Event Rules
Adult Content
The Organizer shall be entitled to close a booth during move-in or exhibition hours if the Organizer feels the Company is displaying materials of an offensive nature. The Organizer reserves the right to shut down and clear out a booth, with the Company absorbing any or all costs that may arise.
Age Restriction
Individuals under 18 years of age (including infants) are not permitted entry to the venue during installation, dismantle or Event days. Any exceptions to this policy are at the sole discretion of the Organizer and requests for such permission must be provided to the Organizer, in writing, prior to start of the Event.
The Organizer acknowledges that there may be circumstances in which a guardian has to bring an individual younger than 18 years of age (a “Minor”) to the Event in the absence of adequate childcare. The guardian must accompany the Minor at all times and is responsible for ensuring both the Minor’s safety and the Minor’s compliance with these Terms.
Guardians are asked to help maintain a professional, disturbance-free environment.
Please note that the Event environment may not be suitable for all Minors.
Any guardian desiring to bring a Minor to the Event must sign a waiver and release of liability prior to entering the Event this will need to be done at the registration area only on arrival, further information can be found in our Terms & Conditions.
In order to help prepare for your visit, please keep in mind that the Event includes:
- Loud noises and music
- Significant visual stimulation (including bright lights, large screens and demonstrations)
- Large crowds
- State of the art technology
- Structural elements not designed with minors in mind
Alcohol & Drugs
The Organizer recognizes the legitimate serving of alcohol beverages in the process of conducting business and social activities. All personnel carry the responsibility to consume the beverages responsibly and must remain in compliance with the professional code of conduct. The consumption of alcoholic beverages is prohibited during installation and dismantling for safety and liquor liability purposes.
If any alcoholic beverages are to be served, exhibitors must contact the Fontainebleau Las Vegas and follow the Nevada Department of Taxation guidelines regarding liquor at trade shows. All alcoholic beverages must be served by a Fontainebleau Las Vegas.
If you have any questions, contact Fontainebleau Las Vegas at Jordi.Becerra@FBLasVegas.com and Lele.Cruz@FBLasVegas.com
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 and Fontainebleau Las Vegas
- It is the animal owner’s responsibility to clean up after the animal while on facility property
- Animals 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 Fontainebleau Las Vegas and GSMA Ltd LLC as additionally insured must be provided
Anti-Harassment
GSMA provides a positive, harassment-free Event experience for all Attendees, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, race, age or religion. GSMA does not tolerate harassment in any form. The use of harassing language and imagery (including that of a sexualised nature) is not appropriate at any GSMA Event or related social activity sponsored or organised by GSMA. Any Attendee found to be violating GSMA’s anti-harassment policy, may be sanctioned or expelled without a refund at GSMA’s sole discretion.
Examples of harassment include, but are not limited to:
- Verbal comments or actions related to gender, gender identity and expression, sexual orientation, disability, physical appearance, race, age, or religion;
- Use of sexual images in public spaces;
- Deliberate intimidation, stalking or following;
- Unauthorised photography or recording;
- Use of sexualised or harassing content in presentations;
- Inappropriate physical contact;
- Unwelcome sexual attention; and
- Advocating for or encouraging any of the above behaviour.
Badge Policy
False certification of an individual as a representative of Company, misuse of an exhibitor’s badge associated with Company, or any other method or device used to assist unauthorized personnel to gain admittance to the exhibition floor, will be cause for expelling the Company and its representative(s) from the exhibition floor and/or banning them from future entrance to the Event. Violations of this section also warrant the removal of Company’s booth from the floor without obligation by the Organizer to refund of any fees. The Company, their employees and agents, and anyone claiming to be in the hall associated with the Company, waives any rights or claims for damages arising out of the enforcement of this rule.
Booth Personnel
Booths must be continuously staffed during exhibit hours. With the exception of convenience help (such as receptionists or professional product demonstrators), all booth personnel must be employees of the Company, or its representative. The appearance, dress and decorum of booth personnel must reflect good taste and be consistent with the quality standard of the exhibition. Booth staff, including demonstrations, hosts, and models are required to confine their activities within the Company’s contracted booth space.
