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General Information

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Contact Us

Do you have a question about Star Wars Celebration? If so, give Protocol Droid SW-CVI a call at 888-334-8719. SW-CV is fluent in over six million forms of communication and can answer most inquiries about the festival. Do you have a question about upcoming episodes of Star Wars: The Clone Wars or the Star Wars Universe in general? If so, visit StarWars.com for answers.

Holograms and droids not what you need? You can reach the Star Wars Celebration team below…

Mary Franklin — Programming, Events, Fan Events, and Sith Witch
mary.franklin@lucasfilm.com

Chris Argyropoulos — Press Manager and Pod Racer
chris.argyropoulos@lucasfilm.com

Mike Armstrong — Exhibitor Sales Manager and Jedi Knight
marmstrong@reedexpo.com

Danielle Vastola — Marketing Director and Rogue Bounty Hunter
dvastola@reedexpo.com

Peter Tatara — Programming Director and Rebel Hero
ptatara@reedexpo.com

Lance Fensterman — Vice President and Evil Emperor
lfensterman@reedexpo.com

Mike Kisken – Operations Director and Heroic Ewok Scout
mkisken@reedexpo.com

Rich Askintowicz – Operations Manager and Smuggler
raskintowicz@reedexpo.com

Exhibitor Action Checklist

PLEASE NOTE:  Double-check the dates for these services by referring to the order forms in this manual.  Show Management will not be held accountable for any misprints to any of the dates that are listed below.  The responsibility lies with the exhibitor. Purchase orders are not accepted by any of the vendors.

Contractor Type Contractor Discount Date With Payment Phone Fax Location Of Information
Air/Water/Drain Service Orange County Convention Center July 30, 2012 407.685.9824 407.685.9884 Facility/Utility Section
Audio Visual Reaction AV August 10, 2012 949.600.8235 949.600.8238 Av Order Form
Balloons Orange County Convention Center N/A 407.685.9824 407.685.9884 Facility/Utility Section
Booth Carpet FREEMAN August 7, 2012 407.816.7900 469.621.5605 General Contractor Section
Booth Cleaning Orange County Convention Center July 30, 2012 407.685.9824 407.685.9884 Facility/Utility Section
Business Center FedEx/Kinko’s N/A 407.363.2831 407.363.4761 Business Center Form
Cable TV Orange County Convention Center July 30, 2012 407.685.9824 407.685.9884 Facility/Utility Section
Catering Centerplate N/A 407.685.5562 407.685.9859 Catering Order Form
Computer Rental NMR Staging & Events N/A 800.637.2496 609.395.7142 Computer Rental Form
Cooking Within Booth Orange County Convention Center N/A 407.685.9824 407.685.9884 Facility/Utility Section
Customs / Int’l. Freight Forwarder TWI Group, Inc. Go To Shipping Section 702.691.9000 702.691.9045 Shipping Section
Display Labor FREEMAN August 7, 2012 407.816.7900 469.621.5605 General Contractor Section
Electrical & Plumbing Orange County Convention Center July 30, 2012 407.685.9824 407.685.9884 Facility/Utility Section
Exhibitor Badges ReedPop N/A Go To Exhibitor Badges Section Go To Exhibitor Badges Section Exhibitor Badges Section
Exhibitor Insurance Buttine Insurance August 3, 2012 212.697.1010 212.504.8084 Exhibitor Insurance Form
Fire Regulations Orange County Convention Center N/A 407.685.9824 407.685.9884 Facility/Utility Section
Floral Organized Jungle N/A 407.321.9080 407.321.9042 Floral Order Form
Furnishings FREEMAN August 7, 2012 407.816.7900 469.621.5605 General Contractor Section
Furniture FREEMAN August 7, 2012 407.816.7900 469.621.5605 General Contractor Section
Gas (Natural & LP) Orange County Convention Center July 30, 2012 407.685.9824 407.685.9884 Facility/Utility Section
Host/Hostess/Model Judy Venn & Associates N/A 800.553.8855
702.259.4494
714.957.8301 Host/Hostess/Model Order Form
Hotel & Travel CVI Travel Desk Varies 866.385.4836
312.527.7300
312.329.9513 Celebration VI Website
International Shipping TWI Varies 702.691.9000 702.691.9045 Shipping Section
Lighting Services Orange County Convention Center July 30, 2012 407.685.9824 407.685.9884 Facility/Utility Section
Meeting Room Requests FREEMAN August 7, 2012 407.816.7900 469.621.5605 General Contractor Section
Modular Exhibits Rentak FREEMAN August 7, 2012 407.816.7900 469.621.5605 General Contractor Section
Multi-Level Booths Orange County Convention Center N/A 407.685.9824 407.685.9884 Facility/Utility Section
Parking Information Orange County Convention Center N/A 407.685.9824 407.685.9884 Facility/Utility Section
Photography Oscar Einzig N/A 312.922.0056 312.922.2866 Photography Order Form
Rigging/Hanging Signs Orange County Convention Center July 30, 2012 407.685.9824 407.685.9884 Facility/Utility Section
Security Guards Century Security August 2, 2012 407.226.1168 407.226.7076 Security Order Form
Shipments – To Show FREEMAN Varies 407.816.7900 469.621.5605 Shipping Section
Telephone/Internet Smart City July 30, 2012 888.446.6911 702.943.6001 Internet Form Telephone Form Online Ordering Link

Show Schedule

Move-In & Set-Up Hours

The installation of exhibits will take place during the following schedule.  Obviously, your installation cannot begin until your freight is delivered.  If you have questions regarding your move-in, please contact FREEMAN for more information regarding move-in times and dates at 407.816.7900.  For more information and helpful hints on pre-show procedures and move-in, please go to www.freemanco.com/preshowFAQ.

Tuesday, August 21, 2012 8:00 AM – 5:00 PM
Wednesday, August 22, 2012 8:00 AM – 5:00 PM

OVERTIME CHARGES APPLY to any work performed before 8:00 AM and after 5:00 PM on weekdays and anytime on Saturday, Sunday and Holidays.

NOTE: Permission to erect booth space will be withheld from any company who has not submitted full payment of their exhibitor space rental fee or adverting/sponsorship fees.

In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall at any time during move-in and/or move-out, including infants. There will be no exceptions.

Show Floor Hours

All exhibits must remain fully intact until the official close of the Show.

  • Thursday, August 23, 2012 – 10:00 AM – 7:00 PM
  • Friday, August 24, 2012 – 10:00 AM – 7:00 PM
  • Saturday, August 25, 2012 – 10:00 AM – 7:00 PM
  • Sunday, August 26, 2012 – 10:00 AM – 5:00 PM

*Badged exhibitors will have access to the Exhibit Hall at 8:00 AM each morning except on Thursday, August 23, 2012 where exhibitors will have access at 7:00 AM.

PLEASE NOTE: Children under the age of 16 must be accompanied by a parent or legal guardian at all times.  There will be no exceptions.

Dismantling And Move-Out Hours

In accordance with the display rules and regulations, no exhibits or display may be dismantled before the official close of the show on Sunday, August 26, 2012 at 5:00 PM.

  • Sunday, August 26, 2012 – 5:00 PM – 9:00 PM
  • Monday, August 27, 2012 – 8:00 AM – 5:00 PM

The Show will officially close Sunday, August 26, 2012 at 5:00 PM, at which time FREEMAN will begin removing aisle carpet.  Please facilitate this effort by keeping the aisles around your booth clear until the aisle carpet has been removed.  No exhibits or display may be dismantled, packed or removed in whole or in part before the official close of the show.

