Alcohol

No alcoholic beverages may be brought into, or taken from the Saint Charles Convention Center (SCCC). No alcoholic beverages may be consumed in any of the SCCC parking lots unless it is being served by the SCCC staff.

Animals

With the exception of ADA service animals or animals used as part of SCCC approved exhibits or events, animals area not permitted in the Facility. The ADA defines a service animal as any guide dog, signal dog, or other animal individually trained to provide assistance to an individual with a disability. A written request must be presented to the General Manager or designee by no later than 30 days prior to the event. When any approved display includes pens or enclosures containing live animals, the following minimal provisions must be made:

• A protective coating such as plastic or visqueen must be used to protect all floors and equipment
• Absorbent (i.e. saw dust or fire retardant wood shavings) must be placed within the pens
• Curbing or bike rack must be provided to contain animals
• Animals must be supervised at all times
• Provide clean up and proper disposal of absorbents and waste

Licensee will adhere to all other safety measures as required by Operator. Animals are not permitted within 50 ft. of any food prep or service area, unless they are ADA service animals. Licensee is responsible for ensuring that any approved use of animals within the Facility is also in adherence to any and all applicable local, state and federal laws.

Bulk Trash

Somebody’s got to take out the trash. In this case, we ask you to take responsibility for removal of bulk trash prior to, during, and after the show. Bulk trash items include crates, pallets, boxes, or any items not easily removed by a push broom or vacuum. All exhibitor trash is to be removed and cardboard is to be broken down and disposed of properly. Any costs incurred by the SCCC for bulk trash removal will be charged to show management at the prevailing rate.

Compressed Gases

Compressed flammable gases are prohibited without prior written approval of the General Manager and the Fire Marshal. This includes acetylene, hydrogen, propane and butane. All requests to use such gasses must be submitted to your Event Manager by no later than 30 days prior to the event. Vehicles or equipment fueled by LP gas, such as forklifts, may be used during move in and move out only. The vehicles may not be operated during event hours. Vehicles used must company with NFPA #58.

Concessions

The Center can provide concessions, as well as banquet service, snacks, luncheons, and beverage service. These services are provided exclusively by the SCCC. No outside food or beverage is allowed in the SCCC.

Cooking Demonstrations

Cooking demonstrations or commercial cooking must be approved in writing by the SCCC. Once permission is obtained, all cooking devices and operations shall comply with NFPA, Life Safety Code, 2000 edition. All coking appliances shall be equipped with ventilating hoods and equipment as deemed necessary by the Fire Marshal and installed in accordance with the provisions of the City Building and Fire Codes. Cooking equipment shall be placed on a noncombustible surface, such as metal, hardwood board or glass and be separated from other equipment by a minimum horizontal distance of 2 ft. Countertop fryers not exceeding 288 sq. inches and single well may be used without the necessary ventilating hood and surface protection equipment, provided there are two (2) ten (10) lb B.C. extinguishers positioned on each side of fryer. All cooking appliances shall be listed by a NATIONAL TESTING AGENCY, i.e. Underwriters Laboratory or Factor Mutual. All equipment shall have regulator(s) at appliance and gas cylinder(s). All supply lines (tubing or hoses) shall be lead-tight and in good repair.  Hoses shall be listed for the type of product it supplies.

Decorations

Decorations may not be taped, nailed, tacked or otherwise attached to surfaces or fixtures (i.e. ceilings, glass, doors, columns, walls, etc.). Items such as glitter, confetti, rice, birdseed, sand, dirt, moss and mulch are not permitted on any carpeted areas.  All decorations, including but not limited to, drapes, table coverings, skirts, carpet, signs, banners, acoustical materials, straw, bamboo, fabric, linen and similar decorative materials must be rendered flame retardant. Proof of satisfactory flame retardant treatment is required, and must be maintained within the specific exhibit area for inspection. If proof of satisfactory flame retardant treatment is not present, a sample of the decorative material must be made available for flame testing by the Fire Marshal. Items that cannot be treated to meet requirements, such as, but not limited to, oilcloth, tarpaper, nylon, plastic cloth, and certain other plastic materials, are prohibited.

