General Service Contractor Guidelines, Information and Regulations

General Service Contractor Guidelines,

Information and Regulations

bcec general service contractor guidelines

Introduction

This section reflects the policies and regulations

developed and applied by the Massachusetts

Convention Center Authority (the “MCCA”) to its

Boston Convention & Exhibition Center (the “BCEC”),

BCEC South Lot Marshalling. Any rules and regulations

imposed by show management for specific events are

in addition to those stated in this document. The BCEC

rules and regulations are applicable, but not limited,

to all General Service Contractors, Service Providers

and Vendors as defined below. The MCCA reserves the

right to change, modify, or add to these rules and

regulations without prior notice.

Definitions

Massachusetts Convention Center Authority

(MCCA) Facility

Consists of The Boston Convention & Exhibition

Center (BCEC) (herein referred to as “BCEC”).

Information regarding the BCEC can be obtained at

our website, www.massconvention.com or by calling

617-954-2000.

Show Management

The organization or individual contracting for the use

of the Facility by means of a signed Event License

Agreement (herein referred to as “Licensee”).

General Service Contractors/Decorator (GSC)

The primary Contractor designated to provide overall

freight, drayage, decorating, signage, production,

theatrical and other event related services by the

Licensee.

Service Provider(s)

Any company, business entity or individual providing

event related services directly to exhibitors or show

management in addition to those provided by the

General Service Contractor.

Contractor(s)

Consolidation of terms referring to all General Service

Contractors/Decorator (GSC), Service Providers and

Vendors authorized to use the Facility.

Rules & Regulations

Show Management

Show management is required to hire an approved

GSC to perform drayage, decorating, loading dock

control, and the loading and unloading of freight.

The trades people that perform these functions are

employees of the GSC. Exhibitors and company-

employees may participate in the off-loading and

setup of their booth under certain parameters see

Exhibitor Participation Rules. Exhibit floor deliveries

to the GSC , require that the GSC load/off-load all

equipment and display material from commercial

carriers/common carriers or van lines. Further, all

vehicles received by the GSC, over 24 feet require GSC

labor to off-load or load. The GSC for the event will

have skilled craftsmen to assist exhibitors who wish

to hire personnel to perform the above services.

Arrangements for all temporary labor should be made

through the GSC.

Facility Contact

The Facility is organized so that an Event Services

Manager is assigned to every event. The Event Services

Manager is the primary contact for Contractors and

Licensees. All communication must take place

between the Contractors and the Event Services

Manager relative to activities taking place on-site. For

information on Event Services Manager assignments,

call 617-954-2000.

MCCA Code of Conduct

The MCCA Code of Conduct provides general

guidelines regarding the MCCA’s expectations of

contractor employee conduct while working on MCCA

property. It is not intended to address every situation

or behavior that may occur. The MCCA reserves the

right to impose appropriate remedial action for any

inappropriate conduct not specifically covered in this

code. The MCCA is the final authority on the

interpretation of this Code of Conduct and on

decisions relating to violations of the Code. This Code

of Conduct is designed to help ensure that ALL

contractor employees working in MCCA facilities

conduct themselves in a friendly, courteous and

respectful manner at all times and applies to all

contractors working on all MCCA Property. Any

violation of any rules contained herein, as determined

by the MCCA, may result in violators being

immediately removed, trespassed and/or face possible

criminal prosecution

MCCA Identification

: All employees and

contractors are required to wear MCCA or

Exhibitor Services Contractor Association

(ESCA) issued identification badge on their

outermost garment at all times while

working at an MCCA facility. Upon request

and as a requirement to be issued a MCCA ID,

bcec general service contractor guidelines

all employees and contractors working with

an MCCA facility must carry on their persons

a current and valid government issued photo

identification (i.e. driver’s license) at all times.

Access to Work Areas:

The appropriate route

to and from the work area is through the

loading dock corridor or service corridors of

MCCA facilities.

Inspections:

ALL persons, bags, briefcases,

backpacks, coolers, Authority lockers,

vehicles, and other containers are subject to

inspection at any time.

Unauthorized Vehicles

: Unauthorized

vehicles are prohibited from parking

anywhere on MCCA property. Specifically in

the loading dock area.

Motorized Equipment Operation

: Operation

of all motorized equipment on MCCA

property must be done so in a safe manner in

accordance with the appropriate license for

each specific piece of equipment. All

motorized equipment license must be

present with the operator at all times while

working at an MCCA facility and available

upon request.

Violence:

Fighting, physical violence,

attempted physical violence, intimidation,

creating a disturbance, horseplay, disorderly

conduct or the use of abusive language

toward any employee or visitor is strictly

prohibited. No threats, pressure or coercion

may be used by any person where the object

is to influence any of the Authority’s

customers, users, licensees, exhibitors,

clients, contractors, suppliers or attendees to

use any particular vendors, products, services

or goods.

Weapons

: The possession of firearms, knives,

explosives or weapons of any kind is strictly

prohibited.

Theft:

Theft, attempted theft,

misappropriation of property or the aiding /

abetting of such acts is strictly prohibited.

Alcoholic Beverages and Controlled

Substances:

The possession or use of

alcoholic beverages and Controlled

Substances including but not limited to illegal

drugs, drug paraphernalia, and contraband is

strictly prohibited.

10.

Solicitation of Tips, etc.:

Solicitation or

accepting of tips, gratuities or property is

strictly prohibited.

11.

Access to Events:

No one may use their

identification badge, uniform or position as a

means of admission into any event at MCCA

facilities, unless that person is assigned to

work in that area.

12.

Client & Exhibitor Work Interference

: No

contractor employees may approach or

interfere with the work of the clients of the

MCCA or exhibitors for the purposes of

mandating specific labor work requirements.

Any issues or complaints regarding specific

labor work rules must be directed to the

Local’s Business Agent, general service

contractor, and or MCCA. Continued

violations of this provision will result in

trespass from MCCA facilities, for contractors

and employees.

13.