All exhibitor materials must be removed from the exhibit facility by Monday, August 27, 2012 at 5:00 PM.  To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Monday, August 27, 2012 at 10:00 AM. 

The FREEMAN Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement (MHA) and labels in advance.  Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show.

Although security measures are in place after the show closes, ultimate responsibility for the security of product rests with each exhibitor.  Safety containers are available through FREEMAN and security staffing is available through Century Security Agency located in Room W209B.

Make arrangements for someone to stay with your booth until it is completely packed, labeled and outbound Material Handling Agreements have been turned in at the FREEMAN Service Desk. Remember that trucks which have checked into the Marshalling Yard WILL NOT be dispatched to a loading dock for your materials unless the outbound Material Handling Agreement has been turned in at the Exhibitor Service Center.

In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall at any time during move-in and/or move-out, including infants. There will be no exceptions.

Show Information: A-Z Guide

ADA Accessibility

The Orange County Convention Center is in compliance with the Americans with Disabilities Act (ADA) and continues to search for ways to better accommodate all visitors.  Both buildings are designed with wheelchair ramps, automatic doors, passenger elevators and handicap-accessible restroom facilities.

Braille
Throughout the OCCC facility, meeting rooms, restrooms and elevator signs contain Braille text for our visually impaired guests.

Electric Scooters, Wheelchairs & Oxygen
Electric scooters are available to OCCC guests while they are on the property.  FedEx Kinko’s at the OCCC serves as a drop-off and pick-up location for electric scooter rentals.   Because these scooters are distributed through a private company and are a high demand service, advance reservations are required. 

As the preferred mobility service partner of the Orange County Convention Center, Scootaround, for a minimal fee, provides a simple, convenient electric scooter, wheelchair and oxygen rental service on-site.

Your mobility device can be reserved in advance (please call Scootaround regarding service charges) and will be waiting for you during your event at one of the Convention Center's Business Centers or it can be delivered to your hotel in Orlando. Daily and weekly rates are available. Operators are available seven days per week at (888) 441-7575. Don't forget to check out the Scootaround website and the Scootaround brochure for additional information!

Handicapped-Accessible Parking
All parking at the Orange County Convention Center is available on a first come, first served basis, including handicapped-accessible parking.  Exact numbers of available spaces vary from show to show.  For a preview of the locations of handicapped-accessible parking at the OCCC complex, click on the corresponding building name - West Building or North/South Building

Restrooms
All restroom facilities are accessible for guests with disabilities.

Telephones
Text Phones (TTY) for guests with speech and hearing disabilities are located throughout the facility at most telephone locations.

Theater
The Chapin Theater is fully wheelchair accessible and has 27 wheelchair-accessible spaces. 

Wheelchairs
The OCCC provides a limited amount of complimentary push-style wheelchairs to its guests on a first-come, first-serve basis.  These wheelchairs can be acquired from the Guest Services Desk in the West Hall C Lobby.  Please Note: A form of identification may be held in exchange for the use of a wheelchair.

Age Restrictions

In accordance with display rules and regulations and security measures, no one under the age of 18 will be admitted in the exhibit hall during move-in or move-out. There will be no exceptions.   Children of any age are admitted during Show hours on Show Days ONLY; during that time, those 6 or over must be badged.  For security reasons, children under the age of 16 must be accompanied by an adult at all times. 

Animal Policy

Animals are not permitted on the premises of the Orange County Convention Center, except in conjunction with an approved exhibit, or as service animals for the physically challenged.  Animals that are approved to be on the premises must meet the following confinement guidelines:

  1. Animal(s) is to be on a leash at all times, if not confined to a pen
  2. Animal(s) is to be confined within a pen, of not a leash
  3. Animal(s) must be under constant control at all times
  4. Animal exhibits are not permitted on carpeted OCCC areas
  5. The owner or handler will be fully responsible for their animal(s) at all times

Additional Planning Notes

  • The OCCC Event Management Department must be notified in advance of any planned animal exhibit and/or any intended general public interaction with live animal displays.  A detailed schedule must be provided in advance, outlining the nature of the animal exhibit and all appropriate move-in, show and move-out information
  • If necessary, any vehicles associated with the move-in/move-out of an animal display, will be required to adhere to the OCCC VEHICLE DISPLAY GUIDELINES

Any questions may be referred to the OCCC Exhibitors Services Department at 407.685.9824.

Audio Visual

Reaction AV is the official audio/visual services provider of Star Wars Celebration VI.  Please refer to the Offical Contractors section of this manual for order information.

Please be sure to indicate your booth number on all forms.  Reaction AV will maintain a full staff on-site at the Exhibitor Service Center.

Balloons

The OCCC has a Balloon Policy in place that prohibits the use of helium filled balloons, either for displays, exhibits or general public access.  This policy can be waived if a “Balloon Waiver” is submitted.  Helium tank storage inside the OCCC is prohibited.

Please refer to the Facility & Utilities section of this manual for information.

Bicycles and Rollerblades

The riding of bicycles and the use of rollerblades and "heelys" (sneakers with embedded wheels) are prohibited at all times in the Center.

Booth Cleaning

Cleaning crews will be provided for general exhibit hall clean up, including aisles, each day before the opening of the show and during show hours. 

Please refer to the General Contractor section of this manual for information.

Show Management does not provide cleaning or vacuuming for booth carpet at any time.

Booth Furnishings

Booth equipment, services and furnishings are available through FREEMAN, the Official General Contractor of Star Wars Celebration VI.  To take advantage of the advance discount pricing on FREEMAN services, place your orders by August 7, 2012. Please be sure to indicate your booth number on all orders. 

Please refer to the General Contractor section of this manual for information.

Bootleg Policy

The buying and selling of counterfeit / knock-off / unlicensed materials is not tolerated at Star Wars Celebration VI. Star Wars Celebration VI is a celebration of the best of all things Star Wars, and bootlegs have no place in the show.  Violation of this rule will result in one and only one warning. A second violation and you'll be removed from the show.

Bulk Sale of Your Booth

In the event you sell a portion or all of your booth's merchandise to an outside retailer who wishes to remove items at the close of the show, the retailer must contact FREEMAN at the Exhibitor Service Center PRIOR TO 10:00 AM, Sunday, August 26, 2012.  They will receive special instructions on how to remove the merchandise they've purchased from your company at show close, 5:00 PM, Sunday, August 26, 2012.

Business Center

FedEx Office operates a full-service business center on-site to provide copy and fax services, cell phone and pager rental, small package shipping, etc. 

Please refer to the Offical Contractors section of this manual for information.

Cable Television Options

The OCCC has an agreement with a local cable television provider, Bright House Networks, to offer a cable television program package for those exhibitors who would like this service.  Exhibitor requests for cable television services should be made directly with the OCCC.

  • Requests for cable television service should be submitted (21) days prior to the star of the event
  • Cable television requests include labor, infrastructure patch fee and cable service.  A television/monitor is not supplied with the request for cable service
  • HD Cable television packages are available upon request

Catering Services

Centerplate Catering has exclusive rights to all catering in the facility.  Menus and services can be found in the Offical Contractors section of this manual for order information.

Coat /Baggage Check

BAGS operates a coat check open to all Exhibitors and Fans for a nominal fee per item.  You can also check briefcases, backpacks, umbrellas and luggage.

Cold Storage

We have cold storage available for medications on a first come first service basis located in our show office area.  This is available on a first come, first serve basis and space is limited.

