• Manual

    Rules & Regulations
    Priority Points

    Exhibit Rules and Regulations

    These rules and regulations are to be construed as part of all exhibit contracts. AFPM reserves the right to interpret them as well as make final decisions on all points which the rules and regulations do not cover.

    A. Booth Configuration

    Specific height restrictions exist for all booths. To promote fairness and avoid growing competition for height and visibility, there will be no exception to these rules.

    For 10'x10' and 10'x20' Booths:

    • Within the area 5' forward from the rear of each booth, display material may be placed up to a height of 8' from the building floor, including the company sign.
    • Within the area beyond 5' from the rear of the booth, all parts of the exhibit shall not exceed a height of 4' from the building floor and/or shall not impede the sight line of adjacent booths.
    • Within the area 8' to 10' from the rear of the booth, display material may not be less than 2' from the building floor.

    For 20'x20' Booths:

    • Exhibitors must submit a detailed floorplan for the island booth indicating height and width of all display elements for pre-approval along with your booth application.
    • Within the 20'x20' area, display material and equipment may be placed up to a height of 15' from the building floor, including the company sign.
    • Signs or banners may not be postitioned around the perimeter of the booth at any height so as to enclose and impede the sight line of adjacent booths.
    • The design of island booths must allow access from all four aisles and not obstruct the view of adjacent exhibits in any way. In order to avoid possible on-site adjustments, please contact AFPM if you have any questions regarding your booth's accessibility.

    For All Booths:

    • No signs or other articles may be affixed, nailed, or otherwise attached to walls, doors, painted surfaces, etc. Likewise, no attachments may be made to the floor or ceiling by nails, screws, or any other device.
    • No signs may be hung from the ceiling.
    • Exposed unfinished areas of the exhibit must be draped or carpeted to present an overall attractive appearance. If this is not done, The Freeman Companies will be instructed by AFPM to take necessary measures to correct the exposed area at the exhibitor's expense.
    • Booths must be kept clean during open show hours. AFPM reserves the right to order cleaning services, at the exhibitor's expense, for a booth out of compliance with this rule.
    • Monitors for video presentations or any other visual systems must not be placed in a position which exceeds the height limits as defined above or otherwise creates a hazardous situation.
    • No exhibitor display items may extend into the aisle.
    • Booth display items positioned so as to create a possible safety hazard anywhere in the booth must be moved.
    • No platforms used as the base of the exhibit are permitted due to the tripping hazard created.
    • Exhibits not conforming to these specifications, or which are objectionable in design, operation, or otherwise in the opinion of AFPM will be prohibited.

    B. Enforcement of Rules and Regulations

    Any violation of AFPM rules will be addressed as follows: When possible, a warning or compliance notice will be issued onsite so that the exhibiting company can correct a violation. Any exhibiting company failing to take corrective action in response to a warning or notice of violation issued by AFPM or its contractor, The Freeman Companies, will be subject to penalties, including but not limited to a penalty fee, exclusion from the current year's exhibition, deduction of points in the booth assignment process for the following year, and/or exclusion from future exhibitions.

    C. Booth Decor/Contents

    AFPM shall have full discretion and authority in the suitability, placing, arrangement, and appearance of all items to be displayed within the Exhibition by all exhibitors. AFPM may require the omission, replacing, rearrangement, or redecorating of any item or of any booth, and no liability shall attach to AFPM for costs that may evolve upon an exhibitor from these actions.

    D. Admission to Hall

    • An AFPM badge is required during show-open hours.
    • WORK PASS badges are valid until 5:00 pm on Tuesday, May 21. Official AFPM badges are required after that time.
    • Only those individuals with exhibitor badges may enter the Exhibit Hall one hour before show open times. Exhibitors may NOT access the hall between the following hours:
      Monday, May 20 - 12:00 am - 12:00 pm and 5:00 pm - 11:59 pm
      Tuesday, May 21 - 12:00 am - 8:00 am and 5:00 pm - 11:59 pm
      Wednesday, May 22 - 12:00 am - 8:00 am and 6:00 pm - 11:59 pm
      Thursday, May 23 - 12:00 am - 8:00 am
      Friday, May 24 - 12:00 am - 7:00 am and 12:00 pm - 11:59 pm
    • AFPM will have sole control over admission of all persons. All persons visiting the exhibits will be admitted according to the rules and regulations of the conference as issued or amended by any authorized representative of AFPM.
    • Anyone wearing an unofficial badge, or a badge defaced in any way, will be asked to surrender the badge and will be escorted from the hall.
    • No one under the age of 18 years of age will be permitted admission to the Exhibit Hall at any time. Due to the nature of the show and liability issues, no exceptions to this rule will be made under any circumstance!

