Equip Exposition is the annual event dedicated to growing landscapers’, hardscapers’, manufacturers’, and dealers’ businesses.
Exhibitor Services Manual
Wednesday, September 25 Monday, September 30
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VENDOR ORDER FORMS AND DOCUMENTS......... 4
Tuesday, October 1 Friday, October 11
Fern – Official Service Contractor and Decorator ................ 4
Sunday, October 13 -Tuesday, October 15
Friday, October 18 Saturday, October 19 Sunday, October 20
Kentucky Exposition Center Order Forms ........................... 4 Material Handling & Freight 4 Indoor Electrical Services 4 Labor and Equipment Services 4 Internet, Network, WiFi, and Voice Services 4 Air, Water, Drainage, and Natural Gas 4 Marshalling Yard Map 4 Additional Order Forms..................................................... 4 Audio Visual (AV) 4 Floral Plant Rental 4 Security Order Form 4 Freight Transportation ABF Freight 4 Booth Resource Documents (click the form name to download) ........................................................................ 4 Contractor Wristband Request Form .............................4 Indoor Exhibit Space Contracts .......................................4 Outdoor Exhibit Space Addendum .................................4 Exhibit B – Insurance Requirements ...............................4 Fire Marshal Request Form .............................................4 Exhibit and Display Specification Guidelines .................4 Press Conference Request Form .....................................4 Lead Retrieval Catalog and Pricing .................................4 Material Removal Receipt ..............................................4
EXHIBITOR INFORMATION...................................7 Access to Halls & Outdoor Demonstration Area 7 Contract Terms & Conditions 7 MARKETING ...................................................................... 7 Exhibitor Promotional Activities 7 Press Center 7 TRAVEL & HOTEL ............................................................... 8 Airport 8 Hotel Reservations 8 RV Parking 8 Directions to the Kentucky Exposition Center 8 EXHIBITOR RESOURCES...................................................... 9 Exhibitor Dashboard 9 Catering 9 Receptions 9 Business Center 9 Shuttle Service 9 How to View the Floor Plan 9 Exhibitor Lounges and Food Orders 9 YOUR BOOTH .................................................................. 10 Exhibit Specifications 10 Early Break Down Rules 10 Signs 10 Exhibitor Service Order Forms 10 Freight & How to Label 10 Bill of Lading 10 Forklifts 10 Sales Tax 10 Selling Your Products 10 Colors 11 Structural/Support Columns 11 Outside Demonstration Area 11
MUST KNOW INFORMATION .............................. 5
IMPORTANT CONTACTS..................................................... 5 Show Management 5 Sponsors 5 Fern (General Service Contractor) 5 Shipping Location for Booth Materials: 5 Kentucky Exposition Center (KEC) 5 Housing Bureau for Hotels 5 ArcBest Trade Show Shipping 5 IMPORTANT DATES............................................. 6 Wednesday, July 31 6 Tuesday, August 13 6 Friday, August 23 6 Thursday, August 29 6 Monday, September 2 6
Reservation Information
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FIRE MARSHAL REGULATIONS ...........................19 Fire Marshall Requirements 19
REGULATIONS AND POLICIES ............................ 12 Insurance 12 Independent Display House/Contractor 12 Fire Safety Regulations 12 First Aid 12 Noise Restrictions 12 Photographs 12 Paging/Messages 12 Parking 12 Exhibition Policy/No Suitcasing 12 Payments/Space Charges 12 EXHIBITOR BADGES & PERSONNEL.................... 13 Rules for Credentials 13 Exhibitor Registration (Badges) 13 Contractor/Maintenance Wristbands 13 Exhibitor Admittance/Non-Show Hours 13 Product Removal from Show Floor 13 Exhibitor Badges FAQs 13 How many badges do exhibitors receive?.................... 13 Who can wear an Exhibitor badge?.............................. 14 How do we order badges for our booth? ..................... 14 How do I register my team ........................................... 14 How do I manage my booth staff? ............................... 14 How does my team pick up their badges at the show? 14 EXHIBITOR SHOW SCHEDULE ............................ 15 Move-In Times 15 Move-Out Times 15 Trade Show Hours for Attendees 15 MOVE-IN AND MOVE-OUT PROCEDURES .......... 16 Phone Number for Marshalling Yard 16 Marshalling Yard Location 16 Rules for Loading of Freight & Booth Packing 17 Marshalling Yard Description and Directions 17
EV Safety Requirement .................................................... 20
PROMOTIONAL TOOLKIT ................................... 21
Promotional Tools Kit Vendor Links.................................. 21 Lead Retrieval Support 21 Map Your Show - Digital Floor Plan Advertising 21 Press Conference Request Form 21 Giveaway & Celebrity Promotion Form 21 50% Registration Code – VIP Guest Invites 21 Trade Show Directory Print Advertising 21 New Product Showcase Form 21 Exhibitor “Spotlight” 21 Photo and Videos to Promote Equip Exposition 21 Equip Exposition Staff Contacts 21 INTRODUCTION TO THE TOOLKIT.......................22 Pre-Show 22 At the Show 22 After the Show 22 Exclusive Opportunities for Exhibitors 22 Press Materials and the Press Center 22 Media and Editorial Contacts 22 FACT SHEET ....................................................... 23 Where 23 Dealer Preview 23 Who Attends 23 Exhibitors 23 Show Management 23 Partners 23 Editorial Coverage 24 How to Promote with the Press 24 Schedule a Press Conference 24 Plan Your Exhibit & Lead Capturing Strategy 25 Leverage your Social Media 25
HOUSING PROCESS ........................................... 18
OK that is now correctOK that is now correct blurreOK cool that is now correctly fix this song blur scared Vendor Order Forms and Documents Fern – Official Service Contractor and Decorator : INSTRUCTIONS | LOGIN Discount Deadline: September 25, 2024 This form contains the instructions for ordering carpet, tables, furniture, and other show decorator items.