Signs, Banners and Handouts

: The posting

or placement of any notices, signs, placards,

banners, announcements or distribution of

any material or periodicals is prohibited.

14.

No Smoking

: By State Law, MCCA facilities

are smoke free facilities.

15.

Reports to the Authority’s Public Safety

Department:

Every individual working on

MCCA Property is required to report to the

Public Safety Department the following:

damage to any property or equipment

immediately after occurrence; theft or

unauthorized possession of any property or

equipment; any unsafe condition or activity;

and, any emergency, such as fire or medical

emergency, any and all accidents involving

physical damage to individuals, property or

equipment.

16.

Violations:

Those contractor employees

trespassed/ejected from MCCA facilities

cannot regain access until such time that the

contract employer has contacted the MCCA’s

Public Safety Department and the MCCA has

subsequently approved the employer’s

personnel actions, including disciplinary

action taken.

bcec general service contractor guidelines

Contractor Check-In /

Check-Out Procedures

Boston Convention & Exhibition Center (BCEC)

All Contractors are required to enter the BCEC through

the southwest entrance adjacent to the South Parking

Lot for credential processing unless directed to the

Employee Entrance, located on Level 0 North, at 0

(zero) Fargo Street. The Contractor Company

Supervisor will conduct the daily staff selection

process and issue assignments at this location. The

Contractor Company Supervisor is responsible for

emailing labor lists to the Public Safety Manager at

BCECLaborLis[email protected] as soon as

possible, but no later than 3:00 p.m. of the day before

the labor call, or in the case of weekend/ Monday

labor calls, Saturday, Sunday and Monday labor lists

must be received no later than 3:00 p.m. on Friday.

These labor lists must include the date(s), time(s) and

event name that the list applies to, and must be sorted

in alphabetical order, last name, first name, middle

initial. All supervisory and shop steward personnel

must be identified as such on all labor lists, in addition

to the names of all laborers expected to be working.

Please coordinate your labor calls with the BCEC Public

Safety Manager at 617-954-2222.

Once officially assigned work within the BCEC by the

Contractor Company Supervisor, the contractor’s

employee will approach the Public Safety Officer and

present the Public Safety Officer with a current and

valid photo identification card (preferably a State

issued motor vehicle operator’s license) issued to the

contractor’s employee seeking access to the BCEC. The

assigned Public Safety Officer shall examine the

presented photo ID to ensure that the person

presenting the ID is the actual person requesting

access to the facility. Once identification of the

contractor’s employee requesting access is verified,

and the contractor’s employee appears on a current

and valid labor list, the assigned Officer will record the

contractor’s last name, first name, middle initial, date

of birth and driver’s license state and number from the

presented ID. Once biographical information is

recorded, the Public Safety Officer will issue official

MCCA credentials to the contractor’s employee in the

form of a numbered, colored wristband or an MCCA

photo ID. Issued credentials must be affixed before

leaving the credentialing area; wristband IDs on the

right wrist and photo IDs shall be worn on the

outermost garment at all times by the contractor’s

employee while he/she is in the facility. This entry and

credentialing process shall be repeated for all

contractors entering the facility each day, at all labor

calls.

In the event that contractor personnel appear at the

entrances to BCEC seeking access without the required

current and valid photo ID in their possession; or the

presented photo ID does not match the person

presenting the ID; or the person does not appear on an

official labor list; the name and organization of the

person seeking such access shall be recorded by the

assigned Public Safety Officer and entry shall be

denied (no exceptions, and no one can “vouch” for

someone not in possession of a photo ID). Assigned

officers have no discretion in applying this rule. It is

absolute.

Lost/Missing Credentials

Lost/missing credentials shall be reported to, and

recorded by, the on duty Labor Call Public Safety

Officer. The MCCA, in its sole discretion, reserves the

right to revoke credentials for violations of law, facility

policies and procedures, and/or injuries against

persons or property, and/or when the revocation of

those credentials is in the best interests of the MCCA.

Identification Badges

ALL Contractor personnel working in the BCEC are

required to wear company issued identification. If

company identification is not available, a temporary

work pass will be issued by the Contractor’s

representative.

Inspections

ALL bags, briefcases, backpacks and coolers etc. are

subject to inspection. NO unauthorized personal

vehicles will be allowed to park in the Loading Dock

or Exhibit Hall areas at any time. There are no

exceptions.

Damages

An MCCA representative designated by the General

Manager for either facility will conduct a damage

walk-through inspection prior to the move-in and

after the move-out of every event. We encourage a

representative of the GSC to take part in the walk-

through. Failure to accompany the MCCA’s Designated

Representative assumes acceptance of all damages as

noted during the walk-through. If the MCCA

determines that the Contractor/ Licensee is

responsible for causing damage of any kind, the party

agrees to reimburse the MCCA for the total cost of

bcec general service contractor guidelines

repair or replacement upon submission of invoice. This

includes any residual items left in the BCEC including,

but not limited to, tape, adhesives, paints, or other

materials. Failure to promptly pay for damages will

result in suspension or cancellation of the Contractor’s

permit to work in the BCEC until all outstanding

balances have been paid.

Gratuities Policy

It is against MCCA policy for any employee, agent,

contractor or subcontractor, while working for the

MCCA, to accept gratuities or gifts from the Licensee

and/or any exhibitors. Offering of tips and gratuities

to any MCCA employee, agent, contractor or

subcontractor is not necessary and strictly prohibited.

In the event the Licensee is approached or solicited by

any MCCA or affiliated employee, please report this

violation to the Public Safety Manager on duty at (617)

954-2222.

Exhibitor Product

Exhibitors are prohibited from offering or selling

any

product(s)

to any employee, agent, contractor or

subcontractor working at the BCEC.

At the conclusion of the event all products must be

either:

• Removed from MCCA facilities by the exhibitor; or

• Properly disposed of; or

• Donated to a previously identified non-profit

charity; or

• Sold to an established business with sales receipts

supplied and produced on demand.

Any MCCA employee, agent, contractor or

subcontractor working in MCCA facilities who is

determined to be removing and/or accepting from

another event related product(s) is subject to

immediate termination of employment or prohibition

from working at all MCCA facilities.