Exterior Doors

Exhibitors should only use entranceways designated for loading exhibit materials in and out. For security reasons, other exterior doors may not be propped open for any reason.

Fire and Safety Requirements

The provisions of the National Fire Protection Association (NFPA) 101 Life Safety Code 2000 edition and the NFPA Fire Prevention Code, 2000 edition for public assembly facilities have been established as a standard for review of occupancies and events in the SCCC. The information contained in this outline is a summary of relevant provisions contained in these Codes as well as standard operating procedures established in cooperation with the Fire Marshal of the City of St. Charles.

a)       All curtains, drapes and decorations must be constructed of flameproof material, or treated with an approved flame proofing solution. (Treatment shall be renewed as often as may be necessary to maintain the flame proofing effect.)

b)       All exits, hallways, and aisles are to be kept clear and unobstructed at all times.

c)       A 20’ roadway shall be maintained for fire equipment access to all parts of the building.

d)       No part of a stairway, whether interior or exterior, hallway, corridor, vestibule, balcony, or bridge leading to a stairway or exit, shall be used in a manner that will obstruct its use as an exit or that will present a hazardous condition.

e)       Storage of any kind is prohibited behind back drapes & display walls or inside display areas. All cartons, crates, containers, and packing materials that are necessary for re-packing shall be removed from the show floor. The SCCC inspects all exhibits to ensure compliance.

f)         Crates, packing materials, wooden boxes and other highly combustible materials may not be stored in the SCCC. All outside displays that are under the cover of the building roof or extension of the roof or porch area shall be governed by the same rules of an inside display.

g)       No exit doors shall be locked, bolted, or otherwise fastened or obstructed at any time the SCCC is open to the public.  Moreover, it shall be unlawful to obstruct or reduce passageway or other means of egress. Additionally, all required exits shall be so located as to be discernible and accessible with unobstructed access thereto.

h)       All sawdust and shavings shall be thoroughly treated with an approved flame-retardant product, stored and maintained in a manner approved by the Fire Marshal.

i)         Compressed cylinders shall be used, handled and stored in accordance with applicable fire code requirements. The 1997 Uniform Fire Code is not applicable.

j)         No unauthorized persons are to alter, remove, deface or tamper with any required fire safety equipment contained with the SCCC. These items include the fire sprinkler system, fire alarm system, emergency lights or exit signs, portable fire extinguishers, exit doors, or other related safety equipment.

k)       The use of Liquefied Petroleum Gases (LPG) inside building, tents or other areas is strictly prohibited, except for demonstration purposes when approved by the SCCC, and the Fire Marshal. Maximum LPG allowed for exhibition purposes is a 16-oz. non-refillable cylinder. There may be a maximum of 24 containers stored in any one location.

l)         All standpipe, fire hose cabinets, hydrants, & fire department connections shall be kept clear and unobstructed.

m)     The SCCC along with the Fire Marshal shall check egress of the facilities before it is occupied for any use. If such inspection reveals that any element of the required means of egress is obstructed, inaccessible, locked, fastened, or otherwise unsuited for immediate use, admittance to the building shall not be permitted until necessary corrective action has been completed.

n)       No curtains, drapes, or decorations shall be hung in such a manner as to cover any exit signs.

o)       No person shall interfere with the City Fire Rescue Department when performing emergency and non-emergency functions at the SCCC. All orders issued by a member of the Fire Rescue Department shall be obeyed immediately.

p)       No overcrowding of any area of the SCCC will be allowed. Persons shall not be in excess of posted occupant loads, nor can persons stand in aisles, or block exits.

q)       The City Fire Chief or Fire Marshal has the authority to require Fire Rescue personnel to stand-by during certain events at the SCCC.

r)        Explosives and blasting agents shall be prohibited. Ammunition and pyrotechnics may be allowed under certain conditions: but only with the advance approval of the SCCC and the St. Charles Fire Marshal’s Office. If pyrotechnic materials are used/fired within the building a Fireworks Permit will be required with the following parameters:

                                                               i.            15-day minimum application period (State Law)

                                                             ii.            Licensed explosive handler required

                                                            iii.            $1,000,000 liability insurance

Written authorization from SCCC General Manger and the Fire Marshal is required for the following:

·         Exhibit booths which have enclosed ceilings, upper decks or any large overhead advertising device in excess of 100 square feet; these require the use of perforated or porous materials that will not obstruct fire sprinkler protection. The City of St. Charles Fire Marshal requires such booths to be equipped with portable fire extinguishers, as well as an automatic smoke detection system.