Click Here: Order KEC Services
Kentucky Exposition Center Order Forms Material Handling & Freight Advance Warehouse: Sept. 25 - Oct. 11, 2024 Direct to Event Site: Oct. 12 - 15, 2024 Freight shipment labels and rates calculations. Indoor Electrical Services Discount Deadline: Sept. 25, 2024 Booth electric services and booth location grid. Labor and Equipment Services Discount Deadline: Sept. 25, 2024 Order forklift, scissor lift, and payloader labor. Additional Order Forms Audio Visual (AV) Discount Deadline: October 1, 2024 TVs, Projectors, DVD players, microphones etc... Download Form Floral Plant Rental Advance Order Deadline: September 25, 2024 Plants, Trees, Flowers, Arrangements etc... Download Form
Internet, Network, WiFi, and Voice Services Discount Deadline: September 25, 2024 Deadline: October 15, 2024 Internet, vlan, voice, and Wi-Fi services. Air, Water, Drainage, and Natural Gas Discount Deadline: Sept. 25, 2024 Compressed air, water, drainage, and natural gas.
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Marshalling Yard Map
Security Order Form Ushers and security services all show days. Download Form Freight Transportation ABF Freight Shipment, air, ground, LTL transportation Download Form
Booth Resource Documents (click the form name to download) Contractor Wristband Request Form Indoor Exhibit Space Contracts
Outdoor Exhibit Space Addendum Exhibit B – Insurance Requirements Fire Marshal Request Form Exhibit and Display Specification Guidelines
Press Conference Request Form Lead Retrieval Catalog and Pricing Material Removal Receipt
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MUST KNOW INFORMATION IMPORTANT CONTACTS Show Management Equip Exposition 209 E. Main Street Suite #301 Louisville, KY 40202 502-536-7050 | 800-770-2963 Sponsors Outdoor Power Equipment Institute, Inc. (OPEI) Concrete Masonry & Hardscapes Association (CMHA) Natural Stone Institute Brick Industry Association (BIA) Fern (General Service Contractor) Order your carpet, drape, and furniture. Fern Exposition Services 3752 Crittenden Drive Louisville, KY 40209 502-367-0254 Fax: 502-368-0284 Louisville@FernExpo.com Shipping Location for Booth Materials: Equip Exposition C/O Kentucky Exposition Center 937 Phillips Lane Louisville, KY 40209
Kentucky Exposition Center (KEC) PO Box 37130 Louisville, KY 40233 502-367-5000 www.kyexpo.org
Housing Bureau for Hotels For booking hotel and travel information. Louisville Tourism 800-743-3100/502-561-3100 Fax: 502-561-3121
ArcBest Trade Show Shipping PO Box 10048 Fort Smith, AR 72917 800-654-7019
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IMPORTANT DATES Wednesday, July 31 ▪
Show Directory Advertising - Advance Rate
Tuesday, August 13 ▪
Lead Retrieval Early Bird Rate
Friday, August 23 ▪
Press Conference Reservations Show Directory Advertising
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Thursday, August 29 ▪
Lead Retrieval Advanced Rate
Monday, September 2 ▪
Show Directory Updates Certificate of Insurance
▪
Wednesday, September 25 ▪
Furnishing & Services from Fern – Advance Rate ▪ Floral Exhibits Orders ▪ KEC Forms: Electrical, Compressed Air, Water, Drainage, Labor & Equipment, Booth/Exhibit Cleaning, and Internet, Network, Voice, and Hotspot WiFi.
Monday, September 30 ▪
Fire Marshal Regulations
Tuesday, October 1 ▪
C&H Audio Visual Services
Friday, October 11 ▪
Advanced Warehouse until October 11
Sunday, October 13 -Tuesday, October 15 ▪ Move-in begins 8:00 a.m. - 8:00 p.m.
Friday, October 18 ▪
The Outdoor Demo Yard closes at 1 p.m. ▪ The Indoor Exhibit Hall closes at 2 p.m. Move-out begins after the show’s aisle carpet is removed. ▪ Crates back to booths: 3:00 p.m. – 10:00 p.m.
Saturday, October 19 ▪
Begin loading outbound freight at 7:30 a.m.
Sunday, October 20 ▪
Force move-out starts at 12:00 p.m.
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Exhibitor Information Access to Halls & Outdoor Demonstration Area
Without exception, everyone on the show floor and in the outdoor demonstration area must wear a 2024 Equip Exposition badge. Children under 18 are not permitted on the exhibit floor or in the outdoor demonstration area during move-in and move-out. Admission to the Equip Exposition show floor and outdoor demonstration area is open to adults and children 12 and up during show hours. Attendees age 16 and older with a valid driver’s license are eligible to operate equipment in the Outdoor Demonstration area at the exhibitor’s discretion. Contract Terms & Conditions Exhibitors must know and adhere to the rules, policies, terms stated in the exhibit space contract. To review the general terms and conditions please see Indoor Exhibit Space Contract or Outdoor Exhibit Space Addendum. You also agree to abide by the Exhibit and Display Specification Guidelines.
MARKETING Exhibitor Promotional Activities Exhibitors interested in conducting any type of drawing must notify Show Management via email – info@equipexposition.com.