Computer Rental

National Micro Rentals (NMR) Staging & Events is the official computer supplier of Star Wars Celebration VI.  They will maintain a full staff on site at the Exhibitor Service Center.  Please be sure to indicate your booth number on all forms.

Please refer to the Offical Contractors section of this manual for information.

Cooking Notice

Please refer to the Facility & Utilities section of this manual for information.

Copyrighted Music

If any copyrighted music is to be played in your booth, you must obtain all necessary licenses from the copyright owner or licensing agency representing the copyright owner.  The licensing requirements include the playing of live, as well as recorded music, (records, tapes, compact discs, etc.) and also include music, whether it is the essence of the presentation or is only used as background, on a videotape or other presentation.

The proper license must be posted in your booth and available for inspection at the request of Show Management or properly authorized agents of ASCAP or BMI.  We advise you to contact these agencies as listed below to acquire the proper licenses:

ASCAP Licensing Dept.
1 Lincoln Plaza
New York, NY  10023
Tel: 212-621-6000

BMI (Broadcast Music, Inc.)
10 Music Square East
Nashville, TN  37203-4399
Tel: 800-925-8451, 615-401-2000

Adherence to these federally mandated copyright licensing laws is of critical importance.  Failure to do so is both a violation of federal copyright law, and a breach of your contract for exhibit space for the show.

Covered Booths

Please click HERE to access information regarding the above-referenced item.

Crate Removal, Storage and Return

Empty crates, shipping containers, cardboard boxes, etc. marked with “EMPTY STICKERS” will be removed to storage and returned to your booth at the end of the show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth.  Do not store merchandise in crates or cartons marked for empty storage or behind booths- this is prohibited due to Fire Regulations in the building.  “EMPTY STICKERS” can be acquired from the FREEMAN desk located at the Exhibitor Service Center.  Please label your materials as soon as they are ready to be removed.  We ask your cooperation in this important matter so that we can clean the aisles and install aisle carpet.

Demonstration Areas

Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule.  When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other exhibitors. Aisles may not be obstructed at any time.

Demonstration Equipment

Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.

Do Not Block Aisles or Invade Neighbor’s Space

No sign or decorative materials may protrude into the aisles or encroach upon neighboring booths.  No obstruction may be placed in any aisle, passageways, lobby, or exit leading to any fire extinguishing appliances.

Driving Directions

Directions to the OCCC can vary depending upon the individual method of travel within the Orlando area.  Here are the most recommended…

From the Orlando International Airport (EAST) 25 minutes

  1. Go west on SR 528 to exit 1 (International Drive)
  2. Go north (right) approximately one mile to Convention Center
  3. The West Building parking lot can be accessed by turning left at Convention Way (south entrance), Exhibit Drive (north entrance) or following Westwood Boulevard/West Entrance Drive (west entrance).
  4. The North/South Building parking lot can be accessed by turning right at the South Concourse sign or continuing north on International Drive and turning right onto Convention Way and following to Universal Boulevard, turn right onto Universal Boulevard.

From Daytona Beach or Downtown Orlando (NORTHEAST)

  1. Take Interstate 4 west to the SR 528 exit (Exit 72)
  2. Travel east on SR 528 to exit 1 (International Drive)
  3. North (right) approximately one mile to Convention Center
  4. From International Drive, the West Building parking lot can be accessed by turning left at either Convention Way (south entrance) or Exhibit Drive (north entrance).  From Westwood Boulevard, the west entrance is accessible via West Entrance Drive.
  5. The North/South Building parking lot can be accessed by turning right at the South Concourse sign or continuing north on International Drive and turning right onto Convention Way and following to Universal Boulevard, turn right onto Universal Boulevard.

From Gainesville, Florida (NORTHWEST) 2 hours

  1. Take Interstate 75 south to Florida’s Turnpike
  2. Go south on Florida’s Turnpike to Interstate 4 west
  3. Go west on Interstate 4 to the SR 528 exit (Exit 72)
  4. Go east on SR 528 to exit 1 (International Drive)
  5. Go north (right) approximately one mile to Convention Center
  6. From International Drive, the West Building parking lot can be accessed by turning left at either Convention Way (south entrance) or Exhibit Drive (north entrance).  From Westwood Boulevard, the west entrance is accessible via West Entrance Drive.
  7. The North/South Building parking lot can be accessed by turning right at the South Concourse sign or continuing north on International Drive and turning right onto Convention Way and following to Universal Boulevard, turn right onto Universal Boulevard.

From Tampa, Florida (SOUTHWEST) 1 Hour 15 Minutes

  1. Take Interstate 4 east to the SR 528 exit (Exit 72)
  2. East on SR 528 to exit 1 (International Drive)
  3. North (right) approximately one mile to Convention Center
  4. From International Drive, the West Building parking lot can be accessed by turning left at either Convention Way (south entrance) or Exhibit Drive (north entrance).  From Westwood Boulevard, the west entrance is accessible via West Entrance Drive.
  5. The North/South Building parking lot can be accessed by turning right at the South Concourse sign or continuing north on International Drive and turning right onto Convention Way and following to Universal Boulevard, turn right onto Universal Boulevard.

From Miami, Florida (SOUTHEAST) 3 – 4 hours

Via Interstate 95

  1. Take Interstate 95 north to SR 528
  2. Go west on SR 528 to exit 1 (International Drive)
  3. Go north (right) approximately one mile to Convention Center
  4. From International Drive, the West Building parking lot can be accessed by turning left at either Convention Way (south entrance) or Exhibit Drive (north entrance).  From Westwood Boulevard, the west entrance is accessible via West Entrance Drive.
  5. The North/South Building parking lot can be accessed by turning right at the South Concourse sign or continuing north on International Drive and turning right onto Convention Way and following to Universal Boulevard, turn right onto Universal Boulevard.

Via Florida’s Turnpike

  1. Take Turnpike north to Interstate 4 west
  2. Go west on Interstate 4 to the SR 528 exit (Exit 72)
  3. Go east on SR 528 to exit 1 (International Drive)
  4. Go north (right) approximately one mile to Convention Center
  5. From International Drive, the West Building parking lot can be accessed by turning left at either Convention Way (south entrance) or Exhibit Drive (north entrance).  From Westwood Boulevard, the west entrance is accessible via West Entrance Drive.
  6. The North/South Building parking lot can be accessed by turning right at the South Concourse sign or continuing north on International Drive and turning right onto Convention Way and following to Universal Boulevard, turn right onto Universal Boulevard.

For further assistance, please call (407) 685-1061.

Electrical Service

You may access the electrical order forms in the Facility & Utilities section of this manual.  Order forms for these services should be completed and returned by July 30, 2012 to take advantage of discount pricing.  Please be sure to indicate your booth number on all forms. 

