Rules & Regulations

All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA). Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800) 514-0301 and from the ADA website.

Examples of how to design an ADA-compliant exhibit:

• Make exhibits wheelchair accessible by ramping raised exhibit flooring without extending a ramp into the aisle. Note: a standard wheelchair ramp should have a grade no steeper than 1:12. This means that for every inch of rise (change in height), there should be 12 inches of run (change in length)
• Ramp the entry or use hydraulic lifts to trailer exhibits
• Avoid double-padded plush carpet to ease mobility device navigation
• Provide the same attendee experience on both levels of a two-story exhibit
• Offer a signer or other auxiliary hearing-impaired apparatus for sound presentations or have a printed copy of the presentation available
• Run an audio presentation for people with sight problems

Arrange touch screen displays at a height to accommodate a person sitting in a wheelchair

• Permission for any animal to appear in a show or booth must first be approved by show management, then by the Convention Services Manager (CSM).
• The animal must have something to do with the booth or show (i.e., a dog used in commercials, films, etc.).
• It is the animal owner’s responsibility to clean up after the animal while on facility property.
• The following criteria must be met before the animal is allowed on property:

• Animals, with the exception of fish, are not allowed in the building overnight.
• A trainer must accompany animals at all times.

Service Animals

Service animals are always welcome. Refer to the American Disabilities Act (ADA) for the definition of a service animal.

•  Under ADA’s regulations, the definition of “service animal” is limited to a dog that is individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the dog must be directly related to the person’s disability.
• Under the ADA, “comfort,” “therapy,” or “emotional support” animals do not meet the definition of a service animal.

Show management and your Convention Services Manager (CSM) must approve the use of balloons.
Helium refills should be ordered through a local outside vendor of your choosing. This vendor will need to be registered as an Exhibitor Appointed Contractor and have proper credentials. Please also notify Javits Center Fire and Safety kdixon@javitscenter.com as they sometimes request to supervise the filling of balloons, depending on the size. Helium storage must be ordered through the Freeman Service Kit.
Balloons must comply with Use-of-Space rules.

Indoor (Permitted)

• Helium balloons larger than 36 inches separate or tethered, are allowed in the exhibit halls.
• Helium balloon columns and arches are permitted in public space or meeting room areas as long as balloons are properly anchored.
• Large helium-filled balloons, such as advertising balloons, may be used only if they are securely anchored to the exhibit.
• Balloons may be used outside but must be tethered and may require FAA approval.

Indoor (Prohibited)

• Overnight storage of helium or compressed air cylinders in the building is prohibited.
• Helium balloons may not be used for handouts, however smaller air-filled balloons may be used for decoration and/or handouts.
• No helium balloons or blimps may be flown around the exhibit hall.
• Balloons may not be released outdoors due to airport flight patterns in the area.
• Helium gas cylinders used for refilling must be secured in an upright position on ANSI (American National Standards Institute) approved fire prevention stands with the regulators and gauges protected from potential damage.
• Balloons must be removed from the property by the exhibitor or the company that provided them. Balloons must not be left for the Official Service Contractor, cleaning contractor, or the facility.

Outdoor

Moored balloons (to include hot air balloons), and kites are permitted on facility campuses with the following conditions:

• Must have approval from show management and your Convention Services Manager (CSM)
• Balloons/kites must be moored and can only be used for displays. Must submit mooring plan to the Javits Center.
• Balloons/kites must not protrude higher than the building structure of the facility

Runaway Balloons

• If a balloon escapes its mooring and poses a threat to air navigation, the operator of the unmanned balloon must report the runaway balloon to air traffic control with the estimated position of the balloon and the time it escaped its mooring.

Booth Personnel, Manufacturer Representatives, Models, Hosts/Hostesses, and Mascots must wear an Exhibitor or Manufacturer Representative badge at all times, remain within the confines of the contracted booth space, and maintain a professional appearance. Any gender used by Exhibitors to promote their products at NAB Show by using overtly sexual or suggestive methods is prohibited. If for any reason an exhibit and/or its contents are deemed objectionable to Show Management, the Exhibitor will be asked to alter the attire of its staff.

NAB Show further recommends that you encourage your Booth Personnel to:

• abstain from overt statements or offensive humor, which would disparage the dignity of any individual or group;
• substitute asexual words (e.g. sales representative or salesperson instead of salesman);
• refrain from using labels (e.g., referring to women as “girls”); and
• eliminate from all marketing collateral sexist language (i.e., replace masculine pronouns with he or she, or reword sentences or phrases) and discriminatory jokes or visual aids that Show people in stereotypical roles by presenting individuals without bias regardless of sex, race, age, groups, etc.