Press Center A press room for trade writers will be available during the show. If you want to notify the trade press about your product announcements, schedule a press conference in your booth and use this form so we can help spread the news. The Press Center, located in South Wing Hallway B will be staffed during Show hours. You may bring press kits to the Press Center during move-in or, if you prefer to ship press materials, please plan for them to arrive prepaid, October 11-13, 2024. Send to: Kentucky Exposition Center, Attn: Equip Exposition Press Center B110, 937 Phillips Lane, Louisville, KY 40209.
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TRAVEL & HOTEL Airport
The Louisville Muhammad Ali International Airport is a 5-minute drive from the Kentucky Exposition Center and a 15- minute drive from downtown. Free shuttle service is provided from KEC for airport return only on Friday , October 18, 2024. Hotel shuttle service may be available from specified hotels throughout your visit. Hotel Reservations Housing information has been sent to all exhibitors as well as included at the end of this section, if needed. We recommend booking your hotel online at 2024 Booking Website. If you have any questions about hotels, call Louisville Tourism at 800-743-3100 or 502-561-3100.
Read Hotel & Housing Reservation Instructions.
RV Parking RV parking with electrical hook-ups and showers are available on the Kentucky Exposition Center site. To reserve a site, call 502-367-5000 or 502-367-5380 Directions to the Kentucky Exposition Center are as follows: 1. If using GPS please use the following address: 1099 Phillips Lane, Louisville, KY, 40209. 2. If traveling I-65 North or South bound, use exit 131B Expo Center to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign. 3. If traveling I-65 West, use Exit 131B to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign. 4. If traveling west bound I-64, use I -264 West follow the signs to the Expo Center Exit 11 to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign. 5. If traveling east bound I-64, use I -264 east follow the signs to the Expo Center Exit 12 to Gate 1, at traffic signal of Phillips Lane, turn right and travel east 1/4 of mile and turn right at Marshalling Yard sign. 6. Coordinates are 38.196304, -85.734520
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EXHIBITOR RESOURCES Exhibitor Dashboard
The exhibitor dashboard is an online page where exhibitors can manage the information on the Equip Exposition and HNA floor plan, their information included in the printed directory, purchase exhibitor badges, find additional marketing opportunities, and booth management forms. Visit Equipexposition.com and hover ‘Exhibitor’ to reveal Exhibitor Dashboard. Login using the credentials you were provided with your exhibit space approval email. Catering A full-service exclusive catering organization is located on the grounds of the Kentucky Exposition Center. If catering is desired, especially to cover move-in or move- out food, contact the Kentucky Exposition Center’s Levy Restaurants by emailing kec-sales@levyrestaurants.com prior to your move-in.
Receptions Exhibitors can order alcohol for in-booth receptions ONLY on Wednesday from 3 p.m. – 5 p.m.
Business Center Facilities for making photocopies, purchasing some supplies, etc. will be located next to the Show Office in South Wing Lobby B at the Kentucky Exposition Center. No UPS or FedEx services available. Shuttle Service Complimentary shuttle service will be available October 16-18, 2024 between designated hotels and the Kentucky Exposition Center. The shuttles run continuously, every 30-60 minutes depending on traffic. Airport shuttle will be available on Friday only. How to View the Floor Plan For exhibitors, go to www.equipexposition.com and click on “Floor Plan” at the top of the page for the most up-to-date floor plan for Equip Exposition 2024. Please note that the list of exhibitors on the right of the floor plan will include ALL exhibitors for both Equip Exposition and HNA. Exhibitor Lounges and Food Orders Self-checkout machines and Levy's Catering will offer food for purchase in the lounge, including coffee, fruit, yogurt, breakfast bars, protein bars, chips, and candy bars. Additionally, popcorn will be popped and served at 11:00 a.m. each day.
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YOUR BOOTH Exhibit Specifications
Exhibitors should review in detail the exhibit specifications section included here in this manual . These specifications will be strictly enforced. Any deviation must be approved in writing by Show Management prior to move-in. Pipe and drape measure 8’ high back drop and 3’ high side drape. Due to the creation of larger bulk exhibit spaces, several 3’ and 6’ aisles have been created on the floor plan. These aisles have been approved and adopted by the Equip Exposition Executive Committee and shall follow the same specifications as the standard 10’ aisles. Early Break Down Rules Please do not pack-up or leave the indoor show floor early. Leaving early is a violation of our exhibiting guidelines and is not respectful to paying attendees or your fellow exhibitors. Exhibitors who vacate their booth prior to official show closing will be penalized, such as losing booth location or being put on the back of our waiting list. Please plan to be available and in your booths until the indoor show floor closes 2:00 p.m. on Friday.
Signs All exhibitors with booths 10’ deep will be provided one 7”x44” sign, listing company name, city, and state.
Exhibitor Service Order Forms Please check each form to note the individual contractor for the service, the terms of their payment policies, and deadline dates for discounts and returning forms. Most vendor order forms can be found here. Freight & How to Label The Kentucky Exposition Center has been appointed the official carrier for inbound and outbound freight. For complete details, please see the Move-In and Move-Out section of this manual. Exhibitors may also use their own carriers.
Bill of Lading Advance freight may arrive at the advanced warehouse from September 25, 2024 to October 11, 2024. Regardless of shipping delivery date, labels should read:
Fill out shipping labels to read: Equip Exposition 2024 c/o KEC 937 Phillips Lane Louisville, KY 40209 (Your company name and booth number)
Forklifts Company or personal forklifts will not be allowed during move-in, show, or move-out hours. This is enforced indoors and outdoors. Sales Tax Please address any questions about Kentucky sales tax to the Department of Revenue, Louisville Taxpayer Service Center, 502-595-4512. They will be happy to assist you. Please follow the instructions in the section on selling your products and prepare the material removal receipts prior to your visit. Selling Your Products Equip Exposition allows retail sales. Products that are too large/heavy to carry by hand may only be removed after the conclusion of the trade show on Friday. Make sure you provide a copy of the Material Removal Receipt for every product you sell since it must be shown to security by the buyer when exiting. Download and print the material removal receipts PDF and ensure you instruct your buyer to take the product at the appropriate time.