  • Tips for Ordering Electrical Service at the OCCC
  • 120 volts can be ordered in increments of 500 watts up to 2,000 watts.
  • To determine your power needs, look at the equipment name plate.  Find voltage, amperage, watt and phase.
Example #1: Computer 120 volts x 2.5 amps = 300 watts
Monitor 120 volts x 1.8 amps = 216 watts
Using the above example, you will need to order a 1,000-watt outlet plus a multi-strip.*
Example #2: If you have 10 - 100 watt/120 volt lights wired together, you will have 10x100 watt = 1,000 watts.
Using the above example, you will need to order a 1,000-watt outlet plus a multi-strip.*
Example #3: Electric motor with 120 volts 1.5 hp 120 v x 746 watts = 1,119 watts
Using the above example, you will need to order a 1,500-watt outlet plus a multi-strip.*

ALL POWER IS TERMINATED IN A SINGLE OUTLET

Electrical Service Frequently Asked Questions (FAQs)

  • Q1. Will the power cord left in my booth be energized when I arrive?
    A1.  If we have received your order with floor plans identifying where the electric power is to be installed, the 120-volts are normally energized.  The cord will also have a label on the end indicating to which booth it belongs.
  • Q2. Do I need to check with the service desk to say I am ready for my power?
    A2.  If you have power of 208 volts or over and your plug doesn't fit, you will need to check with the service desk.  If we need to provide our own plug you will need to go to the service desk and rent the plug from the Center.
  • Q3. Can I distribute additional circuits from your single power source?
    A3.  Yes you can. You will need to supply your own approved cords or rent cords from the services desk.
  • Q4. What is the minimum power order?
    A4.  The minimum power order at the Orange County Convention Center is 500 watts.
  • Q5. Do I have to pay an additional charge for a ceiling drop?
    A5. Yes, the power price remains the same but a rigging charge will be added.
  • Q6. Am I allowed to plug my cords into the floor?
    A6. No, you can only plug your cords to the outlet we provide you.
  • Q7. Does the power stay on for 24 hours?
  • A7. Yes
  • Q8. Is there an extra charge for 24 hours of power?
    A8. No

Electricity into the Hall

Standard Operating Procedure provides the following.  Should you have any special requests, please contact the OCCC prior to the event. 

  • Move-In – Half-Lighting
  • Show Days – Full lighting and floor power one (1) hour prior to opening.  Half-lights at show close and floor power off thirty (30) minutes after show closes
  • Breakdown – Electrical rip-out will commence at show closing and run for a minimum of seven (7) hours

Elevators and Escalators

All large and heavy equipment should be transported using the freight elevator.  No equipment may be transported on escalators. This includes items such as easels, chairs, tables, wheelchairs, baby carriages, and other similar devices. Normally, escalators are not operated on move-in and move-out periods.

Passenger elevators are not to be used for transporting heavy freight and equipment.

Environmental Policy

The OCCC is committed to conducting its operations in an environmentally responsible manner through the establishment of an environmental management system.

In fulfillment of this commitment, it is the policy of the OCCC to emphasize:

  • Opportunities for pollution prevention
  • Conservation of resources
  • Continual improvement of environmental practices
  • Compliance with environmental laws and regulations

This policy is communicated to all OCCC employees through training and education and will be made available to customers, the public and any other interested parties.

Exclusive Rights for Certain Business at the Center

The Center maintains exclusivity for certain services which the Center provides itself and for certain services provided by other companies which have a contract with the Center.

Any questions may be referred to the OCCC Exhibitors Services Department at 407.685.9824.

Exhibit Appointed Contractors

Exhibit Appointed Contractors (EAC's) are hired by exhibitors to build and dismantle exhibits. EAC's supply their own on-site management and may contract directly with the union for labor.  Union may require the posting of a guarantee or payment bond or letters of credit and the fulfillment of certain insurance requirements.

For more information, please refer to the Exhib. Appointed Contractors section of this manual.

Exhibitor Badges/Registration

Guidelines:

As an exhibitor, you are entitled to receive an allotment of exhibitor badges based on the amount of square feet your company has reserved.  Please see below to determine your company’s allotment of exhibitor badges.

Booth Size Exhibitor Staff
Badge Allotment
10’ x 10’ 3
10’ x  20’ 5
20’ x  20’ 7
20’ x  30’ 15
20’ x  50’ 25
30’ x  50’ 30
  • Exhibitor Badges will not be customized with company name
  • Your badges must be used for booth staff ONLY.  Failure to comply with these rules will result in a penalty charge and possible prohibition of future exhibiting.
  • Additional badges ordered in excess of your allotment, can be purchased onsite at $135 each.
  • All badges must be picked up by ONE member of your booth staff only at the Exhibitor Check-in Counter, upon your arrival to the convention center.

A Few Notes about Exhibitor Registration:

  • We will NOT be mailing ANY badges out to exhibitors.  Exhibitor Badges must be picked up onsite with a valid photo ID at the Exhibitor Check-In Counter by your company’s primary booth contact.
  • Onsite registration will be open to pick up your badges and order additional badges in excess of your allotment, if needed, beginning on Tuesday, August 21 at 8 AM and again Wednesday, August 22 beginning at 8 AM.
  • If you would like more information about ordering additional badges for your staff or valued customers, please email Mike at  marmstrong@reedexpo.com

If you have any specific questions, please contact our client services department, Monday - Friday from 9 am-5 pm (EST) at 888-334-8719.

Please refer to the Exhibitor Badges section of this manual for information.

Exhibitor Service Center

FREEMAN will maintain an Exhibitor Service Center during set-up, show days and dismantling.  All other official show contractors will also be set up in this area as well. 

Please refer to the General Contractor section of this manual for information regarding hours of operation.

All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services.  Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.

The person in charge of your exhibit should carefully inspect and sign for all work order forms.  If you disagree with a bill presented for your signature, question it immediately.  If you cannot come to a satisfactory agreement with the contractor, contact Show Management.  Do not put it off.  Once the show has ended, it becomes very difficult to resolve issues.

Exhibitor Special Requests/Variances

In the interest of fairness to all exhibitors, variances to allowable display heights will not granted.  Exhibitors wanting to discuss special needs for their exhibit should send detailed plans of their proposed display for this approval to:
Rich Askintowicz
Operations Manager
Reed Exhibitions
raskintowicz@reedexpo.com

Tel: (203) 840-5419, Fax (203) 840-9419

Exposed Areas Must Be Finished

All back walls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle.  In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back-wall completely will not be allowed.  Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR.  After 12:00 PM on Wednesday, August 22, 2012 any part of a booth with unfinished side or back-walls will be draped by Show Management at the expense of the exhibitor.

Fire & Safety Regulations

Please refer to the Facility & Utilities section of this manual for information.

Fire Watch Personnel Guidelines

Please click HERE to access information regarding the above-referenced item.

Flame Resistance

Please click HERE to access information regarding the above-referenced item.

Floor Managers

We have professional Floor Managers working on the Show floor and are responsible for enforcing the rules and regulations of the event.  If you have any questions, problems, or need any information at all, please stop by to see them.  Counters are staffed from the first day of installation through the end of dismantling.

Floral/Plant Rental

Organized Jungle is the official florist of Star Wars Celebration VI.  Please refer to the Offical Contractors section of this manual for order information.  Please be sure to indicate your booth number on all forms.  Organized Jungle will maintain a full staff on-site at the Exhibitor Service Center.

Floor Plan Review

Please click HERE to access information regarding:

  • Covered Booths
  • Flame Resistance
  • Fire Watch Personnel Guidelines
  • Fog & Haze Machines
  • Guidelines for all exhibits
  • Multi-Level Booths (forms also located in the Facility & Utilities section of this online manual)

Fog & Haze Machines

Please click HERE to access information regarding the above-referenced item.

General Decorating Contractor

General Decorating Contractors are hired by Show Management. They are generally responsible for the physical planning of the event, the shipment and delivery of exhibition freight, the rental of furniture, carpets and other booth/exhibit equipment and the building and dismantling of most of the exhibits.  General Contractors supply their own on site management and supervisors and hire freight moving and exhibit building labor. 

