Exhibitor Guidelines

Loading Docks

  • The RCC loading docks are available for loading exhibition materials, displays and other show-related materials. The exhibitor may use a designated area of the loading docks to load/unload their materials within a time allotment of 20 minutes. When finished loading/unloading, the exhibitor must promptly remove the vehicle from the loading docks. 
  • Blocking access to dumpsters, open stalls, doors, entrances, fire hydrants is prohibited under any circumstances 
  • Unauthorized vehicles parked on loading dock for longer than the 20-minute period or in a fire lane will be towed at the owner’s expense.
  • Exhibitors requiring access to the loading docks for refrigerated trailers or material storage must have prior approval.
  • Loading docks are not considered part of the leased areas of the RCC.  At all times they are considered the property and under the control of the RCC.
  • Unattended vehicles left in the loading docks are subject to be towed at the owners’ expense without notice.

Vehicles

  • Vehicles are permitted in the building provided they meet all City of Memphis Fire Code Regulations. Minimum standards include: 
    • Batteries shall be disconnected in an approved manner
    • Fuel in the fuel tank shall not exceed ¼ of tank capacity or 5 gallons, whichever is less
    • Fuel systems shall be inspected for leaks
    • Vehicles shall not be fueled or defueled within the building or surrounding property
    • Fuel tank openings shall be locked and sealed to prevent the escape of vapors
    • The keys will remain with show manager until the conclusion of the event
  • To display a vehicle on a carpeted area, the client must first place (4mil minimum) visqueen on the floor from the loading dock to the final display location of the vehicle and place pieces of carpet under each tire of the vehicle at its final location.
  • Note that products such as Armor-All are prohibited from being used in the facility. If any vehicles need to be polished or treated with Armor-All, it should be done outside the facility (either on the loading dock or in the Exhibitor Lot). 
  • Exhibitor is not allowed to drive a vehicle into the exhibit area for unloading or loading.
  • Masonite board shall be required for all heavy equipment and vehicles for all turning maneuvers. The center will have a limited supply of visqueen and masonite board on site for purchase should you need it.
  • The location of vehicles and equipment shall not obstruct, or block exits or exit signage.

Exhibitors

 

  • You must place visqueen, (at least 4ml thick), on all carpeted areas that will be used for traffic of lifts, pallet jacks and/or other related equipment. 
  • Forklifts, and any other equipment, without “non-marking” tires are prohibited on carpeted areas 
  • Exhibits may be transported by pallet jacks, two wheeled dollies or four wheeled rubber-tired carts
  • Do not tape, tack, Velcro, or affix anything to any walls, doors, floor or furnishings in the facility.
  • The use of high residue tape such as “duct tape” is prohibited on any surface in the facility. Costs involved for removal of such are assessed a fee which is reflected on the Facility Contractor invoice or exhibitor utility service order. Kendall 105, TC1900, or gaffers’ tape are the only tapes approved for carpeted areas.
  • To protect the carpet from nails, screws etc., no pallets, crates, etc., will be allowed on carpeted areas. You must place these items on 4x4 posts or similar.
  • Displays or equipment may not block access to fire equipment, exit or exit signage.
  • All curtains, drapes, decorations and decorative or construction materials are to be non-combustible or flame retardant. Documentation affirming non-combustible or flame- retardant properties must be available on-site. 
  • Outside food or drinks are not allowed in the facility. Sample size food and beverage items as a booth giveaway require approval by Event Management - Fees may apply. 
  • Utilities are ordered online from the Renasant Convention Center
  • On-site utility service orders may be placed at the utility service desk and charged the Base Rate (on-site rate). 
  • You are responsible for the removal of any tape and markings during the load out process.
  • Your group will be responsible for any and all damages to the carpet during the load in/out process. Applicable charges will apply.
  • Doorways, carpeted areas and floors must be protected from the movement of crates, registration counters, pallet jacks, plants, sign-hanging activities and all other rolling stock during move-in and move-out. When off-loading counters, booths and other heavy objects, the use of floor protection and extreme care is required.
  • Dispose of all trash in the trash receptacles provided.
  • RCC personnel are not allowed to lend out tools or ladders to any Non-MMG personnel.
  • The Center is a smoke-free facility. Smoking is allowed in designated places only.
  • Minimum lighting is provided during move-in and move-out periods.
  • Helium balloons are not allowed in the building. 
  • All move-in and move-out of exhibits must be through the service yard, the designated loading docks, freight elevators and freight doors. The lobby areas, side doors, escalators and passenger elevators are not to be used for this purpose.