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GENERAL INFORMATION & SERVICES
EXHIBITOR INFORMATION
OFFICIAL RULES, REGULATIONS & GENERAL POLICIES
FLOOR PLANS
EXHIBIT SPECIFICATIONS
SHIPPING & MATERIAL HANDLING INSTRUCTIONS
GENERAL INFORMATION
ADMISSION/SECURITY BADGES
ATM MACHINES
AUDIO VISUAL PROVIDER
BANKING CENTERS
BOOTH DECORATOR
EXHIBIT SPACE AUDIT
EXHIBITOR SERVICES HOURS
FIRST AID STATIONS
HOTEL ACCOMMODATIONS
INSUFFICIENT FUND/DECLINED CREDIT CARD
INSURANCE
KENTUCKY SALES & USE TAX
METHOD OF PAYMENT
PARCEL SERVICE
PAYMENTS/SPACE CONTRACTS
SHOW HOURS
General Information And Services
Admission/Security Badges All Admission/Security Badges are to be shown to the gate attendant upon entry of the facility. Badges will be available for pick-up at the Exhibitor Registration Office during move-in and throughout the show. Additional badges may be purchased for $10.00 per badge. (See the Admission/Security Badge Policy)
ATM Machines Freedom Hall South Wing A, B & C Lobbies West Hall Lobby
Audio Visual Provider Prestige AV & Creative Services is the official preferred audio visual provider. Exhibitors requiring audio visual equipment or service should contact:
Prestige AV & Creative Services Shane Fisher Office: 513-641-1600 Cell: 5002-550-6638 [email protected]
Banking Centers Fifth Third Bank Fifth Third Bank Preston Highway Branch 4201 Poplar Level Road 2425 S. Shelby Street (502) 454-9180 (502) 635-2628
PNC Bank BB&T 6511 South Preston 5319 Preston Highway (502) 581-6675 (502) 810-0434
Booth Decorator
Fern Exposition and Event Services is the exclusive decorator for the North American International Livestock Exposition. All orders for furniture, fixtures, carpeting, signage and drape must go through the following:
Fern Exposition and Event Services 3752 Crittenden Drive Louisville, KY 40209 PHONE: (502) 367-0254 www.fernexpo.com
Exhibit Space Audit The North American International Livestock Exposition policy requires all exhibit space assignments to be audited by our on-site auditors for size and activities to ensure both aspects conform to the exhibit space contract. If the auditors determine an additional charge is warranted, each
Exhibitor will be notified in writing, and must clear all accounts prior to move-out.
Exhibitor Services Move-In Hours Bulk space only November 4 – November 5, 2019 8:00 a.m. – 6:00 p.m. All Others November 6 – November 8, 2018 8:00 a.m. – 6:00 p.m.
Exhibitor Services Hours November 9 – 11 8:00 a.m. – 7:00 p.m. November 12 – 13 9:00 a.m. – 9:00 p.m. November 14 – 16 8:00 a.m. – 9:00 p.m. November 17 – 21 8:00 a.m. – 7:00 p.m.
First Aid Stations Freedom Hall Coliseum near Ramp V open 9:00 a.m. – 6:00 p.m., South Wing Lobby open 9:00 a.m. – 6:00 p.m. Sunday to Thursday, 10:00 p.m. Friday and Saturday.
Hotel Accommodations For hotel accommodations and availability please contact the Greater Louisville Convention & Visitors Bureau at (502) 584-2121 or (800) 743-3100. You may also visit their website at www.gotolouisville.com.
Insufficient Fund/Declined Credit Card There will be a penalty of $35.00 per transaction charged for all insufficient fund checks or declined credit card payments. There will be no exceptions. Failure to pay such charges will result in the immediate loss of your location.
Insurance Exhibitors are required to provide Show Management with a certificate of liability insurance with minimum combined limits of liability of $500,000 for bodily injury and/or property damage in any one occurrence and hold harmless the Kentucky State Fair Board and its representatives. Please see Official Rules, Regulations and General Policies for complete details and requirements. Can be mailed to Expo Sales, P.O. Box 37130, Louisville, KY 40233, emailed to [email protected] or faxed to 502-367-5259.
Kentucky Sales & Use Tax Persons engaged in making sales of tangible personal property such as T-shirts, records, buttons, pins, food, etc., are subject to tax at the rate of 6%. The Kentucky Revenue Cabinet can be contacted at https://revenue.ky.gov/Pages/index.aspx or (502) 595-4512.
Method of Payment If you are going to utilize the services of the Kentucky Exposition Center and pay by ACH / Wire Transfer, you must complete and return the Method of Payment Service Order Form.
Parcel Service Postal Service 1420 Gardiner Lane (502) 454-1650
United Parcel Service 8001 Ashbottom Road (800) 742-5877
Notice: UPS and Federal Express deliveries will be made daily to the Kentucky Exposition Center. Deliveries will be made to our warehouse by Gate 4. The warehouse will deliver the packages to your booth space during show hours. Normal drayage rate will apply. Absolutely no C.O.D. parcels will be accepted and all parcels should be addressed as follows:
North American International Livestock Exposition “Name of Company or Individual” “Booth Number” 937 Phillips Lane Louisville, KY 40209
Payments/Space Charges Exhibit spaces available at the North American International Livestock Exposition are standard 10 x 10 in-line and corner booths or bulk spaces which are 400 sq. ft. or larger. Multiple 10 x 10’s are also available. No less than fifty percent (50%) deposit will be required upon return of the space contract to guarantee the assigned exhibit space. Balance deadlines will be stated on the contract.