Multilevel or covered contiguous areas in excess of 1,000 square feet are required to have a fire sprinkler system installed under the entire area and every level of the exhibit only when the following conditions apply:

• • The exhibit is used in an event where the duration is seven (7) calendar days or longer.
  • The exhibit contains display vehicles.
  • The exhibit contains open flame.
  • The exhibit contains hot work.
• Any upper-deck area to be occupied must have an approved plan with an engineering stamp registered in the state of New York.
• Multilevel areas that are greater than 300 square feet or will occupy more than nine persons shall have at least two remote means of egress.
• Means of egress shall be of an approved type and constructed to the requirement of the code.
• Spiral stairs are not allowed. Spiral stairways are not an approved means of egress for areas occupied by the public, visitors or clientele.

Exhibits with multilevel or covered areas exceeding 300 square feet in size will require the installation of battery-operated smoke detectors. Any covered area that is also enclosed will require the installation of battery-operated smoke detectors regardless of the size of the area. All smoke detectors will emit an audible alarm that can be heard outside of

Canopies must comply with Use-of-Space rules. The bottom of the canopy should not be lower than 7 ft. (2.13m) from the floor within 5 ft. (1.52m) of any aisle. Canopy supports should be no wider than three inches 3 in. (.08m). This applies to any booth configuration that has a sight-line restriction, such as a Linear Booth.

Carpet or professional floor covering in your booth is MANDATORY but not included with your booth purchase (unless you’ve purchased a Turnkey Furniture Package). Floor covering must be over the entirety of your booths space; area rugs are unacceptable. If you are not providing your own floor covering, you may rent it via the Freeman Service Kit.

Booths without floor covering by 8 p.m. on Tuesday, October 24 will automatically have carpet installed by Show Management (billed by Freeman) at the Exhibitor’s expense.

Utility connections (electrical or internet wires, air/water/gas hoses, etc.) must be hidden from view, to maintain an elevated level of safety and professional appearance.

NAB Show Exhibitors are now permitted to sell their products on the show floor. NAB Show, in conjunction with The Tax Authority for the State of New York, has worked together to provide NAB Show Exhibitors the ability to sell products at the booth through a one-time special event permit. Below are the rules required to participate*:

• Participating exhibitors must charge the correct sales tax (8.25%) for each sale. Exhibitors are required to issue a receipt for each purchase containing company name, time and date of purchase, item description, item price and sales tax. To exit the hall, attendees will be required to show receipt to designated security in each hall. Locations will be published.
• Participating exhibitors must fill out “One Time Sales Tax Return” form, located in your exhibitor manual. This form must be filled out in entirety and submitted with payment to show management onsite or within five business days of Thursday, October 26, 2023.  All checks should be made payable to New York Department of Taxation.
• All exhibitors must have a sign visible in their booth signifying participation in Show and Sell program.
• Participating exhibitors are required to have a copy of Business Tax License and Reseller’s Permit available in your booth.
• If an item is too large to hand carry, exhibitors must work with Freeman and is responsible for getting the item shipped to the attendee.
• International Exhibitors must clear all goods sellable goods on a “permanent basis” and pay the appropriate duties/taxes at the time the goods are imported into the country.

If you participate at 2 or more New York Events that allow selling on the show floor:
If you sell at more than two events in New York during a twelve-month period, you must register with the Department and obtain your own Sales & Use Tax Permit.

* Failure to adhere to rules may impact your standing for the 2023 NAB Show New York as well as liabilities to the State of New York

Exhibitors are required to complete the Vehicle Placement Form in the Freeman Service Kit for move-in/out to Freeman.​

• Fuel tank openings shall be locked or sealed in an approved manner to prevent the escape of vapors.
• Fuel tanks shall not contain more than one-quarter of their capacity or more than five gallons of fuel, whichever is less.
• Batteries must be disconnected.
• Auxiliary batteries not connected to the engine starting system may be left connected.
• Electric and hybrid vehicles shall have their operating batteries disconnected whenever possible.
• External power is recommended for demonstration purposes.
• Battery charging is not permitted inside the building.
• Combustible/flammable materials must not be stored beneath display vehicles.
• Fueling or de-fueling of vehicles is prohibited
• Vehicles shall not be moved during the show and will remain off while freight doors are closed.
• 36” of clear access or aisles must be maintained around the vehicle.
• Vehicles must be a minimum of 20 feet from the exit of the door or exit pathway.
• Vehicles placed in lobbies and meeting rooms must have the approval of the CSM and require leak protection.

