LOCATION
Huntington Place
1 Washington Blvd
Detroit, MI 48226
https://www.huntingtonplacedetroit.com/
The IROS 2023 Exhibits will be open on October 2-4, 2023. A representative must staff exhibitor booths during all times when Exhibits are officially open. Identification badges may be picked up at the registration desk. Badge exchange between exhibitor representatives is not permissible.
EXHIBITOR MANUAL
The 2023 IROS Exhibitor Manual is now available.
Note: If you have not previously logged in to Freeman Online, you will need to set up a username and password.
The Exhibitor Manual is your resource for the successful implementation of your IROS Exhibits plan. Included are the rules and regulations, shipping and handling instructions, rental display options, labor services, and order forms for every service available to exhibitors during IROS 2023.
EXHIBIT HOURS (subject to change)
Monday, October 2: 9:30 am – 5:00 pm
Tuesday, October 3: 9:30 am – 5:00 pm
Wednesday, October 4: 9:30 am – 5:00 pm
INSTALLATION OF DISPLAYS*
The exhibit hall will be open for the installation of exhibits during the following hours:
Saturday, September 30: 4:00 pm – 7:00 pm
Sunday, October 1: 8:00 am – 4:30 pm
The exhibitor must have an authorized representative present throughout the installation of his/her/their exhibit(s) and will furnish the name of this representative to Show Management at least 60 days prior to the show. During installation hours, Installation & Dismantle wristbands will be available at no charge to all exhibitors and workers to gain access to the exhibit floor. I&D wristbands must be worn at all times during installation days. Exhibitors may pick up I&D wristbands from security at the entrance to the exhibit hall or from the Exhibits Management Office.
Installation of all exhibit material must be completed by 8:00am, Monday, October 2, and all shipping crates and packing cases must be ready for removal in order to allow sufficient time for cleaning prior to the event opening at 9:30am on Monday, October 2. If an exception must be made, contact Exhibit Management at IROS@heiexpo.com.
*Exhibitors may choose to work later than 4:30pm
DISMANTLING DATES AND HOURS
The exhibit hall will be open for exhibit dismantling during the following hours:
Wednesday, October 4: 5:00 pm – 8:00 pm
Thursday, October 5: 8:00 am – 12:00 pm
All outbound carriers must check in no later than 10:00am on Thursday, October 5. Freight not called for by 10:00am on Thursday, October 5 will be rerouted via Freeman Transportation.
Note: Do not leave materials behind. Exhibitors leaving materials after the dismantle period will be charged a disposal fee, and materials will be discarded. You are responsible for arranging shipping or material handling through Freeman.
INCLUDED BENEFITS
Exhibit space rental includes these added benefits:
- Two (2) Exhibitor Personnel Passes per 100 sq. ft. of exhibit space. Additional Exhibitor Personnel Passes can be purchased.
- Complimentary access to the Welcome Reception and Farewell Reception with an Exhibitor Personnel Pass.
- Complimentary listing in the Conference Exhibit Directory that includes contact information and product description.
- Complimentary listing on the Conference mobile app.
- Complimentary WiFi Internet access in the exhibit hall.
- Access to high-impact partnership opportunities available only to exhibitors.
IROS 2023 Partners are entitled to:
- Platinum: 8 full conference delegate passes; 12 exhibitor personnel passes
- Gold: 6 full conference delegate passes; 8 exhibitor personnel passes
- Silver: 3 full conference delegate passes; 6 exhibitor personnel passes
- Bronze: 1 full conference delegate pass
EXHIBITOR BADGES
IROS 2023 exhibiting companies are entitled to up to two (2) exhibitor badges per regular booth (100 sq. ft.). Details regarding the registration of your booth personnel will be sent to you in mid-April.
Exhibitor badges must be picked up at the IROS Exhibitor Registration Counter located in Huntington Place.
During move-in, all Exhibitor Appointed Contractors must also wear a badge. There is no pre-registration process for these contractors, however an EAC form must be submitted in advance by Exhibitor. They will be registered when they arrive onsite by means of a generic nametags.
After Hours Passes
Exhibitors may enter and exit the floor if they have been issued an IROS authorized wristband or have their permanent IROS exhibitor badge. Exhibitor staff must be working in their booth while in the exhibit hall during these off-hours. Those not working or wandering the exhibit hall will be asked to leave and return during the official hours of operation, during the installation, show days, and dismantle periods.
ADMISSION TO THE EXHIBIT FLOOR
IROS 2023 Management reserves the right to refuse admission to the exhibit floor to any visitor, exhibitor or employee of an exhibitor who is, in their opinion, undesirable or likely to disrupt the smooth functioning of the event. Children under 16 years of age are not admitted during move-in, exhibit hours and move-out.