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Colors Exhibit areas will have gray aisle carpet with black draping and black side panels. Hardscape North America will have red carpet and black draping and black side panels. Structural/Support Columns The electrical and service panels of the South Wing are located on the floor at 30’ centers. The sides of the column without electrical or utility service panels may be covered or incorporated in your display, only if they are within your assigned space. Please do not staple or tack directly into the column walls. Outside Demonstration Area Exhibitors are entitled to an outside demonstration space equal to five times the square footage of their contracted indoor space at a rate of $1.50 per square foot. HNA uncovered space is $2.50 per square feet. In July, exhibitors that have requested and paid for outdoor space and submitted all necessary forms required for demonstration, will be emailed a demonstration area services kit. The Outdoor Demonstration area is open to attendees and children 12 and up. Attendees ages 16 and older with a valid driver’s license are eligible to operate equipment in the Outdoor Demonstration area. No under-age exceptions are permitted.
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REGULATIONS AND POLICIES Insurance
Exhibitors are required to provide liability insurance and hold harmless OPEI EXPO, LLC d/b/a Equip Exposition and their representatives. Please see Exhibit B the Terms and Conditions and your exhibit space contract to review requirements. All exhibitors are required to submit to Show Management evidence of securing this coverage prior to move-in. Independent Display House/Contractor Notification Exhibitors using an independent Third Party/Display House/Contractor should provide Show Management a copy of the third party’s insurance certificat e and notify Fern, our official show contractor/decorator. Your company and any third party you hire for the trade show will be subject to the responsibility for claims arising during the move-in/show/move- out of the 2024 Equip Exposition and should meet all the coverage requirements mentioned in Exhibit B. Certificates of Insurance should be received by Show Management thirty (30) days prior to the first move-in day. Fire Safety Regulations The Kentucky State Fire Marshal requirements are listed in this section of this manual. You must read and understand if your exhibit requires additional consideration.
Photographs Exhibitors and visitors must obtain permission from other exhibitors before photographing products or exhibits. Paging/Messages The facility public address system is reserved for emergencies and Show Management use only. Parking Parking is free to all exhibitors and attendees. Exhibitors are to park in Lots C, D and E. Trucks and Trucks with Trailers are to be parked in Lot K.
First Aid First Aid Stations are in the South Wing B and outside near the demo area. During show hours call 502-367- 5000. Before or after show hours dial 911. Noise Restrictions Show Management reserves the right to cancel any exhibit space contract without penalty in the event the sound volume is not maintained at a level to avoid interference with neighboring exhibitors, or in any way disrupts the Show.
Exhibition Policy/No Suitcasing Please note that any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company’s booth or in violation of any portion of the Equip Exposition Exhibition Policy, will be asked to leave immediately. Additional penalties may be applied. Please report to show management any violations you may observe. Equip Exposition recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite, a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibition floor and at other events. Equip Exposition policy is that show management must be informed of any hospitality suites with expressed consent must be received prior to the event. Payments/Space Charges Exhibitors with a balance due will NOT be allowed to move-in. Your exhibit space contract balance is due on or before June 1, 2024. If final payment is not received, Show Management has the option of reselling the exhibit space.
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EXHIBITOR BADGES & PERSONNEL Rules for Credentials All booth staff must wear a trade show badge or temporary wristbands during move-in and move-out. Exhibit staff can retrieve free wristbands during move-in at North Wing Registration or the Show Office in Lobby B. Exhibitor Registration (Badges) Exhibitors are encouraged to pre-register their team via their exhibitor dashboard. Before entering the trade show, each attendee and exhibitor must sign for their own badge and wear it . Exhibitors are not permitted to pick up badges in bulk. In case of losing a badge more than twice, a reprint fee of $30 applies along with an ID check. To register a team member at the show, visit the North Wing of the Kentucky Exposition Center beginning 8:00 a.m. on Sunday, October 13, 2024. Exhibitor badges are printed and distributed at registration and express stations throughout move-in and trade show hours. Retrieve your exhibitor badge by bringing your email confirmation express badge pickup in the North Wing. It is highly recommended to pre-register for the show. Only those who work in your exhibit are permitted to wear exhibitor badges . For every 100 square feet of exhibit space reserved, including demonstration space, exhibiting companies will receive two free badges. Any badges requested over the allotment amount is charged at a rate of $30 each. Customers and guests must register through equipexposition.com attendee registration. Contractor/Maintenance Wristbands Those who wear exhibitor badges do not need contractor wristbands. Contractor wristbands are to be primarily worn by an exhibitor’s contract hires or employees engaged in installing and dismantling exhibits during move-in or move-out only. Wristbands or a badge is required during move-in and out. Wristbands are temporary and become invalid on the first day of the show . If you wish to complete the contractor wristband form in advance, download here, and bring to the show office during move-in or move-out. Exhibitor Admittance/Non-Show Hours Badged booth representatives will not be permitted to enter the exhibition earlier than two hours before the scheduled opening each day, and they will not be permitted to remain in the exhibition longer than one hour after the closing time, except for the first day of move-out. This is to ensure maximum security for open exhibits and merchandise. Product Removal from Show Floor All product sales must include a Material Removal Receipt that must be shown to show security when the buyer is exiting the show floor. The Material Removal Receipt must include the selling company’s name and booth number, the purchasing company’s name, and a description of the purchased item. The Material Removal Receipt must be signed by show security upon exiting the show floor. 'Purchased' items too big to carry may only be removed AFTER show closing on Friday. Exhibitors ’ products on display cannot be removed until the conclusion of the trade show on Friday.