·         Display and operation of any heater, heat producing or open flame devices such as barbeques, candles, lanterns, torches, fireplaces, etc. Candles may be used on tables if securely supported on substantial noncombustible bases so located as to avoid danger of ignition of combustible materials and only if approved by the authority having jurisdiction. The candle flame shall be protected.

·         Display and operation of any electrical, mechanical, or chemical devices which may be deemed hazardous by the City of St. Charles Fire Marshal.

·         Use of storage of flammable liquids, compressed gas, or dangerous chemicals.

Floor Covering

Displays including, but not limited to, those utilizing soil, humus, water or other landscaping materials and displays containing live animals must take appropriate steps to protect the Facility surfaces and equipment. A protective coating must be used on the floor, such as heavy plastic, visqueen or similar strength material.

Fog/Smoke Machines

For public safety fog/smoke machine usage is restricted to water-based chemicals. Approval must be obtained from the SCCC and the Fire Marshal’s office during the event permit process.

Food Sampling

Food & beverage samples may be no greater than 2 oz. Items must be manufactured, processed, and distributed by the exhibiting firm and must be related to participation in the event. Securing of all necessary licenses and permits is the responsibility of the exhibitor. For public health reasons, restrooms, concession stands, facility kitchen and janitorial closets, may not be used as exhibitor clean-up areas. Costs associated with the disposal of trash, waste, grease from exhibitor sampling are the responsibility of the exhibitor. Exhibitors are responsible for complying with all St. Charles & St. Charles County Health Department regulations regarding food sampling, storage, equipment, temperature, etc. If an exhibitor is not in compliance or does not obtain the proper licenses or permits, the Health Department can shut down the booth.

Freight

The SCCC will not accept freight shipments of any kind.  All advanced & outbound shipping must be arranged through the UPS Store (see Advanced & Outbound Shipping Services order forms at rear of packet.)  Shipments made directly to the SCCC on a move-in day for an exhibit hall must be routed to the attention of the decorator or show management.  Materials to be used in meeting rooms or the ballroom should be sent to a representative of either the event sponsor or the decorator.  A representative MUST be present to receive all shipments.  All equipment, freight, decorations, and miscellaneous items must be removed from the premises at the expiration of the Licensee’s contract.  Items left behind will be treated as abandoned and disposed of as the facility sees fit.  The SCCC is not responsible for lost or misplaced freight.  The SCCC is not responsible for any materials left unattended.

Hazardous Materials

These include, but are not limited to: open flames, hot coals, natural gas hook-ups, compressed gas cylinders (such as propane, butane, hydrogen and acetylene), gasoline, radioactive material, and/or any flammable, combustible or toxic liquid, solid or gas. The use of hazardous materials is not permitted without the written approval of the SCCC and the Fire Marshall. All requests to use such gasses must be submitted to your Event Manager by no later than 30 days prior to the event. Once approval is obtained, only a limited supply of the material to be demonstrated is allowed in the building. Excess fuel and cylinders must be properly stored outside of the exhibit hall. All transferring of fuel must be done with safety cans. All compressed gas cylinders must be securely anchored. Aerosol cans and other products containing flammable or combustible ingredients are not permitted in the exhibit area unless empty.

All demonstrations using hazardous materials must be approved by the Fire Marshall at least five days prior to the event. They include, but are not limited to: welding, brazing, laser cutting, LP gas cooking and heater demonstrations. Plexiglas shields or other protections must be utilized wherever sparks may be emitted or injury to bystanders could occur. Material–specific fire extinguishers must be nearby. Vehicles used must comply with NFPA #58.