Any Company which fails to occupy the space will not be refunded any payment. All display systems and equipment/products must be installed and completed on the evening prior to the event opening.
- Collect shipments
- Shipments consigned to an exhibitor in a tradeshow booth
- General Service Contractor is required to manage all exhibitor shipments
| TURNKEY BOOTHS |
SPACE ONLY BOOTHS |
| Safety Risk Assessment Form Turnkey |
Safety Risk Assessment |
| Special Activity Form * |
Booth Plan Submission |
| Method Statement |
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| Special Activity Form * |
Safety Risk Assessment
Guidance for those completing the Safety Risk Assessment
Do this for the build-up, exhibition open days and dismantling. Weigh up whether you have taken enough precautions or should do more to prevent harm. The important aspect is whether a hazard is significant, and whether you have covered it by satisfactory precautions and controls, so that the risk is small.
If you are building a booth, your risk assessment must also include a detailed analysis of all the risks associated with your booth build, fitting and removal (e.g., working at height, use of tools, risk of fire, hazardous substances, heavy loads, live electricity, etc); and again what precautions and control measures you will implement in order to lower the risk to a safe level.
If you are building a large or complicated stand, or are involved in unusual activities during the exhibition, you may need to seek the assistance of a qualified Health & Safety professional.
Ask yourself:
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Potential hazards:
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- Who will be affected by your work and at most risk?
- Who are your employees, contractors or exhibitors on or near your booth?
- How will your visitors be affected?
- Groups include staff, contractors, guests, venue service staff, among others
A risk is the likelihood of a hazard causing harm. Decide whether the existing precautions are adequate or whether more should be done for the hazards listed. As yourself whether the existing precautions reduce the risk as far as reasonably practicable, represent good practice, meet industry norms and legal requirements.
Once you have done this adequately you can then decide on the appropriate action, ask yourself if the risk can be removed completely or can things be done in a different way? If not, can the risk be isolated, controlled or reduced?
Dress Code
Exhibition stand staff are expected to dress in business and/or business casual attire and behave in an appropriate, professional manner. Given the Event’s global profile and their convening of an entire industry and ecosystem, exhibition stand staff come from a broad range of cultures and nations. GSMA asks that this diversity and inclusivity is reflected in exhibition stand staff choice of clothing (e.g. clothing with political slogans or military fatigues would not be appropriate attire for an Event).
GSMA reserves the right to request that any exhibition stand staff alter their attire or leave the Event immediately if their appearance and/or conduct: (i) is inappropriate given the professional and global nature of an Event; and / or (ii) could reasonably be deemed to be offensive to other Event participants.
Emergencies
To report an emergency, call From House Phone 83333 or Outside Line (702) 678-0911.
Venue Customer Safety staff are 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. All emergencies should be reported to the Fontainebleau Las Vegas first
Dialling 911 will delay the response by medical personnel who may not be able to find or get to the location of the emergency
Food & Beverage / Catering
No outside food and beverage is allowed. Catering and all food and beverage products must be ordered through the Fontainebleau Las Vegas.
Click here to download the Banquet Menus
Click here to download the Catering Request Form
Any special requests beyond these menus have to be placed through The Fontainebleau Las Vegas and will be subject to corkage and handling fees. Email Jordi.Becerra@FBLasVegas.com, Lele.Cruz@FBLasVegas.com for further questions.
Gaming / Raffles
For raffle/gaming inquiries, please contact the Nevada State Gaming Control Board at 702-486-2020. https://gaming.nv.gov/
Giveaways
The Organizer Team reserves the right to evaluate the safety and/or offensiveness of novelty item handouts.
- An exhibitor may “hand-carry” materials provided they do not use material handling equipment to assist them. When exhibitors choose to “hand-carry” material, they may not be permitted access to the loading dock/freight door areas except if there are specifically designated areas.