    E. Booth Conduct and Activities

    • Displays and activities should be directly related to the products and services provided by the exhibitor in the regular course of business.
    • Booth personnel must be limited to employees of the exhibiting company or its affiliates. Exhibitors are not permitted to use celebrities, models, caricaturists or entertainers.
    • Raffles, drawings, contests, or similar activities of any kind, regardless of the intended purpose or winnings, are not permitted and no exceptions will be made. Therefore, no fishbowls are permitted in the booths.
    • Give-Aways are permitted only when the item is of minimal value, available to all attendees, and not related to any type of raffle, drawing or contest.
    • Distribution of any open food or beverage item is not permitted.
    • Sales are not to be made nor orders placed at any of the exhibit facilities.
    • Exhibitors must confine their activities to the space for which they have contracted, and may not distribute samples or souvenirs except from their booths.
    • The exhibitor shall be responsible for the safety of all individuals participating in or viewing their display or demonstrations.
    • Special caution should be taken when demonstrating machinery or equipment that has moving parts or any product that is otherwise potentially dangerous. Any display with components that may encroach into the aisle are not allowed. Demonstrations should only be conducted by qualified personnel.
    • AFPM assumes no responsibility for monitoring such activity, but instead reserves the right to order modifications or additional safety precautions if any such display activity appears unsafe. The exhibitor agrees to make such modifications or to discontinue its demonstration.
    • No live animals are permitted in the Exhibit Hall.
    • Exhibitors are not permitted to fly drones at any time during the AFPM Reliability & Maintenance Conference and Exhibition.
    • Smoking is not permitted in the Exhibit Hall.
    • Exhibitors will not be permitted to behave in a manner that is, in the sole discretion of AFPM, objectionable.

    F. Exhibitor Representation

    • The exhibitor will name one individual as a duly authorized representative to have responsibility for the exhibit, and will accept and assume responsibility for such representative or alternates being in attendance at the exhibit throughout the conference.
    • The authorized representative will receive all official correspondence from AFPM referring to the conference and will be responsible for communicating this information to exhibitor personnel.
    • The exhibit booth must be staffed at all times during open show hours.

    G. Lighting, Noise & Audio Visual

    • AFPM reserves the right to restrict the use of glaring or irregular lighting effects. The use of flashing electric signs or lights is not permitted.
    • AFPM reserves the right to restrict the use of demonstration equipment that produces a noise level objectionable to AFPM, attendees, or neighboring exhibitors.
    • The use of audio-visual equipment will be permitted, subject to written approval by AFPM.
    • Both audio and visual equipment must not infringe on neighboring exhibits in any way. Plans for using audio-visual equipment must be submitted in writing to AFPM by April 22, 2019.
    • Live music is not permitted in the Exhibit Hall at any time. Each exhibitor is entirely responsible for obtaining appropriate licenses for its performances of any recorded music, and assumes all liability therefore.

    H. AFPM Entertainment Policy

    The Association policy on activities held in conjunction with any AFPM meeting is as follows:

    • Meetings or social activities may not be scheduled so as to take registrants away from AFPM programs and AFPM-sponsored activities.**
    • Companies are asked to restrict entertainment outside hospitality suites to activities that do not include expensive or elaborate entertainment.
    • Any company sponsoring a function to which 25 or more people are invited should outline its plans for advance approval by AFPM. In general, such functions will be approved if they do not take registrants away from AFPM-sponsored activities.
    • All representatives of companies sponsoring hospitality activities are expected to register for the meeting. Hospitality suites shall be operated only by exhibitors and operating company members.
    • Hospitality suites are expected to close by 12:00 am.
    • Food, beverage and service personnel (bartenders, hostesses, etc.) must be obtained through the hotel catering department.
    • Suite promotional activities are to avoid the use of elaborate entertainment, expensive door prizes, suite attendance solicitation by individuals who are not full-time employees of the sponsoring company, or other similar activities.

    **Specifically, golf outings may be scheduled on Tuesday ending before 4 pm and Friday beginning after 10:00 am to avoid violation of this rule.

    I. AFPM Ethical Responsibility and Professional and Personal Conduct Code

    The American Fuel & Petrochemical Manufacturers ("AFPM") has adopted the following "Ethical Responsibility and Professional and Personal Conduct Code" (hereinafter, "the Code"). Every member of AFPM, their designated representatives, and non-member attendees at all AFPM meetings and forums agree to abide by the Code as a condition of membership in AFPM and attendance and participation at AFPM meetings and forums.

