decorator & promoter guide

All Tradeshow Promoters, Decorators, Vendors and Exhibitors must adhere to the following policies and procedures as set forth by Boise Centre. It is the responsibility of the Promoter to distribute the Boise Centre policies and procedures to all decorators and exhibitors and ensure they are adhered to. This document supersedes any earlier dated material.

  • There must be a Decorator representative on site throughout the event.
  • Boise Centre WILL charge the Promoter for any work performed in the absence of/and for the Decorator.
  • Boise Centre WILL NOT take individual vendor equipment or utility requests.
  • No later than 14 days from the event – the Promoter/Decorator must provide Boise Centre with a total list of the exhibitors, booth numbers and utility requirements.
  • The Boise Centre Operations Manager will meet with the Promoter or Decorator representative prior to the conclusion of the event for rental settlement.
  • Any damage settlement will be determined after the event has vacated the premises.

MOVE-IN AND MOVE-OUT POLICY

  • Boise Centre Loading Dock address: 250 South 9th Street, Boise, ID 83702. The Loading Dock is located on the west side of the convention center.
  • Promoter/Decorator must contact the Boise Centre Operations Office (208.489.36010) to schedule Decorator move-in and move-out times. We will be as accommodating as possible, but the Decorator must react to the Boise Centre’s event schedule.
  • Loading dock space is limited. For large shows it is advisable to schedule a specific move-in and move-out time for all vendors.
  • The Centre has a limited number of hand trucks and carts. They are available for exhibitors on a first come first serve basis.
  • THE PROMOTER MUST ENSURE THE VENDORS DO NOT MOVE IN AND MOVE OUT OF ANY GLASS DOORS. ALL MOVE-IN AND OUT MUST TAKE PLACE AT THE 9TH STREET LOADING DOCK.
  • The loading dock has 3 truck level bays 8’ wide by 10’ high. The longest of these bays is 35’. Please keep this in mind when determining truck length. Special parking/loading arrangements must be marked in advance for trucks longer the 35’. The ramp which holds 2 vehicles has an overhead door 12’ wide by 16’ high.
  • The street land on 9th street closest to the Centre is a loading zone.
  • Security at the Loading Dock is REQUIRED AT CLIENT’S EXPENSE. Security must enforce an efficient move-in and move-out by minimizing loading and unloading time and by keeping traffic lanes flowing and 9th Street Parking Garage entrance open.
  • All exhibitor equipment and material must move-out during the specified move-out time period. Boise Centre will not be responsible for any items left after the move-out is completed. NOTE: The Promoter may be charged a storage fee for any left-over items.
  • All Decorator/Promoter vehicles must be removed from the Loading Dock during exhibitor move-in and move-out. We reserve the right to tow any vehicles left/parked without permission.

UTILITIES, ELECTRICAL AND WATER

  • Boise Centre is the exclusive provider for all utility services and equipment.
  • The Promoter/Decorator will take orders from the exhibitors for all utility requests.
  • No later than 14 days from the event - the Promoter/decorator must provide Boise Centre with a total list of the exhibitors, booth numbers and utility requirements.
  • Refer to Rate Sheet (link) for all charges.
  • 208 or 3-phase power requests are per quote with limited locations. Users must provide necessary plugs or receptacles.
  • For electrical requests that require an electrician, an additional charge will apply.
  • Booth layouts that do not fall on the floor power grid may require a power drop, the Promoter will be charged accordingly.
  • Exhibitors requiring a water line to their booth should make their request to the Promoter early, as locations are limited.

EQUIPMENT RENTAL

  • Please refer to the Boise Centre Decorator Request Form (link). Complete this form and submit it or fax it to Boise Centre (208.336.8803) not later than 14 days prior to the event. If you require a large quantity of equipment, call us immediately to ensure availability.
  • Boise Centre has a Fork Lift with operator and Scissors Lift with Operator for rent - See rate sheet (link). Prior arrangements must be made.

TRASH

  • The Promoter must negotiate booth trash service with the Decorator.
  • TBOISE CENTRE DOES NOT CLEAN BOOTHS, MAINTAIN BOOTHS OR REMOVE BOOTH TRASH.
  • The Centre maintains aisle trash only. Aisle trash receptacles are for attendees only, not exhibitors.
  • After the show, the Decorator will be provided a trash bin for all signage, signage hooks, disposable table covering and/or skirts.
  • Any event generating excessive trash may be charged accordingly - see rate sheet (link).
  • Boise Centre recycles. There are labeled multi-use bins throughout the Centre. Show personnel must flatten cardboard boxes. If Centre labor is used to flatten boxes, the promoter is assessed the appropriate labor charge.

SHOW AND EQUIPMENT STORAGE

  • Boise Centre warehouse is NOT an option for equipment storage.
  • Any excess show equipment must be kept in a bone yard or on a truck.