Show Hours November 9 – 11 9:00 a.m. – 6:00 p.m. November 12 – 13 10:00a.m. – 8:00 p.m. November 14 – 16 9:00 a.m. – 8:00 p.m. November 17 - 21 9:00 a.m. – 6:00 p.m.
Exhibitor Information
BOOTH/EXHIBIT CLEANING
BOOTH DECORATOR
DELIVERIES-PARCELS
DISPLAYS AND CONSTRUCTION
EARLY TEAR DOWN/MOVE-OUT
ELECTRICAL SERVICE
EXHIBITOR ADMITTANCE/NON-SHOW HOURS
EXHIBITOR CONDUCT
EXHIBITOR PROMOTIONAL ACTIVITIES
EXHIBITOR REGISTRATION –ADMISSION/SECURITY BADGES
EXHIBITOR REGISTRATION HOURS
FIRE MARSHAL REQUIREMENTS
INTERNET ACCESS/NETWORKING
LABOR AND EQUIPMENT
OVERNIGHT OCCUPANCY IN EXHIBIT AREA
PROHIBITED SALE ITEMS
SATELLITE DISHES
SECURITY
SIGNAGE
SMOKING
SOUND DEVICES
STRUCTURAL/SUPPORT COLUMNS
SUBLEASES
TELEPHONES
Exhibitor Information
Booth/Exhibit Cleaning The Kentucky Exposition Center provides general hall cleaning at the close of the show each day. Exhibitors are requested to place all trash and other debris in the aisles for pick-up as general cleaning personnel are not allowed to enter into an exhibit area. Additional booth cleaning, dusting and vacuuming is available from the Kentucky Exposition Center at an additional charge. To order this service, please visit http://www.kyexpo.org/facilityServices.html and click on the Utilities Online Ordering button. Advance orders must be placed no later than twenty-one (21) days prior to first day of the event. Any orders placed after that day will be charged at the floor order rate.
Booth Decorator The following company is our exclusive decorator and may be contacted to order furniture, fixtures, carpeting, drape and signage. Fern Expositions and Event Services 3752 Crittenden Drive Louisville, KY 40209 (502) 367-0254 www.fernexpo.com
Deliveries-Parcels Parcels received will be delivered to the booth and a normal drayage rate will be charged.
Displays and Construction
(a) Standard Exhibit. (One or more exhibit units in a straight line and no deeper than ten feet.) All standard exhibits will be confined to a maximum height of eight feet. All display fixtures over four feet in height and within ten feet of an adjoining booth, must be confined to the Exhibitors space within five feet of the backline. Show Management must approve any exceptions.
(b) Bulk Exhibit. (Exhibit unit deeper than ten feet). All bulk exhibits will be confined to a maximum height of twelve feet in any portion of the exhibit. Bulk exhibits may be allowed a higher height limitation with special permission by Show Management. All display fixtures over four feet in height and within ten feet of an adjoining booth, must be confined to that area of the Exhibitor’s space within five feet of the back-line. Please note that no divider drapes between bulk exhibits shall exceed 3 feet in height. Taller drapes may be used for cosmetic reasons only and must be pre-approved by Show Management. All display fixtures over four feet in height and within ten feet of an adjoining booth, must
be confined to that area of the Exhibitor’s space within five feet of the back-line. (c) Character of Exhibits. Show Management reserves
the right to approve the character of all displays and to prohibit any display which, because of noise or other objectionable features, detracts from the general character of the exhibit. Advertising signs and stunts which are aggressively promotional in nature, intended for use in the booths, the exhibit hall or the approaches thereto, must be submitted to Show Management for approval. Canopies, tents or overhead awnings, flammable or non-flammable, cannot be used in any manner during the show. Also, bales of hay, treated or untreated, are no longer acceptable. Shredded mulch cannot be used in any landscaping or decorative manner. Large bark nuggets are to be used only.
(d) Signs. All Exhibitors are permitted to hang overhead signage within the confines of their booth. However, signs may be hung from structural steel only. Hanging signs from sprinkler lines, water lines, gas or air lines, HVAC ductwork, electrical BUSS ducts or lines is strictly prohibited and will be removed at the owner’s expense. All privately contracted signs on site must be approved by Show Management. Two sided signs are strictly prohibited.
(e) Exhibitor Presence. Booths must be open and manned during the show hours listed below. Failure to open & close during these times will make your exhibit space subject to immediate closure for the remainder of the show and non-renewal of the contract for the following year. November 9 – 11 9:00 a.m. – 6:00 p.m. November 12 – 13 10:00a.m. – 8:00 p.m. November 14 – 16 9:00 a.m. – 8:00 p.m. November 17 - 21 9:00 a.m. – 6:00 p.m.
Early Tear Down/Move-Out The Exhibit Hall will close to the public at 6:00 p.m. on November 21, 2019. Absolutely no Exhibitor is to tear down and move their exhibit out before this time. Any Exhibitor tearing down and moving their exhibit out earlier than this time will lose their space for the following year. Exhibitors must be moved out by 9:00 p.m., Friday, November 22, 2019.
Electrical Service No electrical outlet will be furnished to an Exhibitor without charge. To order this service, please visit http://www.kyexpo.org/facilityServices.html and click on the Utilities Online Ordering button. Advance orders must be placed no later than twenty-one (21) days prior to first day of the event. Any orders placed after that day will be charged at the floor order rate.
Exhibitor Admittance/Non-Show Hours Booth representatives will not be permitted to enter the exhibit hall earlier than one hour before scheduled opening each day, except on opening day, and will not be permitted to remain in the exhibit hall longer than one hour after closing each night, with the exception of the final night. This is to ensure maximum security for the open exhibits and merchandise.
