Outdoor Demo Manual
REQUIRED ACKNOWLEDGEMENT FORMS ........................................................................................................................................................ 2
T ENT OR T EMPORARY S TRUCTURE A CKNOWLEDGEMENT – D UE A UG 9, 2024 ...................................................................................................................... 2 S AFETY A GREEMENT F ORM ......................................................................................................................................................................................... 2 C ERTIFICATE OF I NSURANCE (E XHIBIT B) ........................................................................................................................................................................ 2
ORDER FORMS ............................................................................................................................................................................................... 2
C ONTRACTOR W RIST B ANDS R EQUEST ..................................................................................................................................................................................... 2 L ANDSCAPE M ATERIAL O RDER F ORM ...................................................................................................................................................................................... 2 T ENT R ENTAL ..................................................................................................................................................................................................................... 2 B OOTH S ECURITY ................................................................................................................................................................................................................ 2 KEC M ATERIAL H ANDLING & F REIGHT .................................................................................................................................................................................... 2 KEC L ABOR AND E QUIPMENT S ERVICES ................................................................................................................................................................................... 2 KEC U TILITIES .................................................................................................................................................................................................................... 2 F LORAL P LANT R ENTAL ......................................................................................................................................................................................................... 2
SAFETY AGREEMENT LETTER ........................................................................................................................................................................... 4
TEMPORARY STRUCTURES ACKNOWLEDGEMENT FORM .................................................................................................................................. 5
K ENTUCKY H OUSING , B UILDINGS AND C ONSTRUCTION (HBC) ...................................................................................................................................................... 7 T EMPORARY S TRUCTURE P ERMIT P ORTAL ................................................................................................................................................................................. 7
RULES/REGS – HARDSCAPE HOUSE (H.I.J) ........................................................................................................................................................ 8
CERTIFICATE OF INSURANCE ........................................................................................................................................................................... 9
CONTACT LIST .............................................................................................................................................................................................. 10
D ECORATOR / G ENERAL S ERVICE C ONTRACTOR ........................................................................................................................................................................ 10 F REIGHT / S HIPPING .......................................................................................................................................................................................................... 10 O NSITE F REIGHT H ANDLING / P OTABLE W ATER ....................................................................................................................................................................... 10 B OOTH S ECURITY .............................................................................................................................................................................................................. 10 L ANDSCAPE M ATERIALS ...................................................................................................................................................................................................... 10 T ENT R ENTAL ................................................................................................................................................................................................................... 10 S HOW M ANAGEMENT ........................................................................................................................................................................................................ 10
EXHIBITOR SHOW SCHEDULE ........................................................................................................................................................................ 11
M OVE -I N T IMES ............................................................................................................................................................................................................... 11 M OVE -O UT T IMES ............................................................................................................................................................................................................ 11 T RADE S HOW H OURS FOR A TTENDEES ................................................................................................................................................................................... 11
AGE REQUIREMENTS .................................................................................................................................................................................... 12
SAFETY GUIDELINES ...................................................................................................................................................................................... 12
EV SAFETY REQUIREMENT AT THE KENTUCKY EXPOSITION CENTER ................................................................................................................. 13
MOVE-OUT / CLEAN-UP INSTRUCTIONS ......................................................................................................................................................... 14
INCLEMENT WEATHER .................................................................................................................................................................................. 14
W EATHER E VACUATION ...................................................................................................................................................................................................... 14 A FTER T EMPORARY E VACUATION .......................................................................................................................................................................................... 14
MOVE-IN AND MOVE-OUT PROCEDURES ....................................................................................................................................................... 16
RULES FOR LOADING OF FREIGHT & BOOTH PACKING ..................................................................................................................................... 17
MARSHALLING YARD DESCRIPTION AND DIRECTIONS ..................................................................................................................................... 17
OUTDOOR DEMO AREA RULES AND REGULATIONS ........................................................................................................................................ 18
KSFB DRONE POLICY ..................................................................................................................................................................................... 20
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Required Acknowledgement Forms These forms must be returned to Richard Corbett prior to move-in. Your outdoor exhibit is not finalized until submitted and confirmed. Once complete please scan or email as a single-sided document to rcorbett@equipexposition.com
Tent or Temporary Structure Acknowledgement – Due Aug 9, 2024 Safety Agreement Form Certificate of Insurance (Exhibit B)
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Order Forms Please follow instructions provided on the document and submit to the provider listed on the order form.