RPAS/UAVs/Drones are permitted. The following guidelines must be strictly adhered to:

• Exhibitors must have approval from Show Management and the Convention Services Manager (CSM) before flying any RPAS. You can obtain the form in the Javits Center Policies
• All Federal Aviation Administration (FAA) and Department of Homeland Security guidelines must be observed.
• RPAS carrying weapons are prohibited.
• RPAS may not be flown in lobbies, restaurants or other common areas.
• RPAS must weigh less than 55 pounds.
• RPAS are restricted to within your defined booth space only.
• RPAS must be flown in a fully enclosed area (including ceiling) using netting, plastic, or other safety measure. Tethering is not an approved safety measure. Netting must be made of a material that is sturdy enough to prevent the RPAS from breaking or escaping the enclosure. To ensure the material meets safety standards before you arrive on-site, we highly recommend you submit your plan to Javits Center Health & Safety kdixon@javitscenter.com.
• RPAS are prohibited from flying over populated areas.
• RPAS are prohibited from flying within 18” of any building structure including sprinklers.

Outdoors

• FAA regulation restricts RPAS from being flown within five (5) nautical miles in class Bravo airspace and class Delta airspace. Due to the proximity to these airports, RPAS’s are prohibited from flying outside on any Javits Center campus. Waivers obtained through the FAA must be provided to the Convention Services Manager.

No storage of any kind is allowed behind booths or near electrical service. A one-day supply of product is permitted within but cannot be stored behind the booth. You can order storage through the Freeman Service Kit.

If you have a column in your booth, please refer to the Freeman Service Kit for your unique column diagram, which includes fire regulations for your specific column. Contact Freeman and/or Javits Center Health & Safety kdixon@javitscenter.com if you have questions.

• All fire hose racks, fire extinguishers and emergency exits must be visible and accessible at all times. Should this equipment be within a booth or exhibit due to the layout of floor space, additional signage indicating fire equipment location(s) (extinguisher, hoses, etc.) will be necessary, along with accessibility being maintained at all times.
• Review the rules for Display Vehicles section above.
• Review the Javits Center Policies for rules regarding:
  • Multi-level, enclosed and covered exhibits
  • Chemicals
  • Halogen and quartz lamp use
  • Equipment that uses LPG or natural gas as fuel
  • Fireplaces
• Except for equipment that uses LPG or natural gas as fuel, compressed gas cylinders, including LPG, and all flammable or combustible liquids are prohibited inside the building.
• The travel distance within the exhibit booth or exhibit enclosure to an exit access aisle shall not exceed 50 ft. (2003 NFPA 101, 13.7.4.3.2)
• Exhibitors who plan to demonstrate fuel-burning appliances in the Javits Center must have approval from the Convention Services Manager 60 days prior to the event.
• Candles may be used for decorative purposes for events with food service (1 candle per table) where the candles are supported by/on substantial noncombustible bases so located as to avoid the danger of ignition of combustible materials. Candle flames shall be protected and enclosed so that if the candle were to tip over, there would be no risk of fire. The Fire Prevention Office has final approval to determine if a candle meets the above criteria. Candles may not be left unattended while lit. Intended use of candles for decorative purposes must be listed on the “Food and Beverage Sampling/On-Site Preparation Approval Form” and submitted to Cultivated.

Cultivated is the exclusive food and beverage provider for the Javits Center. All food and beverages, including marketing giveaways (i.e. bottles of water), must be purchased from and supplied by, the in-house catering provider. All alcoholic beverages must be served by an employee of the in-house catering provider who is a certified bartender. Corkage fees may be assessed for any food and beverage brought into the Facility.

The Convention Center has rules regarding food preparation and sampling. Please review the Javits Center Policies for more information.

These activities are permitted; however, the laws and regulations vary from state to state and often have requirements (e.g., payment of taxes, age limitations, etc.). For raffle/gaming inquiries, please contact the New York State Gaming Control Board at (702) 486-2020.

Exhibitors should be aware of local fire and safety regulations, to which they must adhere. Please review the Javits Center Policies for details.

• See Exhibitor Liability Insurance section above for details about insurance requirements.
• Injury within contracted booth space is at the liability of the Exhibitor.
• Per ADA requirements, exhibits with raised floors must be non-hazardous and wheelchair accessible. Edges of raised floors must be ramped or guarded sufficiently to prevent people from tripping or falling at transition.
• Special caution should be taken when demonstrating machinery or equipment that has moving parts or any product that is otherwise potentially dangerous. Machinery and other large equipment must be set back 12 inches (0.30m)to prevent accidental injury. Demonstrations should only be conducted by qualified personnel.
• The use of Segway’s, skateboards, hoverboards, in-line skates, roller skates, scooters (either motorized or foot-powered) is not permitted on facility property(s). This includes all non-ADA approved mobility devices.