    The Code requires the following of all individuals attending AFPM meetings and forums:

    • Adherence to the AFPM bylaws and the AFPM policies and procedures, as adopted by AFPM's Board of Directors.
    • Strict compliance with federal antitrust laws.
    • Adherence to all applicable federal and state laws.
    • Maintenance of the highest level of professional and personal ethical behavior while attending AFPM meetings and forums.
    • Prevention of certain behaviors, including harassment, violence, intimidation and discrimination of any kind involving race, color, religion, national origin, gender, sexual orientation, age, disability or, where applicable, veteran or marital status.
    • Assurance that conduct at all times and in all professional and personal dealings with each other and other attendees is with the highest level of integrity and courtesy.
    • Sharing of knowledge and expertise as speakers at AFPM educational events and sessions whenever practicable, without soliciting or explicitly promoting their own organization's products or services.
    • Working to instill public and consumer confidence in the petrochemical and refining industries, its member companies, and its professionals, avoiding any action conducive to discrediting members of AFPM.
    • Refraining from scheduling general attendance meetings, receptions or other events at times that conflict with substantive programming or social events at AFPM meetings without express written permission of AFPM.

    Failure to abide by the Code may result, for the first offense, in informal censure of a company or individual by the AFPM Executive Committee. If violations of the Code continue after such an informal censure, a company may be subject to expulsion from AFPM, or an individual to exclusion from participation in AFPM activities, by the Board of Directors.

    J. Default of Occupancy

    • If by 1:00 pm on Tuesday, May 21, 2019 an exhibitor fails to register at the Exhibitors' Service Desk and occupy any space contracted for but not canceled in writing to AFPM, AFPM shall have the right to use said space to suit its own convenience, including selling the space to another exhibitor, without any rebate or allowance to the defaulting exhibitor. Any unexpected delays must be reported to the AFPM Meeting Planner (774-325-0475) or the on-site AFPM office at the Gaylord Texan before 1:00 pm on Tuesday, May 21.
    • If the exhibit material has been delivered to the booth but has not been assembled, AFPM reserves the right to remove the material and place it in storage.
    • AFPM assumes no responsibility for having included the name of the defaulting exhibitor or descriptions of that exhibitor's products in the show catalog, brochures, news releases, or other materials.

    K. Subletting

    No exhibitor shall assign, sublet, or share the whole or any part of the booth space allotted without the written approval of AFPM prior to the conference.

    L. Suit-casing Policy

    The AFPM has adopted the following policy to address concerns about non-exhibitors soliciting customers in the exhibit hall. "While all meeting attendees are invited to the exhibition, any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company's booth, or in violation of any portion of the AFPM Exhibition Policy will be asked to leave immediately. Please report any violations you may observe to show management." Suit-casing: Any activity designed to solicit or sell products or services to delegates attending a meeting, conference, or event without the proper authorization by the event sponsor or in ways that violate the rules of the event or exhibition.

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    M. Exhibitor Priority Points System

    Points are awarded as follows:

    • Two and one half points are awarded for membership in the Association.
    • One point is awarded for each year of exhibiting with the show.
    • 0.01 points are awarded for each year on the wait list.

    Entrance into the show and assignment of booth spaces are based upon the following process:

    All applications received by the priority cut-off date of January 9, 2019 will be assigned as follows:

    • The first criterion for priority is a company's point ranking, based upon the above award system. The highest ranking companies are assigned space first.
    • All companies with the same point ranking are then prioritized by a second criterion: date the application was received by AFPM.
      Point ranking takes precedence to the date of receipt of application, i.e., a company which submits an application earlier than a second company which has a higher rating will not receive priority over that second company. Another factor which affects the assignment of booth location is the number of competitors you want to be separated from; if some of those competitors have higher priority for assignment, you might have fewer space options available.

    First-Time Exhibitor Priority

    First-time exhibitors applying by the cut-off date are assigned based on the following criteria. 

    • Status of company on prior year's wait list: If a new company was on the wait list upon completion of the prior year's show, it will have priority over both new companies applying for the first time, and new companies which expressed interest in application for the prior year's show after the wait list was closed.
    • Date of receipt of application: AFPM will track the receipt date of first-time applicants to determine priority if further space is available for assignment.

    Sample Assignment of Booth Space

      Company X Company Y Company Z
    Date of receipt of application by AFPM November 15 November 18 November 30
    Point Ranking 5.5 5.5 6

    In the above example, Company Z would receive priority for entrance into the show and for booth space assignment, as it has the highest point ranking of the three companies.
    Company X would be the next in priority; although Company X and Y both have the same point ranking, Company X's application was received at an earlier date than Company Y.
    Also, if the show only had two remaining spaces available, Company Z and X would gain entrance to the show; Company Y would not.

    Wait List

    Once the exhibition has been completely sold out, AFPM will start a wait list based upon the date of receipt of the application. In an average year, approximately 5 booths are cancelled and reassigned prior to the show opening, with the majority of cancellations occurring about 4-6 weeks prior to the show.

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