Given the possibility of theft and pilferage that accompanies any merchandising operation, the Myrtle Beach Convention Center rental agreement contains general language which indemnifies the facility from any claims of theft or damage to exhibitor property. Mandated insurance pertains to third-party injury, accidental death and City property damage claims only. The Convention Center is not insured for exhibitor or visitor property damages or losses.
Each exhibitor will receive a Prospectus designating appropriate times for set-up, show hours and move out. The Prospectus specifically discloses the terms of the exhibitor's agreement, including a statement regarding liability for theft or damage to exhibitor property.
Generally speaking, security personnel normally employed by the Convention Center shall be employed by the lessee. The particular size and type of security force shall be determined by the Convention Center Director. Security will be required for move in and move out. Designated points of entry or exit will be guarded according to the amount and location of space reserved. Guards will inspect all articles entering or leaving the facility and no worker or exhibitor will be admitted without a badge.
In all matters related to security, the lessee shall deal directly with the Convention Center General Manager or his designated officer–not with the individual security guards. The security force will answer directly to the Convention Center General Manager and shall be empowered to take whatever action is deemed necessary to provide order and protect the facility and its contents.
Recommended Security Precautions
Exhibit Managers are encouraged to:
- List the times during which exhibitors are allowed to enter the show area. This schedule should include daily beginning and ending times for set-up, occupancy periods for each show day and move out.
- Staff a registration desk adjacent to the loading entrance. A representative should be present during all designated periods of occupancy, including: set-ups, evening hours and move outs.
- Issue identifiable property passes to each exhibitor–to be worn at all times, including: set-ups, evening hours and move outs.
- Authorize an adequate number of security personnel on a 24-hour basis to act as a deterrent against theft and pilferage. The Convention Center has an exclusive contract with a security contractor who is able to schedule personnel on an hourly basis.
- Advise all exhibitors that additional security personnel may be hired (with adequate advance notice) to monitor individual displays.
- Schedule decorating and other service contractors for load-out only when all exhibitors are present. When load-out involves more than one day, booth exhibitors and contractors should be required to vacate the premises at the same time.
- Be present to open the assigned show and remain until all exhibitors are advised to vacate the show area. Exhibitors should be admitted to the show area when an Exhibit Manager is present.
All exhibitors are encouraged to:
- Be present during all periods of occupancy as authorized by the Exhibit Manager. This requirement is important during move in and move out periods when large quantities of display materials are moved into and out of the Convention Center.
- Exercise generally accepted security precautions during the event. Each booth or exhibit should be attended at all times during set-up, event hours and load-out.
- Arrange displays to discourage pilferage. At the end of each show day, small valuable display items should be secured in locked containers or show cases within the booth, covered with fabric, or removed to a secure location at the end of the show.
- Remove small items immediately and remain in the booth until all other exhibitors and workers are instructed to vacate the show area.
- Furnish as much information as possible regarding the property, as well as provide witnesses to the removal of said property. Any loss of property should be immediately reported to the Convention Center Security Office. The exhibitors should be encouraged to make a separate report to the Police Department.
Public Safety
A floor plan layout shall be submitted by the lessee at least ninety (90) days prior to move in of an event. The plan is subject to approval by the Myrtle Beach Fire Department. All displays or decorating materials must be fireproof. Smoking is not permitted within the facility.
Freight doors, overhead doors, emergency exits and corridors leading to these exits shall not be blocked at any time. All crates and boxes shall be removed from the premises prior to opening of the show.
No electrical or plumbing work shall be done except by Convention Center personnel or contractors designated by the Convention Center General Manager. Outdoor displays must be approved in writing by the Convention Center General Manager. All complaints or questions regarding public safety shall be brought directly to the Convention Center General Manager.
Your cooperation is essential to providing a safe and secure environment for exhibitor property. If you require further assistance in planning your event, please contact our Event Coordination Staff at 843-918-1225 or 800-537-1690 or via our web site at www.myrtlebeachconventioncenter.com.
Fire and Safety Prevention Codes
The Standard Fire Prevention Code has been adopted by the City of Myrtle Beach and is strictly enforced. Exhibitors, service contractors, producers or events, etc, are required and expected to comply with all Federal, State and Municipal Fire Codes which apply to places of public assembly.
Therefore, the following requirements shall be enforced for all shows at the Convention Center.
GENERAL
- All exhibit booths shall be installed in a manner that does not obscure the vision of required exit signs not obstruct access to required emergency exits.
