Exhibitor Rules and Regulations
Read this page carefully.
All exhibits and exhibitors are subject to the following rules and regulations. Registered exhibitors assume responsibility for making sure that all booth personnel understand and abide by the terms, conditions, general information, and official rules and regulations of the Catholic Youth Ministry Resource Exposition. Exhibitors are also bound by the policies and general operating procedures found in the Facilities Guide of the Indiana Convention Center and Lucas Oil Stadium (ICCLOS), which may change without notice. Failure to observe these rules, regulations, and policies may jeopardize the exhibitor's space assignments and right to exhibit at future NFCYM conferences.
1. Exposition Sponsorship and Objectives—The Catholic Youth Ministry Resource Exposition (hereinafter “Exposition”) is produced by and is the property of the National Federation for Catholic Youth Ministry, Inc., (hereinafter "NFCYM") acting through its officers, employees, or agents in the management of the National Catholic Youth Conference (hereinafter "Conference") and the Exposition. The Exposition is a practical, educational adjunct to general sessions and workshops held during the Conference. The Exposition also supplements the professional development, resourcing, and networking of personnel involved in youth ministry. NFCYM reserves the right to refuse space to any applicant who, in the opinion of NFCYM, is unlikely to contribute to the overall objectives of the Conference.
2. Application for Space—Booth space will be selected and confirmed on a first come, first served basis based on sponsorship status, NFCYM membership, and/or the date the application is received. Sponsors and NFCYM members receive preference in the selection and assignment process. Applications should be filed promptly. Full payment and proof of insurance must be received within five (5) business days of confirmation of assignment.
3. Acceptance of Contract—A contract between the applicant for booth space and NFCYM is created only when the following conditions have been met:
- Online Application Form is received, processed, and accepted by NFCYM Exhibits Manager.
- Applicant receives an email invitation to select booth space.
- Booth space assignment is confirmed by NFCYM.
- Full payment for booth space and proof of insurance is received by NFCYM.
4. Representatives—Four exhibit personnel credentials are included in the cost of the initial 10'x10' booth space purchased/assigned. An additional two exhibit personnel credentials are included in the cost of each successive 10' x 10' space purchased/assigned. Up to two additional credentials per 10' x 10' space may be purchased at a rate of $150 per person. These credentials are for those working in the exhibitor’s booth during show hours and do not serve solely as complimentary conference registrations. All representatives conducting business on behalf of the registered exhibitor must be 18 years of age or older. Registration of exposition personnel will take place online starting on/about September 1. Special identity name badges will be provided by NFCYM for the children of registered exhibitors. All children of exhibitors who are present in the exhibit booth with the exhibitor must wear an identity badge at all times within the facilities. NOTE: Children under the age of 16 are not permitted on the show floor during installation or removal.
5. Safe Environment/Youth Protection Compliance—Because the majority of attendees at NCYC are minors, all exhibit personnel must have completed an approved safe environment/youth protection training program and provide a certificate of completion along with results of a recent third-party criminal background check. Failure to provide either documentation will result in personnel being barred from participation in the conference.
6. Conduct of Personnel—All exhibit personnel must abide by the Exhibitor Code of Conduct. Any detrimental conduct including but not limited to abusive language, threats, assault, vandalism, theft, inappropriate behavior, and similar acts will result in the immediate removal of the offender from the premises. In cases of violation of the law, law enforcement may be called and charges may be filed for prosecution. Misconduct may result in potential loss of current or future exhibiting opportunities. NFCYM will not be liable for any refunds, rentals, or other exhibit expenses due to eviction or misconduct of exhibitors.
7. Installation—Exhibitors may begin installing exhibits on Wednesday, November 15, from 8:00 am–4:00 pm, and continue on Thursday, November 16, from 8:00 am-11:00 am. All exhibits must be set up by 11:00 am on Thursday, November 16. Exhibit space not set by this time will be considered vacant and space will be masked or sold/assigned to other exhibitors. (See #10 Unclaimed Space below.) No children under the age of 16 are permitted on the show floor during installation. Only credentialed exhibit booth personnel are allowed on the exhibit floor during installation. Temporary badges valid during installation only will be available for volunteer personnel assisting with installation.
