforcement Summary ................................................................................................... 15 Online Lease Management ............................................................................................................... 18 Accessing the Site .................................................................................................................... 18 Executing Your Lease Agreement Online ............................................................................... 19 Managing Your Product List and Menu Items ...................................................................... 20 PLANNING YOUR EXHIBIT SPACE Operating Hours ................................................................................................................................ 21 Booth Design ...................................................................................................................................... 21 Booth Layout ........................................................................................................................... 21 Variances ................................................................................................................................. 23 Design Guidelines – All Exhibitors ........................................................................................ 23 Additional Design Guidelines – NRG Center Exhibit Hall Exhibitors .................................. 25 Additional Design Guidelines – Outdoor Food and Retail Exhibitors ................................... 26 Evaluations .............................................................................................................................. 26 Booth Staffing Requirements ........................................................................................................... 27 Exhibitor Badges ................................................................................................................................ 27 Sales Tax .............................................................................................................................................. 28 Service Providers ............................................................................................................................... 28 Decorator ................................................................................................................................. 29 Non-alcoholic Beverages .......................................................................................................... 29 Electrical .................................................................................................................................. 29 Telephone and Internet Service ............................................................................................... 30 Propane Service ....................................................................................................................... 30 Signage ................................................................................................................................................ 30 General Requirements ............................................................................................................. 30 Additional Signage Requirements for Food Exhibitors ........................................................... 31 2 MOVE-IN DATES AND PROCEDURES Early Move-in Requests .................................................................................................................... 32 Staging ................................................................................................................................................. 32 Move-in Timeline .............................................................................................................................. 32 Move-in Logistics .............................................................................................................................. 38 General .................................................................................................................................... 38 Vehicles and Trailers ............................................................................................................... 38 Parking .................................................................................................................................... 39 NRG Center and NRG Center Lobby Exhibitors .................................................................... 39 NRG Arena Exhibitors ............................................................................................................ 39 Rodeo Plaza, Circle Drive, and The Junction Exhibitors ........................................................ 40 Check-in Procedures ......................................................................................................................... 40 Lone Star Market Move-In & Move-Out Information .................................................................. 41 SHOW TIME EVENTS Exhibitor Booth Awards ................................................................................................................... 43 Gold Buckle Foodie Awards ............................................................................................................ 44 Rodeo Drive Shops ............................................................................................................................ 44 Exhibitor Feedback Sessions ............................................................................................................ 44 SHOW TIME SERVICES Banking Facilities ..............................................................................................................................