Contractor Wrist Bands Request Temporary credentials for your move-in and out contractors. Download Form Landscape Material Order Form Mulch, rock, gravel, leaf, straw, sand, logs etc. Download Form
KEC Material Handling & Freight Freight shipment labels and rates calculations. Advance Warehouse: Sept. 25 - Oct. 11, 2024 Direct to Event Site: Oct. 12 - 15, 2024 Order Online KEC Labor and Equipment Services Order forklift, scissor lift, and payloader labor. Discount Deadline: Sept. 25, 2024 Order Online
Tent Rental Providers of tent rental services Download Rent A Tent Form Download Rental Depot Form Resource: Tent Placement Map Booth Security Guards and security for your booth. Download Form
KEC Utilities Order Online
Click Here: Order KEC Services
Floral Plant Rental Decorative plants, trees, flowers etc... Discount Deadline: Sept. 25, 2024 Download Form
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Dear Demonstration Area Exhibitor,
As long-time proponents of safety in the use of outdoor power equipment and turf-care products, Equip Exposition & Hardscape North America Owners, Sponsors, and Show Management are taking extra measures to increase safety awareness and practices at the 2024 show. Your assistance and participation, is necessary for successful implementation and is a requirement for all demonstration area participants.
Please read and comply with the 'Rules and Regulations' found in the beginning of this manual and back of your Exhibit Space Contract - as well as the 'Safety Guidelines' and 'Safety Agreement' that follow this letter.
Below are only a few examples and reminders that pertain to the Safety Program Initiative...
▪ One company representative participating in the Demo Area must be designated as the appointed 'Safety Steward' and must submit the attached 'Safety Agreement'. ▪ Each Outdoor Demo Exhibitor is required to designate a 'Safe Zone' within their exhibit where onlookers will be separated from equipment being operated. ▪ Exhibitors are required to set the example and teach the safe operating procedures for their products. ▪ Participating Attendees must provide Exhibitor a valid driver's license to operate any equipment. ▪ Children under 12 are not permitted in demo areas at any time. This includes Move-In and Move-Out. ▪ Exhibitors are required to provide attendees' personal safety equipment needed for safe and proper operation of their products on display. ▪ The 'Safety Steward' must sign and return the 'Safety Agreement' by September 1, 2024.
Thank you for your help with this safety initiative. We look forward to assisting you in a successful and accident- free show.
Sincerely,
Richard Corbett Operations Manager
Please see Safety Guidelines, EV Safety Requirements, Inclement Weather, and Age Requirement.
Equip Exposition | 209 E. Main St. #301 Louisville, KY 40205 | (502) 536-7050
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Safety Agreement Letter
October 16-18, 2024
On behalf of my company displaying in the demonstration area of the 2024 Equip Exposition / Hardscape North America Show, I attest that I have reviewed the Equip Exposition Rules and agree to abide by them. I agree to educate, enforce, and steward proper operation and safety techniques as required for the safe operation of my company’s equipment and/or product line. I agree to inform everyone working in my company’s outdoor demonstration area that a heightened level of safety awareness is required to participate in the Exposition. I also agree to enforce all safety guidelines and exhibition regulations. I understand that my company is empowered to educate attendees on the safe and proper handling of my equipment before permitting attendees to operate it. I agree to require proof of a valid and current driver’s license before permitting anyone to operate or demo my equipment. I understand that the operation of equipment in an unsafe manner or failure to abide by safety procedures will result in the immediate termination of my company’s participation in Equip Exposition / Hardscape North America. My company will initiate a safety plan that will be communicated to all personnel representing my company in the demonstration area. The safety plan will include a designated safe zone for viewing while equipment is being operated.
PLEASE SIGN AND RETURN NO LATER THAN SEPTEMBER 1, 2024
Company Name: _____________________________________________________________
Demo Booth #: ______________________________________________________________
Printed Name of Steward: ______________________________________________________
Mobile Phone: ________________________________________________________________
Signature: ____________________________________________________________________
If a Safety Steward is not assigned, or this form is not received by show management by the posted due date, the responsibility will automatically fall on the outdoor exhibitor contact.