FREIGHT

  • It is the responsibility of the Promoter/Decorator to handle all tradeshow freight.
  • Absolutely no freight will be accepted at Boise Centre in advance of 48 hours of the move-in. Boise Centre will hold freight in the Warehouse for exhibitor pick up.
  • On move-out, it is the responsibility of the Decorator or Exhibitor to place the freight in the warehouse and contact a shipper for pick up.
  • The address for the Boise Centre loading dock/warehouse is 250 South 9th Street, Boise, ID 83702.
  • Boise Centre WILL NOT arrange for shipping.
  • Boise Centre WILL NOT be responsible for leftover items.

FOOD AND BEVERAGE

  • Boise Centre is the exclusive food and beverage provider. Samples provided by exhibitors must be limited to one-ounce portions. It is the responsibility of the promoter to notify Boise Centre of any exhibitors handing out food or beverage samples. Outside food or beverage MAY NOT be brought into the Centre for personal consumption. Boise Centre will provide an exhibitor menu for those exhibitors here during meal times. Special dietary needs will be handled on an individual basis with 24-hour notice.
  • Electrical cooking appliances must have a direct plug in - no extension cords, and should be residential type, 120V, 20 Amp or less. Fuel burning appliances permitted with not more than 16-oz fuel containers. All cooking appliances must be placed at the back of the booth on a sheet pan. Only warming appliances are allowed at the front of the booth within reach of the general public. For Grease disposal, please contact the Boise Centre staff.
  • 10 BC rated fire extinguisher must be within 50 feet of each cooking appliance. Boise Centre will assist exhibitors in placing extinguisher in proper location.

CENTRAL DISTRICT HEALTH DEPARTMENT REQUIREMENTS

  • All trade, consumer or public shows which exhibitors provide ANY food and/or beverage to their attendees, must apply with the Central District Health Department.
  • Please complete the form below and send it to the Central District Health Department at 707 N. Armstrong Place, Boise, ID 83705-0825, or fax it to 208.327.8553. Please note, the notification must include a list of vendors.
  • Any show which exhibitors have animals, (unless service) must make prior arrangements with Boise Centre and contact Central District Health.
  • The Health Department will notify us when an application has been made. If you have any questions, please call Central District Health at 208.375.5211.

KITCHEN USAGE

  • Arrangements for kitchen usage MUST BE MADE with Michael Davis, Assistant General Manager. He can be reached at 208.489.3614. Rates are based on usage.

FLOOR MATS

  • Floor mats are required for exhibitors cooking or serving samples from their booth - see rate sheet for cost. If floor mats are not requested and special cleaning is required, there will be a cleaning charge.

FIRE CODES

  • ALL AISLES MUST BE A MINIMUM OF 10’WIDE.
  • Electrical cooking appliances must have a direct plug in - not extension cords, and should be residential type, 120 V, 20 Amp or less. Fuel burning appliances permitted with not more than 16-oz fuel containers. All cooking appliances must be placed at the back of the booth on a sheet pan. Only warming appliances are allowed at the front of the booth within reach of the general public. For Grease disposal, please contact the Boise Centre staff.
  • 10 BC rated fire extinguisher must be within 50 feet of each cooking appliance. Boise Centre will assist exhibitors in placing extinguisher in proper location.
  • It is the Promoters responsibility to ensure that all booth equipment and decorations stay within the parameters of the determined booth space.
  • Boise Centre requires prior notification on any fuel-operated equipment.
  • The Boise City Fire Department requires a permit at the Boise Centre for any items or equipment that operates on any type of fuel. Failure to provide a copy of the permit will mean the equipment WILL NOT be allowed to stay in the Centre. It is the Promoter responsibility to obtain the required permit from the Boise City Fire Department at 20.570.6500 or go to boisefire.org, click on “fire prevention” and then “permits”.
  • The Boise City Fire Department requires that the equipment have a locking fuel cap, less than 1/4 tank of fuel, and the battery must be disconnected. The Promoter must ensure these requirements have been met.
  • Vehicles ARE ALLOWED ONLY in the Eyries room. Centre staff will wrap the tires of any vehicle before entering the tradeshow floor.
  • Helium tanks must have a base.
  • Exhibitors must install a battery operated smoke detector on the interior of each covered exhibit or structure. Covered exhibits over 100 square feet of roofed area must have a 2 A 10 BC portable fire extinguisher. Covered exhibits over 300 square feet of roofed area must have a permit and be approved by Boise City Fire Department.

DECORATIONS

  • Boise Centre PROHIBITS HAY OR STRAW inside the building.
  • No woodworking, sawing or painting inside the building.
  • All balloons must be tethered.
  • All helium tanks must have a base.
  • No tape or pins on painted or wood surfaces.
  • It is recommended that Boise Centre approve any open flame device before being brought in the building. As per the Boise Fire Department, candles must be in a holder that will return to the upright position when tipped at a 45% angle. The distance from the flame to the top of the holder must be so that a single layer of toilet paper placed on top will not ignite for 10 seconds. Openings on the side of the holder shall not be more then 3/8” in diameter.

Central District Health Department Notification Form

Decorator Request Form/Rate Sheet

Vendor Menu [PDF]