Event Information, Guidelines & Regulations

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Event Schedule Booth Display Regulations Safety & Security

Important Event Information

Booth Equipment	Each 10' x 10' booth will be set with 8' high black back drape and 3' high black side drape. Booths 300 sq. ft. or less will receive an identification sign and one 5" x 14" floor decal with booth number. Booths larger than 300 sq. ft. may receive an identification sign upon request.
Flooring	Our exhibit floor spans Halls 1-4 of the Gaylord Opryland. Halls 1-3 are carpeted, while Hall 4 is a concrete floor. You will receive a follow up email if your booth is in Hall 4. Please note that flooring is not required for your booth space, regardless of hall assignment.
Exhibit Hall Hours	Tuesday, June 17, 2025 9:00 AM - 6:00 PM Wednesday, June 18, 2025 9:00 AM - 4:00 PM
Booth Cleaning	Booth cleaning & trash removal/porter service is not included and must be ordered separately through our cleaning vendor Freeman. Please reference the Order Event Services section.
Education Program	A full day of educational programming will take place Monday, June 16; please note, the exhibit hall is not open on this day. Exhibitors are welcome to attend conference sessions and can do so by upgrading their registration through Exhibitor Registration. To view the full education program, visit this page.
Drones	Operable drones are NOT permitted to be used under any circumstances.
Event Management Office	Diversified will maintain an event office where Event Management may be reached from move-in, throughout the event and during move-out.
Exhibitor Evaluation	Switchback exhibitors will receive a show survey via email within one week post-event. Your cooperation in completing and returning this survey will help us to improve future expos and will serve as an information link between exhibitors and Event Management.
Exhibitor Move-In	The move-in schedule is included in the Event Schedule. Additional information including specific instruction for privately owned vehicles (POV’s), common carriers and labor rules are included in the Shipping, Move-in & Move-out section of the Exhibitor Resource Center.
Liability Insurance	Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate, but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times.
Security	24-hour perimeter security service will be maintained in the convention center from the initial move-in period until the last piece of freight is removed. However, exhibitors are reminded that they are responsible for the protection of their own product and exhibit materials. Please use common sense.
Service Costs	Order all services by the published advanced deadline to ensure delivery on-site. Reference the Important Exhibitor Task Checklist for upcoming deadlines.
Post-Event Outreach	Customers remember your exhibit for approximately 12-14 weeks post-event. To maximize impact, we recommend planning your post-show outreach and/or sales agenda before you leave for Switchback Spring and to begin implementing your outreach within two weeks post-event.
Personal Training	Potential customers are only a few feet away in the aisle; however, they will not come to you without encouragement. Train your exhibit personnel to seek out those who appear to be interested in your product. A successful sales staff takes the initiative and uses creativity to meet the individual customer’s needs. Your investment will be a success if your exhibit personnel are motivated and enthusiastic.
Wi-Fi	Opryland Internet Information Resort Wi-fi Instructions

