Policies & Procedures

Operating Procedures

The I-X Center provides skilled and courteous employees. Please review the policies and procedures. If you have any questions, do not hesitate to reach out.

Services

Food Service, Catering and Concessions

All arrangements for the serving of food or beverages must be made exclusively through the I-X Center.

Some concessions, restaurants and cafeterias may be operated during event open hours, move-in and move-out to accommodate patrons and exhibitors at the discretion of the I-X Director of Food and Beverage.

Distribution of food or beverage samples is prohibited.

Written approval from the I-X Director of Food and Beverage must be received prior to renting or providing space to any exhibitor selling food or beverage. An additional fee will be charged by the I-X Center to the event producer for all such exhibits.

Box Office

Schedules must be submitted in writing two (2) weeks prior to event and are subject to Box Office Manager's approval. An additional 50% will be charged for changes received with less than twenty-four (24) hours notice. I-X Center reserves the right to increase/decrease box office staffing as necessary.

Tickets must be printed by a bonded printing firm and a certified manifest submitted to the Box Office Manager. Tickets may also be purchased from the I-X Center.

Producer using box office must accept credit cards for payment of admission tickets. A fee will be charged to cover cost of the bankcard discount and processing fee. Current rate is 2.5% of gross credit card sales. (Subject to change.)

Additional Services

A complete listing of available services may be obtained by contacting I-X Service Center or the Event Coordinator.

Operating Policies

Exhibit Floor Plans and Approval

A rough draft of the proposed floor plan is due with the signed Event

The I-X Center will draw floor plans for Producer, if requested, at the prevailing hourly rate.

Floor marking is also available at an hourly rate.

If Producer provides floor plans, the following must be taken into consideration:

Written approval by the I-X Center and the City of Cleveland Fire Prevention Bureau must be received prior to publishing and/or selling space.

All changes must be approved in writing.

The basic floor plan must be drawn to 1"- 32' scale showing the entire I-X Center floor

All emergency exits and entrances must be clearly marked.

Location of designated aisles as indicated on the official floor plan must be

Dimensions  must be shown on aisles and booths.

For public events, main traffic aisles must be at least 12' wide and cross aisles at least 10' wide.

I-X Exhibition Services Desk, decorating storage areas, crate storage area, registration area, food concessions, First Aid and Box Office location(s) must be indicated if they are in the area being used.

Producer must provide access to fire boxes, emergency exits, public telephones, concession areas and men's and women's restrooms.

Official names of the Event, dates and Producer organizations must appear on the floor plan.

Up to twenty (20) copies of the final floor plan may be required by I-X Center staff.

Carpeted aisles, drape and hardwall must be indicated on final floor plan.

Move-in (Installation) and Move-out (Dismantling)

Allotted time is computed on the basis of one-half (1/2) day per Event day, up to a MAXIMUM of five days total allowed for move-in and move-out.

Straight time hours are from 8:00a.m. to 4:30p.m., Monday through Friday.

Overtime rates apply before 8:00a.m. and after 4:30p.m., Monday through Friday and all day

Saturday, Sunday and Holidays.

The I-X Center reserves the right to adjust the move-in, move-out hours and schedules.

An authorized representative  of Producer must be on premises during all move-in and move-out hours, in addition to actual event hours.

Vehicles permitted in the exhibit halls under the Drive-in Privilege fee are limited to cars, station wagons, standard size passenger vans and standard, non-commercial pick-up trucks and are subject to a drive-in fee.  Vehicles entering the exhibit halls must not be left unattended, must be directed by an I-X Center employee, and must be removed from the building immediately after unloading.  During move-out, an Exhibitor will not be permitted to drive into the building until his display is dismantled, packed and ready to load.

Vehicles entering the building that do not qualify for the Drive-in Privilege are subject to labor or material handling charges.

Exhibitors may hand carry or use two wheel dollies to move their materials in and out of the I-X Center through designated  Convertible dollies must be left in the two-wheel position.  All other dollies are prohibited unless used by I-X Center personnel.

Labor Requirements

(The following will be provided by I-X Center union labor at prevailing rates.)