ALL PERSONS, VEHICLES, BAGS, CONTAINERS, ETC. ARE

SUBJECT TO SEARCH.

Work in Harmony Agreement

The Contractor agrees that its employees can at all

times work in harmony with other elements of labor

engaged at the BCEC.

Contractor Employee Break Areas

Contractor personnel, regardless of jurisdiction,

affiliation, or employer, may not take breaks or lunch

in public areas (prefunction spaces; meeting rooms;

front of house hallways and corridors; exhibit halls

after move in is completed, etc.) of the BCEC. It is the

responsibility of the contractor to monitor their

personnel in this regard. If satisfactory compliance is

not evidenced immediately upon receipt of these

policies, additional staff will be scheduled to monitor

activities in these areas at the contractors’ expense.

Elevators and Escalators

The MCCA reserves the right to assign elevator

operators as it deems necessary at either facility at the

GSC’s cost. Contractor employees are not permitted to

transport equipment or material on escalators at any

time. When possible, all deliveries should be made

using the service elevators. Light loads are permitted

on passenger elevators only to those areas not

serviced by freight elevators. Failure to adhere to

these regulations will result in the disabling of the

passenger elevators and escalators.

Freight Elevators

The MCCA reserves the right to assign elevator

operators as it deems necessary. It is understood that

when MCCA designated personnel are not assigned to

operate freight elevators, contractor personnel will be

designated to operate them and will do so in a

manner consistent with posted operating procedures

and accepted safety practices. It is also understood

that the MCCA retains authority over scheduling and

priority for use of freight elevators unless such

authority is delegated in writing to the GSC in advance

of such use. The MCCA reserves the right to establish

and when necessary, revise all policies and procedures

governing the use of freight elevators. Contractors

shall be held responsible for any damage to the freight

elevators as a result of negligent operation, including

over-loading and improper procedures.

Emergency Procedures

In the event of an emergency, all work will cease until

further notice. Please listen for instructions via the

public address system or from MCCA Public Safety

Department staff.

To Report an Emergency in the BCEC

• Call the Public Safety Command Center at 617-954-

2222 or Ext 2222 from a house phone

• Report the following:

– Nature of Emergency

– Location

– Your name

bcec general service contractor guidelines

• Remain at the scene if safe to do so

Building Evacuation

• If it is necessary to evacuate the facility:

– Listen for directions via the public address system

– Direct individuals to the closest exit

– Prevent individuals from re-entry until “All Clear”

Do not begin operations for rescue or continue event-

related work until you have been instructed to do so

by the Public Safety Department. Please contact your

Event Services Manager for more information

regarding emergency procedures.

Equipment Layover Requests

The BCEC does not provide or reserve permanent

storage areas for Contractors. The MCCA reserves the

right to approve all proposed layover areas. All

requests for storage or equipment layovers must be

made by the GSC in writing and depicted BCEC Truck

Marshalling and Loading Dock Storage Plan.

Facility Equipment

Contractors may not use, move, rearrange, or

compress BCEC equipment including, but not limited

to the following: public safety/life safety equipment,

such as fire extinguishers, automatic external

defibrillators (AEDs), tables, chairs, brooms, risers,

staging, ladders, podiums, trash receptacles, and tilt

trucks without express written permission from the

MCCA. All BCEC equipment used without permission

will be confiscated or charged for at MCCA standard

rental rates. Anyone found responsible for moving,

removing or blocking fire safety equipment is subject

to a fine.

Freight and Loading Dock Policies

Freight and Loading Dock Policy

The MCCA has established the following procedures

for the safe and efficient operation of the BCEC

Loading Docks. All Contractors must adhere to the

following policies and procedures. Articles, exhibits,

fixtures, displays, and property of any kind and

description shall be brought into and taken out only at

and through such approved loading areas as the

MCCA may designate from time to time. For the BCEC,

Summer Street entrances or inner roadway doors are

not approved loading areas. When two or more events

require loading dock access, the MCCA will work with

the Licensee and/or drayage schedule. The MCCA

Director of Building Services is responsible for the

overall operation of the Loading Dock.

The General Service Contractor must provide the

approved Hand Carry Policy signs and post at all

entrances to the exhibit halls during the exhibitor

move-in, and no less than two (2) hours before the

exhibit hall closes on the last exhibit hall date until

move-out ends.

Storage of Freight Containers/Crates

The storage of materials and equipment shall never

impede general operating space, workshops, offices,

electrical or telephone closets, payphones, storage

rooms, stairwells, security cameras, exit doors and

dock levers. Storage of containers in loading dock

areas (Docks, Bays, Platforms) is permitted once the

GSC has formally submitted its BCEC Truck

Marshalling and Loading Dock Storage Plan three (3)

months in advance of move-in. Storage in meeting

rooms is strictly forbidden.

Bone Yards

Bone yards are allowed in the BCEC with approval. The

proposed location(s) must be identified on the BCEC

Truck Marshalling – Loading Dock graphic and on all

applicable floor plans submitted by the GSC for Public

Safety review. The proposed bone yard location(s)

cannot block any ingress or egress of the exhibit hall

floor and cannot block/hide Automatic Defibrillators

(AEDs) and Fire Extinguishers. Emergency exit signs

must be visible. These areas are to be kept clean, well

organized and maintained by the GSC on a daily basis.

BCEC proposed bone yard locations include the South

Wall, the four corners of the Exhibit Hall, underneath

the pedestrian skybridge separating Halls A/B1. All

locations must have at least a 16’ pipe/drape that

covers the entire area and is not visible from Level 1.

Storage of Propane Tanks

During move in, event, and move out days, propane

tanks shall be stored safely (cages), removed on a daily

basis if empty and in accordance with MCCA rules and

regulations. Propane tanks will not be stored within

MCCA property under any circumstances. BCEC

propane storage is located opposite the South Guard

shack. Propane tanks must be removed from MCCA

property after each event.