8. Staffing during Show Hours—Exhibitors are expected to staff their exhibit booth space during all show hours. NFCYM understands that booth personnel must use the rest facilities and eat, but expects exhibitors to make reasonable arrangements to have sufficient personnel to allow for these breaks. Exhibitors who fail to staff their booth space for long periods of time during show hours will jeopardize their right to exhibit at future NFCYM conferences.
9. Removal—Exhibitors may remove exhibits on Saturday, November 18, between 5:30 pm and 11:00 pm. Exhibits may not be disturbed or removed until after the official exposition closing on Saturday, November 18, at 5:30 pm. Removal must be complete by 11:00 pm. No children under the age of 16 are permitted on the show floor during dismantling and removal. Only credentialed exhibit booth personnel are allowed on the exhibit floor during removal. Temporary badges valid during removal only will be available for volunteer personnel assisting with removal.
10. Unclaimed Space—Exhibit space must be claimed and set up by 11:00 am on Thursday, November 16, giving the Service Contractor (see #12 below) time to pick-up storage items from exhibit booths, vacuum areas, clean aisles, etc. Any space unclaimed by 11:00 am, Thursday, November 16, may be sold/reassigned without refund of fees paid. NFCYM will not be liable for any incurred expenses. If circumstances beyond exhibitor's control (ex. canceled or delayed flight) are the cause of the failure to show by the assigned hour, then exhibitor should immediately notify the Exhibits Manager by cell phone and alternate arrangements may be made.
11. Cancellation—Cancellation must be made in writing to NFCYM and sent to Exhibits Manager on or before October 6, 2017. If notification is received before October 6, booth rental fee less a $50 cancellation charge per booth will be refunded. No refunds will be granted for space canceled after Friday, October 6, 2017.
12. Service Contractor—Fern Expo Services (“Service Contractor”) is the official Service Contractor for the Conference.
13. Arrangements of Exhibits—All exhibits must be arranged so as not to obstruct the general view or hide the exhibits of others. The standard equipment provided the exhibitor by NFCYM per 10'x10' space will consist of a cloth drape back wall 8 feet (8') high (unless island booth), cloth drape side dividers 3 feet (3') high (unless end cap, peninsula, or island booth), a skirted 6 foot (6') table, two chairs, a wastebasket, and a company sign. The exhibit hall is not carpeted. No carpet is provided. Please note:
- Except for island booths, which must not exceed sixteen feet (16') in height, no construction or built-up exhibit, including banners, signs, flags or other hand-held items, etc. shall exceed the overall height of the back wall, unless approved in advance by NFCYM. Request for approval must be submitted in writing to Exhibits Manager on or before October 6. Permission for height extensions will NOT be granted on-site.
- Equipment more than four feet (4') in height may not extend more than five feet (5') from the back wall. NFCYM reserves the right to adjust such displays to accommodate all concerned.
- For end cap booths, the maximum back wall height of eight feet (8') is allowed only in the rear half of the booth space and within five feet of the two side aisles, with a four foot (4') height restriction imposed on all materials in the remaining space forward to the aisle.
- Exhibitors who have professional exhibiting equipment that is in excess of eight feet (8') in height, are strongly urged to select a perimeter booth.
- All aisle space, passageways, and overhead spaces belong to NFCYM. Exhibitors may not obstruct the aisles in any way and all displays must remain within the confines of the exhibitor’s display space.
- The exhibitor will ensure that its exhibit and product/service information comply with the Americans with Disabilities Act and its regulations and guidelines.
- Exhibitor overhead signs and banners must be approved in advance by NFCYM. Approval deadline is October 6.
- Carpeting of aisle space between two exhibit spaces directly across from each other will only be permitted with written permission in advance from NFCYM. Request for approval must be submitted in writing to Exhibits Manager on or before October 6.