FREEMAN is the official and exclusive general contractor for Star Wars Celebration VI.  They are responsible for fulfilling orders for carpet, drayage, furnishings, labor, signs etc.   FREEMAN will maintain an Exhibitor Service Center during set-up, show days and dismantling.  All other official show contractors will also be set up in this area as well.  All inquiries regarding booth services and orders should be made at the Exhibitor Service Center, including booth furnishings, labor, freight, utilities, and special show services. Exhibitors who have ordered labor are asked to check in at this desk when they are ready to install their exhibits.

Please go to Freeman OnLine to either order online or download the order forms. Before accessing the forms, you must set up a username and password if you have not already done so.

To help you prepare for a successful face-to-face marketing event, please contact Exhibitor Services at (407) 816-7900.  As the General Contractor, FREEMAN will not only handle all of the details of installing and dismantling your exhibit, they can even design and construct it for you at a competitive rate.

Please refer to the General Contractor section of this manual for information.

Good Taste and the Rights of Others

Show Management may require any Exhibitor to make changes in their exhibit if, in Show Management’s opinion, the exhibit does not conform to prevailing standards.

Graphics on Neighbors' Side

The backside of walls - the common border facing a neighboring booth - must be finished, neutral/clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.

Green Initiatives

Star Wars Celebration VI is committed to reduce, reuse, and recycle approach to planning and producing our shows.  Recycling waste, trash and other paper products and using recycled products are just a few of the steps we have taken toward “green” tradeshow experience.

For example sending out this Service Manual in a web based format conserves over 150,000 pieces of paper previously used for the 3-ring binder format!

Here are a few examples of what you can do to help the environment:

  • Reduce, Reuse, Recycle
  • Sign your office up for a recycling program: paper, plastic, cans, etc.
  • Develop an online ordering system for your buyers.
  • Reduce marketing on paper by opting for more electronic communication, email attendees after the show.
  • Design your booth display to last for 5 years or longer using natural fibers.
  • Practice Green Purchasing where ever possible by specifying Environmentally Preferable Products (EPP).  These products or services contain recycled content, minimize waste, conserve energy or water, and reduce the amount of toxics disposed or consumed.
  • Reduce packing material by utilizing recyclable materials and take advantage of convention center recycling options for packaging.
  • Donate extra amenities or promotional products to local charities rather than shipping them back or tossing them in the trash.
  • Reed Exhibitions has implemented the following programs and purchasing habits in an effort to reduce the amount of waste generated and encourage our clients and vendors to Reduce, Reuse and Recycle whenever possible.
  • We have successfully implemented Express Badge on many shows, allowing attendees to print their badge on demand at show site. This process reduces the printing and mailing of unnecessary badges.
  • Our offices are set up to recycle paper, plastic, cans.
  • We design a show look for a minimum of 3 year lifecycle and recycle graphics for the same period.
  • We have reduced paper communications both internally and externally by opting for electronic communication.
  • Producing an on-line exhibitor manual reduces our paper consumption by over 150,000 sheets on this show alone.
  • Where ever possible we partner with local charities to provide donation opportunities for our exhibitors as a way to “reuse” leftover products and merchandise, thus saving on packing materials and carbon emissions by not shipping home.  A great way to “Reuse” material for a good cause.

Guidelines for All Exhibits (OCCC)

Please click HERE to access information regarding the above-referenced item.

Handouts

Exhibitors cannot distribute literature, samples, or other material outside your contracted exhibit space.

Hanging Signs

Nothing will be permitted above the maximum heights, including signs, banners, truss structures, lighting, and display material.

Maximum heights and additional information concerning hanging sings can be found under the HEIGHT LIMITATIONSof this section, please review and read carefully.

Hanging Signs are not permitted in linear booths. It is much more cost effective to floor mount signage with a linear booth height limit of 12 ft.  Booths must also be at least 20 ft. deep and 20 ft. wide to meet Show Managements requirements for hanging signs.

Hazardous Materials

Flammable or combustible mixtures, waste, liquids and other hazardous materials are not permitted without approval of Orange County Convention Center management.

Firearms, weapons, and live ammunition is prohibited for display or sale at Center events

Height Limitations

Star Wars Celebration VI follows the cubic content rule, which allows exhibitors to make maximum use of their booth space.  Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.  However, anything above the provided drape heights must be finished, neutral and devoid of copy on any wall adjacent to another exhibitor.

Height Limitations:

  • The following maximum height limits will be strictly enforced
  • No height variances will be granted prior to or on site at the show
  • Please plan your booth display and sign structures accordingly
  • Maximum allowable height is also directly affected by the ceiling height of your booth area.

Linear Booth - Bounded by 1 or 2 aisles.  Hanging Signs are not permitted in linear booths. It is much more cost effective to floor mount signage with a linear booth height limit of 12 ft.  Note: side-drape provided is 3 feet high and the back-drape provided is 8 feet high.

MAXIMUM HEIGHT LIMIT WITHIN A LINEAR BOOTH = 12 FEET
Peninsula Booth - Bounded by 3 aisles.  Exhibit booths must also be at least 20 ft. deep and 20 ft. wide to meet Show Managements requirements for hanging signs.  Hanging signs in peninsula booths may reach a height limit of 20 ft. to top of sign. Two-sided Signs must be hung 5 ft. from the back wall and the side facing rear of the booth must be clear of copy, logos or other graphics so as not to be an eyesore to neighboring exhibitors.  Note: the back-drape provided is 8 feet high.

MAXIMUM HEIGHT LIMIT WITHIN A PENINSULA BOOTH = 20 FEET
Island Booth - Bounded by 4 aisles.  Booths must also be 20 ft. deep and 20 ft. wide to meet Show Managements requirements for hanging signs.  Hanging signs in island booths may reach a height limit of 25 ft. to top of the sign.

MAXIMUM HEIGHT LIMIT WITHIN AN ISLAND BOOTH = 25 FEET

Hotel/Travel Discounts

Rate Assurance - We’ve gone to great lengths, including automated rate checks, to ensure that your rates are the lowest over the dates of this event. In fact, if you should find a lower rate for all the dates of your stay, simply contact us and we’ll work to match that

BEWARE of Travel Scams - Don't be fooled by offers from other parties using the Star Wars Celebration VI name – they are NOT affiliated with Reed Exhibitions, Lucasfilm Ltd or Star Wars Celebration VI.  Remember, if the offer seems too good to be true, it probably is.

Please refer to the Hotel/Travel section of this manual for information.

International Shipping

TWI Group is the official provider of international shipping, customs brokerage, freight forwarding and related services for Star Wars Celebration VI.  All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport.  It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. 

The exhibitor must insure that all documents are valid and complete and procedures are followed correctly.  Show Management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. 

TWI Group will maintain a full staff on-site at the Exhibitor Service Center.

Please refer to the Shipping Information section of this manual for information.

Inspection Deadline

Any booth not occupied by 12:00 PM on Wednesday, August 22, 2012 will be presumed abandoned. 

  • If there is freight in the booth and Show Management believes the exhibitor will be late, then FREEMAN will set up the display as best they can with the information available
  • If there is no freight in the booth and/or Show Management believes the exhibitor will not participate in the show, the booth will be reassigned
  • Exhibitors arriving after this time will be given space available and may incur additional costs.  Please contact your Sales Management team to let them know of this important deadline.
  • All exhibits must be completely set by 5:00 PM on Wednesday, August 22, 2012.
  • No shipment will be accepted at the facility anytime past 5:00 PM on Wednesday, August 22, 2012, or beyond.  Absolutely no shipment, equipment, or material may be brought onto the show floor during show hours.

