Welcome to the
2019 Garmin Dirty Kanza
“All Things Gravel” Expo


Please review all important details below and
submit your Expo Exhibitor Information Form
by Friday, May 10, 2019.

If you do not submit the required Expo Exhibitor Information Form by Friday, May 10, 2019,
we cannot guarantee that your activation needs will be met.


Venue Information

Venue

Downtown Emporia
721 Mechanic Street,
Emporia, KS 66801
MAP

On-Site Contacts

Carli Smolen
Expo Manager
(973) 919-8960
csmolen@LT.LIFE

Sara Mahan
Sponsor Contact
(218) 576-4043
smahan@LT.LIFE



Schedule of Events

Load-In

Wednesday, May 29, 2019*
8:00 PM-10:00 PM

Thursday, May 30, 2019*
5:00 AM-1:30 PM
Vehicles must be moved from
the expo area by 12:00 PM.

Friday, May 31, 2019
7:00 AM-9:30 AM

Set-up only! No vehicle access.

*Note that load-in will be assigned, based on
responses to the form below. Please arrive at
the date/time we confirm via email to allow
for a smooth load-in process for all exhibitors.

Expo

Thursday, May 30, 2019
2:00 PM-7:00 PM

Friday, May 31, 2019
10:00 AM-7:00 PM

*All exhibitors are required to activate
BOTH days of the expo*

Load-Out

Friday, May 31, 2019
7:00 PM-10:00 PM

All exhibitors must wait until the close of expo (7:00 PM) to begin load-out. All exhibitors and materials must be out of the venue by 10:00 PM.


For a full schedule of events with race start times, cut-off times and more, click HERE.


Exhibitor Information

Load-In

Please read the following options carefully. Exhibitors will select their planned load-in method within the exhibitor form below. Note that all exhibitors must check in with expo staff at the Exhibitor Check-in tent upon arrival for their scheduled load-in. Please refer to the map below for the Exhibitor Check-in tent, unloading zones and exhibitor parking lot, referenced below.

Option 1. Vehicle Unload in Unloading Zone

Exhibitors will park their vehicles in the dedicated unloading zones (as shown in the map above) and hand-carry their materials to their designated booth space. Expo management recommends this load-in method for the majority of exhibitors, especially those that are able to easily transport materials by hand or via handcarts. A limited number of handcarts will be available for exhibitor use. Exhibitors will need to temporarily exchange their Drivers License/ID for use of any available handcarts. Available handcarts will be located at the Exhibitor Check-in tent.

Any large trucks delivering directly to the expo must choose this load-in method as well. A forklift will be on-site to support any deliveries; however, trucks should have their own pallet jacks.

Option 2. Vehicle on Display in Booth

Exhibitors must note that they will have a vehicle on display as part of their activation to be approved for this load-in method. The vehicle must fit within the confines of the booth space. During load-in, exhibitors will first obtain a “Vehicle in Booth” pass from the Exhibitor Check-in tent. These will only be produced for those companies that designate a vehicle in the form below. Any vehicle that is to be parked within an exhibitor booth must be in place by 12 PM on Thursday. It will remain within the booth location overnight, until load-out on Friday evening. There will be no movement of vehicles within the expo layout between 12 PM on Thursday and 7 PM on Friday.

Option 3. Vehicle Unload at Booth

Exhibitors will first obtain a “Vehicle Unload” pass from the Exhibitor Check-in tent. Exhibitors will drive directly to their booth space and unload their materials. Exhibitors will have 30 minutes to unload their vehicle within the expo footprint. All vehicles must be moved from the expo footprint by 12 PM on Thursday. Expo management recommends this load-in method for exhibitors that have a vehicle (car or pickup truck) of many and/or heavy materials to unload.

Option 4. Advance Shipment Only

If an exhibitor will be advance shipping their materials to Life Time (see section below), and will not require any other method of load-in, please choose this option. These exhibitors will arrive during set-up with no additional materials to unload. All advance shipments will be delivered to booth spaces in accordance with the load-in day/time confirmed by Life Time via email. If an exhibitor will need to unload a vehicle or park a vehicle in their booth, in addition to the advance shipment, please choose the appropriate secondary option above.

Parking

Complimentary exhibitor parking will be provided at the SE corner of Mechanic St and E 4th Ave, as shown in the map above. All exhibitors shall indicate their parking needs in the form below. An “Exhibitor Lot” parking pass will be required for entry to the lot. These parking passes will be provided at Exhibitor Check-in. Security will be present in this lot from 7 AM to 8 PM on Thursday and Friday, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Oversized vehicles are permitted to park in the lot overnight; however, exhibitors park at their own risk as there is no overnight security in the parking lot.

