Exhibitor Information

On this page, you will find information about your exhibitor booth for Equestricon® 2018.

Exhibitor Packet

Exhibitor Services will be provided Excel Decorators, a Louisville-based company. Once the Exhibitor Packet is published, you will be able to find information about purchasing additional amenities for your booth such as carpeting, signage, furniture, etc.

You will also find information in this packet about shipping and warehousing if needed. Shipments will need to be received by 4pm on Thursday, October 25.

Note: Onsite orders for labor and power are subject to surcharges.

EXHIBITOR PACKET

INTERNET, ELECTRICAL, and AV SERVICES

If your product needs dedicated internet, you can arrange these services through the Convention Center's provider using the form below. Power IS NOT included in your exhibitor package. If you need a power drop to your booth, you will be able to arrange this through the convention center directly by reaching out to Norman Williams.

If you need to secure additional AV, you can do so by reaching out to Equestricon’s selected AV partner Prestige AV.

POWER DROP PRICING

INTERNET SERVICES

AD SPECS

Our Ad Deadline has PASSED, Download the ad specs sheet for your included program advertisement here:

EVENT PROGRAM AD REQUIREMENTS

INSURANCE

Exhibitors are required to have insurance on file no later than October 15th. You can secure this insurance through your own provider, or apply for your coverage here:

Insurance Application

KENTUCKY STATE SALES TAX

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

Kentucky Sales Tax Fact Sheet

Booth Assignments and schedule

A floor map with booth assignments as well as a current schedule of events is now available at the link below!

Equestricon 2018 Floorplan & Exhibitor List

REGISTRATION & CHECK IN

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Your company will receive an email confirmation with your allocated exhibitor credentials no later than October 20th. ALL exhibitors must register their badges with names and emails either by providing that list to Equestricon no later than October 15th, or by doing so themselves onsite. Additional exhibitor credentials can be purchased at the discretion of Equestricon for $10 each.

RFID Badges can be picked up at the loading dock check-in desk during Exhibitor load-in on Sunday, October 28th between 12-5pm.

EQUESTRICON 2017 REPORT TO PARTICIPANTS

EQCON17 REPORT FOR PARTNERS

Questions?

If you have questions about your booth, please contact Barbara Arbuckle of Excel Decorators at barbuckle@excel-online.com or by phone at:

(502)-962-1119

If you have questions about the event, your program ad, social media, etc, please contact Dan Montesano at dan.montesano@equestricon.org.

EVENT LOCATION

Kentucky International Convention Center (KICC)

221 South Fourth Street

Louisville, Kentucky 40202

Move-in and Set-up

Sunday, October 28, 12pm-5pm

Event Onsite Hours

Monday, October 29, 10am-8pm (Exhibitor Set Up 9a)

Tuesday, October 30, 9am-6pm (Exhibitor Set Up 8a)

Breakdown & Strike

Tuesday, Oct 30, 6pm-8pm

Wednesday, Oct 31, 8am-11am

DEADLINES*

Program Ads: Sept 1st

Full Payment Due: Sept 28th

Signage File Uploads: Oct 12th

Exhibitor Order Form: Oct 12th

Insurance on file Oct 15th

Badge Registration: Oct 15th

Advance Shipments Received by 4pm, October 25th

*Other Deadlines May Apply. Read Your Materials Closely.

EXHIBITOR HOTEL

PLEASE NOTE: The Fairfield Inn Block is no longer available, but the Louisville Marriott Downtown has extended their block until Friday, Oct 19th.

SIGN UP TO RECEIVE EXHIBITOR COMMUNICATIONS

(EQCON18 EXHIBITORS ONLY)

EXHIBITOR FAQ

+ ABOUT YOUR EXHIBITOR BOOTH AT EQUESTRICON

+ How can I register for my Exhibitor Credentials?

Your company will receive an email confirmation with your allocated exhibitor credentials. ALL Exhibitors must register their badges with names and emails either by providing that list to Equestricon no later than October 15th, or by doing so themselves onsite. If you have questions regarding registration, 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, Lobby, and the Exhibitor & Sponsor refreshment lounge. It does not grant access to panel discussions, The Breeders' Cup Stage and Lounge, add-on events, or the EQConcert.

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

Exhibitors can check-in with the Exhibitor Coordinator at the Kentucky International Convention Center loading dock starting at 12pm on Sunday, October 28th. You may pull into the KICC loading dock on 3rd street for UNLOADING ONLY, but parking is available in adjoining garages.

+ When can I set up my Equestricon Exhibitor Booth?

Exhibitors may set-up their booth between 12pm and 5pm on Sunday, October 28th. They will also have access to the building starting at 8am on Monday, October 29th, but doors open at 10am on Monday and all set-up MUST be complete by that time.

+ When will Equestricon be open to the public?

Onsite hours for Monday, October 29th will be 10am to 8pm. Onsite hours for Tuesday will be 9am to 6pm. Exhibitor breakdown may begin NO SOONER than 6pm 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 as a loose-leaf sheet in the offical event program.

+ When will I receive a floormap and booth assignment?

This information will be posted on this page no later than October 15th.

+ What food will be available onsite?

The Exhibitor & Sponsor refreshment lounge will be available during onsite hours and will offer coffee, water, and granola bars 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 Convention 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 Convention Center staff prior to the event. Please reach out to Dan Montesano at dan.montesano@equestricon.org.

+ Will there be wifi available during the event?

The Kentucky International Convention Center does not provide complimentary Wi-Fi in the Main Ballroom. If you need dedicated internet access, please see the 'Internet Services' section above.

+ Where can I find parking for the event?

The Kentucky International Convention Center manages two adjacent garages with the following rates: 0 - 1 hour $2.00
1 - 2 hours $4.00
2 - 3 hours $6.00
3 - 8 hours $8.00
8- 24 hours $10.00
Rates subject to change without notice.
COMMONWEALTH GARAGE(636 SPACES)
320 W JEFFERSON STREET
COWGER GARAGE(733 SPACES)
315 W MARKET STREET & 111 S FOURTH STREET

+ 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 offer a scrolling digital 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.

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