NYC | Show Rules & Regulations
Admission Policy
Admission is 21 and older. Hall of Flowers shall have sole control over admission policies at all times.
General Safety
Exhibitor agrees to comply with local ordinances and Show Management rules regarding health, fire prevention and public safety. If inspection of an Exhibitor’s booth discloses a failure to comply with any applicable law, code or regulation, or if Show Management determines that all or any part of an exhibit presents a fire hazard or other danger, Show Management may cause the removal of all or a portion of such exhibit at the Exhibitor’s expense. Exhibitor accepts full & sole responsibility for any injury or damage to property or persons resulting from failure, knowingly or otherwise, to distribute the load of its exhibit material in conformity with the maximum floor load specifications.
Booth Tidiness
All booths must meet the minimum requirements for neatness and tidiness. Hall of Flowers is entitled to insist on changes to booth design in this regard. Exhibits that cause disruption to the event due to appearance, smell, noise, vibrations or similar properties, & particularly because they pose a hazard or inconvenience to other exhibitors or visitors, or to the exhibits of other exhibitors, must be removed should Hall of Flowers management make such a request. If the exhibitor fails to comply immediately with this request, Hall of Flowers shall be entitled to remove the exhibits in question at the expense & risk of the exhibitor, or to shut down the exhibitor’s booth without being held liable in any way for claims against it by the exhibitor.
Aisles
The aisles, passageways and overhead spaces remain under the control of Hall of Flowers, and no signs, decorations, banners, advertising matter or exhibits will be permitted in those areas except by written permission of the HOF. All exhibitors and personnel must remain within the confines of their own spaces.
Space
The space contracted for is to be used solely by the Exhibitor whose name appears on the Contract and no portion can be sublet or assigned without receiving written permission from Hall of Flowers. The Exhibitor shall forfeit right to the space, all prepaid rentals and, upon demand, pay any rent balance owing to the Hall of Flowers for failure to occupy or use the space or to have the exhibit completed and in place by the opening of the Show. Hall of Flowers reserves the right to relocate the exhibitor.
Security
Show Management provides perimeter guard service during the show & while the exhibit hall is closed. Exhibitor agrees that Hall of Flowers is not liable for anything its guard service, or facility security does or fails to do. This includes, but is not limited to, damage, theft, or loss sustained by exhibitor, exhibit or representatives. Exhibitor will not be allowed into the exhibit area after show hours meaning - NO RE-ENTRY INTO THE VENUE AFTER HOURS, NO EXCEPTIONS. Exhibitor should consider arranging security for its specific booth space for either during or after show hours.
Load Out / Merchandise Removal
Nothing can be removed from the venue until 6:00 PM on the last date of the Show. No exhibits or parts of an exhibit may be removed until after the closing time of the Show. At this time, all exhibitors should remove all valuable items from their displays.
Alcoholic Beverages
Exhibitors and their employees, agents and guests shall not consume any alcoholic beverages ANYWHERE on show premises. Violation shall be grounds for removing Exhibitor and exhibit from the Show without refund.
Restrictions
Hall of Flowers reserves the right to restrict or remove exhibits, without refund, that have been falsely entered, or are deemed by Hall of Flowers unsuitable or objectionable. This restriction applies to, but is not limited to, noise, P.A. systems, persons, animals, birds, things, conduct, printed matter, or anything of a character that might be objectionable to the Show or Hall of Flowers.
ALL EXHIBITS MUST COMPLY WITH THE DEPARTMENT OF CANNABIS CONTROL, CITY ORDINANCES, REGULATIONS AND FIRE MARSHALL INSTRUCTIONS.
Storage
Fire Marshall Regulations prohibit the storage of boxes, crates, packing material, etc., and not more than a one-day supply of literature at your display. We will have stickers for you to label your empty boxes and crates which will be picked up from the aisle of your booth at the end of Set Up Day, stored on premise and returned to your booth at the beginning of Breakdown. Please note ONLY EMPTY boxes and crates will be stored. You will not have access to this material until we return them at the end of Day 2.
Fire Regulations
Tents, Canopies & Membrane Structures
Any tents, canopies & membrane structures covering an aggregate area of over 400 SF must obtain a fire permit from the NYC Fire Department 30 days prior to the event. Please see the Fire Regulations for Tent Structures for further details.
**If you are a Boutique booth that has been pre-approved by Hall of Flowers to bring in custom fixtures, please be sure to abide by the following fire regulations.
Inherently Fire Retardant or Flame Retardant Treatment
All decorations, drapes, signs, banners, plastic displays, hay, straw, moss, split bamboo, and other similar materials must be flame retardant to the satisfaction of the fire department and the state fire marshal.
Table coverings must be flame retardant treated unless they lay flat, with an overhang no greater than 6”.
Oilcloth, tar paper, sisal paper, nylon, orlon and certain other plastic materials cannot be made flame retardant and their use is prohibited.
A certificate of flame resistance shall be available for review by the fire marshal or on file with the fire marshal for all decorative materials. This is the responsibility of the exhibitor to have their fire paperwork available & in order.
Upholstered Furniture
Any paper or fabric used in displays or exhibits shall be inherently fire-retardant or be treated with an approved fire-retardant solution by a New York State licensed applicator. Documentation in the form of a Certificate of Fire Retardancy shall be maintained on-site and be available during any inspection. All such treated material shall be maintained fire-retardant throughout its intended use.
Upholstered furniture shall conform to TB 116 and shall have a label permanently attached to the article, in plain view. The minimum size of the label shall be 2 x 3 inches, and the minimum size of the type shall be one-eighth of an inch in height. All types shall be in capital letters.
Combustibles
No display, exhibit, or temporary construction shall be built of highly combustible material.
Literature on display shall be kept limited to reasonable quantities. Reserve supplies shall be kept in closed containers and stored in a neat and compact manner.
No cardboard boxes or any other combustible materials may be stored on top of or near any electrical wiring in the spaces behind the back-wall drapery (booth) or behind any display.
Obstructions
Aisles designated on approved show floor plans shall be kept clean, clear, and free of obstructions. Booth constructions shall be substantial and fixed in position in specified areas for the duration of the show. Chairs, easels, signs, and demonstration areas shall not be placed beyond booth areas into aisles.
Insurance
All partners must provide Hall of Flowers with their Certificate of Insurance (COI). Anyone who is bringing materials into the venue, setting up, and staying to work the event needs to submit a COI. Below are our venue’s requirements. Exhibitors and their outside contractors understand that Hall of Flowers does not maintain insurance covering the exhibitor’s property and it’s the responsibility of the exhibitor to obtain such insurance.
COIs must be submitted through the portal in the ‘Deliverables Email’ no later than 21 days before show day.
For more information, click HERE.