All persons on the exhibit floor must have proper registration credentials.
ADDITIONAL FEES
- Additional staff – Additional Exhibit Hall Only Access badges above the company’s allowance will be subject to an additional fee.
- Standard Exhibit Space does not include carpet/floor covering, material handling, or audio-visual equipment. Please refer to the order forms found in the Exhibitor Manual for pricing and details.
- Electrical outlet, WiFi, and basic furnishings are included with exhibit space. To order additional electrical, hardwired internet, or additional/custom furnishings, please refer to the order forms found in the Exhibitor Manual for pricing and options.
EXHIBIT REGULATIONS
Animals
Animals and pets are not permitted in the building except in conjunction to aid the disabled.
Booth Lighting & Laser Lighting
Exhibitors must not encroach on IROS Exhibits aisles, walls, or ceilings with strobe lighting, laser lighting, or other special effects lighting. Exhibitors may not use projection lighting, laser lighting, or other special effects lighting outside their own purchased exhibit space. Exhibitors may not project images or other lighting onto the walls of the convention center or the ceilings of the convention center or on the aisles of the convention center. All special effects lighting and high intensity lighting must not disturb the other exhibitors or attendees or IROS Management will ask for it to be turned off.
Catering
Sodexo Live is the exclusive supplier for food and beverages consumed or distributed in Huntington Place Detroit. If you wish to serve food or beverages in your booth, you must order through Sodexo Live.
Cleaning
The general contractor will vacuum the aisles of the exhibit hall every night and will maintain general cleaning of the halls. For individual booth cleaning requirements, exhibitors should order through the Freeman Online website.
Crate Storage
Empty crates, boxes, skids, etc. that exhibitors have labeled “empty” will be removed from exhibitors’ booths, stored, and returned to booths at the conclusion of the exhibition. “Empty” stickers will be available at the Exhibitor Service Center.
Conference Logo Policy
Acceptable External Use:
The Robotics Society of Japan and IEEE logos, and the custom logo of this year’s Conference, are the property of RSJ and IEEE and may not be used unless it is the intent of the exhibitor to use the logo for the sole purpose to promote the Conference in good taste. Examples of acceptable use include the following:
- Entities associated with the annual conference are welcome to use the conference logo, as appropriate, to promote their events and/or describe their activities.
- Individuals may use the logos to acknowledge their participation in a sponsored event.
- It is also acceptable to grant permission to third parties, such as news organizations, to use the logos for promotional purposes.
Prohibited Use:
It is our policy that the IROS conference logo be used without modification and in an appropriate manner.
Examples of prohibited use include, but are not limited to, the following:
- Any implication of endorsement by the organization or its activities
- Commercial uses (placement of the logo on product packaging)
- An individual’s use of the logo for purposes other than acknowledging participation in our activities
- Combination of the annual conference logo with another logo
Demonstration Equipment Placement
No display material and/or booth equipment can be placed in meeting rooms of the Convention Center or in conference hotels without written permission from management.
Exhibitor warrants and agrees that the Exhibitor is solely responsible for assuring that its exhibit, demonstration(s) and all related materials are accessible to persons with disabilities and complies with all applicable provisions of the Americans with Disabilities Act.
Disability Services
Wheelchairs, designated parking, TDD, telephone and other services are available for visitors with disabilities. The Huntington Place Detroit is in compliance with the Americans with Disabilities Act.
Distribution of Alcoholic Beverages
Please check with Show Management at IROS@heiexpo.com if you plan on distributing alcoholic beverages during the IROS Exhibits.
Dress Policy
All booth staff are expected to dress in business and/or business casual attire. Exhibitors should ensure that the attire of all staff they deploy at their booth (whether the exhibitor’s direct employees or their contractors) be considered appropriate in a professional environment. Attire of a revealing, provocative or suggestive nature is not permitted. These guidelines are applicable to all booth staff, regardless of gender, and will be strictly enforced. We reserve the right to request that individual booth staff change their attire or leave the premises immediately if we feel their appearance might be offensive to other exhibitors or attendees. Questions can be addressed in advance of the IROS Conference to Exhibits Management at IROS@heiexpo.com.
Drones, Flying Machines, Etc.
Drones and other equipment that can fly or hover and be remotely controlled or autonomously controlled through software-controlled plans in their embedded systems require pre-approval and adherence to all guidelines for usage in the rented exhibitor booth and are not allowed outside of the exhibitor booth. Please refer to the exhibitor manual or reach out to Show Management for all convention center rules and regulations.
Exhibit Guidelines and Regulations
The regulations listed below are presented to create and maintain an open atmosphere on the exhibit floor. In designing your exhibit, good judgment and consideration of neighboring exhibitors and attendees should be included in your primary objectives.