- Exhibit booths shall not obstruct access to the building's firefighting equipment (e.g. fire extinguishers and fire hose cabinets)
- Individual exhibitors shall ensure that their booth is properly constructed. Drapes, signs, banners, acoustical materials, cotton, paper, hay, straw, moss, split bamboo, plastic cloth and similar materials shall be flame retardant or fabricated of inherent fire proof materials. Note: Documentation of flame-retardant treatment or a flame test shall be performed when deemed appropriate by the fire department. Oil cloth, tarpaper, nylon and certain plastic materials cannot be made flame retardant and their use is prohibited.
- Aisles shall be maintained free of obstructions at all times. Easels, signs, etc. shall be kept inside the booth; not in the aisles.
- Literature, supplies, and handouts shall be permitted in reasonable quantities. Reserve quantities shall be compactly stored inside the booth in closed containers.
- Crate storage is prohibited within the exhibit hall.
- Helium filled balloons are prohibited inside the exhibition halls. The balloon may break away, rise to the ceiling and activate the building fire alarm system.
- Smoking is prohibited inside the building. However, posted smoking areas may be established on the loading dock or other areas outside the building.
INDOOR DISPLAY OF VEHICLES
- Operation of liquid-fueled vehicles of any kind shall be permitted only during the move in and move out phases of a show. Note: Operation of vehicles during a show may be considered on an individual basis. Full details of the show must be submitted to the Convention Center Director, for fire department approval, a minimum of seven (7) business days prior to the move in date.
- All on-loading or off-loading of fuel shall be performed outside of the building using only approved safety equipment.
- All liquefied petroleum tanks, empty or full, shall be removed from RV's, trailers, motor homes, and boats, before entering Exhibition Hall. Any storage of LP tanks, empty or full, in any interior space or room of the Convention Center is prohibited (see Note 1 below for exceptions).
- When a liquid-fueled vehicle is parked inside the exhibit hall, the following conditions shall be met:
- Fuel tanks shall be drained to less than 1/4 of tank capacity
- Fuel caps shall be taped shut or fitted with a locking cap
- Hot lead of battery shall be disconnected and taped to prevent contact with the battery terminal.
When a compressed natural gas (CNG) powered vehicle is parked inside the exhibit hall, the following conditions shall be met:
- Close shutoff valve or valve outlet of CNG vehicle container and operate engine until it stops. The value shall remain closed while the vehicle remains indoors.
- At least one battery cable shall be disconnected from the battery used to start the vehicle engine and taped to prevent contact with battery terminal.
WRITTEN AUTHORIZATION REQUIRED
Written authorization from the fire department is required for the following operations:
- Display and/or operation of any heat producing open flame device such as, but not limited to heaters, grills, candles, lanterns, torches, smoke generators, etc.
- Display and/or operation of any electrical, mechanical or chemical device that is deemed hazardous by the fire department.
- Storage or use of combustible/flammable liquids, compressed gases or hazardous chemicals.
Note 1: Displays or exhibits (does not include those displays or exhibits used for cooking purposes) that require the use of LP gas or compressed gas cylinders shall be limited to a maximum of one (1) five-pound LP cylinder and one (1) standard D (40 cubic feet) oxygen cylinder or one (1) standard ACB (40 cubic feet) acetylene cylinder. Cylinders shall be secured at all times to prevent them from being knocked over.
Note 2: All booths or exhibits that use an open flame device shall have a fully charged and currently tagged (within the last 12 months) five-pound ABC fire extinguisher in the booth.
EXHIBITS INVOLVING FOOD PREPARATION
- Only electric cooking appliances in good repair shall be used. Note: No gas (Butane/Propane, etc.) fueled cooking appliances shall be permitted inside the exhibition halls.
- All booths that perform cooking operations shall have a fully charged and currently tagged (within the last 12 months) five-pound ABC fire extinguisher in the booth.
- Food preparation booths shall not border on the perimeter exit access aisles.
- Limited use of sterno-type heating devices shall be permitted as long as they are used in a safe manner.
USE OF PRE-FUNCTION AREAS
- Tables shall be permitted on the blank wall only. Individual spaces shall be limited to one table width with a reasonable working space between the table and wall.
- No tables shall be permitted on the exterior glass wall.
- Tables shall not be permitted to obstruct exit doors.
- Tables shall no be permitted on the blank wall on one side only, in the ballroom pre-function area.
- No tables shall be permitted in the meeting rooms pre-function area. Provisions for registration, etc. shall be made in the Hall of Fame area.
- No group seating shall be permitted in the Hall of Fame area. Any reception-type functions shall be standing only.
USE OF PORTABLE BLEACHERS
- All bleachers brought into the Convention Center shall have backs and railings installed in accordance with the Standard Building Code.
Any questions concerning Code content and its interpretation should be directed to the City of Myrtle Beach Fire Department, Fire Marshal's office at 843-918-1192.
