24th Annual
EXHIBITOR MANUAL 2014
Dear Exhibitor:
This packet has been prepared to assist you in getting ready to participate in the 24th Annual W.N.Y. SPORT
& TRAVEL EXPO to be held at the Fairgrounds in Hamburg/Buffalo, New York on March 6-9, 2014. We have
included answers to the most frequently asked questions by exhibitors.
PLEASE read this EXHIBITOR MANUAL thoroughly. There are specific deadlines that need to be met to
ensure that you get everything that you need to set up and man your display. We hope that all the questions
you have about setting up your exhibit are answered in this “MANUAL.” However, if there is any information
that you need which is not included, please call us during normal business office hours at (814) 790-5079 or
email us at [email protected] .
We particularly call your attention to the information regarding Hotel Accommodations, Advanced Ticket
Sales, RV Parking, Table & Chair Orders, Vendor Pass Order Forms as well as Ad Deadlines for the
Show Program. These items all have specific deadlines that need to be met. For your convenience, we have
included hard copies of these order forms: Advance Ticket Sales, Promotional Post Card Order form and
Vendor Pass Order Form. You can also access these forms online: www.sportandtravelexpo.com and click
on the appropriate links. These matters should be taken care of today to ensure your needs are met.
Again, we welcome you to the W.N.Y. SPORT & TRAVEL EXPO 2014 and we look forward to serving you with
a successful and well attended show.
Sincerely,
Mark & Renee Concilla
Tom Shearer
Katie Bool
Abby Sorensen
Kirstie Butler
Expo Produced by:
Phone: 814-790-5079
Fax: 814-920-4128
Web: www.sportandtravelexpo.com
Email: [email protected]
We have a new address! Please update your records:
Erie Promotions & Expos, Inc.
5938 B Spires Drive
Erie, PA 16509
This is the Sport & Travel Expo Produced by Sportsmen for Sportsmen!
FACTS YOU NEED TO KNOW
LOCATION: The 24th Annual W.N.Y. SPORT & TRAVEL EXPO will be held in 5 buildings on The Fairgrounds in
Hamburg, New York. Access to the Event Center, Expo Hall, Marketplace, Grange and Dog Arena both buildings is
through the main gates off South Park Avenue. See detailed map below. The phone number for the Center is 716-6489733. In case of an emergency during the show, you can reach us by cell phone at 814-882-8035 for Tom, 814-392-6569
for Mark or 814-572-8700 for Renee.
DIRECTIONS OFF OF INTERSTATE 90:
From Exit #56: At Exit #56 of I-90 (NYS Thruway)-Turn right onto Milestrip Road. Turn Left at light onto
South Park Ave. Follow South Park Ave about 3miles. The Fairgrounds will be on your left.
From Exit #57: At Exit #57of I-90 (NYS Thruway)-Follow signs over bridge to Route 75 South (Camp
Road). Follow Camp Road 1-2 miles to Legion Drive and turn Left. Follow Legion Drive and turn left at
the light on South Park Ave. Follow South Park Ave about 1 mile. The Fairgrounds will be on your right.
MAP:
South Park A ve
Exit 56
Big Tree Rd
Rd
20
Rt
s
we
Bl
vd
90
McKinley Pkwy
p
Cam
h
ut
So
rn
te
Sowles Rd
90
S
Quinby Dr.
pR
d
90
Leg
i on
Dr
St
Clark
Main Street
McKinley Pkwy
Ca
m
Rd
South Park A ve
Exit 57
n
nto
a
r
c
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SHOW SCHEDULE:
Thursday
Friday
Saturday
Sunday
March 6
March 7
March 8
March 9
Noon to 9PM
Noon to 9PM
10AM to 8PM
11AM to 5PM
SHOW OFFICE: The show office is located along the west side of the lobby in the Event Center building. The office will
be staffed beginning at 10AM on Wednesday, March 5. Our staff is eager to offer any assistance you may require.
Please do not hesitate to call on us.
You must check in at the Show Office before bringing anything into the Center.
Please Do Not place your vehicle in line to move-in until you have visited the
Show Office and received the proper Show Credentials.