Exhibitor Badges FAQs How many badges do exhibitors receive?
Each exhibiting company will be provided two badges per 100 square feet of exhibit space contracted, including their square footage in the outdoor demonstration area. Any additional badges are charged at a rate of $30 each. For example, if you have 100 sq. ft. indoors and 500 sq. ft. outdoors, you are provided 12 complimentary badges.
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Who can wear an Exhibitor badge? Exhibitor badges are restricted to persons working directly in your exhibit. Badges include First and Last Name, Company Name, City, and State. They will only list the Company Name that appears on the exhibit space contract. Each badged exhibitor and attendee is responsible for picking up their own badges and signing any applicable waivers at that time. In case of losing a badge more than twice, a reprint fee of $30 applies along with an ID check. How do we order badges for our booth? (See this video: https://vimeo.com/983192047/06aa7ae6bc?share=copy) To order badges visit your exhibitor dashboard by visiting equipexposition.com, hovering exhibitor, and clicking exhibitor dashboard. Log in and select the link titled Order Exhibitor Badges. If your login credentials are lost, click 'forgot password.' Only authorized contacts on the contract are eligible to receive login credentials. How do I register my team on the Exhibitor Badges page? For groups of 10 or more, we recommend uploading an Excel file by clicking on the Upload a File button and following the directions provided. This operation works best with a CSV file.
If you exhibited in 2023, your dashboard has a list of the badges you requested last year preloaded; just click on the button Add Previous Staff and choose those you would like again for 2024.
The last, most common option is to use the Add New Booth Staff button and enter the credentials of each badge as needed. We recommend inputting each team member’s email address. This allows the show to send them each of your workers instructions on when and where to pick up their badge. The registration system requires a Key Contact to be selected for each batch of staff badge uploads. The Key Contact person does not receive a badge and is not counted against your allotment; unless they are included in the list of requested badges. How do I manage my booth staff after I’ve added them? At any time, you can see which badges you have requested and make any changes by clicking on the View Current Staff button. How does my team pick up their badges at the show? Exhibitors can pick up their badges at the Equip Exposition registration desk starting Sunday, October 13 at 8:00 a.m. inside the Kentucky Exposition Center's North Wing Lobby and at our Express Badge Stations scattered throughout the facility. The Louisville International Airport and select hotels will have badge pick up stations starting on Tuesday, October 15 and Wednesday October 16. To quickly check in at the registration stations, exhibitors should bring their confirmation email with their barcode, either printed or on their phones. Only those who work in your exhibit are permitted to wear exhibitor badges. DO NOT register your guests or customers on your exhibitor log-in site. We ask that you send them to EquipExposition.com to register as an attendee. If you bulk upload attendees, they will appear to work for your company and represent your company at the show . Marking them as a Landscape Professional or Dealer during upload is the one way to prevent their improper access to the floor outside of show hours.
Exhibitors' guests are welcome to use their custom 50%-off registration code provided via VIP Guest Invites. You can find a link to your code on your Exhibitor Dashboard.
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Exhibitor Show Schedule Please Read Move-In and Move-Out Procedures.
Move-In Times Exhibitors who have balances still due will not be permitted to move-in or retrieve badges until resolved.
EASTERN TIME ZONE
Indoor
Outdoor
Sunday, October 13
8:00 a.m. - 8:00 p.m.
8:00 a.m. - 5:00 p.m.
Monday, October 14
8:00 a.m. - 8:00 p.m.
8:00 a.m. - 5:00 p.m.
Tuesday, October 15
8:00 a.m. - 8:00 p.m.
8:00 a.m. - 5:00 p.m.
Move-Out Times Exhibitors are prohibited from moving or packing up prior to aisle carpet removal – until after 2:30 p.m. Do not start engines until the freight doors open. Breaking these rules are likely to result in booth penalties. See more details. EASTERN TIME ZONE Indoor Outdoor
Friday, October 18
2:30 p.m. - 8:00 p.m.
1:30 p.m. - 8:00 p.m.
Saturday, October 19
8:00 a.m. - 8:00 p.m.
8:00 a.m. - 8:00 p.m.
Sunday, October 20
8:00 a.m. - 5:00 p.m.
8:00 a.m. - 5:00 p.m.
Trade Show Hours for Attendees EASTERN TIME ZONE
Indoor
Outdoor
Wednesday, October 16
West Wing 9:00 a.m.-5:00 p.m. Open to All Attendees
12:00 p.m. - 5:00 p.m.
North Wing, South Wing, East Hall. 9:00 a.m. -12:00 p.m. [Dealer & Media] 12:00 p.m.-5:00 p.m. [Open to All Attendees]
Thursday, October 17
9:00 a.m. - 5:00 p.m.
9:00 a.m. - 5:00 p.m.
Friday, October 18
9:00 a.m. - 2:00 p.m.
9:00 a.m. - 1:00 p.m.
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Move-in and Move-out Procedures Phone Number for Marshalling Yard 502-367-5008
Marshalling Yard Location 1099 Phillips Lane, Louisville, KY, 40209 | See Google Map Location | See Map Image
MOVE-IN | Sunday, October 13 through Tuesday, October 15, 8:00 a.m. - 8:00 p.m.
MOVE-OUT | Friday, October 18, check-in at marshalling 2:00 p.m. - 8:00 p.m.
