Installation & Dismantle
Installation days and hours are as follows:
- Tuesday Oct. 23 (for Targeted Exhibitors) – 7:30 a.m. - 7 p.m.
- Wednesday, Oct. 24 and Thursday, Oct. 25 – 7:30 a.m. - 7 p.m.
- Friday, Oct. 26 – 7:30 a.m. - 10 p.m.
Dismantle days and hours are as follows:
- Tuesday, Oct. 30 – 1 p.m. – 10 p.m.
- Wednesday, Oct. 31 – 8 a.m. – 5 p.m.
- Thursday, Nov. 1 – 8 a.m. – 12 p.m.
Access to Exhibit Hall
Every individual working in the exhibit hall must have an identification badge or wristband. To receive a badge or wristband, exhibitor personnel and exhibitor designated contractors (EDCs) are required to show photo identification and proof of affiliation with their employer. An exhibitor may obtain a badge in Exhibitor Registration during the hours noted in the “Schedule” section in the Exhibition General Information.
Complete details about obtaining wristbands will be available in the online Exhibitor Service Manual.
Approval for early installation will be granted on an individual basis, with the understanding that Freeman will provide the labor for all installation work performed on Monday, Oct. 22.
Children are not allowed on the exhibit floor at any time during the hours for installing or dismantling exhibits.
Care of Facility
Exhibitors may not install any permanent fixtures or deface the building, and upon conclusion of the meeting they must leave the exhibit space in the same condition that it was received.
Exhibitor personnel must staff the booth until the dismantling of exhibits begins on Tuesday, Oct. 30, at 1 p.m. Dismantling of an exhibit prior to the close of the exhibition is not permitted. Any company violating these regulations will forfeit the priority points they were to earn for the meeting and may not be invited to participate in future Academy meetings.
It will take approximately six hours to return all empty crates and cartons to the exhibitor’s booth. Plan to return on Wednesday, Oct. 31, to complete outbound arrangements.
Freeman has an agreement with Display Labor, a Unified Labor Force Combining Carpenter and Decorator Unions, to provide labor for display installation and dismantling. Full time employees of the exhibiting companies may set their own exhibit without assistance from this local. Proof of full time employment status may be requested by the Union Steward of any personnel working the booth.
Any labor services that may be required beyond what the regular full time exhibiting company employees can provide must be provided through Display labor.
Labor order forms will be included in the online Exhibitor Service Manual.
Hourly union labor rates for installing and dismantling exhibits are as follows:
$145.00 per hour
Monday – Friday, 8 a.m. – 4:30 p.m.
$217.00 per hour
Monday – Friday, 4:30 p.m. – 8:30 p.m.
Saturday, 6 a.m. – 6:30 p.m.
$290.00 per hour
Monday – Friday, 8:30 p.m. – 8 a.m.
Saturday, before 6 a.m. – after 6:30 p.m.
All day Sunday and holidays
Exhibit Booth Design
- An exhibitor’s signage and booth graphics may identify only the company named on the Exhibit Space Application and the products or services they manufacture and sell.
- Exhibits must conform to the professional and scientific atmosphere of the meeting and are subject to onsite review and, where necessary, modification at the exhibitor’s expense.
- All components of the booth design, including truss and lighting are to remain within the boundaries of the exhibit space.
An exhibit must be in compliance with all local, state, and federal statutes, ordinances, rules, orders and regulations that are in force or applicable during the meeting, including, without limitation, the Americans with Disabilities Act of 1992, as amended.
Each ten-foot by ten-foot (10’ x 10’) linear booth has a backwall drape at a uniform eight-foot (8’) height and black side drape at a three-foot (3’) height.
The maximum allowable height of products and display materials is eight feet (8’).
Display materials greater than four feet (4’) in height must be a minimum of five feet (5’) back from the front aisle.
All booths must be carpeted with a standard nine-foot by ten-foot (9’ x 10’) covering. Exhibitors may not use smaller pieces of material to cover the floor unless it is an interlocking system that creates a single covering. Booths not carpeted in this manner by 3 p.m. on Friday, Oct. 26, will be supplied with carpet and charged accordingly by Freeman.
Where necessary in a linear booth, a drape will be installed, at the exhibitor’s expense, to cover exposed or unfinished parts of a display.
10’x 10’Linear Booth reprinted with express consent from IAEE Guidelines for Display Rules and Regulations
Informational Poster Presenters are provided the following items:
- One eight-foot (8’) wide by four-foot (4’) high, Velcro receptive poster board
- One four-foot (4’) draped table for handouts/materials
- One standard title sign, white with black lettering, seven by forty-four inches (7” x 44”)
- One chair
An island exhibit is an open area of exhibit space with aisles on all four sides.
- Island exhibits must be designed to allow access from all four aisles.
- Ceiling covering or floor covering may not span an aisle.
- Structures may not exceed twenty-five feet (25’) in height.
The seating for theater, presentation and demonstration areas must be:
- A minimum of five-feet (5’) back from the aisles and
- monitored and controlled so that the aisles remain free from congestion.
If an aisle becomes congested because of overflow attendance, a presentation will be shortened or stopped.
Exhibit displays, construction and signage must be arranged to allow for see-through visibility and must not obstruct substantially the view of, or otherwise interfere with, the displays of other exhibitors.
Conference, office, storage, or meeting room enclosures may not exceed 100 square feet in booths less than 1,600 square feet and must be constructed of building materials that allow see-through visibility or light penetration.
Booth plans must specify the maximum number of occupants and must have a structural engineer’s stamp certifying the maximum occupant load capacity.