Please send completed form to: rcorbett@equipexposition.com
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Temporary Structures Acknowledgement Form
DEADLINE: AUGUST 9, 2024
A permit is required from the Kentucky Department of Housing, Buildings and Construction, to erect a supported temporary membrane structure or sided tent having an area exceeding 400 square feet or open- sided canopies exceeding 700 square feet. A canopy is defined as a temporary structure of fabric or pliable material supported by any means except the air of the contents it protects and is open without sidewalls on 75% or more of its perimeter. Please read page 6 of this packet for any additional items that may require a Kentucky state permit. If a permit is required for your Temporary Structure, you’ll need to contact the Kentucky Department of Housing, Buildings and Construction as outlined in the following pages of this packet. If a qualifying structure is being rented, it is possible that your provider may be obtaining a permit on your behalf. It is the responsibility of each exhibitor to make sure that this is the case and to request any approved paperwork or instruction from that provider.
As underlined above do you plan to have a qualifying temporary structure in your outdoor booth?
YES__________ NO __________ If yes, please provide dimensions ______________X_______________
COMPANY NAME:
DEMO BOOTH #
_____________________________________________________________________________________
CONTACT PERSON: Please Print
_____________________________________________________________________________________
SIGNATURE:
DATE:
_____________________________________________________________________________________
EMAIL:
_____________________________________________________________________________________
PLEASE RETURN THIS PAGE TO: rcorbett@equipexposition.com Richard Corbett / Equip Exposition / Director of Operations
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A permit is required from the Kentucky Department of Housing, Buildings and Construction, to erect a supported membrane structure or sided tent having an area exceeding 400 square feet or open-sided canopies exceeding 700 square feet. A canopy is defined as a temporary structure of fabric or pliable material supported by any means except the air of the contents it protects and is open without sidewalls on 75% or more of its perimeter. The 2018 Kentucky Amendments do not reflect that the Kentucky Department of Housing, Buildings and Construction currently review tents as models. Unfortunately, all records for the tent model program were lost during file migration permit file database / Operating System was adapted in 2019. Currently, tents may only be submitted as site placement individually or in groups, with fees calculated at $125.00 for single tents or as per KBC table 432.5.1 aggregate group All tent site placement applications shall provide number of tents w/ applicable uses (assembly, mercantile, business dimensions, anchoring details such as ballasts or stakes, floor plans with egress and fire extinguisher locations, and which shows relationship of tent(s) to other structures and lot lines. Flame certificates shall be made available on site posted evacuation procedures. Field inspection will verify compliance for these and other requirements, such as ex applicable. Temporary structures which require the seal of an engineer include elevated floor systems, stages, view decks, and which require seals include those which are of a size and occupancy load that they cannot be prescriptively review compliance. Sections 122.1 and 432.6.2, 2018 KBC still apply, as structural documentation provided by an engineer necessary for tents exceeding occupancy and area limitations.
Depending on usage of the Tent, additional approval from Fire Marshall or Electrical Inspectors could be needed.
If a permit is required, please refer to ‘Permit Portal’ on page 7 . For questions regarding permit application please contact Kentucky Housing, Buildings and Construction (HBC).
PUBLIC PROTECTION CABINET Department of Housing, Buildings and Construction 500 Mero Street, 1st Floor Frankfort, KY 40601 Phone: 502-573-0365
Fax: 502-573-1057 http://dhbc.ky.gov
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Kentucky Housing, Buildings and Construction (HBC)
ATTENTION NEW PORTAL USERS: Please select Sign Up, in the upper right corner of this page, and then on the next page select Create An Account. Kentucky Online Gateway will verify your login email address, and then you can begin using the DHBC Online Permitting system. This website provides online permit application services for DHBC's Building Code Enforcement, HVAC, Electrical, Manufactured Housing, Plumbing and Fire Prevention Divisions.
Permitting Services for all other DHBC Divisions are provided on the DHBC Portal Home page.
Please click this link to review the Expanded Jurisdictions Roster.
For more information on all services conducted by DHBC, go to DHBC.ky.gov.
The Kentucky Revised Statutes (KRS 198B) created a uniform, statewide building code within the Commonwealth and assigned specific enforcement responsibilities to the Department of Housing, Buildings and Construction (DHBC) and to each local government. Prior to submitting an application to Kentucky DHBC you must determine whether your project is subject to local, expanded or state jurisdiction.