Exhibitor Conduct Show Management reserves the right to modulate or remove any amplification equipment, including public address systems, television, phonographs, stereos or organs. Coin or token operated games or machines, demonstrations, microphones, music, bands, solicitations by Exhibitors and live animals are strictly prohibited unless specifically authorized in writing by Show Management. No sale of food or drink in individual quantities or packages which lead themselves to on-the-spot consumption or tobacco in any quantity will be permitted. No paint, cement or mastics may be applied to the exhibit floor. Noise, demonstrations or blocking of other Exhibitors display or view will not be tolerated. Consideration will be given by Show Management to Exhibitors for special set-up, if requested in advance. ROVING SOLICITATION IS STRICTLY PROHIBITED ANYWHERE ON THE GROUNDS. No soliciting of registrants shall be permitted in the aisles or in other Exhibitors booths. Samples, catalogues, pamphlets, souvenirs, and other promotional items may be distributed by Exhibitors and their representatives (including models) only within the confines of their own booth. No roving vendor or solicitor, acting from a profit, non-profit, religious, or other organization, or on its behalf, shall be permitted on the ground. No Exhibitor will be permitted to conduct any prize drawings or awards for signing of names and addresses without prior approval from Show Management. All signs, advertising, literature and other promotional material must directly relate to the exhibitor’s name, product and service as set forth and approved in the exhibit space contract. Gummed labels, bumper stickers or stickers for promotion are prohibited. Helium balloons are also prohibited unless they are used for booth decorating purposes only and attached to your exhibit space. Products displayed are at the discretion of the Show Management. No live animals are to be sold. Show Management will not allow argumentative, confrontational and hostile disregard for the show or Show Management personnel as stated in the Rules & Regulations in the Exhibitor Services Manual and the Terms & Conditions of the exhibit contract.
Exhibitor Promotional Activities Any Exhibitor wishing to conduct any type of drawing must complete the Exhibitor Promotional Activities Service
Order Form. "ABSOLUTELY NO VACATION GIVEAWAYS WILL BE PERMITTED”.
Exhibitor Registration - Admission/Security Badges In order to insure maximum security of the North Wing during non-public hours of the North American International Livestock Exposition, admission to this area will be by Admission/Security Badge only. The Admission/Security Badge will allow Exhibitors entrance to the North Wing one hour before opening to the public from 8:00 a.m. to 9:00 a.m. and one hour after closing to the public from 6:00 p.m. to 7:00 p.m. with the exception of November 9, 10, 12, and 13 which will remain open until 9:00 p.m. This time is for your convenience in cleaning up, restocking or rearranging your display or exhibit. ADMISSION/SECURITY BADGES WILL BE PROVIDED FOR EACH EXHIBITOR (SEE ADMISSION/SECURITY BADGE POLICY).
Fire Marshal Requirements 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 is open or closed to the public. (a) The display and operation of any cooking or heat
producing appliances, pyrotechnics, use or storage of flammable liquids, compressed gases, or any other item or process deemed hazardous by the State Fire Marshal must have advance written approval by the State Fire Marshal’s representative.
(b) 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 should be sealed with tape. All such fuel tanks shall be less than one-fourth full.
(c) Parking of any vehicle in the building without prior
approval is prohibited. Cars and trucks shall be removed immediately after loading or unloading.
(d) Decorations and displays shall not block or impede
access to fire protection equipment (sprinklers, exit markings, exit doors or emergency lighting equipment). Canopies, fire retardant or non-fire retardant are prohibited anywhere on the exhibit floor.
(e) Aisles and exit doors shall be maintained free of all
obstructions and unlocked for immediate use in the event of an emergency, during hours of occupancy. The use of chains and locks on doors equipped with panic hardware is prohibited.
(f) Signs approved by the representative designating
exits and the direction of travel to exits shall be
provided by the lessee and in place prior to the show opening.
(g) Additional fire extinguishers may be required at the
discretion of the State Fire Marshal’s representative. (h) All electrical devices and installation shall be made in
accordance with the applicable provisions of the National Electrical Code. The Underwriters Laboratories must list all devices.
(i) All electrical extension cords used shall be of the heavy-duty type. Lightweight cords of the lamp cord variety are prohibited and are subject to confiscation.
(j) All decorations shall be fire retardant. The
decorating companies shall be prepared to provide certificates of flame spread on all decorations. Items that are not properly fire retardant shall be removed. No straw or hay, flame retardant or not, is allowed on the exhibit floor. When landscaping, please use LARGE BARK NUGGETS ONLY. SHREDDED MULCH IS PROHIBITED.
(k) All booths & displays will be open, i.e. no canopies or covered tops, unless prior approval by Show Management and the State Fire Marshal has been given.
(l) The use of open flames is permitted only for reasonable purposes, when proper safeguards are taken and must have advance approval by the State Fire Marshal’s representative. The ignition of flammable or combustible items to demonstrate fire extinguisher effectiveness is strictly prohibited.
Internet Access/Networking Internet Access or Networking is provided by KEC IT. To order this service, please visit www.kyexpo.org/facilityServices.html and click on the Utilities Online Ordering button.
Labor and Equipment The Kentucky Exposition Center offers general labor services to Exhibitors during set-up and dismantling. To order this service, please visit http://www.kyexpo.org/facilityServices.html and click on the Utilities Online Ordering button.
Overnight Occupancy in Exhibit Area No Exhibitor, employee or representative thereof shall be permitted to remain in an exhibit space overnight unless approved by Show Management prior to the opening of the NAILE. This policy is strictly enforced and any violation may result in immediate termination of the exhibit space contract.