Crate removal, storage, and return

Power operated equipment must be operated by I-X Center personnel

All in-booth electrical wiring and final electrical connections

An exhibitor may use up to three of their own employees for booth setup. If more than three exhibitor employees are used for a setup crew, the fourth worker must be an I-X Center laborer.   If larger crews are needed the fifth, sixth and seventh worker may again be exhibitor employees, but the eighth worker must be an I-X Center  Exhibitor employees are defined as those having been on the payroll for a minimum  of sixty (60) days prior to the Event; otherwise, booth setup must be performed  by I-X Center personnel.  Proof of employment must be provided upon request of I-X Center management (i.e., old pay stub).

All other labor and equipment  for move-in/out, setup of displays,

If you are utilizing the services and the materials of an outside contractor or a display house, the supervisor may be used, and at times may be required; however, all labor must be performed by I-X Center  The I-X Center must approve the use of all contractors.

Delivery Procedures

Early freight shipments  are only accepted with prior written approval.  Freight must be consigned to the I-X Center.  All drayage charges must be paid prior to delivery to booth.  All charges incurred in shipping and/or handling of shipment by I-X Center personnel shall be the responsibility of the exhibitor and/or Producer.

The I-X Center is not responsible for loss or damage to

Safety and Security

Insurance

In accordance with the provisions of Paragraph 15 of the Event Contract, Producer and its subcontractors shall, at their own expense, maintain during the term of the Event Contract the insurance coverage described in subparagraphs a.-d. below, and cause a certificate of insurance evidencing such coverage to be issued to the I-X Center, at least thirty (30) days prior to the Event, naming "I-X Center, its parent corporation, subsidiaries and all affiliated companies" as "Additional Insureds". The policy or policies shall have no deductible or self-insured retention. Upon request, Producer shall further provide to the Owner further written evidence that the above insurance requirements are in effect without exclusions. Producer waives all rights of subrogation by its insurers regarding insurance required under this Contract and Producer waives all rights to recover against Owner for any loss or damage arising from any cause covered by the insurance required by this contract.  Further, the insurance policy shall contain an appropriate waiver of subrogation clause. Policy endorsements  will be provided to Owner with additional insured endorsement  (ISO form CG 2011 01 96 Managers or Lessors of Premises) and "waiver of subrogation endorsement" upon request.

Standard Commercial General Liability (Bodily Injury and Property Damage) Insurance including Broad Form Property Damage Liability Insurance, along an endorsement for contractual liability coverage and an additional insured endorsement.   The limit of liability for such insurance shall not be less than $1 million per occurrence and $2 million aggregate.

Automobile Bodily Injury and Property Damage Liability Insurance.   Such insurance shall extend to owned, non-owned and hired automobiles used in the performance of the Contract by the Producer or subcontractor.   The limit of liability for such insurance shall not be less than $1 million per occurrence.

Workers'  Compensation  coverage with statutory limits and Employers' Liability Insurance with a limit of not less than $1 million shall be provided as prescribed by applicable law.

Umbrella Liability and/or Excess Liability (Bodily Injury and Property Damage) Insurance. The limit of liability for such insurance shall not be less than $2 million per occurrence, such that, when combined with the standard Commercial General Liability coverage in subparagraph a. above, the combined liability coverage per occurrence will be not less than $3 million.

All policies of insurance obtained by Producer or its subcontractors as required by this Section shall require not less than thirty (30) days advance written notice to I-X Center of any cancellation, reduction or modification of policy terms and must be carried with acceptable insurance companies licensed to do business in Ohio, and with an AM Best rating of at least A-VII.

First Aid

Facilities and staffing will be the responsibility of Producer with the approval of the I-X Center.  The I-X Center recommends First Aid for all events; however, only those events which use more than 40,000 nsf, or require heavy equipment  for move-in/out will be required to have first aid in operation during all move-in and move-out  hours as well as 1/2 hour before and 1/2 hour after event and during all event hours. Any event, regardless of size, featuring cooking of any kind whether by an exhibitor or as a feature display, will require the presence of First-Aid personnel.  Based on discretion of I-X Center Management, First Aid may be required for an event with less than 40,000 nsf.  The I-X Center provides space for first aid services in each exhibit area.”

Security

Security services within the exhibit halls, meeting rooms and other areas specifically rented by

Producer, will be the responsibility of Producer.

Security is required to protect the security of persons and/or materials in all areas being used from the time of move-in until completion of move-out.

Armed security is required for any food service event when alcohol is served.

Armed security will be required for securing the Box Producer will pay for 50% of the cost of the West Box Office security and 100% of the cost of the East Box Office and Concourse Box Office security.

Traffic control may be    Producer will pay 50% of cost. Hours will be determined by I-X Center Management.