Helium Balloons

Helium balloons are not permitted in most areas of the SCCC. However, they are allowed in the Grand Ballroom with a $100 deposit. If any balloons become loose & require retrieval by the SCCC staff, a $25 removal fee will be charged for the first balloon and $5 for each balloon thereafter. Helium balloons are only allowed in the Exhibit Hall if assembled by a licensed and insured Balloon Artist. Said artist will be required to submit a $250 deposit, as well as a Certificate of Liability Insurance.

Lighting & HVAC

Full house lighting, heating and/or air conditioning of all rented spaces are provided by the SCCC for one hour prior to and during actual hours the event is open. Work lighting will be provided in the exhibit halls during move-in and move-out.

Liquid Disposal

No oils, combustibles, or any liquids other than water may be poured in the SCCC drainage or sewer systems. No tools, machines, cookware, or any other items may be emptied, washed, or rinsed in the SCCC restrooms. Fountains, aquariums, pools, etc. may not be filled from SCCC restrooms or janitorial closets. For water fills or drains, please fill out the order form enclosed.

Loading Dock Policy

Exhibitors may load/unload uncrated materials from any vehicle not requiring a commercial license including rental vans, mini-vans, station wagons and pick-up trucks. The use of mechanical equipment (i.e. forklifts, pallet jacks, lifts, etc.) is prohibited. The registered Exhibitor may perform all setup/teardown of their booth, displays, and/or product materials (including the use of power tools) subject to safety policies established by the SCCC. Use of passenger elevators of pedestrian entrances for load-in/out is prohibited except for hand carried materials. Damage to the facility will be charged to the customer. Show which have contracted with a decorator may be bound by terms of that contract, and it is show management’s responsibility to inform exhibitors accordingly. In addition, there may be certain instances where the use of SCCC labor is required.

Smoking

For the benefit of our patrons, exhibitors, and employees, and in compliance with state and local laws, the SCCC is a nonsmoking facility. Smoking is not permitted anywhere in the SCCC. We do not restrict smoking in outdoor areas of our premises, and are grateful for everyone’s cooperation in preventing litter and inconvenience to others. Our goal is to create a pleasant and healthy environment for everyone, and we ask your help in informing exhibitors and patrons about this policy.

Tape Removal

Customer is responsible for the removal of all tape and residue marks from the exhibit hall and pre-function floors. The repair cost for any damage caused to a surface by the use of inappropriate cleaning chemicals or tools will be billed to the customer.  The use of high residue tape is prohibited on any carpeted, tiled, concrete, or hardwood surface.

Utility Services

All service connections and overload protection equipment must be installed and removed by the SCCC. All equipment and material furnished shall remain the property of the SCCC and shall be removed only by the Operations department at the close of the show. See enclosed order form for available electrical services. Booth power will be turned on 1-hour prior to each day’s show and turned off 30 minutes after closing. Written requests should be made to the SCCC for installation of equipment with special voltage and/or other specialized power requirements. These requests should be received at least 30 days prior to the first scheduled move-in day.

Rates quoted for booth connections cover the cost of bringing one electrical service connection to the back wall of the exhibit booth or other location determined convenient by the SCCC electricians. These rates do not include connecting equipment, wiring or taping electrical cords to meet safety requirements, special placement, or relocation of service; these services are available for an additional charge. Anything requiring 24-hour current must be ordered in advance and clearly marked on the Electrical Service Order Form.

Orders will be processed and installed in a first-come, first-serve basis, or as we determine most convenient. Service will begin on the start date and end after the close of the show, unless special arrangements for early or late connection/disconnection have been made. If cancellation occurs before installation and more than 6 days prior to the first scheduled move-in day, a 90% refund will be given. If cancellation occurs before installation and in 6 days or less than the first scheduled move-in day, a 75% refund will be given. If cancellation occurs after installation or after the start of the first scheduled move-in day, no refund will be given.