Prohibited Sale Items Displaying or offering for sale any type of drug paraphernalia is prohibited. Some examples of such paraphernalia are as follows: Any instrument used, designated for use, or intended for use in ingesting, smoking, administering, or preparing marijuana, hashish, hashish oil or cocaine; and includes: metal, wooden, acrylic, glass, stone, plastic or ceramic marijuana or hashish pipes with or without screens, hashish heads or punctured metal bowls; water pipes designated for use or intended for use with marijuana, hashish, hashish oil, or cocaine; carburetion tubes and devices; smoking and carburetion masks; roach clips; separation gins designed for use or intended for use in cleaning marijuana; cocaine spoons and vials; chamber pipes; carburetor pipes; electric pipes; air driven pipes; chilams; bongs; ice pipes or chillers etc. The provisions of Chapter 218A of Kentucky Revised Statues are vigorously enforced on the grounds. The title of this chapter is “Controlled Substances”. Switchblade knives, stilettos, pinpoint laser lights, pepper spray, smoke bombs, stun guns, butterfly knives and any items that resemble or bears the image of the Confederate Battle Flag are also prohibited are also prohibited. These items will be confiscated and your location may be in jeopardy of closure prohibited.
Satellite Dishes The Kentucky Exposition Center does not allow the placing of satellite dishes on the rooftop nor can there be any cable or wire to the dish strung outside. This insures safe daytime traffic and nighttime security by securing all pedestrian and overhead doors. Show Management accepts no liability for satellite dishes used on the ground. This includes vandalism, accidents, theft or otherwise. Satellite dishes should be used for “DISPLAY” purposes only. If you have a satellite dish you must contact Show Management prior to set-up.
Security Show Management provides general 24-hour security beginning the first day of move-in through and including the last day of move-out. Exhibitors requiring individual exhibit security should complete the Security Service Order Form and return by the deadline.
Signage Exhibitors are responsible for providing their own booth identification signs. Signs must be professionally made, and must be placed in a prominent position in the booth. Felt pen and stencil signs are not acceptable. Where price signs are utilized, signs must be small, neat and inoffensive, and Show Management shall have the right to require an Exhibitor to remove any sign at which he considers, at his absolute discretion, undesirable. Any signs hung from the ceiling must be hung from structural steel only. Hanging signs from sprinkler lines, water lines, gas or air lines, HVAC ductwork, electrical BUSS ducts or lines is strictly prohibited and will be removed at the owner’s expense.
Smoking The Kentucky Exposition Center is a "Smoke-Free" facility. Smoking within the exhibit hall is strictly prohibited. Anyone needing to smoke please go outdoors or to one of the designated smoking areas near you.
Sound Devices The sound volume must be maintained at a level so as to avoid any interference with neighboring Exhibitors. When objections are noted, it may be necessary for Show Management to prohibit the use of sound devices or limit operation to short time periods. Use of sound slides, sound motion pictures, loud speakers and other sound devices is subject to the approval of Show Management. Use of motion pictures and slides will be permitted only if they are directly related to products, services, techniques, or application.
Structural/Support Columns Some exhibit spaces include or are adjacent to structural and/or support columns. Electrical and utility service panels on columns may be covered or screened, but any covering must be readily removable for access to the panels at all times. Fire alarm boxes, fire hoses and extinguishers, and Fire Department access doors on the columns may not be covered, screened or blocked in any way at any time. Exhibitors who block access to utility service panels (telephone or electrical), fire alarm boxes, extinguishers or fire hoses, will be required to immediately correct these violations. Carpenter labor required to correct these violations will be charged to the Exhibitor. Sides of columns (without fire, electrical, service panels or equipment) may be
covered or screened and incorporated into your display. Do not staple or tack directly into the column wall.
Subleases The exhibiting company signing the space contract cannot sublease any portion of their exhibit area to any distributor or manufacturer unless the contract holder is the manufacturer of equipment or merchandise to be displayed in the exhibit area.
Telephones Telephone service is provided by KEC IT. To order this service, please complete the Telephone Service Order Form and return by the deadline stated on the form.
OFFICIAL RULES, REGULATIONS & GENERAL POLICIES
INDEX
ADMISSION/NON-SHOW HOURS
AMENDMENT
CANCELLATIONS
CONTRACT PROCEDURE
CONTRACTOR SERVICES
DAMAGES
EXHIBIT INSTALLATION
FLOOR PLAN
FORKLIFTS
INSURANCE AND INDEMNITY
KENTUCKY SALES & USE TAX
LABOR
LANDSCAPING
MANAGEMENT
NOISE
RULES AND REGULATIONS
SECURITY
STRUCTURES
USE OF SOUND DEVICES
USE OF GOLF CARTS, CITY CARS AND MOTOR POWERED BIKES
2019 North American International Livestock Exposition Official Rules, Regulations and General Policies
The following terms and conditions are incorporated into the contract for exhibit space. 1. Admission/Non-Show Hours. Each 10x10 booth will
receive eight (8) Security/Admission Badges. Each bulk space will receive fifteen (15) Security/Admission Badges Entry to the exhibit hall will be permitted by security badge only and will be limited to one hour before and one hour after show hours.
2. Amendment. This contract shall only be amended or
modified upon written consent of both Show Management and the Exhibitor excepting those provisions expressly providing otherwise.
3. Cancellations.
(a) Refunds. Refunds of deposit will be made if Show Management receives written notice of cancellation 48 (48) hours prior to the first day of the show and if Show Management is able to resell the exhibit space.
