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GREATER RICHMOND CONVENTION CENTER
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ABOUT THE WORLD CHAMPIONSHIPS
The Road World Championships (Worlds) is cycling’s pinnacle event, held annually in an international city as chosen by the
Union Cycliste Internationale (UCI) through a competitive bidding process similar to the Olympic Games.
The Worlds is a nine-day event, featuring 12 Championship races for Elite Men and Women, Under 23 Men and Junior Men
and Women. It is a rare opportunity for the athletes to compete for their country, just as they do during the Olympic Games.
Athletes compete in three different disciplines including the traditional Road Race, the Individual Time Trial and the recently
introduced Team Time Trial. World Champions are crowned in each discipline.
The Worlds is truly one of the great global sporting events. It is covered by more than 500 media outlets from around the world
and is broadcast live to a global audience of more than 300 million people.
UCI WORLD ROAD CYCLING CHAMPIONSHIPS AT A GLANCE
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September 19-27, 2015
450,000 spectators during the nine day event
TV audience in the hundreds of millions
1000 athletes
Tremendous tourism and economic development opportunity for the region
COME JOIN US FOR THE FIRST TIME IN A GENERATION!
1986: Colorado Springs, Colorado
1987: Villach, Austria
1988: Ronse, Belgium
1989: Chambery, France
1990: Utsunomiya, Japan
1991: Stuttgart, Germany
1992: Benidorm, Spain
1993: Oslo, Norway
1994: Agrigento, Italy
1995: Duitama, Colombia
1996: Lugano, Sw itzerland
1997: San Sebastian, Spain
1998: Valkenburg, Netherlands
1999: Veron, Italy
2000: Plouay, France
2001: Lisbon Portugal
2002: Zolder, Belgium
2003: Hamilton, Canada
2004: Verona, Italy
2005: Madrid, Spain
2006: Salzberg, Austria
2007: Stuttgart, Germany
2008: Varese, Italy
2009: Mendrisio, Switzerland
2010: Melbourne, Australia
2011: Copenhagen, Denmark
2012: Valkenburg, Netherlands
2013: Florence, Italy
2014: Ponferrada, Spain
2015: Richmond, Virginia
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WHAT YOU CAN EXPECT AT THE UCI WORLD CHAMPIONSHIPS FANFEST 2015
Below is a broad overview of the event as it pertains to the FanFest Expo being held at the Greater Richmond Convention Center.
All FanFest activities will take place in the main Exhibit Hall, situated within a block of the finish line of all UCI races.
FanFest is open to the public and is a free event.
The event expects to engage 450,000 spectators over the course of nine days, with the major crowds gathering along the
course and at the START/FINISH line on the final Friday, Saturday and Sunday.
The awards ceremony for all races will be held on the FanFest floor following the finish of each race.
Large screen televisions and monitors will provide live Live racing action during the race.
Conquer the Cobbles mass participation run and ride events (September 24 & 25) on the Worlds course will bring thousands of participants into the FanFest for registration and pre-event activities.
FanFest activities include event merchandise, Virginia finest vendors, sponsor booths, a kid’s safety zone, industry
vendors, demos and workshops, a music and entertainment stage, as well as delicious food and beverages to keep everyone happy. A full schedule of activities will be announced mid-summer 2015.
Race Type
Race Location
E.S.T.