Temporary Structure Permit Portal https://dept-hbc-ky.smartgovcommunity.com/Public/Home
PUBLIC PROTECTION CABINET Department of Housing, Buildings and Construction 500 Mero Street, 1st Floor Frankfort, KY 40601 Phone: 502-573-0365
Fax: 502-573-1057 http://dhbc.ky.gov
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Rules/Regs – Hardscape House (H.I.J)
Please share the following with anyone working your outdoor booth. These are in addition to the Equip Expo Rules/Regs and Safety Rules found on your contract and inside your exhibitor services manuals...
• Premium (covered) booths have a height limit of 12ft.
• Any Exhibitors planning to have an open flame as part of their display MUST follow all fire safety rules and have a fire extinguisher nearby. A ‘Fire Watch Person’ must be appointed by each exhibitor while burn is active. At no time can an open flame be left unattended. Fire Marshals and Safety Monitors will be walking the area. Any flames deemed unsafe for the building or in violation of the Rules/Regs pertaining to open flames will be asked to extinguish the flame for the duration of the show.
• All items MUST be secured in the event of strong winds. Driving stakes, screws, or anything else onto the floor of the Hardscape House is not permitted.
• Please treat your neighbor with consideration regarding infringement, production of dust, or excessive noise that prevents them from doing business.
• For security reasons an exhibitor cannot occupy the Hardscape House more than one hour outside posted start/end times each day.
• No part of your display is allowed outside your display parameters at any time.
• No one under the age of 12 is allowed on show floors at any time. This includes Move- in, Show days, and Move-out.
• A Driver’s License will be required to operate equipment, if someone seems questionable it is the responsibility of each exhibitor to enforce.
• Before the close of Move-in (Tuesday October 15 th , 5pm) arrangements MUST be in place to have any unused product, pallets, tools, or any other items not being used in your booth moved to an approved holding facility. To arrange please contact the KEC Service Desk: 502.367.5321. The horse barn stalls are not approved locations. • Before the close of Move-out (Sunday October 20 th , 5pm) it is the responsibility of every exhibitor to have all items removed from booth area. This includes but is not limited to, displays, leftover pavers, scrap skids, etc.
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Certificate Of Insurance
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Contact List
Decorator / General Service Contractor Fern Exposition Services 3752 Crittenden Drive Louisville, KY 40209 502-367-0254 Louisville@FernExpo.com
Tent Rental The Rental Depot 11206 Bluegrass Parkway Louisville, KY 40229 502-458-7368 Rent A Tent LLC 14095 Charlotte Avenue Palmyra, IN 47164 502-424-6862
Freight / Shipping ArcBest Trade Show Shipping ABF Freight PO Box 10048 Fort Smith, AR 72917 800-654-7019
Clean & Simple, LLC 843-452-0594
Show Management Equip Exposition 209 East Main Street #301 Louisville, KY 40202 502-536-7050 / 800-770-2963
Onsite Freight Handling / Potable Water Kentucky Exposition Center (KEC) PO Box 37130 Louisville, KY 40233 502-367-5000
Ship Booth Material to: Equip Exposition 937 Phillips Lane Louisville, KY 40209
Booth Security Jefferson Special Police, Inc. 1208 Durrett Lane Louisville, KY 40213 502-361-1285 Jeffersonspecial@twc.com Landscape Materials Dan Cristiani Excavating Co., Inc. 1221 Old Hwy. 31E PO Box 2427 Clarksville, IN 47131-2427 502-526-6154
Floral Exhibits Ltd. 2555 S. Leavitt Street Chicago, IL 60608 773-277-1888
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Exhibitor Show Schedule
Move-In Times Exhibitors who have balances still due will not be permitted to move-in or retrieve badges until resolved.
EASTERN TIME ZONE Sunday, October 13 Monday, October 14 Tuesday, October 15
Indoor
Outdoor
8:00 a.m. -8:00 p.m. 8:00 a.m. -8:00 p.m. 8:00 a.m. -8:00 p.m.
8:00 a.m. -5:00 p.m. 8:00 a.m. -5:00 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. Breaking these rules are likely to result in booth penalties.
EASTERN TIME ZONE Friday, October 18 Saturday, October 19 Sunday, October 20
Indoor
Outdoor
2:30 p.m. - 8:00 p.m. 8:00 a.m. - 8:00 p.m. 8:00 a.m. - 5:00 p.m.