(b) Damages. The Exhibitor expressly waives any recourse for damages against Show Management in the event this agreement is revoked or cancelled by Show Management for violation of any promises hereof. In case of acts of God, or conditions necessitating the canceling of the show, Show Management may revoke this agreement and refund any monies paid in advance.
4. Contract Procedure. Space is assigned on an
invitation/contractual basis only. In the best interest of the show, certain limits on some items must be enforced. No company or individual, however, has an exclusive contract as to product or items sold or distributed.
Please note that all exhibit contracts are a one year contract. Show Management has the right to renew or not renew a contract to any Exhibitor whose conduct is deemed disruptive to the show. Exhibitors who show habitual delay in meeting contract deadlines are subject to non-renewal also. Late fees may be applied to your account. Products displayed are at the discretion of Show Management and anything deemed unsuitable for the show will not be allowed.
5. Contractor Services. All services, including but not
limited to labor, electrical, telephone, storage and other special required services can be ordered through the Service Desk. Visit http://www.kyexpo.org/facilityServices.html to order online.
6. Damages. Exhibitors will be liable for any damages
caused by fastening fixtures to floors, walls, or columns of the Exposition Center and for any damages to equipment
furnished by Show Management or service suppliers designated by them.
7. Exhibit Installation. Installation of exhibits may begin
at 8:00 a.m., Monday, November 4, 2019 for bulk space exhibitors. All other exhibitors may begin installation at 8:00 a.m., Wednesday, November 6, 2019. All exhibits must be in place and ready for display no later than 9:00 a.m., Saturday, November 9, 2019. No alterations to the exhibit set-up shall occur during show hours. No dismantling shall commence before 6:00 p.m., Thursday, November 21, 2019. Exhibitors caught moving out sooner will be subject to breach of contract fines. Exhibitors must be moved out by 9:00 p.m., Friday, November 22, 2019.
8. Floor Plan. Show Management may, at any time,
change the size or location of the Exhibitor space layout if Show Management deems it necessary for the good of the show.
9. Forklifts. Exhibitor may use their own forklifts to setup
their display. Any Exhibitor loading or unloading for any company besides their own will jeopardize their future participation in the show and/or lose their forklift privileges. All forklift operators must have certification from their employer showing they are certified to operate a forklift. A copy of your certification must be on file with the Exposition Sales Office at P.O. Box 37130, Louisville, KY 40233 to the attention of James Johnson prior to set-up. All Exhibitors are required to carry proof of liability & property insurance to cover any damage to the building, Exhibitors or persons caused by the operation of the forklift.
10. Insurance and Indemnity
(a) Insurance. Exhibitor, for itself and on behalf of
decorators, contractors, service people, or others employed by the Exhibitor during the entire term of the lease shall secure, furnish and maintain insurance as follows:
1. Workman’s Compensation Insurance in the
minimum amounts required by the State of Kentucky. This is by the discretion of the Exhibitor and a certificate is not required by Show Management.
2. Comprehensive General Liability Insurance with
minimum combined limits of liability of $500,000.00 for bodily injury and/or property damage in any one occurrence.
Such insurance coverage shall name the Kentucky State Fair Board, the officers, agents and employees as additional insured. Such policy shall be issued by an insurance company authorized to transact business in the State of Kentucky. The Exhibitor shall furnish Show Management with the appropriate Certificate of Insurance, reflecting such coverage.
(b) Indemnity. The Exhibitor, on behalf of itself, its
agents, servants, employees, customers and guests hereby agrees to assume, defend at all times, indemnify, protect, save and hold harmless the Kentucky State Fair Board and all its members, agents, servants and employees against claims or demands arising or resulting from the use by the Exhibitor of the space provided by Show Management. This includes, without limitation, the claims of any employee or agent of the Exhibitor, the claims of anyone attending the exhibit, and the claims of any other person for damages for bodily injury, sickness, mental anguish or death, and claims for damages to the property of any such employee, agent or persons. Show Management shall not be liable for any loss, damage or injury to the property of the Exhibitor, which is sustained during the use by the Exhibitor of the space provided by Show Management.
11. Kentucky Sales & Use Tax. Persons engaged in
making sales of tangible personal property such as T-shirts, buttons, pins, food, etc., are subject to tax at the rate of 6%. The Kentucky Revenue Cabinet can be contacted at https://revenue.ky.gov/Pages/index.aspx or (502) 595-4512.
12. Labor. All labor performed by Maintenance Department
personnel, including repairs and tracing malfunctions, will be charged at those rates set forth on the Labor and Equipment Service Order Form. To order these services, please visit http://www.kyexpo.org/facilityServices.html and click on the Utilities Online Ordering button. Orders must be postmarked no later than twenty-one (21) business days prior to the first day of the show. Any orders received after this date will be at the floor order rate.
13. Landscaping. When landscaping, only LARGE BARK
NUGGETS can be used due to State Fire Marshal’s regulations. Shredded mulch is strictly prohibited. Also, any bales of hay or straw, even those that are fire retardant are also prohibited.
14. Management. Show Management reserves the right
to close any exhibit leased herein, without liability, should the Exhibitor or any employee thereof engage in acts that are substantially disruptive and against the best interest of the show.
15. Noise. No band or musical group will be permitted in
the exhibitor’s booth. While the operation of displayed products is encouraged, such operation must be
accomplished without creating a sound factor, which could be objectionable to neighboring booths. This includes the operation of power equipment and construction work during show hours. Show Management reserves the right to cancel any exhibit space contract, without penalty, in the event that such noise becomes disruptive to the show.
16. Rules and Regulations. The Exhibitor agrees to
abide by and adhere to all laws of the Commonwealth of Kentucky, all pertinent ordinances of Jefferson County, and all show policies adopted by Show Management. Said policies and items are hereby made a part of this agreement as if copied in full herein.