Contractors are not allowed to store propane tanks

inside of the BCEC or loading dock area. Propane tanks

must be removed from forklifts and stored in the

bcec general service contractor guidelines

metal cages located adjacent to the south parking lot

on a daily basis. Propane tanks, including empties,

may not be stored outside of the approved cages.

Propane tanks in excess of storage capabilities must

be removed from the property. Propane tanks left in

any other area will be considered a hazard and shall be

confiscated.

Hazardous Materials

Each GSC/Service Provider shall have in place a written

plan and materials on site to contain any liquid spills

occurring on MCCA property due to equipment failure

(forklifts, carts, GSC vehicles, etc.), or the transporting

of event/show materials. Spills include, but are not

limited to hydraulic fluid, fuel, battery acids other

outer corrosives. The plans must include a method to

prevent spills, containment and a procedure for the

proper disposal of materials. All spills must be

reported to the Public Safety Department at the time

they occur.

Cleanliness of Loading Docks

Time must be set aside by the GSC/Service Providers to

perform a daily clean up of the loading dock area. All

debris must be disposed of, and decorating materials

and forklifts, as well as other equipment, must at all

times be arranged in an orderly fashion, in order to

maintain a safe and clean loading dock area (dock,

bays, platforms). At the completion of an event,

convention, or tradeshow, the loading dock area must

be left in a clean and orderly manner that satisfies

MCCA standards.

Pallet Removal and Carpet Pad

The GSC shall remove wooden pallets and shipping

crates from the exhibit hall floor as soon as possible.

Wooden pallets and shipping crates are not permitted

in the exhibit halls during events.

Material Handling Equipment

Contractors will at all times observe and abide by

posted MCCA operation and safety rules/signs.

All forklifts that operate within the BCEC must be

equipped with the proper, functional safety devices

(seat belts, horn, lights, strobe warning lights for

visual moving of equipment, and a backup tone). All

equipment operators must, at all times drive with

caution and reduced speed. It is the responsibility of

the GSC/Service Provider to ensure that all equipment

operators are fully licensed or certified with applicable

state and any other applicable regulatory agencies.

Mechanized equipment is not allowed in any carpeted

areas.

General Service Contractors/

Decorating Guidelines

Floor Plans

General Service Contractors are required to utilize the

base plan provided by the MCCA, and located at

http://www.massconvention.com/apps/bcecfloorplans/.

Ten (10) months prior to the event, the GSC shall

forward six (6) full-scale copies of working floor plans

to the Event Services Manager for initial Public Safety

review. This must also include usage of a bone yard.

Six (6) copies of accurately scaled floor plans of the

event, convention or tradeshow must be submitted to

the MCCA Event Services Manager, no later than sixty

(60) days prior to move-in, for final approval. Floor

plans should include the size and location of all aisles,

service aisles (minimum 10-foot), automated external

defibrillators (AEDs), all pipe and drape lines including

perimeter lines and baffles, mandatory east/west

emergency egress aisles for multi-hall events at the

BCEC, utility floor ports, fire extinguishers and hoses,

exits, entrance units, exhibits, General Service

Contractor booths, food stands or bars, registration

areas, information tables, and other displays,

anticipated bone yards. Plans must be at least 1/32”

scale and have the name and date of the show or

event written on each sheet. Under no circumstances

will a GSC be allowed to move-in without an approved

Floor Plan.

The Show Manager is required to construct, operate,

and maintain the event according to approved floor

plans. Any changes required by the MCCA must be

made and re-submitted to the MCCA prior to move-in.

The GSC or Show Manager will be responsible for

covering any costs incurred by problems with the floor

plans.

Floorings

Forklifts, electric carts, motorized equipment and

other vehicles are not permitted on carpeted, tiled, or

stone floor areas throughout the BCEC. Vehicles which

are approved for use in exhibition or display areas

must be protected by Visqueen®, Masonite®,

Homasote®, tarpaulin, plywood, or comparable

protective material is to be used to prevent damage

from tires, leaks, oil, etc. It is the GSC/Service

Provider’s responsibility to clean, repair and/or report

any stains, cracks or other damages that may occur

bcec general service contractor guidelines

despite precautionary measures being taken. It is the

GSC/Service Provider’s responsibility to assure that

any stains, cracks or other damages are reported to

the MCCA and repaired in the event that these

damages occur despite such precautionary measures.

Floor Markings

The GSC shall use the standard stick or ball-type chalk

in marking exhibit floors. Liquid chalk, water paint, or

liquids of any other nature are not allowed. Costs of

removing liquid chalk, paint or other marking

methods will be the responsibility of the Licensee.

Shoe polish is not permitted

Material Handling Equipment — Lobby Areas,

Meeting Rooms, Carpeted Areas

Mechanized equipment is not allowed in any lobbies,

meeting rooms, or carpeted areas. Only rubber

wheeled carts may be used to transport items across

tiled or stone flooring. Published load limits of any

floor areas and ceiling tracks will not be exceeded. No

hand-trucks, carts, or other devices to move

equipment or freight will be allowed in meeting

rooms or carpeted areas, without the use of plywood,

masonite, homasote or visqueen. Heat tape and

double-face tape may NOT be used on carpeted or

terrazzo floors. Any floor coverings over permanent

carpet must be approved in advance by the Event

Services Manager and General Manager.

Floor Protection for Meeting Rooms, Ballroom,

Carpeted Lobby, Prefunction, Registration Areas

and Terrazzo/Marble Flooring

Responsibility for protecting all carpeted areas and

walls and the terrazzo/marble flooring rests solely

with the Contractor performing the work in these

locations. This applies to areas receiving crates,

pallets, freight, boxes, road cases, or other large/heavy

materials likely to cause carpet/wall/floor damage. No

cutting of carpet, foam core or other materials is

permitted at the BCEC without proper floor protection.

Placement of registration counters or any decorative

elements that could damage the terrazzo/marble

flooring will require carpet to be laid under counters

and/or decorative elements.

All areas (exception being the exhibit hall floor) that

require double-sided tape, must utilize Bron Tapes

(800-782-8807; specify the following product –Low

Tack Double-Face, product #BT 100 DX).

