Exhibitor Rules & Regulations
A. Booth Layout Approval
Exhibitors without approved booth layouts on file may be responsible for costly and potentially destructive on-site modifications to their display.
Exhibitors must submit for approval an outline of their exhibit plans with dimensions of constructed display and bulky equipment in a timely manner prior to the show. The exhibit plans must adhere to the construction guidelines outlined in this manual. Show management may decline and prohibit the installation of any exhibit at the expo not approved by them prior to the event.
Go to booth layout approval form >>
B. Keep Aisles Clear
All aisle space belongs to the expo. No exhibit or advertising will be allowed to extend beyond the space allotted to the exhibitor. Distribution of any promotional material, giveaways, or any other items shall be restricted to within the exhibit space.
C. Dress Code
All exhibitor personnel, including models, must be fully clothed in a manner acceptable to show management. Individuals wearing clothing or costumes with advertising will not be permitted in aisles or public areas.
D. Loud Music and/or Audio
Mechanical sound producers, music, videos, or any excessively loud audio of any kind that disrupts neighboring exhibits will not be permitted.
The audio portion of any video or live presentation must be reasonably contained within the exhibitor’s booth. Music used by exhibitors is subject to applicable copyright and licensing fees charged by ASCAP and/or BMI. It is the sole responsibility of the exhibitor to pay applicable fees. For more information about licensing fees, visit www.ascap.com or www.bmi.com.
Exhibitors will be requested to discontinue any noise which becomes objectionable to neighboring exhibitors and interferes with the effectiveness of their exhibits.
E. Premises and/or Building
Exhibitors shall not mar, deface or injure the premises or building. Exhibitors will be responsible for any damages they cause to the facility.
F. Food/Beverage
No food and beverages are permitted in exhibitor’s booths from outside the convention center’s contracted catering service.
Food and beverages - including beer, wine, and liquor - may be distributed during show hours if contained within the booth space. Exhibitors should ensure their booth can accommodate the crowd they plan to serve and be considerate of other exhibitors. Show management reserves the right to shut down any functions due to complaints from neighboring exhibitors, or disruption to the flow of traffic in the aisles.
G. Intellectual Property
Exhibitors may not display or promote any product or technology that infringes on the patents or intellectual property of any other exhibitor, person or company. Failure to adhere to this restriction shall result in termination of exhibiting privileges and forfeiture of all fees paid in the sole discretion of show management.
H. Care of Exhibits
All exhibits should be completely erected no later than 3 pm. on Sunday, February 9th. Show management will not allow any noise or moving of exhibits after the opening of the show. Show management will vacuum and clean the aisles, but exhibitors must, at their own expense, keep their spaces arranged and their exhibits dusted and in good order. Exhibits must remain intact on closing day, February 12th until 4 pm. No material may be removed before that time. Exhibitors should maintain and staff their exhibits throughout the open hours of the Exposition.
I. Security
Show management will provide necessary guards for the building between the closing hours and 9 am. Exhibitors must have an attendant in charge of their exhibit from 9 am to closing time each day during the show.
J. Insurance
Exhibitors who desire insurance on their exhibits must obtain any such coverage at their own expense. Show Management will not be responsible for any injury that may arise to exhibitors, their employees, or visitors or for the loss of, or damage to, equipment, displays, clothing, tools or any material from any cause whatsoever, while in transit to or from the exhibition building, or while in the exhibition building. Exhibitors do not need to provide proof of their company insurance.
K. Fire Dept. Regulations /
Displays Must Be Flame Resistant
All fabrics used for drapery, decoration or floor carpeting, and all materials such as woven-wood, fiber or flexible plastic used in display construction, must be flameproofed before installation, and an affidavit provided. Paper decorations, cut evergreens or branches are not permitted. Artificial greens must be flameproofed.
See Open Flame/Hot Works Demonstrations for more information on the use of any device or equipment that does one or more of the following: produces a flame, produces heat, creates sparks or smoke, melts metal or any other material, cuts metal.
L. Removal of Material During Expo /
No Early Dismantling
The removal of any portion of an exhibit from the building during the expo will not be permitted without written permission from show management.
M. Exhibit Removal / On Time Exhibit Removal
All exhibit material must be removed from the building by February 15th, 2025 - 11am. Additional charges may be incurred for abandoned exhibit material and/or excessive trash.
N. Age Restrictions / No One Under 18 Permitted
No children under the age of 16 (including infants) will be permitted to attend the show.
Registered 16 and 17 year-old students accompanied by an adult will be admitted during show hours only.
O. Photography & Video Policy
Breach of the policy outlined below risks expulsion from the show and potential ban from future events.
• Exhibitors, including their personnel or agents, attendees, or members of the press may not photograph or video an exhibitor’s booth, products, or personnel without the permission of the exhibitor.
• Exhibitors, including their personnel or agents, may not photograph/video the exhibit hall, other exhibitors’ booths, products, or personnel on any day or time outside of show hours.
• Exhibitors, including their personnel or agents, may photograph/video inside their own booths prior to show opening on show days beginning at 8 am.
• If an exhibitor, their personnel or agents breach this policy, Show Management retains the right to implement one or more of the following measures: 1) Confiscation of recording devices; 2) Expulsion from the show; 3) The exhibitor may be prohibited from exhibiting in future events and/or may forfeit seniority/years exhibited status at the discretion of show management.
P. Use of Gas
Orange County Convention Center Exhibitor Services is the exclusive provider of natural gas, propane, and LP gases at the convention center.
The use of gases for demonstration purposes, such as propane and oxyacetylene, is allowed with certain restrictions. See Open Flame/Hot Works Demonstrations for more information.
Q. Lighting/Lit Signs
Floodlights or other lighting may not be directed in such a way that they shine into the aisles or neighboring exhibits. The use of flashing, rotating, or traveling electric signs or lights is not permitted.
R. Handouts / Souvenirs
The distribution of literature, samples, souvenirs, and other paraphernalia is not permitted outside the boundaries of the exhibitor’s space. Adhesive stickers, glitter, confetti, and helium balloons are not permitted at the show.
S. Drones/Robots
Drones and other flying devices are not permitted. Robots and other non-aerial motorized devices must be contained within the space allotted to the exhibitor. Any device found operating outside the confines of an exhibitor’s space will have its batteries removed for the duration of the event.
T. No Massage
Massage and other related physical therapies and services are not permitted on the exhibit floor, in meeting rooms, or in any other area of the convention center.
U. Compliance with Laws
Exhibits and exhibiting companies must comply with all the laws and ordinances of the State of Florida and the City of Orlando.
All exhibits and exhibiting companies must also comply with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive and as reasonably accommodating as possible to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800-514-0301) and online at www.usdoj.gov/crt/ada/infoline.htm.
V. Peripheral Activities
The American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) and the Air Conditioning, Heating, and Refrigeration Institute (AHRI), co-sponsors of the AHR Expo, have established a policy governing activities held in conjunction with the show. Activities including but not limited to hospitality suites, company meetings, sales meetings, and the display of product off the show floor.