17. Security. Show Management will provide 24-hour
security beginning the first day of move-in through and including the last day of move-out. No outside security personnel will be allowed in the immediate exhibit area during non-public hours unless circumstances warrant. Show Management reserves the right to reject any commercial firm provided by the Exhibitor. See Security Service Order Form to order individual security for your exhibit space.
18. Structures. No two story modular exhibits will be
permitted due to height restrictions and safety regulations.
19. Use of Sound Devices. The sound volume must be
maintained at a level so as to avoid any interference with neighboring Exhibitors and when objections are noted, it may be necessary for Show Management to prohibit the use of sound devices or limit the operation to short time periods. Use of sound slides, sound motion pictures, loud speakers and other sound devices are subject to the approval of Show Management. Use of motion pictures and slides will be permitted only if they are directly related to products, services, techniques or application.
20. Use of Golf Carts, City Cars, and Motor Powered Bikes Operated on KEC Premises. The
owner/operator of the vehicle (including golf carts, city cars and motor powered bikes) shall, on behalf of itself, its agents, servants, employees, customers and guests hereby agrees to assume, defend at all times, indemnify, protect, save and hold harmless the Kentucky State Fair Board and all its members, agents, servants and employees against claims or demand arising or resulting from the use by the owner/operator of the vehicle operated on KEC premises. This includes, without limitation, the claims of any employee or agent of the owner/operator, the claims of anyone riding with the owner/operator of the vehicle and the claims of any other person for damages for bodily injury, sickness, mental anguish or death, and claims for damages to the property of any such employee, agent or person. North American International Livestock Exposition Show Management shall not be liable for any loss, damage or injury to the property of the owner/operator, which is sustained during use of the vehicle.
FLOOR PLANS
NORTH WING FLOOR PLAN
NORTH WING FLOOR PLAN
https://naile19.mapyourshow.com/8_0/exhview/index.cfm
Exhibit Specifications
Standard
Booth Important:
Space dimensions shown on floor plan are from center line of booth equipment such
as side rails and/or back drape. Exhibit structures must be constructed to allow
sufficient tolerance on each side for this equipment and for utility service at rear of
booth.
Intent:
Any portion of an exhibit extending above the 8' high draped booth background will
detract from the overall impact of the exhibit directly behind that booth regardless
of how the rear of the offending exhibit is finished.
To provide reasonable sightline from aisle to the neighboring exhibit as described in
the depth section.
Height:
All booths will be confined
to a maximum height of 8'.
8'
RIGHT WRONG
Standard
Booth Definition:
One or more standard units in a straight line.
Intent:
Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the
size of his exhibit. Exhibitors with a larger space should also be able to effectively
use as much of the total floor space as possible as long as they do not interfere with
the rights of others. The limitation on display fixtures is intended to accomplish both
these aims.
INCORRECT USE
OF SPACE
CORRECT USE
OF SPACE
10'
10'
3'
5'
10'
10'
10'
Exhibit
Exhibit
Exhibit
Exhibit
Peninsula
Booth
Important:
Space dimensions shown on floor plan are from center line of booth equipment such
as side rails and/or back drape. Exhibit structures must be constructed to allow
sufficient tolerance on each side for this equipment and for utility service at rear of
booth.
Note:
Peninsula booths are normally "faced" toward the cross aisle. Any portion of the
exhibit bordering another exhibitor's booth must have the back side of that portion
finished and not carry identification signs or other copy that would detract from the
adjoining exhibit.
Depth:
All display fixtures over 4' in height and
placed within 10 lineal feet of a
neighboring exhibit must be confined to
the area within 5' of the center line to
avoid blocking the sightline from the
aisle to the adjoining booth.
Intent:
Exhibitor's adjoining peninsula exhibits
are entitled to the same reasonable
sightline from the aisle as they would
expect if they were adjacent to an
exhibitor with a standard booth.
CORRECT USE
OF SPACE
INCORRECT USE
OF SPACE
10'
5'
10'
20'
20'
20'
10'
Peninsula
Booth
Definition:
Two or more standard units back to back on three sides.
Intent:
When an exhibit in a peninsula booth configuration exceeds 8', it does not interfere
with other exhibitors because it does not back up against another exhibitor’s back
wall. The extra height is often needed to permit the open walk through approach
normally used in this type of location.
8'
Max
4'
Max
Finished
Wall —
No Copy
Must Be 10' 5'
5'
Aisle
Aisle
Aisle
Perimeter Wall
Booth Intent:
Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the
size of his exhibit. Exhibitors with a larger space should also be able to effectively
use as much of the total floor space as possible as long as they do not interfere with
the rights of others. The limitation on display fixtures over 4' and within 10 lineal
feet of a neighboring exhibit is intended to accomplish both these aims.
Depth:
All display fixtures over 4' height and placed
within 10 lineal feet of an adjoining exhibit must
be confined to that area of the exhibitor's space
which is within 5' of the backline.
8'
10' 8' Max
Aisle
Island
Booth Important:
Space dimensions shown on floor plan are from center line of booth equipment such
as side rails and/or back drape. Exhibit structures must be constructed to allow
sufficient tolerance on each side for this equipment and for utility service at rear of
booth.
Definition:
Four or more standard units back-to-back with aisles on all 4 sides.
Intent:
The "Cubic Content" of an island space may be used. Height restrictions are
determined by ceiling or beam and decorations. They vary with individual locations.
Exhibitors having exhibit materials, equipment or construction that exceeds 8' must
have prior approval by Show Management.