Advance Shipments

Exhibitors have the option of advance shipping their materials to the expo. Space is limited. Details are as follows:

  • Advance shipments must be requested in the form below, as space is limited. Please wait for confirmation from Expo Manager before shipping any materials.
  • Receiving cost of $200 per pallet or equivalent. Life Time will invoice exhibitors after the event.
  • Expo Manager will provide labeling and appointment scheduling instructions with confirmation of advance shipment.
  • Shipments may be received between May 1 and May 24 only.
  • A scheduled appointment is required for all deliveries. A liftgate and pallet jack are required for pallet delivery.
  • Exhibitors are responsible for all shipping costs.

Booth Equipment & Rentals

Tents & Weights

Pop-up tents are permitted in this expo; however, they must be properly weighted to avoid injury. Emporia is a notoriously windy town. Exhibitors are able to rent tents or just weights within the form below. Expo management reserves the right to request that any tents without proper weights be dismantled. Exhibitors are not required to have a tent for their booth activation.

Tables & Chairs

Tables and chairs are not provided in the expo booth cost. Expo management encourages exhibitors to bring their own tables and chairs. If this is not an option, rentals are available. Exhibitors are able to rent tables and chairs within the form below.

Rentals

All booth rentals must be designated within the form below to guarantee availability. Please note that requests for rentals in the form below are binding. By requesting a rental, exhibitors understand that Life Time will process invoices for all rentals after the event.

  • 10×10 Tent with Tent Weights – $550
  • Set of (4) Tent Weights – $20
  • 6′ Table – $40
  • Chair – $20

Power

Expo spaces do not come with electricity. Exhibitors may purchase power (15 amp) for $150 via the online form below. Life Time will invoice exhibitors after the event. Exhibitors are responsible for bringing their own extension cords and power strips. We recommend bringing NO LESS than 100 feet of extension cord. All exhibitors who purchase power will receive a colored band at Exhibitor Check-in for their extension cord. Exhibitors who have purchased power must use the colored band on their extension cord. Any cords found plugged into power without bands will be removed.

Internet

The WiFi service offered will be password protected. An SSID will be provided and individual passwords will be given to each exhibitor for their secured 10 Mbps synchronous connection. Each connection will allow for 2 devices to be connected. Exhibitors may purchase access to this internet network for $25 per connection (2 devices) via the online form below. Life Time will invoice exhibitors after the event. Those who purchase internet will receive login information during at Exhibitor Check-in. Exhibitors are welcome to use their own mobile hotspot devices on-site as well.

Ice

Exhibitors may purchase ice for $10 per 16 lb bag via the online form below. Please indicate total quantity of bags needed for the duration of the expo. Life Time will invoice exhibitors after the event. Ice will be delivered to your booth daily. Exhibitors are welcome to bring their own ice as well.

Booth Assignment

Expo management will assign booths to exhibitors and sponsors based on contract requirements and the products being displayed. All exhibitors will receive confirmation of booth assignment prior to the event. Exhibitors are not to activate outside of their assigned booth space.

Booth Set-Up & Restrictions

Exhibitor’s materials must fit within the assigned booth space and may not obstruct walkways, exits, general view, and other exhibitors. Exhibitors are not to activate outside of their assigned booth space. No handouts or flyers may be passed out or posted outside of the assigned booth space. This will be strictly enforced. Any special booth construction must be submitted for prior approval. Expo management strictly prohibits subletting of booth space. This means that the only company permitted to activate within a specific booth space is the one that signed a contract with Life Time. Exhibitors may not share their booth space or use their space for any other reason without prior written approval from Life Time. Exhibitors must remain open at all times during expo hours. The expo is non-exclusive.

Vehicles on Display

Exhibitors may display a vehicle in their booth provided that the vehicle and all aspects of the company activation fit within the contracted booth space. Exhibitors will not be permitted to park any vehicle within the expo layout if it does not fit within the contracted booth space. All requests for vehicles on display must be included within the form below. “Vehicle in Booth” parking passes will only be generated for vehicles designated in the form below.

Products & Materials

Products with the event logo, name, etc. may not be sold, displayed or distributed without prior written approval from Life Time. Management reserves the right to restrict and remove any product it deems objectionable (includes products, persons, objects, conduct, etc.) for health, safety or other reasons. This may include products in conflict with sponsors.