The following rules will be strictly enforced:

• All contractor equipment is subject to inspection

and approval by the MCCA.

• Registration counters or any decorative elements

placed in the North Lobby will require a carpet

underlay to protect the terrazzo/marble floor.

• Double-sided tape at the BCEC: Bron Tapes

(800-782-8807; Low Tack Double-Face, product

#BT 100 DX)

• Battery-powered equipment is prohibited from use

in the meeting rooms and ballrooms.

• All forklifts are prohibited from use in the meeting

rooms and ballrooms.

• Flat trucks with polyurethane and polyolefin

wheels with a diameter of not less than five inches

are approved for use in the meeting rooms and

ballrooms without floor protection.

• Homasote, masonite is required with approved flat

trucks, furniture dollies, forklifts, pallet jacks and

all other equipment and crating. This type of

equipment is not allowed off the homasote,

masonite at anytime.

• Aerial lifts and scissor lifts on carpeted surfaces

must be equipped with wheel covers and diapers

for battery and hydraulic mechanisms.

• Electric carts are not allowed in the meeting rooms

and ballrooms at any time.

• Wheeled fiberglass cases with clean wheels are

allowed on carpeted areas without protection.

• If any carpeted area is to be covered with

contractor carpet, a ¼” tempered masonite with

seams taped, must be laid over visqueen before

the contractor carpet is installed.

• Only polycoated cloth tape, coated with high

quality and high shear adhesive that will not

deposit residue upon removal, will be allowed.

• Electric vehicles may not be parked on carpeted

surfaces for charging.

• Motor vehicles used for display must be pushed to

their designated locations. A drop cloth large

enough to cover the entire undercarriage of the

vehicle must be used during display. Vehicles may

not be started or moved under power for any

reason while on carpeted surfaces.

bcec general service contractor guidelines

• Any items that are likely to snag carpet fibers or

leave a residue may not be used on carpeted areas

without 100% protection. This includes paint,

adhesives, soil, grass, flowers, chalk, water, non-

permitted tape, screws, nails, Velcro, rough

lumber, metal, lass, or other similar items.

Carpet Damage and Repair

The cost to repair damage to carpeted areas will be

billed to the appropriate party. Failure to promptly pay

for damage will result in suspension or cancellation of

the Contractors’ permit and result in withdrawal of

permission to enter or work in the BCEC until

outstanding balances have been paid. Initial

enforcement will be provided through the use of

MCCA staff. If satisfactory compliance is not evidenced

immediately upon receipt of these policies, additional

staff will be scheduled to monitor activities in these

areas at the Contractors’ sole expense.

Public Aisles

Public aisles must be a minimum of ten feet (10’) wide.

A request(s) for an aisle less than ten feet (10’) must be

approved in writing by the MCCA Public Safety

Department. Service aisles (double-back drape) must

be adjacent to any booth receiving any utility, must be

placed so that a utility box is inside of the aisle, and

must be masked by double-back drape. No exhibitor

materials can be stored in this service aisle. Additional

charges will be incurred by the Licensee for any booth

needing a utility that is not adjacent to a service aisle.

Back of the House Service Corridors

The storage of event freight or equipment in the

meeting room or ballroom service corridors is strictly

forbidden. Eating or loitering in the service corridors is

strictly forbidden. The stored or affixed equipment in

the service corridors is for the exclusive use of the

MCCA or its vendors.

Exterior/Interior Signage Plan

Graphics may not be placed anywhere externally/

internally at either facility without submitting a

written plan to the Event Services Manager forty-five

(45) days prior to move-in for review and approval. The

written plan should include graphic use, location,

installation schedule and removal schedule. The type

of material and application method is required in

writing. If any clean up is required, the MCCA will

provide such service and bill all charges to the

Contractor. Graphics and tape are not allowed on

mirrors at any time without prior written approval.

Temporary Waivers

A temporary, one-time procedure waiver may be

applied for in writing to the Event Services Manager

and/or General Manager. Written plans for the

procedures waiver must be received forty-five (45)

days in advance of the event, convention or

tradeshow. Approvals are nontransferable between

events or from year to year. Contractors will receive a

written approval if the procedure is accepted.

Recycling Program

All Contractors will comply with the Facility Recycling

Program, which is designed to achieve operating goals

established by the MCCA. The BCEC will provide many

outlets to dispose of recyclables, including metal,

cardboard, glass, and mixed paper. Please contact your

Event Services Manager for more information.

The MCCA launched CONVENTIONS C.A.R.E., a

donation program that encourages event planners to

leave unused materials at designated locations during

the conclusion of an event. This program not only

helped the MCCA divert over 73,000lbs from the

waste stream in 2010 but it also serves as a resource

for charitable organizations that are in need of unused

products.

Motorized Equipment/Forklifts

Only individuals possessing a current and valid

hoisting license under 520 CMR 6.0 and M.G.L. Chapter

146 §§ 53-55 and §§ 64-67 may operate forklifts, mobile

elevating work platforms or articulated lifts. The

operator is required to have the appropriate class

license in their possession and available for

inspections.

Forklift operators are required to conduct and

document daily inspections of equipment at the

beginning of each day or change in shift. The GSC will

maintain an approved inspection sheet on-site and

available for inspection by the Public Safety

Department. The GSC shall maintain the original

inspection sheet on file for a minimum of 180 days

after the last day of the event.

The Contractor with approval from the MCCA will

develop an identification program for forklifts and

those personnel that are operating the forklift, lifts or

motorized equipment.

GSC must post safety-related signage at all high traffic

intersections.

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The Contractor must have its forklift, lifts and

motorized equipment supplier on an annual basis

inspect and paint said equipment. The MCCA reserves

the right to remove all equipment that is not in

compliance with this regulation.

No forklifts, lifts or motorized equipment are allowed

on unprotected carpeted, tiled or stone surfaces

Forklifts/motorized equipment may not use

emergency exits or exit doors — all freight must travel

through portals reserved for freight access.