14. Use of Exhibit Space—No exhibitor shall assign, sublet, or share the whole or any part of the space allotted without the written consent of NFCYM and approval of the terms thereof. Raffles, other than those conducted by NFCYM, are not permitted. No exhibitor is permitted to show goods other than those manufactured or handled by him in the regular course of business. No firm or organization not assigned space in the Exposition will be permitted to solicit business in any manner within the exhibit hall. NFCYM reserves the right to reject or terminate exhibit privileges of any exhibitor due to conduct of personnel, method of operation, materials, noise, or for other causes which NFCYM believes are not compatible with the purpose of the Conference. No rights or privileges are created for any exhibitor as a result of previous space assignments or years of participation in the Exposition.
15. Use of Facility—All exhibitors accepted for the 2017 Catholic Youth Ministry Resource Exhibition must abide by thePolicies and General Operating Procedures for the Indiana Convention Center (ICC). These include, but are not limited to:
- Exhibitors may not nail, staple, tape, spray, hang, or attach anything to walls, ceilings, fixtures, or floors.
- Holes may not be drilled, cored, or punched, and fasteners may not be attached to the floor or walls with prior written approval from NFCYM and Facility Management. All such work must be done by authorized facility personnel or under their direction.
- Stickers, glitter, and confetti are prohibited in the facility. Adhesive backed decals and stickers may not be distributed inside the convention center by any exhibitor or individual. Any costs incurred by the facility to remove any decals/stickers affixed to floors, walls, windows, doors, escalators, handrails, facility equipment, etc. inside the facility will be billed to the exhibitor associated with the sticker/decal.
- Helium tanks and helium balloons are not permitted in the facility.
- Exhibitors are not permitted to park in the loading dock area. The area is for immediately loading and unloading only. Unauthorized parked vehicles will be towed at the owner’s expense.
NFCYM reserves the right to impose additional limitations and override permissions granted by the convention center.
16. Direct Sales and Local Tax Laws—All exhibitors selling new or used goods must register their business with the Indiana Department of Revenue ("IDOR") and submit a Business Tax Application (BT-1) for sales tax. Exhibitors selling products or tangible items are required to have a BT-1 and to collect the Indiana state sales tax (currently 7%) and declare to the IDOR. Please visit www.in.gov/dor/4337.htm to register and for additional information. At time of writing, a $25.00 fee is required to the Indiana Department of Revenue.
17. Structural Integrity—All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, facility laborers, or installation/removal equipment such as forklifts, etc., and the volume of foot traffic associated with the conference. Displays should also be able to withstand moderate wind effects that may occur in the exhibit area when freight doors are open. Exhibitors should ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials to be displayed upon them.
18. Lighting—Exhibitors should adhere to the following suggested minimum guidelines when determining booth lighting:
- No lighting, fixtures, lighting trusses, or overhead lighting are allowed outside the boundaries of the exhibit space. Exhibitors intending to use hanging light systems must submit drawings to NFCYM for approval. Approval deadline is October 6.
- Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibits or show aisles.
- Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by NFCYM. Approval deadline is October 6.
- Lighting that spins, rotates, pulsates, and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the Exposition.
19. Sound/Music—In general, exhibitors may use sound equipment in their booths provided the noise level does not disrupt the activities of neighboring exhibitors or the Exposition as a whole. Speakers and other sound devices should be positioned so as to direct sound into the booth rather into the aisle. Announcements are prohibited from or within exhibit booths. Guideline: Sound and noise should not exceed 85 decibels. Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. Exhibitor agrees that it shall be his sole responsibility to obtain any licenses which may be required for it to broadcast, perform, or display any copyrighted materials, including but not limited to music, video, and software. ASCAP (American Society of Composers, Authors and Publishers), BMI (Broadcast Music Incorporated), and SESAC are three authorizing licensing organizations that collect copyright fees on behalf of composers and publishers of music.
20. Live Performance/Demonstration within Exhibit Booths—If an exhibitor wishes to perform live music/vocals or offer demonstrations within an exhibit booth, the following guidelines will apply:
- A minimum of two (2) exhibit booth spaces must be purchased.
- Amplification is limited to no more than 5 decibels above the base level of the exhibit floor. NFCYM reserves the right to adjust sound levels at any time.
- Performance/demonstration area may not exceed booth boundaries.
- Aisles must remain clear and audience may not obstruct traffic flow.
