Exhibitor Policies

IMPORTANT INFORMATION ABOUT FREIGHT SHIPMENTS:
Saint Paul RiverCentre has a limited capacity to store and manage any freight shipped to us prior to your show. All freight should be shipped directly to your show decorator using their drayage services.

Saint Paul RiverCentre will not be held responsible for any missing or damaged freight. Should you have special requirements for deliveries or should your show not have an assigned decorator, please contact your event manager for arrangements.

Decorative Materials

Nothing may be taped, nailed, tacked or otherwise affixed to ceilings, painted surfaces, fire sprinklers, columns, fabric or decorative walls. The release of glitter and distribution of any adhesive-backed sticker are also strictly forbidden.

All decorative materials must be non-flammable material or treated with a flame retardant solution and documentation must be available to the fire inspector. Tablecloths on display tables must be flame retardant if used near a heat source such as cooking devices. MSFC 805.2

Acoustical and decorative materials, including but not limited to cotton, hay, paper, straw, moss, bamboo and woodchips, shall be treated with flame retardant. MSFC 805.1 & NFPA 705

Additionally, the following items must be treated with flame retardant: drapes, banners and all decorative fabrics, as well as all hangings, curtains and drops, Christmas trees, projection screens, plastics and all other decorative materials.

Any time a canopy or tent is utilized, a 1A10BC fire extinguisher is REQUIRED. Exhibitors are welcome to bring their own or they may rent from the facility (first come, first serve).

Sale, Distribution or Sampling of Food and Beverage Products

Saint Paul RiverCentre and Roy Wilkins Auditorium retain the exclusive right to provide, control and retail all food and beverage services throughout the facilities for events including catering, concessions, novelties and the sale of alcoholic and non-alcoholic beverages, and to retain any revenues. Exhibitors are not permitted to sell, distribute or provide samples of food and beverage products without written permission from Saint Paul RiverCentre in advance of the show. The exclusive right may be waived in case of trade/exhibit shows or conventions that are of a food and/or beverage nature and are not open to the general public. Waivers must be made by Saint Paul RiverCentre management in advance of the show. If a waiver is granted, any exhibitors giving away and/or selling food and beverage products must have a permit and all appropriate fees on file with the Minnesota Department of Health. Exhibitors will also be fully responsible for any and all liabilities that may result from the consumption of their products and not Saint Paul RiverCentre, Roy Wilkins Auditorium, MHC Culinary Group, nor the City of Saint Paul.

Merchandise Sales

Exhibitors may exhibit only merchandise which they normally serve or produce in the ordinary course of their business and may only distribute such quantities that are reasonable in regards to the purpose of promoting the merchandise. Approved merchandise sales will only be permitted in the exhibitor's contracted space.

Smoking / Tobacco Policy

Under the provisions of the Minnesota Clean Indoor Air Act of 1975, Saint Paul RiverCentre and Roy Wilkins Auditorium are non-smoking buildings. MSFC 310.2

Smoking, including the use of e-cigarettes, vaporizers or similar products, is not permitted within 25 feet outside any entrance or exit. This policy includes our enclosed loading dock.

Under Minnesota State Law, the giveaway of tobacco products of any kind is strictly prohibited. No person shall distribute promotional samples of smokeless tobacco products or cigarettes, cigars, pipe tobacco or other tobacco products as defined to the general public. MINN. STAT. §§ 325F.77 (2010) & 325F.78 (1986)

Carpeting

When installing carpeting in the facility, your service contractor must use a low-residue tape such as Scotch Brand 2090. Ordinary types of carpet tape damage the special concrete and terrazzo floor surfaces when they are removed. 

Lost & Found

All found articles are placed in Saint Paul RiverCentre's Administrative Office located on the 5th floor of RiverCentre. To inquire about lost items, contact our lost and found department at (651) 265-4817.

Parking/Vehicles

Vehicles are permitted in the loading dock areas for purposes of loading and unloading freight. Unless they represent part of the display, vehicles may not be parked in the exhibit halls. Display vehicles and equipment exhibited inside the building, including gas-powered snow blowers, lawn mowers, boats, ATVs, motorcycles and snowmobiles, must have gas caps taped or locked and batteries disconnected, and shall not be fueled in the building. Fuel in the fuel tank shall not exceed 1/4 of the tank capacity or 5 gallons, whichever is less. MSFC 314.4

Licenses and Permits

All exhibitors who sell merchandise from the show floor or take orders on either a wholesale or retail basis must contact the City of Saint Paul Office of License, Inspections and Environmental Protection (LIEP) for license and permit requirements. Call (651) 266-9107 or (651) 266-8989.