Demonstrations or
Entertainment Regulations:
Do not place your demonstration areas on the aisle line of your exhibit if you expect
many people to congregate at one time. Leave space within your own exhibit area to
absorb the majority of the crowd. Should spectators interfere with the normal traffic
flow in the aisle or overflow into the exhibits of your neighbors on each side or
across the aisle, Show Management will have no other alternative but to request that
you limit or eliminate the presentation.
Sound:
Police your own booth to be sure the noise level from any demonstrations or sound
systems is kept to a minimum and does not interfere with others. Remember the use
of sound systems or equipment producing sound is an exception to the rule, not a
right. Show Management reserves the right to determine at what point sound
constitutes interference with others and must be discontinued.
Intent:
The aisles are the property of the exhibitor’s; therefore each exhibitor has the
responsibility to insure proper flow of traffic through the entire show. When large
crowds gather to watch a demonstration or entertainment and interfere with the flow
of traffic down aisles or create excessive crowds in neighboring booths, this is an
infringement on the exhibitor's rights. Aisles must not be obstructed at any time.
CORRECT INCORRECT
SHIPPING & MATERIAL HANDLING
INSTRUCTIONS
SERVICE ORDER FORMS
CREDIT CARD PROCESSING PROGRAM
EXHIBITOR PROMOTIONAL ACTIVITIES
EXHIBITOR REGISTRATION – ADMISSION/SECURITY BADGES
FOOD & BEVERAGE REQUEST (PROMOTIONAL)
TELEPHONE SERVICE/ INTERNET ACCESS/NETWORKING
FORKLIFT USAGE
CREDIT CARD PROCESSING PROGRAMSERVICE ORDER FORM
Online Ordering Now Available at www.kyexpo.org/facilityservices.html
Event Name: __________________________________________________ Event Date(s): ________________________________
Company Name: ________________________________________________________________ Booth #: ___________________
Contact: ___________________________________________________________________________________________________
Address: ______________________________________________ City/State/Zip :_______________________________________
Phone: _____________________________________ Email: ________________________________________________________
Free equipment is provided on a first come/first served basis and quantities may be limited. To ensure that you receive the number of units you need prior to the start of the show, it is recommended that you make your request 30+ days in advance of move in.
RegularOrder Rate TOTAL
FREE ______________
______________
CREDIT CARD SERVICES_____ Bluetooth Credit Card Machine_____ VS/MC/DS/AX ApplePay Decals/Signage
_____ Bluetooth Internet Connection (for cc machine only) FREE ______________
GRAND TOTAL - FREE SERVICE
Kentucky State Fair Board | ATTN: FINANCE DEPT. | PO Box 37130 | Louisville, KY 40233
For information regarding services, please call 502.367.5227 Revised 3/14/2016
FREE
• FREE Bluetooth Credit Card Equipment for the length of the show- FREE Fast & Reliable coverage (avg. card approval time 6 seconds)- EMV/Chip Card acceptance- ApplePay & Google Wallet capabilities- Next Day Funding- Decals & VS/MC/DS/AX Signage provided at no cost- Free paper during the show• Local/Onsite Service & Support• Potential Rebates
I agree to use the KEC merchant processing for the duration of the show. I also agree to return the loaner equipment at the end of the show in the same condition as it was received. Failure to return the equipment by the end of the show will
result in a debit of up to $749 (per terminal) from KEC to the credit card number or bank account on file. Vendor shall maintain the right to continue using the merchant account and special pricing beyond the show on a month
to month basis but must secure a permanent terminal option prior to the end of the event.
Signature:____________________________________________________________ Date: ____________________
2019 North American International
Livestock Exposition 937 Phillips Lane
Louisville, KY 40209
November 3-15, 2018
Deadline Date: 21 business days prior to first day of show
Exhibitor Promotional Activity
The primary purpose of this form is to provide information that will aid Show Management to approve, foster and when
necessary, answer public inquiries regarding responsibly represented and conducted commercial promotions involving
prizes.
All drawings must be approved by Show Management and Show Management reserves the right to reject and cancel the
contract of any Exhibitor that is deemed by Show Management to be guilty of any act that is against the best interest of
the North American International Livestock Exposition. "Vacation Giveaways are strictly prohibited".
1. Do you intend to conduct a drawing which award prizes to winners? YES________NO________
a. Do you request a Credit Card Number to Register? YES________NO________
2. If the above question is answered "YES", please describe briefly the nature and manner in which the activity will be
conducted.
__________________________________________________________________________________________
________________________________________________________________
3. What will the prize(s) be?
_____________________________________________________________________________
a. How many ________________________ Value of each _________________________________________________
b. When and where will they be made available to winners? ________________________________________________
c. Do winners receive their prizes free and without any obligation other than participating in the contest?
YES________NO________
d. If the last question is answered "NO", please describe fully the conditions the winners must meet before they can receive
prizes.
________________________________________________________________________________________
Exhibiting Company ________________________________________________Booth No. ________________________
Address_______________________________________________________________________________________
Contact
Name____________________________________________________Phone_______________________________
Authorized By
____________________________________________________Date__________________________________
Return to:
James Johnson/Exposition Sales
P.O. Box 37130
Louisville, KY 40233-7130
Telephone: (502) 367-5200
Fax: (502) 367-5259
Email [email protected]
Exhibitor Registration
Admission/Security Badge Policy
Only registered exhibiting organizations will be issued badges.
Individual 10 x 10 exhibit booths will be allotted eight (8) Admission/Security Badges
each.
Bulk priced spaces will be allotted fifteen (15) Admission/Security Badges.