- Sole responsibility lies with the exhibitor to obtain any licenses which are required for it to broadcast, perform, or display any copyrighted materials, including but not limited to music, video, and software. ASCAP (American Society of Composers, Authors and Publishers), BMI (Broadcast Music Incorporated), and SESAC are three authorizing licensing organizations that collect copyright fees on behalf of composers and publishers of music.
21. Coffee House Stage—The coffee house stage will provide an opportunity to both well-known and rising performers to showcase their performance ministry/talents. Performance slots will be scheduled approximately every 20 minutes with a simple acoustic set up being provided for performers. Performance times will be scheduled during exhibit hours on Thursday, November 19, Friday, November 17, and Saturday, November 18. To request a performance slot email Marlene Stammerman before August 15, 2017.
22. Locations of Exhibits—NFCYM reserves the right to alter location of exhibits or booths shown on the official floor plan as it deems advisable and in the best interest of the Exposition; however, no change of location will be made without consultation with the exhibitor affected by such changes.
23. Floor Plan—To view or download the Exposition floor plan, click here.
24. Additional Items—The following is a partial list of costs not included in booth rental: transportation, warehousing, electrical outlets, power, telephone, additional furniture and decor, internet access, and drayage. Order forms for these services and related labor will be provided by Service Contractor following acceptance of contract.
25. Distribution of Circulars and Solicitation of Business—Exhibitors' mascots or other characters are confined to the space assigned. Distribution by the exhibitor of any printed matter, souvenirs, or other articles must be confined to the space assigned. No undignified manner of attracting attention will be permitted. Exhibitors are responsible for keeping the aisle(s) near their booth(s) free of congestion or promotion. No exhibit or advertising matter will be allowed to extend beyond the space allotted to the exhibitor.
26. Entertainment—Exhibitors agree not to sponsor group functions such as product demonstrations, tours, speeches, concerts, or other activities during Conference and Exposition hours that would in any way interfere with registrants’ attendance at regular Conference functions or induce visitors away from the Exposition. Exhibitors agree that it shall be their sole responsibility to obtain any licenses which may be required for it to broadcast, perform, or display any copyrighted materials, including but not limited to music, video, and software.
27. General Restrictions—(a) Exhibitors may not distribute food or drink samples without written permission from NFCYM and the convention center, except for enticement candy, which must be commercially produced and individually wrapped. (b) NFCYM reserves the right to restrict exhibits which, because of noise, methods of operation, or any reason, become objectionable, and also to prohibit or evict without refund any exhibit or person, which in the sole opinion of NFCYM, may detract from the general character of the Exposition. (c) No display furnishings exposing an unfinished surface to neighboring booths or an aisle will be permitted. (d) Exhibitors are not permitted to set up displays in hotel rooms, hotel suites, lobbies, hallways, or other areas of the convention center. (e) Exhibitors may not conduct raffles, fund-raisers, or other prize drawings where participation in such activity requires the exchange of cash. Sale of goods, materials, or services is excluded from this restriction.
28. Care of Building/Regulations—Exhibitors and their agents shall not injure, mar, nor in any manner deface the convention center or any equipment contained therein and shall not cause or permit anything to be done whereby the convention center or equipment therein shall be in any manner injured, marred, or defaced; and will not drive or permit to be driven nails, hooks, tacks, or screws into any part of the convention center or equipment contained therein and will not make nor allow to be made any alterations of any kind to the convention center or the equipment contained therein. Decals or other similar stick-on materials are prohibited. Exhibitors and their agents are not permitted to paint, by spray or otherwise, any materials or equipment in any area without the prior written consent of NFCYM and the convention center. The exhibitor will be held liable for any such damage caused by him or his agent. The Indiana Convention Center is the exclusive service provider for the hanging of banners. Current prices and order forms will be included in the exhibitor kit from the Service Contractor. The exhibitor assumes full responsibility for complying with union regulations, local, city, and state laws regarding sales taxes and regulations concerning fire, safety, electrical wiring, and health.