Send stamped blueprints to McCormick Place for review with the Fire Safety Division and by the Chicago Fire Department, Fire Prevention Bureau at least 60 days before the show opens to allow sufficient time for any needed corrections. Be sure the plans show dimensions and an isometric rendering of your exhibit.
Certain booths may require Fire Watches, electrical ventilation, smoke detection devices, fire extinguishers, multiple exits, etc., as required by Fire Prevention Officials.
Additional information will be included in the online Exhibitor Service Manual.
The Academy requests floor plans from every island booth exhibitor to ensure that the rules and regulations governing exhibit booth design, outlined in this section, are followed. Advance review also provides the Academy with the opportunity to resolve potential issues.
If the location of building columns, utilities or other architectural components of the facility are considerations in the construction of an exhibit, it is the responsibility of the exhibitor or their agents to physically inspect the facility to verify all dimensions and locations.
A company that is assigned island exhibit space must submit floor plans and elevation blueprints to the Director of Exhibitions for approval by Friday, Aug. 24. These may be delivered by email, firstname.lastname@example.org or mail to:
Anna Zammataro, CEM, CMP
Director of Exhibitions
655 Beach Street
San Francisco, CA 94109
The following floor plans are excellent examples that clearly identify exhibit components for the Academy’s review. Another option is to submit a floor plan drawn to scale, indicating the scale used, that includes all exhibit components and their dimensions.
A floor plan of the electrical placement in the booth must accompany your electrical order to McCormick Place. Do not send the floor plan of the electrical placement in the booth to the Academy.
Exhibitors who fail to submit island floor plans and elevation blueprints by the deadline will be assessed a penalty of two (2) priority points per day after the deadline.
It is advisable to secure approval before beginning any new construction. If you are planning new construction, attach a cover note to the floor plan indicating the date by which approval is needed in order to meet construction schedules.
Preliminary approval by the Director of Exhibitions must be received before the exhibit can be installed.
Do not fax floor plans.
- Only island exhibits may use hanging signs.
- The maximum height for hanging signs is twenty-five feet (25’).
- Lighting and truss may be hung above this height but is limited to the boundaries of the exhibit space.
Hanging signs, regardless of type, are subject to the maximum size allowances stated in these policies and must conform to the standards that follow. The combined length of all signs may not exceed the following limits, whether hung horizontally or vertically. Multiple sign dimensions are totaled to determine the length of the sign.
- For a single-faced or double-faced one-piece sign, the length of the sign may not exceed fifty percent (50%) of the booth dimension on the aisle that it faces.
- For a rectangular, square, circular, or triangular sign, the length of any side of the sign may not exceed fifty percent (50%) of the booth dimension on the aisle that it faces.
- The height limit for each side of a sign is eight feet (8’).
- The suspended height of a sign may not exceed twenty-five feet (25’) when measured from the floor up to the top of the sign.
Hanging signs must be received at the Freeman warehouse no later than Friday, Oct. 12. It is also cost-effective to include assembly instructions in the hanging sign shipment to the advance warehouse.
Shipping labels will be included in the Exhibitor Service Manual.
Hanging Sign Blueprints
Blueprints indicating hanging points, hanging locations and the total weight of hanging signs must be submitted to the Director of Exhibitions for approval by Friday, Aug. 31.
Submit blueprints that have been drawn to scale (indicate the scale used) and include all sign dimensions, both the height and width of each sign.
All hanging signs must be preapproved. Walk-up signs will not be approved onsite. All signs are subject to onsite review and, where necessary, modified at the exhibitor’s expense.
Aerial Rigging Services
Labor required for the assembly and hanging of all signs and box/theatrical truss will be provided through Freeman. As Freeman has the liability for hanging of signs and truss their labor is exclusive to this service.
All hanging signs requiring electrical must also be accompanied by an electrical order stipulating power required.
All hanging signs over 500 pounds must be accompanied by drawings reviewed, signed and stamped by a licensed structural engineer to certify structural integrity and safety.
All hanging signs over 500 pounds will require chain falls for electrical chain motors for installation/removal.
AAO Show Management approved requests for hanging signs must be submitted to Freeman a minimum of sixty (60) days prior to the event move-in date.
Fire Department Regulations
Some of the most important fire department requirements are summarized here. Complete fire regulations for McCormick Place will be included in the online Exhibitor Service Manual.
- All material used in the construction and decoration of an exhibit must be made from noncombustible materials or treated with a flame-retardant solution or with a flame-retardant process.
- Literature on display shall be limited to reasonable quantities (one day supply). Reserve supplies shall be kept in closed containers and stored in a neat and compact manner free and clear of electrical cables or junction boxes.
- Storage of any kind is prohibited behind the back drapes and display wall. All crates, cartons, containers, packing materials and other supplies necessary for repacking must be removed from the exhibit floor. McCormick Place Fire and Safety staff inspects all booths to ensure compliance.
Fire extinguishers and fire hose cabinets, located on the columns, must remain visible and accessible.
Photographing and Videotaping
An exhibitor may photograph or videotape his or her own booth before or after exhibit hall hours. Exhibitors must designate any third party providing this service as an Exhibitor Designated Contractor by the deadline.
Security arrangements for these activities outside the show hours must be made in advance, at the exhibitor’s expense.
Exhibitors understand and agree that photographs of their exhibit will be taken by the official show photographer while documenting the annual meeting. Exhibitors agree that photos of their booth, possibly containing logos and trademarks, may appear without restriction in promotional and other documents produced by the Academy.
An exhibitor may not photograph or videotape any other company’s exhibit booth or presentation. This activity will result in the loss of priority points.