1:30 p.m. - 8:00 p.m. 8:00 a.m. - 8:00 p.m. 8:00 a.m. - 5:00 p.m.
Trade Show Hours for Attendees
EASTERN TIME ZONE
Indoor
Outdoor
9:00 a.m. -12:00 p.m. [Dealer, Exhibitor, & Media ONLY]
Wednesday, October 16
12:00 p.m. - 5:00 p.m.
12:00 p.m.-5:00 p.m. [Open to All Attendees] 9:00 a.m. - 5:00 p.m. 9:00 a.m. - 2:00 p.m.
Thursday, October 17 Friday, October 18
9:00 a.m. - 5:00 p.m. 9:00 a.m. - 1:00 p.m.
**Eastern Daylight Time – No Early Move-In Allowed**
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Age Requirements This applies to all attendees, exhibitors, service contractors or anyone entering the demonstration areas during move-in, show days and move-out. ▪ You MUST be 12 years or older (NO EXCEPTIONS) to enter the Demonstration Area at any time. ▪ A valid driver’s license is required to operate or demo any equipment or product. ▪ Exhibitors are required to enforce this policy. If someone whose age is questionable enters a booth, it is the exhibitor’s responsibility to confirm. ▪ If a person doesn’t meet the age requirement, please notify the nearest show security or safety monitor to have them directed out of the demo area. ▪ A valid photo ID is required and must be shown upon request.
Thank you in advance for your help enforcing this policy.
Safety Guidelines ▪
Running machinery must always be attended to. ▪ All guards and shields must always be in place. ▪ All displays must be set up to protect the curious visitor. Rope off or guard any areas that are hazardous; the use of cautionary signage may be necessary. ▪ Exhibitors are solely responsible for the safety of the attendee operating their equipment and must always be directly supervised by a manufacturer’s representative. ▪ The Exhibitor must provide necessary instruction for safe and proper handling of all equipment being demonstrated. ▪ The Exhibitor must provide protective clothing and eyewear appropriate to the safe operation of equipment. ▪ Throttles must be set not to exceed safe operating speeds for beginners. All equipment must remain in boundaries of Exhibitor’s display. ▪ It is the Exhibitor’s sole responsibility to clearly mark the perimeters of display with pennants, fences, promotional markers, or any other product that helps to define the Exhibitor’s booth. ▪ For Safety and Liability reasons, a valid and current Driver’s License shall be required to operate any equipment in the demonstration areas. It is the responsibility of all exhibiting companies to verify that the operator has one. ▪ Anyone entering the demonstration areas during Move-In, Show Days, or Move-Out must be 12 years of age or older. ▪ Any exhibiting company operating its display in an unsafe manner or putting others at risk will have their demonstration terminated and will be expelled without refund from the Exhibition. ▪ Any attendee operating equipment in an unsafe manner or putting others at risk will be expelled without refund from the Exposition. ▪ Exhibitors and Show Management are empowered to judge if an attendee appears to be intoxicated or under the influence of drugs or alcohol and is authorized to prohibit the operation or handling of equipment by such individual’s removal form the premises if deemed necessary to ensure the safety of all concerned.
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EV Safety Requirement at the Kentucky Exposition Center IMPORTANT NOTICE All exhibitors bringing Electric Vehicles to Equip Exposition or Hardscape North America should be aware of Kentucky Exposition Center's EV safety requirements. Please read this letter from the Kentucky Exposition Center.
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Move-Out / Clean-Up Instructions
Exhibitors participating in the demonstration area will be responsible for ALL clean-up and removal of their booth no later than the close of the last move-out day, October 20, 2024 at 5:00 p.m.
When ordering or bringing in products such as straw, hay, logs, brush, rock, sand, pavers, mulch, wood chips, leftover, or broken exhibit items, etc., please make sure you have arranged removal and clean-up in full.
As stated in the Rules and Regulations section of this kit, all display areas MUST be in condition for seeding before you depart. Any Exhibitor leaving items behind after close of the last move-out day will have a clean-up fee imposed by the facility. Fees will include charges for labor, equipment, and disposal. FOR YOUR CONVENIENCE: Dan Cristiani Excavating Co., Inc. will be providing an order form for landscape materials for the show. Any products Dan Cristiani Excavating Co., Inc. provides for your demo booth will include clean-up and removal. Keep this in mind when comparing prices.