8:00am
8:30am
9:00am
9:30am
10:00am
10:30am
11:00am
11:30am
12:00pm
12:30pm
1:00pm
1:30pm
2:00pm
2:30pm
3:00pm
3:30pm
4:00pm
4:30pm
5:00pm
5:30pm
6:00pm
6:30pm
7:00pm
7:30pm
8:00pm
8:30pm
9:00pm
9:30pm
10:00pm
10:30pm
11:00pm
SATURDAY 9/19
SUNDAY 9/20
Training Session
Team Time Trial
Elite Men & Women
Start Finish Lewis Ginter
5th/Broad
Race
Event
TTT Training
9:00 -‐ 12:00
TUESDAY 9/22
Finish 5th/Broad
Start 3rd/Marshall
Finish 5th/Broad
Start 3rd/Marshall
Finish 5th/Broad
Race
Event
Race
Event
Race
Event
TTT Elite Men
1:30 -‐ 4:00
ITT Jr. Wmn 10:00 -‐ 11:30
FanFest *** Awards Ceremony WEDNESDAY 9/23
THURSDAY 9/24
ITT ITT ITT Training Session
Jr. Wmn & U23 Men
Jr. Men & Elite Wmn
Elite Men
Start Lewis Ginter
TTT
Elite Wmn
11:30 -‐ 1:15
ITT Downtown Circuit Training
1:00 -‐ 3:00
MONDAY 9/21
ITT U23 Men
2:00 -‐ 4:15
Start Kings Dominion
Race
SUNDAY 9/27
Road Race
Jr Men & Elite Wmn Road Race
Elite Men
Start 5th/Broad
Finish 5th/Broad
Start 5th/Broad
Finish 5th/Broad
Start 5th/Broad
Finish 5th/Broad
Start 5th/Broad
Finish 5th/Broad
Event
Race
Event
Race
Event
Race
Event
Race
Event
RR Training 10:00 -‐ 12:00
FanFest *** Awards Ceremony RR Jr. Wmn
10:00 -‐ 12:00
Opening Ceremony 6:00 -‐ 11:00 RR Jr. Men 9:00 -‐ 12:30
FanFest FanFest *** *** Conquer Conquer the the RR U23 Men Cobbles Cobbles 12:45 -‐ 5:00 Packet Pick-‐ RR Elite up *** Wmn
Packet Pick-‐
2:00 -‐ 5:00
up
Awards Ceremony
Conquer the Cobbles Run 7:00 -‐ 9:00
Active Racing
SATURDAY 9/26
Road Race
Jr Wmn & U23 Men
Finish 5th/Broad
ITT Jr Men 9:30 -‐ 11:30
FanFest FanFest *** *** ITT Elite Awards Awards Men 1:00 -‐ ITT Elite Ceremony Wmn 1:30 -‐ Ceremony 4:00
5:00
FRIDAY 9/25
Road Closures
MARKETING OF THE UCI WORLD CHAMPIONSHIPS FANFEST 2015
RR Elite Men 9:00 -‐ 4:00
FanFest *** Awards Ceremony Conquer the Cobbles Ride 7:00 -‐ 9:00
FanFest *** Awards Ceremony Closing Ceremony 6:00 -‐ 11:00
FanFest/Non-Racing Activities
A comprehensive plan to market the FanFest Expo and Exhibitors who are present will include, but are not limited to:
• Frequent live PA announcements pushing fans from the finish line to the awards ceremony in the Convention Center
• Frequent and daily ads for FanFest on the Big Screens along the race course
• Promotion of FanFest through all event avenues including signage, start/finish line announcements, and all schedules
• Richmond 2015 social network
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START
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FINISH
FLOOR DIAGRAM
(layout is subject to change based on number and type of Exhibitors. A final diagram will be posted and distributed
in late August/early September)
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CONCESSIONS
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CONCESSIONS
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CONCESSIONS
AUTOGRAPH
ALLEY
RADIO ROW
CONCESSIONS
WORLD
CHAMPIONSHIP
AWARDS
CEREMONIES
MAIN ENTRANCE
EXHIBITORS
WELCOME!
100x170’
40’x40’
UCI
BEST OF
VIRGINIA
WORLD
CHAMPIONSHIP
MERCHANDISE
40’x60’
40’x120’
100’x100’
CYCLING
INTERACTIVE
EXHIBITORS
CARMAX
KID ZONE
USAC
ENTRY/
EXIT
40’x40’
VIDEO WALL
MUSIC STAGE/
STUNT AREA
20’x20’
RESTROOMS
10’x10’
ENTRY/
EXIT
RESTROOMS
ENTRY/
EXIT
RESTROOMS
ENTRY/
EXIT
RESTROOMS
ENTRY/
EXIT
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SPACE RESERVATIONS
Based on Exhibitor feedback we are offering both 8-day and 4-day packages, and several space options are available. The dimensions, standard amenities, add-ons and prices are listed below and more than one space may be reserved.
8-Day (Sat, Sept 19th PM load-in and open the public from Sun the 20th to Sunday the 27th)
4-Day (Wed, Sept 23rd PM load-in and open to the public Thurs, the 24th to Sunday, the 27th)
SPACE OPTIONS
8 Days
10’ x 10’ Space
$5,000
10’ x 20’ Space
$7,500
20’ x 20’ Space
$12,500 4 Days
$3,500
$5,000
NA
OWN IT! - Get the most of your marketing dollars and attach your name to FANFEST 2015!
