BUY TICKETS

Exhibitor Information

On this page, you will find information about your exhibitor booth for Equestricon™ 2017.

Exhibitor Packet

The Exhibitor Packet has been prepared by Total Events, Equestricon's General Contractor. In the packet, you can find information about purchasing additional amenities for your booth such as carpeting, signage, furniture, AV, etc.

You will also find information in this packet about shipping and warehousing if needed. Shipments will need to be received between July 31 and August 4th.

INTERNET SERVICES

Hotel-grade wifi will be available in the city center, but will be shared across attendees, sponsors, staff, etc. The wifi is robust, but if your product needs dedicated internet, please see the spa.net price sheet here:

AD SPECS

Download the ad specs sheet for your included program advertisement here:

REGISTRATION

You should receive an email with a unique code for you to register your company for the necessary exhibitor event badges. Please do so no later than June 15.

INSURANCE

Exhibitors are required to have insurance on file no later than August 3rd. You can secure this insurance through your own provider, or apply for your coverage here:

NEW YORK STATE SALES TAX

Depending on some factors, you may be subject to New York State Sales Tax. Please consult the following fact sheet regarding NYS Sales Tax. You are responsible for your own compliance with state regulations and tax laws. 

Booth Assignments and schedule

Please click below to see a floor map with booth assignments as well as a current schedule of events.

Questions?

If you have questions about your booth, please contact Rachel Jenack of Total Events, LLC at rachel@totaleventsny.com or by phone at:

(518) 383-8602

(315) 212-7789

If you have questions about the event, your program ad, social media, etc, please contact Kathryn Sharp at kathryn@equestricon.org.

 

EVENT LOCATION

522 Broadway
Saratoga Springs, NY 12866

 

Move-in and Set-up

Sunday, August 13, 12pm-5pm

Event Onsite Hours

Monday, August 14, 8am-7pm

Tuesday, August 15, 8am-5pm

DEADLINES*

Badge Registration: June 15th

Program Ads: July 1st

Signage File Uploads: July 31st

Full Payment Due: August 3rd

Insurance on file August 3rd

Exhibitor Packet Order Form: August 4th

Shipments Received between July 31 and August 4th

 

*Other Deadlines May Apply. Read Your Materials Closely.


EXHIBITOR FAQ

+ ABOUT YOUR EXHIBITOR BOOTH AT EQUESTRICON

+ How can I register for my Exhibitor Credentials?

You should have received registration instructions from Kathryn Sharp for registering for your Exhibitor Credentials. Those instructions will include a unique code and link. If you have not received your instructions, please contact support@equestricon.org.

+ What will my Exhibitor credentials give me access to?

Unless otherwise instructed, your exhibitor credential allows access to the Main Convention Hall, Exhibitor Parking, and the Exhibitor & Sponsor refreshment lounge. It does not grant access to panel discussions, add-on events, or the VIP Party. You may upgrade or add to your pass when registering at your own cost.

+ Where and When can I pick up my Exhibitor Credentials?

Exhibitors can check-in with the Exhibitor Coordinator at the Saratoga Springs City Center starting at 12pm on Sunday, August 13th. Exact details regarding the location and instructions for check-in will be forthcoming.

+ When can I set up my Equestricon Exhibitor Booth?

Exhibitors may set-up their booth between 12pm and 5pm on Sunday, August 13th. They will also have access to the building starting at 7am on Monday, August 14th, but doors open at 8am on Monday and all set-up MUST be complete by that time.

+ When will Equestricon be open to the public?

Onsite hours for Monday, August 14th will be 8am to 7pm. Onsite hours for Tuesday will be 8am to 5pm. Exhibitor breakdown may begin NO SOONER than 5pm on Tuesday.

+ Does my booth need to be staffed at all times?

Yes. Equestricon is not responsible for any lost or stolen merchandise, signage, or belongings during the convention. You must have a representative at your booth for all open onsite hours (listed above). If you need to step away or are having difficulty staffing your booth, please get in touch with us as we may be able to point you in the direction of some responsible volunteers!

+ Will my company be listed in the event program?

Yes. A map of Exhibitor booths as well as a list of participating exhibitors will be included in the offical event program. Depending on your contract, you may also have an included ad with your booth. Feel free to use that ad to direct guests to your Equestricon booth!

+ When will I receive a floormap and booth assignment?

This information will be provided no later than August 1st.

+ What food will be available onsite?

The Exhibitor & Sponsor refreshment lounge will be available during onsite hours and will offer a selection of beverages and snacks throughout the day. Lunch will not be provided. If you wish to purchase lunch, concessions will be served in the Main Convention Hall, and there are a number of restaurants within close walking distance of the City Center.

+ Can I provide food or drink at my booth?

Exhibitors may not sell food and drink at their booths. If an exhibitor wishes to provide pre-packaged items gratis to visitors, that will need to be approved by City Center staff prior to the event. Please reach out to Rebecca Vickery at rebeccav@saratogacitycenter.org.

+ Will there be wifi available during the event?

The Saratoga Springs City Center will provide "hotel grade" wifi at this event, but it will be shared among attendees, staff, exhibitors, and sponsors. We can't guarantee a certain speed or access. If you need dedicated internet access, please see the 'Internet Services' section above.

+ What sorts of activities or information should I provide at my booth?

Equestricon's audience will cover a broad range of demographics. The event is designed to appeal to all racing fans, from novice to owner. The one common thread among attendees will be an eagerness to learn about the many facets of the sport and to interact with its participants and stars. Come prepared to explain what you do, why you do it, and how they can learn more. We recommend interactive games, giveaways, appearances, and products.

+ How can I direct attendees to my booth?

The layout of the convention was designed to encourage attendees to explore the entire room, including all exhibitors. Each day, Equestricon will provide attendees with a daily Exhibitor schedule. If you have a scheduled appearance, giveaway, or demonstration that you'd like to promote, we can include it in this schedule (once per day). We also highly recommend using social media to alert fans of your participation and what they can expect to see at your booth.

© EQUESTRICON 2017