Food & Beverage Nutritionals

Exhibitors are permitted to sample and sell food or beverage products. Exhibitors must report their intent to sample/sell within the form below, providing proof of insurance, and comply with food safety handling methods.

Alcohol

Please note an important change from last year’s expo! Expo management has added a designated Food & Beer area to the expo layout this year. As such, alcohol may only be consumed within the confines of this Food & Beer area. Consumption of alcohol of anyone under 21 is strictly prohibited. Open containers are strictly and legally prohibited outside of this designated space.

Certificate of Insurance

All expo exhibitors agree to maintain commercially reasonable insurance coverage, including at least comprehensive general liability and advertising injury coverage with limits of two million dollars ($2,000,000) in the aggregate. If Exhibitor is providing a product, Exhibitor must also maintain product recall coverage in commercially reasonable amounts. Exhibitor agrees to name “Life Time, Inc. and its subsidiaries” and the City of Emporia, Kansas as additional insureds, indicate that the policy includes advertising injury coverage, and provide proof of insurance prior to loading into the expo. Find a Sample COI HERE. Please upload within the form below or email to Carli Smolen no later than May, 17th. Life Time agrees to maintain commercially reasonable insurance coverage, including at least comprehensive general Liability with limits of two million dollars ($2,000,000) in the aggregate. Life Time will provide Exhibitor with proof of insurance upon Exhibitor’s written request.

Sales Tax

All federal, state, and local laws governing retail sales tax must be followed. Exhibitors will understand and comply with the rules and regulations of the sales tax. Please refer to the following link for pertinent information: 2019 All Things Gravel S`ales Tax Information. A printed version of this file will be provided at Exhibitor Check-in. It is the responsibility of the exhibitor to take appropriate action and satisfy tax requirements.

Fire, Safety & Health Regulations

Exhibitors agree to comply with local, city and state laws, ordinances and regulations. Exhibitors are responsible for all fire precautions.

Trash

Trash receptacles will be located throughout the expo; however, expo management requests that exhibitors dispose of cardboard and load-in trash in the dumpsters located in the SE corner of the expo layout.

Security

Security will be provided overnight on Wednesday and Thursday, but exhibitors are responsible for their own materials, as Life Time, Inc. is not responsible for any lost, damaged or stolen property. Please ensure your booth is staffed at all times during open expo hours and valuables are not left overnight.

Credentials

Credentials will be issued to exhibitors at Exhibitor Check-in based on the information provided in the form below. Exhibitors must wear credentials at all times.

Emergency Notification

The safety of our athletes, exhibitors, and staff is the top priority during the weekend’s events. As such, the exhibitor’s primary contact number shall be programmed to receive text message notifications via GroupMe from expo management. Expo management will only use this one-way communication in the event of an incident that warrants widespread notification. The recipient will NOT receive any automatic push notifications.

Media Day

The All Things Gravel Expo is a two-day consumer event, meaning that all exhibitors are required to activate on both days of the expo. Athletes and guests will be in attendance on both Thursday and Friday. In addition, Thursday will be our dedicated Media Day as well, so please report anything exciting that will be happening at your booth! Please designate in the form below if your activation will feature any special guests, professional racers, or product launches. The DK marketing team will share exhibitor happenings with media in attendance.

Post-Event Shipping

Exhibitors have the option of scheduling a pick-up for their materials after the expo. Space is limited. Details are as follows:

  • Post-event shipmenting must be requested in the form below, as space is limited.
  • If materials were advance shipped to the expo, there is no additional cost for post-event shipping.
  • If materials were not advance shipped to the expo, there is a $200 per pallet or equivalent cost for post-event shipments.
  • It is the responsibility of the exhibitor to package materials and affix proper labels.
  • Shipments must be picked up from Emporia by Friday, June 7.
  • A scheduled appointment is required for all pick-ups. A liftgate and pallet jack are required for pallet pick-ups.
  • Exhibitors are responsible for all shipping costs.

Load-Out

All exhibitors must wait until the close of the expo at 7 PM on Friday to begin load-out. Vehicles will not be permitted to move within the expo until after 7 PM. Exhibitors have until 10 PM on Friday to complete their load-out from the expo.


Expo Exhibitor Information Form

Please submit your Expo Exhibitor Information Form
by Friday, May 10, 2019.
You will receive an on-screen confirmation when the form is successfully submitted.

Feel free to reach out to Carli Smolen at csmolen@LT.LIFE with any questions.

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