- Parking for unloading must be performed from parking lots only, and no vehicles larger than pickups or passenger vans will be allowed to park for hand-carry purposes. Vehicles larger than pickups/vans must use the show contractors for freight unloading. Parking on Fontainebleau Las Vegas roadways is prohibited, and unattended vehicles will be towed at the owner’s expense. See the following examples of allowed vehicles
- Lightweight luggage carts
- Hanging garment racks for moving hanging garments ONLY
- Pop-up displays in rolling cases
- Hand carts, hand trucks, pallet jacks, or any four-wheel cart or dolly
- Access to the loading dock and/or freight doors
- Any freight that cannot be hand carried by one person
- Any freight moved by a moving or freight company, contractor, or any persons other than full-time employees of the exhibiting company
In-Booth Events & Parties
The GSMA must be informed of any events such as book signings, parties, press conferences and receptions within your Exhibition Space and/or Hospitality Space Only Suites areas. Events are only allowed to take place during the event hours of your hall and need to comply with the noise section. Any exhibitor deemed to be entertaining in their booth after the event closes each evening will be asked to finish their event and make their way to the venue exit.
Exhibitors who would like to host an event in their booth space must complete the Booth Event form through the Forms page of the OEM. Forms will be published in June.
Internet
We strongly recommend a dedicated internet connection if you intend to stream audio/video content or conduct live demonstrations/presentations within and around your exhibit. See your dedicated internet options through The Fontainebleau Las Vegas's exclusive supplier Encore here.
Encore
Encore is the preferred provider of production, AV equipment, labor for general sessions, trade shows, and social events. Groups are permitted to use the services of producers, directors, designers, and show staff of their choice. However, Encore is the exclusive provider for the following items:
- All labor and equipment for any breakout sessions and meeting rooms.
- All rigging equipment and services in trade show halls, meeting spaces, and public areas. This includes but is not limited to:
- Labor, all truss (including floor-supported towers), chain motors, cables, span sets, and all other rigging-related equipment. Nothing may be hung in any of the air wall tracks or from any sprinkler heads.
- Encore is the exclusive provider of power at Fontainebleau Las Vegas. This includes but is not limited to:
- Electrical power source distribution and connections to dimmer boards, related switches, and sound/projection equipment
- Mechanical or electrical installation of signs separate from the display
- Maintenance and responsibility of all temporary electrical installations regarding trade shows, conferences, or events on-site
- Temporary or portable cabling into the main switch gears or sub-panels and all electrical apparatus attached to the Conference Center
- Temporary generator (motor generator sets), transformer installation, and hook up
- Overhead power distribution
- Distribution of power to outlet locations; concealed cords under or over carpeting; cords overhead to equipment or lighting operation of man-lifts; scissor lifts; forklifts; and other locations where power is needed
- Encore is the exclusive provider of internet services. This includes but is not limited to:
- All meeting space, trade shows, expos, or similar events
- Internet equipment
- Network labor
Outside production companies and/or AV service providers are not permitted to provide any of the above-listed services in the Conference Center. An outside AV/production company may only work within Fontainebleau Las Vegas if they follow contractor/vendor policies. Any equipment or labor that the group proposes to utilize for the program at Fontainebleau Las Vegas must be approved in advance by Encore.
Booth Labor
Union personnel has jurisdiction for the erection, dismantling, touch-up painting, and repairs to all exhibits, unless this work is performed by a full-time employee of the exhibiting company. If full-time company personnel are utilized to set an exhibit, they should carry positive company identification such as a business card, medical identification card or payroll stub. Union personnel may be hired through the General Contractor.
Freight
Union personnel are also responsible for freight handling, which includes loading and unloading of all trucks, handling of all machinery (unloading, uncrating, unskidding, leveling, etc., and the reverse process).
An exhibitor may “hand-carry” material provided they do not use material handling equipment to assist them. When exhibitors choose to “hand-carry” material, they may not be permitted access to the loading dock/freight door areas except if there are specifically designated areas.
Rigging
Union personnel handle programmable theatrical lighting, productions, related rigging and audio visual. Suspended trusses, with or without legs, that contain dimmable or programmable lighting, studio or motion picture lighting, sound system projectors, video walls, special effects equipment, and laser lighting are to be installed and removed by Union personnel.
