Booth Layout/Display Guidelines

Booth Layout/Design Submission Requirements

Raw/space only or special design exhibitors of any size, and exhibits displaying inflatables, MUST submit:

Detailed booth layout floor plan including stand elevation, electrical fittings, colors.
Materials and audio visual equipment to be used with dimensions in scale (not less than 1:100).
Front and side view drawing(s) with booth height.
3D Perspective drawings.
Elevation views showing clearly all dimensions, graphics, etc.
Structural calculations / drawings proving structural stability, weight loadings, colors and details of the materials to be used for booth etc.
Fire precaution and protection.

Please note that raw/space only exhibitors must provide a wall between their booth and any neighboring exhibitors that must be a minimum of 2.5m in height. 3m deep booths maximum height for walls and display components is 2.5m.

Booth design drawings must be submitted online to IAAPA Show Management by 5 April 2024. Once approved by IAAPA, the drawing will be sent to PX System/ QSNCC for their review and approval. Any exhibitor attempting to build an exhibit without IAAPA or the building approval will not be permitted to set-up or will be forced to close their space until the design has been approved. In addition, late form submissions are subject to a fine and/or loss of seniority as outlined here.

All raw space exhibitors/contractors must submit the Risk Assessment items to PX System together with the IAAPA approved booth design layout via email.

Professional Engineers (PE) Endorsement

All load bearing structures 4mH and above (including ceiling rigged structures and ground supported structures), and/or booth with rigging structure requires a Professional Engineers (“PE”) endorsement. The PE endorsement must clearly denote the load bearing calculations, diagrams and detailed plans of the load bearing structure. Submission of the PE endorsement needs to be done 14 days before the start of the move in. Approval of the PE endorsement from QSNCC is required before any works can commence. Please submit with your Booth Layout files.

Height Limits

The building height in the exhibit halls is 13.5m. However, exhibit fixtures, components, and attached identification signs are permitted to a maximum height of 6m for raw space booths greater than 3m deep. Shell scheme booths and raw space booths 3m deep are limited to 2.5m height. Double-sided signs, logos, and graphics higher than 2.5m from the ground must be set back 3m from adjacent booths or be covered/finished on the side facing the adjacent booth.

Hanging signs are permitted in booths that are 6mx6m and larger and can extend up to 7m from the top of the sign to the ground. Rigging and sign hanging rigging is exclusive with PX System and can be arranged with PX System.

Height Variances

Exhibitors may request a variance to the height rule that are bringing product for product that extends beyond the height limit from the floor if neighboring site lines aren’t blocked. Variances are reviewed and approved on a case-by-case basis. Please upload proposed layout online to IAAPA Show Management by 5 April 2024.

Hanging Signs

Hanging Signs are permitted in booths that are 6mx6m and larger and can extend up to 7m from the top of the sign to the ground. All signage must be contained within the contracted booth space. Double-sided signage must be set back at least 3m from adjacent booths. Rigging is exclusive with PX System and can be arranged here.

Signage that are supported from below (not hanging) should not exceed the maximum booth height noted under Height Limits above.

Double-Story and Covered Exhibits

All designs and plans for double story booths must be submitted to the IAAPA for approval. All submissions must include detailed professional engineers’ calculations of the proposed structure. All covered ceilings require mandatory mobile ball sprinklers to be installed for every 9 square meters of covered ceilings. Please submit with your Booth Layout form.

Stay Within Your Booth Space

All display components must be contained within the contracted space. Nothing can extend into the aisle from the ground or hanging into aisle. This includes the distribution of materials. Exhibit staff should remain within your booth space. Please be sure your staff remain within the booth while handing out materials.

Product Producing Waste/Fumes

Exhibitors whose product produces fumes, gases or waste such as fog, confetti or bubbles, (but not limited to these examples,) must keep these emissions and products contained within their booth. This means that all emissions need to be vented, trapped or collected so as not to impact on any neighboring booths. Non-compliance will lead to your product being turned off and/or having your booth closed. IAAPA reserves the right in its sole judgment to prohibit or close any display or activity because of noise, odors, or other disturbing features, or which may be offensive to other exhibitors or attendees.

75% Rule

All booths, including inflatables, may only utilize 75% of contracted space leaving 25% of the footprint of their booth space free and clear and most of this open space should be open on the side of the closest or adjoining exhibitors. Please be sure there is adequate space for your staff and customers to stand within your booth so the aisles remain clear.

Blowers

All blowers must be turned off nightly after the daily trade show hours, including move-in, show hours, and move-out. If it is left on, it will be shut off after show floor hours by IAAPA safety inspectors immediately, without notice. IAAPA will not be responsible for any damage that may occur.

All blowers used at any time must be clearly labeled as UL or ETL approved or carry a comparable acceptable designation. All blowers must have a built-in thermal overload protection. (IAAPA will have final decision rights on acceptance of comparable designations).
All blowers are to be checked periodically throughout the day by the exhibitor.
As per most manufacturer handbooks, blowers need to be plugged in to a GFCI outlet.
IAAPA’s trade show safety inspectors will be inspecting blowers daily to make sure there is adequate ventilation area around the blowers. All blowers must be kept free and clear of displays, boxes and anything that could restrict or impede the flow of air to the blower. No flammable material is to be under or next to a blower.
Any box or device used to dampen the sound of the blower must have been designed and manufactured for this purpose and have adequate space and ventilation for the blower and must be free of anything else inside the case. No extension cords can be stored in the box. IAAPA safety inspectors have the right to reject any of these boxes or devices.

Carpet/Floor Covering

All booths must have carpet or some form of floor covering over their booth space with no exposed flooring. Carpet is included with Shell Scheme booths. See the Carpet order form to arrange booth carpet.

Booth Platforms/Raised Booths

For accessible and safety reasons, raised flooring should be avoided whenever possible. Please review the Raised Floor Requirements here.

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