2013 Thunder Road Expo Kit

7/27/2019 2013 Thunder Road Expo Kit

1/5

November 15, 2013


2/5

2013 THUNDER ROAD MARATHON HEALTH & WELLNESS EXPO

Expo Dates & TimesMove In

Thursday, November 14 2:00pm 8:00pm

Hours of Operation

Friday, November 15 10:00am 9:00pm

Move Out

Friday, November 15 9:00pm - 12:00pm

Booth Sizes and Prices10 x 10 Booth ...................................................... $500

10 x 10 Corner ..................................................... $625

10 x 20 Booth ...................................................... $800

10 x 20 Corner ..................................................... $950

Booth price includes one 6 draped table with 2 chairs,

company sign, waste basket, 8 draped back wall and 3

draped side walls.

Application & Payment DeadlineAttached application must be completed and returned

with a 50% non-refundable booth deposit. Remaining

balance is due no later than Friday, October 25, 2013.

Participation in the Expo is subject to booth availability

after Friday, October 25, 2013.

Expo LocationSymphony Ballroom

The Sheraton Charlotte Hotel (previously the Blake Hotel)

555 South McDowell Street

Charlotte, NC 28204

www.blakehotelnc.com

2012 Runner Numbers#1,200+ Marathon participants

2,600+ Half Marathon participants

600+ 5K participants

50% of total runners were male

50% of total runners were female

75% of runners between the ages of 25-49

42 States Represented

90% from Southeast (FL, GA, NC, SC, & VA)

#Based on registration information collected from all participants

Contact InformationThunder Road Marathon Expo

Attn: Ashleigh Lawrence

2422 Park Road

Charlotte, NC 28203

Phone: (704) 358-0717

Fax: (704) 348-2533

[email protected]

1
http://www.blakehotelnc.com/http://www.blakehotelnc.com/mailto:[email protected]:[email protected]:[email protected]://www.blakehotelnc.com/


3/5

2013 THUNDER ROAD MARATHON HEALTH & WELLNESS EXPOOptional FeaturesFor an additional fee, the following items are available:

Booth Carpeting I Electricity I Internet

Telephone I Audio/Visual EquipmentPrices vary. A show kit will be forwarded to you from

our exposition service company allowing you to request

the above features as well as coordinate shipment and

delivery of expo materials.

Exhibitor ParkingEach exhibitor will be allowed to unload at the Sheraton

Charlotte Hotel (previously the Blake Hotel)but is

responsible for their own parking throughout the

duration of the Expo. Parking is available at prevailingrates in the surrounding area. For further information

and a parking map, please visit our website

www.runcharlotte.com.

Hotel & Travel InformationThe Blake Hotel, host of the 2013 Health & Wellness

Expo, is also the official hotel for expo vendors. Vendors

receive a $99/night rate valid November 15-18, 2013.

Contact the Sheraton Charlotte Hotel at (704) 372-4100

and let them know you are a vendor for special rate.

InsuranceExhibitors who do not provide Event Marketing

Services, Inc. a Certificate of Insurance will not be

allowed to set up their booths. Proof of insurance

should include a certificate of insurance listing EMS as

an additional insured on the general liability policies

and must be received no later than October 25, 2013.

Trademark License AuthorizationThe Thunder Road Marathon name, trademarks, logos

and any variants require formal authorization prior to

use on articles of any kind including but not limited to

signage, staff t-shirts, shopping bags, samples, souvenir

items and brochures

Furnishings For your safety: Standing on chairs, tables, or other

rental furniture is prohibited. These items are not made

to support standing weight. Our exposition service

company or Event Marketing Services, Inc. cannot be

responsible for injuries or falls caused by the improper

use of this furniture.

SecurityOvernight security will be provided at the Sheraton

Charlotte Hotel however, all areas will be accessible to

personnel during the night, so we cannot guarantee full

security of articles left at your booth overnight. Please

take your valuables with you when you leave at night.

Below are a few suggestions to help protect your

materials:

Do not leave your exhibit unattended duringSet-Up, Expo Hours, or Move-Out.

Cover your display after set-up and each night

before you leave.

Do not leave merchandise under tables or in

displays overnight.

Take all valuables and personal belongings with

you at night.

At the close of the Expo, pack as quickly as

possible and do not leave your booth

unattended during this period.

All attendees and exhibitors must leave the exhibit area

within 30 minutes after the Expo closes each day. To

ensure maximum security, no one will be permitted in

exhibit booths after hours.

Fire and Safety RegulationsAisles must be kept clear at all times. Please be sure

that your tables and other booth furnishings remain

within the limits of your booth. Display materials are

prohibited from extending beyond the booth space. Werecommend that you place your table further back in

your booth. This invites attendees to enter your booth

and avoids the appearance of overcrowding, which

discourages additional visitors. Leafleting and other

promotional activities must take place within the

confines of your booth, not in the aisles or doorways.

Smoking is not permitted at the Sheraton Charlotte Hote

except in designated smoking areas.

2
http://www.runcharlotte.com/http://www.runcharlotte.com/http://www.runcharlotte.com/


4/5

2013 THUNDER ROAD MARATHON HEALTH & WELLNESS EXPOThe Following are Prohibited:

Noisy or undignified displays, including sound

devices, smoke machines, bubble machines,

flashing lights, megaphones, loud speakers or,

sideshow tactics; Glitter and stick-on decals or adhesive items.