Regarding hanging signs, please note that if it is not electrical (handled by the electricians), in Las Vegas, the General Contractor will assemble, supervise, install and remove all hanging signs.
Electrical
Electrical Unions do electrical work, hang signs that are lighted or rotating, and work on any part of the booth that includes electricity (back lit headers, light boxes, clip on lights, plasma screens, AV equipment, etc.). An exhibitor may plug-in their equipment into the one 20amp/120 VAC receptacle per booth and hang up to four small clip-on lights per booth. An electrician must be called for any increase in electrical service. Suspended light trusses for non-programmable lighting and ground supported truss intended to distribute overhead electrical equipment is also the work of the Electricians Union. Electricians are responsible for all under-carpet distribution of electrical, communication wiring (coaxial cable, fiber optics, telephone, etc.).
To order from Encore please visit Encore EventNow
Noise
Out of respect for your fellow exhibitors, it is requested that demonstrations, which may generate noise during the event opening hours, are kept to a minimum. All loudspeakers are to be positioned within the boundaries of the booth and angled so that they face inwards towards the center point of the booth. The maximum permitted volume in booths is 3db above background noise, measured from 10ft distance to the booth. The Organizer and the Venue is authorized to restrict any demonstrations which do not comply with the regulations.
In general, exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. (Refer to OSHA at ww.osha.gov for more information)
If the exhibitor wishes to use copyrighted material for any reason, it will be necessary to make arrangements with the ASCAP, BMI or SESAC for license to perform such copyrighted music or material, or otherwise qualify for an exemption.
American Society of Composers Authors and Publishers (ASCAP)
Licensing: 800-652-7227
General Information: 800-505-4052
https://www.ascap.com
Broadcast Music, Inc. (BMI)
General Information: 800-925-8451
https://www.bmi.com/
SESAC
General Information: 800-826-9996
https://www.sesac.com/
Photography & Filming
Photography and filming is not permitted during build-up or dismantling. Anyone found taking photos or filming will be stopped by security. However, during event days, photographing and filming is permitted in accordance with the below:Exhibitors agree to:
- Avoid making any recordings or take photographs of any speakers, exhibitors, other booths or their materials without GSMA’s prior written consent
- Publish or disseminate such recordings or photographs without GSMA’s prior written consent
- Refrain from placing any cabling, tripods or other stationary photography or video equipment outside contracted booth space or aisles
- Provide a badge for each photographer
Attendees (including exhibitors) consent to:
- GSMA and its agents making recordings (electronic recording, film, video, audio, photography) of the Attendee without compensation. GSMA is the copyright owner of such recordings
- Third parties capturing their images without compensation. Such third parties are released from all claims related to defamation, invasion of the right of privacy, publicity or personality, copyright or trademark infringement and unfair competition.
Promotional Materials/Activities
Pyrotechnics & Special Effects
Selling of Goods
Exhibitors are strictly prohibited from selling goods and services, for cash or otherwise, inside the Venue.
- Aerial Drones/Unmanned Aerial Systems (UASs)
- Automobiles / Motor Vehicles on Display
- Fog or smoke machines
- Balloons / Blimps including helium balloons
- Fuel-burning appliances
- Lighters, torches and candles
- Cooking demonstrations
- Pyrotechnics & special effects
- Flammable liquids or gases
- Naked flames incl. candles, torches etc.
- Compressed gas cylinders
- Radioactive materials
- Radiation generators
- Goods classified as hazardous including toxic, corrosive, irritant, harmful or oxidising materials (with the exception of small quantities of domestic cleaning materials in containers or aerosols of less than 500 cc capacity)
- Any activity involving water where there is a risk of legionella i.e. water features, fountains etc.