Admission/Security Badges will be issued with the registered company name only as
stated on your contract. NO PERSONAL NAME BADGES WILL BE ISSUED.
Additional Admission/Security Badges may be purchased at the rate of $10.00 per badge.
Exhibitors needing to enter the exhibit hall before 9:00 a.m. or staying after 6:00 p.m.
will be required to show their Admission/Security Badge.
Badges will be available for pick-up at the Exhibitor Registration Office during
move-in and throughout the show.
2019 North American International
Livestock Exposition 937 Phillips Lane
Louisville, KY 40209
November 3-15, 2018 .
Deadline Date: 21 business days prior to first day of show
Food & Beverage Request (Promotional)
Our agreement with our concession operator prohibits the Sale, Giveaway or Sampling of any food
products or drinks to include alcoholic beverages, soft drinks, bottled water or juices.
Exceptions may be made with special permission from the Show Manager.
Please list items requesting approval:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
This request form must be submitted to the Exposition Sales Office no later than 21 business days
prior to first day of show.
You will be notified prior to the NAILE of items denied.
Company Name___________________________________________________________________
Contact Name ____________________________________________________________________
Address__________________________________________________________________________
_________________________________________________________________________________
Phone No.___________________________________________________ Booth No.____________
Return to:
James Johnson/Exposition Sales
P.O. Box 37130
Louisville, KY 40233-7130
Telephone: (502) 367-5200
Fax: (502) 367-5259
Email: [email protected]
INTERNET, NETWORKand VOICE SERVICESORDER FORM
Online Ordering Now Available at www.kyexpo.org/facilityservices.htmlCredit card information is ONLY accepted online or by phone. Advance orders must be completed online or postmarked
with payment no later than (21) days prior to the first show day. Any order made after the designated advance date will be charged the regular rate. For information regarding services and payment procedures, please call (502) 367-5275.
All work performed on equipment by KEC service personnel including repairs, tracing malfunctions, etc., is charged prevailing rates at one-hour increments (one-hour minimum). Orders received less than 36 hours
prior to show may not be installed in time for opening. Prices are subject to change without notice.
Kentucky Exposition Center
937 Phillips LaneLouisville, KY 40209
kyexpo.org
CONTACT INFORMATION
Event Name Event Date(s)
Company Name Booth Number
Contact Person
Mailing Address
City State Zip
Phone Email
SERVICE ADVANCE RATE FLOOR RATE TOTAL
Routers ProhibitedBroadband Internet Service (1.5 Mbps) $650 $900 $ ___________Broadband Internet Service (up to 10 Mbps) $900 $1,150 $ ___________Additional devices for Broadband Service, per device up to 4 $140 $200 $ ___________ Routers SupportedDedicated 3Mbps $3,000 $4,300 $ ___________Dedicated 6Mbps $4,900 $6,900 $ ___________Dedicated 10Mbps $6,700 $9,400 $ ___________Upgrade to 29 Public Static IP Addresses Call Call $ ___________
Equipment & LaborSwitch Rental – up to 24 ports $150 $200 $ ___________Patch Cable No Charge No Charge $ ___________Labor/Floor work (Fee per Hour) $90 $110 $ ___________Fiber Optic Dry Pair $800 $800 $ ___________VLAN Setup & Configuration $2,500 $2,500 $ ___________Internal Networking Room-to-Room, per connection $250 $350 $ ___________Change/Move Fee (Moving connection once installed) $100 $150 $ ___________
Voice ServicesSingle Line $200 $300 $ ___________Speaker Phone w/PolyCom Unit $300 $425 $ ___________Optional Telephone Services (Multi Line Phone Set) $300 $350 $ ___________ISDN Lines, 3rd Party Circuits Call Call $ ___________Special Quote - Please attach a Statement of Work Call Call $ ___________
Wi-Fi1.5 Mbs to 3 Mbps24 hours $14.95 $14.95 $ ___________3 Days $44.95 $44.95 $ ___________5 Days $75 $75 $ ___________Dedicated Wi-Fi Hot Spot Call Call $ ___________
GRAND TOTAL $ ___________
If you prefer to pay by check, please complete this service order form and submit to the address below.Kentucky State Fair Board | ATTN: FINANCE DEPT. | PO Box 37130 | Louisville, KY 40233
ATTENTION EXHIBITORS
FORKLIFT USAGE
EXHIBITORS MAY USE THEIR OWN FORKLIFTS TO SET-UP
THEIR OWN DISPLAY. ANY EXHIBITOR LOADING OR
UNLOADING FOR ANY COMPANY, OTHER THAN THEIR
OWN, WILL JEOPARDIZE THEIR FUTURE PARTICIPATION
IN THE SHOW AND/OR LOSE THEIR FORKLIFT
PRIVILEGES.
ALL FORKLIFT OPERATORS MUST HAVE CERTIFICATION
FROM THEIR EMPLOYER SHOWING THEY ARE CERTIFIED
TO OPERATE A FORKLIFT. A COPY OF YOUR
CERTIFICATION MUST BE ON FILE WITH THE EXPOSITION
SALES OFFICE AT P.O. BOX 37130, LOUISVILLE, KY 40233 TO
THE ATTENTION OF EXPO SALES PRIOR TO MOVE-IN.
PLEASE SEND TO
FAX: 502-367-5259
EMAIL: [email protected]
ALL EXHIBITORS ARE REQUIRED TO CARRY PROOF OF
LIABILITY & PROPERTY INSURANCE TO COVER ANY
DAMAGE TO THE BUILDING, EXHIBITOR OR PERSONS
CAUSED BY THE OPERATION OF THE FORKLIFT.