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Overall
Entitlement
$80,000
Up to 40’ x 40’ Booth Space for 8 days
Branding/naming linking to Fanfest logo
on all marketing materials, including event
guides, website, and mobile app
Wayfinder signage and towers around Fanfest and Finish line
Entrance banners
Image branding on outside of building
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Single-Area $30,000
Entitlement
40’ x 40’ Booth Space for 8 days
Ownership of one property from below:
• Music/Entertainment Stage
• Wayfinder Towers (6-8 ttl)
• Big Screen Banner
• Virginia Row
• Autograph Alley
EACH SPACE RESERVATION RECEIVES:
EXTRAS (at exhibitor cost)
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8 ft. high pipe & drape kit
8 ft. draped tables/folding chairs Logo/name inclusion on Fanfest map
Logo inclusion on Fanfest Welcome Board
PA announcement within Fanfest
Logo rotation on big screen
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Electricity (pricing varies)
Internet access (pricing varies)
Carpeting (3.25 sq/ft)
Additional exhibiting build-out
Hanging of signage from ceiling
Data Gathering Opportunity: Through FISH-In
Technology, vendors can gather additional information specific to their products by opting in
with data gathering towers (Please inquire with
your sales rep as to pricing and information on
this unique feature to gather leads while also
data about consumers attending Fanfest)
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GENERAL RULES AND REGULATIONS
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You will receive a confirmation packet in August that will have more specific information about the activities for the Expo, your location on the Exhibit floor and additional load-in details.
Hotel information is attached.
Your booth location will be chosen by event organizers, on a first-come, first-serve basis to ensure the best flow of traffic on the show
floor. You will also receive an exhibitor kit from Exhibits, Inc. The kits will offer additional furnishings and services for your booth(s).
Richmond 2015 has the right to accept or reject your application.
Exhibitors will receive detailed instructions on exhibitor badges, load-in and load-out, additional amenities and other matters in a
separate communication closer to the event date.
It is prohibited for an exhibitor to pack up or leave the event before it concludes, unless Richmond 2015 has granted an exception in
writing. If an exhibitor does leave prematurely, the exhibitor must pay compensation to Richmond 2015 in the amount of the original
booth fee.
If an Exhibitor or its officers, directors, employees, agents, representatives, contractors or volunteers damage the exhibition area or
event property or equipment, the damages must be replaced or repaired by the Exhibitor.
Exhibitors must complete their booth set-up at least one hour prior to the opening of the event. Depending on the size of your exhibit,
there will be a load in option on Friday, as well. Times will be determined later in a separate communication closer to the event.
After the event concludes, the exhibitors’ merchandise and displays must be removed as per removal deadlines in final materials.
The Exhibitor shall not assign or sublet the booth without the approval of Richmond 2015.
Richmond 2015 has the sole discretion and authority to address any and all matters associated with the FanFest and the exhibitors’
participation in it, whether or not that matter or issue is addressed in this application and agreement.
The exhibitors’ fee is not refundable under any circumstances, unless Richmond 2015 decides to cancel the event. If the event is
cancelled, the exhibitor fee shall be refunded less a pro rata share of expenses actually incurred by Richmond 2015 relating to the
event.
A waiver of any terms and conditions in this agreement by Richmond 2015 shall not constitute a waiver of any other term or condition.
If any provision of this agreement shall be held by a court of competent jurisdiction or the Virginia ABC to be contrary to law, such
provision shall be stricken, and the remaining provisions of this Agreement shall remain in full force and effect.
The headings of the sections are inserted for convenience only and are not intended to be a part of or to affect the meaning or
interpretation of this agreement.
Provisions of this agreement which, by their terms, contain continuing obligations shall survive the termination or expiration of the
Term of this Agreement.
This agreement shall be deemed to have been made and shall be construed and interpreted in accordance with the laws of the
Commonwealth of Virginia without regard to its choice of law provisions.
Note to exhibitors that wish to promote, sample and/or sell food or beverages: Please contact Tracey Leverty (contact
information below) so that she can inform you of the policies that may apply to your food item.
Insurance and Indemnification - please see attached.
Sales Tax - The Virginia Sales and Use Tax Act requires the collection of a 5.3% tax on all retail sales made in the Commonwealth
of Virginia except those exempt by law. (§58.1-603, 604) A sales tax remittance form has been provided on the Facility’s website.
Licensee is responsible for making sure that their exhibitors are notified of this requirement and have been made aware that the
Virginia Sales Tax Form ST-50 is required to be submitted for all taxable sales made at the Facility. http://www.tax.virginia.gov/sites/
tax.virginia.gov/files/taxforms/Business/Sales_and_Use_Tax/ST-50a.pdf
Health Permitting & Sampling Restrictions - Note to exhibitors that will promote, sample and/or sell food: Please contact Tracey
Leverty (contact information below) so that she can inform you of the policies that apply to your food item. There is an exclusive concessionnaire at the Greater Richmond Convention Center and certain food items may be prohibited. Please describe your sampling/
food-related activity, if applicable, in as much detail as possible on your application.
