Why Trade Show Rules Matter
Trade show rules often confuse exhibitors. If you ignore them, you pay fines and lose money. Many clients believe they can hang monitors, vacuum booths, or serve food themselves. However, these actions often break trade show rules and regulations. To avoid stress, you must understand exactly what the rules allow.
Trade show rules and regulations define what exhibitors can and cannot do on the show floor. They cover labor, electrical work, food service, and safety requirements.
What Clients Often Misunderstand
Many exhibitors assume the rules are flexible. In reality, they are strict:
- Want to hang a monitor or plug in a light? Only union-certified labor can handle that task.
- Thinking of vacuuming your booth? You may use your own vacuum, but contractors cannot do it for you.
- Hoping to serve cocktails? That requires licensed staff, venue approval, and exclusive caterers.
As a result, what seems easy in Orlando could get you fined in Las Vegas—or billed in Chicago.
What Happens If You Break the Rules?
Breaking the rules leads directly to penalties. Enforcement teams monitor activity on the floor, and they rarely miss violations.
- If you use unauthorized labor, you receive penalty charges.
- If you serve food without approval, you face violation fines.
- If you offer alcohol without permits, you carry full legal liability.
You may bring sealed bottled water or packaged snacks. However, once you move into catered meals or alcohol service, the official contractor controls it.
City-by-City Rule Snapshot
| City / Venue | Food, Beverage, and Labor Rules |
|---|---|
| Orlando (OCCC) | Sodexo Live controls food and beverage. Sampling requires written approval and must stay limited to small portions. |
| Las Vegas (LVCC) | Centerplate/Sodexo controls food and beverage. Even bottled water goes through them. Alcohol requires permits. |
| Other Venues | Union labor typically handles electrical, rigging, and cleaning. DIY tasks often result in fines. Rules differ widely. |
Quick Checklist: Trade Show Do’s and Don’ts
| Do’s (Allowed) | Don’ts (Fined/Restricted) |
|---|---|
| Bring sealed bottled water or snacks | Serve alcohol or catered meals without approval |
| Use union labor for setup and rigging | Hang monitors, plug in lights, or run wires yourself |
| Coordinate with the official caterer | Assume rules are the same in every city |
| Confirm regulations before each event | Expect contractors to bend the rules |
Stick to What You Can Do
The best move is to work with partners who know trade show rules and regulations. At Absolute Exhibits, we coordinate with official vendors, secure approvals, and manage labor compliance; therefore, you don’t have to think about it. This approach keeps your booth compliant, fine-free, and focused on results.
The Bottom Line
What happens in Vegas—or anywhere else—will not stay there if you break the rules. It shows up on your invoice. By planning ahead, confirming local differences, and partnering with experienced professionals, you keep your booth memorable for the right reasons, not for costly fines.