Exhibits parts of any display must be finished, and Exhibitor booths must be equipped with appropriate display components, furniture, and floor covering.
Any elevated floor structures within any exhibit, which are not ramped, must be marked or lighted appropriately around the perimeter.
All multi-story exhibits and all exhibit fixtures and components exceeding 12′ in height must have drawings available to inspection by exhibits management, the installation and dismantling contractor, the exhibitor and governmental authority during the time the exhibit is being erected, exhibited and dismantled at the show site that include a signature or stamp of a reviewing structural engineer indicating that the structure design is properly engineered for its proposed use, and a signature of an authorized official of the exhibit building company indicating that the structure is built in compliance with the details and specifications set forth on the drawings. Exhibitors are cautioned when installing a display with a ceiling or second level to check with the local fire department to ensure that their display meets with the necessary fire safety precautions involving smoke alarms, fire extinguishers, sprinkler systems, etc.
Exhibitor Appointed Contractors
The Official Service Contractor for IROS 2023 is Freeman. If the exhibitor plans to use a company other than the Official Service Contractor, the exhibitor must complete the Authorization Form for Exhibitor Appointed Contractors. The exhibitor appointed contractor then must provide Show Management with a certificate of insurance and agree to abide by the show rules and regulations.
Exhibitor Registration
Exhibitor’s booth representatives shall be restricted to employees of the exhibiting company who are working in Exhibitor’s booth. Booth representatives shall wear “EXHIBITOR” badge identification, furnished by Exhibitor Registration, at all times. Show Management may limit the number of booth representatives at any time. All Exhibitor’s company personnel other than those working in booth are to register as attendees at the Exhibition.
Exhibitor Service Center
The Service Center will be open for business during the installation period. All contractors and production management personnel can be found here. In addition, all on-site production services such as decorating, furniture, floor covering, shipping, material handling, electrical, telephone, display labor, special cleaning, signs, and audio-visual requirements can be arranged here. A team of production management personnel is at your service.
Handouts, Literature, Giveaways, Invitations & Promotional Material
Exhibitor personnel and those representing the exhibitor must remain inside the perimeter of the booth to distribute literature, handouts, or invitations to attendees. Passing out promotional material or literature in the aisles, lobby, or public areas is prohibited. Any safety concerns surrounding a handout or giveaway should be expressed as a written warning and should accompany each item.
Helium Balloons and Stickers
The display and distribution of helium balloons will not be allowed at any time within the exhibit hall. Balloons create many housekeeping problems and are particularly detrimental to the fire detection systems installed in the exhibit hall. Their use is strictly prohibited. Distribution of stickers is prohibited in the convention center.
Labor Jurisdictions
Exhibitors must comply with all federal, state, and local labor laws. Exhibitors should review the Labor Jurisdictions found in the Freeman Manual for Detroit’s Labor Union requirements and restrictions.
Online Company Listing
If you have not already done so at the time of application, please submit your listing information by logging into your Exhibitor Portal.
- Sign Into the Exhibitor Portal using your email and password here:
- If you do not have your password, please follow the “Forgot your password?” link on the page.
- Enter your company information as you wish it to appear. When you are finished, click Save & Complete.
- If you have any questions, or need assistance, please contact IROS@heiexpo.com.
Performers
Performers, costumed performers, employees, or other representatives engaged in advertising your product, service, or events must do so from the inner perimeter of your booth.
Photography
Photography of exhibits and displayed equipment (other than your own) is strictly prohibited. Please note that exhibitors have the right to request that photographs may not be taken without permission.
Security
Entry to and exit from the exhibit area will be possible only through the main Show entrances and all persons entering and leaving must wear a badge issued by Show Management.
Lost or stolen property must be reported to the Security Office as soon as possible. Should you require additional security for your booth, products or equipment, exhibitors should contact the official security service provider.
Selling / Order Taking
Please be aware that Exhibitors who will only be making retail sales at one or two events in Michigan during the year do not need to register their business, but rather complete Form 5089, Concessionaire’s Sales Tax Return and Payment, or, if you prefer, you may apply for a sales tax license. If you make retail sales at more than two events in Michigan per year, you must have a sales tax license.
Smoking Policy
IROS 2023 is a NO SMOKING Conference and Exhibition. Smoking is prohibited inside Huntington Place, and only allowed within the designated areas outside the building on Huntington Place property.
Sound Transmission
The prescribed standard is as follows: level may not exceed 70 decibels, 4 feet (1.22 meters) away from the source. Any machine, musical group, information broadcaster or any other source may not exceed this limit. The IROS 2023 Exhibit Management Office will be the sole judge in this matter.
Please do not schedule conflicting off-site promotions which would take attendees away from events, sessions, or during open exhibit hours.
Questions?
Contact IROS Exhibition Management at IROS@heiexpo.com