Mechanized equipment may not be started or

operated within the exhibit hall for the first fifteen (15)

minutes after the exhibit hall closes to the public for

the day or final closing of the event. Motor vehicles,

farm, yard and recreational equipment are also

included in this section.

Forklifts/motorized equipment operated on MCCA

property must have fully functional and proper safety

equipment including seat belts, horn, strobe warning

light, backup tone, headlight and taillights.

Forklifts/motorized equipment shall not be used on

MCCA owned roadways.

Registered, insured, and marked vehicles owned by

the GSC/Service Provider may be used on MCCA

roadways, while conducting official business only.

Forklifts and other motorized equipment are

forbidden in all MCCA Parking Areas

All GSC forklifts and motorized equipment are

prohibited from entering and/or operating within any

and all MCCA parking facilities, whether public or

private.

Forklifts/motorized equipment must pass all

emissions and safety standards as required by OSHA

and the BCEC including reverse indicators and

seatbelts.

All Contractors are responsible for the proper

operation of all motorized equipment and proper

licensing/permitting of their employees. It is the

responsibility of the employer to provide training in

proper operation of all motorized equipment. Failure

to abide by these rules may result in the suspension or

cancellation of the Contractors’ permit to operate

within the BCEC.

The MCCA reserves the right to remove, at the

expense of the Contractor, all equipment or personnel

not complying with these regulations.

All forklifts and motorized equipment (including

rental equipment) — must be removed from the BCEC

within 24 hours after an event, convention or

tradeshow.

Motorized Equipment Safety and Speeding

Contractors must enforce safe speed limits for all

equipment operating in the BCEC including but not

limited to trucks, forklifts, electric carts, delivery

vehicles, etc. Electric carts may not be used in any

public areas. Contractors must keep all electric carts

off carpeted areas at all times, including carts

assigned to Licensee. The GSC must post safety-

related signage at all high traffic intersections. The

MCCA reserves the right to remove all equipment or

personnel not complying with these regulations.

Taxes, Licenses, Certificates

and Permits

Contractors must obtain and keep current all

applicable business licenses, certificates, permits and

certifications as may be required by Federal, State or

local laws or regulations and shall pay all taxes

required including sales, excise, and use tax. In

addition, all entities conducting business with the

MCCA must register with the Secretary of State’s

Office where required by law. All Contractors working

on-site may at the discretion of the MCCA be required

to display a permit issued by the MCCA showing

compliance with the Facility rules, regulation and

permit requirements.

Insurance and Indemnification

The Contractor shall indemnify and save harmless the

MCCA from all suits, actions, claims, demands,

damages or losses, expenses, and costs of every kind

and description to which the MCCA may be subjected

to or put by reason of injury (including death) to

persons or property resulting from, in connection with,

or growing out of any act of commission or omission

of the Contractor, its agents, servants, employees,

visitors, guests, contractors, subcontractors, or any

and all other persons or corporations dealing with the

Contractor in any way in the occupancy and use of the

BCEC. At the request of the MCCA, the Contractor shall

initiate and complete all activities, including any legal

proceedings, necessary to effect resolution of any such

suits, actions, claims, or demands, except as set forth

herein.

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The Contractor shall also maintain, in a company or

companies authorized to do such business in the

Commonwealth of Massachusetts and which are

satisfactory to the MCCA in the exercise of the MCCA’s

reasonable judgment, commercial general liability

insurance on an occurrence basis. Such insurance shall

cover claims by any person for bodily or personal

injury, death or property damage occurring in

connection with or arising out of the Licensed Event,

with combined single limit coverage per occurrence of

not less than $1,000,000, $2,000,000 general

aggregate, which coverage shall name the MCCA as an

additional insured. The Licensee shall also maintain

workers’ compensation insurance as required by law

including employer’s liability coverage in the amount

of $100,000 by accident and $100,000/$500,000 by

disease.

The Contractor shall also maintain admitted insurance

satisfactory to the MCCA under compulsory insurance

laws of Massachusetts for vehicles licensed herein. For

all other vehicles, the Contractor shall maintain

Comprehensive Business Automobile Liability

insurance naming the MCCA as an additional insured,

insuring any owned, non-owned and hired vehicles to

be used in and out of the Facility, such policy to insure

loading or unloading hazards with limits of liability of

at least a combined single limit of $1,000,000, subject

to umbrella excess requirements.

The Contractor shall also provide and maintain

occurrence forms of concurrent umbrella excess

liability insurance with a minimum occurrence limit of

$10,000,000.

The Contractor uses the BCEC at its own risk, and the

MCCA shall not be liable to the Contractor or to any

person on the premises or at the BCEC under

arrangements made with the Contractor for any

damage, injury or claim, including without limitation

such matters resulting from the acts or omissions of

third parties, excepting solely any damage or injury

attributable to the negligence, gross negligence or

willful misconduct of the MCCA or any other liability

imposed on the MCCA by law.

The Contractor shall hold the MCCA harmless and

indemnify the MCCA and release the MCCA from any

claims, losses or damage to any property removed

from the BCEC by the Contractor, its agents, servants,

employees, visitors, guests, contractors,

subcontractors, or any and all other persons or

corporations dealing with the Contractor in any way in

the occupancy and use of the BCEC.

Truck Marshalling Yard Use

The MCCA currently operates marshalling yards in

Allston/Brighton and the BCEC South Lot. The MCCA in

its sole discretion may make marshalling yard

assignments to BCEC events.

Requests for access and use of MCCA Marshalling Yard

resources must be made and scheduled through the

MCCA Event Services Manager by completing the

BCEC Loading Dock, Truck Marshalling and Dock Use

Plan from indicating specific needs as detailed below

General Rules, MCCA Truck Marshalling BCEC South

Lot Yard

Authorized Contractor will inspect the marshalling

yards daily. Safety problems will be promptly reported

to the MCCA Public Safety Department for the BCEC

South Lot Yard.

Rules governing the use of the marshalling yards are

as follows:

Effective immediately all GSCs will be required to use

the MCCA truck marshalling locations.