You will be charged for the cleaning/removal of

these items;

Scantily clad models or demonstrators. All

models and demonstrators must be properly

clothed and dressed in good taste at all time

and must confine their activities within the space

of the exhibitor by whom employed;

Outside activities during official Expo hours that

would encourage attendance away from exhibit

premises;

Live animals;

Helium balloons;

Children under 14 will be prohibited during the

set-up and dismantling of the Expo;

Expo management must be informed of all

raffles, donations, celebrity appearances or

other promotional activities;

Cameras arent allowed in the hall except for the

purpose of photographing your own booth;

Never enter any other firms display uninvitedand never when it is unattended;

Debris and/or boxes in the booths;

Handwritten signs;

Taping or pinning materials to the wall of the

Symphony Ballroom;

Draping materials over booths.

We look forward to seeing

you at the 2013 Thunder

Road Marathon Health &

Wellness Expo this

November!3


5/5

2013 HEALTH & WELLNESS EXPO

Please return completed Application with a deposit of 50% booth price in check or money order to:

Thunder Road Marathon Health & Wellness Expo I Attn: Ashleigh Lawrence

2422 Park Road I Charlotte, NC 28203 I Fax: 704-348-2533 I [email protected]

APPLICANT INFORMATION

Company Name

Last Name First Name

E-mail Address Phone

Street Address Suite #

City State ZIP

Event Day Contact Name Event Day Phone

Booth Selection: 10 x 10 Booth $500 10 x 10 Corner $625 10 x 20 Booth $800 10 x 20 Corner $950

Products or Services being displayed:

Do you plan to sell items? YES NO Do you plan to sample food/ beverage? YES NO

If you plan to sell, please describe items:

If you plan to sample, please describe items:

Name as it should appear on ID sign:

Make checks payable toCharlottes Thunder Road Marathon

GUIDELINES AND SIGNATURE

By signing this Application you are agreeing to the below Terms and Conditions with Event Marketing Services (EMS) for the 2013 Thund

Road Marathon Health & Wellness Expo:

1. A non-refundable deposit of 50% of total booth price is due with application to secure booth. Remaining balance is due no later than October 25, 2013. No refunds will

issued afterOctober 25, 2013.

2. Exhibitor agrees that no refunds will be made to an exhibitor who fails to occupy space.

3. EMS reserves the right of booth placement. Every attempt will be made to honor your request. EMS also reserves the right to change booth placement at any time.

4. Exhibitor shall pay all costs pertaining to moving in and moving out.

5. Exhibitor will arrive and complete booth setup during the following hours: Thursday, November 14, 2:00 pm - 8:00 pm

6. Exhibitor will keep booth open and staffed during the following Expo hours: Friday, November 15, 9:00 am - 9:00 pm

7. Booth setup shall not extend beyond assigned space.

8. Subletting of booth either partially or in full is not permissible. Signs, banners, displays, sampling, giveaways or promotional materials or activities of any kind of an en

other than the Exhibitor are absolutely not permissible.

9. Expo Management reserves the right to reject any exhibit.

10. Exhibitor is allowed to sell products and services, however all products and services must be approved by EMS

11. All raffles and giveaways must be pre-approved by EMS and must be in accordance with local and state laws.

12. Absolutely NO food and beverage sales will be allowed in the Symphony Ballroom without advanced permission from EMS. Sampling is allowed with approval by EMS.

13. Exhibitor shall provide EMS with proof of insurance for workers compensation, comprehensive general public liability and property damage, independent contracto

personal injury and contractual liability. Prior to occupancy, Exhibitor shall provide proof of insurance and a certificate of insurance listing EMS as an additional insured

the general liability policies no later than October 25, 2013.

14. Exhibitor agrees not to deface property and agrees to acceptability for any damage to property of others or the Sheraton Charlotte Hotel (formerly the Blake Hotel). A

damage shall be remedied at Exhibitors expense and to the satisfaction of the property owner.

15. In the event of war, fire, terrorist attack, public catastrophe, strike, act of God, civil unrest or other uncontrollable cause, the Expo or any part thereof is prevented from bei

held, or cancelled, EMS shall, in its sole discretion, determine a refund, if any, to be paid to Exhibitors.

16. Exhibitor agrees to EMSs and Charlottes Thunder Road Marathons promotional, non-commercial use of its images and the images of its workers, agents and staff

photographs, video, film or other media depictions of the Expo.17. EMS as owner and operator of Charlottes Thunder Road Marathon reserves the right to the use of Charlottes Thunder Road Marathon name, trademarks, logos a

copyrighted materials. No use of the name Charlottes Thunder Road Marathon, EMS and/or any of their logos, trademarks or copyrights for any commercial purpose or a

merchandise for sale or giveaway is authorized without the express written permission from EMS

18. Exhibitor assumes all responsibility for loss, theft or destruction of goods, or personal injuries to itself, its employees, agents, representatives or visitors. Exhibitors wishing

insure their display materials including merchandise, must do so at their own expense.

19. Exhibitor will observe all the policies and directive f rom event management parties regarding noise levels, fire regulations and activities of personnel under your control.

Signature Date

4
mailto:[email protected]:[email protected]:[email protected]

Documents

2013 Thunder Road Expo Kit