MOVE-OUT | Start loading outbound freight. Saturday, October 19: 7:30 a.m. - 5:00 p.m.
MOVE-OUT | Continue loading outbound freight. Sunday, October 20: 7:30 a.m. - 12:00 p.m.
Exhibitors must use any of the Sunday-Tuesday move-in days to setup their booth. The show will open at 9:00 a.m. on Wednesday morning and we work to ensure a smooth and safe opening experience for attendees and exhibitors.
Drivers and Trucks for dock loading must check-in at the Marshalling Yard prior to going to the loading dock. The Marshalling Yard is located across the street from KEC. If you have a vehicle that can unload without a dock, please make them aware so that you can be pointed to the proper lot, for quicker unloading. This applies to all move-in and out days.
Moving freight after Tuesday at 8:00 p.m. is not permitted since aisle carpet is installed.
Equip Exposition will enforce freight aisle, which means that any items left in those aisles during move-in or out will be removed to ensure clear freight pathways throughout the show.
Your team must place EMPTY stickers on boxes once they are empty and prepared to be returned to storage. Your exhibit is provided EMPTY stickers or can retrieve them at the onsite services desk. Delays in this effort will result in forced retrieval of boxes and even non-empties to meet the show opening schedule.
No exhibitor forklifts are allowed in the building during move-in, show or move-out. KEC handles all freight labor movement. Visit the onsite services desk for assistance. No freight will be loaded out except forklift work orders.
All hand carried supplies/equipment can be carried into the building on the dockside or rolled/carried through E20 overhead door, which is located to the right of the South Wing B Lobby front entrance.
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Rules for Loading of Freight & Booth Packing •
Booths cannot be dismantled until 2:30 p.m. on Friday. • Equipment that cannot be hand-carried are not permitted to be removed from the booth until aisle carpet is retrieved. • Once your booth is packed, labeled, and ready to load, please turn in your freight bill (Bill of Lading) to the KEC service desk. • Drivers for dock loading must drive to the Marshalling Yard, which will open at 2:00 p.m. on Friday, October 18. Drivers must check in at the office located in this area starting at 2:00 p.m. • Trucks will not be allowed into docks until the booth is ready to load and the freight bill (Bill of Lading) has been turned in. • DRIVERS MUST CHECK IN BY 12:00 p.m. SUNDAY, OCTOBER 20. Otherwise, freight will be forced to re-route through ABF Freight. Marshalling Yard Description and Directions • Marshalling hours for incoming freight for the 2024 Equip Exposition will be Saturday, October 12 thru Tuesday, October 15 from 7:30 a.m. - 5:00 p.m. • The Marshalling Yard hours for out bound shipping are Saturday, October 19 from 7:30 a.m. – 5:00 p.m. and Sunday, October 20 from 7:30 a.m. - 12:00 p.m. with check-in at the red building in the Prestonia lot. • The Marshalling Yard is located just outside the Kentucky Exposition Center across from Gate 1 on Phillips Lane. Marshalling Yard address is 1099 Phillips Lane. • All drivers must check-in at the Red Building in the gravel lot portion of the Prestonia lot.
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Housing Process – 2024 Equip Exposition – Louisville, KY Louisville Tourism is the official housing provider of EQUIP EXPOSITION. We are now accepting reservations. This process is in place to maximize savings and room availability for attendees and for accurate hotel counts for Equip Expo. Please utilize this process for making reservations.
Why else should you reserve through the official housing provider?
Attendees/Exhibitors who reserve their rooms through the official housing provider will be entered into prize drawings. Prizes may range from a Louisville Gift Basket, Personalized Bourbon Bottles to a complimentary hotel room during your stay. Use either method below to make your reservation and you are automatically entered into the drawing. All reservations must be entered by midnight EDT on September 30, 2024. Cancelled reservation will be ineligible. The winners will be announced and contacted via email one week prior to the 2024 Equip Expo. Room Block Requests – Room blocks are defined as groups that need more than 10 rooms. Any room requests for more than 10 rooms will need to complete our online block request form by clicking here to identify hotel options and set up a block of rooms. You should anticipate receiving a response within 48 business hours. • Cancellation Policy – • Minimum Night Stay Hotels – • A 2-night room and tax deposit will be charged by the hotel starting October 2, 2024. • Reservations canceled starting September 18, 2024 will be charged $50.00 cancellation fee. • Reservations canceled starting October 2, 2024 forfeit the 2-night deposit to the hotel. • Non-Minimum Night Stay Hotels • Reservations canceled starting September 18, 2024 will be charged $50.00 cancellation fee. • Reservations canceled starting October 2, 2024 forfeit one night's room and tax to the hotel • To reserve your room(s) o Online - https://mmxreservations.com/fer/#/Louisville?pageCode=24equip • If you have a Group Code, you may enter it before selecting the “Search” button. A Group Code is not required in order to reserve a room. o Phone – 800-743-3100 • Monday – Friday, 9 am – 5 pm eastern time
Reservation Information: •
If you have any further questions regarding the process, please feel free to reach out to Equip Expo, info@equipexposition.com, or the Louisville Tourism Housing Department at 800-743-3100 or email housing@gotolouisville.com
CAUTION: Please be vigilant if approached by any other company or service that implies or claims to be an official housing provider of EQUIP EXPO. The Equip Expo logo will be included on our housing site and all general communication materials. If you do not see the logo, they are not the official housing provider.