Inclement Weather What happens if there is inclement weather?
Equip Exposition is a rain or shine event, however, there are several instances in which the Demo Yard may be paused, evacuated, or closed due to inclement weather, including (but not limited to): severe thunderstorms, lightning in our expo's radius, excessive wind, hail, flooding, or as directed by local emergency personnel. If an evacuation due to inclement weather becomes necessary attendees will either be advised to temporarily seek shelter or that the Demo Yard is closed for the remainder of the day. We recommend that attendees download the Equip Exposition Mobile App and follow our posts to stay up to date with show communication. To allow the time to safely evacuate the Demo Yard, the evacuation notice may occur before any weather conditions are viewable. We request that all attendees follow the directions of show management, security, and law officials.
Weather Evacuation
If the Evacuation is temporary, Seek Shelter. Please be advised that tents, and temporary structures are not a safe place to seek shelter. Safe shelter is inside the exhibit halls of the Kentucky Exposition Center, or as otherwise directed by show management.
After Temporary Evacuation
When attendees are advised to seek shelter, our intent is to restart the demonstration yard if weather permits. Attendees will be advised if/when it is safe to return to the demonstration yard.
If it is determined that, after a temporary evacuation, the demonstration yard is not able to re-start due to Inclement Weather, the demonstration yard would remain closed for the day.
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In Case of Emergency
Please go to the outdoor service office located in the grey trailer,
Northwest corner of Demo Lot C (See map below). Trained First Aid
Technicians will be available in the outdoor trailer during outdoor
show hours. After Hours Call 911.
Please make this information available to all personnel working in
your outdoor exhibit.
LOT–D
LOT–C
EQUIP EXPO DEMO YARD
HNA DEMOS
INDOOR EXHIBITS
SOUTH WING
LOT–B
NORTH WING
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Move-in and Move-out Procedures If you need a dock for unloading/loading, please follow the directions below. If you do not need a dock for unloading/loading, you do not need to visit the Marshaling Yard.
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 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, you do NOT need to visit the Marshalling Yard.
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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. Drivers 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 days. 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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Outdoor Demo Area Rules and Regulations
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KSFB Drone Policy
KSFB Drone Policy
The Kentucky State Fair Board has established the following DRONE policy for the Kentucky Exposition Center (KEC) and Kentucky International Convention Center (KICC):
A Drone or Unmanned Aerial Vehicle (UAV) is defined as a "powered, aerial vehicle that does not carry a human operator, uses aerodynamic forces to provide vehicle lift, can fly autonomously or be piloted remotely, can be expendable or recoverable, and can carry a payload."
In order to ensure the safety of all patrons at the Kentucky Exposition Center and Kentucky International Convention Center, drones are allowed on the property with the following requirements:
• Drones are not allowed inside any KSFB facility during load-in, show hours, and load-out without the express written consent of the KSFB. • Drones are not allowed outside any KSFB facility without the express written permission of the KSFB and the FAA. If the Lessee would like to use a drone a written request needs to be submitted to the event's Event Manager and the Assistant Director of Security at the Kentucky Exposition Center or the event's Event Manager and the Security Branch Manager at the Kentucky International Convention Center (depending on the facility) for review and approval.
The request should include:
Name of pilot operating the drone
•
• Proof of FAA approval and other events he/she has flown the drone • Type of aircraft (Quad Copter, Helicopter, Airplane, etc.) and make and model • Frequency used • Proposed payload and payload weight • Location(s) the drone will be in operation • Location(s) the drone will be operated • If Lessee would like to attempt to fly the drone outside of the building, The FAA approval must be secured and presented to the facility management.
Lessee is liable for any and all damages to persons, property, and any litigation arising from the use of drones or UAVs operating on or in any KSFB facility.
KSFB and its employees shall be held harmless as a result of any operation of a drone or UAV on or in any KSFB facility.
