The Las Vegas Science and Technology Festival is presented by the Las Vegas Natural History Museum
We look forward to your participation in the 8th annual event on May 5, 2018! Based on the success of the past few years we anticipate over 8,000+ attendees at the Expo! If you have any questions, please contact the Expo Manager Katy Mason at firstname.lastname@example.org.
Expo Exhibit or Performance Terms & Conditions
Expo exhibits and performances must be a high entertainment hands-on interactive experience geared towards approximately 7th/8th grade education level that promotes science, engineering, technology, or math. Expo exhibits must be set up before the event begins at 10:00 a.m.; tear down can begin at 5:00 p.m. and exhibit booth must be completely removed by no later than 7:00 p.m. that evening (Saturday, May 6).
During the hours of the Expo (10:00 a.m.– 5:00 p.m.) the exhibit must be staffed at all times.
Materials related to your exhibit, organization, or club may be made available to the public. If you make any significant changes to your Expo exhibit booth or performance, please notify the Las Vegas Science and Technology Festival at least one month prior to the Expo date.
All exhibitors must check in at the designated “Expo Exhibitor Check In” table/entrance. No pets will be allowed inside Cashman Center. Animals that are being used as part of an instructional exhibit and service animals are the only exception.
All exhibitors are subject to Las Vegas Cashman Center Policies and Procedures, which are available at the following link: lvcva.com/meetings/meeting-venues/convention-centers/cashman-users-manual.jsp
Please communicate these policies and procedures to all individuals who will be supporting your exhibit on the event day.
Load-in will be available from 4 p.m. – 7 p.m. on Friday, May 5, 2017 and between the hours of 7:00 a.m. and 9:30 a.m. on Saturday, May 6, 2017. Load-in is permitted through the pre-determined, designated load-in gate which will be noted on the Exhibitor Confirmation Sheet.
Exhibitors must provide their own push carts and/or hand trucks to transport any equipment or materials to their pre-assigned exhibit location, from the load-in gates. Please keep all push carts and/or hand trucks on the concrete walkways
Electric carts and lifts are permitted inside the Cashman Center, but all equipment and supplies are at the Exhibitor’s expense.
Each exhibitor and its member(s) need to be at their respective exhibit and ready for guests no later than 9:45 a.m. on Saturday, May 7, 2017. No exceptions. Gates will open promptly at 10:00 a.m.
All promotional items must be at the respective exhibit. Any unnecessary equipment and/or extra materials must be neatly stored away from public view. No storage space will be provided.
Equipment and/or materials must not impede pedestrian traffic or present a safety hazard. Las Vegas Cashman Center cannot accept advance freight shipments on behalf of the Las Vegas Science and Technology Festival EXPO exhibitors.
Cashman Cetner has two 24’ high by 28’ wide hangar-style freight doors. Four smaller roll-up door provide access to the meeting rooms, theatre lobby, stadium field and northeast exterior.
Exhibitor parking will be available at an offsite location adjacent to Cashman Center. More information will be available in the Exhibitor Confirmation Sheet.
Load-out will begin immediately after the general public has been cleared from the Cashman Center Saturday, May 6, 2017. Exhibitor load-out must be completed no later than 7 p.m. on May 6, 2017.
No pets will be allowed inside Cashman Center. Animals that are being used as part of an instructional exhibit and service animals are the only exception.
No food, drink, or alcohol can be sold or distributed.
Las Vegas Cashman Center and Las Vegas Science and Technology Festival will not be responsible for items on premises that are stolen, damaged, or missing.
An authorized representative from the exhibit must be present at all times.
Exit signs and doors must not be covered or blocked and must allocate a six-foot space allowance for emergency exits. These doors are prohibited from being propped open.
Set-up for each exhibit is confined within the designated exhibit space. Exhibitors must remain in designated event spaces. Entering unauthorized locations is prohibited.
If you are plugging in any type of appliance or device, please confirm that it complies with the Uniform Fire Code of Clark County.
Decorations and exhibit construction must conform to any and all fire regulations. All materials used must be flameproof.
Please note, for everyone’s safety, exhibitor(s)’ bags and articles entering Cashman Center may be subject to inspection by Security prior to admittance into the ballpark and any other time as warranted without prior notice while on the premises.
Exhibitors will be responsible for disposing of any load-in / load-out trash in the designated trash bins. Unnecessary cardboard must be broken down and placed out of public view. There will be a sweep for unnecessary cardboard prior to gates open.
Exhibitors are responsible for removal of crates, pallets, and any other packing materials prior to gates open. The depositing of ice or any other liquids on the grass, trees, or other landscaping is prohibited. The depositing of any liquid into the drains is prohibited.
Exhibitors shall not discriminate against any person, or directly or indirectly display, circulate, publicize or mail any advertisement, notice or communication which states or implies that service shall be refused or restricted because of sex, race, color, religion, ancestry, national origin or disability.
Exhibitors shall not threaten, intimidate or harass, behave in an overtly discourteous, abusive or disrespectful manner towards any Cashman Center employee(s) and/or guests.
Stealing, unauthorized removal, use, loss, damage or destruction of property belonging to Cashman Center, Las Vegas Science and Technology Festival, its guests or employees is strictly prohibited.
Exhibitors shall not consume alcohol or use illegal narcotics at any time during the event.
Cashman Center and/or Las Vegas Science and Technology Festival reserves the right to restrict, close and/or remove any exhibitor at any time due to failure of meeting the policies and procedures.
The Las Vegas Science and Technology Festival will:
If you need to modify any portion of your event, please notify the Festival in writing at least one month prior.
All event content must be appropriate for a family audience. All material used by you must not infringe on any copyright, trademark, patent, or other third party right. You may not seek donations or compensation from EXPO Day attendees.
The Festival reserves the right to allow commercial sound recording, photography and/or filming by official sponsors.
You agree to indemnify and hold harmless the Festival, its planners, partners and agents, from and against claims, loss, damage, injury and liability relating to your participation in the Festival to the extent of applicable law.
This working relationship is between your organization and the Festival. It can not be assigned, subcontracted, or in any way transferred to a third-party without prior written consent from the Festival. The relationship between the parties is one of independent contractors only, and no employee-employer benefits are conferred.
The Festival reserves the right to cancel and no damages shall be due for a failure of performance occurring due to Acts of God, war, terrorist act, government regulation, riots, disaster, strikes, or other circumstances outside of the Festival’s control, any one of which make performance impossible.