EVENT CENTER MOVE IN: Exhibits in the Event Center building will be ready for installation by exhibitors on
Wednesday, March 5 beginning at 10AM-7 PM. Exhibitors choosing to set up on Thursday may move in between 8:00AM
to 11:00 AM. Drive in to unload at your booth will be permitted on WEDNESDAY ONLY as long as access to your booth
is not blocked. Set up on Thursday is permitted but all material must be either hand carried or put on dollies. THE
OVERHEAD GARAGE DOORS WILL NOT BE OPENED AT ANY TIME ON THURSDAY UNDER ANY
CIRCUMSTANCES. Exhibitors are responsible for installing and removing their own displays during the times specified.
Members of the Southtown Walleye Association will be on hand to assist you.
EXPO HALL & MARKETPLACE MOVE IN: Exhibits in the Health Expo Hall and Marketplace buildings will be ready
for installation by exhibitors on Wednesday, March 5 beginning at 2:00PM. These two buildings will be open until 7:00PM
on Wednesday. All displays in these buildings must be carried or carted in through man doors only. THERE IS NO
DRIVE IN FACILITIES FOR EITHER OF THESE TWO BUILDINGS. Exhibitors are responsible for installing and
removing their own displays during the times specified. Members of the Southtown Walleye Association will be on hand
to assist you.
GRANGE MOVE IN: A detailed move in schedule will follow closer to the show.
TEAR DOWN: AS A REMINDER: For safety reasons and concern for our attendees, your display must remain
completely intact until the Show closes to the public at 5PM on Sunday, March 9. Positively no exhibits may be
dismantled or removed from your booth until Sunday, March 9 at 5PM. Beginning at 5:15PM, you may begin to take your
display down and pack up your booth. Once you have your booth completely packed up and ready for transport, you may
proceed to your vehicle. Our designated person in the parking lot will direct you to the overhead door as soon as access
is possible. All exhibits must be removed by 9PM unless other arrangements have been made with Erie Promotions Staff
in advance.
SPACE PAYMENT: Please observe terms of payment as outlined on your exhibitor contract. No goods will be permitted
in your space until ALL payments are made.
EXHIBITOR PASSES: Exhibitor passes can be picked up at the show office during set up. Each exhibitor will receive 4
permanent (4-day) passes with the purchase of their exhibit space. All passes issued to the exhibitor are solely for the
use of the vendor for manning their exhibit during the show and are not to be sold, transferred or given out as public
admission tickets. Exhibitor passes will be accepted at the designated exhibitor entrance only, not at the Front Door. YOU
MUST HAVE YOUR PASS EACH DAY TO GET INTO THE SHOW. There are absolutely NO EXCEPTIONS.
AS A REMINDER, You are responsible for all of your exhibitor passes. Please distribute them to your booth personnel
before the Show opens. If you are unable to get them to every booth worker you may leave them in an envelope at the
Desk just inside the Exhibitor Entrance for daily pick up or return. Replacement of lost exhibitor passes will incur an
additional charge and must be taken care of at the show office.
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EXHIBITOR PASSES (ctd.): Additional permanent (4-day) passes can be purchased in advance on the web at
www.outdoorontheweb.com Click on the Vendor Pass Order Form link or use the form included in this MANUAL.
Additional Vendor passes WILL NOT be available during show set up. These passes must be ordered and paid for by the
deadline date on the Vendor Pass Order Form. These passes will be in your exhibitor envelope for pick up at check in.
If you would like to have your show passes in advance, please submit your request in writing along with a $3.00 payment
for shipping and handling. Please include contact name and mailing address.
FREIGHT: Freight cannot be accepted at the Fairgrounds until Tuesday, March 4th. Those shipping directly to the
Center should label all packages as follows:
WNY Sport & Travel Expo
Your Company name/Booth location #
C/O THE EVENT CENTER
5600 McKinley Parkway
Hamburg, New York 14075
DECORATOR: Great Lakes Events is the official show decorator. Items can be ordered at:
http://sportandtravelexpo.com/Media/Files/WNY%20Sport-Travel%20Show%20Decorating%20Information.pdf
This link can also be found on our website, on the “Become An Exhibitor” page.
PARKING: Parking will be provided to exhibitors FREE of charge. DO NOT park in front of the building. Please park on
the South end of the building as far away from the front area as possible. We are expecting large crowds and do not want
to discourage attendees due to parking congestion. Enter through the man door marked Exhibitor Entrance with your
show passes.
EXHIBITOR ENTRANCE: After set up days, the center will be open one hour prior to the beginning of the event each day.