Minnesota State Tax

Minnesota State Tax information can be obtained from the State of Minnesota, Business Records Department, 600 Robert Street North, Saint Paul, (651) 296-6181. See the State's sales tax web page for more information. 

Exhibitor Facility Services

Saint Paul RiverCentre sells facility services such as electricity, internet, cable, telephone, etc. directly to exhibitors and assists during events. Exhibitor services can be purchased online at the RiverCentre website. If you have specific questions about our services or the online ordering process, please call (651) 265-4800. To order services, click here.
 

Cleaning Services

Saint Paul RiverCentre staff will vacuum aisles and public spaces for each event. Booth cleaning is the responsibility of the show decorator. Special receptacles are available for compostable materials as well as recyclable materials including shrink wrap, cardboard, carpet and pallets.

Cash Machines

Cash machines are located in the skyway lobby of Saint Paul RiverCentre and Gate 1 of Xcel Energy Center.

Accessibility

Each level of Saint Paul RiverCentre is fully accessible. ADA parking exists on each level of the RiverCentre Parking Ramp and guests can access the facility from the parking ramp via skyway. Covered drop off locations and electronic doors are also present on Kellogg Boulevard.

Helium Balloons

Helium balloons are prohibited unless they are properly secured to a fixed surface for the duration of an event. The distribution of helium balloons is strictly prohibited. Balloons that get released into the air will result in a retrieval fee.

Power Jacks in Elevators

Power jacks are NOT permitted in the freight elevators. Only manual pallet jacks are permitted. Any damage incurred to the elevator or surrounding areas due to freight movement will be at the expense of the user.

Cooking and Food Warming Devices

For vendors who have received a waiver to provide food or beverage at their booth, cooking and food warming devices shall be placed on non-combustible materials, such as a metal tray, be isolated from the public by a four foot space, and be limited to 288 square inches of cooking area. A non-combustible shield or barrier to protect the public from heat sources is acceptable in lieu of the space requirements. Tablecloths or draping used on tables near cooking equipment must be treated with flame retardant and proof must be furnished to the Fire Inspector. LSC 9-4.4.3(9)

Booths containing cooking devices shall be provided with a fire extinguisher with a rating not less than 2A10BC and readily available for use. A K-type fire extinguisher must be provided and available for use when deep fat fryers are used. MSFC 904.11.5 & NFPA 10 2-2.3 & LSC 9-4.4.3

Portable Spotlights

All clamp-on types of portable spotlights shall be protected from metal-to-metal contact by having electrical insulating pads or wrapping permanently attached to the lamp holder clamp. Use of ceramic-porcelain or molded composition type of neck-shell is the only type approved. On/off switches are usually located in the neck.

Where any spotlight or lamp is subject to physical damage, damp places or comes into contact with combustible material, it shall be equipped with a substantial guard attached to the lamp holder or the handle. Flexible cord extensions may only be used for portable lamps/appliances that are of allowable amperage for the size and type of three (3) conductor cords connecting to and for the utilization of any equipment. The third conductor is used for equipment grounding purposes.

Obstructions

Nothing shall be hung from or affixed to any sprinkler heads or piping. All exit doors shall be in operable condition at all times. Exit signs, manual pull stations, fire department handsets and fire hose cabinets shall not be obstructed in any manner. All entrances, exits, aisles, stairways, lobbies, passageways, and fire and life safety devices shall be unobstructed at all times. Booth construction shall be substantial and fixed in position in a specified area for the duration of the show. Easels, signs, etc. shall not be placed beyond the booth area into the aisles.

