The assignment of meeting space to InfoComm exhibitors in the Convention Center will be conducted according to the following guidelines:
Only current InfoComm exhibitors in good standing may apply to reserve available meeting rooms within the Convention Center. Such exhibitors requesting must also meet the following minimum paid exhibit space requirements:
For meeting space rental of 3-5 days during the InfoComm show week, exhibitors must have a minimum of 1000 n.s.f. of paid exhibit space contracted and paid for in their company’s name on the InfoComm show floor.
For meeting space rental of 2 days or less, exhibitors must have a minimum of 600 n.s.f. of paid exhibit space contracted.
For exhibitors requesting space who have less than 400 n.s.f. of paid exhibit space, meeting space can only be assigned for 1 day’s use or less after all requests from exhibitors with 600 n.s.f. or greater have been filled (those assignments shall be made no later than Monday, March 16th, 2020).
Exhibitors must be in good standing to reserve any meeting space at InfoComm block hotel properties.
Exhibitors must submit plans for room usage to InfoComm Show Management in writing. InfoComm reserves the right to inspect the meeting room(s) on-site and charge exhibitors the exhibit space rate if room usage does not fall within the criteria stated above. Exhibitors wishing to display product or use a meeting room as a demo area must indicate this on the room reservation form.
A floor plan of the meeting room will accompany the room assignment. IF you are not using a “standard set”, floor plans indicating the layout of the room must be submitted to Scott Newcomb at the Las Vegas Convention Center (email@example.com) and CC’d to Stuart Weiser (SWeiser@avixa.org) for Fire Marshal approval prior to Wednesday, April 15, 2020
The Las Vegas Convention Center will provide one standard furniture setup per meeting room (tables and chairs).
Meeting Room requests will be processed based on the exhibitor’s priority points ranking for requests received by the deadline of Friday, November 15, 2019; thereafter, requests will be honored on a space-available, first-come, first-served basis.
After the Friday, November 15, 2019, deadline, exhibitors will receive a written confirmation of their assigned Audio Demo Room(s) and an invoice. 100% payment of this invoice is due by Friday, January 10, 2020. If payment is not received in full by this date, the room will return to inventory and may be reserved by other exhibitors. Rooms reserved after Friday; January 10, 2020 will be confirmed upon full payment for the room.
Cancellation Policy: If assigned meeting room is canceled between Friday, November 15, 2019, and Friday, January 10, 2020, a 50% cancellation fee of the original meeting room rental fee shall apply. Cancellations made after Friday, January 10, 2020 will forfeit the full room payment amount.
Food and Beverage utilized within meeting rooms must be contracted through the Convention Center’s official catering service, Centerplate.
Exhibitor utilizing a meeting room is responsible for all associated costs incurred while using the meeting room including but not limited to material handling, electrical, labor, room setup, re-keying door if keys are lost, signage, security, internet and AV services.
Contact Felipe Adriao at Freeman, 702-579-1758, or Felipe.Adriao@freemanco.com to review freight target delivery date, piece count, size and weight. Freeman can supply the appropriate shipping and label information.
Exhibitors are solely responsible for the security of their equipment and guests’ belongings within the meeting room occupied. Security guards may be ordered by contacting Daniel Campos, Century Security at (407) 226-1168 (Office) or (407) 402-4136 (Cell), or firstname.lastname@example.org.