We encourage all Exhibitors to arrive no later than 1/2 hour prior to show opening each day so that we can get you in the
door and to your booth before the show opens to the public. Exhibitors will enter the building through the designated
exhibitor door which will be located on the Southwest Corner of the Event Center building. Exhibitor passes WILL NOT
be accepted at the Main Entrance. If you arrive at the main entrance you will be asked to walk around the building and
proceed to the exhibitor door for check in.
TRAILERS: For convenience and security reasons, we have designated a special area to park trailers. Please see our
staff after you have unloaded and they will direct you to the parking area.
RV HOOKUP: There will be space allocated for exhibitors who travel in their recreational vehicles. This will provide you
with a place to park and electrical hookup only. Advance reservations are required. Please let our staff know in advance
if you will be traveling and staying in an RV during the show by completing the enclosed RV Parking Form. We will issue
you a Special RV Exhibitor Pass so that you will be able to enter the show closer to where you will be parked. You can
make payment directly to the Event Center manager during show set up.
ALCOHOL: Alcohol, in any form, is NOT PERMITTED to be brought in to the Arena at any time. The Caterer holds the
liquor license on the Fairgrounds and therefore is the sole dispenser of alcoholic beverages therein. This will be strictly
enforced throughout the event.
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SALES TAX: New York State Sales Tax Certificate of Authority is required for ALL Retail Booths. If you do not have a
NY Sales Tax Certificate, please make your application as soon as possible to avoid confusion at Show Set up. The
correct DTF-17 form is available on line from the NY State Tax Department. Just follow the link below. A few hints for
completing this form: #1 check Show, #2 is vendor’s name, #3 may be left blank if no trade name is used, #4 if
applicable, #5 use physical home address, not PO Box, #6 is home phone #, #7 is date of show, #8 is usually left blank,
#9 can be marked “same” if same as #5, #10 is usually “individual”, #11 check “other” and then write in Show, #13 must
be completed including a Social Security number, #16 check Yes, #17 write in Show Vendor with NAICS code #454390,
#18 No, #19 Yes, #20 thru #26 NO The Application must be signed on the back and dated.
http://www.tax.ny.gov/pdf/current_forms/st/st120_fill_in.pdf
Your Certificate must be posted in your booth at the Show. If you did have your tax number when you signed your
contract with us, please mail, fax, or email that number to our offices before the show.
REFUSE/BOXES: The exhibitor is responsible for the cleanup of their area as cleaning personnel are not permitted in
booth areas. Garbage that is accumulated daily should be bagged, boxes broken down and placed in the aisle at the end
of each day. At the close of the event the exhibitor is responsible for leaving the leased space in the same condition as
they were immediately prior to occupancy of the space. If the exhibitor fails to comply with these conditions, they may be
liable for all expenses incurred in cleaning the area and restoring it to original condition.
SMOKING: This is a nonsmoking facility!!! If you go outside to smoke, please dispose of your cigarette butts in the
proper receptacle. DO NOT throw those butts on the ground!
ADVERTISING: Our advertising and marketing department is currently in the process of scheduling the promotions for
this Expo. This show will be advertised in all media-television, radio and newspaper as well as posters, flyers, banners,
internet, etc. Posters will available for distribution about one month prior to the event. Please display them in a prominent
place as soon as possible. If you would like to request posters, please contact us at your convenience by phone or email
requests to [email protected]
PERSONALIZED GUEST PASSES: Do you have special customers or guests who you would like to give
Complementary Show admission tickets to? Here’s your chance. You may order as many admission tickets as you need
at $1.00 OFF the regular general admission price. These tickets must be ordered in advance on the web at
www.outdoorontheweb.com Click on the Personalized Guest Pass Order Form link or fill out the order form included in
this manual. They must be ordered, paid and received in our offices on or before February 24, 2014. NO advance
admission tickets will be sold after that date.
These Personalized Guest Passes will be printed with your company name on. All purchases are FINAL. There will be
no refunds issued for unused tickets. The following is an example of what these tickets will look like.
Not for Resale. Not valid with any other offer.
This ticket entitles the holder to
One FREE Admission
20th Annual
19th Annual
W.N.Y. SPORT
& TRAVEL EXPO
March 11-14 2010
General Admission $8
Thursday , March 11….....Noon-8PM
Friday , March 12……......Noon-8PM
Saturday , March 13…....10AM-8P M
Sunday , March 14…......10AM-5PM
Plenty of FREE Parking
Children Under 10 FREE
Co mpli me nts of
Erie Promotions & Expos, Inc.