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Fire Marshal Regulations Please read the Fire Marshal Requirements on the following page. If you feel your exhibit does not meet these criteria and you would like to apply for approval, please mail or fax request to Chris Brawner for consideration. You may attach additional sheets if necessary. Fire Marshall Requirements [Please Read Carefully] The following are the State Fire Marshal’s minimum fire safety requirements and shall be applied at all shows (trade, commercial or otherwise) and shall apply whether the exhibit space is open or closed to the public. If your exhibit conflicts or had concerns with any of the below please complete the Fire Marshal Review Request Form.
1. Accurate-to-scale floor plans for the entire show shall be submitted in triplicate to the Kentucky State Fire Marshal’s Representative (KSFM Representative) in care of the Kentucky Exposition Center not less than 60 days prior to move-in and setup of the area being reviewed. Plans shall be dimensioned as well as show size and location of booths, exits and aisles. One additional reviewed plan will be returned to the Lessee, if requested, subject to an on- site inspection by KSFM Representative. 2. The display and operation of any cooking or heat producing appliances, pyrotechnics, use or storage of flammable liquids, compressed gases or any other process deemed hazardous by the State Fire Marshal must have advance approval by the KSFM Representative before it is brought to the Kentucky Exposition Center. 3. Any motor vehicles, gasoline-powered equipment, tools, etc., on display shall have their batteries disconnected. All fuel tanks that are not equipped with locking gas caps shall have the gas caps sealed with tape. All such fuel tanks shall be less than one-fourth full. Absolutely no storage of any fuel in any building. 4. No parking of any vehicles, unless approved, is allowed in the building, or loading docks. Cars and trucks shall be removed immediately after loading or unloading. 5. Decorations and displays shall not block or impede access to fire protection equipment (smoke detectors, sprinklers, fire extinguishers, exit markings, exit doors or emergency lighting equipment). 6. All decorations shall be fire retardant. The decoration companies/exhibitors shall be prepared to provide certificates of flame spread on all decoration items. Items that are not properly fire retardant shall be removed. 7. All exhibits, signage and displays must be “Open Top” and not interfere with the facility fire detection and suppression system. 8. “Closed Top” displays including canopies, horizontal signs, displays with roofs and multilevel displays. Closed top displays must have prior written approval from the KSFM Representative. Approval requests for multilevel displays must be submitted 90 days in advance of the show and
include stamped engineer drawings of the structural components. Enclosed displays must have a working smoke detector, which is audible outside of the enclosure. 9. During occupancy hours, aisles and exit doors shall be maintained free of all obstructions and unlocked for immediate use in the event of an emergency. 10. Signs designating exits and the direction of travel to exits approved by the KSFM Representative shall be provided by the Lessee and in place prior to the show’s opening.
11. Additional fire extinguishers may be required at the discretion of the KSFM Representative.
12. All electrical devices and installations shall be in accordance with the applicable provisions of the National Electrical Code. All electrical devices must be listed by an approved listing agency (Underwriters Laboratories, Factory Mutual or Underwriters Laboratories Canada). All electrical extension cords used shall be of the heavy-duty type (at least 14-gauge wire). Lightweight cords of the lamp cord variety are prohibited: any cords and or devices that present a hazard will be subject to confiscation. 13. All Lessees, exhibitors and show personnel shall adhere to all other fire safety laws, regulations and codes that have been duly adopted. 14. Kentucky Venues shall require security where occupants are allowed to reside overnight inside of any state-owned structure on the grounds. Security personnel shall be familiar with emergency response in the event of fire or other emergency and perform regular surveillance of the areas where lodging occurs. 15. Lessee shall provide a list showing the number and location of persons boarding/dwelling overnight within the general vicinity of their exhibits.
16. It shall be the responsibility of the Lessee/show manager to see that the above regulations are followed.
17. Lessee will be responsible for making key personnel (including security) aware of and familiar with the facility’s emergency procedures, which would include (but not be limited to) fire, bomb threats, or inclement weather.
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EV Safety Requirement IMPORTANT NOTICE
All exhibitors bringing Electric Vehicles to Equip Exposition or Hardscape North America should know Kentucky Exposition Center's EV safety requirements. Please read this letter from the Kentucky Exposition Center.
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Promotional Toolkit Promotional Tools Kit Vendor Links
Lead Retrieval Support Early Bird Discount: August 13, 2024 Advance Pricing Ends: August 29, 2024 For lead retrieval and badge scanners Download Form
50% Registration Code – VIP Guest Invites Discount codes for guests and non-booth staff Download Form Trade Show Directory Print Advertising Discount Deadline: July 31, 2024 Deadline: August 23, 2024 Print advertising in our onsite directory Download Form New Product Showcase Form Deadline: August 30, 2024 Reserve a location in our new product showcase Download Form Exhibitor “Spotlight” Deadline: September 23, 2024 Take the stage to talk about your newest product(s) Complete Form
Map Your Show - Digital Floor Plan Advertising Enhance listing in the online floor plan Download Form Press Conference Request Form Deadline: August 23, 2024 For booking reservations in the press room Download Form Giveaway & Celebrity Promotion Form Deadline: September 26, 2024 We will list your giveaway or celebrity meetup. Complete Form
Photo and Videos to Promote Equip Exposition
Download Videos and Photos
Equip Exposition Staff Contacts Phone: 502-536-7050 Email: info@equipexposition.com
Troy Winebrenner, Show Director Karen Williams, Senior Vice President, Partnerships & Development
Brian Corbett, Director of Sales, Indoors Richard Corbett, Director of Operations Chuck Bowen, Vice President, Communications, Member Relations, and Education Programming Evan Cox, Director of Marketing Laura Gipe, Manager, Meetings and Hotels Juli Clary, Manager, Contracts and Office/Client Services
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Introduction to the Promotional Toolkit Exhibiting at Equip Exposition begins before move-in. Maximize your ROI by planning and publicizing your participation in the trade show today. This kit is packed with tips to help you and your team create a marketing plan that begins at Equip Exposition and ensures attendees put your exhibit at the top of their “must - see” list. Take advantage of this captive audience to kick-start your 2024 sales! Pre-Show ▪ Produce product marketing materials for your booth or promote online using our content. ▪ Define special promotions / offers and incentive programs to announce at the show. ▪ Use your VIP Discount Codes to invite your customers to join you at Equip with 50% off trade show registration. ▪ Send new product information and promotion information to media and show office. At the Show ▪ Engage with attendees, track leads, set follow-up appointments. Network at after-hours events. ▪ Use your social media outlets to promote your exhibit; use #EquipExpo.