Photographing or videotaping any Exhibit, other than one’s own contracted booth, is strictly prohibited. A booth and/or its products(s) may be photographed or videotaped only with the express written permission of the contracted Exhibitor of that booth. Photographing or videotaping in communal areas, or the Show in general, requires permission from Show Management via email.

A chain hoist is now required starting at 200 lbs. versus the previous 250 lbs. Freeman will be utilizing a new rigging method (block and tackle) to comply with current OSHA codes and regulations. For more information, visit the Freeman Service Kit or contact Freeman.

The Javits Center maintains a smoke-free campus. Smoking is prohibited anywhere on Javits Center property, including the inner roadway and Javits-owned sidewalks.

Solicitation of tips or special payments of any kind is prohibited. Any attempt to solicit a gratuity by a contractor or facility employee for any service should be reported to Show Management immediately.

The decibel limit is 80 decibels and all speakers must be within the confines of and face into the contracted booth space.

• Show Management reserves the right to request that an Exhibitor turns down their sound if it does not meet the decibel limit when measured by Show Management.
• Singing, dancing, use of musical instruments or any other type of live performance must be approved by Show Management. See additional guidelines under Theater Demonstrations.
• Music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
• Show Management reserves the right to determine action for those Exhibits in violation, including but not limited to, requiring modification to the direction of speakers and/or shutting off power to the offending portion of the Exhibit. The Exhibitor will be responsible for any charges related to these actions.

Per the building’s fire and safety regulations, no storage of any kind is allowed behind booths or near electrical service. A one-day supply of the product is permitted within but cannot be stored behind the booth. You can order storage through the Freeman Service Kit.

• See Exhibitor Liability Insurance section above for details about insurance requirements.
• Injury within contracted booth space is at the liability of the Exhibitor.
• All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring Exhibitors, laborers or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand the moderate wind that may occur in the Exhibit Hall when freight doors are open.
• Refer to Javits Center Policies. Exhibitors should ensure that any display fixtures such as tables, chairs, racks or shelves are designed and installed properly to support the product or materials to be displayed.
• Towers more than 8 ft. (2.44m) tall should have drawings available for inspection. Fire and safety regulations in many facilities strictly govern the use of Towers. A building permit may be required. Please refer to the Javits Center Policies for more information.
• No items may be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floor, ceiling, furniture or other property of the Convention Center. The cost of repairing damages to the Convention Center, inflicted by the Exhibitor, its employees, contractors or representatives, will be billed to and paid for by the Exhibitor.

Per the terms and conditions of the booth reservation contract signed at the time of reservation, exhibitors may not assign, sublet or share their Exhibit Space with another business or firm unless approval has been obtained in writing from NAB. Any approved entity must sign a Contract with NAB.

Such firm must be a corporate parent or subsidiary of the Exhibitor, or another subsidiary of the parent corporation, and must be prepared to provide to NAB written documentation of the relationship upon request. For a fee, NAB will provide Directory Listing(s) for such firms.

A firm that has not signed a Contract with NAB may not be represented on the Exhibit Floor. NAB retains the right to administer and remove from the exhibition any company without a signed Contract. Exhibitors must show goods manufactured or dealt in by them in the regular course of business. Should an article of a non-exhibiting firm be required for operation or demonstration in Exhibitor’s display, identification of such article shall be limited to the usual and regular nameplates, imprint or trademark under which the same is sold in the general course of business.

No Exhibitor may distribute Show-specific commercial publications or other commercial media specifically directed to Show attendees from its Exhibit Space without the prior written consent of NAB.

Suitcasing and outboarding rules and regulations pertain to the show floor, NAB Show public areas, the Javits Center and official Conference hotels.

NAB Show restricts Exhibitors from hosting or participating in competing or conflicting events or activities that occur during official NAB Show hours; this is considered “outboarding”. Exhibitors violating this policy will be subject to cancellation of their booth without refund and may not be invited to participate in future events.

NAB Show has a zero-tolerance policy regarding “suitcasing”. All marketing and promotion must remain within the contracted exhibit space. Marketing materials may not be placed on conference tables or other areas that are not within the boundaries of the booth, both inside and outside of the Exhibit Hall. Show Management reserves the right to remove individuals or discard display materials that do not comply with these guidelines.

As a matter of safety and courtesy to others, Exhibitors must conduct sales presentations and product demonstrations so that all Exhibitor Personnel and Attendees are within the contracted exhibit space.

