Dear Trade Show Exhibitor,
The 2016 Kentucky Beef Expo is scheduled for February 18th thru 21st. Please take note of early dates and deadlines and act accordingly. The Expo is held in the west wing of the Kentucky Fair and Exposition Center in Louisville, Kentucky. The past several years have been very successful, with a large turn out of expo visitors to the Trade Show. I hope that you see the Kentucky Beef Expo as an opportunity for your company to reach a large number of the countries’ most progressive beef producers, and farmers. The Beef Expo Junior Show also brings out large numbers or youth and farm families.
As in the past, all of the booths will be aligned along the main aisle on a first come first serve basis; all are good and visible locations. I am including the layout with your mailing so you can indicate preference for booth location. Please understand that I will make every effort to accommodate your requests based on when your contracts are received.
Most large equipment exhibitors will be located on the Freedom hall end of the West Wing, close to the food court as well as the pavilion end. A few large equipment vendors may be included on the main aisle. We will be working to position them to create the most efficient use of that space.
Attached, you will find additional information (page 2) regarding set-up times, exhibit hours and other pertinent details. I do encourage you to contact me at 859-404-1406 with any concerns or questions or email me at email@example.com. I want to make this both a profitable and enjoyable experience for all of you. While the livestock and youth are the focus of the Expo, we are willing to make things as easy as possible for you. If you need any special assistance concerning your booth, please try to let me know in time to address the matter. If you want to check out the Expo website please visit www.kybeefexpo.com.
Thank you and I look forward to working with each of you.
Kentucky Farm Bureau Beef Expo Trade Show
EXHIBITOR INFORMATION, RULES, AND GUIDELINES
STANDARD BOOTH INFORMATION: Standard booths are 10’ x 10’ with an 8’ backdrop and 3’ side rails 8’ skirted table and 2 folding chairs. Larger booths will be set-up according to size. We ask that no exhibit extend higher than the 8’ backdrop. We also ask that no booth be designed so that it is obtrusive to another.
ELECTRICITY/BOOTH ACCESSORIES: For electrical service check the box on the contract page. It is easer to keep up with and less confusion to get electrical service checks upon arrival. The Fairgrounds event coordinator has assured me the pre-order floor rate will be guaranteed for the Trade Show. Minimum service is $125, (120 volts 20 amps). The next service is $150, (120 volts 30 amps). Make checks payable to KY Beef Expo Trade Show.
SHOW INFORMATION: The Trade Show is scheduled to coincide with the events of the Beef Expo as well as the highest traffic times. Booths are to be open from 8:00 a.m. to 5:00 p.m. on Friday and Saturday February 19th and 20th. However, you have the option, and it is recommended to open up on Thursday, February 18th to attract livestock exhibitors and other visitors present. Exhibitors have the option of remaining on Sunday February 21st. Exhibitors remaining on Sunday and requiring a fork-lift to load must stay to the conclusion of the Junior Show. Large equipment can be loaded out on Monday, 8a.m. to 11a.m.
BOOTH SETUP: Set-up will be scheduled for Thursday, February 18th. Exhibitors with large equipment or trailers will be allowed to set up on Wednesday February 17th. We will make sure that these times are adequate to prepare your booths for the opening of the trade Show. We ask that exhibitors be ready no later than 9:00 am Friday, February 19th. Forklifts are provided.
EXHIBITORS / EQUIPMENT LOAD-OUT: A KY Junior Show is scheduled for Saturday at 4:30 PM and open market animals are being weighed Saturday at 5PM. Load-out on Saturday is being negotiated to permit equipment to be loaded out one hour after the conclusion of the KY Junior Show.
CONTRACT DEADLINE: Contracts are to be returned with payment no later than January 25, 2016. Keep in mind that space is limited and that booths are being assigned on a first come first serve basis. Please contact me with any difficulties in meeting this deadline.
LIABILITY- It is expressly understood and agreed between exhibitors and the Kentucky Beef Expo that the Expo or its personnel be under no liability for loss of or damage to goods or property of exhibitors, or personal injury to exhibitors or representatives. Each exhibitor, upon signing space contract, expressly releases the Kentucky Beef Expo from all liability for such losses. Security is provided at night from February 18th through 20th.
PARKING PASSES- Each exhibiting company is being provided with one parking pass. Additional parking passes can be purchased for $8.00 each. These allow unlimited access for the entire event.