Non-exhibit and “non-production” use of the prefunction, ballroom, or meeting room permanent 120V electrical outlets is included in meeting room rental, subject to review. Electrical service for exhibit booth space, staging, lighting or other production lighting must be ordered through SCCC. All electrical equipment must be properly tagged or marked as to the type and amount of current, voltage, phase, frequency, horsepower, etc. The use of open clip sockets, latex or lamp cord wire, unapproved duplex or triplex attachment plugs is prohibited. All extension cords must be 120 Volt three pronged, grounded cords. All exposed non-current carrying metal parts of fixed equipment must be grounded. All equipment, regardless of power source, must comply with local, state, and national safety codes.

The SCCC reserves the right to refuse any connection or equipment that is deemed unsafe. Obstructions blocking utility floor boxes are subject to relocation as necessary. The SCCC Operations department is authorized to cut floor coverings to permit installation of service unless otherwise directed. The SCCC cannot accept responsibility for voltage fluctuation or power failure due to temporary conditions beyond our control. For your protection, we advise installing a surge protector on all your computers and other sensitive equipment. We will not be responsible for damage or loss to any equipment, components, computer hardware, software or data, or injury to any person caused by the unauthorized installation of any equipment, connection to service, or wiring of any equipment by persons other than SCCC house electricians.

Vehicles

Vehicles are not permitted within the Facility for loading and unloading without the prior authorization of your Event Manager.  All approved vehicles must be attended while in the Facility and may not have the motors running while stationary. All such vehicles must be removed prior to the opening of the event. All gasoline and diesel powered vehicles and equipment on display inside the facility shall have no more than ¼ tank or (5) gallons of fuel in the tank; all fuel tanks shall be locked or effectively sealed and at least one battery cable shall be disconnected from the ignition system. Ignition keys for vehicles on display shall be kept by a responsible person at the display location for removal of such vehicles from the building in the event of an emergency. Placement of display vehicles in carpeted areas requires prior written approval of the General Manager or designee. Carpeting or visqueen must be placed underneath the vehicle for any possible leakage.

For the safety of all exhibitors, employees, and guests, carts, forklifts, bicycles, etc. are not permitted on carpeted areas. No liquid fuel powered vehicles should be operated outside the exhibit halls due to noise, air pollution, and fire hazard. Forklifts are not permitted in the ballroom, pre-function space, or meeting rooms.

Water Fills & Drains

Tanks, drums, barrels, and other containers requiring water fill and drain exceeding 30 gallon capacity must be filled and drained by house engineers and are subject to a service charge. All fountains or other decorative water containers must be waterproof and of sufficient density to avoid leaks. Plastic must be placed underneath the display for additional protection. All water displays must be pre-approved by the General Manager or designee. We reserve the right to fill any container that shows sign of leakage or is otherwise deemed inadequate by a house engineer. Containers showing signs of leakage will be drained by a house engineer without prior notice.

Exhibitor assumes responsibility for any damage to SCCC facilities caused by faulty exhibitor equipment or negligent operation of exhibitor equipment. We cannot accept responsibility for pressure fluctuations due to temporary conditions beyond our control. For your protection, we advise installing appropriate regulators on any connection requiring critical control of pressure, moisture content, etc. We will not be responsible for damage or loss to any equipment or components or injury to any person caused by the unauthorized installation of any equipment, connection to service or interconnection of any equipment by persons other than house engineers.

Welding

For public safety reasons, the use of welding equipment and cutting equipment must be approved by the SCCC and the Fire Marshal.  The following requirements must be adhered to:

• Cutting and welding equipment must be in good condition
• No combustibles or flammables can be within 35 ft. of work site. When 35 ft. cannot be obtained, protective covers, fire resistant shields, or guard must be used.
• All wall and floor openings within 35 ft. of the site must be tightly covered to prevent the passage of spark to adjacent areas.
• Cylinders containing compressed gasses for use at the site shall not be charged in excess of one-half (1/2) their maximum capacity. Total gas capacity of cylinders is limited to 2500 cubic ft.
• Beyond the cylinders connected for use, additional cylinders may be stored at the site to furnish approximately one day’s consumption. Other cylinders shall be stored in an approved storage area.