Exhibitor FAQ

Exhibitor FAQ

EXHIBITOR SERVICE MANUAL:

Exhibitor Service Manuals can be accessed here 75 days prior to the first show day for each event.

 

BOOTH GUIDELINES:

  • Height restrictions

    • Standard 10’x10’ in line booths cannot exceed 8’ in height.

    • Standard 10’x10’ in line booths utilizing a canopy or tent must be a minimum of 8’ high with a maximum height at peak of 12’.

    • Island booths and trailers cannot exceed 14’ in height.

  • Booth sight line rules will apply; Sidewalls cannot extend more than 5’ forward from the back wall of an inline booth.

  • All tents and canopies must be tethered to the ground. Staking will not be permitted. Use of weighted barrels or cinder blocks is recommended to properly tether the canopy or tent to the ground.

  • Flags must be placed at the FRONT of your booth on the far right or left edge. They must be a minimum 8’ tall (to allow for booth sight lines) & a max of 14’ for standard 10’x10’ in line booth and 16’ for Island booths. Flags should not exceed a width of 2’.

  • Banners and other types of signage are allowed and should be clean and professionally finished. The maximum height for a standard 10’x10’ shall not exceed 12’. Any signage over 12’ must be approved by Show Management. All banners and other types of signage must be properly secured in the event of inclement weather.

    Additional Booth Guidelines can be found in the Exhibitor Service Manual

 

ELECTRICAL SERVICES:

  • Power is available at each venue but is limited. We cannot guarantee your exhibit will be located close to a permanent power source. We recommend considering a generator for your power needs.

  • Show Management is researching the viability of installing generators in the vendor areas for the exhibitor to access. Additional information about this option and any associated costs will be found in the Exhibitor Service Manual.

 

MATERIAL HANDLING:

  • IMS Outdoors encourages all exhibitors to ship all items to the Advance Warehouse. Shipping information and instructions will be published in the Exhibitor Service Manual.

  • Items shipped directly to Show Site cannot be received before the Wednesday prior to the first show day. Any items that arrive prior to that time will not be received.

  • There will be a charge to handle and deliver shipments from the Advance Warehouse and on Show Site. Details about material handling rates can be found in the exhibitor service kits.

  • Transportation of your booth assets and products is available upon request. Please contact your sales rep for more information.

 

FURNITURE & TENT RENTALS:

  • Exhibitors will have the ability to rent tables, chairs, canopies, and tents.

  • Barrels and cinder blocks can be rented through a preferred tent vendor or venue.

  • The rates for these items will vary by market. Details regarding rentals will be found in the Exhibitor Service Manual, beginning early May 2021

 

MOVE IN AND MOVE OUT:

  • Targeted Move-In for pre-determined exhibitors will be on Wednesdays. If you need extra time to set-up your exhibit, please contact your sales rep.

  • If a trailer or RV is part of your booth display, plan to place your trailer or RV by 1pm on Wednesday of each show. During move out, be prepared to wait a minimum of 4 hours to remove your trailer or RV display.

  • Standard Move-In will be on Thursday and Friday.

  • Move out will begin at show close on Sunday and end by noon Monday.

  • Event hours will be included in the Exhibitor Service Manual beginning early May 2021

 

SECURITY:

  • Show Management will provide security services during move in, move out, and non-show hours for general safety and security purposes only. Overnight security will be securing the premises at each show.

  • During all show hours, exhibitors are responsible for securing their product and valuables.

 

PARKING:

  • IMS Outdoors will make every effort to place a vendor parking area close to the exhibit areas. This will not always be possible. In venues where vendor parking is not easily accessed from the exhibit areas, accommodations will be made to allow exhibitors to load/unload product prior to show opening daily.

  • There will be general parking for RV’s, but camping and sleeping are strictly prohibited.

  • More information will be outlined in the Exhibitor Service Manual for each show.

 

HOTELS:

 

CAMPING & RV’S:

 

FOOD & BEVERAGE:

  • Food and beverage will be offered for sale at every show. Personal food and non-alcoholic consumption is allowed within your booth.

 

PETS:

  • All service animals are allowed on the grounds based on state and national ADA laws. They must always remain on a leash and owners are required to clean up after their pet.

  • Pets are allowed in the campgrounds and must always be on a leash while outdoors.

 

INCLEMENT WEATHER:

  • In the event of inclement weather, show management will make the decision to ensure the safety of all show guests.

 

COVID-19 RESTRICTIONS & PROTOCOLS:

  • Exhibitors will be responsible for following and adhering to all Covid-19 restrictions, including and not limited to disinfecting your own booth space.

  • Progressive IMS Outdoors will follow the Informa All Secure protocols and any required city or state guidelines. For more information, please visit our Informa AllSecure page.

 

If you have additional questions or wish to learn more:
Contact Christina Anders, Sales Coordinator, at [email protected]