- Explosive, pyrophoric or spontaneous combustible materials
- Lasers other than Class 1 lasers or those in completely enclosed equipment
- Equipment that may cause nuisance due to odour, emission of objectionable noises or stroboscopic or disturbing lights, simulators and rides
- Animals
- Machinery with moving parts on display including robots or robotic features. Please click here for more information on Robotics
- Gas cylinders
- Simulation Rides
- Certain types of Virtual Reality. Please refer to the Virtual Reality section below for more information
- Self-Driving Cars and vehicle demonstrations
- Acrobatics or any other kind of activity that involves performers or artists
Suitcasing & Outboarding
Suitcasing and Outboarding are strictly prohibited. Suitcasing refers to the practice of companies or persons who go to shows as attendees but "work the aisles," soliciting business from other attendees and exhibitors. Outboarding refers to non-supporting companies who set up exhibits or events at off-site locations, such as hotel hospitality suites or nearby restaurants, and encourage attendees to leave the show floor and spend time with them. For the good of the show and the exhibitors supporting the show, the only legitimate place to conduct business during Event Hours is within a contracted exhibition or hospitality space within the Venue. The Company shall not suggest or encourage an Event participant to attend a location outside the Venue in order to conduct business.
Tipping
GSMA requests the cooperation of all exhibitors to refrain from the issuing of tips or additional payments. Any demands for such payments should be reported to the GSMA immediately.
Virtual Reality
Virtual reality, augmented reality and mixed reality involve immersive activities that distract and change the view of a participant’s actual surroundings. Such activities have the potential to cause injuries resulting from tripping, running into or striking walls, furniture, other objects or people.
In conducting VR, AR or MR activities, an Exhibitor must adhere to the following guidelines:
- Activities must only take place in a safe environment
- Exhibitors must ensure the area is completely free of any objects, walls, furniture or other items that participants can bump into or knock down when using the headset
- Trained staff must be present at all times to ensure best practices and supervise the activity to ensure the participant’s safety
- Participants should not handle sharp or dangerous objects while in the experience
- Screens that are on / adjacent to the aisles are not permitted to be used for VR, AR or MR in order to avoid congestion in the gangways
- If the activity requires a queue system or a large gathering of people, this must be included within your stand footprint
Virtual reality (VR), augmented reality (AR), mixed reality (MR) activities may also involve certain health risks. Such risks include motion sickness, nausea, dizziness, seizures, disorientation, loss of balance, and post-traumatic stress disorder responses.
Exhibitors must ensure that participants in VR, AR or MR activities are fully aware of the health and safety warnings pertaining to such activities including through the use of safety signs to inform attendees of such risks.
Exhibitors are solely responsible for all risks and liabilities associated with any VR, AR, MR or other activities conducted at its stand.
Important:
Exhibitors must submit the Special Activity Form if the Virtual Reality (VR), Augmented Reality (AR), Mixed Reality (MR) planned activity involves any of the following:
- The participant’s engagement in any physical activity while engaging in the VR, AR, or MR activity
- If the activity requires the use of any props such as a holding an object like a bat / racket of any kind
- Any VR, AR or MR activity in which the participant moves / revolves 180 to 360 degrees
- Simulator rides or chairs with moving parts
Wi-Fi Policy & Cellular Frequency
In conjunction with our official IT Service Provider Encore, MWC Las Vegas will be a 5Ghz only Wi-Fi event, and self-installed IT services are NOT permitted.
GSMA and Encore are authorized to shut down any Wi-Fi or IT services that have not been installed through the official channels, and state of the art scanning equipment will be used to detect unauthorized access points and services present in exhibitor’s booths. All exhibitors must adhere to the Wi-Fi Policy; the penalty process will be activated if any exhibiting company is found in breach of the policy.
Any exceptions to this policy are at the sole discretion of the GSMA and Encore. Permission MUST be obtained prior to the start of the event. Exhibitor is required to submit a business case for review and will only be granted upon agreement between the GSMA and Encore. Onsite requests will not be accepted.
Cellular Frequencies – Spectrum
It is not necessary to apply for frequency when using a commercial SIM card from an operator or for Wi-Fi devices. If you need Wi-Fi or use Wi-Fi bands, please refer to the Wi-Fi policy.