Insurance & Liability

Exhibitors are advised to see that their regular company insurance includes coverage outside of company premises and that they have their own theft, public liability and property damage insurance. Show Management and its contractors will not be responsible for injury or damage that may occur to an exhibitor or his/her employees or agents, nor to the safety of any exhibit or other property against theft, fire, accident, or any other destructive causes. Please review the space contract for details.

If you are not insured but would like to be for this particular event, we have contracted with John Buttine Insurance Inc.  Complete the INSURANCE FORM located in the Offical Contractors section of this manual and fax to 212-504-8084.

The John Buttine Inc Exhibitor Insurance Program offers General Liability and Event Cancellation Insurance policies to exhibitors of all sizes.

General Liability Insurance is a great program for…

  • Smaller Exhibitors who do not have insurance
  • Larger Exhibitors who do not want to use their own insurance
  • Foreign Exhibitors whose insurance will not pay a claim brought in a US Court

$100 (1-3 Day Events)
$125 (4-10 Day Events)
*Per Company regardless of booth size
**6 month and 12 month coverage is also available for Exhibitors attending multiple shows

Exhibitor Event Cancellation Insurance is also available, which protects exhibitors against loss of incurred expenses (hotel rooms, airfare, etc.)

For more information: http://www.buttine.com/eventExhibitor.html

Labor Orders

Please make arrangements for the dismantling of your booth by early Sunday afternoon, August 26, 2012.   Only then can you be reasonably assured of a start time.

License Agreement

Please be sure you have read the space application for your booth for all exhibition rules and regulations. It is the exhibitor’s responsibility to adhere to all rules pertaining to your license agreement.

Labor Regulations

Orlando has several major unions that have jurisdiction over trade shows.  Please plan to abide by labor regulations.  FREEMAN is the official labor contractor.  Labor arrangements may be made to set-up, service and dismantle your exhibit.  Information regarding labor jurisdiction may be found in the General Contractor section of this manual. 

Exhibitors using contractors other than FREEMAN for labor and/or supervision must register the EXHIBITOR APPOINTED CONTRACTOR (EAC) with Show Management by completing the online appointment form found in EXHIBITOR APPOINTED CONTRACTOR (EAC) section of this manual.

Lost & Found

During show days, please check with Century Security located on the in Room 209B. 

Marketing Opportunities

Please refer all artist, dealer, exhibitor, advertising, and sponsorship inquiries to Mike Armstrong, at 203-840-5333 or marmstrong@reedexpo.com.

Material Handling Agreements/ Drayage Services / Shipping Information

FREEMAN is the exclusive material handling provider on the exhibit floor.  They will receive shipments, whether consigned in advanced to their warehouse, or sent directly to the OCCC.  Material handling includes return of your empty cartons and crates at the close of the Show.

All freight that is to be shipped from the OCCC must be accompanied by a Material Handling Agreement (MHA) unless you have small pieces which you intend to hand carry. All pieces must also be labeled with the booth name and number, as well as destination.  Material Handling Agreements may be obtained from FREEMAN at the Exhibitor Service Center.

You must have your exhibit completely dismantled and packed before returning your completed Material Handling Agreement (MHA) to the FREEMAN Service Desk.

Prepaid Material Handling Discount - Star Wars Celebration VI along with Reed Exhibitions is pleased to offer a VOLUNTARY EXHIBITOR ONLY PROGRAM to receive a 10% discount on your material handling charges when prepaid by August 7, 2012Refer to the Prepaid Material Handling Discount Form accessible via the FREEMAN link located in the General Contractor section of this manual for further information and enrollment instructions.  PLEASE NOTE THIS IS NOT A FREEMAN PROGRAM AND ENROLLMENT IS REQUIRED TO QUALIFY FOR THIS DISCOUNT.

Meetings in Your Booth

If you plan to use your booth to conduct meetings before or after official show hours, you must fax the following information to Rich Askintowicz at 203-840-9419 or email raskintowicz@reedexpo.com no later than August 7, 2012. 

  1. A letter requesting early access to the Show Floor for non-exhibitor personnel.  Please state the exhibiting company and booth number.
  2. List the non-exhibitor personnel and type of badge they will be wearing.
  3. State the time and date of the meeting (meetings cannot be scheduled prior to the show opening on Thursday, August 23, 2012).
  4. State the name of the exhibitor who will meet the non-exhibitor personnel at the entrance to the show, and escort them directly to the booth
  5. Access to the floor during non-show hours will be denied unless Show Management receives this written request in advance

Access to the Show Floor during non-show hours will be denied unless Show Management receives this written request in advance.  Show Management reserves the right to have the exhibitor hire security personnel for any event held on the Show Floor during non-Show Floor hours.

Please Note:  All attendees and booth personnel must have a badge to enter the exhibit hall.  Please have your guests register themselves as Attendees and your booth personnel register themselves as Exhibitors either online via the Exhibitor Badges section of this manual or on-site.

Multi-Level Booths

Please click HERE to access information regarding the above-referenced item.  Multi-Level Booths forms are also located in the Facility & Utilities section of this online manual).

No Nails or Screws

Nothing may be posted, tacked, nailed, or screwed to columns, walls, floors, or other parts of the building.  Any damage or defacement caused by infractions of this rule will be remedied by Show Management at the expense of the rule-breaking exhibitor.

Official Contractors

Please refer to the Offical Contractors section of this manual for a detailed list of companies, the services provided and order forms.

Notice To Exhibitors Regarding Non-Official Contractors - Show Management carefully considers the selection of Star Wars Celebration VI Official Contractors based on quality of service, variety of products, price and reputation. Since these contractors frequently work on more than one show with us, they value the business of our customers and provide quality products and services.

Some companies may misrepresent themselves as being an Official Contractor so please be sure to check the list in the Offical Contractors section of this manual or give us a call.  Some things to watch for if you are considering the services of a non-official contractor are hidden charges for material handling, labor and shipping that you might not pay otherwise (for example on carpet rental), control over delivery time, availability during move-in and leverage if something goes wrong.  Also be advised that non-official contractors will need to abide by the EXHIBITOR APPOINTED CONTRACTOR (EAC) procedures, provide insurance certificates, etc. in order to gain access to the Show Floor.

Parking

Please refer to the Facility & Utilities section of this manual for this information.

Personal Transporters

Motorized personal transporters, scooters and similar vehicles are not permitted in the Center absent a compelling need, coupled with assurances of safe operation and adequate insurance coverage provided by Event Management, all of which must be approved by the Center at least 30 days in advance. Motorized devices are permitted for use by people with mobility impairments as described in the "Accessibility" information on the Center's website.

Photography

Oscar Einzig Photographers is the official photographer of Star Wars Celebration VI.  For the most part, you're welcome to take still pictures and video at Star Wars Celebration VI; however, please note that all photography and recording is prohibited during screenings and concerts. Also, please understand that guests may or may not pose for photographs with fans.  Guests have a right to their privacy, and if they ask not to have their picture taken, please respect their wishes.

Please refer to the Offical Contractors section of this manual for information.

Press & Interview Room

Star Wars Celebration VI Press Room is located in Room W208 of the OCCC.

Privately Owned Vehicles (POV)

Defined as cars, pick-up trucks, vans, and other trucks primarily designed for passenger use and no larger than a Ford Econoline Van.  Vehicles containing more than 300 lbs of materials, straight trucks, bobtail, contract carriers and vehicles with trailers are NOT considered POV’s.

Box Trucks, Cube Trucks, U-Haul Trucks, Ryder Trucks, And Other Large Rental Vans, As Well As Any Trailers Hitched To Any Vehicle Are Not Permitted In The Self-Service Hand-Carry Unloading Areas At All Times

Please refer to the Shipping Information section of this manual for information.