Prohibited Materials, Processes and Equipment

  1. Overnight sleeping in any facility or loading docks
  2. Hazardous refrigerants such as sulfur dioxide and ammonia
  3. Electrical equipment or installation not conforming to code
  4. Fireworks or Pyrotechnics (must have a permit) MSFC 3308.1.1
  5. Blasting Agents
  6. Explosives
  7. Flammable cryogenic gasses
  8. Aerosol cans with flammable propellants
  9. Smoking MSFC 310.2
  10. Fueling of motor vehicles MSFC 314.4
  11. Class I liquids, including gasoline MSFC 3404.3.4.2
  12. Gas operated cooking equipment
  13. Wood matches with all-surface strikes
  14. Cellulose nitrate motion picture film
  15. Portable heating equipment
  16. Propane over five pound containers/closer than 20 feet NFPA 58

Prohibited Equipment and Operations During Set-Up and Dismantling

  1. Material-handling equipment other than electrically powered
  2. Electrically powered tools and equipment other than those listed by Underwriters Laboratories, Inc. or approved by a nationally recognized testing laboratory
  3. Portable heating equipment
  4. Welding, cutting or brazing without special permit from the Saint Paul Bureau of Fire Prevention
  5. Painting with flammable or volatile paints and finishes
  6. Other equipment or operations that increase risk to fire and life safety

Materials, Processes or Equipment Requiring Special Permission or Permits for Use

Use, display or storage of the following restricted materials, processes or equipment is subject to approval and requires special permission from the Fire Marshal:

  1. Natural gas fire equipment
  2. Cooking equipment
  3. Open flame devices
  4. Candles (require protective shields)
  5. Exhibits involving hazardous processing or materials
  6. Firearms and ammunition MSFC 3306 & NFPA 495
  7. Pressure vessels
  8. Fossil fuel powered equipment
  9. Hydraulically powered equipment using flammable fluids
  10. Radiation producing devices, including lasers
  11. Flammable liquids
  12. Electrical equipment or installations not conforming to the National Electrical Code
  13. Other materials or processes judged by the facility Fire Marshal to increase the risk to fire and life safety
  14. Fireworks or Pyrotechnics (must have a permit) MSFC 3308.1.1 

Special Approval

To obtain special approval, the exhibitor shall submit in writing to the Fire Marshal:

  1. The nature of the process or equipment to be used;
  2. The quantity of restricted material to be used; and
  3. What provisions will be made to provide fire suppression or other life safety measures which will prevent any injury, harm or damage. The request must be submitted to facility management 30 days in advance of the show, preferably with pictures. It will then be given to the facility Fire Marshal who will approve or reject the request. Written notification will be returned to the originator of the request.

Move-In/Move-Out Procedures

The major decorator of an exhibition event shall maintain control of the exhibit floor during set-up and dismantling:

  1. No vehicles will be allowed in tunnel areas, loading docks or exhibit halls without prior ID.
  2. Vehicle idling is not permitted on the loading dock or inside the facility.
  3. During move-in and move-out hours, lighting will be set at 50% of show levels, escalators will be powered off, and heating and cooling will be set at reduced levels.
  4. Only company-owned vehicles with proper signage (permanently affixed decals) or temporary loading/unloading permits will be allowed in work areas.
  5. Independent decorators and sub-contractors must be properly bonded, insured and have access permission to loading/unloading areas through the major decorator.
  6. Individual exhibitors loading/unloading merchandise must secure a temporary access permit prior to entering booth areas from the decorator service desk or show office.
  7. Forklifts and other heavy carts will not be allowed in carpeted areas without proper wrapping on tires.
  8. Keep all fire lanes clear at all times for immediate use by emergency vehicles. Violators will be towed.
  9. Motorized pallet jacks are not permitted in elevators. 

Event Sustainability Policies

Saint Paul RiverCentre and Xcel Energy Center are committed to being top destinations in the industry. As leaders in sustainability, we continually seek to reduce the environmental impact of our operations and engage both staff and community in these efforts. Our programs focus on six main topics: Waste, Energy, Water, Environmental Procurement, Air Quality, and Staff and Community engagement. Please click here to view our sustainability policies as they apply to the events in our facilities.

Power Down Policy

At the conclusion of each event, Saint Paul RiverCentre promotes a “power down policy” for all non-essential equipment that is powered by electricity.  This includes but is not limited to building equipment, production equipment, catering equipment and exhibitor equipment. 
If a client or exhibitor's business need requires 24 hour electrical service, please contact your event manager to make proper arrangements.  Additional fees may apply.