After the Show ▪
Send requested materials immediately.
▪ Re-confirm with dealers, contractors, and new prospects your 2024-2025 product and service offerings.
Exclusive Opportunities for Exhibitors ▪
Offer your customers a registration discount. As an exhibitor, you have access to VIP Guest Invites, an easy-to- use platform that includes a customized 50% off registration link that you can send via email and social media. There’s no cost to you, and your customers will appreciate the registration savings. Press Materials and the Press Center Remember to prepare press kits, news releases or fliers announcing what's new in your booth. We offer two options for distribution: 1. Any time prior to or during the show, email your press materials to us and we will load them into a Dropbox that is shared exclusively with media who are registered for the show. Zip your files into one folder and save as "CompanyName_ Booth#", email to press@equipexposition.com and we'll post it in the Dropbox. 2. Bring your materials to the Press Center during move-in. The Press Center, located in the South Wing B Conference Center, Room B110, will be staffed during show hours. Chuck Bowen, press@equipexposition.com, 703-549-7600 Media and Editorial Contacts Please complete this form to receive our list of advertising and editorial contacts. Many of these publications will feature Equip Exposition, giving you the perfect opportunity to submit product releases or advertise.
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Fact Sheet Where Equip Exposition Kentucky Exposition Center 937 Phillips Ln., Louisville, KY 40209
Dealer Preview Equip Exposition provides a show floor preview on Wednesday, October 16, 2024, from 9 a.m. to 12 p.m., exclusively for dealers, retailers, and distributors in the North and South Wing. The West Wing Opens at 9 a.m. to everyone. This is your opportunity to invite and host dealers one-on-one and preview the products you brought to Equip Exposition and Hardscape North America. Who Attends 27,000 participants, including professional lawn and landscape contractors, hardscape contractors and distributors, general contractors, dealers, retailers, exhibitors, manufacturers’ representatives, rental shops and distributors of lawn, garden, and outdoor products and equipment for consumer and commercial use, forest and land managers, maintenance and grounds managers, and parks and municipal buyers. Registrations from all 50 states and nearly 50 countries are expected. Exhibitors 1,000+ exhibits by manufacturers and suppliers of lawn and garden products, landscape maintenance, outdoor leisure products, hardscape products, rental lines, outdoor power equipment, and related products will be exhibited throughout 1.1 million square feet of exhibit space, including the 30-acre outdoor Demo Yard.
Show Management Equip Exposition is owned and managed by the Outdoor Power Equipment Institute. info@equipexposition.com 502-536-7050
Partners Hardscape North America trade show co-locates with Equip Exposition. HNA is owned by Concrete Masonry & Hardscapes Association (CMHA). HNA hosts some events and programs at the Hyatt Regency Louisville hotel. The Professional Grounds Management Society hosts its annual School of Grounds Management conference in conjunction with Equip Exposition. Their event is headquartered at the Galt House Hotel.
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Editorial Coverage Deadline: We'll continue to share news with registered media through October. Please email to: press@equipexposition.com Questions: 703-549-7600
Show Management works with trade publications, online media, social media influencers, and editors of association publications to ensure readers know about your show activities and new products. If you want more visibility for your products, let us know about the new products your company will be exhibiting at the show and any special activities, giveaways, or events you plan. Your news can be shared with registered media before the show.
While we will make this information available to all publications that register for the show, it always helps when exhibitors provide personalized announcements or invitations to stop by your booth.
How to Promote with the Press VIA THE EQUIP EXPOSITION PRESS OFFICE
Any time before or during the show, email your press kit or news release and photos to us and we will load them into a Dropbox that is shared exclusively with media who are registered for the show. NOTE: Zip your files into one folder and save as "CompanyName_Booth#", email to press@equipexposition.com. Schedule a Press Conference for Increased Awareness Press conferences at Equip Exposition are a great way to increase your visibility beyond the trade show floor. Emerging companies can gain industry recognition while established companies can show off their newest innovations. • Use the press conference reservation form to reserve your time. Space is limited, and the prime slots will quickly be reserved by trade show pros who know the benefits of holding a press conference in their booth at Equip Exposition. • Contact us using this form to request our the media list to send personalized invitations. While a complete schedule will be sent to registered media and provided on-site in the press center, inviting specific media will allow each writer to schedule accordingly and will increase the likelihood they will attend the show and your press conference. • Make certain you have something newsworthy to announce. New products, executive-level hires, or shifts in organizational hierarchy and company mergers or acquisitions are all newsworthy announcements. • Prepare a digital media kit. Make it easy for the press to cover your news. Have materials to hand out or offer to email to attendees of your press conference. • Follow up. A list of registered media will be available after the show. A phone call or email is a helpful reminder of your announcement and may increase the possibility of coverage in their Equip Exposition wrap-up or subsequent issues. Send an email to press@equipexposition.com after the show to request the list.
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