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SAMPLE
SAMPLE
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EQUIP EXPO RELEASE OF LIABILITY AND ASSUMPTION OF RISK
The individual named below (referred to as " I " or " me ") desires to participate in the activities conducted in relation to EQUIP EXPOSITION (the “ Activities ” ) provided by the Outdoor Power Equipment Institute, Inc., EQUIP EXPO, and participating EQUIP EXPOSITION exhibitors (collectively, the “ Companies ” ). In consideration of being permitted by the Companies to engage in the Activities and the intangible value that I will gain by participating in the Activities, and in recognition of the Companies ’ reliance hereon, I agree to all the terms and conditions set forth in this agreement (this " Release "). 1. I am aware and understand that the Activities include potentially dangerous activities and involve the risk of serious injury, disability, death, and/or property damage. I acknowledge that these risks may result from or be compounded by the actions, omissions, or negligence of the Companies ’ employees or others, including negligent emergency response or rescue operations. I understand that while the Companies have implemented measures to reduce the risk of injury from the Activities, the Companies cannot guarantee that I will not be injured due to my participation in the Activities and that engaging in the Activities may increase my risk of injury. NOTWITHSTANDING THESE RISKS, I ACKNOWLEDGE THAT I AM VOLUNTARILY PARTICIPATING IN THE ACTIVITIES WITH KNOWLEDGE OF THE DANGERS INVOLVED AND I HEREBY AGREE TO ACCEPT AND ASSUME ALL RISKS INVOLVED WITH MY PARTICIPATION IN THE ACTIVITIES. 2. I hereby expressly agree to abide by all warning signs located in the Indoor Exhibition Area, the Outdoor Demonstration Area, and the UTV Driving Experience course and to follow all instructions, recommendations, and cautions of the Companies, and their representatives at all times during the Activities. 3. I hereby expressly waive and release any and all claims, now known or hereafter known, against the Companies, and their officers, directors, managers, employees, agents, affiliates, shareholders/members, successors, and assigns (collectively, the " Releasees "), arising out of or attributable to my participation in the Activities, whether arising out of the ordinary negligence of the Companies or any Releasees or otherwise. I covenant not to make or bring any such claim against the Companies or any other Releasee, and forever hold harmless, release and discharge the Companies and all other Releasees from liability under such claims. 4. I confirm that I am in good health, in proper physical condition, and do not have any medical or other conditions that would impair my ability to participate in the Activities. I hereby consent to receive medical treatment deemed necessary if I am injured or require medical attention during my participation in the Activities. I understand and agree that I am solely responsible for all costs related to such medical treatment and any related medical transportation and/or evacuation. I hereby release, forever discharge, and hold harmless the Companies and all other Releasees from any claim based on such treatment or other medical services. 5. I shall defend, indemnify, and hold harmless the Companies and all other Releasees against any and all losses, damages, liabilities, deficiencies, claims, actions, judgments, settlements, interest, awards, penalties, fines, costs, or expenses of whatever kind, including reasonable attorney fees, the costs of enforcing any right to indemnification under this Release, and the cost of pursuing any insurance providers, incurred by/awarded against the Companies or any other Releasees arising out of or resulting from any claim of a third party related to my participation in the Activities, including any claim related to my own negligence or the ordinary negligence of the Companies. This Release constitutes the sole and entire agreement of the Companies and me with respect to the subject matter contained herein and supersedes all prior and contemporaneous understandings, agreements, representations, and warranties, both written and oral, with respect to such subject matter. If any term or provision of this Release is invalid, illegal, or unenforceable in any jurisdiction, such invalidity, illegality, or unenforceability shall not affect any other term or provision of this Release or invalidate or render unenforceable such term or provision in any other jurisdiction. This Release is binding on and shall inure to the benefit of the Companies and me and our respective successors and assigns. All matters arising out of or relating to this Release shall be governed by and construed in accordance with the internal laws of the Commonwealth of Kentucky without giving effect to any choice or conflict of law provision or rule (whether of the Commonwealth of Kentucky or any other jurisdiction). Any claim or cause of action arising under this Release may be brought only in the federal and state courts located in Jefferson County, Kentucky and I hereby consent to the exclusive jurisdiction of such courts. BY CLICKING THE “ I ACCEPT ” BOX BELOW, I ACKNOWLEDGE THAT I HAVE READ AND UNDERSTOOD ALL OF THE TERMS OF THIS RELEASE AND THAT I AM VOLUNTARILY GIVING UP SUBSTANTIAL LEGAL RIGHTS, INCLUDING THE RIGHT TO SUE THE COMPANIES.
I ACCEPT
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