Details: www.outdoorontheweb.com
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GENERAL RULES & REGULATIONS
As promoters of THE W.N.Y. SPORT & TRAVEL EXPO, we are interested in providing a show for the public that will be
professional as well as one where they will enjoy themselves and be able to purchase products and gain knowledge about
your services. Therefore the following rules and regulations must be strictly adhered to.
1.
ADMISSIBLE EXHIBITS: Exhibitor agrees to display only new and unused products. Only those products listed
on your contract can be offered for sale. Products displayed are at the discretion of the Show committee.
2.
PAYMENT OF SPACE: No goods will be permitted in exhibition space until all rental payments are made.
3.
SUB-LETTING: Sub-letting or donation of space partially or in its entirety is not permitted without written consent.
4.
ADMISSION: YOU MUST HAVE A PASS TO GAIN ENTRANCE TO THE SHOW. There will be no exceptions
at all. If you forget your pass of if it gets lost, you will be required to pay full price admission at the main entrance
of the show. All passes issued to the exhibitor are solely for the use of the vendor for manning their exhibit during
the show and are not to be sold, transferred or given out as public admission tickets.
5.
EXHIBIT CONSTRUCTION: Basic exhibits may not exceed 8’ in height on the back line nor exceed an 8’ height
4’ from the back line to the depth of the booth to the aisle unless plans have been approved by show
management. No signs or any part of a display shall be set up so as to block off or otherwise interfere with any
other display. All tables must be skirted to the floor. No open flames. All decorations must be fireproofed and pass
inspection by the designated authority of the local municipality.
6.
SIGNS: We encourage factory trademark signs. All signs must be a part of exhibitor’s rental space and may not
be placed elsewhere in the center. Only signs of a professional quality may be used. Signage with business
names other than the contracted exhibitor are NOT allowed. The judgment of this remains with the promoters.
7.
CHARACTER OF EXHIBITS: Printed material dealing with exhibitor’s products or services may be passed out at
their own booth and may not be distributed in any other areas of the center. Materials not related to exhibitor’s
products/services may not be passed out by the exhibitor. Lotteries, drawings, guessing or prize contests of any
kind sponsored by individual exhibitors are subject to show management’s prior approval and must meet all local
and Pa State regulations regarding games of chance. No loud speakers or amplification of any kind will be
permitted. We will permit the usual “tape video” production at the booth but it must be kept at a level that does
not create problems from nearby exhibitors. It must be set up so as not to block off other exhibitors nearby.
8.
EXHIBIT CARE: Exhibits must be in order when the show opens and must be kept that way throughout the
show. Exhibits must be manned at all times. For security purposes, exhibitors must arrive 30 minutes prior
to the show opening to the public and must leave the building in which their exhibits are located within
30 minutes after the show has closed to the public each night. Exhibitors must leave the space occupied
during the show clean and in good condition when they leave the show on the final day.
9.
PRICING PRODUCTS AND SERVICES: Exhibitors may display and promote special prices on their products
and services. THE WORD DISCOUNT IS NOT TO BE USED. THE ONLY ACCEPTABLE WORDS TO BE
USED TO REFLECT A PRICE ARE: SPECIAL SHOW OFFER OR SPECIAL SHOW PRICE. Any misuse of this
arrangement can cause the exhibitor to take the sign down. We are interested in ethical merchandising and
pricing policies.
10.
ELECTRICITY: One 110 (20amp) outlet will be provided per booth at no additional charge. Please bring
extension cords and a power strip. Additional outlets can be installed at a cost (if ordered in advance). If you
require more than your ONE FREE outlet, please indicate that on the Decorating Order Form.
11.
SECURITY: Security will be provided for the duration of the Show. Erie Promotions & Expos, Inc is not
responsible for any loss or damage occurring to your exhibit from any cause. We suggest that small and valuable
exhibit material be covered up or packed away at night. If you have anything that you would like to have locked
up each night, please check with our onsite promotion staff.
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HOTEL INFORMATION
Erie Promotions & Expos, Inc has secured special show rates at the following hotels this year. Please make
your choice and book by February 17, 2014 to ensure your needs are met. Please state you are with the
WNY Sport & Travel Expo and Erie Promotions and Expos, Inc. in order to receive these special show rates.