Rigging Work

The installation/removal of any and all signage, banners, production equipment, etc, which requires attachment in any way to the building of the building infrastructure (catwalks, hand rails, balconies, etc.), by non-OCCC Rigging Services personnel is strictly prohibited.

Security

Century Security is the Official Security Contractor of Star Wars Celebration VIlocated in Room W209B.  Show Management will provide perimeter security personnel on the exhibit floor on a 24-hour basis during the entire period of the show (including installation and dismantle).  Every reasonable effort will be made to prevent losses; however the final responsibility lies with the exhibitor.  If you have items in your booth that are vulnerable to theft, take them with you when you leave the building for the day.  For larger items that cannot be moved, we recommend that you hire additional security for your booth. 

Please refer to the Offical Contractors section of this manual for information.

Shipping

Please refer to the Shipping Information section of this manual for information regarding your various shipping options.

International Shipping - TWI North America has been appointed as the official international freight forwarder of Star Wars Celebration VI.  TWI North America’s contact information may be found in the Shipping Information section of this manual.

Show Office

The Show Office is located in Room W209C.  It will be staffed and operational during the following times:

Tuesday, August 21, 2012 8:00 AM – 5:00 PM
Wednesday, August 22, 2012 8:00 AM – 5:00 PM
Thursday, August 23, 2012 8:00 AM – 7:00 PM
Friday, August 24, 2012 8:00 AM – 7:00 PM
Saturday, August 25, 2012 8:00 AM – 7:00 PM
Sunday, August 26, 2012 8:00 AM – 6:00 PM
Monday, August 27, 2012 8:00 AM – 12:00 PM

 

Shuttle Bus Service

Free Shuttle Bus Service to and from theOCCCand the Official Star Wars Celebration VI Hotels will be available on Show days.   Please check the show website for schedule and details.

Smoking Policy

Per the Florida Clean Air Indoor Act (FCIAA), smoking is prohibited inside the facility.  Smoking is also strictly prohibited during any show move-in or move-out activity.  Exterior smoking areas have been designated for those exhibitors who require dock access for smoking.  In addition, there are designated smoking areas located outside the buildings, at various locations, for guests to enjoy smoking.

Sound Levels

Sound levels of presentation and audio/video displays should be kept within the confines of the booth area and must not interfere with neighboring exhibits.  Show management will exercise their right to provide and maintain a fair exhibiting environment to all customers.

Telephone Services / Internet Lines / WiFi

All telecommunication services including internet lines will be handled through Smart City

Please refer to the Offical Contractors section of this manual for information.

Utility Services for Exhibitors

The Orange County Convention Center’s Event Utilities is responsible for providing temporary electric, water, compressed air, gas and drainage for exhibitors.    These are exclusive services provided by the OCCC.  To learn more about utilities at the OCCC and how to order them, follow the links below.  Order forms submitted twenty-one (21) days prior to the first move-in day will be offered a discount and will ensure all services are installed and ready for you when you arrive.

Vehicle Display Guidelines

There is a round trip spotting fee per vehicle.  Please refer to the FREEMAN Manual link in the General Contractor section or Shipping Information section for more information.

Vehicles are allowed by the OCCC within the exhibit halls provided that each vehicle can be defined as a vehicle that is propelled by an internal combustion engine using a Class I or Class II fuel, such as but not limited to automobiles, trucks, motorcycles, aircraft, watercraft and lawnmowers.

When placing motorized vehicles inside an assembly hall or exhibit, occupancy consideration must be taken into account regarding exits and exit access, so that these areas remain free of any obstructions, thereby ensuring a clear path for emergency egress.  Vehicles must be positioned prior to the opening of an event to the public.

Each vehicle will be subject to inspection for compliance with the following items:

  • All fuel tank openings shall be locked and sealed to prevent escape of vapors.  Fuel tanks may not contain more than one-half capacity of ten (10) gallons of fuel whichever is less
  • At least one battery cable must be removed from the batteries used to start the vehicle engine.  The disconnected battery cable must be taped
  • Batteries used to power auxiliary equipment are permitted to be kept in service
  • Fueling or de-fueling of vehicles is prohibited
  • Vehicles may not be moved during show hours
  • Persons under the age of sixteen (16) are not permitted to operate a motorized vehicle on OCCC property

Vehicles, boats and similar exhibited products with over 100 sq. ft. of covered area nust be protected with a listed smoke alarm.

Vendor Invoices

Show Management will have personnel on hand throughout the course of the show to consult with exhibitors regarding any bills received from service companies.  If there is any question as to the charges made, please consult with our show representatives before paying the bill.  Do not wait until after the show to settle problems that can be easily resolved at the Convention Center.

Wall Protection

OCCC maintains consistent enforcement of the facility protection policies, including Wall Protection.  OCCC reserves the right to remove any unauthorized decorations, signage or banners should they be improperly attached.

Adhesive-backed (stick-on) decals or similar items (except nametags) are not permitted in the OCCC and my not be distributed within the facility.

Weapons Policy

Please read this entire policy before attending Star Wars Celebration VI.  Failure to follow this policy may result in your removal from the convention without refund.

The following items are forbidden at Star Wars Celebration VI:

  • Functional firearms (including air soft guns, BB guns, cap guns, paintball guns, and pellet guns)
  • Functional projectile weapons (including blow guns, crossbows, long bows, silly string, slingshots, water balloons, and water guns)
  • Metal-bladed weapons (including axes, daggers, hatchets, knives, kunai, shuriken, swords, sword canes, and switch blades)
  • Explosives (including firecrackers and fireworks)
  • Chemical weapons (including mace and pepper spray)
  • Blunt weapons (including brass knuckles, clubs, and nunchaku)
  • Instruments which cause excessive noise (including vuvuzelas)

Prop weapons will be allowed providing they are composed of cardboard, foam, wood, or other light materials. Prop firearms are allowed only if they cannot be mistaken for real weapons. The barrels of all prop firearms must be covered with brightly-colored caps. Prop bows will be allowed providing all arrows have soft tips.

Metal-bladed weapons can be bought and sold provided they are not sharpened, remain in their sheathes while on display, and are placed in sealed boxes immediately upon purchase. Replica firearms can be bought and sold only if they cannot be mistaken for real weapons. The barrels of all replica firearms must be covered with brightly-colored caps.

Basically, don't be an idiot. If you bring a prop that could maim, damage, or cause serious bodily harm, we're going to take issue. If you're smart, come to Star Wars Celebration VI to have a good time, and have a Zangetsu made out of wood instead of steel, we're going to welcome you to the show.

Display Rules And Regulations

The following rules and guidelines specify what an exhibitor can and cannot do with their booth space. These rules and guidelines are based on the physical characteristics of the exhibit hall, the intent to be equally fair to all exhibitors, and the safety of all concerned.  Please review these rules and plan your display accordingly as variances will not be granted prior to the show or on-site.

Demonstration Areas - Demonstration areas must be confined within the exhibit space so as not to interfere with any traffic in the aisles. Exhibitors must contract sufficient space to be able to comply with this rule.  When large crowds gather to watch a demonstration and interfere with the flow of traffic down the aisles or create excessive crowds at neighboring booths, it is an infringement on the rights of other exhibitors. Aisles may not be obstructed at any time.

Demonstration Equipment - Equipment, product or machinery, when displayed to demonstrate or simulate industrial application, are exempt from the foregoing height limits, but are restricted only by ceiling height, as well as building and safety codes.