• Audience members and booth personnel must be able to fit within the confines of the contracted booth space. Spectators may not block aisle traffic or interfere with access to a neighboring Exhibit.
• Exhibitors are responsible for assigning staff or hiring security to manage crowd control and ensure clear access to aisles and neighboring Exhibits. You can hire security through NAB Show New York’s preferred security vendor.
• Special caution should be taken when demonstrating machinery or equipment that has moving parts or any product that is otherwise potentially dangerous. Machinery and other large equipment must be set back 12 inches (0.30m)to prevent accidental injury. Demonstrations should only be conducted by qualified personnel.
• Show Management reserves the right to determine action for those Exhibits in violation including, but not limited to, forcing security and/or shutting off power to the offending portion of the exhibit. The Exhibitor will be responsible for any charges related to these actions.

To operate any transmitter or transmitting device (which includes but is not limited to wireless microphones, walkie-talkies, portable transmitters, and satellites) at the NAB Show, the exhibitor must have the appropriate license(s) from the Federal Communications Commission (FCC) and comply with all pertinent FCC rules and regulations. Note that these devices, when used, may interfere with equipment being used by others. If a signal from a transmitter or transmitting device causes interference, the exhibitor will be required to:

• Turn the transmitter off if it is not properly licensed.
• If it is properly licensed but still causes interference, the Exhibitor may be required to turn the power down, redirect the signal or otherwise work with NAB Show and others to help resolve the interference problem.
• The FCC rules regarding transmitters can be complicated; NAB Show suggests discussing options with a lawyer or consultant. The Association of Federal Communications Consulting Engineers is a good resource – www.afcce.org.

All Exhibitors placing a satellite outside of the facility are required to submit the Satellite Placement form, located in the Freeman Service Kit and order applicable services or wiring through the Javits Center.

Hanging trusses are permitted in Island booths greater than 400 sq. ft. (37.2sqm). Hanging trusses are not permitted in Linear or Split-Island booths.

Freeman is the exclusive video walls provider for NAB Show. For more information visit the Freeman Service Kit.

Truss and equipment hanging from truss must fit within the confines of the booth and comply with Use-of-Space rules.

LED and video walls must comply with ANSI E1.50-1, Requirements for the Structural Support of Temporary LED, Video and Display Systems.

Structural Integrity

• All trusses and video walls must have a wet-stamped drawing from a licensed U.S. engineer and the final version must be approved by Javits Center Health & Safety kdixon@javitscenter.com  and Freeman. The structure must be built exactly as specified in the drawing. For truss, this includes, but is not limited to, weather monitoring equipment, standby labor, etc. All outdoor trusses must also include a staking and ballasting plan, if needed, and the wind load must be in accordance with IBC or ANSI E1.21.
• Any structures of any height (typically over 16 ft. tall) that Javits Center Health & Safety deems to be unsafe and/or unstable is subject to being tied off to a structural element at the Exhibitor’s expense.
• All contents of the booth are subject to onsite inspection. If any element of the booth does not meet structural integrity standards, it is subject to onsite changes at the Exhibitor’s expense.

Lighting Plans and Lights Out Requests are available in the Freeman Service Kit.

• Logos, lights, gobos, flashing lights, lasers, and the like, may not shine outside the contracted booth space. For example, Exhibitors may not shine logos onto the ceiling, aisles, facility wall or adjacent booths.
• Lighting, fixtures, lighting trusses and overhead lighting must be within the boundaries of the exhibit space.
• If an Exhibitor that is eligible to hang signage wishes to have lighting directed onto the signage from outside of the contracted booth space, the lighting must be hung within 5 ft. (1.5m) of the booth space unless the physical structure of the Convention Center requires otherwise. In this case, the lights must be placed as close as possible. When this approach is used, lighting must be focused onto the signage and may not bleed into neighboring booth spaces.
• Lighting that is potentially harmful, such as lasers, ultraviolet lights, flashing or strobe lights that can trigger photosensitive epilepsy should comply with facility rules and be approved in writing by Show Management.
• Lighting that spins, rotates, pulsates, and other specialized lighting effects should be in good taste and should not interfere with neighboring Exhibitors or otherwise detract from the general atmosphere of the event.
• LED lights are recommended. They can be very bright yet generally generate less heat and require less electricity.
• The Convention Center has guidelines for halogen lighting fixtures. Please review the Javits Center Policies for details.
• Show Management reserves the right to determine action for those Exhibits in violation including, but not limited to, removing/turning off lighting that’s in violation. The Exhibitor will be responsible for any charges related to this action.