Rules & Regulations

Alcoholic/ Liquor/ Beer & Catering	Gaylord Opryland Resort & Convention Center is the licensed liquor holder. All alcoholic beverages must be purchased from Gaylord Opryland Resort & Convention Center. Bringing alcoholic beverages into the building is strictly prohibited. For your safety and the safety of your guests, a Certified Gaylord Opryland Bartender is required for all events serving alcohol. Appropriate fees apply. Please contact Show Management for opportunities and information about Alcohol, Liquor, Beer & Catering at bgordon@divcom.com
Accessible Storage	Storage of materials is not allowed outside of your booth space. Accessible storage is available through Freeman and can be ordered through the Freeman portal or onsite at the Freeman service desk.
Booth Design Regulations	Booth regulations vary depending on the booth type (peninsula, island, inline, perimeter). Exhibit display regulations and diagrams are included in this section of the manual. Additionally, you have received (or will receive) guidelines specific to your booth type with your confirmation letter. Exhibiting companies located in peninsula, island, 2-story, pavilion and booths with hanging signs must obtain written approval for their booth designs. Please go to the link to the Booth Approval Form.
Ceilings/ Roofing & Fabric Coverings	Exhibitors with ceilings, fabric covering or roofs are subject to additional fire regulations. These exhibitors must contact Cassady Applegarth in the Operations Department at capplegarth@divcom.com to discuss their booth design.
Children	Children under the age of 18 are NOT allowed on the expo floor at Switchback during move-in, and move-out. This rule applies to both visitors and exhibitors. There will be no exceptions! In service of making the Event as inclusive as possible, provided appropriate precautions are taken, minors may be registered to attend by the adult who will be responsible for them. No one under the age of 18 will be permitted to register themselves, and individuals under the age of 21 will only be granted limited Event access. Diversified’s policies regarding allowable attendees and allowable behavior will be strictly enforced. All participants regardless of their age or their role (support providers who are not members of the industry are welcome) must be registered without exception and that registration badge shall be displayed upon request. Diversified may require a photo id and/or proof of employment (i.e. business card, company ID card, verification of employment on company letterhead etc.) in order to confirm registrants’ identity and age prior to admission or during the Event.
Dismantling	Exhibitors are not allowed to begin dismantling their exhibits, in part or whole, before the close of the expo on Wednesday at 4:00pm. At the close of the expo, all exhibitry must be removed from the halls at the expense of the exhibitor.
Double-Decker / Two-Story Exhibits	Multiple story exhibits are not permitted.
Food Sampling	If you are interested in sampling a food product please contact your sales representative for further details.
Give-Aways	Exhibitors may sponsor raffles, giveaways within the area defined as their booth space as long as they are free and open to everyone. As a reminder, all food & beverage items must be purchased through the official caterer including giveaway prize food & beverage items.
Hand-Carry Policy	For the convenience and safety of exhibitors and patrons, all freight and material handling must enter and exit the facility through the loading docks. Exhibitors will be allowed to hand carry one item, one time, in or out of the facility without having to access the loading dock. Hand carried freight is defined as one item that can be easily carried by an individual exhibitor, without the need for dollies, or other mechanized equipment. No parking is allowed at the entrance of the facility and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel.
Helium Balloons, Adhesive Materials / Other Materials & Popcorn	Event Management does not allow helium balloons to be used as part of an exhibitor's display nor may they be distributed. The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is NOT permitted. Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company.
Maintaining Professionalism	Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses.
Music, Photographs & Other Copyrighted Material	Each exhibitor is responsible for obtaining all necessary licenses and permits to use recorded music, photographs and other copyrighted material in exhibitor’s booth or display. No exhibitor will be permitted to play, broadcast or have performed any recorded music or use any other copyrighted material, such as photographs or other artistic works, without first presenting proof satisfactory to Event Management that the exhibitor has, or does not need a license to use such recorded music or copyrighted material. Event Management reserves the right to remove or prohibit from the expo hall or any part of any booth or display which incorporates recorded music, photographs or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses. The exhibitor shall remain liable for and shall indemnify defend and hold Event Management it’s directors, officers, agents and employees harmless from all loss, costs, claims, causes of action, suites, damages, liability, expenses and cost, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, exhibitor’s agents or employees of any patent, copyright or trade secret rights or privileges.
No Early Break Down	All booths must be staffed during all expo hours. Exhibitors are NOT allowed to break down or remove any part of their exhibit, equipment, display material or merchandise from the exhibit hall before the official close of the event at 4:00PM Wednesday, June 18. Please review the Event Schedule and plan accordingly when booking travel for the event.
Operating Your Exhibit	All activities must be contained within the exhibit area described in your Application for Exhibit Space. No selling or promoting will be allowed in the aisles or other public areas. Attendees viewing video monitors must be within your exhibit space, not crowded in the aisles. Music/Presentations may not exceed 85 decibels, Event Management will enforce this on site. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor. Promotion of other events is not allowed.
Smoking	The Gaylord Opryland Resort & Convention Center is a non-smoking facility. This includes e-cigarettes and vaping
Solicitation By Non-Exhibiting Companies	For the protection of all Switchback exhibitors, only those companies whose contract for expo space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen soliciting business on the expo floor, please request a business card from that person and give it to an Event Management representative. We will take the necessary steps to curtail this activity.

Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!

Important Information

Recently Switchback has been the target of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising, and data services. Many of our customers have reported that these groups who are not our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems. We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our Official Vendor List before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions, please contact us at customerservice@divcom.com. Please note that Switchback and its official vendors DO NOT sell attendee lists under any circumstance. Companies or groups offering such lists are not affiliated with Switchback in any way and cannot possibly have accurate attendee data. Buyers should beware!