29. Fire/Safety Regulations—Exhibitors assume all responsibility for compliance with all city and state ordinances and regulations including those covering fire and safety. All exhibit equipment and materials must be made of flame-proofed material and must clear the floor. All special electrical connections must be handled by the selected event utility company. Use of extension cords is discouraged. In the event that extension cords must be used, they must be used singly, plugged into the nearest outlet, and taped down to the floor. All approved electrical cords must be at least 17-guage and 3-wire grounded type. Two-wire ungrounded cords (zip cords or rip cords) are UNACCEPTABLE. Approved power strips will be available through the Indiana Convention Center. If the exhibitor neglects or violates these regulations or otherwise incurs fire hazards, NFCYM may cancel without refund, all or such parts of his exhibit that may be irregular.
30. Work Rules—Any help needed to move, erect, or remove exhibits should be requested from NFCYM's official Service Contractor (see #12 above). Only professional signs are permitted. No handwritten or makeshift signs may be utilized.
31. Fair Employment—Exhibitors agree that during the life of this contract he/she will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, or ancestry.
32. Security—NFCYM will provide uniformed security officers for the Youth Ministry Resource Expo during off-hours, but neither NFCYM, nor Fern Expo Services, nor Capital Improvement Board of Managers of Marion County, Indiana, nor the security company will be responsible for any losses.
33. Insurance—Exhibitor agrees it has the sole responsibility for obtaining insurance as outlined below and that neither NFCYM, Fern Expo, the Capital Improvement Board of Managers of Marion County, Indiana, the Marion County Convention and Recreational Facilities Authority (“MCCRFA”), the Indiana Stadium and Convention Building Authority (“ISCBA”), nor any other party has purchased insurance on exhibitors’ behalf and is under no obligation to do so.
34. Insurance Requirements—Exhibitors must carry $500,000 in insurance coverage. All exhibitors are required to provide NFCYM a certificate of insurance naming NFCYM, Fern Expo, the Capital Improvement Board of Managers of Marion County, Indiana, the Marion County Convention and Recreational Facilities Authority (“MCCRFA”), the Indiana Stadium and Convention Building Authority (“ISCBA”), and their officers, board members, agents, and employees, as additionally insured. The certificate of insurance must be submitted within five (5) business days of notification of booth assignment or space may be reassigned. Failure to provide NFCYM a proof of insurance shall not relieve the exhibitor from its insurance obligations. In the event an exhibitor is self-insured, the exhibitor must complete the 2017 Exhibitor Self-Insured Agreement within five (5) business days. Exhibitors should consult their insurance companies to verify that proper coverage is in place to cover all liability and/or loss of equipment and materials, from the time items are shipped until the time items return to the exhibitor's warehouse/point of origin. In most cases, a rider can be added to the exhibitor's present policy for a nominal cost.
35. Indemnification from Liability for Loss, Theft, Property Damage, or Destruction and Personal Injury—Exhibitors shall defend, indemnify, and hold harmless NFCYM, Fern Expo, the Capital Improvement Board of Managers of Marion County, Indiana, the Marion County Convention and Recreational Facilities Authority (“MCCRFA”), the Indiana Stadium and Convention Building Authority (“ISCBA”), and their officers, board members, agents, and employees from responsibility for any loss, property damage or personal injury that may occur to the exhibitor, exhibitor’s employees, or independent contractors, from any cause whatsoever, prior to, during, or subsequent to the period covered by the exhibit contract.
36. Failure to Open Exposition—In case the premises of the Indiana Convention Center shall be destroyed or damaged, or if the National Catholic Youth Conference and the Catholic Youth Ministry Resource Exposition fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, threat or act of terrorism, act of war, act of God, emergency declared by any government agency, or for any other reason, this contract may be terminated by NFCYM. In the event of such termination the exhibitor waives any and all damages and claims for damages and agrees that the sole liability of NFCYM shall be to return to Exhibitor his space payments, less his pro-rata share of all costs and expenses incurred and committed by NFCYM.
37. Regulations and Contract—These regulations have been formulated in the best interest of all concerned and become a part of the contract between the exhibitor and NFCYM. All matters and questions not covered by these regulations are subject to the decisions of NFCYM. Failure to comply with any terms or conditions may result in eviction from the Catholic Youth Ministry Resource Exposition, eviction from the Conference, and/or loss of current or future exhibiting opportunities.