Country Inn & Suites
164B Slade Avenue
West Seneca, NY 14224
716-259-8520
Rates starting at $75.00/night + tax
This is NOT a pet friendly hotel
W.N.Y. SPORT & TRAVEL EXPO VENDOR PASS ORDER FORM
Each exhibitor will receive 4 permanent (4-day) passes with the purchase of their exhibit space. If you will have more
than 4 people working your space each day you must order passes for them on this order form. Exhibitor passes will be
accepted at the designated exhibitor entrance only. They will not be accepted at the Front Door. Each permanent (4 day)
pass will be good for one admission per day for each day of the show. Additional Vendor passes WILL NOT be
available during show set up. They must be ordered on this form and paid for on or before February 24, 2014. NO
passes will be sold after that date. To order, please fill in the order form below and mail, fax or email it to us along with
payment in full. These passes will be put in your exhibitor envelope to be picked up at the show office the day of set up. If
you would like to have them in advance please add the fee for shipping and handling and include address to be mailed to.
I need __________ 4-day passes @ $ 32.00 each
Shipping & Handling***
Total Amount Due
+
=
$
$
3.00
$
***ADD $3.00 Shipping & Handling fee only if you want them mailed to you in advance.
*Canadian Exhibitors please add $4.50 US Shipping & Handling.
PLEASE COMPLETE ALL INFORMATION BELOW:
BUSINESS NAME_____________________________________________________________________________
BILLING ADDRESS____________________________________________________________________________
CITY_________________________________________________STATE______________ZIP________________
YOUR NAME _____________________________________________________PHONE#____________________
IF PAYING BY CHECK, please mail this reservation form with payment to
Erie Promotions & Expos, Inc., 5938 B Spires Drive, Erie PA 16509
There will be a $25.00 charge for all returned checks. No business or personal checks will be accepted 10days prior to the show
IF PAYING WITH VISA OR MASTER CARD, please complete info below and FAX this form to 814-920-4128
or EMAIL to [email protected]
□Master Card or □Visa #______________________________________________ Expiration Date ____________
Exact Name as it appears on the card: (Please Print)___________________________________________________
Signature of Cardholder ________________________________________________
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W.N.Y. SPORT & TRAVEL EXPO PERSONALIZED GUEST PASSES
Do you have special customers who you would like to give Expo admission tickets to? Here’s your chance. You may
order as many admission tickets as you need at $1.00 OFF regular general admission prices. Tickets must be ordered on
this form and received in our offices on or before February 24, 2014. NO advance admission tickets will be sold after that
date. To order, please fill in the order form below and mail, fax or email it to our offices along with payment in full.
I need __________ Tickets @ $8.00 each
Shipping & Handling***
Total Amount Due
+
=
$
$
3.00
$
***ADD $3.00 Shipping & Handling fee only if you want them mailed to you in advance.
*Canadian Exhibitors please add $4.50 US Shipping & Handling.
PLEASE COMPLETE ALL INFORMATION BELOW:
BUSINESS NAME_____________________________________________________________________________
BILLING ADDRESS____________________________________________________________________________
CITY_________________________________________________STATE______________ZIP________________
YOUR NAME _____________________________________________________PHONE#____________________
IF PAYING BY CHECK, please mail this reservation form with payment to
Erie Promotions & Expos, Inc., 5938 B Spires Drive, Erie PA 16509
There will be a $25.00 charge for all returned checks. No business or personal checks will be accepted 10days prior to the show
IF PAYING WITH VISA OR MASTER CARD, please complete info below and FAX this form to 814-920-4128
or EMAIL to [email protected]
□Master Card or □Visa #______________________________________________ Expiration Date ____________
Exact Name as it appears on the card: (Please Print)___________________________________________________
Signature of Cardholder ________________________________________________
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W.N.Y. SPORT & TRAVEL EXPO RV PARKING FORM
There will be space allocated for exhibitors who travel in their recreational vehicles. This will provide you with a place to
park and electrical hookup only. The charge is $25.00 per night. You can make payment directly to the Event Center
manager during set up; however, we must know when to expect you. Please fill out the following information and fax it to
814-920-4128 or mail it to Erie Promotions & Expos, Inc. at 5938B Spires Drive, Erie PA 16509 before March 3, 2014.
Upon your arrival in March, check with our staff in the show office for designated parking area.
BUSINESS NAME _______________________________________________________________________________
Date of Arrival ___________________________
Date of Departure___________________________
YOUR NAME (Please Print) _______________________________________________________________________
SIGNATURE ______________________________________________
PHONE _________________________
NUMBER OF PEOPLE IN YOUR PARTY _____________
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