Do Not Block Aisles Or Invade Neighbor’s Space - No sign or decorative materials may protrude into the aisles or encroach upon neighboring booths.  No obstruction may be placed in any aisle, passageways, lobby, or exit leading to any fire extinguishing appliances.

Exhibitor Special Requests/Variances - In the interest of fairness to all exhibitors, variances to allowable display heights will not granted.  Exhibitors wanting to discuss special needs for their exhibit should send detailed plans of their proposed display for this approval to:

Rich Askintowicz
Operations Manager
Reed Exhibitions
raskintowicz@reedexpo.com

Tel: (203) 840-5419, Fax (203) 840-9419

Exposed Areas Must Be Finished - All back walls, sidewalls or any other exposed areas of the display must be draped or finished surfaces. No graphics, logos, or print facing into another booth is allowed. Any company advertisement or promotion must face into the aisle.  In-line and peninsula booths must have a finished back wall covering the back of the booth. See-through back walls or displays which do not cover the back-wall completely will not be allowed.  Please note that ALL FIRE HOSE CABINETS MUST BE KEPT VISIBLE AND CLEAR.  After 12:00 PM on Wednesday, August 22, 2012 any part of a booth with unfinished side or back-walls will be draped by Show Management at the expense of the exhibitor.

Good Taste And The Rights Of Others - Show Management may require any Exhibitor to make changes in their exhibit if, in Show Management’s opinion, the exhibit does not conform to prevailing standards.

Graphics On Neighbors' Side - The backside of walls - the common border facing a neighboring booth - must be finished, neutral/clear of copy, logos, or other graphics, so as not to be an eyesore to neighboring exhibitors.

Handouts - You cannot distribute literature, samples, or other material outside your contracted exhibit space.

Hanging Signs - Nothing will be permitted above the maximum heights, including signs, banners, truss structures, lighting, and display material.

Maximum heights and additional information concerning hanging sings can be found under the Height Limitationsof this section, please review and read carefully.

Hanging Signs are not permitted in linear booths. It is much more cost effective to floor mount signage with a linear booth height limit of 12 ft.  Booths must also be at least 20 ft. deep and 20 ft. wide to meet Show Managements requirements for hanging signs.

Height Limitations – Star Wars Celebration VI follows the cubic content rule, which allows exhibitors to make maximum use of their booth space.  Under the cubic content rule, exhibitors may build up to the front of their booths, and up to the maximum allowable height according to booth type as indicated below.  However, anything above the provided drape heights must be finished, neutral and devoid of copy on any wall adjacent to another exhibitor.
Height Limitations:

  • The following maximum height limits will be strictly enforced
  • No height variances will be granted prior to or on site at the show
  • Please plan your booth display and sign structures accordingly
  • Maximum allowable height is also directly affected by the ceiling height of your booth area.

Linear Booth - Bounded by 1 or 2 aisles.  Hanging Signs are not permitted in linear booths. It is much more cost effective to floor mount signage with a linear booth height limit of 12 ft.  Note: side-drape provided is 3 feet high and the back-drape provided is 8 feet high.

MAXIMUM HEIGHT LIMIT WITHIN A LINEAR BOOTH = 12 FEET

Peninsula Booth - Bounded by 3 aisles.  Exhibit booths must also be at least 20 ft. deep and 20 ft. wide to meet Show Managements requirements for hanging signs.  Hanging signs in peninsula booths may reach a height limit of 20 ft. to top of sign. Two-sided Signs must be hung 5 ft. from the back wall and the side facing rear of the booth must be clear of copy, logos or other graphics so as not to be an eyesore to neighboring exhibitors.  Note: the back-drape provided is 8 feet high.

MAXIMUM HEIGHT LIMIT WITHIN A PENINSULA BOOTH = 20 FEET

Island Booth - Bounded by 4 aisles.  Booths must also be 20 ft. deep and 20 ft. wide to meet Show Managements requirements for hanging signs.  Hanging signs in island booths may reach a height limit of 25 ft. to top of the sign.

MAXIMUM HEIGHT LIMIT WITHIN AN ISLAND BOOTH = 25 FEET

Inspection Deadline - Any booth not occupied by 12:00 PM on Wednesday, August 22, 2012 will be presumed abandoned. 

  • If there is freight in the booth and Show Management believes the exhibitor will be late, then FREEMAN will set up the display as best they can with the information available
  • If there is no freight in the booth and/or Show Management believes the exhibitor will not participate in the show, the booth will be reassigned
  • Exhibitors arriving after this time will be given space available and may incur additional costs.  Please contact your Sales Management team to let them know of this important deadline.
  • All exhibits must be completely set by 5:00 PM on Wednesday, August 22, 2012.
  • No shipment will be accepted at the facility anytime past 5:00 PM on Wednesday, August 22, 2012, or beyond.  Absolutely no shipment, equipment, or material may be brought onto the show floor during show hours.

No Nails Or Screws - Nothing may be posted, tacked, nailed, or screwed to columns, walls, floors, or other parts of the building.  Any damage or defacement caused by infractions of this rule will be remedied by Show Management at the expense of the rule-breaking exhibitor.

Basic Security Recommendations

  • By now you should have arranged for insurance coverage to protect your exhibit and product against damage or loss from the time it leaves your premises until it returns.
  • Unpack product as close to the Show opening as possible. At the close of the Show, we suggest that you stay at your booth until these valuables are repacked.
  • Treat especially valuable goods such as prototypes as irreplaceable.  If they truly are one-of-a-kind, hire your own security guard.  Under no circumstances should such goods ever be left unattended.  Plasma Screens & Flat Screens, DVD’s, televisions, laptops, and other electronic devices are particularly vulnerable to theft.
  • Remove tapes or discs at night and store them in a safe place.  Keep close tabs on personal items (cell phones, purses, laptops, briefcases, etc.).
  • Do not put articles of any value in a container marked “EMPTY STORAGE”, or behind booth.
  • Exhibitor personnel must wear official Show Exhibitor badges at all times during move-in, show days and move-out.  Please do not give Exhibitor Badges to anyone other than your full time employees and remove all badges from the building when you leave on your last day there.  Badges left behind are often abused by unauthorized personnel so do not leave them in your booth or discard on the floor.
  • At the close of business each day, cover all display tables.  This establishes a barrier to curiosity seekers and other would-be thieves from selecting such items to steal at a later time.

Immediately report to security, or Show Management, the presence of any unauthorized visitors, or suspicious activity on the show floor.

Star Wars Celebration VI closes on Sunday, August 26, 2012 at 5:00 PM.  Other than aisle carpet personnel, labor will not be admitted to the Show floor until 6:00 PMSecure all valuables immediately!  Pack and label product and remove them, or put them in the Security Command Post for outbound freight, or hire Security until you can secure them properly. 

It is essential that exhibitor personnel remain in their exhibit areas until their display materials are secured. All small articles which can be easily picked up should be securely packed before you leave your booth after the Show closes at 5:00 PM. 

Remember, during teardown, stay with your exhibit until your empty cartons are delivered and your goods are packed, sealed and properly labeled. 

Do not leave material in your booth unlabeled at any time during move-out because many things could happen: it may be presumed abandoned; mistaken for trash; or one of your neighboring booths might label it in error!   At the close of the show, please be sure to secure all electronic equipment especially plasma screens, flat screens, laptops, and any electronic equipment.

Don’t Leave Your Booth Unattended Until Your Merchandise Is Secure

Our objective is to make your show experience as worthwhile and profitable as it can be. Adhering to these simple security recommendations will go a long way to ensure your success!

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