1. Such use of the Marshalling Area must be

coordinated through the Operations Department.

Requests should be made and scheduling

accomplished through the MCCA Loading Dock

Supervisor. In the event of multiple requests over

the same time period, the MCCA will make yard

assignments.

2. Contractors shall only utilize those areas and

delineated parking spaces, (as shown on the

attached map) for truck marshalling to and from

events at the BCEC.

3. The Contractor shall indemnify and save harmless

the MCCA from all suits, actions, claims, demands,

damages or losses, expenses, and cost of every

kind and description to which the MCCA may be

subjected to or put by reason of injury (including

death) to persons or property resulting from, in

connection with, or growing out of any act of

commission or omission of the Contractor, its

agents, servants, employees, visitors, guests,

contractors, subcontractors, or any and all other

persons or corporations dealing with the

Contractor in any way in the occupancy and use of

the Marshalling Area. At the request of the MCCA,

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the Contractor shall initiate and complete all

activities, including any legal proceedings,

necessary to affect the resolution of any such suits,

actions, claims, or demands, except as set forth

herein.

4. The Contractor agrees to maintain the Marshalling

Area in a clean, safe and orderly manner. No

accumulation of litter, trash, debris or other

disposable material will be permitted on the

premises. The Contractor shall not commit or

suffer waste or impairment of the Marshalling

property.

5. The Contractor covenants that it will not occupy or

use the Marshalling Area, nor allow it to be

occupied or used for any purposes other than

those for which it is customarily used, nor in any

way to occupy or use the property, nor allow it to

be occupied or used in other than a proper or

fitting manner, nor in a manner contrary to any

law of the Commonwealth or to any ordinance or

by-law of the City of Boston.

6. The Contractor will immediately inform the MCCA

of any hazardous condition that exists at the

Marshalling Area.

7. Vehicles shall not stay in the Marshalling Area

beyond the assigned dates of the Licensed Event.

8. The MCCA does not take responsibility for the

safety or security of any individual or vehicles

using the Marshalling Area.

9. The MCCA has sole discretion as to the use and

occupancy of the Marshalling Area.

10. No parking of any private vehicles, unrelated to

deliveries and pick-ups of the BCEC, of any kind by

the Contractor, its agent, employees, contractors

and subcontractors or others, shall be permitted in

the Marshalling Area at any time. Further, the

Contractor acknowledges that no parking spaces

have been reserved for its exclusive use at the

MCCA Marshalling Yard.

11. All posted restrictions and regulations must be

adhered to.

12. If dock space is required for marshalling activity,

this must be coordinated with the Loading Dock

Supervisor.

Overnight parking on MCCA property is prohibited.

There is no overnight parking of either privately

owned motor vehicles or trucks, tractors and/or

trailers allowed on MCCA property unless expressly

allowed.

Loading Dock, Truck Marshalling and

Dock Storage Plans

Loading Dock, Truck Marshalling and Dock Storage

Plans are required to be filed by the GSC company

electronically with the MCCA Transportation and

Public Safety Departments. This plan is designed to

capture the GSC’s anticipated needs for an event,

including:

• GSC Name and primary on site contact person’s

cell phone number

• Move-in Dates and Times

• Move-out Dates and Times

• Marshalling Yard Hours of Operation

• Loading Dock Hours of Operation

• Transportation Agent Dates and Hours of

Operation

• Number of Trucks and POVs anticipated

• Earliest Labor Calls Each Move-in and Move-out

day

• Loading Dock Storage Needs

The document is also used by the MCCA

Transportation and Public Safety Departments to staff

for police details, marshalling yard hours, labor call

dock entry control points and general loading dock

coverage.

The GSC/Service provider understands that any

requests for extensions or changes to the original plan

will have an additional cost implication to the Show

Client for staff to keep the docks in operation

MCCA Event Service Managers will electronically

transmit the plan graphic to the GSC servicing the

event six (6) months in advance of the first day of

move-in.

The GSC must complete this plan AS SOON AS

POSSIBLE, BUT NO LATER THAN THREE (3) MONTHS

FROM THE FIRST DAY OF MOVE-IN of the event being

serviced. The completed plan must be sent to your

Event Services Manager for review with the

Transportation & Public Safety Department. In the

event that there are questions and/or concerns

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regarding the plan, an MCCA Transportation or Public

Safety Manager will contact the GSC.

GSC Marshalling Team. A marshalling team is required

during move-in/move-out to effectively manage the

movement of all Contractor vehicles and freight at the

BCEC. This team is responsible for coordinating all

Contractor activity based on requirements set forth by

the MCCA during all move-in/move-out periods. The

requirements are as follows:

BCEC Marshalling Team

The following positions are part of the GSC

marshalling team and are responsible for the

respective duties listed below.

GSC Dock Manager (General Contractor Responsibility)

• Remain in constant communication with the

marshalling yard to ensure that the appropriate

number of vehicles is deployed to the BCEC when

space permits.

• Coordinate with GSC and freight hauler staff at the

exit to from the marshalling yard to ensure that

vehicles are being allowed dock access in the order

they arrive to the facility, or in the order necessary

to fulfill event requirements.

• Efficiently manage the inbound and outbound

activity and correct any issues that arise involving

Contractor activity.

• Ensure that all vehicle drivers are dropping trailers

and removing unnecessary equipment from the

loading dock to prevent gaps in activity periods

due to overcrowding.

• Remain in contact with the BCEC Loading Dock

Manager

• The GSC Dock Manager accountable for the overall

production of Contractor activity during all move-

in/move-out periods.

• It is the responsibility of the GSC Dock Manager to

respond to all requests made by MCCA personnel

in a timely and effective manner.

West Service Road Attendant at Marshalling Trailer

(MCCA Transportation Agent Responsibility)

• Remain on West Service Road near the marshalling

trailer

• Direct all drivers that will be loading/unloading to

either the loading dock or the marshalling yard,

depending on GSC Dock Manager directions

• Building deliveries for the facility must not be

delayed. All such deliveries should be sent to the

BCEC house docks, which are docks 1 through 6.