All security schedules must be submitted in writing by Producer at least two weeks prior to event and are subject to approval by I-X Center management. An additional 50% charge will be assessed for changes received with less than twenty-four (24) hours' notice.

Exhibitor entrances are to be used by all authorized service contractors and Event related working personnel, temporary labor, etc.

All security personnel must be appropriately identified.

Areas within the I-X Center identified "authorized personnel only" or "office personnel only" are restricted to permanent I-X Center personnel.

Producer will be responsible for all costs for any separation guards required between shows, if deemed necessary by Show Producer(s).

Hazardous Work Area

Exhibit halls during move-in and move-out, loading dock areas and events service areas are considered

Hazardous Work Areas and, as such, our guidelines will be strictly enforced.

Fire Watch

Fire personnel are required on site beginning one-half hour before the event until one-half hour after event close each

The cost of fire personnel will be charged to Producer.

The number of people required is determined by the City of Cleveland Fire Prevention Bureau based on square footage

Fire Regulations

No gasoline, kerosene, diesel fuel or other flammable liquids may be stored inside the building.

No re-fueling activity of any kind is permitted within the I-X Center or on I-X Center

Vehicles with gasoline engines may be displayed with a maximum  of two (2) gallons of gas remaining in the tank.  A locking gas cap must be installed or the tank must be adequately sealed by tape or in some other appropriate manner.  All battery cables must be disconnected and taped to avoid potential sparks.   A City of Cleveland Fire Prevention Compliance Card must be displayed on each vehicle and approved by the City of Cleveland Fire Prevention Bureau. Unauthorized vehicles will be removed at owner's expense.

All gasoline engines must be AGA

The use of welding equipment, open flames or smoke emitting material as part of an exhibit must be specifically approved on an individual basis by the City of Cleveland Fire Prevention  Written specifications  must be submitted to the I-X Center to request City of Cleveland Fire Prevention Bureau approval.

All materials used in exhibits must be flame retardant.  All such material is subject to inspection and flame testing.  Certificate of compliance should be readily available.

Crates, wooden boxes, packing material may not be stored in exhibition areas, meeting rooms or exit areas.  Under no circumstances will crate storage or equipment  storage be permitted to obstruct emergency  exits from any area of building.  This rule 1.§ strictly enforced.

Fire fighting and emergency equipment may not be hidden or obstructed, including fire extinguishers, fire hose cabinets, fire alarm pull stations and stand pipes.

All emergency  exits, exit doors, hallways and aisles leading from the building are to be kept clear and unobstructed.

All heating units on the main exhibit hall floor must have a 2' safety aisle around them to allow units to function properly   Exhibits in these areas must keep this safety aisle clear and not obstruct these units. Exhibits in these areas may need to be adjusted to 10' x 8' to meet this requirement.

Clear access must be maintained to all restaurants, cafeterias, lounges, permanent food service facilities and utility panels.                                                 ·

Smoking is permitted in designated areas only.

Producer Responsibilities

Compliance with Government Authorities

It is the responsibility  of Producer to review and ensure compliance  (for and on behalf of Producer and its exhibitors and affiliates) with all codes, ordinances, statutes and regulations both existing  and future, as defined by all applicable city, county, state and federal governmental authorities. The I-X Center is located in the City of Cleveland, County of Cuyahoga, and State of Ohio.  Please note that the registration and permitting process may require up to 120 days.

 

Producer and exhibitors must comply with all local, state and federal rules and regulations including but not limited to City of Cleveland, City of Cleveland Fire Prevention Bureau, OSHA, ASCAP, BMI, ADA and Ohio State Liquor Control Board.

Operating Procedures

All work to be performed by Producer shall be performed by "employees" of the I-X Center reserves the right to require the removal of any of Producer's employees from the premises.  Any dispute with respect to jurisdiction over work of employees of the Producer, between the I-X Center and any Exhibitor or Producer on the premises, shall be resolved by the President or a Vice President of the I-X Center, whose decision shall be binding on the Producer, Exhibitors and their employees.

All Event related working personnel must be properly identified with visible badges when in the building.

Performance shall not be subject to FORCE MAJEURE and any slowdown, work stoppage, strike or picketing by Producer's employees shall be grounds for termination of the applicable contract or Event Contract by the I-X Center.