PLEASE CONTACT TRACEY LEVERTY FOR QUESTIONS ABOUT LOGISTICS, AMMENTITIES, ETC. AT [email protected]
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Business Name
Contact
Email
Cell Phone
Website
Mailing Address
On-site Cell #
On-site Contact
Richmond 2015 must approve all activities planned at your booth. Please provide a detailed list of all activities, as
well as product(s), that you plan to distribute, sell or display.
BOOTH SELECTION
CATEGORY
Sponsor
10’ x 10’ - $3,500 (4 days)
10’ x 10’ - $5,000 (8 days)
Industry Exhibitor
10’ x 20’ - $5,000 (4 days)
10’ x 20’ - $7,500 (8 days)
Virginia-based Exhibitor
20’ x 20’ - $12,500 (8 days)
Other Exhibitor (explain)
40’ x 40’/Area Entitlement - $20,000
FanFest Entitlement - $80,000
NON PROFIT - 10’ x 10’ - $2,500 (must provide proof of status)
Remit check made payable to Richmond 2015 to:
Richmond 2015
200 S. 3rd Street
Richmond, Virginia 23219
YOU CAN ALSO REGISTER AND PAY ON-LINE AT Richmond2015.com/FanFest
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INSURANCE AND INDEMNIFICATION
In addition to payment, the Exhibitor must also mail or fax a copy of the Certificate of Insurance naming, as additional insured, Richmond 2015 and Echelon Event Management. The Exhibitor should carry insurance for a single limit of not less than $1,000,000 per
occurrence for its employees, agents, contractors’ representatives, volunteers, guests and invitees.
The Exhibitor agrees not to hold Richmond 2015 or Echelon Event Management, its members, officers, directors, employees, volunteers, agents and authorized representatives responsible or liable for any injuries or death(s) to persons, damages to property,
accidents, loss, theft, claims or causes of action of any nature arising out of or resulting from the Exhibitor’s voluntary participation
in the FanFest Expo at the UCI World Championships.
The Exhibitor warrants that it shall indemnify, defend, and hold Richmond 2015, Medalist Sports, LLC and Echelon Event Management, its members, officers, directors, employees, volunteers, agents and authorized representatives, and the Richmond 2015 and
Echelon Event Management planning teams, harmless from and against any and all claims, actions, liability, responsibility, losses,
liabilities, injuries or damages to persons (includes death) or property, costs or expenses as they arise (including, without limitation,
reasonable attorneys’ fees), which Richmond 2015 and Echelon Event Management and the Richmond 2015 and Echelon Event
Management planning team may incur, suffer, or be required to pay, incident to, resulting from, or arising out of any intentional or
negligent act, error or omission, intentional or willful misconduct, or violation of any of Richmond 2015 or the Greater Richmond
Convention Centers’ guidelines, the Exhibitor Rules (in this document).
This Exhibitor’s duty of indemnification shall survive the termination or expiration of this application for any reason.
The Exhibitor warrants and represents that the information provided herein is accurate, complete and truthful and that the individual
executing this Exhibitor Application and Agreement on behalf of the Exhibitor is authorized to bind the Exhibitor and that the Exhibitor shall be bound by the terms and conditions of this Exhibitor Application and Agreement and any applicable Richmond 2015
and Echelon Event Management event rules.
Exhibitor agrees to pay all legal fees incurred by Richmond 2015 and Echelon Event Management in the event of any breach of
this Agreement.
We understand and agree that this application becomes a binding contract when accepted in writing by Richmond 2015, the show
organizer, and we hereby agree that the attached Terms and Conditions are enforceable and are incorporated into and control this
Exhibit Space contract, once it is accepted by Richmond 2015.
The Exhibitor agrees to the terms of the FanFest Expo at the UCI World Championships Exhibitor Application and Agreement by
virtue of the signature of the Exhibitor/owner or agent thereof.
We understand and agree that this application for Exhibit Space becomes a binding contract when accepted in writing by Richmond 2015,
the show organizer, and we hereby agree that the attached Terms and Conditions are enforceable and are incorporated into and control this
Exhibit Space contract, once it is accepted by Richmond 2015. We further agree that any terms and conditions associated with any purchase
order we may submit in order to process payment for this Exhibit Space contract are of no force or effect, regardless of the express language
of the purchase order we submit.
Exhibitor Signature
Date