• Direct all POVs to the either the loading dock or the

marshalling yard, depending on GSC Dock

Manager directions.

• Manage West Service Road efficiently and report

any problems to the GSC Dock Manager/

Marshalling Team, and or the BCEC Loading Dock

Manager.

• Ensure clear and unobstructed passage for all

vehicles entering West Service Road so that traffic

does not back up onto Cypher Street.

• There must be no staging on West Service Road.

• Remain in constant contact with other team

member to ensure success during move-in/move-

out periods

West Service Road Attendant at Exit from Marshalling

Yard (MCCA Transportation Agent Responsibility)

• Remain on West Service Road at the Exit from the

marshalling yard

• Direct all drivers that have been staged for

loading/unloading to loading dock according to

GSC Dock Manager directions

• Building deliveries for the facility must not be

delayed. All such deliveries should be sent to the

BCEC house docks, which are docks 1 through 6.

• Direct all POVs that have been staged for loading /

unloading to the loading dock according to GSC

Dock Manager directions.

• Manage the intersection of West Service Road,

Service Road and the South Entrance to the Dock

efficiently (prevent gridlock and accidents) and

report any problems to the GSC Dock Manager/

Marshalling Team, and or the BCEC Loading Dock

Manager.

• Ensure clear and unobstructed passage for all

vehicles exiting the Marshalling Yard and entering

the Loading Dock

• There must be no staging on West Service Road

and on Cypher Street.

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• Remain in constant contact with other team

member to ensure success during move-in/move-

out periods.

Marshalling Yard Trailer Attendant(s) (GSC

Responsibility)

• Staff the Marshalling Yard Trailer during event

move-in/move-out.

• Check in drivers as they arrive.

• Obtain current and valid photo ID information

from freight and POV drivers, recording last name,

first name, driver’s license state, number and date

of birth for all personnel entering the dock (no

current and valid photo ID, no entry, no exceptions.

• Issue numbered placards for marshalling purposes

and loading dock entry.

• Manage and ensure that the staging of vehicles in

the yard(s) is maintained to the standards set by

the Authority.

• Deploy the appropriate number of vehicles to the

dock as requested by the GSC Dock

Manager/Marshalling Team.

• Remain in constant contact with other team

members to ensure success during move-in/move-

out periods.

Loading Dock Attendant, Docks 12 and 13 (General

Service Contractor Responsibility — Large Events Only)

• Remain on the Dock Roadway outside docks 12 and

13, in site of the South entry to the dock.

• Direct move in and move out vehicles to the

appropriate dock space as specified by the GSC

Dock Manager.

• Manage and ensure that the staging of vehicles on

the dock is maintained to the standards set by the

MCCA.

• Remain in constant contact with other team

members to ensure success during move-in/move-

out periods.

Loading Dock Attendant, Docks 36 and 37 (General

Service Contractor Responsibility — Large Events Only)

• Remain on the dock roadway outside docks 36 and

37, in sight of the South entry to the dock.

• Pass drivers through to the Loading Dock

Attendant at Docks 12 and 13 at the direction of the

GSC Dock Manager.

• Direct move in and move out vehicles to the

appropriate dock space as specified by the GSC

Dock Manager.

• Manage and ensure that the staging of vehicles on

the dock is maintained to the standards set by the

MCCA.

• Remain in constant contact with other team

members to ensure success during move-in/move-

out periods.

Additional Considerations

• Based on the size/volume of freight for each event,

two additional GSC employees may be required to

assist with traffic concerns both inside and on the

exterior perimeter of the loading dock. This

requirement will be determined by the MCCA upon

review of the truck marshalling plan for each event

and the Contractor will be notified.

• It is the responsibility of the Contractor to adhere

to the policies and procedures set forth by the

MCCA while on MCCA property.

• Staffing these positions is critical to the

functionality of the loading dock area — building

access could be delayed significantly if these

guidelines are not followed.

• The BCEC Loading Dock Manager will oversee the

loading dock operation and will guide the

Contractor so that the use of the loading dock can

be maximized at all times.

• This plan in no way limits the GSC to only the

positions stated in this plan. If in the opinion of the

GSC, other GSC personnel are needed to conduct

an efficient, safe and orderly dock operation, the

GSC must take action to staff such positions.

• Any such use of the MCCA’s marshalling yards

must be coordinated through the MCCA. In the

event of multiple concurrent requests, the MCCA

shall determine yard assignments for Contractors.

• Unauthorized use and unscheduled use of the

marshalling yards will not be permitted and may

result in loss of said privilege. If satisfactory

compliance is not evidenced immediately upon

receipt of these policies, additional MCCA staff will

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F14

be scheduled to monitor activities in these areas at

the Contractors’ expense.

GSC Manager Parking

The BCEC will provide up to three (3) parking spaces

for GSC managers from move-in through move-out for

each event. The GSC must request parking two (2)

weeks before the event, identifying the manager and

the vehicle used. All vehicles must properly display the

issued dashboard permit and parking is restricted to

designated spaces. Failure to follow parking guidelines

will result in loss of parking and/or towing of vehicles

at the owner’s risk and expense.

Miscellaneous

Written Requests for Permission

All special requests for the following items must be

addressed in writing in accordance with the ‘Standard

Operating Procedure for General Service

Contractor/Decorator Requests’, at least 48 hours in

advance.

• Early move-in, late move-out

• After hours and 24-hour access

Requests for the following items must be made no

less than forty-eight (48) hours in advance:

• Use of gasoline powered machinery

• Departure from BCEC rules regulations and

policies.

Receipt of MCCA of General Service

Contractors and Service Providers

Rules and Regulations

Prior to providing services within the BCEC, each

Contractor must return to the MCCA one signed copy

of the most recent edition of the “General Service

Contractors and Service Providers Rules and

Regulations” indicating acceptance of these rules and

regulations plus the following items:

• Certificate of Insurance

• Contractors License(s), Certifications, Permits (if

applicable)

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