Copies of any and all reports of accidents or injuries on the I-X Center premises must be given to I-X Center management within twenty-four (24) hours.  Producer shall require its subcontractors to submit copies of all written documents reporting any and all accidents, injuries, treatments or medical services provided.

Copies of all promotional materials and/or exhibitor information must be submitted to I-X Center for approval prior to use or distribution.

I-X Center management and guests must have free access to event area during normal working hours.

I-X Center photographer/videographer will have access to the Event for the purpose of recording material for use in marketing the I-X Center facility and/or its services.

An Exhibitor List complete with names, addresses, telephone numbers, booth numbers and booth sizes must be submitted at least ninety (90) days prior to the event with timely updates.

Bulk trash, contaminated fluids, visqueen, crates, pallets, packing material, lumber, literature, etc., must be removed prior to the Event opening with I-X labor.  Immediately  following move-out, all materials used during the event (landscape materials, trees, sand, drywall, lumber, literature, etc.) must be removed  from the building.  Floor must be left in "broom clean" condition.  Producer is responsible for all clean-up of trash, debris, literature, etc. -contractor or exhibitor related.

Producer will be charged to remove anything remaining from event after the last move-out day.

Damage to I-X Center property or equipment shall be the responsibility of the Producer  and/or the person or organization causing such damage.

If the Producer does not order what is needed for compliance with facility rules, I-X Center will provide such services and charge Producer accordingly.

Restrictions

The I-X Center phone number is not to be issued or published for the Producer's use.  Producer must have a working telephone at the event with a publicized number.

Motorized vehicles, forklifts, gas carts, may not be operated anywhere in the exhibit halls during any Event open hours and may not be operated in any carpeted area at any time.

I-X Center permanent graphics, signs or displays may not be visibly blocked.

All signs and banners must be hung within event area.

No soliciting is permitted in the I-X Center or on I-X Center

Exhibit space may not be made available to Instant Bingo vendors where cash is the winning prize.

Producer may not resell individual I-X Center equipment and services at a rate that is higher than the published or contracted exhibitor rate.

Building Policies

Parking

A fee will be charged for all Event days.

All unauthorized vehicles will be removed at owner's expense.

Employee parking areas are for the exclusive use of vehicles identified with a permanent I-X Center parking

Parking will not be permitted within 20' of fences, in fire lanes, service streets, vacant exhibit halls, loading dock areas or any other location posted "no parking."

Exhibitor parking is available in designated areas.  Permits are available by contacting the I-X Service Center.

Handicap parking areas are clearly designated around the facility and are to be used only as specified by state, local and federal laws.

Decorating

Special decorations, signs and banners, light and sound equipment, etc., may only be hung and removed from ceilings or walls by I-X Center personnel after Producer has presented a comprehensive floor plan which details size, weight, location, height (20' standard), etc.

Decorations or signs may not be taped, nailed, tacked or otherwise fastened to ceilings, walls, painted surfaces, columns or decorative

All signs must be created in a professional manner.

All outside signs and their locations must be approved in writing by I-X Center

Helium balloons, "glitter'', decals and/or stickers may not be distributed.  Mylar balloons are not permitted under any circumstances.

General

Food or beverages may not be brought into the building.

The passenger  elevator and escalator is for use only in conjunction with rental of meeting rooms and/or Concourse  Exhibit Hall and may not be blocked or used to transport equipment or freight that is not carried by hand.

Animals are not permitted in the building unless they are part of an exhibit pre-approved  in writing by I-X Center  Management.

I-X Center employees are prohibited from accepting gifts, gratuities or other favors from parties doing business with the I-X Center.

X-rated and pornographic  materials are prohibited.

Exterior exhibit hall exit doors and loading dock doors are not to be propped Automatic closing devices are not to be removed or tampered with.  All exhibit hall overhead exit doors and loading dock doors must be opened and closed by I-X Center personnel.

Unsafe conditions or activities must be brought to the attention of I-X Center management and corrective measures will be made immediately.

The right is reserved to immediately remove and/or prosecute anyone for the following reasons:

Use or possession  of firearms

Use of illegal or controlled substances

Theft

Alcohol or drug abuse

Neglect of duty

Abusive language

Vandalism

Threats or assault

Other inappropriate actions

No horseplay, practical jokes, etc. will be allowed on the premises.

No speeding or reckless use of vehicles or equipment will be permitted.

Docks, loading/unloading  areas and freight storage areas are restricted to authorized I-X Center employees only.

The building is in compliance with ADA regulations.